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Introduction

Introduction. For Department Staff. The goals of this introduction are to:. Inform you about W hat the Finance 3 initiatives are and when they are taking place H ow systems and business processes you work with may be changing

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Introduction

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  1. Introduction For Department Staff

  2. The goals of this introduction are to: • Informyou about • What the Finance3 initiatives are and when they are taking place • How systems and business processes you work with may be changing • This department’s approach and strategy in setting up its new Dept ID tree • Resources and training available to you to learn more • Set Expectations about training in the fall and new year

  3. The benefits of Finance3 are significant Chancellor’s Strategic Plan more info: http://www.ucsf.edu/about/ucsfs-2014-2015-plan • Supports Chancellor’s Strategic Plan to create a financially sustainable enterprise-wide business model by: • Creating transparent and effective budgeting and planning processes • Maximizing existing revenue streams, developing new ones, and managing costs • Increases accountability by aligning accounting, reporting, and planning

  4. There are threeFinance3 projects

  5. Finance3 has a broad impact at UCSF Many systems and roles are affected, including:

  6. All three Finance3 initiatives are scheduled to Go-Live on March 10th2014 Go-Live 6

  7. Using Chartfields in Combination Simplifies Structure For more information visit: http://controller.ucsf.edu/finance3/coa/structure_values.htm

  8. Some systems will incur changes • MyReports replaces WebLinks • Uplan (Hyperion) becomes the campus planning (budgeting) tool • Systems which utilize chartstring information will be updated to the new COA • e.g., BearBuy, MyExpense, Journals, ERS • Generally, if you currently use chartfields in the system they will be changing: • DepCode Dept ID • DPA/Fund  Project/Dept ID/Fund • Some systems will have shortcut functionality (SpeedTypes) • Your role in a system may determine the amount of changes you see in that system • PeopleSoft is not going away

  9. Chart of Accounts impact on end user by system • Effort Reporting System • HR SRS • MPM • Pcard • PI Portfolio • PPS • AutoAccess • Individual Identity System • RAS (non-EMF) • ImageNow • PeopleSoft Financial • BearBuy • MyExpense • Connexxus • MyCores • RAS (EMF users) • AP PeopleSoft • eProposal/iMedris • HBS Timekeeping - timekeepers/supervisors • PeopleSoft Financial • BearBuy • MyExpense • Advance • Campus Locator system • HBS Timekeeping- timesheet submitters

  10. Some reports will look different Reports from MyReports: • New chart of accounts facilitates more meaningful reporting • WebLinks becomes archival only upon MyReports Go-Live • MyReports will include various reports to support analysis and decision making: • Management, Operational, and Transaction reports • HR Data reports and Inquiries functionality Reports generated from other systems: • Reports from PI Portfolio will reflect the new chartfields, and select reports will show Uplan planning information • Reports from systems which currently display chartfields (e.g., Bearbuy, Journals) will reflect the new chartfields

  11. Some business processes will change • If you are involved with planning • PI Portfolio (note: name changing to Faculty Portfolio) • Consolidated budget process • How you pull reports to get the information you need • If you are involved with purchasing • Other [dept to add]

  12. UPlan is solely for planning and budgeting While the new chart of accounts and MyReports affect everyone in the UCSF financial community, UPlan will only be utilized by specific employees within the department who are involved in the planning (budgeting) process

  13. Our Dept ID tree Every department was given the opportunity to align their new Dept ID tree structure to better reflect their business needs Our Dept ID tree is: [dept inserts] The approach/strategy behind how we set up the Dept ID tree is [dept inserts]

  14. What’s new as of July 1st – Preparing for Go-Live • Fund balances (how to determine for non-sponsored funds): • Balances, revenues and expenses all reside in the financial column at the dpa level • Budget (appropriation) column no longer has meaning • New NCAs: • [department may add relevant NCAs from the following list: http://controller.ucsf.edu/finance3/coa/files/New_NCAs_072013.pdf] • Reference fields: • Are required on unexpended balance journals

  15. There are resources in place to aid transition • Department Champion liaisons • [dept to add its champion(s)] • Finance3 Website: • http://controller.ucsf.edu/finance3 • Training Website: • http://controller.ucsf.edu/finance3/training/ • Online Conversion tool to translate between old chartstring (Fund/DPA) and new one (Project/Fund/Dept ID) • https://its-ba.ucsf.edu/coamapping/ • Uplan Control Point Coordinators • [dept to add its UPlan Control Point Coordinator(s)] • Finance3 Chatter Group • Available through MyAccess

  16. Training for all Finance3initiatives will be offered • Access all Finance3 training through Finance3 Training site • Create your own recommended training plan using SelfSelect • Browse training offerings by project

  17. Training Website

  18. Using the Self-Select Tool Choose: on Training site Check if you are involved in planning Select systems you use and roles you have within them Click:

  19. Viewing “My Training Plan” View options Course list and descriptions Links to training Print options

  20. Learn. Chart of Accounts training online at:controller.ucsf.edu/finance3/training Play. After COA training,play COA Jeopardy. Win! Jeopardy players win Chartfield Charlie!(while supplies last) Complete COA-100 or COA-101a,b,c by Nov. 27 to enter the grand prize drawing: Apple iPad Mini! Learn. Play. Win! Everyone wins when we’re prepared for the new Chart of Accounts!

  21. Summary: What Changes in March2014? • New chart of accounts which means new chartstrings for financial transactions • “Fund/DPA” becomes a different chartstring • Many central systems will be converted • MyReports will be the campus wide reporting tool • WebLinks will only be used for historical information • UPlan (Hyperion Planning) will be used to develop plans

  22. Department Next Steps [This is a place for the department to discuss who is spearheading changes, who can answer questions, and what the next steps are for the department]

  23. Questions?

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