UC Riverside is rolling out the final phase of the Impact23 program, a multiyear effort replacing outdated financial systems with modern, more flexible cloud-based technology.

Last year, the campus kicked off the first phase of the Impact23 updates with the deployment of the Concur Travel and Expense System, which provided a new system for travelers to manage payments and receive reimbursements.

The latest Impact23 update is more far-reaching as it involves changes to almost all aspects of how UCR transacts, budgets, tracks spending and revenue, and performs financial reporting. It’s the first major update to campus finance software since 2005.

Those changes will start on July 5 when campus users are expected to transact in new financial systems.

“Major automated administrative system implementations like this are a real challenge for every campus, as the processing steps for so many of the campus transactions are changed and it takes time for the new campus knowledge base to stabilize,” said Gerry Bomotti, vice chancellor and chief financial officer and Impact23 executive sponsor. “However, these implementations are crucial for the efficient functioning of the campus, as older systems become outdated and difficult to maintain.”

Planning for the financial system replacement program by the Impact23 Program Steering Committee began more than two years ago with several town hall meetings, webinars, and training sessions held as part of the process. The committee collaborated with campus stakeholders to design the system and extended invitations to employees to test the systems, incorporating their input into the development process. 

The project participants included Business and Financial Services; Information and Technology Solutions; Financial Planning and Analysis; Research and Economic Development; and implementation partners and campus stakeholders.

An informational website provides an overview of the program along with links to training and support resources.

Here's what to expect:

Switching from Full Accounting Units to Chart of Accounts

UCR departments and units have used a Full Accounting Unit, or FAU, to manage financial data in the UC Riverside Financial System, UCPath, and Banner. With Impact23, the campus will use a Chart of Accounts, or COA, system to manage finances.

The UC Office of the President has mandated adoption of a common chart of account by July 23. Enhanced reporting capabilities and improved data accessibility are expected by implementing the UC system-wide chart of accounts. It also establishes a standardized accounting structure and practices across the entire system, promoting consistency. 

New software systems

The campus is transitioning from the UCR Financial System, eBuy, eAward, and associated boundary systems to a comprehensive suite of cloud-based solutions. This suite includes platforms such as Oracle, Concur, Kuali, UCPath, Banner, and ServiceNow, which will make use of UCR's COA.

 

The Oracle suite will serve as the central platform for project and grant management, procurement and payment processing, planning and budgeting, as well as financial reporting. Concur Travel and Expense will remain in use for travel-related expenses and will also be expanded to cover non-travel reimbursements. Additionally, faculty members and researchers will start utilizing Kuali for proposal development purposes. 

Training and support

Throughout the program, Impact23 has organized numerous town hall meetings and summits to engage with stakeholders. To facilitate learning and development, formal training sessions were conducted via web-based training, workshops, and webinars, starting in the spring. 

Once the new financial system is implemented, in-system guidance will be provided to assist users. The training content is regularly reviewed and updated, and additional resources are continually being added. A detailed guide to available training programs is available here. 

Video recordings of past town hall meetings and other training events can be accessed on-demand here. 

Key resources

A comprehensive guide to the Impact 23 changes is available on the Impact23 website.

Access the Impact23 Insider newsletter, including past issues, for regular updates on the program.

Follow the program calendar for information on upcoming training.

Contact Impact23@ucr.edu for additional questions and information.