© Huron Consulting Group. All rights reserved. BOSTON CHARLOTTE CHICAGO HOUSTON NEW YORK SAN FRANCISCO Experience. Redefined. Grants Research Forum University of Florida PS 8.4 AR BI Overview May 16, 2003 © Huron Consulting Group. All rights reserved.

2 Introductions Carolyn Foster –Huron Consulting Group Suzanne Sindledecker –University of Florida Bridges Project –Sponsored Programs Lead

3 Topics To Be Covered University of Florida Bridges Project Planned Functionality Billing –Terminology –Generate Invoices – Cost Reimbursable –Potential Enhancements Accounts Receivable –Terminology –AR Functional Steps –Potential Enhancements Contact Information

4 University of Florida Bridges Project Planned Go-Live with PeopleSoft Financials July 1, 2004 Sponsored Programs Modules –PeopleSoft v8.4 –GM, PC, CA, AR, BI Other Financials Modules –GL/KK, PO, AP, PC, AM, EX, AR, CA, BI Project Timeline for Sponsored Programs –Feb-April 2003: Business Process Review –April 2003: Configuration –May-June 2003: Prototyping –July-August 2003: Functional/Technical Specifications –August 2003-January 2004: Development –January-July 2004: Testing, Training, and Rollout

5 Planned Pre-Award Functionality Proposal entry by PIs/Departments Printing proposal forms (delivered and custom) Business Processes –Create and Maintain Grants Related Profiles –Create Proposal (Admin and Budget) –Compliance Approvals –Proposal Approval and Routing –Proposal Submission –Award Communications –Authorize Pre-Award Spending

6 Planned Post-Award Functionality Centralized Post-Award processing Business Processes –Setup Subcontract Agreements –Setup Award/Contract/Project –Setup Project Budget –Modify Award/Contract/Project –Modify Project Budget –Monitor Compliance Protocols –Certify Time –Monitor and Approve Spending –Integrate Purchasing/Payables/Payroll/Expenses/Journals –Apply F&A –Track Cost Sharing –Reallocate Returned F&A –Award Closeout

7 Planned Cash Management Functionality Integrated Contracts, Billing, and AR functionality Business Processes –Recognize Revenue –Generate Invoices – Cost Reimbursable –Generate Invoices – Prepaid and Scheduled –Generate LOC Requests –Bill Review and Modifications –Entering and Posting Pending Items –Entering and Posting Deposits –Entering and Posting Payments –Perform Receivables Maintenance –Aging and Collections

8 Billing Projects Grants Human Resources Accounts Payable Time & Labor Purchasing Billing Accounts Receivable Contracts General Ledger Inventory

9 Billing Terminology Billing/LOC Worksheet –A worksheet that stores billable transactions. –Transactions can be selected for billing, deferral, or write-off in the worksheet. Bill –A group of transactions that will be billed in one group to one sponsor. Bill Line –A specific transaction on a bill. Most bills will have multiple bill lines. Invoice –An invoiced bill. –The amount a sponsor owes the University.

10 Generate Invoices – Cost Reimbursable Step #1 1)Run Contracts to Billing Interface Creates file of data to be transferred from Contracts to Billing 2)Run Billing Interface Pulls transactions into Billing module 3)Review Transactions in Billing/LOC Worksheet Bill, defer, or write-off transactions 4)Approve or Delete the Worksheet If approved, bills are ready to be invoiced 5)Generate and Print the Invoice 6)Run Billing to Projects/Contracts Interface Updates Projects and Contracts with Billing data 7)Run Billing to Projects Process Updates PROJ_RESOURCE, marks transactions as ‘billed’ 8)Generate Journals Journal created to DR AR / CR UAR

11 Run Contracts to Billing Interface

12 Generate Invoices – Cost Reimbursable Step #2 1)Run Contracts to Billing Interface Creates file of data to be transferred from Contracts to Billing 2)Run Billing Interface Pulls transactions into Billing module 3)Review Transactions in Billing/LOC Worksheet Bill, defer, or write-off transactions 4)Approve or Delete the Worksheet If approved, bills are ready to be invoiced 5)Generate and Print the Invoice 6)Run Billing to Projects/Contracts Interface Updates Projects and Contracts with Billing data 7)Run Billing to Projects Process Updates PROJ_RESOURCE, marks transactions as ‘billed’ 8)Generate Journals Journal created to DR AR/CR UAR

13 Run Billing Interface

14 Generate Invoices – Cost Reimbursable Step #3 1)Run Contracts to Billing Interface Creates file of data to be transferred from Contracts to Billing 2)Run Billing Interface Pulls transactions into Billing module 3)Review Transactions in Billing/LOC Worksheet Bill, defer, or write-off transactions 4)Approve or Delete the Worksheet If approved, bills are ready to be invoiced 5)Generate and Print the Invoice 6)Run Billing to Projects/Contracts Interface Updates Projects and Contracts with Billing data 7)Run Billing to Projects Process Updates PROJ_RESOURCE, marks transactions as ‘billed’ 8)Generate Journals Journal created to DR AR/CR UAR

15 Review Transactions in Worksheet

16 Generate Invoices – Cost Reimbursable Step #4 1)Run Contracts to Billing Interface Creates file of data to be transferred from Contracts to Billing 2)Run Billing Interface Pulls transactions into Billing module 3)Review Transactions in Billing/LOC Worksheet Bill, defer, or write-off transactions 4)Approve or Delete the Worksheet If approved, bills are ready to be invoiced 5)Generate and Print the Invoice 6)Run Billing to Projects/Contracts Interface Updates Projects and Contracts with Billing data 7)Run Billing to Projects Process Updates PROJ_RESOURCE, marks transactions as ‘billed’ 8)Generate Journals Journal created to DR AR/CR UAR

17 Approve or Delete the Worksheet

18 Generate Invoices – Cost Reimbursable Step #5 1)Run Contracts to Billing Interface Creates file of data to be transferred from Contracts to Billing 2)Run Billing Interface Pulls transactions into Billing module 3)Review Transactions in Billing/LOC Worksheet Bill, defer, or write-off transactions 4)Approve or Delete the Worksheet If approved, bills are ready to be invoiced 5)Generate and Print the Invoice 6)Run Billing to Projects/Contracts Interface Updates Projects and Contracts with Billing data 7)Run Billing to Projects Process Updates PROJ_RESOURCE, marks transactions as ‘billed’ 8)Generate Journals Journal created to DR AR/CR UAR

19 Generate and Print the Invoice

20 Generate Invoices – Cost Reimbursable Step #6 1)Run Contracts to Billing Interface Creates file of data to be transferred from Contracts to Billing 2)Run Billing Interface Pulls transactions into Billing module 3)Review Transactions in Billing/LOC Worksheet Bill, defer, or write-off transactions 4)Approve or Delete the Worksheet If approved, bills are ready to be invoiced 5)Generate and Print the Invoice 6)Run Billing to Projects/Contracts Interface Updates Projects and Contracts with Billing data 7)Run Billing to Projects Process Updates PROJ_RESOURCE, marks transactions as ‘billed’ 8)Generate Journals Journal created to DR AR/CR UAR

21 Run Billing to Projects/Contracts Interface

22 Generate Invoices – Cost Reimbursable Step #7 1)Run Contracts to Billing Interface Creates file of data to be transferred from Contracts to Billing 2)Run Billing Interface Pulls transactions into Billing module 3)Review Transactions in Billing/LOC Worksheet Bill, defer, or write-off transactions 4)Approve or Delete the Worksheet If approved, bills are ready to be invoiced 5)Generate and Print the Invoice 6)Run Billing to Projects/Contracts Interface Updates Projects and Contracts with Billing data 7)Run Billing to Projects Process Updates PROJ_RESOURCE, marks transactions as ‘billed’ 8)Generate Journals Journal created to DR AR/CR UAR

23 Run Billing to Projects Process

24 Generate Invoices – Cost Reimbursable Step #8 1)Run Contracts to Billing Interface Creates file of data to be transferred from Contracts to Billing 2)Run Billing Interface Pulls transactions into Billing module 3)Review Transactions in Billing/LOC Worksheet Bill, defer, or write-off transactions 4)Approve or Delete the Worksheet If approved, bills are ready to be invoiced 5)Generate and Print the Invoice 6)Run Billing to Projects/Contracts Interface Updates Projects and Contracts with Billing data 7)Run Billing to Projects Process Updates PROJ_RESOURCE, marks transactions as ‘billed’ 8)Generate Journals Journal created to DR AR/CR UAR

25 Generate Journals

26 Potential Enhancements - Billing Create customized invoice forms for frequently used sponsors –Minimize work required to manually recreate invoices Do not allow Delete and Write Off options on the Billing Worksheet –Keep Billing data in sync with PROJ_RESOURCE Add User ID to the Billing Interface ID search prompt –Assist users in finding their Billing Interface IDs Do not allow the ‘Credit Entire Bill’ option on the Adjust Entire Bill page –Possibility of Projects and Billing getting out of sync Modify Prepaid page to be used for Scheduled Bills –Simplify processing –Consistent treatment of revenue recognition

27 Other Recommendations?

28 Accounts Receivable Projects Grants Human Resources Accounts Payable Time & Labor Purchasing Billing Accounts Receivable Contracts General Ledger Inventory

29 AR Terminology Item –The AR equivalent to an Invoice in Billing. –Billing Invoice ID = AR Item ID Deposit –A group of cash/checks deposited into a bank at the same time. Payment –A deposit applied against an open item Payment Worksheet –Tool used to match and apply deposits to items Maintenance Worksheet –Tool used to perform write-offs and refunds on items Direct Journal –Created when cash is received for something that cannot be matched to an existing AR Item (i.e. cash was received without sending an invoice).

30 AR Functional Process 1)Load AR Pending Items (invoice amounts) from Billing –AR items are created 2)Post Pending Items –Once the item is posted, it can be paid 3)Enter and Post Deposit –Once the deposit is posted, it can be applied to an AR item(s) 4)Apply Deposit to an Item –Referred to as Payment Application –Either Payment Worksheets or Payment Predictor can be used 5)Approve and Post Payment Worksheet –Cash/AR journal is created 6)Journal Generator

31 Potential Enhancements - AR Add Award ID to search criteria on Inquiry pages in AR –AR is performed at the Award level, not Sponsor Generate Dunning Letters, Customer Statements, and Follow-Up Letters by Award –Delivered functionality generates by Sponsor ‘Deactivate’ Payment Predictor functionality –No planned use by UF, don’t want to accidentally enable ‘Deactivate’ Discount functionality –No planned use by UF, don’t want to accidentally enable

32 Other Recommendations?

33 Contact Information University of Florida Bridges Project – Sponsored Programs –Suzanne Sindledecker Phone: (352) Huron Consulting Group –Peter Eschenbach Phone: (312) –Carolyn Foster Phone: (312) –Vincente Milianti Phone: (312)