department champions meeting july 15, 2013. agenda what are speedtypes? overview speedtype vs....

Department Champions MeetingJuly 15, 2013

Agenda What are SpeedTypes?

Overview SpeedType vs. SpeedChart Applications Creating a SpeedType SpeedType Search

Dept ID Updates Changes to Dept ID Review/Collection of Attributes Mapping to Depcodes

Questions on July 1 Changes

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SpeedType

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What are SpeedTypes? Overview

GL chartstring shorthand PeopleSoft delivered functionality Not purchasing authority Medical Center and Campus will share SpeedTypes

New COA Implementation SpeedCharts will be discontinued and will not be converted SpeedType available as a GL chartstring shorthand

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SpeedType vs. SpeedChartCapability/Feature SpeedType SpeedChartPurchasing Authority

No Yes (Surrogate PO)

Creation & Maintenance

Departments Requested by departments; set up by Accounts Payable

Character Length 6-10 alphanumeric 5-10Validation Yes YesAutomatic Deactivation

Yes (nightly process deactivates

SpeedTypes that do not pass combo edit)

No

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SpeedChart Transition to SpeedTypes A project team with representation from Accounts

Payable, Campus Procurement and Contracting (CPC) has formed to ensure a seamless transition

The team includes sub-teams for Communication and Department Outreach: The Communication team will explain all of these changes

to the campus in the coming months The Department Outreach team will be meeting with some

larger departments to explain the transition and provide alternative procurement solutions

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Central Applications Supporting SpeedType

PeopleSoft Modules BearBuy My Expense Connexxus (UC Travel Portal) MyReports

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Applications Not Supported by SpeedType

PPS No change from today until UC Path implementation

(2015) Magical PAF Machine (MPM) may be added in at later

phase

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Departmental Applications

Department systems can access the SpeedType table through the ODS* to support SpeedType usage for recharges and other applications

*ODS – Operational Data Store

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Roles & Accessability

New SpeedType Setup role Populated to Financial Administrators at implementation Included as part of Chartfield Setup, Chartfield Requester,

and Chartfield Approver roles May be assigned to other users after implementation via

PeopleSoft user request form Workflow is not included with SpeedType setup

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Creating a SpeedType

Created by departmental user via the PeopleSoft SpeedType Definition page

SpeedType key must be at least 6 alphanumeric characters long (max of 10 characters) Naming convention is recommended

Effective date defaults to current date Interested parties identified in the set-up will be notified if the

system changes the SpeedType status to inactive if the chartstring is no longer valid

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Creating a SpeedType

SpeedType setup requires a valid chartstring to accommodate non PeopleSoft systems – (e.g. BearBuy, MyExpense)

GL Unit is based upon user profile of creator When the SpeedType is saved, the chartfield combination will

be validated If invalid, the SpeedType cannot be saved If valid, the SpeedType will be available for use in BearBuy and GL

within minutes upon save

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Creating a SpeedType

Chartstring

Notifications

Security

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SpeedType Search

A search page will be available for all users via My Access to search for SpeedTypes by: SpeedType value Department

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Dept ID Updates

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Dept ID Update

Changes to Dept ID Planning Level Review/Collection of Attributes Mapping to Depcodes

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COA TimelineJuly Aug Sept Oct Nov Dec Jan

Dept IDUpdates

#2

7/15-31

Conversion Validation Reports

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Fund/DPA Balance Allocation Corrections - Post Year end close

Dept IDUpdates

#411/4 – 22

Cut-Over12/22 – 1/6

1/6/2014Target

Go Live

New Process for Chartfield Combinations

(11/1 – 1/6/2014)

July12 to

May 13

Down time for On-line Mapping Tool monthly transaction refresh

Mocks/

Conversion

Validation

Reports

Mapping

(On-Line

Tool)

Dept ID

Updates

(Template)

Other

Data Mapping 3 Data Mapping 4

Dept ID Updates

#3

9/9 – 20

May July

YEAug Sept Oct

M M M M M

M Indicates a Mock conversion

FY13 YE

July

July 2012 to Sept 13

Dept ID Template Overview & Structure

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Topic Action1. Changes to Dept ID Tree

• Modify• Delete• Add/Insert

Review/Validate

2. Dept TypeMandatory attribute for SOM

Review/Validate

3. Planning Level Review/Validate 4. Mapping Non-Planning to Planning Dept Review/Validate5. Mapping to DepCode (Old to New)

• Changes to Dept ID• No change to Dept ID• New Depcode not yet mapped

Review/ValidateOptionalMandatory

Dept ID Template Overview “Structure and Attributes” tab

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Dept IDs, attributes and tree structure

Dept ID Template Overview “DepCode mapping” tab

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Current DepCode structure and mappings to Dept ID

1. Changes to Dept ID

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Review and update Dept ID structure to incorporate changes since spring Updates due to better understanding of COA structure Eliminate redundancies with other chartfields

Function (Instruction, Research) Project Fund Account (Travel, Reserve, Depreciation)

Are filler levels necessary? (parent Dept IDs with only one child)

Edit directly in the cell to change a name

Use cut and paste to move a department to another level (check that posting level remains accurate)

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1. Changes to Dept ID – Modify

Type “Yes” (or use the dropdown menu to select “Yes”) to indicate that the Dept ID should be deleted

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1. Changes to Dept ID – Delete

1. Select row where a new Dept ID is desired

2. Use the shortcut menu and select Insert

3. Add new Dept ID and assign attributes (ID values will be assigned later)

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1. Changes to Dept ID – Add/Insert

2. Dept Type

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Dept TypeBasic Science

Clinical

Dean’s Office

Interdisciplinary Program

Organized Research Unit

Used to classify type of department for reporting Mandatory for SOM Optional for other control points

Make a selection by

using the dropdown

menu

3. Planning Level

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In your initial Dept ID Sketch Template mapping you indicated which levels you wanted to plan This information has been pre-populated in the template

Most of you indicated posting level Note there are certain restrictions to planning level use

Cannot plan at both a parent and its child For each row, review and validate the entry in column labeled

“Planning Level” If it is correct, do not change it If it is not correct, overwrite the incorrect information

Communicate with your manager to ensure choices are correct Your confirmation will inform Hyperion build

3. Changing Your Desired Planning Level Make any changes using the drop down menu in the

appropriate row.

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3. Dept ID: Planning Level = Choice

Level 5

Level 4

Level 3

Level 2

Level 1 EVCP

Student Academic

Affairs

Office of the Registrar

Student Financial Aid

SFA Operations

SFA Workstudy

On Campus Off Campus

Educational Partnerships

Educational Partnerships Immediate

Office

Center for Educational Partnerships

Posting Department

Parent/Roll-up Dept

Key:

Planning Level

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Level 5

Level 4

Level 3

Level 2

Level 1 EVCP

Student Academic

Affairs

Office of the Registrar

Student Financial Aid

SFA Operations

SFA Workstudy

On Campus Off Campus

Educational Partnerships

Educational Partnerships Immediate

Office

Center for Educational Partnerships

3. Dept ID: Planning at Parent and child levels within a branch is not feasible

Posting Department

Parent/Roll-up Dept

Key:

Budget Level

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4. Mapping Non-Planning to Planning Dept All home departments must be mapped to a Planning

Dept ID To ensure that all employees are captured, all non-planning

Dept IDs must be mapped to a Planning Dept ID Employees in the same Home Dept ID cannot be

mapped to different Planning Dept IDs Children or grandchildren of a Planning Dept ID will

roll up to the Planning Dept ID

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Strategies for parents and grandparents of Planning Dept IDs:1. Map to an “Admin” or “General” Planning Dept ID when

possible2. Map to Planning Dept IDs where the highest percentage

of FTE are funded 3. Simply map to the next Planning Dept ID number in your

tree Mapping all non-planning Dept IDs will ensure that

no employees are missed when Hyperion is launched.

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4. Mapping Non-Planning to Planning Dept

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Select Planning Dept from List

4. Mapping Non-Planning to Planning Dept

Every DepCode has two Dept ID mappings:1. Financial default (posting level Dept IDs only)2. Structural default

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New Depcodes must be mapped to a posting level Dept ID

Missing posting level mappings are highlighted in yellow

If a structural mapping is not made, the posting level mapping will be used in its place

5. Mapping to Depcode

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Structural mapping to Dept ID

Current DepCode structure with Home Department indicator

Use the dropdown menu to select the Dept ID for mapping

5. Mapping to Depcode

Human Resources Home Department defines an organizational structure and determines

“ownership” of an employee. Home Department is used by the following systems:

WebLinks – option for organizing all Employee Data Reports Web Merit – to manage merit increases HR Service Request – to manage requests and route to approvers Learning Management System – for reporting and to determine

audiences Magical PAF Machine (MPM) – for look-up and reporting

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5. Mapping to Depcode – Home Department

Payroll Same as Human Resources - Home Department defines an

organizational structure and determines “ownership” of an employee. Home Department is used by the following systems:

HBS Timekeeping System – to identify management groups, which are assigned to Service Centers and serve as a basis for organizing employees into timesheet groups

WebLinks – option for Distribution of Payroll Expense and Salaries & Benefits reports

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5. Mapping to Depcode – Home Department

Budget Home Department determines “ownership” of an employee Home Department is used by the following systems:

Hyperion – to determine ownership of employees in the Employee Planning cube

ICR Benchmarking – to aggregate/report dollars in the annual Faculty/PI Count Reports

Academic Affairs Home Department is used by the following systems:

Advance – to assign Administrator and APA Analyst Role

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5. Mapping to Depcode – Home Department

Dept ID Template – What Can Be Donevia the “Structure and Attributes” tab

Insert new Dept IDs Mark for deletion existing Dept IDs Change the level in the tree Modify attributes

Name Site Dept Type (mandatory attribute for School of Medicine) Planning Level (for Hyperion)

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Dept ID Template – What Can Be Donevia the “Depcode Mapping” tab

Map new DepCodes to a posting level Dept IDs for default financial posting purposes (mandatory)

Change earlier default mappings Financial posting default Structural default (for Home depts)

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Dept ID Template – What Can’t Be Done

Change the home department of an employee Create new Depcodes Modify existing Depcodes

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Template Limitations Dept ID template is a spreadsheet, not a database

application Tool for collecting most of the information regarding

department structures Use the Notes columns to communicate nuances that

the template does not appear to address Please contact the COA Team with questions at

ChartofAccounts@ucsf.edu

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Dept ID Template – Notes

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File Location, Procedures and Access Location

Same shared directory as earlier mapping templates Folder named “Dept ID round 2” below each control point

Directory Structure 01-Initial (read-only, original copy for backup and

reference) 02-Working Copy (where Champions and delegates make changes) 03-Final (completed templates only)

Access If members of your department will be working on the template, their

access needs to be updated Please email requests for access to ChartofAccounts@ucsf.edu

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Domain name required

for Macs

File Location, Procedures and Access

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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

Dept ID Updates – Due Date SOM

Due to SOM Control Point for Review: 7/23/2013 Due to COA Team: 7/31/2013

All Other Control Points Due to Control Point for Review: TBD

Check with your Control Point for any internal dates Due to COA Team 7/31/2013

Submissions after the due date will not be reflected in the online tool until October

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Questions on July 1 Changes

July 1 Changes

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Upcoming Meetings

Champion Meeting July 29th

2-5pm at Parnassus C701 Topics

On-Line Mapping Tool training Hyperion “Look and Feel” Preview

“July 1 Changes” Webinar August 2nd

Second webinar to address July 1st/FY14 changes Sign up through UC Learning Center

Registration link available on July 22nd

Hyperion “Look and Feel” Previews August 13th, 2pm, Byers Hall 212 (QB3) – Mission Bay August 20th, 2pm, Nursing 517 - Parnassus

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Questions?

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