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SpearMC Consulting

Lessons Learned from a PeopleSoft v9.2Billing/Receivables Upgrade

Stephen Kelly

Agenda

Introductions

About SpearMC

Meet Your Presenter

PeopleSoft 9.2 Billing Highlights

PeopleSoft 9.2 Receivables Highlights

Upgrade Project Example w/ Lessons Learned

Helpful Hints

Introductions: About SpearMC

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

ERP Architecture and Application Development

Project and Program Management (PMO)

Change Management

ERP Training

Mobile Technology

About SpearMC

We focus on local market delivery and capability development in line with industry focus areas unique to the regions we serve.

Regional offices in Chicago, Denver, Houston, Phoenix, Seattle and San Francisco

About SpearMC

Our local and well-connected network of top-tier business analysts, technical leads, developers and project managers keep travel cost to a minimum.

Industry focus areas include:

Energy

Transportation

Healthcare/Biotech

Government

Media/Technology

Consumer Products

Financial Services

Higher Education

About SpearMC

Oracle Gold Partner since 2008:

Gold Level Partner

PeopleSoft Specialization

Applications Reseller

Hardware Reseller

About SpearMC

Introductions: Meet Your Presenter.

Meet Your Presenter

Stephen Kelly, MBAManaging Directorsteve.kelly@spearmc.com866-SPEARMC x824www.SpearMC.com

Over 20 years consulting experience focused predominantly in PeopleSoft

implementations and upgrades covering all stages of the Project Life Cycle.

System Business Process Analysis, Requirements Study, Fit-Gap Analysis, High Level

Design, ChartField Design, Application Development, Testing, Configuration, Training,

Deployment and Post-Implementation Support

PeopleSoft v9.2 Billing Highlights

PeopleSoft 9.2 Billing HighlightsBilling WorkCenter

• Latest FSCM Update

Image 18 in May 2016

• Billing WorkCenter (My

Billing Work) built using

the PeopleSoft Fluid

WorkCenter Framework

• Delivered Billing WorkCenter

• One annoying item: amounts are not formatted

• Use the Pivot Grid Wizard to format

• The Currency Code can be used as Control Field so that PeopleSoft looks up precision & format

PeopleSoft 9.2 Billing HighlightsBusiness Process Weaver

• BPW feature added in FSCM 9.2 Image 14 in Sep 2015

• Visualize batch process steps like Single Action Invoice

PeopleSoft v9.2 Receivables Highlights

PeopleSoft 9.2 AR HighlightsComprehensive Customer View

• FSCM 9.2 Image 15 – Nov 2015

PeopleSoft 9.2 AR HighlightsCustomer Hierarchy

PeopleSoft 9.2 AR HighlightsReceivables WorkCenter

PeopleSoft 9.2 AR HighlightsReceivables Dashboard

• AR Dashboard was introduced in FSCM 9.2 Image 4 in Dec 2013.

• Allows quick view of key info through pagelets that present data using Pivot Grids.

• Kind of obsolete now that same functionality is in WorkCenters, plus more.

PeopleSoft 9.2 AR HighlightsCollections Workbench

• AR Collections Workbench introduced in Psft v9.1

• Support for Contracts added in v9.2 Image 10 in Dec 2014

PeopleSoft 9.2 AR HighlightsCollections Workbench

PeopleSoft 9.2 AR HighlightsMobile Approvals

• Mobile Approvals for Payment Write-Offs and

Credit Card Write-Offs were added in FSCM 9.2

Image 14 in Sep 2015.

• Psft 9.2 introduces Mobile Approvals that

leverage Mobile Application Platform (MAP)

technology.

• Provides way for approvers to take Application

Workflow Engine (AWE) actions using mobile

device.

PeopleSoft 9.2 AR HighlightsMigration of Config

• Psft 9.2 introduces the Data Migration

Workbench, which enables you to compare,

validate, and copy application configuration data

from one database to another using Application

Data Sets (ADS).

• AR Aging and Payment Predictor Application

Data Sets were added to the Data Migration

Workbench in FSCM 9.2 Image 14 in Sep 2015.

PeopleSoft 9.2 AR HighlightsApply Payments

• After a deposit is created and balanced, you

must apply payments.

• FSCM 9.2 Image 4 in Dec 2013 introduced the

Apply Payments link on the Payments page that

takes you directly to the Payment Worksheet

page or the Direct Journal Accounting Entries

page, depending on the type of payment.

PeopleSoft 9.2 AR HighlightsApply Payments

PeopleSoft 9.2 AR HighlightsMaintenance Worksheet

• 9.2 allows sort by absolute value of the item

balance columns so you can quickly find related

credit and debit items.

• Useful if you have customers with lots of open

debit and credit items.

PeopleSoft 9.2 AR HighlightsMaintenance Worksheet

PeopleSoft v9.2 Project Case Example

Project Case ExampleClient Overview

• Fred Hutchinson Cancer Research Center

–Dedicated to finding cures to all forms of cancer.

–World class scientists, including 3 Nobel laureates,

have revolutionized prevention, detection, and

treatment for several cancers and other diseases.

–Funded primarily through Grants and Donations.

–Originally implemented PeopleSoft FSCM in 2003.

–Upgrade from v9.0 to v9.2 completed April 2016.

–Currently in process of International Rollout.

Project Case ExampleClient Overview

–Grants

–Contracts

–Project Costing

–Billing

–Accounts Receivable

–General Ledger

–Asset Management

–eProcurement

–Purchasing

–Accounts Payable

–Commitment Control

–(custom) Labor Cost

Distribution / HCM

Effort Reporting

• PeopleSoft FSCM Applications

Project Case ExampleClient’s BI/AR Process Index

Cash Applications

Customer

Service

Generate

Invoice

Manage

Customer

Post to G/L

Review, Approve,

& Distribute

Invoices

Generate

Invoices

Maintain

Customer

Master Data

Establish

Customer

Process Credit

Reconcile

Unapplied /

Misapplied

Payments

Prepare Bank

Deposits

Process

Payments

Communicate

Resolution to

Customer

Manage

Customer Inquiry /

Dispute

Customer & Credit Management

InvoicingCustomer

Service Accounts Receivable

Process

Analysis

Review

Aging Reports

Estimate &

Record A/R and

Reserves

Review &

Adjust

A/R Reserves

Collections

Communicate

Customer

Post to G/L

Escalation /

Follow-up

Process

Charge Back /

Write-off

Open Items

Maintenance

Done outside of PS

or by IT

Performed by Business

Legend

Shared Resource

Excel Uploads

Misc/Offline/Fixed

Price Uploads

iLab Interface

Contracts Billing

Interface

Online Bills

Interface Bills

Project Case ExampleClient’s Billing Data Flow

Project Case ExampleStrategic Enhancements

• Strategic Enhancements Implemented

as Part of v9.2 Upgrade:

–Simplify Commitment Control and Reduce Errors

– Improve Financial Coding Consistency Through

Implementation of Combination Edits

–Utilize Project Status to Control & Manage

Transactions

– Improve Budget Controls for Non-sponsored Projects

Project Case ExampleStrategic Enhancement

• Commitment Control (KK) Improvements

– Eliminate KK errors on ChartFields that users didn’t understand and didn’t necessarily need to be controlled (Deptid, Operating Unit, Fund, Funding Source, Program)

– Eliminate non-value added budget entry changes (e.g., Deptid or Operating Unit changes for a Project)

– Decrease data entry required to manage KK (use Budget Attribute config only when really needed)

– Turn KK on in all modules (prior to 9.2 upgrade, AR direct journals could slip through after project closeout and did not update KK balances)Lesson Learned: Control scope / keep things simple at first.We set up new revenue KK ledgers with control setting of “track w/out budget”.Decided to postpone enablement of related revenue to expense ledgers.

• Implement Combination Edits

–Require a Project on Revenue/Expense Account

(P/L entries)

–Require a Budget Reference and Fund on P/L entries

–Prevent bad combination of Project Resource Type /

Resource Category / Account

• Implement Combination Edits

–We leveraged a little used combination edit feature

of “user-defined” combination group along with

changing the configuration of Ledger Template to

use COMBO_DATA_BDP rather than

COMBO_DATA_TBL to store combinations.

–This allowed us to define combination edit of GL

Account with PC ChartFields: Resource Type &

Resource Category

Project Case ExampleStrategic Enhancement: Combo Edit

• Lesson Learned

–Billing module stores Project ChartFields at different

level than all other PeopleSoft modules (Line vs Distrib)

–This limited our ability to implement the

Account/ResType/Category Combo Edits w/in Billing

PeopleSoft v9.2 Project Case Example

Billing Spreadsheet Upload

Project Case ExampleBI/AR Enhancement

• Billing Spreadsheet Upload (available in v9.1)

– Replace Pending Item Entry with Bill Spreadsheet

Upload to improve efficiency of recording offline bills

and increase consistency of what’s been billed

– Contracts module not currently used to manage

fixed price billing; bill XLS upload is baby step to

increasing efficiency of management of those bills

– Replace online miscellaneous bill entry with bill XLS

Project Case ExampleBI/AR Enhancement: Bill XLS Upload

• When you click the Submit Upload, you get indication of whether Excel workbook successfully connected to Integration Broker and submitted data, but nothing more.

• We found that sometimes there is a hiccup with Integration Broker service and your upload sits in New status in the message Queue. Only technical administrator had access to the IB pages to see this.

• We have since learned that there is a notification piece that can be setup to notify the sysadmin when IB queue is not processing.

• From end-user standpoint, your next step is to look for your upload in Review Pending Transactions

• Identify your Interface ID in Review Pending Transactions

• Next Step is to submit the Process Billing Interface program

• When there is an error (e.g., invalid Cust ID, Location, Project), you must correct the errors in the lovely error correction pages

• Lessons Learned from Bill XLS Upload

– Integration Broker interface mechanism

• Hard for end-user to tell whether XLS upload interfaced

successfully

• Bug that resets IB messaging off when create FUN instance

from each night’s PROD copy

• Basic edits on billing data are not executed until data is

uploaded from the XLS into the billing interface tables and

interface process run

• When errors exist (e.g., invalid cust id, location, project), data is

already in the interface tables and you have to correct using the

“less-than-user-friendly” interface data correction pages.

• Lessons Learned from Bill XLS Upload

– End-user experience with Spreadsheet

• The hidden columns can be confusing to users. Only the ones

you picked on the Template sheet are displayed on the Data

Sheet, but the others are still there hidden.

• The multiple record types can be confusing; we kept as simple

as we could with just fields from INTFC_BI (bill header and line

info) and INTFC_BI_AEDS (accounting info).

• We made assumption of 1 accounting line per bill line and color

coded the Data Sheet to guide users on fields to populate.

• We simplified the push buttons for upload and the label.

• Lessons Learned from Bill Invoice Printing

– Moving from Crystal to BI Publisher

• Not as simple as you may think

• Plan extra time for working out formatting kinks

– Grants SQR Invoice

• The Grants billing invoice BIGIVCPN.SQR had one very

inefficient procedure that was causing some of client’s bill

processing to take 3 hours when a large historic customer was

included in the cycle. We identified better set-processing logic

for the procedure and proposed it to Oracle. Our revised code

brought processing time down to less than 1 minute.

PeopleSoft v9.2 Deferred Enhancements

Project Case ExampleDeferred Enhancements

• WorkCenters

–Would definitely help improve some efficiency, but with small number of back office workers who were already accustomed to navigation and comfortable with their existing approach for managing billing/AR, other items took priority.

• Deposit Upload Spreadsheet

– It may increase efficiency of deposit/payment recording, but didn’t address the more time-consuming piece of recording AR direct journals.

• Partial Unpost

– Not a big need for client as typically don’t have payment being applied to multiple items.

Project Case ExampleDeferred Enhancements

• AR to PC for Direct Journals

– 9.2 extends the AR-to-PC integration by interfacing AR direct journals to Project Costing. Users are able to specify an Analysis Type which makes ARDJ integration to PC consistent w/ other subsystems.

– Fred Hutch had business need to occasionally record program income or expense adjustment to a sponsored project that would need to be priced and billed. The delivered 9.2 AR-to-PC process sets BI_Distrib_Status = ‘I’ (ignore) on Project Costing transaction table.

– Fred Hutch retrofitted a prior version customization that flipped PC_Distrib_Status from ‘I’ to ‘N’ on the GL journals that were generated from AR direct journals.

Project Case ExampleKey Upgrade Take-aways

• Testing will be a large part of your upgrade process.

• Analyze and prioritize value-added changes to implement along with the upgrade: not just new functionality, but also look at existing functionality you may not have been using.

• As sexy as some of the bells & whistles of 9.2 might be, strategize how you will roll those out.

• Consider cost/benefit of each new or changing feature and business process and scope the project accordingly.

PeopleSoft v9.2 Open Discussion

SpearMC Online Resources

• SpearMC online Tools & Resources can be found at www.spearmc.com

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