UC Flex Town Hall 5 Final

Welcome to the UC Flex Town Hall MeetingOctober 5, 2005: 

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

Town Hall Meeting Agenda: 

Town Hall Meeting Agenda Welcome & Opening Remarks Fred Siff President’s 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

Welcome!: 

Welcome! Fred Siff, VP and CIO

Opening Remarks: 

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

Keys to Success: 

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

President’s Address: 

President’s Address Dr. Nancy Zimpher, President

Slide7: 

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

UC Flex Human Resources Update: 

UC Flex Human Resources Update Jim Tucker, VP for Administrative & Business Services

UC Flex Human Resources: 

UC Flex Human Resources 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 Mission: Deliver a mySAP solution to enhance the University’s Human Resources Management operations

UC Flex HR Functional Scope: 

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

Current HR Systems Environment: 

Current HR Systems Environment

HR Timeline by Phase: 

HR Timeline by Phase

UC Flex HR Governance: 

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

Key Challenges: 

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 University’s ability to adopt new processes and execute change management Balance consensus with progress

Goals: 

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

Driving Change – The Process ChangeLeadership Group (PCLG): 

ESC Driving Change – The Process Change Leadership Group (PCLG) Sponsors PMO HR Team Process Change Leadership Group 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, PM’s, Change Mgt Team Leads Team Members Process Owners SME’s Other Teams Co-Chairs Program Mgr’s Integration Mgr

PCLG – Roles & Responsibilities: 

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

UC Flex HR Benefits: 

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

Schedule of UC Flex HR Activities: 

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

Unique Challenges for UC Flex HR : 

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

Transition Leader Program: 

Transition Leader Program 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 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…

Communications Flow : 

Communications Flow (Optional, as needed)

Slide23: 

Liaisons Ken Wolterman Heather Cox Julie Flammer Martine Hodges 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 West Campus East Campus Administrative Departments 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

UC Flex Financials Status: 

UC Flex Financials Status Dale McGirr, Senior VP, Planning, Finance & Community Development

Financials Project Milestones: 

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

UC Flex Competency Center: 

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

UC Flex Competency CenterEnd-User Outreach Programs: 

UC Flex Competency Center End-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

UC Flex Continuous Improvement and Support: 

UC Flex Continuous Improvement and Support Jim Lewis, UC Flex Project Manager Dennis Yockey, UC Flex Project Manager

UC Flex Competency CenterMission: 

UC Flex Competency Center Mission 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.

UC Flex Competency Center: 

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

UC Flex Reports“Going Live”: 

UC Flex Reports “Going 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

UC Flex Reports“Challenges”: 

UC Flex Reports “Challenges” 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.

Production Support Activities: 

Production Support Activities

Ongoing Support Staff: 

Ongoing Support Staff

Help Desk Call History: 

Help Desk Call History Grand Total = 2347

Help Desk Call History by Business Area: 

Help Desk Call History by Business Area Grand Totals

Help Desk Call History by Other Areas: 

Help Desk Call History by Other Areas Grand Totals

UC Flex – Related Initiatives: 

UC Flex – Related Initiatives KRONOS PeopleAdmin COEUS

Other UC Flex Sources of Information: 

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

We Welcome Feedback and Questions: 

We Welcome Feedback and Questions OR . . . E-mail us at: ucflex@uc.edu (We review this e-mail account every week)

Questions and Answers: 

Questions and Answers

Thank You for Your Continued Support: 

Thank You for Your Continued Support