IMPLEMENTION OF GRANTS AT GRIFFITH UNIVERSITY SESSION 6029

IMPLEMENTION OF GRANTS AT GRIFFITH UNIVERSITY SESSION 6029 Thursday, Nov 8 th 2018 ADU 7 -9 NOVEMBER 2018

PRESENTERS Kieran Dickenson Lauren Griffin Team Leader – BSS Finance Systems Senior Functional Analyst – BSS Finance Systems Griffith University k. dickenson@griffith. edu. au Lauren. Griffin@griffith. edu. au ADU 7 -9 NOVEMBER 2018

At Griffith, we believe in, strive for and celebrate the Remarkable. Established in 1971, Griffith is a relatively young university. In just four decades, we’ve grown from one campus and 451 students to become a comprehensive, multicampus institution, with 50, 000 students and over 200, 000 graduates. ADU 7 -9 NOVEMBER 2018

GRIFFITH UNIVERSITY & ORACLE People. Soft Finance 9. 2 People. Soft HR 9. 2 People. Soft Campus Solutions 9. 0 ADU 7 -9 NOVEMBER 2018

OVERVIEW 1. BACKGROUND Griffith’s journey from RIMS (IRMA) to People. Soft Post Award Grants. 2. INTEGRATION Utilising RPA technology to achieve system integration. 3. PEOPLESOFT CUSTOMER CONTRACTS Adapting Customer Contracts to cater for multiple sponsors on a singular contract. 4. PEOPLESOFT AWARDS De-coupling of Project Costing module and modification of Milestones. 5. REPORTING AND GRANTS WORKCENTRE Creation of Milestone Enquiry page for self-service and modification to the delivered Grants Work. Centre. ADU 7 -9 NOVEMBER 2018

BACKGROUND Griffith’s journey from RIMS (IRMA) to People. Soft Post Award Grants. ADU 7 -9 NOVEMBER 2018

BACKGROUND Ø Custom Research Administration System (RAD) built on People. Tools for Pre and Post Award Grants – Pre 2016 Ø Moved to RIMS (IRMA) for Pre and Post Award Grants – 2016 Ø People. Soft Finance 9. 2 Upgrade (inc. Grants) partnered with Hexaware – Go-Live April 2018: § Grants Post Award Data Conversion from RIMS to People. Soft Ø Implemented People. Soft Customer Contracts and Grants modules for the financial management of Post Award Grants: § Workload management capability through the use of a Work. Centre § Increased data integrity and auditing capability § Single point of reference for funding information § KPI measurement and real time reporting capability § Leverage of delivered integrations to People. Soft Billing ADU 7 -9 NOVEMBER 2018

PEOPLESOFT GRANTS Customer Contracts • Customer Details • Contract Details • Bill Plans and Billing Events • Chartfield Details Awards • • • Main Award Details Funding Information Milestones Attributes Notepad Features ADU 7 -9 NOVEMBER 2018

INTEGRATION Utilising RPA technology to achieve system integration. ADU 7 -9 NOVEMBER 2018

INTEGRATION - RPA PRE AWARD RIMS RP A POST AWARD PEOPLESOFT • RPA Creates basic Customer Contract and Award Profile from RIMS with a unique identifier • Exceptions handled through Business Process • Finance Research adds other Finance related data ADU 7 -9 NOVEMBER 2018

INTEGRATED CONTRACT ADU 7 -9 NOVEMBER 2018

INTEGRATED CONTRACT ADU 7 -9 NOVEMBER 2018

INTEGRATED CONTRACT ADU 7 -9 NOVEMBER 2018

INTEGRATED AWARD ADU 7 -9 NOVEMBER 2018

INTEGRATED AWARD ADU 7 -9 NOVEMBER 2018

PEOPLESOFT CUSTOMER CONTRACTS Adapting Customer Contracts to cater for multiple sponsors on a singular contract. ADU 7 -9 NOVEMBER 2018

CUSTOMER CONTRACTS DELIVERED: CUSTOMISATION: Ø Single Sponsor per Customer Ø Multiple Sponsors at a line level per Customer Contract. Ø Search Pages reference Sold To Customer. Ø Modified Search Pages to reference Ship To Customer and Speedtype and Class. Contract. Ø Contract Type and Currency Code not editable for active contracts. Ø Contract Type is editable for active contracts. Ø Customer ID’s identified as Sold To Customer at header level. Ø Default customer ID’s SINGLESPONSOR and MULTISPONSOR identified as Sold To Customer at header level. Ø Standard Peoplesoft Product Codes to drive VAT/GST treatments. Ø Customer ID’s identified as Ship To Customer at the line level. Ø Individual chartfield entry at distribution level. Ø Configured custom Product Codes to distinguish GST and GST Free lines. ADU 7 -9 NOVEMBER 2018 Ø Griffith Speedtype quick key added at

CUSTOMER CONTRACT – SEARCH PAGE ADU 7 -9 NOVEMBER 2018

CUSTOMER CONTRACT HEADER ADU 7 -9 NOVEMBER 2018

CUSTOMER CONTRACT LINE ADU 7 -9 NOVEMBER 2018

CUSTOMER CONTRACT LINE ADU 7 -9 NOVEMBER 2018

CUSTOMER CONTRACT DISTRIBUTION ADU 7 -9 NOVEMBER 2018

CUSTOMER CONTRACTS – BILLING PLAN & EVENTS DELIVERED: CUSTOMISATION: Ø No syncing of Ship To and Bill Ø Defaulted Customer and Billing Information from Contract Header and Line. Ø Manually create a billing milestone for every billing event. Ø Updates to Ship To Customer ID will automatically flow to Bill To Customer ID and vice versa. Ø Delivered integration to Billing. Ø Automatically create a billing milestone for each billing event. Custom Milestone Description based on contract type. To Customer ID’s. Ø Update customer contact information for active contracts through contract amendments only. Ø Contract amendments can not be processed for a new contract line without a Bill Plan. Ø Additional custom process to integrate Contract Title and Award PI to invoice line note. Ø Allow customer contact information to be updated for active contracts without processing an amendment. Ø Allow amendments to be processed for a new contract line without a bill plan. ADU 7 -9 NOVEMBER 2018

CUSTOMER CONTRACT – BILLING PLAN ADU 7 -9 NOVEMBER 2018

CUSTOMER CONTRACT – EVENTS ADU 7 -9 NOVEMBER 2018

CUSTOMER CONTRACT – BILLING MILESTONE ADU 7 -9 NOVEMBER 2018

AWARDS De-coupling of Project Costing module and modification of Milestones. ADU 7 -9 NOVEMBER 2018

AWARDS DELIVERED: CUSTOMISATION: Ø Project Costing Module. Ø Modified Search Page to reference Speedtype, Class and Fund Body Reference Number. Ø Funding page based on Project Costing Module. Ø Milestone Email Notification process with limited Email Template functionality. Ø De-coupled Project Costing Module. Ø Created new custom Funding Information page to meet the need for Multiple Sponsors per contract. Ø Customised the Milestones page to include additional fields for Contract Line, Customer ID, Milestone Name, Amount, Related Document ID, Supplier ID and Email Sent. Ø Created new Milestone Email Notification process to cater for custom built email templates. ØCustomised all Finance and Admin Contacts prompt values to reference from HR view. ADU 7 -9 NOVEMBER 2018

AWARD - HEADER ADU 7 -9 NOVEMBER 2018

AWARD - MILESTONES ADU 7 -9 NOVEMBER 2018

AWARD - MILESTONES ADU 7 -9 NOVEMBER 2018

AWARD – FUNDING INFORMATION ADU 7 -9 NOVEMBER 2018

REPORTING AND GRANTS WORKCENTRE Creation of Milestone Enquiry page for selfservice and modification to the delivered Grants Work. Centre. ADU 7 -9 NOVEMBER 2018

REPORTING AND GRANTS WORKCENTRE DELIVERED: CUSTOMISATION: Ø Grants Work. Centre Ø Configured the Grants Work. Centre to include custom built Grants Queries and additional links to frequently used pages. Ø Grants Queries Ø Created a custom self-service Milestone Enquiry page for a full financial view of a Grant. ADU 7 -9 NOVEMBER 2018

MILESTONE ENQUIRY ADU 7 -9 NOVEMBER 2018

MILESTONE ENQUIRY ADU 7 -9 NOVEMBER 2018

MILESTONE ENQUIRY ADU 7 -9 NOVEMBER 2018

GRANTS WORKCENTRE ADU 7 -9 NOVEMBER 2018

GRANTS WORKCENTRE ADU 7 -9 NOVEMBER 2018

CONCLUDING THOUGHTS ANY QUESTIONS? ADU 7 -9 NOVEMBER 2018

PRESENTERS Kieran Dickenson Lauren Griffin Team Leader – BSS Finance Systems Senior Functional Analyst – BSS Finance Systems Griffith University k. dickenson@griffith. edu. au Lauren. Griffin@griffith. edu. au ALLIANCE PRESENTATIONS WILL BE AVAILABLE FOR DOWNLOAD FROM THE CONFERENCE SITE ADU 7 -9 NOVEMBER 2018

At Griffith, we believe in, strive for and celebrate the Remarkable. ADU 7 -9 NOVEMBER 2018

THANK YOU! ADU 7 -9 NOVEMBER 2018