CASE MANAGEMENT TOOL

Tracking and workflow for one-

time events (e.g. my paycheck was wrong)

“Normal” business service requests that need to be tracked, routed, approved,

and/or managed (e.g. facilitate coordination

for leave request)

Single-Sign-On web application that

provides contextual content based on user

role (i.e. employee view differs from

manager view)

Captures, organizes, distributes and

maintains information to provide consistent

answers

1 – Incident Management 1 – Incident

Management2 – Service Catalog2 – Service Catalog

3 – Web Portal3 – Web Portal

4 – Knowledge Management

4 – Knowledge Management

CASE MANAGEMENT HAS FOUR COMPONENTS

Case Management/Knowledge Management refers to a set of software tools for managing and coordinating business processes.

Components are dependent upon tool selection.5

1 – Request Services• Employees, managers, and campus

HR/Payroll professionals are able to access the portal to initiate cases

2 – Communication/Data Sharing•Handoffs, interactions, workflow, and communications between locations/employees and the UCPath Center

3 – Find Answers• Provides information in one place that

is user friendly, easy to read and consistent

What is the Case Management system used for?Case Management/Knowledge Management refers to a software tool for managing and coordinating business processes.

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Campus Work Campus Work

Activity Estimated Start Target Finish

Business Process Mapping Started Q1, 2013

GL Integration/Funding Management

Started October, 2012

Data Warehouse/Reporting

Started TBD

Data clean-up June, 2012 February, 2013

Conference Room Pilot (additional sessions)

July, 2012 October, 2012

Inbound/Outbound Interfaces to PeopleSoft

TBD – dependency on approved functional design

TBD

Testing November, 2012 June, 2013

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Process Group Total Number of processes

Processes to be mapped in BPM II*:

Examples of Round II processes

Workforce Administration

17 processes 4 New Hire, term appointments

Payroll 33 processes 8 Health Science Plan Salary Management

Commitment Accounting

6 processes 6 Payroll Expense Transfers, Salary Caps (e.g. NIH)

Benefits 16 processes 2 Premium Reconciliation (Consolidated Billing)

Compensation 8 processes 0

Absence Management (Leaves)

7 processes 4 Financial Catastrophic Leave, Manage vacation accrual

Miscellaneous 9 processes 6 Reporting, Position Management, and additional AP processes

TOTALS 96 processes 30

*Round II of BPM will be held in the fall after the technology solutions are further defined

Business Process Mapping

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Bi-weekly Conversion (target July 1, 2012)

Departmental communications will be published this week• Over 2000 for SOM

Special cutover procedures will be outlined Bi-weekly Conversion

• Active negotiations with CUE and UPTE for concurrence on bi-weekly transition (approximately 2,500 UCLA employees). Any parameter changes will be communicated

• Biweekly transition assistance program – 257 loan requests so far (approx. $252K)

• Vacation Payout Requests- managed via Departments – Approximately 108 vacation requests

• Online calculator ready

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David Geffen School of Medicine conversion to HBS All DGSOM and SNPI staff will be switching to HBS

Time & Attendance System

Approximately 6000 staff

Separate instance

Effective September 1, 2012

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