Fit Gap Sessions

State of Kansas

Customer ContractsJanuary 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 9:00AM – 12 PM Customer Contracts

1/14/2015 9:00AM – 12 PM Billing

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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

● Example

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Global Enhancements

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Global Enhancements

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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

● 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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Business Processes

● Create/Update Contract – Pain Points?

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Business Processes

● Deltas 9.0 vs 9.2

Business Process Feature

Create/Update Contract

Change Sold To Customer - Users will be able to change the Sold To Customer on pending contracts. This flexibility eliminates the re-keying of data that is typically required in situations when business needs dictate that the customer associated with a pending contract needs to change.

Create/Update Contract

Reopen Completed Revenue and Billing Plans - Users can now reopen bill plans and revenue plans, associated to rate based contract lines, after they have been marked as complete. For rate-based contract lines, this offers contract administrators the option to very easily bill and recognize revenue for project transactions that arrived late.

Create/Update Contract

Related Action Framework/Related Content - Users can now view a contract’s Billing Plans’ and Revenue Plans’ Descriptions and Plan IDs throughout the PeopleSoft Contracts application and they can readily access and update Bill Plans, Revenue Plans and Contract Terms through the use of the PeopleSoft Related Action Framework and Related Content which decreases the time spent locating pertinent information and helps avoid delays in key revenue management processes.

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Business Processes

● Deltas 9.0 vs 9.2

Business Process Feature

Create/Update Contract

Supplemental Data – Ability to add contract header or line attributes based on configuration. Released in PUM Image 9.2.010.

Create/Update Contract

Contracts Workbench - The Contracts Workbench was added to enable you to view all the information related to PeopleSoft Contracts, Grants, and Project Costing through a single workspace (or interface). You can view the current status or the required update to any major, related entity such as a contract line, a project, or an activity.

Create/Update Contract

Contracts WorkCenter/Dashboards/Pivot Grids - The Contracts WorkCenter helps users to quickly identify and resolve key process exceptions so that contracts proceed unimpeded. Contract administrators can access great deal of information such as contract terms, limits, related projects, and the status of related invoices in order to perform their jobs. Key components of the Contracts WorkCenter include: My Work, Links, Queries, and Reports and Processes.

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Business Processes

● Manage Project Billing – Pain Points?● Billing Worksheet – Add Federal Funds to Rate Set

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Business Processes

● Deltas 9.0 vs 9.2

Business Process Feature

Manage Project Billing

Reconciliation Summary Page - The Reconciliation Summary page will be added to view the results from the Reconciliation Summary process. This page will provide the difference between billing and revenue at the detail level as well as the attributes that are related to retainages, withholdings, limits, and fees. The information provided on this page will enable you to determine where to complete the remaining process, or to make an adjustment.

Manage Project Billing

Billing Limit entered differently - Released in PUM Image 9.2.010.

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Workflow

● AWE (Approval Workflow Engine) replaces Virtual Approver● No workflow in Customer Contracts

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Interfaces

● No interfaces identified in Customer Contracts

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Customizations

● No customizations identified in Customer Contracts

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Reports

● Crystal, SQR, nVision, Queries, XML - Confirm Tools– SQR/XML/Query

● Delivered Reports that were customized – Confirm List– None

● New custom reports created by SOK – Confirm List– KPC00001.SQR – Sponsor Drawdown Report– KPC00002.SQR – SEFA Report– KPC00004.SQR – Project Costing Query– KPC00005.SQR – Prepaid Drawdown Request Report

● Don’t utilize prepaids – should this report be dropped?

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Reports

● New custom reports created by SOK – Confirm List– KPC00006.SQR – Project Summary Report– KPC00007.SQR – Project Reconciliation Report– KPC00008.SQR – Project Resource Extract– KPC00009.SQR – Project Positions Report – Dept of Labor– KPC00010.SQR – Project Cost Reports – Dept of Labor– KPC00011.SQR – Funding by Project – Dept of Labor– KPC00012.SQR – Project Allocation Report

● Indication this is no longer needed – Email from Dept of Labor– KPC00013.SQR – Monthly Project Status Report– KPC00014.SQR – Project Cash Balance Report

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Reports

● New custom reports created by SOK – Confirm List– KPC00018.SQR – KDWP Agency Exp Summary– KPC00019.SQR – KDWP Source Type/Category Smry– KPC00020.SQR – KDWP Source Type Smry by Fund– Indication these above are no longer needed – Email from Wildlife

and Parks– KPCCTX71.SQC – Accounts Payable Related– Federal Financial Report (KS_FFR_RPT) – Eliminate

● Not been formally released to agencies● Delivered in 9.2● Demonstrated during Grants Fit Session

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Security

● Page access – Permission lists and Roles– Custom Permission lists or using Delivered?

● Row Level Security– BU– SETID– Chartfields

● Current Design– Review security matrix

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Batch Schedule

● Changes to Batch schedule?

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Open Discussion & Questions