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Deep Dive into new Grants Functionality
Session 6988
March 31, 2020
PRESENTERS
Trecia Leung
Senior Director, Sponsored Research Administration
Kaiser Permanente
Jessica Mann
Managing Director, PeopleSoft Grants
SpearMC
20 years – PeopleSoft Experience
Trecia works with all Kaiser Permanente regions to collaboratively provide strategic oversight and
operational support for sponsored research grants and contracts programs at Kaiser Foundation Research
Institute (KFRI). She serves as the authorized official and is responsible for adherence to federal regulations related to research grants and contracts and oversees
functions including financial reporting, federal cash management, audit and compliance, and research
contract negotiation. She has extensive PeopleSoft experience, working on FSCM and HCM platforms at
three different institutions. She brings her background as a user, tester, subject matter expert, and business
owner to various implementations, conversions, upgrades, system enhancement, and go-live projects.
19 Years – PeopleSoft Consulting Experience
17 Years – Specialization in Grants Management
Grants, Project Costing, Contracts, Billing, Accounts Receivable, Commitment Control
Production Support Tickets
70%
Tickets resolved
within 2 days
99%
System Availability
93%
Tickets resolved within
21 days
39,500
Tickets Resolved (Oct 17 – Sept 18)
40,700
Tickets Opened (Oct 17 – Sept 18)
LARGEST PEOPLESOFT SINGLE-INSTANCE IN
THE HEALTHCARE INDUSTRY
FAST FACTSONELINK BY THE NUMBERSOUR DEPLOYMENTS
STANDARDIZED
ACROSS ALL OF
OUR 8 REGIONS
900,000 Jobs Processed Monthly
OUR CAPABILITIES
▪ Systems Strategy
▪ Systems Implementation
▪ Governance
▪ Project Management
▪ Process Optimization
▪ Reporting and Analytics
▪ Production Support
248,000 Users
Accounts Payable
Transactions Amount
9.9 Million $24.6 Billion
Purchase Orders
Transactions Amount
4.3 Million $13.4 Billion
Expense Reports
Transactions Amount
470 K $311 Million
sPro Invoices
Invoices Amount
Approximately 12,000 employees use OneLink
daily, processing over 75 Million distinct
financial, supply chain and general support
transactions annually
257 K $789 Million
Procure to Pay (Buy 2 Pay)▪ eProcurement▪ Purchasing▪ Inventory & Cost Mgmt▪ eSupplier Portal▪ Services Procurement▪ Accounts Payable▪ eSettlements▪ Travel and Expenses▪ Sourcing & Supplier Contract Mgmt.
Record to Report▪ Treasury▪ General Ledger▪ Grants Billing, Contracts
Vertex (Tax)iPhone
Applications
Kofax/OCR
Vignette/AP
Processing
Atpar
Handhelds
Mobile -
Inventory
CTT, MPP
Lawson
Chartfield
Translation
Tool
Oracle -
Demantra
Demand
planning
CSOS
Pharmacy
Controlled
Substance
GRC
Gov. Risk
Compliance
Ariba
Network;
Punchout, PO
Dispatch/Acknowledgement
, einvoicing
Edge Applications
Acquire to Retire▪ Asset Management▪ Lease Management▪ Project Costing▪ Commitment Control
Fin. Data Warehouse (FDW)▪ Reporting / Analytics▪ Cognos
Other / Kaiser Custom fns.▪ POU (Point-of-Use)▪ FDA (Funds Disbursement
Authorization)
Platform Functions
▪ 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
Founded in 2004, SpearMC specializes in:
ABOUT US
OVERVIEW
Kaiser Permanente has been successful in implementing Fluid and keeping up with PUM updates. Come take a deep dive into the latest Grants enhancements.
AGENDA
1. KP Approach to Implementing PUM Image Updates
2. KP Homepage and Navigation Collections
3. Key New Functionality• Overview
• KP Approach to implementing
• Lessons Learned/tips
AGENDA
3. Select Key New Functionality (continued)• Hold Billing on Unpaid Costs (Image 030)
• Retroactive F&A (Image 010)
• F&A Accounting Date (Image 028)
• Modify End Dates (Image 025, 034)
• Attachments on Award Profile (Image 030)
DEEP DIVE INTO NEW GRANTS FUNCTIONALITY
KP APPROACH TO IMPLEMENTING PUMS IMAGE UPDATES
KP APPROACH TO IMPLEMENTING UPDATES
1. Separate teams
2. 1/per year
3. PTF scripts
KP APPROACH TO IMPLEMENTING UPDATES
20202019
20182017
20162015
2009
9.2
8.9
PI- 8
24
8.56
8.5527
1. Application Upgrade
1. PeopleTools Upgrade
1. PUMs Image Upgrade
1. PeopleTools Upgrade2. PUMs Image Upgrade3. Database Upgrade
8.53
KP APPROACH TO IMPLEMENTING UPDATES
1. Tiles
2. Navigation collections, updated to be by module
DEEP DIVE INTO NEW GRANTS FUNCTIONALITY
KP HOMEPAGES AND DASHBOARDS
Integrating a new look and feel
1. Tiles
2. Navigation collections, updated to be by module
| CONFIDENTIAL 19
OneLink took the first step in transitioning from Classic PeopleSoft to the PeopleSoft Fluid Technology by introducing a new way to navigate and a look and feel
What’s NOT Changing What’s Changing
• Overall System Functionality will NOT Changing
• Your Favorites and Query Favorites will STILL BE available
• Edge Applications, e.g., AtParHandhelds, Vignette, Ariba, etc., will NOT Change
• New, Simplified User Interface (UI)• Consisting of:
• Navigation Tiles for quick access to frequently used pages
• Navigator provides alternative navigation to other OneLink pages
• Aesthetic improvements to pages include larger, bolded fonts and better spacing between fields
Integrating a new look and feel
Fluid Home Page – Tile Collection
Fluid Home page was enabled first to PILOT Users and then to all ALL OneLink Users in fall 2018
20
Navigation Collections
Navigation Collections
FROM CLASSIC TO CLASSIC PLUS
DEEP DIVE INTO NEW GRANTS FUNCTIONALITY
KEY NEW FUNCTIONALITY
DEEP DIVE INTO NEW GRANTS FUNCTIONALITY
HOLD BILLING ON UNPAID COSTS
Hold Billing on Unpaid Costs - Overview
“Enhanced the rate based Contract billing and revenue processes to prevent unpaid project costs from being sent to PeopleSoft Billing and General Ledger. Contract Administrators have two new options on the contract line, which are to Hold Billing on Unpaid Cost and Hold Revenue on Unpaid Cost.”
Hold Billing on Unpaid Costs - Overview
Hold Billing on Unpaid Costs - Overview
• Allows Billing and Revenue to be placed on hold when the associated cost has not been paid.• PeopleSoft Accounts Payable
• PeopleSoft Expenses
Hold Billing on Unpaid Costs
New Installation Level options will indicate whether new Customers will be defaulted as checked/turned on for Hold Billing on Unpaid Cost
Hold Billing on Unpaid Costs - Overview
• When the Customer/Sponsor is selected on the Proposal and the Award is generated, the Contract defaults will be set:• On the Billing Options page (this page is used to default the value on contract
lines that are added, it has no effect on the actual hold process).• This determines the default for new Contact Lines added
• The Contract Line setting. Both shown below.• This is the level that controls the hold process for billing
• Note: When the Contract is in Pending status these defaults can be changed.
• Note: Amount (Fixed Price) contract lines are not available or subject to the hold process
Hold Billing on Unpaid Costs - OverviewContract Billing Options Page Contract Line Page
Hold Billing on Unpaid Costs - Overview
• When the Contracts to Billing Interface process runs, it dynamically determines if the billable row has been paid
Hold Billing on Unpaid Costs - Overview
• A “Hold Billing on Unpaid Costs” update tool is available to update contracts en masse to turn on the new functionality to prevent unpaid costs from AP and Expenses from being billed or included in revenue recognition
Hold Billing on Unpaid Costs - Overview
Action: Update Contract and Line Together allows you to update both the Billing Options Page as well as the Contract Line page at the same time.
• While there is a Select All/Clear all button on the bottom of the page, the “Hold Billing on Unpaid Costs checkbox must be selected manually
• When the Update button is pushed. It will update:• The Contract Billing Option page• The Contract Line (Rate based only)• The Award Profile (view)
Hold Billing on Unpaid Costs - Overview
Hold Billing on Unpaid Costs - Overview
Hold Billing on Unpaid Costs - Overview
Hold Billing on Unpaid Costs – KP Steps
1. Manually updated Contracts Installation Options to checked for "Hold Billing on Unpaid Costs“• Not currently using the holding revenue on unpaid costs• This will defaults new customers to checked. Can always be unchecked for specific
new customers if needed.
2. Used a SQL update to update all Grant Customers to Checked
3. Used the Hold Billing and Revenue on Unpaid Costs page to update all contracts to be checked for Hold Billing (Billing Options and Contract Lines)
4. Created a new query which includes the Paid Status for Vouchers and Expenses
Hold Billing on Unpaid Costs – KP Steps
Hold Billing on Unpaid Costs – Lessons Learned
1. Challenges with reporting• Business users did not have access to the new query (as it uses tables not in their
security). Key billing report currently being run by production support.• Need additional reports for seeing the detail of unpaid invoices
2. Potential risk for compliance. Even though the desired defaults are in place for new awards/contracts, check box could still be turned off
3. KP specific initial issue with expenses from the Expense module being all marked as paid • KP expenses paid through Credit Card all were going to KP corporate card, were therefore
marked as paid• Works as delivered for individual credit cards
4. AP check and reissuance (low in frequency but shows as not being paid initially)
DEEP DIVE INTO NEW GRANTS FUNCTIONALITY
RETROACTIVE F&A
Retroactive F&A – Overview
“Added 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.”
Retroactive F&A – Overview
Retroactive F&A – KP Steps
1. Updated Security
2. Provided Training
Retroactive F&A – Lessons Learned
If you make a change to your F&A Accounting, the Retroactive F&A will adjust using the config/accounting created on the original transaction
Used infrequently within the KP Departments
DEEP DIVE INTO NEW GRANTS FUNCTIONALITY
F&A ACCOUNTING DATE
F&A Accounting Date – Overview
“Enhanced the F&A process feature so that the accounting date on new system generated F&A transactions are brought forward from the original source cost transaction. In addition, the effective dated revenue offsets are based on the accounting date from the source cost transaction, rather than the current date. This provides a consistent use of effective dating for the standard F&A process and the retroactive F&A process, using the accounting date on the transaction.”
F&A Accounting Date – Overview
F&A Accounting Date – Lessons Learned
• No changes to implement
F&A Accounting Date – Lessons Learned
• No known issues
DEEP DIVE INTO NEW GRANTS FUNCTIONALITY
MODIFY END DATE
Modify End Date– Overview
“Added the Modify End Dates feature to provide an efficient method of updating end dates in Grants, Contracts, and Project Costing. This feature adds a one-page utility to update the award end date, related contract lines, associated projects and activities, as well as funding and award modification dates.” (Image 025)
“Enhanced the Modify End Dates page to include Project Team end dates providing a more comprehensive update for date related attributes associated with the Project.” (Image 034)
Modify End Date – KP Steps
• Updated Security to add to GM Update Users
• Provided training
Modify End Dates
Copy a single End Date to:• Contract Lines• Associate Projects and
Activities• Award Funding• Award Modifications
Modify End Date – Lessons Learned
• No known issues – the team loves it!
• Commitment Control Dates
DEEP DIVE INTO NEW GRANTS FUNCTIONALITY
ATTACHMENTS ON AWARD PROFILE
Attachments on Award Profile – Overview
“Enhanced the Grants Award Profile component to include attachments. You can add attachments to a specific award milestone, certification, funding period or modification. In addition, the Review Attachment component allows you to search and locate specific attachments on an award.”
Attachments on Award Profile – Overview
Award Profile - Attachment Funding Period - Attachment
Attachments on Award Profile – Overview
Milestone- Attachment Certification- Attachment
Attachments on Award Profile – Overview
Award Modification - Attachment
Maintain Attachments
Any Attachment Type can be added and will also appear in when the component link is accessed.
Review Attachments
Search by Various Attachment TypesEach Attachment Type has it own unique set of search variables
Attachments on Award Profile – KP Steps
• Updated Security
• Provided Training
Attachments on Award Profile – Lessons Learned
• Generate Award does not bring forward attachments to the Award Profile
CONCLUDING THOUGHTS
CONCLUDING THOUGHTS
• Communicate frequently and often about planned changes
• Align training with an understanding of previous functionality and new processes and requirements
• Anticipate the reporting requirements for enhancements that deliver new functionality
• Testing as a coordinated effort, to include both production support to and user level perspectives
Questions?
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Thank you!
This presentation and all Alliance 2020 presentations will be available for download from the Conference site at
www.alliance-conference.com