UCSF Health Chart of Accounts Overview for Cost Center Managers UCSF Health Chart of Accounts Overview for Cost Center Managers [Health COA-102] 2/21/2019 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Welcome to the Chart of Accounts Overview (Health COA-102) course Developed for cost center managers to provide information needed to transition to the new chart of accounts at UCSF Health Remember that course materials can be reviewed online as many times as you’d like at your own pace. 2 2/21/2019 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

UCSF Chart of Accounts 3

UCSF Chart of Accounts What is the Chart of Accounts? In this section, the UCSF COA is reviewed, providing a visual representation of how chartfields can be combined into chartstrings that are used to build, bind and define our financial structure Why do we need the Chart of Accounts? 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 tools 4 2/21/2019 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Chartfields primarily used by cost center managers UCSF Chartfields The Chart of Accounts represents the building blocks of the general ledger Campus use only Chartfield Chartstring Chartfields primarily used by cost center managers “Chartfields” work together in a “Chartstring” to facilitate accounting, reporting and budgeting The Chartstring is comprised of a sequence of Chartfields used in combination to bring meaning to operational and financial data 5 2/21/2019 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Primarily used chartfields Needed to navidate MyReports, VAT Business Unit Describes which organization the transaction belongs to Benioff Children’s Hospital Oakland (SFCHO) is primary Business Unit used by cost center managers Alternate Account Identifies the accounting nature or classification (type) of the transaction DeptID Describes the department or unit responsible for the transaction Represents distinctively identifiable department, division, or unit of an organization whose managers 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 care uses “cost centers”? Because UCSF Health is an academic medical center associated with one of the national premier research universities, we strive to be one entity and use one COA 6

Mapping cross-walk (For BCHO Only) Navigation tool between Meditech and PeopleSoft Meditech Chartstring (BCHO) Alt-Account and DeptID (UCSF Health) Mapping cross-walk tool at https://its-ba.ucsf.edu/bchomapping/ DeptID EXAMPLES 7 2/21/2019 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

PeopleSoft trees 8

What is a PeopleSoft tree? Provides report options, from transaction detail to summary information UCSF Health maintains four PeopleSoft trees: Business Units Alt-Accounts DeptIDs Funds PeopleSoft trees provide hierarchical roll-up organization Nodes are alpha-numeric; posting levels where the transactions sit are numeric PeopleSoft trees maintained by the UCSF Health Controller’s Office Relevant for Cost Center Managers Posting level is called the “leaf” Parent levels or “nodes” do not accept financial postings 9

DeptID tree Transaction postings can occur at levels 3, 4, 5 or 6 200000 Medical Center Main H1090B CNO 772001 Respiratory Care Services H1018C Clinical Services H1019D Heart and Vascular Center 759004 Cardiac Rehab H1040E Noninvasive & Invasive Labs 763006 Vascular Lab 773070 SOM CVRI Parent level or “node” Posting level or “leaf” DeptID tree represents “ragged” tree 10

Signing into MyAccess Go to MyAccess at http://myaccess.ucsf.edu Enter your username and password combination in the Username and Password fields: Click Login Click the button and select favorite applications, such as PeopleSoft or MyReports Username options Example Username SmithJ UCSF email address smithj@ucsf.edu UCSF Health domain username ucsfmc\smithj Mapping Access tool will be available under MyAccess July 24, 2017 EPSi and MyReports will be available on Dec 1. 11

Setting up new chartfields Set up process Business Unit Coordinated centrally Contact your Controller’s Office Jenny Pulliam (West Bay) Judy Liske (East Bay) Ana Lee (capital projects) Alt-Account Fund DeptID Project Activity Period Function Flexfield Not used for UCSF Health entities Links to forms are on the website under Forms https://healthfinance.ucsf.edu/forms 12

Data flow overview 13

Data flow overview It is important to understand how the flow of financial data has changed to support the Chart of Accounts (COA), MyReports, and EPSi for UCSF Health. Understanding the flow will help you to understand at what point you are interacting with the data, where it came from and where it may go downstream. PeopleSoft is the financial book of record. The new COA is defined and maintained in PeopleSoft. This information is interfaced real time to other systems that interact and feed financial information back to PeopleSoft. 14 2/21/2019 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Key UCSF Health data flows BCHO ADP / Kronos UCSF Payroll Financial and Administrative Data Warehouse FADW HBS Employee Time and Expense McKesson PO/AP Source of Actuals data is in PeopleSoft Asset Mgmt ODS Operational Data Store nVision Intra-day reporting GL Chart of Accounts, SpeedTypes and Combo Edits are defined and maintained in PeopleSoft EPSi Agency Files MyExpense MyReports Updated nightly Income Statement Report Balance Sheet Report Income Statement Variance Key Operating Trends Alt Account Detail Report Business Line Report Health Financial Highlights Labor Productivity Monthly Variance McKesson AP Detail Summary data flows for discussion only; details vary Omniview 15 2/21/2019 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

MyReports New reporting tool to support your financial and operational reporting needs MyReports Easy access to accurate, consistent and relevant financial information Establishes commonly used standard definitions for reporting elements Enables security through roles Features Updated nightly Can be filtered by all chartfields Sorting options tailored to each report Drill-through capability to the transaction level Expand/collapse functions available for select reports Fixed and flex budget information available for select reports Primary go-to reporting tool for cost center managers Further training sessions will be provided 16 2/21/2019 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Chart of Accounts resources and tools 17

Quick references and job aids Job aids are under development and will be available on the UCSF Health Finance website 18 2/21/2019 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Support 19 2/21/2019 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]

Next steps 20

We need your help … Review, improve, document, and validate current and future processes and procedures … what works for you and what doesn’t Participate in training or train-the-trainer sessions Are there additional trainings needed We want to hear your ideas, suggestions, and questions … please reach out to the project team 21 2/21/2019 [ADD PRESENTATION TITLE: INSERT TAB > HEADER & FOOTER > NOTES AND HANDOUTS]