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July 24 update from Rachael Nava: New systems and operational updates

The following message was sent by EVP/COO Rachael Nava on July 24, 2020:

Dear UCOP colleagues,

Our forthcoming change in presidential leadership and the start of a new fiscal year make it an opportune time to reflect on what we’ve accomplished and look forward to what’s ahead. These have been a challenging few months requiring everyone to adjust our professional and personal lives while balancing demanding workloads. Thank you for your resilience and perseverance through these unprecedented times.

While we have made many adjustments to address the COVID-19 pandemic, the day-to-day work of the Office of the President continues. I would like to take a moment to recognize several recent UCOP-wide milestones and accomplishments that have occurred despite the challenges of the pandemic. By bringing together the talents of the OP Operations, Information Technology Services, controller’s office, Strategy and Program Management Office and Operational Services, as well as the many individuals across divisions who participated as subject matter experts, user acceptance testers and coordinators, UCOP has completed major systems replacements and made significant progress on a number of key projects that are transforming our internal operations. Here are some highlights and links to more information:

Oakland office consolidation

We’re making great progress toward achieving our goal of a consolidated Oakland campus. We’ve designed a more modern, sustainable, healthy and collaborative future office environment. Working closely with leadership and department move coordinators, we’ve started our moves. Improvements in the 1111 Franklin lobby area are complete, including a new large conference room and easier-to-access mailroom and Work Management Center. We’ve also launched a new meeting room and event booking tool, the Event Management System (EMS).

To find out more, register for drop-in sessions and visit the UCOP Office Consolidation – Public Box folder for recordings and presentations, building and furnishing details, FAQ and more.

Financial systems replacement

In July we reached two major milestones in modernizing and integrating our financial systems and processes. Our new Oracle Planning and Budgeting System (PBS) went live last December in time to develop the FY20/21 budget and was recently integrated with our new Oracle Financials Cloud systems.

As of July 1, the Oracle Financials Cloud systems are being used to process financial transactions and Concur is processing travel and entertainment reimbursements. Both tools use our upgraded chart of accounts and provide user-friendly reports that make understanding and analyzing our financials easier than before. You can find resources, including training presentations and recordings, step-by-step quick reference guides and FAQs on the Financial Information System SharePoint site.

Talent Acquisition Management

UCOP Human Resources recently launched the new Talent Acquisition Management (TAM) system, a new online tool that makes posting jobs, applying for jobs and tracking applicants easier, and integrates the overall hiring process with UCPath systems. To view and apply for open positions in TAM, visit UCOP employees can also search and apply to positions through a candidate gateway in UCPath (steps here).

I want to thank the project teams for their great work and all of you who’ve embraced and begun to use the new systems.

Rachael Nava
Executive Vice President and Chief Operating Officer

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