Hello FINAH Developers - The below fields are now available for you in UAT.  If you find an issue, please email busintel@ucsd.edu right away with the subject line “FINAH UAT due July 14” so we can address it prior to the Thursday, July 15 release to Production. 

Testing Required

Carryforward Balances

In an effort to mitigate the additional work that would be put on Departments due to the fact that Carryforward balances won’t be posted in Oracle until October, we have added some additional calculated records to the FINAH-UCSDGeneralLedger-View and the FINAH-UCSDGeneralLedgerBalances-View. 

These records will NOT exist in Oracle, but have been added as a stopgap ONLY UNTIL the Oracle carryforward entry is made to the 300000 account.  At that point these calculated records will no longer be seen in FINAH.

You will be able to identify these calculated records by looking for “Journal Balance Type” = ‘Projected Carryforward’

** NOTE: You will need to make sure “Journal Balance Type” = ‘Projected Carryforward’  is included in your report in order to add this additional record, or you will need to exclude that if you don’t want to see those records in your report.

The logic behind these records is:

• Look to see if a record already exists in the 300000 account for the chartstring * in the 13-Jun period of the previous fiscal year.    If that record already exists, then don’t create any additional record. The posted amount will be all that will show in your reports.

• If no 300000 account balance for the 13-Jun period of the previous fiscal year exists, then calculate the balance of the full Managerial Reporting Hierarchy by chartstring** using the ending balance of the 13-Jun period of the previous fiscal year.   This will include any adjustments made in the 13-Jun period, so you will notice the Carryforward entry changing as those adjustments are made.

• Add the calculated Carryforward Balance as a new record for Account 300000 to both the FINAH-UCSDGeneralLedger-View and the FINAH-UCSDGeneralLedgerBalances-View

* Chartstring: The posting level of the 300000 Account only  includes the following Chart Segments:

• Entity

• Fund

• Financial Unit

• Location

• Project

This stopgap measure will continue to function each year as we move into the new Fiscal Year until the Oracle Carryforward entries are posted.

FINAH-UCSDGeneralLedgerBalances-View expansion to Beginning Balance and Ending Balance

New this release we will be adding Beginning and Ending Balances for several of your favorite fields.  These calculations came to us from report developers who were already adding them to their reports and wanted to share their knowledge, along with making report development easier for all. 

Testing of these fields will be critical to the success of this release.

Ending Balance = Beginning Balance (same as Oracle) + Period Balance

To reduce duplication and confusion, we will be retiring the current fields using our renaming and deprecating strategy.  This will affect the following fields:

• 'Fiscal Period Beginning Balance' will be replaced by 'Fiscal Year To Date Beginning Balance' with the partner field being 'Fiscal Year To Date Ending Balance'

• 'Fiscal Period Beginning Balance Entry Type' will be replaced by 'Fiscal Year To Date Beginning Balance Entry Type ' with the partner field being 'Fiscal Year To Date Ending Balance Entry Type'

• 'Fiscal Period Beginning Balance Entry Type Code' will be replaced by 'Fiscal Year To Date Beginning Balance Entry Type Code' with the partner field being 'Fiscal Year To Date Ending Balance Entry Type Code'

• 'Fiscal Period Beginning Balance Sign' will be replaced by 'Fiscal Year To Date Beginning Balance Sign' with the partner field being 'Fiscal Year To Date Ending Balance Sign'

• 'Fiscal Period Beginning Credit Balance' will be replaced by 'Fiscal Year To Date Beginning Credit Balance' with the partner field being 'Fiscal Year To Date Ending Credit Balance'

• 'Fiscal Period Beginning Debit Balance' will be replaced by 'Fiscal Year To Date Beginning Debit Balance' with the partner field being 'Fiscal Year To Date Ending Debit Balance'

• 'Fiscal Period Beginning Signed Balance' will be replaced by 'Fiscal Year To Date Beginning Signed Balance' with the partner field being 'Fiscal Year To Date Ending Signed Balance'

• 'Fiscal Quarter To Date Balance' will be replaced by 'Fiscal Quarter To Date Beginning Balance' with the partner field being 'Fiscal Quarter To Date Ending Balance'

• 'Fiscal Quarter To Date Balance Entry Type' will be replaced by 'Fiscal Quarter To Date Beginning Balance Entry Type ' with the partner field being 'Fiscal Quarter To Date Ending Balance Entry Type'

• 'Fiscal Quarter To Date Balance Entry Type Code' will be replaced by 'Fiscal Quarter To Date Beginning Balance Entry Type Code' with the partner field being 'Fiscal Quarter To Date Ending Balance Entry Type Code'

• 'Fiscal Quarter To Date Balance Sign' will be replaced by 'Fiscal Quarter To Date Beginning Balance Sign' with the partner field being 'Fiscal Quarter To Date Ending Balance Sign'

• 'Fiscal Quarter To Date Credit Balance' will be replaced by 'Fiscal Quarter To Date Beginning Credit Balance' with the partner field being 'Fiscal Quarter To Date Ending Credit Balance'

• 'Fiscal Quarter To Date Debit Balance' will be replaced by 'Fiscal Quarter To Date Beginning Debit Balance' with the partner field being 'Fiscal Quarter To Date Ending Debit Balance'

• 'Fiscal Quarter To Date Signed Balance' will be replaced by 'Fiscal Quarter To Date Beginning Signed Balance' with the partner field being 'Fiscal Quarter To Date Ending Signed Balance'

• 'Project To Date Balance' will be replaced by 'Project To Date Beginning Balance' with the partner field being 'Project To Date Ending Balance'

• 'Project To Date Balance Entry Type' will be replaced by 'Project To Date Beginning Balance Entry Type ' with the partner field being 'Project To Date Ending Balance Entry Type'

• 'Project To Date Balance Entry Type Code' will be replaced by 'Project To Date Beginning Balance Entry Type Code' with the partner field being 'Project To Date Ending Balance Entry Type Code'

• 'Project To Date Balance Sign' will be replaced by 'Project To Date Beginning Balance Sign' with the partner field being 'Project To Date Ending Balance Sign'

• 'Project To Date Credit Balance' will be replaced by 'Project To Date Beginning Credit Balance' with the partner field being 'Project To Date Ending Credit Balance'

• 'Project To Date Debit Balance' will be replaced by 'Project To Date Beginning Debit Balance' with the partner field being 'Project To Date Ending Debit Balance'

• 'Project To Date Signed Balance' will be replaced by 'Project To Date Beginning Signed Balance' with the partner field being 'Project To Date Ending Signed Balance'

Following our renaming & deprecating strategy, the dates of retirement for these FINAH-UCSDGeneralLedgerBalance-View fields will be

• July 9 announcement and release of new fields for user acceptance testing against Hana QA only

• July 15 announcement and release of new fields to be used in reports using Hana Prod

• August 5 retiring Balance fields will be set to null in Hana QA for UAT

• August 12 retiring Balance fields will be set to null in Hana PROD, this will allow report users to identify which reports have not been remediated

• September 9 retiring Balance fields will be removed from Hana QA, breaking any report that has not yet been remediated

• September 16 retiring Balance fields will be removed from Hana PROD, breaking any report that has not yet been remediated

Clarity for Accounting Periods

During a recent Financial Analytics Community of Practice meeting we discussed the Accounting fields in FINAH-ProjectCosts-View and you asked if we can make it more clear which fields are best to use.  With guidance from you and the FINAH Steering committee we've identified the following Accounting Period fields that can be used for all FINAH-ProjectCosts-View reports.

• Expenditure Dist Accounting Period

• Expenditure Dist Fiscal Period Full 

• Expenditure Dist Fiscal Period Number

• Expenditure Dist Fiscal Period Short

• Expenditure Dist Fiscal Day (DDD) 

• Expenditure Dist Fiscal Month (MM) 

• Expenditure Dist Fiscal Quarter (Q)

• Expenditure Dist Fiscal Week (WW)

• Expenditure Dist Fiscal Year

• Expenditure Dist Fiscal Year (YYYY)

To reduce duplication and confusion, we will be retiring the current fields using our renaming and deprecating strategy.  This will affect the following fields:

• 'Expense Dist Receiver GL Accounting Period' will be replaced by 'Expenditure Dist Accounting Period'

• 'Expense Dist Receiver PA Accounting Period' will be replaced by 'Expenditure Dist Accounting Period'

• 'Expense Dist Provider PA Fiscal Period Full' will be replaced by 'Expenditure Dist Fiscal Period Full '

• 'Expense Dist Receiver GL Fiscal Period Full' will be replaced by 'Expenditure Dist Fiscal Period Full '

• 'Expense Dist Receiver PA Fiscal Period Full' will be replaced by 'Expenditure Dist Fiscal Period Full '

• 'Expense Dist Provider PA Fiscal Period Number' will be replaced by 'Expenditure Dist Fiscal Period Number'

• 'Expense Dist Receiver GL Fiscal Period Number' will be replaced by 'Expenditure Dist Fiscal Period Number'

• 'Expense Dist Receiver PA Fiscal Period Number' will be replaced by 'Expenditure Dist Fiscal Period Number'

• 'Expense Dist Provider PA Fiscal Period Short' will be replaced by 'Expenditure Dist Fiscal Period Short'

• 'Expense Dist Receiver GL Fiscal Period Short' will be replaced by 'Expenditure Dist Fiscal Period Short'

• 'Expense Dist Receiver PA Fiscal Period Short' will be replaced by 'Expenditure Dist Fiscal Period Short'

• 'Expense Dist Provider GL Special Fiscal Period Count' will no longer be needed

• 'Expense Dist Provider PA Special Fiscal Period Count' will no longer be needed

• 'Expense Dist Receiver GL Special Fiscal Period Count' will no longer be needed

• 'Expense Dist Receiver PA Special Fiscal Period Count' will no longer be needed

• 'Expense Dist Provider GL Special Fiscal Period Flag' will no longer be needed

• 'Expense Dist Provider PA Special Fiscal Period Flag' will no longer be needed

• 'Expense Dist Receiver GL Special Fiscal Period Flag' will no longer be needed

• 'Expense Dist Receiver PA Special Fiscal Period Flag' will no longer be needed

Following our renaming & deprecating strategy, the dates of retirement for these FINAH-UCSDGeneralLedgerBalance-View fields will be

• July 9 announcement and release of new fields for user acceptance testing against Hana QA only

• July 15 announcement and release of new fields to be used in reports using Hana Prod

• August 5 retiring Balance fields will be set to null in Hana QA for UAT

• August 12 retiring Balance fields will be set to null in Hana PROD, this will allow report users to identify which reports have not been remediated

• September 9 retiring Balance fields will be removed from Hana QA, breaking any report that has not yet been remediated

• September 16 retiring Balance fields will be removed from Hana PROD, breaking any report that has not yet been remediated

Final Step of Renaming and Deprecating Happening Now

As we've adapted the FINAH views to your needs, we have found changing field names is painful for both report developers and our team due to the name change breaking reports, data integrations and packages / data sources.  In an effort to avoid this pain, we are going to introduce a new name change strategy. 

1. ITS-BIA will release new fields with the revised field name in the views that contain the field to be renamed, or where a view is to be renamed ITS-BIA will release as a new view the view with the revised name.

2. ITS-BIA will allow a transition period for report developers to repoint their reports at the new fields / views.

3. ITS-BIA will remove the data from the old fields / views and allow a second transition period.  This will not break the report but will highlight where the fields / views are still in use as they will become blank.

4. ITS-BIA will deprecate the fields / views.  Any reports the have not transitioned by this point will break.

We'll be using this new strategy on the following items that require name changes:

• CBO Account Hierarchy fields will be replaced by Managerial Reporting Account Hierarchy

• CBO Fund Hierarchy fields will be replaced by Managerial Reporting Fund Hierarchy

• Expenditure ID will be replaced by Transaction Number

• Contract Sponsor LOC Number will be replaced by Award Sponsor LOC Number

• Contract Sponsor Is Federal Flag will be replaced by Award Sponsor Is Federal Flag

• Contract Sponsor Is Federal Count will be replaced by Award Sponsor Is Federal Count

• FINAH-Task-View will be replaced by FINAH-ProjectCosts-View

Customer Service Reminder

Data in UAT is not ready to be shared with end customers, is not considered completely validated and can change suddenly.  For optimal customer satisfaction, do not connect your production solutions to packages / data sources that are in UAT.  If you choose to share UAT items with end customer, be explicit that the data and report is in UAT and can change suddenly or be broken by UAT changes.

Follow our Enhancement Testing Steps

• Cognos: Use the packages in Cognos DEV > Financial Activity Hub > Financial Activity Hub Packages UAT to build your report and select Hana QA.  Do not select Hana Prod as the report will fail.  Using Hana QA will allow you to see the below enhancements with Oracle Production data. 

• Tableau: Sign into Tableau on your Tableau desktop tool and open your report.  Add a new data source with the same name and -QA at the end of the title.  Using this data source will allow you to see the below enhancements with Oracle Production data.

• Hana QA:  FINAH data in Hana QA is production Oracle data loaded daily, just like in Hana PROD.

If you find an issue, please include in your email to busintel@ucsd.edu the following:

• What browser are you using?

• What environment are you using?  Cognos DEV, QA or PROD?  Or Tableau?

• What data source / package are you using?

• What results were you expecting? 

Items marked with an asterisk (*) are report breaking enhancements if you have these fields in your report.

Provide Feedback on our Newest View!

FINAH-UCSDGeneralLedgerInterface-View

Epic:  FINAHCORE-1189

Contains all of the data from UCSD General Ledger and some of the fields that interface with the General Ledger.

SLA stands for Sub Ledger accounting

Data flow in Oracle = Data in Sub-Ledgers → Interface tables → Summarized into General Ledger

All of the fields from FINAH-UCSDGeneralLedger-View and these fields

• SLA Event Header ID

• SLA Event ID

• SLA Event Line Accounting Class

  • Example values = INTRA, RAW_COST, RAW_COST_CLEARING, LIABILITY, PURCHASE_ORDER, REQUISITION

• SLA Event Line Amount

• SLA Event Line Description

• SLA Event Line Entry (C/D)

• SLA Event Line Number

• SLA Event Line Sign

• SLA Event Line Signed Amount

• SLA Event Original Transaction Reference

  • Example values = 200725B1X.PJ00000973.6117

• Transaction Entity Code

  • Example values = EXPENDITURES, AP_INVOICES, AP_PAYMENTS, REVENUE, PO, REQ

• Transaction ID

• Transaction Number

Validate Your Requested Enhancements

FINAH-Account-View

Epic:  FINAHCORE-1201
Removed the following fields:

• CBO Account Hierarchy fields*

FINAH-ChartStringCombination-View

Epic:  FINAH-1246
Added the following fields:

• Award Fiscal Manager Active Count

• Award Fiscal Manager Email Address

• Award Fiscal Manager Employee ID

• Award Fiscal Manager ID And Name

• Award Fiscal Manager Name Full

• Award Fund Manager Active Count

• Award Fund Manager Email Address

• Award Fund Manager Employee ID

• Award Fund Manager ID and Name

• Award Fund Manager Name Full

• Award MSO DBO CAO Active Count

• Award MSO DBO CAO Email Address

• Award MSO DBO CAO Employee ID

• Award MSO DBO CAO ID And Name

• Award MSO DBO CAO Name Full

• Award Principal Investigator Active Count

• Award Principal Investigator Email Address

• Award Principal Investigator Employee ID

• Award Principal Investigator ID And Name

• Award Principal Investigator Name Full

• Award Project Manager Active Count

• Award Project Manager Email Address

• Award Project Manager Employee ID

• Award Project Manager ID And Name

• Award Project Manager Name Full

Removed the following fields:

• CBO Account Hierarchy fields*

• CBO Found Hierarchy fields*

FINAH-Contract-View

Epic:  FINAHCORE-1205
Added the following fields:

• Award Fiscal Manager Active Count

• Award Fiscal Manager Email Address

• Award Fiscal Manager Employee ID

• Award Fiscal Manager ID And Name

• Award Fiscal Manager Name Full

• Award Fund Manager Active Count

• Award MSO DBO CAO Active Count

• Award MSO DBO CAO Email Address

• Award MSO DBO CAO Employee ID

• Award MSO DBO CAO ID And Name

• Award MSO DBO CAO Name Full

• Award Principal Investigator Active Count

• Award Project Manager Active Count

• Award Project Manager Email Address

• Award Project Manager Employee ID

• Award Project Manager ID And Name

• Award Project Manager Name Full

• Project Fiscal Manager Active Count

• Project Fiscal Manager Email Address

• Project Fiscal Manager Employee ID

• Project Fiscal Manager ID And Name

• Project Fiscal Manager Name Full

• Project Fund Manager Active Count

• Project Fund Manager Email Address

• Project Fund Manager Employee ID

• Project Fund Manager ID And Name

• Project Fund Manager Name Full

• Project ID

• Project Manager Active Count

• Project Manager Email Address

• Project Manager Employee ID

• Project Manager ID And Name

• Project Manager Name Full

• Project MSO DBO CAO Active Count

• Project MSO DBO CAO Email Address

• Project MSO DBO CAO Employee ID

• Project MSO DBO CAO ID And Name

• Project MSO DBO CAO Name Full

• Project Principal Investigator Active Count

• Project Principal Investigator Email Address