grants understanding

. . . . . .. . . .

. . . . . . . . . .

State of Oklahoma

PeopleSoft State-Wide

Phase II Demonstration

Wednesday, October 17, 2007

Concourse Theatre,

2401 N Lincoln Blvd

Oklahoma City, Oklahoma.

. . . . . . .. . .

Table of Content (Sections)

1. Presentation

1. Project Costing Slide 8

3. Grants Management Slide 15

2. Contract & Billing Slide 23

4. Revenue & Cash Slide 37

2. Terms and Definitions 3. SF-242 Application for Federal Assistance (Example)

4. SF-242A BUDGET INFORMATION - Non-

Construction Programs (Example)

10/17/2007 PRESENTATION

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PeopleSoft State-Wide Phase II Demonstration

Wednesday, October 17, 2007Concourse Theatre, 2401 N Lincoln BlvdOklahoma City, OK.

PLEASE SIGN IN


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Purpose of this Demonstration

• Purpose is to inform state agency personnel about PeopleSoft delivered functionality in the Phase II modules through a high-level demonstration of the online features using a beta agency as the model with base line configuration.

• The content of the demonstration should provide agencies with enough information to determine their level of involvement in Phase II modules and identify areas where software functionality matches or is similar to their current business process


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PeopleSoft State -Wide Phase II Demonstration – Agenda Wednesday, October 17 2007

Concourse Theatre, 2401 N Lincoln Blvd 9:00am – 9:10 – Kickoff, Introductions and Housekeeping 9:10am – 9:50am – Project Costing – general overview of Project Costing functionality including creation, budgeting, cost collection and billing 9:50am – 10:20am – Contract Billing – overview of Rate-Based and Fixed Fee billing, including demonstration of rate-based 10:20am – 10:30am – Break 10:30am – 11:20am – Grants Administration – overview of Grant Proposal and Award including Grant Draw functionality 11:20am -11:40am – Accounts Receivable and Cash – general overview of Receivables Items and Cash Application process 11:40am – 12:00pm – Questions & Answers


4

4

INTRODUCTION

• Brenda Bolander – State Comptroller• Michael Grisser, CORE Project Manager

• Brent Benn, Local People, LLC. (Presenter)

• James Bresemann, DEQ Project Lead


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HOUSE KEEPING

• Bathrooms – Out the Doors and to the right (east of the

theater).

• Please do not bring food or drinks into the theater. Thank you.

• Questions: Please hold all question for the Q&A at the end of the Demonstration.


6

6

Introduction of the Four Sections of thePeopleSoft Phase Two Demonstration

4. Revenue & Cash2. Contract & Billing

3. Grants Management1. Project Costing


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7

PeopleSoft Phase II Integration Model


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8

Four Sections of thePeopleSoft Phase Two Project




9

9

Project Costing Integration Model - A Closer Look -


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10

Project Costing

Business Unit

(PCBU)

Project

ID 1

Project

ID 2

Project

ID 3 - n

Dynamic Value -

Agency Defined within

their Business Unit

Dynamic Value - Agency

Defined within each

Project ID

Activity

ID 1

Activity

ID 2

Activity

ID 3 ~ n

Source

Type

Source

Category

Source

SubCategory

All Static Values - Agency

Defined within their

Business Unit

Project Costing Functional Model

All Project Chartfields available on

PeopleSoft Distribution Line

Salary and Expenditure tracking available

at all levels

Project Budgeting available at all levels

Pre-encumbrance, Encumbrance and

Expenditure tracking available at all levels

Billing and Revenue tracking available at all

levels

`

Static Value - Agency

Business Unit


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11

PeopleSoft Project Costing Process & Features- Transactions -

• Analysis Types • BUD = Budget• REQ = Requisition• COM = Purchase Order• ACT = Actual Expenditure• PAY = Payroll• BIL = Billable• BLD = Billed• GLE = General Ledger• CV1 = Budget History 1• CVx = Budget History x

• Revenue Collection– Billing– Revenue

• Cost Collection – Requisitions – Purchase Order Payables – Time & Labor – General Ledger – Inventory

Describes The Nature of Project

Dollars.


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12

PeopleSoft Project Costing Process & Features- Creating and Budgeting a Project -

• Create a Project– Project Creation (Navigation: Project Costing >Project Definitions > General

Information)

– Team (Navigation: Project Costing >Project Definitions > Team)

– Status (Navigation: Project Costing >Project Definitions > Status)

• Create Activity for a Project (by default the Activity is assigned to a Project.)

– Project Activity (Navigation: Project Costing >Activity Definitions > Project Activity)

– General Information (Navigation: Project Costing >Activity Definitions > General Information)

– Team (Navigation: Project Costing >Activity Definitions > Team)

– Status (Navigation: Project Costing > Activity Definitions > Status)

• Create Project Budgets– Budget Plan (Navigation: Project Costing >Budgeting > Budget Plan)

– Budget Detail (Navigation: Project Costing >Budgeting > Budget Plan)


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PeopleSoft Project Costing Process & Features- REPORTING -

• Interactive Report– Budget vs. Actual– Flexible Analysis


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• Demonstrate PeopleSoft Project Costing


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PeopleSoft Contract & Billing Model- A Closer Look -


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PeopleSoft Contract & Billing Process & Features

- CUSTOMER CONTRACTS -

• Type of Billing– Rate Based Billing (Reimbursements; AKA “As-Incurred”)

– Fixed Fee Billing (Milestone, % Complete, Date, Recurring)

• Products (you bill by products)

– Flexible Pricing Structure– Accounting By Products

• Billing Limits – By

• Contract Line Or

• Project and/or Activity ID Or

• Project Costing Chatfield


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18


- RATE BASE BILLING -

• Pricing Engine – Rate Template

• Allows expenditures and personnel costs to be billed.

– Project OR Activity ID Based– Rate Template Stored at the Activity ID


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- RATE BASED BILLING -

• Manager Transaction Review (Navigation: Project Costing > Interactive Reports > Manager Transaction Review)

“…for Review & Approving ‘billing activity’ after pricing and prior to Billing.”

• Contracts Integration with Billing– Schedule Rate Based Billing– Review billing Interface tables

– Run billing interface– Review the Billing Worksheet (review, approve and release billing to invoice)

– Finalize Invoice– Load Invoices to Accounts Receivable

SIDE LINE: All of this can be batched at night


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Projects to Billing Integration


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21


- UPDATING -

• Customer Contracts– Reflect Invoice activity on the contract.

• Projects Costing– Reflects Invoice activity within Project Costing

(Analysis Type “BLD”).


22

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• Demonstrate PeopleSoft Contract & Billing


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23





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PeopleSoft Grants Management Model- A Closer Look -


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25


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PeopleSoft Grants Management Process & Features-1st Look -

• Create a Proposal (Maintain Proposal Menu)

– Proposal Tab 1. Title

2. PI (Principle Investigator)3. Sponsor

4. CFDA

5. Grant Dates (Start & Finish)

– Project ID (Can have multiple Program/Project/Set-Aside)1. Title

2. Dept: (Department ID)

3. Subdivision4. Institution

– Other Options1. Sub-recipient: (Resources Tab)

2. Certifications: (Certification Tab)3. Attachment: (Attachment Tab)


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– Grant Budget (by project)

1. Budget ID (Navigations: Grants > Proposal > Maintain Proposal) which maps to “Project Activity ID”).

2. Budget by Category (Navigations: Grants > Proposal > Enter Budget Detail)

PeopleSoft Grants Management Process & Features

-Prepare Grants Budgeting -


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-Cost Sharing & Indirect Cost-

• Cost Sharing– PS does track Sponsoring and Agency Match separately.– Cost Sharing is stored at the Budget ID or Cost Category Level. – Unique Analysis Type used to Track the Matching.

• InDirect Cost (A.K.A; F&A [Facilities and Administration]; IDC; )– Multiple “IDC rates” Per Grant. – “IDC rates” are stored at Project-Activity ID Level.– “IDC rates” are applied to Cost Categories.

• Use any Chartfield to define; the tree can be defined by any one Chartfield.


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Indirect Cost Model


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PeopleSoft Grants Management Process & Features- Grant Award -

• Proposal Submission 1. Proposal can be approved through “Workflow” before submitting. 2. Print proposal forms.

– SF-424 or others.

• Proposal Award (Navigation: Grants > Proposal > Generate Award)

1. Pre-Award Spending Supported.– Allow Spending Against Funded Project Prior to Grant Award.– Only once…

2. Grant Approved – The “Generate Button” creates all the contracts and project costing set-up!!!– Does Not Transitions the Budgets… That is done in “Finalizing Grants Budgets”.


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PeopleSoft Grants Management Process & Features- Finalize Grant Budgeting -

• Budget Finalization Process is separate from the Grants Award Process.

• Modifications to Grant Budget are can be done prior to Finalization.

• Once the “Finalized Button” is pushed the Grants Budget becomes a finalized Project Budget.


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• Interactive Report– Project Forecast– Project Variance


- Reporting -


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PeopleSoft Grants Management Process & Features- Grant Contract -

• Contract is created by the Proposal Award Process and resides in Contract Management Module.

• Grant Product defined for “Rate Based Billing”. (Cost

Reimbursement).

• Prepare Bill Plan and Revenue Plan for each contract Line.

• “Draw (Billing) Limits” by Contract Lines (Project or Set-aside)

AND/OR by Cost Category.• Letter of Credit (LOC)

– LOC Function consist of Letter of Credit ID and Letter of CreditDoc ID. Letter of Credit Doc ID is a sub-set of the Letter of Credit ID.


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• Manager Transaction Review (Navigation: Project Costing > Interactive Reports > Manager Transaction Review)

“…for Review & Approving ‘billing activity’ after pricing and prior to Billing.”

• Contracts Integration with Billing– Schedule Rate Base Billing– Review billing Interface tables

– Run billing interface

– Review the Billing Worksheet by LOC ID & LOC DOC ID (review, approve and release billing to invoice)

– Finalize Invoice

– Load Invoices to Accounts Receivable

PeopleSoft Grants Management Process & Features- Grant Draw (Billing) –

(See Slide 19; Generally the Same with consideration of LOC.)

The Difference


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PeopleSoft Grants Management Model- A quick review -


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• Demonstrate PeopleSoft Grants Management


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PeopleSoft Revenue & Cash Model- A Closer Look -

Project

Costing

Payables

Module

Purchasing

Module

Requisitions

&

PO’s

Expenditures

Contracts

Module

General

Ledger

Module

Accounting

Entries

Billing

ModuleRate

Based Billing

Receivables

ModuleInvoices

Accounting Entries

Labor

Distribution

Accounting

Entries

Customer &

Fixed Fee Billing

Accounting Entries

Accounting

Entries

Vendor Refunds

Project Revenue

Phase I

Phase IITime &

Labor


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PeopleSoft Revenue & Cash Process - Invoices -

• Invoices1. Pending Items

– Online Items (Ad-Hoc Invoices)– External Items (From other Modules)

– Created in Groups with Control totals and Invoice details

– Groups are a batch of Invoice details including accounting entries.

– Groups are posted to customer accounts by running “AR Update” process.


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PeopleSoft Revenue & Cash Process - Payments -

• Payments1. Online Payments – Deposits Ticket… (Applies to

Invoice elsewhere.)– Deposit ID by

– Deposit ID Elements (Grouping of Payments)

– Bank Account

– Control Totals

– Count of Payments

– Customer’s Payment Elements (Detail of each payment)

2. Electronic Payments– Lock Box


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PeopleSoft Revenue & Cash Process - Apply Payments -

• Apply Payments

1. Payments Applied through– “Payment Predictor” OR

– PeopleSoft Cash Application Engine.

– Online through a worksheet. (Presenting on-line Process)

2. Apply Through Worksheet– Manually apply open items to deposits.– Post Paid Items to Customer Account.


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PeopleSoft Revenue & Cash Process - Aging Reports -

• Aging Reports1. Update Aging by running “Aging Processor”.

(Navigation: AR > Receivable Analysis > Aging > Request Aging Process)

2. Review Customer Aging Balance. (Navigation: AR > Customer Accounts > Customer Information > Customer Aging)


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• Demonstrate PeopleSoft Revenue & Cash


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- REVIEW –Four Sections of the

PeopleSoft Phase Two Demonstration




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- REVIEW -PeopleSoft Phase II Integration Model


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Questions &

Answers

PeopleSoft Financials Phase II State-Wide Demonstration Terms & Definitions

Terms & Definitions 1

Terms & Definitions The following terms and definitions describe the major functional areas within the four business process areas below. These terms are not inclusive of all functionality provided within the Phase II PeopleSoft modules, but should provide a basic outline of features and processes supported by these modules. The numbering scheme below – including formatting - is intended to provide a representation of the hierarchal design within each business process area. For example, Grant Proposal (1.) is located “above” the Project ID (1.1) in the Grants Administration design model. I. Project Costing II. Grants Administration III. Customer Contract & Billing IV. Revenue and Cash



I. Project Costing

1. Project Creation – represents agency initiative or effort (also a chartfield) a. Project Type – used to group similar projects together b. Integration Template – defines which business units in other modules a

project can integrate with c. Percent Complete – calculation to define percent complete using budgeted vs.

spent dollars d. Project Manager – resource responsible for management of a Project e. Location – physical location of the project f. Phases – define phases of the project and track begin and end dates of the

phase as well as status g. Approval – design project approval workflow based on Project Events (i.e.

change in project status from pending to approved) h. User Fields – agency defined character, number and date fields i. Attachments – project file attachments j. Asset Integration Rules – define how Project related capital assets are

structured when integrating with Asset Management module. k. Budget Alerts – define alerts when project expenditures approach budget l. Project Manager and Team – agency resources assigned to the project by

Project Role m. Project Status – define the status of the project. Change in Project Status can

be controlled by workflow

1.1. Activity Creation – represents a sub-set of a Project ID (also a chartfield) a. Activity Type – used to group similar activities b. Activity Owner – agency resource assigned to the activity c. User Fields - agency defined character, number and date fields d. Location – Physical Location of Activity e. Attachments – Activity file attachments f. Rates – allow project costs to be billed (rate templates) g. Budget Alerts - define alerts when activity expenditures approach budget h. Asset Integration Rules - define how Activity related capital assets are

structured when integrating with Asset Management module. i. Activity Team - agency resources assigned to the activity j. Activity Status - define the status of the activity

2. Project Budget Plan – creating header type information for a Project Budget a. Budget Calendar – define budget amounts by period (i.e. monthly, yearly,

etc.) 2.1. Project Budget Detail

a. Budget by Activity – distribute Project budget dollars across Activities b. Budget Items – create project budgets by category, with all available

Project Costing chartfields.



3. Source Type – first of three Project Costing Chartfields found on distribution line.

All project related amounts can be tracked at this level (budget, costs, revenue). 4. Source Category – second of three Project Costing Chartfields found on

distribution line 5. Source Subcategory - third of three Project Costing Chartfields found on

distribution line 6. Analysis Types – describes the type or nature of a Project Costing Transaction 7. Analysis Groups – used to group Analysis Types together for reporting and on-

line functionality. 8. Distribution Line – distribution line will now include 6 new Project Costing

chartfields by which additional detail can be captured. 9. Rate Template – used in Pricing Engine to create billable rows (or other analysis

types) from project related costs 10. Cost Collection – collecting project costs from Purchasing, Payables, Time and

Labor, General Ledger and Inventory 11. Revenue Collection – collecting project billing, contract revenue and revenue

adjustments



II. Grants Administration: 1. Grant Proposal – creating an application to acquire grant funding

a. Professionals – agency personnel responsible for administration of grant proposal

b. Sponsors – grant funding source c. CFDA – predefined CFDA numbers

1.1. Project ID – agency program or initiative funded by grant dollars (a.k.a. set

aside) a. Departments – department associated with grant funded project (uses

Department ID chartfield) b. Institution – state agency c. Sub-recipients – entity receiving grant flow thru dollars d. Location – physical location of project or initiative e. Reports – agency defined grant reporting requirements f. Attachments – file attachments g. Certifications – agency defined data elements h. Keywords – agency defined data elements

1.1.1. Budget ID’s – represents budget centers within a program or project

a. Indirect Cost – calculation of indirect cost amounts b. Budget Items – budgeting by category (salaries, equipment, etc.) c. Cost Share – define grant matching rules

2. Award Profile – contains Grant Proposal structure and values a. Milestones – agency defined milestones to be met during grant life-cycle b. Attributes – agency defined data elements c. Reference Award Number – data element attached to a Grant (grant number).

2.1. Projects – derived from Grant Proposal

a. Project Manager & Team – agency personnel working on grant funded project.

b. Project Phases – define various phases of grant c. Project Approvals – ability to approve project before being used d. User Defined Fields – agency defined data elements

2.1.1. Activity ID’s – copied from Budget ID’s

a. Indirect Cost Rates – holds indirect cost rates for the program b. Location – physical location of Activity c. Attachments – file attachments d. User Defined Fields – free forms fields

3. Contract Definition (Header) – defines funding Sponsor and Draw parameters a. Contract Status – defines when contract is available for use



b. Billing Options – defines draw parameters (Letter of Credit)

3.1. Contract Lines – defines reimbursable Product, Accounting and Project Costing links

a. Grant Projects and Activities � Draw Limits – can be done by Project Costing chartfield.

b. Letter of Credit Doc ID – defines LOC for an entire Grant or one Project in a Grant

c. Bill Plans – define the billing flow as rate-based (i.e. cost reimbursement) d. Revenue Plans – define how the revenue will be recognized

4. Indirect Costs (F&A) – ability to apply indirect cost rates to defined cost categories using multiple indirect cost rates

5. Matching Grants (Cost Sharing) – provides the ability to track sponsor funded and

agency match amounts separately by Analysis Type

6. Sponsor Forms – forms used for Grant Applications (SF-242, etc.)



III. Customer Contracts and Billing

1. Contract Header – defines general operational properties an agency has with a customer or sponsor a. Contract Type – allows grouping of similar contracts b. Contract Status – defines disposition of Contract and indicates ability to use 1.1. Contract Lines – define details of how revenue will be generated from

customer or sponsor a. Rate Based Billing – bills created from a variable stream of data

including cost reimbursement billing (uses Project Costing) b. Amount Based (Fixed Fee) Billing – bills created from a fixed amount

including periodic fixed fees (can be based on milestones, percentages or dates)

c. Products – represents a type of goods or service that is offered to a customer. Products can have attributes like pricing structure, tax parameters and accounting information.

d. Product Group – used to group similar Products together. e. Bill Plans – defines how and when bills are created for contract lines. f. Revenue Plans – enables flexible recognition of revenue from contracts

2. Project Costing Manager Transaction View – allows managers to view costs and

approve before billing for rate based-transactions. 3. Schedule Contract Billing (rate-based) – process to bring Contract and/or Project

billing data from those modules into the Billing Module. 4. Billing Interface Tables – staging table between Contracts/Project Costing and the

Billing module that edits bill data for accuracy. 5. Billing Worksheet – allows a user to view a “temporary” bill for accuracy and

make changes, delete or defer. 6. Bills – the final stop before a bill is finalized into an Invoice that is ready for

delivery to the Customer. 7. Invoice Finalization – process of finalizing a bill for presentation to a Customer or

Sponsor.



IV. Revenue and Cash

1. Pending Items – represent open invoices created from various sources a. On-line – entered in Groups, these Pending Items are created on-line in

Accounts Receivable. b. External - stored in Groups, these Pending Items are created from an interface

to AR (from Billing).

2. Payments – represent payments from customers a. On-Line – payments or deposits entered on-line thru Accounts Receivable b. Electronic Payments – payments received thru an external electronic method c. Apply Payments – the process of applying payments to open items thru on-

line method or payment predictor d. Payment Worksheet – the mechanism for applying payments to open items

thru on-line pages.

3. Maintenance Worksheet – mechanism used to for offsetting, writing-off, or adjusting posted items.

4. Direct Debits – allows the vendor to collect payment for goods and services directly from the customer’s bank account using EFT.

5. Payment Predictor – the automatic cash application process in Accounts Receivable.

6. Customer – an entity that provides revenue or funding to the agency (also Grant Sponsor)

7. AR Specialist – Resource assigned to manage customer disputed items 8. Collector - Individual assigned to a customer or item to manage collections. 9. Entry Type - ID that identifies the type of activity, such as an invoice or paying an

item. 10. Entry Reason - The reason that is associated with an item that defines which

accounting entries to generate and can be used for reporting purposes 11. Payment ID - Identifier for the payment. If the payment ID is on an item page, it

is the ID of the payment that paid for the item. 12. Receivables Update – process used to update Customer Accounts with receivable

activity (items and payments)

OMB Number: 4040-0004

Expiration Date: 01/31/2009

Application for Federal Assistance SF-424 Version 02

* If Revision, select appropriate letter(s)

*1. Type of Submission:

Preapplication

Application

Changed/Corrected Application

*2. Type of Application

New

Continuation

Revision

*Other (Specify)

3. Date Received : 4. Applicant Identifier:

5a. Federal Entity Identifier:

*5b. Federal Award Identifier:

State Use Only:

6. Date Received by State: 7. State Application Identifier:

8. APPLICANT INFORMATION:

*a. Legal Name: DEPARTMENT OF ENVIRONMENTAL QUALITY

*b. Employer/Taxpayer Identification Number (EIN/TIN):

736017987

*c. Organizational DUNS:

933601569

d. Address:

*Street 1: P.O. Box 1677

Street 2: 707 North Robinson

*City: Oklahoma City

County: Oklahoma

*State: Oklahoma

Province:

*Country: USA

*Zip / Postal Code 73101.1677

e. Organizational Unit:

Department Name:

Water Quality Division

Division Name:

Water Quality Division

f. Name and contact information of person to be c ontacted on matters involving this application:

Prefix: Mr. *First Name: James

Middle Name: N.

*Last Name: Breseman

Suffix:

Title: Division Director

Organizational Affiliation:

*Telephone Number: 405.702.7149 Fax Number: 405.702.7101

*Email: [email protected]




*9. Type of Applicant 1: Select Applicant Type:

A.State Government

Type of Applicant 2: Select Applicant Type:

Type of Applicant 3: Select Applicant Type:

*Other (Specify)

*10 Name of Federal Agency:

Environmental Protection Agency

11. Catalog of Federal Domestic Assistance Number :

66.468

CFDA Title:

Capitalization Grants-State Revolving Fund

*12 Funding Opportunity Number :

*Title:

13. Competition Identification Number :

Title:

14. Areas Affected by Project (Cities, Counties, St ates, etc.):

States

*15. Descriptive Title of Applicant’s Project :

Drinking Water State Revolving Fund (DWSRF)




16. Congressional Districts Of:

*a. Applicant: Fifth *b. Program/Project: Statewide

17. Proposed Project :

*a. Start Date: 07.01.2007 *b. End Date: 6.30.2008

18. Estimated Funding ($):

430,700

*a. Federal

*b. Applicant

*c. State

*d. Local

*e. Other

*f. Program Income

*g. TOTAL 430,700

*19. Is Application Subject to Review By State Und er Executive Order 12372 Process?

a. This application was made available to the State under the Executive Order 12372 Process for review on 4.20.07

b. Program is subject to E.O. 12372 but has not been selected by the State for review.

c. Program is not covered by E. O. 12372

*20. Is the Applicant Delinquent On Any Federal De bt? (If “Yes”, provide explanation.)

Yes No

21. *By signing this application, I certify (1) to the statements contained in the list of certifications** and (2) that the statements herein are true, complete and accurate to the best of my knowledge. I also provide the required assurances** and agree to comply with any resulting terms if I accept an award. I am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties. (U. S. Code, Title 218, Section 1001)

** I AGREE

** The list of certifications and assurances, or an internet site where you may obtain this list, is contained in the announcement or agency specific instructions

Authorized Representative:

Prefix: Mr. *First Name: David

Middle Name: R.

*Last Name: Dyke

Suffix:

*Title: Director of Administrative Services

*Telephone Number: 405.702.7129 Fax Number: 405.702.7101

* Email: [email protected]

*Signature of Authorized Representative: *Date Signed:

Authorized for Local Reproduction Standard Form 424 (Revised 10/2005)

Prescribed by OMB Circular A-102




*Applicant Federal Debt Delinquency Explanation

The following should contain an explanation if the Applicant organization is delinquent of any Federal Debt.

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