Automating Internal Billing with InterUnit Billing, Billing Session ID · 2019. 4. 8. · peoplesoft fscm, hcm, scm, grants management ... agenda - part 2 internal customer billing

Session ID:

Prepared by:

Remember to complete your evaluation for this session within the app!

104080

Automating Internal Billing

with InterUnit Billing, Billing

Workflow, and Manager

Transaction Review

4/8/2019

Jessica Mann

SpearMC

J.D. Kuwica

Kaiser Permanente

PRESENTERS

J.D. Kuwica

• Program Director, OneLink

Optimization

• Kaiser Permanente

• [email protected]

Jessica Mann

• Practice Director, Grants

Management

• SpearMC Consulting

• [email protected]

25 years – PeopleSoft Experience (FCM since r2.2)

Business Architect role at McDonnell Douglas/Boeing, Verizon Wireless, Countrywide Financials and KP

17 Years – PeopleSoft Consulting Experience

15 Years – Specialization in Grants Management

Grants, Project Costing, Contracts, Billing, Accounts Receivable, Commitment Control

# of Employees: 208,975

# of Physicians: 21,275

# of Hospitals: 39

Operational Rev: $72.7 billion

Annual Grants Fund.: $270M

Grants Programs: over 2500

KAISER PERMANENTE &

ORACLE

Go-Live: PS 8.9 in Aug 2014

PeopleSoft Ver.: 9.2 Image 27

PeopleSoft Tools: 8.56.07

Modules: AP, AM, AR, BI, CA, GM,

EM, EX, GL, IN, KK, LA, PC, PO, PV,

SP, SS

PeopleSoft FSCM, HCM, SCM, Grants Management

PeopleSoft Hosting on Oracle Cloud Infrastructure

PeopleSoft & Tools Training

Testing as a Service

PeopleSoft Reseller since 2008

PTF and Test Automation

Oracle Hyperion and PBCS

Oracle Business Intelligence

PeopleSoft Managed Services

About Us

Founded in 2004, SpearMC specializes in:

OVERVIEW

• Like many healthcare organizations, Kaiser Permanente (KP) has various types of

internal billings. It is common for one Grants Region at KP to sub-contract with

another Region to perform a portion of an award. In addition, Projects and Grants can

be funded from internal sources. As the number of KP regions grows and the volume

of inter-regional sub-recipient billing and internal customer billing increases, it became

important for KP to automate these types of approvals and billings.

AGENDA - PART 1

INTER-REGIONAL SUB-RECIPEINT BILLING SOLUTION USING INTER-UNIT

BILLING AND BILLING INVOICE APPROVAL WORKFLOW

1. OVERVIEW

2. GOAL

3. SOLUTION OVERVIEW

4. CONFIGURATION

5. CHALLENGES/LESSONS LEARNED

AGENDA - PART 2

INTERNAL CUSTOMER BILLING SOLUTION USING MANAGER TRANSACTION

REVIEW

1. OVERVIEW

2. GOAL

3. SOLUTION OVERVIEW

4. CONFIGURATION

5. CHALLENGES & LESSONS LEARNED

INTER-REGIONAL

SUB-RECIPIENT BILLING (ISB) OVERVIEW & GOALS

ISB OVERVIEW

• It is common for the recipient of Federal Grants to engage sub-

recipients to perform some of the work. KP Research Institutes

(Prime) collaborates with other KP regions (Sub) to carry out a large

amount of the research work.

• Since both Prime and Sub KP Research Institutes entities incur

expense, it is appropriate that both recognize revenue and expense.

However, expense incurred by the Prime paying the internal Sub

should eliminate with the revenue recognized by the Sub.

ISB GOALS

• Eliminate the process of printing and depositing of checks to KP entities

• Continue to allow revenue to be recognized on both sub and prime's GL

(eliminated in consolidations)

• Eliminate inter-regional revenue and expense consolidations timing

issues

• Do not book anything to Prime's GLBU until the invoices is approved by

the prime

• Standardize business process and accounting as much as possible

across Grants Business Units (some of which are not using

GM/PC/CA/BI)

ISB SOLUTION OVERVIEW

• InterUnit Billing with Supplemental Data with a few minor customizations • IU Billing uses AP/AR Netting to eliminate paper checks

• Billing Invoice Approval and Invoice Supporting Documents • Custom approval page (to meet security requirements)

• Invoice approval eliminate timing delays in Eliminations

• Billing Spreadsheet Upload for KP Regions not yet using GM/PC/CA/BI

• Revenue Reclass allocation to reclass revenue to inter-regional at the time

of billing (uses custom view) • Eliminates manual accruals of Revenue

Go Live: 7/18/2018

ISB ACCOUNTING

ISB ACCOUNTING

INTER-REGIONAL SUB-RECIPEINT

BILLING (ISB) CUSTOMIZATION - IU BILLING

APPROVAL

ISB PROPOSAL

Created new view which allows the selection of IU Grants Customers

ISB PROPOSAL

ISB PROPOSAL

Created new Inter-regional Sub-recipient Products to default a new Bill Type (used in Billing Workflow and defaults specific Invoice Numbering format)

ISB GENERATE AWARD

Customized the Generate Award process to allow creating a Contract for an InterUnit Customer when the Contract Classification is Standard

ISB CONTRACT

Customized Contracts to allow saving a Contract with an InterUnit Customer on the Contracts Billing Options page when the Contract Classification is not Internal

ISB SUPPLEMENTAL DATA

Using Delivered Contract Line Supplemental to store the Prime ChartField info to be charged.

In Scope Prime Example

Out of Scope Prime Example

ISB BILLING UPLOAD

Simplified the Billing Upload to minimize the entry required by the end users and automates the accounting distribution.

ISB BILLING UPLOAD

ISB APPROVAL ROUTING

Workflow Step (sequential)

Skip Select FDA CO GA NCAL WA HI NW SCAL

Project Team - GM Y N X

Project Team - (1) PID, (2), PM, (3) PI Y N X X X

Project Team - PM

Y N X

Billing Invoice Approver (Role) N Y X X X X X X

Billing Invoice Approver (Role) and Project Team – GM N Y X

FDA Approver (selected by Billing Invoice Approver) N N X X X X X X X

ISB DELIVERED APPROVAL PAGE

ISB DELIVERED APPROVAL PAGE

ISB WORKLIST

ISB CUSTOM APPROVAL PAGE

Fiscal Approver look up validates based on Prime ChartFields and Invoice Total against existing custom FDA tables


ChartFields displayed is dynamic based on Supplemental Data Configuration





ISB WORKLIST



INTER-REGIONAL SUB-RECIPEINT

BILLING (ISB) CONFIGURATION - IU BILLING

SUPPLIER

CUSTOMER

INVOICE NUMBERING ID

BILL-BY IDENTIFIER

BILL PLAN DEFAULT TEMPLATE

PRODUCT

PRODUCT RATE DEFAULTS

SYSTEM TRANSACTION MAP

ANALYSIS TYPES / ANALYSIS GROUP

ACCOUNTING RULES

ACCOUNTING RULES

INTERUNIT PAIRS

ACCOUNT

DEPOSIT TYPE

BANK

BANK BRANCH

BANK ACCOUNT

BILLING DEFINITION

SUPPLEMENTAL DATA

ALLOCATION STEP / GROUP

ALLOCATION STEP / GROUP

INTER-REGIONAL

SUB-RECIPIENT BILLING (ISB) CONFIGURATION – BILLING

APPROVAL WORKFLOW

BILLING DEFINITION

APPROVAL PROCESS DEFINITION

APPROVAL PROCESS DEFINITION Use the Define Criteria to define the criteria/rules you want to apply to an approval process.

You can use:

Field (Equals, Between, Not Equal to, etc.) and

Amount Criteria (Greater Than or Equal to, Between, Less Than or Equal To)

APPROVAL PROCESS DEFINITION

USER LIST DEFINITION

USER LIST DEFINITION

INTER-REGIONAL

SUB-RECIPIENT BILLING (ISB) CHALLENGES AND

LESSONS LEARNED

ISB CHALLENGES & LESSONS LEARNED

• Needed Image 24 for Billing Approval for Worksheets and

Contracts Supplemental Data

• Competing requirements for revenue

• Lengthy and integrated approval and testing process

• Billing Spreadsheet Upload Challenges

INTERNAL CUSTOMER BILLING

(ICB) OVERVIEW & GOALS

ICB OVERVIEW

• Internally funded projects are projects which are funded by entities

within Kaiser Permanente. While an award is issued and invoices

are created, no revenue is recorded for the work performed on these

projects, instead costs are reimbursed by transferring the costs to

the entity providing the funds using an expense accounts.

ICB GOALS

• Automate cost reimbursement

• Simplify the billing/approval process

• Standardize business process and accounting as much as possible

across Grants Business Units (some of which are not yet using

GM/PC/CA/BI)

ICB SOLUTION OVERVIEW

• Manager Transaction Review and Accounting Rules with

custom security

• New view and queries for project review/approval reporting

Go Live: 4/11/2018



GLBU/Affiliate, Department and Location for the KP Sponsor • Who will be funding

the project • Who is being charged


GLBU on the transaction

GLBU on the Project Organization = • Who will be

funding the project

• Who is being charged


(ICB) CONFIGURATION

INSTALLATION OPTIONS

PROJECT TYPES

ANALYSIS TYPES / GROUPS

RATE SETS

ACCOUNT / COMBO EDITS

ACCOUNTING RULES

ACCOUNTING RULES

REVENUE / BILLING PLAN TEMPLATES

PRODUCTS

PRODUCT RATE DEFAULTS

PRODUCT TYPE SECURITY

PRODUCT TYPE STATUS PATH


(ICB) CHALLENGES AND

LESSONS LEARNED

ICB CHALLENGES & LESSONS LEARNED

• Manager Transaction Review limitations • Unapprove bug

• F&A

• Transaction Adjustment

• Project Excel to CI upload

• PC Business Units with PCBU/Project/Activity optional needing to be

trained to enter Activity ID

• Update for new SetID required updates to queries not joining to

TableSet Control

CONCLUDING THOUGHTS ANY QUESTIONS?

QUESTIONS?

Session ID:

Remember to complete your evaluation for this session within the app!

104080

[email protected]

[email protected]