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TRANSCRIPT
Advancing Finance Services Capital Accounting Training
January 11, 2018
2
Agenda
Project introduction
Changes to capital accounting
McKesson workflow
Non-McKesson workflow
Mapping table excerpts
FAQs and resources
Advancing Finance Services– project introduction
3
UCSF Medical Center
&
Benioff Children’s
Hospital San Francisco
Benioff Children's
Hospital Oakland
Langley Porter
Psychiatric Hospital
and Clinic
UCSF Faculty
Practice
Organization
Benioff Children’s
Physicians
Children’s
Hospital
Foundation
UCSF Health
Affiliates and
Joint Ventures
Advancing Finance Services Project
Outdated unsupported systems creating organizational risk
Lacking automation for consolidated reporting
Lacking data governance strategy; redundant and disparate information
technology data, systems, and definitions developed over time and
through affiliations
Isolated pockets of staff
Past
Medical Centers
Mt. Zion
Benioff Children’s Hospitals
Faculty Practice included in UCSF Campus
Fu
ture
Integrated and upgraded financial platforms
Standardized Lean processes
User friendly and flexible reporting tools
Introduction to shared services
The evolution of UCSF Health Finance
4
Common chart of accounts and processes
Drive to automation
Common business and service line definitions
Create UCSF Health Data Governance Council
Common financial platforms
Retire Meditech & Performance Portal
Enhanced Labor productivity Report for all entities
Self service MyReports tool
Deliver consistent & improved experience for
UCSF Health managers and directors in handling
their financial management responsibilities
Implement scalable services across UCSF Health
Finance functions
Provide financial management tools for enhanced
reporting, financial transparency, and empowered
decision-making capabilities
Standardize financial processes and systems
across UCSF Health entities, consistent with our
Lean principles
Objectives End User Impact
Advancing Finance Services outcomesImproving the Structure, People, Process, & Technology of UCSF Health Finance
5
2017 2018Jun Jul Aug Sep Oct Nov Dec Jan
EPSi
New chart of accounts
BCHO PeopleSoft
MyReports financial reporting tool
UCSF Health Finance website
West Bay McKesson multi-
corp
MyReports operational
reporting tools
Variance Analysis tool
BCHO McKesson
Meditech materials
management retirement
Capital accounting
changes
Advancing Finance Services Project
Systems impacted:PeopleSoft, ADP, Meditech, HCM, Kronos, TriNet, MyReports, VAT, Performance Portal, McKesson, EPSi, EPIC
Major go-live dates
6
January 15th go-live
7
Why are we updating our methodology?
The UCSF Health Advancing Finance Services Initiative has developed a suite of
standardized reports within the MyReports platform to align content and tools
across the UCSF organization
As part of this development, accounting for capital projects [construction-in-process
(CIP) and software-in-process (SIP)] will leverage different PeopleSoft chartfields
and new project codes will be assigned
What is the current methodology?
UCSF Health has reported (from PeopleSoft general ledger):
Capital project activity
the natural Alt Account chartfield
OSHPD (California healthcare regulatory reporting) activity
the Flexfield chartfield
Capital accounting – changes
8
What is the updated methodology?
With the MyReports platform: OSHPD reporting will be based on the natural Alt Account
Capital project costs will leverage the Project ID
To facilitate this change, the following codes have been created in PeopleSoft: Alt Accounts for OSPHD reporting
Project IDs for each CIP and SIP projects
SpeedTypes for each Project ID These SpeedTypes also will be leveraged in McKesson, but appear in the Cost Center
dropdown
When does the change take place?
Effective January 15, 2018 accounting for CIP and SIP activity (including invoices
sent to A/P for processing) must use these new chartfields
McKesson and PeopleSoft have been updated with the latest codes
We will provide a crosswalk for your reference
Capital accounting – changes
9
What do I need to do differently?
McKesson users Corporation/Business unit = applicable BU (SFMED, SFLPH, etc.)
Cost center = CIP/SIP Project SpeedType
Expense account = OSHPD account
Workflow example begins on page 10
Non-McKesson users If SpeedType is available for the entry, use the CIP/SIP Project SpeedType
If SpeedType is not available: Business Unit = applicable BU (e.g., SFMED, SFLPH, etc.)
Alt Account = OSHPD account (SIP = 124xxxxx / CIP = 125xxxxx)
DeptID = 000000
Fund = 9205
Project = CIP/SIP Project number (SIP = 994xxxxxxx / CIP = 995xxxxxxx)
Flexfield = (blank)
Workflow example begins on page 17
Capital accounting
Finance Integration Budget
Corporation/Business units – reference
10
Code Description
SFMED UCSF - Medical Center
SFFPO Faculty Practice Organization
SFLPH Langley Porter Hospital
SFJVA Health Joint Ventures and Affiliates
SFBAY BayHealth LLC
SFHEA UCSF Health
Note: The business unit for the majority of CIP/SIP activity is SFMED
Finance Integration Budget
Cost Center/Flexfield to Expense/Alt Account mapping
11
PROJECT COST ACCOUNTS - OSHPD REPORTINGOld:
Cost Center (McKesson)
Flexfield (PeopleSoft) Construction
New CIP:
Expense Account (McKesson)
Alt Account (PeopleSoft)
New SIP:
Expense Account (McKesson)
Alt Account (PeopleSoft)
001015 General Construction 12501015 12401015
001016 General Requirements 12501016 12401016
001017 Sitework 12501017 12401017
001018 Concrete 12501018 12401018
001019 Masonry 12501019 12401019
001020 Metals 12501020 12401020
001021 Wood & Plastics 12501021 12401021
001022 ThermaYWaterproofing 12501022 12401022
001023 Doors & Windows 12501023 12401023
001038 Telephone/Data (except Equipment) 12501038 12401038
001039 Signage 12501039 12401039
001040 Utilities 12501040 12401040
001041 Miscellaneous Construction 12501041 12401041
001115 Artwork 12501115
001042 Other 12501042 12401042
Old:
Cost Center (McKesson)
Flexfield (PeopleSoft)
Professional Services
(Consulting)
New CIP:
Expense Account (McKesson)
Alt Account (PeopleSoft)
New SIP:
Expense Account (McKesson)
Alt Account (PeopleSoft)
001051 Architectural 12501051 12401051
001052 Structural 12501052 12401052
001053 Mechanical 12501053 12401053
001054 Electrical 12501054 12401054
001055 Construction Management 12501055 12401055
001056 Inspector of Record 12501056 12401056
001057 Fire and Life Safety 12501057 12401057
001058 Interior Design 12501058 12401058
001059 Estimating 12501059 12401059
001060 Space Planning 12501060 12401060
001061 Equipment Planning 12501061 12401061
001062 Fire and Security Alarms 12501062 12401062
…sample set of mappings
Finance Integration Budget
Account to Cost Center/SpeedType mapping
…sample set of CIP/SIP projects
12
Account to Cost Center/SpeedType MappingExpense Acct (McKesson)
Alt Account (PeopleSoft)
Project ID
(PeopleSoft)
Cost Center (McKesson)
SpeedType (PeopleSoft) Project Title
12450084 9940084 9940084XXX Entrerprise Content Management (ECM)
12450088 9940088 9940088XXX Enterprise Wired Network Refresh Priority
12520414 9950414 9950414XXX Moffitt Long 3rd Floor Radiology Renovation Project
12520416 9950416 9950416XXX Moffitt 6 West Surgical Waiting & Support Space
12520429 9950429 9950429XXX M/L 5th FL Heart Center Fluoro System Upgrades
12520431 9950431 9950431XXX M/L 4th FL OR 29 Hybrid
12520441 9950441 9950441XXX M/L 3rd Fl Rm 316 XMR Suite Replacement
12520442 9950442 9950442XXX Long 6 Upgrades (Neuro TCU) Phase 2
12520443 9950443 9950443XXX M 8 South Upgrades (Surgical TCU)
12520444 9950444 9950444XXX M/L L56 Radonc Gamma Knife Icon Upgrade
12520538 9950538 9950538XXX Allergy and Infectious Diseases Faculty Practice
12527206 9957206 9957206XXX MZCC H-209 Radiology Mammography w/ Tomosynthesis Installation CC J Bldg
12527208 9957208 9957208XXX MZ Pavilion 8th Fl Upgrades
12527209 9957209 9957209XXX MZ B-Bldg 2nd FL Pathology & ClinLab Consolidation
12527210 9957210 9957210XXX 1701 Divisadero 2nd Fl Dysplasia Clinic Renovation
12527211 9957211 9957211XXX 2320 Sutter 1st Fl Facial Plastics Clinic
12527212 9957212 9957212XXX B5 North Pain Management Relocation
12527213 9957213 9957213XXX 2380 Sutter 2nd FL OHNS Clinic (Furniture & Equipment)12530228 9953228 9953228XXX M/L Inpatient Pharmacy M039 Renovation12530240 9950240 9950240XXX ACC 7 Transplant Renovation Phase 212530241 9950241 9950241XXX ACC 6 Ophthamology Relocation
Finance Integration Budget
McKesson – current to future state
13
ExpenseAccount
Cost Center
Cu
rren
t S
tate
Fu
ture
Sta
te
Captures Project reporting
requirementse.g., 1250-1608
Starts with 001xxx and captures OSHPD
expense type –e.g., Architect
Cost CenterExpenseAccount
SpeedType based
on the CIP/SIP
Project number
Choose new value
from mapping table
(sample on pg. 21)
Leveraged from
Cost Center values
in current state
Choose new value
from mapping table
(sample on pg. 22)
Cost center is transforming to expense account
Expense account is transforming to cost center
Translation crosswalk tables will be provided
Future -- McKesson user selects:
Cost center = SpeedType unique to each CIP/SIP project
Account = OSHPD reporting category
Type Corp Cost Center Account Amount
SIP SFMED 9940084XXX 12401125 $148,539
Account to Cost Center/SpeedType Mapping
Expense Acct (McKesson)
Alt Account (PeopleSoft)
Project ID
(PeopleSoft)
Cost Center (McKesson)
SpeedType (PeopleSoft) Project Title
12450084 9940084 9940084XXX Entrerprise Content Management (ECM)
PROJECT COST ACCOUNTS - OSHPD REPORTING
Old:
Cost Center (McKesson)
Flexfield (PeopleSoft) Equipment
New CIP:
Expense Account (McKesson)
Alt Account (PeopleSoft)
New SIP:
Expense Account (McKesson)
Alt Account (PeopleSoft)
001125 Data Equipment 12501125 12401125
Finance Integration Budget
McKesson – example of current to future state
14
For SIP:
Cost center = 994xxxxxxx
Expense account = 124xxxxx
Current -- McKesson user selects:
Cost Center = OSHPD reporting category
Account = unique for each CIP/SIP project
Type Corp Cost Center Account Amount
SIP MOFF 001125 12450084 $148,539
To translate to future state (excerpts from mapping tables):
Account to Cost Center/SpeedType Mapping
Expense Acct (McKesson)
Alt Account (PeopleSoft)
Project ID
(PeopleSoft)
Cost Center (McKesson)
SpeedType (PeopleSoft) Project Title
12520414 9950414 9950414XXX Moffitt Long 3rd Floor Radiology Renovation Project
PROJECT COST ACCOUNTS - OSHPD REPORTINGOld:
Cost Center (McKesson)
Flexfield (PeopleSoft) OSHPD Category
New CIP:
Expense Account (McKesson)
Alt Account (PeopleSoft)
New SIP:
Expense Account (McKesson)
Alt Account (PeopleSoft)
001071 Architectural 12501071 12401071
Future -- McKesson user selects:
Cost center = SpeedType unique to each CIP/SIP project
Account = OSHPD reporting category
Type Corp Cost Center Account Amount
CIP SFMED 9950414XXX 12501071 $29,021
Current -- McKesson user selects:
Cost Center = OSHPD reporting category
Account = unique for each CIP/SIP project
Type Corp Cost Center Account Amount
CIP MOFF 001071 12520414 $29,021
Finance Integration Budget
McKesson – example of current to future state
15
For CIP:
Cost center = 995xxxxxxx
Expense account = 125xxxxx
To translate to future state (excerpts from mapping tables):
McKesson – Requisitioning – SIP sample
Step 3: Select Cost Center
Step 1: Select Delivery Address
Step 2:Select Corporation
Step 4: Enter Notes as Required
Step 5: Click “Apply”
Work Steps:
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9940084XXX – ENTERPRISE CONTENT MANAGEMENT
SFMED – UCSF Medical Center
3
2
Step 9:Search for Expense CodeUse Binocular icon and type in CAPITAL LETTERS
Step 7: Search for ManufacturerUse Binocular icon and type in CAPITAL LETTERS
Step 8:Enter Manufacturer Catalog Number
9
Work Steps:
McKesson – Requisitioning – SIP sample
17
12401125 – DATA EQUIPMENT
No changes to current data inputs
Reminder to select corporation because McKesson is now multi-corp
Work Steps:
McKesson – A/P – CIP sample
18
Step 1: Select corporation
Step 2:Select Cost Center
Work Steps:
McKesson – A/P – CIP sample
19
1
2
3Step 2:Select Exp Code
9950414XXX – ML 3rd FLOOR RADIOLOGY RENO
SFMED – UCSF Medical Center
1250171 – ARCHITECTURAL
SFMED-9950414XXX-1250171
Alt -AccountDeptId
Cu
rren
t S
tate
Fu
ture
Sta
te
Captures Project reporting
requirementse.g., 1250-1608
Starts with 001xxx and captures OSHPD
expense type –e.g., Architect
Fund ProjectID Flexfield
Derived via PS = 5018
Derived via PS = 111111
Because DeptID cannot start with
001 – populated via translation system
into Flexfield
DeptId Alt -Account Fund ProjectID Flexfield
Actual department DeptID
or 000000 for Balance
Sheet
Captures OSHPDrequirements and leaves 4 digits to
track expense type
Follow CampusFund 9205 –
Capital Funds Enables
MyReports logic
Follow CampusProject 9xxxx –capital projects Enables
MyReports logic Eliminates special reporting
needs
Flexfield is no longer needed Available for
Business Line, if needed
Finance Integration Budget
Non-McKesson (PeopleSoft/BearBuy) – current to future state
20
PeopleSoft SpeedType can be used instead of populating DeptID, Fund and Project fields individually
PeopleSoft entry
Unit Account Amount Fund Alt Account Alt Account Description Function FlexField Flexfield Desc Project Project Description Dept ID
SFMED 17150 $29,021 9205 12501071 Architectural 42 9950414 ML 3rd Flr Radiology Reno 000000
PeopleSoft entry
Unit Account Amount Fund Alt Account Alt Account Description Function FlexField Flexfield Desc Project Project Descr Dept ID
SFMED 17150 $29,021 9205 12520414 ML 3rd Flr Radiology Reno 001071 Architectural 000000
Account to Cost Center/SpeedType Mapping
Expense Acct (McKesson)
Alt Account (PeopleSoft)
Project ID
(PeopleSoft)
Cost Center (McKesson)
SpeedType (PeopleSoft) Project Title
12520414 9950414 9950414XXX Moffitt Long 3rd Floor Radiology Renovation Project
PROJECT COST ACCOUNTS - OSHPD REPORTINGOld:
Cost Center (McKesson)
Flexfield (PeopleSoft) OSHPD Category
New CIP:
Expense Account (McKesson)
Alt Account (PeopleSoft)
New SIP:
Expense Account (McKesson)
Alt Account (PeopleSoft)
001071 Architectural 12501071 12401071
Finance Integration Budget
Non-McKesson – example of current to future state
21
To translate to future state (excerpts from mapping tables):
…not using SpeedType
Finance Integration Budget
Non-McKesson – example of current to future state
22
Chartfield CIP SIP
Business unit As applicable As applicable
Alt account 125xxxxx 124xxxxx
DeptID 000000 000000
Fund 9205 9205
Project 995xxxx 994xxxx
Function 42 42
…not using SpeedType
When not using SpeedType, the user must populate the following PeopleSoft
chartfields:
PeopleSoft entry
Unit [a] Account Amount Fund [a] Alt Account Alt Account Description Function [a] SpeedType Project [a] Project Description [a] Dept ID [a]
SFMED 17150 $29,021 9205 12501071 Architectural 42 9950414XXX 9950414 ML 3rd Flr Radiology Reno 000000
PeopleSoft entry
Unit Account Amount Fund Alt Account Alt Account Description Function FlexField Flexfield Desc Project Project Descr Dept ID
SFMED 17150 $29,021 9205 12520414 ML 3rd Flr Radiology Reno 001071 Architectural 000000
Account to Cost Center/SpeedType Mapping
Expense Acct (McKesson)
Alt Account (PeopleSoft)
Project ID
(PeopleSoft)
Cost Center (McKesson)
SpeedType (PeopleSoft) Project Title
12520414 9950414 9950414XXX Moffitt Long 3rd Floor Radiology Renovation Project
PROJECT COST ACCOUNTS - OSHPD REPORTINGOld:
Cost Center (McKesson)
Flexfield (PeopleSoft) OSHPD Category
New CIP:
Expense Account (McKesson)
Alt Account (PeopleSoft)
New SIP:
Expense Account (McKesson)
Alt Account (PeopleSoft)
001071 Architectural 12501071 12401071
Non-McKesson – example of current to future state
23
To translate to future state (excerpts from mapping tables):
…using SpeedType
Note [a]: when SpeedType is used, these fields auto-populateSpeedType Fund DeptID Project Function BU
9950414XXX 9205 000000 9950414 42 SFMED
24
What if I have a funded project, but I don’t have a SIP set up to convert to a
994xxxx?
SFMED Capital Accounting assigns and sets up Project IDs (994xxxx/995xxxx)
and their related SpeedTypes (contact information on following page)
Where would I get a list of my new project numbers?
Refer to the mapping crosswalk provided with the training materials or retrieve it
from the AFS website
What are we converting, all expenses from the beginning of any project that is live
and not fully closed and depreciating? Some projects have been live for years, turning
components on in “phases,” and have some components that are already depreciating.
McKesson – activity entered after January 15 will reflect the new coding;
historical data will not be converted
PeopleSoft – data in historical periods will not be converted; however, SFMED
Capital Accounting will convert existing balances on the general ledger. Timing
is TBD
FAQs
25
Do we need to change any active POs that have the current capital coding on them to
the new capital coding?
Open POs and unmatched invoices in McKesson will be converted to the new
coding via a script
Will the PAA forms be revised since we no longer need to open SIP accounts?
Forms now will only be needed when moving money between existing projects
or setting up a new project with existing funding from a different project
Forms will be updated at a later date
FAQs
Finance Integration Budget
Contacts
26
SFMED – Capital Accounting & A/P [a]
Name Phone Email
Lawrence Ngai 415-502-5709 [email protected]
Jason Chao 415-353-4681 [email protected]
Todd Myers 415-353-3208 [email protected]
Peggy Johnson 415-353-3874 [email protected]
Campus – Capital Accounting [b]
Name Phone Email
Ana Lee 415-502-3004 [email protected]
AFS – Post Go Live support
Name Email
Bob Ankrum [email protected]
Available to answer any capital accounting questions you may have!
[a] Level 1 support for general questions and setting up Project IDs and SpeedTypes
CIP – Toddy Myers
SIP – Jason Chao
[b] Level 2 support for technical capital accounting questions
Did you bookmark our website?https://healthfinance.ucsf.edu
Check back often for newly added content and helpful information
27
Questions
28
Appendix
1/11/201829
Detailed translation of sample McKesson – current
to future state
Finance Integration Budget
Capital accounting… current to proposed state
30
Current
McKesson user selects:
Cost Center = Capital project sub-account
Account = unique to each CIP/SIP project
Type Corp Cost Center Account Amount
SIP MOFF 001125 12450084 $148,539
CIP MOFF 001071 12510185 $29,021
Data feed
PeopleSoft entry
Unit Account Amount Fund Alt Account Alt Account Description Function FlexField Flexfield Desc Project Project Descr Dept ID
SFMED 15000 $148,539 9205 12450084 Enterprise Content Management 001125 Data Equipment N/A 000000
SFMED 17150 $29,021 9205 12510185 Fuel Tank Fire Hzd Assess 001071 Architectural N/A 000000
McKesson entry
Interface feed transposes McKesson Cost Center to PeopleSoft Flexfield
Proposed - leverages PeopleSoft SpeedType
McKesson user selects:
Cost center = SpeedType unique to each CIP/SIP project
Account = Capital project sub-account
Type Corp Cost Center Account Amount
SIP SFMED 9940084XXX 12401125 $148,539
CIP SFMED 9950185XXX 12501071 $29,021
PeopleSoft
SpeedType Fund DeptID Project Function Flexfield BU
9940084XXX 9205 000000 9940084 42 SFMED
9950185XXX 9205 000000 9950185 42 SFMED
PeopleSoft entry
Unit Account Amount Fund Alt Account Alt Account Description Function FlexField Flexfield Desc Project Project Description Dept ID
SFMED 15000 $148,539 9205 12401125 Data Equipment 42 N/A N/A 9940084 Enterprise Content Management 000000
SFMED 17150 $29,021 9205 12501071 Architectural 42 N/A N/A 9950185 Long Hospital Diesel Fuel Tank 000000
Note: PeopleSoft SpeedTypes are built when Project is budgeted
McKesson entry
Interface no longer transposes McKesson Cost Center to PeopleSoft FlexfieldPeopleSoft chartfields populate based on SpeedType definition
Corp/BU, Account and Amount post directly from McKesson to PeopleSoft
Finance Integration Budget
Capital accounting… current to proposed state
31