1. UCSF Health Chart of Accounts Overview for Cost Center Managers
UCSF Health Chart of Accounts Overview for Cost Center Managers [Health COA-102]
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2. 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
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3. UCSF Chart of Accounts 3

4. 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
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5. 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
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6. 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

7. 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
DeptID
EXAMPLES 7
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8. PeopleSoft trees 8

9. 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

10. 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

11. Signing into MyAccess
Go to MyAccess at
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 address
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

12. 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 12

13. Data flow overview 13

14. 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
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15. 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
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16. 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
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17. Chart of Accounts resources and tools17

18. Quick references and job aids
Job aids are under development and will be available on the UCSF Health Finance website 18
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19. Support 19
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20. Next steps 20

21. 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
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