Fiscal Best Practice Resources

Academic Affairs Fiscal Contact Training

Academic Affairs is creating fiscal training materials and sessions for initial presentation in the monthly AA Fiscal Contacts meetings for Fall 2022.

SEP 20, 2022: "Fiscal Year to Date vs. Inception to Date Reporting"

Presenter: Eva Thiveos

Resources: Slides (pdf), Recording (video)

OCT 18, 2022: "Zero Project Reconciliation and GL-PPM Reconciliation"

Presenter: Eva Thiveos, Lindsay Root, Natalie Wolfe

Resources: Slides (pdf), Recording (video), and COE ESR Resources link from chat.

NOV 15, 2022: "Monthly Reconciliation Using the NOR Report"

Presenter: Eva Thiveos, Lindsay Root, Natalie Wolfe

Resources: Slides (pdf), Recording (video), Fiscal Manager Resource Tool (Google sheet)

DEC 20, 2022: "Understanding the DOPES for Payroll Reconciliation"

Presenter: Cherry Park

Resources: Slides (pdf), Recording (video)

Links provided during the session:

Transactor Resources (UCPath)
How to Configure Dept Default FAUs (Collab)
How to Configure Dept Default FAUs (KBA)

JAN 17, 2023: "High Risk Ledger Review"

Presenter: Eva Thiveos

Resources: Slides (pdf), Recording (video)

Links provided during the session:

Transaction Details Report - High Risk Ledger Review (Blink)
Finance Office Hours Support (Blink)

FEB 21, 2023: "Monthly Reconciliation Using the Project Setup Match Errors Report"

Presenter: Lindsay Root

Resources: Slides (pdf), Recording (video)

Anaplan

What is Anaplan?
- Anaplan is a cloud-based platform that helps businesses create real-time models of their operations. It integrates planning, budgeting, and forecasting processes to help organizations improve business outcomes. Anaplan can help with a variety of functions, including:
  - Demand planning
  - Supply chain planning
  - HR and workforce optimization
  - Finance
  - Scenario modeling
  - Research and analysis
  - Third party analysis
Phase 1 - Faculty Summary Report (FSR)
- Phase 1 Deliverables:
  - Input Templates
    - Portfolio Summary
    - Projects Tasks Configuration
    - Payroll Forecast
    - Non-Payroll Forecast
    - Subaward Invoice Tracker
    - Milestone Tracker
    - Rate Table
    - PI Effort Compliance Tracker (to be developed post go-live)
  - Reports
    - Lab Effort by Project Report
    - Lab Effort by Employee
    - Payroll History Details
    - GL/PPM Transactions Details
    - Payroll Cost Transfers (Default Project Report)
    - Department Report Summary
    - Runway Analysis *

Default Project Quick Start

A great one-page quick start sheet that highlights what default projects are, why they are important, and best practices for how to manage them.

The Fiscal Manager Resource Tool (Google sheet) was introduced and demonstrated in the Nov 15, 2022 Academic Affairs Fiscal Contacts Meeting "Monthly Reconciliation Using the NOR Report" by presenters Eva Thiveos, Lindsay Root, Natalie Wolfe.

Hypercare for Academic Affairs

Academic Affairs has a Hypercare team to assist with sponsored project portfolio reconciliation.

Hypercare Scope & Objectives
- A tailored, comprehensive approach to portfolio analysis ensuring:
  - variances are addressed so that financial information for a project is accurate and complete
  - projects that have ended but still appear active in Oracle Finacial Cloud (OFC) are closed
  - all outstanding financial reports are submitted
  - personnel are paid on the correct project
  - an updated financial report including projections is provided to Principal Investigator (PI).
  - establish rapport, partnership and trust with the PI
- Provide mentorship to current fund manager and empower them with a blueprint for successful fund management moving forward.
Hypercare Deliverables
- Analysis and recommendations to leadership on high-risk cleanup needs with a timeline for resolution.
- Portfolio reconciliation ensuring that:
- There are no outstanding FERs.
- All variances are addressed (Default Payroll, GL-PPM Discrepancies, Oracle-KR Comparison, Outstanding
- Card Charges, Accounts Receivable Aging Report).
- All active projects that have ended are closed.
- An updated financial and personnel report is provided to PI via email and with a follow-up Zoom meeting.
- Action plan for fund manager/supervisor - “path to success”.
For more information, please reach out to Jennifer Louie at jflouie@ucsd.edu.

Internal Controls Checklist

Link to the ICA Internal Controls Checklist - View the YouTube video of the L3 workshop, slides and more materials here: L3 on Gearing Up for Fiscal Close

Oracle Financial Cloud (OFC) Quick Start

A great one-page quick start sheet that highlights what OFC and PPM are, how to learn more about the systems, how to get help, and lists the most commonly used OFC reports.

Trend Analytics and Staff Workload Dashboards

The Trend Analytics dashboard utilizes General Ledger data to provide insight into how Financial Units, Funds, Project Managers, and Projects have performed over time, facilitating data-driven decision making. For details, visit the Trend Analytics Dashboard Blink page.

The Staff Workload Dashboard provides a variety of metrics for leaders to assess comparative workloads of their staff. The dashboard currently provides metrics for fund manager workloads, but will encompass other staff types in the future. For details, visit the Staff Workload Dashboard Blink page.