Change Leader Network
The Change Leader Network is a group of key influencers across UCSB who will assist in building awareness, promoting adoption, and providing support to stakeholders impacted by the FMM implementation. Members of this group include Assistant Deans, divisional control points, and other "change champions" nominated by the control points to represent staff across their respective areas.
Change, Communications, & Training (CCT)
A team dedicated to preparing campus stakeholders for change by
equipping them with resources and training on the new financial system.
Common Chart of Accounts (CCOA)
A series of segments that, put together, are meaningful for appropriately categorizing revenue and expenses. The combination of these segments is called a chartstring, informing us where money comes from and where it goes. The CCOA is a new requirement for all UC campuses and has “common” elements to capture campus financial activity in a way that enables systemwide reporting and analysis.
Conversion
Conversion describes the overall process of transferring the legacy data from UCSB’s current financial system to Oracle Financials Cloud. In PGM, this includes projects, budgets, project costs, and customer data. In RTR, conversions were completed for banks, fixed assets, and the General Ledger. Conversion is a priority for all FMM workstreams.
Core Financial Principles (Finance 101)
Designed to provide the building blocks for financial management best practices, these trainings help campus financial staff establish a solid baseline around the fundamentals of university finance. The full Finance 101 certification includes six courses along with an optional seventh course.
Cutover
Cutover refers to the critical transition phase where the campus will switch from the current financial system to Oracle Financials Cloud, involving the transfer of data, processes, and systems.
Data Warehouse
The Data Warehouse is the backbone of our Financial Management Modernization project, serving as a centralized hub where all financial and operational data is securely stored, integrated, and made accessible in a structured way.
Enterprise Data Management (EDM)
EDM is a tool UCSB will use to administer the Common Chart of Accounts (CCOA) segment values, attributes, and hierarchies, and to synchronize these between all Oracle Financials Cloud modules and boundary systems. Additionally, it is used to map legacy COA segments to the new CCOA to reflect historical data in OFC.
Enterprise Performance Management (EPM)
EPM is a tool that enables budgeting, forecasting, financial modeling, and workforce planning. EPM houses the following business processes: Annual Budget (current year and ongoing), Project Forecasting, Long Range/Strategic Modeling, Core Revenue projections, Workforce Planning (WFP), and Campus Commitments tracking. It will originate budget adjustments and allocation of resources.
Financial Reporting Unit (FRU)
An academic or operating unit identified with an ongoing business objective, aligned with the UCSB’s organization structure.
FinHub
FinHub will be our main financial reporting tool in the future state. It will also house UCPath reporting. FinHub sits on top of Snowflake and has its own internal data warehouse that feeds information into Snowflake.
Fusion Data Intelligence (FDI)
Oracle Fusion Data Intelligence (FDI) is a family of prebuilt, cloud-native analytics applications for Oracle cloud applications that provides prebuilt insights to improve decision-making. FDI empowers business users with industry-leading, AI-powered, self-service analytics capabilities to deliver deeper insights.
General Ledger (GL)
Summary level information of all accounting journals and financial data. Connects to all of the subledger (flow of data)
Hypercare
The period of heightened support and attention following the transition to Oracle Financials Cloud, which will focus on addressing issues and ensuring a smooth transition for campus.
Invoice-to-Cash (ITC)
The OFC module that encompasses end-to-end Accounts Receivable and external billing (for non-student billing)
Jaggaer
Known on campus as Gateway, Jaggaer is the procurement software utilized by UCSB currently and in the future state
Office of Financial Training (OFT)
A new unit on campus dedicated to providing training on all financial systems within the Finance & Resource Management (FARM) division, as well as corresponding policies and procedures. The OFT is leading training on new systems and processes for the FMM program, including OFC and the CCOA.
Oracle Financials Cloud (OFC)
Oracle's contemporary financial system that provides significant usability and integration improvements, real-time integrated reporting capabilities, and an enterprise budgeting system. OFC will encompass general accounting functionalities, projects & grants management, external billing, budgeting and planning, and user access, therefore replacing PeopleSoft, GUS, and the GMC.
Projects & Grants Management (PGM)
The OFC module where Sponsored (primarily Research), Non-Sponsored, and Capital Projects will be managed and where the data is housed in real-time. Since the GL only houses summary data, this module is where all transactions are entered (and can be viewed) that pertain to: Project Costing, Project Controls, Project Budgets, Grants Management, Project Contract, and Project Billing.
Record-to-Report (RTR)
The OFC module which encompasses Accounting, Reconciliation, Recharges, Cash Management, and Fixed Assets
Retrofit
This refers to modifying an existing software system to adapt it to new requirements or technologies without necessarily replacing the entire system. It may involve new functionalities, interfaces, or configurations while preserving the core functionality of the existing software. Many UCSB systems will be retrofitted for the new CCOA.
Security & Controls
Also called Risks & Controls, this workstream is responsible for developing OFC security components and determining user access, account provisioning, and authorization levels for campus users.
Snowflake
Snowflake is our new campus data warehouse tool that is being developed in conjunction with the FMM program. We are loading UCPath, Concur, Jaggaer, some financial data, and student information system data in Snowflake. The static PeopleSoft financials data will also be available in Snowflake after go-live.
System Integration Testing (SIT)
Testing that occurs in multiple cycles to ensure that OFC modules have been configured correctly (i.e. communicate and exchange data properly) with each other and with other systems.
Test Scripts
A step-by-step set of instructions used in User Acceptance Testing (UAT) that guide testers through specific actions and expected outcomes when testing the OFC software.
Train the Trainer
Train the Trainer (TTT) sessions are designed to equip a group of UCSB trainers with the skills and knowledge they need to effectively facilitate OFC training for end users.
User Acceptance Testing (UAT)
The largest cycle of testing with campus end-users, in which end-to-end processes and scenarios will be tested in the new system and external systems to ensure the tool meets departmental needs.
Whatfix
The digital adoption platform that will be overlaid on top of OFC to provide in-app guidance as you complete daily tasks, including pop-up announcements and reminders, smart tips, step-by-step instructions, data validation, and more.