1. FY19 Controller Call Series
The presentation will begin momentarily
Welcome to the FY18 Controller Call Series.
this call series –
*created by unit controllers and supported by Finance to review topics and inform the Controller Network about timely topics that impact the controller role.
I am CS, w/ Financial Shared Services (FSS), coordinator of the CN call series, and your host for today.
To anyone new to Network - *Welcome to this call series.
To invite others from your team to the network, send me an to add to the DL, or simply forward invites for topics that impact team roles.
April 2019

2. Safety Moment UFS Update Questions
Today’s call is the first of two Unit Controller Calls for the month of April. The content of both calls is the same.
Please use the chat, or conversation, function at the lower left of the Skype screen, to ask questions as we proceed through the agenda.
We will pause for your questions between each topic and also at the end of the presentation.
As employees of Sodexo, no matter what level, you are expected to personally demonstrate your commitment to improving our health and safety culture. Our goal is zero accidents. A Safety Moment during every meeting will demonstrate the importance of the health and safety culture at Sodexo.

3. Safety Moment: Yard Work Safety
                                                                                                                                                                                                
Safety Moment: Yard Work Safety

4. Yard Work – Top 10 Tips Top 10 Tips for Yard Work Safety:
Know your equipment. Before operating a new lawn mower read the owner’s manual and all of the safety information.
Practice Ladder Safety. Never set ladders on boxes or other objects to make the ladder reach higher areas.  Lock or barricade any doors that may open toward ladders. 
Watch your children. Do not allow children younger than 12 to operate a push lawn mower and anyone under the age of 16 to operate a driving lawn mower. Do not take children on rides with a riding mower.
Check your extension cords. Before use, check your extension cords for cracks and seal them with electrical tape. If you find any frayed wires, replace the cord.
Protect your body. We all know that lawnmowers hit rocks, sticks and other items that can be turned into flying projectiles. Wear long pants to protect your legs from flying objects and wear closed toe shoes instead of sandals. Sunglasses will protect you from sun and earplugs can eliminate loud noises from machinery that could cause a substantial amount of hearing loss.
Store tools and materials in safe places. When not in use, store them in safe, enclosed areas.  If you have small children or pets, weed killer or lawn fertilizer can be deadly.  Seal bags and store at heights where small children cannot get in to potentially harmful materials.
Don’t dig without approval. Check with your local utility companies before you dig trenches, holes or any other cavity in your yard.
Be conscious of electricity. Don’t leave electrical tools plugged in while not in use. When ready to use a tool, make sure equipment is in the off position before you plug it in.
Get green smart. Before you or your children do any “hands on” weed removal, be sure you know how to identify poison ivy, sumac, oak and similar toxic plants.
Be Smart. It’s obvious. Never operate lawn machinery or use heavy garden tools while under the influence of drugs or alcohol.
Safety Moment

5. Yard Work – Precautions and Safety Tips
The following safety precautions and tips will help keep you safe and injury free while you are working in your yard:
Stretching before starting yard work can help prevent muscle injury or soreness. Remember to change position often to help prevent muscle pains and cramps
Keep children and pets away from the area when you are doing yard work.
Have the right tools for the job you are doing. .
Wear gloves while you are doing any type of yard work to help prevent your hands from blistering.
Always watch for low branches, large rocks and tree stumps.
Be aware of uneven ground surfaces and slopes.
When you are weeding, a half kneeling position is safer than bending forward.
When you pick up leaves, do not bend over from the waist. Bend from the knees. Do not overfill leaf bags. Do not carry full bags of leaves over your shoulder.
Wet leaves are very slippery. Make sure to wear boots or shoes with soles that are slip resistant
When you are using a ladder make certain it is firmly on the ground. Never climb to the top of a ladder.
When you are pruning hedges, hold the pruning shears close to your body.
Safety Moment

6. Unit Financial System (UFS) Transmission Data Pulls UPDATING April 16
UFS transmissions received prior to 7:30 p.m. ET will appear in next day data views.
What does this mean for UFS users?
E=Vision will reflect previous day’s UFS transmitted data prior to 7:30 pm ET: Billing, Cash, Vending, AP, and Transfer modules.
AP manual invoice posting logic will extend transmission cutoff from 4:30 to 7:30 pm ET to post in SAP. Look for the updated message in UFS AP Entry module.
More time for you to get your financials reported each day.
The UFS daily transmission data pulls, and AP manual invoice posting logic are not changing on BD+2, BD+3, and BD+4 to avoid any potential impact with financial close.
What Else Do I Need to Know:
There are no changes to your current UFS reporting procedures
All UFS transmissions will continue to go through various validations prior to posting in SAP (If the transmission fails validation, it will not appear in E=Vision until the issue is resolved and posts to SAP)
Good news! In an effort to provide you with timely information and support you with reviewing your financials daily, effective April 16, UFS transmissions received prior to 7:30 p.m. ET will appear in next day data views.
This is an initiative driven by IS&T to improve efficiencies within the systems we already have in place. Timeliness of data transfers is high on the list of pain points within operations. This is the first step to getting to more « real time «  data, and an enabler for future data upload timing changes…..

7. Unit Financial System (UFS) Transmission Data Pulls UPDATING April 16
CURRENT prior to 4/16
FUTURE after 4/16 (NON-CLOSE)
FUTURE after 4/16 (CLOSE)
UFS daily transmitted data pulls:
4:30 pm ET
12:05 am ET (previous day’s data)
Every day except BD+2
3:00 pm ET
7:30 pm ET
12:05 am ET remains (previous day’s data)
Every day except period close days
BD+2, same as today -
Noon ET – (OSI and manual AP invoices)
12:05 am ET
BD+3, BD+4, same as today -
CURRENT –UFS & SAP updates twice a day. Data pull frequency does not match operational needs –E=Vision reflects previous day UFS transmissions through 4:30 pm ET only.
Approximately 20% of UFS activity is transmitted between 4:30 pm ET – 12:05 am ET; which means data does not appear in e=Vision for 2 Business Days. (ex.  UFS Transmission 5 pm on 4/8 appears in E=vision 4/10)
FUTURE (after 4/16) (non-close) -Introducing a 7:30 PM ET pull is expected to increase EDW/E=Vision’s data view from 81% to 97%.  *based on number of UFS transmitting cost centers at 3 pm, 7:30 pm and midnight from PD6 WK4
WHAT YOU NEED TO KNOW - The UFS daily transmission data pulls are not changing on BD+2, BD+3, and BD+4 to avoid any potential impact with financial close.
Positive impact in capturing data transmitted on non-close days up to 7:30 pm, ET, vs. 4:30 pm, ET.
Ask the Controllers – what other benefits???

8. FUTURE (NON-CLOSE) after 4/16
Unit Financial System (UFS) AP Invoice TransmissionData Pulls UPDATING April 16
CURRENT prior to 4/16
FUTURE (NON-CLOSE) after 4/16
FUTURE (CLOSE) after 4/16
Posting date logic for UFS AP module manual invoices:
Before 4:30 pm: SAP posting date = Transmission date
After 4:30 pm (non-Friday): SAP posting date = Transmission date + 1 business day
After 4:30 pm (Friday): SAP posting date = next week ending date
Before 7:30 pm: SAP posting date = Transmission date
After 7:30 pm (non-Friday): SAP posting date = transmission date + 1 business day
After 7:30 pm (Friday): SAP posting date = next week ending date
UFS AP manual invoice posting logic during close remains the same as it is today:
First day of each month through noon on BD+2, AP manual invoices will post to SAP according to the UFS week ending date at time of transmission
WHAT YOU NEED TO KNOW - AP manual invoice posting logic is not changing – this has been in place since the beginning of FY18 with Monthly calendar close.
The daily cutoff is extended by 3 hours Positive impact in capturing all manual invoices transmitted on non-close days up to 7:30 pm, ET, vs. 4:30 pm, ET.
All times listed are in Eastern Time zone (ET)
Ask the Controllers – what other benefits???

9. Unit Financial System (UFS) Transmission Data Pulls UPDATING April 16
UFS Users Should Continue to Transmit the Following Daily:
Cash Management
Change Order Activity
Requests for Credit Invoices & Credit Memos
Accounts Payable Invoices
Invoicing (Billing)
Transfer Journal Entries (TJEs)
Questions related to UFS?
For general UFS questions: the UFS Administrator
For UFS technical support: Call the UFS Help Desk at , opt. 1, opt 2, opt 1 or UFS Help Desk hours are posted on the UFS Launch Site.
Transmit in UFS as soon as possible “Think Daily!”
Monitoring of the 4/16 implementation is showing the 98% of UFS reporting data was captured on Tuesday, and 97% on Wednesday, 17th - vs 80% on average from PD6 data
If you send multiple transmissions in a single day within the same inventory module, the latest transmission will override all previous transmissions sent that day. Daily transmissions for all other UFS modules is cumulative within the same financial week.