SpearMC Consulting. Lessons Learned from a PeopleSoft v9.2 Billing/Receivables Upgrade Stephen Kelly

Transcription

1 SpearMC Consulting Lessons Learned from a PeopleSoft v9.2 Billing/Receivables Upgrade Stephen Kelly 6/7/ SpearMC Consulting 1

2 Agenda Introductions About SpearMC Meet Your Presenter PeopleSoft 9.2 Billing Highlights PeopleSoft 9.2 Receivables Highlights Upgrade Project Example w/ Lessons Learned Helpful Hints 2

3 Introductions: About SpearMC 3

4 About SpearMC Founded in 2004, SpearMC is a technology and professional services firm specializing in PeopleSoft Financials and Supply Chain Management PeopleSoft Human Capital Management and Payroll ERP Architecture and Application Development Project and Program Management (PMO) Change Management ERP Training Mobile Technology 4

5 About SpearMC Regional offices in Chicago, Denver, Houston, Phoenix, Seattle and San Francisco We focus on local market delivery and capability development in line with industry focus areas unique to the regions we serve. Our local and well-connected network of top-tier business analysts, technical leads, developers and project managers keep travel cost to a minimum. 5

6 About SpearMC Industry focus areas include: Energy Transportation Healthcare/Biotech Government Media/Technology Consumer Products Financial Services Higher Education 6

7 About SpearMC Oracle Gold Partner since 2008: Gold Level Partner PeopleSoft Specialization Applications Reseller Hardware Reseller 7

8 Introductions: Meet Your Presenter. 8

9 Meet Your Presenter Stephen Kelly, MBA Managing Director 866-SPEARMC x824 Over 20 years consulting experience focused predominantly in PeopleSoft implementations and upgrades covering all stages of the Project Life Cycle. System Business Process Analysis, Requirements Study, Fit-Gap Analysis, High Level Design, ChartField Design, Application Development, Testing, Configuration, Training, Deployment and Post-Implementation Support 9 SpearMC Consulting

10 PeopleSoft v9.2 Billing Highlights 10

11 PeopleSoft 9.2 Billing Highlights Billing WorkCenter Latest FSCM Update Image 18 in May 2016 Billing WorkCenter (My Billing Work) built using the PeopleSoft Fluid WorkCenter Framework 11

12 PeopleSoft 9.2 Billing Highlights Billing WorkCenter 12

13 PeopleSoft 9.2 Billing Highlights Billing WorkCenter Delivered Billing WorkCenter One annoying item: amounts are not formatted Use the Pivot Grid Wizard to format The Currency Code can be used as Control Field so that PeopleSoft looks up precision & format 13

14 PeopleSoft 9.2 Billing Highlights Billing WorkCenter 14

15 PeopleSoft 9.2 Billing Highlights Billing WorkCenter 15

16 PeopleSoft 9.2 Billing Highlights Business Process Weaver BPW feature added in FSCM 9.2 Image 14 in Sep 2015 Visualize batch process steps like Single Action Invoice 16

17 PeopleSoft v9.2 Receivables Highlights 17

18 PeopleSoft 9.2 AR Highlights Comprehensive Customer View FSCM 9.2 Image 15 Nov

19 PeopleSoft 9.2 AR Highlights Customer Hierarchy 19

20 PeopleSoft 9.2 AR Highlights Customer Hierarchy 20

21 PeopleSoft 9.2 AR Highlights Receivables WorkCenter 21

22 PeopleSoft 9.2 AR Highlights Receivables WorkCenter 22

23 PeopleSoft 9.2 AR Highlights Receivables WorkCenter 23

24 PeopleSoft 9.2 AR Highlights Receivables Dashboard AR Dashboard was introduced in FSCM 9.2 Image 4 in Dec Allows quick view of key info through pagelets that present data using Pivot Grids. Kind of obsolete now that same functionality is in WorkCenters, plus more. 24

25 PeopleSoft 9.2 AR Highlights Collections Workbench AR Collections Workbench introduced in Psft v9.1 Support for Contracts added in v9.2 Image 10 in Dec

26 PeopleSoft 9.2 AR Highlights Collections Workbench 26

27 PeopleSoft 9.2 AR Highlights Mobile Approvals Mobile Approvals for Payment Write-Offs and Credit Card Write-Offs were added in FSCM 9.2 Image 14 in Sep Psft 9.2 introduces Mobile Approvals that leverage Mobile Application Platform (MAP) technology. Provides way for approvers to take Application Workflow Engine (AWE) actions using mobile device. 27

28 PeopleSoft 9.2 AR Highlights Migration of Config Psft 9.2 introduces the Data Migration Workbench, which enables you to compare, validate, and copy application configuration data from one database to another using Application Data Sets (ADS). AR Aging and Payment Predictor Application Data Sets were added to the Data Migration Workbench in FSCM 9.2 Image 14 in Sep

29 PeopleSoft 9.2 AR Highlights Apply Payments After a deposit is created and balanced, you must apply payments. FSCM 9.2 Image 4 in Dec 2013 introduced the Apply Payments link on the Payments page that takes you directly to the Payment Worksheet page or the Direct Journal Accounting Entries page, depending on the type of payment. 29

30 PeopleSoft 9.2 AR Highlights Apply Payments 30

31 PeopleSoft 9.2 AR Highlights Maintenance Worksheet 9.2 allows sort by absolute value of the item balance columns so you can quickly find related credit and debit items. Useful if you have customers with lots of open debit and credit items. 31

32 PeopleSoft 9.2 AR Highlights Maintenance Worksheet 32

33 PeopleSoft v9.2 Project Case Example 33

34 Project Case Example Client Overview Fred Hutchinson Cancer Research Center Dedicated to finding cures to all forms of cancer. World class scientists, including 3 Nobel laureates, have revolutionized prevention, detection, and treatment for several cancers and other diseases. Funded primarily through Grants and Donations. Originally implemented PeopleSoft FSCM in Upgrade from v9.0 to v9.2 completed April Currently in process of International Rollout. 34

35 Project Case Example Client Overview PeopleSoft FSCM Applications Grants Contracts Project Costing Billing Accounts Receivable General Ledger Asset Management eprocurement Purchasing Accounts Payable Commitment Control (custom) Labor Cost Distribution / HCM Effort Reporting 35

36 Project Case Example Client s BI/AR Process Index Customer & Credit Management Invoicing Customer Service Accounts Receivable Process 1.0 Manage Customer 2.0 Interface Bills 3.0 Generate Invoice 4.0 Customer Service 5.0 Cash Applications 6.0 A/R Analysis 7.0 Collections 1.1 Establish New Customer 2.1 ilab Interface 3.1 Generate Invoices 4.1 Manage Customer Inquiry / Dispute 5.1 Process Payments 6.1 Review Aging Reports 7.1 Communicate With Customer 1.2 Maintain Customer Master Data 2.2 Shared Resource Excel Uploads 3.2 Post to G/L 4.2 Communicate Resolution to Customer 5.2 Prepare Bank Deposits 6.2 Estimate & Record A/R and Reserves 7.2 Escalation / Follow-up 2.3 Misc/Offline/Fixed Price Uploads 3.3 Review, Approve, & Distribute Invoices 5.3 Reconcile Unapplied / Misapplied Payments 6.3 Review & Adjust A/R Reserves 7.3 Process Charge Back / Write-off 2.4 Contracts Billing Interface 5.4 Process Credit Legend Done outside of PS or by IT 2.5 Online Bills 5.5 Post to G/L 36 Performed by Business in PS 5.6 Open Items Maintenance

37 Project Case Example Client s Billing Data Flow 37

38 Project Case Example Strategic Enhancements Strategic Enhancements Implemented as Part of v9.2 Upgrade: Simplify Commitment Control and Reduce Errors Improve Financial Coding Consistency Through Implementation of Combination Edits Utilize Project Status to Control & Manage Transactions Improve Budget Controls for Non-sponsored Projects 38

39 Project Case Example Strategic Enhancement Commitment Control (KK) Improvements Eliminate KK errors on ChartFields that users didn t understand and didn t necessarily need to be controlled (Deptid, Operating Unit, Fund, Funding Source, Program) Eliminate non-value added budget entry changes (e.g., Deptid or Operating Unit changes for a Project) Decrease data entry required to manage KK (use Budget Attribute config only when really needed) Turn KK on in all modules (prior to 9.2 upgrade, AR direct journals could slip through after project closeout and did not update KK balances) Lesson Learned: Control scope / keep things simple at first. We set up new revenue KK ledgers with control setting of track w/out budget. Decided to postpone enablement of related revenue to expense ledgers. 39

40 Project Case Example Strategic Enhancement Implement Combination Edits Require a Project on Revenue/Expense Account (P/L entries) Require a Budget Reference and Fund on P/L entries Prevent bad combination of Project Resource Type / Resource Category / Account 40

41 Project Case Example Strategic Enhancement Implement Combination Edits We leveraged a little used combination edit feature of user-defined combination group along with changing the configuration of Ledger Template to use COMBO_DATA_BDP rather than COMBO_DATA_TBL to store combinations. This allowed us to define combination edit of GL Account with PC ChartFields: Resource Type & Resource Category 41

42 Project Case Example Strategic Enhancement: Combo Edit 42

43 Project Case Example Strategic Enhancement: Combo Edit 43

44 Project Case Example Strategic Enhancement: Combo Edit Lesson Learned Billing module stores Project ChartFields at different level than all other PeopleSoft modules (Line vs Distrib) This limited our ability to implement the Account/ResType/Category Combo Edits w/in Billing 44

45 Project Case Example Strategic Enhancement: Combo Edit 45

46 Project Case Example Strategic Enhancement: Combo Edit 46

47 Project Case Example Strategic Enhancement: Combo Edit 47

48 Project Case Example Strategic Enhancement: Combo Edit 48

49 PeopleSoft v9.2 Project Case Example Billing Spreadsheet Upload 49

50 Project Case Example BI/AR Enhancement Billing Spreadsheet Upload (available in v9.1) Replace Pending Item Entry with Bill Spreadsheet Upload to improve efficiency of recording offline bills and increase consistency of what s been billed Contracts module not currently used to manage fixed price billing; bill XLS upload is baby step to increasing efficiency of management of those bills Replace online miscellaneous bill entry with bill XLS 50

51 Project Case Example BI/AR Enhancement: Bill XLS Upload 51

52 Project Case Example BI/AR Enhancement: Bill XLS Upload 52

53 Project Case Example BI/AR Enhancement: Bill XLS Upload 53

54 Project Case Example BI/AR Enhancement: Bill XLS Upload When you click the Submit Upload, you get indication of whether Excel workbook successfully connected to Integration Broker and submitted data, but nothing more. 54

55 Project Case Example BI/AR Enhancement: Bill XLS Upload We found that sometimes there is a hiccup with Integration Broker service and your upload sits in New status in the message Queue. Only technical administrator had access to the IB pages to see this. We have since learned that there is a notification piece that can be setup to notify the sysadmin when IB queue is not processing. 55

56 Project Case Example BI/AR Enhancement: Bill XLS Upload From end-user standpoint, your next step is to look for your upload in Review Pending Transactions 56

57 Project Case Example BI/AR Enhancement: Bill XLS Upload Identify your Interface ID in Review Pending Transactions 57

58 Project Case Example BI/AR Enhancement: Bill XLS Upload Next Step is to submit the Process Billing Interface program 58

59 Project Case Example BI/AR Enhancement: Bill XLS Upload When there is an error (e.g., invalid Cust ID, Location, Project), you must correct the errors in the lovely error correction pages 59

60 Project Case Example BI/AR Enhancement Lessons Learned from Bill XLS Upload Integration Broker interface mechanism Hard for end-user to tell whether XLS upload interfaced successfully Bug that resets IB messaging off when create FUN instance from each night s PROD copy Basic edits on billing data are not executed until data is uploaded from the XLS into the billing interface tables and interface process run When errors exist (e.g., invalid cust id, location, project), data is already in the interface tables and you have to correct using the less-than-user-friendly interface data correction pages. 60

61 Project Case Example BI/AR Enhancement Lessons Learned from Bill XLS Upload End-user experience with Spreadsheet The hidden columns can be confusing to users. Only the ones you picked on the Template sheet are displayed on the Data Sheet, but the others are still there hidden. The multiple record types can be confusing; we kept as simple as we could with just fields from INTFC_BI (bill header and line info) and INTFC_BI_AEDS (accounting info). We made assumption of 1 accounting line per bill line and color coded the Data Sheet to guide users on fields to populate. We simplified the push buttons for upload and the label. 61

62 Project Case Example BI/AR Enhancement Lessons Learned from Bill Invoice Printing Moving from Crystal to BI Publisher Not as simple as you may think Plan extra time for working out formatting kinks Grants SQR Invoice The Grants billing invoice BIGIVCPN.SQR had one very inefficient procedure that was causing some of client s bill processing to take 3 hours when a large historic customer was included in the cycle. We identified better set-processing logic for the procedure and proposed it to Oracle. Our revised code brought processing time down to less than 1 minute. 62

63 PeopleSoft v9.2 Deferred Enhancements 63

64 Project Case Example Deferred Enhancements WorkCenters Would definitely help improve some efficiency, but with small number of back office workers who were already accustomed to navigation and comfortable with their existing approach for managing billing/ar, other items took priority. Deposit Upload Spreadsheet It may increase efficiency of deposit/payment recording, but didn t address the more time-consuming piece of recording AR direct journals. Partial Unpost Not a big need for client as typically don t have payment being applied to multiple items. 64

65 Project Case Example Deferred Enhancements AR to PC for Direct Journals 9.2 extends the AR-to-PC integration by interfacing AR direct journals to Project Costing. Users are able to specify an Analysis Type which makes ARDJ integration to PC consistent w/ other subsystems. Fred Hutch had business need to occasionally record program income or expense adjustment to a sponsored project that would need to be priced and billed. The delivered 9.2 AR-to-PC process sets BI_Distrib_Status = I (ignore) on Project Costing transaction table. Fred Hutch retrofitted a prior version customization that flipped PC_Distrib_Status from I to N on the GL journals that were generated from AR direct journals. 65

66 Project Case Example Key Upgrade Take-aways Testing will be a large part of your upgrade process. Analyze and prioritize value-added changes to implement along with the upgrade: not just new functionality, but also look at existing functionality you may not have been using. As sexy as some of the bells & whistles of 9.2 might be, strategize how you will roll those out. Consider cost/benefit of each new or changing feature and business process and scope the project accordingly. 66

67 PeopleSoft v9.2 Open Discussion 67

68 SpearMC Online Resources

69 SpearMC Online Resources SpearMC online Tools & Resources can be found at 69 SpearMC Consulting