Effective Training Tips and Updates

Training Tips & Lessons Learned September 28, 2021

Quick Announcements I Upcoming Deadlines BW Transaction deadline 9/30 (3pm) for templates, extended absences, additional pay, etc. BW PayPath deadline: Tus. 10/5 (5pm) - blackout until Fri. 10/8 6am Monthly Transaction deadline 10/19 at 3pm for templates, extended absences leaves, etc. MO PayPath deadline: 10/22 (5pm) - blackout until Wed. 10/27 6am Path Center is experiencing longer than normal processing times due to high transaction volumes. Current processing is one to seven days (avg. 5 days). Submit transactions early when possible. Transactions submitted within payroll processing deadlines will be prioritized to meet payroll. 2

Quick Announcements II Ask UCPath Cases - Service Targets Effective 10/1 UCPath will change how service targets for cases are measured. This does not impact the case resolution, but provides more accurate expected dates. Effective October 1, 2021, UCPath service targets will shift from calendar to business days. o Service targets will now exclude weekends and holidays to align with UCPath working hours o Example: A case opened on Friday, 10/1, with a five-day service target Previous service target: Wednesday, 10/6 New service target: Friday, 10/8 o The pending closure period will remain as five calendar days, and users have an additional five days to reopen a closed case 3

Quick Announcements III UCPC Email Updates & Communication Current process: After submission of a case, UCPath sends an email to the case submitter that confirms receipt and includes the service target Once UCPath reviews the case, the topic and category may be updated and the associated service target may change; however, the case submitter is not informed of these changes New process: After submission of a case, UCPath will send an email to the case submitter confirming receipt (no service target will be included) After reviewing the case and making updates to the topic and category, UCPath will send a second email with the expected resolution date (service target) 4

Quick Announcements IV Accruals for Monthly Employees on PFCB UCPath has identified an issue with monthly employees not accruing hours with earn code PFL" that are on Paid Family Care Bonding Leave (PFCB). A defect has been created to address this issue. It is not necessary to submit any requests or EEC tickets for accrual adjustments. Accruals will be auto-updated as part of the resolution. All updates are expected to be completed by October 18, 2021. 5

Agenda Analyzing Job Data Q&A

Workforce Job Summary vs. Job Data Page Workforce Job Summary Job Data Page Displays summarized history of changes to job data. Provides same level of Job Data information as Workforce Job Summary, but in a more detailed view. VS. View history of inactive records Security enabled search page can only view jobs within your department access. Full scale view of data changes. Date of Creation (Entry Date) Displays current & historical compensation history. Payroll information (Salary Plan, Benefit Elig. Group, etc.) Job data details are spread across different tabs. Job Labor details (union participation, work study, etc.)

View Sample 8

Job Data Analysis Employee Record When searching job information in Workforce Job Summary the employee s primary active job record will appear by default. Employees may have one or more active existing records (for example: Empl_Record Numbers - 0, 1, and 2, etc. ) When making changes or corrections to job data, please ensure the correct record has been selected and consider impacts to other jobs. 9

Workforce Job Summary The Workforce Job Summary page displays all job rows associated with an Empl ID including history, current, and future rows. The page displays the preferred name of an individual. It can be used to determine the relationship the individual has with the University and to view other important information related to an individual and their appointment. 10

Reading Job History General Tab Job Indicator will display which record the change was applied to the primary or seconday job (if more than one.). Action & Action Reason code display the action and reason taken for the action. Effective date & sequence orderis displayed for each action taken 11

Reading Job History Each row represents a change (Action) in the employee s job. The rows of data will appear in chronological order, according to Effective Date, with the most recent actions (or future action) at the top of the stack. Some employee s may have multiple actions that took place on the same effective date. Please note, some transactions required additional rows of data to be entered by the UCPath Center. (primary job, benefits, etc.) 12

Reading Job History Job Information The Job Information tab will provide additional job data history related related to that employee s work history You can click this tab to expand view and see all job data columns, instead of a one-by-one view. 13

Using the Job Data Page The Job Data Page in UCPath provides an alternate view and point of access that displays similar information to Workforce Job Summary page. Job Data page in UCPath will only display data based on the latest entry. Please ensure to click Include History

Date Created Field When performing troubleshooting analysis, please consider the date of entry in the Date Created field. This can help bridge gap in understanding issues. The Date the information in that row was entered in UCPath

Reports for Job Data Employee Roster Report Job Audit Report Job Distribution Report Job History Report Person Org Summary

Key Takeaways 1. It is highly recommended to utilize the Workforce Job Summary pages to review all transactional events that have occurred for that employee. 2. The Job Data displays job data in full scale view and has additional information available. Check the Include History box Please ensure you look for additional rows of data for better analysis. 3. Be sure to check the Date Created field in UCPath. If details in UCPath appear to be correct, but there are issues with outcome this could be a factor.

Did You Know? 18

Did You Know? Did You Know? Not all Salary Step jobs are represented and not all Salary Range jobs are policy covered. Many academic jobs are Salary Step, regardless of whether they are represented or policy covered. Examples: Salary Step Jobs Represented Staff salary step, for example: Blank Ast 3 Custodian Health Coder Physical Therapist SRA 2 Business Technical Support Analyst 3 Clinical Nurse 2 Represented Academics Academic Librarians (LX unit) Resident Physician Policy- Covered Staff UCLA Athletic trainer per diem at UCSD Not all Salary Step jobs are represented and not all Salary Range jobs are policy covered. Many academic jobs are Salary Step, regardless of whether they are represented or policy covered. Salary Range Jobs Student health physician/dentist Building auto technician Per diem dietitian Library bookbinder production lead at UCLA Physical plant mechanic at UCD Almost all represented staff are on Academic Researchers (RA unit) Lecturers in the Non-Senate Faculty unit (Unit 18) Almost all policy covered Career Track Titles for example: Project Policy Analyst 3 Compensation Analyst 4 Administrative Supervisor 2 Financial Analyst Manager 3 Police sergeants across UC Steam ops engineering chief at Senate faculty jobs Faculty in the Adjunct and Health Sciences Clinical Professor series Cooperative Extension Advisors Specialists in Cooperative Extension Academic Coordinator Series Academic Administrator series Assistant and Associate University Librarian Clinical Psychology Intern Non-Physician Clinical Trainee Policy- Covered Academics 19