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