Deep Dive into new Grants Functionality · DEEP DIVE INTO NEW GRANTS FUNCTIONALITY KP APPROACH TO IMPLEMENTING PUMS IMAGE UPDATES. ... OneLink took the first step in transitioning

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


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


1. Tiles

2. Navigation collections, updated to be by module


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


KEY NEW 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.”



• 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


• 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


• When the Contracts to Billing Interface process runs, it dynamically determines if the billable row has been paid


• 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


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 – 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)


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


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


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


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.”


Award Profile - Attachment Funding Period - Attachment


Milestone- Attachment Certification- Attachment


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?

Or send to:

[email protected]

[email protected]

mailto:[email protected]

mailto:[email protected]

Session surveys1. Open the HEUG Events App on

your phone, tablet, or laptop

2. Click on this session in your schedule

3. Then click the “Resources” button and “Survey”You will be required to login once with your Eventsential username and password.

Thank you!

This presentation and all Alliance 2020 presentations will be available for download from the Conference site at

www.alliance-conference.com

Documents

Deep Dive into new Grants Functionality · DEEP DIVE INTO NEW GRANTS FUNCTIONALITY KP APPROACH TO IMPLEMENTING PUMS IMAGE UPDATES. ... OneLink took the first step in transitioning