UCPath at UCOP

UCPATH AT UCOP:
A PRAGMATIC APPROACH TO A LARGE PEOPLESOFT
HCM 9.2 MANAGED CLOUD IMPLEMENTATION
SESSION 3891
February 28, 2017

PRESENTERS
Jeffery Wong
Senior Applications Manager
University of California, Office of
the President
jeffery.wong@ucop.edu
Kirk Chan
VP, Business Development
Smart ERP Solutions, Inc.
kirk.c@smarterp.com
Industry experience in application
software development including in the
defense industry and the enterprise
resource planning space.
Industry experience in custom and
packaged application development,
integration, and operations, including on-
premise and cloud hosted environments.

SESSION OVERVIEW
In this session, you will learn about the technical approach the
University of California, Office of the President pursued for one of the
world’s largest PeopleSoft HCM 9.2 implementations hosted at Oracle
Managed Cloud Services – UCPath.
Learn about their initiative, and hear their approach for an effective
collaboration with Smart ERP Solutions, Inc. to meet many technical
objectives in the design, implementation, and maintenance of the
PeopleSoft HCM solution in this complex implementation. This includes
how UCPath leveraged the PeopleSoft Selective Adoption Model.

UNIVERSITY OF CALIFORNIA
10 campuses, 5 medical
centers, 3 national labs
600 grad degree programs
238,700 students
198,300 employees

SMART ERP SOLUTIONS, INC.
Providing Solutions and
Services to Automate,
Streamline and Simplify
enterprise business
processes.
CLOUD:
SaaS, IaaS
OFFICES:
Pleasanton, CA
(HQ); India; UAE
SOLUTIONS:
HCM, Financials,
Campus, IT
SERVICES:
Implementations,
Upgrades, AMS

UCPATH AT-A-GLANCE
UC PAYROLL, ACADEMIC PERSONNEL, TIMEKEEPING, HR
PeopleSoft HCM 9.2
PeopleSoft Interaction Hub
Oracle SOA Suite
Oracle Access Manager
Oracle Managed Cloud
Services
Shared
Services
Business Transformation
Efficiencies supporting the University of California’s
core mission of research, education, and public service.
Technology
Upgrade
Standard
Processes

UCPATH DEPLOYMENT APPROACH
Office of the
President
• Streamline key operational business processes surrounding HR, Benefits Administration, Absence
Management, Payroll, and Financial Reporting.
• Establish core system for UC administrative staff using the University of California, Office of
the President as it’s first employee base.
Pilot
• Extend and standardize on operational business processes for multiple locations, with a focus
on UC Los Angeles, UCLA Health System, Associated Students of UCLA, UC Merced, and UC
Riverside.
• Enhance core system for the academic staff, student workers, and medical center employees.
Deployment
1
• Extend UCPath to five additional locations: UC Davis, UC Irvine, UC Santa Barbara, UC Santa
Cruz, and Agriculture & Natural Resources
• Increase footprint of UCPath to include Talent Acquisition Management and ePerformance.
Deployment
2
• Extend UCPath to five final locations: UC Berkeley, UC San Diego, UC San Francisco,
Lawrence Berkeley National Laboratory, and UC Hastings.

UCPATH DEPLOYMENT APPROACH
THE DEVELOPMENT SLICE
Office of the
President
• 97 new application extensions
• 98 new system interfaces
• Development Timeline: ~ 4 months
Pilot
• Application Extensions: 37 new, 24 modifications to pre-existing extensions
• Interfaces: 26 new, 15 modifications to pre-existing interfaces
• Development Timeline: ~4 months
Deployment
1
• Application Extensions: 28 new, 1 modification to pre-existing extensions
• Interfaces: 5 new, 5 modifications to pre-existing interfaces
• 85% of development supports new Talent Acquisition Management and ePerformance modules
• Development Timeline: ~4 months
Deployment
2
• Technical Scope TBD

OUR CHALLENGES
Design and develop all
application changes in
approximately four month
windows.
Provide flexibility – scale up and
down as needed – to technical
project team.
Optimize communications and
turnaround time for changes.
Incorporate system and
application updates regularly
through project lifecycle.

OUR SOLUTION
Transform the University of California’s UCPath local development
team into a hybrid, global workforce with Smart ERP Solutions’ on-site
and offshore resources.
Implement processes to ensure quality solutions are delivered.
Adhere to best practices with implementing vendor-delivered solutions
and system updates

TRADITIONAL RESOURCING
Traditional local resourcing model has highly skilled resources focused
on many activities throughout the life of a project:
 Collaboration with functional analysts;
 Reviewing functional design specifications;
 Authoring technical specifications;
 Development;
 Unit Testing; and
 Defect Resolution
This generally results in a single-tracked work stream – the same
resource performs the technical work from beginning to end.

OFF-SHORE RESOURCING
Traditional off-shore resourcing allows companies to:
 Focus on core business activities;
 Increase speed of delivery;
 Reallocate internal resources to work on other activities; and
 Scale up or down with short notice
This generally results in quick results, but at some point, your
organization will need to consider whether there is a need to own and
maintain the system, rather than continuing to outsource the work.

UCPATH HYBRID RESOURCING
We implemented a solution which
incorporated many of these facets, and
transformed the development team into a
hybrid, international workforce.
The results:
 Focus highly skilled resources to key project areas;
 Shortened delivery time;
 Maintain ownership of software;
 Scalability and flexibility; and
 Extended support capability.
A major factor in the success of this approach relied on strong processes!

GOT PROCESS?
Requirement
Design
Develop
Test
Deploy
Retire
Maintenance

UCPATH DESIGN PHASE
Functional Design
• Authored by local
functional subject
matter experts.
• Functional analysts
meet with key
stakeholders to
define and
document
application
functionality.
• Functional design
documents
available to the
UCPath project
team.
Design Review
• All functional
designs reviewed
by local technical
resources.
• Any aspect of the
functional design
requiring
clarification is
addressed
immediately
between the
functional analyst
and the local
technical resource.
Technical Design
• Technical design
and unit test
documents
authored by local
technical resources.
• Close
collaboration
between the
functional and
technical resources
resulted in
delivery of
detailed technical
documents.
• These were now
ready for
development.
Design
All application features designed at the University of California.
The UC has accountability and ownership of UCPath.

UCPATH DEVELOPMENT PHASE
Development
• Smart ERP offshore
development team
reviews documents,
estimates effort, and
schedules
development.
• Smart ERP
researches Oracle
updates to reduce
the amount of
custom code.
• Development
commences.
• Local resources work
on next design item.
Code Review and
Packaging
• Smart ERP performs
code review and unit
testing. Code
conforms to best
practices and
UCPath standards.
• Completed artifacts
delivered back to
the local technical
resource. Artifacts
include:
• Unit test results
• Packaged
PeopleSoft
internal/external
objects
• Code set in code
versioning and
migration tool.
Local Review
• Local technical
resources perform
an additional round
of unit testing to
verify the solution
prior to submitting
the solution to
functional testing.
Develop
Development follows technical specification closely, and is unit tested by offshore team.
Local technical resources refocused to next application extension.

UCPATH DEVELOPMENT PHASE
For time-sensitive development, around-the-clock delivery capability is
easily achieved.
Local UCPath technical resources collaborate directly with one or more
Smart ERP offshore resources to maximize development capabilities
and reduce delivery time.
 Highly coordinated development activities, including leads and coordinators.
 Transition meetings every morning and evening.
 Strong, consistent collaboration.
 Open communications.
Additional capacity obtained quickly and easily
with Smart ERP offshore resource pool.
Develop

MAINTENANCE AND
APPLICATION UPDATES

Operating System Updates and System
Maintenance Critical Patch Updates
PeopleSoft UpdateManager & Update ImagesPeopleSoft UpdateManager & Update Images

CUSTOMER MAINTENANCE IN OMCS
Regular
maintenance and
patching of
systems is critical
to the upkeep
and security of
your systems and
data!
Regular “data
center”
maintenance is
expected to meet
the hosting
provider’s
standards.
Oracle delivers
Critical Patch
Updates (CPU)
quarterly. OMCS
customers should
be on current CPU
levels at all Data
Centers.
PeopleSoft
Update Images
provide patches
and other
features to
customers.

UCPATH SELECTIVE ADOPTION MODEL
• Source for all Change Assistant packages for production
• Current product bug fixes needed
• Most recent enhancements and feature sets requested in
production
• Legal, regulatory, and tax updates
Current Release – Installed at OMCS
• Latest fully-applied update image
• Environment to validate delivered functionality
• Required to support complexity of implementation
Implementation Release – Installed at UC

UCPATH, SMART ERP, AND THE PEOPLESOFT
SELECTIVE ADOPTION MODEL
With the complexities of having simultaneous production and project
work streams, UCPath decided to leverage the PeopleSoft Selective
Adoption Model, selecting specific features and functionality from a
PeopleSoft Update Image upon release.
All production code updates are merged into the project code line
weekly, introducing many activities:
 Regular execution of Compare Reports
 Functional and technical analysis of Compare Reports
 Code retrofits
 Retesting
Smart ERP optimized and simplified the most laborious tasks – the
analysis of the Compare Reports, saving many hours of effort on a
weekly basis.

Smart ERP’s Compare Report analysis utility summarizes and organizes
the details of the PeopleSoft Compare Reports into tabular formats
for ease of analysis.
Definition Type Customer Added Customer Modified
Activities 0 1
Application Package PeopleCode 0 31
Application Packages 0 3
Component Interfaces 0 7
Component PeopleCode 0 14
Component Rec Fld PeopleCode 0 6
Component Record PeopleCode 0 2
Components 0 2
Indexes 1 0
Menus 0 1
Page PeopleCode 0 8
Pages 0 20
Permission Lists 0 1
Portal Registry Structures 0 118
Record PeopleCode 0 25
Records 2 16
Search Definitions 0 2
Service Operation Versions 0 2
SQL 0 3
Total 3 262
Component Name Market Program Type Source Target Action Upgrade
DIRECT_DEPOSIT USA PostBuild Changed *Changed Copy Yes
GP_ABS_EA_ADMMAN GBL SavePostChange Changed *Changed Copy Yes
GP_ABS_EA_EEHIST GBL SavePostChange Changed *Changed Copy Yes
HR_ETHNIC_GROUPS GBL PostBuild Changed *Changed Copy Yes
JOB_DATA GBL PostBuild Changed *Changed Copy Yes
JOB_DATA_EMP GBL PostBuild Changed *Changed Copy Yes
JOB_DATA_EMP GBL PreBuild Changed *Changed Copy Yes
PERSONAL_DATA GBL PostBuild Changed *Changed Copy Yes
PERSONAL_DATA GBL SavePostChange Changed *Changed Copy Yes
PERSONAL_DATA GBL SavePreChange Changed *Changed Copy Yes
POSITION_DATA GBL PostBuild Changed *Changed Copy Yes
POSITION_DATA GBL SavePostChange Changed *Changed Copy Yes
PY_IC_DIR_DEP GBL PostBuild Changed *Changed Copy Yes
WF_EE_NAME GBL PostBuild Changed *Changed Copy Yes
Back to Summary

Using the PeopleSoft Selective
Adoption Model, the Change
Assistant automatically selects
dependencies based on state of the
target system.
Because the Change Assistant
package can differ, Smart ERP
enhanced the utility to support
UCPath by identifying the
application extension and function
was impacted.
This saves many hours of functional
and technical analysis each time new
features are brought in from a
PeopleSoft Update Image.

KEY TAKEAWAYS
RESOURCING – There are many people and firms willing
to work on your implementation. There is no “right” or
“wrong” mix. The key is to find those who “fit”, will partner
and work with you, and ensure your company is in the best
position possible when the project is over.
They should be easy to work with, adopt your company’s
standards and practices, and enhance your environment
when they see challenges.

KEY TAKEAWAYS
PROCESSES – Don’t hesitate to update “traditional”
processes when the dynamics of the team change. Things
will operate differently with a local staff as compared to
a global staff, and even with independent consultants or a
major firm.
Establish processes which facilitate the best results.
Consider all types of scenarios, from the routine to the
extreme, and be clear on how they can be handled.

KEY TAKEAWAYS
MAINTENANCE – Every PeopleSoft application requires
maintenance, regardless if it is in your data center or
hosted in the cloud. Every cloud infrastructure has virtual
and physical servers behind it. Stay current on patches
and updates. Let hosting services protect themselves by
patching as well.
If using managed services, be knowledgeable of the
contractual obligations for system maintenance. There may
be activities you can perform yourself; there may be
activities you schedule with the service provider.

“Details matter; it’s worth waiting to get it right.”
-- Steve Jobs

PRESENTERS
Jeffery Wong
Senior Applications Manager
University of California, Office of
the President
jeffery.wong@ucop.edu
Kirk Chan
VP, Business Development
Smart ERP Solutions, Inc.
kirk.c@smarterp.com
ALL ALLIANCE PRESENTATIONS WILL BE AVAILABLE FOR
DOWNLOAD FROM THE CONFERENCE SITE

UCPath at UCOP

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