fas managers town hall...fas managers town hall finance3 overview ... uplan (hyperion planning)...

FAS Managers Town Hall Finance3 Overview

October 7th

Parnassus N-225

Agenda

Finance3 projects overview

Expectations on impact

Change Management 101

Training and resources available to you

Role of FAS Financial Service Center

Your role as a manager

Q&A

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Overview of Finance3 projects

There are three Finance3 projects

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Name Description

1. New Chart of Accounts A comprehensive redesign of UCSF’s organizing framework for the coding of all university financial transactions to reflect changes in business needs and structure over the last 25 years

2. MyReports Improved financial and operational reporting campus-wide to support decision making

3. UPlan (Hyperion Planning) Web-based budgeting and planning tool with Excel-style interface

All three Finance3 initiatives are scheduled to go live in January 2014

Go-Live

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Jun

2013 2014May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May

Post Implementation Support

Wave 3: Expanded Data Warehouse, Additional

Reports & Dashboards

Chart of

Accounts

Data Mapping #2

Final

ConversionDept ID

Update

Dept ID

Update

Mapping #4

Dept ID

Update

Data Mapping #3


Deployment


Change

Management

Department Readiness

7/1 Training

Communication


Training

MyReports

Wave 1: PIP Roll-Out

UPlan

(Hyperion)

Build

Test

Wave 2: PI Portfolio Rewrite for New COA

Wave 2: Financial/Operational Standard Reports and Data

Why do we need a new chart of accounts?

Improving UCSF’s organizing framework for the coding of all university financial transactions provides:

Improved ease of access to accurate, consistent, and relevant financial information

Elimination of “can’t get the whole picture” issues caused by DPA and Fund ownership problems

The basis for timely, straightforward, and consistent financial and managerial reporting

Support for the Chancellor’s Strategic Plan to create a financially sustainable enterprise-wide business model

8 Chancellor’s Strategic Plan more info: http://www.ucsf.edu/about/ucsfs-2014-2015-plan

The three projects are mutually beneficial

The improved chart of accounts provides the robust structural foundation for an improved reporting solution: MyReports

Improved financial structure and reporting facilitate the development of a more transparent and effective method for resource allocation and planning (budgeting): UPlan (Hyperion Planning)

Consolidated budget process becomes more streamlined

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The projects will result in many changes

Where Fund/DPA is currently used in a system, it will be replaced with Fund/DeptID/Project/Function

Departmental planning (budgeting) activities will be done in UPlan (Hyperion), and related departmental business processes may change Hyperion will replace commitment tracking and employee planning

functions currently in other systems

Reports that are currently pulled out of WebLinks will be pulled out of MyReports WebLinks will remain for archival purposes only

The amount of changes seen in a system may vary by role

PeopleSoft will continue to be the financial system of record

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Many systems and roles are affected, including:

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Finance3 has a broad impact at UCSF

Experiencing change: the ADKAR Model

Everyone goes through the same stages when dealing with change

Duration of each stage differs for everyone

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Awareness Knowledge Desire Ability Reinforcement

I know why the change is happening

I know what the change looks like and how it affects me

I want to participate in transitioning to the improved “new world”

I have the ability to implement the change on a day-to-day basis

I want to keep the changes in place and not go back to the “old world”

Time

Awareness

Individuals and groups progress at their own pace

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Awareness

Awareness Knowledge Desire

Awareness Desire

Awareness Desire

Awareness Knowledge Desire Ability

Ch

amp

ion

s D

ep

t M

anag

ers

O

the

rs

Awareness Desire

2012 2013 2014

Knowledge Desire Ability

Knowledge

We are all change partners

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Role Description

Communicator Communicate with others about the change

Advocate Demonstrate support for the change

Coach Be a resource for others throughout the change process

Liaison Engage with and support the project teams

Resistance Manager Know how to look for and address resistance to the change

Managing the complexity of change Tools are provided to help you:

Progress through the change yourself

Guide others to the right resources for their stage

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I know why the change is happening

I know what the change looks like and how it affects me

I want to participate in transitioning to the improved “new world”

I have the ability to implement the change on a day-to-day basis

I want to keep the changes in place and not go back to the “old world”

Training

Post-Implementation Support

Finance3 Website

All-campus Communications

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Access all Finance3 training through Finance3 Training site

Create your own recommended training plan using SelfSelect

Browse training offerings by project

Chart Of Accounts MyReports UPlan (Hyperion)

• e-learning available soon

• Classroom training begins in November

• Training begins in December

• Training begins in December

Training for all Finance3 initiatives will be offered

COA Curriculum – Foundation Courses

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Foundation Courses:

COA-100 “New Chart of Accounts Overview” (e.g. BearBuy Requester, My Expense)

COA-101a,b,c “Understand the New Chart of Accounts”

Course ID Course Title Course Description Est. Time

F3-000 Finance3 Project Overview Overview of Finance3 and its benefits, 15 minutes or

less

COA-100 New Chart of Accounts

Overview

Designed for those that need a quick study in understanding the New Chart of Accounts, COA Conversion Mapping Lookup Tool and SpeedTypes

30 minutes or less

COA-101a Understand the New

Chart of Accounts-Part one

In-depth detailed review of each chartfield in the "New Chart of Accounts" and explores how the chart of accounts data moves between key systems.

45 minutes or less

COA-101b Understand the New

Chart of Accounts-Part two

Describes chartfields that carry forward, how Net Position is calculated and how combo edits are used in PeopleSoft to validate chartstring combinations.

20 minutes or less

COA-101c Understand the New

Chart of Accounts-Part three

How to use the "COA Conversion Mapping Lookup Tool" to translate old chartfields to new chartfields and vice versa. The transition from SpeedChart to SpeedTypes at UCSF.

20 minutes or less

COA Jeopardy COA Jeopardy

Fun game that challenges your "Chart of Accounts" knowledge. 20 minutes or

less

Training Website

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Using the Self-Select Tool 1. Choose:

on Training site 2. Check if you are

involved in planning

3. Select systems you use and roles you have within them

4. Click:

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Viewing “My Training Plan”

View options Course list and descriptions Links to training Print and Share options

Learn.

Play.

Win!

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!

Everyone wins when we’re prepared for the new Chart of Accounts!

Success through collaboration

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Finance3 Teams

FAS Finance Service Center

Client Departments

Chart of Accounts impact on end user by system

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• Advance • Campus Locator system • HBS Timekeeping- timesheet submitters

• Effort Reporting System • HR SRS • MPM • Pcard • PI Portfolio • PPS

• RAS (EMF users) • AP PeopleSoft • eProposal/iMedris • HBS Timekeeping -

timekeepers/supervisors • PeopleSoft Financial • BearBuy • MyExpense

• PeopleSoft Financial • BearBuy • MyExpense • Connexxus • MyCores

• AutoAccess • Individual Identity System • RAS (non-EMF) • ImageNow

Each FAS department has a different mix of system users

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Finance3 COA FAS Department Profiles Fiscal Year 2013 - 2014

Department Total Dept IDs # Bear Buy Users

# UPLan (Hyperion) Planners FTEs

% FTE - MyExpense % FTE - BearBuy

CORE ADMINISTRATIVE SUPPORT AUDIT SERVICES 4 4 2 11 100% 36%

BRM & RISK 5 7 2 39 100% 18%

CONTROLLER 7 7 2 130 100% 5%

CP&C 15 34 2 77 100% 44%

HR 28 8 3 170 100% 5%

INTERM STAFFING 4 4 3 5 100% 80%

HR RES & FELLOWS 1 4 3 2 100% 200%

ITS 29 52 6 197 100% 26%

FSC-654 & FSC-MCB 2 40 3 58 100% 69%

CAMPUS OPERATIONS CAPITAL PROGRAMS 4 7 4 36 100% 19%

CAMPUS PLANNING 1 3 2 12.3 100% 24%

REAL ESTATE SVCS 3 4 2 10 100% 40%

FACILITIES -- FS & CLSFS 30 128 4 285 100% 45%

POLICE 20 4 2 112 100% 4%

ADMINISTRATIVE STRATEGY OFFICE OF SVC 1 4 3 5 100% 80%

PMO 1 3 4 18 100% 17%

OSM 1 1 100% 0%

FM UTILITIES FM/CLS UTILITIES 9 100% NA

AUXILIARY ENTERPRISES CLS 130 119 12 406 100% 29%

Grand Total Grand Total 295 432 59 1574.3 100% 27%

Role of the FAS Financial Service Center

Business Partners and Department Champions support the change: Have been mapping current “Fund/DPA” to chartstrings in the

new chart of accounts

Help to identify who needs to get trained Direct people to Training Website, SelfSelect tool

Help our clients understand the nature of the changes and what it means to the department Business process changes

Roles and job duties

Reporting

Help direct others to resources for the changes Finance3 Website, Hyperion Control Point Coordinators

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Your Role as a Manager Ensure you understand the nature of the changes coming and

the impact they will have on your staff Who currently uses systems that will be affected?

Who currently uses Fund/DPA?

Who currently is involved with budgeting?

Direct your staff to the SelfSelect Tool on the Training Website Review and confirm their training plan

Plan to provide time away from job responsibilities for staff to work on e-learning modules Ideally a quiet space at an optimal time of day

Set expectations with your staff Communicate to them that you know that this will be challenging

Set expectations that you don’t expect things to be perfect right away

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Training and Transition Time

Time will be needed for training during the fall Amount varies depending on role of employee

Expect a 3-6 month transition period beginning in January

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There will be a learning curve

Some processes may take more time initially

There may be errors

Potential increase in transaction volume as people and expenses are moved to different chartstrings – e.g. cost transfers, and PETs

Stressful time for some staff

Summary: What Changes in January 2014?

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

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Resources

Finance3 Website http://controller.ucsf.edu/finance3/about.asp

Finance3 Introduction Deck is available for you to use: https://ucsf.box.com/shared/static/xsy35x9zm2h4tngw5d9h.pptx

Training Website http://controller.ucsf.edu/finance3/training/

Department Champions http://controller.ucsf.edu/finance3/files/DepartmentChampionsList.p

df?211

Hyperion Control Point Coordinators

Finance3 Chatter Group

Available through MyAccess

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http://controller.ucsf.edu/finance3/about.asp

http://controller.ucsf.edu/finance3/about.asp

https://ucsf.box.com/shared/static/xsy35x9zm2h4tngw5d9h.pptx

http://controller.ucsf.edu/finance3/training/

http://controller.ucsf.edu/finance3/training/

http://controller.ucsf.edu/finance3/files/DepartmentChampionsList.pdf?211

http://controller.ucsf.edu/finance3/files/DepartmentChampionsList.pdf?211

FAS Resources

Peter Campos

Wing Wong

Mike Wang

Ron Norris

Melanie Long

Michelle Fanner

Julie O’Neal

Alice Finney

Judy Fuller

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Tom Richardson

Steve Stugard

Bernard Jones

Paula McQuillan

Shireen Huda

Darlene Yee

David Schachman

Leonard Moon

Kemi Siobal

Questions?

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