PeopleSoft Grants Suite: Planned Modifications/Workarounds/Reports May 15, 2003 Research Forum – Atlanta

2 Anne Moffat Director, Sponsored Programs Ohio State University Research Foundation Joy Walton Manager, Huron Consulting Group

3 Anne Moffat Director of Sponsored Programs Project Sponsor for Grants Team Member, PeopleSoft Product Advisory Group for Grants Suite Joy Walton Background in research administration and Higher Education Started working with PeopleSoft as a functional consultant for the Grants module during 7.5 development and testing. Worked on first successful implementation of Grants suite Currently serving as the Grants Team Manager at OSU

4 Synopsis Introduction to OSU and the Integrated Financials System projectIntroduction to OSU and the Integrated Financials System project Look at core modules within the “Grants suite” of PeopleSoft products What does each module help research administrators do? How are we going to fill the gaps? Example: Analyze the Grants suite of functionality in order to get the maximum benefit for research administration purposes Other Areas of Planned Modification

5 OSU General Information Ohio’s land-grant university and flagship institution of higher education Teaching –57,271 students (13,278 grad/ professional) on 6 campuses Research –FY2002, $426.1M in awards –Office of Research entities: Research Foundation Office of Responsible Research Practices Interdisciplinary Research Centers Technology Licensing

6 OSU Research Foundation Separately incorporated 501 c 3 entity that manages sponsored research activities at OSU –Pre-award: proposal development and submission, award negotiation –Post-award: project and budget setup, compliance monitoring, purchasing and payment, subcontracting, award modifications, accounting, billing, fiscal and closeout reporting Fiscal Year 2002 –$361.1M in research expenditures –53% Federal, 17% State, 13% Industry, 17% Other Sources Tools – ancient legacy system

7 OSU Research Foundation ERA tools for investigators, departments and colleges –PI Portal –On-line month-end Financial Statements –On-line Project Digests (summary of project requirements) –On-line Time And Effort Reports (e-TAERs) –On-line e-Activity reports (proposal, award and expenditure information by individual, department and college)

8 OSU Research Foundation

9

10 The OSU Integrated Financials System Project Research Foundation (Legacy System) University (PeopleSoft 7.02) Health System (PeopleSoft 7.02) Integrated Financial System (PeopleSoft 8.4) Research Foundation Implementation Goals: –Replace aging legacy systems –Provide technology that will enable existing staff to handle steadily increasing volume of business –Streamline business processes –Continue supporting current ERA applications

11 Discussion Topics Introduction to OSU and the Integrated Financials System project Look at core modules within the “Grants suite” of PeopleSoft productsLook at core modules within the “Grants suite” of PeopleSoft products What does each module help research administrators do? How are we going to fill the gaps? Example: Analyze the Grants suite of functionality in order to get the maximum benefit for research administration purposes Other Areas of Planned Modification

12 The “Grants Suite” of modules in 8.4 “Grants Suite” = Grants, Projects, Contracts, Billing and Accounts Receivable

13 Discussion Topics Introduction to OSU and the Integrated Financials System project Look at core modules within the “Grants suite” of PeopleSoft products What does each module help research administrators do?What does each module help research administrators do? How are we going to fill the gaps? Example: Analyze the Grants suite of functionality in order to get the maximum benefit for research administration purposes Other Areas of Planned Modification

14 Grants Suite - Division of Work AP, PO, GL, Time & Labor, and Commitment Control Contracts, Billing, Accounts Receivable Develop Proposals, Institutional Clearances Proposal Submission Proposal Forms Negotiate Award Terms and Conditions Award and Project Setup Reporting and Closeout Spend Money Monitor Spending Invoicing, Letter of Credit Draw Collections and Aging AWARD PRE AWARD AWARD POST AWARD Grants Grants, Contracts, and Commitment Control

15 Discussion Topics Introduction to OSU and the Integrated Financials System project Look at core modules within the “Grants suite” of PeopleSoft products What does each module help research administrators do? How are we going to fill the gaps?How are we going to fill the gaps? Example: Analyze the Grants suite of functionality in order to get the maximum benefit for research administration purposes Other Areas of Planned Modification

16 Our Methodology for Resolving Gaps 1.Research administration involves a set of business processes 2.These processes do not necessarily align with a specific “Grants” module –In fact, a process may involve information entry, processing, or other activity within several modules in the “Grants Suite” 3.Evaluate functionality vs. business processes 4.If delivered functionality is insufficient, decide how to address the business need

17 Overview of Research Administration Business Processes

18 Overview of Research Administration Business Processes

19 Award Modifications: Additional Time

20 Award Modifications: Additional Funding and Continuations

21 Award Modifications: Additional Project

22 Award Modifications: Additional Project (cont’d)

23 Discussion Topics Introduction to OSU and the Integrated Financials System project Look at core modules within the “Grants suite” of PeopleSoft products What does each module help research administrators do? How do the modules work together? Example: Analyze the Grants suite of functionality in order to get the maximum benefit for research administration purposesExample: Analyze the Grants suite of functionality in order to get the maximum benefit for research administration purposes Other Areas of Planned Modification

24 Decision-making time….. Is the field necessary to efficiently handle the business process at OSU? If there is more than one place to capture similar information, which place should be used? –Information for processing purposes –Information that needed to be “in sync” throughout the system –Pages that were used by different user groups at RF –Reporting requirements If delivered functionality is insufficient, what course of action is appropriate? –Training issue –System edits/warnings –System modification

25 Decision-making time….. Decision making process Analyze functionality for each business process (Analyze Functionality or AF Docs.) Identify gaps Recommend options for filling gap (Rec. Docs.) – do nothing, provide training, change business process or modify system – goal was to minimize modifications Estimate time and cost to implement options and cost to carry them forward Present to advisory team, which approved team recommendation – or not Sent to system sponsors for additional consideration in necessary

26 Award Modifications: Additional Time

27 Award Modifications: Additional Time

28 Award Modifications: Additional Time

29 Steps in creating one type of Award Modification: Additional Time

30 Steps in creating one type of Award Modification: Additional Time (cont’d)

31 Discussion Topics Introduction to OSU and the Integrated Financials System project Look at core modules within the “Grants suite” of PeopleSoft products What does each module help research administrators do? How do the modules work together? Example: Analyze the Grants suite of functionality in order to get the maximum benefit for research administration purposes Other Areas of Planned ModificationOther Areas of Planned Modification

32 Other Planned Modifications Proposals –Process Workaround: Pre Award F&A Calculation – Rounding Issues Award Profile –Process Workaround: Train users to understand navigation across modules. –Modification: Synchronize the references between Contracts, Projects, and Grants –Search prompts –Display of Award Reference Number –Display of Award PI Capture Incremental Funding

33 Other Planned Modifications Project Budget –Modification: Enhance Delivered Project Budget Inquiry to match OSU defined budget categories versus resource ID and analysis type (similar to “Review Pre Award Budget” Billing –Process Workaround: Journal entry to a temporary billing adjustment account to address partial defer functionality –Resolved by PeopleSoft Splitting Over the Limit lines –Modification: F&A split for Over the Limit Enhance prepaid functionality to account for different revenue recognition method for scheduled bills Automatically put the Billing Plan on Hold when the Award End Date has passed.

34 Other Planned Modifications Accounts Receivable –Modifications: Add Award ID to the search criteria (not search prompt) on the Collections > Customer Information Inquiry pages in AR Add Award ID and Award Reference Number to Collections > Customer Conversations in AR Add Customer Name field in the Collections > Customer Information Inquiry pages in AR Reporting –Data Feed to PI Portal & e-Activity Reports –Time and Effort Feed –Proj_Resource Reconciliation Reports –Milestone Report –End Date Reports –Enhanced Invoice Layouts –Housekeeping Queries –Annual Reports

35 University-wide effort to integrate all Financials activity Implementation of 5 modules for to manage the research administration process Evaluation of each module to determine ability to handle business processes Creation of a “roadmap” for each business process in PeopleSoft Development of approved modifications In Summary

36 Contact Information Anne Moffat Director Sponsored Programs Ohio State University Research Foundation Joy Walton Manager, Huron Consulting Group OSU Financials 8.4 Project Website