Navigating a 9.1 Upgrade: Check your Mods at the Door Session #29762 March 28, 2011

 Sandra Bruzina  Business Analyst, CCHMC PeopleSoft Finance  7 years experience with PS 8.8  25 years experience with grants  Matthew Bonnett  Business Analyst, CCHMC PeopleSoft Finance  10 years experience with PS FSCM  13 years experience with grants  Brendan McHugh  Associate, Huron Consulting Group  3 years experience with PS FSCM and HCM Presenters

This presentation will be an overview of our upgrade from 8.8 to 9.1 PeopleSoft for the Grants Suite which includes the Grants, Contracts, Project Costing, Billing and AR modules We will specifically talk about how one of our goals of the upgrade was to remove mods and move to a more delivered solution Overview

 Overview of Cincinnati Children’s  Timeline for implementation of 9.1  Process to identify new functionality and reduce customizations  Examples of customizations removed Agenda/Content

 Full service, nonprofit, pediatric academic medical center, established in 1883  One of only eight on the 2010 U.S. News & World Report Honor Roll of Best Children’s Hospitals  Second highest recipient of NIH grants for pediatric research  Received $156,586,208 in sponsored program awards July 1, 2009 – June 30,  Over 1 million patient encounters last fiscal year  Over 12,000 employees Our Organization

 Human Capital Management, Version 8.3 implemented in 1999  Supply Chain Management, Financial Management and Grants Management 8.8 implemented in 2005  Goal is to have HRM, FSCM, and ELM on the same 9.1 platform and reduce customizations. Our Organization & Oracle

Timeline for 9.1 PhaseTimeframe Hardware (PeopleTools 8.5)May 2010 – January 2011 Project InitiationMay 2010 Fit Gap and AnalysisJune 2010 – September 2010 Design & DevelopmentSeptember 2010 – January 2011 TestingJanuary 2011 – April 2011 TrainingApril 2011 – May 2011 Go Live TargetMay 2011 SupportMay 2011 – June 2011

Upgrade Goals  5 years since the initial implementation  Business processes have changed/evolved  Set a project-wide goal to remove 5-10% of mods in upgrade across the FSCM and HCM applications  More streamlined system  Save time testing future bundles, patches, and upgrades

 Reviewed all 125 Grants modifications  Determined that only 79 modifications (63%) were still needed in the upgraded 9.1 environment  Able to get rid of 46 system modifications (37%), which was more than 3 times our goal  How did we do it? Results of Fit-Gap Analysis

We’ll tell you... For $1 million dollars Matt’s son, Tyler, doing his best Dr. Evil impersonation

 We budgeted 5 months for a detailed analysis  Researched existing mods  Tested new delivered functionality in a demo environment  Analyzed current business needs with Subject Matter Experts (SME’s)  And continued to support the production system with non-upgrade related activities! Review Process

 After reviewing new delivered functionality in PeopleSoft 9.1, we looked critically at each of our modifications  We asked ourselves 2 questions about our mods  Is this functionality now delivered?  Do we still need this modification? Review Process

Proposed Solution Options  Retrofit existing customization  Modify existing customization  Remove current customization  New delivered functionality  New modification Review Process

Modification Breakdown  125 Grants customizations in current version  79 (63%) customizations to be retrofitted  46 (37%) customizations to be removed  17 (14%) are PeopleSoft reports replaced by Business Objects  15 (12%) are not currently in use or will not be used going forward  14 (11%) can be removed as a result of new delivered functionality

Modifications Removed in the 9.1 Upgrade

KK Source Header Unlock Modification  Custom KK Source Header Unlock app engine Reason for Removal  The functionality is now delivered in PeopleSoft 9.1 to allow users to unlock a budget check job that has either run to “No Success” or has been canceled

Modification  Custom KK Auto Override app engine Reason for Removal  The functionality is now delivered in PeopleSoft 9.1 to allow users to configure this option by Source Transaction in Commitment Control KK Auto Override

Modification  Adjust Billing Temp Table Rules to prevent users from generating invoices at the same time Reason for Removal  The functionality is now delivered in PeopleSoft 9.1 to allow users to run concurrent invoice generation processes Concurrent Invoice Generation

Modification  Change Project Budget Finalize Button to eliminate the load to PROJ_RESOURCE from the PC_WRAPPER process Reason for Removal  The load to PROJ_RESOURCE is now dependent on successful completion of the load to KK. Budget Finalization Button

Modification  Modify the Billing Worksheet search page and review Contract/Project Bill page to enable users to limit search by Billing Specialist Reason for Removal  PeopleSoft 9.1 delivered Billing Worksheet and Review Contract/Project Bill pages include Billing Specialist as a search field Billing Worksheet Search

Search by Project ID on Award Profile Page Modification  Allows user to search by Project ID on the Award Profile page Reason for Removal  9.1 delivers Project ID as a search field on the Award Profile page

Subrecipient Data Added in Award Profile Modification  Made “Proposal” tables that contain subrecipient information available and editable on Award side  Designed to utilize existing tables rather than creating CHMC bolt-on  GM_Award page was modified by adding a button in the associated projects scroll that could be used to access subrecipient information Reason for Removal  PeopleSoft 9.1 delivers new functionality for subrecipient data on the award side

Copy Proposal Button for V2 Version Modification  Modified the Copy Proposal page by creating a new “Copy Proposal – New Version” panel so that a V2 version would automatically default  At CCHMC, V1 versions represent the proposal stage and V2 represent awarded proposals Reason for Removal  New 9.1 functionality allows entry of V2 version

Key Modifications Removed by Process Improvements  Proposal Express page (replaced by ePAS)  In-House review form (replaced by ePAS)  CFDA entry/reconciliation  Project page Notify (replaced by Image Now)  Custom PeopleSoft reports that have been replaced by Business Objects reports

Proposal Express Modification  Page developed to consolidate proposal data entry Reason for Removal  Currently use Click Commerce’s Grants Express solution for pre-award entry, which feeds into the PS Proposal tables

CFDA Reconciliation Manual Process  CFDA numbers manually entered Reason for Business Process Change  Ability to load values in new table via Excel spreadsheet  Reduces errors  Reduces amount of time required to capture data for A-133 reporting

It’s a Mod, Mod, Mod, Mod World!

Questions?

 Sandra Bruzina  Business Analyst, PeopleSoft Finance  Cincinnati Children’s Hospital Medical Center   Matthew Bonnett  Business Analyst, PeopleSoft Finance  Cincinnati Children’s Hospital Medical Center   Brendan McHugh  Associate, Huron Consulting Group  Contacts

This presentation and all Alliance 2011 presentations are available for download from the Conference site at www. heug.org Presentations from previous meetings are also available