Description of UCSC PPS Training: Ten half days, which includes 3 half days of classroom training on student, staff & payroll policies & concepts and 7 half days of lab training on PPS Basics (Inquiry, General Navigation, History and PAN), universal actions, student actions & staff actions. For employees responsible for academic actions there are an additional 4 half days of training: one half day on academic policies & concepts and 3 half days in the lab on academic actions. There are a total of 10 Trainers (presentations range from 2 hours to 14 hours) from five functional offices (i.e., Payroll, PPS, Staff HR, Academic HR & Student HR).

1. Training Development & Delivery (for implementation)
1. Classic rule of thumb: ten hours of preparation for every hour of training delivered; however, doesn't account for
1. learning the system while developing the training and manual;
2. training on policy & procedures at same time as new system (depends on the complexity of the system; PPS requires considerable expertise -- not routine data entry);
3. the value of an integrated program (e.g., integration of Payroll, Staff HR, Academic HR, Student HR in one package); previously training was ad hoc and separate, and certain areas were controlled centrally so nobody knew about them;
4. simultaneously establishing manner in which system will be implemented on UCSC campus (e.g., bundles, highlighting, PAN local changes, etc.);
5. establishing special training region in Acceptance, including the creation of "employee records."
2. Without additional resources, there is a need to reassign staff to do the work, which results to some extent in overtime and has an affect on others who shoulder the on-going work.
3. User Manual Development (huge undertaking even with baseline information).
4. Department Preparation (prior to delivery of training):
1. Workstations (e.g., configuration, software, network connections)
2. Work Assignment (e.g., Who will enter data? Who will review? Who are the back-ups?)
3. PAN Routing (depending on department, varies from simple to complex)
5. Transition process: what to do when some departments are trained and online, while others are still using old process (i.e., PAFs) -- this was tricky because of employees employed in more than one department.
   

2. Training & User Support Program (on-going)

1. On-going need to address system and/or policy changes (e.g., HRMI); these can usually be accomplished with short "training bites."
2. User Support:
• Established and accessible
• Monthly User Group Meetings
• User Group LISTSERV
3. Training Team meets weekly:
• Continuous Improvement (emphasis during first year after implementation);
• Problem-solving (e.g., new issues; additional training required vs. performance problems);
• Process change & procedures development (e.g., how to coordinate employees hired in more than one department; separation of students esp. for DCP);
• Complete revision of PPS User Manual (current emphasis).
4. The "Training Challenge" -- how to be responsive to campus constituents yet conserve resources (e.g., one or two employees needing training in a given month vs. 70 hrs. of staff time).
• On-going consideration of alternative methods for delivery of training (computer based training, workbooks, supervisor involvement, etc.).

NEW ADMINISTRATIVE RESPONSIBILITIES (Implementation & On-going)

1. PAN Administration:
1. New on-going function to maintain PAN routing (e.g., staff turnover, extended absences due to vacation, leave or illness); previously unnecessary with PAFs.
2. System administration (bundles, highlighting) -- minimal, but on-going.
2. System Accounts Administration (Access & Security) -- on-going.
3. Development of new processes:
1. Transition from central batch process to distributed online entry (e.g., who's the Office of Record? What paper is needed? What constitutes an "approved" action, ready for entry? -- PAF used to sometimes be the approval document).
2. Data Collection Documents (DCDs) -- implementation & maintenance.
4. PPS Training Program & User Support (on-going) -- See Training, #2 above. This is a new function that did not exist previously.