WHAT IS BUSINESS PROCESS MAPPING?

Business process mapping is a procedure whereby the steps in a business process are clarified and documented in both written form and visually in a flow chart. Information about the process is gathered and compiled and the steps in the process are laid out from left to right and top to bottom, with specific shapes used to denote specific process components (decision points, documentation, etc.) An example of a generic business process map is below:

Buisness Process Map Example

WHAT IS THE OUTCOME OF THE BUSINESS PROCESS MAPPING SESSIONS?

The outcome of the Business Process Mapping sessions will be Visio documents that show the overall business processes. (See example above). The maps will include swim lanes that depict responsibility and handoffs between the locations and the UCPath Center. In the business process mapping sessions we will also recommend turnaround expectations for the UCPath Center, document when notifications (system generated, manual or reported) are required, and create a list of change management considerations for campus stakeholders. Because each location is structured differently, has varying approval processes, and may have additional location-specific steps, delivered maps may need to be further developed at the campus level to account for the differences.

 

WHY ARE WE HAVING UCPATH CENTER BUSINESS PROCESS MAPPING SESSIONS?

The purpose of the Business Process Mapping sessions is to define and standardize steps that are included in each specific business process, understand the flow of information, assign who is responsible for completion of steps, and determine how the information is passed from the location to the UCPath Center (system wide shared service center) and back, if necessary. Because each campus is structured differently, these maps may need to be further developed at the campus level to make distinctions between departments, central unit, and/or campus shared service center unit. We have identified different business processes, each with multiple variations and exceptions. While we will not be able to map every scenario, we will map each business process, identify and document exceptions and determine the process and procedures to address variation within and exceptions to business processes.

 

WHAT IS THE METHODOLOGY FOR CREATING BUSINESS PROCESS MAPS?

Business Process Maps have a far-reaching impact for employees, campus departments, campus central offices, and for the UCPath Center. To ensure business process maps correctly guide business practices, adhere to UC policies, and are in accordance with Federal and State laws, it is important that the process of creating, vetting, and validating the final Business Process Maps is thorough. Below is a diagram outlining the methodology of Business Process Mapping:

Business Process Map Methodology

  *CHROs, Controllers, and APDs

 

WILL THE UCPATH SYSTEM BE INTEGRATED INTO THE BUSINESS PROCESS MAPS?

Business Process Mapping is reliant on the UCPath system in many ways because how, where, when, and what information is entered into the system impacts each business process. Because of the interdependencies and interactions, Business Process Mapping will happen in conjunction with a demonstration and validation of system configurations within the UCPath system, often referred to as Conference Room Pilots (CRP). This collaboration will allow SMEs to attend CRP sessions to gain greater familiarity, confidence, and understanding of the system, which will inform and guide the decisions on how to best create the business process maps. The flow of information through the system will be captured as part of the maps, creating a broad understanding of the entire business process.

 

WHO WILL BE ATTENDING THE BUSINESS PROCESS MAPPING SESSIONS?

Throughout the past year UCPath design sessions have been held to configure and design UCPath. During these sessions, each location appointed two (or three if there is a medical center) Subject Matter Experts (SMEs) to attend as representatives for their location. These design sessions were broken into the following six functional areas:

Absence Management (Leaves and Accruals)

Academic Personnel

Benefits

Commitment Accounting

Human Resources (General)

Payroll

In these early design sessions SMEs provided direction on how UC policies and practices will be implemented in UCPath, offered insights to specific campus nuances, and made recommendations or decisions on how to standardize processes in the new system. These SMEs have been invaluable resources of information, knowledge, and understanding. While the decision of who to send to the Business Process Mapping and the Conference Room Pilot sessions is left to the campus, we expect that largely the same SMEs who attended the previous design sessions will now participate in the Business Process Mapping sessions. Because we are limiting the number of modifications made to the UCPath system, these SMEs are in a good position to understand how to best design business processes in accordance with system functionality.

 

WHEN WILL THE BUSINESS PROCESS MAPS BE COMPLETED AND SENT TO LOCATIONS?

We will be holding the Business Process Mapping and Conference Room Pilot sessions throughout March and April. We will be working during this time with campus-based SMEs, functional groups, and the technical team to understand and resolve issues and questions that arise in the business process mapping sessions. This will be an iterative process to complete each business process map. After the sessions are finished we expect we will need some additional time for follow-up and validation. We expect to send the first group completed maps and documentation to the locations in the May timeframe.

Find news and updates on UCPath (formerly PPS replacement project) at the Working Smarter website: http://workingsmarter.universityofcalifornia.edu/projects/payroll-personnel-system/overview/

To view the UCPath's FAQ's for Business Process Mapping as PDF click here