billing approval workflow for internal awards · reporting and analytics production support 248,000...

Billing Approval Workflow for Internal Awards

Session 6980

March 31, 2020

PRESENTERS

Trecia Leung

Senior Director, Sponsored Research Administration

Kaiser Permanente

Jessica Mann

Managing Director, PeopleSoft Grants

SpearMC

19 Years – PeopleSoft Consulting Experience

17 Years – Specialization in Grants Management

Grants, Project Costing, Contracts, Billing, Accounts Receivable, Commitment Control

20 years – PeopleSoft Experience

Trecia works with all Kaiser Permanente regions to collaboratively provide strategic oversight and

operational support for sponsored research grants and contracts programs at Kaiser Foundation Research

Institute (KFRI). She serves as the authorized official and is responsible for adherence to federal regulations related to research grants and contracts and oversees

functions including financial reporting, federal cash management, audit and compliance, and research

contract negotiation. She has extensive PeopleSoft experience, working on FSCM and HCM platforms at

three different institutions. She brings her background as a user, tester, subject matter expert, and business

owner to various implementations, conversions, upgrades, system enhancement, and go-live projects.

Production Support Tickets

70%

Tickets resolved

within 2 days

99%

System Availability

93%

Tickets resolved within

21 days

39,500

Tickets Resolved (Oct 17 – Sept 18)

40,700

Tickets Opened (Oct 17 – Sept 18)

LARGEST PEOPLESOFT SINGLE-INSTANCE IN

THE HEALTHCARE INDUSTRY

FAST FACTSONELINK BY THE NUMBERSOUR DEPLOYMENTS

STANDARDIZED

ACROSS ALL OF

OUR 8 REGIONS

900,000 Jobs Processed Monthly

OUR CAPABILITIES

▪ Systems Strategy

▪ Systems Implementation

▪ Governance

▪ Project Management

▪ Process Optimization

▪ Reporting and Analytics

▪ Production Support

248,000 Users

Accounts Payable

Transactions Amount

9.9 Million $24.6 Billion

Purchase Orders

Transactions Amount

4.3 Million $13.4 Billion

Expense Reports

Transactions Amount

470 K $311 Million

sPro Invoices

Invoices Amount

Approximately 12,000 employees use OneLink

daily, processing over 75 Million distinct

financial, supply chain and general support

transactions annually

257 K $789 Million

Procure to Pay (Buy 2 Pay)▪ eProcurement▪ Purchasing▪ Inventory & Cost Mgmt▪ eSupplier Portal▪ Services Procurement▪ Accounts Payable▪ eSettlements▪ Travel and Expenses▪ Sourcing & Supplier Contract Mgmt.

Record to Report▪ Treasury▪ General Ledger▪ Grants Billing, Contracts

Vertex (Tax)iPhone

Applications

Kofax/OCR

Vignette/AP

Processing

Atpar

Handhelds

Mobile -

Inventory

CTT, MPP

Lawson

Chartfield

Translation

Tool

Oracle -

Demantra

Demand

planning

CSOS

Pharmacy

Controlled

Substance

GRC

Gov. Risk

Compliance

Ariba

Network;

Punchout, PO

Dispatch/Acknowledgement

, einvoicing

Edge Applications

Acquire to Retire▪ Asset Management▪ Lease Management▪ Project Costing▪ Commitment Control

Fin. Data Warehouse (FDW)▪ Reporting / Analytics▪ Cognos

Other / Kaiser Custom fns.▪ POU (Point-of-Use)▪ FDA (Funds Disbursement

Authorization)

Platform Functions

▪ PeopleSoft FSCM, HCM, SCM, Grants Management

▪ PeopleSoft Hosting on Oracle Cloud Infrastructure

▪ PeopleSoft & Tools Training

▪ Testing as a Service

▪ PeopleSoft Reseller since 2008

▪ PTF and Test Automation

▪ Oracle Hyperion and PBCS

▪ Oracle Business Intelligence

▪ PeopleSoft Managed Services

Founded in 2004, SpearMC specializes in:

ABOUT US

OVERVIEW

Large institutions and grant organizations may have multiple grant institutes. It is common for one institution to receive an award and subcontract with another institution within the organization. Kaiser Permanente has eight grant regions and a medical school and has a large volume of inter-regional activity. Come learn how KP has implemented InterUnit billing and workflow to automate their internal sub-recipient billing process to

meet their requirements.

AGENDA

INTER-DEPARTMENTAL SUB-RECIPIENT BILLING SOLUTION USING INTER-UNIT BILLING AND BILLING INVOICE APPROVAL WORKFLOW

1. OVERVIEW

2. GOAL

3. SOLUTION OVERVIEW

4. CONFIGURATION

5. CHALLENGES/LESSONS LEARNED

BILLNG APPROVAL WORKFLOW FOR INTERNAL AWARDS

OVERVIEW & GOALS

ISB OVERVIEW

• It is common for the recipient of Federal Grants to engage sub-

recipients to perform some of the work. KP Research Institutes

(Prime) collaborates with other KP regions (Sub) to carry out a large

amount of the research work.

• Since both Prime and Sub KP Research Institutes entities incur

expense, it is appropriate that both recognize revenue and expense.

However, expense incurred by the Prime paying the internal Sub

should eliminate with the revenue recognized by the Sub.

ISB GOALS

• Eliminate the process of printing and depositing of checks to KP entities

• Continue to allow revenue to be recognized on both sub and prime's GL

(eliminated in consolidations)

• Eliminate inter-regional revenue and expense consolidations timing

issues

• Do not book anything to Prime's GLBU until the invoices is approved by

the prime

• Standardize business process and accounting as much as possible across

Grants Business Units (some of which are not using GM/PC/CA/BI)

ISB SOLUTION OVERVIEW

• InterUnit Billing with Supplemental Data with a few minor customizationso IU Billing uses AP/AR Netting to eliminate paper checks

• Billing Invoice Approval and Invoice Supporting Documentso Custom approval page (to meet security requirements)o Invoice approval eliminate timing delays in Eliminations

• Billing Spreadsheet Upload for KP Regions not yet using GM/PC/CA/BI

• Revenue Reclass allocation to reclass revenue to inter-regional at the time of

billing/InterUnit Billing Voucher posting (uses custom view)o Eliminates manual accruals of Revenue

• Month End Close Invoice Accounting Mass Update (invoices pending approvals)

• Payment Predictor for automatic payment application

Go Live: 7/18/2018

ISB ACCOUNTING

ISB ACCOUNTING

BILLNG APPROVAL WORKFLOW FOR INTERNAL AWARDS

CUSTOMIZATION - IU BILLING APPROVAL

ISB PROPOSAL

Created new view which allows the selection of IU Grants Customers

ISB PROPOSAL

ISB PROPOSALCreated new Inter-regional Sub-recipient Products to default a new Bill Type (used in Billing Workflow and defaults specific Invoice Numbering format)

ISB GENERATE AWARD

Customized the Generate Award process to allow creating a Contract for an InterUnit Customer when the Contract Classification is Standard

ISB CONTRACT

Customized Contracts to allow saving a Contract with an InterUnit Customer on the Contracts Billing Options page when the Contract Classification is not Internal

ISB SUPPLEMENTAL DATA

Using Delivered Contract Line Supplemental to store the Prime ChartField info to be charged.

In Scope Prime Example

Out of Scope Prime Example

ISB BILLING UPLOAD

Simplified the Billing Upload to minimize the entry required by the end users and automates the accounting distribution.

ISB BILLING UPLOAD

ISB APPROVAL ROUTING

Workflow Step (sequential) Skip Select FDA CO GA NCAL WA HI NW SCAL

Project Team - GM Y N X

AP Invoice Approver Y N X

Project Team - (1) PID, (2), PM, (3) PI Y N X X X X

Project Team - PM Y N X

Billing Invoice Approver (Role) N Y X X X X X X

Billing Invoice Approver (Role) and Project Team – GM N Y X

FDA Approver (selected by Billing Invoice Approver) N N X X X X X X X

ISB DELIVERED APPROVAL PAGE

ISB DELIVERED APPROVAL PAGE

ISB WORKLIST

ISB CUSTOM APPROVAL PAGE

Fiscal Approver look up validates based on Prime ChartFields and Invoice Total against existing custom FDA tables

ISB CUSTOM APPROVAL PAGE

ChartFields displayed is dynamic based on Supplemental Data Configuration

ISB CUSTOM APPROVAL PAGE

ISB CUSTOM APPROVAL PAGE

ISB CUSTOM APPROVAL PAGE

ISB CUSTOM APPROVAL PAGE

ISB WORKLIST

ISB CUSTOM APPROVAL PAGE

ISB CUSTOM APPROVAL PAGE

BILLNG APPROVAL WORKFLOW FOR INTERNAL AWARDS

CONFIGURATION - IU BILLING

SUPPLIER

CUSTOMER

INVOICE NUMBERING ID

BILL-BY IDENTIFIER

BILL PLAN DEFAULT TEMPLATE

PRODUCT

PRODUCT RATE DEFAULTS

SYSTEM TRANSACTION MAP

ANALYSIS TYPES / ANALYSIS GROUP

ACCOUNTING RULES

ACCOUNTING RULES

INTERUNIT PAIRS

ACCOUNT

DEPOSIT TYPE

BANK

BANK BRANCH

BANK ACCOUNT

BILLING DEFINITION

SUPPLEMENTAL DATA

ALLOCATION STEP / GROUP

ALLOCATION STEP / GROUP

CONCLUDING THOUGHTS

BILLNG APPROVAL WORKFLOW FOR INTERNAL AWARDS

CHALLENGES AND LESSONS LEARNED

ISB CHALLENGES & LESSONS LEARNED

• Needed Image 24 for Billing Approval for Worksheets and

Contracts Supplemental Data

• Competing requirements for revenue

• Lengthy and integrated approval and testing process

• Billing Spreadsheet Upload Challenges

• Changing Invoice Numbering causes Invoice Cumulative

Amount issues

• Perfecting Month End Close sequencing

Questions?

Or send to:

trecia.j.leung@kp.org

jessica.mann@spearmc.com

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Thank you!

This presentation and all Alliance 2020 presentations will be available for download from the Conference site at

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