Academic Affairs Project One Resource Hub

Purpose

This website serves as a centralized resource for the UCSF campus community to understand Project One and find desk manuals and resources for academic processes in Oracle Cloud. 

Project One: What it is, Why We are Modernizing, and Who this Affects

 

What is Project One?

UCSF is aligning business and administrative operations across UCSF and UCSF Health into an enterprise resource planning (ERP) system called Oracle Cloud. This system will combine Human Resources, Finance, Supply Chain Management, and Research Grants Management in one place to increase efficiency and connectivity.

As part of this initiative, UCSF will also introduce a new Student Information System to improve student data management.

What is Human Capital Management (HCM)?

As part of Project One, UCSF is launching a new HCM solution enabled by Oracle Cloud. HCM is an integrated suite of technologies that supports teammates across the career journey - from applying for a position through departure - through a more streamlined, connected experience.

Why are we modernizing HR systems and processes?

UCSF currently relies on a complex network of 40+ systems and applications to manage HR processes, which creates manual workarounds, handoffs, and inconsistent experiences.

Project One is designed to improve the HR experience by enabling:

  • Direct access: Teammates can complete certain transactions themselves.
  • Real-time information & insights: Improved reporting and decision-making.
  • Streamlined processes: Less administrative friction and fewer handoffs.
Who is affected?

All employees across UCSF Campus (Staff and Academic) as well as Health will be impacted in Phase One. How you’re affected depends on your role and the type of work you perform.

Where to find Project One information (enterprise site)?

For Project One updates and enterprise-wide resources (videos, Town Hall materials, newsletters, Knowledge Center content), go to: one.ucsf.edu (Project One / Knowledge Center)

Academic Personnel in HCM Overview

Academic Personnel in Human Capital Management (HCM) will support key academic HR transactions in Oracle Cloud while continuing to use select retained tools (e.g., Advance, Offer Letter Generator Application (OLGA), and renewal portals) for specific appointment, recruitment, and renewal activities.

Retained Academic Systems

Below is a list of what academic transactions are staying in the current state systems:

System HR Transactions Completed in System
Advance • Academic Appointments
• Advancements
• Leaves (Temp Reduction in Percent Time and Professional Dev/Sabbatical)
• CV and NIH Biosketch
Offer Letter Generator Application (OLGA) • Academic offer letter generation
• Faculty/NFAs (Pending Final Testing)
AP Recruit • Academic recruitment management
Academic Personnel Renewal Portal (APRP), Graduate Student Renewal Ports (GSRP), Trainee Renewal Portal (TRP) • Compensation collection portal for academic, trainee, and graduate student population renewals
Note: On-cycle renewals will follow previous years; off-cycle renewals will need to go through Oracle
Other Retained Academic Systems Outside of Academic Personnel Scope
UC Outside Activity Tracking System (OATS) • Outside professional activities/income
• Request/review/approve activities where APM 671 and 025 require prior approval
• Collect/accept annual faculty OPA reporting
Annual Faculty Review • Yearly faculty career planning for select departments with Division Chiefs or designees
Business Roles

Below is a list of business roles in Oracle:

Business Roles Description
Department Initiator A department resource with the responsibilities to initiate all HCM transactions within the system.
HR Department Liaison

A department resource with the responsibilities to view and perform admin tasks for a given department or AOR. They do not initiate.
Department Approver A departmental resource with the responsibilities to initiate and approve HCM transactions.
People Manager (Auto-Provisioned)
Also referred to as Manager/Line Manager		 A departmental resource with the responsibilities to view and have executive oversight of all pending and completed HCM Actions. May also hold Department Initiator and/or Department Approver roles. Also gets access to hiring manager functions.
Business Approver Department resource with new responsibility to approve new and replacement staff positions. Approves transaction.
Finance Approver (Cost Center Manager) Department resource with new responsibility to approve new and replacement staff positions. Approves budget/financial elements.
Ideally, the finance approver should not hold any other role, since if they also act as initiator and department approver, any case they initiate will bypass departmental approvals and go directly to HR.
Academic Personnel Analyst A resource with the responsibilities to initiate, review, and approve all Academic HCM transactions within the system.
Academic Personnel Processor A resource with the responsibilities to initiate, review, correct and approve all Academic HCM transactions within the system.
Academic Manager A resource with the responsibilities to initiate, review, and approve all Academic HCM transactions within the system.
Academic Transaction Types Quick Reference Table
Transaction System Process Summary
Appointment/Onboarding – Paid Faculty & Non-Faculty Academics OLGA, Advance Offer Letters for paid faculty and NFA populations will be generated and routed for approval using OLGA. Once the offer letter is accepted, information about the hire will be mass-uploaded into Oracle. The appointment packet is completed outside of Oracle using Advance. The onboarding process is completed in Oracle.
Appointment/ Onboarding – Non-Openly Recruited Oracle, Advance Non-Openly Recruited positions will be created as a position and pending worker in Oracle.
Populations that need a packet processed will still be completed in advance.
Appointment / Onboarding – Trainee Academic Year Hire (GSR & Med Residents) Smartsheet Information regarding academic year hires for GSRs and Medical Residents are mass uploaded into Oracle. Onboarding for this population will be complete in Oracle.
*Rehire populations may be completed through this method
Renewals – All Academic Employees APRP, TRP, GSRRP, Oracle Any renewal for an academic position (e.g., post-doc, APM430s, clinical associate, etc.) not done through a renewal portal or off cycle will be done in Oracle.
Compensation – Range Adjustment UCOP (exceptions apply)
Oracle		 Administered by Academic Personnel and uploaded into Oracle.
*Split appointments/ others will be done by Academic Personnel
Compensation – Individual Pay Oracle Individual Compensation (ICP), Oracle HSDL Additional pay for individuals <10 are completed via ICP; >10 completed via HSDL journey in Oracle.
Compensation – Step Increase/Series Change Renewal Portals, Oracle Promote & Change Position Changes in annual salary outside of range adjustments will be done via promote/change position.
Leaves Advance (Temp Reduction in Percent Time and Professional Development /Sabbatical)
Oracle (all other leaves, excluding residents and fellows)		 Leaves completed in Oracle will be done via Oracle Journey.
Separations – Retirement / Recall Oracle Separation/Advance Separations and recall requests will be completed in Oracle. The recall packet will be processed in Advance.
Separations – Auto-Terms Oracle or N/A Depts will need to monitor their appointments with automatic end dates If through the end of the month allow auto term. If auto-term is before/ falls within the pay confirm period – submit an Oracle separation.
Separations – Other Separations Oracle Separation Separation requests can be completed in Oracle by Department Initiators.

Academic Transaction Resources for Department Initiators

These resources are for individuals who initiate transactions for academic personnel on behalf of a department.

Select a folder below to access academic transaction support materials:

  • Academic Desk Manuals: Step-by-step instructions for completing academic transactions in Oracle.
  • Additional Resources by Transaction Type: Reference materials to support department initiators by transaction type.