UC Flex HR Goes Live
by Tom Koerner
The UC Flex Human Resources (HR) project is an implementation of the mySAP Business Suite that applies current technology and best business practices to improve the University's HR functionality. SAP stands for Systems, Applications, Products in data processing (although the full name is rarely used). Based on best practices, SAP software allows organizations to select the functionality that they desire to run their businesses, while fully integrating functions in a process-oriented fashion.
SAP, one of the world's leading enterprise application vendors, invests millions of dollars annually for research and development, leading the way in innovative approaches to business process improvements and utilizing the technologies to streamline operations.
On 19 June, HR users began processing transactions using the new UC Flex HR system. The UC Flex HR system replaces legacy HRMS (Integral) and BMS (Benefits Management System). The scope of the new system includes organization and position management, personnel administration, payroll processing and accounting, time management, benefits administration, and reporting. The following week, on 26 June, the UC Flex project team implemented Personnel Change Requests (PCRs) to replace many of the PAF and ePAF processes for submitting employee change requests. Using Manager Self Service (MSS), staff enter PCRs which are automatically routed for approval via a feature called workflow. The system delivers reports via the Business Warehouse (BW) feature. Users access all system functionality via the UC Flex Portal.
The new UC Flex system is accessed by almost 600 users in the HR Service Center, Compensation, and other central functions and decentralized users in departments across the University. On 11 July, bi-weekly employees will receive their first UC Flex paychecks and pay statements. The system will generate the first monthly paychecks on 31 July.
Converting employee records from the legacy system to the new system was a major component of the system cutover. The initial HRMS extract contained data for 17,900 people, including retirees, volunteers, and terminated employees with year-to-date balances. Employees were mapped to 10,113 positions in UC Flex. Approximately 9,000 people mapped to a unique position, with the remainder going to pooled positions. Pooled positions have more than one occupant and are used for students, graduate assistants, clinical instructors, lecturers, and adjuncts. The team converted more than 20,000 pay types for our approximately 15,000 active employees and 11,000 dependents for our approximately 7,600 benefits-eligible employees.
The UC Flex HR implementation builds on UC Flex Financials (implemented July 2005), providing an unprecedented level of integration for the University's systems and business processes.
The implementation of UC Flex promotes the use of a new identification number, called the UCID. The UCID will enable systems across the University to move away from using student and employee Social Security Numbers as unique identifiers, thus safeguarding everyone's personal information.
New users can easily access information and support for the new system. The project web site, http://www.uc.edu/ucflex, contains newsletters, FAQs, and much more. Also, users can access step-by-step instruction from the UC Flex User Training pages. For user support, please contact the UCit Help Desk at 6-HELP for technical requests, and the HR Service Center for business process related questions. During the transition period, the project team is also staffing a Walk-In Center to support users who want hands-on assistance.
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