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Confused About UCPath Terminology?

Find useful definitions here in our Glossary of Terms & Acronyms.  Send suggestions for terms we missed to ucpathproject@ucsd.edu with subject line "UCPath Terminology".

A — D

TERM DEFINITION MAY ALSO BE CALLED
Absence Management

Absence Management is a module in UCPath that UC leave administrators will use to plan and manage absence events (including extended leaves) and calculate vacation and sick time. Absence Management is UC’s single system of record for all paid time off.

Leave Administration
Automated Workflow Engine Technology tool that provides for automatic routing of transactional work for approval(s) prior to being committed to UCPath. AWE
Business Unit

A business unit in UCPath is a location (See location in glossary for a complete list of UCPath Business Units.)

 UC San Diego is comprised of two business units:

  • San Diego Campus
  • San Diego Health System (Medical Center)
Location
Case

An online ticket/request opened in UCPath when UC employees and managers request help and track service requests from the staff at the UCPath Center.

Advantages:

  • You will be able to open a case whenever you have an issue/request (24 hours a day, 7 days a )
  • You will be able to submit a request on behalf of someone else
  • You will be able to attach supporting documents
  • You will be able to control the initial description of your issue/request
  • Information will be collected in one place
You will be able to watch/track your problem or request until it is resolved
Ticket/Request
CEMLI

Changes, Extensions, Modifications, Localization and Integration.  CEMLI is Oracle's published guidelines for developing and implementing custom extensions to Oracle Applications.  They are used to improve flexibility and extra functionality not available in the standard product.

Change Management

The application of a structured process and set of tools for leading people through organizational changes.

The UCPath Organizational Change Management (OCM) team includes communications, change management, and training.
Organizational Change Management (OCM)
Composite Benefit Rates

Organizations and departments at UC San Diego will be assessed an overall Composite Benefit Rate (CBR) covering most employer-paid fringe benefit costs within the University of California system. CBRs will be associated with a particular location, with up to 14 rates per location. The CBR is based on the salary and actual benefit expenses from the end of the prior fiscal year.  

CBR
Contingent Worker
  • Not an employee
  • Has relationship with University, Department/Division, and/or employee
  • Volunteers
  • Position is counted towards headcount/layoff
CWR
Data Distribution Operational Data Store

The UCPath Data Distribution Operational Data Store (DDODS) extracts and delivers data from the UCPath PeopleSoft Human Capital Management System (HCM) that has been requested and approved for distribution to UC Locations for consumption in local data warehouses and other interfaces. The flow of data is unidirectional from UCPath HCM to UC Location.

The DDODS is a product, delivering not only the data, but also the code for building local operational data stores identical to the DDODS data model that will store the data delivered to UC Locations and also a Loader application that loads the delivered DDODS data files into the local operational data stores. The locations can then use the data to populate campus systems.

As a product, the DDODS requires ongoing management, most notably the nightly extraction of HDM data and the bursting of this data to the appropriate UC Locations. Other product management includes: change management, processing requests for new tables and data to be extracted from HCM and burst to UC Locations, versioning, documentation, roll-out/upgrade process, scheduling, packaging, and distribution.
DDODS

E — H

TERM DEFINITION MAY ALSO BE CALLED
Employee Person will be receiving remuneration (benefits and/or pay) from University Emp
Employee Self-Serve

With UCPath, UC employees will be able to submit questions via case management, track requests, look up answers in a knowledge base and review/change certain personal employee information directly such as:

  • Name
  • Address
  • Emergency Contact
  • Paycheck/W2 information
  • Benefits information
  • Open enrollment
  • Direct deposit
  • Life event changes
  • Leave accrual balances
ESS, Self-Service Portal, UCPAth Self-Service Portal
Future State Process Design  The approximately 100 processes in the areas of payroll, benefits, finance/GL integration, absence management, compensation and human resources/workforce administration that have been standardized among all UC locations as a part of UCPath. These processes determine work performed by the UCPath Center and work performed by UC locations. FSPD
Human Capital Management A comprehensive software system for managing HR processes.  For UCPath the HCM is PeopleSoft. HCM

I — L

TERM DEFINITION MAY ALSO BE CALLED
IVR System IVR stands for “Interactive Voice Response.” This technology is in place at the UCPath Center and enables callers to route calls to the right area or service representative for assistance. Interactive Voice Response System
Job Code

Job codes are used to define job titles and related classifications, including job families, FLSA, compensation rate ranges and steps and EEO compliance categories.

Job codes are different from positions. All employees will be assigned a job code; however, positions can be tracked without an incumbent.

For example, a job code may represent the administrative assistant title, and that job may have different administrative assistant positions – one in Human Resources and another in Finance.

Positions track details for a specific job in a specific department, location, union and funding source regardless of whether an incumbent exists.
Title Code (in PPS)
Leave Administration See Absence Management
Life Event A change in the status of the employee, such as birth of a child, death of a spouse, marriage or divorce.
Location

A UCPath-specific umbrella term for campuses, health systems and other UC programs/organizations that will be transitioning to UCPath. UCPath locations include:

  1. Berkeley
  2. Davis
  3. Davis Health System
  4. Irvine
  5. Irvine Health System
  6. Merced
  7. Riverside
  8. San Diego
  9. San Diego Health System
  10. Santa Barbara
  11. Santa Cruz
  12. UCLA
  13. UCLA Health System
  14. UCSF
  15. UCSF Health System
  16. UC Office of the President (UCOP)
  17. Agricultural & Natural Resources (ANR)
  18. ASUCLA (Associated Students of UCLA)
  19. Hastings School of Law
  20. Lawrence Berkeley National Laboratory

Each of the 20 locations is identified in UCPath as a ‘Business Unit,’ which will be used to segregate information for reporting and system security access.

Business Unit

M — P

TERM DEFINITION MAY ALSO BE CALLED
Manager Self-Serve

UC managers (who have approval access) will see relevant, work-related information about their direct reports in one place (the Manager Dashboard). There, they can:

  • Approve certain transactions through automated approval routing tools
  • Review the status of transactions and approvals
  • View employee personal information and reporting relationship
  • Find management and support information
MSS
Pay Cards An option for employees not enrolled in direct deposit. Pay cards are loaded with a payroll balance on payday. Employee can either cash them out for the balance or spend down the balance until the next pay cycle, at which time it will be reloaded with a payroll balance.
PayPath PayPath is a custom component designed to streamline updates to employee data in UCPath.  It is used to make data changes ONLY to positions that have an active incumbent.  It cannot used to hire or terminate employees.  
Pilot(s)

UCPath has been rolling out in several stages. The UC Office of the President (UCOP) deployed UCPath first on November 30, 2015. This first deployment was called a Pilot and included a relatively small population: a few more than 1,700 employees, nearly all of them in non-academic positions.

Three other locations were designated as Pilots and were the first groups to go live with UCPath following UCOP.  These Pilot Groups went live in January 2018 and included UC Merced, UC Riverside and ASUCLA.  

UC Los Angeles and UC Santa Barbara are now targeted to deploy in Sept 2018.

The remaining UC locations are targeted to go live as follows:

  • Deployment 1 (D1) in March 2019: UC Davis, UC Berkeley, UC Irvine, & ANR
  • Deployment 2 (D2) in Sept 2019: UC San Diego, UC San Francisco, UC Santa Cruz, LBNL & UC Hastings
Deployment(s)
Person of Interest
  • Not an employee
  • No relationship with Department/Division, and/or employee
  • Needs access to UCPath
POI
Position Management

Position Management is a module in UCPath that defines and standardizes information for approved positions with or without an incumbent.

Attributes include home department, job code, standard hours, FTE, union affiliation, maximum headcount, reporting relationship, etc.

In most cases, there will be one position for each employee.

However, multiple incumbents with the same position attributes may be assigned the same position. Position Management is useful for recruitment, succession planning, monitoring turnover, etc.

Position Pools Position pools allow locations to group several positions together for the purpose of work study, group provisions, and related reporting. Position pools will be established when work study, group provision, or other approved business needs arise.
Payroll/Personnel System The almost 40 year old system that will be replaced by UCPath. Currently within UC, there are 11 versions of PPS, each with data definitions and policies/rules applied differently. PPS

Q — T

TERM DEFINITION MAY ALSO BE CALLED
Self-Service Portal

Provides employees 24/7 access to personal information from their desktop, laptop, tablet or mobile phone. Employees will be able to view personal job data and payroll information; sign up for direct deposit; update tax withholdings; view/enroll in benefits; see vacation and sick leave balances; and more.

ESS, UCPath Self-Service Portal
Service Partnership Agreement

Service Partnership Agreements (SPA) outline the roles and responsibilities for both the UCPath Center and the locations/partners as it relates to UCPath. The SPA establishes:

  • How oversight and governance will be provided
  • Methods used to measure quality and performance
  • Commitments the UCPath Center will provide to locations/partners
  • Working assumptions and service constraints
  • Roles and responsibilities of all parties to set fundamental standards
Feedback procedure that details the value placed on continual improvement, and the process for locations/partners to provide feedback on services received
SPA
Single sign-on The current plan is for UC employees to use their current UC logins to access UCPath. Once connected to their location networks, UC employees will not have to login again to access UCPath. SSO
Subject Matter Expert An individual who is an expert or authority in a particular area or topic. UCPath at UC San Diego is taking advantage of local expertise by involving over 150 current employees as SMEs for the project.  SME (pronounced " smee")
Supplement A defined contribution plan available to selected employees participating in the Defined Benefit plan who are subject to a new, lower covered compensation limit (the 2016 CCLs) associated with the defined benefit plan
Test Case A set of input values, pre-conditions, expected results, and post-conditions that are created to verify a particular test requirement or objective. It may define ‘how’ to execute the test with step-by-step instructions.
Ticket See Case
Tier N Application A legacy or "home-grown" application that currently consumes PPS data via the Data Warehouse or other reporting queries

U — Z

TERM DEFINITION MAY ALSO BE CALLED
UCPath

UCPath is the critical business transformation program of the University of California. The current (first) stage of UCPath includes three components:

  1. Replacing UC’s 35-year old payroll/personnel system with a single new payroll and HR technology system
  2. Standardizing and streamlining payroll and HR processes system-wide
  3. Centralizing certain HR, Academic Personnel and payroll transactional processes within a shared service center

UCPath includes:

  • PeopleSoft: the Human Resource and Payroll Management software platform
  • Salesforce: Customer Relationship Management (case management/ticketing) software
  • Other technologies that support delivery of human resources and payroll services to UC employees and management of employee and job

Interfaces with campus systems; will enable data communication between UCPath and other systems, including location-based systems.

UCPATH = UC Payroll, Academic Personnel, Timekeeping* & Human Resources.

PeopleSoft, UCPath HCM
UCPath Center

The UC system-wide shared services center in Riverside, CA.

The Center will consolidate routine transaction processing and employee support for some tasks in the areas of payroll, benefits, absence management, compensation, and workforce administration. Services include:

  • Answering basic questions in these areas
  • Conducting pre, payroll and post-payroll processing
  • Managing benefit enrollment and administration
  • Processing job, data and pay change and maintain employee records
  • Facilitating the set up and maintenance of leave of absence program structure

The Center will be staffed from 8 a.m. to 5 p.m. Monday through Friday and will likely employ up to 420 UC employees by the time UCPath is fully rolled out to all UC locations.

UCPC
UCPath Center Employee Services

The employee services team is the first point of contact for those who contact the UCPath Center.

Employee services will provide assistance to UC faculty and staff via UCPath portal (cases), telephone, e-mail, fax and regular mail.

UCPath Center Production

The UCPath Center’s production unit will provide timely and accurate processing of absence management, benefit, payroll, reporting, records fulfillment and work force administration transactions.

In addition, production will serve as an escalation point for employee services when additional research, follow-up and processing is required.

Production consists of five functional teams:

  • Payroll
  • Benefits
  • Workforce administration
  • Records and fulfilment
  • Reporting and analytics

 

UCPath PMO

The central UCPath team working to implement UCPath for and with all location teams The central team is not inclusive of UCPath project teams at the UC locations or the UCPath Center staff. This team is primarily based out of the UC Office of the President in Oakland, CA.

All Hands, UCPath PMO

UCPath Portal

The UCPath portal will be available 24/7 and will replace all of PPS and much of AYSO.

 

Portal, Self-Service, ESS

User Acceptance Testing

UAT is the last phase of the software testing process. During UAT, end users test the software to make sure it can handle required tasks in real-world scenarios, according to specifications. UAT is one of the final critical software project procedures that must occur before new technology is rolled out.

UAT, Beta testing,  Application testing,  End-user testing
Workforce Administration

Workforce Administration (WFA) is a module in UCPath to be used by HR administrators at UC locations and at the UCPath Center to manage an employee’s lifecycle.

WFA allows users to track and manage job related data, including managing pay and compensation, benefit eligibility programs, position and employee data, payroll and HR status.

Other menus under the umbrella of HR information management include:

  • Profile Management
  • Payroll for Additional Pay, Direct Deposit, Tax Info
  • Position Management
  • Faculty Events
  • Compensation - Employee Review
WFA

ACRONYMS

ABBREVIATION DESCRIPTION
1994 CCL 401(a) grandfathered fiscal year Covered Compensation Limit for employees entering UCRP prior to 07/01/1994

2016 CCL  coordinated

Covered compensation limit based on California PEPRA cap for employees subject to OASDI entering UCRP on or after 07/01/2016

2016 CCL      non-coordinated

Covered compensation limit based on California PEPRA cap for employees not subject to OASDI entering UCRP on or after 07/01/2016
ACA Affordable Care Act
ALM Application Lifecycle Management (a.k.a. HP ALM, HPQC)
AM Absence Management
AP Academic Personnel
AWE Approval Workflow Engine
AYSO At Your Service Online
BN Benefits
BPG Business Process Guide
CA Commitment Accounting
CBR Composite Benefit Rates
CCL Covered Compensation Limit
CEMLI Conversions, Extensions, Modifications, Localizations and Interfaces
COA Chart of Accounts
CPS Corporate Personnel System
CRM Customer Relationship Management
CRP Conference Room Pilot
CWR Contingent Worker
DB Defined benefit; traditional pension similar to Tier 2013
DC Defined contribution / Choice plan available as an alternative to the Defined Benefit plan and its supplement
DDODS The UCPath Data Distribution Operational Data
EIAS Endowment & Investment Accounting System
EOY End of Year
ESS Employee Self Service
EVC Executive Vice Chancellor
FPP Future Process Planning
FSPD Future State Process Design
FUT Functional Unit Testing
GL General Ledger
HCM Human Capital Management
HR Human Resources
IDM Identity Management
IRS CCL 401(a) (17) non-grandfathered fiscal year Covered Compensation Limit for employees entering UCRP on or after 07/01/1994
IVR Interactive Voice Response (database)
IT Information Technology
LMS Learning Management System
MSS Manager Self Service
ODS Operational Data Store
OE Open Enrollment
PATH Payroll, Academic Personnel, Timekeeping, Human Resources
PEPRA California Public Employees’ Pension Reform Act of 2013
PIN Personnel Information Number
PMO Program Management Office
POI Person of Interest
PPS Personnel Payroll System (current payroll system for UC)
PPT Payroll Parallel Test
PS PeopleSoft
PY Payroll
SIT System Integration Test
SPA Service Partnership Agreement
SME Subject Matter Expert
SSO Single Sign On
TCS Title Code System
TRS Time Reporting System
UAAL Unfunded Actuarial Accrued Liability
UAT User Acceptance Test
UCRP University of California Retirement Plan
UCRS University of California Retirement System
UFT Unified Functional Testing (previously Quick Test Professional – QTP)
WFA Work Force Administration