Operational Alignment Sessions
In August, the UCPath team hosted operational alignment sessions for representatives of UCI divisions and central HR, Academic Personnel (AP) and Payroll offices. UCPath Center representatives shared information and expectations of what the UCPath center will do and what UCI administrators and transactors will do, along with common transactions, end-to-end processes, workflow, and requirements that will be encountered with UCPath. A link to the slides and zoom recordings of these sessions will be available soon.
Important Milestones Ahead
OIT TechnoExpo - October 9 at the Student Center
Visit our table to see the UCPath portal, get information cards and giveaways, and ask questions face-to-face with UCI UCPath project team representatives.
Roadshows: October - November
Attend a roadshow to learn more about UCPath and ask questions; we have many throughout October and November at the UCI campus and the Medical Center. There will be roadshows for all employees, and roadshows specific to managers and supervisors. Stay tuned for a schedule, coming soon!
Training for Initiators and Approvers - October 2019 - February 2020
Schedules to sign up for training will be available in the UCLC.uci.edu starting Sept. 4. There will be some introductory courses available via e-learning that are required.
Cutover - December 2019
Cutover is when all data will be captured in the current PPS system and transferred to the new UCPath system. Input any transactions into the current system before December, or wait until UCPath launches in January. Stay tuned for more details.
First Monthly Paycheck - January 2, 2020
First Paycheck Bi-Weekly - January 8, 2020
In addition to OIT and DFA, Continuing Education, Strategic Communications, Student Services, Athletics/Bren, Libraries, Graduate Division, Schools of Arts, Humanities, Physical Sciences, and Education have completed deployment of DUO MFA. For those that require hardware tokens, the main point of contact is your unit’s Information Security Coordinator who can get them from OIT.
A Message from OIT
The use of passwords alone is no longer sufficient in preventing unauthorized access of individual and institutional resources. Passwords are routinely compromised through malware, brute force attacks, phishing, and other exploits.
Multi Factor Authentication (MFA) is a two-step process that requires both a password and a second verification using a smartphone or a small token device that you carry with you. The University of California is adopting an MFA product called “Duo” and most UC campuses now require it to access institutional resources or soon will.
Over coming months, Duo MFA will become required for all staff and faculty web application access; the requirement will expand to the campus VPN and other services over time.
To prevent undue impact from the transition, a phased approach will help ensure assistance is available to you. The transition is expected to be implemented for all administrative units and a subset of academic units by June 15, 2019, with a complete transition by October 15, 2019. Transition to MFA by the Division of Finance and Administration is already underway.
Setting up Duo MFA for your UCInetID web logins is a straightforward process. Once set up, confirming your login is as simple as touching a permissions dialog on your smartphone. For those who cannot use a smartphone, we will provide individual hardware tokens that can be used instead.
For more information or to setup Duo MFA now please see www.oit.uci.edu/mfa.
Additional information and schedules will be shared as the implementation unfolds. Our help desk is available to answer questions or assist (firstname.lastname@example.org, 949-824-2222).
Chief Information Officer and
Associate Vice Chancellor
Associate Chief Information Officer
New Unified Organizational Hierarchy is Now Live
UCI’s new Unified Organizational Hierarchy for our accounting and payroll systems were implemented by OIT during the weekend of Sept. 22-23, but end users didn’t actually start working with it until Monday morning, Sept. 24. The process added new organization codes to the hierarchy for some units. It also adjusted the org level of some existing codes in order to create a standardized structure for reporting and rollups. The new org hierarchy is not expected to significantly impact business for most campus units, but financial managers should be aware of the following:
Chart of Accounts Inquiry Report
- Users can easily review the new Unified Organizational Hierarchy using the Chart of Accounts Inquiry Report.
- Roles & Routing In order to ensure KFS access and routing will function as expected, some roles may need to be updated or changed. In particular, some units will need to modify the following KSAMS roles: Accounting Reviewer, Content Reviewer for REQS, and TEM Organization Profile Arranger. Other roles for any system that uses KFS org qualifiers may also be affected. See the full list of roles for details.
- Name Changes for Orgs Financial system users will find that the names of some organizations have been modified in KFS. This was done to make them standardized across campus.
- DSAs for New Orgs Some units may need to create Department Security Administrators (DSAs) for new orgs. This should be done prior to processing KSAMS access requests.
- Changing Orgs on Accounts With the new unified organizational structure in place, some departments may want to move accounts to new org codes. Financial managers should be aware that changing the org code of an account can impact transaction workflow, document access, and more. Units should particularly be careful with accounts that are used to pay employees.
Report Issues to the KFS Help Desk
Financial managers should report issues related to the new Unified Organizational Hierarchy to the KFS Help Desk, which is coordinating support services during this period. Thank you for your patience as we take this important step toward preparing for UCPath and making our data easier to analyze and report.