pi portfolio project update academic senate committee on research june 18, 2012
TRANSCRIPT
PI Portfolio Project UpdateAcademic Senate
Committee on Research
June 18, 2012
Agenda
Introduction
System Overview
Project Status
Planned Enhancements
Timeline
Roll-out Approach
Training Approach
2
PI Portfolio System Overview What will the PI Portfolio system provide?
It provides a snapshot at a summary level of the PI’s Portfolio It provides BSR reports, detail transaction reports, and a forecasting
tool
What is the value? Increases automation and accuracy of data, provides projections
capability, and standardizes reports Eliminates or reduces the need for departmental systems/tools for
generating BSRs Provides timely and readily accessible reports for PIs, Analysts,
Department Managers, Chairs, etc.
3
Diagram of the PI Portfolio system
Reports
Library
(Cognos)
Cognos
Portal Data
Warehouse
Projections
Worksheets
(TM1)
PI
Analyst
Run Reports
Run Reports
Create PROJECTIONS
Actuals
Actuals
PROJECTIONS
PROJECTIONS
So
urc
e S
yste
ms
The application delivers reports and projections capability
MyA
ccessInquiry
Run Reports
Portfolio Summary
5Example Data Only
BSR Summary
6
BSR Detail
7
Payroll Detail
8
9
10
The Pilot phase, begun in January, continues with additional departments and users invited to participate The goal of the pilot is to assess functionality, confirm validity of data, and
provide valuable feedback and suggestions for improvement Involved departments include Radiology, FCM, CAPS, CTSI, HDF
Comprehensive Cancer Center, and others; Approximately 38 users in 15 departments are involved in the Pilot
Improvements to the system are ongoing To date, over 25 bug fixes and 20 enhancements have been implemented
based on Pilot input A redesign is underway to improve functionality and usability,
with the ultimate goal of increasing user adoption
PI Portfolio Status
11
Simplify the portal page
Improve report readability and presentation
Combine and simplify projections functionality
Provide ability to customize a PI’s portfolio report (for example, to include Non-Sponsored Projects)
Include transactions to support clinical trials and STIP income
Include budget and actuals transactions on a nightly basis
PI Portfolio Planned Enhancements
PI Portfolio Current Landing Page Layout
12
Summary reports
Detail reports
Analyst-only hyperlinks to create projections
Example: Improving the User Experience
PI Portfolio by PI
PI Portfolio select view
Payroll Distribution by PI
Detail Report with budget, expenses, and
projections
Detail Report with expenses and projections by
month
Detail Report with transactions by NCA Group
and date
Detail Report with payroll transactions
Detail Report with GL Liens
Detail Report with Sub-award transactions
Welcome to PI Portfolio
·˧ PI Portfolio will be unavailable 5/12-5/13 for
system maintenance.
·˧ CTSI joined the Pilot in April.
·˧ The PI Summary report has been enhanced to display the fund title.
Possible New Layout
13
Reports Projections Support
Example: Improving the User Experience
PI Portfolio Roll-out Activities2012
Pilot (continuing)
System Finalization
Communications
Outreach
Go-Live
Training and Support
NovemberOctoberSeptemberMay June July August
High-Level Timeline for System Roll-Out
14
Roll-out Approach We recognize that the campus is undergoing an enormous
amount of change
We will leverage the consolidated OE Finance change management plan Department Champions will be a key point of contact
We will encourage adoption at all levels of the campus
Go-Live System made available late summer (big splash) with a “ripple” roll-out
over several months Roll-out sequencing will be tied to department readiness, access to
Faculty meetings, scheduling, etc.
15
Training approach Training will be flexible, available, and repeatable Online training
Will address system use, running reports, and creating projections Will include job aids, quick reference guides, brief demo videos
Hands-on training Will be regularly scheduled Requires sign-up to attend (as opposed to “drop in”) Requires having completed the online training
Links to training will be posted on the PI Portfolio Portal page and on the Controller’s Office website
Training will be required before analysts can gain access to the forecasting tool
16
Wrap-up
Finance3 Project Updates:http://controller.ucsf.edu/finance3/
Additional Questions/Feedback?
17