Optimizing Processes for UCPath Transactions

Project Cancelled

Problem Statement

There is significant work to align UC Berkeley processes with the UCPath system and address process challenges that stem directly from implementing a new system of this magnitude, as well as address longstanding issues that are now highlighted by the system and needs to be reworked.

Business Case

Having clear, consistent, and efficient business processes is critical for timely and error-free management of the UC Berkeley workforce. Current issues leading up to and arising from UCPath transactions include inefficient activities, duplication of activities, and poorly defined processes, roles, and responsibilities. Not addressing these issues will result in continued transaction delays, missed pay, administrative rework, and wasted time and resources.

Objectives

Processes addressed through this project will:

  • Minimize waste and inefficiency
  • Be clearly defined
  • Be standardized to the fullest extent possible
  • Have process owners identified
  • Shared with and made accessible to stakeholders

New UCPath Operations processes will be developed for:

  • Change control when UCPC implements process changes
  • Gathering stakeholder input when UCPC seeks feedback on proposed process changes

Project Leaders

  • Sponsor: Marc Fisher
  • Functional Lead: Stacey Alvarez
  • Project Manager: Anne Ho
  • Change Manager: Jan Crosbie-Taylor
  • Process Lead: Anne Ho

Prior Accomplishments

Project accomplishments from prior months are noted here.

DateAccomplishments
Dec 2020-Jan 2021
  • Conducted interviews with key stakeholders to further inform project scope. Stakeholders in the areas of payroll, general ledger, benefits and leaves, HR, research administration, and academic personnel engaged to review and confirm what local / front-end processes need to be mapped or documented, and to review survey results and propose recommendations.
Oct-Dec 2020
  • Created survey in November 2020 to collect feedback on ways local UC Berkeley business processes leading up to or arising from transactions in UCPath can be improved or better aligned. Responses will be used to identify and prioritize local UC Berkeley business processes that will be addressed through the project.
  • Prior to survey distribution, conducted roadshow through meetings with UCPath Advisory Board, BRS HR Managers, RDs, CAOs, and CUAs to provide a project overview and introduction to the survey.
  • Between November 3-10, opened survey to all UCPath transactors and end users at UC Berkeley. Received 130 responses from individuals representing a broad, diverse set of staff and academic roles across regions and departments.
Jul-Sep 2020

  • Presentation to UCPath Steering Committee in July 2020

  • Decision in August 2020 to initiate a new project scope that will identify and prioritize current process opportunities

Risk/Issue History

Project risks and issues that have been resolved or closed are noted here. 

DateRisk/Issue
Feb 2021
  • Type of Risk/Issue: Budget, Resource, Schedule
  • Description: Budget does not include funding for a project manager on this project.
  • Mitigation Plan:
    • Pause project until resolution/decision on resource funding is made by senior leadership.
  • Decision: No funding or project management resource available to continue project. Cancel project.
Feb 2021
  • Type of Risk/Issue: Resource, Schedule
  • Description: Upcoming systemwide UCPath Peoplesoft upgrade will take up significant time for the project Functional Lead and the UCPath Operations team starting in Spring 2021. UCPath transactors and SMEs at UCB, some of whom may be needed as project resources, will also be involved in Peoplesoft upgrade testing.
  • Mitigation Plan:
    • Extend target end date of Optimizing Processes project until 12/31/21.
  • Organize project activities/deliverables by priority phases so that deliverables could be released periodically instead of all at once.