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A Magical Grants
WorkCenter July 14, 2017
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About SpearMC
and Your Presenter
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Your Presenter
2014 HEUG Midwest Regional
Bullet Points
Jessica Mann
SpearMC
Practice Director
[email protected]
mailto:[email protected]
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About SpearMC
Founded in 2004, SpearMC is a technology and professional
services firm specializing in
PeopleSoft FSCM, HCM, ESA
PeopleTools Development and System Administration
PeopleSoft Test Framework
Oracle Cloud ERP and HCM
Oracle Business Intelligence
PeopleSoft Training
Project Management
Oracle Public Cloud
QA & Test Automation
Host Analytics EPM
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Our History
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When using the Grants suite of modules in PeopleSoft, the
quality of data, billing, and reporting is directly related to
ensuring proper Grant set up, having Project Costing and
GL in sync, and having a well-defined month end close
process. Proactively and systematically checking for
errors as well as utilizing reconciliation and close tools in a
consolidated WorkCenter makes this quality control a
breeze.
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About PHI
PHI & Oracle
Reconciliation Overview
PHI WorkCenter Goal and Approach
WorkCenter Set up
Other Tools: Pivot Grids and Drilling URLs
Next steps
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Started in 1964, the Public Health Institute (PHI) generates and
promotes
research, leadership and partnerships to build capacity for
strong public
health policy, programs, systems and practices.
PHI manages $100M
in annual funding for
over 200 programs.
Funders include the
Federal, State, and
Local government,
Foundations,
Universities, and
Other.
PHI’s financial model is based on a
federally approved indirect cost rate.
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PeopleSoft Financials
9.2 (June 2016)
ePro, PO, AP
GM, PC, CA
AR, BI
GL, KK
EX
PeopleSoft HRMS 9.2
(soon!)
PeopleTools 8.53.18
SQL Server 2008
Applications PeopleTools
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Various reconciliation are performed to ensure
transactions are properly recorded in each
module:
Submodule Reconciliation (PC, AP, EX, AR)
Expenses = Revenue
KK (e.g. GL to KK, PC to KK for Budgets)
Unbilled A/R
Deferred Revenue
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Determine Scope
Identify Variances at Summary Level
Identify Cause of Variances
Determine How to Correct Existing Errors
Determine How to Prevent Future Errors
Visit http://spearmc.com/insights/ for a detailed
example of PC to GL reconciliation
http://spearmc.com/insights/http://spearmc.com/insights/
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Goal: One-stop-shop for reconciliation errors
and a conciliated work area for monitoring
billing status, month end close, and performing
PC to GL reconciliation
With the WorkCenter intended as Phase II, at
go-live started with queries to identify errors and
work to be completed
Queries and business process tweaked and
enhanced after go-live
Then WorkCenter created using both queries
and delivered links
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Main Set Up Exception Query
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PC to GL Recon Summary
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PC to GL Recon Drill to Journal Detail
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Account to An Type validation
Sub-account reconciliation
Field Validation Framework Expansion to
Component pages (Roadmap)
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WorkCenter Set Up
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Other Tools
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Taking it Global
Fred Hutchinson Cancer Research
Center Upgrading PeopleSoft Grants v9.0 to v9.2
2014 HEUG Midwest Regional
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Overview
How Fred Hutchinson Cancer Research Center
along with their implementation partner, SpearMC
Consulting, managed its Grants upgrade from
v9.0 to v9.2
2014 HEUG Midwest Regional
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Agenda
Organizational Overview
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
22
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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
2014 HEUG Midwest Regional
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About FHCRC
2014 HEUG Midwest Regional
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
Applications
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Technical Upgrade
Refresher
2014 HEUG Midwest Regional
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Upgrade Process
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FHCRC Environment and
Upgrade Process
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View 2003 to Current
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 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.
o Simplify Commitment Control and reduce errors
o Implement Combination Edits
o Utilize Project status to control and manage transactions
o 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.
©2014 Fred Hutchinson Cancer Research Center
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Business & Application Scope
©2014 Fred Hutchinson Cancer Research Center
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
# 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
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
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Project Team
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
Go Live 3/21 (two month extension on original timeline)
Some de-customization. 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
Timeline – Scope – Resources
Beware swapping out tires on a moving car!
“Reduction” of Customizations
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Project Management Lessons
Learned (Cont.)
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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THANK YOU!
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Jessica Mann
Practice Director
SpearMC Consulting
[email protected]
E-mail: [email protected]
Marcus Bode
Managing Director
SpearMC Consulting
E-mail: [email protected]
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This presentation is available
for download from the
Conference site at
https://www.heug.org/page
/us-alliance-conference-files
Note: Sessions from previous HEUG
conferences are also available.
