PeopleSoft Grants Suite:Planned Modifications/Workarounds/Reports
May 15, 2003
Research Forum – Atlanta
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Anne Moffat
Director, Sponsored Programs
Ohio State University Research Foundation
Joy Walton
Manager, Huron Consulting Group
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Anne Moffat• Director of Sponsored Programs
• Project Sponsor for Grants Team
• Member, PeopleSoft Product Advisory Group for Grants Suite
Joy Walton• Background in research administration and Higher Education
• Started working with PeopleSoft as a functional consultant for the Grants module during 7.5 development and testing.
• Worked on first successful implementation of Grants suite
• Currently serving as the Grants Team Manager at OSU
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Synopsis
• Introduction to OSU and the Integrated Financials Introduction to OSU and the Integrated Financials System projectSystem project
• Look at core modules within the “Grants suite” of PeopleSoft products
• What does each module help research administrators do?
• How are we going to fill the gaps?
• Example: Analyze the Grants suite of functionality in order to get the maximum benefit for research administration purposes
• Other Areas of Planned Modification
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OSU General Information
• Ohio’s land-grant university and flagship institution of higher education
• Teaching– 57,271 students (13,278 grad/
professional) on 6 campuses
Research– FY2002, $426.1M in awards– Office of Research entities:
• Research Foundation• Office of Responsible Research
Practices• Interdisciplinary Research Centers• Technology Licensing
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OSU Research Foundation
• Separately incorporated 501 c 3 entity that manages sponsored research activities at OSU– Pre-award: proposal development and submission, award
negotiation– Post-award: project and budget setup, compliance
monitoring, purchasing and payment, subcontracting, award modifications, accounting, billing, fiscal and closeout reporting
• Fiscal Year 2002– $361.1M in research expenditures– 53% Federal, 17% State, 13% Industry, 17% Other
Sources
• Tools – ancient legacy system
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OSU Research Foundation
• ERA tools for investigators, departments and colleges– PI Portal– On-line month-end Financial Statements– On-line Project Digests (summary of project
requirements)– On-line Time And Effort Reports (e-TAERs)– On-line e-Activity reports (proposal, award and
expenditure information by individual, department and college)
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OSU Research Foundation
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OSU Research Foundation
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The OSU Integrated Financials System Project
Research Foundation
(Legacy System)
University
(PeopleSoft 7.02)
Health System
(PeopleSoft 7.02)
Integrated FinancialSystem
(PeopleSoft 8.4)
Research Foundation Implementation Goals:
– Replace aging legacy systems
– Provide technology that will enable existing staff to handle steadily increasing volume of business
– Streamline business processes
– Continue supporting current ERA applications
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Discussion Topics
• Introduction to OSU and the Integrated Financials System project
• Look at core modules within the “Grants suite” of Look at core modules within the “Grants suite” of PeopleSoft productsPeopleSoft products
• What does each module help research administrators do?
• How are we going to fill the gaps?• Example: Analyze the Grants suite of functionality in
order to get the maximum benefit for research administration purposes
• Other Areas of Planned Modification
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The “Grants Suite” of modules in 8.4
• “Grants Suite” = Grants, Projects, Contracts, Billing and Accounts Receivable
Projects
Grants
HumanResources
AccountsPayable
Time & Labor
Purchasing
Billing
AccountsReceivable
Contracts
GeneralLedgerInventory
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Discussion Topics
• Introduction to OSU and the Integrated Financials System project
• Look at core modules within the “Grants suite” of PeopleSoft products
• What does each module help research What does each module help research administrators do?administrators do?
• How are we going to fill the gaps?
• Example: Analyze the Grants suite of functionality in order to get the maximum benefit for research administration purposes
• Other Areas of Planned Modification
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Grants Suite - Division of Work
AP, PO, GL, Time & Labor,and Commitment Control
Contracts, Billing, Accounts Receivable
Develop Proposals, Institutional Clearances
Proposal Submission
Proposal Forms
Negotiate Award
Terms and Conditions
Award and Project Setup
Reporting and
Closeout
Spend Money
Monitor Spending
Invoicing, Letter of
Credit Draw
Collections and Aging
PRE AWARDAWARD POST AWARDAWARD
GrantsGrants, Contracts, and Commitment Control
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Discussion Topics
• Introduction to OSU and the Integrated Financials System project
• Look at core modules within the “Grants suite” of PeopleSoft products
• What does each module help research administrators do?
• How are we going to fill the gaps?How are we going to fill the gaps?
• Example: Analyze the Grants suite of functionality in order to get the maximum benefit for research administration purposes
• Other Areas of Planned Modification
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Our Methodology for Resolving Gaps
1. Research administration involves a set of business processes
2. These processes do not necessarily align with a specific “Grants” module– In fact, a process may involve
information entry, processing, or other activity within several modules in the “Grants Suite”
3. Evaluate functionality vs. business processes
4. If delivered functionality is insufficient, decide how to address the business need
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Overview of Research AdministrationBusiness Processes
MODULE BUSINESS PROCESS
Grants + Projects
Contracts
Billing
Create Proposal X Negotiate Award X Setup Award and Budget X X Modify Award and Budget X X X Track cost-sharing X Process F&A X Generate Bills and LOC X Award Closeout X X Prepare Reports X X
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Overview of Research AdministrationBusiness Processes
MODULE BUSINESS PROCESS
Grants + Projects
Contracts
Billing
Modify Award and Budget X X X - Additional Time X X - Additional Funding X X - Continuation Award X X - Addition of new project X X X - Change billing parameters X X
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Award Modifications: Additional Time
MODULE BUSINESS PROCESS Grants + Projects Contracts
Additional Time
Award End-Date on Award Profile Page
End-date for period on Award Modifications page
Project End-Date(s) on Award Funding page
Milestone End-Dates on Award Milestone page
Notation on Award Notepad page
Project end-date on Project Status page
Project Budget end-date (Commitment Control setup pages)
Award end-date on Contract Lines page
Notation on Contract Amendments page when amendment is processed
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Award Modifications: Additional Funding and Continuations
MODULE BUSINESS PROCESS Grants + Projects Contracts
Additional Funding
Amount field for period on Award Modifications page
Amount fields for affected projects on Award Funding page
Notation on Award Notepad page
Update and post project budgets on Project Funding pages
Update limit amount for affected contract lines on Related Projects page
Notation on Contract Amendments page when amendment is processed
Continuation Awards
Combination of Additional Time and Additional Funding steps
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Award Modifications: Additional Project
MODULE BUSINESS PROCESS Grants + Projects Contracts
Additional Project under Existing Award
Update dates and amounts for affected projects on Award Funding page
Enter and post budget for new project using Project Funding page
Adjust and post budgets for other affected projects using Project Funding page
Notation on Award Notepad page Enter information on Project General
page Enter information on Project
Department page Enter information on Project Resources
page
Add new project to contract line using Related Projects page
Notation on Contract Amendments page when amendment is processed
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Award Modifications: Additional Project(cont’d)
MODULE BUSINESS PROCESS Grants + Projects Contracts
Additional Project under Existing Award
Update information on Project Definition page Enter information on Project Manager page Identify the project location on the Project
Location page Enter information on the Activity Details page (in
the Project Activity page group) Set up the F&A profile on the FA Rates page (in
the Project Activity page group) Enter information for new project using Project
Status page Enter budget control information for new project
using Commitment Control pages
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Discussion Topics
• Introduction to OSU and the Integrated Financials System project
• Look at core modules within the “Grants suite” of PeopleSoft products
• What does each module help research administrators do?
• How do the modules work together?
• Example: Analyze the Grants suite of functionality in Example: Analyze the Grants suite of functionality in order to get the maximum benefit for research order to get the maximum benefit for research administration purposesadministration purposes
• Other Areas of Planned Modification
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Decision-making time…..
• Is the field necessary to efficiently handle the business process at OSU?
• If there is more than one place to capture similar information, which place should be used?
– Information for processing purposes– Information that needed to be “in sync”
throughout the system– Pages that were used by different user groups
at RF– Reporting requirements
• If delivered functionality is insufficient, what course of action is appropriate?
– Training issue– System edits/warnings– System modification
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Decision-making time…..
Decision making process• Analyze functionality for each business process (Analyze
Functionality or AF Docs.)• Identify gaps• Recommend options for filling gap (Rec. Docs.) – do nothing,
provide training, change business process or modify system – goal was to minimize modifications
• Estimate time and cost to implement options and cost to carry them forward
• Present to advisory team, which approved team recommendation – or not
• Sent to system sponsors for additional consideration in necessary
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Award Modifications: Additional Time
MODULE BUSINESS PROCESS Grants + Projects Contracts
Additional Time
Award End-Date on Award Profile Page
End-date for period on Award Modifications page
Project End-Date(s) on Award Funding page
Milestone End-Dates on Award Milestone page
Notation on Award Notepad page
Project end-date on Project Status page
Project Budget end-date (Commitment Control setup pages)
Award end-date on Contract Lines page
Notation on Contract Amendments page when amendment is processed
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Award Modifications: Additional Time
Is the information requiredfor grants administration
business process?YES, NEED TO RECORD
THAT THE END-DATECHANGED
YES
NO
Is there more than one placeto record the information?
YES, THIS INFORMATIONCAN BE ENTERED ANDSTORED IN BOTH THE
GRANTS AND CONTRACTSMODULES
Do not use the field. Otherconsiderations:
- Training- Queries
- Modification
NO
Use the sole field provided forthis purpose.
Start
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Award Modifications: Additional Time
YES
Do we need to enter, store,and maintain this information
in multiple places?NO, WE ONLY NEED TO
USE ONE PLACE!
YES
NO
Use fields necessary for thebusiness process.
Other considerations:- Queries
- Modification- Reporting
Select the fields necessary toenter and store the information
needed.Other considerations:
- Training- Queries
- Modification- Reporting
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Steps in creating one type of Award Modification: Additional Time
MODULE PROCESS STEP SELECTED OPTION Grants+ Projects
Update award end-date on Award Profile Page
None - users will update this date when the award modification is processed
Update end-date for period on Award Modifications page
None - users will update this date for the appropriate period when the award modification is processed
Update Project end-date(s) on Award Funding page
New page - these data will populate the new Award Funding page from the Project Status page(s) for the affected projects
Update milestone end-dates on Award Milestone page
None - milestone end-dates will be revised since internal reports will be derived from these data
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Steps in creating one type of Award Modification: Additional Time (cont’d)
MODULE PROCESS STEP SELECTED OPTION Grants+ Projects
Notation on Award Notepad page
None (not using) - since we will derive the award history from the Contract Amendments page, the award Notepad page will not be used
Update project end-date on Project Status page
None - the end-date for each affected project under the award will be updated on the Project Status page for the project
Update project budget end-date (Commitment Control setup pages)
Modified system - updated end-dates on the Project Status page will automatically update the Commitment Control information
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Discussion Topics
• Introduction to OSU and the Integrated Financials System project
• Look at core modules within the “Grants suite” of PeopleSoft products
• What does each module help research administrators do?
• How do the modules work together?
• Example: Analyze the Grants suite of functionality in order to get the maximum benefit for research administration purposes
• Other Areas of Planned ModificationOther Areas of Planned Modification
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Other Planned Modifications
• Proposals– Process Workaround:
• Pre Award F&A Calculation – Rounding Issues
• Award Profile– Process Workaround:
• Train users to understand navigation across modules.– Modification:
• Synchronize the references between Contracts, Projects, and Grants
– Search prompts– Display of Award Reference Number– Display of Award PI
• Capture Incremental Funding
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Other Planned Modifications
• Project Budget– Modification:
• Enhance Delivered Project Budget Inquiry to match OSU defined budget categories versus resource ID and analysis type (similar to “Review Pre Award Budget”
• Billing– Process Workaround:
• Journal entry to a temporary billing adjustment account to address partial defer functionality
– Resolved by PeopleSoft• Splitting Over the Limit lines
– Modification:• F&A split for Over the Limit • Enhance prepaid functionality to account for different revenue
recognition method for scheduled bills• Automatically put the Billing Plan on Hold when the Award End Date
has passed.
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Other Planned Modifications
• Accounts Receivable– Modifications:
• Add Award ID to the search criteria (not search prompt) on the Collections > Customer Information Inquiry pages in AR
• Add Award ID and Award Reference Number to Collections > Customer Conversations in AR
• Add Customer Name field in the Collections > Customer Information Inquiry pages in AR
• Reporting– Data Feed to PI Portal & e-Activity Reports– Time and Effort Feed– Proj_Resource Reconciliation Reports– Milestone Report– End Date Reports– Enhanced Invoice Layouts– Housekeeping Queries– Annual Reports
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• University-wide effort to integrate all Financials activity
• Implementation of 5 modules for to manage the research administration process
• Evaluation of each module to determine ability to handle business processes
• Creation of a “roadmap” for each business process in PeopleSoft
• Development of approved modifications
In Summary
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Contact Information
Anne MoffatDirector Sponsored Programs
Ohio State University Research Foundation
Joy WaltonManager, Huron Consulting Group
OSU Financials 8.4 Project Website
http://www.oit.ohio-state.edu/hrfin/statuspage/design.html