Colleen Roden – OHSU SR Oracle Business AnalystLeslie Marti – Impac SR Principal ConsultantJanette Lockhart – Impac Technical Manager
About OHSU
Schools of Medicine, Dentistry, Nursing and Science & Engineering
OHSU Hospital and Doernbecher Children’s Hospital
Dozens of primary and specialty care clinics
Major Research Institutes
Over 200 cash service sites that support the university, hospitals and clinics
About Impac
OHSU consulting partner for over 17 years
Oracle Platinum Partner since inception
Specializations in 7 areas including SOA and BI
Real-world expertise in E-Business Suite consulting and implementations
Project Background
• OHSU was manually reconciling cash deposits and disbursements from source systems to bank statements (Oracle AR, Payroll, Banner & Epic)
• In 2011 automated reconciliation process for AR, Banner & Payroll with Oracle Cash Management
• In June 2013 launched project to automate cash reconciliation and accounting for Epic
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Project Evolution
• Integrated Epic Hospital and Professional Billing System with Oracle Cash Management leveraging same infrastructure as Banner Interface
• Enhanced CM interface, adding in cash accounting• Developed new interface to GL to record revenue
and receivable accounting for Epic
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Applications
• Oracle Financial Accounting Hub as a long term strategy to integrate our 3rd party systems with Oracle GL:– Epic Hospital and Professional Billing– Banner Student System– Custom Internal Billing System
• Oracle Cash Management Interfaces & Functionality
Integration Technology
• SOA Suite predecessors implemented in 2001 – Oracle iHub and 3rd party products
• Later, Oracle B2B 10g was introduced for Trading Partner integration
• In 2012, SOA Suite 11g was implemented for Trading Partner integration
• Subsequent successful projects
FAH vs SLA
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AP
FA PO
E-Business Suite General Ledger
SLA
SLA
FA
H
HB External Application
PB External Application
AR
FAH Design – Source Data
• Understand the source data– Dissect the source data to understand what pieces are
available and what logic is needed to create the accounting
– Also understand what data isn’t needed. Confidential information was a important factor
• OHSU had two different patient billing structures but both using EPIC.
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FAH Design – Applications
• Two custom applications - Hospital Billing and Professional Billing – Each had different data sets – Segregation of the data was important security
requirement– Each had their own accounting groups
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FAH Design – Event Model
• Event model is the your first step in designing your custom FAH application
• Within the events model, accounting events are categorized by entity, event class and event type
• Entity = Transactions. – That was our highest level of data. Every line in EPIC is a transaction.
• Event Class = Epic had 4 types of transactions. – Patient Charges, Adjustments, Receipts and Cash Deposits.
• Each Event class had one or more event types.
FAH Design – Event Model
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Event Class Patient Charge
OHSU PB Entity
Event Class Adjustment
Event Class Receipt Posting
Event Class Receipt Deposit
Event Type Patient Charge
Event Type Charge Default
Event Type Adjustment
Event Type Adj Exceptions
Event Type Adjustment
Default
Event Type Receipt
Event Type Receipt
Exceptions
Event Type Receipt Default
Event Type Receipt Deposit
• Each Event Class had a custom transaction object table and a view.
• Each is assigned in the accounting events class options form• The view may not contain every column in the transaction
object table. • The columns in the TO tables represent the data we needed
from the EPIC transactions. We defined the view based on the data attributes we specifically needed for our Accounting.
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FAH Design – Transaction Objects
• We already had existing custom tables we used to interface external Cash transactions to Cash Mgmt Open Interface for reconciliation
• We used these tables for our Cash Mgmt(Deposit) transactions.
• Cash Deposits view it actually looked at these existing cash transactions.
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FAH Design – Transaction Objects
• User Transaction Identifiers are used to show specific data on the actual event when it is created.
• This is a view that is created and assigned to the accounting Event Class options for each event class
• This view is not used for any rule creation. • You can have 10 UTI defined
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FAH Design – User Transaction Identifiers
• Journal Line Type: Defines attributes of each JE line (e.g. DR/CR, actual vs budget, transfer to GL in summary/ detail etc.)
• Account Derivation Rule: Defines type and sequence of rules that will be used to create COA string (e.g. constant value, mapping set, default values)
• Mapping Set: Map source value to COA Values
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FAH Design – Journal Entries
• Conditions: Conditions can be placed on JLT and ADR priorities to determine when the Line Type or the Rule priority is used by the transaction.
• Lookup Codes: Are used extensively to define valid values for use in conditions and mapping sets
• Journal Line Definition: Ties together all the Journal Line Types to make the full accounting entry for a transaction–
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FAH Design – Journal Entries
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FAH Design – Journal Line Type
Condition on Revenue Adjustment Line Type
Has to be a DR or CR adjustment
not a hospital procedure code
and
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FAH Design – Accounting Definition Rule
Revenue Adjustment has a different rule per segment
Object Segment Rule uses a mapping set
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FAH Design – Mapping Set
Mapping Set to Map Adjustment Type to Object
Source Value
COA Values
to
Adjustment Type Lookup (source data)
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FAH Design – Journal Line Definition
Receivable
Revenue for non-hospital procedure code
Journal Line Definition for standard adjustment
Revenue for hospital procedure code
• Application Accounting Definition: Ties together all accounting logic for the full set of transactional data for an application
• Sub-ledger Accounting Method: Ties together all the AAD for all applications assigned to a ledger.
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FAH Design – Acct Definitions & Methods
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FAH Design – App Accounting Definition
All Event Classes & Types
Application Accounting Definition for
Custom Application
Journal Definition for Each Event Type
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FAH Design – Sub-ledger Accounting Method
Assign Applications
Custom Sub-ledger Accounting Method
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FAH SOA Integration Characteristics
– OHSU Canonical Data Models• CDM not used for Transactions – rationale• CDM created for Payments
– OHSU Common Error Handling Framework– Scheduling handled through E-Business Suite– Custom and seeded Business Events leveraged– Relatively high volumes – 100,000 transactions / day
Lessons Learned
• Provide paths in setup to deal with exceptions and bad data
• Develop reports to reconcile to source data and to identify issues (events not create, no accounting)
• Created process to undo and recreate events to accommodate changes
• Check for invalid definitions in interface• Run Gather Stats on for performance improvements
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