Last updated on: April 30, 2020
Cutover is an essential part of transitioning to UCPath. During this project phase, UCSF will transition from legacy/source systems to UCPath and future state business processes. During cutover, some administrative systems will become temporarily unavailable for processing of transactions. Temporary procedures are being established to ensure continuity of critical human resources and payroll functions.
To ensure that your business needs can be satisfied, review and follow the key deadlines and blackout dates shown in the following UCSF Health cutover schedule.
Dates are subject to change; check this page for updates and changes.
UCSF Health Cutover Schedule
Note: For urgent situations that need to occur during cutover, HR will work individually with the department leader.
| Requested Hire Date | Activity | System |
|---|---|---|
| April 23 | Last day to update information in At Your Service Online (AYSO), including address information, direct deposit, and withholding information | AYSO |
| May 6 | Deadline to submit PeopleConnect Management Action Form (MAF) for new hire or rehire with proposed start date prior to May 21 | PeopleConnect |
| May 13 |
Deadline to submit PeopleConnect MAFs with effective dates prior to May 21 for the following HR actions:
|
PeopleConnect |
| May 20 | Last effective date for any PeopleConnect MAFs prior to UCPath conversion. No actions with effective dates between May 21 and June 1 may be submitted. Continue to submit MAFs for all actions with effective dates after June 1 | PeopleConnect |
| May 22 - June 1 | History timesheets for any biweekly pay period will not be processed | HBS |
| May 27 | Last day for biweekly employees to review and submit timesheets for the pay period ending May 30 prior to HBS conversion outage | HBS |
| May 28 - 31 | HBS will be unavailable during conversion (May 28 through May 31) | HBS |
| May 28 - 31 | Tpweb (online timesheets) will be unavailable during HBS conversion (May 28 through May 31) | Tpweb |
| May 28 - 31 | WebClock (online timeclock) will be unavailable during HBS conversion (May 28 through May 31) | WebClock |
| May 28 - 31 | MyReports unavailable during conversion | MyReports |
| May 29 | PeopleConnect will be unavailable during conversion (May 29 through May 31) | PeopleConnect |
| June 1 | HBS will reopen for timesheet and webclock entry | HBS |
| June 1 | Final deadline for biweekly employees to make any changes to timesheets in HBS for the pay period ending May 30 | HBS |
| June 1 | Deadline to approve biweekly employee timesheets in HBS for the pay period ending May 30 | HBS |
| June 1 |
UCPath is live
|
UCPath |
| June 1 | PeopleConnect available for submission of Management Actions | PeopleConnect |
| June 1 | Submission of PeopleConnect MAFs resumes for actions with effective dates June 1 or greater | PeopleConnect |
| June 10 | First UCPath paycheck for employees paid biweekly | UCPath |
Common Questions
Consult the following list of frequent questions about cutover activities for UCSF Health.
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 biweekly employees, all appointments and distributions active on May 17, 2020
- Certain future-dated transactions (effective after May 17 for biweekly employees)
- Human resources may be unable to process other future-dates transactions (effective after 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 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 see minor changes 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 UCSF Health System Managers and Supervisors to learn more about how PeopleConnect Management Action forms will change.
New Hires, Rehires, and Transfers
What are the procedures for departments to submit new hire, rehire, or transfer requests during cutover?
Procedures for submitting requests depend on the requested date of hire. No actions can occur with requested start dates between May 21 and June 1.
| If the Requested Date Is... | Procedure |
|---|---|
| New hire or rehire on or before May 20 | Submit PeopleConnect MAF no later than May 6 |
| Transfer on or before May 17 | Submit PeopleConnect MAF no later than May 13 |
| Between May 21 and June 1 | No actions can occur with requested start dates between May 21 and June 1 |
| After June 1 | Submit PeopleConnect MAF at any time |
For urgent situations that need to occur during cutover, HR will work individually with the department leader.
Will there be a delay in access provisioning for new 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.