department champions meeting july 15, 2013. agenda what are speedtypes? overview speedtype vs....
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Department Champions MeetingJuly 15, 2013
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
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SpeedType
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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
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SpeedType vs. SpeedChartCapability/Feature SpeedType SpeedChartPurchasing Authority
No Yes (Surrogate PO)
Creation & Maintenance
Departments Requested by departments; set up by Accounts Payable
Character Length 6-10 alphanumeric 5-10Validation Yes YesAutomatic Deactivation
Yes (nightly process deactivates
SpeedTypes that do not pass combo edit)
No
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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
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Central Applications Supporting SpeedType
PeopleSoft Modules BearBuy My Expense Connexxus (UC Travel Portal) MyReports
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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
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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
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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
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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
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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
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Creating a SpeedType
Chartstring
Notifications
Security
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SpeedType Search
A search page will be available for all users via My Access to search for SpeedTypes by: SpeedType value Department
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Dept ID Updates
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Dept ID Update
Changes to Dept ID Planning Level Review/Collection of Attributes Mapping to Depcodes
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COA TimelineJuly Aug Sept Oct Nov Dec Jan
Dept IDUpdates
#2
7/15-31
Conversion Validation Reports
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Fund/DPA Balance Allocation Corrections - Post Year end close
Dept IDUpdates
#411/4 – 22
Cut-Over12/22 – 1/6
1/6/2014Target
Go Live
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
YEAug Sept Oct
M M M M M
M Indicates a Mock conversion
FY13 YE
July
July 2012 to Sept 13
Dept ID Template Overview & Structure
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Topic Action1. Changes to Dept ID Tree
• Modify• Delete• Add/Insert
Review/Validate
2. Dept TypeMandatory attribute for SOM
Review/Validate
3. Planning Level Review/Validate 4. Mapping Non-Planning to Planning Dept Review/Validate5. Mapping to DepCode (Old to New)
• Changes to Dept ID• No change to Dept ID• New Depcode not yet mapped
Review/ValidateOptionalMandatory
Dept ID Template Overview “Structure and Attributes” tab
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Dept IDs, attributes and tree structure
Dept ID Template Overview “DepCode mapping” tab
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Current DepCode structure and mappings to Dept ID
1. Changes to Dept ID
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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)
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)
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1. Changes to Dept ID – Modify
Type “Yes” (or use the dropdown menu to select “Yes”) to indicate that the Dept ID should be deleted
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1. Changes to Dept ID – Delete
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)
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1. Changes to Dept ID – Add/Insert
2. Dept Type
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Dept TypeBasic 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
3. Planning Level
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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
3. Changing Your Desired Planning Level Make any changes using the drop down menu in the
appropriate row.
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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 Campus Off Campus
Educational Partnerships
Educational Partnerships Immediate
Office
Center for Educational Partnerships
Posting Department
Parent/Roll-up Dept
Key:
Planning Level
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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 Campus Off 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
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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
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Strategies for parents and grandparents of Planning Dept IDs:1. Map to an “Admin” or “General” Planning Dept ID when
possible2. 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.
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4. Mapping Non-Planning to Planning Dept
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Select Planning Dept from List
4. Mapping Non-Planning to Planning Dept
Every DepCode has two Dept ID mappings:1. Financial default (posting level Dept IDs only)2. Structural default
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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
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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
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
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5. Mapping to Depcode – Home Department
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
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5. Mapping to Depcode – Home Department
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
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5. Mapping to Depcode – Home Department
Dept ID Template – What Can Be Donevia 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)
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Dept ID Template – What Can Be Donevia 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)
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Dept ID Template – What Can’t Be Done
Change the home department of an employee Create new Depcodes Modify existing Depcodes
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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
ChartofAccounts@ucsf.edu
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Dept ID Template – Notes
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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 email requests for access to ChartofAccounts@ucsf.edu
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Domain name required
for Macs
File Location, Procedures and Access
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PC File Paths:\\campus\co\Apps2\ChartOfAccounts\DepartmentChampions\\\som023.som.ucsf.edu\apps2$\ChartOfAccounts\DepartmentChampions\\\64.54.144.81\apps2$\ChartOfAccounts\DepartmentChampions\
Mac Servers:smb://campus.net.ucsf.edu/co/apps2/ChartOfAccounts/DepartmentChampions
smb://64.54.144.81/apps2$/ChartOfAccounts/DepartmentChampions
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 Team 7/31/2013
Submissions after the due date will not be reflected in the online tool until October
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Questions on July 1 Changes
July 1 Changes
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Upcoming Meetings
Champion Meeting July 29th
2-5pm at Parnassus C701 Topics
On-Line Mapping Tool training Hyperion “Look and Feel” Preview
“July 1 Changes” Webinar August 2nd
Second webinar to address July 1st/FY14 changes Sign up through UC Learning Center
Registration link available on July 22nd
Hyperion “Look and Feel” Previews August 13th, 2pm, Byers Hall 212 (QB3) – Mission Bay August 20th, 2pm, Nursing 517 - Parnassus
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Questions?
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