Session ID:
Prepared by:
Upgrading PeopleSoft Grants
v9.0 to v9.2
How Fred Hutchinson Cancer Research Center along with their implementation partner, SpearMC Consulting, managed its Grants upgrade from v9.0 to v9.2
102130
Cameron McClurg (FHCRC)
Jessica Mann (SpearMC Consulting)
PeopleSoft Grants Upgrade to v9.2
• Agenda
– Organizational Overview, Presenters
– Fred Hutch Environment and Upgrade Process
• Project Objectives and Team
• Project Recap/Lessons Learned
– Changes to Grants Functionality (9.0 to 9.2)
• Proposal
• Award
• Other module enhancements
– Grants Lessons Learned
2
Your Presenters
Fred Hutch Cancer
Research Center
Director - FMS
Jessica Mann
SpearMC Consulting
Practice Director – Grants
Management
4
Cameron McClurg
About FHCRC
• Non-profit Cancer Research Organization opened
in 1975
• Home of three Nobel laureates
• Birthplace of bone marrow transplantation
• Annual Budget: $436 million
• ~900 active awards
• ~3500 active projects both sponsored and non-sponsored
• ~1,300 proposals submitted in last year
• ~2800 employees/staff (218 Faculty)
• Close affiliation with University of Washington and
Seattle Children’s
5
About FHCRC
PeopleSoft Financials 9.2.13
• AM, AP, AR, BI, CA, GL, GM, KK, PC, PO
PeopleSoft HRMS
• 9.0 (Upgrading to 9.2)
• Custom Effort/LCD
PeopleTools
PeopleTools 8.54.13
SQL Server 2008
6
Applications
View 2003 to Current
10
FMS PeopleSoft
2003 - 2009
Crystal Reporting
Data Mart (March 2008)
SciQuest/ePro (Oct 2010)
Online Effort (Aug 2010)
Hyperion Budgeting (Mar 2011)
iLab integrations to iLab & FMS (Oct 2013)
Onbase / AnyDoc (Mar 2013)
Stabilization & Infrastructure
Historical Trends in FMIS - Expanding use of technology in Finance
- Growing list of software vendors, products Hyperion StepDown (Nov 2014)
ACH Process (Sept 2014)
International Phase 1 FMS (July 2013)
CCSG Reporting (Oct 2013)
2010 - 2016
HARP - BTA (Mar 2015)
HARP - LCD (~Jan 2016)
PeopleSoft 9.2 (~Mar 2016)
Future Trends in FMIS - Focus on Business Process
- Integrated Systems
FMS Upgrade Project Objectives
©2014 Fred Hutchinson Cancer Research Center
1. PeopleSoft 9.2. Move to supported Oracle release. Standard support expires July 2015.
2. De-customize. Reduce and simplify custom development with stretch goal to eliminate 30% of custom objects.
3. Strategic Enhancements. Implement strategic changes identified as included in the project, which add a high degree of enterprise wide benefits to the organization.
• Simplify Commitment Control and reduce errors • Implement Combination Edits • Utilize Project status to control and manage transactions
• Budgetary Controls for non-sponsored projects
4. Increase Organization Knowledgebase. Develop new skillsets across Fred Hutch’s business and IT resources.
5. Prepare System for International. Development objects will be reviewed and modified to mitigate impacts on international processing.
6. Update Integration Tools. Standardize integration tools and technology that supports interfaces between PeopleSoft Financials and external applications.
11
Business & Application Scope
©2014 Fred Hutchinson Cancer Research Center
12
Business / Technical Domains Application Scope
Finance and Accounting General Ledger (GL)
Commitment Control (KK)
Accounts Receivable (AR)
Billing (BI)
Asset Management (AM)
Grants Management Grants (GM)
Contracts (CA)
Project Costing (PC)
Procure-to-Pay eProcurement (ePro)
Purchasing (PO)
Accounts Payable (AP)
Information Technology PeopleTools 8.54
BI Publisher
PeopleSoft Update Manager (PUM)
Secure Enterprise Search (SES) – Removed from Scope
PeopleSoft Test Framework (PTF) Evaluation
Delivered WorkCenters and Dashboards
Potentially Impacted Systems
and Interfaces
SciQuest
ONBASE
Hyperion
iLab
Web Focus Data Warehouse (BI reporting)
PeopleSoft HCM Labor Cost Distribution (LCD)
Upgrade Improvement Scope Criteria
©2014 Fred Hutchinson Cancer Research Center
13
# Project Objective Decision Criteria
1. Leverage out of the box PeopleSoft Financials v9.2 Is change a new delivered feature and can it be supported easily within
the current set of system functionality?
2. Reduce and simplify custom development
• Does change require net-new (expansion) custom development?
• Can we eliminate a customization with new features and
functionality?
3. Implement strategic changes that add a high degree
of enterprise wide benefits to the organization
Does change represent a broad based, global benefit to the
organization?
Note: Pure departmental changes were not included in scope.
4. Develop new skillsets and support capabilities to
reduce risk to operations
• Can we improve Fred Hutch’s support capabilities within the
business and IT?
• Are support risks reduced?
5. Retrofit custom development that impacts delivered
PeopleSoft international processing functionality.
Does existing custom development or configuration block or hinder
future international processing in multiple global business units?
6. Improve the flow of information between
PeopleSoft Financials and external applications Can we standardize or improve existing interfaces between systems?
Sample: Improvement Opportunities
©2014 Fred Hutchinson Cancer Research Center
14
PS Financials 9.2 Upgrade - Potential Improvements (Assessment + 9.2 Enhancements) Scoring and Work Effort
# Module Track Improvement Description Change Type Notes PriorityEffort
(Hrs)In Scope?
Decision
Criteria
12 GL,KK FIN
Monthly Pro-Card Reconci l iation duration should be
shortened. Very Manual . Poss ible opportunity to
improve Pro-Card Journal upload process .
- Excess ive KK errors occur after journal uploadFunctional
Improvement
KK and Combo Edit changes will drive
some benefit during upgrade. Ful l
scope of Process & Tech changes are
post upgrade effort. High level of
labor effort. Delays month end by a
min two days . More than 200 hours
per month. High Low <8 Yes
Global Change -
KK
17 PO SCM
Improve rel iabi l i ty and ease of performing document
attachments to Reqs . And Pos . Including attachments
on Emai l PO Dispatch is a high va lue to Procurement.
Functional
Improvement
Target delivered enhancements in 9.2
to resolve. High Low <8 Yes
Enabled by
Upgrade
25 Grants GRANTS
The Grants WorkCenter has been added to improve
employee productivi ty. It i s des igned as a centra l
work area for the end user to take action on
exceptions , reports and queries .New 9.2
Functional i ty
Wi l l be helpful to have di fferent
roles : Grants/ Specia l i s ts , Data
Opps , Close Out Team, End User High Low <8 Yes
Enabled by
Upgrade
27 Al l ALL
Perform Publ ic Query Audit to reduce redundant
queries and opportunities for inaccurate reporting.
Implement controls to manage publ ic queries .
Maintain query catalog.
Functional
Improvement
Core & end users responsible for
evaluation and retrofit during upgrade
with support from upgrade team. Big
ones are OSR Queries High Med <32 Yes
Upgrade
Opportunity
29GL,Grants ,
ARGRANTS Develop an effective dated AR and AP aging reports
Functional
Improvement
Scope assumes reports provided as
queries and therefore scored as
Med Effort. Poor vis ibi l i ty to AR
currently. High Med <32
Time
Permitting Net New
35 AM FIN
Evaluate Receiving of Capita l Assets and how they
get entered into AM.
- Assets often shipped on multiple receivers
- Must associate multiple receipts to a s ingle Asset
- Process i s di fficul t to Manage and error prone
Functional
Improvement
Medium priori ty for Purchas ing - Link
to new functionality Item High Med <32
Time
Permitting
Net New and
not Global
impact
Project Team
15
• Functional
• 6-7 Full time Business Analysts
• 1 Part time Business Analyst
• 3 Full Time SpearMC resources
• Technical
• Upgrade Architect (SpearMC)
• System Admin (SpearMC)
• 2 Full time Developers
• 1 Part time Developer (SpearMC)
• Project Management (SpearMC)
Project Recap
16
• Go Live 3/21 (two month extension on original timeline)
• Some decustomization. Some new customizations.
• Successfully executed on Strategic Enhancements
• Combo Edits stop bad transactions at the source
• Almost no KK errors in ePro due to simplified KK and modification
end user process.
• Project Status sending only good projects to feeder systems
• KK setup for Budgetary Controls
• Successfully transitioned to BI Publisher and Integration
Broker.
• Did not implement WorkCenters or Alerts/Notifications
Project Management Lessons Learned
17
• Timeline – Scope – Resources
• Beware swapping out tires on a moving car!
• “Reduction” of Customizations
Project Management Lessons Learned
(Cont.)
18
• Change Management
• Finance Departments
- Core module users
- Design Meetings covered customization rationalization, new 9.2
feature evaluation and scope decisions
- UAT
- Communication – Many new features and controls
• End Users
- Mostly ePro and Reporting
- “Champs” team – ePro evaluation and UAT
- Communication – “Reduced ePro errors” and “Enhanced error
handling”
About SpearMC
19
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
Maximo Enterprise Asset Management
Oracle Business Intelligence
ERP Architecture and Application Development
Project and Program Management (PMO)
Change Management
ERP Training
Mobile Technology
20
About SpearMC
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.
21
About SpearMC
Each member of our Leadership Team leverages over 20 years of experience in Technology, Financial and Business Transformation.
About SpearMC
22
Oracle Gold Partner since 2008: PeopleSoft Specialization
Applications Reseller
Hardware Reseller
IBM Advanced Partner:
Creating the Proposal
27
New fields available
• Reference Award #
• FAIN
Values copy to award upon generation
FHCRC conversion created for FAIN value (from Attribute on Award)
Creating the Proposal
28
Long Description
• No longer a hyperlink – has become a text box
• Shows how many additional characters can be entered
Creating the Proposal
29
Sponsor ID
• In v9.0 FHCRC had a customization to allow any grants sponsor, even if not set
up for billing
• Allowed use of NIH (1002) and Pending Sponsor Assignment (1003)
• Generate Award failed if sponsor not changed to value set up with billing
information
• Prevented generation of award with bad sponsor – could not change on award
Creating the Proposal - Projects
30
Sponsor ID
• New functionality exists which allows a Sold To Sponsor to be changed after
award generation as long as the contract has not been activated
• FHCRC removed 9.0 customization
• Continued current audit of Sponsor ID before award generation
• Additional audit added by Accounting before activation to validate Sponsor
Creating the Proposal - Projects
31
Long Description
• Similar to Proposal general page
• No longer a hyperlink – has become a text box
• Shows how many additional characters can be entered
Creating the Proposal - Projects
32
Dept Contact
• As delivered, individual has to be set up as department contact to be listed as contact
• In 9.0 FHCRC had a customization that allowed all employees to be selected
• Removed customization and will use delivered
• Created an Excel to CI to create/update Dept Contacts
Dept Contact Setup
• User must be setup as a department contact to be added to Project as contact
• As a part of cutover, needed to make sure each current project admin had a department contact record
33
Proposal Budgets
34
• No significant changes
• 9.0 Customizations for Proposal budget brought forward to 9.2
Proposal Budgets
35
• No significant changes
• 9.0 Customizations for Proposal budget brought forward to 9.2
Proposal Budgets
36
• Customized page used to track high level budget info for proposal and
waived FNA
Proposal Additional Information
37
• 9.0 Customized page brought forward which tracks info needed for the Office of Sponsored Research (OSR) to track incoming proposals
• Includes ability to generate emails
Proposal Conflict of Interest
38
• 9.0 Customized page brought forward which allows OSR to track status
of conflict of interest reporting at time of proposal
F&A Setup
40
• Pricing Method and Product – determines which contract line a Project and
Budget ID/Activity ID is assigned to
• In 9.0 FHCRC used just two Products • GRANTS_REIMBURSABLE: Project is billed through the Billing System
• FIXED_PRICE: Project is not billed through the Billing System
• In 9.2 created additional reimbursable Products
• Using new Products to assign years of an incoming subaward to separate lines on the contract
• Allows FHCRC to keep the same award/project id for incoming subawards with multiple budget years and send
separate invoices for each year
• Plan to review Products and additional Contracts functionality post go-live
Proposal Resources
• No significant change
• 9.0 Customization for Conflict of Interest brought forward to 9.2
• PI, Co PI, or Other Key Person show up on COI tab
41
Negotiate Award
43
• FHCRC was
previously storing
notes in several
places: • Award Profile – Attributes
• Award Profile – Additional
Information
• Award Profile – Award Modification
Comments
• Contract Notes
• Shifted to consolidate
notes on the Negotiate
Award page
• FHCRC Conversion
created to move
existing notes to
Negotiate Award
Delivered values
Award – Long Title
50
• Long description no longer a drill
• Shows # characters left for entry
• User can display text in ‘Mobile Window’
Award – Reporting Role
52
• Format of subpage is different – no longer in a grid format
• Continuing to use this page to indicate MPI and MPI from outside institutions
• FHCRC added a customization to indicated Institution if not from FHCRC
Customized
Award – Post Award Admin
53
• Delivered field now available to display Post Award Administrator (OSR Admin)
• FHCRC eliminated custom OSR Specialist field
• FHCRC conversion created to move OSR Specialist value to new field
Who is a Post Award Admin?
• Drop down based on employees identified
as Post Award Admin on Professional Data
setup
54
Who is a Post Award Admin?
55
• Similar to Eligible PI setup
• FHCRC conversion created to check Post Award Administrator for those currently used in custom field
• New business process created for going forward when staff are added to OSR
Award Administrator
• Same functionality as Proposal Department Contact
• Grant Administrator must be a department contact for the
department listed
56
Accessing the Project from the Award
• Project hyperlinked
• When clicked user is transferred to Project General Page
57
Transfer to Project From Award
• Contract Number displays on Project General
• Click on Contract Number to transfer to Contract pages
58
Award Modification
• Can enter multiple Award IDs and Issue Dates
• Select a project to which a modification on the Award Modifications for a Period page can be associated
• Amounts entered on Award Mods for Period sum to total on Award Modifications page
62
Award Funding
• Delete a budget funding period from the Award Funding page (as long as no budget period details exist)
• Capability to have project with some but not all budget years
• Example of project funded in last 3 years of award
63
Award Funding
• FHCRC Customized page
• Allows budget to be entered at a high level (direct vs indirect)
• Provides the ability to capture Cancer Center Support Grant specific reporting requirements
• CA Ln Activity added in 9.2 for customized Grants Invoice
66
Award Terms
• Ability to Copy Terms from Prime Project to other Projects
• E.g. UGALL Entered at Primary Project
67
Award Terms
• Check ‘Copy terms to all projects on save’
• Save change
• Second project now has term UGALL
68
Milestones
• Milestones now allow entry of Completion Date and Completed
By Fields (allowed FHCRC to remove a customization)
• FHCRC also removed a customization to enter Budget Ref on
this page
69
Supplemental Data
• Functionality that allows customers to “create” new fields as needed
• Limited number of fields available in different formats
• Text
• Date/Time
• Numeric/Signed Number
• Yes/No
• Codes (with drop down list)
• Do not need technical support to create
• Available at the Award and the Project (also Contract Header/Line)
• Can indicate if the field is required
• Logic can be built to display fields on the Supplemental Data page only when appropriate (e.g. when Award Type is CON)
70
Supplemental Data for an Award
71
• FFATA Reporting: Subject to FFATA and Rationale
• FH Origin Date – replaces NIH Start Dt
• Type of Follow-up
• FHCRC Conversion created to move these values stored on the Attribute to Supplemental Data tables
Supplemental Data
• Steps to set up:
• Register Record
• Register Component
• Define Record
- Record
- Fields Summary
- Fields Detail
• Define Display Group
• Assign Display Group
72
Supplemental Data
• Define Record
75
• Status needs to be “In Design” to make changes
• Change status to “Activated” before saving and existing component
Supplemental Data
• Define Record
77
• Enter name, description, and other field details like drop down values
Supplemental Data
• Define Display Group
81
Define a
display
group and
associate
any records
and fields,
including the
order in
which the
fields appear
on the page
Supplemental Data
• Assign Display Group
83
• Assign one or more display groups to a supplemental data-
enable component and page
• Add Criteria (optional) when the supplemental data should be
displayed (e.g. Award Type = Specific Value)
Letter of Credit
86
• Several changes around Letter of Credit functionality
• Increased Letter of Credit Doc ID (LOC_DOC_ID)
field length to 30 characters, added new letter of
credit fields
Letter of Credit
87
• Enhanced Letter of Credit processing on the
Sponsor component to help track multiple LOC
numbers, associate the LOC with its associated
draw type, and populate the Contract - Billing
Options (Billing Plan General) page with the
correct LOC ID during award generation.
Primary LOC
will be
defaulted to
Billing Options
FHCRC
Conversion
created to
update Type
and Primary
Letter of Credit
88
• Other LOC changes (not being used by FHCRC)
• Subaccount ID field introduced to the LOC Summary page and
the BI Publisher version of the LOC Summary report.
• Added capability to reprint draw reports to minimize manual
data entry into sponsor systems and reduce the risk of error
due to manual manipulation.
• Added new fields in extract tables to include additional grants-
related data elements.
• Application engine created to generate both pro forma and final
LOC Draw Reports in BI Publisher report format. Supports
generation of the pro forma and invoiced draw listings by
Business Unit (mass draw capabilities), Sponsor, and LOC ID.
• Allows the user to access a finalized listing of draws through
new delivered queries. Organizations can then manipulate the
output of the queries to upload the data into sponsor payment
request systems and support payment matching analysis.
Contracts Workbench
©2014 Fred Hutchinson Cancer Research Center
90
Page with sections
minimized
• The Contracts Workbench enables you to view all the information related to PeopleSoft Contracts, Grants, and Project Costing through a single workspace (or interface). You can view the current status or the required update to any major, related entity such as a contract line, a project, or an activity.
Contracts Workbench
©2014 Fred Hutchinson Cancer Research Center 92
The records that are available for CONTRACTS are:
• CA_DETAIL – Contract Line*
• CA_MS_COND - Milestone Condition Table
• CA_PREPAID_TBL - Contracts Prepaid Balance Tbl
• CA_CONS_RATE_VW – Contract Rates
• CA_LMT_FEE_DTL - Contract Line Limit/Fee Detail
The records that are available for GRANTS are:
• GM_AWARD - Award Parent Record*
• GM_AWD_FUND_PD - Award Funding by Period*
• GM_AWD_MILE - Award Milestones*
• GM_AWD_MOD_VW - Award Modification* (This is a view on
GM_AWD_MOD and GM_AWD_MOD_LINE table)
For each Table you can select which fields should be displayed.
*Tables selected by FCHRC based on data most commonly used.
There is a list of 13 Records
available to be used in the
Workbench.
Contracts Workbench
©2014 Fred Hutchinson Cancer Research Center 93
The records that are available for PROJECTS are:
• PROJECT_CA_VW – Projects* (This is a view on PROJECT table)
• PROJ_ACT_CA_VW - Project Activities (This is a view on
PROJECT_ACTIVITY table)
• PROJ_TM_SCH_VW - Project Team Member (This is a view on
PROJ_TEAM_SCHED table)
• PROJ_STA_CA_VW - Project Status (This is a view on
PROJECT_STATUS table)
For each Table you can select which fields should be displayed.
*Tables selected by FCHRC based on data most commonly used.
Workbenches
©2014 Fred Hutchinson Cancer Research Center 95
Three pre-defined templates are delivered:
• CONTRACTS
• GRANTS
• PROJECTS
Workbenches
©2014 Fred Hutchinson Cancer Research Center 96
Template ID associated to the Business Unit
Contracts Workbench
©2014 Fred Hutchinson Cancer Research Center
97
Hyperlink to Additional Amounts is
a delivered feature in the header of
the Workbench.
Contracts Workbench
©2014 Fred Hutchinson Cancer Research Center
98
The Additional Amounts Hyperlink
opens a zoom window with high-
level summary information from the
Award and Contract.
Contracts Workbench
©2014 Fred Hutchinson Cancer Research Center
99
• The first section, Summary of
Amounts, is also a delivered
section of the Workbench.
• Displays the Billing Limit
(Spending Limit) on the Contract.
Contracts Workbench
©2014 Fred Hutchinson Cancer Research Center
100
Award displays data fields from the
Award Profile page.
Contracts Workbench
©2014 Fred Hutchinson Cancer Research Center
101
• Award Type
• PI Name
• Prime
Sponsor (if
Flowthrough)
• Reference
Award (if
Flowthrough)
• Previous
Award
• Long Title
• Short Title
• CFDA
Contracts Workbench
©2014 Fred Hutchinson Cancer Research Center
102
Hyperlink to directly
to Award Profile
• Grant Administrator and Post
Award Administrator were not
included, as they were displayed
as Employee ID numbers.
• Clicking on the Award Number
hyperlink will take you to the
Award Profile page where that
information can be accessed.
Contracts Workbench
©2014 Fred Hutchinson Cancer Research Center
103
Award Funding Periods displays
information from the Funding tab of
the Award.
Contracts Workbench
©2014 Fred Hutchinson Cancer Research Center
104
• Only shows primary
project of multi-
project award
• You can access the
full Funding page by
clicking the
hyperlink
Contracts Workbench
©2014 Fred Hutchinson Cancer Research Center
105
Award Milestones displays the
information from the Milestones tab
of the Award Profile.
Contracts Workbench
©2014 Fred Hutchinson Cancer Research Center
106
• Completion
Date
• Due Date • Comments
Contracts Workbench
©2014 Fred Hutchinson Cancer Research Center
107
Award Modifications displays the
information from the Award
Modifications tab of the Award
Profile.
Contracts Workbench
©2014 Fred Hutchinson Cancer Research Center
108
• Rows are
from the
Period
Detail
pages
Contracts Workbench
©2014 Fred Hutchinson Cancer Research Center
109
• Contract Lines displays the
information from the Contract.
• At FHCRC contract information
is primarily used by Accounting.
Contracts Workbench
©2014 Fred Hutchinson Cancer Research Center
110
• Projects displays all projects associated with the award, and their titles.
Contracts Workbench
©2014 Fred Hutchinson Cancer Research Center
111
• Export
to
Excel
Additional Features:
• Zoom
• Show all
columns
Contracts Workbench
• Current limitations
• Currently only works for Active Award Status.
• Displays the value for fields instead of the text
description (e.g. EmplID instead of name).
• Order of fields and records cannot be changed on a
global basis, but users can personalize.
112
Modify Sponsor after Generation (Sold To
Customer)
©2014 Fred Hutchinson Cancer Research Center 113
• New page in Customer Contracts allows user to
change Sold To customer
• Can also change Ship To and Bill To customer as
well
Modify Sponsor after Generation (Sold To
Customer)
©2014 Fred Hutchinson Cancer Research Center 114
• Contract now reflects Correct
Sold to Customer
Modify Sponsor after Generation (Sold To
Customer)
©2014 Fred Hutchinson Cancer Research Center 116
• Sponsor on Proposal pages is now correct as well!!
F&A Adjustments
©2014 Fred Hutchinson Cancer Research Center 117
• New F&A adjustment feature that enables users to process F&A adjustments based on new or updated F&A bases and F&A rates, generate F&A adjustment transactions, and review, approve, and delete adjustment transactions prior to posting.
F&A Adjustments
©2014 Fred Hutchinson Cancer Research Center 118
F&A Adjustment example. Base is MTDC1
AR & BI to PC
124
• PeopleSoft Receivables 9.2 extends the AR to PC
integration by interfacing AR direct journals to Project
Costing. The interface process was modified to pick up
direct journals from Receivables. Users are able to
specify an analysis type while entering the direct
journal which makes AR direct journal integration to
PC consistent with other subsystems.
AR to PC
126
• Direct Journal rows
from AR come over
to PC with BI
Distrib Status of “I”
and are not priced
• Therefore, FHCRC,
decided to keep
existing
customization to
send ARD journals
from GL to PC
PC Distrib Status
127
• PC_DISTRIB_STATUS move from JRNL_HEADER to
JRNL_LN
• Minimal impact for
FHCRC
• Needed to update
a small number of
queries
• Needed to retro
fix AR to PC
customization
Billing Speadsheet Import
128
• Spreadsheet Import to Billing interface allows the user
to enter invoice data into an Excel spreadsheet and
post it to the Billing Interface tables via Integration
Broker.
• Rolled out at FHCRC for fixed priced bills (previously
entered through AR Pending Items
Commitment Control (KK) Changes
129
• Overall functionality pretty similar
• Some new, nice features
• Auto-override option on Source Transaction (automatically override those errors that can be overridden)
• Account Ranges on Budget Definition
• Copy the entire Budget Definition setup, including the creation of Commitment Control Ledgers, Ledger Groups, and Budget Definitions.
• Check Only (what-if scenario) - not being at FHCRC
FHCRC KK Changes
130
• Eliminated GL ChartFields from Budget Checking (with the exception of Account and Budget Ref)
• Added Rulesets to allow managing Fiscal Year (FY) projects differently than Life to Date (LTD) projects (adding Budget Period)
• Added a Rollup/Summary Level to have the ability to control or turn off spending at an Expense Grouping level
• Added Revenue Ledgers to all spending authority to be increased by Revenue for certain Projects
• Turned on KK for AR and BI
• Created a new Detail ledger so that encumbrance detail can be tracked and PO Roll over functionality can be used (and still have RSA – Remaining Spending Authority – calculated at the Grandchild, Child, and Parent Level). Previously detail ledger was check on the Child Expense Ledger Group
• Began using PO Rollover Functionality
New Features not using
131
• Grants WorkCenter (will be rolled out post go-live)
• Federal Financial Report (FFR) (may roll out post
go-live)
• Grants Portal
• Separately identify rates and prices for revenue and
billing
Lessons Learned
133
• If you need to make changes to Commitment Control • Don’t be afraid to change… but it does take work
• Do: Give yourself time for the conversion
• Updating Budget Definition – Performance/Timeout issues
• Recalculating Budget Date default not checked (Copy Journal, Create Standard Journals, PO Close)
• PO Rollover does not carry forward Req information
• If using PO Rollover, be sure to have inbound AP interfaces not charge to close/cancelled PO Distrib lines
• AR Items created through on-line pending items needed SQL insert since it was not budget checked pre-go live
• Drilling URL bug
135
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