Deep Dive into the Grants Suite 9.2 Functionality, including best practices and lessons learned from a 9.2 upgrade. QuestDirect.

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1 Deep Dive into the Grants Suite 9.2 Functionality, including best practices and lessons learned from a 9.2 upgrade

2 Introductions Speakers Parker Madden City Collages of Chicago Mike Castronovo AMC Combined over 50+ years experience with ERP Involved in 10+ Grants Upgrade / Implementations Formerly on the Oracle- PeopleSoft Customer Advisory board Quest SIG Leadership team

3 Agenda The Grants Suite PS 9.2 Deep Dive into Grants 9.2 Features Lessons Learned Review of People Tools 8.53 Best Practices for maximizing your 9.2 upgrade Key Takeaways Q&A

4 What is the Grants Suite The Former ESA Suite Modules Market Perception The Grants Suite Modules GM/CA/PC AR/Billing KK (GL)

5 Diagram of Grants Suite

6 Grants Suite in 9.2 New Features that Wow Users Notable Integration Points New Invoice Formatting Tools

7 New Features that Wow Users Grant Proposal Project Budgets Entry within Proposal Navigation Grants.Gov - Proposal Integration Grants Portal 9.x Feature Concept is Spot On Implementation is Challenging Grant Portal Tree Not Based on Budget Rollup Accounts

8 Notable Features Grants Work Center Multiple Fund Distributions (simplified admin in 9.2) Billing Workcenter Billing Manager Dashboard Contracts WorkCenter / Workbench Collections Workbench

9 Notable Integration Points Internal Professional Data Budgets with KK Cost Collection Billing -> AR External Third Party Proposal Mgmt Systems

10 New Invoice Formatting Tool BI Publisher (XML) Predecessors SQR Crystal Learning the Tool Word Interfaces Similar May not be an End User Toolset

11 Lessons Learned Strict Tech Upgrade is not Realistic Security Search Engine Changes Customizations Keeping Replacing with Vanilla PeopleCode Changes Data Considerations Conversion Bad Data Get Educated on 9.2

12 People Tools 8.53x Note: To Upgrade to PS version 9.2, you must upgrade to People Tools 8.53x PS Upgrade Manager (PUM) Work Centers / Dashboards Enterprise Search Form Builder and Approvals Activity Guides / Trains Interaction Hub Pivot Grids Related Actions Mobile Support (fluid 8.54) Test Framework Data Migration tool Type Ahead Customize login page, sort navigation, breadcrumbs Audit

13 Work Centers The Work Center combines transactions, analytics, workflow notifications, and reports into a configurable framework that can be tailored to each role-based user in the enterprise. Supports day in the life activities that you do in PeopleSoft. Contains embedded pagelets: My Work - Actions Reports add run cnt. Queries Can Add Links Processes Preconfigured by user role Can personalize, Queries / Filters / Run controls, etc. Supports Pivot grids Supports related actions, new pages

14 PeopleSoft Update Manager (PUM) PeopleSoft Upgrade Manager is a new way to maintain patches and fixes for PeopleSoft PeopleSoft Update Images released approximately every 10 weeks - New changes can be selectively applied Choose individual fixes from bundles and patches. Creates custom change package. Can be migrated to each environment No longer have to maintain a patched demo environment

15 Forms and Approval Builder Create custom forms that can be routed for approval, and linked to component interfaces to feed PeopleSoft tables Create basic forms in PeopleSoft Has basic workflow capabilities, link to worklists Linked to Component Interfaces to feed PS Tables Eliminates paper and based forms.

16 Activity Guides and Trains Activity guides allow you to define guided procedures for users to complete. Users are presented with a list of actions, or tasks, that need to be completed to finish the procedure. There can be a train stop for each step of the process. This allows the user to know exactly where they are in the process and what comes next. Good for infrequent tasks such as self service or complex tasks such as month end close

17 Oracle Secure Enterprise Search (SES) Oracle Secure enterprise search enables you to search on key words, brining back relevant search results. Replaces the verity search engine Users search with freeform text Result pages are pulled from designated PS areas, and other linked content repositories. Users can then take direct actions from results. You can only see search results that you have security to Requires the set up of linking search results and other technical requirements environments

18 Interaction Hub A configurable user interface with single navigation across all applications including search capability. It contains numerous web 2.0 features. Used to be called enterprise portal. Comes with a limited license Links your ps applications together into portal, replaces enterprise portal Links to external systems Can have custom pagelets Pages Can be personalized by Role. Can provide Content Management / publish capabilities. News, blogs, calendars, forums etc Pages support the Branding Framework Users can conduct search Supports Fluid user interface in 8.54 Common security framework

19 Best Practices with PS 9.2 #1 Adapt New Investment Cycle Old Model Former ROI model Upgrade every 3-8 years based on the PeopleSoft software release cycle and customer upgrade cycle New Model Continual updates. Incremental opportunities - every quarter People Tools upgrade every year Major upgrade every 3 years Should impact the way you approach investments in your PeopleSoft assets. May be a challenge to implement Upgrades should not just be technical

20 Best Practice #2 Continual Stakeholder Engagement / Alignment With the new 8.53x release delivery schedule You can align stakeholder requirements to solutions much faster thus Leadership needs to stay engaged, and aligned in an ongoing basis. Continual engagement of stakeholder groups Identify / manage expectation gaps Provide incremental delivery of value to each stakeholder group, Thus, requires more focus on relationship management

21 Best Practice #3 Continual Business Process Improvements Not just technical upgrades - Allow you to switch to more of a continual process improvement model Tasks for the business analysts Start with a common understanding of the process Layout processes with key components Look for pain points or areas of opportunities Review industry benchmarks Develop KPI s Determine ROI for improvement steps

22 Best Practice #4 Road mapping new features/changes Create / Review your PeopleSoft roadmap after each new PeopleSoft update -- This will need to blend production support efforts, new releases, and other ongoing initiatives. Be sure to communicate appropriately. Annually determine if unused PeopleSoft applications are fit for purpose If fit, place on the PS roadmap Prioritize roadmap, communicate, implement

23 Best Practice #5 Develop a Competency Center There is a natural tendency is for people and systems to come out of alignment. A Competency Center does 3 main things Determines what skills are needed by the users Evaluates system use and determines gaps Provides training to users as needed.

24 Reality of Upgrading to 9.2 Upgrade considerations for Technical Staff Customizations and vanilla may not work when upgrading to 9.2 Functional Staff need strong functional leads, software is more complex and more feature rich, this can help remove customizations Support - Train team in advance, having them participate throughout the entire process

25 Key Takeaways Grants suite has expanded to include other modules not just ESA Lots of clients conduct the initial Grants proposal management still outside of PeopleSoft. Analytics still not prime time, but improving Adapt to the new ROI Model Grants Portal right idea, hard to implement Any report in Crystal is going away - BI publisher is Kludgey but a respectable replacement for Crystal Reports. Work Together!

26 Q&A? Contact us for more Information Mike Castronvo

27 save the date Join more than 500 other PeopleSoft users at /COLLABORATE April 12-16, 2015 Mandalay Bay- Las Vegas, NV Keynote from Paco Aubrejuan, PeopleSoft Vice President Breaking News Around PeopleSoft s Roadmap and Strategy Education around PeopleSoft with Edge products, macro-level content and high-level strategy More than 230 Solution Providers across several Oracle Products