automating your internal billing with interunit …...inter-regional sub-recipeint billing solution...
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AU TO M AT I N G YO U R I N T E R N A L B I L L I N G W I T H I N T E R U N I T B I L L I N G, WO R K F LOW, A N D M A N AG E R T R A N S AC T I O N R E V I E W
SESSION 18134
June 20, 2018
PRESENTERS
J.D. Kuwica
Program Director, OneLink Optimization
Kaiser Permanente
jeffrey.d.kuwica@kp.org
Jessica Mann
Practice Director, Grants Management
SpearMC Consulting
jessica.mann@spearmc.com
25 years – PeopleSoft Experience (FCM since r2.2)
Business Architect role at McDonnell Douglas/Boeing, Verizon Wireless, Countrywide Financials and KP
17 Years – PeopleSoft Consulting Experience
15 Years – Specialization in Grants Management
Grants, Project Costing, Contracts, Billing, Accounts Receivable, Commitment Control
# of Employees: 208,975
# of Physicians: 21,275
# of Hospitals: 39
Operational Rev: $72.7 billion
Annual Grants Fund.: $270M
Grants Programs: over 2500
KAISER PERMANENTE & ORACLE
Go-Live: PS 8.9 in Aug 2014
PeopleSoft Ver.: 9.2 Image 24
PeopleSoft Tools: 8.55.16
Modules: AP, AM, AR, BI, CA,
CM, EM, EX, GL, IN, KK, LA,
PC, PO, PV, SP, SS
▪ PeopleSoft FSCM, HCM, SCM, Grants Healthcare Research
▪ PeopleSoft Hosting on Oracle Cloud Infrastructure
▪ PeopleSoft & Tools Training
▪ Testing as a Service
▪ PeopleSoft Reseller since 2008
▪ PTF and Test Automation
▪ Oracle Hyperion and PBCS
▪ Oracle Business Intelligence
▪ PeopleSoft Managed Services
About Us
Founded in 2004, SpearMC specializes in:
▪ Labor Cost Distribution for Funded Research
▪ Transfer Pricing Agreements
▪ Effort Reporting for Grants
▪ Custom Financials Mapper for Growth and Acquisitions
▪ Billing Integration with Epic, Cerner, Kaufman Hall
▪ Hyperion Planning and PBCS integration with PeopleSoft
▪ PeopleSoft Clear Benefits
Focus on HealthcareSpearMC offers products and services that compliment and support Oracle applications.
2017 and 2018 HIUG Finance Community Sponsor
OVERVIEW
Like many healthcare organizations, Kaiser Permanente (KP) has various types of internal billings. It is common for one Grants Region at KP to sub-contract with another Region to perform a portion of an award. In addition, Projects and Grants can be funded from internal sources. As the number of KP regions grows and the volume of inter-regional sub-recipient billing and internal customer billing increases, it became important for KP to automate these types of approvals and billings.
AGENDA - PART 1
INTER-REGIONAL SUB-RECIPEINT BILLING SOLUTION USING INTER-UNIT BILLING AND BILLING INVOICE APPROVAL WORKFLOW
1. OVERVIEW
2. GOAL
3. SOLUTION OVERVIEW
4. CONFIGURATION
5. CHALLENGES/LESSONS LEARNED
AGENDA - PART 2
INTERNAL CUSTOMER BILLING SOLUTION USING MANAGER TRANSACTION REVIEW
1. OVERVIEW
2. GOAL
3. SOLUTION OVERVIEW
4. CONFIGURATION
5. CHALLENGES & LESSONS LEARNED
INTER-REGIONAL SUB-RECIPIENT BILLING (ISB)
OVERVIEW & GOALS
ISB OVERVIEW
It is common for the recipient of Federal Grants to
engage sub-recipients to perform some of the work. KP
Research Institutes (Prime) collaborates with other KP
regions (Sub) to carry out a large amount of the research
work.
Since both Prime and Sub KP Research Institutes entities
incur expense, it is appropriate that both recognize
revenue and expense. However, expense incurred by the
Prime paying the internal Sub should eliminate with the
revenue recognized by the Sub.
ISB GOALS
• Eliminate the process of printing and depositing of
checks to KP entities
• Continue to allow revenue to be recognized on both
sub and prime's GL (eliminated in consolidations)
• Eliminate inter-regional revenue and expense
consolidations timing issues
• Do not book anything to Prime's GLBU until the invoices
is approved by the prime
• Standardize business process and accounting as much
as possible across Grants Business Units (some of which
are not using GM/PC/CA/BI)
ISB SOLUTION OVERVIEW
• InterUnit Billing with Supplemental Data with a few
minor customizations
• IU Billing uses AP/AR Netting to eliminate paper checks
• Billing Invoice Approval and Invoice Supporting
Documents
• Custom approval page (to meet security requirements)
• Invoice approval eliminate timing delays in Eliminations
• Billing Spreadsheet Upload for KP Regions not yet
using GM/PC/CA/BI
• Revenue Reclass allocation to reclass revenue to inter-
regional at the time of billing (uses custom view)
• Eliminates manual accruals of Revenue
Go Live:
7/18/2018
ISB ACCOUNTING
ISB ACCOUNTING
INTER-REGIONAL SUB-RECIPEINT BILLING (ISB)
CUSTOMIZATION - IU
BILLING APPROVAL
ISB PROPOSAL
ISB PROPOSAL
Created new view which
allows the selection of IU
Grants Customers
ISB PROPOSAL
Created new Inter-regional Sub-recipient
Products to default a new Bill Type (used in
Billing Workflow and defaults specific
Invoice Numbering format)
ISB GENERATE AWARD
Customized the Generate Award
process to allow creating a Contract
for an InterUnit Customer when the
Contract Classification is Standard
ISB CONTRACT
Customized Contracts to allow saving
a Contract with an InterUnit Customer
on the Contracts Billing Options page
when the Contract Classification is not
Internal
ISB SUPPLEMENTAL DATA
Using Delivered Contract Line Supplemental to
store the Prime ChartField info to be charged.
In Scope Prime Example
Out of Scope Prime Example
ISB BILLING UPLOAD
Simplified the Billing Upload to minimize the
entry required by the end users and automates
the accounting distribution.
ISB BILLING UPLOAD
ISB APPROVAL ROUTING
Workflow Step (sequential) Skip Select
FDA
CO GA NCAL WA HI NW SCAL
Project Team - GM Y N X
Project Team - (1) PID, (2), PM, (3) PI Y N X X X
Project Team - PM Y N X
Billing Invoice Approver (Role) N Y X X X X X X
Billing Invoice Approver (Role) and Project Team –
GM
N Y X
FDA Approver (selected by Billing Invoice Approver) N N X X X X X X X
ISB DELIVERED APPROVAL PAGE
ISB DELIVERED APPROVAL PAGE
ISB WORKLIST
ISB CUSTOM APPROVAL PAGE
Fiscal Approver look up
validates based on Prime
ChartFields and Invoice
Total against existing
custom FDA tables
ISB CUSTOM APPROVAL PAGE
ChartFields displayed is dynamic
based on Supplemental Data
Configuration
ISB CUSTOM APPROVAL PAGE
ISB CUSTOM APPROVAL PAGE
ISB CUSTOM APPROVAL PAGE
ISB CUSTOM APPROVAL PAGE
ISB WORKLIST
ISB CUSTOM APPROVAL PAGE
ISB CUSTOM APPROVAL PAGE
INTER-REGIONAL SUB-RECIPEINT BILLING (ISB)
CONFIGURATION - IU
BILLING
SUPPLIER
CUSTOMER
INVOICE NUMBERING ID
BILL BY ID
BILL PLAN DEFAULT TEMPLATE
PRODUCT
PRODUCT RATE DEFAULTS
SYSTEM TRANSACTION MAP
ANALYSIS TYPE/ANALYSIS GROUP
ACCOUNTING RULES
ACCOUNTING RULES
INTERUNIT PAIRS
ACCOUNT
DEPOSIT TYPE
BANK
BANK BRANCH
BANK ACCOUNT
BILLING DEFINITION
SUPPLEMENTAL DATA
ALLOCATION STEP/GROUP
ALLOCATION STEP/GROUP
INTER-REGIONAL SUB-RECIPIENT BILLING (ISB)
CONFIGURATION –
BILLING APPROVAL
WORKFLOW
BILLING DEFINITION
APPROVAL PROCESS DEFINITION
USER LIST DEFINITION
USER LIST DEFINITION
INTER-REGIONAL SUB-RECIPIENT BILLING (ISB)
CHALLENGES AND
LESSIONED LEARNED
ISB CHALLENGES & LESSONS LEARNED
• Needed Image 24 for Billing Approval for Worksheets
and Contracts Supplemental Data
• Competing requirements for revenue
• Lengthy and integrated approval and testing process
• Billing Spreadsheet Upload Challenges
INTERNAL CUSTOMER BILLING (ICB) OVERVIEW & GOALS
ICB OVERVIEW
Internally funded projects are projects which are funded
by entities within Kaiser Permanente. While an award is
issued and invoices are created, no revenue is recorded
for the work performed on these projects, instead costs
are reimbursed by transferring the costs to the entity
providing the funds using an expense accounts.
ICB GOALS
• Automate cost reimbursement
• Simplify the billing/approval process
• Standardize business process and accounting as much
as possible across Grants Business Units (some of which
are not yet using GM/PC/CA/BI)
ICB SOLUTION OVERVIEW
• Manager Transaction Review and Accounting Rules with
custom security
• New view and queries for project review/approval
reporting
Go Live:
4/11/2018
ICB SOLUTION OVERVIEW
ICB SOLUTION OVERVIEW
GLBU/Affiliate,
Department and Location
for the KP Sponsor
• Who will be funding
the project
• Who is being charged
ICB SOLUTION OVERVIEWGLBU on the
transaction
GLBU on
the Project
Organizati
on =
• Who
will be
funding
the
project
• Who is
being
charged
INTERNAL CUSTOMER BILLING (ICB) CONFIGURATION
INSTALLATION OPTIONS
PROJECT TYPES
ANALYSIS TYPES/GROUPS
RATE SETS
ACCOUNT/COMBO EDITS
ACCOUNTING RULES
ACCOUNTING RULES
REVENUE/BILLING PLAN TEMPLATES
PRODUCTS
PRODUCT RATE DEFAULTS
PRODUCT TYPE SECURITY
PRODUCT TYPE STATUS PATH
INTERNAL CUSTOMER BILLING (ICB) CHALLENGES AND
LESSIONED LEARNED
ICB CHALLENGES & LESSONS LEARNED
• Manager Transaction Review limitations
• Unapprove bug
• F&A
• Transaction Adjustment
• Project Excel to CI upload
• PC Business Units with PCBU/Project/Activity optional
needing to be trained to enter Activity ID
• Update for new SetID required updates to queries not
joining to TableSet Control
CONCLUDING THOUGHTS ANY QUESTIONS?
QUESTIONS?
PRESENTERS
ALL INTERACT PRESENTATIONS WILL BE AVAILABLE FOR DOWNLOAD FROM THE CONFERENCE SITE
Presenter Title Company Email
J.D. Kuwica Business Architect,
OneLink Program
Kaiser Permanente jeffrey.d.kuwica@kp.org
Jessica Mann Practice Director –
Grants Management
SpearMC
Consulting
jessica.mann@spearmc.com
THANK YOU!
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