PI Portfolio Project Update Academic Senate Committee on

PI Portfolio Project Update Academic Senate Committee on Research June 18, 2012

Agenda q Introduction q System Overview q Project Status q Planned Enhancements q Timeline q Roll-out Approach q Training Approach 2

PI Portfolio System Overview q What will the PI Portfolio system provide? § It provides a snapshot at a summary level of the PI’s Portfolio § It provides BSR reports, detail transaction reports, and a forecasting tool q What is the value? § Increases automation and accuracy of data, provides projections capability, and standardizes reports § Eliminates or reduces the need for departmental systems/tools for generating BSRs § Provides timely and readily accessible reports for PIs, Analysts, Department Managers, Chairs, etc. 3

Diagram of the PI Portfolio system PI Library Run Reports (Cognos) My. Access Inquiry Run Reports PROJECTIONS Actuals Cognos Data Portal Warehouse Run Reports Analyst Projections Create PROJECTIONS Source Systems Reports Actuals Worksheets (TM 1) PROJECTIONS The application delivers reports and projections capability

PI Portfolio Status q The Pilot phase, begun in January, continues with additional departments and users invited to participate § The goal of the pilot is to assess functionality, confirm validity of data, and provide valuable feedback and suggestions for improvement § Involved departments include Radiology, FCM, CAPS, CTSI, HDF Comprehensive Cancer Center, and others; Approximately 38 users in 15 departments are involved in the Pilot q Improvements to the system are ongoing § To date, over 25 bug fixes and 20 enhancements have been implemented based on Pilot input q A redesign is underway to improve functionality and usability, with the ultimate goal of increasing user adoption 5

PI Portfolio Planned Enhancements q Simplify the portal page q Improve report readability and presentation q Combine and simplify projections functionality q Provide ability to customize a PI’s portfolio report (for example, to include Non-Sponsored Projects) q Include transactions to support clinical trials and STIP income q Include budget and actuals transactions on a nightly basis 6

Example: Improving the User Experience PI Portfolio Current Landing Page Layout Summary reports Detail reports Analyst-only hyperlinks to create projections 7

Example: Improving the User Experience Possible New Layout Welcome to PI Portfolio Reports Projections Support ·˧ PI Portfolio will be unavailable 5/12 -5/13 for system maintenance. ·˧ CTSI joined the Pilot in April. ·˧ The PI Summary report has been enhanced to display the fund title. PI Portfolio by PI PI Portfolio select view Payroll Distribution by PI Detail Report with budget, expenses, and projections Detail Report with expenses and projections by month Detail Report with transactions by NCA Group and date Detail Report with payroll transactions Detail Report with GL Liens Detail Report with Sub-award transactions 8

High-Level Timeline for System Roll-Out 9

Roll-out Approach q We recognize that the campus is undergoing an enormous amount of change q We will leverage the consolidated OE Finance change management plan § Department Champions will be a key point of contact q We will encourage adoption at all levels of the campus q Go-Live § System made available late summer (big splash) with a “ripple” roll-out over several months § Roll-out sequencing will be tied to department readiness, access to Faculty meetings, scheduling, etc. 10

Training approach Training will be flexible, available, and repeatable q Online training q § § q Will address system use, running reports, and creating projections Will include job aids, quick reference guides, brief demo videos Hands-on training § § § Will be regularly scheduled Requires sign-up to attend (as opposed to “drop in”) Requires having completed the online training Links to training will be posted on the PI Portfolio Portal page and on the Controller’s Office website q Training will be required before analysts can gain access to the forecasting tool q 11

Wrap-up q Finance 3 Project Updates: qhttp: //controller. ucsf. edu/finance 3/ q Additional Questions/Feedback? Lori. Cripps@ucsf. edu 502. 8911 12