QuestDirect.org

Deep Dive into the Grants

Suite 9.2 Functionality,

including best practices and

lessons learned from a

9.2 upgrade

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Introductions

Speakers

Parker Madden City Collages of Chicago

Mike Castronovo AMC

Combined

• over 50+ years

experience with ERP

• Involved in 10+ Grants

Upgrade /

Implementations

• Formerly on the Oracle-

PeopleSoft Customer

Advisory board

• Quest SIG Leadership

team

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Agenda

• The Grants Suite – PS 9.2

• Deep Dive into Grants 9.2 Features

• Lessons Learned

• Review of People Tools 8.53

• Best Practices for maximizing your 9.2

upgrade

• Key Takeaways

• Q&A

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What is the Grants Suite

• The Former ESA Suite Modules

• Market Perception

• The Grants Suite Modules

• GM/CA/PC

• AR/Billing

• KK (GL)

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Diagram of Grants Suite

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Grants Suite in 9.2

• New Features that Wow Users

• Notable Integration Points

• New Invoice Formatting Tools

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New Features that

Wow Users

• Grant Proposal Project Budgets • Entry within Proposal Navigation

• Grants.Gov - Proposal Integration

• Grants Portal • 9.x Feature

• Concept is Spot On

• Implementation is Challenging

• Grant Portal Tree Not Based on Budget Rollup Accounts

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Notable Features

• Grants Work Center

• Multiple Fund Distributions (simplified admin in 9.2)

• Billing Workcenter

• Billing Manager Dashboard

• Contracts WorkCenter / Workbench

• Collections Workbench

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Notable Integration Points

• Internal

• Professional Data

• Budgets with KK

• Cost Collection

• Billing -> AR

• External

• Third Party Proposal Mgmt Systems

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New Invoice Formatting Tool

• BI Publisher (XML)

• Predecessors • SQR

• Crystal

• Learning the Tool • Word

• Interfaces Similar

• May not be an End User Toolset

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Lessons Learned • Strict Tech Upgrade is not Realistic

• Security

• Search Engine Changes

• Customizations • Keeping

• Replacing with Vanilla

• PeopleCode Changes

• Data Considerations • Conversion

• “Bad Data”

• Get Educated on 9.2

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People Tools 8.53x Note: To Upgrade to PS version 9.2, you must upgrade to People Tools 8.53x

• PS Upgrade Manager (PUM)

• Work Centers / Dashboards

• Enterprise Search

• Form Builder and Approvals

• Activity Guides / Trains

• Interaction Hub

• Pivot Grids

• Related Actions

• Mobile Support (fluid 8.54)

• Test Framework

• Data Migration tool

• Type Ahead

• Customize login page, sort navigation, breadcrumbs

• Audit

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Work Centers

Supports day in the life activities that you do in PeopleSoft.

Contains embedded pagelets:

– My Work - Actions

– Reports – add run cnt.

– Queries – Can Add

– Links

– Processes

Preconfigured by user role – Can personalize, Queries / Filters / Run controls, etc.

Supports Pivot grids

Supports related actions, new pages

The Work Center combines transactions, analytics, workflow notifications, and reports into a configurable framework that can be tailored to each role-based user in the enterprise.

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PeopleSoft Update Manager (PUM)

PeopleSoft Update Images

released approximately

every 10 weeks - New

changes can be selectively

applied

Choose individual fixes

from bundles and patches.

Creates custom change

package. Can be migrated

to each environment

No longer have to maintain

a patched demo

environment

PeopleSoft Upgrade Manager is a new way to maintain patches and fixes for

PeopleSoft

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Forms and Approval Builder

Create basic forms in PeopleSoft

Has basic workflow capabilities, link to worklists

Linked to Component Interfaces to feed PS Tables

Eliminates paper and email based forms.

Create custom forms that can be routed for approval, and linked to component interfaces to feed PeopleSoft tables

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Activity Guides and Trains

There can be a train stop

for each step of the

process. This allows the

user to know exactly where

they are in the process and

what comes next.

Good for infrequent tasks

such as self service or

complex tasks such as

month end close

Activity guides allow you to define guided procedures for users to complete.

Users are presented with a list of actions, or tasks, that need to be

completed to finish the procedure.

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Oracle Secure Enterprise Search (SES)

Users search with freeform text – Result pages are pulled from designated PS areas, and other linked content repositories. Users can then take direct actions from results.

You can only see search results that you have security to

Requires the set up of linking search results and other technical requirements environments

Oracle Secure enterprise search enables you to search on key words, brining

back relevant search results. Replaces the verity search engine

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Interaction Hub A configurable user interface with single navigation across all applications

including search capability. It contains numerous web 2.0 features. Used to

be called enterprise portal. Comes with a limited license

Links your ps applications

together into portal, replaces

enterprise portal

Links to external systems

Can have custom pagelets

Pages Can be personalized by

Role. Can provide Content

Management / publish

capabilities. News, blogs,

calendars, forums etc…

Pages support the Branding

Framework

Users can conduct search

Supports Fluid user interface in

8.54

Common security framework

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Best Practices with PS 9.2

#1 Adapt New Investment Cycle Old Model

Former ROI model – Upgrade every 3-8 years based

on the PeopleSoft software release cycle and

customer upgrade cycle

New Model – Continual updates.

Incremental opportunities - every quarter

People Tools upgrade – every year

Major upgrade every 3 years

Should impact the way you approach investments in your

PeopleSoft assets.

May be a challenge to implement

Upgrades should not just be technical

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Best Practice

#2 Continual Stakeholder Engagement /

Alignment

With the new 8.53x release delivery schedule… You

can align stakeholder requirements to solutions much

faster… thus

Leadership needs to stay engaged, and aligned –

in an ongoing basis.

Continual engagement of stakeholder groups –

Identify / manage expectation gaps

Provide incremental delivery of value to each

stakeholder group, Thus, requires more focus on

relationship management

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Best Practice

#3 Continual Business Process Improvements

Start with a common

understanding of the process

Layout processes with key

components

Look for pain points or areas of

opportunities

Review industry benchmarks

Develop KPI’s

Determine ROI for

improvement steps

Not just technical upgrades - Allow you to switch to more

of a continual process improvement model … Tasks

for the business analysts

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Best Practice –

#4 Road mapping new features/changes

• Create / Review your PeopleSoft roadmap after each new PeopleSoft update -- This will need to blend production support efforts, new releases, and other ongoing initiatives. Be sure to communicate appropriately.

• Annually determine if unused PeopleSoft applications are fit for purpose – If fit, place on the PS roadmap

• Prioritize roadmap, communicate, implement

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Best Practice –

#5 Develop a Competency Center

There is a natural tendency is for people and systems to come out of alignment.

A Competency Center does 3 main things

• Determines what skills are needed by the users

• Evaluates system use and determines gaps

• Provides training to users as needed.

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Reality of Upgrading to 9.2

Upgrade considerations for

• Technical Staff – Customizations and vanilla may not work when upgrading to 9.2

• Functional Staff – need strong functional leads, software is more complex and more feature rich, this can help remove customizations

• Support - Train team in advance, having them participate throughout the entire process

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Key Takeaways

• Grants suite has expanded to include other modules not just ESA

• Lots of clients conduct the initial Grants proposal management still outside of PeopleSoft.

• Analytics – still not prime time, but improving

• Adapt to the new ROI Model

• Grants Portal –right idea, hard to implement

• Any report in Crystal is going away - BI publisher is Kludgey but a respectable replacement for Crystal Reports.

• Work Together!

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Mike Castronvo mikeca@amcpeoplesoft.com

www.amcpeoplesoft.com

Contact us for more Information

Q&A

?

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Join more than 500 other

PeopleSoft users at

April 12-16, 2015

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PeopleSoft Vice President

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Roadmap and Strategy

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