Fit Gap Sessions

State of Kansas

Project CostingJanuary 2015

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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

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Introductions

● Name● Functional Area● Role

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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.

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Schedule

Date Time Topics

1/6/2015 1:30 PM – 4 PM Project Costing

1/8/2015 9:00 AM – 12 PM Project Costing

1/29/2015 9:00 AM – 12 PM Project Costing

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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

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Global Enhancements

● Example

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Global Enhancements

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Global Enhancements

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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

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Global Enhancements

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

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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

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Business Processes

● Create/Update Project – Pain Points?

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Business Processes

● Deltas 9.0 vs 9.2

Business Process Feature

Create/Update Project

Supplemental Data – Ability to add Project Attributes via configuration. This would allow SOK/State agencies to track specific information related to their projects.

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Business Processes

● Manage Projects – Pain Points?

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Business Processes

● Deltas 9.0 vs 9.2

Business Process Feature

Manage Projects Feeder and Pricing Summarization – Ability to summarize data in PROJ_RESOURCE but retain detail in supporting tables for Feeder Summarization to limit the amount of rows written to PROJ_RESOURCE

Manage Projects Funds Distribution – Enhanced to add Sequencing of Funding, Threshold Limits, Budget Checking and Redistribution functionality. This tool can be used to support billing or manage funding sources on Projects.

Manage Projects Contracts Workbench – Designed to bring critical information together from the PeopleSoft Contracts, Project Costing, and Grants applications into a single interface.

Manage Projects Custom Rates – Ability to define custom cost and billing rates based on multiple fields for indirect costs and/or billing markups.

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Business Processes

● Deltas 9.0 vs 9.2

Business Process Feature

Manage Projects Project Reconciliation Workbench – Ability by Project ID to understand if a project is in process of being costed or billed.

Manage Projects Project Costing WorkCenter/DashBoards/Pivot Grids – Workcenters allow for a single navigation of common work (tasks) and reports to be run in a given module. Dashboards are pagelets within the workcenters and Pivot Grids based on queries which display data in a graphical chart of graph.

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Business Processes

● Manage Project Billing – Pain Points?

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Business Processes

● Deltas 9.0 vs 9.2

Business Process Feature

Manage Project Billing

Manager Transaction Review - The Manager Transaction Review (MTR) feature has been enhanced to allow users to search billable transactions by contract and contract line. This enables users to defer specific billable transactions to be processed at a later time, and provides a page for users to review transactions that are outside of a contract’s Period of Performance (POP) start/end dates.

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Business Processes

● Finalize Budget/Manage Budget/Manage Project Revenue– Pain Points?

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Workflow

● AWE (Approval Workflow Engine) replaces Virtual Approver● No workflow in Project Costing

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Interfaces

● INF22 – Project Upload – Upload Projects and Activities into SMART– KDOT load and handful of other agencies– Retrofit/Eliminate = Retrofit

● INF59 – Inbound Project Transactions– Wildlife and Parks for Equipment related transactions– Retrofit/Eliminate = Retrofit

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Customizations

● PC001 – Carryover field– Used to determine if funds for Grants can be carried over to the next

grant year– Project Activity User1 relabeled and edit– Are agencies utilizing?

● Currently no instances of where this is checked in Production per Central.

– How many queries/reports keying off of this field?– Does it need to be at Activity ID level? If Project level suffices could

replace with Supplemental Data– Retrofit/Eliminate = Eliminate– If agencies still want we will replace with Supplemental Data

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Customizations

● PC005 – Shared CFDA Table– Ability to share CFDA numbers for Grants across the State of

Kansas– Based on functional design this should be delivered functionality– Validated GM_CFDA_TBL not in Compare Report– Retrofit/Eliminate = Eliminate

● PC007 – Time and Labor Cost Sharing– Update PC_DISTRIB_STATUS to N for Payroll Journals– Update analysis type from LBR to CLB for cost sharing labor– PC_DISTRIB_STATUS moves from JRNL_HEADER to JRNL_LN– Retrofit/Eliminate = Retrofit

● Unnamed – SQL Script run to zero out RESOURCE_QUANTITY values for Time Reporting Codes that are amount based TRCs.

● New customizations?

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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 - Retrofit– KPC00002.SQR – SEFA Report - Retrofit

● Report currently does not pull data for all agencies

– KPC00004.SQR – Project Costing Query - Retrofit– KPC00005.SQR – Prepaid Drawdown Request Report - Eliminate

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

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Reports

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

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

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Reports

● New custom reports created by SOK – Confirm List– KPC00018.SQR – KDWP Agency Exp Summary - Eliminate– KPC00019.SQR – KDWP Source Type/Category Smry - Eliminate– KPC00020.SQR – KDWP Source Type Smry by Fund - Eliminate– 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

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Security

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

● Row Level Security– BU– SETID– Chartfields

● Current Design– Review security matrix

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Batch Schedule

● Changes to Batch schedule?

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Open Discussion & Questions