[Msoadm] Impact23 Insider News - April 2024

Thu Apr 4 20:54:41 PDT 2024

April 2024 | First Edition
Dear Colleagues,

The Impact23 Insider News provides essential updates and activities related to the financial system replacement program. Please take a few minutes to read the Impact23 Insider News – April 2024<https://clt1411124.bmeurl.co/10EDDE8A> edition and share it with your departmental teams as appropriate.

For any inquiries related to the Impact23 program email Impact23 at ucr.edu<mailto:impact23 at ucr.edu>.

Sincerely,
Asirra Suguitan
Impact23 Functional Lead and Campus Controller
[ucr-logo-email]

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April 2024 | First Edition
Impact23 Updates

Welcome to the Impact23 Insider News. This newsletter contains a combination of content from the User Group that was held in March, along with other key updates and changes.  You can expect to see this newsletter in your email on a bi-weekly Monday cadence. Previous newsletters can also be found on the Impact23 website under the Stay Connected tab. More Information link.<https://clt1411124.benchurl.com/c/l?u=10E9BDC8&e=17D802D&c=158834&t=0&l=EF4417D7&email=3ctD2w8qGeDpsWpNWJ7%2Fv%2B%2Fnx0vG9l4X&seq=1>

 Key Changes & Updates
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Requisitions & PO's – Procurement system

Ensuring alignment between your order details and the supplier invoice is crucial. When creating a requisition and subsequent purchase order (PO), strive to mirror the supplier’s original quote. This practice helps prevent discrepancies and ensures timely payment of invoices. More Information link.<https://clt1411124.benchurl.com/c/l?u=10E9C88D&e=17D802D&c=158834&t=0&l=EF4417D7&email=3ctD2w8qGeDpsWpNWJ7%2Fv%2B%2Fnx0vG9l4X&seq=1>

Invoice Hold Report

We encourage departments to adhere to a regular cadence for the Invoice Hold Report, aiming for a weekly review. Weekly action items should include promptly addressing any holds flagged in the report. More Information link.<https://clt1411124.benchurl.com/c/l?u=10E9C88D&e=17D802D&c=158834&t=0&l=EF4417D7&email=3ctD2w8qGeDpsWpNWJ7%2Fv%2B%2Fnx0vG9l4X&seq=2>

PCard Use Tax Corrections

Updates to PCard-related Use Tax have been integrated into the February ledgers. Corrective measures, including reversals and adjustment journals, have been implemented to rectify tax-related PCard entries up to 1/30/2024. Further corrections for PCards posted to ledgers after 1/30/2024 through 3/15/2024 will be processed in March, coinciding with the adjustments made to streamline the process. Non-C&G corrections have been categorized under the "Other" source type, C&G corrections will be visible in Looker and Financial Transaction Detail reports with a source code of "Projects."

More information link.<https://clt1411124.benchurl.com/c/l?u=10E9BDCF&e=17D802D&c=158834&t=0&l=EF4417D7&email=3ctD2w8qGeDpsWpNWJ7%2Fv%2B%2Fnx0vG9l4X&seq=1>

Financial Planning & Analysis: Oracle Budget

Budget Process

Our FP&A team is working with Deloitte consultants to refine Oracle Budget reports relating to the Budget Process. Once completed, we will create and then distribute training materials for this year’s Budget Process. CFAOs be notified when training is ready so that analysts may start the FY25 budget process.  Please prioritize Temp budget plans as those are the only values being pushed to execution on 7/1.

New Project-Related Reports in Oracle Budget
All research on deficits must be completed within Oracle Financials – PPM, not Oracle Budget.

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The new Deficit Report by Project Number report shows the COAs in deficit related to PPM Projects. Oracle Budget receives budget data from PPM and actuals data from the General Ledger (GL). This information was pulled together in this report to show the deficits within Oracle Budget (EPM).

The new Project Financials Analysis Report shows each POETAF with BCs for budget, actuals, balances, encumbrances, and balance with encumbrances by project.  Our technical team created this report due to campus requests for the report.

Staffing

Update!

Staffing Detail Report - Issues of duplicate information or incorrect values or positions with distribution percentages under 1.0 FTE or group provisions greater than 1.0 FTE have been resolved. This report is now fully functional and ready for use.

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Staffing Summary Report - Has been revamped and is now fully operational. This report offers comprehensive staffing insights by showcasing budgeted filled positions, vacant positions, total staffing figures, as well as total financial budgets from Budget Execution, and any discrepancies that may arise in the out of balance column.
Please feel free to utilize this report to streamline your balancing process.
Considering our delay on this report, we're extending the staffing deadline to April 10th!

Contracts & Grants

Sponsor Invoicing

EMF is currently finalizing month-end billing for February. If you encounter any urgent invoicing situations, please reach out to EMF. During this transaction period, we will evaluate documented estimated costs for inclusion. If an award is about to end or has ended, and there are pending expenditures, it’s crucial to communicate with EMF. This information directly impacts final invoicing. Without this data, there’s no guarantee that additional expenditures will be reimbursed.

Project Portfolio Management - Unprocessed Costs

PPM strictly enforces project start and end dates, but due to new processes with Impact23, occasional errors occur, especially with payroll costs.

More information link.<https://clt1411124.benchurl.com/c/l?u=10E9BDD0&e=17D802D&c=158834&t=0&l=EF4417D7&email=3ctD2w8qGeDpsWpNWJ7%2Fv%2B%2Fnx0vG9l4X&seq=1>

Unconverted Funds

Just a quick reminder about unconverted funds. These represent amounts that were fully expended and billed in UCRFS but did not make their way into Oracle. This typically happens during the processing of new amendments, modifications, or NCEs.

More information link.<https://clt1411124.benchurl.com/c/l?u=10E9C88D&e=17D802D&c=158834&t=0&l=EF4417D7&email=3ctD2w8qGeDpsWpNWJ7%2Fv%2B%2Fnx0vG9l4X&seq=3>
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Introducing Our

New Process for Reimbursement/Refund-Only Suppliers!

A streamlined process for requesting one-time reimbursement/refund-only suppliers.

Important Note: These records are for one-time use and will be inactivated after 90 days (about 3 months) once marked “spend authorized.”

Remember! Good things take time—so please allow up to ten business days from the date of the request for the payee/supplier status to change to spend authorized.

Supplier Registration

Reminder - Non-PO Suppliers cannot be changed to a PO Supplier without routing through the Central Procurement Office. Requests to change a supplier from Non-PO to PO after the supplier has been spend authorized, is a manual process that could delay PO creation and payments to suppliers.

PO Suppliers
Are vetted by the Procurement Office to determine if there are existing suppliers that offer the same goods or services and can be selected for PO generation.
Non PO Suppliers
Are used for Concur and ePay payment requests. Do not route to Procurement. It cannot be used to generate a PO.

This selection is made when requesting a supplier in Oracle Financials. After entering the Supplier/Payee name and selecting the Procurement Business Unit, then the Request Reason is selected. This is where you indicate what type of supplier the entity/person is intended to be.
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Supplier Report

Wondering where a supplier is in the registration process? No need to submit a ticket or call the Concierge, instead the Prospective Supplier/Payee Status Summary report can be run within Oracle Financials to see the status of the supplier request. The report is designed to be run on an ad hoc basis, generating real-time data for immediate insights and analysis.
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Known Issues Tracker

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Visit our Impact23 website Known Issues Tracker to keep up with ongoing and resolved issues to stay informed.

More information link.<https://clt1411124.benchurl.com/c/l?u=10E9BDD1&e=17D802D&c=158834&t=0&l=EF4417D7&email=3ctD2w8qGeDpsWpNWJ7%2Fv%2B%2Fnx0vG9l4X&seq=1>

Resolved Issues - Celebrate the Fixes!

Payroll: June recording of payroll-related costs to incorrect Chart of Accounts have been rectified. All phases are complete, resolving the issue by March 14 for February ledgers. Check out the update in the Financial Transaction Detail Report and the Golden Tree Viewer. More information link.<https://clt1411124.benchurl.com/c/l?u=10E9C300&e=17D802D&c=158834&t=0&l=EF4417D7&email=3ctD2w8qGeDpsWpNWJ7%2Fv%2B%2Fnx0vG9l4X&seq=1>

Concur & ePay: On March 15 the issue with 200 employee supplier records missing supplier names was resolved. The issue was caused by an incomplete file received from UCPath on 2/24/24. Smooth sailing ahead! More Information link.<https://clt1411124.benchurl.com/c/l?u=10E9C88E&e=17D802D&c=158834&t=0&l=EF4417D7&email=3ctD2w8qGeDpsWpNWJ7%2Fv%2B%2Fnx0vG9l4X&seq=1>

Oracle GL and PPM: Resolved March 15! On March 13, a system error caused a 6x duplicate journal entry in Oracle GL and PPM. Accounting promptly posted reversals to both modules. Though the duplicate data will be seen in Oracle and Looker, end balances should be correct due to the respective reversals. No further action is required.

Meetings and Events

In Case You Missed It...

[https://images.benchmarkemail.com/client1411124/image15472721.png]<https://clt1411124.benchurl.com/c/l?u=10E9BDD4&e=17D802D&c=158834&t=0&l=EF4417D7&email=3ctD2w8qGeDpsWpNWJ7%2Fv%2B%2Fnx0vG9l4X&seq=1>
PowerPoint Presentation - Click Here! <https://clt1411124.benchurl.com/c/l?u=10E9BDD5&e=17D802D&c=158834&t=0&l=EF4417D7&email=3ctD2w8qGeDpsWpNWJ7%2Fv%2B%2Fnx0vG9l4X&seq=1>

Watch the March User Group! Highlights include:

  *   February Monthly Close
  *   Boundary Systems
  *   Known Issues Review
  *   FP&A Updates
  *   Contracts & Grant

  *   Procure to PayManual
  *   Manual Non-Payroll Cost Transfers (NCTs)
  *   Training & Support
  *   Question & Answer

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April Town Hall
Our next Town Hall will take place on
April 30th
10:30-11:30am
More Information link<https://clt1411124.benchurl.com/c/l?u=10E9C725&e=17D802D&c=158834&t=0&l=EF4417D7&email=3ctD2w8qGeDpsWpNWJ7%2Fv%2B%2Fnx0vG9l4X&seq=1>.

(ERP, OFC), Oracle Budget (EPM), Concur Travel & Expense (Concur), Kuali (Research, Build, Sponsored Programs), Financial Boundary Systems, and Financial Reporting

Our goal is to deliver timely information that matters to you.

Visit Our Website<https://clt1411124.benchurl.com/c/l?u=10E9BDD7&e=17D802D&c=158834&t=0&l=EF4417D7&email=3ctD2w8qGeDpsWpNWJ7%2Fv%2B%2Fnx0vG9l4X&seq=1> | Read Archived Newsletters<https://clt1411124.benchurl.com/c/l?u=10E9BDD8&e=17D802D&c=158834&t=0&l=EF4417D7&email=3ctD2w8qGeDpsWpNWJ7%2Fv%2B%2Fnx0vG9l4X&seq=1> | Contact Us<mailto:impact23 at ucr.edu>

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