Webinar presentation of case study for Bowling Green State University efforts to automate their PeopleSoft Grants pre-award processes with the Smart Grants add-on solution from Smart ERP Solutions.

1. Enhance Your Grants--BGSU Case
Study
• Tom Kornacki, Director of Sponsored Programs
and Research
• Kirk Chan, VP Business Development, Smart ERP
Solutions, Inc.
April 21, 2015

2. Reminders
• A recording of today’s session will
be sent to all registrants shortly
after the webinar.
• Phone lines/mics are MUTED.
• There will be a Q & A section at the
end of today’s session. Please use
the GoToWebinar “Questions”
feature (not the “Chat” feature) from
your control panel to post a
question at any time during the
presentation.

3. AGENDA
• Introductions
• Background
• Case Study: Enhancing Grants at BGSU
• Question and Answers

4. About Smart ERP Solutions

5. Tom Kornacki
Director of Sponsored Programs and Research, BGSU
Enhancing Grants at Bowling
Green State University

6. • Public University
Established 1910
• Academic/Administr
ative Staff: 3897
• Students: 18,706
Education worth
celebrating!

7. BGSU
PeopleSoft Environment
• HCM/FINANCIALS 9.1, Campus
Solutions 9.0
• EPM
• Oracle Portal

8. Enhancing PeopleSoft
Grants at BGSU
TOPICS
• Areas of Enhancement and Business Needs
• Solution Options Explored
• Solution Overview
• Lessons Learned

9. Areas of Enhancement
and Business Needs
User Experience
• Replace current manual paper-based process
• Create an electronic proposal development process
• Provide enhanced visibility to proposals under
development

10. Areas of Enhancement
and Business Needs
(continued)
Process Flow
• Wanted the Sponsored Research Office (SRO) and
Principal Investigators (PI) to be able collaborate in
the assembly of proposals
• Submit to the prescribed Workflow for approvals
only when ready and finalized

11. Areas of Enhancement
and Business Needs
(continued)
Approvals/Workflow
• Two parallel yet semi-independent approvals/
workflows:
• Proposal review and approval (PI, Chair, Dean,
SRO)
• Financial Conflict of Interest Disclosure (PI,
Chair, Dean)

12. Areas of Enhancement
and Business Needs
(continued)
Approvals/Workflow
• Flexibility to accommodate various scenarios:
• Single PI
• Multiple PIs
• Multiple Departments
• Multiple Colleges

13. • Accept standard PeopleSoft Grants functionality
• Build versus buy analysis performed for a
PeopleSoft-based solution
• - Buying existing solution used by other Universities
deemed more beneficial
• - People-based solution enables BGSU PeopleSoft
staff to tailor/enhance/maintain solution
• - PeopleSoft add-on Smart Grants™ from Smart ERP
Solutions selected providing enhanced/streamlined
Grants functionality
Solutions Options
Explored

14. Solution Overview
• Financial Conflict of Interest Workflow is included in the proposals
• SRO and PI community collaborate to complete entry. Only when the pre-
proposal is fully ready does the automated workflow approval process get
initiated.
• Dynamic Processing: Emails dispatched when certain questions on the
proposal are answered "yes"
• All approvers (PI, Chair, Dean and SRO) have visibility into both Proposal
Review and Approval and Financial Conflict of Interest Disclosure
• Dashboard consoles enable SRO and PI users to see transactions that
require their attention
• User Experience Enhancements: Home Page Pagelets provide for easy
navigation to all pages used within the solution

15. Creation of PeopleSoft SoD Rules
• Role level
– Create matrix of all active system roles
– Identify all roles that should not be linked to the same user
• Such as HR representative and Payroll Admin
• Permission List / Business Process level
– Add to / modify as needed
• Component / Program level
– Add in any custom or modified processing
– If creating your own rules
• Start with most important controls & gradually add to them
Demo:
Smart Grants™
at BGSU

16. • How many pages, fields and clicks do we really
need?
Simplification with Smart
Grants

17. Simplification with Smart
Grants
Patented ERP Gadget dynamically provides convenient user
productivity enhancing features on any PeopleSoft page
• Save as Draft • Collaboration Comments
• Attachments • Workflow Orchestration
• Context-Sensitive Help • Custom “Actions”

18. Day-in-the-Life of Pre-
Award
• When ready, “Assign to SPAR” ERP Gadget “Action” Invoked

19. Day-in-the-Life . . .
• . . . Proposal now in SPAR’s approval queue (read-only for all others)

20. Day-in-the-Life . . .
• . . . upon SPAR review, Proposal displayed in read-only mode; “Start
Working” action invoked to edit

21. Day-in-the-Life . . .
• . . . after rewiew/ing/editing, SPAR can send it back to PI (Assign to PI action in
gadget) to review the changes made if any, and continue the workflow

22. Day-in-the-Life . . .
• . . . Status changes to “Awaiting PI Review”

23. Day-in-the-Life . . .
• . . . The PI then orchestrates subsequent workflow approvals including
“Preview” workflow path(s) . . .

24. Day-in-the-Life . . .
• . . . Workflow Approval Map is displayed

25. Day-in-the-Life . . .
• . . . Approver’s view Step 1 of 3 includes “FCOI” action

26. Day-in-the-Life . . .
• . . . Step 2 of 3 shows FCOI Status Summary

27. Day-in-the-Life . . .
• . . . Clicking FCOI Incomplete link presents FCOI Questionnaire

28. Day-in-the-Life . . .
• . . . Final page of FCOI Questionnaire includes electronic Signature block

29. Day-in-the-Life . . .
• . . . ERP Gadget features include threaded collaboration comments by
approvers

30. Day-in-the-Life . . .
• . . . “FCOI Approval” action displays final approval map

31. Lessons Learned
• Involve business line representatives early and often in
the process (procurement/selection, requirements
analysis, design, testing, etc.)
• Identify and prioritize requirements
• Balance scope, time and resources
• Strive to have the process improvements/changes
embraced throughout all levels of the organization

32. Thank You
For more information visit: www.smarterp.com
Copyright © 2015 Smart ERP Solutions, Inc.