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Oracle Project Costing Forum February 22, 2017 Oregon Metro, Portland
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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
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Sign-in Sheet
Restrooms
Parking Reminders
Silence Cell Phones
Logistics
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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
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About SpearMC
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About SpearMC
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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.
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About SpearMC
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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.
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Randall Johnson Managing Director [email protected]
Your SpearMC Team
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Jessica Mann Practice Director [email protected]
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Tom Tretter Portland, OR Managing Director [email protected]
Your SpearMC Team
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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
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Other PC Analysis Tools
Grants Portal
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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
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Set Up and Scope - Overview
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Set Up and Scope - Overview
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Set Up and Scope - Overview
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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
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Set Up and Scope – Types of Project
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
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Set Up and Scope – Types of Project
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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)
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Set Up and Scope – Set Up Pages
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Set Up and Scope – Set Up Pages
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Set Up and Scope – Set Up Pages
Project and Activity set up pages include
Basic information and overall settings for the Project/Activity
Configurable fields
User Fields
Supplemental Data
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Set Up and Scope – Set Up Pages
Project Type: Group similar projects for reporting and analysis Also impacts processing and defaults (Accounting Rules, Default Rate Plan, Project Status Path, etc.)
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Set Up and Scope – Set Up Pages
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Set Up and Scope – Set Up Pages
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Set Up and Scope – Set Up Pages
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Set Up and Scope – Set Up Pages
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Set Up and Scope – Set Up Pages
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
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Set Up and Scope – Set Up Pages
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
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Set Up and Scope – Set Up Pages
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
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Set Up and Scope – Set Up Pages
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Set Up and Scope – Set Up Pages
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)
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Set Up and Scope – Set Up Pages
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Set Up and Scope – Set Up Pages
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
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Set Up and Scope – Set Up Pages
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Reporting Options - WorkCenters
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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.
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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
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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
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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.
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Set Up and Scope – My Projects
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.
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Set Up and Scope – My Projects
Auto Populate Auto Populate,
allow override Manual
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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
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Set Up and Scope – Queries
Composite Query example
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Set Up and Scope – Queries
Composite Query example
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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
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Set Up and Scope – Pivot Grids
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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.
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Set Up and Scope – Profitability
Analyze profit margins for individual projects by viewing actual profitability trends, profitability details, and the top 10 profitable projects.
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Set Up and Scope – Profitability
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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.
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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.
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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
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Set Up and Scope – Grants Portal
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Set Up and Scope – Grants Portal
Break
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Project Costing Panel Discussion
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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
rate.
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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
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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
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Randy Johnson, Consultant
Seattle Cancer Care Alliance, Seattle, WA
Panelist # 2 Introduction
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
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PeopleSoft & Enterprise Apps
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
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Project Costing Challenges & Goals
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
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Jessica Mann, Consultant
Fred Hutch Cancer Research Center, Seattle, WA
Panelist # 3 Introduction
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
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PeopleSoft & Enterprise Apps
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
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Project Costing Challenges & Goals
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
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Zakiyah Morgan, Project Costing Lead Analyst
Allegis Group, Baltimore, MD
Panelist # 4 Introduction
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
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PeopleSoft & Enterprise Apps
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
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PeopleSoft & Enterprise Apps
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Project Costing Challenges & Goals
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
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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?
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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?
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Panel Question #2
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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)
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Panel Question #3
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Are there additional Panelist questions?
Are there additional process, feature or functionality questions?
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Open Forum Q&A
Thank You.
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Mark Your Calendars for Spring PSNWRUG:
Tuesday, May 23rd Seattle Marriott Redmond in Redmond, WA
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