Department Champions Meeting
January 21, 2014
Agenda
Chartfield Set-Up & Validation
 COA Online Mapping Tool Update
 Setting up SpeedTypes
 STIP in the new COA
 MyReports Access
 Preparing for Go-Live
 UPlan Updates and Reminders
 Upcoming Events/Meetings

2
Chartfield Set-Up & Validation


Departments may set-up Project and Flexfield
Central Units set-up other chartfields
Chartfield Set-Up Matrix
Set-Up Owner
Centrally
Departments
3
Chartfield Set-Up Process Overview
4
PeopleSoft Chartfield Set-Up Roles

Chartfield Set-Up (Optional Department Step)
 Creates new Projects and Flexfields
 Assigned to users with PeopleSoft access role of journal preparer or approver
 Must send “notification” email to Chartfield Requester to review and submit for
approval

Chartfield Requester (Department)





Creates new Projects and Flexfields
Assigned to PeopleSoft users with departmental role of Financial Administrator
Submits Project or Flexfield to Control Point or Control Point designee for approval
Only users with the role Chartfield Request MC may set-up a new Flexfield for the
Medical Center (this role can set-up a Flexfield starting with “0”)
Chartfield Approver (Control Point)
 Approves new Projects and Flexfields as Control Point delegate
 Assigned to current Control Point Journal Approvers for Unexpended Balance journals
(at go-live)

Chartfield Set-Up and Validation (Controller’s Office)
 Approves new Projects and Flexfields (and finalizes for production)
 Assigned to Controller’s Office
5
PeopleSoft Chartfield Set-Up Roles, cont.

User lists available for review on Champion Shared Drive:
 Financial Administrators for all DeptIDs
 Control Point Chartfield Approvers
 Both available on separate tabs of the following worksheet:
\\campus\co\Apps2\ChartOfAccounts\DepartmentChampions\ChartfieldSetupRoles.xlsx

Requesting additional Chartfield Requesters or Chartfield
Approvers
 Coordinate through your Control Point
 All requests received in the COA mailbox by 1/30 will be processed for Go-Live
 After 1/30, keep track of additional requests in your own list until Go-Live and
use PeopleSoft Access Request Form

COA-102 Training will cover specifics
6
COA Online Mapping Tool Update

Availability restricted to read-only
 Central team will map new projects for sponsored projects, gifts and endowments,
loans, recharges and capital projects
 DeptID and function for these projects will use defaults
 All other new combinations will use default DeptID and function and generic
project 1111111


Go through your Control Point for special circumstances
requiring ongoing mapping/edit requests in the OMT
New chartstring combinations will be added to the Mapping Tool
weekly
 Refreshes occur Monday mornings
 Dollar amounts will not be updated
7
COA Online Mapping Tool New Combinations

Review new combinations prior to Go-Live to determine post
Go-Live set-up of new chartfields and related journal entry
adjustments/cost transfers
 Select the most recent month from the Date Added option to
review newly added chartstrings
8
Setting up SpeedTypes Prior to Go-Live

Setting up SpeedTypes
 SpeedCharts will be discontinued and will not be converted
 SpeedTypes are managed by the departments

Before setting up SpeedTypes, review the SpeedType guide
available at:
http://controller.ucsf.edu/finance3/coa/files/COA_SpeedTypes.pdf
 Guidelines for managing SpeedTypes
 Control Point naming convention
 Setting up SpeedTypes

Suggest coordinating SpeedType naming within your
department
9
Setting Up SpeedTypes Prior to Go-Live, cont.

Available from Jan 23rd – Feb 27th at 5 pm
The ability to set up SpeedTypes prior to Go-live has been assigned to
PeopleSoft users with departmental role of Financial Administrator. You
can check the list at
\\campus\co\Apps2\ChartOfAccounts\DepartmentChampions\ChartfieldSetupRoles.xlsx

1.
2.
3.
4.
After Go-Live, you can set up SpeedTypes if you have any of the PeopleSoft
Chartfield Set-Up Roles as described on slide 5
In MyAccess, click on “COA SpeedType Maintenance”
This will bring you to the SpeedType panel in PeopleSoft
Create your SpeedType according to Job Aid COA-212a
If the SpeedType you created successfully saves, then the SpeedType is
valid


If it does not save, one of the chartfields is invalid
System will also do a nightly check, and a SpeedType may become invalid at a
later date if a chartfield should change. If this happens, you will receive a
notification.
10
Setting Up SpeedTypes Prior to Go-Live, cont.


Once your SpeedType saves, you may communicate this to
the appropriate people in your department
SpeedTypes cannot be used until March 10th when systems
are live with the new COA
11
Assumptions for STIP in the New COA

STIP distribution must be adjusted to work in the new COA, but
goal is to maintain current policies
 If a Department (via Fund/DPA) received (or was charged) STIP before, the
allocation should generally be the same


STIP looks first at the type of Fund to determine how to further
proceed in allocating STIP to Dept ID, Account, and Function
STIP can be allocated to the Dept ID that generated the
surplus/deficit, or it can be directed to a designated Dept ID
 Attribute will be placed on the Dept ID to indicate where STIP should be posted
(will be maintained by Control Points)

STIP distribution process will not go down to individual Project
level, allocation will be aggregated to 1111111 – General
Unspecific
 Further allocation to Projects, if warranted, is the responsibility of the
department
12
New STIP Accounts
Account
Account Name
49140
49141
49142
49143
49144
59140
59141
59142
59143
59144
78005
78006
78007
78008
78009
STIP invest income-current
STIP invest income-loan
STIP invest income-plant
STIP invest income-roi
STIP invest income-rrpl
STIP invest expense-current
STIP invest expense-loan
STIP invest expense-plant
STIP invest expense-roi
STIP invest expense-rrpl
Tfr-curr/curr - STIP
Tfr - curr/loan - STIP
Tfr - curr/plant – STIP
Tfr - curr/roi - STIP
Tfr - curr/rrpl - STIP
Account
Type
Revenue
Expense
Transfers
Positive STIP is allocated to
49XXX (revenue accounts) and
negative STIP to 59XXX expense
accounts; specific account
determined by Fund that
earned the STIP
 78XXX (transfer accounts) are
used to move STIP after initially
allocated, and should be used
on both the debit and credit
side of the transaction
 If you are moving STIP between
fund types, careful selection of
the transfer account is
required, i.e. from/to or
to/from a current and a plant
account would use account
78007 Tfr – curr/plant – STIP

13
New STIP Function Rules
Control Point
Function
Function Name
Medical Center
42
Medical Centers,
Teaching Hospital
Schools & EVCP
43
Academic Support
FAS or CFP (Core
Financial Plan)
72
Institutional
Support & General
Admin
Plant
81
Capital Projects

In order to ensure valid
department/function
combinations, STIP Function
will be based on the
department to which it is
posted, not the department
that earned it
14
STIP Sponsored Fund Rules
What Fund Will Receive
STIP?
Fund Type
Positive
Negative
Federal contracts & grants Federal Fund*
(node 400D)
Private contracts and
grants with Federal flowthrough awards (node 430D)
Private
contracts and
grants*
Clinical drug trials (fund
4400)
Private contracts and grants
with fixed price payment
method (node 430D)
Positive
Negative
5130
Oth Srcs
Other [NonBud Unrst]
Original*
What Project Will
Receive STIP?
*At year-end, EMF will review
Original*
Private contracts and
grants with non-fixed
price (node 430D)
State and local contracts
& grants (nodes 410D and
420D)
What Department Will
Receive STIP?
501011
W_CFP
Plan*
STIP on all Federal (or Federal
Flow-through) Awards. Any
net annual positive STIP will be
refunded to the Award and
Dept ID that earned it.
Negative STIP will stay with the
Core Financial Plan.
501011 W_CFP Plan
5130
Oth Srcs Other
[Non-Bud Unrst]
1111111
General Unspecific
Dept ID with +/- balance
or Dept ID designated in
STIP Attribute
Cost sharing (fund 4900)
15
STIP State and UC Fund Rules
What Fund Will
Receive STIP?
Fund Type


State specific (node 180C)
Other sources – UC
Programs (fund 1999)
UC General Fund (fund
1933)

Negative
Positive
Negative
What Project Will
Receive STIP?
State unrestricted (node
190D)


Positive
What Department Will
Receive STIP?
State capital
appropriations (node 930C)
5130
Oth Srcs Other
[Non-Bud Unrst],
unless a requirement exists
where STIP should go to
specific fund
501011 W_CFP Plan
1111111
General Unspecific
STIP Gift and Endowment Rules
What Fund Will
Receive STIP?
Fund Type


Private unrestricted and
restricted gifts
Endowment income
Positive
Negative
5130
Oth Srcs Other
[Non-Bud Unrst]
What Department Will
Receive STIP?
Positive
Negative
501011
W_CFP
Plan
Dept ID with
negative
balance or
Dept ID
designated in
STIP Attribute
What Project Will
Receive STIP?
1111111
General Unspecific
16
STIP Other Unrestricted Fund Rules
What Fund Will
Receive STIP?
Fund Type


Positive
Negative
What Department
Will Receive STIP?
Positive
Negative
What Project Will
Receive STIP?
Other sources, other (node
510D)*
Sales and service** (node
500C)

Indirect cost recovery (node
520C)



Campus core (fund 5000)
Renewal and replacement
reserves (fund 5500)
Professional degree tuition
(funds 3030-3060)

Misc professional fees (fund
5130
Oth Srcs Other
[Non-Bud Unrst]
Dept ID with +/- balance
or Dept ID designated in
STIP Attribute
1111111
General Unspecific
3070)

Other student programs
(fund 3080)

Student fees (node 310D)


Tuition (fund 3000)
Nonresident tuition (fund
501011 W_CFP Plan
3010)
*Foundation specific funds reside with the foundation, and Balancing fund 8000 and Invalid default fund 8999 is
allocated to W_CFP
**Recharge activities are handled in the same manner as Federal funds (see prior slide)
17
STIP Agency Fund Rules
What Fund Will
Receive STIP?
Fund Type

Agency (node 200A)
Positive
Negative
Agency fund
What Department Will
Receive STIP?
Positive
Negative
Dept ID with +/- balance
or Dept ID designated in
STIP Attribute
What Project Will
Receive STIP?
1111111
General Unspecific
STIP Loan Fund Rules
What Fund Will
Receive STIP?
Fund Type



Loan, non-federal (node 602C)
Loan, unrestricted (node 610C)
Loan, federal (node 603C)
Positive
Negative
5130
Oth Srcs Other
[Non-Bud Unrst]
Federal
Fund*
5130
Oth Srcs
Other
[Non-Bud
Unrst]
What Department Will
Receive STIP?
Positive
Negative
Dept ID with +/- balance
or Dept ID designated in
STIP Attribute
What Project Will
Receive STIP?
1111111
General Unspecific
*At year-end, EMF will review
STIP on all Federal (or Federal
Flow-through) Awards. Any net
annual positive STIP will be
refunded to the Award and
Dept ID that earned it.
Negative STIP will stay with the
Core Financial Plan.
18
STIP Plant Fund Rules
What Fund Will
Receive STIP?
Fund Type

Plant borrowing (node 960C)

Plant debt service (node
980C)


Negative
Positive
Negative
unless a requirement exists
where STIP should go to
specific fund
Dept ID with +/- balance or
Dept ID designated in STIP
Attribute
1111111
General Unspecific
Plant CIP (fund 9205 and
Invested in capital assets
(fund 9250 and 9251)
What Project Will
Receive STIP?
5130
Oth Srcs Other
[Non-Bud Unrst],
Unexpended plant
university funds (fund 9105)
9255)

Positive
What Department Will
Receive STIP?
5130
Oth Srcs Other
[Non-Bud Unrst]
501011 W_CFP Plan

Unexpended plant gift
funds (fund 9100 and 9000)
19
Data Collection for STIP DeptID


If you would like STIP to post to a different DeptID than the one that earned it,
you may designate an alternate STIP DeptID
Initial data collection will be coordinated with Champions with one Excel file
per Control Point
 For each posting DeptID, designate STIP DeptID:
Posting DeptID
STIP DeptID
409065 F_PD Administration
409065 F_PD Administration
409067 F_PD Patrol Operations
409065 F_PD Administration
409069 F_PD Security Services
409065 F_PD Administration
409071 F_PD Invest Crime Prev
409065 F_PD Administration
 \\campus\co\Apps2\ChartOfAccounts\DepartmentChampions\

All STIP ID requests received prior to Feb 14th will be processed for Go-Live
 If nothing is submitted, the STIP will default to the same DeptID as the one that
received the balance

Process for updating STIP DeptIDs post Go-Live will be automated after IT
modification is completed
20
Process to Allocate STIP to Projects

After Go-Live, use MyReports “Net Position” Operational
Report to calculate and allocate STIP to projects, if desired
 For eligible Fund/Dept ID combination, formula is:
Project net position balance * STIP rate
 STIP monthly rates will be stored in PeopleSoft panel and can be viewed by all
PeopleSoft users
21
Process to Allocate STIP to Projects, cont.


MyReports has ability to run report at any DeptID level (i.e. roll-up or
posting)
MyReports has ability to select only those funds that are eligible for the
DeptID to retain STIP
 List of funds where department retains STIP will be published on F3 website
 After creating initial parameters, user can “Save as MyFavorite”

Department can use net position balance on report to calculate and
prepare journal entry to move STIP out of project 1111111 and into
desired project
22
DeptID Box Updates

CLS Box Number and Box Suffix
 Attributes are used for mail delivery
 Attributes were derived from DeptCode to DeptID
mapping
 Review and make adjustments if needed (no new values
can be created with template, use only existing values)
 Files for each Control Point are located in the COA
Department Champions shared drive
Changes to STIP ID are made in the same file
 Due Date is February 14th

23
DeptID Template
PC File Paths:
\\campus\co\Apps2\ChartOfAccounts\DepartmentChampions\
\\som023.som.ucsf.edu\apps2$\ChartOfAccounts\DepartmentChampions\
\\64.54.144.81\apps2$\ChartOfAccounts\DepartmentChampions\
Mac Servers:
smb://campus.net.ucsf.edu/co/apps2/ChartOfAccounts/DepartmentChampions
smb://64.54.144.81/apps2$/ChartOfAccounts/DepartmentChampions
Make
changes
here
24
MyReports Access and Roles

MyReports Access and Data

Roles: WebLinks/PI Portfolio and MyReports

MyReports Roles Crosswalk

Go-Live Access Provisioning Overview

MyReports User Access – Process for Go-Live
25
MyReports Access
MyReports will be available
via MyAccess
 Financial, HR Data, and
Projections Roles will not
be restricted by DeptID
 Opportunity to review
current roles prior to
Go-Live

 Ensures the right people
have the right roles

Consequences for misuse
of information
26
Roles: WebLinks/PI Portfolio and MyReports
Role
WebLinks/PI Portfolio
AP/PO
•
•
Accounts Payable and Purchase Order Details
Department Plus or Universal access
GL
•
Access to financial detail reports – GL Transaction Detail, Open
Item, GL/Budget and Expenditure Detail (Central Print), Asset
Management Report, Budget Status Report
Access to financial summary reports
Department Plus or Universal access
•
•
DPE
•
•
Employee
Data (EDB)
•
Role
Financial
MyReports/Faculty Portfolio
•
•
Access to all tabs EXCEPT HR Data
All financial summary/details; AP/PO; and DPE transactions for
all Business Units
• Includes payroll (pay/pay rate/FTE) and benefit
information at the employee level
•
Designed for anyone who needs access to financial data
including faculty administrators such as Deans and Chairs
•
Financial Role plus
•
•
•
•
Access to the HR Data tab – no restricted data
Access to all information in all Business Units
Access to Appointment/Distribution data
Monthly review report that contains hire/separation/visa
•
Designed for those who need access to HR data
Access to GL Payroll Detail, Distribution of Payroll Expenses,
Salaries and Benefits by Employee, BSR Payroll Detail
Department Plus or Universal access
HR Data
•
Access to Post Authorization Notification, Total Distributions >
100%, Employees With/Approaching 1000 hrs, Title Salary
Exception Grade, Distribution, Appointment, Work Permit End
Date, Faculty Earnings History, Faculty Salary Projection
Summary, Faculty Salary Calculation Worksheet, Payroll Appt
Distribution, Salary/Service/Stat/LOA, Prelim Merit Roster,
Earnings, Separations, Employee Lookup reports
Department Plus or Universal view
Inquiry
•
PIP: Ability to run all reports; follows their WebLinks access
Financial
Same as Financial role above
Analyst
•
PIP: Ability to enter projections; follows their WebLinks access
Projections
•
•
FP: Ability to enter projections for any chartstring in the
Campus Business Unit
Designed for post award analysts & others who manage
sponsored awards and other faculty controlled funds
PI
•
PIP: Ability to run all reports; access limited to projects linked to
the PI automatically via AFP, or manually by RSA
Faculty
•
FP*: Ability to run only reports on the Faculty Portfolio tab;
access to all information; drill to transactional reports
Ad- Hoc
•
Access to ODS to build custom queries and reports
Ad-Hoc
•
Access to DW or ODS (determined by ITS) to build custom
queries and reports; for campus data “experts”
Requires Control Point approval
•
* Faculty access has not been finalized. Faculty Portfolio is currently built with access to all information in the Campus Business Unit.
27
MyReports Roles Crosswalk
WebLinks Roles
PI Portfolio Roles
Requires
positive
action &
Control
Point
approval
MyReports Roles
Data as of January 10 (WebLinks) and 13 (PIP) 2014
28
Go-Live Access Provisioning Overview

WebLinks access will drive MyReports access



Current WebLinks and PI Portfolio Inquiry Users:



Will default to MyReports role unless form is submitted by February 28
Lists of current PI Portfolio Analysts will be posted to the F3 website
Managers determine if changes, including new users, are necessary
Faculty Role:



Departments work with Access Administrators to submit new users through AutoAccess by February 28
Anticipate faculty administrators will need to be added
Current and new PI Portfolio Analysts (TM1 projections users):




Will default to new MyReports roles unless user is removed from WebLinks by February 28
Lists of current WebLinks and PI Portfolio Inquiry users will be posted to the F3 website and Access Administrators will
have until February 28 to submit changes via AutoAccess
New MyReports Users:



Facilitates provisioning access to an estimated 5,000+ users
Enables consistency of access for legacy historical data in WebLinks post MyReports go-live
No action required by campus
MyReports Faculty Role will be assigned to Award/Parent Mgr/PI, Project Mgr/PI, and Lab Owners
Ad Hoc Users:



Will not be automatically provisioned
A separate procedure will be implemented that will require Control Point approval
Completed form due by February 21
29
MyReports User Access - Process for Go-Live
Date
WebLinks/PI Portfolio Report Users
Ad-Hoc and PIP Analyst Users
January 31
•
Extract current users
Post spreadsheet to F3 website
•
•
Extract current users
Post PIP Analyst to F3 website
February 3
•
Communicate roles, procedures and deadlines
•
Communicate roles, procedures and deadlines
•
Managers review users and determine required
changes
•
Managers review PIP Analysts and determine
required changes
Distribute Ad-Hoc user spreadsheets to Control Points
•
February 14
•
Access Administrators begin entering changes via
AutoAccess
•
Control Points review users and determine who
requires Ad-Hoc access
•
Reminder communication
•
Reminder communication
•
Control Points submit request forms for Ad-Hoc users
February 21
February 28
•
Final day for entry by Access Administrators
(for Go-Live access)
•
Managers submit request forms for PIP Analyst
changes/new users
March 1
•
•
•
Extract users
Begin entry of users
Blackout period on user changes begins
•
•
Review Ad-Hoc requests (ODS or DW)
Begin entry of users
March 10
•
•
Go-Live!
•
Post updated access spreadsheet to F3 website
Begin using ongoing access procedures (in development)
Color Key: Green = Campus; Black = MyReports Team
30
Preparing for Go-Live

Update Departmental forms and training materials
 Remove references to WebLinks, and remove all references to
Fund/DPA in training materials, websites, or internal department
communication and documentation

Communicate new department chartstring information to
appropriate faculty and staff in your department
 Chartfield Lookup Tool accessed via F3 website


Work with your Department Manager to ensure staff in your
department know their training plan and allocate time to take
training
Be a resource for your department
31
Check the Department Readiness Tool
http://controller.ucsf.edu/finance3/dr/
32
Tested Browsers
Application
UPlan
Browser(s) used in
testing
Notes
PC
IE9
Mac
Firefox 25.0.1
Version 25.0.1 with Remote
XUL Manager 1.2.3 add-on
installed and auto-update
turned off
PC
IE8, IE9, Chrome 32,
Firefox ESR17
User experience will vary by
browser
Mac
Safari v.5
MyReports
33
Training Website Enhancements
34
Training Website Enhancements
35
Online Training Availability
Available Now
Coming Soon
F3-000
Finance3 Project Overview
COA-102a
Set-up New Chartfields
COA-100
New Chart of Accounts Overview
COA-107
Gifts and Endowments
COA-101a
Understand the New Chart of Accounts
COA-101b
Understand the New Chart of Accounts
COA-104 &
108
Doing Business with the Medical
Center and Moving Money Around
COA-101c
Understand the New Chart of Accounts
COA-110
Sponsored Projects
COA-105
Recharges and Costed Central Activities
MYR-102
Transactional Reports
COA-102b
Set-up New SpeedTypes
MYR-103
Operational Reports
Gaming
Jeopardy – COA
MYR-104
Management Reports
Gaming
Who Wants to be Millionaire – COA
MYR-105
HR Data Reports
Gaming
Jeopardy – MyReports
MYR-106
Faculty Portfolio Reports
MYR-101
Getting Started with MyReports
MYR-107
Faculty Portfolio Projections
…and 10+ job aids/quick reference guides
Note: Job aid COA-209 replaced module COA-106
36
Classroom Training

Chart of Accounts
 Same material as COA 101 – designed for those who have taken the
eLearning and still have questions
 Offered in February
 Sign up in LMS

MyReports
 Same material as MYR 101 - Large group sessions designed for those
who have taken eLearning and still have questions
 Prerequisites: COA and MyReports eLearning
 Offered in late February/early March; register on LMS for specific date
and time

UPlan
 Training starts next week; if you are a planner, you have been notified
of your class sessions
37
Learn.
Training is now online at:
controller.ucsf.edu/finance3/training
Play. After training, play Jeopardy.
Win!
Jeopardy players
win Chartfield Charlie!
(while supplies last)
Learn.
Play.
Win!
Next drawing:
Office Pizza Party
Take Chart of Accounts
or MyReports training
by January 31
Everyone wins when we’re prepared for the new Chart of Accounts!
F3 Website Changes
39
Conversion & Cut-Over Timeline
February / March 2014
Conversion & Cut-Over Timeline
Sunday
Feb 23
Monday
24
Tuesday
Wednesday
25
26
Thursday
27
Friday
28
Saturday
Mar 1
Month-End
Payroll Journal Posts
MyExpense Blackout 2/26 – 3/9
US Bank (P-Card) Blackout 2/27 – 3/1
2
3
4
5
6
7
8
PeopleSoft (Journals, RAS, AP), BearBuy, and PI Portfolio (Projections) Blackout and Data Warehouse Conversion 3/1 – 3/9
MyExpense Blackout 2/26 – 3/9
PPS, Campus Locator, and IID System Blackout 3/6 – 3/9 P
HR Service Request System Blackout 3/3 – 3/7
HBS Blackout
Advance
Blackout
Magical PAF Machine Blackout 3/6 – 3/10
eProposal Blackout
3/7 6:00pm – 3/11 8:00am
9
10
Go Live PeopleSoft
(Journals, RAS, AP),
BearBuy, HBS, PPS,
HRSRS, MyExpense,
MyReports, Faculty
Portfolio
11
12
13
14
15
Go Live MPM,
eProposal
40
Conversion & Cut-Over Deadlines
February / March 2014
Sunday
Feb 9
Monday
10
Tuesday
11
Wednesday
12
Thursday
13
Friday
14
Saturday
15
Last Day to submit reqs
requiring CPC Buyer approval
16
17
18
19
20
Last Day to submit
Sponsored PETs
21
22
Last Day to submit journals
requiring CP approval
Last Day to submit Sundry
Debtor invoices
Last Day to submit
intercampus recharges
23
24
25
26
Last Day to submit
MyExpense request
Last Day to approve
MyExpense request
Last Day to submit
separations for 2/26-3/10
Last Day to submit
journals requiring CO
approval
Last Day to submit Rush
Check Request
27
28
Mar 1
Complete low value order
in BearBuy by 1:00 PM
Last Day to reallocate
USBank Feb charges
Last Day (12:00 noon) to
submit recharge journals
All Feb Journals approved
& posted
Last Day to submit NonSponsored PETs
Last Day for RAS Updates
2
Last Day to
submit
HRSRS
tickets
9
3
4
5
Last Day to make MPM
entries
10
Go Live PeopleSoft
(Journals, RAS, AP),
BearBuy, HBS, PPS,
HRSRS, MyExpense,
MyReports, Faculty
Portfolio
6
7
8
14
15
Last Day to update in
EDB
(before 6 pm)
11
12
13
Go Live MPM,
eProposal
41
Conversion & Cut-Over Considerations


All February Payroll will be posted to the ledger in February
including both February bi-weekly pay periods, February
monthly pay and February supplemental pay
When reviewing your financial activity, you may notice that
some journals may not have posted in February because of
the shortened month-end close. For example:
 Recharge journals based on payroll distributions, especially if incorrect
chartfields created suspense entries
 Other journals that were submitted late for approval by Control Points
and/or Controller’s Office
42
Emergency Procedures



Please plan ahead to minimize the need for emergency checks
or purchases
Should you need a check or make a purchase during the
system down time, there will be emergency procedures in
place
Procedures will be communicated at the next Town Hall on
February 20
43
COA Conversion Deadlines
posted on Finance3 Website
http://controller.ucsf.edu/finance3/coa/files/COA_Conversion_Cutover_Deadlines.pdf
44
UPlan Update and Reminder

The UPlan team is excited to offer early access at the end of January,
allowing:




All planners to be trained be by Feb 21
Ability to complete forecast for 2013 immediately
Jump start on 2014 plans before official go live
Note: Interface with Faculty Portfolio will start at FP go-live Mar 10
50 Planners trained so far who have helped / are helping with testing
and training
 Training for all planners begins January 27

 Each planner must take 3 half day classes over a 3 week period
 Prerequisite COA training and 2 hours of UPlan on-line preview

UPlan Control Point Coordinators are working on:
 Planning milestones and due dates
 Local guidelines and requirements
 Local user support
45
Key Dates- Reminder

Requesting Additional Chartfield Requesters or Chartfield Approvers
 January 30th: All requests received in the COA mailbox by this date will be
processed for Go-Live
 After January 30th: keep track of additional requests in your own list until GoLive and use PeopleSoft Access Request Form
Online Mapping Tool: Review Read-Only Status beginning now
 Setting up SpeedTypes

 January 23 – Feb 27th @5pm: Set up SpeedTypes in order to have available at
Go-Live
 Ongoing after Go-Live

Data Collection for STIP DeptID and Box number/suffix
 Feb 14th: All requests received prior to this date will be processed for Go-Live
 If nothing is submitted, the STIP will post to the same DeptID as the one that
received the balance
46
Upcoming Events

February Champions Meeting
 Med Center overview of conversion
UPlan training
 Town Hall tomorrow

47
Go-Live is March 10th! Are you ready?
Come to the Town Hall to get prepared!
Town Hall
Wednesday, January 22nd 3-4 pm
Parnassus - Cole Hall (Live Presentation)
Mission Bay – Byers Auditorium (Real-time Live Broadcast)
Live Webcast (Link will be updated day-of)
Agenda:
 What you can do now to prepare for Go-Live
 What happens between now and Go-Live
 What to expect at Go-Live
 Post-Implementation Resources
 Q&A