FI$Cal Change Discussion Guide Grants/Projects/Contracts Guide March 2015.

FI$Cal Change Discussion Guide

Grants/Projects/Contracts Guide

March 2015

Legend

Pre-Wave

Wave 1

Wave 2

Wave 3

FI$Cal Accounting Solution

FI$Cal: Transparency. Accuracy. Integrity. 2

Refunds

Grants

General Ledger / Commitment Control

Project Mgmt

Accounts Payable

Project Costing

Billing

ContractsAsset Mgmt

Deal Mgmt

Cash Mgmt Loans

Jour

na

ls,

F&

A, B

ud

gets

Expenditures, Payables

Purchase Orders

Goods Received

Exp

en

ditu

res

Enc

um

bra

nce

s

Capital Assets

Project Details

ePro / PO

Enc

um

bra

nce

s

Ass

et A

ddi

tion

s, D

ep

reci

atio

n, R

etir

em

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GL Journals

Award Data

Unb

ille

d A

R,

Re

ven

ue

Rev

en

ue,

AR

Revenue, AR, Cash

Customer Invoices

Billable Transactions

Loan Data

GL Journals

Project Data

Billing Status Updates

Cash Data

Cash DataAccounts

Receivable

Vo

uch

ers

Bond Transactions

March 2015

Legend

Pre-Wave

Wave 1

Wave 2

Wave 3

FI$Cal Budgeting Solution - Appropriations


SCO Payroll

Other Sources

(Spreadsheet Templates)

Hyperion Public Sector

Planning & Budgeting

Smart View for Office

PDF HTMLActuals and Budget Data

HR Data

Statistical Data

Budget Books

Final Budget Data

View/Update Data


March 2015

Legend

Pre-Wave

Wave 1

Wave 2

Wave 3

FI$Cal Budgeting Solution – Departmental Projects and Grants (State as a Grantee)


Project Costing


March 2015

Grants

DepartmentalProjects

Grants

Grants

FI$Cal: Transparency. Accuracy. Integrity. 5March 2015

Process Overview Process Overview Project Costing (PC) is a cost collection

and processing tool that acts as a data warehouse

PC is required for use if your Department has Capital Outlay projects or uses Federal Funds (0890)

Projects are directly linked to Grant Awards (State receiving funds) to collect associated expenditures and facilitate billing/drawdown

Costs are collected from:

Commitment Control – Budget Grants - Budget Purchasing –

Encumbrance/Committed Costs Accounts Payable – Actual

Expenditures and Commitment reversals

General Ledger – Expenses and/or Revenue Journals

Labor Distribution – Direct Charged Labor Hours and Labor Cost

Customer Contracts – Amount Based Billing and Revenue

Billing – Billing Adjustments

Project Costing


Process Overview Key Impacts Integration with Grants Management Integration with Customer Contracts Process Facilities & Admin Automated billing through Customer

Contracts Automated Revenue Recognition

(accounting entries) through PC and CA

Automated updates from Billing for manual billing adjustments made to Project related invoices (BAJ Transaction)

Interface from CA to PC for fixed amount based billing and revenue amounts

Integration with Labor Distribution for daily detailed timesheets

Enhanced reporting options

Project Costing

Heavy integration between Project Costing (PC), Customer Contracts (CA), and Billing modules PC Collects, Processes, and

Prices Costs (Expenditures and Labor)

PC Produces Billable rows to be sent to Billing to create invoices

CA contains the Customer Agreement and Billing Terms

Project/Activity is linked to a Customer Contract

CA “releases” the billable rows from PC into the Billing interface

CA recognizes revenue on the billable rows from PC


Department-Specific Impacts and Notes As we transition to FI$Cal roles and responsibilities will change as

follows: [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES] [ROLE] – [CHANGE IN ROLE RESPONSIBILITIES]

Department business processes around Project Costing will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]

Increased communication and integration between the following business areas will be needed: [ENTER AREA 1 & AREA 2] – [ENTER ACTIVITIY THAT MUST

BE COMPLETED TOGETHER]

Project Costing


Process Overview Key Impacts The Create and Maintain Project

process covers all activities related to Project and Activity

This includes the following sub-processes: Create Project Create Activity Create Project Team

Standardized project reporting capability across departments through consistency and use of common system configured fields

Statewide reporting for emergencies

Project Costing Create and Maintain Project




Department business processes around a Project will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Create and Maintain ProjectProject Costing


Process Overview Key Impacts The Collect, Distribute, and Price

Project Cost process covers all activities related to project transactions

This includes the following sub-processes: Collect Costs from other modules Fund Distribution Project Accounting Project Costing Pricing

Funds distribution functionality allows source and target rules to be defined, producing new accounting distributions that will be sent to General Ledger

Project Costing Collect, Distribute, and Price Project Cost




Department business processes around Project cost will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Collect, Distribute, and Price Project CostProject Costing


Process Overview Key Impacts The Project Capitalization process

covers the activities related to capitalizing expenditures identified as applicable to be capitalized from Project Costing to the Asset Management (AM) Module

This includes the following sub-processes: Define Asset Relate Transaction to Defined

Asset Send the Asset to the AM Module

Integration between PC and AM allows for automated tracking of WIP in projects, and automated interfacing of assets to AM when the asset is ready to be capitalized

Project Costing Process Project Capitalization




Department business processes around Project Capitalization will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Process Project CapitalizationProject Costing

FI$Cal End-User Roles

Project Costing


FI$Cal End-User Role DescriptionDepartment Project Processor

The department end user who is responsible for additions and updates to the Project, Activity, and Team Definitions.

Department PC Job Processor

The department end user who has access to all PC batch processes needed to run on an ad hoc basis.

PC Reporter The central and department end user who has access to all PC batch reports and PeopleSoft Query Viewer.

PC Viewer The central and department end user who has inquiry access to all project information. This end user typically submits the Project request form.

Department PC Configuration Maintainer

The department end user who is responsible for updates to department PC configuration values.


Role Changes –Wave 1 to Wave 2

Project Costing

Wave 1 Role Wave 2 ChangeDepartment PC Batch Processor

This role has been renamed to Department PC Job Processor in Wave 2.


Process Overview Key Impacts The Proposals process covers the

activities related to managing the complete grant life cycle from proposal to award

Facilitate the submission of timely, accurate, and complete proposals to sponsors

Proposals are optional but key to system integration with Project Costing and Customer Contracts

Proposals do not trigger processing within the system – equivalent to a pending award

Most proposal information can be updated/added on the award after generation

Sub-recipient information is optional on a proposal and/or award

Grants Management


Key Impacts Key Impacts When an award is generated in the

system, the data from the proposal is automatically copied into the award

1 click automated creation of grant award, projects/activities, and customer contract

Ability to establish F&A (Indirect Cost Rate Proposal – ICRP) rates to be applied to specific expenditures F&A Setup in Grants Module F&A Processing in Project Costing

Module

Several Award specific reports being delivered along with the ability to run many of the existing project costing reports for a specific grant, for example: Federal Drawdown/Letter of Credit

supported Federal Financial Report FR425

Grants Management




Department business processes around Grants Management will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Grants Management


Process Overview Process Overview PeopleSoft Grants supports

organization, project and grant, and revenue estimate ledger types

Budget line details are entered for a budget item

The item defines the spending category for the budget line Direct Cost F&A State Funding Portion will also be

recorded to ensure the entire budget is maintained within Grants

When finalized, grants budgets are interfaced to Project Costing and Commitment Control

Budget must be maintained in Grants module Budget plan is visible only in

Grants and cannot be seen in Project Costing

Budget is optional, but recommended on proposal

Grants Management Grants Budgeting


Key Impacts Key Impacts Departmental/Award Budgets

maintained in Grants Financial transactions are budget

checked against all applicable ledgers For split funded awards (State share),

State portion will need to be posted on the Grant Award budget Could be timing difference between

State and Federal Fiscal Years “Post when known” methodology

PeopleSoft Grants does not support appropriation budgets. For Commitment Control,

Departments are recommended to use CC_GMPRJ (Expenditure) ledger definition for Grant/Project level budgets

Grants Management Grants Budgeting

You can spend/encumber by: Advanced Funding Award – Cash

Receipt/Revenue Collected will grant the authority to spend

Reimbursement Award – Depends on Revenue Budget Status for the department

Budgeted Revenue Budget status– Exemption from SCO is required

Allows for spending/encumbrance when the revenue budget is posted

Collected Revenue Budget status – “FI$Cal Standard” - Departments use clearing account

Reclass to Federal (expenditure) permitted after drawdown

Appropriation Budgets maintained in Hyperion




Department business processes around Grants Budgeting will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Grants BudgetingGrants Management



Grants Management

FI$Cal End-User Role DescriptionGrant Approver Departmental or Central user that maintains proposals

and awards and submits grants proposal.Grant Processor Departmental or Central user that creates and

maintains grant proposals and awards.Grant Viewer Departmental or Central user with display only access

to all grant information.Grant Reporter Departmental or Central user with access to run all

grant reports and develop and run grants queries.


Process Overview Key Impacts Contracts enables you to:

Capture contractual terms and conditions of awards and reimbursable projects

Choose when and how to bill the sponsor/customer

Choose when and how to recognize revenue in a suitable manner

Manage changes through amendment processing

Link Project Costing to the Billing and Accounts Receivable modules

Set contract or transactional billing/revenue limits

Complete documentation and processing for fixed and rate-based contract agreements

Contract amendment processing and tracking

Prepaid deposit functionality for tracking and utilizing advanced payments

Automated billing for Project Costing transactions

Automated deferred revenue processing and revenue recognition

Contract Billing History page where invoices can be tracked

Ability to drill from Contracts Billing History to review associated Receivables Payment

Customer Contracts


Key Impacts Key Impacts Amendments provide historical change

control for modifications made to the contract header and lines

The following are reasons to amend a contract: Addition or subtraction of overall

contract and contract line amounts Addition of new lines to the

contract Modification of billing and revenue

events

Contracts uses limit processing to enable you to set limits on the amount billed, revenue recognized, or fees processed for a contract

Limits can also be set on specific transactions (such as labor, materials, or travel) that occur against a contract

Contracts allows you to define and administer the billing and revenue rules for contractual agreements required for grant sponsors and reimbursable project customers

Customer Contracts




Department business processes around Customer Contracts will change as follows: [ENTER CHANGE IN BUSINESS PROCESS] [ENTER CHANGE IN BUSINESS PROCESS]



Customer Contracts


Customer Contracts


FI$Cal End-User Role DescriptionCustomer Contracts Processor

Departmental user that creates and maintains contracts.

Customer Contracts Approver

Departmental user that maintains, amends, and activates contracts.

Customer Contracts Billing Job Processor

Departmental user that processes project and contract billing and project process (milestones).

Customer Contracts Revenue Job Processor

Departmental user that processes project and contract revenue.

Customer Contracts Viewer

Departmental or Central user with display access to all contract information and all contracts reports and inquiry.

Customer Contracts Reporter

Departmental or central user with display access to all contract information and all contracts reports and inquiry (same description as above).

FI$Cal End-User Training

Project Costing


Course ID Course Name Duration DeliveryFS101* Introduction to FI$Cal 4 hours WBTFS102* FI$Cal Navigation 4 hours WBTPC101 Introduction to FI$Cal Project Costing 4 hours ILTPC112 Managing Projects in FI$Cal 4 hours WBTPC113 Processing Project Costs 4 hours WBTPC114 Analyzing Projects 4 hours WBT

*FS101 and FS102 are mandatory for all FI$Cal end users


Grants Management/Customer Contracts


Course ID Course Name Duration DeliveryFS101* Introduction to FI$Cal 4 hours WBTFS102* FI$Cal Navigation 4 hours WBTGM101 Introduction to Grants Management 4 hours ILTGM112 Managing Grants and Customer Contracts 4 hours WBT

*FS101 and FS102 are mandatory for all FI$Cal end users


For additional information on end-user training, visit the Training page of the FI$Cal Project website at :

http://fiscal.ca.gov/training-academy/index.html




FI$Cal Change Discussion Guide Grants/Projects/Contracts Guide March 2015.

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Transcript of FI$Cal Change Discussion Guide Grants/Projects/Contracts Guide March 2015.