Transcript Executive Committee Meeting March 27, 2008

PEOPLESOFT FINANCIALS 9.0
Research Administration/
PeopleSoft Grants Overview
COURSE AGENDA
 Course Overview
 Key Terms and Concepts
 Key Changes to Business Practices
 Lessons
o Understanding the Integration of PeopleSoft Grants with Other
PeopleSoft Applications/ Complete Grants Life-cycle
o Understanding how Emory will use PeopleSoft Grants
 Course Review and Summary
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COURSE AGENDA NOTES

Course Overview
These lessons will give you an overview on understanding the integration of
PeopleSoft Grants Management with Awards Management, Contract Management,
Commitment Control and Project Costing modules.


Key Terms and Concepts
We will review the course key terms and concepts listed in an upcoming slide so that
you can become familiar with the terminology used in the business processes and in
PeopleSoft.



Key Changes to Business Practices
This course will review the key business practice changes in an upcoming slide.
Lessons
• Understanding the Integration of PeopleSoft Grants with Other PeopleSoft Applications/
Complete Grants Life-cycle
• Understanding how Emory will use PS Grants

Course Review and Summary
There will be a review and summary covered at the end of this course.
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COURSE LEARNING OBJECTIVES
Upon Completion of this Course, You will be able to:
 Understand the Integration of PeopleSoft Grants with
Other PeopleSoft Applications & Grants Life-cycle
 Understanding how Emory will use PeopleSoft Grants
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COURSE LEARNING OBJECTIVES NOTES

“Upon completion of this course, you will be able to understand:
•
The Integration of PeopleSoft Grants with Other PeopleSoft Applications-this will be an
overview of the PeopleSoft Grants life-cycle.”
• A discussion of how Emory will use PS Grants.”
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KEY TERMS & CONCEPTS
Proposals and Awards
 Institutions
 Departments
 Sub recipients
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KEY TERMS & CONCEPTS NOTES

“Proposal and Award Key Terms include:


Institutions
A university or a college, which has its own set of rules and business processes. Institutions
are required for Proposals and Awards in PeopleSoft Grants. Emory has decided to define one
Institution, “GRANT”.


Departments
A “ChartField” in PeopleSoft. This will populate the proposal automatically, based on the
Department value assigned to the PI (Principal Investigator).


Sub-recipients (Sub-Contractors)
Companies or institutions that receive funds under a primary award on any permissible basis
other than the purchase of goods and services. Sub-recipients are treated similarly to vendors
in the PeopleSoft environment.”
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KEY TERMS & CONCEPTS
Awards Management
 Award Generation
 Award Profile
 Projects and Activities
 Contracts
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KEY TERMS & CONCEPTS NOTES



Award Management Key Terms include:
Award Generation
After the award is funded, the Office of Sponsored Programs (OSP) will run the Award
Generation process. This process creates an Award Profile, a Contract, Bill Plan, Revenue
Plan, Project, and Activity in PeopleSoft. Everything is created to begin generating
transactions, recognizing revenue, and generating invoices.


Award Profile
When the Award Generation process is run, an Award Profile, which is a completed
agreement between an institution and a sponsor within the post-award system, is created
automatically. The Award Profile contains the data from the proposal, and can be updated
with items, such as Terms and Milestones.
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KEY TERMS & CONCEPTS NOTES


•
•
•


•
•
•
Projects and Activities
The award will contain one or more projects, depending on the nature of the award. The
Project and Activity are created automatically from the Award Generation process:
Budgets are created and posted per Project and Activity associated with the Award.
Transactions are charged to Projects and Activities associated with the Award.
F&A (Facilities Administration/Indirect) rates are assigned and maintained per Activity
associated with the Award.
Contracts
When an award is generated in PeopleSoft Grants, a Contract is automatically generated by
the system. Contract pages are used to establish the specifics of the billing methods, revenue
methods, and limits. Initiation of amendments begins in these pages. The Contract is
Required for processing any transactions against your award for PeopleSoft Billing
Required for processing any transactions against your award for PeopleSoft General Ledger
Responsible for two main functions: Revenue Recognition and Billing”
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KEY TERMS & CONCEPTS
Transactions (Spending), F&A, and Billing
 Cost Collection
 Facilities Administration Process
 Billing
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KEY TERMS & CONCEPTS NOTES

Transactions (Spending), F&A, Billing Key Term include:


Cost Collection
When you run the Cost Collection/ integration processes in Project Costing, the Award
transaction lines populate the Project Costing, and billable (BIL) rows are created.


•
F&A (Facilities Administration/ Indirect) Process
Creates:
SFA (Sponsor F&A) rows in Project Costing, where appropriate. These rows are generated
from award transactions that were subject to F&A
Corresponding BIL rows in PC for each SFA row. (Later, these BIL rows will be interfaced to
PeopleSoft Billing to be billed)
F&A revenue accounting entries, stored in Contracts tables, based on the BIL rows
Creates WFA (Waived F&A), and CFA (Cost Share F&A) rows in Project Costing, where
appropriate (informational/ for reporting).
•
•
•


Billing
To bill Award transactions, run the Billing processes in Contracts and Billing to extract the BIL
rows that were created.” in the Cost Collection and F&A processes, and create invoices and
letter of credit draws
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KEY CHANGES TO BUSINESS PRACTICES
Office of Sponsored Programs (OSP) Proposal
and Grant Award Processing
 Enhances the ability for OSP to track internal workflow and
provide proposal status notification to the Principal
Investigator (PI) via email directly from the system.
 Provides versioning for enhanced tracking of significant
changes to a single proposal.
 Provides the ability to collect additional data (Multiple CFDA
numbers, PI certifications, milestones).
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KEY CHANGES TO BUSINESS PRACTICES NOTES

Compare this slide with how Emory is currently doing this today:

“Currently, there are many missed opportunities for the Office of Sponsored Programs (OSP)
to track the internal workflow of the proposal and award because of system inadequacies.
PeopleSoft will provide the opportunity to:
•
For OSP to track internal workflow and provide proposal status notification to the Principal
Investigator (PI) and other key project participants via email directly from the system of dates
and information related to the projects in a timely manner automatically.
•
Provide versioning for enhanced tracking of significant changes to a single proposal with a
single project or multiple projects.
•
Provide the ability to collect additional data (Multiple CFDA numbers, PI certifications,
milestones and other pieces of key information).”
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KEY CHANGES TO BUSINESS PRACTICES
Processing Notification of Awards (NOA)
 Will become automated by the Grants Workflow process
 Can be designed to allow for on-screen review and electronic
approval
 Can provide electronic notification of the Notice of Award to
the PI and Office of Grants and Contracts Accounting (OGCA)
 Can provide tracking of milestones defined by agency award
notice and University compliance issues
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KEY CHANGES TO BUSINESS PRACTICES NOTES

“Currently, the process Emory uses to track and share information about awards, grants and
projects is a very manual process. There is some redundancy in data entry between the two
offices because they are using separate systems.
PeopleSoft Grants Management will :
•
Automate the Notification process in the Grants Workflow process
•
Has been designed to allow for on-screen review, edit and electronic approval of proposals,
budgets and related projects.
•
Provide electronic notification of the Notice of Award to the PI and Office of Grants and
Contracts Accounting (OGCA).
•
Provide tracking of milestones defined by agency award notice and University compliance
issues.”
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KEY CHANGES TO BUSINESS PRACTICES
OGCA Post Award Account Set-Up
 Leverage many opportunities at the time of Award for OSP
and OGCA to share consistencies and processing
efficiencies
 Provide an integrated solution in the new PeopleSoft
Financials that will
 Facilitate budget posting
 Provide Chartfields necessary to define budget authority for
spending
 Provide spending authority information to all subsystems
 Facilitate billing and revenue recognition
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KEY CHANGES TO BUSINESS PRACTICES NOTES

Currently, the procedure for Account setup in FAS has a turnaround time of 24-48 of hours
after OGCA receives the Notification of Approval from OSP. There is some redundancy in
data entry between the two offices because they are using separate systems. And there is
delayed budget posting to FAS due to the lag times in information received and work flow
processing.
PeopleSoft’s Grant Management will:
 Leverage many opportunities at the time of the Award for OSP and OGCA to share
consistencies and processing efficiencies
 Provide an integrated solution in the new PeopleSoft Financials module that will:




Facilitate budget posting
Provide Chartfields necessary to define budget authority for spending
Provide spending authority information to all subsystems
Facilitate billing and revenue recognition
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KEY CHANGES TO BUSINESS PRACTICES
Facilities Administration (F&A/ Indirect) Processing
 Emory needs additional base structures supported to
prevent the lengthy manual process in removing, adding, or
recalculating F&A that has been incorrectly charged for
billing, and F&A expense and revenue posting
 F&A Interactive Error Report, and All F&A Categories can be
tracked:
 SFA (Sponsor F&A)
 WFA (Waived F&A)
 CFA (Cost Shared F&A)
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KEY CHANGES TO BUSINESS PRACTICES NOTES

“Grant Expenditures are reported for F&A via FAS in Rpt AMO90 which provides the Budget to
Actuals comparison and the FY-to-Date/Life-to-date totals. This report reflects the categories
of Direct and Indirect Totals.

FAS supports two main base structures today:
• TDC
• MTDC
 Grants Management will allow F&A processing to become automated and recalculate
expense and revenue posting in real time. It will also provide an interactive Error Report
to track SFA (Sponsor F&A), WFA (Waived F&A) and CFA (Cost Shared F&A).”
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KEY CHANGES TO BUSINESS PRACTICES
OGCA Collection and Management of Billable
Transactions
 Reimbursable bill type drives processes in the system
 Letter of Credit (LOC) reports will be available at the
sponsor level
 Transactional information can be viewed as unbilled, billable, over
the limit (OTL) and billed transactions
 Milestone and Fixed processes in PeopleSoft will control
creation of invoices based on previously identified and
designed Bill Plan and Bill Type information
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KEY CHANGES TO BUSINESS PRACTICES NOTES
“Currently the ‘Sweep’ process in the GL allocates the dollar amounts to ensure that Federal
Funds requested for DHHS or NIH are equal to the actual expenses. In Grants Management,
the collection and management of billable transactions:
•
Will allow the reimbursable bill Type to drive the processes in the system
•
Will make the Letter of Credit reports available at the sponsor level; and the transactional
information can be viewed as unbilled, billable, over the limit and billed transactions.
•
Will control the creation of invoices in Milestone and Fixed Process based on previously
identified and designed Bill Plan and Bill Type information.”
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KEY CHANGES TO BUSINESS PRACTICES
OGCA Invoices, Receivables and Cash Receipts:
 Invoices will be system-created based on expenditure
transactions for Cost Reimbursable and LOC Bill Types
 Several PeopleSoft delivered Invoice formats to choose from:
 Standard Delivered PS Invoices
 SF-1034 & 1035- Federal Contracts
 SF - 272 – Federal Grants
 Letter of Credit Draw Report
 Will be Aged by Business Unit or Sponsor; and Statements by
Sponsor will be available
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KEY CHANGES TO BUSINESS PRACTICES NOTES

“Today’s Invoices are either completed from MS Excel templates or auto-generated from
FoxPro. Currently the ‘Sweep’ process in the GL allocates the dollar amounts to ensure that
Federal Funds requested for DHHS or NIH are equal to the actual expenses.

OGCA Invoices, receivables and cash receipts will be:
•
System created based on expenditure transactions for Cost Reimbursable and LOC Bill Types
•
Several delivered Invoice formats will be available to choose from, including:
1.
2.
3.
4.
Standard delivered PeopleSoft Invoices
SF-1034 and 1035 Federal Contracts
SF 272 Federal Grants
Letter of Credit Draw reports
• Aged by Business Unit or Sponsor, and Statements by Sponsor will be available.”
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Lesson 1
Understanding the Integration of
PeopleSoft Grants with Other PeopleSoft
Applications/ Complete Grants Life-cycle
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Lesson 1: Learning Objectives
At the end of this Lesson, You should be able to
understand:
The Integration of PeopleSoft Grants with Other
PeopleSoft Applications and the related Grants Lifecycle.
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Business Process Flow
Travel &
Expense
Travel Expenses
Commitments
Billing Status Update
Project Data
Projects
Payables
Inventory
Award Data
Grants
Contracts
Purchasing
F&A Exp
Journals
Budgets to
KK
Personal Data
Billable
Transactions
Human
Resources
Accounts
Payable
Billing
Invoiced
Amounts
Asset
Management
Inventory JEs
General
Ledger
UAR / Revenue JE
AR / UAR JE
Accounts
Receivable
Cash / AR JE, Direct Journals
Payables
27
Business Process Flow Notes

“PeopleSoft Grants is not a stand-alone application, as it leverages functionality that is
delivered within PeopleSoft Contracts, Project Costing, General Ledger, and Billing/AR to
provide a fully integrated Grants Management solution.

PeopleSoft Project Costing, Contracts, Billing, and General Ledger are all required products
when you are using PeopleSoft Grants. PeopleSoft Human Capital Management (HCM) is not
a required product, but using the PeopleSoft HCM system enables you to send personnel
information from your HCM database into Grants in real time, using application messaging.
 Understanding the flowchart:
1. PeopleSoft Financials enables you to send personnel information from your HCM (See Human
Resources box) database into Grants in real time, using application messaging. Salary and
demographic data is sent to Grants and can be viewed in the Grants Professional pages.
2. When you create a proposal and initial budget in PS Grants (this will be discussed in more
detail in Lesson 2);
3. You will then submit proposals;
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Business Process Flow Notes Continued:
4. Then run the Generate Award process. This process creates;
1.
2.
3.
4.
An Award Profile in PS Grants (for Milestones, Terms, and Award Modifications).
A Contract in Contract Management (for Billing and Revenue recognition).
A Project in Project Costing (for Budgets and transactions).
An Activity in Project Costing (for Facilities Administration rate management).
5. Then you will update the Award profile, Contract (including Billing and Revenue plans),
Project, and Activity as necessary (this will be discussed in more detail in Lesson 2).
6. The Project Budget will be updated with ChartField values.
7. And the Project Budget will be finalized.
This creates:
• BUD (budget) rows in Project Costing for each Budget line item (for reporting).
• And posts budgets to Commitment Control ( which is not shown in diagram).”
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Business Process Flow (Continued)
Travel &
Expense
Travel Expenses
Commitments
Billing Status Update
Project Data
Projects
Payables
Inventory
Award Data
Grants
Contracts
Purchasing
F&A Exp
Journals
Budgets to
KK
Personal Data
Billable
Transactions
Human
Resources
Accounts
Payable
Billing
Invoiced
Amounts
Asset
Management
Inventory JEs
General
Ledger
UAR / Revenue JE
AR / UAR JE
Accounts
Receivable
Cash / AR JE, Direct Journals
Payables
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Business Process Notes Continued
 “Understanding the flowchart, continued:
8. Transactions will be charged to the Project and Activity created in the Award Generation
process. Examples of transactions Emory will use are: Voucher (Accounts Payables), Expense
Reports, Assets recorded in AM (Asset Management), manual journal entries entered in GL
(General Ledger), and payroll interfaced from HCM (Human Capital Management) into GL.
Transactions need to be budget checked (applied to budgets), and posted (creates accounting
entries).
9. The system runs the Cost Collection (Projects Integration) process in Project Costing.
This creates:
• Rows in Project Costing for each transaction (for reporting).
• Corresponding BIL (billable) rows in PC for each billable transaction. (Later, these
BIL rows will be interfaced to PeopleSoft Billing to be billed).
10. The Facilities Administration (F&A) process runs in PS Grants.
This creates:
• SFA (Sponsor F&A), WFA (Waived F&A), and CFA (Cost Shared F&A) rows in Project
Costing, where appropriate (for reporting).
• Corresponding BIL rows in PC for each SFA row. (Later, these BIL rows will be
interfaced to PeopleSoft Billing to be billed).
• F&A revenue accounting entries, which are stored in Contracts tables.
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Business Process Flow Continued:
11. The Contracts processes and billing processes are run to generate Letter of Credit reports and
invoices based on BIL rows created in processes described above.
12. The Contracts Revenue process is run to generate revenue to Contracts tables based on
transaction revenue BIL rows that were generated in PC.
13. And Journals generate Grants transaction revenue and F&A revenue to the General Ledger.
This process creates Journal Entries that, when posted, will update the General Ledger.”
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Lesson Review
In this lesson, we learned about:
The Integration of PeopleSoft Grants with Other
PeopleSoft Applications and an overview of the
Grants Life-cycle
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Lesson Review Notes

“We learned that PeopleSoft Grants is not a stand alone application; it leverages functionality
within other PeopleSoft applications, such as Contracts, Project Costing, Billing, and
Receivables to provide a fully integrated Grants Management solution.

In addition, Grants integrates with Commitment Control and budget posting, General Ledger
transactions and F&A revenue, and other modules such as: Expenses, Payables, HCM /Payroll,
and Asset Management (transactions charged to awards).”
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Lesson 2
Understanding How Emory Will Use
PeopleSoft Grants
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Lesson 2 Notes:
 “ In the last lesson, we discussed the overall integration of PeopleSoft Grants with other
PeopleSoft applications. In this lesson, we will discuss in more detail how Emory will use
Grants and applications it integrates with:
•
•
•
•
•
Proposal creation in (EPEX) Emory Proposal Express
Proposal management in PeopleSoft Proposal pages
Award Profile, Project, Activity and Contract setup
Different types of Billing
Receivables management
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Lesson 2: Learning Objectives
At the End of this Lesson, You should be able to:
Understand how Emory will use PeopleSoft Grants
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Understanding how Emory will use
PeopleSoft Grants
Proposal Creation and Management Overview
1. Create proposals using EPEX (Emory Proposal Express)
 Streamlines the creation of proposals and budgets
 Mirrors the current Sponsored Programs Approval Form (SPAF)
 Uses Smart Enterprise Resource Planning (ERP) Workflow
2. Manage proposals using PeopleSoft Grants Proposals
 Proposal Versioning
 Record Negotiations
 Generate Awards
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Understanding how Emory will use
PeopleSoft Grants Notes

1.
“Creating proposals will be a two step process:
Creating new, renewal, continuation and supplemental proposals using (EPEX) Emory Proposal Express.
This process will:
Simplify and streamline proposal and budget creation
• And EPEX will mirror the SPAF
• After proposals have been certified in EPEX, they will be electronically routed for approval to schools
and departments. The tool that makes this possible is Smart ERP Workflow, which is a part of EPEX.
•
2.
The Office of Sponsored Programs (OSP) will review, and if necessary, make revisions, using the delivered
PeopleSoft Grants proposal pages.
• Proposal Versions will be copied and Versioning V101 to V102 will be processed
o Revisions to V102 are based on a list of specific revision requirements. For example, in EPEX a
high-level agency sponsor NIH (National Institute of Health) is selected. In V102, the sponsor
can be changed to a hierarchically lower or specific sponsor like NHLBI (National Health Lung
and Blood Institute).
•
Record negotiation details (this can be done before or after Award Generation)
•
Generate Awards
o
With the Pre-Award Spending Option Selected, which creates a Project & Activity
o
Without the Pre-Award Option Selected, which creates an Award Profile, Contract, Project, &
Activity.”
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Understanding how Emory will use
PeopleSoft Grants
Emory Proposal Express Workflow
 Will be used for creation of all new, renewal, continuation,
supplemental proposals and budgets
 Set up F&A (Facilities and Administration/ Indirect),
Certification/Compliance Information, Keywords, and
Miscellaneous Items
 Copy budgets from one period to another with escalation
 Review and compare budgets by proposal, and by project, for
up to ten periods
 Use Proposal Audit Log to review/ verify the changes that
have been made to the proposal based on a timestamp and
by user
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Understanding how Emory will use
PeopleSoft Grants Notes

Emory Proposal Express Functionality (EPEX) allows users to create new, renewal,
continuation and supplemental proposals and budgets.
There will be fields for F&A (Facilities Administration/Indirect) Keywords, and Miscellaneous
Items setup.
Proposed effort percentages can be assigned, and documents can be attached to the
proposal. Entry is required for all fields with asterisks (*).
To simplify and speed-up data entry, users will have the ability to copy budgets from one
budget period to another, and increase/decrease the copied budget, if necessary. Budgets can
be entered at a high level, or at a detail level.
Pages are provided for proposal and budget review, and audit with timestamp.”
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Understanding how Emory will use
PeopleSoft Grants
Emory Proposal Express Workflow will:
 Enable automated routing for approval of documents
 Provide a common inbox for users to approve all of their
transactions
 Allow investigators to view proposal status at any time once
submitted into workflow
 Provide an easy mechanism for managing proposal routing
 Enable the user to “preview” workflow prior to initiating
approval/routing
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Understanding how Emory will use
PeopleSoft Grants Notes

EPEX Workflow includes:
•
Automated routing for proposal/budget approval, or “Workflow”.
•
Automatically assigns approvers based on the PI’s (Principal Investigator) home department.
•
Provide a common inbox for users to approve all of their transactions.
•
Allow investigators to view proposal status at any time once it is submitted into workflow.
•
Provide an easy mechanism for managing proposal routing.
•
Enable the user to “preview” workflow prior to initiating approval/routing.”
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Understanding how Emory will use
PeopleSoft Grants
Emory Proposal Express Workflow will include Stages
and Steps:
 Stage vs. Step
 Stage is a group of steps that your document must travel in
order to be approved.
 Steps are pre-defined “stops” where approval or review is
required.
o Example for Emory:
–
–
–
–
Stage 1 – Principal Investigator (PI) Certification/Assurance
Stage 2 – Department Approval
Stage 3 – School Approval
Stage 4 – OSP Approval
44
Business Process Flow
45
Business Process Flow Notes


This flowchart shows how reviews and approvals will be routed in EXEX
Workflow approvals will trigger based on Principal Investigator’s (PI) home department.
• This can be changed when necessary by creating an “ad-hoc” approval

Workflow will be triggered for each investigator on a proposal
• This includes approval at all stages for each investigator; PI Certification,
Department, & School

Answering ‘yes’ to a primate question upon proposal entry will trigger an approval to Yerkes.”
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Understanding how Emory will use
PeopleSoft Grants
Award Setup
 Review Certification and Compliance setup
 Record Reference Award Number
 Set up Award Milestones
 Set up Terms
 Set up Keywords
Award Modifications/Contract Amendments
 Create No cost extensions (NCE) Changing end dates
 Process Supplemental funding/add new projects
 Create non-compete Award continuation
 PI Change
 Sponsor Change
 Review and modify award profiles (e.g., milestones and reference
numbers)
47
Understanding how Emory will use
PeopleSoft Grants Notes

After Award Generation, OSP/OGCA will need to manage the Award Profile, Contract, Project,
and Activity that were created by the system.

Award Profile maintenance:
• Review, and if necessary, modify the Certification and Compliance setup that was done
in the proposal
• Record the reference award number that was assigned by the funding agency
• Use milestones to track key completion phases for sponsored projects, such as Financial
Reports and Closeouts, and to generate email notifications
• Track the terms and conditions and Keywords applicable to a particular award


Award Modifications:
During any given budget period, there are a number of reasons (listed in this slide) why there
may be a need to adjust time, demographic information, budgets or change other
information about an award. The need to modify an award is recognized by someone and the
necessary letters and forms are prepared and ultimately routed through the department, OSP
and/or OGCA offices. Once the modification is approved and the necessary paper work is
received, the appropriate Award, Project, Commitment Control and Contract data in PS can
be updated. “
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Understanding how Emory will use
PeopleSoft Grants
Projects and Activities
 Project Team Setup
 F&A (Indirect) Rate Monitoring
 Update and Finalize Budgets
 Project Integration/Collect Costs
 F&A Processing
49
Understanding how Emory will use
PeopleSoft Grants Notes

The Project and Activity maintenance will include:

Project Team Setup: This will be populated by the PI and Key Personnel on the project as
identified in EPEX. Committed effort will be captured here, based on key personnel.

F&A (Indirect) Rate Monitoring: F&A Rates can be monitored using effective dates on the
Project Activity -- FA Rates page. Transactions that are subject to F&A will look at the rates
defined on this page.

Update and Finalize Budgets: Budgets that were created in EPEX need to be completed and
posted to Commitment Control. This involves applying ChartField values (such as Smartkeys,
and Accounts), and running the Finalization process.

Project Integration/ Collect Costs: The Collect Cost process is run for transactions that have
been charged to awards. This creates BIL rows in Project Costing for billable transactions. The
BIL rows will be interfaced to PeopleSoft Billing to be billed.

F&A Processing: The Facilities Administration Process is run for transactions that are subject
to F&A (indirect). The system creates SFA, WFA, and CFA where appropriate. SFA will have
associated BIL rows. The BIL rows will be interfaced to PeopleSoft Billing to be billed.”
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Understanding how Emory will use
PeopleSoft Grants
Contracts
 Set up LOC (Letter of Credit), CR (Cost Reimbursable),
SCHPAY (Scheduled Pay), Advance Pay (Prepaid,
Installment), Clinical Trial, and Fixed Fee Contract Types
 Set up Revenue and Bill Plans
 Activate Contracts to begin billing and recognizing revenue
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Understanding how Emory will use
PeopleSoft Grants Notes

In PeopleSoft Grants, the Contracts module will allow you to do several functions:
•
Contract Maintenance: The contract is necessary for managing billing and revenue
recognition, and for Award Modifications.


Maintenance of Contracts differs, based on type:
1. CR (Cost Reimbursable) - This contract type is for awards requiring that costs are incurred
before billing the sponsor. Itemization of expenditures on each invoice, or an accompanying
detailed financial report that supports the invoice, is required.

2. LOC (Letter of Credit) - This contract type is for awards also requiring that costs are
incurred before billing the sponsor, but a letter of credit (LOC) mechanism is used to draw
down any amounts due. Reporting, and reconciliation of draws to financials records, is
required, usually on a quarterly basis.

3. SCHPAY (Scheduled Pays) - This type includes is used when the sponsor pays periodically
throughout the award, and an invoice is not required. Many of these awards are foundations
and corporations. Most of these sponsors may require some form of financial reporting
either during or at the end of the award; however, the payments are independent of the
financial reporting.
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Understanding how Emory will use
PeopleSoft Grants Notes

4. OTHER (Other) – This contract type represents all other types other than CR, LOC, and
SCHPAY.
These include but are not limited to:
 Advance Pay - This type would include all awards where all or a part of the award is paid
in advance.
 There are several sub types:
 Prepaid - This type would include awards where the whole award is paid with the receipt
of the award or shortly thereafter. Many of these accounts are foundations and
corporations. Most of these sponsors will require some form of financial reporting either
during or at the end of the award; however, the payments are independent of the
financial reporting.
 Prepaid with CR - This type is for awards where we get an advance payment with the
award or shortly thereafter and where all subsequent payments are on a cost
reimbursable basis. In this category we always have to itemize expenditures on each
invoice or accompany the invoice with a detailed financial report that supports the
invoice.
 Installment – This type would include awards where we are required to invoice but are
not required to account for our expenditures on the invoice at the time of invoicing.
Generally, these awards include those with a periodic invoicing requirement. The invoice
amount could be the same each period or different depending on what the award calls
for, however, no details are required at the time of invoicing. The award generally would
require financial reports on a different cycle from the billing. For example, the invoices
could be sent quarterly and the financial reporting semi-annually.
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Understanding how Emory will use
PeopleSoft Grants Notes

Completed Task - This type is for awards where we invoice based on milestones or tasks completed
or on the percentage of completion of the project. These billings may or may not require detail
support. These billings need to be coordinated with the department to determine if the milestone
or task has been completed or the percentage of work achieved. Most of these sponsors will require
some form of financial reporting either during or at the end of the award.
 Clinical Trial – This type is generally a subset of the Completed Tasks type. The difference is the tasks
or milestones here are all related to clinical trials and the amount paid is based on the number of
times each task or milestone is completed. For example, the task might be to obtain a patient history
but the number of patient histories obtained would depend on the number of patients enrolled. In
most cases, the sponsor determines the amount paid based on technical data submitted by the
department rather than a departmental billing. In addition, almost all clinical trials are fixed price
with no reporting of financial information.

There are two further sub types:

With Residual (Fixed Price) - The left over money (residual) is returned fully or
partially to the department at the end of the project and/or shared with the school


•
With Return – The left over money is returned to the sponsor. Revenue and Bill plans are used to define
how to bill and recognize revenue, for example: Invoice Type, Bill Cycle (Monthly, On-Demand, etc.).
5. FIXFEE (Fixed Fee) – Set up Revenue and Bill Plans: These hold instructions and options for revenue and
billing recognition.
Activate Contracts: When the Contract Status is changed to Active, the Bill and Revenue plan statuses will
change from Pending to Ready automatically. All of this must be done for billing and revenue recognition
to occur.”
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Understanding how Emory will use
PeopleSoft Grants
Billing
 Process billing for LOC (Letter of Credit), CR (Cost
Reimbursable), SCHPAY (Scheduled Pay), Advance Pay
(Prepaid, Installment), Clinical Trial, and Fixed Fee Contract
Types
 Review and Approve the Temporary Worksheets
 Process, Print & Certify Invoices
55
Understanding how Emory will use
PeopleSoft Grants Notes

In PeopleSoft Grants, the Billing module will:
•
Process billing, and these steps will differ based on Billing Type: LOC (Letter of Credit), CR
(Cost Reimbursable), Scheduled Pays, Fixed Fee, Advance Pay (Prepaid, Installment) and
Clinical Trial Contract Types
•
In the Temporary Worksheet, invoices can be approved, deleted, deferred, or written off.
•
Approved invoices can be finalized, and invoices and Letter of Credit Summary Reports can
be printed.”
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Understanding how Emory will use
PeopleSoft Grants
Accounts Receivable
 Process deposits and apply payments
o Checks (EPAY)
o Electronic Payments (WIRE)
 Run the Aging Process and Aging Reports
 Perform inquiries and run reports
o Balances, activity, item information, payments, and payment history
 Create Dunning Letters
 Receivables Maintenance
 Correct Receivables
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Understanding how Emory will use
PeopleSoft Grants Notes
Accounts Receivables in PeopleSoft has several different capabilities including:
1. Processing deposits and applying payments The majority of Emory’s deposits are checks (EPAY) and electronic payments (WIRE).
2. Running the Aging Process and Aging Reports This report will provide the ability for Accountants and Management to review open receivable items that
are past due.
The report will look at the initial invoice date and calculate the number of days past due.
- The Mgmt Aging Report – The report will be sorted by the sponsor.
- Accountant Aging Report – The report will be sorted by the OGCA accountant responsible for managing
the account and the contract.
The report will not show disputed items nor will it show write offs / offsets to the account.
3. Perform inquiries and run Reports  A/R - Receivables Activity Reports
 A/R - Deposit Control by Entry Date
 A/R - Pending Item -Point in Time
 A/R - Dunning Letters
 A/R- Cash Forecast
 A/R -Aging by Chartfield Report
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Understanding how Emory will use
PeopleSoft Grants Notes
4. Create Dunning Letters –
The Dunning Process is an automatic, weekly batch process which will generate dunning
notifications for open account receivable items (unpaid invoice) based on their aging status.
Dunning aging buckets are the following:
- Open items that are greater than 1 day old will get picked up by the dunning process and
stamped with the date that will be used in all future dunning processes (Dunning by Intervals)
- Open items that are 60 - 90 days past due-Level 1 Dunning Letter (1st Notice)
- Open items that are 91 - 120 days past due-Level 2 Dunning Letter (2nd Notice)
- Open items that are 121 + days past due-Level 3 Dunning Letter (Final Notice)
5. Receivables Maintenance:
Financial maintenance tasks may need to be performed for a variety of reasons, including
refunds, write-offs, sponsor overpayments and underpayments.
The purpose of the Receivables Maintenance functionality is to change item information (e.g.
due date, payment terms, dispute status, etc.), update delinquency information, and perform
receivable maintenance actions such as refunds and write-offs on AR items.

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Understanding how Emory will use
PeopleSoft Grants Notes
6. Correct Receivables
After the Request Receivables Update process is run, there may be posting errors that have
resulted. The Correct Posting Errors pages allow the user to
correct these errors. The PeopleSoft system provides separate pages to correct posting
errors for Online Items, External Items, Overdue Charge Items,
Worksheets, Transfers, Unposting, Direct Debits, Direct Debit Accounting Entries, Drafts,
Draft Accounting Entries and Payments.”
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Understanding how Emory will use
PeopleSoft Grants
Award Closeout
 Identify Awards for Closure
 Manage outstanding transactions
 Manage statuses and end dates
 Close Contracts
 Close Awards
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Understanding how Emory will use
PeopleSoft Grants Notes

•
•
•
•
•
•
•
•

•
•
•
•
•
•
•
•
In Awards Management, closing out an Award will include:
Identify Awards for Closure
Running Grants “GM_AWD_Closeout_Date” Query
Confirming cost share has been documented, posted, & reported
Confirm final technical reports have been generated
Confirm Effort has been certified in ERS
Notify departments 30 Days prior to closeout
Review EXP, F+A, Fringe, Effort, etc.
Confirm asset management journal entries
And Managing outstanding transactions will include:
Monitoring management reports
Running purchasing query (or other method)
Running payables EU_TEST_VCHRS_POSTED_N_OTPD query
Running expenses EU_TEST_UNPAID_TRAVEL
Confirming final bill has been produced
Confirming no open receivables
Confirming final financial report has been generated
Processing approved FSR (NIH)
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Understanding how Emory will use
PeopleSoft Grants Notes

•
•
•
•
•
•
Another part of the Award Closeout process includes managing statuses and end dates, like:
Updating project statuses as required
Confirming all award milestones have been completed and closed
Updating award milestones to prevent reminders
Reviewing and manage any outstanding contract amendments
Verifying commitment control end dates
Updating commitment control statuses to "hold" 45 days after award end date

•
•
•
•
Close Contracts will allow you to:
Update Revenue Plan statuses to complete
Update Bill Plan statuses to Hold after final bill
Update Bill Plan statuses to complete
Update Contract statuses to Closed

•
Close Awards will make it possible to:
Update project statuses to closed
•
Update award profile status to closed”
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Lesson Review
In this lesson, we learned about:
 EPEX and how it will be used
 Understanding the Everyday Work that needs to be
done within Grants Management, such as –
 How to create Proposals and Awards
 Different Billing Types
 How to Manage Deposits
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Lesson Review Notes

•
“In this lesson you learned about:
EPEX (Emory Proposal Express), and how it will be used to streamline the creation of
proposals and budgets.
• Understanding the Everyday Work that need to be Done Within Grants and within
Applications that interact with Grants, such as how to create proposals and Awards, different
types of Billing, and how to manage deposits.”
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Course Summary
PeopleSoft Grants is not a stand alone application; it
leverages other PeopleSoft applications to provide a
fully integrated Grants Management solution
• PeopleSoft Contracts
• PeopleSoft Project Costing
• PeopleSoft General Ledger
• PeopleSoft Billing and Accounts Receivables
• Spending in other Modules, such as: Payables,
Expenses, Asset Management, Payroll
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Course Summary Notes

PeopleSoft Grants is not a stand-alone application, as it leverages functionality that is
delivered within PeopleSoft Contracts, PeopleSoft Project Costing, PeopleSoft General Ledger,
and PeopleSoft Billing/AR to provide a fully integrated Grants Management solution.
PeopleSoft Grants supports the full-range of post-award processing, including tracking and
managing the award, maintaining projects and activities in association with the award, and
managing award funding through budget administration and commitment control review.

Transactions (spending) will be charged to the Project and Activity created in the Award
Generation process and will come from other modules. Examples of transactions Emory will
use and the associated PS application are: Voucher (Accounts Payables), Expense Reports,
Assets recorded in AM (Asset Management), manual Journal Entries entered in GL (General
Ledger), and Payroll interfaced from HCM (Human Capital Management) into GL.
Transactions need to be budget checked (applied to budgets), and posted (create accounting
entries).”
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Course Summary
 Emory Proposal Express (EPEX) will be used to create
proposals. It will streamline the creation of proposals and
budgets. It mirrors the current SPAF, and uses Smart ERP
Workflow
 Proposals will be managed using the maintenance and
management functions in Grants Management and the
Awards Management modules.
 Once funded, the Award, Contract, Project and Activity is
generated in PeopleSoft
68
Course Summary
OSP & OGCA will manage:
 Setting-up and managing Award profiles, Contracts, Projects &
Activities
 Processing a variety of billing types
 Applying Deposits, and managing Accounts Receivable
 Closing-out Awards
69
Course Summary Notes

“After Award Generation, OSP/OGCA will need to manage the Award Profile,
Contract, Project, and Activity that were created by the system

And they will manage and maintain the award-related responsibilities: processing
billing, applying deposits and managing receivables, and closing out Awards.”
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Course Objectives
 Congratulations! You have completed the Research
Administration/ PeopleSoft Grants Overview course!
 You should now be able to:
 Understand the Integration of PeopleSoft Grants with Other PeopleSoft
Applications/ Complete Life-cycle
 Understand how Emory will use PeopleSoft Grants
 You should now be able to Understand how PeopleSoft Grants is integrated
with a number of other modules, and have a general understanding of the
business processes that are an integral part of the workflow process in Grants.
We have also covered the basic steps in how Emory Users will apply the
transactions in Grants to complete the day to day transactions required to
create proposals, budgets, projects and awards, and track them in the
system.”
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Supporting Your Learning
Ways to get help:
 Your notes
 Job Aids and simulations
 Your Department Lead
 Super Users in your Department
 Other co-workers or managers
 Help Desk (email and phone contacts)
 Monthly project communications
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Supporting Your Learning Notes

“Your learning has just begun. You have a wealth of material at your fingertips, and people in
your work areas who will support you in your efforts. Resources include:
- Job Aids and UPK simulations that will walk you thru a step-by-step process in how to
complete various processes and transactions in PeopleSoft;
- Your department lead who can answer questions you might have on the information shared
here
-
Super-Users in your department who have a good understanding of how the transactions
should work in each module
-
Your co-workers or managers who have completed PeopleSoft training
-
The Help Desk that can walk you thru the steps needed to resolve system related problems
-
Monthly Project communications that will share updates, FAQ’s and other timely tips going
forward”
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