PeopleSoft Grants Suite: Planned Modifications/Workarounds/Reports

PeopleSoft Grants Suite:Planned Modifications/Workarounds/Reports

May 15, 2003

Research Forum – Atlanta

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Anne Moffat

Director, Sponsored Programs

Ohio State University Research Foundation

Joy Walton

Manager, Huron Consulting Group

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Anne Moffat• Director of Sponsored Programs

• Project Sponsor for Grants Team

• Member, PeopleSoft Product Advisory Group for Grants Suite

Joy Walton• Background in research administration and Higher Education

• Started working with PeopleSoft as a functional consultant for the Grants module during 7.5 development and testing.

• Worked on first successful implementation of Grants suite

• Currently serving as the Grants Team Manager at OSU

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Synopsis

• Introduction to OSU and the Integrated Financials Introduction to OSU and the Integrated Financials System projectSystem project

• Look at core modules within the “Grants suite” of PeopleSoft products

• What does each module help research administrators do?

• How are we going to fill the gaps?

• Example: Analyze the Grants suite of functionality in order to get the maximum benefit for research administration purposes

• Other Areas of Planned Modification

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OSU General Information

• Ohio’s land-grant university and flagship institution of higher education

• Teaching– 57,271 students (13,278 grad/

professional) on 6 campuses

Research– FY2002, $426.1M in awards– Office of Research entities:

• Research Foundation• Office of Responsible Research

Practices• Interdisciplinary Research Centers• Technology Licensing

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OSU Research Foundation

• Separately incorporated 501 c 3 entity that manages sponsored research activities at OSU– Pre-award: proposal development and submission, award

negotiation– Post-award: project and budget setup, compliance

monitoring, purchasing and payment, subcontracting, award modifications, accounting, billing, fiscal and closeout reporting

• Fiscal Year 2002– $361.1M in research expenditures– 53% Federal, 17% State, 13% Industry, 17% Other

Sources

• Tools – ancient legacy system

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• ERA tools for investigators, departments and colleges– PI Portal– On-line month-end Financial Statements– On-line Project Digests (summary of project

requirements)– On-line Time And Effort Reports (e-TAERs)– On-line e-Activity reports (proposal, award and

expenditure information by individual, department and college)

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The OSU Integrated Financials System Project

Research Foundation

(Legacy System)

University

(PeopleSoft 7.02)

Health System

(PeopleSoft 7.02)

Integrated FinancialSystem

(PeopleSoft 8.4)

Research Foundation Implementation Goals:

– Replace aging legacy systems

– Provide technology that will enable existing staff to handle steadily increasing volume of business

– Streamline business processes

– Continue supporting current ERA applications

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Discussion Topics

• Introduction to OSU and the Integrated Financials System project

• Look at core modules within the “Grants suite” of Look at core modules within the “Grants suite” of PeopleSoft productsPeopleSoft products


• How are we going to fill the gaps?• Example: Analyze the Grants suite of functionality in

order to get the maximum benefit for research administration purposes


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The “Grants Suite” of modules in 8.4

• “Grants Suite” = Grants, Projects, Contracts, Billing and Accounts Receivable

Projects

Grants

HumanResources

AccountsPayable

Time & Labor

Purchasing

Billing

AccountsReceivable

Contracts

GeneralLedgerInventory

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Discussion Topics



• What does each module help research What does each module help research administrators do?administrators do?

• How are we going to fill the gaps?



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Grants Suite - Division of Work

AP, PO, GL, Time & Labor,and Commitment Control

Contracts, Billing, Accounts Receivable

Develop Proposals, Institutional Clearances

Proposal Submission

Proposal Forms

Negotiate Award

Terms and Conditions

Award and Project Setup

Reporting and

Closeout

Spend Money

Monitor Spending

Invoicing, Letter of

Credit Draw

Collections and Aging

PRE AWARDAWARD POST AWARDAWARD

GrantsGrants, Contracts, and Commitment Control

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Discussion Topics




• How are we going to fill the gaps?How are we going to fill the gaps?



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Our Methodology for Resolving Gaps

1. Research administration involves a set of business processes

2. These processes do not necessarily align with a specific “Grants” module– In fact, a process may involve

information entry, processing, or other activity within several modules in the “Grants Suite”

3. Evaluate functionality vs. business processes

4. If delivered functionality is insufficient, decide how to address the business need

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Overview of Research AdministrationBusiness Processes

MODULE BUSINESS PROCESS

Grants + Projects

Contracts

Billing

Create Proposal X Negotiate Award X Setup Award and Budget X X Modify Award and Budget X X X Track cost-sharing X Process F&A X Generate Bills and LOC X Award Closeout X X Prepare Reports X X

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Overview of Research AdministrationBusiness Processes

MODULE BUSINESS PROCESS

Grants + Projects

Contracts

Billing

Modify Award and Budget X X X - Additional Time X X - Additional Funding X X - Continuation Award X X - Addition of new project X X X - Change billing parameters X X

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Award Modifications: Additional Time

MODULE BUSINESS PROCESS Grants + Projects Contracts

Additional Time

Award End-Date on Award Profile Page

End-date for period on Award Modifications page

Project End-Date(s) on Award Funding page

Milestone End-Dates on Award Milestone page

Notation on Award Notepad page

Project end-date on Project Status page

Project Budget end-date (Commitment Control setup pages)

Award end-date on Contract Lines page

Notation on Contract Amendments page when amendment is processed

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Award Modifications: Additional Funding and Continuations


Additional Funding

Amount field for period on Award Modifications page

Amount fields for affected projects on Award Funding page


Update and post project budgets on Project Funding pages

Update limit amount for affected contract lines on Related Projects page


Continuation Awards

Combination of Additional Time and Additional Funding steps

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Award Modifications: Additional Project


Additional Project under Existing Award

Update dates and amounts for affected projects on Award Funding page

Enter and post budget for new project using Project Funding page

Adjust and post budgets for other affected projects using Project Funding page

Notation on Award Notepad page Enter information on Project General

page Enter information on Project

Department page Enter information on Project Resources

page

Add new project to contract line using Related Projects page


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Award Modifications: Additional Project(cont’d)


Additional Project under Existing Award

Update information on Project Definition page Enter information on Project Manager page Identify the project location on the Project

Location page Enter information on the Activity Details page (in

the Project Activity page group) Set up the F&A profile on the FA Rates page (in

the Project Activity page group) Enter information for new project using Project

Status page Enter budget control information for new project

using Commitment Control pages

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Discussion Topics




• How do the modules work together?

• Example: Analyze the Grants suite of functionality in Example: Analyze the Grants suite of functionality in order to get the maximum benefit for research order to get the maximum benefit for research administration purposesadministration purposes


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Decision-making time…..

• Is the field necessary to efficiently handle the business process at OSU?

• If there is more than one place to capture similar information, which place should be used?

– Information for processing purposes– Information that needed to be “in sync”

throughout the system– Pages that were used by different user groups

at RF– Reporting requirements

• If delivered functionality is insufficient, what course of action is appropriate?

– Training issue– System edits/warnings– System modification

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Decision-making time…..

Decision making process• Analyze functionality for each business process (Analyze

Functionality or AF Docs.)• Identify gaps• Recommend options for filling gap (Rec. Docs.) – do nothing,

provide training, change business process or modify system – goal was to minimize modifications

• Estimate time and cost to implement options and cost to carry them forward

• Present to advisory team, which approved team recommendation – or not

• Sent to system sponsors for additional consideration in necessary

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Additional Time

Award End-Date on Award Profile Page

End-date for period on Award Modifications page

Project End-Date(s) on Award Funding page

Milestone End-Dates on Award Milestone page


Project end-date on Project Status page

Project Budget end-date (Commitment Control setup pages)

Award end-date on Contract Lines page


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Is the information requiredfor grants administration

business process?YES, NEED TO RECORD

THAT THE END-DATECHANGED

YES

NO

Is there more than one placeto record the information?

YES, THIS INFORMATIONCAN BE ENTERED ANDSTORED IN BOTH THE

GRANTS AND CONTRACTSMODULES

Do not use the field. Otherconsiderations:

- Training- Queries

- Modification

NO

Use the sole field provided forthis purpose.

Start

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YES

Do we need to enter, store,and maintain this information

in multiple places?NO, WE ONLY NEED TO

USE ONE PLACE!

YES

NO

Use fields necessary for thebusiness process.

Other considerations:- Queries

- Modification- Reporting

Select the fields necessary toenter and store the information

needed.Other considerations:

- Training- Queries

- Modification- Reporting

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Steps in creating one type of Award Modification: Additional Time

MODULE PROCESS STEP SELECTED OPTION Grants+ Projects

Update award end-date on Award Profile Page

None - users will update this date when the award modification is processed

Update end-date for period on Award Modifications page

None - users will update this date for the appropriate period when the award modification is processed

Update Project end-date(s) on Award Funding page

New page - these data will populate the new Award Funding page from the Project Status page(s) for the affected projects

Update milestone end-dates on Award Milestone page

None - milestone end-dates will be revised since internal reports will be derived from these data

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Steps in creating one type of Award Modification: Additional Time (cont’d)

MODULE PROCESS STEP SELECTED OPTION Grants+ Projects


None (not using) - since we will derive the award history from the Contract Amendments page, the award Notepad page will not be used

Update project end-date on Project Status page

None - the end-date for each affected project under the award will be updated on the Project Status page for the project

Update project budget end-date (Commitment Control setup pages)

Modified system - updated end-dates on the Project Status page will automatically update the Commitment Control information

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Discussion Topics




• How do the modules work together?


• Other Areas of Planned ModificationOther Areas of Planned Modification

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Other Planned Modifications

• Proposals– Process Workaround:

• Pre Award F&A Calculation – Rounding Issues

• Award Profile– Process Workaround:

• Train users to understand navigation across modules.– Modification:

• Synchronize the references between Contracts, Projects, and Grants

– Search prompts– Display of Award Reference Number– Display of Award PI

• Capture Incremental Funding

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• Project Budget– Modification:

• Enhance Delivered Project Budget Inquiry to match OSU defined budget categories versus resource ID and analysis type (similar to “Review Pre Award Budget”

• Billing– Process Workaround:

• Journal entry to a temporary billing adjustment account to address partial defer functionality

– Resolved by PeopleSoft• Splitting Over the Limit lines

– Modification:• F&A split for Over the Limit • Enhance prepaid functionality to account for different revenue

recognition method for scheduled bills• Automatically put the Billing Plan on Hold when the Award End Date

has passed.

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• Accounts Receivable– Modifications:

• Add Award ID to the search criteria (not search prompt) on the Collections > Customer Information Inquiry pages in AR

• Add Award ID and Award Reference Number to Collections > Customer Conversations in AR

• Add Customer Name field in the Collections > Customer Information Inquiry pages in AR

• Reporting– Data Feed to PI Portal & e-Activity Reports– Time and Effort Feed– Proj_Resource Reconciliation Reports– Milestone Report– End Date Reports– Enhanced Invoice Layouts– Housekeeping Queries– Annual Reports

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• University-wide effort to integrate all Financials activity

• Implementation of 5 modules for to manage the research administration process

• Evaluation of each module to determine ability to handle business processes

• Creation of a “roadmap” for each business process in PeopleSoft

• Development of approved modifications

In Summary

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Contact Information

Anne MoffatDirector Sponsored Programs

Ohio State University Research Foundation

[email protected]

Joy WaltonManager, Huron Consulting Group

[email protected]

OSU Financials 8.4 Project Website

http://www.oit.ohio-state.edu/hrfin/statuspage/design.html

Documents

PeopleSoft Grants Suite: Planned Modifications/Workarounds/Reports