Campus Cutover Schedule

Campus departments may continue to submit PeopleConnect Management Actions during the cutover period. The action taken by Campus HR will depend on the submission date of the action, the effective date of the action, and where we are in the conversion process.

Consult the following cutover guidelines by PeopleConnect Management Action.

Consult the following supplemental timeline for submission of HR actions for Intern, Resident and Clinical Fellow appointments effective in the current Academic Year (effective June 21, 2019 or July 1, 2019 through June 30, 2020). If you have questions about cutover activity for Resident and Clinical Fellow appointments, email [email protected].

Click here for guidance for programs keying directly into OLPPS

Programs Opting In to HR - Transaction Services Unit (TSU) Services

Programs Keying Directly into OLPPS

Note: deadline to enter all data into OLPPS is 6 p.m. on April 16. OLPPS access will be restricted after April 16 in order to finalize all transactions for UCPath conversion.

Consult the following list of frequent questions about campus cutover activities. Have a different question? Click here to submit a question about the UCPath campus cutover schedule.

General

What is cutover?
Cutover is the project phase during which a UC location transitions from legacy/source systems (e.g., PPS) to UCPath and future state business processes. Cutover includes the conversion of data and the configuration of UCPath for UCSF. It is also a time when additional systems which integrate with PPS transition to new integrations with UCPath.

What is conversion?
Conversion is the process of transforming data in legacy/source systems into new data structures and loading data into UCPath. UCSF conversion for monthly employees and biweekly employees will occur separately.

How were the campus cutover dates selected?
Monthly and biweekly conversion windows were established in conjunction with the UCPath implementation team at the UC Office of the President. It is important to note that UC campuses already using UCPath will be shut out of the system during conversion. UC San Diego will also be cutting over to UCPath at the same time as UCSF. A conversion and cutover window was established to minimize disruption to payroll processing schedules for live campuses and to ensure adequate time to complete data conversion routines for UCSF and UCSD.

Why are the cutover dates for campus and UCSF Health different?
Campus cutover requires the conversion of employees who are paid monthly and biweekly. Cutover dates for campus departments have been aligned to conversion activities for both employee pay groups. Conversion of monthly employees will begin approximately three weeks prior to the start of the biweekly conversion.

What data will be converted to UCPath? Is there anything that will not be converted?
The following data will be converted to UCPath:

• For monthly employees, all appointments and distributions active on May 1, 2020
• For biweekly employees, all appointments and distributions active on May 17, 2020
• Certain future-dated transactions (effective after May 1 for monthly employees or May 17 for biweekly employees), including:
  • new hires with no prior UC affiliation onboarded by April 22
  • straight funding distribution changes, so long as they are submitted in PeopleConnect by April 3 or via MPM by April 15
  • additional pay entered in PPS by cutover deadlines (additional pay is non base pay such a Z payments, SAS, STP, HON)
• Human resources may be unable to process other future-dates transactions (effective after May 1 for monthly employees or May 17 for biweekly employees) until conversion is complete; these transactions will be entered by HR into UCPath directly.
• Limited information will be converted for employees who were active on January 1, 2020 but did not have an active appointment at the time of conversion.

The following data will not be converted:

• Information about employees who separated prior to January 1, 2020
• Appointments and distributions that end before May 1, 2020 for monthly employees
• Appointments and distributions that end before May 17, 2020 for biweekly employees

PeopleConnect

How will PeopleConnect be impacted during cutover?
PeopleConnect will available throughout the cutover period for the submission of Management Actions. While cases may continue to be submitted, please note that Campus HR will take action depending on the submission date of the action, the effective date of the action, and where we are in the conversion process. Consult the Guidelines for PeopleConnect Management Actions above for specific deadlines by management action.

Will PeopleConnect Management Actions forms be changing when UCPath goes live?
Yes. Some forms will change to accommodate new data required to process transactions in UCPath. A quick reference guide on PeopleConnect form changes will be available closer to go-live. Plan to attend or watch a UCPath Town Hall for Campus Managers and Supervisors to learn more about how PeopleConnect Management Action forms will change.

Reclassification and Equity Reviews

Why did Human Resources (HR) decide to put reclassification and equity reviews on pause for two months?
There are several reasons Campus HR decided to do this:

• In an effort to convert employees cleanly in their appropriate title codes and salaries, HR decided to take a pause and focus on catching up with these two actions before the cutover deadlines for monthly and bi-monthly staff.
• We are trying to avoid retroactive transactions where possible.  Any retro where the effective date is prior to the UCPath first pay cycle (monthly - MO=May 1, biweekly - BW=May 17) will require a two-step process:
  • A calculation for the retro will occur in both UCPath and in PPS
  • Any retro pay owed from when we were live in PPS will be paid out via UCPath in a lump sum
  • No record of the retro action will be saved in either PPS or UCPath
  • DOS codes/retirement adjustments will be managed by Payroll

Will a retroactive action happen if the department submits a case by the February 28 deadline but the case is not approved in time for the monthly/biweekly employee conversion (i.e. a request pending union approval)?
Yes.  A retroactive action is possible just not optimal because of the need to process in two separate systems which limits our ability to maintain complete and accurate records.

What happens if a department submits an equity or reclassification request after the deadline?
HR will put the case on hold and add a comment “holding until May 2”.  These cases will be taken off hold on May 2 and the review process will commence at that time.

What is the current backlog of reclassifications and equities?  
A snapshot of cases taken mid-February shows 120 cases combined.  It is expected that this number will increase as clients submit their requests throughout February.

Is there any flexibility on the February 28 deadline?
This is a firm deadline.  Departments should discuss any unique circumstance requests with their Control Point.  Katy Rau, Director, Staff Shared Services & Compensation can be contacted for consultation on a case by case basis.

When can I start submitting Reclassification and Equity cases again?
Departments can start submitting new Reclassification and Equity cases on Monday, May 2.  Effective dates for these cases should be June 1 or later.

New Hires

Will there be a delay in access provisioning for new or current employees during the cutover period?
Requests to provision a UCSF employee ID or UCSF email account will not be impacted during. Similarly, door access and badge requests may be submitted without interruption.

How will benefits enrollment be submitted after the At Your Service Online (AYSO) freeze on April 23?
Employees may update information in AYSO until April 23, 2020. After that time, information in AYSO will be read-only. At go-live on June 1, all employees will log into UCPath online to make updates to personal information. Between April 24 and June 1, employees will complete UCPath forms to enroll in benefits or to make a change based on a life event.

Funding Changes

What is the difference between the March 6 and April 3 deadlines to submit funding changes?
March 6 is the final date to submit funding changes for all career and contract staff appointments (excluding MSP physicians) who have funding distribution lines ending between April and June. As employees without current, active distributions in PPS at the time of conversion will not be converted to UCPath, this deadline is to ensure that appointments are extended well in advance of the conversion date so that there are no conversion errors. April 3 is the deadline to submit funding changes for monthly employees using the Funding Change PeopleConnect Management Action form in order to be entered into PPS before conversion. Funding changes submitted after April 3 will be returned to departments and will need to be entered into UCPath by departments directly beginning June 1.

Does the April 3 deadline include the submission of Payroll Expense Transfers using the PETU form?
No. The April 3 deadline is for requests submitted through PeopleConnect to make changes to the funding distributions associated with appointments for monthly employees.  These changes are on a go-forward basis, and will be reflected on future pay. PETUs are used for payroll expenses that have already been processed through PPS and posted to the General Ledger and can continue to be submitted through September 30 for payroll processed in PPS.  The cutover blackout does not apply to PETUs.

Once UCPath is live, payroll expenses that are processed in UCPath effective with the June 1 monthly and June 10 biweekly pay will need to be moved using the new Salary Cost Transfer process in UCPath.