VIRTUAL EVENT - s9874.pcdn.co

INTERACT 2020VIRTUAL EVENT



21 years - Grants Management Experience

19 years – PeopleSoft Experience

Grants, Project Costing, Contracts, Billing, Accounts

Receivable, Commitment Control

20 Years – PeopleSoft Consulting Experience

17 Years – Specialization in Grants Management

Grants, Project Costing, Contracts, Billing, Accounts Receivable, Commitment Control




aRefers to the 8 regional research centersbRefers to total count of articles in the Kaiser Permanente Publications Library available at https://kpresearchpublications.kp.org/

38% Clinical trials

180Full-time research leaders

1,670Research

support staff

&

$58 MOther externally funded research

$89 MKaiser Permanente

support

$127 MFederally-funded

research

1,890Journal articles

published in 2019

19,020

Articles total since 2000b

&

Funding in 2019a

62%Other studiesa

Research Studies Underway in 2019

Research Personnela Research Publications

$274

Million2,620

Studies

Kaiser Permanente Research Fast Facts, 2019

https://kpresearchpublications.kp.org/


Production Support Tickets

70%

Tickets resolved

within 2 days

99%

System Availability

93%

Tickets resolved within

21 days

39,500

Tickets Resolved (Oct 17 – Sept 18)

40,700

Tickets Opened (Oct 17 – Sept 18)

LARGEST PEOPLESOFT SINGLE-INSTANCE IN

THE HEALTHCARE INDUSTRY

FAST FACTSONELINK BY THE NUMBERSOUR DEPLOYMENTS

STANDARDIZED

ACROSS ALL OF OUR

8 REGIONS

900,000 Jobs Processed Monthly

OUR CAPABILITIES

▪ Systems Strategy

▪ Systems Implementation

▪ Governance

▪ Project Management

▪ Process Optimization

▪ Reporting and Analytics

▪ Production Support

248,000 Users

Accounts Payable

Transactions Amount

9.9 Million $24.6 Billion

Purchase Orders

Transactions Amount

4.3 Million $13.4 Billion

Expense Reports

Transactions Amount

470 K $311 Million

sPro Invoices

Invoices Amount

Approximately 12,000 employees use OneLink daily,

processing over 75 Million distinct financial,

supply chain and general support transactions

annually

257 K $789 Million


Procure to Pay (Buy 2 Pay)▪ eProcurement▪ Purchasing▪ Inventory & Cost Mgmt▪ eSupplier Portal▪ Services Procurement▪ Accounts Payable▪ eSettlements▪ Travel and Expenses▪ Sourcing & Supplier Contract Mgmt.

Record to Report▪ Treasury▪ General Ledger▪ Grants, Billing, Contracts, Receivables

Vertex (Tax)iPhone

Applications

Kofax/OCR

Vignette/AP

Processing

Atpar

Handhelds

Mobile -

Inventory

CTT, MPP

Lawson

Chartfield

Translation

Tool

Oracle -

Demantra

Demand

planning

CSOS

Pharmacy

Controlled

Substance

GRC

Gov. Risk

Compliance

Ariba

Network;

Punchout, PO

Dispatch/Acknowledgement

, einvoicing

Edge Applications

Acquire to Retire▪ Asset Management▪ Lease Management▪ Project Costing▪ Commitment Control

Fin. Data Warehouse (FDW)▪ Reporting / Analytics▪ Cognos

Other / Kaiser Custom fns.▪ POU (Point-of-Use)▪ FDA (Funds Disbursement

Authorization)

Platform Functions


About SpearMC

An Oracle Platinum Partner, we specialize in:

▪ PeopleSoft FSCM, HCM, SCM, Grants Healthcare Research

▪ PeopleSoft Application Support Managed Services

▪ PeopleSoft and Tools Training

▪ PeopleSoft Reseller since 2008

▪ PeopleSoft Test Framework and Test Automation

▪ PeopleSoft PUM Update and Testing as a Service

▪ Oracle Hyperion and PBCS

▪ Oracle Business Intelligence



SpearMC offers products and services that compliment and support Oracle applications.

▪ Labor Cost Distribution and Effort Reporting for Higher Ed and Healthcare Research

▪ Managed Services for Grants Management

▪ Grants Assessment and Strategy

▪ PeopleSoft Mobile Expenses

▪ PeopleSoft Lease Administration

▪ Oracle EPM Cloud, Business Intelligence and Hyperion Planning integration with PeopleSoft

About SpearMC


About SpearMC


During this session we will compare the major business processes and key capabilities between PS Grants and Oracle Grants Management Cloud.





LATEST VERSIONS AVAILABLE:

PEOPLESOFT: 9.2 / IMAGE 37 / TOOLS 8.58.06

ORACLE: 20C

COMPARING PEOPLESOFT GRANTS MANAGEMENT TO ORACLE GRANTS MANAGEMENT CLOUD


POLL QUESTION

WE ARE CURRENTLY USING PEOPLESOFT GRANTS MANAGEMENT:

- YES

- NO

- NO, PLANNING TO IMPLEMENT



POLL QUESTION

WE ARE CURRENTLY USING ORACLE GRANTS MANAGEMENT CLOUD:

- YES

- NO

- NO, PLANNING TO IMPLEMENT


INTERACT 2020VIRTUAL EVENT KP Latest PeopleSoft Version

1. PeopleTools Upgrade2. PUMs Image Upgrade3. Database Upgrade

2009

2017

2020

8.9

2019

2015

20168.55

1. PeopleTools Upgrade

PI 24

1. PUMs Image Upgrade

PI 32 - 358.57.13

2018

1. PeopleTools and Image Upgrade

PI 31

8.57.05

1. Application Upgrade

1. PeopleTools and Image Upgrade

PI 8

8.53

9.2

8.56

PI 27


COMPARISON BY BUSINESS PROCESS / KEY CAPABILITIES COMPARING PEOPLESOFT GRANTS MANAGEMENT TO ORACLE GRANTS MANAGEMENT CLOUD


OVERALL COMPARISON

Capability PeopleSoft Grants Oracle Grants Management Cloud

Overall

Standardized Business Process Yes Yes

Since Source of Truth with Real

Time information

Yes Yes


BUSINESS PROCESS: PeopleSoft Overall

PeopleSoft’s Grants Management solution manages the full life cycle of research administration, including proposal generation, transitioning proposals into awards, award tracking, facilities and administration processing, comprehensive bill generation, and flexible financial reporting.


BUSINESS PROCESS: Oracle Overall

Oracle Grants Management Cloud allows you to manage the complete post award process, from initial funding to close out. Oracle Grants Management Cloud is built in strategic conjunction with Oracle Project Portfolio Management Cloud.

Oracle PPM Cloud Products• Oracle Project Financials Cloud• Oracle Project Contract Billing Cloud• Oracle Grants Management Cloud• Oracle Project Resource Management Cloud• Oracle Project Management Cloud• Oracle Task Management Cloud• Oracle Transactional Business Intelligence for Projects Cloud



Business Process

Pre-award/Proposals Yes No

Seamless Transition from Pre-

Award to Post Award

Yes Partial - create awards from predefined

templates, or using standard web services

and open interfaces

BUSINESS PROCESS: Pre-award / Proposal


BUSINESS PROCESS: PeopleSoft Pre-award/Proposals / Award Generation


BUSINESS PROCESS: Oracle Pre-award/Proposals / Award Generation

You can also import awards, award projects, award funding, and other award details from third-party applications into the Awards work area by using the Import Awards macro-enabled Excel workbook template and running a few scheduled processes. The Excel template is part of the External Data Integration Services for Oracle Cloud feature.



Ability to define Award

demographics including type and

purpose, keywords, CFDA

numbers, terms and conditions,

attributes, etc.

Yes Yes

Ability to have one to many and

many to one funding structures

Yes Yes

BUSINESS PROCESS: Award / Project Setup


BUSINESS PROCESS: PeopleSoft Award / Project Setup





Award –> Project(s) –> Activity(s) -> Transactions



Supplemental Data functionality that allows customers to “create” new fields as neededLimited 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 createAvailable at the Award and the Project (also Contract Header/Line)Can indicate if the field is requiredLogic can be built to display fields on the Supplemental Data page only when appropriate (e.g. when Award Type is CON)



FFATA Reporting: Subject to FFATA and RationaleFH Origin Date – replaces NIH Start DtType of Follow-upFHCRC Conversion created to move these values stored on the Attribute to Supplemental Data tables


BUSINESS PROCESS: Oracle Award / Project Setup





Use the Award flexfieldin the Additional Information region to capture and track award attributes that are specific to your organization.







Award –> Project(s) –> Task(s) -> Transactions



Indirect Overhead/Burdening

including Rate Adjustments

Yes – F&A and Rate Set/Rate Plans

(also Retroactive F&A and Variance

Pricing)

Yes – Burden Schedule, can recalculate

burden

Soft and hard stops on

transactions

Yes – Commitment Control Yes – Budgetary Control

BUSINESS PROCESS: Expense Monitoring with Indirect Overhead/Burdening


BUSINESS PROCESS: PeopleSoft Expense Monitoring with Indirect Overhead/Burdening

Control Options:• Control• Tracking with Budget• Track without Budget• Control Initial Document

Tolerances

Dates

Status


BUSINESS PROCESS: Oracle Expense Monitoring with Indirect Overhead/Burdening

Indirect Cost

• Automatically apply and report on indirect cost

• Calculate, apply, adjust, account, and invoice indirect costs at institution, department, or award-specific rates


BUSINESS PROCESS: Oracle Expense Monitoring with Indirect Overhead/Burdening

Control level:• Absolute: Stops transaction processing if there are

insufficient funds after the tolerance.• Advisory: Provides a warning if there are insufficient

funds after the tolerance.• Track: Provides no notifications or warnings about

insufficient funds. This control level is used to report on funds consumption with no impact on the transaction lifecycle.

• None: Provides no budgetary control validation. Funds aren't reserved and transactions aren't tracked. This control level is often used with supplemental rules.

Tolerance: The acceptable amount or percentage over the budget amount. A warning appears when the tolerance is exceeded.Override: An option to continue if budgetary control fails due to insufficient funds based on funds available by period and account, or because the budget period is closed.Supplemental rules: Exceptions to the control level and tolerance settings.



System Invoicing and Letter of

Credit

Yes Yes

System Revenue Recognition Yes Yes

Collections Yes Yes

Award Close Out Yes Yes

Other Integrations:

Capitalize Projects

Yes Yes

BUSINESS PROCESS: Billing and Revenue Recognition


BUSINESS PROCESS: PeopleSoft Billing and Revenue Recognition


BUSINESS PROCESS: PeopleSoft Billing and Revenue Recognition


BUSINESS PROCESS: Oracle Billing and Revenue Recognition

Grants Billing

• Bill using a letter of credit or standard invoice format

• Predefined SF270 format• Additional sponsor invoice formats can

be configured in BI Publisher.



Revenue

• Recognize revenue based on multiple methods such as incurred, as-billed and milestone

• Review summary revenue by contract/award and project







Social and Analytics/Visualization

and other reporting

Yes – Pivot Grids, Fluid Tiles with

Project Team, Kibana

Yes –Delivered visualizations and analytics,

Oracle BI, Oracle Social Network

Exception Management Yes – WorkCenters, Alert and

Notifications

Yes - Extensible work areas and watch lists

alert users to items requiring their

attention, while providing quick and easy

access to all relevant information about

awards, costs, revenue and invoices when

those details are required.

BUSINESS PROCESS: Reporting


BUSINESS PROCESS: PeopleSoft Reporting



Grants WorkCenter is designed to help grant users 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.











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

Grants Portal



▪ Kibana▪ Beginning in PeopleTools

8.58, Kibana is a reporting and analytics tool that enables customers to build fast performing visualizations.


BUSINESS PROCESS: Oracle Reporting

▪ View Important Dates▪ Projects Ending▪ Draft Awards – Awards validated but

the related contract is not active▪ Certifications Expiring▪ P.I. Assignment Ending

▪ Award Project Graph: ▪ Name & Budget Amount▪ Total time vs Amount Spent▪ Overspending highlighted in red▪ Hover or drill to get more

information about the award

▪ Unallocated Funding Amount▪ Drill to complete

allocation









▪ Social Link▪ Use the Social link in the awards

work area to have conversations with award stake holders on award-related issues.

▪ Conversations are online discussions that include messages, comments, and documents. The conversation participants give their views, provide information, and upload documents. Information is shared as if everyone were working together in the same room.



Workflow Yes – Approval Framework (proposal,

billing, can create custom)

Yes

BUSINESS PROCESS: Workflow


BUSINESS PROCESS: PeopleSoft Workflow

Grants Specific Workflows▪ Proposal Component Approval Process

(Worklist/E-mail)*▪ Proposal Status Notification (E-mail)▪ Protocol Approval (Worklist/E-mail)**▪ Protocol Notification (E-mail)▪ Protocol Batch Notification (E-mail)▪ Milestone Notification (E-mail)

Related Workflows▪ Requisition/PO/Voucher Approval▪ Expense Reports▪ Invoice Approval▪ AF Workflows with Custom Pages/Processes

*In Image 31, the Grants proposal approvals were enhanced to use the Approval Workflow Engine (AWE). It is available from the Fluid Approvals tile.**Note: The Grants Protocol Approval Workflow feature is no longer supported in PeopleSoft FSCM image 31.


BUSINESS PROCESS: Oracle Workflow

Workflows in Oracle Project Portfolio Management Cloud

Depending on the Workflow, the workflow notification may include:

• Approve or Reject • Non-action

(Information Only)

▪ Project Status Change

▪ Invoice Approval

▪ Task Notification

▪ Financial Plan Version Approval

▪ Expenditure Item Adjustment

▪ Expenditure Item Adjustment Request Notification

▪ Project Manager Daily Digest

▪ Project Enterprise Resource Availability Change

▪ Change Orders Notification

▪ Deliverable Notification

▪ Issue Notification

▪ Issue Action Items

▪ Adjusted Resource Assignment Schedule Notification

▪ Adjusted Resource Assignment Schedule Notification

▪ Resource Staffing Option

▪ Resource To Date

▪ Request Proposed Resource Approval

▪ Proposed Resource Approval or Rejection Notification

▪ Submitted Resource Request Notification

▪ Assignment Adjustment Approval



User Experience Delivered UX toolkit, Approvals and

Key grants pages Fluid enabled

Consistent with other Oracle Cloud

applications

Continual Enhancements Pull Push

Infrastructure Options for On Prem or Cloud

infrastructure providers

N/A (Cloud only)

Extensions PeopleTools Framework Oracle Platform as a Service

Vendor support My Oracle Support My Oracle Support

Backend Data Management Client maintained My Oracle Support

BUSINESS PROCESS: Support and Usability


SUMMARY

WHAT KP THINKS IS GREAT ABOUT PEOPLESOFT GRANTSWHAT SPEARMC THINKS ABOUT ORACLE CLOUD GRANTS MANAGEMENT



What KP thinks is great about PeopleSoft Grants

1. Integrated solution that allows Federal and Non-Federal Grants Management Life Cycle, Internal and External Reporting, Security and Sox Compliance

2. Release of New Futures via PUMS Images, up to each organization on the Implementation Schedule

3. Allows organization to standardize Grants processes across regions where possible

4. Flexible configuration for a large organization where each Grants region may have a unique setup and state requirements

5. Ability to customize when configuration doesn’t allow to address a requirement

6. Delivered interfaces with some 3rd party systems


What SpearMC thinks is great about Oracle Cloud Grants

1. Integrated post award solution that provides a standardized, single source of truth

2. Delivered visualizations and analytics3. Automatic push of releases (with ability to enable or disable new features)4. Flexible configuration to allow managing and reporting on various types of

grants and sponsor requirements5. Built in controls and exception processing6. Accessible from any device


CONCLUDING THOUGHTS COMPARING PEOPLESOFT GRANTS MANAGEMENT TO ORACLE GRANTS MANAGEMENT CLOUD


Q&ACOMPARING PEOPLESOFT GRANTS MANAGEMENT TO ORACLE GRANTS MANAGEMENT CLOUD



Other SpearMC presentations

PeopleSoft

Managed Services

powered by Jira for

Regional

Healthcare Systems

Utilizing delivered

Approval

Framework for

custom processes

Comparing

PeopleSoft Grants

Management to

Oracle Grants

Management Cloud


Documents

VIRTUAL EVENT - s9874.pcdn.co