PI Portfolio/ Faculty Portfolio

1. PI Portfolio/ Faculty Portfolio System, Adoption, and Use October 23, 2013

2. Goals of this presentation Understand PI Portfolio system and benefits Recognize that the cost/benefit of adopting PI Portfolio has changed with Finance3 projects Go-Live Learn the relationship between Faculty (PI) Portfolio and Uplan Realize the implications of adopting or not adopting Faculty (PI) Portfolio Preview Faculty Portfolio reports

3. What is PI Portfolio? • A powerful web-based financial reporting and projections tool designed to help Principal Investigators (PIs), Faculty, Research Support Analysts (RSAs), and department administrators with post-award administration of sponsored projects and other faculty controlled funding • What does the system provide? • A summary level snapshot of a Faculty member or PI’s portfolio of projects • Drill through to detail and transaction level reports including monthly payroll • A projections tool to enter anticipated budget and expense • Reports that combine actual expenditures with projections to calculate a projected balance

4. What are the benefits of using PI Portfolio? • Increases automation and accuracy of data, provides projections capability, and standardizes reports • Eliminates or reduces the need for departmental systems/tools • Provides timely and readily accessible reports • Near real-time (< 5 minute) updates of entered projections and projected balances

5. What changes with the new COA & UPlan? PI Portfolio will be renamed “Faculty Portfolio” and reflect the new Chart of Accounts Faculty Portfolio will be included in MyReports All projects linked to faculty will automatically be pulled into the reports - eliminating manual linking Project nicknames will come from PeopleSoft- eliminating manual re-entry Faculty Portfolio will include beginning net position and revenue for non-sponsored faculty controlled funding Ability to select report date parameter (i.e. closed month, open month, past period) Payroll can be displayed by accounting period and also by pay period Ability to identify Project deficits and balances

6. What changes in PI Portfolio with the implementation of the new COA & UPlan? Projections entered into PI Portfolio prior to go-live will be converted and loaded into Faculty Portfolio Projections will be at Account Level C (consistent with UPlan) Non-sponsored activities can be projected for up to 24 months Faculty Portfolio will use the same composite benefits rates as UPlan (with capability to adjust) Ability to add flat dollar salary and benefits projections (previously required rate X hours/%) Ability to enter projections for any current employee (previously designated as “to be hired”) Ability to adjust F&A projected amount

7. What role will Faculty (PI) Portfolio play after the launch of UPlan? • Faculty Portfolio can be used for detailed planning of sponsored projects and other faculty-controlled funds • Detailed projections of revenue, budget and expense • Near real-time updates of projections and projected balances • Regularfeed to UPlan • UPlan will be required for the campus planning process • Sponsored projects and other faculty-controlled funds will be aggregated at a high level in UPlan • No Project or PI level planning or projections

8. Project Use determines where activity will be planned

9. Deciding to adopt Faculty/PI Portfolio • The School of Medicine is strongly recommending adoption of Faculty/PI Portfolio for all of the following activity: • Sponsored • Faculty Recruitment • Faculty Retention • Faculty/PI owned • When’s the best time to adopt? • Before Go-Live • After Go-Live

10. Adopt PI Portfolio before Go-Live Benefits: • Data in PI Portfolio, including projections, will be converted to the new COA • Faculty can begin using new tool with familiar data • Reports, including projections, will be available at Go-Live • No need to learn new system and create projections on day 1 • Most of the functionality in Faculty Portfolio will be similar to what exists in PI Portfolio now—adopting now spreads the learning out over several months using current chart of accounts Challenges: • Adopting PI Portfolio will require additional effort in the midst of already substantial changes • PI Portfolio may not offer all the same functionality as your current system

11. Adopt Faculty Portfolio after Go-Live Benefits: • Faculty Portfolio will capitalize on the power of the new COA • Project-level planning conducted by RSAs in Faculty Portfolio updates UPlan regularly (avoiding duplication of effort) • Employee-level pay distribution projections • Non-salary expense and revenue projections • Actuals appear alongside your projections in Faculty Portfolio • No toggling to a separate report; easy reference of actuals to guide projections • Use of Faculty Portfolio enables near real-time, on-demand project-level reporting in MyReports • Need to learn only the functionality of Faculty Portfolio, ignoring the differences between PI Portfolio and Faculty Portfolio Challenges: • Need to learn another system at the same time as other F3 Go-Live changes

12. Considerations if you do not adopt Faculty Portfolio

13. Faculty Portfolio Tab in MyReports

14. MyReports – MyPortfolio Report Filter

15. MyReports – Award/Parent Summary Filter

16. MyReports – Payroll Detail Filter

17. Resources • MyReports; Faculty/PIPReportingProject@ucsf.edu • Lori Cripps, Functional Leader PIPortfolioFeedback@ucsf.edu • Nora Watanabe, Project Manager • Hyperion Planning ProjectHyperion@ucsf.edu • Mike Clune, Functional Leader • Linda Kittle, Project Manager • Finance3Website: http://controller.ucsf.edu/finance3/about.asp • FAQs: http://controller.ucsf.edu/finance3/faq.asp