Impacts
Notes
Business Process Training Chng Mgt/ Communic Configure
Grants 9.0 Prototype Fit/Gap
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1. Grants Overview – Background and Overall Objectivity
FAMU implemented PeopleSoft 8.4 and is upgrading to ver. 9.0 of the Financial systems to provide the grant team a viable Grants system that would seamlessly integrate the Grants module with internal/external financial modules. Also, to allow a real-time posting of transactions that occurs in Accounts Payable, Asset Management, General Ledger, Projects and other financial systems. The capability to reflect on Award financial
statements these posted transactions. The Grants upgrade and business redesign would also move FAMU to a paperless workflow system
2. Current Business Process and
Features Other than the federally funded Research programs, FAMU also has State and Internal funded Grants/Projects, FAMU also does Cost Sharing/Matching on some of these federally funded Grants
The FAMU Office of Sponsored Programs is responsible for creating and maintaining the Pre-Award Proposals. The Office of Contracts and Grants is responsible for Post-Award billings and financial reporting
FAMU Proposal Preparation, Routing and Approving – Paper routing used by OSP FAMU is currently running (active) 110+ Proposals, 240+ Awards, 500+ Projects FAMU utilizes Commitment Control for grant/project spending controls
FAMU bills and collects payments from the granting agencies which include Federal Letter of Credit process
FAMU allocates, bills and collects F&A and other allowable Fringe Benefits from the granting agencies
FAMU uses Principal Investigators’ payroll information as base to create the Time and Effort worksheet
FAMU has an Office of Animal Care and Regulatory Compliance (OACRC) that includes Institutional Review Board and Institutional Animal Care and Use Committee to handle the Human and Animal subjects
FAMU adopts system assigned auto numbering on Proposals, Awards and Projects Gap: The award/project set up alerts from OSP are not communicated efficiently to OCG
Business Process/
Feature Function
Impacts
Notes
Business Process Training Chng Mgt/ Communic Configure
Grants 9.0 Prototype Fit/Gap
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3. Assumptions Y
YY Y
Y Y Y FAMU will utilize 9.0 Grants to handle the Proposal and Pre-Awards, and uses 9.0 Project Costing for grant post award activities. FAMU will utilize Contracts, Billing and Accounts Receivable modules on invoice billings and payments collections
4. Benefits Y Y Y Y FAMU purchased the complete and integrated 8.4 Financial suites and is upgrading the same suites to 9.0 for integrated functionalities and data collection (Expenditures, Revenues and Commitments)
Gap: Grants invoice billings are not done through contract/project/Billing modules Challenge: Data clean up on Project Resource table will be the key to success of re-implementing 9.0 Billing and Accounts Receivable modules
5. Business Process FAMU OACRC handles the Human and Animal Subjects
The PS 9.0 Grants provides PROTOCO management and administration for Human and Animal subjects, FAMU OACRC will be able to fully utilize the functionalities
6. Configuration Setup – Business Needs Overview
Y N N Y FAMU utilizes only two Business Units ‘FAM01’ and ‘FMPC1’. Most of the modules, GL.
Grants, Project Costing, Assets, Billing, Receivable and Contracts are using the BU
‘FAM01’. For Project Costing, Contracts, Accounts Receivable and Billing, the second BU
‘FMPC1’ is used for Capital Projects
FAMU Office of Sponsored Program initiates the paperwork on grant proposals.
FAMU will continue to use the federal pre-determined F&A rate that was negotiated in 2004.
FAMU has two Grant F&A based Trees: GRANT_FA_BASE (Subcontract is not part of TDC or MTDC) and GRANT_FA_TREE (Subcontract >25K is part of TDC out side of MTDC). Recommendation: One of them needs to be deleted
FAMU Project tree is up but not used, the PROJECTID_TREE only has ID from 1 thru 500 Grant Department table is same as GL Department table
7. Business Needs – Pre-Award Processing
Y Y N N FAMU loads personal information from the legacy HR system for Professional data and Team member information
8. Business Needs – Contracts Y Y Y Y Fit: The FAMU Contracts are setup through Grant Proposals/Awards
Business Process/
Feature Function
Impacts
Notes
Business Process Training Chng Mgt/ Communic Configure
Grants 9.0 Prototype Fit/Gap
®
Gap: The current billing process is not channeled from the Contract Billing Plan, Revenue Plan and Rate Set
9. Business Needs – Create Projects/Activities
Y Y N N FAMU will continue to uses system generated project numbers
The Grant related project/Activity is setup through the Grant Award generation. FAMU uses only one Activity ID for all projects
The internally funded projects are generated through Project Costing Project Definition page
10. Business Needs – Project Budget Y Y N N FAMU generates grant related project budgets from Grant Award Project Budget generation – through Finalization to push to Project Resource and Commitment Control Budgets
FAMU generates internal project budgets from Project Funding page of Projects in 8.4.
The Project Funding is now Project Budgeting in 9.0
FIT: FAMU does not close Project Accounting Period and Project Budget Year
11. Business Needs – Post-Award Processing
Y Y Y Y Expense requests, approval routings – Through Office of Sponsored Programs
Payroll and Non-wage expenditures – Through Commitment Budget Controls on Projects Sponsor F&A - Fit: There is allocation setup based on the awarded rate by Project. There is routine monthly accounting entry generated.
Grant Equipment Purchase – Expensed and not capitalized
Grant Equipment Physical Inventory – Office of Property Management conducts the physical inventory count based the required frequency and has a complete list of inventory Project Status – FAMU created 4 Award close-out stages
Project Team – FAMU has Project Teams built for each project, the team member information are loaded from HR interface
Project Activity Team has not been utilized since there is only one Activity ID for all projects
Business Process/
Feature Function
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Notes
Business Process Training Chng Mgt/ Communic Configure
Grants 9.0 Prototype Fit/Gap
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Cost Collection – Gap:
• PO to PC process is not running consistently
• Requisition and PO reversals are missing from Project Resource table
• Project Resource table is out balance with General Ledger, Commitment Control Ledgers, AP Voucher and Purchasing tables
• General Ledger has been the main source of project data, all the data required for reporting and billing are from the Ledger.
• Other than the Analysis Types, the Project Source Type, Category and Sub-Category have not been coded to the transactions to better reflect lower level expenditures
12. Business Needs – Commitment Control on Grant Expenses
Y Y N Y FAMU utilizes Commitment Control to control grant project spending, the Control
Chartfield for Grants is set on ‘PROJECT’ level, the Ledger Groups are ‘KK_GMPAR’ and
‘KK_GMCHD’ for grant projects
FAMU KK Control levels are different between KK Parent and Child (the Parent is Controlled while the Child is Track w/Budget)
FAMU Commitment Budget Control Source Transaction includes Requisitions, in addition to Purchase Orders and Vouchers
Gap: The out of balance between Parent and Child ledgers has caused data integrity issue to reflect the true grant budget balances
13. Business Needs – Billings Y Y N Y FAMU Office of Contracts and Grants runs queries on General Ledger for the project expenses (payroll and non-payroll). The financial information, then, downloaded to Excel spreadsheet with pre-determined agency required column headings to fit into the form of invoices based on the respective agencies
LOC, 269 FSR, 272 Federal Cash and 399 State form are accounting for approximately 500 active projects
GAP: The Billing process has not been utilizing correct Contract/Billing setup to process invoices. Project Resource table has not been utilize to avoid the manual spreadsheet
Business Process/
Feature Function
Impacts
Notes
Business Process Training Chng Mgt/ Communic Configure
Grants 9.0 Prototype Fit/Gap
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work
Challenge: To restore Project Resource table information to be utilized for billings 14. Security Y Y N Y FAMU Grants uses Project and Team level security functionality
FIT – PeopleSoft is delivered with security in the roles, permission lists and user preferences to sufficiently meet audit and security requirements for both Grants and Projects
15. Workflow Y Y N Y FAMU will complete the configuration of Grant Award Milestone to be used for workflow 16. System Integrations –
Oracle/PeopleSoft Applications
Y N N Y FAMU Grants module is integrated with Customer Contracts, Project Costing and Billing.
Project Costing is also integrated with Accounts Payable, Asset Management, Purchasing and General Ledger. The FAMU Payroll data is currently interfaced to Project Costing through General Ledger Journals
Opportunity: PeopleSoft is designed to have Time & Labor interface with Project Costing.
FAMU has the opportunity to create the direct Payroll data interface to Project Resource table
17. Data Conversion Rules Y N Y N FAMU is committed to a data reconciliation and clean up of the Project Resource table for the grant related expenses in 8.4 before they are upgraded to ver. 9.0
18. Interface Rules Y N N Y FAMU has interfaces into Grants and Project Costing as denoted below:
• The Employee personal data loaded from the legacy HR to Grants & Projects
• It is not clear the loading frequency of the HR data
• Payroll transactions loaded into Project Costing through GL Journals
• Other non-payroll expenses through GL journal interface
• Student Financing interface
• Routine AP, PO and GL to PC interfaces
• FAMU currently is not creating Assets through Project Costing, therefore, no project capitalization process done from PC
Business Process/
Feature Function
Impacts
Notes
Business Process Training Chng Mgt/ Communic Configure
Grants 9.0 Prototype Fit/Gap
®
Gap: There is evidence that the processes of PO to PC and PO Adjustments have not been done timely and accurately since Project Resource table is out balance with most of these tables. The most obvious evidence is that the requisition and PO reversals are missing from Project Resource table as result of not running the Purchasing Adjustments job.
19. Miscellaneous Needs Y N N Y • To control the Grant related project expense at lower level of the overall Project level on Commitment Control budget
• Easy on line access Project financial information or ad hoc reports for the Principal Investigators
20. Reporting Y Y N N FAMUS Utilizes PS delivered Federal reports of SF_269 and SF_272 GAP:
• The Federal Status Report is prepared manually
• Currently, FAMU has 219 Grants related public queries, majority of these queries are date effective and/or in redundancy. A clean up of the Query table is
recommended
Grants 9.0 Prototype Fit/Gap
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Current PeopleSoft Customizations/Interfaces/Reports/Queries The listing of the current customizations for Grants:
FAMU_GM_PROP_YJ_SRCH FAM_GM_DIST
FAM_GM_GMFACS FAM_GM_POSTAWD
FAM_GM_PRJ_RES_TAO_IDX FAM_GM_REV_REC
Excluded from discussions
The following features/functions were not included in discussions. These features are not relevant to FAMU.
Feature/Function Description