WorkCenters for Research and Higher Ed
Session Number 4880
March 26, 2018
Tamar Dorfman CFO
Public Heath Institute
Jessica Mann Grants Management Practice Director
SpearMC Consulting
Public Health Institute, SpearMC, & Oracle
Public Health Institute Started in 1964, the Public Health Institute (PHI) generates and promotes research, leadership and partnerships to build capacity for strong public health policy, programs, systems and practices.
PHI manages $100M in annual funding for over 200 programs. Funders include the Federal, State, and Local government, Foundations, Universities, and Other.
PHI’s financial model is based on a federally approved indirect cost rate.
PHI & Oracle
• PeopleSoft Financials 9.2 (6/2016)
• ePro, PO, AP
• GM, PC, CA
• AR, BI
• GL, KK
• PeopleSoft HRMS 9.2 (1/2018)
• NA Payroll, Time & Labor
• Core HR, Benefits
• Absence Management
• Employee Self Service, Manager Self Service
• PeopleTools 8.53.18
• SQL Server
Applications PeopleTools
Founded in 2004, SpearMC specializes in:
About SpearMC
Our History
High Ed and Research organizations using the Grants suite of modules in PeopleSoft will find a role specific WorkCenter helpful in managing the quality of data, billing, and reporting for grants. WorkCenters make validating Grant set up more efficient, help keep Project Costing and GL in sync, and can assist in the month end close process. Come see how WorkCenters can be configured to proactively and systematically check for errors as well as bring reconciliation and close tools together into one work area.
Overview
• Reconciliation Overview
• WorkCenter Overview
• PHI WorkCenter Goal and Approach
• WorkCenter Set up
• Other Tools: Pivot Grids and Drilling URLs
• Lessons Learned/Tips
Agenda
• Various reconciliation are performed to ensure transactions are properly recorded in each module:
• Submodule Reconciliation (PC, AP, EX, AR)
• Expenses = Revenue
• KK (e.g. GL to KK, PC to KK for Budgets)
• Unbilled A/R
• Deferred Revenue
Reconciliation Overview
• Determine Scope
• Identify Variances at Summary Level
• Identify Cause of Variances
• Determine How to Correct Existing Errors
• Determine How to Prevent Future Errors
• Visit http://spearmc.com/insights/ for a detailed example of PC to GL reconciliation
Reconciliation Steps
WorkCenters have been added to specific applications to help users to quickly identify and resolve user specific exceptions. Within a WorkCenter, users can perform related actions and drill into details.
WorkCenters (introduced in PeopleTools release 8.51) are also available in GL, AP, AR, BI, CA, GM, Staffing, Buyer Administration, Supplier Administration, Supply and Demand (Inventory), Performance Management, and T&L.
WorkCenter Overview
My Work: Critical Exceptions/Work you need to complete
Work Area: Workspace to do your work
Links: Other links you may need to use to complete work
Other important Reports/Queries
WorkCenter Overview
• WorkCenter Goal: One-stop-shop for reconciliation errors and a consolidated work area for monitoring billing status, month end close, and performing PC to GL reconciliation
• With the WorkCenter intended as Phase II, at go-live started with queries to identify errors and work to be completed
• Queries and business process tweaked and enhanced after go-live
• Then WorkCenter created using both queries and delivered links
Goal and Approach
Set Up Exception Query Example
Goal and Approach
PC to GL Recon
Summary Example
Goal and Approach
PC to GL Recon Drill to Journal Detail Example
Goal and Approach
PC to GL
Recon
Drill to
Journal
Detail
Example
Goal and Approach
My Work only
reports those
items requiring
immediate
attention (grant
set up errors or
transactions that
have errors)
“Contracts with BIL Rows” provides a billing status as of an Accounting Date prompt (which can be changed.)
Goal and Approach
Goal and Approach
Before: Identifying and correcting Exception Errors using standard navigation and queries
1. Navigate to Query Viewer
2. Search for an exception query
3. Run the selected query
4. Review results and determine if there are exceptions
5. Navigate to the relevant page to correct the exception error
6. Repeat the above process for all exception queries; note that you have to run all of the exception queries to determine if corrections are needed
After: Identifying and correcting Exception Errors using the Finance WorkCenter
1. Navigate to the Finance WorkCenter and see list of exception queries
2. Run a query that shows an exception error and drill down to the relevant page to correct the error
3. Repeat the above process only for those queries that show an exception error
Goal and Approach
WorkCenter Set Up
• Create WorkCenter Shell
• Define WorkCenter Page Layout
• Configure Pagelets
• Define Filtering Options
WorkCenter Set Up
PeopleTools -> Portal -> WorkCenter -> Manage WorkCenter DashBoards
WorkCenter Set Up - Shell
WorkCenter Set Up - Shell
PeopleTools -> Portal -> WorkCenter -> Manage WorkCenter DashBoards
WorkCenter Set Up - Shell
WorkCenter Set Up - Shell
People Tools -> Portal -> WorkCenters -> Manage WorkCenter Pages
We chose to use a structure similar delivered WorkCenters (My Work, Links, Queries and Reports)
Add WorkCenter to Create a WorkCenter with a starting page based on the dashboard created above.
WorkCenter Set Up – Page Layout
Menu on the Portal
Dashboard associated to this WorkCenter
WorkCenter Set Up - Pagelets
Enterprise Components -> WorkCenter/Dashboards -> Configure Pagelets
Set the options which allow the user to Personalize their display options or add additional links.
The personalize display options controls items such as: Hiding links Setting a page as the start
page Expanding/collapsing link
groups. Opening Pages in new
Windows
Links can be organized into groups. Groups of links can be sequenced by the Display order and the Groups can be expanded or collapsed at the time the WorkCenter is opened.
WorkCenter Set Up - Pagelets
Enterprise Components -> WorkCenter/Dashboards -> Configure Pageletss
For each My Work Link, we evaluated if there was a delivered link we could utilize.
WorkCenter Set Up - Pagelets
Enterprise Components -> WorkCenter/Dashboards -> Configure Pagelets For those exceptions either not delivered or delivered but didn’t meet PHI’s needs, we created “User-Defined” links.
Their functionality is supported by a set of custom Application Classes that must be specified in the Enterprise Components Pagelet Configuration definition.
For certain User-Defined links, we also created a custom Filter ID.
WorkCenter Set Up - Pagelets
Enterprise Components -> WorkCenter/Dashboards -> Configure Pagelets
WorkCenter Set Up - Pagelets
Enterprise Components -> WorkCenter/Dashboards -> Configure Pagelets
The non-”GM Set Up Exception” User-Defined Links are:
• Based on PS Queries.
• Do not need to support Filters
Because each link is based on an existing Query and no Filter support is required, the data set represented by the link is always exactly equivalent to the Query result set.
The design is implemented via a set of Application Classes.
Each Query-based link has its own Application Class, but all of these Application Classes share the same superclass:
MyWorkPageletQueryItem (in Application Package PH_UTILITIES).
WorkCenter Set Up - Pagelets
Enterprise Components -> WorkCenter/Dashboards -> Configure Pagelets
WorkCenter Set Up - Pagelets
Enterprise Components -> WorkCenter/Dashboards -> Configure Pagelets
WorkCenter Set Up - Pagelets
Enterprise Components -> WorkCenter/Dashboards -> Configure Pagelets
WorkCenter Set Up - Pagelets
Enterprise Components -> WorkCenter/Dashboards -> Configure Pagelets
WorkCenter Set Up - Pagelets
PHI Custom -> WorkCenters -> PHI Finance Recon WorkCenter
WorkCenter Set Up - Pagelets
PHI Custom -> WorkCenters -> PHI Finance Recon WorkCenter
WorkCenter Set Up - Pagelets
Other Tools
• Pivots grids are based on PS Queries and can display the results in a grid format, a chart format, or both.
• You use the Pivot Grid Wizard (Reporting Tools, Pivot Grid, Pivot Grid Wizard) to design how the page is displayed to the user.
• Pivot Grids can be added as pagelets (on a user’s Home page or Dashboard) and to the Queries tab in a WorkCenter
Other Tools – Pivot Grids
Reporting Tools -> Pivot Grids -> Pivot Grid Wizard
Other Tools – Pivot Grids
Reporting Tools -> Pivot Grids -> Pivot Grid Wizard
Other Tools – Pivot Grids
Reporting Tools -> Query -> Query Manager
When you execute a query with Drilling URLs the query results page shows results as links, which you can click to be redirected to a different page in a new browser. Depending on how drilling URLs are defined, the new browser is either:
• A PeopleSoft Pure Internet Architecture page
• Another query result page • Or an external page
Other Tools – Drilling URLs
Reporting Tools -> Query -> Query Manager
Other Tools – Drilling URLs
Reporting Tools -> Query -> Query Manager
Other Tools – Drilling URLs
• WorkCenters can be built for various roles and goals
• WorkCenters can help reducing the complexity of a robust/flexible/complex ERP system
• Determine your WorkCenter naming convention upfront
Lessons Learned/Tips
PHI Grants and Contracts WorkCenter
• Goal: Provide a more business friendly alternative to
the delivered worklist and replace a tri-weekly email
sent from AP to the Grants and Contracts team to
alert them about pending workflow items.
• Approach: Create a One-stop-shop for members of
the Grants and Contracts team to easily manage and
execute their workflow review and approval. The
queries in the “My Workflow” section provide more
information and easier access than the traditional worklist.
Lessons Learned/Tips
From any of the pending workflow queries, team members can navigate to the:
• Workflow Approval page
• The Workflow Transaction Detail query
• The primary entry or viewing page
for the given transaction
Lessons Learned/Tips
PHI Grants and Contracts WorkCenter
• Similar to the Finance WorkCenter there are links to frequently used pages, queries, and reports.
Lessons Learned/Tips
PHI Program WorkCenter
• Goal: Improve the Program user experience by providing a single point of entry for Program Directors and their staff to run queries and reports that pull data specific to their awards and transactions. Provide a platform to quickly roll-out specific program focused queries without providing organization-wide access to Query Viewer.
• Approach: Create a One Stop Shop that provides access to all Program reports and queries. In addition, use the Program WorkCenter in tandem with PS security roles/permission lists to roll-out queries that are created for only certain programs.
Lessons Learned/Tips
PHI Program WorkCenter
Lessons Learned/Tips
WorkCenter Demo
Questions?
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This presentation and all Alliance 2018 presentations are available for download from the Conference site at
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