A Magical Grants WorkCenter. July 14, 2017

Transcription

1 A Magical Grants WorkCenter July 14, 2017

2 About SpearMC and Your Presenter

3 Your Presenter Bullet Points Jessica Mann SpearMC Practice Director 2014 HEUG Midwest Regional

4 About SpearMC Founded in 2004, SpearMC is a technology and professional services firm specializing in PeopleSoft FSCM, HCM, ESA PeopleTools Development and System Administration PeopleSoft Test Framework Oracle Cloud ERP and HCM Oracle Business Intelligence PeopleSoft Training Project Management Oracle Public Cloud QA & Test Automation Host Analytics EPM

5 Our History

6 When using the Grants suite of modules in PeopleSoft, the quality of data, billing, and reporting is directly related to ensuring proper Grant set up, having Project Costing and GL in sync, and having a well-defined month end close process. Proactively and systematically checking for errors as well as utilizing reconciliation and close tools in a consolidated WorkCenter makes this quality control a breeze.

7 About PHI PHI & Oracle Reconciliation Overview PHI WorkCenter Goal and Approach WorkCenter Set up Other Tools: Pivot Grids and Drilling URLs Next steps

8 Started in 1964, the Public Health Institute (PHI) generates and promotes research, leadership and partnerships to build capacity for strong public health policy, programs, systems and practices. PHI manages $100M in annual funding for over 200 programs. Funders include the Federal, State, and Local government, Foundations, Universities, and Other. PHI s financial model is based on a federally approved indirect cost rate.

9 Applications PeopleSoft Financials 9.2 (June 2016) PeopleTools PeopleTools SQL Server 2008 epro, PO, AP GM, PC, CA AR, BI GL, KK EX PeopleSoft HRMS 9.2 (soon!)

10 Various reconciliation are performed to ensure transactions are properly recorded in each module: Submodule Reconciliation (PC, AP, EX, AR) Expenses = Revenue KK (e.g. GL to KK, PC to KK for Budgets) Unbilled A/R Deferred Revenue

11 Determine Scope Identify Variances at Summary Level Identify Cause of Variances Determine How to Correct Existing Errors Determine How to Prevent Future Errors Visit for a detailed example of PC to GL reconciliation

12 Goal: One-stop-shop for reconciliation errors and a conciliated work area for monitoring billing status, month end close, and performing PC to GL reconciliation With the WorkCenter intended as Phase II, at go-live started with queries to identify errors and work to be completed Queries and business process tweaked and enhanced after go-live Then WorkCenter created using both queries and delivered links

13 Main Set Up Exception Query

14 PC to GL Recon Summary

15 PC to GL Recon Drill to Journal Detail

16 Account to An Type validation Sub-account reconciliation Field Validation Framework Expansion to Component pages (Roadmap)

17 WorkCenter Set Up

18 Other Tools

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20 Taking it Global Fred Hutchinson Cancer Research Center Upgrading PeopleSoft Grants v9.0 to v HEUG Midwest Regional

21 Overview How Fred Hutchinson Cancer Research Center along with their implementation partner, SpearMC Consulting, managed its Grants upgrade from v9.0 to v HEUG Midwest Regional

22 Agenda Organizational Overview Fred Hutch Environment and Upgrade Process Project Objectives and Team Project Recap/Lessons Learned Changes to Grants Functionality (9.0 to 9.2) Proposal Award Other module enhancements Grants Lessons Learned 22

23 About FHCRC Non-profit Cancer Research Organization opened in 1975 Home of three Nobel laureates Birthplace of bone marrow transplantation Annual Budget: $436 million ~900 active awards ~3500 active projects both sponsored and nonsponsored ~1,300 proposals submitted in last year ~2800 employees/staff (218 Faculty) Close affiliation with University of Washington and Seattle Children s 2014 HEUG Midwest Regional

24 About FHCRC Applications PeopleSoft Financials AM, AP, AR, BI, CA, GL, GM, KK, PC, PO PeopleSoft HRMS 9.0 (Upgrading to 9.2) Custom Effort/LCD PeopleTools PeopleTools SQL Server HEUG Midwest Regional

25 Technical Upgrade Refresher 2014 HEUG Midwest Regional

26 Upgrade Process

27 FHCRC Environment and Upgrade Process

28 View 2003 to Current Historical Trends in FMIS - Expanding use of technology in Finance - Growing list of software vendors, products Future Trends in FMIS - Focus on Business Process - Integrated Systems ilab integrations to ilab & FMS (Oct 2013) Onbase / AnyDoc (Mar 2013) Hyperion Budgeting (Mar 2011) HARP - LCD (~Jan 2016) HARP - BTA (Mar 2015) Hyperion StepDown (Nov 2014) ACH Process (Sept 2014) CCSG Reporting (Oct 2013) International Phase 1 FMS (July 2013) PeopleSoft 9.2 (~Mar 2016) FMS PeopleSoft Crystal Reporting SciQuest/ePro (Oct 2010) Online Effort (Aug 2010) Data Mart (March 2008) Stabilization & Infrastructure

29 FMS Upgrade Project Objectives 1. PeopleSoft 9.2. Move to supported Oracle release. Standard support expires July De-customize. Reduce and simplify custom development with stretch goal to eliminate 30% of custom objects. 3. Strategic Enhancements. Implement strategic changes identified as included in the project, which add a high degree of enterprise wide benefits to the organization. o o o o Simplify Commitment Control and reduce errors Implement Combination Edits Utilize Project status to control and manage transactions Budgetary Controls for non-sponsored projects 4. Increase Organization Knowledgebase. Develop new skillsets across Fred Hutch s business and IT resources. 5. Prepare System for International. Development objects will be reviewed and modified to mitigate impacts on international processing. 6. Update Integration Tools. Standardize integration tools and technology that supports interfaces between PeopleSoft Financials and external applications Fred Hutchinson Cancer Research Center

30 Business & Application Scope Business / Technical Domains Application Scope Finance and Accounting General Ledger (GL) Commitment Control (KK) Accounts Receivable (AR) Billing (BI) Asset Management (AM) Grants Management Grants (GM) Contracts (CA) Project Costing (PC) Procure-to-Pay eprocurement (epro) Purchasing (PO) Accounts Payable (AP) Information Technology PeopleTools 8.54 BI Publisher PeopleSoft Update Manager (PUM) Secure Enterprise Search (SES) Removed from Scope PeopleSoft Test Framework (PTF) Evaluation Delivered WorkCenters and Dashboards Potentially Impacted Systems SciQuest and Interfaces ONBASE Hyperion ilab Web Focus Data Warehouse (BI reporting) PeopleSoft HCM Labor Cost Distribution (LCD) 2014 Fred Hutchinson Cancer Research Center

31 Upgrade Improvement Scope Criteria # Project Objective Decision Criteria 1. Leverage out of the box PeopleSoft Financials v Reduce and simplify custom development Is change a new delivered feature and can it be supported easily within the current set of system functionality? Does change require net-new (expansion) custom development? Can we eliminate a customization with new features and functionality? Implement strategic changes that add a high degree of enterprise wide benefits to the organization Develop new skillsets and support capabilities to reduce risk to operations Retrofit custom development that impacts delivered PeopleSoft international processing functionality. Improve the flow of information between PeopleSoft Financials and external applications Does change represent a broad based, global benefit to the organization? Note: Pure departmental changes were not included in scope. Can we improve Fred Hutch s support capabilities within the business and IT? Are support risks reduced? Does existing custom development or configuration block or hinder future international processing in multiple global business units? Can we standardize or improve existing interfaces between systems? 2014 Fred Hutchinson Cancer Research Center

32 Sample: Improvement Opportunities PS Financials 9.2 Upgrade - Potential Improvements (Assessment Enhancements) Scoring and Work Effort # Module Track Improvement Description Change Type Notes Priority Effort (Hrs) In Scope? KK and Combo Edit changes will drive 12 GL,KK FIN some benefit during upgrade. Full Monthly Pro-Card Reconciliation duration should be scope of Process & Tech changes are shortened. Very Manual. Possible opportunity to post upgrade effort. High level of improve Pro-Card Journal upload process. labor effort. Delays month end by a - Excessive KK errors occur after journal upload Functional min two days. More than 200 hours Improvement per month. High Low <8 Yes 17 PO SCM 25 Grants GRANTS 27 All ALL 29 GL,Grants, AR 35 AM FIN GRANTS Improve reliability and ease of performing document attachments to Reqs. And Pos. Including attachments on PO Dispatch is a high value to Procurement. The Grants WorkCenter has been added to improve employee productivity. It is designed as a central work area for the end user to take action on exceptions, reports and queries. Perform Public Query Audit to reduce redundant queries and opportunities for inaccurate reporting. Implement controls to manage public queries. Maintain query catalog. Develop an effective dated AR and AP aging reports Evaluate Receiving of Capital Assets and how they get entered into AM. - Assets often shipped on multiple receivers - Must associate multiple receipts to a single Asset - Process is difficult to Manage and error prone Functional Improvement New 9.2 Functionality Functional Improvement Functional Improvement Functional Improvement Target delivered enhancements in 9.2 to resolve. High Low <8 Yes Will be helpful to have different roles: Grants/ Specialists, Data Opps, Close Out Team, End User High Low <8 Yes Core & end users responsible for evaluation and retrofit during upgrade with support from upgrade team. Big ones are OSR Queries High Med <32 Yes Scope assumes reports provided as queries and therefore scored as Med Effort. Poor visibility to AR currently. High Med <32 Medium priority for Purchasing - Link to new functionality Item High Med <32 Decision Criteria Global Change - KK Enabled by Upgrade Enabled by Upgrade Upgrade Opportunity Time Permitting Net New Time Permitting Net New and not Global impact 2014 Fred Hutchinson Cancer Research Center

33 Project Team Functional 6-7 Full time Business Analysts 1 Part time Business Analyst 3 Full Time SpearMC resources Technical Upgrade Architect (SpearMC) System Admin (SpearMC) 2 Full time Developers 1 Part time Developer (SpearMC) Project Management (SpearMC)

34 Project Recap Go Live 3/21 (two month extension on original timeline) Some de-customization. Some new customizations. Successfully executed on Strategic Enhancements Combo Edits stop bad transactions at the source Almost no KK errors in epro due to simplified KK and modification end user process. Project Status sending only good projects to feeder systems KK setup for Budgetary Controls Successfully transitioned to BI Publisher and Integration Broker. Did not implement WorkCenters or Alerts/Notifications

35 Project Management Lessons Learned Timeline Scope Resources Beware swapping out tires on a moving car! Reduction of Customizations

36 Project Management Lessons Learned (Cont.) Change Management Finance Departments Core module users Design Meetings covered customization rationalization, new 9.2 feature evaluation and scope decisions UAT Communication Many new features and controls End Users Mostly epro and Reporting Champs team epro evaluation and UAT Communication Reduced epro errors and Enhanced error handling

37 THANK YOU!

38 Jessica Mann Practice Director SpearMC Consulting Marcus Bode Managing Director SpearMC Consulting

39 This presentation is available for download from the Conference site at /us-alliance-conference-files Note: Sessions from previous HEUG conferences are also available.