1. Monthly Calendar Conversion Project UFS Change Impact
August 2017

2. Deadline Changes
Note the orange shaded boxes – these represent window of time to conduct physical inventory
PD 12 and PD 6 are one-day windows, per PwC audit requirements

3. Monthly Calendar - AUGUST
UFS Key Dates
AUG 11
Eight day week
AUG 12
MCC GO LIVE
AUG 31
PD 12 CLOSE
SEPT 1
PD 1 WEEK 1 1
By now, everyone should be familiar with the August financial calendar in preparation for MCC.
There are four key dates that stand out for UFS end-user impact
August 11 – This week is critical for those business segments that currently have a Thursday financial cut off. Week ending August 11 will be a one-time accomodation in UFS to allow for eight days of financial activity – from Friday, Aug 4 through Friday, Aug 11 – all eight days should be included in w/e Aug 11 transmission. Action is required for Universities, Corporate Services, and Canada to ensure eight days, ending Friday, Aug 11 are captured. Transmission deadline for w/e 8/11 unchanged -Monday, August 14, 11:45 pm, ET
August 12 – UFS updates will be installed on Saturday, August 12. After August 12, all UFS versions, HC, Universities, CS, CN will have the same monthly calendar in UFS as SS units have today. Additional changes to include transfer activity date and additional weeks on the WOR will be implemented.
August 31 – high impact. This is the first “stub week” (fewer than 7 days) for financial reporting. Also the first time that month-end transmissions will be due the next business day (BD+1), which is Friday, September 1.
September 1 – this day is the first day of PD 1, also the first WEEK of PD1. This is the first time we will see one day = a week for reporting purposes. Activity from Friday September 1 must be captured and transmitted the next business day, Monday, September 4. (Users have the option of transmitting Friday, Sept 1 activity on Friday, September 1, but must transmit no later than Monday, Sept 4)
Please note – September 4 is a holiday (Labor Day)
One-time – 8 day week
Friday financial cut off
ACTION REQUIRED (Thursday CCs)
UFS updates installed in all UFS versions
All segments aligned with Friday financial cut off
Last day of PD 12
Inventory one-day window
Stub week 8/26 – 8/31
First time BD+1 close deadline
Month end transmission deadline 11:45 pm
Stub week 9/1
First week of PD 1

4. UFS Alignment of Financial Week
WHAT
Friday, August 11 activity must be included in
week ending August 11 transmission
All UFS modules (revenue & expenses) will
accept eight days of financial activity
Cash Management Report updated to reflect eight days of activity in w/e August 11 (one-time allowance)
WHO
All business lines with Thursday financial cut off day
Action Required - Thursday financial cut off cost centers include Friday, August 11 activity in UFS w/e 8/11 transmission
After w/e 8/11, financial week will always be Saturday – Friday for all business segments and versions of UFS.
The financial accounting period will end on the last day of the month
WHEN
Friday, August 4 – Friday, August 11 (Week ending August 11)
Transmission deadline remains unchanged –
Monday, August 14 – 11:45 pm, ET
Only effects Thursday financial cut off units – Universities (HE UFS version), Corporate Services and Canada UFS version (all CN business lines)
No action required for monthly modules – i.e. inventory

5. UFS Updates Installed August 12
All versions aligned with Friday financial
cut off and use monthly fiscal calendar
Transfers
Change TJE Date label to Activity Date
Apply date validation logic
“Activity Date can’t be outside of current w/e date”
WOR
Will reflect up to six weeks of cumulative reporting
Stub weeks will be included
OSI
Wage accounts removed (no longer required for entry)
Schools maintenance screen –wage accrual amounts removed
BD+2 (noon) deadline for transmission
UIPS
Invoice approval date = “SAP Posting Date”
UIPS Not Posted Report will reflect “SAP Posting Date,” replaces SAP W/E Date
Exception: BD+1 and BD+2 Invoice date = SAP Posting Date
Outage required
Deployment will include other MCC implementations, not just UFS

6. UFS Updates -Transfers
AUG 12
UFS Updates -Transfers
MCC GO LIVE
Transfers
Change TJE Date label to Activity Date
Apply date validation logic
The Activity Date has to belong with current week ending dates; Saturday to Friday, Saturday to month end week ending, or first of the month to first Friday week ending. Display this message if validation fails: The Activity Date can’t be outside of current Week End Date.
No functional changes, however, date validation logic is new.

7. AUG 12
UFS Updates – WOR
MCC GO LIVE
WOR
Will reflect up to six weeks of cumulative reporting
Stub weeks will be included
No impact to Schools version of UFS

8. UFS Updates – OSI (Schools version of UFS only)
AUG 12
UFS Updates – OSI (Schools version of UFS only)
MCC GO LIVE
OSI
Remove OSI lines numbers 89 through 97 from OSI template
Remove OSI lines numbers 89 through 97 from all schools units OSIs already created but not yet transmitted for the week ending 8/18/2017 and beyond.
Remove Payroll Days to Accrue labels and prompts for Non-union Hourly, Union Hourly, Admin. Manager from OSI entry header.
Line No
OSI Account
Description 89
HRLY-CALENDAR WAGE ADJ 90
ADMIN-CALENDAR WAGE ADJ 91
ADMIN-CALENDAR BEN ADJ 92
HRLY WAGE A/D-UNION 93
HRLY BEN A/D-REGULAR 94
HRLY BEN A/D-UNION 95
HRLY WRK CMP A/D-REG 96
HRLY WRK CMP A/D-U 97
ADMIN WKRS COMP A/D
BD+2 (noon) deadline for transmission

9. AUG 12
UFS Updates Installed
MCC GO LIVE
UIPS
SAP logic updated 8/12/2017
SAP response to UFS after Direct Pay invoice is processed will contain SAP Posting Date instead of SAP Week Ending Date
UFS load and validation code will determine what week ending in UFS invoice is loaded based on the SAP Posting Date
All other validations will stay the same
BD+1 and BD+2 invoice date logic to post invoice in correct month/period
UIPS Not Posted Report will reflect “SAP Post Date,” replace SAP W/E Date
Corresponding UFS w/e date must remain open

10. What's NOT Changing in UFS
Daily (cash, AR, AP, transfers), Weekly (vending, linen master, OSI, petty cash), and Monthly (Inventory) UFS transmissions
Cash entry for current and future week. Transaction date will auto populate the UFS week ending date
New Week Setup function will continue to archive data and move the application to the next Friday, or last day of the month, week ending date
Customer
Demand
Labor
WOR categories remains unchanged, however, stub weeks (fewer than 7 days) will be reflected to capture short weeks at the beginning and end of the month
Communications & Resources
Monthly UFS Newsletter distribution to all users
Continuous updates to the UFS launch site
UFS Help Desk , option 1, option 2, option 1

11. UFS Communication and Resources
Click to access MCC Tab
Must click MCC tab to access the resources
Resource links are viewable from users – even if no access to UFS
Close Calendar - Fiscal Year 2017  ♦  Close Calendar - Fiscal Year  ♦ Electronic AP Invoice Matrix ♦
MCC Resources & Support:
August 2017 Important Dates Calendar
September 2017 Important Dates Calendar
October 2017 Important Dates Calendar
Monthly Calendar Conversion: FAQs
Visit the Monthly Calendar Conversion (MCC) page on Sodexo Net
Send your questions to the Transversal Finance Communications Mailbox

12. UFS / MCC Open Forum Call Schedule
Call to Action:
Transmit in UFS as soon as possible “Think Daily!”
Continue to learn and look ahead to see how monthly calendars will impact week ending dates and transmission due dates
Review the Monthly Calendar Conversion tab on the UFS launch site for calendar views and resource links
Join us for MCC Open Forum calls during the month of August. Register for one of the calls below to hear a summary of impact changes from both UFS and MCC teams  
UFS / MCC Open Forum Call Schedule
Day
Date
Time
WebEx
Tuesday
August 8
3:00 EDT
Register for WebEx
Wednesday
August 9
10:30 EDT
Thursday
August 10
1:00 EDT
August 29
2:00 EDT
August 30
August 31
Friday
September 1
UFS/MCC Open Forum calls are scheduled – 3 during w/e 8/11 to support eight-day reporting week, 4 scheduled during period end. Please join in for a brief update and submit any questions you may have.
These calls will be supported by the MCC and UFS teams (UFS Support specialist, UFS help desk, UFS QA) to address any questions.