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Michelle KevelinUniversity of Minnesota

07/11/2018Session 101250

Grants 101

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University of Minnesota

• Established in 1851 as a land grant University• 6 Campuses• 26,000 Faculty and Staff• 31,500 Undergrad, 16,000 Graduate, 7,200 International,

2,700 Study Abroad Students• Ranks 8th among public universities in research spending

with $940 million annually

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PeopleSoft at the UofM

• 9.2.25• 8.55.23 current upgrade activities for 8.56.xx

• Will roll out Fluid Navigation, Nav Collections and Home Pages• Current Products

Asset Management Billing Cash Management ContractsDeal management Expenses eProcurement General LedgerGrants HCM/CS Payables Project CostingPurchasing Receivables Risk Management Commitment Control

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Overview and Objectives

In this session an introduction to basic fundamentals and use for the following will be provided

1. The Grants Suite (Grants, Projects, Contracts)2. Billing for use with Sponsored related business 3. Provide useful table information for issue analysis 4. Provide tips and tricks for grants use

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Things to Keep in MindConfiguration choices made drive what is seen on individual

pages and functionality that can be usedPresentation screen prints are from delivered 9.2.25, 8.55.23

tools using delivered configurationChart of Accounts Structure may require changes for Grant

ImplementationCross module configurations can be completed to automate

account distributions population and accounting entry creation. It will be important to have an understanding of accounting entries when making configuration and conversion decisions during implementation

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Implementation ConsiderationsSETID

CUSTOMERS & VENDORS

BUSINESS UNITS

• How many do you need?

• To Share or Not to Share

• How do you want to align your business

• Project Costing Business Unit

SetID Customers & Vendors PCBU BIBU ARBU GLBU1 Shared 2 4 3 1

Grants Suite Proposals, Awards, Contracts, Projects

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Award is the home of the non

financial related award details

Accounts ReceivableBilling

Generate Award

Proposal is the home of the details submitted to the sponsor

for considerationCustomer Contracts contains the who,

when, how, how much and where of billing

requirements

Project Costing is the home of all of the transactional

data

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Grant Hierarchy

Proposal

Award

Contract

Contract LineProject

Project

Contract LineProject

Project

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Proposal Preparation Institutional

Review and Clearance

using the Projects

Module to ma

Proposal Submission

and Sponsor Review

Project related expenditures

Not Funded

Terminated

AwardNegotiations

using

Funded:Copy

Proposal Version

manage Project related expenditures

using Update

Awarded Proposalrelated

Establish Project

Activities and

Budgets

using the Generate

Award and Set Up

expenditures

Set up Contract and Billing

Plans

Incur Expenses

Invoicing, Reporting

andAccounts

Receivable

Close Out

Oversight

GRANTS LIFE CYCLE

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Critical business processes• Maintain Grants Profiles

• Institution

• Department

• Professionals

• Sponsors

• Sub-Recipients

• F&A related Info

• Create Proposal

• Create Proposal

• Create Proposal Budget

• Submit Proposal

• Negotiate Award

• Create Award

• Generate Award

• Setup Award

• Setup Contract

• Setup Project and Activity

• Budget and Track Grants Spending

• Setup Budget

• Modify Budget

• Enter & Track 3rd Party Cost Share

• Facilities & Administration

• Cost Sharing

• Revenue Recognition

• Generate Bills

• Cost Reimbursable

• Letter of Credit

• Advance

• Fixed Fee

• Maintain Receivables

• Payment Entry

• Cash Application

• Receivables Maintenance

• Award Modifications

• Award Closeouts

• Construction Projects

• Grants Suite Recon

• Oversight

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Grants Data

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Proposal PreparationGrants > Proposals > Maintain Proposals

• Establish the Proposal (V101)

• Title• Proposal Status• PI• Sponsor• Purpose/Type• *CFDA Number• Budget Periods

• Associate Projects• Add Proposal Project

Location(s)• *F&A Pricing• *Set Up Budgets (Detail

or Express)• Cost Share

• *Add Resources• Resources• Subrecipient Info• Professionals

• *Certifications• *Due By Information• *Additional Information• *Protocols• *Keywords

* Indicates not required information

Proposal General Information

Recommend NOT smart coding Proposal ID’s or Project ID’s. There are other ways to align/segregate your business such using different Business Units

Proposal Project Information

One Project must be selected as the Primary Project, the first Project will default as the Primary. Department, Subdivision and Institution must be populated

Proposal Location

Proposal General Info, Project Info and Location must be entered in order to save

Project F&A and Budget Set UpBudget Express

You want to set up the F&A Pricing prior to entering in Budget Detail so the Indirect is auto calculated at the time of budget entry

F&A Pricing and Setup with Detailed Budget

F&A Setup

Rate Type drives the percentages based on the Rate AgreementInstitutional Rate in conjunction with the Budget Rate can be used to calculate waived F&A

Detailed Budget Setup

Budget Detail

Based on the Rate Type and FA Base set up F&A is calculated as you enter the budget

Cost Share – 2 methodsOverall Cost Share – will apply to all budget itemsIndividual budget item cost share

Cost Share Distribution

Final Budget

Resources

Certifications

Due By

Additional Information

Protocols

Keywords

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Institutional Review and Clearance

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Proposal approval, Submission and Sponsor ReviewNavigation: Grants > Proposals > Submit Proposal

Proposal Submission in PeopleSoft

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Award NegotiationsNavigation: Grants > Awards > Negotiate Award

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not funded or fundedNot Funded• Terminate Proposal (V101)

by updating the Proposal Status

Funded• Copy Proposal • Update new version of

Proposal with Awarded Values

• PI• Sponsor• Start and End Dates• Budget Period(s)• Budget Detail

• Cost Share• Resources• Certifications• Additional Information

• Submit the updated Proposal

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Copy ProposalNavigation: Grants > Proposals > Copy Proposal or Copy Proposal VersionRecommend using Copy Proposal Version to mitigate errors

Configuration controls if the “To Version” is available for edit (SUFSC>Business Unit Related>Grants>Award Setup and BU Definition – Strictly Enforce Proposal Versioning checkbox

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Generate awardNavigation: Grants > Proposals > Generate Award

The generation process creates the Award, Project and Contract records.

If Award is approved for Pre-Award Spending while negotiations or review continues, Generate the Award with the Pre-Award Spending check box selected. This will create the Projects so spending can begin, then it can be generated again at a later date to create the full Award and Contract

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Update Award profileNavigation: Grants > Awards > Award ProfileThe Award has all of the same pages as the Proposal, plus a couple, and can be updated

Update Award Profile Cont’d

Terms and Conditions are configurable within Set Up Financials/Supply Chain and are specific to each Project but can be copied to all projects if needed

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Establish project informationNavigation: Grants > Awards > Project

The Project Department page is where you set up the F&A offset distribution

Project Team – This page displays all Team Members associated to your projectThis comes from the Proposal Resources at Award Generation

Team Detail – Use this page to add new Team Members to the Project. It also is automatically populated with Proposal resource values

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Establish project activitiesNavigation: Grants > Awards > Project Activities

FA Rates page is where you establish/modify the F&A Rates and Bases

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Establish projects budgetsNavigation: Grants > Awards > Project BudgetsGeneral Information – This tab contains high level budget row information

Project Detail – This tab contains the Project related information for the budget row

General Ledger Detail – This tab contains the chartstring related information for the budget row

Fields not shown: Operating Unit, Class Field, Budget Reference, Product, Affiliate, Fund Affiliate and Operating Unit Affiliate

General Ledger Detail – This tab contains the Grants related information. Here is where you identify a particular budget row as F&A or as Cost Share

The Commitment Control Detail tab will only be displayed if you have it turned on for Grants. It will display the distribution status of the budget row to Commitment Control

After Budget Finalization (PC_WRAPPER) it is important to verify that the Distribution Status is updated to Distributed. It is very important that oversight/reconciliation be completed on the budget amounts (PROJ_RESOURCE, PC_BUD_DETAIL)

If Commitment Control is used there is also a Distribution Status on that page that needs to be verified. It is very important that reconciliation be completed on the budget amounts (PROJ_RESOURCE, PC_BUD_DETAIL, LEDGER_KK)

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Set up contractsNavigation: Customer Contracts > Create and Amend > General InformationThe Contract needs to stay in a Pending Status until all set up is completed

For Letter of Credit accounts you will want to select the Billing Options page from the “Go To” drop down on the page to update the Bill To information and associate a Letter of Credit ID to the Contract. This controls the roll up for the Letter of Credit Draws (e.g. NIH Institutions roll up to DHHS for LOC draws)

The Contract Lines General page is where you manage start date, end date and Line Status for the Contract Line. If the Contract is generated from the Proposal the Product and Description will default from the Proposal. It can be changed here prior to Contract activation, otherwise it can be accomplished through a Contract Amendment

Prepaids for a Contract Line

If a sponsor pays money prior to expenses being incurred and/or against future billing activity the funds can be set up as a Prepaid on the Contract Line and as expenses are incurred the prepaid amount is utilized

Select Prepaids from the Go To drop down menu

Prepaids for a Contract Line Cont’d

The Contract Lines Detail page is where a significant amount of the Contract Entry set up is accessed

Hyperlinks Description

Billing Plan Manage bill plans, billing events, tax parameters

Revenue Plan Manage revenue plans, revenue events

Contract Terms Manage related project and activities

“Accounting” Distribution Manage the related accounting and/or distributions

Billing Plan Link – The Billing Plan General page is used to define the controls for the billing activity that will happen for the Contract Line

Billing Plan Link Cont’d – Billing Events• As Incurred, Cost Reimbursable, Rate Based• Fixed Fee, Fixed Price, Amount Based

Billing Plan Link cont’d – Tax Parameters

You must mark the Billing Plan as Tax Exempt with an Exemption Certificate populated or tax may be charged on invoices created depending on configuration

Revenue Plan Link – Using configuration you can set the Revenue Plan to be Ready at activation and then you never need to access the page as the plan will default in. If you access the page it expects action to be taken and can stall revenue being recognized

Contract Terms Link – Use this page to manage the Project and Activities associated to the Contract Line and manage the Billing and Revenue Limits

Accounting Distribution Link – Use this page to manage the Revenue Distributions for the Contract Line

LOC Detail page is used to house specific Letter of Credit information that will be used for LOC Draws This tab only appears if the Contract is set as a Letter of Credit Contract in the Billing Options

Billing Amount Details page is informational only and displays the Billing Limit

Revenue Amount Details page is informational only and displays the Revenue Limit

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All required set up is now complete and the only thing left to do is Activate the Contract

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Incur expenses and cost collect

Common Analysis Types: BUD - BUDGET CBU – COST SHARE BUDGET

ACT – ACTUAL (EXPENSE AND PAYABLES) PAY – SALARY AND FRINGE SFA – F&A ACTUAL GLE – ACTUAL (GENERAL LEDGER) WFA – WAIVED F&A

BIL – BILLABLE TRANSACTION BLD - BILLED BAJ – BILLING ADJUSTMENT DEF – DEFERRED BILLABLE TRANSACTION OLT – OVER THE LIMIT TRANSACTION

CAC – COST SHARE ACTUAL CFA – COST SHARE F&A CGE – COST SHARE GL ACTUAL CPY – COST SHARE PAYROLL

Budget Related, created by the PC_WRAPPER from the Project budgets page

Actuals, created by the cost collection processes from the other modules and the F&A process(PC_AP_TO_PC, PC_EX_TO_PC, PC_GL_TO_PC and GM_GMFACS)

Billing related transactions that are created from the PC_PRICING and CA_LIMITS processes. Note: These processes are also imbedded into the cost collection jobs

Cost share related actuals, created by the cost collection processes from the other modules and the F&A process (PC_AP_TO_PC, PC_EX_TO_PC, PC_GL_TO_PC, GM_GMFACS)

REQ - REQUISITION COM – COMMITMENT (PURCHASE

ORDER) CRQ – COST SHARE REQUISITION CCO – COST SHARE COMMITMENT

FBD – FIXED COST BILLED AMOUNT UTL – PREPAID UTELIZATION (BILLING)

Pre-Encumbrance and Encumbrance related transactions that are created in the cost collection process from Purchasing (PC_PO_TO_PC)

FBD rows are the transactions moved from billing back to PROJ_RESOURCE to represent the amount based invoicedAmount

UTL rows are the billing rows that were drawn against the Prepaid(s)

Common Analysis Types Cont’d

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Grants Oversight

Grants Portal

Page Navigation

PS QueryMethods Activity

Guides

WorkCenters

Reports & BI

Analytics

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Page NavigationThere are several page navigations within PeopleSoft that provide overview information in addition to the General Information pages already discussed

Navigations:Grants > Proposals > Review Proposal Audit LogsGrants > Awards > Project Budget InquiryGrants > Awards > Review Award Modifications

Project Costing > Transaction Definitions > Transaction ListProject Costing > Review Costs

Customer Contracts > Review RevenueCustomer Contracts > Review BillingCustomer Contracts > Review Contract InformationCustomer Contracts > Review Contract Summary

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Grants PortalNavigation : Grants > Grants Portal

• Award Information (Summary or Detail)• Project Information (Summary or Detail)• Personnel Information (Summary or Detail)• Transaction Inquiries (Expenditure, Encumbrance, Pre Encumbrance or

Invoice and Payment)

Award Summary

Award Summary Cont’d

Project Detail

Project Detail Cont’d

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Activity GuidesAn activity guide is a configurable Electronic To-Do list that can be associated to any business process where there are consistent activities or consistent activities in a specific order that need to be completed.

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WorkCentersGrants WorkCenter or Customer Contracts WorkCenter

Provides a method to streamline and manage daily activities from a single source

Role level security by object Flexible and easily configurable at multiple levels Consists of 4 Pagelets

Pagelet/Area Functionality Notes:My work Links to pages that people would access frequently

to take some action. Split into 2 sections: Pre-process Exceptions & Process Exceptions

- Posted budget amount <> billing limit- Billing plans requiring user action- Billing events not processed

Links Links to related pages that are not in the “My Work” section

Can be customized to add links to frequently visited pages or external URLs

Queries Link to Query Manager & some delivered public queries

Can be easily customized to add private queries

Reports/Processes Links to run control pages of frequently used reports & processes

If a person doesn’t have security to the process by the general navigation they won’t have the access this way either

WorkCenter – My Work

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Delivered Peoplesoft ReportsGrants > Interactive Reports

Award Inventory Project Forecast Project Variance Proposal Inventory

Project Costing > Reports Project Budget Review

Summary Transaction Financial

Customer Contracts > Reports Milestone Management Limit Amount Prepaid Management Revenue Management Billing management Renewal Management

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Peoplesoft queryFlexible Database query tool delivered within PeopleSoftNavigation: Reporting Tools > Query

Query Manager – Can create new private and public queries

Query Viewer – Can access and run existing public and shared queries

Using point and click functionality queries can be created that range from simple select statements to very complex connected queries

Multiple Output formats for results (HTML, Excel, XML or Online)

Table Name Related Page Key Fields Other FieldsGM_PROPOSAL Proposal Header BUSINESS_UNIT

PROPOSAL_IDVERSION_ID

EMPLID (PI)CUST_IDPPSL_TO_CNTRCT_FLG

GM_PROP_PROJ Proposal Project BUSINESS_UNITPROPOSAL_IDVERSION_IDSUB_PROP_NBR

PROJECT_IDPRIMARY_FLAG

GM_PROP_PROF Proposal Professionals BUSINESS_UNITPROPOSAL_IDVERSION_IDSUB_PROP_NBRROW_NBR

EMPLIDPROF_ROLE_TYPEPROJECT_ROLE

GM_PROJ_CERT Proposal Certifications BUSINESS_UNITPROPOSAL_IDVERSION_IDSUB_PROP_NBR

CERT_CODECERT_DTCOMPLNC_INDICATOR

PROPOSAL - KEY OVERSIGHT TABLES

Table Name Related Page Key Fields Other FieldsGM_BUD_PERIOD Proposal Budget Periods BUSINESS_UNIT

PROPOSAL_IDVERSION_IDSUB_PROP_NBRBUDGET_IDBUDGET_PERIOD_GM

BEGIN_DTEND_DT

GM_BUD_HDR Proposal Budget Header BUSINESS_UNITPROPOSAL_IDVERSION_IDSUB_PROP_NBRBUDGET_ID

BEGIN_DTEND_DT

GM_BUD_LINE_SUM Proposal Budget Lines BUSINESS_UNITPROPOSAL_IDVERSION_IDSUB_PROP_NBRBUDGET_IDBUDGET_PERIOD_GMBUDGET_LN

BUDGET_CATEGORYBUDGET_AMTSPONSOR_AMTCOST_SHARE_IN_AMTCOST_SHARE_TP_AMTCOST_SHARE_PCT

PROPOSAL - KEY OVERSIGHT TABLES CONT’D

Table Name Related Page Key Fields Other FieldsGM_BUD_FA_HDR Proposal F&A Institution BUSINESS_UNIT

PROPOSAL_IDVERSION_IDSUB_PROP_NBRBUDGET_IDFA_RATE_TYPE

FA_INST_BASE_IDFA_SPNSR_BASE_IDFA_BASE_ID

GM_BUD_FA_RATE Proposal F&A Budget BUSINESS_UNITPROPOSAL_IDVERSION_IDSUB_PROP_NBRBUDGET_IDFA_RATE_TYPERATE_EFFDT

FA_RATE_PCT

GM_PROP_VNDR Proposal Subrecipients BUSINESS_UNITPROPOSAL_IDVERSION_IDSUB_PROP_NBRSEQ_NUM

VENDOR_IDADDRESS_SEQ_NUMCNTCT_SEQ_NUMSTART_DT

GM_PROP_KEY Proposal Keyword BUSINESS_UNITPROPOSAL_IDVERSION_IDKEY_WORD

PROPOSAL - KEY OVERSIGHT TABLES CONT’D

AWARD - KEY OVERSIGHT TABLES

Table Name Related Page Key Fields Other FieldsGM_AWARD Award Profile BUSINESS_UNIT

CONTRACT_NUMAWARD_STATUSREF_AWD_NUMBEREMPLIDDESCR254CUST_IDBEGIN_DTEND_DT

GM_AWD_CERT Award Certifications BUSINESS_UNIT_PCCONTRACT_NUMPROJECT_IDCERT_CODE

EMPLIDCOMPLNC_INDICATORCERT_DTAPPROVAL_DATEASSURANCE_NBREXEMPTION_NBR

GM_AWD_TERMS Award Terms BUSINESS_UNIT_PCCONTRACT_NUMPROJECT_IDGUIDE_ID

GM_AWD_FUND_PD Award Funding by Period BUSINESS_UNITCONTRACT_NUMPROJECT_IDBUDGET_PERIOD_GM

BEGIN_DTEND_DTFUNDED_AMT

Table Name Related Page Key Fields Other FieldsGM_AWD_COMMENT Additional Information BUSINESS_UNIT

CONTRACT_NUMGM_COMMENT_TYPE

DESCRLONG

GM_AWD_PRJ_RSRC Project Resources BUSINESS_UNIT_PCCONTRACT_NUMPROJECT_IDRESOURCE_SEQ_NBRGRANTS_RES_TYPE

DESCRLONG

GM_AWD_PRJ_VNDR Project Subrecipients BUSINESS_UNIT_PCCONTRACT_NUMPROJECT_IDSEQ_NBR

VENDOR_IDADDRESS_SEQ_NUMCNTCT_SEQ_NUMPO_ID

GM_CFDA_TBL Award Profile CFDA Information

SETIDCFDAEFFDT

CFDA_TITLEDESCREFF_STATUSAGENCYID

AWARD - KEY OVERSIGHT TABLES CONT’D

Table Name Related Page Key Fields Other FieldsGM_AWD_MOD Award

ModificationsBUSINESS_UNITCONTRACT_NUMPERIOD

REF_AWD_NUMBERISSUE_DTBEGIN_DTEND_DTAMOUNT

GM_AWD_MOD_LINE Award Period Modifications

BUSINESS_UNITCONTRACT_NUMPERIODSEQ_NUM

REF_AWD_NUMBERISSUE_DTBEGIN_DTEND_DTAMOUNTPROJECT_ID_TO

AWARD - KEY OVERSIGHT TABLES CONT’D

Table Name Related Page Key Fields Other FieldsPROJECT Project General

InformationBUSINESS_UNITPROJECT_ID

GM_PRIMARY_FLAGSTART_DTEND_DT

PROJECT_MGR Project Manager BUSINESS_UNITPROJECT_IDEFFDT

PROJECT_MANAGERPROJ_ROLESTART_DT

GM_PRJ_DEPT Project Department BUSINESS_UNITPROJECT_ID

DEPTID

GM_PRJ_DEPT_PCT Project Department Info BUSINESS_UNITPROJECT_IDDEPTID

PROJECT_STATUS Project Status BUSINESS_UNITPROJECT_IDEFFDTEFFSEQ

PROJECT_STATUS

PROJECT and PROJECT ACTIVITY - KEY OVERSIGHT TABLES

Table Name Related Page Key Fields Other FieldsPROJECT_TEAM Project Team BUSINESS_UNIT

PROJECT_IDTEAM_MEMBER_CLASSTEAM_MEMBER_INDTEAM_MEMBER

PROJ_TEAM_SCHED Project Team Detail BUSINESS_UNITPROJECT_IDTEAM_MEMBER_CLASSTEAM_MEMBER_INDTEAM_MEMBERSCHED_NUM

PROJ_ROLESTART_DTEND_DT

PROJ_ACTIVITY Project Activity General Information

BUSINESS_UNITPROJECT_IDACTIVITY_ID

EFF_STATUSSTART_DTEND_DT

PROJ_ACT_STATUS Project Activity Status BUSINESS_UNITPROJECT_IDACTIVITY_IDEFFDTEFFSEQ

ACTIVITY_STATUS

PROJECT and PROJECT ACTIVITY - KEY OVERSIGHT TABLES CONT’D

Table Name Related Page Key Fields Other FieldsGM_PRJ_ACT_FA F&A Rate Type BUSINESS_UNIT

PROJECT_IDACTIVITY_IDFA_RATE_TYPE

GM_PRJ_ACT_FA1 Institutional F&A Rate BUSINESS_UNITPROJECT_IDACTIVITY_IDFA_RATE_TYPERATE_EFFDT

FA_INST_RATE_PCT

GM_PRJ_ACT_FA3 Funded F&A Rate BUSINESS_UNITPROJECT_IDACTIVITY_IDFA_RATE_TYPERATE_EFFDT

FA_FUNDED_RATE_PCT

PROJECT and PROJECT ACTIVITY - KEY OVERSIGHT TABLES CONT’D

PROJECT and PROJECT ACTIVITY - KEY OVERSIGHT TABLES CONT’D

Table Name Related Page Key Fields Other FieldsPC_BUD_DETAIL Project Budgets BUSINESS_UNIT

PROJECT_IDACTIVITY_IDPC_BUDGET_IDPC_BUDGET_ITEMSEQ_NBRBUDGET_PERIOD

RESOURCE_IDRESOURCE_AMOUNTBUDGET_CATEGORYFUND_CODEDEPTIDACCOUNTANALYSIS_TYPEACCOUNTING_DTBD_HDR_STATUSPC_DISTRIB_STATUSKK_DISTRIB_STATUSGM_FA_SEQ_FLGGM_CS_SEQ_FLGANY OTHER CHARTFIELDS YOUR INSTITUTION USES

Table Name Related Page Key Fields Other FieldsPROJ_RESOURCE Transaction Detail BUSINESS_UNIT

PROJECT_IDACTIVITY_IDRESOURCE_ID

RESOURCE_ID_FROMFUND_CODEDEPTIDACCOUNTANALYSIS_TYPESOURCE_SYSTEM

Almost all fields on this table are useful for oversight and analysis depending on what you are looking at. Fields included should be added/removed based on activity being analyzed

PROJECT and PROJECT ACTIVITY - KEY OVERSIGHT TABLES CONT’D

CONTRACTS - KEY OVERSIGHT TABLES

Table Name Related Page Key Fields Other FieldsCA_CONTR_HDR General Information CONTRACT_NUM CA_STATUS

CA_PROC_STATUSBILL_TO_CUST_IDCNTCT_SEQ_BILLCONTRACT_TY[E

CA_DETAIL Contract Lines CONTRACT_NUMCONTRACT_LINE_NUM

BILL_PLAN_IDCA_LINE_STATUSSTART_DTEND_DTPREPAID_FLAG

CA_BILL_PLAN Bill Plan CONTRACT_NUMBILL_PLAN_ID

BP_STATUSBILL_SOURCE_IDBILL_TO_CUST_IDADDR_SEQ_NUM_BILLCNTCT_SEQ_BILLBILL_BY_IDBILLING_SPECIALISTINVOICE_FORM_IDPRE_APPROVAL_FLGDIRECT_INVOICING

CONTRACTS - KEY OVERSIGHT TABLES CONT’DTable Name Related Page Key Fields Other FieldsCA_BP_EVENTS Billing Events CONTRACT_NUM

BILL_PLAN_IDEVENT_OCCURRENCE

AMOUNTBILL_EVENT_TYPEEVENT_DTBP_EVENT_STATUS

CA_BP_XREF Billing History CONTRACT_NUMBILL_PLAN_IDXREF_SEQ_NUM

SYSTEM_SOURCEEVENT_OCCURRENCECONTRACT_LINE_NUMINVOICE GROSS_EXTENDED_AMTPROJECT_ID

CA_DETAIL_DST Revenue AccountingDistribution

CONTRACT_NUMCONTRACT_LINE_NUMEFFDTDST_SEQ_NUM

Chartfields

CA_DETAIL_DFR Deferred Revenue AccountingDistribution

CONTRACT_NUMCONTRACT_LINE_NUMEFFDTDST_SEQ_NUM

Chartfields

CONTRACTS - KEY OVERSIGHT TABLES CONT’D

Table Name Related Page Key Fields Other FieldsCA_DETAIL_UAR Unbilled AR

Accounting DistributionCONTRACT_NUMCONTRACT_LINE_NUMEFFDTDST_SEQ_NUM

Chartfields

CA_DETAIL_PROJ Contract Terms CONTRACT_NUMCONTRACT_LINE_NUMBUSINESS_UNIT_PCPROJECT_IDACTIVITY_ID

CA_CHG_HDR Amendment Header Info CONTRACT_NUMCHG_ID

CHG_STATUSGROSS_CHANGEREDUCT_CHANGEALLOCATION_DONE

CA_CHG_DTL Amendment Detail Info CONTRACT_NUMCHG_IDLINE_NBR

OLDVALUENEWVALUEGROSS_CHANGEREDUCT_CHANGECONTRACT_LINE_NUM

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Sponsored Billing

Billing

PROJ_RESOURCE

Contract

Contracts to Billing Interface

CA_BI_INTFC

Billing InterfaceBIIF001

Billing Worksheet or Letter of Credit

Summary

Both the CA_BI_INTFC and BIIF001 need to be run to get the billing transactions to the Billing worksheet. Depending on the set up in the Contract Bill Plan this may have to be done manually or it may be automated

Direct Invoicing Flag

Preapproval Flag Resulting Functionality

N N Both Processes need to be run. Temporary bills are created. Users need to approve the temporary bills in the billing worksheet to make them real bills.

N Y Both Processes need to be run. Real bills are created. Bills created in Pending status aren't picked up for invoicing until the bill status is changed to Ready. This method bypasses the billing worksheet.

Y N Not allowed.

Y Y BIIF0001 process is automatically called. Real bills are created. Bills are created in RDY status. This method bypasses the billing worksheet.

Contracts to Billing Interface (CA_BI_INTFC)Navigation: Customer Contracts > Schedule and Process Billing >

Process As Incurred Billing (Rate Based and LOC) orProcess Other Billing Methods (Amount Based)

Process As Incurred BillingBased on the set up of the Billing Plan/Events and values populated in the run control it looks to PROJ_RESOURCE to pick up Billable Transactions (BIL, DEF and OLT rows) as well as other related Contract data and moves them to the Billing staging table (INTFC_BI)

Process Other Billing MethodsBased on the set up of the Billing Plan/Events and values populated in the run control it picks up the Events, Event Amounts as well as other related Contract data and moves them to the Billing staging table (INTFC_BI)

After the CA_BI_INTFC is run you will need to access the Message Log in the Process Monitor to identify the Interface ID in order to run the Billing Interface process

Navigation: PeopleTools > Process Scheduler > Process Monitor

Process the Billing Interface (BIIF0001)Navigation: Billing > Interface Transactions > Process Billing Interface

This process moves the billing data to the Billing Worksheet

While transactions are on the interface table they can be Reviewed and/or Updated. The Update page is used if for some reason the Billing Interface fails. Do not use the Delete sponsored transactions from the interface table as they will not be available for billing again

Billing WorksheetNavigation: Billing > Manage Billing Worksheet > Update Billing Worksheet

Billing Worksheet Cont’dAnalyze transactions and determine if they should be included on the invoice

If a Proforma/Draft Invoice is wanted, select the Bill Header Icon and then the Proforma Icon

Billing Worksheet Cont’dAfter analysis is completed and the bill is ready to be finalized a “Real Bill” needs to be created. This is accomplished by approving the billing worksheet

If for some reason it is determined that the invoicing process needs to be terminated the Billing Worksheet can be deleted from this page which will send the transactions back to PROJ_RESOURCE and reset all flags and update any associated Billing Events so it can be billed at a later date

Get Invoice Number for finalization

Navigation: Billing > Manage Billing Worksheet > Review Contract/Project Bills

Prior to Finalization the Real Invoice number created with the worksheet approval needs to be identified

Finalize and Print Navigation: Billing > Generate Invoices > Non Consolidated

Billing > Generate Invoices > Consolidated

There are many ways to finalize an invoice and can be modified to be institution or process specific

Process Description ProcessName

Non-Consol

Consol Additional Information

Finalize and Print BIJOB01 X Only Finalize and Print

Finalize and Print BIJOB02 X Only Finalize and Print

Single Action Invoice BIJOB03 X Runs additional Processes to ready for AR

Single Action Invoice w/CC BIJOB03K X Runs additional Processes to ready for AR as well as a CC budget processor

Single Action Invoice BIJOB03 X Runs additional Processes to ready for AR

Single Action Invoice w/CC BIJOB03K X Runs additional Processes to ready for AR as well as a CC budget processor

Pre-Process and Finalization BIIVC000 Does not run the extract for printing. Finalization only

Finalize and Print Cont’d

Finalize and Print Cont’d

New for 9.2 the ability to process using a run controlNavigation: Billing Generate Invoices > Non Consolidated > Letter of Credit

Finalize and Print Cont’dLetter of Credit

Navigation: Billing > Manage Billing Worksheet > Letter of Credit SummaryBoth the Proforma and the Finalization (Draw) can be completed from the Summary page itself using the Icons

Field DescriptionLimit Amount The funding limit amount provided by the sponsor from the

contract bill line.Previous Amount The sum of the pretax invoice amount for bills with the same

LOC reference number and LOC document number. Thisamount includes invoiced bills.

Unbilled Amount (Temp Bills) The current proposed billing. This column displays all thepending temporary bills: those bills with a status of TMP (temporary) and TMR (temporary ready).

Unbilled Amount (Real Bills) The current proposed billing. This column displays all the billsapproved for billing: those with a bill status of NEW, PND(pending), RDY (ready), and HLD (hold).

Allowable Draw The maximum that you can bill and draw. If the funding limit,less the previously billed and unbilled amounts, is greater thanor equal to zero, the allowable draw is equal to the unbilledamount. Otherwise, the allowable draw is equal to the fundinglimit less the previously billed amount.

Unbillable Amount The amount that exceeds the allowable amount. The unbillableamount is equal to the unbilled amount less the allowableamount.

LOC Summary Grid

BIPRNLOC

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Sponsored Financial ReportingNavigation: Grants > Interactive Reports >

SF269 SF272Federal Financial Report

• Delivered federal forms for invoicing and reporting

• Uses data that is in Peoplesoft. (i.e. what you see in proj_res, is what you get)

• Does not allow for flexibility to make manual adjustments to the figures on these reports to include or exclude additional charges.

• It is common for institutions to complete the financial reporting piece using reports and queries with manual entry on the agency specific forms

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Contract amendments

Date Changes

Funding Changes

Contract Line Changes

Add Projects and Activities

Remember to complete an Award Modification, update the funded amounts and update the Project Budgets when a Contract Amendment impacts spending in any way. This will ensure that your grants reconciliations are correct

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Contract Amendments cont’dNavigation: Customer Contracts > Create and Amend > General Information, select Amend Contract

Contract Amendment Cont’d

On the new Amendment Row add and Amendment Type, Reason and Process DateSave the addition and then select the Amendment Detail link

Amendment Types and Reasons are configurable through Set Up Financials/Supply Chain

Contract Amendment Cont’d

Insert the adjustment amount, save your changes and select the Amendment Amount Allocation link

Contract Amendment Cont’d

Populate the New Billing Limit field and select the Recalculate pushbutton.

Contract Amendment Cont’dThe Billing Limit Allocation has now been completed.

Contract Amendment Cont’d

Repeat steps for the Revenue Allocation

Contract Amendment Cont’d

The Allocation is now complete, select the Return to Amendment Details link

Contract Amendment Cont’d

Change the Amendment Status to Ready

Contract Amendment Cont’d

Process the Amendment

Contract Amendment Cont’d

The Amendment has now been processed and is in a Completed Status. The Billing and Revenue Limits have now been updated throughout the Contract

Contract Amendment Cont’d

The Amendment has now been processed and is in a Completed Status. The Billing Limit has now been updated throughout the Contract. Performing Limit Checking will re-evaluate already priced transactions (e.g. OLT’s become BIL’s)

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Close out

Contract

Project Activity

Project

Award

Commitment Control

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Close Out cont’d

Award Inactivation is informational only and doesn’t drive anything

Project Activity Close or Hold will stop spending, action can be reversed

Project Close or Hold will stop spending, action can be reversed

Commitment Control Close or Hold will stop spending, action can be reversed

Bill Plan and Revenue Plan status change to Completed. This will stop Billing and Revenue Activities. Some status change can’t be reversed e.g. Amount Based Bill Plans

Contract Close stops all activity. Moving a contract to a Closed Status can’t be reversed.

The close out process is determined by your institution’s business process and configuration decisions. The only PeopleSoft requirements are the status changes highlighted below

Please complete a session evaluation

Session ID: 101250

Contact Info:kevel001@umn.edu

Tel: 612-624-1213

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