Emory University presentation from Alliance 2010 Conference. Covers automated Grants add-on solution for PeopleSoft Financials deployed at Emory University. The Smart Grants solution streamlines the Grants pre-award process at Emory as well as other universities that use PeopleSoft Grants.

1. Enhanced Grants: Simplified Proposal Entry
with Robust Routing
At Emory University
Session #27891
March 02, 2010

2. 2
Your Presenters
 Celia Gravely
 Manager
 HURON Consulting Group
 Celia has over 25 years experience in higher education and health care management.
The last 5 years she has been assisting institutions with the integration of their
financial management systems to include the research administration business from
opportunity to close.
 Ramesh Panchagnula
 President/Co-Founder
 Smart ERP Solutions
 Former Oracle/PeopleSoft Principal Functional
Architect
 12+ years of experience with PeopleSoft
Celia’s
picture
goes
here
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3. 3
Your Presenters
 Kerry Peluso
 Associate Vice President for Research
Administration, Emory University
 Kerry has over 20 years experience in research and grants
administration, is a CPA and holds an MBA. In her current role,
she is responsible for the Office of Sponsored Programs and
the Office of Grants and Contracts Accounting. These offices
provide pre and post award research administration support
and services to Emory’s research community.
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4. 4
Agenda
 Emory University
 Introduction, Emory & Oracle
 Project Overview
 Smart ERP Solutions, Inc.
 Introduction
 Enhance Your Grants! Simplified Proposal Entry with
Robust Routing
 HURON Consulting Group
 Introduction
 Q&A
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5. 5
Emory University
 Founded in 1836 (Oxford, GA)
 Location: Atlanta, GA
 Top 20 University (U.S. News & World Report)
 Enrollment: 12,755
 Employees: 23,278 (University and Healthcare)
 Operating Budget: $3.0 Billion
 Endowment: $5.3 Billion
 Research: $483 Million
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6. 6
Emory University and Oracle
Version Go Live Date
PS Enterprise Campus Solutions
 Campus Community
 Financial Aid
 Student Financials
 Admissions & Recruiting
 Campus Self Service
 Student Records
9.0 April 2000
PS Enterprise HCM
 Base Benefits
 Benefits Administration
 Payroll for North America
 Time and Labor
8.9 Oct 1999
PS Financials
 General Ledger
 Grants
 Accounts Payable
 Asset Management
9.0 Sept 2009
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7. 7
Smart ERP Solutions, Inc.
 Comprised of the best former
developers, architects and
executives from
PeopleSoft/Oracle
 Providing cost-effective,
robust and repeatable “Smart
Solutions” for your
PeopleSoft applications
www.smarterp.com
Session #-and Name

8. 8
SmartERP: Our Philosophy
 Enhance and Extend Standard PeopleSoft Functionality to
Meet Business Needs
 3Cs : Common, Critical, Complementary
 Repeatable, Highly-Configurable and Innovative Solutions
 Release Independence
 Customer-Driven Requirements
 Architected and Designed as Add-On Solutions
 Lower Total Cost of Ownership
 Minimal to No Customizations
 Minimal Upgrade Impact
 Affordable and Cost-Effective
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9. 9
SmartERP: Our Business Value
 SmartERP Solutions vs. Traditional Solutions
 Designed and Developed with Customer
Requirements and Feedback
 Configurable to Meet Your Specific Business
Requirements
 Quick and Short Implementation Times
 Solves Business Needs on Your Current PeopleSoft
Release
 Proven and High-Quality Solutions
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10. 10
HURON Consulting Group
 Huron Consulting Group delivers profound and lasting results. With
unparalleled knowledge of Grants, Projects, Contracts, Billing, and
Receivables applications, Huron professionals are more dedicated to
and have more experience implementing the Oracle/PeopleSoft
Grants solution than any other company.
 Huron’s Higher Education Practice has more than 250 professionals
dedicated to working with colleges, universities, academic medical
centers, and other education clients, and we have served more
institutions than any of our peers. We are committed to research
administration, and continuously work with institutions to resolve
significant business challenges.
 For more information, please contact one of our professionals at
1-866-229-8700 or www.huronconsultinggroup.com
Knowledge Shared
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11. 11
EPEX Grants: Overview
 Over 6,000 campus wide Grants users
 Smart Doc to simplify the proposal entry
process
 Smart Workflow utilized to streamline the
approval process and assure compliance
as well as Emory business requirements
 Additional functionality built in to both
without customization to delivered
PeopleSoft
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12. 12
Simplified Proposal Entry
with Robust Routing
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13. 13
Enhance Your Grants
with Smart Solutions
 Business Requirements
 Need to simplify the complexity of navigating
your Grants business process?
 Need to add some additional Grants business
logic/functionality, but hate customization?
 Need more contemporary, flexible and
intuitive user interface?
 Need to accomplish all the above without
increasing your total cost of ownership?
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14. 14
Implementation Use Case
Pre-Award Phase
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15. 15
Implementation Use Cases
Emory University
 Simplified UI
 Certification vs. Approval
 Multiple Projects per Proposal
 Complex Routing based on Answers to
Questions
 Routing based on job record from the HR
database
 Manipulation of Save and Route button
based on certain criteria
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16. 16
Proposal Express
at
Emory University
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17. Adding a Proposal
17
 All of the information on ONE page, plus
any additional information you require
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18. Submission Information
18
 Questionnaire that, based on the
answers, will determine the routing
through workflow
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19. Miscellaneous Information
19
 Configure the questionnaire as you deem
necessary for your organization
 Comments required based on the answer
that is given
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20. Miscellaneous Information
20
 Links to Policies or other sites can be
inserted into the questions for assisting the
occasional user with your organizations
policies and procedures
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21. Miscellaneous Information
21
 We have also developed additional tools
to help answer some questions for the
occasional user
 The OCR Decision tree is one of those
examples
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22. OCR Decision Tree
22
 Simply click on the link, answer the yes
or no questions and the end result will
be the answer to give on the Proposal
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23. Printing A Proposal
23
 The ability to Print your proposal is at the
click of a button
Session #-and Name

24. Printed Proposal
24Session #-and Name

25. Workflow Approvals
25
 The Proposal Status is Pending Approval
 Click on the link to see the levels and status
of the approvals
Session #-and Name

26. Workflow Routing
26
 The first Stage in this approval setup is GM
Certification which is routed to the PI
 Once all of the approvals at this Stage are
met, it will route to the next Stage
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27. Workflow Comments
27
 The next stage is Department Approvals, routed
based on the Job Record of the PI
 There is a date/time stamp for each approval in the
comment history section
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28. Workflow Stages
28
 There are four Stages that are routed based on the
answers from the Questionnaire:
School Approval VA Approval
OCR Approval Yerkes Approval
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29. Workflow Pending Approval
29
 Each Stage can have several Steps, as seen above
 For each Stage, you can also require a minimum
number of approvers
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30. Workflow Ad Hoc Approver
30
 At any time during the approval Process, the
approver can add additional approvers or reviewers
to the workflow path simply by clicking on the + and
selecting the user ID of that person
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31. Workflow OSP Initiator
31
 One of the additional features that are contained
within these workflow rules are, if the document is
initiated by a person who is designated as an OSP
Approver, skip all other levels of approvals
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32. Workflow Approver Actions
32
 Several actions may be taken as an approver,
Approve, Deny, Hold, Push Back and Edit
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33. Workflow Available Actions
33
 We have also manipulated the actions that are
available based on where the document is in the
workflow
 In this example, Save and Save and Route are
unavailable to this user at this time
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34. 34
Workflow Path Overview High
Level
 This is a very small example of what a typical
workflow path might look like at Emory University
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35. Workflow Rules Overview
 GM Certification - routes to the PI
 The Department - routes based on the PI’s most
current job record from the HRMS System
 The subsequent stages are routed based on the answers
to the questionnaire
 OSP Analyst and Approver – routes to the individuals
designated as approvers at that level and Skips to them
if they are the initiators.
 Any additional individuals can be inserted at any point
during the workflow path
35Session #-and Name

36. Budgeting Tool
 Budget Tool was outgrowth of need to have
simplified tool available to faculty and
administrative staff for budget entry
 Automatic calculations were necessary to reduce
errors at entry
 Automatic process to load delivered PeopleSoft
pages was requirement for reporting and tracking
 Ability to navigate and view on screen with more
ease
36

37. Budgeting Tool Cont’d
 Budget tool is accessed from EPEX:
37Session #-and Name

38. Budgeting Tool Cont’d
38Session #-and Name
 This opens the budget tool. Note the building of the periods and other basic
information from delivered pages is seen here as well as a total sponsor budget
value and the budget totals by period. The periods can be adjusted and
managed with the same functionality in the delivered pages.

39. Budgeting Tool Cont’d
39Session #-and Name

40. Budgeting Tool Cont’d
 As you move down the page all projects can be viewed and the project budget
period totals can be viewed as well. These views can be opened or collapsed
using the commands on screen
40Session #-and Name

41. Budgeting Tool Cont’d
 The RA Rate Type is entered by project, as required. By selecting
the Rate Type the system auto populates the institutional base and
rate, the end user is then required to update the FA Base and FA
Rate % to represent the Budget FA base and rate. These values will
be used to calculate the Sponsor FA on each budget period.
41Session #-and Name

42. Budgeting Tool Cont’d
 The View/Enter Budgets hyperlink located by each period
opens the budget page where the budget line entry is
accomplished. All delivered functionality including detail
pages for each budget item is available to assist in entering
budget detail.
42Session #-and Name

43. Budgeting Tool Cont’d
 The budget tool incorporates all delivered
PeopleSoft management values. An example would
be that periods must follow sequentially by date.
 The Institution FA base and rate are managed
behind the scenes and populated with the
configured values. Edit is not allowed in the
proposal budget tool.
 The subdivision, institution and budget ID are
populated behind the scenes and reduce entry
errors by end users.
43Session #-and Name

44. Budgeting Tool Cont’d
 All values entered in the budget tool are
automatically fed to the delivered PeopleSoft
tables and pages.
 The automatic calculations for F&A and other
math processes at the period level, project level
and proposal level reduce end user errors.
44Session #-and Name

45. 45
Grants Life Cycle Viewer
Post-Award Phase
Session #-and Name

46. 46
Enhance Your Grants
Post-Award Management
Session #-and Name

47. 47
Complete Grants
Business Process
Smart Grants Solution Plans
Session #-and Name

48. 48
Pain Points in Grants Processing
Session #-and Name

49. 49
Enhance Your Grants
Proposed Pre-Award Solution Approach
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50. Post Production Support
50
 Training availability, access and requirements
 Communication
 Security management
 Initial and ongoing help desk support
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51. 51
Questions?
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52. 52
Contacts
 Celia Gravely
 Manager
 HURON Consulting Group
 cgravely@huronconsultinggroup.com
 Kerry Peluso
 Associate Vice President for Research Administration
 Emory University
 Ramesh Panchagnula
 President/Co-Founder
 Smart ERP Solutions, Inc.
 ramesh.p@smarterp.com
Session #-and Name

53. This presentation and all Alliance
2010 presentations are available for
download from the Conference Site
Presentations from previous meetings are also available