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

   

• 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
      1. Subject Line: PILOT training question, PILOT process question
      2. Email Address: ucpathcsc@ucr.edu
    • Support Escalations/Issues
      1. Subject Line: Pilot issue
      2. Email Address: ucpathhelp@ucr.edu
    • Zoom Chat Channels
      1. Pilot Transactors & CSC Training Team
      2. CSC and SSC Pilot Teams
  • 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 19^th 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 1 Oct 2	1-5pm	Bannockburn J102
  Onboarding For EMPL Class 5, 9 & 10 (Part 2/2)	Oct 2  Oct 3	1-5pm	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
      1. Subject Line: PILOT training question, PILOT process question
      2. Email Address: ucpathcsc@ucr.edu
    • Support Escalations/Issues
      1. Subject Line: Pilot issue
      2. Email Address: ucpathhelp@ucr.edu
    • Zoom Chat Channels
      1. Pilot Transactors & CSC Training Team
      2. CSC and SSC Pilot Teams
  • 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
      1. Subject Line: PILOT training question, PILOT process question
      2. Email Address: ucpathcsc@ucr.edu
    • Support Escalations/Issues
      1. Subject Line: Pilot issue
      2. Email Address: ucpathhelp@ucr.edu
    • Zoom Chat Channels
      1. Pilot Transactors & CSC Training Team
      2. CSC and SSC Pilot Teams
  • 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
      1. Subject Line: PILOT training question, PILOT process question
      2. Email Address: ucpathcsc@ucr.edu
    • Support Escalations/Issues
      1. Subject Line: Pilot issue
      2. Email Address: ucpathhelp@ucr.edu
    • Zoom Chat Channels
      1. Pilot Transactors & CSC Training Team
      2. CSC and SSC Pilot Teams
  • 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
      1. Subject Line: PILOT training question, PILOT process question
      2. Email Address: ucpathcsc@ucr.edu
    • Support Escalations/Issues
      1. Subject Line: Pilot issue
      2. Email Address: ucpathhelp@ucr.edu
    • Zoom Chat Channels
      1. Pilot Transactors & CSC Training Team
      2. CSC and SSC Pilot Teams
  • For the Hypercare deck please visit SharePoint

Pilot Participants