UCPathRRDIRECTORS Recovered by nRJdsL

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									CASE MANAGEMENT TOOL
Case Management/Knowledge Management refers to a set of software tools
for managing and coordinating business processes.
CASE MANAGEMENT HAS FOUR COMPONENTS



      1 – Incident
     Management
                          2 – Service Catalog
                                                      3 – Web Portal
                                                                              4 – Knowledge
 Tracking and workflow     “Normal” business                                  Management
  for one-time events     service requests that
                                                    Single-Sign-On web
 (e.g. my paycheck was     need to be tracked,
                                                       application that
         wrong)            routed, approved,
                                                    provides contextual     Captures, organizes,
                         and/or managed (e.g.
                                                   content based on user      distributes and
                         facilitate coordination
                                                     role (i.e. employee   maintains information
                            for leave request)
                                                      view differs from    to provide consistent
                                                       manager view)              answers



  Components are dependent upon tool selection.
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What is the Case Management system used for?
Case Management/Knowledge Management refers to a software tool for
managing and coordinating business processes.

1 – Request Services
    • Employees, managers, and campus
      HR/Payroll professionals are able to
      access the portal to initiate cases

2 – Communication/Data Sharing
    • Handoffs, interactions, workflow, and
      communications between
      locations/employees and the UCPath
      Center


3 – Find Answers
    • Provides information in one place that
      is user friendly, easy to read and
      consistent




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Campus Work

          Activity              Estimated Start             Target Finish
Business Process Mapping   Started                   Q1, 2013
GL Integration/Funding     Started                   October, 2012
Management
Data                       Started                   TBD
Warehouse/Reporting
Data clean-up              June, 2012                February, 2013
Conference Room Pilot      July, 2012                October, 2012
(additional sessions)
Inbound/Outbound           TBD – dependency on        TBD
Interfaces to PeopleSoft   approved functional design
Testing                    November, 2012            June, 2013




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Business Process Mapping
                                                                        Processes to
                                                   Total Number                                Examples of Round II
                          Process Group                                 be mapped in
                                                   of processes                                processes
                                                                        BPM II*:
                          Workforce                17 processes                 4              New Hire, term
                          Administration                                                       appointments

                          Payroll                  33 processes                 8              Health Science Plan Salary
                                                                                               Management

                          Commitment               6 processes                  6              Payroll Expense Transfers,
                          Accounting                                                           Salary Caps (e.g. NIH)

                          Benefits                 16 processes                 2              Premium Reconciliation
                                                                                               (Consolidated Billing)

                          Compensation             8 processes                  0

                          Absence                  7 processes                  4              Financial Catastrophic
                          Management                                                           Leave, Manage vacation
                                                                                               accrual
                          (Leaves)
                          Miscellaneous            9 processes                  6              Reporting, Position
                                                                                               Management, and
                                                                                               additional AP processes

                          TOTALS                   96 processes                30


*Round II of BPM will be held in the fall after the technology solutions are further defined




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Bi-weekly Conversion (target July 1, 2012)
 Departmental communications will be published this week
   •   Over 2000 for SOM


 Special cutover procedures will be outlined
 Bi-weekly Conversion
   •   Active negotiations with CUE and UPTE for concurrence on bi-weekly
       transition (approximately 2,500 UCLA employees). Any parameter changes
       will be communicated
   •   Biweekly transition assistance program – 257 loan requests so far (approx.
       $252K)
   •   Vacation Payout Requests- managed via Departments – Approximately
       108 vacation requests
   •   Online calculator ready



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David Geffen School of Medicine conversion to
HBS
 All DGSOM and SNPI staff will be switching to HBS
  Time & Attendance System

 Approximately 6000 staff

 Separate instance

 Effective September 1, 2012




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