Department Champions Meeting

1. Department Champions Meeting July 15, 2013

2. Agenda • What are SpeedTypes? • Overview • SpeedType vs. SpeedChart • Applications • Creating a SpeedType • SpeedType Search • Dept ID Updates • Changes to Dept ID • Review/Collection of Attributes • Mapping to Depcodes • Questions on July 1 Changes

3. SpeedType

4. What are SpeedTypes? • Overview • GL chartstring shorthand • PeopleSoft delivered functionality • Not purchasing authority • Medical Center and Campus will share SpeedTypes • New COA Implementation • SpeedChartswill be discontinued and will not be converted • SpeedTypeavailable as a GL chartstring shorthand

5. SpeedType vs. SpeedChart

6. SpeedChart Transition to SpeedTypes • A project team with representation from Accounts Payable, Campus Procurement and Contracting (CPC) has formed to ensure a seamless transition • The team includes sub-teams for Communication and Department Outreach: • The Communication team will explain all of these changes to the campus in the coming months • The Department Outreach team will be meeting with some larger departments to explain the transition and provide alternative procurement solutions

7. Central Applications Supporting SpeedType PeopleSoft Modules BearBuy My Expense Connexxus (UC Travel Portal) MyReports

8. Applications Not Supported by SpeedType • PPS • No change from today until UC Path implementation (2015) • Magical PAF Machine (MPM) may be added in at later phase

9. Departmental Applications Department systems can access the SpeedType table through the ODS* to support SpeedType usage for recharges and other applications *ODS – Operational Data Store

10. Roles & Accessability • New SpeedType Setup role • Populated to Financial Administrators at implementation • Included as part of Chartfield Setup, Chartfield Requester, and Chartfield Approver roles • May be assigned to other users after implementation via PeopleSoft user request form • Workflow is not included with SpeedType setup

11. Creating a SpeedType • Created by departmental user via the PeopleSoft SpeedType Definition page • SpeedType key must be at least 6 alphanumeric characters long (max of 10 characters) • Naming convention is recommended • Effective date defaults to current date • Interested parties identified in the set-up will be notified if the system changes the SpeedType status to inactive if the chartstring is no longer valid

12. Creating a SpeedType • SpeedType setup requires a valid chartstringto accommodate non PeopleSoft systems – (e.g. BearBuy, MyExpense) • GL Unit is based upon user profile of creator • When the SpeedType is saved, the chartfield combination will be validated • If invalid, the SpeedType cannot be saved • If valid, the SpeedType will be available for use in BearBuy and GL within minutes upon save

13. Creating a SpeedType Security Notifications Chartstring

14. SpeedType Search • A search page will be available for all users via My Access to search for SpeedTypes by: • SpeedType value • Department

15. Dept ID Updates

16. Dept ID Update Changes to Dept ID Planning Level Review/Collection of Attributes Mapping to Depcodes

17. COA Timeline Mocks/ Conversion Validation Reports July12 to May 13 FY13 YE July July 2012 to Sept 13 M Cut-Over 12/22 – 1/6 M M M M 1/6/2014 Target Go Live Mapping (On-Line Tool) Data Mapping 3 Data Mapping 4 July YE May Sept Aug Oct Dept ID Updates (Template) DeptID Updates #2 7/15-31 Dept ID Updates #3 9/9 – 20 Dept ID Updates #4 11/4 – 22 New Process for Chartfield Combinations (11/1 – 1/6/2014) Fund/DPA Balance Allocation Corrections - Post Year end close Other M Indicates a Mock conversion Conversion Validation Reports Down time for On-line Mapping Tool monthly transaction refresh

18. Dept ID Template Overview & Structure

19. Dept ID Template Overview “Structure and Attributes” tab • Dept IDs, attributes and tree structure

20. Dept ID Template Overview “DepCode mapping” tab • Current DepCode structure and mappings to Dept ID

21. 1. Changes to Dept ID • Review and update Dept ID structure to incorporate changes since spring • Updates due to better understanding of COA structure • Eliminate redundancies with other chartfields • Function (Instruction, Research) • Project • Fund • Account (Travel, Reserve, Depreciation) • Are filler levels necessary? (parent Dept IDs with only one child)

22. 1. Changes to Dept ID – Modify Edit directly in the cell to change a name Use cut and paste to move a department to another level (check that posting level remains accurate)

23. 1. Changes to Dept ID – Delete Type “Yes” (or use the dropdown menu to select “Yes”) to indicate that the Dept ID should be deleted

24. 1. Changes to Dept ID – Add/Insert Select row where a new Dept ID is desired Use the shortcut menu and select Insert Add new Dept ID and assign attributes (ID values will be assigned later)

25. 2. Dept Type • Used to classify type of department for reporting • Mandatory for SOM • Optional for other control points Make a selection by using the dropdown menu

26. 3. Planning Level • In your initial Dept ID Sketch Template mapping you indicated which levels you wanted to plan • This information has been pre-populated in the template • Most of you indicated posting level • Note there are certain restrictions to planning level use • Cannot plan at both a parent and its child • For each row, review and validate the entry in column labeled “Planning Level” • If it is correct, do not change it • If it is not correct, overwrite the incorrect information • Communicate with your manager to ensure choices are correct • Your confirmation will inform Hyperion build

27. 3. Changing Your Desired Planning Level Make any changes using the drop down menu in the appropriate row.

28. 3. Dept ID: Planning Level = Choice Key: • Posting Department Parent/Roll-up Dept Planning Level

29. 3. Dept ID: Planning at Parent and child levels within a branch is not feasible Key: • Posting Department Parent/Roll-up Dept Budget Level

30. 4. Mapping Non-Planning to Planning Dept • All home departments must be mapped to a Planning DeptID • To ensure that all employees are captured, all non-planning Dept IDs must be mapped to a Planning Dept ID • Employees in the same Home Dept ID cannot be mapped to different Planning DeptIDs • Children or grandchildren of a Planning Dept ID willroll up to the Planning Dept ID

31. 4. Mapping Non-Planning to Planning Dept • Strategies for parents and grandparents of Planning Dept IDs: • Map to an “Admin” or “General” Planning Dept ID when possible • Map to Planning Dept IDs where the highest percentage of FTE are funded • Simply map to the next Planning Dept ID number in your tree • Mapping all non-planning Dept IDs will ensure that no employees are missed when Hyperion is launched.

32. 4. Mapping Non-Planning to Planning Dept Select Planning Dept from List

33. 5. Mapping to Depcode • New Depcodes must be mapped to a posting level Dept ID • Missing posting level mappings are highlighted in yellow • If a structural mapping is not made, the posting level mapping will be used in its place • Every DepCode has two Dept ID mappings: • Financial default (posting level Dept IDs only) • Structural default

34. 5. Mapping to Depcode Current DepCode structure with Home Department indicator Structural mapping to Dept ID Use the dropdown menu to select the Dept ID for mapping

35. 5. Mapping to Depcode – Home Department • Human Resources • Home Departmentdefines an organizational structure and determines “ownership” of an employee. • Home Departmentis used by the following systems: • WebLinks – option for organizing all Employee Data Reports • Web Merit – to manage merit increases • HR Service Request – to manage requests and route to approvers • Learning Management System – for reporting and to determine audiences • Magical PAF Machine (MPM) – for look-up and reporting

36. 5. Mapping to Depcode – Home Department • Payroll • Same as Human Resources - Home Departmentdefines an organizational structure and determines “ownership” of an employee. • Home Department is used by the following systems: • HBS Timekeeping System – to identify management groups, which are assigned to Service Centers and serve as a basis for organizing employees into timesheet groups • WebLinks – option for Distribution of Payroll Expense and Salaries & Benefits reports

37. 5. Mapping to Depcode – Home Department • Budget • Home Departmentdetermines “ownership” of an employee • Home Departmentis used by the following systems: • Hyperion – to determine ownership of employees in the Employee Planning cube • ICR Benchmarking – to aggregate/report dollars in the annual Faculty/PI Count Reports • Academic Affairs • Home Departmentis used by the following systems: • Advance – to assign Administrator and APA Analyst Role

38. Dept ID Template – What Can Be Done via the “Structure and Attributes” tab • Insert new Dept IDs • Mark for deletion existing Dept IDs • Change the level in the tree • Modify attributes • Name • Site • Dept Type (mandatory attribute for School of Medicine) • Planning Level (for Hyperion)

39. Dept ID Template – What Can Be Done via the “Depcode Mapping” tab • Map new DepCodes to a posting level Dept IDs for default financial posting purposes (mandatory) • Change earlier default mappings • Financial posting default • Structural default (for Home depts)

40. Dept ID Template – What Can’t Be Done Change the home department of an employee Create new Depcodes Modify existing Depcodes

41. Template Limitations Dept ID template is a spreadsheet, not a database application Tool for collecting most of the information regarding department structures Use the Notes columns to communicate nuances that the template does not appear to address Please contact the COA Team with questions at ChartofAccounts@ucsf.edu

42. Dept ID Template – Notes

43. File Location, Procedures and Access • Location • Same shared directory as earlier mapping templates • Folder named “Dept ID round 2” below each control point • Directory Structure • 01-Initial (read-only, original copy for backup and reference) • 02-Working Copy (where Champions and delegates make changes) • 03-Final (completed templates only) • Access • If members of your department will be working on the template, their access needs to be updated • Please email requests for access to ChartofAccounts@ucsf.edu

44. File Location, Procedures and Access PC File Paths: \\campus\co\Apps2\ChartOfAccounts\DepartmentChampions\ \\som023.som.ucsf.edu\apps2$\ChartOfAccounts\DepartmentChampions\ \\64.54.144.81\apps2$\ChartOfAccounts\DepartmentChampions\ Domain name required for Macs Mac Servers: smb://campus.net.ucsf.edu/co/apps2/ChartOfAccounts/DepartmentChampions smb://64.54.144.81/apps2$/ChartOfAccounts/DepartmentChampions

45. Dept ID Updates – Due Date • SOM • Due to SOM Control Point for Review: 7/23/2013 • Due to COA Team: 7/31/2013 • All Other Control Points • Due to Control Point for Review: TBD • Check with your Control Point for any internal dates • Due to COA Team 7/31/2013 • Submissions after the due date will not be reflected in the online tool until October

46. Questions on July 1 Changes

47. July 1 Changes

48. Upcoming Meetings • Champion Meeting July 29th • 2-5pm at Parnassus C701 • Topics • On-Line Mapping Tool training • Hyperion “Look and Feel” Preview • “July 1 Changes” Webinar August 2nd • Second webinar to address July 1st/FY14 changes • Sign up through UC Learning Center • Registration link available on July 22nd • Hyperion “Look and Feel” Previews • August 13th, 2pm, Byers Hall 212 (QB3) – Mission Bay • August 20th, 2pm, Nursing 517 - Parnassus

49. Questions?