February 22, 2017 Oregon Metro, Portland...PS Financials 9.2 Initial Go-live: June 2016 • ePro,...

Oracle Project Costing Forum February 22, 2017 Oregon Metro, Portland

Today’s Agenda

• 8:15 – Welcome Remarks and Introductions

• 8:30 – Project Costing Module Demonstration

• 9:45 – Break

• 10:00 – Panelist Forum Discussion

• 11:45 – Closing and Networking Lunch

Sign-in Sheet

Restrooms

Parking Reminders

Silence Cell Phones

Logistics

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

PeopleSoft FSCM, HCM, ELM

PeopleTools Development and System Administration

PeopleSoft Test Framework

Oracle Cloud ERP and HCM

OBIEE, OBIA, BI Cloud Services

Business Intelligence

PeopleSoft Training

Project Management

Business Transformation

Test Automation

About SpearMC

We focus on local market delivery and capability

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

Dedicated to Pacific Northwest since 2010. Offices and leadership in Portland & Seattle.

Our local and well-connected network of top-tier

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

About SpearMC

PeopleSoft Training

Our Training Material focuses on the students learning experience…not number of training days.

Re-written for PeopleSoft 9.2 and PeopleTools 8.55, we have the most relevant material on hand.

Your SpearMC Team.

Randall Johnson Managing Director randall.johnson@spearmc.com

Your SpearMC Team

Jessica Mann Practice Director jessica.mann@spearmc.com

Tom Tretter Portland, OR Managing Director tom.tretter@spearmc.com

Your SpearMC Team

Agenda

Project Costing Set Up and Scope of Projects

Project Costing Overview

Types of Projects

Set Up Pages

Supplemental Data

Project Costing Reporting Options

WorkCenters

My Projects

Queries

Pivot Grids

Other PC Analysis Tools

Grants Portal

Set Up and Scope - Overview

Project Costing is a central repository for project-related financial, distribution, and operational data

Project Costing can be used for

Budgeting

Project analytics and reporting

Burdening

Funds Distribution

Billing and revenue recognition

Asset management life cycle management

Set Up and Scope – Types of Project

Grants

Projects associated to a Contract for Billing/Revenue

Stand-alone Project

Program Project*

Grants/Contracts -> may have multiple Projects

Projects -> may have multiple Activities

*Summary Projects: No Activities/Transactions

Analysis Type (Required) – Type of Transaction

Source Types – Can represent a further breakdown of the type of transaction

Categories - Can represent a further breakdown of the Source Type

Subcategories – Can

represent a further

breakdown of Category

Set Up and Scope – Set Up Pages

Projects can be created

Using a Project Template

Copying Projects

Generating an Award

Loaded from feeder systems (delivered interface

table, PS Program Management, PS Proposal Management, MicroSoft Project)

Project and Activity set up pages include

Basic information and overall settings for the Project/Activity

Configurable fields

User Fields

Supplemental Data

Project Type: Group similar projects for reporting and analysis Also impacts processing and defaults (Accounting Rules, Default Rate Plan, Project Status Path, etc.)

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 on Project, Award, Contract, Contract Line Can indicate if the field is required Logic can be built to display fields on the Supplemental Data

page only when appropriate

Standard Activities are predefined Activities that are available to all Projects when selected on the Project Costing Definition tab:

The use of Standard Activities limits the Activities that can be associated with a Project

The Standard Activity may or may not be associated with a Project Type

The process to post budget varies based on whether it’s a Grant or Project (non-grant)

Commitment Control functionality can be used to control expenditures actively against predefined, authorized budgets

Budget items represent the type of transaction that will occur for the project and can be mapped to GL ChartFields (Account, Department, etc.) and Project Costing ChartFields (Source Type, Category, and Sub-Category)

For Project Budgets, a budget plan is used to begin the budget process for a project. Basic information such as the type of budget, the Analysis Type, budget calendar, project start date, and number of budget periods are required

Reporting Options - WorkCenters

WorkCenters have been added to specific applications to help users to quickly identify and resolve user specific exceptions. Within a WorkCenter, users can perform related actions and drill into details.

WorkCenters (introduced in PeopleTools release 8.51) are also available in GL, AP, AR, BI, CA, GM, Staffing, Buyer Administration, Supplier Administration,Supply and Demand (Inventory), Performance Management, and T&L.

Reporting Options - WorkCenters My Work: Critical Exceptions/Work you need to complete

Work Area: Workspace to do your work

Links: Other links you may need to use to complete work

Other important Reports/Queries

Reporting Options - WorkCenters My Work: Critical Exceptions/Work you need to complete

Work Area: Workspace to do your work

Links: Other links you may need to use to complete work

Other important Reports/Queries

Set Up and Scope – My Projects

The data in the Projects WorkCenter is created from the list of My Projects for the user. Therefore all exception, pivot grid, and query data is associated with the data in the My Projects list for the user.

Added a run control process that automatically populates the My Projects List for all Project Costing users. The process refreshes the project list for a user on a regular basis. This process supports the features and tasks that are available in the Project Management PeopleSoft Fluid User Interface.

Auto Populate Auto Populate,

allow override Manual

Set Up and Scope – Queries

PeopleSoft Query Query means ‘to question’ Information Systems - A query is a request to pull information from a

database. Utilizes the programming language SQL (Structured Query Language)

Drilling URLs: When you execute a query with Drilling URLs the query results page

shows results as links, which you can click to be redirected to a different page in a new browser. Depending on how drilling URLs are defined, the new browser is either: • A PeopleSoft Pure Internet Architecture page • Another query result page • Or an external page

Connected and Composite Queries: Are add-on PeopleSoft Query Reporting Tools Use other Queries as its data sets

Composite Query example

Set Up and Scope – Pivot Grids

Pivots grids are based on PS Queries and can display the results in a grid format, a chart format, or both.

You use the Pivot Grid Wizard (Reporting Tools, Pivot Grid, Pivot Grid Wizard) to design how the page is displayed to the user.

Pivot Grids can be added as pagelets (on a user’s Home page) and to the Queries tab in a WorkCenter

Set Up and Scope – Pivot Grids

Set Up and Scope – PC Analysis Tools

Transactions in Progress Projects Reconciliation Workbench – View TIP for a Project Analysis Inquires & Accumulated Costs Project Profitability Analysis – analyze profit margins for

individual projects by viewing actual profitability trends, profitability details, and the top 10 profitable projects.

Set Up and Scope – Profitability

Analyze profit margins for individual projects by viewing actual profitability trends, profitability details, and the top 10 profitable projects.

Set Up and Scope – Profitability

Set Up and Scope – WorkBenches

Reconciliation Workbench provides the ability to review transaction in progress for a Project:

• Rows not costed or priced

• Not billed • Unpaid

Vouchers • Unposted

Budget • Etc.

Set Up and Scope – WorkBench

Reconciliation Workbench provides the ability to review transaction in progress for a Project:

• Rows not costed or priced

• Not billed • Unpaid

Vouchers • Unposted

Budget • Etc.

Set Up and Scope – Grants Portal

Developed to provide Project Managers/PIs, departments, and grants support staff insight into awards. View high level and detail level Award and Project information

including demographic and budget status information View detailed transactions View summary and detailed personnel costs Provide security access by PI, Division, Award or Project Specialized search functions provided for Award Summary,

Project Summary and Personnel Cost Summary

Project Costing Panel Discussion

Tamar Dorfman, CFO

Public Health Institute, Oakland, CA

Panelist # 1 Introduction

Founded in 1964, Public Health Institute (PHI) generates and promotes research, leadership and partnerships to build capacity for strong public health policy, programs, systems and practices.

Manages $100M in annual funding for over 200 programs. Funders include the Federal, State, and Local government,

Foundations, Universities, and Other. Financial model is based on a federally approved indirect cost

PeopleSoft & Enterprise Apps

PS Financials 9.2 Initial Go-live: June 2016

• ePro, PO, AP • GM, PC, CA • AR, BI • GL, KK • EX

PS HCM 9.2 Initial Go-live: Coming Soon

• Core HR • N.A Payroll • ESS, MSS

*PeopleTools version: 8.53.18

Project Costing Challenges & Goals

Convert/setup Grants/Contracts for each of their “Greatest Hits”

Automate contract setup as much as possible

Proactively monitor for setup errors

Reduce manual journal entries if possible (e.g. deferred revenue)

Continue to produce reports/invoices based on current state (which has produced timely payments)

Track Recognized and Collected Revenue

Randy Johnson, Consultant

Seattle Cancer Care Alliance, Seattle, WA

SCCA is a specialty cancer hospital with three partners including Fred Hutch, Seattle Children’s and Univ. of Washington.

Applies clinical research developed by the Alliance to treat patients in both an in-patient and out-patient setting

Re-implemented PeopleSoft Financials in 2015

Utilizes Epic Hospital Resolute Billing system for inpatient, outpatient, institutional and research refunds

PS Financials 9.2 Initial Go-live: June 2015

• ePro, PO, AP, IN, AM • GL, AR, BI • PC ‘lite’

PS Financials 9.2 Project Costing Optimization

• PC, AM

*PeopleTools version: 8.53.18

Key Integrations • Epic (Patient Accounting) • Kaufman Hall (FP&A) • McKesson (Pharma) • PS HCM 9.1

Tracking construction related expenditures

Visibility of Capital Life-Cycle Transactions

Standardization of Construction Industry “Activities”

Automate Capitalization Process

Monitor Budget without KK

Track Recognized and Committed Spend

Track Internal Labor for Capitalization

Jessica Mann, Consultant

Fred Hutch Cancer Research Center, Seattle, WA

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

PS Financials 9.2

• PeopleSoft Financials 9.2

• ePro, PO, AP • GM, PC, CA • AR, BI • GL, KK, AM • Bolt On DataMart

• PeopleSoft HRMS 9.2 • Custom Effort/LCD

PS HCM 9.2

• Core HR, ESS, MSS • Benefits • N.A. Payroll

*PeopleTools version: 8.54

As a Federally Funded Organization:

Comply with Uniform Admin. Requirements, Cost Principles, and Audit Req’s for Federal Awards (a.k.a. “Uniform Guidelines”)

“Consolidation” of A-122 (Non-Profits), A-21 (Higher Ed), A-87 (Government entities)

Oracle software does not support compliance to federal requirement

Labor Specifics:

Monthly, after the fact reporting of effort

Certification by an individual with first hand knowledge of the activity

Must account for 100% of the time the employee is paid and include all institutional activities (federal or not)

Separate Salary and Effort

Zakiyah Morgan, Project Costing Lead Analyst

Allegis Group, Baltimore, MD

Founded in 1983, the Allegis Group is a Privately-held, global professional services company

Largest staffing firm in the U.S. and 4th largest globally

TEKsystems Global Services - professional services division

More than 18,000 clients, 125,000 contractors/week

10,000 Employees

400 N. American Locations

50 global offices

PS Financials 9.2 Initial Go-live: March 2015

• GL, PO, AP • PC, CA • AR, BI • Oasis (Custom TE/Job/Req) • In Flight: Expenses • In Flight: ESA (Program, Resource,

Proposal Mgmt.)

PS HCM 9.2 Initial Go-live: March 2015

• Core HR, ESS, MSS • N.A. Payroll, Benefits • Smart On/Off Boarding • In Flight: Global Payroll • In Flight: Absence Mgmt.

*PeopleTools version: 8.54

Other Key Enterprise Apps & PeopleSoft Bolt On Solutions: • Hyperion • OnBase – Document Management • IBI / Web Focus – EDW and business analytics • (RWS) Recruiter Tracking Systems — applicant tracking system • Salesforce—account management • TIBCO – system integration / middleware

Standardized processes and systems

Automate business processes

Move to more leading and “best” practices

More reliable, consistent billing and collections

Enable and sustain growth of TGS professional services

Better visibility and more timely information for reporting

Panel Question #1

One of the key benefits of Project Costing is the ability to track all costs including internal and external Labor and overhead. How are you currently tracking labor effort and costs including the various burdens associated with your resources?

In addition to tracking costs, PC can be utilized to collect costs, price, bill and track Revenue at the project level. When and how are you utilizing the Billing and Revenue features of Project Costing?

Panel Question #2

A key benefit of PC is the detailed project resource data collected across all phases of a project. What reporting strategies, approaches and tools are you utilizing to deliver information to your various business stakeholders? (Describe any challenges and how they were addressed)

Panel Question #3

Are there additional Panelist questions?

Are there additional process, feature or functionality questions?

Open Forum Q&A

Thank You.

Mark Your Calendars for Spring PSNWRUG:

Tuesday, May 23rd Seattle Marriott Redmond in Redmond, WA

February 22, 2017 Oregon Metro, Portland...PS Financials 9.2 Initial Go-live: June 2016 • ePro,...

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