OFFICE OF THE VICE CHANCELLOR AND CHIEF FINANCIAL OFFICER

OFFICE OF THE ASSISTANT VICE CHANCELLOR AND CHIEF FINANCIAL OFFICER - ADVANCEMENT SERVICES

December 15, 2020

ALL ACADEMICS, STAFF AND STUDENTS AT UC SAN DIEGO (including Health Sciences)

Update on Financial Information System Go-Live

While we continue to make steady progress transitioning to new processes and systems over the first six months since Go-Live, we know we are far from the level of fluency achieved with our previous systems that have been familiar to us over many decades.

To our faculty and researchers: we recognize that both the learning curve as well as transitional issues have impacted the timeliness and frequency of financial information made available to you by your support staff. We understand that this has been incredibly disruptive, and we want to thank you for continuing to support the hard work of your Fund Managers and Shared Services Providers to review, reconcile, and take necessary corrective actions, in an effort to deliver accurate financial reports to you and our sponsors.

We also thank our staff for their hard work and dedication during this time of unprecedented change. We are particularly grateful for the close partnerships and collaboration between central teams, departments and support networks across the university.

As we continue to engage all of you through our change network, various committees and faculty led workgroups, we want to share how we have incorporated your most recent feedback.

Prioritizing reports to improve department operations

Department reports now available include:

Project Balances with Expenditure Details – Summary and transaction detail report for all project types, including budget, costs, commitments and revenue. Click here to learn more.
General Ledger Details – General Ledger summary level detail back to detailed transaction line-item information and original source documentation view. Click here to learn more.
Net Operating Results and Fund Balance – This report provides overall net financial surplus/(loss) by major fund groups for a particular Vice Chancellor unit, a Division, School, Department or Project. The report is presented in a standard profit and loss statement format and includes the prior year’s carryforward as a beginning balance to provide the user a financial position at any given point in time. Click here to learn more.
Expanded Budget Summary (EBS) – Provides the user with GL budget, actual, and budget variances in a profit and loss statement format for the current fiscal period and YTD. Click here to learn more.
Budget vs Actual – Provides the user with budget, actual, carryforward balance, and budget variance in a profit and loss statement format for YTD for the Accounting Period selected. Project report parameter is available, but no budget data for projects. Click here to learn more.

Department reports soon to be available include:

Cost Transfer Dashboard – Completed, Pending, and Rejected non-salary cost transfers.
- Target Release Date: January

Reconciliation Dashboard – Summary and detail drill down, particularly between PPM, AP, and GL to support reconciliation of subledgers. This will coincide with additional enhancements to the General Ledger Detail report.
- Target Release Date: January

P2P Dashboard – Supplier information, PO, and Invoice Lookups.
- Target Release Date: February

Payroll Projection Report (Cognos) - Salary and non-salary cost projection using position funding data in UC Path.
- Target Release Date: February

Click here for a detailed roadmap of all Oracle reports in queue. To request additional reports or report enhancements to be added to the roadmap, you can now request new reports here.

Consistent with all new system launches, all standard financial reports will be published on https://reports.ucsd.edu, with links to request access and support.

All known transitional issues impacting departments

To minimize time spent by Fund Managers on known issues being addressed centrally, a website has been published to track all known transitional issues. These issues will continue to be curated with department Fund Managers in mind and are not intended to be an exhaustive list to keep the content useable. Click here to learn more.

If you are experiencing issues not listed here and have not submitted a case for support, please do so through Services & Support at https://support.ucsd.edu/finance.

Training to bring it all together for department fund managers

Additional training focused on common activities (reconciliation, financial reporting, corrective actions, etc.) performed by department fund managers begins in January. New modules and webinars will be developed and made available through multiple mediums, in an effort to support as many learning styles as possible. Please expect more information from us in the new year.

Additional resources to reduce backlog and accelerate progress

Temporary resources to better support the needs of departments have been on boarded, including temporary resources to augment the Office of Post Award Financial Services to improve turnaround time of cases, as well as contract resources in Accounting to accelerate reports development in response to department feedback. The team continues to monitor the queue to identify gaps in resourcing.

Your feedback helps us continue to focus on what matters

Partnering with Operational Strategic Initiatives, Senate Committee on Academic IT, and the Enterprise Information Services Committee, a campus-wide survey on new financial processes and systems will launch in the new year. Your feedback matters and will be used to continue shaping our teams’ focus. Please expect an invitation from us soon.

For questions or inquiries related to Oracle Financials Cloud and Concur, please continue to submit a ticket through Services & Support at https://support.ucsd.edu/finance.

Thank you for your patience, understanding and ongoing support.

Pierre Ouillet
Vice Chancellor and
Chief Financial Officer, UC San Diego

Marlene Shaver
Assistant Vice Chancellor,
Advancement Services and CFO Foundation