
Transactional Unit Pilot
The project team’s review effort included collecting feedback from campus leadership, Shared Services Center staff, campus operational staff, central offices, and the UCPath Center. The result of the review effort is a proposal for improvement which includes a pilot program that leverages delivered UCPath PeopleSoft workflow to increase UCR visibility into UCPath transactions. In addition, the proposal is anticipated to minimize re-keying of data, by moving selected UCPath transactional activity closer to the source (i.e., transactional unit). This pilot will occur in multiple phases
Pilot Phases
-
Phase I - August - October 2019
This will extend initiation to pilot units for processes below and the validation/approval would remain at SSCs.
Distributed Initiation in UCPath with
Shared Services Validation
Onboarding/Offboarding: Contingent Worker (Add, Renew/Update and Complete)
Position Control
Additional Comp - One Time Pay Individual Transactions
Offboarding: Voluntary Termination (Staff and Academic)**
Personal Data Change & Person Profile Approval Role
On Behalf of Case Management *
Onboarding: Person Of Interest (POI) Initiation
In addition, the following process will be fully centralized in the AP Office.
Phase I – Fully Centralized
PayPath/Onboarding/Offboarding For EMPL Class 22 (Deans & Faculty Admins) - AP Office**
* Low-risk and relevant Case Management submissions will also be made available to pilot units in Phase I. These transactions have no workflow available.
** Offboarding does not include final pay transactions.
-
Phase II - November - February 2020
This will extend approval to pilot units for lower risk processes, based on analysis and demonstrated competency. It will also extend initiation to pilot units for selected higher risk/more complex processes.
Fully Distributed to Transactional Units
(UCPath Initiation & Validation)
Distributed UCPath Initiation
Shared Services Validation
Onboarding/Offboarding: Contingent Worker (Add, Renew/Update and Complete)
Offboarding Involuntary Termination – (Staff & Academic)
Additional Comp - One Time Pay Individual Transactions
PayPath For EMPL Class 5, 9 & 10
Offboarding: Voluntary Termination (Staff and Academic)**
Onboarding For EMPL Class 5, 9 & 10
Personal Data Change & Person Profile Approval Role
Position Control
On Behalf of Case Management *
Onboarding: Person Of Interest (POI) Initiation
* Low-risk Case Management transactions will also be made available to pilot units in Phase I. These transactions have no workflow available.
** Offboarding does not include final pay transactions
In addition, the following process will be fully centralized in the AP Office.
Phase II – Fully Centralized
PayPath/Onboarding/Offboarding For EMPL Class 22 (Deans & Faculty Admins) - AP Office**
-
Phase III - Post March 2020
Evaluation of Pilot:
Feedback Sessions/Surveys
-
Phase IV - May - August 2020
Transition of the remaining pilot transaction employee classes from Phase 1 & Phase 2 and approvals
-
Phase V - August - February 2021
- Transition of the Complex and High Risk Transactions currently fulfilled in the SSC’s
- Pilot unit transact all of Phase 1-4 transactions
Pilot Training Schedule - Phase 1
Layered Curriculum Approach to Learning – Training for Phase I of the Pilot will be conducted in 4 distinct layers:
-
Online Pre-Training
- Web-based, will be held (for Phase I) from May 29th - June 27th. Access to this training will be 24/7. Online pre-training is expected to be a total of 16 hours.
- Composed of online, self-paced courses and resources that introduce future initiators to UCPath basics and navigation and transactional processes. Online pre-training is composed of 8 modules.
- After completing each module, participants will be asked to take a 5 question quiz. Participants will need to pass the quiz with a score of at least 80%. All quizzes will be hosted in the LMS.
Module Name
Description of Training
UCPath Basics
Help Site Overview, PeopleSoft Overview, Basics & Navigation, and WFA Overview
Contingent Workers
Adding, Renewing, Extending, and Completing CWR appointments (with and without positions)
Position Control
View Position Info, Initiate New Position Control Request, and Update Vacant Position Request
One-Time Payment
View One-Time Payment and Submit One-Time Payment Requests
Voluntary Termination
Initiate Voluntary Termination Template and Retirement Template Transactions
Personal Data Changes
Employee Data Inquiry, Initiate Personal Data Change Template Transaction, Update Personal Information
On Behalf of Case Management
Submit Case, Submit on Behalf of Employee, Reopen Closed Cases, Monitor Cases
Person of Interest
Add POI, Add POI Relationship, Approve POI, and Extend or Inactivate POI
-
In Person Training
- In-Person, will be held (for Phase I) from June 10th to June 22nd. Location is TBD, but will likely be on campus. In-person training is expected to be a total of 30 hours.
- Composed of lecture-based and hands-on sessions (using the UCPath Training Environment), in-person training builds on knowledge acquired during the Online Pre-Training. In-Person training is composed of 12 courses (see below and next slide for course details).
- Shared Services Centers are expected to attend 3 courses (total of 8 hours of Training). These are italicized below.
- All trainings will be held in Sproul 2225.
TRAINING TITLE
DATE
TIME
Intro to PeopleSoft
July 1
1-3pm
On Behalf of Case Management
July 2
1-3pm
Payroll Calendars & Auto Processes
July 2
3-4:30pm
One-Time Pay
July 8
1-3pm
Handoff Processes
July 8
3-5pm
Contingent Workers – Add, Renew, Extend & Complete
July 9
1-4pm
Troubleshooting & Understanding Downstream Impacts
July 11
1-4pm
Position Control
July 12
1-5pm
Person of Interest
July 15
1-2:30pm
Personal Data Change & Person Profile Approval Role
July 15
2:30-4:30pm
Voluntary Termination
July 16
1-5pm
UCPath & Process Summary Overview
July 18
1-4pm
Make-Up Session
July 19
8am-5pm
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Dress Rehearsal
Dress Rehearsal will take place the week prior to Phase I Deployment (July 22 - August 2). During the course of the week, various end-to-end scenarios will be tested in the UCPath Testing Environment, including AWE approvals, performed by the Shared Services Centers. Expected duration of the Dressed Rehearsal is 20 hours over the course of 2 weeks. All sessions will be held in Sproul 2225. The following scenarios will be tested:
SCENARIO(S) DAY TRANSACTIONAL UNIT SSC Instructions and Orientation Position Control (Create New, Copy Existing, Update Vacant Positions) July 22 1:00-4:00pm Not Available Contingent Worker (Add, Renew, Extend, Complete CWR Appointment) July 23 2:00-4:00pm 3:00-4:00pm Remote Contingent Worker (Add, Renew, Extend, Complete CWR Appointment) July 24 2:00-4:00pm 3:00-4:00pm Remote One-Time Payment July 25 2:00-4:00pm 2:00-4:00pm One-Time Payment July 26 2:00-4:00pm Not Available Person Profile (Degree, Certifications, Oath, etc) Person Profile Approval Role July 29 1:00-4:00pm 2:00-4:00pm Personal Data Change(email, Address, Phone, Gender etc) Person of Interest (Initiation) July 30 2:00-4:00pm 3:00-4:00pm Remote Voluntary Termination and Retirement (Initiate Voluntary Termination and Retirement Request) July 31 2:00-4:00pm 3:00-4:00pm Remote Voluntary Termination and Retirement (Initiate Voluntary Termination and Retirement Request) Aug 1 2:00-4:00pm 2:00-4:00pm Submit on Behalf of for Vol Termination, Position, CWR and Other Aug 2 2:00-4:00pm 2:00-4:00pm -
Labs
- Web-based (via Zoom) on Friday's (August 9th-September 13th) from 10-12 am and in-person at Sproul 2225 (see below for schedule) , will be held after Phase I Pilot Deployment on a weekly basis.
- These optional sessions are designed to assist Transactional Unit initiators in transacting REAL requests in the UCPath Production Environment.
- Meeting cadence will decrease over time
HYPERCARE IN PERSON LAB SCHEUDLE
Course Name
Course Description
Course Date
Time
Course Location
Session 1 -LAB
Drop-in Lab - In person
7-Aug-19
9:00am - 12:00pm
Sproul 2225
Session 2 -LAB
Drop-in Lab - In person
14-Aug-19
1:00pm - 4:00pm
Sproul 2225
Session 3 -LAB
Drop-in Lab - In person
21-Aug-19
9:00am - 12:00pm
Sproul 2225
Session 4 -LAB
Drop-in Lab - In person
28-Aug-19
9:00am - 12:00pm
Sproul 2225
Session 5 -LAB
Drop-in Lab - In person
4-Sep-19
9:00am - 12:00pm
Sproul 2225
Session 6 -LAB
Drop-in Lab - In person
11-Sep-19
9:00am - 12:00pm
Sproul 2225
Session 7 -LAB
Drop-in Lab - In person
18-Sep-19
9:00am - 12:00pm
Sproul 2225
-
Hypercare Information
General Information:
- Please see information in tab above for Labs
- For contact information:
- Training/Process/General Questions
- Subject Line: PILOT training question, PILOT process question
- Email Address: ucpathcsc@ucr.edu
- Support Escalations/Issues
- Subject Line: Pilot issue
- Email Address: ucpathhelp@ucr.edu
- Zoom Chat Channels
- Pilot Transactors & CSC Training Team
- CSC and SSC Pilot Teams
- Training/Process/General Questions
- For the Hypercare deck please visit SharePoint
Pilot Training Schedule - Phase 2
Layered Curriculum Approach to Learning – Training for Phase 2 of the Pilot will be conducted in 4 distinct layers:
-
Online Pre-Training
- A detailed email for pre-training will be sent later this week for approvers and transactors.
- Web-based, Phase 2 will be available 24/7 from September 9 to September 19th. This pre-training is located here: https://fomucpath.ucr.edu/pilot_pretraining.html.
- After completing each module, participants will be asked to take a 5 question quiz. Participants will need to pass each quiz with a score of at least 80%. All quizzes will be hosted in the LMS.
- Pre-training must be completed by September 19th to be eligible to take in-person training. It’s important to have the pre-training information fresh in your mind as a foundation prior to participating in the in-person sessions.
-
In-Person Training
IN-PERSON TRAINING:
- In-Person, will be held (for Phase 2) from September 19 – October 18th. This training is expected to be a total of 33 hours for Transactional Units.
- Shared Services Centers are expected to attend 3 courses (total of 8 hours of training). These courses are highlighted below in yellow.
- Approvers are expected to attend 4 courses (total of 11 hours of training). These courses have ** next to them
- Composed of lecture-based and hands-on sessions (using the UCPath Training Environment), in-person training builds on knowledge acquired during the Online Pre-Training. In-Person training is composed of 10 courses (see below for course details).
- All trainings locations are listed below.
- Calendar invites should already be on your calendar.
TRAINING TITLE
DATE
TIME
LOCATION
Approval Workflow Engine (AWE)**
Sept 20
1-4pm
Pentland Hills C101
Payroll & Pay Impacting Concepts/Advanced Downstream Impacts**
Sept 23
1-4pm
Sproul 2225
Off-boarding Involuntary Termination - Staff & Academic
Sept 24
1-5pm
Sproul 2225
Onboarding For EMPL Class 5, 9 & 10 (Part 1/2)
Oct 1Oct 21-5pm
Bannockburn J102
Onboarding For EMPL Class 5, 9 & 10 (Part 2/2)
Oct 2Oct 31-5pm
Bannockburn J102
Paypath For EMPL Class 5, 9 & 10 (Part 1/2)
Oct 8
1-5pm
Bannockburn J102
Paypath For EMPL Class 5, 9 & 10 (Part 2/2)
Oct 9
1-5pm
Bannockburn J102
Handoff Processes**
Oct 15
1-3pm
Bannockburn J102
UCPath Phase 2 Summary Review**
Oct 16
1-4pm
Bannockburn J102
Make-up Session
Oct 18
8am-5pm
Bannockburn J102
-
Dress Rehearsal
- Dress Rehearsal will take place the week prior to Phase 2 Deployment (October 21st – November 1st ). During the course of the week, various end-to-end scenarios will be tested in the UCPath Testing Environment, including AWE approvals, performed by the Transactional Units. All the sessions locations are: TBD. The schedule of scenarios will be sent out in a follow-up email, however placeholders will be put on the calendar as of today.
DATE
TIME
October 21
1:00-5:00pm
October 22
1:00-4:00pm
October 23
1:00-4:00pm
October 24
1:00-4:00pm
October 25
1:00-4:00pm
October 28
1:00-5:00pm
October 29
1:00-4:00pm
October 30
1:00-4:00pm
October 31
1:00-4:00pm
November 1
1:00-4:00pm
-
Labs
- Web-based (via Zoom) and in-person (location(s) TBD, but will likely be on campus), will be held after Phase 2 Pilot Deployment on a weekly basis.
- Meeting cadence will decrease over time.
- Information on lab dates and locations is forthcoming.
-
Hypercare
General Information:
- Please see information in tab above for Labs
- For contact information:
- Training/Process/General Questions
- Subject Line: PILOT training question, PILOT process question
- Email Address: ucpathcsc@ucr.edu
- Support Escalations/Issues
- Subject Line: Pilot issue
- Email Address: ucpathhelp@ucr.edu
- Zoom Chat Channels
- Pilot Transactors & CSC Training Team
- CSC and SSC Pilot Teams
- Training/Process/General Questions
- For the Hypercare deck please visit SharePoint
Pilot Training Schedule - Phase 4
-
Makeup Phase 1 & 2 Training for New Participants
- Web-based, Phase 4 is available 24/7 from May 18th to June 5th. This training consists of a total of 60 hours including pre-training and “in-person training”
- Composed of online, self-paced courses and resources that introduces future transactors and approvers to UCPath transactional processes. Online pre-training is composed of multiple modules. Please see follow-up email with details regarding this training.
- A review session for Phase 1 and 2 will take place on the following week
Training Session
Date
Time
Phase 1 Review Session
June 8
10:00am-12:00pm
Phase 2 Review Session
June 9
10:00am-12:00pm
-
Online Pre-Training
- Web-based, Phase 4 is available 24/7 from June 8th – 10th. This pre-training is being developed and we will email details soon!
- Composed of online, self-paced courses and resources that introduces new transactional processes.
- Pre-training must be completed by June 10th to be eligible to take in-person training. If you completed the pre- training in advance, please review the information for the in-person training. It’s important to have the pre- training information fresh in your mind as a foundation prior to participating in the in-person sessions.
-
In Person Training
- Zoom Trainings will be held (for Phase 4) from June 15th-24th. This training is expected to be a total of 15.5 hours for all Transactors/Approvers in the Transactional Units.
- School of Medicine is required to attend 2 Academic Specific courses (total of 4 hours of training – making the total 19.5 hours). These courses are highlighted below in yellow.
- Composed of lecture-based and hands-on sessions (using the UCPath Training Environment), in-person training builds on knowledge acquired during the Online Pre-Training. In-Person training is composed of 10 courses (see below).
- All trainings will be held via Zoom and the meetings will be placed on your calendars:
-
Training Session
Date
Time
**On Behalf-Of Complex Cases
June 15
10:00am-11:00am
Onboarding All Empl Classes 1
June 16
10:00am-12:00pm
Onboarding All Empl Classes 2
June 16
1:30-3:30pm
Position Admin Management
June 17
10:00am-12:00pm
AWE Training
June 18
10:00am-12:00pm
**PayPath All Empl Classes 1
June 19
10:00am-12:00pm
**PayPath All Empl Classes 2
June 19
1:30-3:30pm
**SOM Academic Session 1
June 22
10:00am-12:00pm
**SOM Academic Session 2
June 22
1:30-3:30pm
**GO-Live Training June 24 1:00-3:00pm
-
-
Homework
- In lieu of dress rehearsal, Phase 4 of the pilot will include “homework” which will be assigned during the weeks of the online live training, various end-to-end scenarios will be tested in the UCPath Testing Environment and assignments will be provided after each session. All homework has a deadline of June 26th and will be graded for efficiency and accuracy.
-
Labs
- Web-based (via Zoom), will be held after Phase 4 Pilot Deployment on a weekly basis on Wednesday and Friday.
- Mandatory check-in meetings will be held every Wednesday from 10-10:30 during the first half-hour of the Wednesday lab.
- The labs are optional sessions that are designed to assist Transactional Unit initiators in transacting REAL requests in the UCPath Production Environment.
- Meeting cadence will decrease over time as needed.
- Information on lab dates and zoom link will be placed on your calendars.
-
Hypercare
General Information:
- Please see information in tab above for Labs
- For contact information:
- Training/Process/General Questions
- Subject Line: PILOT training question, PILOT process question
- Email Address: ucpathcsc@ucr.edu
- Support Escalations/Issues
- Subject Line: Pilot issue
- Email Address: ucpathhelp@ucr.edu
- Zoom Chat Channels
- Pilot Transactors & CSC Training Team
- CSC and SSC Pilot Teams
- Training/Process/General Questions
- For the Hypercare deck please visit SharePoint
Pilot Training Schedule - Phase 5a
-
In-Person Training
- Zoom Trainings will be held (for Phase 5a) from September 1-10.
- Composed of lecture-based and hands-on sessions (using the UCPath Training Environment), in-person training builds on knowledge acquired during the Online Pre-Training. In-Person training is composed of 10 courses (see below).
- All trainings will be held via Zoom and the meetings will be placed on your calendars:
Pilot Phase 5a Tracker Training/ Testing Part 1 of 3 Tuesday, September 1, 2020 | 10:00am-12:00pm Pilot Phase 5a Tracker Training/ Testing Part 2 of 3 Thursday, September 3, 2020 | 1:00pm-3:00pm Pilot Phase 5a Tracker Training/ Testing Part 3 of 3 Wednesday, September 9, 2020 | 1:00pm-3:00pm Pilot Phase 5a Training Process/ Handoff Session Thursday, September 10, 2020 | 10:00am-12:00pm Pilot Phase 5a Go-Live Wrap Up Training Session Monday, September 14, 2020 | 3:00pm-4:00pm -
Labs
- Web-based (via Zoom), will be held after Phase 4 Pilot Deployment on a weekly basis on Wednesday and Friday.
- Mandatory check-in meetings will be held every Wednesday from 10-10:30 during the first half-hour of the Wednesday lab.
- The labs are optional sessions that are designed to assist Transactional Unit initiators in transacting REAL requests in the UCPath Production Environment.
- Meeting cadence will decrease over time as needed.
- Information on lab dates and zoom link will be placed on your calendars.
-
Hypercare
General Information:
- Please see information in tab above for Labs
- For contact information:
- Training/Process/General Questions
- Subject Line: PILOT training question, PILOT process question
- Email Address: ucpathcsc@ucr.edu
- Support Escalations/Issues
- Subject Line: Pilot issue
- Email Address: ucpathhelp@ucr.edu
- Zoom Chat Channels
- Pilot Transactors & CSC Training Team
- CSC and SSC Pilot Teams
- Training/Process/General Questions
- For the Hypercare deck please visit SharePoint
Pilot Training Schedule - Phase 5b
-
In-Person Traning
- Zoom Trainings will be held (for Phase 5b) from November 9-10.
- Composed of lecture-based and hands-on sessions (using the UCPath Training Environment), LIVE ZOOM training builds on knowledge acquired during the previous phases. Live Zoom Video training is composed of 2 courses (see below).
- All trainings will be held via Zoom and the meetings will be placed on your calendars:
TRAINING SESSION
DATE
TIME
Training – Funding Entry
November 9
10:00am-12:00pm
Training – Funding Entry
November 9
1:00pm – 3:00 pm
Training – Direct Retro
November 10
10:00am-12:00pm
Training – Direct Retro
November 10
1:00pm – 3:00pm
-
Labs
- Web-based (via Zoom), will be held after Phase 4 Pilot Deployment on a weekly basis on Wednesday and Friday.
- Mandatory check-in meetings will be held every Wednesday from 10-10:30 during the first half-hour of the Wednesday lab.
- The labs are optional sessions that are designed to assist Transactional Unit initiators in transacting REAL requests in the UCPath Production Environment.
- Meeting cadence will decrease over time as needed.
- Information on lab dates and zoom link will be placed on your calendars.
-
Hypercare
General Information:
- Please see information in tab above for Labs
- For contact information:
- Training/Process/General Questions
- Subject Line: PILOT training question, PILOT process question
- Email Address: ucpathcsc@ucr.edu
- Support Escalations/Issues
- Subject Line: Pilot issue
- Email Address: ucpathhelp@ucr.edu
- Zoom Chat Channels
- Pilot Transactors & CSC Training Team
- CSC and SSC Pilot Teams
- Training/Process/General Questions
- For the Hypercare deck please visit SharePoint
Pilot Participants
Original Pilot Participants
- Information Technology Services (ITS) - R'SSC
- School of Medicine – Biomed & OB/GYN depts. – R'SSC
- Enrollment Management – Undergraduate Admissions dept. – R'SSC
- BAS – Housing, TAPS & Fleet Services – R'SSC
- School of Business – POSSC
- School of Public Policy - POSSC
- Graduate School of Education – POSSC
- CHASS – Dean's Office, Student Affairs depts. – Harvest
- CHASS – English, Philosophy & Eng/Hist/Phil Admin depts. – Harvest
- Student Affairs – Student Health Services dept. - Citrus
Current Pilot Participants
- School of Medicine – R'SSC
- Enrollment Management – R'SSC
- Auxiliary Services – R'SSC