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Department Champions Meeting July 15, 2013. Agenda  What are SpeedTypes?  Overview  SpeedType vs. SpeedChart  Applications  Creating a SpeedType.

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Presentation on theme: "Department Champions Meeting July 15, 2013. Agenda  What are SpeedTypes?  Overview  SpeedType vs. SpeedChart  Applications  Creating a SpeedType."— Presentation transcript:

1 Department Champions Meeting July 15, 2013

2 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 2

3 SpeedType 3

4 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 4

5 SpeedType vs. SpeedChart Capability/FeatureSpeedTypeSpeedChart Purchasing Authority NoYes (Surrogate PO) Creation & Maintenance DepartmentsRequested by departments; set up by Accounts Payable Character Length6-10 alphanumeric5-10 ValidationYes Automatic Deactivation Yes (nightly process deactivates SpeedTypes that do not pass combo edit) No 5

6 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 6

7 Central Applications Supporting SpeedType  PeopleSoft Modules  BearBuy  My Expense  Connexxus (UC Travel Portal)  MyReports 7

8 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 8

9 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 9

10 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 10

11 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 11

12 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 12

13 Creating a SpeedType Chartstring Notifications Security 13

14 SpeedType Search  A search page will be available for all users via My Access to search for SpeedTypes by:  SpeedType value  Department 14

15 Dept ID Updates 15

16 Dept ID Update  Changes to Dept ID  Planning Level  Review/Collection of Attributes  Mapping to Depcodes 16

17 COA Timeline JulyAugSeptOctNovDecJan Dept ID Updates #2 7/15-31 Conversion Validation Reports 17 Fund/DPA Balance Allocation Corrections - Post Year end close Dept ID Updates #4 11/4 – 22 Cut- Over 12/22 – 1/6 Cut- Over 12/22 – 1/6 1/6/2014 Target Go Live New Process for Chartfield Combinations (11/1 – 1/6/2014) 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 YE Aug Sept Oct M M M MM M Indicates a Mock conversion FY13 YE July July 2012 to Sept 13

18 Dept ID Template Overview & Structure 18 TopicAction 1. Changes to Dept ID Tree Modify Delete Add/Insert Review/Validate 2. Dept Type Mandatory attribute for SOM Review/Validate 3. Planning LevelReview/Validate 4. Mapping Non-Planning to Planning DeptReview/Validate 5. Mapping to DepCode (Old to New) Changes to Dept ID No change to Dept ID New Depcode not yet mapped Review/Validate Optional Mandatory

19 Dept ID Template Overview “Structure and Attributes” tab 19  Dept IDs, attributes and tree structure

20 Dept ID Template Overview “DepCode mapping” tab 20  Current DepCode structure and mappings to Dept ID

21 1. Changes to Dept ID 21  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)

22  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) Changes to Dept ID – Modify

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

24 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) Changes to Dept ID – Add/Insert

25 2. Dept Type 25 Dept Type Basic 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

26 3. Planning Level 26  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

27 3. Changing Your Desired Planning Level  Make any changes using the drop down menu in the appropriate row. 27

28 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 CampusOff Campus Educational Partnerships Educational Partnerships Immediate Office Center for Educational Partnerships Posting Department Parent/Roll- up Dept Key: Planning Level 28

29 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 CampusOff 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 29

30 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 30

31  Strategies for parents and grandparents of Planning Dept IDs: 1.Map to an “Admin” or “General” Planning Dept ID when possible 2.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 Mapping Non-Planning to Planning Dept

32 32 Select Planning Dept from List 4. Mapping Non-Planning to Planning Dept

33  Every DepCode has two Dept ID mappings: 1.Financial default (posting level Dept IDs only) 2.Structural default 33  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

34 34 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

35  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 Mapping to Depcode – Home Department

36  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 Mapping to Depcode – Home Department

37  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 Mapping to Depcode – Home Department

38 Dept ID Template – What Can Be Done via 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) 38

39 Dept ID Template – What Can Be Done via 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) 39

40 Dept ID Template – What Can’t Be Done  Change the home department of an employee  Create new Depcodes  Modify existing Depcodes 40

41 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 41

42 Dept ID Template – Notes 42

43 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 requests for access to 43

44 Domain name required for Macs File Location, Procedures and Access 44 PC File Paths: \\campus\co\Apps2\ChartOfAccounts\DepartmentChampions\ \\som023.som.ucsf.edu\apps2$\ChartOfAccounts\DepartmentChampions\ \\ \apps2$\ChartOfAccounts\DepartmentChampions\ Mac Servers: smb://campus.net.ucsf.edu/co/apps2/ChartOfAccounts/DepartmentChampions smb:// /apps2$/ChartOfAccounts/DepartmentChampions

45 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 Team7/31/2013  Submissions after the due date will not be reflected in the online tool until October 45

46 Questions on July 1 Changes

47 July 1 Changes 47

48 Upcoming Meetings  Champion Meeting July 29 th  2-5pm at Parnassus C701  Topics  On-Line Mapping Tool training  Hyperion “Look and Feel” Preview  “July 1 Changes” Webinar August 2 nd  Second webinar to address July 1st/FY14 changes  Sign up through UC Learning Center  Registration link available on July 22 nd  Hyperion “Look and Feel” Previews  August 13 th, 2pm, Byers Hall 212 (QB3) – Mission Bay  August 20 th, 2pm, Nursing Parnassus 48

49 Questions? 49


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