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Session ID: Prepared by: Upgrading PeopleSoft Grants v9.0 to v9.2 How Fred Hutchinson Cancer Research Center along with their implementation partner, SpearMC Consulting, managed its Grants upgrade from v9.0 to v9.2 102130 Cameron McClurg (FHCRC) Jessica Mann (SpearMC Consulting)
134

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May 24, 2019

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Page 1: Upgrading PeopleSoft Grants v9.0 to v9 - s9874.pcdn.cos9874.pcdn.co/.../C16_Upgrading-Grants-v9.0-to-v9.2... · Upgrading PeopleSoft Grants v9.0 to v9.2 How Fred Hutchinson Cancer

Session ID:

Prepared by:

Upgrading PeopleSoft Grants

v9.0 to v9.2

How Fred Hutchinson Cancer Research Center along with their implementation partner, SpearMC Consulting, managed its Grants upgrade from v9.0 to v9.2

102130

Cameron McClurg (FHCRC)

Jessica Mann (SpearMC Consulting)

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PeopleSoft Grants Upgrade to v9.2

• Agenda

– Organizational Overview, Presenters

– Fred Hutch Environment and Upgrade Process

• Project Objectives and Team

• Project Recap/Lessons Learned

– Changes to Grants Functionality (9.0 to 9.2)

• Proposal

• Award

• Other module enhancements

– Grants Lessons Learned

2

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Organization Overview,

Presenters

3

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Your Presenters

Fred Hutch Cancer

Research Center

Director - FMS

[email protected]

Jessica Mann

SpearMC Consulting

Practice Director – Grants

Management

[email protected]

4

Cameron McClurg

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About FHCRC

• Non-profit Cancer Research Organization opened

in 1975

• Home of three Nobel laureates

• Birthplace of bone marrow transplantation

• Annual Budget: $436 million

• ~900 active awards

• ~3500 active projects both sponsored and non-sponsored

• ~1,300 proposals submitted in last year

• ~2800 employees/staff (218 Faculty)

• Close affiliation with University of Washington and

Seattle Children’s

5

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About FHCRC

PeopleSoft Financials 9.2.13

• AM, AP, AR, BI, CA, GL, GM, KK, PC, PO

PeopleSoft HRMS

• 9.0 (Upgrading to 9.2)

• Custom Effort/LCD

PeopleTools

PeopleTools 8.54.13

SQL Server 2008

6

Applications

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Technical Upgrade Refresher

7

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Upgrade Process

8

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FHCRC Environment and Upgrade

Process

9

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View 2003 to Current

10

FMS PeopleSoft

2003 - 2009

Crystal Reporting

Data Mart (March 2008)

SciQuest/ePro (Oct 2010)

Online Effort (Aug 2010)

Hyperion Budgeting (Mar 2011)

iLab integrations to iLab & FMS (Oct 2013)

Onbase / AnyDoc (Mar 2013)

Stabilization & Infrastructure

Historical Trends in FMIS - Expanding use of technology in Finance

- Growing list of software vendors, products Hyperion StepDown (Nov 2014)

ACH Process (Sept 2014)

International Phase 1 FMS (July 2013)

CCSG Reporting (Oct 2013)

2010 - 2016

HARP - BTA (Mar 2015)

HARP - LCD (~Jan 2016)

PeopleSoft 9.2 (~Mar 2016)

Future Trends in FMIS - Focus on Business Process

- Integrated Systems

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FMS Upgrade Project Objectives

©2014 Fred Hutchinson Cancer Research Center

1. PeopleSoft 9.2. Move to supported Oracle release. Standard support expires July 2015.

2. De-customize. Reduce and simplify custom development with stretch goal to eliminate 30% of custom objects.

3. Strategic Enhancements. Implement strategic changes identified as included in the project, which add a high degree of enterprise wide benefits to the organization.

• Simplify Commitment Control and reduce errors • Implement Combination Edits • Utilize Project status to control and manage transactions

• Budgetary Controls for non-sponsored projects

4. Increase Organization Knowledgebase. Develop new skillsets across Fred Hutch’s business and IT resources.

5. Prepare System for International. Development objects will be reviewed and modified to mitigate impacts on international processing.

6. Update Integration Tools. Standardize integration tools and technology that supports interfaces between PeopleSoft Financials and external applications.

11

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Business & Application Scope

©2014 Fred Hutchinson Cancer Research Center

12

Business / Technical Domains Application Scope

Finance and Accounting General Ledger (GL)

Commitment Control (KK)

Accounts Receivable (AR)

Billing (BI)

Asset Management (AM)

Grants Management Grants (GM)

Contracts (CA)

Project Costing (PC)

Procure-to-Pay eProcurement (ePro)

Purchasing (PO)

Accounts Payable (AP)

Information Technology PeopleTools 8.54

BI Publisher

PeopleSoft Update Manager (PUM)

Secure Enterprise Search (SES) – Removed from Scope

PeopleSoft Test Framework (PTF) Evaluation

Delivered WorkCenters and Dashboards

Potentially Impacted Systems

and Interfaces

SciQuest

ONBASE

Hyperion

iLab

Web Focus Data Warehouse (BI reporting)

PeopleSoft HCM Labor Cost Distribution (LCD)

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Upgrade Improvement Scope Criteria

©2014 Fred Hutchinson Cancer Research Center

13

# Project Objective Decision Criteria

1. Leverage out of the box PeopleSoft Financials v9.2 Is change a new delivered feature and can it be supported easily within

the current set of system functionality?

2. Reduce and simplify custom development

• Does change require net-new (expansion) custom development?

• Can we eliminate a customization with new features and

functionality?

3. Implement strategic changes that add a high degree

of enterprise wide benefits to the organization

Does change represent a broad based, global benefit to the

organization?

Note: Pure departmental changes were not included in scope.

4. Develop new skillsets and support capabilities to

reduce risk to operations

• Can we improve Fred Hutch’s support capabilities within the

business and IT?

• Are support risks reduced?

5. Retrofit custom development that impacts delivered

PeopleSoft international processing functionality.

Does existing custom development or configuration block or hinder

future international processing in multiple global business units?

6. Improve the flow of information between

PeopleSoft Financials and external applications Can we standardize or improve existing interfaces between systems?

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Sample: Improvement Opportunities

©2014 Fred Hutchinson Cancer Research Center

14

PS Financials 9.2 Upgrade - Potential Improvements (Assessment + 9.2 Enhancements) Scoring and Work Effort

# Module Track Improvement Description Change Type Notes PriorityEffort

(Hrs)In Scope?

Decision

Criteria

12 GL,KK FIN

Monthly Pro-Card Reconci l iation duration should be

shortened. Very Manual . Poss ible opportunity to

improve Pro-Card Journal upload process .

- Excess ive KK errors occur after journal uploadFunctional

Improvement

KK and Combo Edit changes will drive

some benefit during upgrade. Ful l

scope of Process & Tech changes are

post upgrade effort. High level of

labor effort. Delays month end by a

min two days . More than 200 hours

per month. High Low <8 Yes

Global Change -

KK

17 PO SCM

Improve rel iabi l i ty and ease of performing document

attachments to Reqs . And Pos . Including attachments

on Emai l PO Dispatch is a high va lue to Procurement.

Functional

Improvement

Target delivered enhancements in 9.2

to resolve. High Low <8 Yes

Enabled by

Upgrade

25 Grants GRANTS

The Grants WorkCenter has been added to improve

employee productivi ty. It i s des igned as a centra l

work area for the end user to take action on

exceptions , reports and queries .New 9.2

Functional i ty

Wi l l be helpful to have di fferent

roles : Grants/ Specia l i s ts , Data

Opps , Close Out Team, End User High Low <8 Yes

Enabled by

Upgrade

27 Al l ALL

Perform Publ ic Query Audit to reduce redundant

queries and opportunities for inaccurate reporting.

Implement controls to manage publ ic queries .

Maintain query catalog.

Functional

Improvement

Core & end users responsible for

evaluation and retrofit during upgrade

with support from upgrade team. Big

ones are OSR Queries High Med <32 Yes

Upgrade

Opportunity

29GL,Grants ,

ARGRANTS Develop an effective dated AR and AP aging reports

Functional

Improvement

Scope assumes reports provided as

queries and therefore scored as

Med Effort. Poor vis ibi l i ty to AR

currently. High Med <32

Time

Permitting Net New

35 AM FIN

Evaluate Receiving of Capita l Assets and how they

get entered into AM.

- Assets often shipped on multiple receivers

- Must associate multiple receipts to a s ingle Asset

- Process i s di fficul t to Manage and error prone

Functional

Improvement

Medium priori ty for Purchas ing - Link

to new functionality Item High Med <32

Time

Permitting

Net New and

not Global

impact

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Project Team

15

• Functional

• 6-7 Full time Business Analysts

• 1 Part time Business Analyst

• 3 Full Time SpearMC resources

• Technical

• Upgrade Architect (SpearMC)

• System Admin (SpearMC)

• 2 Full time Developers

• 1 Part time Developer (SpearMC)

• Project Management (SpearMC)

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Project Recap

16

• Go Live 3/21 (two month extension on original timeline)

• Some decustomization. Some new customizations.

• Successfully executed on Strategic Enhancements

• Combo Edits stop bad transactions at the source

• Almost no KK errors in ePro due to simplified KK and modification

end user process.

• Project Status sending only good projects to feeder systems

• KK setup for Budgetary Controls

• Successfully transitioned to BI Publisher and Integration

Broker.

• Did not implement WorkCenters or Alerts/Notifications

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Project Management Lessons Learned

17

• Timeline – Scope – Resources

• Beware swapping out tires on a moving car!

• “Reduction” of Customizations

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Project Management Lessons Learned

(Cont.)

18

• Change Management

• Finance Departments

- Core module users

- Design Meetings covered customization rationalization, new 9.2

feature evaluation and scope decisions

- UAT

- Communication – Many new features and controls

• End Users

- Mostly ePro and Reporting

- “Champs” team – ePro evaluation and UAT

- Communication – “Reduced ePro errors” and “Enhanced error

handling”

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About SpearMC

19

Founded in 2004, SpearMC is a technology and professional services firm specializing in

PeopleSoft Financials and Supply Chain Management

PeopleSoft Human Capital Management and Payroll

Maximo Enterprise Asset Management

Oracle Business Intelligence

ERP Architecture and Application Development

Project and Program Management (PMO)

Change Management

ERP Training

Mobile Technology

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20

About SpearMC

Offices in Chicago, Denver, Houston, Phoenix, Seattle and San Francisco

We focus on local market delivery and capability

development in line with industry focus areas unique to the regions we serve.

Our local and well-connected network of top-tier

business analysts, technical leads, developers and project managers keep travel cost to a minimum.

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21

About SpearMC

Each member of our Leadership Team leverages over 20 years of experience in Technology, Financial and Business Transformation.

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About SpearMC

22

Oracle Gold Partner since 2008: PeopleSoft Specialization

Applications Reseller

Hardware Reseller

IBM Advanced Partner:

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Changes to Grants Functionality

(9.0 to 9.2)

23

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Proposal

24

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Creating the Proposal

25

• Functionality

similar to 9.0

• Some new

features

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Creating the Proposal

26

• Allow multiple

PIs (9.1)

Already in place

at FHCRC in 9.0

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Creating the Proposal

27

New fields available

• Reference Award #

• FAIN

Values copy to award upon generation

FHCRC conversion created for FAIN value (from Attribute on Award)

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Creating the Proposal

28

Long Description

• No longer a hyperlink – has become a text box

• Shows how many additional characters can be entered

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Creating the Proposal

29

Sponsor ID

• In v9.0 FHCRC had a customization to allow any grants sponsor, even if not set

up for billing

• Allowed use of NIH (1002) and Pending Sponsor Assignment (1003)

• Generate Award failed if sponsor not changed to value set up with billing

information

• Prevented generation of award with bad sponsor – could not change on award

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Creating the Proposal - Projects

30

Sponsor ID

• New functionality exists which allows a Sold To Sponsor to be changed after

award generation as long as the contract has not been activated

• FHCRC removed 9.0 customization

• Continued current audit of Sponsor ID before award generation

• Additional audit added by Accounting before activation to validate Sponsor

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Creating the Proposal - Projects

31

Long Description

• Similar to Proposal general page

• No longer a hyperlink – has become a text box

• Shows how many additional characters can be entered

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Creating the Proposal - Projects

32

Dept Contact

• As delivered, individual has to be set up as department contact to be listed as contact

• In 9.0 FHCRC had a customization that allowed all employees to be selected

• Removed customization and will use delivered

• Created an Excel to CI to create/update Dept Contacts

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Dept Contact Setup

• User must be setup as a department contact to be added to Project as contact

• As a part of cutover, needed to make sure each current project admin had a department contact record

33

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Proposal Budgets

34

• No significant changes

• 9.0 Customizations for Proposal budget brought forward to 9.2

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Proposal Budgets

35

• No significant changes

• 9.0 Customizations for Proposal budget brought forward to 9.2

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Proposal Budgets

36

• Customized page used to track high level budget info for proposal and

waived FNA

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Proposal Additional Information

37

• 9.0 Customized page brought forward which tracks info needed for the Office of Sponsored Research (OSR) to track incoming proposals

• Includes ability to generate emails

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Proposal Conflict of Interest

38

• 9.0 Customized page brought forward which allows OSR to track status

of conflict of interest reporting at time of proposal

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F&A Setup

• No change in functionality

39

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F&A Setup

40

• Pricing Method and Product – determines which contract line a Project and

Budget ID/Activity ID is assigned to

• In 9.0 FHCRC used just two Products • GRANTS_REIMBURSABLE: Project is billed through the Billing System

• FIXED_PRICE: Project is not billed through the Billing System

• In 9.2 created additional reimbursable Products

• Using new Products to assign years of an incoming subaward to separate lines on the contract

• Allows FHCRC to keep the same award/project id for incoming subawards with multiple budget years and send

separate invoices for each year

• Plan to review Products and additional Contracts functionality post go-live

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Proposal Resources

• No significant change

• 9.0 Customization for Conflict of Interest brought forward to 9.2

• PI, Co PI, or Other Key Person show up on COI tab

41

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Negotiate Award

42

• Notes can be

started on

Draft Proposal

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Negotiate Award

43

• FHCRC was

previously storing

notes in several

places: • Award Profile – Attributes

• Award Profile – Additional

Information

• Award Profile – Award Modification

Comments

• Contract Notes

• Shifted to consolidate

notes on the Negotiate

Award page

• FHCRC Conversion

created to move

existing notes to

Negotiate Award

Delivered values

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Negotiate Award

44

• Updated Negotiation Type Translate Values

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Submit the Proposal

45

• No change

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Generate Award

• No significant change

46

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Award

47

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Award

48

• Functionality similar

• Some changes

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Award

49

• Reference Award

Number and FAIN come

over from proposal

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Award – Long Title

50

• Long description no longer a drill

• Shows # characters left for entry

• User can display text in ‘Mobile Window’

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Award – Reporting Role

52

• Format of subpage is different – no longer in a grid format

• Continuing to use this page to indicate MPI and MPI from outside institutions

• FHCRC added a customization to indicated Institution if not from FHCRC

Customized

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Award – Post Award Admin

53

• Delivered field now available to display Post Award Administrator (OSR Admin)

• FHCRC eliminated custom OSR Specialist field

• FHCRC conversion created to move OSR Specialist value to new field

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Who is a Post Award Admin?

• Drop down based on employees identified

as Post Award Admin on Professional Data

setup

54

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Who is a Post Award Admin?

55

• Similar to Eligible PI setup

• FHCRC conversion created to check Post Award Administrator for those currently used in custom field

• New business process created for going forward when staff are added to OSR

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Award Administrator

• Same functionality as Proposal Department Contact

• Grant Administrator must be a department contact for the

department listed

56

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Accessing the Project from the Award

• Project hyperlinked

• When clicked user is transferred to Project General Page

57

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Transfer to Project From Award

• Contract Number displays on Project General

• Click on Contract Number to transfer to Contract pages

58

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Project Manager

59

• Project Manager

automatically

assigned during

award generation

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Award Resources

60

• PO Link added which links to Purchase Order

• Not used by FHCRC

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Award Modification

• Period Detail Hyperlink allows entry of multiple awards

for each period

61

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Award Modification

• Can enter multiple Award IDs and Issue Dates

• Select a project to which a modification on the Award Modifications for a Period page can be associated

• Amounts entered on Award Mods for Period sum to total on Award Modifications page

62

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Award Funding

• Delete a budget funding period from the Award Funding page (as long as no budget period details exist)

• Capability to have project with some but not all budget years

• Example of project funded in last 3 years of award

63

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Award Funding

• Example of project funded in first 2 years of award

64

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Award Funding

• Example of project with one year of funding

65

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Award Funding

• FHCRC Customized page

• Allows budget to be entered at a high level (direct vs indirect)

• Provides the ability to capture Cancer Center Support Grant specific reporting requirements

• CA Ln Activity added in 9.2 for customized Grants Invoice

66

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Award Terms

• Ability to Copy Terms from Prime Project to other Projects

• E.g. UGALL Entered at Primary Project

67

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Award Terms

• Check ‘Copy terms to all projects on save’

• Save change

• Second project now has term UGALL

68

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Milestones

• Milestones now allow entry of Completion Date and Completed

By Fields (allowed FHCRC to remove a customization)

• FHCRC also removed a customization to enter Budget Ref on

this page

69

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Supplemental Data

• Functionality that allows customers to “create” new fields as needed

• Limited number of fields available in different formats

• Text

• Date/Time

• Numeric/Signed Number

• Yes/No

• Codes (with drop down list)

• Do not need technical support to create

• Available at the Award and the Project (also Contract Header/Line)

• Can indicate if the field is required

• Logic can be built to display fields on the Supplemental Data page only when appropriate (e.g. when Award Type is CON)

70

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Supplemental Data for an Award

71

• FFATA Reporting: Subject to FFATA and Rationale

• FH Origin Date – replaces NIH Start Dt

• Type of Follow-up

• FHCRC Conversion created to move these values stored on the Attribute to Supplemental Data tables

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Supplemental Data

• Steps to set up:

• Register Record

• Register Component

• Define Record

- Record

- Fields Summary

- Fields Detail

• Define Display Group

• Assign Display Group

72

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Supplemental Data

• Register Record

73

• Already delivered

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Supplemental Data

• Register Component

74

• Already delivered

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Supplemental Data

• Define Record

75

• Status needs to be “In Design” to make changes

• Change status to “Activated” before saving and existing component

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Supplemental Data

• Define Record

76

• Map fields to data storage fields

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Supplemental Data

• Define Record

77

• Enter name, description, and other field details like drop down values

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Supplemental Data

• Define Record

78

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Supplemental Data

• Define Record

79

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Supplemental Data

• Define Record

80

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Supplemental Data

• Define Display Group

81

Define a

display

group and

associate

any records

and fields,

including the

order in

which the

fields appear

on the page

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Supplemental Data

• Define Display Group

82

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Supplemental Data

• Assign Display Group

83

• Assign one or more display groups to a supplemental data-

enable component and page

• Add Criteria (optional) when the supplemental data should be

displayed (e.g. Award Type = Specific Value)

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Supplemental Data

84

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Other Module Enhancements

85

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Letter of Credit

86

• Several changes around Letter of Credit functionality

• Increased Letter of Credit Doc ID (LOC_DOC_ID)

field length to 30 characters, added new letter of

credit fields

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Letter of Credit

87

• Enhanced Letter of Credit processing on the

Sponsor component to help track multiple LOC

numbers, associate the LOC with its associated

draw type, and populate the Contract - Billing

Options (Billing Plan General) page with the

correct LOC ID during award generation.

Primary LOC

will be

defaulted to

Billing Options

FHCRC

Conversion

created to

update Type

and Primary

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Letter of Credit

88

• Other LOC changes (not being used by FHCRC)

• Subaccount ID field introduced to the LOC Summary page and

the BI Publisher version of the LOC Summary report.

• Added capability to reprint draw reports to minimize manual

data entry into sponsor systems and reduce the risk of error

due to manual manipulation.

• Added new fields in extract tables to include additional grants-

related data elements.

• Application engine created to generate both pro forma and final

LOC Draw Reports in BI Publisher report format. Supports

generation of the pro forma and invoiced draw listings by

Business Unit (mass draw capabilities), Sponsor, and LOC ID.

• Allows the user to access a finalized listing of draws through

new delivered queries. Organizations can then manipulate the

output of the queries to upload the data into sponsor payment

request systems and support payment matching analysis.

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Amendment Processing

89

• Process to change contract limit slightly different

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Contracts Workbench

©2014 Fred Hutchinson Cancer Research Center

90

Page with sections

minimized

• The Contracts Workbench enables you to view all the information related to PeopleSoft Contracts, Grants, and Project Costing through a single workspace (or interface). You can view the current status or the required update to any major, related entity such as a contract line, a project, or an activity.

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Contracts Workbench

©2014 Fred Hutchinson Cancer Research Center

91

Default View when page

opens.

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Contracts Workbench

©2014 Fred Hutchinson Cancer Research Center 92

The records that are available for CONTRACTS are:

• CA_DETAIL – Contract Line*

• CA_MS_COND - Milestone Condition Table

• CA_PREPAID_TBL - Contracts Prepaid Balance Tbl

• CA_CONS_RATE_VW – Contract Rates

• CA_LMT_FEE_DTL - Contract Line Limit/Fee Detail

The records that are available for GRANTS are:

• GM_AWARD - Award Parent Record*

• GM_AWD_FUND_PD - Award Funding by Period*

• GM_AWD_MILE - Award Milestones*

• GM_AWD_MOD_VW - Award Modification* (This is a view on

GM_AWD_MOD and GM_AWD_MOD_LINE table)

For each Table you can select which fields should be displayed.

*Tables selected by FCHRC based on data most commonly used.

There is a list of 13 Records

available to be used in the

Workbench.

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Contracts Workbench

©2014 Fred Hutchinson Cancer Research Center 93

The records that are available for PROJECTS are:

• PROJECT_CA_VW – Projects* (This is a view on PROJECT table)

• PROJ_ACT_CA_VW - Project Activities (This is a view on

PROJECT_ACTIVITY table)

• PROJ_TM_SCH_VW - Project Team Member (This is a view on

PROJ_TEAM_SCHED table)

• PROJ_STA_CA_VW - Project Status (This is a view on

PROJECT_STATUS table)

For each Table you can select which fields should be displayed.

*Tables selected by FCHRC based on data most commonly used.

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Contracts Workbench

94

Easy to change setup

Simply check/uncheck fields that you want to include

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Workbenches

©2014 Fred Hutchinson Cancer Research Center 95

Three pre-defined templates are delivered:

• CONTRACTS

• GRANTS

• PROJECTS

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Workbenches

©2014 Fred Hutchinson Cancer Research Center 96

Template ID associated to the Business Unit

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Contracts Workbench

©2014 Fred Hutchinson Cancer Research Center

97

Hyperlink to Additional Amounts is

a delivered feature in the header of

the Workbench.

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Contracts Workbench

©2014 Fred Hutchinson Cancer Research Center

98

The Additional Amounts Hyperlink

opens a zoom window with high-

level summary information from the

Award and Contract.

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Contracts Workbench

©2014 Fred Hutchinson Cancer Research Center

99

• The first section, Summary of

Amounts, is also a delivered

section of the Workbench.

• Displays the Billing Limit

(Spending Limit) on the Contract.

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Contracts Workbench

©2014 Fred Hutchinson Cancer Research Center

100

Award displays data fields from the

Award Profile page.

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Contracts Workbench

©2014 Fred Hutchinson Cancer Research Center

101

• Award Type

• PI Name

• Prime

Sponsor (if

Flowthrough)

• Reference

Award (if

Flowthrough)

• Previous

Award

• Long Title

• Short Title

• CFDA

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Contracts Workbench

©2014 Fred Hutchinson Cancer Research Center

102

Hyperlink to directly

to Award Profile

• Grant Administrator and Post

Award Administrator were not

included, as they were displayed

as Employee ID numbers.

• Clicking on the Award Number

hyperlink will take you to the

Award Profile page where that

information can be accessed.

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Contracts Workbench

©2014 Fred Hutchinson Cancer Research Center

103

Award Funding Periods displays

information from the Funding tab of

the Award.

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Contracts Workbench

©2014 Fred Hutchinson Cancer Research Center

104

• Only shows primary

project of multi-

project award

• You can access the

full Funding page by

clicking the

hyperlink

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Contracts Workbench

©2014 Fred Hutchinson Cancer Research Center

105

Award Milestones displays the

information from the Milestones tab

of the Award Profile.

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Contracts Workbench

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106

• Completion

Date

• Due Date • Comments

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Contracts Workbench

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Award Modifications displays the

information from the Award

Modifications tab of the Award

Profile.

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Contracts Workbench

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108

• Rows are

from the

Period

Detail

pages

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Contracts Workbench

©2014 Fred Hutchinson Cancer Research Center

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• Contract Lines displays the

information from the Contract.

• At FHCRC contract information

is primarily used by Accounting.

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Contracts Workbench

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• Projects displays all projects associated with the award, and their titles.

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Contracts Workbench

©2014 Fred Hutchinson Cancer Research Center

111

• Export

to

Excel

Additional Features:

• Zoom

• Show all

columns

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Contracts Workbench

• Current limitations

• Currently only works for Active Award Status.

• Displays the value for fields instead of the text

description (e.g. EmplID instead of name).

• Order of fields and records cannot be changed on a

global basis, but users can personalize.

112

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Modify Sponsor after Generation (Sold To

Customer)

©2014 Fred Hutchinson Cancer Research Center 113

• New page in Customer Contracts allows user to

change Sold To customer

• Can also change Ship To and Bill To customer as

well

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Modify Sponsor after Generation (Sold To

Customer)

©2014 Fred Hutchinson Cancer Research Center 114

• Contract now reflects Correct

Sold to Customer

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Modify Sponsor after Generation (Sold To

Customer)

©2014 Fred Hutchinson Cancer Research Center 115

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Modify Sponsor after Generation (Sold To

Customer)

©2014 Fred Hutchinson Cancer Research Center 116

• Sponsor on Proposal pages is now correct as well!!

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F&A Adjustments

©2014 Fred Hutchinson Cancer Research Center 117

• New F&A adjustment feature that enables users to process F&A adjustments based on new or updated F&A bases and F&A rates, generate F&A adjustment transactions, and review, approve, and delete adjustment transactions prior to posting.

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F&A Adjustments

©2014 Fred Hutchinson Cancer Research Center 118

F&A Adjustment example. Base is MTDC1

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F&A Adjustments

©2014 Fred Hutchinson Cancer Research Center 119

Project incurred direct expenses

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F&A Adjustments

©2014 Fred Hutchinson Cancer Research Center 120

F&A process is run for MTDC1 base

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F&A Adjustments

©2014 Fred Hutchinson Cancer Research Center 121

F&A base is updated to S&W

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F&A Adjustments

©2014 Fred Hutchinson Cancer Research Center 122

F&A Adjustment process is run

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F&A Adjustments

©2014 Fred Hutchinson Cancer Research Center 123

SFA Adjustments are created

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AR & BI to PC

124

• PeopleSoft Receivables 9.2 extends the AR to PC

integration by interfacing AR direct journals to Project

Costing. The interface process was modified to pick up

direct journals from Receivables. Users are able to

specify an analysis type while entering the direct

journal which makes AR direct journal integration to

PC consistent with other subsystems.

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AR to PC

125

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AR to PC

126

• Direct Journal rows

from AR come over

to PC with BI

Distrib Status of “I”

and are not priced

• Therefore, FHCRC,

decided to keep

existing

customization to

send ARD journals

from GL to PC

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PC Distrib Status

127

• PC_DISTRIB_STATUS move from JRNL_HEADER to

JRNL_LN

• Minimal impact for

FHCRC

• Needed to update

a small number of

queries

• Needed to retro

fix AR to PC

customization

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Billing Speadsheet Import

128

• Spreadsheet Import to Billing interface allows the user

to enter invoice data into an Excel spreadsheet and

post it to the Billing Interface tables via Integration

Broker.

• Rolled out at FHCRC for fixed priced bills (previously

entered through AR Pending Items

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Commitment Control (KK) Changes

129

• Overall functionality pretty similar

• Some new, nice features

• Auto-override option on Source Transaction (automatically override those errors that can be overridden)

• Account Ranges on Budget Definition

• Copy the entire Budget Definition setup, including the creation of Commitment Control Ledgers, Ledger Groups, and Budget Definitions.

• Check Only (what-if scenario) - not being at FHCRC

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FHCRC KK Changes

130

• Eliminated GL ChartFields from Budget Checking (with the exception of Account and Budget Ref)

• Added Rulesets to allow managing Fiscal Year (FY) projects differently than Life to Date (LTD) projects (adding Budget Period)

• Added a Rollup/Summary Level to have the ability to control or turn off spending at an Expense Grouping level

• Added Revenue Ledgers to all spending authority to be increased by Revenue for certain Projects

• Turned on KK for AR and BI

• Created a new Detail ledger so that encumbrance detail can be tracked and PO Roll over functionality can be used (and still have RSA – Remaining Spending Authority – calculated at the Grandchild, Child, and Parent Level). Previously detail ledger was check on the Child Expense Ledger Group

• Began using PO Rollover Functionality

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New Features not using

131

• Grants WorkCenter (will be rolled out post go-live)

• Federal Financial Report (FFR) (may roll out post

go-live)

• Grants Portal

• Separately identify rates and prices for revenue and

billing

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Lessons Learned

132

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Lessons Learned

133

• If you need to make changes to Commitment Control • Don’t be afraid to change… but it does take work

• Do: Give yourself time for the conversion

• Updating Budget Definition – Performance/Timeout issues

• Recalculating Budget Date default not checked (Copy Journal, Create Standard Journals, PO Close)

• PO Rollover does not carry forward Req information

• If using PO Rollover, be sure to have inbound AP interfaces not charge to close/cancelled PO Distrib lines

• AR Items created through on-line pending items needed SQL insert since it was not budget checked pre-go live

• Drilling URL bug

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Thank You.

134

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135

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