UC San Diego Financial Operations Overview
The chart of accounts at UC San Diego is designed to provide a structured framework for recording and reporting financial transactions. It aims to meet the diverse financial reporting needs of the university, allowing for efficient management and budgeting. The UC Common Chart of Accounts project seeks to enhance system-wide financial operations by standardizing and streamlining processes. The UC San Diego Chart of Account Project Goals focus on extending the UC Common Chart of Accounts to serve the specific needs of UC San Diego, including the Medical Center and potentially UCI.
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UC San Diego Workgroup Chart of Accounts
Chart of Accounts Overview Serves as the basis for recording and reporting the day-to-day financial operations of UC San Diego The structure segments (or dimensions) record the financial effect (balance sheet, P&L, etc.) of each transaction Intended to consider all financial reporting needs, providing sufficient flexibility to allow for the development of financial statements and corporate financial metrics Each segment captures a different element of information (Who, What, Why, How, Where?) regarding the transaction
UC Common Chart of Accounts The University of California Common Chart of Accounts (CCoA) Design project was initiated in June of 2012 Building a foundation to enable operational and financial collaboration. Consolidation and standardization of financial operations across the UC system. Reduce need for extensive and expensive data reconciliations across locations. Current OP chart of accounts is outdated, overly complex, and unable to meet the reporting needs of the campuses or the University system-wide Goal of UC CCoA is to enhance system-wide reporting, budgeting, and financial management
UC San Diego Chart of Account Project Goals UC San Diego Chart of Account Project Goals The goal of UC San Diego CoA Project Team is to extend the elements of the UC Common Chart of Accounts (CCoA) that services the needs of UC San Diego including the Medical Center and potentially UCI. By design, the project approach provides for the participation of a broad representation of UC San Diego s various organizations, ensuring that the CCoA structure and values meet the requirements of external financial reporting and the budget and financial management needs of the our diverse organizations, programs, and activities.
UC San Diego CCoA Workgroup Members VCAA (Adam DiProfio) VCSA (Jason Jennings) VCRM (Mahoe Nakanelua) VCRA (Anna Gheissari) VCHS (Charles Wei, Jake Guss) VCHS/Research Admin (Erika Wilson and Isabella Bryant-Parkinson) Medical Center (Reid Hollyfield, Michelle York, Yvonne Hempsey, Ernie Gee) SIO (Susie Pike Humphrey) CBO (Robert Hannahs, Sylvia Lepe) UNEX (Tim Emery) Foundation/Advancement (Kierstin Sykes) Chancellor s Office/Treasury (Deanna Richardson) OPAFS (Duyen Nguyen) IPPS~Purchasing,Disbursements (Erika Szewczyk, Jenn Glassman, Heather Vinograd) General Accounting (Steve Ste Marie, Jamie Nickel, Arlynn Renslow, Elliott Kim, Lynette Essey) CPO (Jeff Lawler, William Burnette) ITS (Alison Kibble-Koshi, Bill Sweetman) Payroll (Paul Rodriguez) AMAS (Greg Buchanan) Housing & Dining (Erwin Sandan) UCI Health (Neil Myers, UCI Health Controller) FAO (Deston Halverson)
Guiding Principles Guiding Principles The CoA should meet ongoing needs and accommodate growth and changing business requirements. Participants in the working group should be open to new, innovative ways of doing business. The CoA should serve the needs of leadership and stakeholders as the common language used in all financial management processes and IT systems used by the campus and Medical Center. The CoA should be simple, intuitive, and easy to comprehend. Each segment should have a single use with a clear and consistent definition. Use of the CoA values should be supported with robust guidelines, communications, and documentation. Source: Common Chart of Accounts Final Report University of California March 26th, 2014
Guiding Principles (contd) Guiding Principles (cont d) The CoA should capture transactional level data that, when combined with CoA segment attributes and data from subsidiary systems, is sufficient to support campus, medical center, and system-wide financial and budgetary analysis and statutory (i.e., OSHPD), financial, and management reporting needs. The CoA should be designed such that departments can record transactions and collect consistent and complete financial information at any organizational level. The CoA should not be designed for a specific financial application, nor should its design be limited by currently available capabilities. The CoA design should be based on best practices and facilitate comparisons to peer institutions. The CoA structure should focus on long-term needs. Source: Common Chart of Accounts Final Report University of California March 26th, 2014
CoA Design Timeline Proof of Concept & UCOP Alignment CCoA Initial CFO Approval (March 2018) Orientation Final Document Development Documentation
UC San Diego CoA Sponsors Pierre Ouillet (CFO) Lori Donaldson (Chief Financial Officer, UC San Diego Health) Cheryl Ross (Assistant Vice Chancellor/Controller) Reid Hollyfield (Controller, UC San Diego Medical Center)
CoA Implementation in ESR Next Steps Common level of understanding of CoA as baseline design Design chart elements to define local structures Perform proof of concept testing including local and UC alignments Document the new Chart of Accounts Gain sponsor approvals Implement CCoA through business process implementation in ESR
CCoA Steering Committee Membership Role Name Institution Position Associate Vice President and System-wide Controller Peggy Arrivas UCOP Co- Chairs Matt Hull Riverside Associate Vice Chancellor of Planning and Budget Delphine Regalia Berkeley Associate VC of Finance/Controller Susan Moore Davis Associate Accounting Officer San Francisco John Ellis Associate VC of Finance/Controller Allison Baird- James Los Angeles Associate VC/Controller Reid Hollyfield San Diego Med. Center Controller/Director Members Rich Lynch Irvine Associate VC of Planning and Budget Charles Rowley Riverside Interim Vice Chancellor of FBO & CIO Karen Eckert Santa Cruz Assistant Vice Chancellor, Planning and Budget Monir Ahmed* Merced Associate VC/Controller Emma Loethen Merced Principal Budget Analyst Michael Riley UCOP Director of Corporate Accounting Jim Corkill UCSB Director of Accounting Services and Controls Bill McCarroll San Diego Director of General Accounting
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