Welcome to the Chart of Accounts Overview (Health COA-102) course

1. UCSF Health Chart of Accounts Overview for Cost Center Managers [Health COA-102]

2. Welcome to the Chart of Accounts Overview (Health COA-102) course • Developed for cost center managers to provide information needed to transition to the new chart of accounts at UCSF Health Remember that course materials can be reviewed online as many times as you’d like at your own pace. 2

3. UCSF Chart of Accounts 3

4. UCSF Chart of Accounts • What is the Chart of Accounts? • In this section, the UCSF COA is reviewed, providing a visual representation of how chartfields can be combined into chartstrings that are used to build, bind and define our financial structure • Why do we need the Chart of Accounts? • The UCSF COA enables users of EPSI and MyReports to identify transactions and related activities for dynamic reporting, and enables budgeting and planning through EPSi Chart of Accounts is the common language between entities, systems, and tools 4

5. UCSF Chartfields The Chart of Accounts represents the building blocks of the general ledger Chartstring Chartfield Campus use only • “Chartfields” work together in a “Chartstring” to facilitate accounting, reporting and budgeting • The Chartstring is comprised of a sequence of Chartfields used in combination to bring meaning to operational and financial data Chartfields primarily used by cost center managers 5

6. Primarily used chartfields Needed to navidateMyReports, VAT Why are we changing nomenclature, when health care uses “cost centers”? Because UCSF Health is an academic medical center associated with one of the national premier research universities, we strive to be one entity and use one COA 6

7. Mapping cross-walk (For BCHO Only) Navigation tool between Meditech and PeopleSoft • Meditech Chartstring • (BCHO) • Alt-Account and DeptID • (UCSF Health) Mapping cross-walk tool at https://its-ba.ucsf.edu/bchomapping/ EXAMPLES DeptID 7

8. PeopleSoft trees 8

9. What is a PeopleSoft tree? Provides report options, from transaction detail to summary information • UCSF Health maintains four PeopleSoft trees: • Business Units • Alt-Accounts • DeptIDs • Funds • PeopleSoft trees provide hierarchical roll-up organization • Nodes are alpha-numeric; posting levels where the transactions sit are numeric • PeopleSoft trees maintained by the UCSF Health Controller’s Office Relevant for Cost Center Managers • Posting level is called the “leaf” • Parent levels or “nodes” do not accept financial postings 9

10. DeptID tree Transaction postings can occur at levels 3, 4, 5 or 6 DeptID tree represents “ragged” tree Parent level or “node” Posting level or “leaf” 10

11. Signing into MyAccess • Go to MyAccess at http://myaccess.ucsf.edu • Enter your username and password combination in the Username and Password fields: • Click Login • Click the button and select favorite applications, such as PeopleSoft or MyReports Mapping Access tool will be available under MyAccess July 24, 2017 EPSi and MyReports will be available on Dec 1. 11

12. Setting up new chartfields Links to forms are on the website under Forms https://healthfinance.ucsf.edu/forms 12

13. Data flow overview 13

14. Data flow overview It is important to understand how the flow of financial data has changed to support the Chart of Accounts (COA), MyReports, and EPSi for UCSF Health. Understanding the flow will help you to understand at what point you are interacting with the data, where it came from and where it may go downstream. PeopleSoft is the financial book of record. The new COA is defined and maintained in PeopleSoft. This information is interfaced real time to other systems that interact and feed financial information back to PeopleSoft. 14

15. Key UCSF Health data flows Source of Actuals data is in PeopleSoft PeopleSoft GL Asset Mgmt Summary data flows for discussion only; details vary nVisionIntra-day reporting ODSOperational Data Store FADW Financial and Administrative Data Warehouse Chart of Accounts, SpeedTypesand Combo Edits are defined and maintained in PeopleSoft • MyReports • Updated nightly • Income Statement Report • Balance Sheet Report • Income Statement Variance • Key Operating Trends • Alt Account Detail Report • Business Line Report • Health Financial Highlights • Labor Productivity • Monthly Variance • McKesson AP Detail BCHO ADP / Kronos McKesson PO/AP HBS Employee Time and Expense Omniview Agency Files MyExpense UCSF Payroll EPSi 15

16. MyReports New reporting tool to support your financial and operational reporting needs • MyReports • Features • Easy access to accurate, consistent and relevant financial information • Establishes commonly used standard definitions for reporting elements • Enables security through roles • Updated nightly • Can be filtered by all chartfields • Sorting options tailored to each report • Drill-through capability to the transaction level • Expand/collapse functions available for select reports • Fixed and flex budget information available for select reports Primary go-to reporting tool for cost center managers Further training sessions will be provided 16

17. Chart of Accounts resources and tools 17

18. Quick references and job aids Job aids are under development and will be available on the UCSF Health Finance website 18

19. Support 19

20. Next steps 20

21. We need your help … • Review, improve, document, and validate current and future processes and procedures … what works for you and what doesn’t • Participate in training or train-the-trainer sessions • Are there additional trainings needed We want to hear your ideas, suggestions, and questions … please reach out to the project team 21