PeopleSoft Northwest RUG November 15, 2016
About SpearMC Founded in 2004, SpearMC is a technology and professional services firm specializing in PeopleSoft FSCM, HCM, ELM PeopleTools Development and System Administration PeopleSoft Test Framework Oracle Cloud ERP and HCM OBIEE, OBIA, BI Cloud Services Business Intelligence PeopleSoft Training Project Management Business Transformation Test Automation 2
About SpearMC Dedicated to Pacific Northwest since 2010. Offices and leadership in Portland & Seattle. 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. 3
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Project Costing Forum September 29, 2016 In attendance City of Seattle 6
Integration with PeopleSoft Applications
Project Costing Uses Multiple Uses Can be Combined Management Reporting Sub-Ledger with detailed transactions Encumbrance accounting Separate budget tracking Construction In Progress Collection of related capital costs Maintains CIP until assets are placed into service Can separate lines for different capital types as well as operating costs Tracking of revenue projects Organizations which bill based on cost collection Collect costs and pass along to billings based on contracts Grants management Similar to revenue project organizations; focused on cost reimbursement Grants structured as projects 8
Forum Panelists Panel Discussion How does your organization use Project Costing? What problems did the implementation solve? Was your implementation Phased or Big-Bang? What went well in your implementation? What lessons were learned which you would like to impart upon those organizations which are just beginning their journey? 9
City of Seattle Currently Implementing in Re-Design Moving to a City-Wide standard deployment of project costing Will ultimately be used by all departments and will allow cross departmental cost allocation / billing All city transactions will utilize project costing chartfields Project Costing chartfields will be standard (activity) and variable (resource type) for departmental flexibility Phasing in the largest departments first Conversions are intricate should consider ramp-up for each department Departmental Needs Analysis (DNA) drove requirements nicely 10
Multiple Implementation Purposes Initial usage was for management level reporting Problem with non-standard definitions Too many sub-level activities for reliable aggregation of data Re-implemented for CIP Third largest construction company in California Many construction projects Implemented with Commitment Control Conversion was very difficult, should have taken a different approach with commitment control Targeting an implementation for shared-services Cost collection combined with contracts and InterUnit Billing and Accounts Payable Also utilizing Grants functionality Cost collection and billing 11
Fully Implemented 100% Project-Centric organization Sponsored-Award are projects which are successfully awarded grants Non-Sponsored are non-revenue administrative projects Implemented full ESA suite of modules Pre-Award functionality is not robust in PeopleSoft use other CRM tools instead Several customizations have been implemented Speed-chart like functionality built for auto populating accounting and project costing chartfields Labor cost distribution was built for percentage of cost assignment Currently deploying internationally 12
Overall Recommendations Start with the end in mind Understand the data elements needed for reporting / pivoting Define reporting requirements before finalizing overall design Consider the power and complexity of dual budget tracking tools Understand the value of the Proj Resource table The ledger of project costing Analysis types are like accounts Don t underestimate complexity Conversion of historical data can be traumatic Ongoing reconciliation processes must be well defined Use new PeopleSoft features Pivot grids and related content displays Workcenters Accept the fact that users will want authority for flexible chartfield design Take advantage of Project Type Allows for use of standard and non-standard activity sets Many other reporting and security advantages Customize when it makes sense but build as a bolt-on! 13
Thank You. 14