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TRANSCRIPT
BCHO Chart of Accounts Conversion & EPSi Training
Presented by:
BCHO Financial Planning, Advancing Finance Services Team, EHS3 Consultants
July 17 & 18
Navigating Change
Changes coming by December 2017:
▪New Chart of Accounts
▪New Reports from Financial Planning:
• Biweekly Productivity Reports – replaces what Ninhpreviously emailed to you
• Monthly Responsibility Reports – replaces what previously came out on the K:\ drive. Example data only today, real data for July GL
▪ADP Payroll conversion
▪Peoplesoft General Ledger
▪My Reports
Today’s Agenda & Goals
▪Chart of Accounts Conversion – 30 mins
• Impact on your department numbers
• Changes to sub account numbers
▪EPSi System Training – Up to 90 mins
• Budget Mgr View FY18 Budget – Old Chart
• Final FY2018 Budget report – New COA
• Biweekly productivity Report – pay period #1
• Monthly Departmental Responsibility Report
▪Email budget content questions to Finance
Financial Planning Contacts
▪Productivity Reports
• Ninh Tran 428-3641, [email protected]
▪Monthly Responsibility Reports
• Thomas Berger 428-3612, [email protected]
▪Budget
• John Zenner 428-3159, [email protected]
• Bill Bay 428-6791, [email protected]
Advancing Finance ServicesChart of Accounts Overviewfor Cost Center Managers
[Health COA-102]
July 2017
7
Welcome to the Chart of Accounts Overview
(Health COA-102) course
✓ Developed for cost center managers to provide
information needed to transition to the new chart of
accounts at UCSF Health
Remember that course materials can be reviewed online as
many times as you’d like at your own pace.
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Health COA-102Topics Page
Introduction 4
UCSF Chart of Accounts▪ Chart of accounts overview
▪ Mapping cross-walk
▪ Setting up new chartfields
7
Procurement and accounts payable 13
Data flow overview 15
Available resources and tools▪ Quick references and job aids
▪ Contacts
19
Next steps 23
Training curriculum offered
Chart of Accounts overview (Health COA-102) July
EPSi reporting July
McKesson Requisitioning September
MyReports Tool November
Further COA Training November
July 1 go-live
October 1 go-live
December 1 go-live
Introduction
9
As UCSF Health has transformed into the current organization,
so must administration and finance in order to support the new
multi-entity system.
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
Why are we doing this?
Advancing Finance Services project will establish a
finance organization providing business partnerships,
insights, in-depth analysis, and financial controls in
support of UCSF Health
1
0
1
1
Advancing Finance Services outcomes
Chart of Accounts is the common languagebetween entities, systems, and tools
▪ Common chart of accounts and processes
▪ McKesson approval flow
▪ Common business and service line definitions
▪ UCSF Health Data Governance Council
▪ PeopleSoft, McKesson, EPSi, Kaufman Hall common systems
▪ Meditech system retirement
▪ 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
Cost center manager changes are underway
UCSF Chart of Accounts
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13
UCSF Chart of Accounts
What is the Chart of Accounts?
▪ In this section, the UCSF COA is reviewed, providing a visual
representation of how chartfields can be combined into chartstrings
that are used to build, bind and define our financial structure
Why do we need the Chart of Accounts?
▪ The UCSF COA enables users of EPSI and MyReports to identify
transactions and related activities for dynamic reporting, and enables
budgeting and planning through EPSi
Chart of Accounts is the common language between entities, systems, and tools
14
UCSF ChartfieldsThe Chart of Accounts represents the building blocks of the general ledger
Chartfield
Chartstring
Chartfields primarily used
by cost center managers
▪ “Chartfields” work together in a “Chartstring” to
facilitate accounting, reporting and budgeting
▪ The Chartstring is comprised of a sequence of
Chartfields used in combination to bring meaning
to operational and financial data
Meditech chartfields are changing to PeopleSoft
Primarily used chartfields
15
Business
Unit▪ Describes which organization the transaction belongs to
Benioff Children’s Hospital
Oakland (SFCHO) is primary
Business Unit used by cost center
managers
Alternate
Account▪ Identifies the accounting nature or classification (type) of the transaction
DeptID
▪ Describes the department or unit responsible for the transaction
▪ Represents distinctively identifiable department, division, or unit of an organization whose
managers are responsible for all its associated costs and ensuring adherence to its budgets
▪ DeptID used to be called “cost center”
Why are we changing nomenclature, when health care uses “cost centers”?
Because UCSF Health is an academic medical center associated with one of the national premier research universities, we strive to be one entity and use one COA
16
Mapping cross-walk
Meditech Chartstring
(BCHO)
Alt-Account and DeptID
(UCSF Health)
Mapping cross-walk tool at
https://its-ba.ucsf.edu/bchomapping/
Navigation tool between Meditech and PeopleSoft
Meditech PeopleSoft
Corp/CC combo Description Dept ID Description
107011 TRAUMA SALS MGMT/SUP 701150 TRAUMA
107060 PSYCHIATRIC EMER SVC SAL 706050 PSYCHIATRIC EMER SVCS
107070 NEONATAL FOLLOWUP SALSMGMT/SUP 707059 NEONATAL FOLLOW UP
107071 ADOLESCENT MEDICINE SALSTECH/S 707190 TEEN CLINIC
DeptID
Signing into MyAccess
Username options Example
Username SmithJ
UCSF email address [email protected]
UCSF Health domain username ucsfmc\smithj
▪ Go to MyAccess at http://myaccess.ucsf.edu
▪ Enter your username and password combination
in the Username and Password fields:
▪ Click Login
▪ Click the button and select
favorite applications, such as PeopleSoft or
MyReports
17
Mapping Access tool will be available under
MyAccess July 24, 2017
EPSi and MyReports will be available on Dec 1.
Setting up new chartfields
18
Chartfield Set up process
Business Unit
▪ Coordinated centrally
▪ Contact your Controller’s Office
▪ Jenny Pulliam (West Bay)
▪ Judy Liske (East Bay)
▪ Ana Lee (capital projects)
Alt-Account
Fund
DeptID
Project
Activity Period
Function
Flexfield ▪ Not used for UCSF Health entities
Links to updated request forms are under development
Procurement and accounts payable
19
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Procurement process is changing
What will change for you?
✓ Electronic requisitioning supply orders
✓ Visibility to inventory items and stock levels when ordering
✓ Non-stock item due date lookup
✓ New reporting options
✓ Supply item shelf labels to reflect new item master
Why McKesson?
McKesson provides supply chain solution for UCSF-wide view of Health spending,
including purchase order automation and mature accounts payable system
Transition outcomes
✓ Same high quality of materials received
✓ Leverage purchasing power with all UCSF Health entities
✓ Make materials ordering process easier, such as using hand-held bar code scanners
Webinar training available in September
Data flow overview
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Data flow overview
It is important to understand how the flow of financial data has changed to support the
Chart of Accounts (COA), MyReports, and EPSi for UCSF Health. Understanding the
flow will help you to understand at what point you are interacting with the data, where it
came from and where it may go downstream.
PeopleSoft is the financial book of record. The new COA is defined and maintained
in PeopleSoft. This information is interfaced real time to other systems that interact and
feed financial information back to PeopleSoft.
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Key UCSF Health data flows
BCHO
ADP /
Kronos
UCSF
Payroll
FA
DW
Fin
anci
al a
nd
Ad
min
istr
ativ
e D
ata
War
eho
use
HBSEmployee Time
and Expense
McKessonPO/AP
Source of Actualsdata is in
PeopleSoft
Asset
Mgmt
ODSOperational
Data Store
nVisionIntra-day
reporting
PeopleSoft
GL
Chart of Accounts,
SpeedTypes and
Combo Edits are
defined and maintained
in PeopleSoft
EPSi
Agency
FilesMyExpense
MyReportsUpdated nightly
▪ Income Statement Report
▪ Balance Sheet Report
▪ Income Statement Variance
▪ Key Operating Trends
▪ Alt Account Detail Report
▪ Business Line Report
▪ Health Financial Highlights
▪ Labor Productivity
▪ Monthly Variance
▪ McKesson AP Detail
Summary data flows for discussion only; details vary
Om
niv
iew
24
MyReportsNew reporting tool to support your financial and operational reporting needs
MyReports
▪ Easy access to accurate, consistent and relevant financial information
▪ Establishes commonly used standard definitions for reporting elements
▪ Enables security through roles
Features
▪ Updated nightly
▪ Can be filtered by all chartfields
▪ Sorting options tailored to each report
▪ Drill-through capability to the transaction level
▪ Expand/collapse functions available for select reports
▪ Fixed and flex budget information available for select reports
Further training sessions will be provided
Chart of Accounts resources and tools
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Quick references and job aids
Job aids are under development and will be
available on the UCSF Health Finance website
Contacts – project team
Melanie Long
Program Management Director
o: 415-514-6019 | m: 510-457-6880
Lori Cripps
MyReports
415-502-8911
Jeff Lessard
Sr. Projects Manager
415-502-8206
Bob Ankrum
Chart of Accounts / McKesson - AP
o: 510-428-3124 | m: 415-755-7335
Nancy Sorensen
Business Analyst
510-429-3885 x 4570
Judy Liske
Associate Controller
520-428-3885 x 2697
[email protected] Elam
PeopleSoft Implementation Manager
o: 415-514-7820 | m: 415-595-9513
Todd Medrano
Communications / Change Mgmt
m: 323-872-7929
Kristen Greenlee
Program Coordinator
o: 415-353-2039 | m: 916-397-5504
Cecilia Minalga
o: 415-353-4749 | m: 510-693-4259
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Project email address:
Celyn Pappas
Processes and Training
o: 415-353-4750 | m: 905-234-8747
Shirley Kwok
Roles and Responsibilities
m: 714-319-6350
Kelly Huffman
Roles and Responsibilities
m: 949-573-5886
Robin Figueroa
Program Manager
m: 510-882-6844
Andrea Rodgers
Processes and Training
m: 916-834-3175
Steve Brooks
McKesson - Procurement
m: 916-960-7419
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Contacts – post October 1st go-live
Business Unit contacts
Benioff Children’s Hospital Oakland
▪ Judy Liske
510-428-3611
Benioff Children’s Physicians
▪ Lual Lualhati
415-353-4984
UCSF Medical Center
▪ Jenny Pulliam
415-353-3834
UCSF Faculty Practice
▪ Nadine Forsman
415-353-8021
Functional area contacts
PeopleSoft questions
▪ IT Help Desk
Submit a ServiceNow Ticket
415-514-4100
MyReports
▪ Controller’s Office Solution
Center
Submit a ServiceNow Ticket
415-476-2126
McKesson
▪ Doug Lesser
415-353-4630
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Next steps
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We need your help …
✓ Review, improve, document, and validate current
and future processes and procedures … what
works for you and what doesn’t
✓ Participate in training or train-the-trainer sessions
▪ Are there additional trainings needed
We want to hear your ideas, suggestions, and questions
… please reach out to the project team
