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Academic Affairs Fiscal Contacts Meeting

This meeting on September 18, 2018, will provide updates on FIS, discuss the apparent awardee, and cover guiding principles for financial processes and reporting. FAQs will also be addressed.

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Academic Affairs Fiscal Contacts Meeting

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  1. Academic AffairsFiscal Contacts Meeting September 18, 2018 Adam DiProfio, x22565

  2. Today’s Topics • FIS Updates • Apparent awardee & schedule • Guiding Principles • FAQs • Academic Affairs Change Network • Chart of Accounts Cleanup • 18/19 EVC Allocation Schedule

  3. Guiding Principles • Design financial processes and reporting to take maximum advantage of new UC San Diego chart of accounts • Maximize configuration options, minimize customizations • Minimize legacy data conversion to new tool • Full functional partnership with Health Sciences in a common financial system and linked chart of accounts • UC San Diego’s internal resources will lead, with external guidance and support from an implementation partner • Adopt and streamline as much out of the box functionality as possible in new financial system, minimize cloning of current processes • Timely adoption of full budget system and the benefits that come with corporate financial planning and associated metrics

  4. Guiding Principles • Meet user needs in the context of what’s best for the institution as a whole • Maximize system’s controls capabilities • Leverage system to stress discipline and accountability in sound financial management of UC San Diego resources • Full and successful integration with defined enterprise systems including student systems (campus and extension) pending future modernization initiatives • Develop and centralize non-student Accounts Receivable with matching to receipts • Develop/modify/extend local financial policies as required to match new core business processes

  5. FAQs • Is there going to be training? • What happens to legacy data? • Is “X” system going away? • Will “X” process change? • Is the index number going away? • Are departmental staff going to be involved? • Are you going to consult me prior to every decision?

  6. Guiding Principles • Design financial processes and reporting to take maximum advantage of new UC San Diego chart of accounts • Maximize configuration options, minimize customizations • Minimize legacy data conversion to new tool • Full functional partnership with Health Sciences in a common financial system and linked chart of accounts • UC San Diego’s internal resources will lead, with external guidance and support from an implementation partner • Adopt and streamline as much out of the box functionality as possible in new financial system, minimize cloning of current processes • Timely adoption of full budget system and the benefits that come with corporate financial planning and associated metrics

  7. Academic Affairs Change Network • http://esr.ucsd.edu/projects/fis.html

  8. Common Chart of Accounts Cleanup • General Accounting creating data pulls to assist with cleanup • Goal – inactivate old index numbers prior to mapping • New Mass Inactivation forms:https://ucsdcloud.sharepoint.com/sites/coa/GAForms_SSO/default.aspx

  9. 18/19 Allocations • To Divisional Deans: • Divisional Support Model, Temp FTE, TA • Initial models complete. Target - final to Divisions in 2 weeks. Allocations to Departments in October. • To Departments: • Masters Growth & GSGEI • Initial 17/18 adjustments complete. Waiting on Fall 3rd week & October DOPES data. Allocations late Oct/early Nov • New – Block Grant allocation to department • Complete

  10. Thank you. Adam DiProfio x22565

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