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Annual UCPath Upgrade

Important Update

The 2022 Annual UCPath Upgrade (PUM 42) is on hold until further notice.

UCPath is currently running version 37 of the Oracle PeopleSoft Human Captial Management (HCM) system. The 2022 Annual UCPath Upgrade will move UCPath from version 37 to version 42.

Why are we implementing this project?

UCPath is currently 5 versions behind the current Oracle PeoplesSoft System Version 42, and as a result improved efficiencies and functionality cannot be implemented. As of August 2022, UCPC and UCOP launched the system-wide 2022 Annual UCPath Upgrade to rectify this situation. All locations, including UC San Diego Campus and UC San Diego Health, are collaborating with UCPC on this upgrade effort.

The Annual UCPath Upgrade (PUM 42) will:

  • Deploy the latest available PeopleSoft HCM software
    • PUM 42, Tools 8.59 (UCPath is currently on PUM 37, Tools 8.58)
  • Complete application retrofits where required

What is the project timeline?

The Annual UCPath Upgrade (PUM 42) was kicked off in August 2022. As of September 26, 2022, the 2022 upgrade is on hold until further notice.

How will this impact me?

In an initial assessment, the following impacts were identified:

  • CEMLI's Impacted: 53
  • Defects/Bug Fixes: 11
    • Reviewing delivered fixes to determine if custom fixes can be removed
  • User Interface Changes: 7
  • Process Changes: 0
  • Security Changes: 0
  • New Features: 1
    • Will include updates related to Improve Navigation
  • Reporting Instance Impact: 11
  • System Reporting Impact: TBD

Project Participants

Location Roles Participant Names
Program Manager Bea Dormoy
OCM Manager Monique Pascucci
Workstream Lead - Campus Kelly Aranaz

Annual UCPath Upgrade (PUM 42) Preparation

What do transactors need to do to prepare?

Transactors need to plan ahead, note deadline dates and mark their calendars. UCPath initiators should work closely with approvers to ensure current transactions are locally approved in a timely manner and by all deadline dates.

Are there any actions required by departments?

Further information will be provided when available.

Resources & Useful Links

Annual UCPath Upgrade Project (PUM 37)

Completed as of December 2021

UCPath previously ran version 17 of the Oracle PeopleSoft Human Capital Management (HCM) system. This was the most recent version available at the time of UCPath’s initial launch in 2016, and a decision was made to hold on any upgrades until all locations were live. UCPath completed the transition to version 37 in December 2021.

PUM 37 Project Details

The PUM 37 (December 2021) upgrade will:

  • Improve stability, reducing support efforts
  • Address compliance gaps that are being managed manually
  • Support the Affordable Care Act (ACA), eliminating manual UCPath processes
  • Reduce security risks, increasing personally identifiable information (PII) data protections
  • Prepare UC to modernize the system for future enhancements

The technical upgrade to version 37 will be implemented Fall 2021. This initial upgrade is expected to be completed in December 2021.

PUM Upgrade Timeline

Going forward, regularly scheduled UCPath upgrades will take place every 6-12 months.

PUM 37 Project Cutover Preparation

The PUM 37 cutover took place over a weekend starting at noon on Friday 12/10, with the system being available again at 6 am on Monday 12/13. The BW2 Employee Data Change deadline moved to 3 pm 12/9. Transactions stopped at 12 pm on 12/10, when UCPath went down for the cutover.

 

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PUM 37 Project Cutover Preparation FAQ

What do transactors need to do to prepare for the Dec 10 cutover?

  • UCPath initiators should work closely with approvers to ensure current transactions are locally approved in a timely manner and by all deadline dates. If transactions are submitted after the cutoff date or are not locally approved by the cutoff date – these pending transactions might require resubmission. If that is the case there will likely not be a record of these previously submitted transactions. We recommend you make note of the Transaction ID#s and details for any transactions entered within the 5 business days prior to cutoff date; check for these transactions on Monday, Dec 13 after cutover is complete.

Are there any actions required by Department Approvers, prior to the PUM cutover on Dec 10th?

  • YES! Currently, there are a huge number of “old” UCPath transactions (originated prior to 10/15/21) in a “pending approval” status. These transactions should be locally approved or canceled. VC Area Contacts were given a report of ‘transactions pending approval’ to distribute to applicable departments. Department HR and Funding Approvers should determine if the transactions are still valid by reviewing them in UCPath and taking one of the following actions:

    • VALID - Click APPROVE

    • NOT VALID - Type “Abandoned transaction” in UCPath Approver Comment box and click DENY

  • For details view UCPath Upgrade – Guidance & Instructions for Department Transactors.


How much downtime will be required for the PUM Upgrade?

  • The planned downtime is minimal. UCPath will go down at noon on Friday, Dec 10th. The system is scheduled to be back up at 6 am on Monday, Dec 13th. During this time there will be no access to UCPath.

When is the last day PayPath and Fund Entry transactions can be approved to ensure inclusion in cutover?

  • PayPath and Fund Entry transactions must be locally approved by 3 pm on Thursday, Dec 9th to ensure their inclusion in the PUM Upgrade.

When is the last day HR Template Transactions can be locally approved to ensure UCPC acceptance and inclusion in cutover?

  • UCPC has stated that any transactions approved locally by Dec 9th and still pending at UCPC will remain and be processed Dec 13 or after. However, we recommend when possible, to plan ahead and have all HR Template Transactions locally approved by 5pm on Friday Dec 3rd to ensure UCPC has time to commit them to the system prior to the PUM upgrade.

When is the last day Leave Transactions can be locally approved to ensure UCPC approval and inclusion in cutover?

  • Leave transactions are considered critical transactions by UCPC and will have a cutoff of 12pm on 12/10. Remember all Leave Transactions, after receiving local approval, must also complete processing and approval by UCPC prior to their commitment to the system.

What happens to future-dated transactions submitted and locally approved by the cutoff date?

  • Future-dated transactions, locally approved by the cutoff date, will be included in the cutover.

What happens to transactions that are still pending local approval at cutover?

  • At cutover, transactions in a pending status locally should remain in the system, but we cannot absolutely guarantee that outcome. We are asking that departments, if at all possible, clear their queues of all current transactions pending local approval, by 3pm on Dec 9.

What happens to transactions that are still pending UCPC action at cutover?

  • UCPC has stated that any transactions approved locally by Dec 9th and still pending at UCPC, will remain and be processed Dec 13 or after. However, we recommend planning ahead when possible and having all HR Template Transactions locally approved by 5 pm on Friday, Dec 3rd to ensure UCPC has time to commit them to the system prior to the PUM upgrade.

Are there any requirements for transactors post cutover?

  • YES! A manual recording by all locations, of transactions from Dec 13 – Dec 22, is part of UCPC’s upgrade contingency plan. In a worst-case scenario, an older backup would need to be restored; locations might have to re-enter transactions from this time period. All Initiators/Approvers (HR & Funding) need plan to record data entered into UCPath during this timeframe.