2
Welcome
Welcome to the Chart of Accounts Overview (Health COA-201) course. This is the
first part of a course curriculum developed to provide you with the information you
need to transition to the new chart of accounts at UCSF Health.
Detailed information related to each chartfield and use, as well as new concepts that
have been introduced at UCSF Health are explored.
Further, we have also introduced Check Your Knowledge section that is used to
confirm what you have learned by answering a series of short questions. Remember
that the material in this course can be reviewed online as many times as you’d like at your own pace
through Learning Management System (refer to “signing into MyAccess” section later in this
course).
UCSF Health’s transition to PeopleSoft and the new chart of accounts is intended to be consistent with UCSF Campus. However, there remain select differences clearly noted in the course materials.
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UCSF Health curriculum
Course ID Course Title Course Description Prerequisites LengthCourse
Type
Required
attendees
Health COA-201COA
Overview
Introductory information to transition to the new
UCSF Health chart of accounts. Learning
objectives will include Chartfields and their use,
trees, SpeedTypes, Combo Edits, capital
accounting, and data flow.
none 4 hours ClassroomAll accounting
staff
Health PS-101PeopleSoft
Overview
Introduction to the PeopleSoft on-line learning courses.
Learning objectives will emphasize new concepts introduced for UCSF Health.
Health COA-201 2 hours ClassroomAll PeopleSoft
journal preparers
You are here
� Training specific details TBD
� Will comprise classroom, on-
the-job training, or webinars,
as appropriate
Additional courses offered
MyReports
Basic navigation of MyReports
� Financial reporting: accounting staff in late September
� Managerial reporting: cost center managers in early 2018
McKessonUnderstanding McKesson procurement and accounts payable
processes
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Health COA-201 - learning objectives
Topics Page
Introduction 5
Chart of Accounts data 9
UCSF Chart of Accounts
� Chartfields
� Combo Edits
� Net Position
14
Chartfield set up 32
PeopleSoft trees 34
Capital accounting 40
SpeedType 42
Inter and intra entity transactions 45
Check your knowledge 56
Resources and tools 61
Next steps 71
Medical Center
Parnassus
UCSF Medical Center
&
Benioff Children’’’’s Hospital San Francisco
Benioff Children's
Hospital Oakland
Langley Porter
Psychiatric Hospital
and Clinic
UCSF Faculty
Practice
Organization
Benioff Children’s
Physicians
Children’s
Hospital
Foundation
UCSF Health
Affiliates and
Joint Ventures
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Advancing Finance Services Project
� Outdated unsupported systems creating organizational risk
� Lack of automation for UCSF Health consolidated reporting
� Lack of data governance strategy; redundant and disparate information
technology data, systems, and definitions developed over time and through
affiliations
� Pockets of staff
Past
Mt. Zion
Benioff Children’s Hospital Oakland
Faculty Practice
included in UCSF
Campus
Fu
ture
� Integrated and upgraded financial
platforms
� Standardized Lean processes
� User friendly and flexible
reporting tools
� Introduction to shared services
The evolution of UCSF Health Finance
UCSF financial management structure
UC
Off
ice
of
the
Pre
siden
t
UCSF Campus
UCSF Foundation
UCSF Health
UCSF Medical Center
Benioff Children’s Hospital Oakland
UCSF Faculty Practice Organization
Other Business Units
University of California,
San Francisco
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� Deliver consistent and improved experience for UCSF Health managers and directors in handling their financial management responsibilities
� Implement scalable services across UCSF Health Finance functions
� Provide financial management tools for enhanced reporting, financial transparency and empowered decision making capabilities
� Standardize financial processes and systems across UCSF Health entities, consistent with our Lean principles
Enhanced Performance Portal
PeopleSoft, McKesson, EPSi, Kaufman Hall
common systems
Common business and service line definitions
Shared services, where appropriate
MyReports self-service reporting tools
Ability to consolidate UCSF Health entities
Single multi-year forecasting model
Enhanced labor productivity report for
all entities
Advancing Finance Services outcomes
Chart of Accounts is the common languagebetween entities, systems, and tools
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Data flow overview
It is important to understand how the flow of financial data has changed to support the
Chart of Accounts (COA), MyReports, and EPSi for UCSF Health. Understanding the
flow will help you to understand at what point you are interacting with the data, where it
came from and where it may go downstream.
PeopleSoft is the financial book of record. The new COA is defined and maintained
in PeopleSoft, along with Combo Edit Rules and SpeedType values. This information is
interfaced real time to other systems that interact and feed financial information back to
PeopleSoft.
NOTE: Combo Edits and SpeedTypes are discussed later in this course.
The Financial and Administrative Data Warehouse (FADW) is the
source of financial reporting information for MyReports and other
departmental systems.
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Key UCSF Health data flows
Summary data flows for discussion only; details vary
Om
niv
iew
BCHO
ADP /
Kronos
UCSF
Payroll
FA
DW
Fin
anci
al a
nd A
dm
inis
trat
ive
Dat
a W
areh
ouse
HBSEmployee Time
and Expense
McKessonPO/AP
Source of Actualsdata is in
PeopleSoft
Asset
Mgmt
ODSOperational Data Store
nVisionIntra-day
reporting
PeopleSoft
GL
Chart of Accounts,
SpeedTypes and Combo Edits are
defined and maintained in PeopleSoft
EPSi
Agency
FilesMyExpense
MyReportsUpdated nightly
� Income Statement Report� Balance Sheet Report� Income Statement Variance� Key Operating Trends� Alt-Account Detail Report� Business Line Report� Health Financial Highlights� Labor Productivity� Monthly Variance� McKesson AP Detail
Epic
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Monthly transactional timing
Day 1
Day 2
Day 3
Day 4
Day 5� UCSF Health inter entity transactions with Campus completed
� Campus closes, end of day
Day 6 � UCSF Health intra entity transactions completed
Day 7 � UCSF Health closes, end of day
Represents major monthly transactional deadlines, only
Monthly timing
consistent with
Campus deadlines
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BCHO historical data available for research
Meditech and Financial Edge remain
systems of record until October 1st go-live
Meditech and Financial Edge general ledgers
� General ledger data converted to PeopleSoft from July 1, 2015 forward, available in MyReports
� General ledger reports are archived on shared drive back to September 2005, with access granted by management request
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UCSF Chart of Accounts
� In this section, the UCSF COA is reviewed in detail, providing a visual
representation of how chartfields can be combined into chartstrings that are
used to build, bind and define our financial structure.
� The UCSF COA enables users of MyReports to identify transactions and
related activities for dynamic reporting, and enables budgeting and planning
through EPSi.
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Chartfields and Chartstrings – the basics
BusinessUnit
AltAccount
[Account = Campus]
Fund DeptID ProjectActivityPeriod
Function Flexfield
Chartstring
Chartfield
� The Chart of Accounts is the DNA that binds, builds, and defines the UCSF financial structure.
� It serves as the building blocks of the general ledger. These blocks, called “Chartfields” work
together in a “Chartstring” to facilitate accounting, reporting and budgeting.
� Chartstring information is passed between PeopleSoft and other applications to capture and
identify financial related activities.
� The Chartstring is comprised of a sequence of Chartfields used in combination to bring meaning
to operational and financial data
� It represents how UCSF gathers, stores, combines, and uses information in operations
� Using Chartfield combinations provides flexibility to allow for internal and external financial
reporting
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UCSF ChartfieldsEach chartfield has a defined purpose
In the following pages, we discuss which chartfields are
required and which are not � Some chartfields that previously were not required for UCSF Health are now
required� It is important to understand the different uses of chartfields, in order to
correctly prepare and record transactions going forward� However, if there is not a specific chartstring combination required, it may be left
blank … PeopleSoft will continue to auto-populate the full chartstring with the UCSF Health defaults
Project: 1111111
Fund: 5020
Function: 42
Describes which organization the transaction belongs to
Business Unit
� Represents transactions specific to an organization
� Acts as an identifier allowing all the transactions to
occupy the same ledger
� Business Unit is a required field
UCSF Health � Medical Center (SFMED)� Faculty Practice Organization (SFFPO)� Bay Children’s Physicians (SFBCP)� Benioff Children’s Hospital Oakland (SFCHO)� Children’s Hospital Oakland Family House (SFOFH)� Children’s Hospital Foundation (SFCHF)� Langley Porter Hospital and Clinics (SFLPH)
Other UCSF Business Units� Campus (SFCMP)� UCSF Foundation (SFFDN)
Business Units
primarily used
Beginning October 1st,elimination BusinessUnits will be usedfor consolidation
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Elimination Business Units
West – Medical CenterElimination Medical Center (ELMDC)
All UCSFElimination Business Unit (SFELM)
CampusElimination Business Unit (SFCMP)
HealthElimination Health (ELHEA)
East – BCHOElimination BCHO (ELCHO)
Beginning October 1st, elimination Business Units will be used for consolidation using a PeopleSoft tree
Refer to inter and intra entity transactions section for how-to details
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Identifies the accounting nature or classification (type) of the transaction
Alternate Account Chartfield
� Campus uses Account
� UCSF Campus reports to UCOP through Account structure� Alternate Account structure required for UCSF Health industry reporting
Each Alternate Account is mapped to corresponding Campus Account for reporting
� UCSF Health uses Alternate Account (Alt-Account)
� Classifying transaction into Assets, Liabilities, Net Position (Equity), Revenues, Expenses, and other changes in Net Position
� Alternate Accounts organized into levels using a PeopleSoft tree
designed to facilitate reporting
� Alternate Account is a required field
� Meditech and Financial Edge account numbers changing – cross-walk tool will be available
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Alternate Account types
� Identifies transactions in a way that provides a clear breakdown
between account types: Assets, Liabilities, Net Position (Equity),
Revenues, Expenses
� Alt-Account numbering convention ranges:
Account types and numbering convention range
Assets 10000000 - 19999999
Liabilities 20000000 – 23000000
Net Position (Equity) 23100000– 25800000
Revenue 40000000 – 49999999
Expenses 60000 – 69999 *
Other Changes in Net Position 49950000- 49959999* 60001 – 60999 are reserved for statistical accounts
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Describes where the money comes from
Fund Chartfield
� Fund now is a required field
� Because UCSF is a non-profit, fund chartfield classifications determine
how revenue and expense close out to net position
� Fund chartfield is used to describe, in broad terms, the source of the
transaction
� A fund source is needed to track restrictions imposed by the governing
board or in accordance with regulations, restrictions, or limitations
imposed by sources outside the institution
� Funds organized into levels using a PeopleSoft tree designed to
facilitate reporting
Generally, UCSF Health fund chartfield includes:
� 5020 Unrestricted (most commonly used)
� 4xxx CHORI
� 7xxx Foundation or donor related
� 9xxx Capital assets and depreciation
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Describes the department or unit responsible for the transaction
DeptID Chartfield
� DeptID is analogous with “cost center”
� DeptID is a distinctly identifiable department, division, or unit of an
organization whose managers are responsible for all its associated
costs and for ensuring adherence to its budgets
� DeptID represents an entity or activity with a defined business objective
� Typically, DeptID functions as an organized group of employees with a leader (director, chair, manager) who is accountable for the use of an operational budget
� DeptIDs organized into levels using a PeopleSoft tree designed to
facilitate reporting
� DeptID is a required field
… PeopleSoft tree discussion follows
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Describes the person / activity the transaction is tracking
Project Chartfield
� Project is person or activity v. cost center or entire program-
operation focused
� UCSF Health uses Project only for capital projects,
Foundation and home office allocations
� Campus has multiple uses for Project chartfield
� Recommend Projects for 1:1 relationship with DeptID
� Although, single Project can span multiple DeptIDs
� Projects often have a specific beginning and ending date
� Project is a required field
REMINDER:
Fund is the source
Project allows tracking for a particular activity or purpose (how a department uses funds)
Generally, UCSF Health Project chartfieldincludes:
� 1111111 Default project
� 7xxxxxx CHORI
� 7xxxxxx Foundation
� 99xxxxx Capital
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Activity Period Chartfield
� Activity Period primarily used for contracts and
grants, such as CHORI
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Defines the mission or purpose of the transaction
Function Chartfield
� Functions are shared and define the mission or
purpose of the transaction
� Function is a required field
Generally, UCSF Health function chartfields used are:
� 42 Medical centers, teaching hospitals
� 44 Organized & sponsored research
� 72 Institutional support (primarily Foundation)
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Describes the departmental purpose of the transaction
Flexfield Chartfield
� Flexfield chartfield should not be used for
UCSF Health entities
� Flexfield is not a required field
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Chartfield – transaction example
Combo Edits enforce
chartfield requirements
Example: Journal entry to record patient revenue for MRI procedure
Business Unit Alt-Account Account (Campus) Fund DeptID Project FunctionDebit /
(Credit)
SFCHO 10200000 11430 5020 000000 1000000 42 100,000
Benioff Children's
Hospital OaklandGROSS AR HB MC-A/R gross SMS
Sales & Service
Teaching HospBalance sheet MC Clinical Care
Med Center,
teaching hospitals
SFCHO 41105500 47300 5020 766050 1000000 42 (100,000)
Benioff Children's
Hospital OaklandPT REV SELF IP
MC USE-gross
patient rev-inst
Sales & Service
Teaching HospMRI MC Clinical Care
Med Center,
teaching hospitals
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What are Combo Edits?
� Combo Edits represent a set of rules defining linking among chartfields
� Reduces discrepancies to ensure posting to correct chartfields
Allows or prevents combinations of specific chartfields,
such as:� Allow DeptID with specific Functions� Prevent expense transactions without valid Fund, DeptID and
Function� Prevents errors with UC Office of the President reporting
Remember all required chartfields are part of Combo Edit rules
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Net Position
FY 2018 FY 2019
Net position - beginning 50$ 200$
Plus: Revenues 200
Minus: Expenses 100
Plus: Other changes 50
Net position - ending 200$
What is net position?
Net position is the accumulation
of surplus / deficits over time
Business Unit, Alt-Account (balance sheet only),
Fund, and Project chartfields will have year-end
balances roll forward from one year to the next during
the close process. This is referred to as a net position
balance.
� Net position is not retained for other chartfields
Net position will be discussed in future training sessions
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Setting up new chartfields
Chartfield Set up process
Business Unit
� Coordinated centrally� Contact your Controller’s Office
� Jenny Pulliam (West Bay)� Judy Liske (East Bay)� Ana Lee (capital projects)
Alt-Account
Fund
DeptID
Project
Activity Period
Function
Flexfield � Not used for UCSF Health entities
Business Unit, Fund and
Function set up in
coordination with Shannon
Turner (Campus)
Link to updated request forms available on the UCSF Health Finance website:
http://healthfinance.ucsfmedicalcenter.org/
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What is a PeopleSoft tree?
� UCSF Health maintains four PeopleSoft trees:1. Business Units
2. Alt-Accounts
3. DeptIDs
4. Funds
� PeopleSoft trees provide hierarchical roll-up
organization
� Nodes are alpha-numeric; posting levels are
numeric
� PeopleSoft trees maintained by the UCSF
Health Controller’s Office (chartfield set up
approver)
� Posting level is called the “leaf ”� Parent levels or “nodes” do not accept financial postings
Provides report options, from transaction detail to summary information
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Business Unit tree
� Business Unit tree established to eliminate
inter company transactions for
consolidated reporting
� All elimination entries are automatically
and systematically populated; manual
journal entries are not allowed to
elimination Business Units
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Alt-Account tree
Natural Category
Level A
CFOLevel
BAudited
Statements
Level C
SegmentLevel
DSegment
Plus
Level E
Posting Level “leaf”
Level F
More
Granular
Less
Granular
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DeptID tree
Level 6
Level 5
Level 4
Level 3
Level 2
Level 1 200000
Medical Center Main
H1090B
CNO
772001
Respiratory Care Services
H1018C
Clinical Services
H1019D
Heart and Vascular Center
759004
Cardiac Rehab
H1040E
Noninvasive & Invasive Labs
763006
Vascular Lab
773070
SOM CVRI
Parent level or
“node”
Posting level or
“leaf ”
Postings can occur at levels 3, 4, 5 or 6
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Fund tree
Fund TypeLevel
AFund
Restriction
Level B
Fund Group
Level C
Fund Category
Level D
Posting Level “leaf”
Level E
PeopleSoft trees utilized to provide Fund roll-ups and
groups, similar to the Alt-Account chartfield
Level A Level B Level C Level D Level E - Posting Level
Fund Type Fund Restriction Fund Group Fund Category Fund Name
100A - Current funds
120B - Current unrestricted
500C - Sales & service
502D - Sales and service, hospital
5020 - Sales & Service Teaching HospThere are 5 Fund types:� 100A – Current funds� 200A – Agency restricted� 600A – Loan� 750A – Endowment principal� 900A - Plant
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Capital accounting
Allows for MyReports reporting tool use
DeptID Capital DeptID 000000 for Balance Sheet
Alt-Account Expense account CIP 12501xxx or SIP 12401xxx
Fund 5020 9205
Project
Flexfield Do not use Do not use
Consistent with UCSF Campus process
� Approved centrally by the Campus Controller’s Office
� Job aid will be available prior to go-live, in September
7-character numbering convention:
[1] [2] [4] [5] [6] [7]
"5"
"4"
CIP project
SIP project
"99" - UCSF
Health Project
[3]
Project ID[individualized project number usually set up
sequentially; prior project numbers maintained]
In PeopleSoft, enter "Requested Project ID (Optional)", otherwise system will generate number
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What is a SpeedType?
SpeedType is a 10 character shortcut for commonly used chartfield
combinations. When a SpeedType is entered, it automatically expands into
your predefined chartstring.� Predefined chartstring includes all required chartfields, except for Alt-Account
UCSF Health SpeedType search is available from two locations:
General ledger Chartstring “shortcuts”
MyAccess Log into MyAccess, scroll down or search and select “SpeedType
Search and Chartfield Validator”
PeopleSoft menu Log into PeopleSoft from MyAccess and click on “Main Menu”. Scroll
down the menu and click the “SpeedType Srch & COA Validator” link
UCSF Health SpeedTypes are primarily for
McKesson use, different from Campus use
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Using SpeedTypes at UCSF Health
Where does UCSF Health use SpeedTypes?� McKesson purchasing and accounts payable, available in drop-down list� MyExpense, similar to Campus use
Are there required SpeedType characters?� UCSF Health naming conventions:
� Must contain 10 characters� Use DeptID if Project is default number� Use Project if there is Project chartfield� Use “x” for any additional filler characters
Does UCSF Health use Speedtype different than Campus?� Individual Campus departments set up and maintain SpeedTypes� UCSF Health SpeedTypes are set up as part of the Alt-Account and Project
chartfield set up, by the Controller’s Office
How are SpeedTypes set up and by whom?� SpeedTypes are set up as part of the DeptID and Project chartfield set up
DeptID Project Speedtype
848005 1111111 848005xxxx Keep existing SpeedTypes
000000 9951048 9951048xxx
820053
[Radiology]7652000 7652000xxx
820052
[Laboratory]7652000 765200LAB
If Project used by more than 1 DeptID,
use 3 digits to identify DeptID
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Inter and intra entity transactions� Between UCSF Health and other entities
� Within UCSF Health entities
As a multi-entity organization, we must consolidate our
financial statements to present one UCSF Health financial
statement� Since there are inter and intra entity transactions, if we simply add
up our respective financials, results will be grossed up
� There are three ways to eliminate inter and intra entity transactions:1. Elimination Business Units
2. Paired accounts
3. Adjustment periods
Consolidated financial statements
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1. Elimination Business Units
In earlier sections, we discussed four
PeopleSoft trees facilitate roll-up for various
data fields� Business Units
� Alt-Accounts
� DeptIDs
� Funds
Red boxes show the overall UCSF Health
roll-up, consistent with the UCSF
management structure� Within each major branch of the tree, you will
now find an elimination Business Unit starting
with “EL”
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CHO Foundation receives Gift Funds, recorded as revenue
� Then transfer funds to clinical department to expend in accordance with gift restrictions
Elimination example
� Green boxes highlight where the movement of funds result in revenue being
recorded twice in two different entities
� Blue boxes highlight the expenses being recorded twice
BU DeptID Journal Line Desc Alt Account Project ID Fund Function Affiliate Debit1
Credit1
SFCHF Varies Gift Receipt 11190004 - Cash 7XXXXXX 7XXX 72 100,000
SFCHF Varies Gift Receipt 49919053 - Gift Revenue 7XXXXXX 7XXX 72 100,000 634005 - LPPHC
SFCHF Varies
Transfer of Receipts from
CHO Foundation to BCHO
Distribution Expense - 49919051,
49919052, 49919053 7XXXXXX 7XXX 72 SFCHO 100,000
SFCHF Varies
Transfer of Receipts from
CHO Foundation to BCHO 1190004 - Cash 7XXXXXX 7XXX 72 100,000
SFCHO Varies
Transfer of Receipts from
CHO Foundation to BCHO 10010000 - Cash 7XXXXXX
5020 or
7XXX 42 100,000
SFCHO Varies
Transfer of Receipts from
CHO Foundation to BCHO 49919509 - Gift Revenue 7XXXXXX
5020or
7XXX 42 SFCHF 100,000 634005 - LPPHC
SFCHO Varies
Permitted purchases and
expenditures in accordance
with Gift Funds Gift Expenditures 7XXXXXX
5020 or
7XXX 42 100,000
SFCHO Varies
Permitted purchases and
expenditures in accordance
with Gift Funds 10010000 - Cash 7XXXXXX
5020 or
7XXX 42 100,000 634005 - LPPHC
Automatically Generated
ELCHO 49919509 - Gift Revenue CHO 7XXXXXX
5020 or
7XXX 42 100,000
ELCHO
Distribution Expense - 49919051,
49919052, 49919053 7XXXXXX
5020 or
7XXX 42 100,000
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The affiliation code needs to be filled in, if we want transaction to eliminate
� Affiliation code will be the opposite BU of the selected BU
Business Unit ELCHO journal is auto-
generated based on affiliation code There is combo edit so journal will not save without affiliation
account for these Alt-Accounts / Business Unit combo
Elimination example, continued
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BU DeptID Journal Line Desc Alt Account Project ID Fund Function Affiliate Debit1
Credit1
SFCHF Varies Gift Receipt 11190004 - Cash 7XXXXXX 7XXX 72 100,000
SFCHF Varies Gift Receipt 49919053 - Gift Revenue 7XXXXXX 7XXX 72 100,000 634005 - LPPHC
SFCHF Varies
Transfer of Receipts from
CHO Foundation to BCHO
Distribution Expense - 49919051,
49919052, 49919053 7XXXXXX 7XXX 72 SFCHO 100,000
SFCHF Varies
Transfer of Receipts from
CHO Foundation to BCHO 1190004 - Cash 7XXXXXX 7XXX 72 100,000
SFCHO Varies
Transfer of Receipts from
CHO Foundation to BCHO 10010000 - Cash 7XXXXXX
5020 or
7XXX 42 100,000
SFCHO Varies
Transfer of Receipts from
CHO Foundation to BCHO 49919509 - Gift Revenue 7XXXXXX
5020or
7XXX 42 SFCHF 100,000 634005 - LPPHC
SFCHO Varies
Permitted purchases and
expenditures in accordance
with Gift Funds Gift Expenditures 7XXXXXX
5020 or
7XXX 42 100,000
SFCHO Varies
Permitted purchases and
expenditures in accordance
with Gift Funds 10010000 - Cash 7XXXXXX
5020 or
7XXX 42 100,000 634005 - LPPHC
Automatically Generated
ELCHO 49919509 - Gift Revenue CHO 7XXXXXX
5020 or
7XXX 42 100,000
ELCHO
Distribution Expense - 49919051,
49919052, 49919053 7XXXXXX
5020 or
7XXX 42 100,000
50
Elimination Business Units
Business Unit tree with multiple levels
� Reports on consolidated entities combining transactional Business
Units with elimination Business Units
Total BCHO = ELCHO + SFCHF + SFCHO + SFOFH
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Sample income statement illustration
BCHO Combined BCHO Clinical and Chori Foundation Family House ELCHO
Consolidated - No
Eliminations SFCHO SFCHF SFOCF ELCHO
Revenue 200,000 100,000 100,000
Total Revenue 200,000 100,000 100,000 - -
Distribution Expense 100,000 100,000
Construction Cost 100,000 100,000
Total Expenses 200,000 100,000 100,000 - -
Net Income 0 0 0 0 0
BCHO Combined BCHO Clinical and Chori Foundation Family House ELCHO
Consolidated - with
Eliminations SFCHO SFCHF SFOCF ELCHO
Revenue 100,000 100,000 100,000 (100,000)
Total Revenue 100,000 100,000 100,000 - (100,000)
Distribution Expense - 100,000 (100,000)
Construction Cost 100,000 100,000
Total Expenses 100,000 100,000 100,000 - (100,000)
Net Income 0 0 0 0 0
Without posting necessary
eliminations, revenue and
expense is overstated,
although the net income is
correct
After posting eliminations,
each respective income
statement - SFCHO, SFCHF -
is correct
� And the consolidated with
ELCHO is also correct
With Business Unit eliminations
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� Alt- Account: to be used with all UCSF Health entities except SFBCP
� BCP does not consolidate into UCSF Health
2. Paired accounts
� Paired accounts have the same effect as the consolidation
Business Unit eliminations, except we don’t use a Business
Unit, but an account that does the elimination
� Doing Business With UCSF Health job aid includes section that
shows paired accounts for within UCSF Health – to be used
for transactions between UCSF Health entities
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BU DeptID
Journal Line
Desc Alt Account Project ID Debit1
Credit1
Recharges
SFMED 849002 - Shared Services SFMED 61004 RECHARGES-SYSTEM DIRECT SALARIES 1999506 94,396
SFMED 849002 - Shared Services SFMED 62004 RECHARGE-SYSTEM DIRECT BENEFITS 1999506 29,779
SFMED 849002 - Shared Services SFMED
69902 RECHARGES SYSTEM PURCHASED
SERVICES 1999506 91,713
SFMED 849002 - Shared Services SFMED 67790 – Recharge – Depreciation 1999506 9,640
SFFPO 849003 - Shared Services FPO 61004 RECHARGES-SYSTEM DIRECT SALARIES 1999506 27,202
SFFPO 849003 - Shared Services FPO 62004 RECHARGE-SYSTEM DIRECT BENEFITS 1999506 8,581
SFFPO 849003 - Shared Services FPO
69902 RECHARGES SYSTEM PURCHASED
SERVICES 1999506 26,429
SFFPO 849003 - Shared Services FPO 67790 – Recharge – Depreciation 1999506 2,778 634005 - LPPHC Business Office
SFLPH 849004 - Shared Services LPH 61004 RECHARGES-SYSTEM DIRECT SALARIES 1999506 1,097
SFLPH 849004 - Shared Services LPH 62004 RECHARGE-SYSTEM DIRECT BENEFITS 1999506 346
SFLPH 849004 - Shared Services LPH
69902 RECHARGES SYSTEM PURCHASED
SERVICES 1999506 1,065
SFLPH 849004 - Shared Services LPH 67790 – Recharge – Depreciation 1999506 112
Recoveries
SFHEA 848081 - IT-Apps. Administration 61003 RECOVERIES-SYSTEM DIRECT SALARIES2
1999506 122,695
SFHEA 848081 - IT-Apps. Administration 62003 RECOVERY-SYSTEM DIRECT BENEFITS2
1999506 38,706
SFHEA 848081 - IT-Apps. Administration
69901 RECOVERIES-SYSTEM PURCHASED
SERVICES 1999506 119,208
SFHEA 848081 - IT-Apps. Administration 67791 – Recovery – Depreciation 1999506 12,530
293,139 293,139
Home Office allocations
Example highlighted in red
shows how the allocated salaries
expense to SFLPH, SFFPO and
SFMED rolls up together with
the SFHEA home office
recovery under Salaries
Paired accounts example
61003/61004 Falls under Salaries
62003/62004 Falls under Benefits
69901 Falls under Recoveries
69902 Falls under Purchase Services
67790/67791 Falls under Depreciation
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Account UCSF Health West Bay Medical Centers LPPHC Faculty Practice Home Office
Level Consolidated SFMED SFLPH SFFPO SFHEA
Revenue
Total Revenue - - - - -
Level F Salaries 122,695 122,695
Level F Salaries Recharge 122,695 94,396 1,097 27,202
Level F Salaries Recovery (122,695) - - - (122,695)
Level D Subtotal Salaries 122,695 94,396 1,097 27,202 -
Total Expenses - 94,396 1,097 27,202 -
Net Income 0 (94,396) (1,097) (27,202) 0
1
2
Because we have the benefit of the account tree, Levels E and D will show
only the subtotal of the salary amount
Totals for the home office should reflect zero
1
2
Sample income statement illustrationWith paired accounts eliminations
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Adjustment
PeriodDescription Purpose
01-12 Regular accounting period
All regular accounting entries
101-112 Agency transaction reclassification
Campus agency transactions are recorded as revenue and expense and then moved to balance sheet in a reporting period not seen by Campus
501-512 Financial statement reporting
This period stays open after financial close to record additional accruals as other “topsides” that auto-reverse in next reporting period
801-812 Recharge transaction reclassification
Campus uses field to “eliminate” grossed up recharges between Campus and Medical Center; could also be used to eliminate CHO transactions once on same general ledger
901-912 Medical Center reconciliation period
Medical Center’s debt is on local books when UCOP wants eliminated because it is carried on their books
UCSF Health does not generally use Adjustment periods� PeopleSoft feature used solely
by the Campus controller’s office and a few select UCSF Health staff
� However, you should know that it does exist
3. Adjustment periods
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1. Combo edits are?a. Used to ensure validity of chartfields in a chartstringb. Used to enforce requirements of specific chartfields by transaction typec. Created in PeopleSoft and interfaced to other systems that send transactional data
back to PeopleSoftd. All of the above
2. A Chartfield is?a. Alternate Accountb. Projectc. Fundd. Part of a chartstring
3. The PeopleSoft applications are what?a. The financial book of recordb. The only financial application at UCSF Healthc. The only system that uses the new Chart of Accounts
Check your knowledgeQuestions 1 to 3
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4. The Chart of Accounts, SpeedTypes and Combo Edits are
created and maintained where?a. ESPib. PeopleSoftc. McKesson
5. Chartfield trees support dynamic reporting by ……a. Creating hierarchical grouping to support reporting at different levels of
granularityb. Providing a central repository of tree information that can be used across systemsc. Allowing for both strictly enforced and loosely enforced trees by chartfieldd. All of the abovee. None of the above
Check your knowledgeQuestions 4 and 5
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1. Combo edits are?a. Used to ensure validity of chartfields in a chartstringb. Used to enforce requirements of specific chartfields by transaction typec. Created in PeopleSoft and interfaced to other systems that send transactional data
back to PeopleSoftd. All of the above
2. A Chartfield is?a. Alternate Accountb. Projectc. Fundd. Part of a chartstring
3. The PeopleSoft applications are what?a. The financial book of record
b. The only financial application at UCSF Healthc. The only system that uses the new Chart of Accounts
Check your knowledgeQuestions 1 to 3
ANSWERS
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4. The Chart of Accounts, SpeedTypes and Combo Edits are
created and maintained where?a. ESPib. PeopleSoft
c. McKesson
5. Chartfield trees support dynamic reporting by ……a. Creating hierarchical grouping to support reporting at different levels of
granularityb. Providing a central repository of tree information that can be used across systemsc. Allowing for both strictly enforced and loosely enforced trees by chartfieldd. All of the above
e. None of the above
Check your knowledgeQuestions 4 and 5
ANSWERS
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Quick references and job aidsRemember there are some PeopleSoft and Chart of Account
differences between UCSF Health and Campus
PeopleSoft and Chart of Account
information, including job aids, are located
at the Campus controller’s website
Additionally, resources and training
materials are located at the UCSF
Health Finance website
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Mapping cross-walk
Meditech Chartstring
(BCHO)
Alt-Account and DeptID
(UCSF Health)
Mapping cross-walk tool at
https://its-ba.ucsf.edu/bchomapping/
Navigation tool between Meditech/Financial Edge and PeopleSoft
Meditech PeopleSoft
Corp/CC combo Description Dept ID Description
107011 TRAUMA SALS MGMT/SUP 701150 TRAUMA
107060 PSYCHIATRIC EMER SVC SAL 706050 PSYCHIATRIC EMER SVCS
107070 NEONATAL FOLLOWUP SALSMGMT/SUP 707059 NEONATAL FOLLOW UP
107071 ADOLESCENT MEDICINE SALSTECH/S 707190 TEEN CLINIC
Data governance – Lexicon data catalog
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Where do I find the definitions for governed metrics?
Additional data governance training will be provided in late 2017
� One-stop source for finding and obtaining information on UCSF’s data and
analytic assets− Allows you to browse and search for UCSF data assets, dashboards, reports, interfaces and metrics
� Lexicon contains information on over 250,000 items including:− Data (Warehouses / Marts / Tables / Dictionaries)− APeX Clarity− Clinical Data Warehouse (CDW)− Decision Analytics Reporting Tool (DART)− Decision Support’s UCAll− Financial and Administrative Data Warehouse (FADW)− Qlikview data stores− Dashboards
� Lexicon contains linkages between items − For example: data sources for a report or dashboard; dashboards where you can find a metric;
columns and data dictionary for a data table; and interfaces between applications
http://lexicon.ucsfmedicalcenter.org/
DocuSign
� All UCSF faculty, staff, and students have free
unlimited access to DocuSign
� Top reasons to use DocuSign:� Repeatable, standardized process� Ability to track real-time routing status� Ensures secure, legal electronic signing both
inside and outside of UCSF
� Login to DocuSign from MyAccess or
www.docusign.net
DocuSign is UCSF's electronic signature solution, a cloud-based
application, allowing users to send and sign securely as well as input
other data into a document with automated document workflow
For more information https://it.ucsf.edu/services/electronic-signature
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Financial systems access
To obtain appropriate access to
UCSF Health financial systems,
cost center managers complete
Financial Systems Access
Request form (FSAR)
� All requests will be approved
by Application Administrator
for each system
FSAR (form and job aid) available at UCSF Health Finance website:
http://healthfinance.ucsfmedicalcenter.org/
Signing into MyAccess
Username options Example
Username SmithJ
UCSF email address [email protected]
UCSF Health domain username ucsfmc\smithj
� Go to MyAccess at http://myaccess.ucsf.edu
� Enter your username and password combination in the
Username and Password fields:
� Click Login
� Click the button and select favorite
applications, such as PeopleSoft or MyReports
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MyAccess is the UCSF Single Sign-on (SSO) service� Allows customers to sign-on once and access all of the participating
applications for which they are authorized
� Includes access to MyReports, PeopleSoft, Password Manager, and
Learning Management System
Works withUCSF WestBay network
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Contacts – post October 1st go-live
Business Unit contacts
UCSF Medical Center
� Jenny Pulliam
415-353-3834
UCSF Faculty Practice
� Nadine Forsman
415-353-8021
Benioff Children’s Hospital Oakland
� Judy Liske
510-428-3611
Benioff Children’s Physicians
� Lual Lualhati
415-353-4984
Functional area contacts
PeopleSoft questions
East Bay: see support options
West Bay: submit ServiceNow Ticket
415-514-4100
MyReports
� Controller’s Office Solution
Center
Submit a ServiceNow Ticket
415-476-2126
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BCHO PeopleSoft support – 3 options available
At any point, email project team with non-urgentquestions or to request support, if Super User or Project Team member is not nearby
EmailSuper User
Asset Management:
Evelyn [email protected]
510-428-3885 x4554
General Ledger:
Debbie [email protected]
510-428-3885 x2219
or
Judy [email protected]
510-428-3611
Project Team
� 10/1 – 10/10: Send an email to Scott Elam or Fateh Shams
� 10/11 – 10/31: Fateh Shams will rotate between Emeryville, Foundation, and CHORI to provide in-person support
� WebEx remote support available; and 11 am daily User Support Group calls (starting on 10/16)
� 11/1 – 11/9: Fateh Shams located in Emeryville + another analyst will rotate between Foundation and CHORI
� WebEx remote support available; and 11 am daily User Support Group calls
Fateh Shams – [email protected]
Scott Elam – [email protected]
Email project team anytime at: [email protected]
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We need your help …
� Review, improve, document, and validate current
and future processes and procedures
� Participate in training
� Log and follow-up on identified issues
� Please share your ideas, suggestions, and
questions
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Conclusion
In Health COA-201, we introduced your transition to the new UCSF Health chart
of accounts, covering:
Introduction
Chart of Accounts data
UCSF Chart of Accounts
Chartfield set up
PeopleSoft trees
Capital accounting
SpeedType
Inter and intra entity transactions
Check your knowledge
Resources and tools