FIFTY SHADES OF PROJECT COSTING. SESSION June 21, 2017

Transcription

1 FIFTY SHADES OF PROJECT COSTING SESSION June 21, 2017

2 PRESENTERS Joe Norton Director of Finance Operation Seattle Cancer Care Alliance Randy Johnson Title of Presenter SpearMC

3 Seattle Cancer Care Alliance Seattle Cancer Care Alliance brings together the leading research teams and cancer specialists of Fred Hutch, Seattle Children s and UW Medicine. One extraordinary group whose sole mission is the pursuit of better, longer, richer lives for our patients.

4 ABOUT SPEARMC World Class PeopleSoft Financials and Supply Chain Management Consultants

5 OVERVIEW SECTION 1 Initial State Budget Reference Code 1 3 SECTION 3 Project Costing Lessons, Learnings, Leveraging SECTION 2 PS 9.2 Project Costing Implementation 2 4 SECTION 4 Reporting/Refinement

6 SCCA CURRENT GENERAL CONFIGURATION PS 9.2 Financials Tools 8.54 Image 15 Modules Project Costing eprocurement Purchasing Accounts Payable Asset Management Accounts Receivable Billing General Ledger

7 SECTION 1 BUDGET REFERENCE History

8 BUDGET REFERENCE NUMBER PS 9.0 Financials No Project Costing Integration; Project ID partially utilized Using Budget Reference field to assign capital purchasing and projects Manual Capitalization Bond Draw Administration No robust reporting or workflow controls Excel Asset Tracking Excel Based Project Costing Reporting Shadow Systems General Ledger Accounts Payable

9 PARTICIPANTS PS 9.0 Financial Analytics Accounts Payable Budget Reference

10 SECTION 2 PS 9.2 PROJECT COSTING IMPLEMENTATION New Tool New Challenges

11 PARTICIPANTS PS 9.2 Accounts Payable Accounting Purchasing Financial Analytics Project Costing/ Capital Sequencing EPMO

12 PC IMPLEMENTATION PS 9.2 Financials Activated Project Costing Chartfield and Integration Also using CAP Utilized PC Activity as a Department value Only Annual Budgets/Actuals Workflow Controls Limited Adoption/Knowledge Gaps Excel Reporting/Shadow Systems General Ledger Accounts Payable Project Costing

13 SCCA PS 9.2 UPGRADE FOCUS Functionality New Modules eprocurement Project Costing Chartfield New Features Complete redesign of chartfields Mapping Old to New AWC Workflow Purchase Order Centric Full Module Integration

14 SECTION 3 LESSONS, LEARNINGS, LEVERAGING Growing from mistakes

15 LESSONS Identified challenges across the organization Formed a cross functional team or workstream Regrouped on Education/Requirements Development Key Cornerstones

16 CHALLENGES Activities repeated departments rather than reflect project structure Needed multi year budgets and actuals Capitalization was very difficult Limited PC user knowledge No reporting; Utilized shadow systems Impending Construction Project -----Must change to be successful CFO Mandate

17 FINANCIAL ANALYTICS Financial Analytics made a deliberate investment in time and resources to take the Oracle PC on demand course Financial Analytics also encouraged and support the EPMO to engage with them on this learning journey Strengthen super user knowledge to successfully frame requirements and key cornerstones for a success outcome

18 WORKSTREAM Developed Team- EPMO, Accounting, Finance, Purchasing, IT Meet three times a week for 3 hours per day 3 months 1 quarter Dedicated to increase super user knowledge, adoption and efficiency Must have solid go to reports ; Must have tools/templates that can be leverages for all project Capitalization Ease

19 REGROUPED ON REQUIREMENTS Gather requirements from IT ticketing system Gather more requirements from Workstream partners Gather more requirements from construction consultants Requirements for all modules (GL, AP, AM, AR, Purchasing, Project Costing and Reporting) Workstream assigned an owner to each requirements and approved requirements Engaged Consultants

20 SCCA CHARTFIELDS Initial PS 9.2 Project Costing PC Business Unit Project ID Activity (Department ID) Source Type Category Re-configuration PS 9.2 PC Business Unit Project ID Activity (Project Phase) Source Type Category Sub Category- Asset Profile

21 PARTICIPANTS Accounting Purchasing EPMO Accounts Payable Financial Analytics Project Costing/ Capital Sequencing Financial Systems Group FMS Support

22 KEY CORNERSTONES Require reporting continuity between existing project set up and new project set up Ensure appropriate functional and technical specifications and procedures are developed and approved by requirement owner Utilize the project costing resource table as the basis for all queries and reports Enable the ability to capitalize in portions, for multiple useful lives and subsequently updates Transparency for budget adjustments and multi-year projects Resources commitments to support Workstream +12 hours per week

23 SECTION 4 REPORTING/REFINEMENT Hard work pays off

24 QUERIES

25 BI PUBLISHER REPORTS

26 BI PUBLISHER REPORTS

27 WHAT WE ARE WORKING ON Asset Tag Resolution CRV vs Actual Reconciliation Introduce Billing/Revenue to Projects Refining Project Close Out Procedures Reopen/Close projects as needed as well as related capitalization updates More Reports-Across Reporting Structures Enabling security to allow more transparency for workflow approvals and reporting

28 CONCLUDING THOUGHTS ANY QUESTIONS?

29 TODAY S INTEGRATION General Ledger Asset Management Purchasing Project Costing Billing Accounts Payable Accounts Receivable

30 PRESENTERS Joe Norton Director of Finance Operation Seattle Cancer Care Alliance Randy Johnson Title of Presenter SpearMC ALL INTERACT PRESENTATIONS WILL BE AVAILABLE FOR DOWNLOAD FROM THE CONFERENCE SITE

31 THANK YOU!