SESSION June 20, 2018

Transcription

1 AU TO M AT I N G YO U R I N T E R N A L B I L L I N G W I T H I N T E R U N I T B I L L I N G, WO R K F LOW, A N D M A N AG E R T R A N S AC T I O N R E V I E W SESSION June 20, 2018

2 PRESENTERS J.D. Kuwica Program Director, OneLink Optimization Kaiser Permanente 25 years PeopleSoft Experience (FCM since r2.2) Business Architect role at McDonnell Douglas/Boeing, Verizon Wireless, Countrywide Financials and KP Jessica Mann Practice Director, Grants Management SpearMC Consulting 17 Years PeopleSoft Consulting Experience 15 Years Specialization in Grants Management Grants, Project Costing, Contracts, Billing, Accounts Receivable, Commitment Control

3 # of Employees: 208,975 # of Physicians: 21,275 # of Hospitals: 39 Operational Rev: $72.7 billion Annual Grants Fund.: $270M Grants Programs: over 2500

4 KAISER PERMANENTE & ORACLE Go-Live: PS 8.9 in Aug 2014 PeopleSoft Ver.: 9.2 Image 24 PeopleSoft Tools: Modules: AP, AM, AR, BI, CA, CM, EM, EX, GL, IN, KK, LA, PC, PO, PV, SP, SS

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6 About Us Founded in 2004, SpearMC specializes in: PeopleSoft FSCM, HCM, SCM, Grants Healthcare Research PeopleSoft Hosting on Oracle Cloud Infrastructure PeopleSoft & Tools Training Testing as a Service PeopleSoft Reseller since 2008 PTF and Test Automation Oracle Hyperion and PBCS Oracle Business Intelligence PeopleSoft Managed Services

7 Focus on Healthcare SpearMC offers products and services that compliment and support Oracle applications. Labor Cost Distribution for Funded Research Transfer Pricing Agreements Effort Reporting for Grants Custom Financials Mapper for Growth and Acquisitions Billing Integration with Epic, Cerner, Kaufman Hall Hyperion Planning and PBCS integration with PeopleSoft PeopleSoft Clear Benefits 2017 and 2018 HIUG Finance Community Sponsor

8 OVERVIEW Like many healthcare organizations, Kaiser Permanente (KP) has various types of internal billings. It is common for one Grants Region at KP to sub-contract with another Region to perform a portion of an award. In addition, Projects and Grants can be funded from internal sources. As the number of KP regions grows and the volume of interregional sub-recipient billing and internal customer billing increases, it became important for KP to automate these types of approvals and billings.

9 AGENDA - PART 1 INTER-REGIONAL SUB-RECIPEINT BILLING SOLUTION USING INTER- UNIT BILLING AND BILLING INVOICE APPROVAL WORKFLOW 1. OVERVIEW 2. GOAL 3. SOLUTION OVERVIEW 4. CONFIGURATION 5. CHALLENGES/LESSONS LEARNED

10 AGENDA - PART 2 INTERNAL CUSTOMER BILLING SOLUTION USING MANAGER TRANSACTION REVIEW 1. OVERVIEW 2. GOAL 3. SOLUTION OVERVIEW 4. CONFIGURATION 5. CHALLENGES & LESSONS LEARNED

11 INTER-REGIONAL SUB-RECIPIENT BILLING (ISB) OVERVIEW & GOALS

12 ISB OVERVIEW It is common for the recipient of Federal Grants to engage sub-recipients to perform some of the work. KP Research Institutes (Prime) collaborates with other KP regions (Sub) to carry out a large amount of the research work. Since both Prime and Sub KP Research Institutes entities incur expense, it is appropriate that both recognize revenue and expense. However, expense incurred by the Prime paying the internal Sub should eliminate with the revenue recognized by the Sub.

13 ISB GOALS Eliminate the process of printing and depositing of checks to KP entities Continue to allow revenue to be recognized on both sub and prime's GL (eliminated in consolidations) Eliminate inter-regional revenue and expense consolidations timing issues Do not book anything to Prime's GLBU until the invoices is approved by the prime Standardize business process and accounting as much as possible across Grants Business Units (some of which are not using GM/PC/CA/BI)

14 Go Live: 7/18/2018 ISB SOLUTION OVERVIEW InterUnit Billing with Supplemental Data with a few minor customizations IU Billing uses AP/AR Netting to eliminate paper checks Billing Invoice Approval and Invoice Supporting Documents Custom approval page (to meet security requirements) Invoice approval eliminate timing delays in Eliminations Billing Spreadsheet Upload for KP Regions not yet using GM/PC/CA/BI Revenue Reclass allocation to reclass revenue to interregional at the time of billing (uses custom view) Eliminates manual accruals of Revenue

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16 ISB ACCOUNTING

17 ISB ACCOUNTING

18 INTER-REGIONAL SUB-RECIPEINT BILLING (ISB) CUSTOMIZATION - IU BILLING APPROVAL

19 ISB PROPOSAL

20 ISB PROPOSAL Created new view which allows the selection of IU Grants Customers

21 ISB PROPOSAL Created new Inter-regional Sub-recipient Products to default a new Bill Type (used in Billing Workflow and defaults specific Invoice Numbering format)

22 ISB GENERATE AWARD Customized the Generate Award process to allow creating a Contract for an InterUnit Customer when the Contract Classification is Standard

23 ISB CONTRACT Customized Contracts to allow saving a Contract with an InterUnit Customer on the Contracts Billing Options page when the Contract Classification is not Internal

24 ISB SUPPLEMENTAL DATA Using Delivered Contract Line Supplemental to store the Prime ChartField info to be charged. Out of Scope Prime Example In Scope Prime Example

25 ISB BILLING UPLOAD Simplified the Billing Upload to minimize the entry required by the end users and automates the accounting distribution.

26 ISB BILLING UPLOAD

27 ISB APPROVAL ROUTING Workflow Step (sequential) Skip Select FDA CO GA NCAL WA HI NW SCAL Project Team - GM Y N X Project Team - (1) PID, (2), PM, (3) PI Y N X X X Project Team - PM Y N X Billing Invoice Approver (Role) N Y X X X X X X Billing Invoice Approver (Role) and Project Team GM N Y X FDA Approver (selected by Billing Invoice Approver) N N X X X X X X X

28 ISB DELIVERED APPROVAL PAGE

29 ISB DELIVERED APPROVAL PAGE

30 ISB WORKLIST

31 ISB CUSTOM APPROVAL PAGE Fiscal Approver look up validates based on Prime ChartFields and Invoice Total against existing custom FDA tables

32 ISB CUSTOM APPROVAL PAGE ChartFields displayed is dynamic based on Supplemental Data Configuration

33 ISB CUSTOM APPROVAL PAGE

34 ISB CUSTOM APPROVAL PAGE

35 ISB CUSTOM APPROVAL PAGE

36 ISB CUSTOM APPROVAL PAGE

37 ISB WORKLIST

38 ISB CUSTOM APPROVAL PAGE

39 ISB CUSTOM APPROVAL PAGE

40 INTER-REGIONAL SUB-RECIPEINT BILLING (ISB) CONFIGURATION - IU BILLING

41 SUPPLIER

42 CUSTOMER

43 INVOICE NUMBERING ID

44 BILL BY ID

45 BILL PLAN DEFAULT TEMPLATE

46 PRODUCT

47 PRODUCT RATE DEFAULTS

48 SYSTEM TRANSACTION MAP

49 ANALYSIS TYPE/ANALYSIS GROUP

50 ACCOUNTING RULES

51 ACCOUNTING RULES

52 INTERUNIT PAIRS

53 ACCOUNT

54 DEPOSIT TYPE

55 BANK

56 BANK BRANCH

57 BANK ACCOUNT

58 BILLING DEFINITION

59 SUPPLEMENTAL DATA

60 ALLOCATION STEP/GROUP

61 ALLOCATION STEP/GROUP

62 INTER-REGIONAL SUB-RECIPIENT BILLING (ISB) CONFIGURATION BILLING APPROVAL WORKFLOW

63 BILLING DEFINITION

64 APPROVAL PROCESS DEFINITION

65 USER LIST DEFINITION

66 USER LIST DEFINITION

67 INTER-REGIONAL SUB-RECIPIENT BILLING (ISB) CHALLENGES AND LESSIONED LEARNED

68 ISB CHALLENGES & LESSONS LEARNED Needed Image 24 for Billing Approval for Worksheets and Contracts Supplemental Data Competing requirements for revenue Lengthy and integrated approval and testing process Billing Spreadsheet Upload Challenges

69 INTERNAL CUSTOMER BILLING (ICB) OVERVIEW & GOALS

70 ICB OVERVIEW Internally funded projects are projects which are funded by entities within Kaiser Permanente. While an award is issued and invoices are created, no revenue is recorded for the work performed on these projects, instead costs are reimbursed by transferring the costs to the entity providing the funds using an expense accounts.

71 ICB GOALS Automate cost reimbursement Simplify the billing/approval process Standardize business process and accounting as much as possible across Grants Business Units (some of which are not yet using GM/PC/CA/BI)

72 Go Live: 4/11/2018 ICB SOLUTION OVERVIEW Manager Transaction Review and Accounting Rules with custom security New view and queries for project review/approval reporting

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74 ICB SOLUTION OVERVIEW

75 ICB SOLUTION OVERVIEW GLBU/Affiliate, Department and Location for the KP Sponsor Who will be funding the project Who is being charged

76 ICB SOLUTION OVERVIEW GLBU on the transaction GLBU on the Project Organizati on = Who will be funding the project Who is being charged

77 INTERNAL CUSTOMER BILLING (ICB) CONFIGURATION

78 INSTALLATION OPTIONS

79 PROJECT TYPES

80 ANALYSIS TYPES/GROUPS

81 RATE SETS

82 ACCOUNT/COMBO EDITS

83 ACCOUNTING RULES

84 ACCOUNTING RULES

85 REVENUE/BILLING PLAN TEMPLATES

86 PRODUCTS

87 PRODUCT RATE DEFAULTS

88 PRODUCT TYPE SECURITY

89 PRODUCT TYPE STATUS PATH

90 INTERNAL CUSTOMER BILLING (ICB) CHALLENGES AND LESSIONED LEARNED

91 ICB CHALLENGES & LESSONS LEARNED Manager Transaction Review limitations Unapprove bug F&A Transaction Adjustment Project Excel to CI upload PC Business Units with PCBU/Project/Activity optional needing to be trained to enter Activity ID Update for new SetID required updates to queries not joining to TableSet Control

92 CONCLUDING THOUGHTS ANY QUESTIONS?

93 QUESTIONS?

94 PRESENTERS Presenter Title Company J.D. Kuwica Business Architect, OneLink Program Jessica Mann Practice Director Grants Management Kaiser Permanente SpearMC Consulting ALL INTERACT PRESENTATIONS WILL BE AVAILABLE FOR DOWNLOAD FROM THE CONFERENCE SITE

95 THANK YOU!