Welcome to the UC Flex Town Hall Meeting October 5, 2005

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Welcome to the UC Flex Town Hall
MeetingOctober 5, 2005
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Town Hall Meeting Agenda

• Welcome Opening Remarks Fred Siff
• Presidents Address Nancy Zimpher
• UC Flex Human Resources Update Jim Tucker
• UC Flex Financials Status Dale McGirr
• Continuous Improvement and Support Jim Lewis,
  Dennis Yockey
• Related Initiatives Jim Lewis, Dennis Yockey
• Questions Answers UC Flex Project Team

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Welcome!

• Fred Siff, VP and CIO

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Opening Remarks

• The 5th in a series of Town Hall Meetings
• Business-driven, IT enabled transformation
• Keys to Success

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Keys to Success

• UC Flex Financials success due to
• Experience
• Process
• Community
• Vanilla
• Designed to succeed
• Scope management
• World class partners

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Presidents Address

• Dr. Nancy Zimpher, President

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• Six Goals
• Place Students at the Center
• Grow Our Research Excellence
• Achieve Academic Excellence
• Forge Key Relationships Partnerships
• Establish a Sense of Place
• Create Opportunity

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UC Flex Human Resources Update

• Jim Tucker, VP for Administrative Business
  Services

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UC Flex Human Resources
Mission Deliver a mySAP solution to enhance the
Universitys Human Resources Management operations

• Deliver on-time on-budget
• Utilize an integrated approach to design build
  the system
• Provide for common business processes and data at
  all levels within the University
• Eliminate shadow systems wherever possible
• Provide an integrated core solution that improves
  current operations and allows for future
  enhancements

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UC Flex HR Functional Scope

• HR Administration
• Organization and Position Management
• Recruitment (interface to PeopleAdmin)
• Personnel Administration
• Time Management
• Benefits Administration
• Payroll Processing and Payroll Accounting
• Employee Self Services (ESS) and Manager Self
  Services (MSS) will replace ePAF
• Talent Management

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Current HR Systems Environment
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HR Timeline by Phase
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UC Flex HR Governance

• UC Flex HR Governance is
• Assignment of decision rights the
  accountability framework to encourage desirable
  behavior in the use of IT
• In other words, making decisions to support the
  project
• Types of decisions made
• Programmatic i.e. cost, schedule, deadlines,
  resources, etc
• Process Within a single domain (e.g. HR, FI,
  etc.) and across domains (i.e. Integration)
• 1 and 2 are interdependent

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Key Challenges

• Recognize that the culture for ERP project
  governance requires significant change
  implementing UC HR Flex is not business as
  usual
• Embrace the fact that the most serious challenge
  to the success of UC Flex HR is not the SAP
  software, but rather the Universitys ability to
  adopt new processes and execute change management
• Balance consensus with progress

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Goals

• Provide direct executive sponsorship and
  demonstrate unwavering commitment
• Clearly define Roles and Responsibilities for all
  participants
• Provide a single point of focus for the project
  and for the community
• Empower the project team and hold them
  responsible
• Make each decision rapidly and one time only

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Driving Change The Process ChangeLeadership
Group (PCLG)
Sponsors
Co-Chairs
ESC
Process Change Leadership Group

• Program Mgrs
• Integration Mgr

PMO

• HR Admin (Chair) Betty Young
• Provost East Heather Cox
• Provost West Ken Wolterman
• Finance / Admin Julie Flammer
• Admin Services Martine Hodges
• Non Voting Process Owners, Team Leads,
  Integration Mgr, PMs, Change Mgt

HR Team
Other Teams

• Team Leads
• Team Members
• Process Owners
• SMEs

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PCLG Roles Responsibilities

• The Process Change Leadership Group are meeting
  weekly and their responsibilities include
• Approved the SAP Business Blueprint (Functional
  Design)
• Controlling the Functional Scope and approving
  any Functional Scope Changes
• Resolving, in a timely manner, process-related
  issues where alternative approaches exist that
  require a decision to be made
• Assessing the organizational impacts of the SAP
  design and acting as change leaders to ensure the
  impacts are understood by the UC community and
  are adequately addressed

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UC Flex HR Benefits

• A standard (SAP-centric) platform allowing a
  truly integrated system
• Streamlined business processes using the SAP
  system to provide faster, more convenient service
  to the University community
• Increased flexibility to manage activities in
  centrally or decentralized modes
• Electronic Workflow approvals

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Schedule of UC Flex HR Activities

• HR Process Overviews October November 2005
• Configuration June December 2005
• Integration Testing December February 2006
• Payroll Parallel Testing February May 2006
• Role Mapping Validation February 2006
• End User Acceptance Testing February March 2006
• End user training April June 2006
• Final sign-off of readiness June 2006
• UC Flex HR Go Live July 2006

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Unique Challenges for UC Flex HR

• HR is visible and mission critical
• Will affect more people in a wider range of
  colleges and geographies
• Greater need for hand holding among user
  population to adapt to changes
• HR process changes require a more formalized
  process for involvement of stakeholders in
  resolution of issues
• Process Change Leadership Group will facilitate
  consensus building
• NEW Liaisons and Leaders will facilitate
  knowledge transfer from UC Flex to end users

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Transition Leader Program
The Transition Leader Program is a structured
approach to helping departments manage and
prepare for the significant changes that will be
created by UC Flex. The approach will

• formalize the process of involving stakeholders
• leverage existing communications networks
• facilitate knowledge transfer from UC Flex to end
  users
• help employees be part of change activities
• provide for local guidance for end users
• ensure department heads, faculty, administrators
  and users are all kept informed
• increase the level of preparedness campus wide

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Communications Flow
(Optional, as needed)
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Liaisons
Administrative Departments
West Campus
East Campus
Julie Flammer Martine Hodges
Ken Wolterman
Heather Cox
Transition Leaders
Alisha Campbell Karen Carr Shannon Doyle Annette
Georgin Martha Hart Susan Jackson Melissa
Kelley Priscilla Neill Lynne Ransier Jim
Schoenfeld Evelyn Schott Melinda Stout Stacey
Weber Bob Willis Patricia Woods
Maria Bolten Amy Carpenter Christine Day
Carlette Grayson-Rogers Susan Green Teresa
Larkin Kim Maune Shelia McCormick Linda
Middleton Debbie Owsley Tim Schraffenberger
Angela Smith Jaynee Tolle Kelly Waikel Mindy
Weaver
Adam Benedict Ruth Bolus Darlene Bunton Mike
Burba Pallavi Patel Pat Reith Linda Rook Jeanette
Shoecraft Carolyn Walker Debbie Weinstein Beth
Wilhelmus
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UC Flex Financials Status

• Dale McGirr, Senior VP, Planning, Finance
  Community Development

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Financials Project Milestones

• Project Delivered On Schedule/On Budget
• Budget Planning Go-Live April 2005
• Financials Go-Live July 2005
• First Month-End Closed August 2005
• 900 End-Users Completed Training Plans
• 1060 individual training plans delivered May
  2005
• 880 active on-line users July 2005
• Knowledge Transfer to UC Trainers completed
  August 2005
• Two-tiered Support Model Delivered
• First tier support integrated into UCit Help
  Desk July 2005
• Second tier Competency Center staffed by SMEs
  July 2005

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UC Flex Competency Center

• Mission To provide ongoing support to the
• UC Flex Community by
• insuring system stability
• managing system maintenance and growth
• coordinating communications and training

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UC Flex Competency CenterEnd-User Outreach
Programs

• Open Help Sessions
• 386 end-user visits in July and August
• Tips n Tricks Sessions
• For Targeted End-User Audiences
• Requisition and Term Contracts (2 sessions in
  July)
• Asset Management (2 sessions in August)
• Reporting (2 sessions in September)
• Reporting Focus Group (1 session in September)
• More focus groups and user groups to come

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UC Flex Continuous Improvement and Support

• Jim Lewis, UC Flex Project Manager
• Dennis Yockey, UC Flex Project Manager

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UC Flex Competency CenterMission
To provide a knowledge center that supports the
UC Flex Community by managing system maintenance,
ensuring system stability, and coordinating
overall communications, training and continuous
business technical improvements.
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UC Flex Competency Center

• Provides support for
• Incident Management Help Desk
• Problem Management Production Outages
• Business Process Management Analysis
  Configuration
• Interface Management Non SAP System
  Dependencies
• Operations Management System Execution
• Security Management Business Security Roles
• Sizing Capacity Management Infrastructure
  Resources
• Software Management Upgrades Enhancements
• Change Management Communications Training

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UC Flex ReportsGoing Live

• Model flexibility and shared responsibility
• Strategy
• evolve to the new reporting model
• depend on super users to provide reports to
  others
• continue to employ focus groups for requirements
• create user groups to build wide-spread expertise

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UC Flex ReportsChallenges

• Acceptance of the new model
• Response general and focused training
• Expressed need of BAs to filter reports to their
  end users
• Response Reports must cascade from top down
• Availability of appropriate detail to end users
• Response Improvements to standard reports
• More to come now is the beginning, not the end
  of UC Flex Reports and is the top priority of the
  Competency Center.

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Production Support Activities
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Ongoing Support Staff
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Help Desk Call History
Grand Total 2347
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Help Desk Call History by Business Area
Grand Totals
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Help Desk Call History by Other Areas
Grand Totals
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UC Flex Related Initiatives

• KRONOS
• PeopleAdmin
• COEUS

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Other UC Flex Sources of Information
Anyone not receiving the UC Flex Newsletter, FAQ
of the Month or other communications should
subscribe to the UC Flex Listserv via the UC Flex
website www.uc.edu/ucflex
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We Welcome Feedback and Questions
OR . . .
E-mail us at ucflex_at_uc.edu (We review this
e-mail account every week)
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Questions and Answers
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Thank You for Your Continued Support