Enterprise Administrative Systems Program (ASP)

Note: This listing is an archived project


Please note that the information regarding the Governance Committee is currently under review and may change.

UBC has a range of information technology needs relating to finance, procurement and human resource management typical of a Top 50 research university. UBC systems supporting these needs include a variety of custom-built and enterprise-level packaged software. To address the current administrative systems challenges, a series of projects need to be done, some concurrently, over a multi-year period.

In 2013 the Administrative Systems Program (ASP) was approved by a governance committee with campus-wide representation. A new governance committee was formed in early 2014, the Administrative Effectiveness Governance Committee (AEGC), with a broader mandate to consider related enterprise initiatives to create consistent standards across the campus.

AEGC Committee Members::

  • Lisa Castle, Vice President, Human Resources
  • Ian Burgess, Controller
  • Peter Smailes, Treasurer
  • Michael Shakespeare, Associate Vice-President, Finance and Operations, UBCO
  • Chris Rogers, Executive Director, Administrative Effectiveness Office

The Administrative Systems Program (ASP) consists of the following projects broken down by functional streams:

  • Human Capital Management (HCM) Projects
    • Upgrade from HRMS 8.9 to HCM 9.2 Upgrade
    • eRecruit and ePaf
    • Time and Labour / Absence Management
    • Benefits Administration and eBenefits
    • Payroll
  • Financials and Supply Chain Management (FSCM) Projects
    • Paper Cheque Reduction (PCR)
    • eProcurement
    • Travel & Expense
    • Vendor Management
    • FSCM 9.2 Upgrade
  • Other Projects
    • Central Authentication Service (CAS) Implementation
    • Integrated Sessional Information System (ISIS) Replacement

Guiding Principles

  1. Processes explained in functional terms
  2. Simplicity and consistency
  3. Outcome accountability – a business case for any requested customizations is sent to the AEGC for approval
  4. Usability – designs consider user discovery time, user learning time, and user efficiency
  5. Place and promise – systems delivery connects to our core business
    • We "connect the dots" to research recruitment and retention, processes and support for staff and faculty, ensuring academic and administrative heads have…the support they need to be effective


The most pressing item related to Human Resources/Payroll is the institutional risk of unsupported software; within the financial and supply chain areas, the fraud risk is a high priority. These priorities yielded the 1st two projects to be launched include the PeopleSoft HCM (Human Capital Management) upgrade project and Paper Cheque Reduction (PCR) project.

The upgrade of PeopleSoft HCM is a large and complex project and will impact all academic and administrative units, and many staff. Here is what is planned and why:

  • Upgrade of PeopleSoft HCM to the latest version, PeopleSoft9.2. This will allow UBC to continue to have software support, including maintenance and payroll tax table updates.
  • Recruiting. The existing eRecruit module, a core part of PeopleSoft HCM, will be replaced with the current version from PeopleSoft.
  • Retirement of manual timesheets. Timesheet hours will be entered directly by central administrators into PeopleSoft using the time recording application. By using the delivered PeopleSoft functionality, this will allow UBC to remove the customizations done to support manual timesheets.
  • Benefits administration automation. To improve the benefit enrolment and administration process and to remove customizations relating to benefits, we will implement PeopleSoft’s Benefits Administration module. This will permit benefits changes, now done on paper or electronic forms, to be done directly into PeopleSoft and prepares UBC for employees to utilize benefits self-service functionality to simplify enrolment.

The Paper Cheque Reduction (PCR) project will help reduce the administrative costs and effort related to the supplier, employee and student payment process and reduce exposure to fraud that is inherent with paper cheques.


The Discovery phase including Fit-Gap Analysis for the HCM upgrade is well underway with extensive engagement of campus SMEs and impacted administrative and academic managers and administrators. The next steps include completion of scoping documents and business cases for submission to the AEGC for budget approval to proceed with the configuration and build of HCM 9.2. After this last approval, it is estimated that the upgrade will take roughly 12 months to complete.

Approval has been given for the Paper Cheque Reduction project and is expected to be complete by the end of the fiscal year 2014.


Doug Gregg
ASP Program Manager – UBC IT

Note: This listing is an archived project