Fit Gap Sessions

State of Kansas

GrantsJanuary 2015

2

Agenda● Introductions● Objectives● Schedule ● Fit Gap

– Global Enhancements with 9.2● Enterprise Search (Confirm the areas where it will be utilized)

– Business Process Deltas between 9.0 and 9.2 ● Online Review / Offline Review● Confirm new functionality that should be explored for system design

– Workflow ● If applicable – Confirm whether AWE or Virtual Approver will be used

– Interfaces● Retrofit / Eliminate

– Customizations● Retrofit / Eliminate

– Reports● Retrofit / Eliminate

– Security– Batch Schedule

● Discussion

3

Introductions

● Name● Functional Area● Role

4

Objectives

● Analyze the deltas between current Business processes and version 9.2.– Identify Gaps– Confirm Inventory of Interfaces, Customizations and Reports.

● Facilitate the next stage – Design and Configuration

● A list of potential post upgrade improvements requiring new or changed configuration and business process that cannot be implemented now due to upgrade constraints.

5

Schedule

Date Time Topics

1/20/2015 1:30PM – 4:00PM Grants Management Session 1

1/22/2015 9:00AM – 12:00PM

Grants Management Session 2

6

Global Enhancements

● Oracle Secure Enterprise Search (SES)– Provides global search capabilities that enables the user to take

action from search results without navigating through the menus thereby increasing productivity

– SES is implemented through the PeopleSoft Search Framework. The PeopleSoft Search Framework replaces the Verity search engine and provides a standard method to create search indexes for PeopleSoft applications

– SES indexing is available in these areas of PS FSCM● Assets, Expenses, Journals, Payments, Procurement Contracts, Purchase

Orders, Receiving in Purchasing, Requisitions in Purchasing and eProcurement, Strategic Sourcing Events, Suppliers, Supplier Conversations, Vouchers

7

Global Enhancements

● Example

8

Global Enhancements

9

Global Enhancements

10

Global Enhancements

● Pivot Grids– Based on PS Query results that display results in an Excel-like pivot

table, chart, or grid. ● Interactive analytical grids and charts

– Accessible through pagelets added to a users Home Page, Work Center and Dashboards

11

Global Enhancements

● Embedded Help– Use Help Icon (?) – Explains how to perform a specific task– Message modal window can be moved

12

Global Enhancements

● Accessible with Apple Ipad and other tablet devices● Certified on Safari browser running IOS version 4.2 or later● Enables view to virtually all of the PS application pages● Use with mobile devices

13

Business Processes

● Enter Proposal

14

Business Processes

● Deltas 9.0 vs 9.2

Business Process Feature

Enter Proposal FAIN (Federal Award Identification Number)/Reference Award Number on Proposal - PeopleSoft Grants now provides you with the ability to enter the FAIN and Reference Award Number on the proposal, then have the numbers automatically populated on the award pages after the award generation process – Released in PUM Image 9.2.008

Enter Proposal Expanded Field Lengths – Reference Award Number (REF_AWD_NUMBER), CFDA Title (CFDA_TITLE), and Attribute Value (ATTR_CODE_VALUE).

15

Business Processes

● Approve Proposal

16

Business Processes

● Deltas 9.0 vs 9.2

-None Identified

17

Business Processes

● Submit Proposal

18

Business Processes

● Deltas 9.0 vs 9.2

Business Process Feature

Submit Proposal Grants.gov - Grants.Gov integration no longer supported

Outlook Item

19

Business Processes

● Generate Award

20

Business Processes

● Deltas 9.0 vs 9.2

Business Process Feature

Generate Award Supplemental Data - Added the ability to configure Supplemental Data on the Award and Project General components (similar to what is available in PeopleSoft Asset Management, Maintenance Management, and Real Estate Management) to record supplemental information such as ARRA and FFATA reporting, or an institution’s clinical trial number on an award profile to link clinical trial information to award information for reporting purposes. In addition, Customer Contracts has this functionality.

Generate Award Terms and Conditions - Added the ability to enter the terms and conditions only once for the award. With this feature you can specify whether you want to enter the terms and conditions for each project, or only once for the award.

Generate Award Milestones - Added the ability to edit completed milestones on the Award - Milestones page.

21

Business Processes

● Deltas 9.0 vs 9.2

Business Process Feature

Generate Award Project Manager Assignment - Automated project manager assignment during the award generation process. The project manager role is automatically populated with the principal investigator from the Proposal - Resources page during the award generation process.

22

Business Processes

● Manage Grant

23

Business Processes

● Deltas 9.0 vs 9.2Business Process Feature

Manage Grant Enhanced the Award Modification and Funding pages - By enabling you to add and delete budget periods from the Award Modification header page, enter an Issue Date on the Award Modifications for a Period page, select a project to which a modification on the Award Modifications for a Period page can be associated, delete a budget funding period from the Award Funding page as long as no budget period details exist, and so forth.

Manage Grant Federal Financial Report - The Federal Financial Report (FFR) will replace four existing financial reports: SF 269, SF 269A, SF 272, and SF 272A. The FFR will provide a standard format that is used by federal agencies. It will determine the data elements that recipients must complete to report on the cash management and financial status of single awards. Consistent with government-wide streamlining objectives, the FFR will use the standard reporting period end dates and due dates for the submission of cash management and financial information. Enhanced the Grants FFR to account for changing requirements and to increase reporting flexibility. These enhancements include more run control options (including the ability to run several Letter of Credit IDs at the same time), the ability to comply with more than one F&A rate type, and refinement of the encumbrance and indirect expense calculations to increase report accuracy.

Manage Grant Contracts Workbench - The Contracts Workbench was added to enable you to view all the information related to PeopleSoft Contracts, Grants, and Project Costing through a single workspace (or interface). You can view the current status or the required update to any major, related entity such as a contract line, a project, or an activity.

24

Business Processes

● Deltas 9.0 vs 9.2Business Process Feature

Manage Grant Letter of Credit Doc ID - Increase Letter of Credit Doc ID (LOC_DOC_ID) field length to 30 characters.

Manage Grant Grants Portal - The Grants Portal will be a central navigation page for award and project pages. It will provide links to key grant management-related features and enables users to drill down to the details of transactions and documents. The portal will enable principal investigators (PIs) and project managers (PMs) to access information about sponsored project efforts. The portal will provide access to financial (budget, commitment, actual), compliance, resource, and schedule information that is related to proposals and awards.

Added the ability to search for and filter award and project data using specialized search pages in the Grants Portal. You access the new search functionality on the Award Summary, Project Summary, and Personnel Cost Summary Grants Portal pages.

Manage Grant Grants WorkCenter/DashBoards/Pivot Grids - Added the Grants WorkCenter, which is designed to quickly identify and act to resolve key process exceptions across grants post award functions so that grants in need of attention can be quickly spotlighted and addressed.

25

Business Processes

● Deltas 9.0 vs 9.2

Business Process FeatureManage Grant F & A Adjustment Feature – Retroactively adjust F & A Rates and generate F & A

adjustment transactions – Released in PUM Image 9.2.010

26

Business Processes

● Finalize/Manage Budget

27

Business Processes

● Deltas 9.0 vs 9.2

-None Identified

28

Workflow

● AWE (Approval Workflow Engine) replaces Virtual Approver– Configurable Workflow in Grants for Proposals/Milestones– Are agencies interested in this for pre-award?

29

Interfaces

● No interfaces identified in Grants

30

Customizations

● No customizations identified in Grants– Workflows were identified but are not customizations

31

Reports

● Crystal, SQR, nVision, Queries, XML - Confirm Tools– SQR/XML/Query

● Delivered Reports that were customized – Confirm List– None

● New custom reports created by SOK – Confirm List– KPC00001.SQR – Sponsor Drawdown Report– KPC00002.SQR – SEFA Report– KPC00004.SQR – Project Costing Query– KPC00005.SQR – Prepaid Drawdown Request Report

● Don’t utilize prepaids – should this report be dropped?

32

Reports

● New custom reports created by SOK – Confirm List– KPC00006.SQR – Project Summary Report– KPC00007.SQR – Project Reconciliation Report– KPC00008.SQR – Project Resource Extract– KPC00009.SQR – Project Positions Report – Dept of Labor– KPC00010.SQR – Project Cost Reports – Dept of Labor– KPC00011.SQR – Funding by Project – Dept of Labor– KPC00012.SQR – Project Allocation Report

● Indication this is no longer needed – Email from Dept of Labor– KPC00013.SQR – Monthly Project Status Report– KPC00014.SQR – Project Cash Balance Report

33

Reports

● New custom reports created by SOK – Confirm List– KPC00018.SQR – KDWP Agency Exp Summary– KPC00019.SQR – KDWP Source Type/Category Smry– KPC00020.SQR – KDWP Source Type Smry by Fund– Indication these above are no longer needed – Email from Wildlife

and Parks– KPCCTX71.SQC – Accounts Payable Related– Federal Financial Report (KS_FFR_RPT) – Eliminate

● Not been formally released to agencies● Delivered in 9.2● Demonstrated during Grants Fit Session

34

Security

● Page access – Permission lists and Roles– Custom Permission lists or using Delivered?

● Row Level Security– BU– SETID– Chartfields

● Current Design– Review security matrix

35

Batch Schedule

● Changes to Batch schedule?– Discuss during System Design

36

Open Discussion & Questions