SUBJECT:

IFIS Chart of Accounts Management

As we approach the transition to our new financial system in Oracle Financials Cloud on July 1, 2020, it becomes increasingly important for us to manage and stabilize changes to our financial data in IFIS, our legacy financial system.

Continual changes to the IFIS chart of accounts, including the creation of new indexes, will drive growing workload, complexity and added risk as we transition data to Oracle Financials Cloud. With a more stable legacy chart of accounts, we can significantly enhance the accurate translation and integration of financial data between the two systems.

Until our transition on July 1, 2020, to our new financial system in Oracle Financials Cloud, there will be a continual stream of new work, business activity and possibly organizational changes that need to be accommodated. For that reason, we recognize that we cannot completely freeze our IFIS chart of accounts while still relying on it for pre go-live financial activity.

Beginning in late summer, early fall we will require a more thorough review and approval process for all changes to the legacy chart of accounts (including the creation of new master and sub-indexes). This will include mapping newly created IFIS chart elements to the new chart string in Oracle Financials Cloud as part of the approval process. This will then ensure the complete mapping of chart elements between the legacy and the new financial system to support the financial data transition.

In preparation, the campus is currently categorizing indexes to facilitate mapping to the new chart of accounts and over the next several weeks will continue to refine in more detail how indexes will translate to the new chart of accounts.

We are continuing to working through the details of this revised process, including modifications to the index management tool, to help mitigate additional workload for campus. We will follow up and publish detailed procedures on Blink and our project website http://esr.ucsd.edu/fis to describe how this will work. We are sensitive to concerns about delays created by this new requirement and will strive to do all we can to minimize negative impacts.

In the meantime, we request that you continue departmental efforts to clean up legacy chart elements. Your accomplishments to date have been outstanding, thank you for your continued support.

For any questions or more information, please contact Bill McCarroll, Financial Information System Business Process Lead at wmcarroll@ucsd.edu

Pierre Ouillet Vice Chancellor & Chief Financial Officer Lori Donaldson Chief Financial Officer UC San Diego Health