VIRTUAL EVENT - s9874.pcdn.co · Acquire to Retire Asset Management Lease Management Project...

INTERACT 2020VIRTUAL EVENT



20 years – PeopleSoft Experience

Trecia works with all Kaiser Permanente regions to collaboratively provide strategic oversight and

operational support for sponsored research grants and contracts programs at Kaiser Foundation Research

Institute (KFRI). She serves as the authorized official and is responsible for adherence to federal regulations

related to research grants and contracts and oversees functions including financial reporting, federal cash

management, audit and compliance, and research contract negotiation. She has extensive PeopleSoft

experience, working on FSCM and HCM platforms at three different institutions. She brings her background

as a user, tester, subject matter expert, and business owner to various implementations, conversions,

upgrades, system enhancement, and go-live projects.

19 Years – PeopleSoft Consulting Experience

17 Years – Specialization in Grants Management

Grants, Project Costing, Contracts, Billing, Accounts Receivable, Commitment Control




aRefers to the 8 regional research centersbRefers to total count of articles in the Kaiser Permanente Publications Library available at https://kpresearchpublications.kp.org/

38% Clinical trials

180Full-time research leaders

1,670Research

support staff

&

$58 MOther externally funded research

$89 MKaiser Permanente

support

$127 MFederally-funded

research

1,890Journal articles

published in 2019

19,020

Articles total since 2000b

&

Funding in 2019a

62%Other studiesa

Research Studies Underway in 2019

Research Personnela Research Publications

$274

Million2,620

Studies

Kaiser Permanente Research Fast Facts, 2019

https://kpresearchpublications.kp.org/


Production Support Tickets

70%

Tickets resolved

within 2 days

99%

System Availability

93%

Tickets resolved within

21 days

39,500

Tickets Resolved (Oct 17 – Sept 18)

40,700

Tickets Opened (Oct 17 – Sept 18)

LARGEST PEOPLESOFT SINGLE-INSTANCE IN

THE HEALTHCARE INDUSTRY

FAST FACTSONELINK BY THE NUMBERSOUR DEPLOYMENTS

STANDARDIZED

ACROSS ALL OF OUR 8

REGIONS & SCHOOL

OF MEDICINE

900,000 Jobs Processed Monthly

OUR CAPABILITIES

▪ Systems Strategy

▪ Systems Implementation

▪ Governance

▪ Project Management

▪ Process Optimization

▪ Reporting and Analytics

▪ Production Support

248,000 Users

Accounts Payable

Transactions Amount

9.9 Million $24.6 Billion

Purchase Orders

Transactions Amount

4.3 Million $13.4 Billion

Expense Reports

Transactions Amount

470 K $311 Million

sPro Invoices

Invoices Amount

Approximately 12,000 employees use OneLink daily,

processing over 75 Million distinct financial,

supply chain and general support transactions

annually

257 K $789 Million


Procure to Pay (Buy 2 Pay)▪ eProcurement▪ Purchasing▪ Inventory & Cost Mgmt▪ eSupplier Portal▪ Services Procurement▪ Accounts Payable▪ eSettlements▪ Travel and Expenses▪ Sourcing & Supplier Contract Mgmt.

Record to Report▪ Treasury▪ General Ledger▪ Grants Billing, Contracts

Vertex (Tax)iPhone

Applications

Kofax/OCR

Vignette/AP

Processing

Atpar

Handhelds

Mobile -

Inventory

CTT, MPP

Lawson

Chartfield

Translation

Tool

Oracle -

Demantra

Demand

planning

CSOS

Pharmacy

Controlled

Substance

GRC

Gov. Risk

Compliance

Ariba

Network;

Punchout, PO

Dispatch/Acknowledgement

, einvoicing

Edge Applications

Acquire to Retire▪ Asset Management▪ Lease Management▪ Project Costing▪ Commitment Control

Fin. Data Warehouse (FDW)▪ Reporting / Analytics▪ Cognos

Other / Kaiser Custom fns.▪ POU (Point-of-Use)▪ FDA (Funds Disbursement

Authorization)

Platform Functions


An Oracle Platinum Partner, we specialize in:

▪ PeopleSoft FSCM, HCM, SCM, Grants Healthcare Research

▪ PeopleSoft Application Support Managed Services

▪ PeopleSoft and Tools Training

▪ PeopleSoft Reseller since 2008

▪ PeopleSoft Test Framework and Test Automation

▪ PeopleSoft PUM Update and Testing as a Service

▪ Oracle Hyperion and PBCS

▪ Oracle Business Intelligence



SpearMC offers products and services that compliment and support Oracle applications.

▪ Labor Cost Distribution and Effort Reporting for Higher Ed and Healthcare Research

▪ Managed Services for Grants Management

▪ PeopleSoft Mobile Expenses

▪ PeopleSoft Lease Administration

▪ Grants Assessment and Strategy

▪ Oracle EPM Cloud, Business Intelligence and Hyperion Planning integration with PeopleSoft



Kaiser Permanente has been successful in implementing Fluid and keeping up with PUM updates. Come take a deep dive into the latest Grants enhancements.








Poll Question: What Financials PUM Image are you on?

• 9.2 Image 37

• 9.2 Image 34-36

• 9.2 Image 30-33

• 9.2 Image 20-29

• 9.2 Image 10-19

• 9.2 Image 9 or lower

• 9.2, but I don’t know the image number

• We’re not yet on 9.2


1. Separate teams

2. 1 scheduled updates project/per year

3. PTF (PeopleSoft Test Framework) script

INTERACT 2020VIRTUAL EVENT KP Approach to Implementing Updates

1. PeopleTools Upgrade2. PUMs Image Upgrade3. Database Upgrade

2009

2017

2020

8.9

2019

2015

20168.55

1. PeopleTools Upgrade

PI 24

1. PUMs Image Upgrade

PI 32 - 358.57.13

2018

1. PeopleTools and Image Upgrade

PI 31

8.57.05

1. Application Upgrade

1. PeopleTools and Image Upgrade

PI 8

8.53

9.2

8.56

PI 27



1. Tiles

2. Navigation collections


| CONFIDENTIAL 21

Integrating a new look and feel

OneLink took the first step in transitioning from Classic PeopleSoft to the PeopleSoft Fluid Technology by introducing a new way to navigate and a look and feel

What’s NOT Changing What’s Changing

•Overall System Functionality will NOT Changing•Your Favorites and Query Favorites will STILL BE available•Edge Applications, e.g., AtPar Handhelds, Vignette, Ariba, etc., will NOT Change

•New, Simplified User Interface (UI)•Consisting of:

•Navigation Tiles for quick access to frequently used pages•Navigator provides alternative navigation to other OneLink pages•Aesthetic improvements to pages include larger, bolded fonts and better spacing between fields


22

Fluid Home Page – Tile Collection

INTERACT 2020VIRTUAL EVENT Navigation Collections


24

Fluid Home Page – Tile Collection


With Navigation Collections, users can click on one tile to access dozens of Fluid and Classic components that would normally require more lengthy individual navigation through the Nav Bar. Customers can easily modify delivered Navigation Collections or create new ones to suit their business needs.

A navigation collection may be composed of a series of individual content reference links, a series of folders containing content reference links, or a combination of individual content reference links and folders.


Demo: 9.2, Image 35

INTERACT 2020VIRTUAL EVENT From Classic to Classic Plus

• Fluid has co-existed with traditional “Classic” pages and will continue to do so

• “Classic Plus” creates a consistent, unified look and feel with Fluid pages

• “Classic Plus” has replaced most traditional PeopleSoft “Classic” pages as the standard user interface for PeopleSoft applications in Tools 8.57.




“Enhanced the rate based Contract billing and revenue processes to prevent unpaid project costs from being sent to PeopleSoft Billing and General Ledger. Contract Administrators have two new options on the contract line, which are to Hold Billing on Unpaid Cost and Hold Revenue on Unpaid Cost.”

Released in Image 030

INTERACT 2020VIRTUAL EVENT Hold Billing on Unpaid Costs



• Allows Billing and Revenue to be placed on hold when the associated cost have not been paid.

– PeopleSoft Accounts Payable

– PeopleSoft Expenses



New Installation Level options will indicate whether new Customers will be defaulted as checked/turned on for Hold Billing on Unpaid Cost


Hold Billing on Unpaid Costs


• When the Customer/Sponsor is selected on the Proposal and the Award is generated, the Contract defaults will be set:

– On the Billing Options page (this page is used to default the value on contract lines that are added, it has no effect on the actual hold process).

• This determines the default for new Contact Lines added

– The Contract Line setting.

• This is the level that controls the hold process for billing

• Note: When the Contract is in Pending status these defaults can be changed.

• Note: Amount (Fixed Price) contract lines are not available or subject to the hold process



Contract Billing Options Page Contract Line Page




• When the Contracts to Billing Interface process runs, it dynamically determines if the billable row has been paid




A “Hold Billing on Unpaid Costs” update tool is available to update contracts en masse to turn on the new functionality to prevent unpaid costs from AP and Expenses from being billed or included in revenue recognition



Action: Update Contract and Line Together allows you to update both the Billing Options Page as well as the Contract Line page at the same time.




Demo: 9.2, Image 35 Customer Contracts > Create and Amend > Hold Billing on Unpaid Cost




Demo: 9.2, Image 35




• While there is a Select All/Clear all button on the bottom of the page, the “Hold Billing on Unpaid Costs checkbox must be selected manually

• When the Update button is pushed. It will update (with Update Contract and Lines together):• The Contract Billing Option page• The Contract Line (Rate based only)• The Award Profile (view)










1. Manually updated Contracts Installation Options to checked for "Hold Billing on Unpaid Costs“

• Not currently using the holding revenue on unpaid costs

• This will default new customers to checked. Can always be unchecked for specific new customers if needed.

2. Used a SQL update to update all Grant Customers to Checked

3. Used the Hold Billing and Revenue on Unpaid Costs page to update all contracts to be checked for Hold Billing (Billing Options and Contract Lines)

4. Created a new query which includes the Paid Status for Vouchers and Expenses



Hold Billing on Unpaid Costs – KP Steps



1. Challenges with reporting

• Business users did not have access to the new query (as it uses tables not in their security). Key billing report currently being run by production support.

• Need additional reports for seeing the detail of unpaid invoices

2. Potential risk for compliance. Even though the desired defaults are in place for new awards/contracts, check box could still be turned off

3. KP specific initial issue with expenses from the Expense module being all marked as paid

• KP expenses paid through Credit Card all were going to KP corporate card, were therefore marked as paid

• Works as delivered for individual credit cards

4. AP check and reissuance (low in frequency but shows as not being paid initially)



“Added 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.”




Retroactive F&A – Overview

INTERACT 2020VIRTUAL EVENT Demo: 9.2, Image 35


Retroactive F&A – Overview

INTERACT 2020VIRTUAL EVENT Retroactive F&A – Overview


Demo: 9.2, Image 35



Demo: 9.2, Image 35Retroactive F&A – Overview


Grants > Awards > Process Retroactive F&A







SYSTEM_SOURCE = BGA

Resource ID From links to the original direct expense




Same Journal Generator Template as regular F&A




1. Updated Security

2. Provided Training



If you make a change to your F&A Accounting, the Retroactive F&A will adjust using the config/accounting created on the original transaction

Used infrequently within the KP Departments, however, still troubleshooting where F&A calculations are different than expected




“Enhanced the F&A process feature so that the accounting date on new system generated F&A transactions are brought forward from the original source cost transaction. In addition, the effective dated revenue offsets are based on the accounting date from the source cost transaction, rather than the current date. This provides a consistent use of effective dating for the standard F&A process and the retroactive F&A process, using the accounting date on the transaction.”



F&A Accounting Date – Overview



F&A Accounting Date – Overview



Demo: 9.2, Image 35F&A Accounting Date – Overview









• Training/communication



• No known issues




“Added the Modify End Dates feature to provide an efficient method of updating end dates in Grants, Contracts, and Project Costing. This feature adds a one-page utility to update the award end date, related contract lines, associated projects and activities, as well as funding and award modification dates.” (Image 025)

“Enhanced the Modify End Dates page to include Project Team end dates providing a more comprehensive update for date related attributes associated with the Project.” (Image 034)


INTERACT 2020VIRTUAL EVENT Modify End Dates

Copy a single End Date to:• Contract Lines• Associate Projects and

Activities• Award Funding• Award Modifications• Project Team



Demo: 9.2, Image 35

Modify End Dates



Note: The end date

of only the last award

modification period can be edited.

Demo: 9.2, Image 35Modify End Dates






For team members with

multiple schedules, the

start date and end date

of the latest team schedule is displayed.










• Updated Security (for specific roles)

• Provided training



• No known issues – the team loves it!

• Commitment Control Dates




“Enhanced the Grants Award Profile component to include attachments. You can add attachments to a specific award milestone, certification, funding period or modification. In addition, the Review Attachment component allows you to search and locate specific attachments on an award.”


INTERACT 2020VIRTUAL EVENT Attachments on Award Profile –

Overview

Award Profile - Attachment Funding Period - Attachment


Milestone- Attachment Certification- Attachment

Attachments on Award Profile –Overview


Award Modification - Attachment

Attachments on Award Profile –Overview

INTERACT 2020VIRTUAL EVENT Maintain Attachments

Any Attachment Type can be added and will also appear when the component link is accessed.

INTERACT 2020VIRTUAL EVENT Review Attachments

Search by Various Attachment TypesEach Attachment Type has it own unique set of search variables



• Updated Security

• Provided Training



• Generate Award does not bring forward attachments to the Award Profile




“Added the ability to update a field for multiple invoices en masse.”





“Enhanced the Award profile page to display the Commitment Control begin and end dates”





“Enhanced the Payment Predictor feature by improving the hit rate. The system now includes all customers in the customer hierarchy.”




• Communicate frequently and often about planned changes

• Align training with an understanding of previous functionality and new processes and requirements

• Anticipate the reporting requirements for enhancements that deliver new functionality

• Testing as a coordinated effort, to include both production support to and user level perspectives





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