fi$cal change discussion guide grants/projects/contracts guide march 2015
TRANSCRIPT
Legend
Pre-Wave
Wave 1
Wave 2
Wave 3
FI$Cal Accounting Solution
FI$Cal: Transparency. Accuracy. Integrity. 2
Refunds
Grants
General Ledger / Commitment Control
Project Mgmt
Accounts Payable
Project Costing
Billing
ContractsAsset Mgmt
Deal Mgmt
Cash Mgmt Loans
Jour
na
ls,
F&
A, B
ud
gets
Expenditures, Payables
Purchase Orders
Goods Received
Exp
en
ditu
res
Enc
um
bra
nce
s
Capital Assets
Project Details
ePro / PO
Enc
um
bra
nce
s
Ass
et A
ddi
tion
s, D
ep
reci
atio
n, R
etir
em
ent
GL Journals
Award Data
Unb
ille
d A
R,
Re
ven
ue
Rev
en
ue,
AR
Revenue, AR, Cash
Customer Invoices
Billable Transactions
Loan Data
GL Journals
Project Data
Billing Status Updates
Cash Data
Cash DataAccounts
Receivable
Vo
uch
ers
Bond Transactions
March 2015
Legend
Pre-Wave
Wave 1
Wave 2
Wave 3
FI$Cal Budgeting Solution - Appropriations
FI$Cal: Transparency. Accuracy. Integrity. 3
SCO Payroll
Other Sources
(Spreadsheet Templates)
Hyperion Public Sector
Planning & Budgeting
Smart View for Office
PDF HTMLActuals and Budget Data
HR Data
Statistical Data
Budget Books
Final Budget Data
View/Update Data
General Ledger / Commitment Control
March 2015
Legend
Pre-Wave
Wave 1
Wave 2
Wave 3
FI$Cal Budgeting Solution – Departmental Projects and Grants (State as a Grantee)
FI$Cal: Transparency. Accuracy. Integrity. 4
Project Costing
General Ledger / Commitment Control
March 2015
Grants
DepartmentalProjects
Grants
Grants
FI$Cal: Transparency. Accuracy. Integrity. 5March 2015
Process Overview Process Overview Project Costing (PC) is a cost collection
and processing tool that acts as a data warehouse
PC is required for use if your Department has Capital Outlay projects or uses Federal Funds (0890)
Projects are directly linked to Grant Awards (State receiving funds) to collect associated expenditures and facilitate billing/drawdown
Costs are collected from:
Commitment Control – Budget Grants - Budget Purchasing –
Encumbrance/Committed Costs Accounts Payable – Actual
Expenditures and Commitment reversals
General Ledger – Expenses and/or Revenue Journals
Labor Distribution – Direct Charged Labor Hours and Labor Cost
Customer Contracts – Amount Based Billing and Revenue
Billing – Billing Adjustments
Project Costing
FI$Cal: Transparency. Accuracy. Integrity. 6March 2015
Process Overview Key Impacts Integration with Grants Management Integration with Customer Contracts Process Facilities & Admin Automated billing through Customer
Contracts Automated Revenue Recognition
(accounting entries) through PC and CA
Automated updates from Billing for manual billing adjustments made to Project related invoices (BAJ Transaction)
Interface from CA to PC for fixed amount based billing and revenue amounts
Integration with Labor Distribution for daily detailed timesheets
Enhanced reporting options
Project Costing
Heavy integration between Project Costing (PC), Customer Contracts (CA), and Billing modules PC Collects, Processes, and
Prices Costs (Expenditures and Labor)
PC Produces Billable rows to be sent to Billing to create invoices
CA contains the Customer Agreement and Billing Terms
Project/Activity is linked to a Customer Contract
CA “releases” the billable rows from PC into the Billing interface
CA recognizes revenue on the billable rows from PC
FI$Cal: Transparency. Accuracy. Integrity. 7March 2015
Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as
follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]
Department business processes around Project Costing will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]
Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST
BE COMPLETED TOGETHER]
Project Costing
FI$Cal: Transparency. Accuracy. Integrity. 8March 2015
Process Overview Key Impacts The Create and Maintain Project
process covers all activities related to Project and Activity
This includes the following sub-processes: Create Project Create Activity Create Project Team
Standardized project reporting capability across departments through consistency and use of common system configured fields
Statewide reporting for emergencies
Project Costing Create and Maintain Project
FI$Cal: Transparency. Accuracy. Integrity. 9March 2015
Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as
follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]
Department business processes around a Project will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]
Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST
BE COMPLETED TOGETHER]
Create and Maintain ProjectProject Costing
FI$Cal: Transparency. Accuracy. Integrity. 10March 2015
Process Overview Key Impacts The Collect, Distribute, and Price
Project Cost process covers all activities related to project transactions
This includes the following sub-processes: Collect Costs from other modules Fund Distribution Project Accounting Project Costing Pricing
Funds distribution functionality allows source and target rules to be defined, producing new accounting distributions that will be sent to General Ledger
Project Costing Collect, Distribute, and Price Project Cost
FI$Cal: Transparency. Accuracy. Integrity. 11March 2015
Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as
follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]
Department business processes around Project cost will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]
Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST
BE COMPLETED TOGETHER]
Collect, Distribute, and Price Project CostProject Costing
FI$Cal: Transparency. Accuracy. Integrity. 12March 2015
Process Overview Key Impacts The Project Capitalization process
covers the activities related to capitalizing expenditures identified as applicable to be capitalized from Project Costing to the Asset Management (AM) Module
This includes the following sub-processes: Define Asset Relate Transaction to Defined
Asset Send the Asset to the AM Module
Integration between PC and AM allows for automated tracking of WIP in projects, and automated interfacing of assets to AM when the asset is ready to be capitalized
Project Costing Process Project Capitalization
FI$Cal: Transparency. Accuracy. Integrity. 13March 2015
Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as
follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]
Department business processes around Project Capitalization will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]
Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST
BE COMPLETED TOGETHER]
Process Project CapitalizationProject Costing
FI$Cal End-User Roles
Project Costing
FI$Cal: Transparency. Accuracy. Integrity. 14March 2015
FI$Cal End-User Role DescriptionDepartment Project Processor
The department end user who is responsible for additions and updates to the Project, Activity, and Team Definitions.
Department PC Job Processor
The department end user who has access to all PC batch processes needed to run on an ad hoc basis.
PC Reporter The central and department end user who has access to all PC batch reports and PeopleSoft Query Viewer.
PC Viewer The central and department end user who has inquiry access to all project information. This end user typically submits the Project request form.
Department PC Configuration Maintainer
The department end user who is responsible for updates to department PC configuration values.
FI$Cal: Transparency. Accuracy. Integrity. 15March 2015
Role Changes –Wave 1 to Wave 2
Project Costing
Wave 1 Role Wave 2 ChangeDepartment PC Batch Processor
This role has been renamed to Department PC Job Processor in Wave 2.
FI$Cal: Transparency. Accuracy. Integrity. 16March 2015
Process Overview Key Impacts The Proposals process covers the
activities related to managing the complete grant life cycle from proposal to award
Facilitate the submission of timely, accurate, and complete proposals to sponsors
Proposals are optional but key to system integration with Project Costing and Customer Contracts
Proposals do not trigger processing within the system – equivalent to a pending award
Most proposal information can be updated/added on the award after generation
Sub-recipient information is optional on a proposal and/or award
Grants Management
FI$Cal: Transparency. Accuracy. Integrity. 17March 2015
Key Impacts Key Impacts When an award is generated in the
system, the data from the proposal is automatically copied into the award
1 click automated creation of grant award, projects/activities, and customer contract
Ability to establish F&A (Indirect Cost Rate Proposal – ICRP) rates to be applied to specific expenditures F&A Setup in Grants Module F&A Processing in Project Costing
Module
Several Award specific reports being delivered along with the ability to run many of the existing project costing reports for a specific grant, for example: Federal Drawdown/Letter of Credit
supported Federal Financial Report FR425
Grants Management
FI$Cal: Transparency. Accuracy. Integrity. 18March 2015
Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as
follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]
Department business processes around Grants Management will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]
Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST
BE COMPLETED TOGETHER]
Grants Management
FI$Cal: Transparency. Accuracy. Integrity. 19March 2015
Process Overview Process Overview PeopleSoft Grants supports
organization, project and grant, and revenue estimate ledger types
Budget line details are entered for a budget item
The item defines the spending category for the budget line Direct Cost F&A State Funding Portion will also be
recorded to ensure the entire budget is maintained within Grants
When finalized, grants budgets are interfaced to Project Costing and Commitment Control
Budget must be maintained in Grants module Budget plan is visible only in
Grants and cannot be seen in Project Costing
Budget is optional, but recommended on proposal
Grants Management Grants Budgeting
FI$Cal: Transparency. Accuracy. Integrity. 20March 2015
Key Impacts Key Impacts Departmental/Award Budgets
maintained in Grants Financial transactions are budget
checked against all applicable ledgers For split funded awards (State share),
State portion will need to be posted on the Grant Award budget Could be timing difference between
State and Federal Fiscal Years “Post when known” methodology
PeopleSoft Grants does not support appropriation budgets. For Commitment Control,
Departments are recommended to use CC_GMPRJ (Expenditure) ledger definition for Grant/Project level budgets
Grants Management Grants Budgeting
You can spend/encumber by: Advanced Funding Award – Cash
Receipt/Revenue Collected will grant the authority to spend
Reimbursement Award – Depends on Revenue Budget Status for the department
Budgeted Revenue Budget status– Exemption from SCO is required
Allows for spending/encumbrance when the revenue budget is posted
Collected Revenue Budget status – “FI$Cal Standard” - Departments use clearing account
Reclass to Federal (expenditure) permitted after drawdown
Appropriation Budgets maintained in Hyperion
FI$Cal: Transparency. Accuracy. Integrity. 21March 2015
Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as
follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]
Department business processes around Grants Budgeting will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]
Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST
BE COMPLETED TOGETHER]
Grants BudgetingGrants Management
FI$Cal: Transparency. Accuracy. Integrity. 22March 2015
FI$Cal End-User Roles
Grants Management
FI$Cal End-User Role DescriptionGrant Approver Departmental or Central user that maintains proposals
and awards and submits grants proposal.Grant Processor Departmental or Central user that creates and
maintains grant proposals and awards.Grant Viewer Departmental or Central user with display only access
to all grant information.Grant Reporter Departmental or Central user with access to run all
grant reports and develop and run grants queries.
FI$Cal: Transparency. Accuracy. Integrity. 23March 2015
Process Overview Key Impacts Contracts enables you to:
Capture contractual terms and conditions of awards and reimbursable projects
Choose when and how to bill the sponsor/customer
Choose when and how to recognize revenue in a suitable manner
Manage changes through amendment processing
Link Project Costing to the Billing and Accounts Receivable modules
Set contract or transactional billing/revenue limits
Complete documentation and processing for fixed and rate-based contract agreements
Contract amendment processing and tracking
Prepaid deposit functionality for tracking and utilizing advanced payments
Automated billing for Project Costing transactions
Automated deferred revenue processing and revenue recognition
Contract Billing History page where invoices can be tracked
Ability to drill from Contracts Billing History to review associated Receivables Payment
Customer Contracts
FI$Cal: Transparency. Accuracy. Integrity. 24March 2015
Key Impacts Key Impacts Amendments provide historical change
control for modifications made to the contract header and lines
The following are reasons to amend a contract: Addition or subtraction of overall
contract and contract line amounts Addition of new lines to the
contract Modification of billing and revenue
events
Contracts uses limit processing to enable you to set limits on the amount billed, revenue recognized, or fees processed for a contract
Limits can also be set on specific transactions (such as labor, materials, or travel) that occur against a contract
Contracts allows you to define and administer the billing and revenue rules for contractual agreements required for grant sponsors and reimbursable project customers
Customer Contracts
FI$Cal: Transparency. Accuracy. Integrity. 25March 2015
Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as
follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]
Department business processes around Customer Contracts will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]
Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST
BE COMPLETED TOGETHER]
Customer Contracts
FI$Cal End-User Roles
Customer Contracts
FI$Cal: Transparency. Accuracy. Integrity. 26March 2015
FI$Cal End-User Role DescriptionCustomer Contracts Processor
Departmental user that creates and maintains contracts.
Customer Contracts Approver
Departmental user that maintains, amends, and activates contracts.
Customer Contracts Billing Job Processor
Departmental user that processes project and contract billing and project process (milestones).
Customer Contracts Revenue Job Processor
Departmental user that processes project and contract revenue.
Customer Contracts Viewer
Departmental or Central user with display access to all contract information and all contracts reports and inquiry.
Customer Contracts Reporter
Departmental or central user with display access to all contract information and all contracts reports and inquiry (same description as above).
FI$Cal End-User Training
Project Costing
FI$Cal: Transparency. Accuracy. Integrity. 27March 2015
Course ID Course Name Duration DeliveryFS101* Introduction to FI$Cal 4 hours WBTFS102* FI$Cal Navigation 4 hours WBTPC101 Introduction to FI$Cal Project Costing 4 hours ILTPC112 Managing Projects in FI$Cal 4 hours WBTPC113 Processing Project Costs 4 hours WBTPC114 Analyzing Projects 4 hours WBT
*FS101 and FS102 are mandatory for all FI$Cal end users
FI$Cal End-User Training
Grants Management/Customer Contracts
FI$Cal: Transparency. Accuracy. Integrity. 28March 2015
Course ID Course Name Duration DeliveryFS101* Introduction to FI$Cal 4 hours WBTFS102* FI$Cal Navigation 4 hours WBTGM101 Introduction to Grants Management 4 hours ILTGM112 Managing Grants and Customer Contracts 4 hours WBT
*FS101 and FS102 are mandatory for all FI$Cal end users
FI$Cal: Transparency. Accuracy. Integrity. 29March 2015
For additional information on end-user training, visit the Training page of the FI$Cal Project website at :
http://fiscal.ca.gov/training-academy/index.html
FI$Cal End-User Training