Impact23

Financial System Replacement Program

Recorded Events
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Past Events & Support

  • User Groups

     

    Impact23 User Group
    The Impact23 User Group meeting consolidates the former C&G, eBuy/AP, and UCRFS user group meetings. This user group serves as a space for sharing detailed decisions regarding the future state financial system.
    Date
    Topics
    Presentation/Recording
    Oct 15, 2024 Award dates in Oracle PPM, Rollover now available, FYE Update & Monthly Ledger Close, New Regulations on Restricted Vet/Medical Supplies, New Promotional Suppliers, Understanding Encumbrances in Oracle, Concur COA changes by Approvers, Moving to Weekly PCard expense reports, travel allowances: itinerary, T&E Card Per Diem Offset and more!
    Jun 25, 2024 Fiscal Close, Sponsor Invoicing, Deficits, Fixed Price, new Budget Reports, Rollover Process, Budgeting Practices, Proposed Changes to Looker Finance Data, Financial Data Reminders, New PTP Releases, Looking Up Payment Information, Booking Travel with UCR Prepaid Methods, Training Updates, Concierge Helpline Phase-Out and Supplier Registration Resources
    May 30, 2024 Fiscal Close, Boundary System Updates including Web Recharge, Impact23 Known Issues, Concur Transaction Posting Delays in Oracle, Best Practices for Reconciliations and Requesting Support, Concur Profile Deactivation, New Oracle Budget Reports, Sponsor Invoicing, Cost Share, Department Invoice Hold Report, Purchase Order Detail Activity Report with Demo, Foreign Non-Resident Payments subject to Withholding, Manual Non-Payroll Cost Transfers, Training & Support
    Mar 20, 2024 Month End Closing, Boundary System Updates, New Financial Reports, Submitting a Report Ticket, Concierge, Office Hour Changes, Review of Known Issues, Budget Distribution Page training, New Project Code Requests, Sponsor Invoicing, General & Employee Liability Costs on PPM Projects, C&G Funding and Budgets, Kuali Interface to Oracle, Travel & Expense Updates and Known Issues, Meeting & Office Hour Updates. 
    Feb 27, 2024 Month End Closing, Boundary System Updates, New Financial Reports, Submitting a Report Ticket, Concierge, Office Hour Changes, Review of Known Issues, Budget Distribution Page training, New Project Code Requests, Sponsor Invoicing, General & Employee Liability Costs on PPM Projects, C&G Funding and Budgets, Kuali Interface to Oracle, Travel & Expense - Attendee Type Addition, List of Attendees (expense & type), Official Host & signature, Update Attestations, Per-Person Cost Average, Anthony's Travel update regarding visas to Brazil, Dell Marketing Suppliers, Procure-to-Pay reminders, and Additional Approvers job aid. 
    Jan 30, 2024 Month End Closing, Boundary System Updates, New Financial Reports, Submitting a Report Ticket, Concierge, Office Hour Changes, Review of Known Issues, Budget Distribution Page training, New Project Code Requests, Sponsor Invoicing, General & Employee Liability Costs on PPM Projects, C&G Funding and Budgets, Kuali Interface to Oracle, Travel & Expense - Attendee Type Addition, List of Attendees (expense & type), Official Host & signature, Update Attestations, Per-Person Cost Average, Anthony's Travel update regarding visas to Brazil, Dell Marketing Suppliers, Procure-to-Pay reminders, and Additional Approvers job aid. 
    Nov 28, 2023 Month End Closing, Boundary System Updates, Moving & Relocation Update, Oracle Budget Report Updates, Intercampus Transfer of Funds (ITF) Process, Budget Distribution Page (BDP) Updates, Payroll Certification, Salary, Wages, and Benefit Update​, Procurement and Accounts Payable Update​, Other Contract and Grant Related​ Updates, Recently Added Known Issues​, Evaluating Invoice Holds, Fisher Unconverted PO's​, PI Invoice Approval Process, Travel & Expense Updates and Known Issues, Meeting & Office Hour Updates. 
    Sept 14, 2023 System Deployment Tracker Updates, Financial Reports: Reconciliation of Various Data Sources, Salary Cost Transfer Application, July Payroll and Suspense Funding, Oracle Budget Workforce, PPM COA Values, New Project Request Guidance, Oracle Supplier Portal – Enhancement Priorities, and more!
    Aug 3, 2023 Deployment Updates, Budget & COA, Contracts & Grants, Procure to Pay, and Travel & Expense Updates
    Jun 13, 2023

    POETAF to GL Chartstring Guidance, MTA Update, Receive eBuy POs, PCard Transition and Pickup, UCPath Cutover and Training Updates!
    May 9, 2023 ePay Backup Guidance, PO Conversion, Check Outsourcing, WO System Key Dates and Training in UCLC
    Apr 6, 2023 Adding and Associating Guest Travelers in Concur, Cutover Deadlines & Blackout Periods, and Fiscal Close Dates. 
    Feb 23, 2023 Cutover Activities & Fiscal Close, Payroll Certifications, UCPath Setup & Cleanup Cutover Activity for Fund 69993, System Demos and Office Depot Business Portal
    Jan 19, 2023

    System Integration Testing Update, Change Impacts - Procurement and Chart of Accounts, and Training Overview
    Nov 15, 2022

    Individual Tester Nominations, UC Oracle Mini-Summit Key Takeaways, Faculty Collaboration & Feedback, ServiceLink Financial Tool Updates, & University Card Updates
    Sept 21, 2022

    Concur Departmental Reports in iReport, PCard Transaction Limit Increase, Retiring Miscellaneous Agreements, Supplier Strategy
    Concur User Group
    The Concur User group is primarily for Travel Arrangers and departmental staff who must stay up-to-date on travel policy and procedures and manage business travel in Concur. Users can further their understanding of pre-trip requests, travel booking options, paying with the Travel & Entertainment Card, processes for reporting travel expenses on an expense report, and how to take advantage of mobile tools.
    Date
    Topics
    Presentation/Recording
    November 22

    Booking with Anthony Travel, Travel Booking Reminders, Email Notification Deployment & Travel Policy Updates
    October 5

    Deployment Update, Concur Departmental Report Enhancements, 
    Expense Report Status Definitions, New Concur Resources, & Sabbatical/Supplements/Mileage Only Guidance
    August 10 Cash Advances, Mobile Tools, New Employee Vendor Request
    June 2 Concur Travel and Expense Q&A 
  • Office Hours
    Past Office Hours Recordings

    https://docs.google.com/spreadsheets/d/1zwC18jI8F2Onxe1Gt4_1rwXPcLOyFWK0nXLTPimXKJ0/edit?usp=sharing 

  • Impact23 Events
    Impact23 Events
    Events focused on specific topics with Impact23 members and campus participants to build awareness and educate people throughout the transition to new Impact23 systems.

Past Town Halls

UC Riverside’s Impact23 program is a multi-year initiative to modernize our financial systems. As part of our efforts to prepare and educate the campus, the program team hosts Town Hall sessions to provide updates and share critical information. 
 

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  • Faculty and Staff Town Hall - Financial System Replacement Program: Thursday, Feb. 16, 2022

    In this kickoff Town Hall, the program leadership provided a comprehensive overview of the Impact23 Program:

    0:00 - Welcome and Agenda
    3:48 - Impact23 Program
    6:50 - What is Changing?
    12:12 - Reasons for Change
    15:52 - Program Success Factors
    17:24 - Mission & Guiding Principles
    21:08 - Impact23 Timeline
    22:53 - Program Structure
    25:30 - Program Governance
    28:10 - Campus Participation
    30:35 - Faculty Focus Group
    33:25 - Common ERP Transitional Issues
    36:05 - Get Involved
    38:30 - Resources and Upcoming Activities
    40:00 - Questions & Answers

    Opening remarks: Gerry Bomotti, VC & CFO, Executive Sponsor
    Hosted by: Bobbi McCracken, AVC & Controller (Steering Committee Co-Chair) and Josh Bright, AVC & Interim CIO (Steering Committee Co-Chair)
    Moderated by: Josh Hoerger, BFS Financial System Project Manager

    Download the PowerPoint presentation from this Faculty & Staff Town Hall.

  • Faculty and Staff Town Hall - New Travel System Deployment: Wednesday, May 18, 2022

    In this Town Hall, the Impact23 team provides an update on the implementation and deployment of UCR's new travel system, Concur Travel and Expense.

    0:00 - Welcome and Agenda
    3:48 - Impact23 Program
    6:50 - What is Changing?
    12:12 - Reasons for Change
    15:52 - Program Success Factors
    17:24 - Mission & Guiding Principles
    21:08 - Impact23 Timeline
    22:53 - Program Structure
    25:30 - Program Governance
    28:10 - Campus Participation
    30:35 - Faculty Focus Group
    33:25 - Common ERP Transitional Issues
    36:05 - Get Involved
    38:30 - Resources and Upcoming Activities
    40:00 - Questions & Answers

    Opening remarks: Gerry Bomotti, VC & CFO, Executive Sponsor
    Hosted by: Bobbi McCracken, AVC & Controller (Steering Committee Co-Chair)
    Aver Smith, Accounts Payable Supervisor (Travel Expense Reporting Lead)
    Moderated by: Josh Hoerger, BFS Financial System Project Manager

    Download the PowerPoint presentation from this Faculty & Staff Town Hall.

  • Staff Town Hall - Chart of Accounts: Thursday, Aug. 25, 2022

    In this Town Hall, the Impact23 team provides an update on the implementation and deployment of UCR's new financial system, including:

    0:00 - Welcome and Agenda
    2:45 - Impact23 Program
    5:05 - What is Changing?
    7:09 - Configuration Update
    8:05 - Training Overview & Timeline
    14:40 - Concur Phase 1 & 2 Update
    18:32 - Kuali Sponsored Programs (Replacing PAMIS apps)
    20:20 - Oracle Budget (EPM) Overview
    25:25 - Chart of Accounts Segments, Definitions, and Notable Changes
    58:45 - Questions & Answers
    1:21:25 - Upcoming Activities & Closing Remarks

    Opening remarks: Asirra Suguitan, Assistant Controller (Functional Lead)
    Hosted by: Bobbi McCracken, AVC & Controller (Steering Committee Co-Chair), Stephanie Flores, Executive Director in FP&A (Co-COA/GL Lead)

    Download the PowerPoint presentation from this Staff Town Hall.

  • Faculty and Staff Town Hall - Testing, Boundary Systems & Financial Reporting: Thursday, Oct. 13, 2022

    In this Town Hall, the Impact23 team provides an update on the implementation and deployment of UCR's new financial system, including:

    0:00 - Welcome and Agenda
    2:00 - Impact23 Program Overview
    5:05 - System Testing Overview
    7:25 - Tester Nomination Process
    10:06 - Boundary System Overview, Applications in Scope & Timelines​ & Work Order Systems
    12:32 - Data & Reporting & Looker Demo (New Financial Reporting Tool)
    29:56 - Looker Timeline
    31:30 - Questions & Answers
    49:07 - Upcoming Training & Support

    Opening remarks: Asirra Suguitan, Assistant Controller (Functional Lead)
    Hosted by: Josh Hoerger (Functional Project Manager), Shahid Saifee (Interim Executive Director, Enterprise Solutions), and Mike Kennedy (Chief Technology Officer​)

    Download the PowerPoint presentation from this Faculty and Staff Town Hall.

  • Faculty and Staff Town Hall - Transition Preparation, Testing, Training & Virtual Conference: Monday, Jan. 30, 2023

    In this Town Hall, the Impact23 team provides an update on the implementation and deployment of UCR's new financial system, including:

    0:00 - Welcome and Agenda
    1:29 - Impact23 Program Updates & Department Preparation Tips
    33:31 - Timeline and Testing
    45:15 - Training Overview
    54:15 - Impact23 Summit (March Virtual Conference)
    57:37 - Questions & Answers

    Opening remarks: Asirra Suguitan, Assistant Controller (Functional Lead)
    Hosted by: Gerry Bomotti, VC & CFO (Impact23 Executive Sponsor), Bobbi McCracken, AVC & Controller (Impact23 Co-Chair), Josh Hoerger (Functional Project Manager), Helen Kotke (Financial Systems Trainer), and Laura Virgil (Change and Communications Manager)

    Download the PowerPoint presentation from this Faculty and Staff Town Hall.

    Related Links

  • Faculty and Staff Town Hall - Preparing for Cutover and Fiscal Close: Thursday, Apr. 27, 2023

    In this Town Hall, the Impact23 team provides an update on the implementation and deployment of UCR's new financial system, including:

    0:00 - Welcome and Agenda
    3:28 - Impact23 Program Timeline & Testing
    6:25 - Cutover and Close
    28:12 - Training Availability & Schedule
    44:53 - Stabilization Support
    52:30 - Questions & Answers

    Opening remarks: Gerry Bomotti, VC & CFO (Impact23 Executive Sponsor)
    Hosted by: Asirra Suguitan, Assistant Controller (Functional Lead), Bobbi McCracken, AVC & Controller (Impact23 Co-Chair), Josh Hoerger (Functional Project Manager), and Helen Kotke (Financial Systems Trainer)

    Download the PowerPoint presentation from this Faculty and Staff Town Hall.

  • Faculty and Staff Town Hall - Preparing for Cutover: Thursday, May 25, 2023

    In this Town Hall, the Impact23 team provides an update on the implementation and deployment of UCR's new financial system, including:

    1:20 - Welcome and Agenda
    4:44 - Kuali Sponsored Programs
    7:35 - Oracle COA Management 
    10:28 - Looker Data Warehouse Update
    13:30 - Payroll Certification & C&G Fixed Price Conversion
    21:22 - Subawards and Multi-Campus Awards (MCAs) in Oracle​
    24:00 - Training & Support
    36:33 - Questions & Answers

    Opening remarks: Gerry Bomotti, VC & CFO (Impact23 Executive Sponsor)
    Hosted by: Asirra Suguitan, Assistant Controller (Functional Lead), Charles E. Greer, Jr. (AVC RED), Stephanie Flores (Executive Director​ Financial Planning & Analysis), Bobbi McCracken, AVC & Controller (Impact23 Co-Chair), Josh Hoerger (Functional Project Manager), and Linda Casteel (Impact23 Banking Lead​).

    Download the PowerPoint presentation from this Faculty and Staff Town Hall.

  • Faculty and Staff Town Hall - Preparing for Launch: Thursday, June 29, 2023

    In this Town Hall, the Impact23 team provides an update on the implementation and deployment of UCR's new financial system, including:

    1:28 - Welcome and Agenda
    6:30 - Stabilization Support 
    17:59 - Training Updates
    36:23 - Oracle COA Management Updates
    39:20 - Launch Updates
    49:50 - Procure to Pay Updates
    52:45 - Questions & Answers

    Opening remarks: Gerry Bomotti, VC & CFO (Impact23 Executive Sponsor)
    Hosted by: Asirra Suguitan, Assistant Controller (Functional Lead),  Laura Virgil (Change and Communications Manager), Josh Hoerger (Functional Project Manager), Helen Kotke (Financial Systems Trainer), Stephanie Flores (Executive Director​ Financial Planning & Analysis), Bobbi McCracken, AVC & Controller (Impact23 Co-Chair), and Joe Andreu (Chief Procurement Officer)

    Download the PowerPoint presentation from this Faculty and Staff Town Hall.

  • Faculty and Staff Town Hall - Stabilization Updates: Thursday, July 27, 2023

    In this Town Hall, the Impact23 team provides an update on the implementation and deployment of UCR's new financial system, including:

    0:00 - Welcome and Agenda
    4:02 - Stabilization Channels & Metrics
    12:45 - Deployment Updates
    43:55 - Training Updates
    58:20 - Questions & Answers

    Opening remarks: Gerry Bomotti, VC & CFO (Impact23 Executive Sponsor)
    Hosted by: Asirra Suguitan, Assistant Controller (Functional Lead),  Laura Virgil (Change and Communications Manager), Josh Hoerger (Functional Project Manager), Helen Kotke (Financial Systems Trainer), Stephanie Flores (Executive Director​ Financial Planning & Analysis), Bobbi McCracken, AVC & Controller (Impact23 Co-Chair).

    Download the PowerPoint presentation from this Faculty and Staff Town Hall.

  • Faculty and Staff Town Hall - Tuesday, October 31, 2023

    In this Town Hall, the Impact23 team provides an update on the implementation and deployment of UCR's new financial system, including:

    1:42 - Welcome and Agenda
    4:30 - Stabilization Channels & Metrics
    6:18 - Deployment Updates
    8:14 - Stabilization Updates
    47:48 - Engagement Opportunities
    49:44 - Questions & Answers

    Opening remarks: Gerry Bomotti, VC & CFO (Impact23 Executive Sponsor)
    Hosted by: Asirra Suguitan, Assistant Controller (Functional Lead),  Charles Greer, Jr. (Associate Vice Chancellor for Research), Kristina Breckenridge (Project Policy Analyst), Bobbi McCracken, AVC & Controller (Impact23 Co-Chair), Laura Virgil (Change and Communications Manager), and Josh Hoerger (Functional Project Manager).

    Download the PowerPoint presentation from this Faculty and Staff Town Hall.

Impact23 Summit

  • Tuesday, 3/7
    Session Name Description Recording/Presentation
    Using the New COA

    Chart of Accounts replaces the Full Accounting Unit on July 1st. In this session, we will review the COA segments and definitions, valid chart string combinations, how to code transactions in Oracle, and review the new Golden Tree Viewer.​
    Demo: Oracle Basic Navigation & Inquiry Role
    Brain Break: New Terms & Concepts      		 In this interactive trivia game, we'll test your knowledge of the most frequently used terms and concepts that will become part of your day-to-day in the future state. Insider tip - you'll be able to find the answers on the Impact23 website!
    Budget Management in the New Systems Budget management will involve accessing data in the Oracle Budget (EPM module), PPM subledger and GL. Come hear how data will move across subledgers, where to access budget details, what budgetary controls will be in place, and how you can monitor for deficits.     
    Boundary Systems - Remediate, Retrofit, Rebuild Learn about boundary systems, watch a demo of the retrofit One Time Payment Tool, a demo of a rebuilt application, Looker, used for analytics on various campus datasets, and a demo of a collection of rebuilt work order systems into the ServiceNow platform.

     

  • Tuesday, 3/14
    Session Name Description Time
    Navigating Impact23 as an Academic

    We will cover the Faculty Advisory Workgroup engagement and Faculty/PI Learning Pathway/Training
    Intro to Kuali Proposal Dev, including COI

    This session will be a live demonstration of UCR's new proposal development system by the Kauli vendor. We will show the interface, the various components for submitting a proposal, including COI, and Kuali features that enhance the user experience.
    Kuali Research Tools

    We will run through Kuali features, including the various systems/processes that will be replaced by Kuali Compliance and Build in the future. We will show users a new Kuali Build form - e.g., PreAward Spending Requests, Material Transfer Request, Subaward/Subcontract Request Form, and more! 
    How to Maintain your Award in Oracle In the presentation, we will discuss how to check on award status, what the dashboard looks like, what the reports look like, and how/where to locate C&G information in Oracle.
  • Thursday, 3/16
    Session Name Description Time
    From Requisition to PO

    Learn about the logic behind why/when users should select the Purchase Order route (vs PCard), show the selection of items within a catalog/punchout, how to input a chartstring or POETAF, and discuss approval workflow for the various request types.

    Brain Break: Buying and Paying Game System Demo: Office Depot Business Portal Demo

    		  

     
    Supplier Strategy & Source Selection

    Discuss PO conversion criteria and the Campus-wide supplier strategy, when/how to initiate a supplier request, the Small Business First Program and how to search for suppliers in Oracle using their Business classification, and more!
    Payment Matrix & PCard Program What's changing with the PCard program, PCard (Allowable Use), Eligibility, and Reconciliation
    Concur for Non-Travel Reimbursements Concur Phase II policy additions, what's retiring from ePay and moving to Concur AND what is remaining in ePay, Business Meeting and Entertainment related expenses on the Travel and Entertainment (T&E) card, employee reimbursements in Concur, and more!
  • Wednesday, 3/22
    Session Name Description Time
    Faculty Portfolio & Financial Reporting

    PI reports in PPM, Financial Reports for Faculty, Oracle Budget EPM Reports, and Oracle Department Operational reports overview.
    What's Next: Cutover

    View and discuss due dates for department cutover activities, Q&A 
    What's Next: Fiscal Close

    View and discuss due dates for department fiscal close activities, Q&A 
    What's Next: Training Training plan, Web-based and Instructor-led training, and current training resources

    SUMMIT CLOSING
    & Executive Ask Me Anything

    		 Ask the Executives questions about the program/changes/decisions!