fas managers town hall - fas.ucsf.edufas.ucsf.edu/sites/...town-hall_finance3-update.pdf · fas...
TRANSCRIPT
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
3
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
Post Implementation Support
Deployment
Post Implementation Support
Change
Management
Department Readiness
7/1 Training
Communication
Post Implementation Support
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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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 Knowledge Desire Ability Reinforcement
Awareness Knowledge Desire Ability Reinforcement
Awareness Knowledge Desire Ability Reinforcement
Awareness Knowledge Desire Ability Reinforcement
Awareness Knowledge Desire Ability Reinforcement
Awareness Knowledge Desire Ability Reinforcement
Awareness Knowledge Desire Ability Reinforcement
Awareness Knowledge Desire Ability Reinforcement
Awareness Knowledge Desire Ability Reinforcement
Awareness Knowledge Desire Ability Reinforcement
Awareness Knowledge Desire Ability Reinforcement
Awareness Knowledge Desire Ability Reinforcement
Awareness Knowledge Desire Ability Reinforcement
Awareness Knowledge Desire Ability Reinforcement
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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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”
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
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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!
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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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