Minutes: Administrative Systems Advisory Committee

October 4, 2007

ATTENDEES: Opinder Bawa; Marie Caffey; Robert Duca; Wanda Ellison; Mara Fellouris; Paulette Gregg; Angela Hawkins; Jim Hine; Lynda Jacobsen; Susan Lin; Randy Lopez; Karen Mah-Hing; Susan Moore; Zoanne Nelson; Susan O’Hara; Alexis Purcell; Heidi Schmidt; Jonathon Showstack; Mike Tyburski; Dorian West; Andrew Wissmiller

ABSENT: Irene Brezman; Lydia Derugin: Joyce Freedman; Donna Howell; Jocelyn Nakashige; David Rein: Clifford Roberts; Arsenio Roldan; Suzanne Sutton; Roslyn Tuttle; Jane Wong

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Effort Reporting System Final Update

Deanna Geddie gave a PowerPoint presentation (attached) on the findings of the Effort Report System certification training and post-implementation feedback. The training is most effective when administrative staff and principal investigators work together. There is a need to have principal investigators embrace the knowledge they will be held accountable for compliance. Rob Duca suggested the Academic Senate be involved in the process to help increase faculty participation.

ACTION ITEMS:

Provide language for administrative staff to respond to principal investigators who ask them to go in and certify on their behalf, which is fraudulent
Provide instruction/training to PIs prior to a project start so they are fully familiar with their role/responsibility in reporting and don’t put it on the shoulders of the administrative staff

ASAC Projects Budget and Timeline Update

Mara Fellouris gave a PowerPoint presentation (attached) on the UCSF Link Program, providing substantive updates from the last year relating to financials. Opinder Bawa made an enquiry about the portal project; Mara responded they planned an aggressive, eighteen-month schedule, which meant the portal project would be pushed back to next year.

P2P Status Update

Mara continued her presentation, describing complications arising between the P2P rollout and transitioning the PeopleSoft upgrade. Phase I scheduled for a February 28, 2008 Go Live includes distributed catalog requisitions, distributed receiving, match exception payment processes, and electronic transactions. Phase 2 Go Live in early May 2008 includes special request requisitions (commodities and selected services) and is dependent upon user success in adopting Phase 1.

Jim Hine elaborated on the strategies and cost analysis done to date to determine which vendors to include in the initial rollout process. The need for proxies to avoid system stoppage was also discussed.

Vacation Leave/Time & Attendance Project Launch

Zoanne Nelson described the development and implementation of the new Vacation Leave and Time and Attendance project. The project kick-off was September 2007 with an 18 month timeline. A lot of foundational work has already been done. During the Medical Center implementation of HBS, George Chin (campus HR) shadowed the Medical Center implementation and the repository of files are being utilized. In addition, a detailed business case was done. Susan Lin added that UCOP has given a directive not to track non-scheduled time for exempt employees; this is a legal issue brought up by UCOP, not a system restriction.

There are remaining questions regarding hosting, funding sources, STIP implications, etc., which will have to be addressed and Zoanne will be in touch with everyone as they move forward with the project.

Adjournment

Recorder: H. A. Jah