Post on 06-Apr-2018
6/7/2016 © SpearMC Consulting 1© 2016 SpearMC Consulting
SpearMC Consulting
Lessons Learned from a PeopleSoft v9.2Billing/Receivables Upgrade
Stephen Kelly
Agenda
Introductions
About SpearMC
Meet Your Presenter
PeopleSoft 9.2 Billing Highlights
PeopleSoft 9.2 Receivables Highlights
Upgrade Project Example w/ Lessons Learned
Helpful Hints
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Introductions: About SpearMC
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Founded in 2004, SpearMC is a technology and professional services firm specializing in
PeopleSoft Financials and Supply Chain Management
PeopleSoft Human Capital Management and Payroll
ERP Architecture and Application Development
Project and Program Management (PMO)
Change Management
ERP Training
Mobile Technology
About SpearMC
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We focus on local market delivery and capability development in line with industry focus areas unique to the regions we serve.
Regional offices in Chicago, Denver, Houston, Phoenix, Seattle and San Francisco
About SpearMC
Our local and well-connected network of top-tier business analysts, technical leads, developers and project managers keep travel cost to a minimum.
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Industry focus areas include:
Energy
Transportation
Healthcare/Biotech
Government
Media/Technology
Consumer Products
Financial Services
Higher Education
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Oracle Gold Partner since 2008:
Gold Level Partner
PeopleSoft Specialization
Applications Reseller
Hardware Reseller
About SpearMC
Introductions: Meet Your Presenter.
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Meet Your Presenter
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Stephen Kelly, MBAManaging Directorsteve.kelly@spearmc.com866-SPEARMC x824www.SpearMC.com
Over 20 years consulting experience focused predominantly in PeopleSoft
implementations and upgrades covering all stages of the Project Life Cycle.
System Business Process Analysis, Requirements Study, Fit-Gap Analysis, High Level
Design, ChartField Design, Application Development, Testing, Configuration, Training,
Deployment and Post-Implementation Support
PeopleSoft v9.2 Billing Highlights
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PeopleSoft 9.2 Billing HighlightsBilling WorkCenter
• Latest FSCM Update
Image 18 in May 2016
• Billing WorkCenter (My
Billing Work) built using
the PeopleSoft Fluid
WorkCenter Framework
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PeopleSoft 9.2 Billing HighlightsBilling WorkCenter
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PeopleSoft 9.2 Billing HighlightsBilling WorkCenter
• Delivered Billing WorkCenter
• One annoying item: amounts are not formatted
• Use the Pivot Grid Wizard to format
• The Currency Code can be used as Control Field so that PeopleSoft looks up precision & format
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PeopleSoft 9.2 Billing HighlightsBilling WorkCenter
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PeopleSoft 9.2 Billing HighlightsBilling WorkCenter
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PeopleSoft 9.2 Billing HighlightsBusiness Process Weaver
• BPW feature added in FSCM 9.2 Image 14 in Sep 2015
• Visualize batch process steps like Single Action Invoice
PeopleSoft v9.2 Receivables Highlights
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PeopleSoft 9.2 AR HighlightsComprehensive Customer View
• FSCM 9.2 Image 15 – Nov 2015
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PeopleSoft 9.2 AR HighlightsCustomer Hierarchy
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PeopleSoft 9.2 AR HighlightsCustomer Hierarchy
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PeopleSoft 9.2 AR HighlightsReceivables WorkCenter
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PeopleSoft 9.2 AR HighlightsReceivables WorkCenter
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PeopleSoft 9.2 AR HighlightsReceivables WorkCenter
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PeopleSoft 9.2 AR HighlightsReceivables Dashboard
• AR Dashboard was introduced in FSCM 9.2 Image 4 in Dec 2013.
• Allows quick view of key info through pagelets that present data using Pivot Grids.
• Kind of obsolete now that same functionality is in WorkCenters, plus more.
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PeopleSoft 9.2 AR HighlightsCollections Workbench
• AR Collections Workbench introduced in Psft v9.1
• Support for Contracts added in v9.2 Image 10 in Dec 2014
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PeopleSoft 9.2 AR HighlightsCollections Workbench
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PeopleSoft 9.2 AR HighlightsMobile Approvals
• Mobile Approvals for Payment Write-Offs and
Credit Card Write-Offs were added in FSCM 9.2
Image 14 in Sep 2015.
• Psft 9.2 introduces Mobile Approvals that
leverage Mobile Application Platform (MAP)
technology.
• Provides way for approvers to take Application
Workflow Engine (AWE) actions using mobile
device.
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PeopleSoft 9.2 AR HighlightsMigration of Config
• Psft 9.2 introduces the Data Migration
Workbench, which enables you to compare,
validate, and copy application configuration data
from one database to another using Application
Data Sets (ADS).
• AR Aging and Payment Predictor Application
Data Sets were added to the Data Migration
Workbench in FSCM 9.2 Image 14 in Sep 2015.
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PeopleSoft 9.2 AR HighlightsApply Payments
• After a deposit is created and balanced, you
must apply payments.
• FSCM 9.2 Image 4 in Dec 2013 introduced the
Apply Payments link on the Payments page that
takes you directly to the Payment Worksheet
page or the Direct Journal Accounting Entries
page, depending on the type of payment.
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PeopleSoft 9.2 AR HighlightsApply Payments
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PeopleSoft 9.2 AR HighlightsMaintenance Worksheet
• 9.2 allows sort by absolute value of the item
balance columns so you can quickly find related
credit and debit items.
• Useful if you have customers with lots of open
debit and credit items.
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PeopleSoft 9.2 AR HighlightsMaintenance Worksheet
PeopleSoft v9.2 Project Case Example
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Project Case ExampleClient Overview
• Fred Hutchinson Cancer Research Center
–Dedicated to finding cures to all forms of cancer.
–World class scientists, including 3 Nobel laureates,
have revolutionized prevention, detection, and
treatment for several cancers and other diseases.
–Funded primarily through Grants and Donations.
–Originally implemented PeopleSoft FSCM in 2003.
–Upgrade from v9.0 to v9.2 completed April 2016.
–Currently in process of International Rollout.
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Project Case ExampleClient Overview
–Grants
–Contracts
–Project Costing
–Billing
–Accounts Receivable
–General Ledger
–Asset Management
–eProcurement
–Purchasing
–Accounts Payable
–Commitment Control
–(custom) Labor Cost
Distribution / HCM
Effort Reporting
• PeopleSoft FSCM Applications
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Project Case ExampleClient’s BI/AR Process Index
5.0
Cash Applications
4.0
Customer
Service
3.0
Generate
Invoice
1.0
Manage
Customer
3.2
Post to G/L
3.3
Review, Approve,
& Distribute
Invoices
3.1
Generate
Invoices
1.2
Maintain
Customer
Master Data
1.1
Establish
New
Customer
5.4
Process Credit
5.3
Reconcile
Unapplied /
Misapplied
Payments
5.2
Prepare Bank
Deposits
5.1
Process
Payments
4.2
Communicate
Resolution to
Customer
4.1
Manage
Customer Inquiry /
Dispute
Customer & Credit Management
InvoicingCustomer
Service Accounts Receivable
Process
6.0
A/R
Analysis
6.1
Review
Aging Reports
6.2
Estimate &
Record A/R and
Reserves
6.3
Review &
Adjust
A/R Reserves
7.0
Collections
7.1
Communicate
With
Customer
5.5
Post to G/L
7.2
Escalation /
Follow-up
7.3
Process
Charge Back /
Write-off
5.6
Open Items
Maintenance
Done outside of PS
or by IT
Performed by Business
in PS
Legend
2.2
Shared Resource
Excel Uploads
2.3
Misc/Offline/Fixed
Price Uploads
2.1
iLab Interface
2.4
Contracts Billing
Interface
2.5
Online Bills
2.0
Interface Bills
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Project Case ExampleClient’s Billing Data Flow
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Project Case ExampleStrategic Enhancements
• Strategic Enhancements Implemented
as Part of v9.2 Upgrade:
–Simplify Commitment Control and Reduce Errors
– Improve Financial Coding Consistency Through
Implementation of Combination Edits
–Utilize Project Status to Control & Manage
Transactions
– Improve Budget Controls for Non-sponsored Projects
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Project Case ExampleStrategic Enhancement
• Commitment Control (KK) Improvements
– Eliminate KK errors on ChartFields that users didn’t understand and didn’t necessarily need to be controlled (Deptid, Operating Unit, Fund, Funding Source, Program)
– Eliminate non-value added budget entry changes (e.g., Deptid or Operating Unit changes for a Project)
– Decrease data entry required to manage KK (use Budget Attribute config only when really needed)
– Turn KK on in all modules (prior to 9.2 upgrade, AR direct journals could slip through after project closeout and did not update KK balances)Lesson Learned: Control scope / keep things simple at first.We set up new revenue KK ledgers with control setting of “track w/out budget”.Decided to postpone enablement of related revenue to expense ledgers.
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Project Case ExampleStrategic Enhancement
• Implement Combination Edits
–Require a Project on Revenue/Expense Account
(P/L entries)
–Require a Budget Reference and Fund on P/L entries
–Prevent bad combination of Project Resource Type /
Resource Category / Account
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Project Case ExampleStrategic Enhancement
• Implement Combination Edits
–We leveraged a little used combination edit feature
of “user-defined” combination group along with
changing the configuration of Ledger Template to
use COMBO_DATA_BDP rather than
COMBO_DATA_TBL to store combinations.
–This allowed us to define combination edit of GL
Account with PC ChartFields: Resource Type &
Resource Category
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Project Case ExampleStrategic Enhancement: Combo Edit
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Project Case ExampleStrategic Enhancement: Combo Edit
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Project Case ExampleStrategic Enhancement: Combo Edit
• Lesson Learned
–Billing module stores Project ChartFields at different
level than all other PeopleSoft modules (Line vs Distrib)
–This limited our ability to implement the
Account/ResType/Category Combo Edits w/in Billing
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Project Case ExampleStrategic Enhancement: Combo Edit
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Project Case ExampleStrategic Enhancement: Combo Edit
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Project Case ExampleStrategic Enhancement: Combo Edit
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Project Case ExampleStrategic Enhancement: Combo Edit
PeopleSoft v9.2 Project Case Example
Billing Spreadsheet Upload
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Project Case ExampleBI/AR Enhancement
• Billing Spreadsheet Upload (available in v9.1)
– Replace Pending Item Entry with Bill Spreadsheet
Upload to improve efficiency of recording offline bills
and increase consistency of what’s been billed
– Contracts module not currently used to manage
fixed price billing; bill XLS upload is baby step to
increasing efficiency of management of those bills
– Replace online miscellaneous bill entry with bill XLS
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Project Case ExampleBI/AR Enhancement: Bill XLS Upload
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Project Case ExampleBI/AR Enhancement: Bill XLS Upload
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Project Case ExampleBI/AR Enhancement: Bill XLS Upload
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Project Case ExampleBI/AR Enhancement: Bill XLS Upload
• When you click the Submit Upload, you get indication of whether Excel workbook successfully connected to Integration Broker and submitted data, but nothing more.
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Project Case ExampleBI/AR Enhancement: Bill XLS Upload
• We found that sometimes there is a hiccup with Integration Broker service and your upload sits in New status in the message Queue. Only technical administrator had access to the IB pages to see this.
• We have since learned that there is a notification piece that can be setup to notify the sysadmin when IB queue is not processing.
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Project Case ExampleBI/AR Enhancement: Bill XLS Upload
• From end-user standpoint, your next step is to look for your upload in Review Pending Transactions
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Project Case ExampleBI/AR Enhancement: Bill XLS Upload
• Identify your Interface ID in Review Pending Transactions
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Project Case ExampleBI/AR Enhancement: Bill XLS Upload
• Next Step is to submit the Process Billing Interface program
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Project Case ExampleBI/AR Enhancement: Bill XLS Upload
• When there is an error (e.g., invalid Cust ID, Location, Project), you must correct the errors in the lovely error correction pages
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Project Case ExampleBI/AR Enhancement
• Lessons Learned from Bill XLS Upload
– Integration Broker interface mechanism
• Hard for end-user to tell whether XLS upload interfaced
successfully
• Bug that resets IB messaging off when create FUN instance
from each night’s PROD copy
• Basic edits on billing data are not executed until data is
uploaded from the XLS into the billing interface tables and
interface process run
• When errors exist (e.g., invalid cust id, location, project), data is
already in the interface tables and you have to correct using the
“less-than-user-friendly” interface data correction pages.
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Project Case ExampleBI/AR Enhancement
• Lessons Learned from Bill XLS Upload
– End-user experience with Spreadsheet
• The hidden columns can be confusing to users. Only the ones
you picked on the Template sheet are displayed on the Data
Sheet, but the others are still there hidden.
• The multiple record types can be confusing; we kept as simple
as we could with just fields from INTFC_BI (bill header and line
info) and INTFC_BI_AEDS (accounting info).
• We made assumption of 1 accounting line per bill line and color
coded the Data Sheet to guide users on fields to populate.
• We simplified the push buttons for upload and the label.
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Project Case ExampleBI/AR Enhancement
• Lessons Learned from Bill Invoice Printing
– Moving from Crystal to BI Publisher
• Not as simple as you may think
• Plan extra time for working out formatting kinks
– Grants SQR Invoice
• The Grants billing invoice BIGIVCPN.SQR had one very
inefficient procedure that was causing some of client’s bill
processing to take 3 hours when a large historic customer was
included in the cycle. We identified better set-processing logic
for the procedure and proposed it to Oracle. Our revised code
brought processing time down to less than 1 minute.
PeopleSoft v9.2 Deferred Enhancements
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Project Case ExampleDeferred Enhancements
• WorkCenters
–Would definitely help improve some efficiency, but with small number of back office workers who were already accustomed to navigation and comfortable with their existing approach for managing billing/AR, other items took priority.
• Deposit Upload Spreadsheet
– It may increase efficiency of deposit/payment recording, but didn’t address the more time-consuming piece of recording AR direct journals.
• Partial Unpost
– Not a big need for client as typically don’t have payment being applied to multiple items.
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Project Case ExampleDeferred Enhancements
• AR to PC for Direct Journals
– 9.2 extends the AR-to-PC integration by interfacing AR direct journals to Project Costing. Users are able to specify an Analysis Type which makes ARDJ integration to PC consistent w/ other subsystems.
– Fred Hutch had business need to occasionally record program income or expense adjustment to a sponsored project that would need to be priced and billed. The delivered 9.2 AR-to-PC process sets BI_Distrib_Status = ‘I’ (ignore) on Project Costing transaction table.
– Fred Hutch retrofitted a prior version customization that flipped PC_Distrib_Status from ‘I’ to ‘N’ on the GL journals that were generated from AR direct journals.
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Project Case ExampleKey Upgrade Take-aways
• Testing will be a large part of your upgrade process.
• Analyze and prioritize value-added changes to implement along with the upgrade: not just new functionality, but also look at existing functionality you may not have been using.
• As sexy as some of the bells & whistles of 9.2 might be, strategize how you will roll those out.
• Consider cost/benefit of each new or changing feature and business process and scope the project accordingly.
PeopleSoft v9.2 Open Discussion
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SpearMC Online Resources
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SpearMC Online Resources
• SpearMC online Tools & Resources can be found at www.spearmc.com