Department Champions Meeting

1. Department Champions Meeting January 21, 2014

2. Agenda • Chartfield Set-Up & Validation • COA Online Mapping Tool Update • Setting up SpeedTypes • STIP in the new COA • MyReports Access • Preparing for Go-Live • UPlan Updates and Reminders • Upcoming Events/Meetings

3. Chartfield Set-Up & Validation Departments may set-up Project and Flexfield Central Units set-up other chartfields

4. Chartfield Set-Up Process Overview

5. PeopleSoft Chartfield Set-Up Roles • Chartfield Set-Up(Optional Department Step) • Creates new Projects and Flexfields • Assigned to users with PeopleSoft access role of journal preparer or approver • Must send “notification” email to Chartfield Requester to review and submit for approval • Chartfield Requester(Department) • Creates new Projects and Flexfields • Assigned to PeopleSoft users with departmental role of Financial Administrator • Submits Project or Flexfield to Control Point or Control Point designee for approval • Only users with the role Chartfield Request MC may set-up a new Flexfield for the Medical Center (this role can set-up a Flexfield starting with “0”) • Chartfield Approver(Control Point) • Approves new Projects and Flexfields as Control Point delegate • Assigned to current Control Point Journal Approvers for Unexpended Balance journals (at go-live) • Chartfield Set-Up and Validation(Controller’s Office) • Approves new Projects and Flexfields (and finalizes for production) • Assigned to Controller’s Office

6. PeopleSoft Chartfield Set-Up Roles, cont. • User lists available for review on Champion Shared Drive: • Financial Administrators for all DeptIDs • Control Point Chartfield Approvers • Both available on separate tabs of the following worksheet: \\campus\co\Apps2\ChartOfAccounts\DepartmentChampions\ChartfieldSetupRoles.xlsx • Requesting additional Chartfield Requesters or Chartfield Approvers • Coordinate through your Control Point • All requests received in the COA mailbox by 1/30 will be processed for Go-Live • After 1/30, keep track of additional requests in your own list until Go-Live and use PeopleSoft Access Request Form • COA-102 Training will cover specifics

7. COA Online Mapping Tool Update • Availability restricted to read-only • Central team will map new projects for sponsored projects, gifts and endowments, loans, recharges and capital projects • DeptID and function for these projects will use defaults • All other new combinations will use default DeptID and function and generic project 1111111 • Go through your Control Point for special circumstances requiring ongoing mapping/edit requests in the OMT • New chartstring combinations will be added to the Mapping Tool weekly • Refreshes occur Monday mornings • Dollar amounts will not be updated

8. COA Online Mapping Tool New Combinations • Review new combinations prior to Go-Live to determine post Go-Live set-up of new chartfields and related journal entry adjustments/cost transfers • Select the most recent month from the Date Added option to review newly added chartstrings

9. Setting up SpeedTypes Prior to Go-Live • Setting up SpeedTypes • SpeedCharts will be discontinued and will not be converted • SpeedTypesare managed by the departments • Before setting up SpeedTypes, review the SpeedType guide available at: http://controller.ucsf.edu/finance3/coa/files/COA_SpeedTypes.pdf • Guidelines for managing SpeedTypes • Control Point naming convention • Setting up SpeedTypes • Suggest coordinating SpeedType naming within your department

10. Setting Up SpeedTypes Prior to Go-Live, cont. Available from Jan 23rd – Feb 27th at 5 pm • The ability to set up SpeedTypes prior to Go-live has been assigned to PeopleSoft users with departmental role of Financial Administrator.  You can check the list at \\campus\co\Apps2\ChartOfAccounts\DepartmentChampions\ChartfieldSetupRoles.xlsx • After Go-Live, you can set up SpeedTypes if you have any of the PeopleSoft Chartfield Set-Up Roles as described on slide 5 • In MyAccess, click on “COA SpeedType Maintenance” • This will bring you to the SpeedType panel in PeopleSoft • Create your SpeedType according to Job Aid COA-212a • If the SpeedType you created successfully saves, then the SpeedType is valid • If it does not save, one of the chartfields is invalid • System will also do a nightly check, and a SpeedType may become invalid at a later date if a chartfield should change. If this happens, you will receive a notification.

11. Setting Up SpeedTypes Prior to Go-Live, cont. Once your SpeedType saves, you may communicate this to the appropriate people in your department SpeedTypes cannot be used until March 10th when systems are live with the new COA

12. Assumptions for STIP in the New COA • STIP distribution must be adjusted to work in the new COA, but goal is to maintain current policies • If a Department (via Fund/DPA) received (or was charged) STIP before, the allocation should generally be the same • STIP looks first at the type of Fund to determine how to further proceed in allocating STIP to Dept ID, Account, and Function • STIP can be allocated to the Dept ID that generated the surplus/deficit, or it can be directed to a designated Dept ID • Attribute will be placed on the Dept ID to indicate where STIP should be posted (will be maintained by Control Points) • STIP distribution process will not go down to individual Project level, allocation will be aggregated to 1111111 – General Unspecific • Further allocation to Projects, if warranted, is the responsibility of the department

13. New STIP Accounts • Positive STIP is allocated to 49XXX (revenue accounts) and negative STIP to 59XXX expense accounts; specific account determined by Fund that earned the STIP • 78XXX (transfer accounts) are used to move STIP after initially allocated, and should be used on both the debit and credit side of the transaction • If you are moving STIP between fund types, careful selection of the transfer account is required, i.e. from/to or to/from a current and a plant account would use account 78007 Tfr – curr/plant – STIP

14. New STIP Function Rules • In order to ensure valid department/function combinations, STIP Function will be based on the department to which it is posted, not the department that earned it

15. STIP Sponsored Fund Rules

16. STIP State and UC Fund Rules STIP Gift and Endowment Rules

17. STIP Other Unrestricted Fund Rules *Foundation specific funds reside with the foundation, and Balancing fund 8000 and Invalid default fund 8999 is allocated to W_CFP **Recharge activities are handled in the same manner as Federal funds (see prior slide)

18. STIP Agency Fund Rules STIP Loan Fund Rules

19. STIP Plant Fund Rules

20. Data Collection for STIP DeptID • If you would like STIP to post to a different DeptID than the one that earned it, you may designate an alternate STIP DeptID • Initial data collection will be coordinated with Champions with one Excel file per Control Point • For each posting DeptID, designate STIP DeptID: • \\campus\co\Apps2\ChartOfAccounts\DepartmentChampions\ • All STIP ID requests received prior to Feb 14th will be processed for Go-Live • If nothing is submitted, the STIP will default to the same DeptID as the one that received the balance • Process for updating STIP DeptIDs post Go-Live will be automated after IT modification is completed

21. Process to Allocate STIP to Projects • After Go-Live, use MyReports “Net Position” Operational Report to calculate and allocate STIP to projects, if desired • For eligible Fund/Dept ID combination, formula is: Project net position balance * STIP rate • STIP monthly rates will be stored in PeopleSoft panel and can be viewed by all PeopleSoft users

22. Process to Allocate STIP to Projects, cont. • MyReports has ability to run report at any DeptID level (i.e. roll-up or posting) • MyReports has ability to select only those funds that are eligible for the DeptID to retain STIP • List of funds where department retains STIP will be published on F3 website • After creating initial parameters, user can “Save as MyFavorite” • Department can use net position balance on report to calculate and prepare journal entry to move STIP out of project 1111111 and into desired project

23. DeptID Box Updates • CLS Box Number and Box Suffix • Attributes are used for mail delivery • Attributes were derived from DeptCode to DeptID mapping • Review and make adjustments if needed (no new values can be created with template, use only existing values) • Files for each Control Point are located in the COA Department Champions shared drive • Changes to STIP ID are made in the same file • Due Date is February 14th

24. DeptIDTemplate PC File Paths: \\campus\co\Apps2\ChartOfAccounts\DepartmentChampions\ \\som023.som.ucsf.edu\apps2$\ChartOfAccounts\DepartmentChampions\ \\64.54.144.81\apps2$\ChartOfAccounts\DepartmentChampions\ Mac Servers: smb://campus.net.ucsf.edu/co/apps2/ChartOfAccounts/DepartmentChampions smb://64.54.144.81/apps2$/ChartOfAccounts/DepartmentChampions Make changes here

25. MyReports Access and Roles MyReports Access and Data Roles: WebLinks/PI Portfolio and MyReports MyReports Roles Crosswalk Go-Live Access Provisioning Overview MyReports User Access – Process for Go-Live

26. MyReports Access • MyReports will be available via MyAccess • Financial, HR Data, and Projections Roles will not be restricted by DeptID • Opportunity to review current roles prior to Go-Live • Ensures the right people have the right roles • Consequences for misuse of information

27. Roles: WebLinks/PI Portfolio and MyReports * Faculty access has not been finalized. Faculty Portfolio is currently built with access to all information in the Campus Business Unit.

28. MyReports Roles Crosswalk Requires positive action & Control Point approval Data as of January 10 (WebLinks) and 13 (PIP) 2014 WebLinks Roles PI Portfolio Roles MyReports Roles

29. Go-Live Access Provisioning Overview • WebLinks access will drive MyReports access • Facilitates provisioning access to an estimated 5,000+ users • Enables consistency of access for legacy historical data in WebLinks post MyReports go-live • Current WebLinks and PI Portfolio Inquiry Users: • Will default to new MyReports roles unless user is removed from WebLinks by February 28 • Lists of current WebLinks and PI Portfolio Inquiry users will be posted to the F3 website and Access Administrators will have until February 28 to submit changes via AutoAccess • New MyReports Users: • Departments work with Access Administrators to submit new users through AutoAccess by February 28 • Anticipate faculty administrators will need to be added • Current and new PI Portfolio Analysts (TM1 projections users): • Will default to MyReports role unless form is submitted by February 28 • Lists of current PI Portfolio Analysts will be posted to the F3 website • Managers determine if changes, including new users, are necessary • Faculty Role: • No action required by campus • MyReports Faculty Role will be assigned to Award/Parent Mgr/PI, Project Mgr/PI, and Lab Owners • Ad Hoc Users: • Will not be automatically provisioned • A separate procedure will be implemented that will require Control Point approval • Completed form due by February 21

30. MyReports User Access - Process for Go-Live Color Key:Green = Campus; Black = MyReports Team

31. Preparing for Go-Live • Update Departmental forms and training materials • Remove references to WebLinks, and remove all references to Fund/DPA in training materials, websites, or internal department communication and documentation • Communicate new department chartstring information to appropriate faculty and staff in your department • Chartfield Lookup Tool accessed via F3 website • Work with your Department Manager to ensure staff in your department know their training plan and allocate time to take training • Be a resource for your department

32. Check the Department Readiness Tool http://controller.ucsf.edu/finance3/dr/

33. Tested Browsers

34. Training Website Enhancements

35. Training Website Enhancements

36. Online Training Availability …and 10+ job aids/quick reference guides Note: Job aid COA-209 replaced module COA-106

37. Classroom Training • Chart of Accounts • Same material as COA 101 – designed for those who have taken the eLearning and still have questions • Offered in February • Sign up in LMS • MyReports • Same material as MYR 101 - Large group sessions designed for those who have taken eLearning and still have questions • Prerequisites: COA and MyReports eLearning • Offered in late February/early March; register on LMS for specific date and time • UPlan • Training starts next week; if you are a planner, you have been notified of your class sessions

38. Learn. Training is now online at:controller.ucsf.edu/finance3/training Play. After training,play Jeopardy. Win!Jeopardy players win Chartfield Charlie!(while supplies last) Next drawing: Office Pizza Party Take Chart of Accounts or MyReports training by January 31 Learn. Play. Win! Christie Chu won the Apple iPad Mini! Everyone wins when we’re prepared for the new Chart of Accounts!

39. F3 Website Changes

40. Conversion & Cut-Over Timeline Conversion & Cut-Over Timeline Payroll Journal Posts Month-End MyExpense Blackout 2/26 – 3/9 US Bank (P-Card) Blackout 2/27 – 3/1 PeopleSoft (Journals, RAS, AP), BearBuy, and PI Portfolio (Projections) Blackout and Data Warehouse Conversion 3/1 – 3/9 MyExpense Blackout 2/26 – 3/9 PPS, Campus Locator, and IID System Blackout 3/6 – 3/9 P HR Service Request System Blackout 3/3 – 3/7 HBS Blackout Advance Blackout Magical PAF Machine Blackout 3/6 – 3/10 eProposal Blackout 3/7 6:00pm – 3/11 8:00am

41. Conversion & Cut-Over Deadlines Last Day to submit reqsrequiring CPC Buyer approval Last Day to submit Sponsored PETs Last Day to submit journals requiring CP approval Last Day to submit Sundry Debtor invoices Last Day to submit intercampus recharges Complete low value order in BearBuy by 1:00 PM Last Day to submit MyExpense request Last Day to approve MyExpense request Last Day to reallocate USBank Feb charges Last Day (12:00 noon) to submit recharge journals Last Day to submit journals requiring CO approval Last Day to submit separations for 2/26-3/10 All Feb Journals approved & posted Last Day to submit Rush Check Request Last Day to submit Non-Sponsored PETs Last Day for RAS Updates Last Day to submit HRSRS tickets Last Day to make MPM entries Last Day to update in EDB (before 6 pm)

42. Conversion & Cut-Over Considerations • All February Payroll will be posted to the ledger in February including both February bi-weekly pay periods, February monthly pay and February supplemental pay • When reviewing your financial activity, you may notice that some journals may not have posted in February because of the shortened month-end close. For example: • Recharge journals based on payroll distributions, especially if incorrect chartfields created suspense entries • Other journals that were submitted late for approval by Control Points and/or Controller’s Office

43. Emergency Procedures Please plan ahead to minimize the need for emergency checks or purchases Should you need a check or make a purchase during the system down time, there will be emergency procedures in place Procedures will be communicated at the next Town Hall on February 20

44. COA Conversion Deadlines posted on Finance3 Website http://controller.ucsf.edu/finance3/coa/files/COA_Conversion_Cutover_Deadlines.pdf

45. UPlan Update and Reminder • The UPlan team is excited to offer early access at the end of January, allowing: • All planners to be trained be by Feb 21 • Ability to complete forecast for 2013 immediately • Jump start on 2014 plans before official go live • Note: Interface with Faculty Portfolio will start at FP go-live Mar 10  • 50 Planners trained so far who have helped / are helping with testing and training • Training for all planners begins January 27 • Each planner must take 3 half day classes over a 3 week period • Prerequisite COA training and 2 hours of UPlan on-line preview • UPlan Control Point Coordinators are working on: • Planning milestones and due dates • Local guidelines and requirements • Local user support

46. Key Dates- Reminder • Requesting Additional Chartfield Requesters or Chartfield Approvers • January 30th:All requests received in the COA mailbox by this date will be processed for Go-Live • After January 30th:keep track of additional requests in your own list until Go-Live and use PeopleSoft Access Request Form • Online Mapping Tool: Review Read-Only Status beginning now • Setting up SpeedTypes • January 23 – Feb 27th@5pm: Set up SpeedTypes in order to have available at Go-Live • Ongoing after Go-Live • Data Collection for STIP DeptID and Box number/suffix • Feb 14th: All requests received prior to this date will be processed for Go-Live • If nothing is submitted, the STIP will post to the same DeptID as the one that received the balance

47. Upcoming Events • February Champions Meeting • Med Center overview of conversion • UPlan training • Town Hall tomorrow

48. Town Hall Wednesday, January 22nd 3-4 pmParnassus - Cole Hall (Live Presentation) Mission Bay – Byers Auditorium (Real-time Live Broadcast) Live Webcast (Link will be updated day-of) Go-Live is March 10th! Are you ready? Come to the Town Hall to get prepared! Agenda: • What you can do now to prepare for Go-Live • What happens between now and Go-Live • What to expect at Go-Live • Post-Implementation Resources • Q&A