Fit Gap Sessions

State of Kansas

BillingJanuary 2015

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Agenda● Introductions● Objectives● Schedule ● Fit Gap

– Global Enhancements with 9.2● Enterprise Search (Confirm the areas where it will be utilized)

– Business Process Deltas between 9.0 and 9.2 ● Online Review / Offline Review● Confirm new functionality that should be explored for system design

– Workflow ● If applicable – Confirm whether AWE or Virtual Approver will be used

– Interfaces● Retrofit / Eliminate

– Customizations● Retrofit / Eliminate

– Reports● Retrofit / Eliminate

– Security– Batch Schedule

● Discussion

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Introductions

● Name● Functional Area● Role

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Objectives

● Analyze the deltas between current Business processes and version 9.2.– Identify Gaps– Confirm Inventory of Interfaces, Customizations and Reports.

● Facilitate the next stage – Design and Configuration

● A list of potential post upgrade improvements requiring new or changed configuration and business process that cannot be implemented now due to upgrade constraints.

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Schedule

Date Time Topics

1/13/2015 9:00 AM – 12 PM Contracts/Billing Part 1

1/14/2015 9:00 AM – 12 PM Contracts/Billing Part 2

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Global Enhancements

● Oracle Secure Enterprise Search (SES)– Provides global search capabilities that enables the user to take

action from search results without navigating through the menus thereby increasing productivity

– SES is implemented through the PeopleSoft Search Framework. The PeopleSoft Search Framework replaces the Verity search engine and provides a standard method to create search indexes for PeopleSoft applications

– SES indexing is available in these areas of PS FSCM● Assets, Expenses, Journals, Payments, Procurement Contracts, Purchase

Orders, Receiving in Purchasing, Requisitions in Purchasing and eProcurement, Strategic Sourcing Events, Suppliers, Supplier Conversations, Vouchers

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Global Enhancements

● Secure Enterprise Search (SES) Expenses example

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Global Enhancements

● Secure Enterprise Search (SES) Expenses example

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Global Enhancements

● Pivot Grids– Based on PS Query results that display results in an Excel-like pivot

table, chart, or grid. ● Interactive analytical grids and charts

– Accessible through pagelets added to a users Home Page, Work Center and Dashboards

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Global Enhancements

Pivot Grid - View Data in 3 ways:● Grid only display

– Analytic grid with 3 axes: row, column and filter– Multilevel display and drag and drop

● Chart only display– Grid and Chart uses data retrieved, populates chart display

● Grid and Chart– Drill down on chart to display details– Drill out option to return to original state

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Global Enhancements

● Pivot Grids (continued)

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Global Enhancements

● Embedded Help– Use Help Icon (?) – Explains how to perform a specific task– Message modal window can be moved

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Global Enhancements

● Accessible with Apple iPad and other tablet devices● Certified on Safari browser running IOS version 4.2 or later● Enables view to virtually all of the PS application pages● Use with mobile devices

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Discovery - Business Processes

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Discovery - Business Processes

● Create and Enter Customers and Contacts● Receive Bill Data● Enter Online Bills● Validate and Review Bills● Generate Invoices● Adjust Invoices● Load Accounts Receivable and General Ledger

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Business Processes – Deltas 9.0 vs 9.2

● Spreadsheet Import to Billing interface - The new Spreadsheet Invoice Upload process introduced in 9.1 allows the user to enter invoice data into an Excel spreadsheet and post it to the Billing Interface tables.

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Business Processes – Deltas 9.0 vs 9.2

● Billing Interface Mass Correction - Provides the ability for mass correction of specific interface errors for multiple billing lines.

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Business Processes – Deltas 9.0 vs 9.2

● Billing Interface Deletion – Allows the deletion of entire Interface ID for bills. The interface IDs to be deleted must have interface lines with system source as either BBI or blank, and not an internal interface source.

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Business Processes – Deltas 9.0 vs 9.2

● Billing WorkCenter – Streamlines billing tasks by providing power users a single place to perform a broad range of tasks without leaving the WorkCenter such as daily billing functions and exception alerts, monthly activities, and reporting.

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Business Processes – Deltas 9.0 vs 9.2

Billing WorkCenter ● Eliminates tedious navigation● Personalize work tasks by adding/removing delivered alerts, links,

reports● Personalize reports by adding your run control options for reports (Gear

icon). Run control parameters are userid specific.● Link to external sites ● Role based

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Business Processes – Deltas 9.0 vs 9.2

● Billing Manager Dashboard – A manager facing dashboard that will primarily contain analytics and summary view of the billing functions in the organization.

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Business Processes – Deltas 9.0 vs 9.2

● Billing Manager Dashboard (continued)

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Business Processes – Deltas 9.0 vs 9.2

● Billing Manager Dashboard (continued)

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Business Processes – Deltas 9.0 vs 9.2

● Billing Manager Dashboard (continued)

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Business Processes – Deltas 9.0 vs 9.2

● Email - A new invoice media option for email has been added. This option will differ from the existing media option of ‘Email Notification’, which emails a link to eBill Payment to view the invoice via self-service. The new email option will email an actual PDF of the invoice as an attachment.– BI Publisher invoice format is required– Uses the email address of the Customer Contact designated as the Primary Bill To– WorkCenter Email Errors: Click this link to display a list of invoices where the delivery

method is Email Invoice as Attachment and the email was not successful.

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Business Processes – Deltas 9.0 vs 9.2

● Pro forma Invoice - Provide users the ability to render a pro forma invoice online from the Standard Bill Entry, Express Bill Entry, Bill Summary, and Bill Inquiry components. – BI Publisher invoice format is required– The pro forma invoice can be printed without accessing the report manager – Access the Billing Installation page to enable online invoice rendering

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Business Processes – Deltas 9.0 vs 9.2

Invoice Form – ● PeopleSoft provides different methods for programming invoice forms, although BI

Publisher is Oracle Corporation's latest reporting technology. Many new features require this invoice format such as email invoice and online pro forma.

● The State of Kansas invoice forms are currently SQR for both consolidated invoices and non-consolidated invoices

● SQR - The SQR invoices combine data selection, processing and printing into a single, modular program. You can create and modify SQR invoices with any appropriate program editor or development environment. Data selection and processing are handled by queries; formatting and printing are handled by a report form.

● BI Publisher - A java-based reporting technology that can merge multiple data sources into a single output document. The BI Publisher invoices separate data selection and processing from formatting and printing. Data selection and processing are handled by Application Engine programs; formatting and printing are handled by report definitions or templates. Report templates can be modified using common desktop applications, such as Microsoft Word and Adobe Acrobat.

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Business Processes – Deltas 9.0 vs 9.2

● Enhanced Credit and Rebill – Approvals Workflow Framework for the approval of credits and re-bills created. This

configurable approval process allows credits and re-bills to be sent to users for approval and ensures that users with proper authority approve these items.

– Chartfield combination editing - Rebilled items now go through the ChartField combination editing process

– A new adjustment reason is required for both header and line level adjustments

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Workflow

● AWE (Approval Workflow Engine) replaces Virtual Approver● The State of Kansas does not currently use workflow in

Billing

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Interfaces

● FD_INF25 BI Inbound Invoice Interface – designed for agencies that have legacy billing applications but still want the SMART system to maintain this billing information and print the invoices related to those billings. A custom KS_INF30_BI_INTFC application engine will read data from

the agency interface file into SMART temporary tables. Interface not used and should be removed. Agencies can use new feature - Excel spreadsheet billing upload.

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Customizations

● BILDAR01.sqr - Load AR pending items (SOW) – Per Developer, this program has not been customized, use as

delivered.

● BILDGL01.sqr - Load GL accounting entries (SOW)– Per Developer, this program has not been customized, use as

delivered.

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Reports

● FD_BIPRNT00_Invoice Carry forward SQR invoice customizations or bring customizations to new BI Publisher invoice formats?– Delivered Crystal report that has been customized to include custom

header information:● Invoice Modification is for both Consolidated and Non-Consolidated Invoices● State of Kansas Seal● State of Kansas wording

– Modified invoice sqr/sqc:● kbiconp00.sqc● kbiivcpc.sqr● kbiivcpn.sqr● kbiivcsqr.sqc● kbiprtp00.sqc● kbisubp00.sqc● kbisubp01.sqc

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Security

● Current State – Custom Permission lists and Roles used – Row level security used – BU/SETID – Some security design changes will be needed during

system design

● This will be discussed separately with the State of Kansas security team

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Batch Schedule

● Changes to Batch schedule?

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Open Discussion & Questions