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"Project Overview Timeline"

https://financeandbusiness.ucdavis.edu/aggie-enterprise/about 

  • Aggie Enterprise
    • Start date: April 2021
    • Go-live date: January 2024. All users begin transacting in Aggie Enterprise using the new CoA.
  • CoA
    • Start date: January 2021
    • Transition period: July - December 2023. Units continue using the FAU in KFS. Central offices translate date to CoA for UCOP reporting. 
  • COFI
    • Start date: March 2021
    • Completion date: March 2022

“Financial Transformation”

https://financeandbusiness.ucdavis.edu/chart-of-accounts

  • Design Phase (February 2021–June 2021)
    • Discovery and Design
    • Proof of Concept
    • Final Segment Definitions and Criteria
  • Development Phase; FAU to CoA Data Mapping (July 2021-June 2023)
    • CoA Value and Hierarchy Development
    • Data Cleanup
    • CoA Stabilization
  • Implementation Phase (July 2023–January 2024)
    • Central Office Data Translation
    • Deployment and Cutover

“Chart of Accounts Timeline”

https://financeandbusiness.ucdavis.edu/chart-of-accounts/updates

Chart of Accounts Redesign Stages and Estimated Timelines depicts three stages of activity:

  • Design Phase (February 2021–June 2021)
    • Discovery and Design
    • Proof of Concept
    • Final Segment Definitions and Criteria
  • Development Phase; FAU to CoA Data Mapping (July 2021-June 2023)
    • CoA Value and Hierarchy Development
    • Data Cleanup
    • CoA Stabilization
  • Implementation Phase (July 2023–January 2024)
    • Central Office Data Translation
    • Deployment and Cutover

    "How does this community support change management at UC Davis?"

    https://financeandbusiness.ucdavis.edu/aggie-enterprise/change-management/network

    • Upper left corner: Aggie Enterprise Project Team
      • town halls
      • roadshow
      • subject matter experts
    • Upper right corner: Subject Matter Experts
      • process design
      • context
      • business needs
    • Center: Aggie Enterprise Change Network 
      • local influence
      • advocate change
      • direct feedback
    • Lower left corner: Communication
      • surveys
      • roadshow
      • subject matter experts
    • Lower right corner: Training
      • online 
      • job aides
      • in-person support

    “COFI Allocations”

    https://financeandbusiness.ucdavis.edu/aggie-enterprise/cofi/about

    Common Operating Fund Initiative graphic depicts five types of central campus fund numbers, including General Funds, UC General Funds, Self-Supporting Activity, Student Fees and Opportunity and Other Unrestricted fund types pooling together and then funneling into three different COFI fund numbers.

    “COFI Project Timeline”

    https://financeandbusiness.ucdavis.edu/aggie-enterprise/cofi/updates

    Common Operating Fund Initiative graphic depicts a horizontal timeline of phases for COFI:

    • The first phase is design and testing, 2020–summer 2021. This phase includes:
      • Analysis of technical and business impacts
      • Data mapping and business process documentation
      • Conversion testing
    • The second phase is implementation, September–November 2021. This phase involves:
      • Conversion of unit accounts and UCPath distribution in three waves: September, October and November
    • The third phase is Post-Go Live Stabilization, December 2021 to March 2022. This phase involves:
      • Review and resolve problem issues, as necessary
      • Support reporting and monitoring
    • The last phase is Fiscal Close Preparation, April to June 2022. This phase involves:
      • Align with Chart of Accounts effort
      • Complete assessment of downstream impacts

    “Aggie Enterprise”

    https://financeandbusiness.ucdavis.edu/aggie-enterprise/system

    Aggie Enterprise system graphic depicting UC Davis finance, budget and procurement systems that will be replaced by AggieEnterprise, including AggieBudget, AggieBuy, Cost Share Application, FIS Decision Support, Ledger Review, Kuali Financial System and Vendor W9.

    “Aggie Enterprise Project Phases”

    https://financeandbusiness.ucdavis.edu/aggie-enterprise/system/updates

    Aggie Enterprise graphic depicting a horizontal timeline with six phases:

    • Phase 0 for planning, April–June 2021
      • Project Management and Change Management planning
      • Oracle training and certification for Functional and Technical teams
      • Chart of Accounts design and protype mapping
      • COFI kick-off
    • Define and Design Phase (Imagine), June–December 2021
      • Clarify stakeholder requirements
      • Map requirements to Oracle Cloud functions
      • Identify gaps and develop high-level design
      • Process redesign kick-off
      • Socialize the Chart of Accounts prototype
    • Build Phase, January–June 2022
      • Configuration planning, develop integration standards and scenarios
      • Chart of Accounts configuration into Oracle
      • Build and begin iterative testing
    • Test Phase, July 2022–September 2023
      • Iterative system integration, super user and user acceptance testing
      • Conversion validation
      • End-user training
    • Cutover Phase, October-December 2023
      • Prepare final configurations
      • Operational readiness assessment activities
      • Knowledge transfer and training
    • Go-Live January 1, 2024
    • Hypercare, January 2024–ongoing
      • Change Management reinforcement
      • Ensure structures and procedures are in place to support users’ adoption and usage
      • Continued end-user training

    "Aggie Enterprise Build Timeline"

    https://financeandbusiness.ucdavis.edu/news/aggie-enterprise-project-moves-build-phase

    • 2022
      • Dec.
        • Imagine
      • Jan. - June.
        • Deliver
        • Sprint
      • Jan.
        • Sprint Planning
      • Jan. - Feb.
        • Sprint 1: 1/18 - 2/11
      • Feb. - Mar.
        • Sprint 2: 2/14 - 3/11
      • Mar. - April
        • Sprint 3: 3/14 - 4/8
      • April - May
        • Sprint 4: 4/11 - 5/6
        • Sprint Conversion Cycle 1
      • May - June
        • Sprint 5: 5/9 - 6/3
        • Sprint Conversion Cycle 2
      • June - July
        • Sprint 6: 6/6 - 7/5
        • Sprint Conversion Cycle 3

    "Mapping POET to the new Chart of Accounts"

    https://financeandbusiness.ucdavis.edu/aggie-enterprise/business-transformation/project-portfolio 

    General Ledger (GL) Chart of Accounts (CoA) String

    • Entity
    • Fund
    • Financial Dept.
    • (Natural) Account
    • Purpose
    • Program
    • Project
    • Activity

    PPM Subledger POET(AF) String

    • Project
    • Expenditure Organization
    • Expenditure Type
    • Task

    "Mapping POET(AF) to the new Chart of Accounts"

    https://financeandbusiness.ucdavis.edu/aggie-enterprise/business-transformation/project-portfolio 

    General Ledger (GL) Chart of Accounts (CoA) String

    • Entity
    • Fund
    • Financial Dept.
    • (Natural) Account
    • Purpose
    • Program
    • Project
    • Activity

    PPM Subledger POET(AF) String

    • Project
    • Expenditure Organization
    • Expenditure Type
    • Task
    • Award
    • Funding Source

    "Project Management and Change Management Strategy"

    https://financeandbusiness.ucdavis.edu/aggie-enterprise/change-management

    • Chart of Accounts (COA)
      • Implementation of UC Office of the President mandated Common Chart of Accounts
      • Will require clean-up of current accounts
      • Design and implementation of new chart of accounts
    • Common Operating Fund Initiative (COFI)
      • Simplification of fund management, making it easier to manage budget and expenditures for core operations on unrestricted funds
      • Pools unrestricted funds into two central funds
    • Downstream/Upstream System Integrations
      • Inventory of campus systemsand points of integration in current financial system (Kuali)
      • Assessment of integration needs in future state system (Oracle) downstream impacts
    • Oracle Cloud Implementation
      • Design and implement Oracle Cloud Services modules to modernize financial and business operations
      • Will require alignment (or redesign) of business processes

    "FAU to CoA Crosswalk"

    https://financeandbusiness.ucdavis.edu/news/chart-accounts-value-mapping

    Top row: FAU/KFS:

    • Chart
    • KFS Account
      • Embedded attributes
        • Fund Source
        • KFS Org
        • HEFC
    • Object Code
    • Sub Account
    • Project

    Bottom row: CoA/Oracle:

    • Entity
    • Fund
    • Financial Department
    • (Natural) Account
    • Purpose
    • Program (No KFS Equivalent)
    • Project (No KFS Equivalent)
    • Activity (No KFS Equivalent)

    Arrows connect the FAU/KFS values to CoA/Oracle values.

    • Chart points to Entity
    • KFS Account points to Program, Project and Activity
    • Fund Source (under KFS Account) points to Fund
    • KFS Org (under KFS Account) points to Financial Department
    • HEFC (under KFS Account) points to Purpose
    • Object Code points to (Natural) Account and Activity
    • Sub Account points to (Natural) Account, Program, Project and Activity
    • Project points to Program, Project and Activity