Post Go-Live Webinar

1. Post Go-Live Webinar May 9, 2014

2. Agenda • COA • Year-end presentations • Conversion • Department roles • Setting up projects: Overview and Guidelines • G/L Verification overview • Doing business with the Medical Center and other transfers • MyReports • Known issues and pain points • Resolved bugs and issues • Process for enhancements/additional reports • Tips for using MyReports • UPlan • Preliminary Feedback • Process for enhancements • Questions & Answers

3. Year-End Presentations Scheduled • Controller’s Office and the Office of Budget and Resource Management will host two year-end presentationsto discuss year-end activities, timelines and expectations • Thursday, May 29, 2-4pm, N-225, Parnassus (with webcast) • Tuesday, June 3, 10am-12pm, Genentech Hall (Byers Auditorium), Mission Bay (with webcast) • After June prelim, the July ledger will be open; meaning both June and July are open at the same time • MyReports will not differentiate between Prelim, Interim, and Final and updates nightly

4. COA Conversion • Conversion Mapping Look-up Tool • Is for look-up and general guidance • Doesn’t address new methodology in all cases where mapping is not 1:1 old to new • Does not address doing business with the Med Center • New chartstring may differ from the look up • You are not restricted to coding using this tool • Reminder: December, January and February mappings went to default Dept ID’s/Projects (1111111 for non-sponsored, non-gift funds) • If incorrect, prepare journals and PET’s to move posted transactions to the correct Dept ID/Project • RAS Dept ID’s do not dictate coding of financial transactions and were historically used for access and role assignment • Discrepancies between DPE and G/L for historical data

5. Using Chartfield Conversion Tool Demo showing how to map/compare balances between Weblinks and MyReports http://controller.ucsf.edu/finance3/about.asp (click on link below)

6. Reminder on Trees Account, Fund and Dept ID trees are available via the Finance3 website and the Controllers Office website, look for “Chartfield Structure and Values”

7. Department Role Assignments • Roles are stored by Dept ID’s: • MyExpense: Business Unit and Dept ID must be entered before entering a SpeedType • Expense report must be approved by someone with the authority to approve for that Dept ID; Head of Unit or Business Officer or another user added manually by the Travel Unit in Accounts Payable

8. Guidelines for Setting Up New Projects *Note: It has been acknowledged that Faculty enrichment funds have been segregated and tracked separately in the past.  The Controller’s office is working with Control Points to provide further guidance on this issue in the future.  • Guidance has been released for Departments on the set-up of new projects in order to reduce the proliferation of projects and minimize the administrative workload for creating and maintaining them http://controller.ucsf.edu/accounts/files/GuidelinesforSettingUp_NewProjects.pdf • A maximum of three* Projects per PI with no minimum dollar threshold provides a mechanism for a PI or faculty member to track activity under these Project Uses: • Faculty/PI/Owner Activity • Recruitment / Faculty Start-Up • Retention • Additional projects should be justified if the initial activity meets a minimum materiality of $25K

9. Guidelines for Setting Up New Projects More documentation and materiality is needed Requestor must have understanding of purpose and materiality in order to set up new projects and document information in the Requestor Justification:

10. Roles for Setting Up Projects and Flexfields

11. Roles for Setting Up Projects and Flexfields

12. General Ledger Verification - Overview • General Ledger (GL) Verification is a key control of UCSF and is a requirement per Campus Administrative Policies http://policies.ucsf.edu/ • GL Verification Procedures are posted here: http://controller.ucsf.edu/accounts/files/GL_Verification_Procedures.pdf • It is the responsibility of each Department to verify the financial transactions recorded in the general ledger are in accordance with all relevant policies, regulations, and sponsor or donor terms and conditions • The GL Verification process must be complete in a timely manner: within 30 days of the previous month-end close • For example, the verification process for transactions recorded during the month of August must be complete by October 5th (30 days after the month of August was closed in the GL)

13. General Ledger Verification - Activities • Step 1 - Reconciliation: Use MyReports Transaction Detail Report to examine detailed transactions in the GL to ensure transactions are expected to appear • Typically, this activity is conducted by the Department’s financial administrator. • Step 2 - Review: Use MyReports Monthly Report to examine management GL trends for perceived anomalies and errors of substance, based on the reviewer’s experience and knowledge of the Department’s operations • It is expected that someone familiar with the financial activities of the Department performs the ledger review, such as the Business Officer. • Step 3 - Acknowledgement: Attestation by the Reconciler and Reviewer that they reviewed the financial information, corrected errors, and can provide reasonable assurance of the validity of the information. • Acknowledged by an MSO, Department Head or designee for non-sponsored funds and the Principal Investigator (PI) or designee for sponsored funds; if the Review has not been completed by one of these individuals, then a third acknowledgement on the checklist is needed.

14. G/L Verification – Step 1: Reconciliation • Review GL Verification Procedures for assistance with verification and/or reconciliation for specific transaction types as well as a summary of unallowable transactions

15. G/L Verification – Step 2: Review • This activity is at a summarized level compared to the detailed transaction reconciliation in Step 1 and should be performed using a planning Dept ID in order to review actuals against Plan and Forecast • Develop a review strategy that includes analyzing the revenues and expense trends for deviations from anticipated results or historical patterns • It is recommended to further analyze revenue or expense line items when there is a Plan/Forecast Variance of >$10,000 and 10% to ensure the results are accurate and are aligned with expectations

16. G/L Verification – Step 3: Acknowledgment • One checklist is to be used for the entire fiscal year and the reconciler and reviewer must physically sign the checklist http://controller.ucsf.edu/accounts/files/Verification_Checklist.pdf • For sponsored funds, accountability for compliance with the sponsor requirements and University policy ultimately rests with the Principal Investigator • PI’s should work closely with financial administrators to ensure compliance with the financial and administrative aspects of the award • The MyPortfolio Report in MyReports is recommended report in order to certify review for a PI (the PDF version of this report includes a certification statement and a PI signature line)

17. Doing Business with the Medical Center If you are recording transactions between the Campus (SFCMP) and Medical Center (SFMED), use the paired accounts 74XXX and 75XXX per the Doing Business with the Medical Center Guide posted on Accounting and Reporting's chart of accounts website and the Finance3website to ensure elimination for UCSF financials http://controller.ucsf.edu/accounts/files/Doing_Business_with_Med_Center_Revenue_Expenses.pdf Do not use the COA Conversion Mapping Lookup Tool to determine the new account; the methodology has changed in the new COA Refer to training COA-104 Doing Business with Medical Center for more detailed information Contact Val Shushkewich with questions or additional guidance

18. Moving Money Within the Campus Remember to use the accounts per the Moving Money Quick Reference Guide posted on Accounting and Reporting's chart of accounts website and the Finance3 website http://controller.ucsf.edu/finance3/coa/files/COA_Moving_Money_Quick_Reference.pdf?1003 Note that most often, the same account should be used for both the debit and credit side of these transactions (true with all 78 and 79XXX transfer accounts) An updated UCOP Transaction Code Matrix has been posted on Accounting and Reporting's chart of accounts website; it contains the GL account numbers, descriptions of use, as well as the UCOP transaction code that is automatically generated when these accounts are used http://controller.ucsf.edu/finance3/coa/files/UCOP_TransactionCodeMatrix.xls?1301 Refer to training COA-108 Moving Money Around for more detailed information

19. MyReports Known issues and pain points Resolved bugs and issues Process for enhancements/additional reports Tips for using MyReports

20. MyReports - Known issues and pain points • Browser issues and Excel export—job aid now available (MYR200a) • Report Performance – varies by report • Type ahead functionality—too fast, too slow • Inquiries not yet available • Source data issues • Payroll • Discrepancies between DPE and GL Journal • Missing codes (“E”) • Sponsored awards • Inception to Date corrections • Intercampus subawards • Faculty Portfolio Projections—Planning at Level C • Project 1111111 is not available for projections—use UPlan • IDC is calculated on all projections

21. MyReports – Resolved bugs & issues (examples) • Vendor name display on Transaction Detail Report

22. MyReports – Resolved bugs & issues (examples) • Decimal display for HR appointment and distribution %

23. MyReports – Resolved bugs & issues (examples) • Ability to run DPE report by Employee(without chartstring)

24. MyReports – Resolved bugs & issues (examples) • Active/inactive periods filter on FP Award Summary Report • Improved performance of drill down in Actuals v. Plan Report • Data timing issue for Net Position Report at month close • “Numbers don’t look right” – “MyReports doesn’t match WebLinks” • Identify where data was mapped during conversion • Determine which reports to run to see data

25. MyReports – Next Steps • Process for enhancements/additional reports • Initial feedback from users including meetings, email, and ServiceNow tickets • Establishing an Advisory Committee—broad representation • Suggestions for enhancements and new reports to be submitted for consideration via Control Points • Additional reports in development • Asset Management Report • P.O. Lien Balance Report • Gift and Endowment Income Report • Faculty Portfolio Project Summary Report

26. MyReports - Tips • Consider running reports at a higher level • Balances are displayed only on Operational, Management & Faculty Portfolio reports • Drill down to see details • Not every Chartfield on the filter page needs a parameter • You can enter multiple values for a Chartfield filter • Reports display data as recorded in the source system; corrections should be made in source systems following established procedures • Payroll corrected on a financial journal will not properly display on reports

27. MyReports - Tips • Faculty Portfolio • Projections must be published before they will appear in Faculty Portfolio Reports • Faculty Portfolio Projections appear only in Faculty Portfolio Reports • Projections are updated in UPlan once per quarter

28. MyReports - Tips • UPlan data • Plan is only loaded once per fiscal year; Forecast is loaded each quarter • Use ServiceNow to request assistance or report an issue – • MyReports Team is co-located with IT Service Desk • Tickets are escalated to the MyReports team and given first priority

29. UPlan Preliminary feedback Process for enhancements

30. UPlan: Preliminary feedback

31. UPlan team is working with UPlan Advisory Group to make improvements

32. UPlanUser Advisory Group