Finance ForumWelcome

Mike CluneAssociate Vice Chancellor, Budget & Resource ManagementInterim Chief Financial OfficerNovember 18, 2019

Today’s Agenda

• Welcome

• Getting to Know: Dr. Vikaas Sohal

• Live-Poll

• CFO Updates

• Best of Finance Presentations:

TOPIC PRESENTER DEPARTMENT

Composite Benefit Rates (CBRs)

Online ResourcesCarol Luong Budget & Resource

Management

Contracts and Grants

Accounting: Billing Streamline

Lei Zheng & Azeb Sertsu Controller’s Office

2019 CornholeChampions

Christine Shaff &Dan Goodman

UCSF Real Estate

November 18, 2019Finance Forum2

Getting to Know: Dr. Vikaas Sohal• Associate Professor, Department of Psychiatry

and Weil Institute for Neurosciences• Earned medical degree and Ph.D. from

Stanford University.• Board-certified psychiatrist• Presenting: “Finding patterns of brain activity

that help us think and feel.”

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Questions & AnswersWith Dr. Vikaas Sohal

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Get Ready For Live-Polling!November 18, 2019

UCSF Finance New Staff

ALAN CHENEDWARD PINLAC

RACHEL FRANCISCOSEAN WILLIAMS

OXANA RYABINSKAYA

ANDREW JONESSTEVE LUO

JIAYING SHANGCHRISTOPHER GONG

Supply Chain ManagementController’s Office

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FAS Finance Service Center

Shannon Turner

Winner: Cal Bears football ticket raffleLeon Bailey, web developer, Controller’s Office

University of California San Francisco

UCPath UpdateFinance Forum

November 18, 2019

Jeff Lessard, Controller’s Office Strategic InitiativesUCPath Change Management Lead

Agenda

Project Update How will UCPath impact UCSF? Change Management Overview

UCPath Overview - Finance Forum, November 18, 201910

Project UpdateUCSF goes live on June 1, 2020.

Additional time to ensure implementation readiness Further testing of data conversions and system integration Integration of new system enhancements Time for additional stakeholder engagement, including town

halls across campus and UCSF Health Implementation of new support model, including new UCPath

Bridge Center during initial transition

UCPath Overview - Finance Forum, November 18, 201911

Project UpdateUCSF goes live on June 1, 2020.

Why was June 1, 2020 selected? Mandated project completion by June 30, 2020 Coordination with OP and other campuses going live Challenges with new date:

- Budget season- Fiscal year-end- Academic renewals

UCPath Overview - Finance Forum, November 18, 201912

UCSF Goes Live June 1, 2020System-Wide Implementation Schedule*

In Production December 2019 February 2020 June 2020

UCOP Riverside UCLA & ASUCLA Merced

Santa Barbara Berkeley Davis ANR

Irvine Santa Cruz

~ 28,000 Employees

Hastings

~ 500 Employees

UCSF San Diego

~ 63,500 Employees

~ 35,000 EmployeesUCPath Overview - Finance Forum, November 18, 201913

~139,000 Employees

*TBD: LBNL

How will UCPath impact UCSF?

UCPath Overview - Finance Forum, November 18, 201914

Who at UCSF is Impacted by UCPath?

All 28,000 Employees* All Managers and Supervisors Department Administrators Reporting Users Central HR, IT and Finance Units

UCPath Overview - Finance Forum, November 18, 201915

*Source: PPS Headcount, 2019Q3

Employee Change ImpactsHighlights for all UCSF Employees

Employees will continue to use Huntington Business Systems (HBS) to submit timesheets and to request and record leave. UCPath will replace HBS as the system of record for accruing leave.

UCPath will replace PPS for processing Payroll. Paychecks and earnings statements will be have a new look. Paper paychecks will be distributed by the UCPath Center and mailed on payday

to the employee’s home address. UCPath online will replace most functionality of At Your Service Online

(AYSO).

UCPath Overview - Finance Forum, November 18, 201916

For more in-depth information, visit ucpath.ucsf.edu.

Manager & Supervisor Change ImpactsHighlights for Campus Managers & Supervisors

Managers and supervisors will continue to use Huntington Business Systems (HBS) to approve timesheets and leave requests.

Managers and supervisors will continue using PeopleConnect to initiate new hires and Management Actions.

Enterprise reports will be changing, and managers and supervisors can review information about employees who report to them in UCPath online.

Hiring managers will transition to UCPath Talent Acquisition Management (TAM) tool for recruitments.

UCPath Overview - Finance Forum, November 18, 201917

For more in-depth information, visit ucpath.ucsf.edu.

Department Administrator Change ImpactsHighlights for Campus Department Administrators

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UCPath introduces new concepts, terminology, and data structures. All but the Funding Change Management Action will continue to be initiated

and approved using PeopleConnect. Campus funding entry processes will be streamlined using UCPath and

performed at the local Department level. UCPath Salary Cost Transfer (SCT) process will replace the use of the

Payroll Expense Transfer Uploader (PETU) and related processes. UCPath Initiator and Approver roles will be established for each campus

department to perform Funding Entry and Salary Cost Transfer functions. Enterprise reports will be changing to reflect UCPath data changes.

For more in-depth information, visit ucpath.ucsf.edu.

Change Management Plan

UCPath Overview - Finance Forum, November 18, 201919

Change Management Timeline

UCPath Overview - Finance Forum, November 18, 201920

Engagement Activities for Campus Stakeholders

3. UCPath is Live6/1/2020

2. Training Available3/2020

Communications

2020 2020Jan Feb Mar Apr May Jun

2/5/2020Focus: Managers & Supervisors

3/4/2020Focus: All Employees

4/1/2020Focus: Reporting

5/6/2020Focus: Final Reminders

6/17/2020Focus: Post Go-Live Support

3/12/2020

Town Halls3/25/2020Campus Manager & Supervisor Town Halls

4/13/2020 - 5/22/2020All Employee Town Halls

Campus Change Agent Network Meetings

TrainingWeb-based training for Managers, All Employees

Begins 4/1/2020Classroom training for Funding Entry, Salary Cost Transfers

Begins mid March

Engagement & Communication StrategyGuiding Principle

Deliver the right message to the right audience at the right time

from the right messenger through the right channel.

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ucpath.ucsf.eduCentral information resource for UCPath at UCSF

UCPath Overview - Finance Forum, November 18, 201922

The Change Agent NetworkWhy do we need a Change Agent Network?

Change Agents: Help bridge the communication gap from a few participants to

everyone across UCSF Personalize connections to UCPath by delivering information from a

trusted local source Provide invaluable feedback on implementation readiness at the

department level

UCPath Overview - Finance Forum, November 18, 201923

Find your Change Agent at ucpath.ucsf.edu.

UCSF-Wide Training by Key Stakeholder Group

Job Aids / Online Help Self-Paced eLearning Classroom Training Labs

UCPath Overview - Finance Forum, November 18, 201924

Stakeholder Group Campus Health Details Training Methods

Employees Employee Self Service

Managers & Supervisors

Manager Self-Service PeopleConnect

Changes

Reporting Users MyReports HR Workforce Reports

Department HR,Finance & Research Admins

Funding Entry Salary Cost Transfers Inquiry

Questions?

UCPath Overview - Finance Forum, November 18, 201925

Ten-Year Plan

When: November 21,

10:30 a.m.-noonWhere: Mission Bay, Rock Hall

FAS Value Improvement Update

Andy Jones FAS Finance Service Center

Finance Forum28 November 18, 2019

What is VI Finance Coach Team & Scope?• Provide budget and ROI results quality control

services including:• ensuring project manager needs are

considered• all necessary expenses are considered and

reasonably calculated• value creation brainstorming options

• 40 proposals invited to Phase 2:• 37 currently in process of completing A3

analysis• challenges (time, coordination, focus on

scope…)• Phase 2 submissions to be considered by VI

Strategy Team 12/4/19

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Nine Finance proposals submitted

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“Easy Money: Annual Fund Request Process,” Julie O’Neal, FSC staff and colleague departments

“Chemical Supply Chain Management,” Michael Walker (LPPI), Scott Muxen (RE), Mark Freiberg (EHS), Jim Hine (SCM/Finance)

“Ultra low temperature Freezer optimization,” Jim Hine (SMC), Dean Shehu (SCM), Jon Giacomi (FS), Gail Lee (Sustainability), Adam Schnirel (FS), John Rosendo (FS), Patricia Hackemack (PMO)

“Comprehensive Campus Managed Print Services,” Cindy Yoxsimer, Mario Carmona, Mike Brower, Jim Hine

“Integrated Travel and Expense,” Vanessa Wong. Melissa Gee, Jim Hine

“Position and Phonelines Tracking System,” Wing Wong, Vanessa Wong

“Subaward Process into Bear Buy” MC Gaisbauer

Best of UCSF Finance

TOPIC PRESENTER DEPARTMENT

Composite Benefit Rates (CBRs) Online Resources Carol Luong Budget & Resource

Management

Contracts and Grants Accounting: Billing

StreamlineLei Zheng & Azeb Sertsu Controller’s Office

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Composite Benefit Rates (CBRs) Online ResourcesCarol Luong, business systems analystBudget & Resource Management

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Summary

A composite benefits rate is the cost of employee benefits as an average percentage of gross salary cost applicable to an employee group. UCSF will implement Composite Benefit Rates (CBRs) when we implement UCPath Rationale:

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Simplifies and improves planning process

Eliminates variation in departmental costs due to employee benefit selections

Reduces workload when transferring compensation expenses among fund sources

November 18, 2019

UCSF’s proposed model uses six categories

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CBR Resources

CBR WEBSITE: HTTPS://BRM.UCSF.EDU/CBR

CONTACT US: CBRHELP@UCSF.EDU

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Contracts & Grants Accounting: Billing StreamlineLei Zheng, CGA Project and Data Team LeadAzeb Sertsu, CGA Service Team LeadController’s Office

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Contracts and Grants Accounting: Billing Streamline Annual CGA Growth

November 18, 2019

$1,563 $1,327 $1,337$1,635 $1,388 $1,416$1,840 $1,460 $1,480

$0

$200

$400

$600

$800

$1,000

$1,200

$1,400

$1,600

$1,800

$2,000

Funding Expense Revenue

Am

ount

in M

illio

ns

CGA Growth by Fiscal Year

FY2017 FY2018 FY2019

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Contracts and Grants Accounting: Billing Streamline Annual CGA Invoice Statistics

November 18, 2019

$198$268 $269

$508$506 $526

0

2

4

6

8

10

12

14

16

18

$0

$100

$200

$300

$400

$500

$600

$700

$800

$900

FY2017 FY2018 FY2019

Num

ber i

n Th

ousa

nds

Am

ount

s in

Mill

ions

CGA Non-LOC Invoices by Fiscal Year

Cost Reimbursable Fixed Price # of Invoice

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Contracts and Grants Accounting: Billing Streamline Prior Process

• Challenges

‒ Time consuming: average time per invoice 30-45 minutes

‒ Lack the functionality to easily filter and exclude unbillable transactions

‒ Unable to separate billing by budget periods

‒ Unable to billing by projects

‒ Unable to identify the cost categories

‒ Unable to view draft invoice

‒ Unable identify associated F&A cost

November 18, 2019

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Contracts and Grants Accounting: Billing Streamline Streamlined Process

• Improvements

‒ Significant reduction of Cost Reimbursable invoice processing time by at least 70%

‒ Allow batch selection of all transactions that fit the criteria

Unbillable expense

Budget period

Project billing

‒ Ability to associate the Direct Cost and its corresponding F&A

‒ Visibility of billing summary by projects

‒ Ability to generate draft invoices for department review

November 18, 2019

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Contracts and Grants Accounting: Billing Streamline

November 18, 2019

Cornhole TournamentChristine Shaff

The 2019 Cornhole Champions Congratulations to all participants for a great season!

Will Zdeblick and Richard Chen – Far League | Jerome Sak and Julie Gallivan – Near League

Key Takeaways

• Ten-Year Plan presentation: Nov. 21, 10:30- noon• Shout-out a peer using Recognize.ucsf.edu,

physical cards available in CFO office• Devlearning.ucsf.edu for employee engagement

resources• Live- poll will be open until 2:00 p.m., continue to

answer the last question• Suggestions on how to make our forum better?

Contact us at Finance@ucsf.edu

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