Improving financial systems efficiencies and data delivery
The university has partnered with Solejar, a premier consultant on Enterprise Performance Management systems, to enhance the campus financial planning and budgeting module (UCM Plan). This project has been a collaboration between several Division of Finance and Administration teams and OIT.
This project brings significant updates to improve data management, reporting capabilities, and system efficiency. Key enhancements include:
- Drill-through Capabilities for Actuals: Enhanced transparency with the ability to drill into detailed actuals data.
- Improved Functionality and Reduced Touchpoints: Streamlined processes for data retrieval and reporting.
- Improved Canned Reports: Supplementing SmartView with improved reports, such as Budget vs. Actuals by organization, fund, or project.
- Encumbrance Tracking: Reducing reliance on shadow systems by introducing encumbrance tracking capabilities.
- Workforce Cube Implementation: Simplifying personnel cost management, with drill-through capabilities to view detailed DOPE report data.
- Expanded System Structure: Allowing for future optimization and increased flexibility within the system.
Project Timeline
| September 2024 | DFA staff only (In-person) trainings |
| October 2024 | Campus-User SmartView (In-person) & Specialized (Remote) trainings |
| Mon Mar 3 | 9am - 12pm | UCM Plan Enhancement Supplemental Training (Zoom, open to all users) |
| Tues Mar 4 | 9am - 12pm | UCM Plan Enhancement Supplemental Training (Zoom, open to all users) |
| Wed Mar 5 | 1 - 3pm | Budget Request Fundamentals Training (Zoom, invitation-only based on access level) |
| Thurs Mar 6 | 1 - 3pm | Workforce Fundamentals Training (Zoom, invitation-only based on access level) |
| Sun Mar 10 - Wed Mar 19 | SYSTEM STATUS: Budget requests cannot be processed, but data remains available for reporting. |
| Thurs March 20 | SYSTEM STATUS: System will be completely offline for go-live preparations. |
| Fri March 21 | SYSTEM STATUS: System will be available with all enhancements. |
Project News
- Feb 13 - February Latest Developments
- Feb 10 - Administrative Staff Information and Updates
- Feb 6 - Research Administrator Information and Updates
- Dec 18 - December Project Update
Project Updates
12/19/2024 - Decoupling of the EPM Projects Cube from Oracle PPM
To improve efficiency, enhance data accuracy, and streamline processes based on user feedback:
- PPM project budgeting will transition entirely to the Oracle PPM module, managed by the PPFM team, at the task and award level (replacing UCM Plan). More details will follow in early Spring 2025.
- Task-level budget and actual details will no longer be accessible via the EPM Projects Cube (in SmartView). Instead, this data will remain available through:
- Standard Oracle Fusion Project Reports (PPM Subledger)
- New Report(s) currently under development.
- Project-level budget and actuals will continue to be available via the Financial Reporting (FINR) Cube within UCM Plan (GL-account level) via canned reports and SmartView.
Training
Training Preparation Advisory and Resources
The following are mandatory in order to maximize the user training experience:
- A laptop with SmartView add-on installed prior to the session (submit installation requests HERE).
- Review the following videos prior to the training to familiarize yourself with the UCM Plan Enhancement project and get the most out of training:
- SmartView Vocabulary and Acronyms (Time: 12:07)
- Dimensions and Member Selection (Time: 22:33)
- Sample Ad-hoc Retrieval (Time: 15:11)
UCM Plan SmartView Training
- Access this training session via the UC Learning Center (SSO required) - link available in mid-February.
- Audience: All UCM Plan Users
- Overview: This 3-hour training is required for users to be provisioned access to the UCM Plan environment. The session walks through the enhanced SmartView Ad Hoc reporting capabilities and gives an overview of some of the forms designed to streamline business processes.
- Prerequisite(s): SmartView Vocabulary and Acronyms, Dimensions and Member Selection, Sample Ad-hoc Retrieval
UCM Plan Enhancement Supplemental Training
- Training Date(s) [Choose one session to attend]:
- Audience: All UCM Plan Users
- Overview: This supplemental training provides an in-depth exploration of the application's features and capabilities. Participants will gain advanced insights into data gathering, reporting, and analytics to enhance daily operations. The session will also cover key lessons learned from UAT, helping users navigate new dimensions of the solution more effectively.
- Prerequisite(s): Successful completion of UCM Plan SmartView Training.
Budget Request Fundamentals Training
- Training Date: Wed March 5| 1 pm to 3 pm | Zoom
- Audience: UCM Plan users with specific system access role (by invitation only)
- Overview: The Budget Request Training will provide a comprehensive overview of the key steps involved in creating, reviewing, and navigating the budget request process. The session will also cover lessons learned from UAT to enhance user understanding and efficiency.
- Prerequisite(s): Successful completion of UCM Plan SmartView Training.
Workforce Fundamentals Training
- Training Date: Thurs March 6| 1 pm to 3 pm | Zoom
- Audience: UCM Plan users with specific system access role (by invitation only)
- Overview: The Workforce Fundamentals training will provide an in-depth look at labor data calculations, including the different types and their rationale. The session will feature examples to illustrate these calculations and demonstrate how to access and navigate the data across various forms. Additionally, key lessons learned from UAT will be covered to enhance user understanding.
- Prerequisite(s): Successful completion of UCM Plan SmartView Training.
SmartView Installation Information
Windows & Mac Users
Submit a ServiceNow ticket request for consultation and support
Contact
Please reach out to dofa@ucmerced.edu with any questions, and a member of the project team will be in touch.
