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Department Champions Meeting. May 29th, 2013. Agenda. Change Management Champion and Department Managers roles in change management “Change Management 101” – What to expect Tools to facilitate change July 1 Changes Why they’re happening What to expect How to prepare

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Department champions meeting

Department Champions Meeting

May 29th, 2013


Agenda

Agenda

  • Change Management

    • Champion and Department Managers roles in change management

    • “Change Management 101” – What to expect

    • Tools to facilitate change

  • July 1 Changes

    • Why they’re happening

    • What to expect

    • How to prepare

    • Resources


Change management

Change Management


The champion and department manager team

The Champion and Department Manager team

outreach

Champion

  • What can I do in my role to support the change?

  • How can I support and share what I know with my Department Manager?

Department Manager

  • What can I do in my role to support the change?

  • How can I collaborate with my Champion?

outreach

outreach

communication

UCSF Champions hold a variety of positions in departments

Some Champions are also Department Managers

Key is for Champions and Department Managers to work together to facilitate change


The champion is a change management partner

The Champion is a change management partner


Experiencing change the adkar model

Experiencing change: the ADKAR Model

Awareness

Desire

Knowledge

Ability

Reinforcement

I know why the change is happening

I want to participate in transitioning to the improved “new world”

I know what the change looks like and how it affects me

I have the ability to implement the change on a day-to-day basis

I want to keep the changes in place and not go back to the “old world”

Time

Everyone goes through the same stages when dealing with change

Duration of each stage differs for everyone


Individuals and groups progress at their own pace

Individuals and groups progress at their own pace

Awareness

Desire

Knowledge

Ability

Reinforcement

Awareness

Desire

Knowledge

Ability

Reinforcement

Champions

Desire

Knowledge

Ability

Reinforcement

Awareness

Awareness

Desire

Reinforcement

Knowledge

Ability

Awareness

Knowledge

Ability

Reinforcement

Desire

Desire

Awareness

Knowledge

Ability

Reinforcement

Ability

Reinforcement

Awareness

Desire

Knowledge

Awareness

Desire

Knowledge

Ability

Reinforcement

Awareness

Knowledge

Ability

Reinforcement

Desire

Knowledge

Awareness

Desire

Ability

Reinforcement

Other Dept Managers

Awareness

Desire

Knowledge

Ability

Reinforcement

Awareness

Knowledge

Ability

Reinforcement

Desire

Awareness

Desire

Knowledge

Ability

Reinforcement

Awareness

Desire

Ability

Reinforcement

Knowledge

Awareness

Desire

Knowledge

Awareness

Awareness

Desire

Knowledge

Ability

Others

Awareness

Desire

Desire

Awareness

Awareness

Desire

Desire

Knowledge

Ability

Awareness


How to manage the complexity of change

How to manage the complexity of change

Awareness

Desire

Knowledge

Ability

Reinforcement

I want to participate in transitioning to the improved “new world”

I know why the change is happening

I know what the change looks like and how it affects me

I have the ability to implement the change on a day-to-day basis

I want to keep the changes in place and not go back to the “old world”

Training

Post-Implementation Support

Department Readiness Toolkit

All-campus Communications

  • We will provide tools to help you:

    • Progress through the change yourself

    • Guide others to the right resources for their stage


Change management t imeline

Change management timeline


F 3 department readiness tool preview

F3 Department Readiness Tool preview

  • Purpose

    • To orient you in the Finance3 project (providing both detail and global view)

    • Give you the tools you need to work with your Department Manager to prepare your department for Go-Live

  • Available online on June 10th

    • Content frequently added so check regularly

  • Demo


Training timing and delivery

Training timing and delivery

  • Chart of Accounts – beginning in September/October

  • MyReports – beginning in October/November

  • Hyperion – beginning in December/January


July 1 changes

July 1 Changes


Why are changes happening now

Why are changes happening now?

  • We are preparing for a smooth transition to the new COA, MyReports, and the Hyperion Planning tool

  • Financial data for the first six months of 2013-14 will be converted to the new COA and uploaded to MyReports and Hyperion at launch

  • Various changes need to occur at the beginning of the fiscal year (July 1) in order to

    • Organize financial data to successfully convert to the new COA

    • Separate “plan” from actual financial balances before launch

    • Allow departments time before conversion to new COA to review their financial balances and make adjustments as needed


July 1 2013 changes and impacts

July 1, 2013 changes and impacts

Change

Temporary Budget is going away*

New NCAs being added and changes in the way equity NCAs are used

Impacts

Units will manage balances in the financial ledger

WebLinks reports may appear different

Begin to use new NCAs and reference field in equity journals

Fund balances will become Fund/DPA balances

Allocations for non-sponsored funds will be recorded differently

Temporary budget journal use will be limited

Ad hoc tool reports and other departmental systems that point to the budget ledger may look different

PI Portfolio reports that display non-sponsored funds may look different

*except for sponsored projects and plant


2013 14 will be a transition y ear

2013-14 will be a transition year

F3 Go-Live

No budget reappropriations

Budget transactions for sponsored projects and plant only

General ledger financial balances managed at Fund/DPA

DPA required on equity and revenue transactions

Reference field containing new account is required on all equity journals

Convert to new Chart of Accounts

Planning begins in Hyperion

Budget journals for sponsored projects only

MyReports goes live

WebLinks becomes archive


July 1 2013 changes and impacts1

July 1, 2013 changes and impacts

Change

Temporary Budget is going away*

New NCAs being added and changes in the way equity NCAs are used

Impacts

Units will manage balances in the financial ledger

WebLinks reports may appear different

Begin to use new NCAs and reference field in equity journals

Fund balances will become Fund/DPA balances

Allocations for non-sponsored funds will be recorded differently

Temporary budget journal use will be limited

Ad hoc tool reports and other departmental systems that point to the budget ledger may look different

PI Portfolio reports that display non-sponsored funds may look different

*except for sponsored projects and plant


Reducing use of the temporary budget will provide clarity to financial activities

Reducing use of the Temporary Budget will provide clarity to financial activities

  • Currently:

    • Departments manage balances using both the financial and budget ledgers

    • The temporary budget is a mix of plans, carryforward balances, and appropriations

    • Understanding your financial position requires examining both ledgers

  • Separating the budget from financial actuals will distinguish plans from financial results

    • Eliminates need to reconcile plan with actuals at year-end

    • Moves all non-sponsored funds to a revenue minus expense perspective


Beginning july 1 units will primarily manage financial balances in the financial ledger

Beginning July 1, units will primarily manage financial balances in the financial ledger

  • As of July 1, the PeopleSoft budget ledger will only be used for sponsored projects (and plant will use the budget ledger until Hyperion launch)

  • In January, Hyperion and PI Portfolio will be the primary sources of financial “plans”

  • Units will need to change business processes

    • Begin to manage financial balances in the general ledger at a more detailed level

    • Use Ad hoc methods to manage budgets for 2013-14

    • Create the plan in Hyperion for 2014-15 after launch in January 2014


Department champions meeting

Managing in the financial column: move equity and revenue to specific DPAs

After July 1

Current State

*Equity will convert to Revenue at Go-Live based on transfer account used in reference field


July 1 2013 changes and impacts2

July 1, 2013 changes and impacts

Change

Temporary Budget is going away*

New NCAs being added and changes in the way equity NCAs are used

Impacts

Units will manage balances in the financial ledger

WebLinks reports may appear different

Begin to use new NCAs and reference field in equity journals

Fund balances will become Fund/DPA balances

Allocations for non-sponsored funds will be recorded differently

Temporary budget journal use will be limited

Ad hoc tool reports and other departmental systems that point to the budget ledger may look different

PI Portfolio reports that display non-sponsored funds may look different

*except for sponsored projects and plant


Fund balances become fund dpa balances

Fund balances become Fund/DPA balances

  • Starting January 2013, departments began allocating fund balances to DPAs using journal entries

  • During closing foryear-end 2012-13, any unallocated Fund balances will be automatically allocated to a default DPA

    • If it is a sponsored fund, the DPA for the Primary Project is the Default DPA

    • For non-sponsored funds with multiple Fund/DPA combinations, the Fund STIP Account (DPA) will be used

  • The close process will retain the DPA net position/equity balance forward

  • A new chartfield validation rule will require a DPA on all revenue and equity NCA’s beginning July 1, 2013


Current methodology balance at fund only

Current methodology: balance at Fund only

  • Currently, only Fundscarry-forward and have balances in equity at the beginning of the year. DPAs do not carry a financial balance, do not require revenue, and start with $0 every year:

By Fund

By DPA


New methodology funds allocated to dpas

New methodology: Funds allocated to DPAs

BothFunds and DPAscarry-forward and have balances at the beginning of the year. If unallocated, the default DPA receives the balance:


How you manage your balances will change

How you manage your balances will change

F3 Go-Live

Dept ID/Fund/Project

Fund

Fund/DPA


July 1 2013 changes and impacts3

July 1, 2013 changes and impacts

Change

Temporary Budget is going away*

New NCAs being added and changes in the way equity NCAs are used

Impacts

Units will manage balances in the financial ledger

WebLinks reports may appear different

Begin to use new NCAs and reference field in equity journals

Fund balances will become Fund/DPA balances

Allocations for non-sponsored funds will be recorded differently

Temporary budget journal use will be limited

Ad hoc tool reports and other departmental systems that point to the budget ledger may look different

PI Portfolio reports that display non-sponsored funds may look different

*except for sponsored projects and plant


Centrally managed funds will be transferred monthly quarterly or less frequently

Centrally-managed funds will be transferred monthly, quarterly or less frequently


How do i m anage my finances during the transition year

How do I manage my finances during the transition year?

  • For sponsored funds, budget will continue to be populated and funds can be managed using WebLinks or PI Portfolio reports

  • For non-sponsored funds, budget column will contain zeros

  • Start thinking about how cash will flow

    • Monthly/quarterly allocations of funds

    • Timing of other revenue sources

  • Consider:

    • The financial balance at a given point in time AND

    • Revenues and expenses expected for the rest of the year


How do i know what my total budget is

How do I know what my total budget is?

Resources:

  • Key Documents:

    • Chancellor’s Allocation Letters to Control Points

    • Dean’s/Vice Chancellor’s Allocation Letters to Departments

    • Approved Consolidated Budget

    • What other documents do you reference?

  • Permanent Budget Data (brm.ucsf.edu)

    • 2013-14 Allocations by Fund/DPA, updated monthly

    • “Permanent” Fund sources only


How do i know what my total budget is1

How do I know what my total budget is?

  • Consider other fund sources that you will need to manage in the financial ledger:

    • Sales and Service Funds

      • Recharges

      • PSA Transfer

      • External Sources

    • Gift and Endowment Funds


July 1 2013 changes and impacts4

July 1, 2013 changes and impacts

Change

Temporary Budget is going away*

New NCAs being added and changes in the way equity NCAs are used

Impacts

Units will manage balances in the financial ledger

WebLinks reports may appear different

Begin to use new NCAs and reference field in equity journals

Fund balances will become Fund/DPA balances

Allocations for non-sponsored funds will be recorded differently

Temporary budget journal use will be limited

Ad hoc tool reports and other departmental systems that point to the budget ledger may look different

PI Portfolio reports that display non-sponsored funds may look different

*except for sponsored projects and plant


Temp and permanent budget journal use

Temp and permanent budget journal use

  • Temporary budget journals

    • Will be used for sponsored projects and plant funds only

      • Source Code 135 journals in PeopleSoft

      • For sponsored projects, Source Code 137 will still be used to allocate the STIP budget

  • Permanent budget journals will not change

    • Permanent budgets need to be maintained through December

    • Process will remain in place:

      • Source Code 144 journals in PeopleSoft

    • Permanent budgets will be uploaded to Hyperion at Go-Live


July 1 2013 changes and impacts5

July 1, 2013 changes and impacts

Change

Temporary Budget is going away*

New NCAs being added and changes in the way equity NCAs are used

Impacts

Units will manage balances in the financial ledger

WebLinks reports may appear different

Begin to use new NCAs and reference field in equity journals

Fund balances will become Fund/DPA balances

Allocations for non-sponsored funds will be recorded differently

Temporary budget journal use will be limited

Ad hoc tool reports and other departmental systems that point to the budget ledger may look different

PI Portfolio reports that display non-sponsored funds may look different

*except for sponsored projects and plant


Ncas added july 1 to facilitate better reporting

NCAs added July 1 to facilitate better reporting

Benefit:

  • To facilitate consistent reporting in 2013-14

  • New salary and benefit NCAs:

    • Separate faculty from non-faculty academics

    • Affect reporting only

  • Other new NCAs

    • Separating tuition accounts by semester

    • Sponsored project equipment expenditures are segregated

    • Subawards to other UC campuses


  • Ncas added july 1 to facilitate better reporting1

    NCAs added July 1 to facilitate better reporting

    • New Salaries and Benefits reporting


    Other ncas added july 1 to facilitate better reporting

    Other NCAs added July 1 to facilitate better reporting


    Temporary change to allocations and equity journals

    Temporary change to allocations and equity journals

    Goal: To create a method for transferring money between funds

    • To create a mapping for conversion

    • To facilitate financial allocations in the absence of a budget ledger

    • To identify types or purposes of transfers

    • To improve tracking and transparency

      Requires:

  • Temporary workaround from July 1- Go-Live given existing system limitations

  • All allocations will appear as equity journals with the new transfer account in the reference field

  • All equity journals will require the new transfer account in the reference field


  • All equity journals require new transfer account in the reference field

    All equity journals require new transfer account in the reference field

    New transfer account required in reference field


    All equity journals require new transfer account in the reference field1

    All equity journals require new transfer account in the reference field


    Department champions meeting

    All equity journals require new transfer account in the reference field

    • Moving money within current fund only


    Department champions meeting

    All equity journals require new transfer account in the reference field

    • Moving money between different fund types


    July 1 2013 changes and impacts6

    July 1, 2013 changes and impacts

    Change

    Temporary Budget is going away*

    New NCAs being added and changes in the way equity NCAs are used

    Impacts

    Units will manage balances in the financial ledger

    WebLinks reports may appear different

    Begin to use new NCAs and reference field in equity journals

    Fund balances will become Fund/DPA balances

    Allocations for non-sponsored funds will be recorded differently

    Temporary budget journal use will be limited

    Ad hoc tool reports and other departmental systems that point to the budget ledger may look different

    PI Portfolio reports that display non-sponsored funds may look different

    *except for sponsored projects and plant


    Expect changes to weblinks

    Expect changes to WebLinks

    • For July-December, WebLinks will reflect incomplete information

    • Except for sponsored and capital projects, there will be no information in the budget column

      • Horizontal balance will be meaningless

    • Monthly/quarterly allocations means financial column won’t reflect total expected revenue

      • Financial column vertical balance will not tell you the whole story


    Sample report fund summary by dpa prior to fiscal c lose

    Sample Report: Fund summary by DPA prior to fiscal close


    Sample report fund summary by dpa during fiscal close old practice

    Sample Report: Fund summary by DPA during fiscal close (old practice)

    2

    1

    During fiscal close in previous years:

    1. The Fund balance would be re-appropriated to the budget in a balance sheet NCA, either at the Fund level or the Fund/DPA level

    2. The financial balance for each DPA would be zeroed out


    Sample report fund summary by dpa after fiscal close new practice

    Sample Report: Fund summary by DPA after fiscal close (new practice)

    1

    2

    3

    After fiscal close 2012-13:

    1. “DPA NOT USED” equity transferred to default DPA; no balance in “DPA NOT USED”

    2. Budget column is zeroed out

    3. If equity is not transferred from the No DPA/Default DPA to other specific DPAs, the specific DPAs will be in deficit


    Sample report fund summary by dpa after fiscal close new practice1

    Sample Report: Fund summary by DPA after fiscal close (new practice)

    1

    2

    3

    After fiscal close 2012-13:

    1. “DPA NOT USED” equity transferred to default DPA; no balance in “DPA NOT USED”

    2. Budget column is zeroed out

    3. If equity is transferred from the No DPA/Default DPA to other specific DPAs, the specific DPAs will reflect carryforwards


    July 1 2013 changes and impacts7

    July 1, 2013 changes and impacts

    Change

    Temporary Budget is going away*

    New NCAs being added and changes in the way equity NCAs are used

    Impacts

    Units will manage balances in the financial ledger

    WebLinks reports may appear different

    Begin to use new NCAs and reference field in equity journals

    Fund balances will become Fund/DPA balances

    Allocations for non-sponsored funds will be recorded differently

    Temporary budget journal use will be limited

    Ad hoc tool reports and other departmental systems that point to the budget ledger may look different

    PI Portfolio reports that display non-sponsored funds may look different

    *except for sponsored projects and plant


    Limitations of departmental systems pointing to budget ledger

    Limitations of departmental systems pointing to budget ledger

    • Similar to WebLinks users, Ad hoc users need to look at the data differently

      • Additional information will be in the financial ledger

      • Depending on how your reports are written, they may not accurately reflect the financial position

    • Reports generated using other departmental systems that point to the budget ledger may look different

    • Work with management and Control Points to set expectations


    Changes require department action

    Changes require department action


    When you can expect the changes

    When you can expect the changes


    Pi portfolio changes july 1 2013

    PI Portfolio Changes – July 1, 2013


    July 1 2013 changes and impacts8

    July 1, 2013 changes and impacts

    Change

    Temporary Budget is going away*

    New NCAs being added and changes in the way equity NCAs are used

    Impacts

    Units will manage balances in the financial ledger

    WebLinks reports may appear different

    Begin to use new NCAs and reference field in equity journals

    Fund balances will become Fund/DPA balances

    Allocations for non-sponsored funds will be recorded differently

    Temporary budget journal use will be limited

    Ad hoc tool reports and other departmental systems that point to the budget ledger may look different

    PI Portfolio reports that display non-sponsored funds may look different

    *except for sponsored projects and plant


    What is pi portfolio

    What is PI Portfolio?

    • PI Portfolio is a tool for managing a faculty member’s “portfolio” of funds

    • Information from the General Ledger is combined with user-entered projections of future financial activity to obtain projected balances

    • Supports active management of funds; allows for frequent changes of projections for both budget and expense

    • Two components

      • Projections Tool allows Analysts to enter future financial activity—both budget and expense

      • Reports


    July 2013 changes in pi portfolio

    July 2013 changes in PI Portfolio

    • Sponsored Funds – functionality is unchanged

    • Non-Sponsored Funds – no budget

      • Because the budget will be zero, balances will be affected

      • Equity from the financial ledger will not be brought into PI Portfolio during this phase

      • To obtain a more accurate projected balance, users can enter a projected value for available funding/equity using the PI Portfolio projections tool

        • Will display in the “Projected Budget/Equity” column


    Pi portfolio projections features differ depending on the type of funds

    PI Portfolio projections features differ depending on the type of funds


    Sample pip report if no action is taken

    Sample PIP Report if no action is taken

    Through June

    Beginning July

    • Label changes to include projected Equity with projected Budget

    • Balances will display budget less expenses and liens (GL & projections)


    Sample pip report if equity projection is entered for non sponsored funds

    Sample PIP Report if equity projection is entered for non-sponsored funds

    Through June

    100,000 - 92,500 = 7,500

    Beginning July


    Resources for the july 1 changes

    Resources for the July 1 changes

    • Resources are being put in place to help answer your questions about the July 1 changes

    • Training:

      • SOM Finance Managers Meeting June 12

        • SON, SOP, SOD Finance Managers invited

      • Webinar Q& A sessions

        • #1 week of June 24

        • #2 week of August 8

      • Captivate online training – available June 10


    Appendix

    Appendix


    Terminology is changing

    Terminology is changing


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