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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

Department Champions Meeting

August 26th, 2013


Agenda

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


On line mapping tool

On Line Mapping Tool


Online mapping tool purpose

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


Benefits of the online mapping tool

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)


Things to remember about the online tool

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


How to access the online mapping tool

How to Access the Online Mapping Tool

Access to the Online mapping tool will be provided via MyAccess login.


Coa timeline

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


Coa online mapping tool and cvr timeline

COA Online Mapping Tool and CVR Timeline

*Transactions not mapped by Champions at the end of Mapping Rounds will use defaults.


Online mapping tool training

Online Mapping Tool Training


Online mapping tool components

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)


Online mapping tool training1

Online Mapping Tool Training

Mapping Overview


Online mapping tool mapping overview

Online Mapping Tool: Mapping Overview

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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.


Online mapping tool balance calculation

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.


Online mapping tool training2

Online Mapping Tool Training

Using the Search Page


Online mapping tool search page

Online Mapping Tool: Search Page

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  • 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)


Search page filters available

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


Search page filter by depcode

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


Search page filter by depcode1

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

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Search page filter by category

Search Page: Filter by Category

  • Category type

    • Filters transactions based on the same criteria as the spreadsheets

    • Enforces rules on Project creation


Search page filter by date added

Search Page: Filter by Date Added

  • Date Added

    • Filters transactions as of last mock conversion run


Search page filter by existing chartfields

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)


Search page filter by review status

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


Search criteria drives balance calculation

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.


Search page search results

Search Page: Search results

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  • Click on Search to view search results

  • Click on Map Results to open mapping page.

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Online mapping tool training3

Online Mapping Tool Training

Updating Mapping


Online mapping tool mapping page

Online Mapping Tool: Mapping Page


Mapping page rules

Mapping Page Rules


Mapping page selecting one line to map

Mapping Page: Selecting One Line to Map

  • Step 1: Select transactions to Map

  • Step 2: Click to map


Mapping page selecting one line to map1

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


Mapping page selecting multiple lines to map

Mapping Page: Selecting Multiple Lines to Map

  • Step 1: Select transactions to Map

  • Step 2: Click to map


Mapping page selecting multiple lines to map1

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


Balances a re always based on current coa

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.


Mapping page projects

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


  • Mapping page sponsored projects

    Mapping Page: Sponsored Projects

    • Project mapping cannot be changed

    • Tool provides ability to view sponsored project definitions


    Mapping page create new project

    Mapping Page: Create New Project


    Mapping page create new project1

    Mapping Page: Create New Project


    Mapping page create new flexfield

    Mapping Page: Create New Flexfield


    Mapping page create new flexfield1

    Mapping Page: Create New Flexfield


    Mapping page enter notes

    Mapping Page: Enter Notes


    Mapping page enter notes1

    Mapping Page: Enter Notes


    Mapping page dept review

    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


    Mapping page control point review

    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.


    Mapping page control point review1

    Mapping Page: Control Point Review

    • User with no reviewer role is logged in

    • Cannot remap combinations

    • Cannot change review status


    Mapping page control point review2

    Mapping Page: Control Point Review

    • Remapping Control Point Reviewed Combinations

      • User with reviewer role must login


    Mapping page control point review3

    Mapping Page: Control Point Review

    • Remapping Control Point Reviewed Combinations

      • User with reviewer role must login


    Mapping page mass update review status

    Mapping Page: Mass Update Review Status

    • Mark all feature can be used to mass update all combinations to a new review status


    Mapping page mass update review status1

    Mapping Page: Mass Update Review Status


    Online mapping tool training4

    Online Mapping Tool Training

    Using Reports


    Reports

    Reports

    • Overview Page

      • Mapping Report

        • Current vs new combinations, Balances, Review status

      • New Projects Report

        • New Projects and attributes


    Reports1

    Reports

    • Mapping Page

      • Mapping Report

        • Current vs new combinations, Balances, Review status

      • New Projects Report

        • New Projects and attributes


    Report samples

    Report Samples

    • Mapping Report

    • New Projects Report


    Online mapping tool training5

    Online Mapping Tool Training

    Mapping Cost Sharing


    Cost sharing step 1 create chartstring mapping

    Cost sharing Step #1Create chartstring mapping


    Cost sharing step 2 add sponsored project and activity period in notes

    Cost sharing Step #2Add Sponsored Project and Activity Period in Notes


    Resources for mapping assistance

    Resources for Mapping Assistance

    • Online Mapping Tool “Office Hours”

      • August 30th 1:30 – 3:00pm MCB Room 303B

      • September 3rd 10:00 – 11:30am Parnassus Room CL231

      • Sign up through LMS, Search for “Online Mapping Tool Training”


    Change management updates

    Change Management Updates


    Change management timeline

    Change Management Timeline


    Change management

    Change Management

    • Current Change Management Outreach includes

      • Department Chair meetings

      • Department Manager meetings

      • Announcements in CO and HR newsletters

      • Continuing to work with Hyperion Control Point Coordinators

    • Upcoming Town Hall

      • October 4th, 2-3pm

      • Focus on Chart of Accounts with updates on MyReports and Hyperion Planning


    Change management1

    Change Management

    • You may want to begin actively communicating with others about the benefits of the projects and expected changes if you haven’t already

    • There are slide decks in the Department Readiness tool that you can tailor to your department

      • Introduction to Finance3 for Faculty

      • Introduction to Finance3 for Staff

    • It may help to have a good understanding of what resources you can direct others to learn more

      • Finance3 website

      • Hyperion Control Point Coordinators

    • Be aware of any indications of resistance that you feel may hinder departmental progress through the changes


    Department readiness tool items

    Department Readiness Tool Items

    • General Finance3 Introduction deck is available as a suggested structure for communicating with your department staff prior to formal training

    • Finance3 introduction for Faculty deck

      Added:

    • Finance3Town Halls

      • October 4th, November 6th, and December 6th

    • Online Mapping Tool Office Hours

      • August 30th and September 3rd (links to register in LMS are provided)

    • The deck for Hyperion’s “Look and Feel” presentation

    • Data Mapping Round 3 dates (8/27-10/7)

    • Link to recorded Post-July 1 Changes webinar


    Changes to the finance 3 website

    Changes to the Finance3 website

    • “Training” section now “Champions”

      • Archive of Champion-related meetings

      • A dedicated training website is under development and will be linked to the Finance3 website in preparation for training activities in the Fall

    • “Meeting Archive” section now simply “Meetings”

      • Links to other Finance3 meeting decks and videos


    Upcoming meetings and due dates

    Upcoming Meetings and Due Dates

    • Champion Meeting September 30th

      • MyReports early preview

      • COA Training Curriculum

      • Finance3 Training website


    Department champions meeting

    Town Hall Friday, October 4th, 20132- 3pmParnassus N-225 (Live Presentation) Mission Bay Byers Hall Auditorium (Real-time Live Broadcast) Live Webcast (Link will be posted on Finance3 website in late September)

    If you use BearBuy, PeopleSoft, MyExpense, PPS/OPTRS, WebLinks or any other campus financial system, this presentation is for you! Come learn about the new Chart of Accounts

    Presenters:

    John Ellis, Assistant Vice Chancellor & Controller

    Teresa Costantinidis, Assistant Vice Chancellor, Budget & Resource Management

    Tammy Wallace, Assistant Controller, Accounting & Financial Reporting

    Join us to continue the countdown to Finance3Go-Live in January 2014! Just 3 months to go!

    Agenda:

    • Overview of the new Chart of Accounts:

      • What it is

      • How to use it

      • Training and resources available

    • Hyperion and MyReportsProjects Update

    • Q&A


    Questions

    Questions?


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