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BCHO Chart of Accounts Conversion &EPSi TrainingPresented by:BCHO Financial Planning, Advancing Finance ServicesTeam, EHS3 ConsultantsJuly 17 & 18
Navigating Change
Changes coming by December 2017: New Chart of Accounts New Reports from Financial Planning: Biweekly Productivity Reports – replaces what Ninhpreviously emailed to you Monthly Responsibility Reports – replaces what previouslycame out on the K:\ drive. Example data only today, realdata for July GL ADP Payroll conversion Peoplesoft General Ledger My Reports
Today’s Agenda & Goals Chart of Accounts Conversion – 30 mins Impact on your department numbers Changes to sub account numbers EPSi System Training – Up to 90 mins Budget Mgr View FY18 Budget – Old Chart Final FY2018 Budget report – New COA Biweekly productivity Report – pay period #1 Monthly Departmental Responsibility Report Email budget content questions to Finance
Financial Planning Contacts Productivity Reports Ninh Tran 428-3641, ntranh@mail.cho.org Monthly Responsibility Reports Thomas Berger 428-3612, tberger@mail.cho.org Budget John Zenner 428-3159, fpjze@mail.cho.org Bill Bay 428-6791, wbay@mail.cho.org
Advancing Finance ServicesChart of Accounts Overviewfor Cost Center Managers[Health COA-102]July 2017
Welcome to the Chart of Accounts Overview(Health COA-102) course Developed for cost center managers to provideinformation needed to transition to the new chart ofaccounts at UCSF HealthRemember that course materials can be reviewed online asmany times as you’d like at your own pace.7
TopicsHealth COA-102PageIntroduction4UCSF Chart of Accounts7 Chart of accounts overviewMapping cross-walkSetting up new chartfieldsProcurement and accounts payable13Data flow overview15Available resources and tools19 Quick references and job aidsContactsNext steps23Training curriculum offeredChart of Accounts overview (Health COA-102)EPSi reportingJulyJulyMcKesson RequisitioningSeptemberMyReports ToolNovemberFurther COA TrainingNovember8July 1 go-liveOctober 1 go-liveDecember 1 go-live
Introduction9
Why are we doing this?As UCSF Health has transformed into the current organization,so must administration and finance in order to support the newmulti-entity system.UCSF HealthUCSF FacultyPracticeOrganizationUCSF Medical Center&Benioff Children’sHospital San FranciscoBenioff Children'sHospital OaklandBenioff Children’sPhysiciansLangley PorterPsychiatric Hospitaland ClinicChildren’sHospitalFoundationAffiliates andJoint VenturesAdvancing Finance Services project will establish afinance organization providing business partnerships,insights, in-depth analysis, and financial controls insupport of UCSF Health10
Advancing Finance Services outcomesCost center manager changes are underwayDeliver consistent & improved experience forUCSF Health managers and directors in handlingtheir financial management responsibilities Enhanced labor productivity report forall entities Self service MyReports toolImplement scalable services across UCSFHealth Finance functions Common business and service linedefinitions UCSF Health Data Governance CouncilProvide financial management tools forenhanced reporting, financial transparency andempowered decision making capabilities PeopleSoft, McKesson, EPSi, KaufmanHall common systemsStandardize financial processes and systemsacross UCSF Health entities, consistent with ourLean principles Common chart of accounts andprocesses Meditech system retirement McKesson approval flowChart of Accounts is the common languagebetween entities, systems, and tools11
UCSF Chart of Accounts12
UCSF Chart of AccountsWhat is the Chart of Accounts? In this section, the UCSF COA is reviewed, providing a visualrepresentation of how chartfields can be combined into chartstringsthat are used to build, bind and define our financial structureWhy do we need the Chart of Accounts? The UCSF COA enables users of EPSI and MyReports to identifytransactions and related activities for dynamic reporting, and enablesbudgeting and planning through EPSiChart of Accounts is the common languagebetween entities, systems, and tools13
UCSF ChartfieldsThe Chart of Accounts represents the building blocks of the general ledgerChartstringChartfield Chartfields primarily usedby cost center managers14 “Chartfields” work together in a “Chartstring” tofacilitate accounting, reporting and budgetingThe Chartstring is comprised of a sequence ofChartfields used in combination to bring meaningto operational and financial data
Primarily used chartfieldsMeditech chartfields are changing to PeopleSoftBenioff Children’s HospitalOakland (SFCHO) is primaryBusiness Unit used by cost centermanagersBusinessUnit Describes which organization the transaction belongs toAlternateAccount Identifies the accounting nature or classification (type) of the transactionDeptID Describes the department or unit responsible for the transaction Represents distinctively identifiable department, division, or unit of an organization whosemanagers are responsible for all its associated costs and ensuring adherence to its budgets DeptID used to be called “cost center”Why are we changing nomenclature, when health careuses “cost centers”?Because UCSF Health is an academic medical centerassociated with one of the national premier researchuniversities, we strive to be one entity and use one COA15
Mapping cross-walkNavigation tool between Meditech and PeopleSoftMeditechChartstring(BCHO)Alt-Accountand DeptID(UCSF Health)DeptID16MeditechCorp/CC combo107011107060107070107071Mapping cross-walk tool scriptionDept IDTRAUMA SALS MGMT/SUP701150PSYCHIATRIC EMER SVC SAL706050NEONATAL FOLLOWUP SALSMGMT/SUP707059ADOLESCENT MEDICINE SALSTECH/S707190DescriptionTRAUMAPSYCHIATRIC EMER SVCSNEONATAL FOLLOW UPTEEN CLINIC
Signing into MyAccess Go to MyAccess at http://myaccess.ucsf.eduEnter your username and password combinationin the Username and Password fields:Username options ExampleUsernameSmithJUCSF email addresssmithj@ucsf.eduUCSF Health domain usernameucsfmc\smithjClick LoginClick thebutton and selectfavorite applications, such as PeopleSoft orMyReportsMapping Access tool will be available underMyAccess July 24, 2017EPSi and MyReports will be available on Dec 1.17
Setting up new chartfieldsChartfieldSet up processBusiness UnitAlt-AccountFundDeptIDProject Coordinated centrally Contact your Controller’s Office Jenny Pulliam (West Bay) Judy Liske (East Bay) Ana Lee (capital projects)Activity PeriodFunctionFlexfield Not used for UCSF Health entitiesLinks to updated request forms are under development18
Procurement and accounts payable19
Procurement process is changingWhat will change for you? Electronic requisitioning supply orders Visibility to inventory items and stock levels when ordering Non-stock item due date lookup New reporting options Supply item shelf labels to reflect new item masterWhy McKesson?McKesson provides supply chain solution for UCSF-wide view of Health spending,including purchase order automation and mature accounts payable systemTransition outcomes Same high quality of materials received Leverage purchasing power with all UCSF Health entities Make materials ordering process easier, such as using hand-held bar code scannersWebinar training available in September20
Data flow overview21
Data flow overviewIt is important to understand how the flow of financial data has changed to support theChart of Accounts (COA), MyReports, and EPSi for UCSF Health. Understanding theflow will help you to understand at what point you are interacting with the data, where itcame from and where it may go downstream.PeopleSoft is the financial book of record. The new COA is defined and maintainedin PeopleSoft. This information is interfaced real time to other systems that interact andfeed financial information back to PeopleSoft.22
Key UCSF Health data flowsPeopleSoftGLIntra-dayreportingSource of Actualsdata is inPeopleSoftODSChart of Accounts,SpeedTypes andCombo Edits aredefined and maintainedin PeopleSoftFADWOperationalData StoreMyExpenseEPSiHBSEmployee Timeand BCHOADP /Kronos23Summary data flows fordiscussion only; details varyFinancial and Administrative DataWarehousenVisionAssetMgmtMyReportsUpdated nightly Income Statement ReportBalance Sheet ReportIncome Statement VarianceKey Operating TrendsAlt Account Detail ReportBusiness Line ReportHealth Financial HighlightsLabor ProductivityMonthly VarianceMcKesson AP Detail
MyReportsNew reporting tool to support your financial and operational reporting needsMyReports Easy access to accurate,consistent and relevant financialinformationEstablishes commonly usedstandard definitions for reportingelementsEnables security through rolesFeatures Updated nightlyCan be filtered by all chartfieldsSorting options tailored to eachreportDrill-through capability to thetransaction levelExpand/collapse functionsavailable for select reportsFixed and flex budgetinformation available for selectreportsFurther training sessions will be provided24
Chart of Accounts resources and tools25
Quick references and job aidsJob aids are under development and will beavailable on the UCSF Health Finance website26
Contacts – project teamKristen GreenleeProgram CoordinatorLori f LessardSr. Projects Manager415-502-8206jeffrey.lessard@ucsf.eduo: 415-353-2039 m: 916-397-5504kristen.greenlee@ucsf.eduMelanie LongProgram Management DirectorSteve BrooksMcKesson - Procuremento: 415-514-6019 m: 510-457-6880melanie.long@ucsf.edum: 916-960-7419sbrooks@thesarosgroup.comRobin FigueroaProgram ManagerBob AnkrumChart of Accounts / McKesson - APm: 510-882-6844rcf@freedassociates.comCecilia Minalgao: 415-353-4749 m: 510-693-4259cecilia.minalga@ucsf.eduo: 510-428-3124 m: 415-755-7335robert.ankrum@ucsf.eduKelly HuffmanRoles and ResponsibilitiesScott ElamPeopleSoft Implementation Managerm: 949-573-5886kelly.huffman@ucsf.eduo: 415-514-7820 m: 415-595-9513scott.elam@ucsf.eduShirley KwokRoles and ResponsibilitiesTodd MedranoCommunications / Change Mgmtm: 714-319-6350shirley.kwok@ucsf.edum: 323-872-7929todd.medrano@ucsf.eduProject email address:AdvancingFinanceServices@ucsf.edu27Nancy SorensenBusiness Analyst510-429-3885 x 4570nancy.sorensen@ucsf.eduJudy LiskeAssociate Controller520-428-3885 x 2697jliske@mail.cho.orgAndrea RodgersProcesses and Trainingm: 916-834-3175ajr@freedassociates.comCelyn PappasProcesses and Trainingo: 415-353-4750 m: 905-234-8747celyn.pappas@ucsf.edu
Contacts – post October 1st go-liveBusiness Unit contactsBenioff Children’s Hospital Oakland Judy LiskeJLiske@mail.cho.org510-428-3611Benioff Children’s Physicians Lual LualhatiLual.lualhati@ubcp.org415-353-4984UCSF Medical Center Jenny PulliamJenny.pulliam@ucsf.edu415-353-3834UCSF Faculty Practice Nadine al area contacts28PeopleSoft questions IT Help DeskSubmit a ServiceNow Ticket415-514-4100MyReports Controller’s Office SolutionCenterSubmit a ServiceNow n Doug LesserDouglass.lesser@ucsf.edu415-353-4630
Next steps29
We need your help Review, improve, document, and validate currentand future processes and procedures whatworks for you and what doesn’t Participate in training or train-the-trainer sessions Are there additional trainings neededWe want to hear your ideas, suggestions, and questions please reach out to the project team30
The UCSF COA enables users of EPSI and MyReports to identify transactions and related activities for dynamic reporting, and enables budgeting and planning through EPSi Chart of Accounts is the common language between entities, systems, and toolsFile Size: 1MB
