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Grants Management in Oracle Cloud: The Beauty and the Beast of It!

Session Number: 5731
Track: Cloud
Sub-Categorization: Oracle Financials Cloud
Session Type: Presentation
Tags: Accounting, Contracts & Grants, Grants, Contracts & Billing, Integration, Oracle ERP Cloud, Oracle HCM Cloud
Primary Presenter: Michelle Swisher [Functional Systems Analyst - Grants, AR, and Billing Modules - University of Kansas]
Co-Presenter: Michelle Vazin [Director, Contract and Grant Accounting - Vanderbilt University]
Co-Presenter 2: Heather Hicks [ERP System Manager - Boise State University]
Co-Presenter 3: Julia Weiss [Manager - Huron Consulting Group]
Time(s):
Tue, Mar 05, 2019 (08:30 AM - 10:30 AM)

Session Length (Approved): Deep Dive
Session Submission Type: Member Institution
Knowledge level : Intermediate
Target Audience: Functional
Learning Objective 1: How to create Award including Project Setup and Contract Activation. How to Bill projects using the Contract Module. How to run the Burden process and F&A distribution using GL Allocations. Learn the role of post award office versus the campus roles in the Oracle PPM module.

Learning Objective 2: Learn the available tools such as BI reporting and sub ledger accounting configuration, which enable payroll data to flow to PPM. Understand lessons learned from VU's implementation and payroll integration with PPM.
Learning Objective 3: Learn how we decentralized our payables activities by using Paygroups, who the likely candidates were and why. Learn how dependent PPM is on "normal" integrations from P2P systems and how we accommodated corrections to invoice distributions. Learn how we handled internal payments, pcard transactions and other 3rd party transactions within payables to create a seamless integration to PPM.
Prerequisites : None
Advance preparation: No Advance Preparation Required
Product: Oracle Cloud
Other Product Type: R13
Version Presenting: N/A
Level of Customization: None or N/A
Level of Partner Integration: Shared Institution/Partner
Project Phase: Production
Project Go Live: N/A
Your Training in this Area: I have not had formal training for PeopleSoft or Oracle Cloud. I use the Oracle Support Knowledge Center to get my information.
Element(s) of Engagement: Group discussion, Simulations
CPE Approved Session: Yes

Description:  Award Creation will be detailed including Project Setup, Project Budget Setup, Award Submission, and Contract activation. Project Billing using the Contracts Module will be detailed including all processes associated with the Billing process. The F&A process will be detailed including Burden Generation, Burden Journal Creation, and F&A distribution using GL Allocations.
Luckily for all of us, Vanderbilt ventured beyond delivered integrations to account payroll costs directly to grants and projects, limiting the risk of reconciling items while keeping Payroll, PPM, and the GL in sync. Learn Vanderbilt's approach and lessons learned for integrating Payroll data into PPM and the GL!
Since Boise State University's early adoption we have encountered several issues and learned many lessons and best practices. Integration between Procure to Pay (P2P), Project Portfolio Management (PPM) and 3rd Party systems has been a challenging journey but we have made it and will share what we've learned. Topics include: Using Paygroups to decentralize Payables processing, Correcting Invoices at the source rather than relying on journal entry reclasses, Expensed Asset integraton from PPM to Fixed Assets, Internal Charges and 3rd party integrations via Payables processing.

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