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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Outdated unsupported systems creating organizational risk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


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:



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:


Flexfield (PeopleSoft)

Professional Services

(Consulting)

New CIP:



New SIP:



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


Account to Cost Center/SpeedType mapping

…sample set of CIP/SIP projects

12

Account to Cost Center/SpeedType MappingExpense Acct (McKesson)


Project ID

(PeopleSoft)


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


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)


Project ID

(PeopleSoft)



12450084 9940084 9940084XXX Entrerprise Content Management (ECM)

PROJECT COST ACCOUNTS - OSHPD REPORTING

Old:


Flexfield (PeopleSoft) Equipment

New CIP:



New SIP:



001125 Data Equipment 12501125 12401125


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


SIP MOFF 001125 12450084 $148,539

To translate to future state (excerpts from mapping tables):




Project ID

(PeopleSoft)






Flexfield (PeopleSoft) OSHPD Category

New CIP:



New SIP:



001071 Architectural 12501071 12401071

Future -- McKesson user selects:


Account = OSHPD reporting category


CIP SFMED 9950414XXX 12501071 $29,021

Current -- McKesson user selects:

Cost Center = OSHPD reporting category

Account = unique for each CIP/SIP project


CIP MOFF 001071 12520414 $29,021


McKesson – example of current to future state

15

For CIP:

Cost center = 995xxxxxxx

Expense account = 125xxxxx


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:

16

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


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




Project ID

(PeopleSoft)







New CIP:



New SIP:



001071 Architectural 12501071 12401071


Non-McKesson – example of current to future state

21


…not using SpeedType



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


SFMED 17150 $29,021 9205 12520414 ML 3rd Flr Radiology Reno 001071 Architectural 000000




Project ID

(PeopleSoft)







New CIP:



New SIP:



001071 Architectural 12501071 12401071


23


…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


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


Capital accounting… current to proposed state

30

Current

McKesson user selects:

Cost Center = Capital project sub-account

Account = unique to each CIP/SIP project


SIP MOFF 001125 12450084 $148,539

CIP MOFF 001071 12510185 $29,021

Data feed

PeopleSoft entry


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:


Account = Capital project sub-account


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


Capital accounting… current to proposed state

31

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