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Department Champions Meeting

Department Champions Meeting. August 26 th , 2013. Agenda. COA: Online Mapping Tool Overview Calendar Training Mapping Overview Using Search Page Filters Updating Mapping Creating New Projects and Flexfields Entering Notes Reviewing Mapping Transactions Downloading Reports

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Department Champions Meeting

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  1. Department Champions Meeting August 26th, 2013

  2. Agenda • COA: Online Mapping Tool • Overview • Calendar • Training • Mapping Overview • Using Search Page Filters • Updating Mapping • Creating New Projects and Flexfields • Entering Notes • Reviewing Mapping Transactions • Downloading Reports • Mapping Cost Sharing • Resources for Mapping Assistance • Change Management Updates

  3. On Line Mapping Tool

  4. Online Mapping Tool Purpose • To provide a more robust tool for entering, updating, and reviewing mappings from the current chart of accounts to the new chart of accounts • To provide a streamlined process to accumulate mappings from all Champions for the conversion process • To enable champions to update mappings on a monthly basis

  5. Benefits of the Online Mapping Tool • Built within the PeopleSoft database to provide high degree of data integrity • Eliminates the maintenance of multiple spreadsheets • Enhanced search capability to identify current chartfields • Allows real-time entry and immediate availability of mapped data • Allows the mappings and the conversion data to be stored in one place • After Projects and Flexfields are created, they can be shared by other Champions immediately • Provides ability to freeze mapping after final review • Provides balance information using the mappings displayed on the screen as of a point in time • Disclaimer: The online mapping tool’s primary purpose is for mapping, and should not be used as a substitute for the Conversion Validation Reports for reconciliation. Dollars displayed are based on a selection criteria at a point in time (generally based on DepCodes)

  6. Things to Remember About the Online Tool • Tool is refreshed monthly with new data • Tool will be down during the monthly refreshes • Control points will coordinate with Champions for review independently of the COA team • Mappings are retained from month-to-month regardless of review status • Upon go-live, any transactions not mapped will use defaults provided in the online tool

  7. How to Access the Online Mapping Tool Access to the Online mapping tool will be provided via MyAccess login.

  8. COA Timeline Mocks/ Conversion Validation Reports Cut-Over 12/22 – 1/6 July12 to May 13 FY13 YE July July 2012 to Sept 13 M M M M M Dress 1/6/2014 Target Go Live Rehearsal Mock Data Mapping 3 Data Mapping 4 Mapping (On-Line Tool) July YE Aug Oct Sept 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

  9. COA Online Mapping Tool and CVR Timeline *Transactions not mapped by Champions at the end of Mapping Rounds will use defaults.

  10. Online Mapping Tool Training

  11. Online Mapping Tool Components • Mapping Overview • Provides statistics on number of current/new chart of accounts combinations mapped and reviewed by DepCode • Search Page • Flexible search panel that allows a user to select current chart of accounts combinations that require mapping, update or review • Mapping Page • After searching, this page allows for a user to map, update or review transactions • Report Downloads • Mapping report (current to new chartstring mappings) • New project report (Projects and attributes)

  12. Online Mapping Tool Training Mapping Overview

  13. Online Mapping Tool: Mapping Overview 1 2 3 4 1 3 2 4 Provides statistics on number of current chart of accounts combinations mapped and reviewed by DepCode Provides a summary snapshot of mappings and their review status Provides totals of balances by DepCode (based on the most recent refresh of monthly data) Provides access to mappings and new projects reports.

  14. Online Mapping Tool: Balance Calculation • Balances shown on the Mapping Overview page are calculated based on the DepCode ownership of both Fund or DPA. • Balances come from the production ledger as of the last mock conversion. • To facilitate mapping, balances will be duplicated in multiple Champions’ searches. • Refer to CVR reports for converted balances.

  15. Online Mapping Tool Training Using the Search Page

  16. Online Mapping Tool: Search Page 1 2 3 1 2 3 • Provides ability to filter and find current chartstrings a user wants to map, update and review. • Provides current chartstrings data set by DepCode. • Provides totals of balances by DepCode (based on the most recent refresh of monthly data)

  17. Search Page: Filters Available • Mandatory • Select a DepCode • You have additional options to pull funds, DPA’s or both associated with your DepCode • Optional (leaving it blank will pull all combinations) • Category Type • Date Added • Current Chartfields • Business Unit, Fund, DPA, Program, RAS Project • Review Status

  18. Search Page: Filter by DepCode • DepCode • Only Mandatory search field • Click on the prompt (magnifying glass) to pick a DepCode • Only one DepCode per search

  19. Search Page: Filter by DepCode • Only Show related DPA checkbox is checked • Retrieves transactions with DPA related to DepCode • Only Show related Fund checkbox is checked • Retrieves transactions with fund related to DepCode • Both checkboxes are checked • Retrieves transactions with DPA or Fund related to DepCode 1 2 1 2

  20. Search Page: Filter by Category • Category type • Filters transactions based on the same criteria as the spreadsheets • Enforces rules on Project creation

  21. Search Page: Filter by Date Added • Date Added • Filters transactions as of last mock conversion run

  22. Search Page: Filter by Existing Chartfields • Business Unit • Pick a Business Unit from dropdown • Leave blank for all Business Units • Fund, DPA,Program and RAS Project • Can search by (<,<=,>,>=,begins with, ends with)

  23. Search Page: Filter by Review Status • Mapped • Filters transactions which are mapped but not reviewed • Department Reviewed • Filters transactions which are Department reviewed • Control Point Reviewed • Filters transactions which are Control Point reviewed • Note: Mappings captured from the excel templates will be set to “Control Point Review” status

  24. Search Criteria Drives Balance Calculation Balances shown on the Search Page are calculated based on the selection criteria. Show Related Funds only (no DPAs) would exclude chartstrings and balancesthat are only DPA owned.

  25. Search Page: Search results 1 • Click on Search to view search results • Click on Map Results to open mapping page. 2 1 2

  26. Online Mapping Tool Training Updating Mapping

  27. Online Mapping Tool: Mapping Page

  28. Mapping Page Rules

  29. Mapping Page: Selecting One Line to Map • Step 1: Select transactions to Map • Step 2: Click to map

  30. Mapping Page: Selecting One Line to Map • Step 3: Update mapping • Step 4: Click OK to save • Note: The selected transaction will be split from the current new chartfield mapping

  31. Mapping Page: Selecting Multiple Lines to Map • Step 1: Select transactions to Map • Step 2: Click to map

  32. Mapping Page: Selecting Multiple Lines to Map • Step 3: Update mapping • Note: All Combinations selected will be mapped to the updated new combination • Step 4: Click OK

  33. Balances are Always Based on Current COA Fund owned by Chancellor. DPA owned by Radiology. Mapping points to Biochemistry. • A Radiology Chartstring that is mapped to Biochemistry does not change the balance that the Biochemistry department will see within the mapping tool. • The balances will be changed for both departments as part of conversion and in the conversion validation reports.

  34. Mapping Page: Projects • Sponsored Projects • Review existing project definitions • Gifts/Endowments • Create child project • Comprehensive • Create new parent and child project • Associate a child project to a parent project • Create a shared project

  35. Mapping Page: Sponsored Projects • Project mapping cannot be changed • Tool provides ability to view sponsored project definitions

  36. Mapping Page: Create New Project

  37. Mapping Page: Create New Project

  38. Mapping Page: Create New Flexfield

  39. Mapping Page: Create New Flexfield

  40. Mapping Page: Enter Notes

  41. Mapping Page: Enter Notes

  42. Mapping Page: Dept Review • Department Review • Any current combinations can be “Dept” reviewed • Any user can “Dept” review current combinations • Dept reviewed combinations can be remapped by any user

  43. Mapping Page: Control Point Review • Control Point (CP) Review • Reviewer role required for a user to mark current combinations as control point reviewed • Any current combinations can be control point reviewed • Only a control point reviewer can remap CP reviewed combination • Recommended Use: Mark combinations to CP reviewed only when they are mapped or deptreviwed.

  44. Mapping Page: Control Point Review • User with no reviewer role is logged in • Cannot remap combinations • Cannot change review status

  45. Mapping Page: Control Point Review • Remapping Control Point Reviewed Combinations • User with reviewer role must login

  46. Mapping Page: Control Point Review • Remapping Control Point Reviewed Combinations • User with reviewer role must login

  47. Mapping Page: Mass Update Review Status • Mark all feature can be used to mass update all combinations to a new review status

  48. Mapping Page: Mass Update Review Status

  49. Online Mapping Tool Training Using Reports

  50. Reports • Overview Page • Mapping Report • Current vs new combinations, Balances, Review status • New Projects Report • New Projects and attributes

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