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Navigating a 9.1 Upgrade:
Check your Mods at the Door
Session #29762
March 28, 2011
Presenters



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
Overview
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
Agenda/Content
 Overview
of Cincinnati Children’s
 Timeline for implementation of 9.1
 Process to identify new functionality and reduce
customizations
 Examples of customizations removed
Our Organization
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, 2010.
 Over 1 million patient encounters last fiscal year
 Over 12,000 employees

Our Organization & Oracle
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.

Timeline for 9.1
Phase
Timeframe
Hardware (PeopleTools 8.5)
May 2010 – January 2011
Project Initiation
May 2010
Fit Gap and Analysis
June 2010 – September 2010
Design & Development
September 2010 – January 2011
Testing
January 2011 – April 2011
Training
April 2011 – May 2011
Go Live Target
May 2011
Support
May 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
Results of Fit-Gap Analysis
 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?
We’ll tell you . . . For $1 million dollars
Matt’s son, Tyler, doing his best Dr. Evil impersonation
Review Process
 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
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
KK Auto Override
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
Concurrent Invoice Generation
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
Budget Finalization Button
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.
Billing Worksheet Search
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
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?
Contacts



Sandra Bruzina
 Business Analyst, PeopleSoft Finance
 Cincinnati Children’s Hospital Medical Center
 E-mail: [email protected]
Matthew Bonnett
 Business Analyst, PeopleSoft Finance
 Cincinnati Children’s Hospital Medical Center
 E-mail: [email protected]
Brendan McHugh
 Associate, Huron Consulting Group
 Email: [email protected]
This presentation and all
Alliance 2011 presentations
are available for download
from the Conference site at
www. heug.org
www.psugonline.org
www.federalusersnetwork.com
Presentations from previous meetings are also available