Program Development and Execution

• FRA (Faculty Recruitment Allowance Disbursements)  
• MOP (Mortgage Origination Program) 
• UCI Off-Campus Leases 

DFA Equipment Committee supports DFA in meeting the inventory tracking requirements of IT resources/equipment per the UCOP electronic information security policy (section 8.1.1 – inventory of assets). 

Resources 

• Equipment Guide 
• Equipment Request Form  
• Equipment Manager List 

DFA IT manages the DFA ISPG Project Portfolio, provides best in class project and product management services, and leads DFA information security initiatives.  For more information visit the DFA IT site.

Areas of Service

• DFA IT application inventory management
• IT project intake and evaluation
• IT project and portfolio status reporting
• Technical project management
• Technology procurement support
• Technical problem management and support escalation
• Information security risk assessment and risk management

• DFA DSA List
• Log into KSAMS 
• KSAMS User Guide
• UCPath System Access (Security) 
• Quarterly Review Process Guide

The UCI UCPath team serves the UCI campus and UCI Health communities, and provides training and support to UCPath transactors.

UCI UCPath Projects

UCI UCPath 2022 Year in Review

Please refer to UCI UCPath resources and contact pages for more information. 

• Research Committee - The Provost and the CFO and Vice Chancellor, Division of Finance and Administration charged this group with: (1) Reviewing the Huron Research Compliance Assessment; (2) Developing an implementation plan for the detailed assessment recommendations; (3) Establishing a timeline for implementing the plan; and (5) Seeking broad input for developing new or changing existing policies and procedures.
  
  
• Tree Committee - The CFO and Vice Chancellor, Division of Finance and Administration charged this group with providing advice on the campus’ urban forestry management, considering tree health and safety to the university community. The Tree Maintenance Committee is focused on safety issues related to tree maintenance on campus and the campus vicinity.
  
  
• Aldrich Hall Space Utilization - As DFA continues to review space utilization on campus to use our space resources most effectively, Chancellor Gillman has asked DFA to conduct a space review of Aldrich Hall. The goal of this project is to: (1) Conduct a space review of Aldrich Hall; and (2) Explore opportunities to reduce leased spaces to reduce expense.
  
  
• E2E Procurement project - The CFO and Vice Chancellor, Division of Finance and Administration charged this group with a review of procurement processes to understand and document the current end-to-end purchasing processes. The objectives for this review are to (1) clarify current processes; (2) document end-to-end processes; (3) cascade current processes; (4) solicit feedback for efficiencies; (5) implement process efficiencies. This will be addressed via eight (8) subcommittees, each dedicated to a specific procurement process.
  
  
• Participation in OIT’s MS Teams Early Adopters project - OIT has offered DFA the opportunity to identify 50-60 individuals to participate in the MS Teams Phone Early Adopter Program. The program is anticipated to start late March/early April. If you’re interested or have staff that would like to participate, please email Monica Chavez (mbchavez@uci.edu).

• CRIT - UCI's Campus Recovery Implementation Team (CRIT) was established in support the Chancellor's Strategic Advisory Group (SAG) in campus reengagement efforts related to the COVID-19 pandemic. They helped navigate issues by reviewing changes to applicable guidance, providing analyses, making recommendations for campus operational activities, and monitoring progress. CRIT currently meets only on an as-needed basis.
  
  
• Oracle Exploratory Project: DFA completed the Oracle Cloud Financials (OCF) exploratory project. Replacement of the campus financial system will not be further pursued at this time.

• DFA Org Assessment - Organizational Assessments are commonly conducted when significant changes have taken place in an organization, such as a change in senior leadership, as well as when organizations have evolved over time (like DFA) to ensure strategic alignment. For both of these reasons, we are embarking on an Organizational Assessment of the Division. This is a systematic review of DFA’s processes, structure, staffing levels, with the goals of optimizing talent, operations, service delivery, and financial resources to meet business needs.

  We hope to:

  • Increase effectiveness and efficiencies
  • Reduce or eliminate redundancies
  • Leverage synergies
  • Create optimal reporting structures
  • Identify critical skills and competencies to meet business needs
  • Support immediate and ongoing budgetary commitments
  • KSAMS efficiency process for DFA
  
  
• DFA Service Management Portal - Improve efficiency of DFA services and work order management by automating DFA service request tracking and fulfillment processes using ServiceNow platform.
  
  
• DFA Information Security Program - Monitor and assess information security risks at unit and system levels and implement risk mitigation steps and related information security activities for DFA.

• Work Reimagined Program - The CFO and Vice Chancellor established an implementation team to manage the Work Reimagined (WR), UCI’s flexible work program, for the Division of Finance and Administration. The team facilitated the finalization of each unit’s implementation plan and helped to formalize best practices and procedures for a hybrid environment. On October 31, 2022, all DFA unit WR implementation plans went into effect (e.g., new space plan, work schedules, etc.).
  
  
• Coded Memo Sunsetting - As of November 2022, DFA’s coded memos (internal process documents) were rescinded as we transition to more standard procedure documents.

Continuous Improvement Efforts 

• Case Reduction Partnership: The UCI UCPath team is collaborating with the UCPath Center, HR, and Payroll on a pilot project to close outstanding cases reported by UCI users. Since mid-October, UCI has closed 135 total cases. 
  
  
• Transactor Web Page Improvements in Process: We are reorganizing the content, navigation, and visuals on the transactional user page of our ucpath.uci.edu website to make job aids, documents, resources, and support materials easy to find. The UCI UCPath team sent out a survey to transactional users in January 2023 and held a focus group in February to solicit valuable input and feedback to improve this online tool for those who use it the most. The first phase of this project (Research) is also a Lean Six Sigma (LSS) Yellow Belt Project.
  
  
• Updated UCPath System Access (Security) Web Page: We have updated the UCPath System Access (Security) web page to provide transactors with information on how to  request access to UCPath and learn more about the UCPath Access Request process, UCPath Roles by Functional Area, reference materials, training, and more. For questions or assistance, contact the EEC or use its self-service page under UCPath > UCPath Transaction Security Inquiry. 
  

Lean Six Sigma (LSS) Yellow Belt Projects

• General Ledger (GL) Lean Six Sigma (LSS) Yellow Belt Project: The UCI UCPath GL team is making great progress on their project to improve the GL support experience, reduce issue resolution time, and reduce the number of service requests. They are working with the EEC, Accounting, and Fiscal Services to make changes that increase efficiency by reducing or eliminating duplicate touchpoints between the teams working to resolve tickets, which results in faster ticket resolution for GL users. 
  Launch Date: July 2022 
  Anticipated Completion Date: April 2023 
  

Finance Workshops

The UCI UCPath team has conducted six workshops on UCPath financial and General Ledger (GL) functionality and has two workshops scheduled for February. If your school or department is interested in a workshop on UCPath financial and GL functionality between UCPath and KFS, please email garrisa1@uci.edu. 

• GRLN Task Force (aka “Lived Name” Project) 
  The UCI UCPath team is working with UCPath and other campuses to implement the changes to UCPath required to support the GRLN Policy. The changes are tentatively scheduled to deploy in June 2023. 
  
  
• Improvements in Opening ‘Ask UCPath’ Cases 
  UCPath continues to work with campus representatives to implement improvements in how cases are opened and how searches for answers are conducted. Look for changes this Spring.
  
  
• Salary Cost Transfer Process Improvements 
  Design changes are being tested to improve the user experience. Stay tuned for updates. 
  
  

Reports and Dashboards (VPN Connection Required)

• AB-119 Union Employee Audit Dashboard
  Use this to obtain target list of union represented employees missing information in UCPath.
  
  • Click on AB119 Union Employee Audit Dashboard to determine your school or division’s compliance rate. 
  • Click on Missing Floor by Department tab for count of missing data.
  • Click Missing Information by Department tab for count of missing data.
  • Click on AB119 Union Employee Audit Details to easily export list of employee details to Excel.

Transaction Questions 
Open a case with the Employee Experience Center (EEC) or call in to the Virtual Drop-in Center Monday - Friday, 10 a.m. - 12 p.m.

Training Opportunities 
If your school or department is interested in training, please email us at: UCPathtraining@uci.edu 

Georgana Thompson Simonowitz 
UCI UCPath Project Director 
georgant@uci.edu 

Debbie Kistler 
Manager of Change, Communications, and Training 
dkistler@uci.edu