a magical grants workcenter · 2017-07-13 · project management lessons learned (cont.) change...

A Magical Grants

WorkCenter July 14, 2017

About SpearMC

and Your Presenter

Your Presenter

2014 HEUG Midwest Regional

Bullet Points

Jessica Mann

SpearMC

Practice Director

[email protected]

mailto:[email protected]

About SpearMC

Founded in 2004, SpearMC is a technology and professional services firm specializing in

PeopleSoft FSCM, HCM, ESA

PeopleTools Development and System Administration

PeopleSoft Test Framework

Oracle Cloud ERP and HCM

Oracle Business Intelligence

PeopleSoft Training

Project Management

Oracle Public Cloud

QA & Test Automation

Host Analytics EPM

Our History

When using the Grants suite of modules in PeopleSoft, the

quality of data, billing, and reporting is directly related to ensuring proper Grant set up, having Project Costing and

GL in sync, and having a well-defined month end close

process. Proactively and systematically checking for

errors as well as utilizing reconciliation and close tools in a consolidated WorkCenter makes this quality control a

breeze.

About PHI

PHI & Oracle

Reconciliation Overview

PHI WorkCenter Goal and Approach

WorkCenter Set up

Other Tools: Pivot Grids and Drilling URLs

Next steps

Started in 1964, the Public Health Institute (PHI) generates and promotes

research, leadership and partnerships to build capacity for strong public

health policy, programs, systems and practices.

PHI manages $100M

in annual funding for

over 200 programs.

Funders include the

Federal, State, and

Local government,

Foundations,

Universities, and

Other.

PHI’s financial model is based on a

federally approved indirect cost rate.

PeopleSoft Financials

9.2 (June 2016)

ePro, PO, AP

GM, PC, CA

AR, BI

GL, KK

EX

PeopleSoft HRMS 9.2

(soon!)

PeopleTools 8.53.18

SQL Server 2008

Applications PeopleTools

Various reconciliation are performed to ensure

transactions are properly recorded in each

module:

Submodule Reconciliation (PC, AP, EX, AR)

Expenses = Revenue

KK (e.g. GL to KK, PC to KK for Budgets)

Unbilled A/R

Deferred Revenue

Determine Scope

Identify Variances at Summary Level

Identify Cause of Variances

Determine How to Correct Existing Errors

Determine How to Prevent Future Errors

Visit http://spearmc.com/insights/ for a detailed

example of PC to GL reconciliation

http://spearmc.com/insights/

http://spearmc.com/insights/

Goal: One-stop-shop for reconciliation errors

and a conciliated work area for monitoring

billing status, month end close, and performing

PC to GL reconciliation

With the WorkCenter intended as Phase II, at

go-live started with queries to identify errors and

work to be completed

Queries and business process tweaked and

enhanced after go-live

Then WorkCenter created using both queries

and delivered links

Main Set Up Exception Query

PC to GL Recon Summary

PC to GL Recon Drill to Journal Detail

Account to An Type validation

Sub-account reconciliation

Field Validation Framework Expansion to

Component pages (Roadmap)

WorkCenter Set Up

Other Tools

Taking it Global

Fred Hutchinson Cancer Research

Center Upgrading PeopleSoft Grants v9.0 to v9.2


Overview

How Fred Hutchinson Cancer Research Center

along with their implementation partner, SpearMC

Consulting, managed its Grants upgrade from

v9.0 to v9.2


Agenda

Organizational Overview

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

22

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


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

Applications

Technical Upgrade

Refresher


Upgrade Process

FHCRC Environment and

Upgrade Process

View 2003 to Current

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 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.

o Simplify Commitment Control and reduce errors

o Implement Combination Edits

o Utilize Project status to control and manage transactions

o 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.

©2014 Fred Hutchinson Cancer Research Center

Business & Application Scope


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


# 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


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

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

Go Live 3/21 (two month extension on original timeline)

Some de-customization. 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

Timeline – Scope – Resources

Beware swapping out tires on a moving car!

“Reduction” of Customizations

Project Management Lessons

Learned (Cont.)

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”

THANK YOU!

Jessica Mann

Practice Director

SpearMC Consulting

[email protected]

E-mail: [email protected]

Marcus Bode

Managing Director

SpearMC Consulting

E-mail: [email protected]

This presentation is available

for download from the

Conference site at

https://www.heug.org/page

/us-alliance-conference-files

Note: Sessions from previous HEUG

conferences are also available.

a magical grants workcenter · 2017-07-13 · project management lessons learned (cont.) change...

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