#

Name

Goals

Comments

Beneficiaries

Campus Issue

Priority

101

Demographic Database

To enable people-centric processing, eliminate redundant processing, and better integrate common, centralized demographic data between applications. Also, can support university authentication objectives.

Central Offices, Departments, Employees

HIGH

102

Employee Access

To improve access to employee data and improve the employees' ability to maintain their own data.

This would be utilized by the employee and available by multiple means of access, e.g., web, ivr (telephone), kiosks.

note: Different methodologies may provide varying levels of functionality

Central Offices, Departments, Employees

HIGH

103

Online Entry of Data Currently Submitted by Forms

Potential applications would include insurance forms, beneficiary designation, W-4 forms, new employee forms

note: forms shouldn't just be replicated online, i.e., overall process should be reviewed and improved

Central Offices, Departments, Employees

HIGH

#

Name

Goals

Comments

Beneficiaries

Campus Issue

Priority

105

Electronic Access to Employee Records from Sources Not Currently Readily Accessible

To streamline operating processing

This would be utilized by the University (employer perspective)

It is necessary to include the issues of the electronic data storage for this information such as document scanning, for example

Central Offices, Departments

HIGH

106

Modelling and Projection Applications

To provide people-centric applications to facilitate individual's ability to make a decision and second, to allow decision forecasts

Provide more direct employee consultative services, e.g., W-4 modelling, pension projections; also see specific items in the New Features and System Enhancements section of this document, e.g., Salary Administration.

Central Offices,

Departments,

Employees

HIGH

107

Smart Cards

To enable multipurpose authentication, authorization

An ideal balance between security and convenience should be achieved

Central Offices,

Employees

CAMPUS

N/A

#

Name

Goals

Comments

Beneficiaries

Campus Issue

Priority

1006A

Salary Administration - Merits

To provide salary modelling of merits as well as automating the merit adjustment process itself and facilitating online merit changes

Given market-based pay trends, modelling would facilitate ascertaining UC's position, at any given time in the market, for all benchmark positions at a minimum; would also allow departments to compute various scenarios to ensure meeting budget requirements. Merit processing provides online entry panels for processing non-academic merits. Also provides alternative reporting forms with collapsed distribution lines. Other objectives include reformatting the existing documents used by departments to reduce the number of lines to be marked.

Central Offices, Departments

HIGH

#

Name

Goals

Comments

Beneficiaries

Campus Issue

Priority

1006B

Salary Administration - Range Adjustments

To provide salary modelling of range adjustments as well as automating the range adjustment process itself

Given market-based pay trends, modelling would facilitate ascertaining UC's position, at any given time in the market, for all benchmark positions at a minimum. For academic and staff positions, provide a means to campus-define the titles and original salary rates to be adjusted. Establish a mechanism to define by title or rates if the range adjustment figure is a percent of the rate or a flat amount. Allow for automated adjustments of by agreement, offscale rates, or special compensation distributions using established methodologies

Central Offices, Departments

HIGH

1012B

Ability to Update Data Elements Online

To improve application functionality

Central Offices,

Departments

HIGH

#

Name

Goals

Comments

Beneficiaries

Campus Issue

Priority

1024

Staff and Academic History

To allow consistent and timely access to personnel history and

Records, eliminate the need for shadow databases, and assure accuracy of data accessible by UC locations and OP.

Accurate, timely access to history data would allow departments, campus admin offices, and OP to quickly/easily access data to facilitate employee tracking, to prepare ad hoc,

Legislative, regental, and other reports, and respond quickly to Personnel issues as they arise.

Central Offices, Departments

HIGH

1031

Hours Worked / Hours Paid

To differentiate productive and non-productive hours

This would help disability management, service credit buybacks, leave tracking.

Central Offices, Departments

HIGH

1032

Leave Accrual and Reporting System

To facilitate processing on a separate schedule from pay

Leave usage/manual accruals could be entered online in a process similar to regular time reporting process, but as a separate process

note: currently partially operational at UCI

HIGH

1040A

Increase Corporate Personnel System (CPS) Data Feed Frequency

Provide for more frequent transmission of data to CPS and easier interfaces, or integration, if feasible

Central Offices

HIGH

#

Name

Goals

Comments

Beneficiaries

Campus Issue

Priority

1040B

Improve and Expand CPS Reports

UCOP

HIGH

1040C

Ad Hoc Reporting

To improve access to employee data

This would be utilized by the University (employer perspective) and would include accessing history data.

Central Offices,

Departments

HIGH

1044A

Benefits Systems Process Re-Engineering and Database

To review and redesign retirement and health and welfare business processes at UC Benefits and to convert UCRS to a relational database, consolidate systems and data, improve interfaces to other systems, and provide easy access to data for central and campus administrators

Central Offices, UCOP

HIGH

1044B

Benefits Systems Re-Engineering - Document Management and Workflow

To implement a document management / workflow system to enter, store, retrieve, and route customer files

Central Offices, UCOP

HIGH

#

Name

Goals

Comments

Beneficiaries

Campus Issue

Priority

1044C

Benefits Systems Re-Engineering - Employee Access

To provide additional interactive voice response (ivr) and web applications for employees to directly retrieve and model personal information and process transactions related to re-engineered processes

Central Offices, Employees, UCOP

HIGH

1044D

Employee Direct Systems

To replace forms and other written materials with IVR/web applications that give employees the ability to update and retrieve data

-improved MAC calcs

-merged IVR

-Benefits enrollments for actives and annuitants: new

hires; open enrollment; status changes (year round)

-retrieval of personal data

-statement of health forms

Central Offices, Employees, UCOP

HIGH

1003

Title Code Systems Enhancements

Improve timeliness of data in both central and local title code systems, expand systems to capture data required for current salary

Administration practices, provide improved access to data in systems.

This general description covers many specific recommendations which will be included in the Title Code System Workgroup report.

Central Offices, Departments

MAINT. HIGH

#

Name

Goals

Comments

Beneficiaries

Campus Issue

Priority

1054

Number of Quarters Employed

To count the number of quarters a student is employed in an academic title

Central Offices

MAINT. HIGH

1055

Citizenship Form

To create an online statement of citizenship form

This would provide edit capability and indicate whether a form has been completed.

Central Offices

MAINT. HIGH

1012A

Add New Data Elements

To add new HR data elements

Education Degree, Education Institution, Education Dates, Research Interests for Academics

Central Offices, Departments

MAINT. HIGH

1020

PAN Improvements

To streamline PAN processing

Includes provisions for a better audit trail process and other enhancements.

Departments

MAINT. HIGH

1021

I-4 Separation Process

To enhance automatic PPS separation system processing

For example, to prevent dropping active appointments

Departments

MAINT. HIGH

1036B

Multiple Leaves for Employees on EDB

To provide the ability to record multiple leaves, both paid and unpaid, within the same pay period

Should also expand the leave codes to include unapproved absences

Central Offices

MAINT. HIGH

1052

Graphical User Interface for PPS

Central Offices, Departments

MAINT.HIGH

1039

Document Generation

To improve generation of routine documents

For example, appointment letters, COBRA notification, service awards

Central Offices

MEDIUM

#

Name

Goals

Comments

Beneficiaries

Campus Issue

Priority

1042

Employee Campus Transfers

To provide for electronic transfer of data captured on employees who move from one campus to another, or who separate and return, and a means of tracking such movements

This may require assignment of an employee unique identifier such as social security number, as opposed to an employee / campus unique identifier. This should include the ability to query the corporate personnel system to determine if a prior employment exists or existed

Central Offices

MEDIUM

1006D

Salary Administration - Shift / On-Call Rates

To improve automation of adjusting shift and On-Call rates and maintain multiple shift and On-Call rates

Central Offices, Departments

MAINT. MEDIUM

1025

BELI / Retirement Code Edit

To add an edit to allow BELI 1 to be assigned only when there is a Retirement Code of U or equivalent

note: PPS project already underway

Central Offices

MAINT.

MEDIUM

1026

BELI Derivation

To change the BELI derivation to take future student appointments into account when there are no current appointments

note: PPS project already underway

Central Offices

MAINT. MEDIUM

1027

403(b) MACS for New Hires

note: PPS project already underway

Central Offices

MAINT. MEDIUM

#

Name

Goals

Comments

Beneficiaries

Campus Issue

Priority

1030

CORE Premiums Suspension

To suspend CORE premiums for new hires and newly eligible employees

note: PPS project already underway via the IVR New Hires process

Central Offices

MAINT. MEDIUM

1034

Reinstatement of Employees on Leave

To automate the reinstatement of employees who return from leave into the same plans they had prior to the start of their leave

Central Offices

MAINT. MEDIUM

1035

Retroactive Active Pay

To facilitate mass retroactive pay processing

Central Offices

MAINT. MEDIUM

1036A

Premiums for Employees on Leave Without Pay (LWOP)

To automate prepayment of premiums when employees go on a LWOP

Central Offices

MAINT. MEDIUM

1037

UC Contributions for Employees on Family Medical Leave Act (FMLA)

To automate payment of UC contributions for employees on FMLA

Central Offices

MAINT. MEDIUM

1038

Separation Processing of Suspended Items

To delete suspended dental items upon separation

Suspended dental premiums appear to remain indefinitely

Central Offices

MAINT. MEDIUM

1041

Employee Status Changes

To automate de-enrollment of employees from benefits for which they are no longer eligible

For example, when employees change their status from career to casual or per diem

Central Offices

MAINT. MEDIUM

#

Name

Goals

Comments

Beneficiaries

Campus Issue

Priority

1046

Remittance Processing

Automate generation of remittance checks to insurance carriers, credit unions, tax agencies, and other outside organizations.

note: PPS project on Payroll Sub-Group list

Central Offices

MAINT. MEDIUM

1047

Expense Distribution

Allow the expense distribution process to be run after each check write. Logic and mechanics should be developed to handle flat dollar benefit amounts.

note: PPS project on Payroll Sub-Group list

Central Offices

MAINT. MEDIUM

1049

Miscellaneous Deductions

Allow miscellaneous deductions to have both a beginning date and end date. Multiple authorization periods also should be provided per deduction and be controlled so that the periods do not overlap. Allow for retroactive deductions.

note: PPS project on Payroll Sub-Group list

Central Offices

MAINT. MEDIUM

1050

Control Tables

Provide an online facility to update Control Tables.

note: PPS project on Payroll Sub-Group list

Central Offices

MAINT. MEDIUM

1051

Worker's Comp

Facilitate processing of workers' compensation insurance payment adjustments

note: PPS project on Payroll Sub-Group list

Central Offices

MAINT. MEDIUM

#

Name

Goals

Comments

Beneficiaries

Campus Issue

Priority

1006C

Salary Administration - Incentive Based Pay

To provide salary modelling of incentive based pay

Departments

LOW

1011C

Comprehensive Layoff Data

To identify who was laid-off and also to be used as a counseling tool

Central Offices, Departments

LOW

1033

Insurance Court Orders

To improve court-ordered insurance matters

Identify dependents having court-ordered insurance coverage or when a restraining order prohibits cancellation

Central Offices

LOW

1043

Disability Modelling

To provide modelling for disability counseling

For example, to calculate the net pay effect of different benefit plans, waiting periods, and employee coverages

Central Offices

LOW

1045

Long-Term Disability Data Interface

To integrate long-term disability data with Payroll and HR information

This is related to extended sick leave and worker's compensation issues

Central Offices

LOW

1010

Seniority Derivation

To calculate seniority based upon leave accrual or actual hours worked

Central Offices, Departments

MAINT. LOW

#

Name

Goals

Comments

Beneficiaries

Campus Issue

Priority

1001

Applicant Tracking and Retrieval

Facilitate capture, storage, retrieval and tracking of staff and academic applicant information submitted to the system via paper, fax, or other electronic medium; also include the ability to match applicants with job requisitions and provide the requisite audit trails

Central Offices, Departments

CAMPUS

N/A

1002A

Online Employment Application

This would be utilized by the potential employee (job applicant)

Central Offices, Job Applicants

CAMPUS

N/A

1002B

Position Requisition

To create an efficient means for departments to list jobs

This would be utilized by the hiring department

Central Offices, Departments

CAMPUS

N/A

1002C

Position Control

One campus has already purchased the PeopleSoft HR application for Position Control

Central Offices

CAMPUS

N/A

1004

Data Warehousing

To access data for reporting

Includes worker's compensation, Labor Relations, Risk Management

Central Offices, Departments

CAMPUS

N/A

#

Name

Goals

Comments

Beneficiaries

Campus Issue

Priority

1005

Medical Compensation Plan

To facilitate calculating components of compensation

This needs to be specific to medical pay plans

Departments

CAMPUS

N/A

1006E

Salary Administration - Additional Functions

Facilitate monitoring of salary setting in campus departments by flagging actions not conforming to delegated authorities

Central Offices, Departments

CAMPUS

N/A

1007

Federal Affirmative Action Requirements

To improve affirmative action data processing

Ability to provide affirmative action data and generate requisite affirmative action reports more easily than current local systems

Central Offices

CAMPUS

N/A

1008A

Academic Case Tracking

Also facilitate efficient information distribution to departments

Central Offices, Departments

CAMPUS

N/A

1008B

Online Academic Dossier

To ease preparation of grant materials, academic merit review, papers, etc.

Departments

CAMPUS

N/A

1009

Leadership Continuity System

To be used for succession planning and career development

Central Offices, Departments

CAMPUS

N/A

#

Name

Goals

Comments

Beneficiaries

Campus Issue

Priority

1011A

Grievance Processing

To maintain data on formal/informal stages of grievance processes (internal/external agency complaints)

Central Offices

CAMPUS

N/A

1011B

Corrective Action Tracking

To secure tracking of corrective personnel actions

Central Offices

CAMPUS

N/A

1013

Employee Development Data

To record employee training and to support enrollment in internal training courses

Departments,

Employees

CAMPUS

N/A

1014

Employee Skills Tracking

Central Offices, Departments

CAMPUS

N/A

1015

Comprehensive Awards Data

Central Offices, Departments

CAMPUS

N/A

1016

Comprehensive Medical Separation Data

Departments

CAMPUS

N/A

1022

Health Science Compensation (HSC) Plan Supplemental Insurance

To improve PPS reporting and processing of HSC

HSC Plan Supplemental Insurance process provides base-PPS-like insurance processes for locally negotiated insurances which protect supplemental income of HSC Plan faculty members

Departments

CAMPUS

N/A

#

Name

Goals

Comments

Beneficiaries

Campus Issue

Priority

A21 Effort Reporting

To assess the benefits versus costs of adding a web interface and improved reporting capability

Contract and Grant Cost Sharing

To effect additional systems capabilities that would assist in compliance with contract and grant cost sharing documentation processes