Letter of Credit Draw Enhancements

Required to Support Detailed Award

Draws
PeopleSoft Grants, Contracts & Billing
Version 9.1 & 9.2

Melanie Stapelman
Product Management Director
PeopleSoft Grants & Contracts

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Safe Harbor Statement
The following is intended to outline our general product direction. It is intended for
information purposes only, and may not be incorporated into any contract. It is not a
commitment to deliver any material, code, or functionality, and should not be relied upon
in making purchasing decisions. The development, release, and timing of any features or
functionality described for Oracle’s products remains at the sole discretion of Oracle.

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Federal Letter of Credit Draw Enhancements
Business Requirements

• Compliance and regulatory requirement to transition from pooled

payment method to Subaccount payment method (DHHS, NIH,NSF, etc)
and is intended to enhance financial data integrity and financial closeout
for all awards

• New fields required to capture additional federal letter of credit

information required for end date tracking and draw purposes

• Letter of Credit draw report needs to be in a format that can be

manipulated and uploaded into sponsor payment system
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Federal Letter of Credit Draw Enhancements
Feature Overview - Value to Customers

• Reduces time to process large volume of data

• Minimizes manual data entry into sponsor systems
• Reduces the risk of errors due to manual manipulation

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Sponsor Profile Letter of Credit Draw
Enhancements

5
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 Sponsor Profile Letter of Credit Draw Enhancements

Business Need
New fields are required on the Sponsor Profile to support the correct Letter of
Credit ID selection in Contracts prior to billing.

Business Benefit
This enhancement aims to ensure customers have the critical information
required to select the correct Letter of Credit ID prior to draw generation.

6
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 Overview

Current Grants functionality allows a user to enter multiple LOC Numbers

(Sponsor LOC Pin number) on the Sponsor Profile. Due to many past and
upcoming federal changes, sponsors are assigning multiple LOC Pin Numbers to
use based on the type of federal draw to be generated.

As a result, PeopleSoft Grants now provides additional fields on the Sponsor

Profile details page allowing users to enter and capture the critical information
required to determine the correct Letter of Credit ID to select on the Contract
Billing Options page.

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Sponsor Profile Letter of Credit Draw Enhancements

• The following fields were added

to the Sponsor Profile page:
– Type: User can indicate if Draw Type
is Detailed or Pooled
– Primary: Select to indicate LOC
Number as primary to default into
the Contract Billing Options page
– Status: Select to indicate if LOC
Number is active or inactive. Note
that selection of inactive value is for
informational purposes only and
doesn’t prevent downstream
processing

Released in 9.1 bundle #32,

9.2 PUM Image 11

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Contracts Federal Letter of Credit
Enhancements

9
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Contracts Federal Letter of Credit Enhancements

Business Need
 Meet new regulatory requirements to provide additional information to support Federal
Letter of Credit Draw Invoicing and Closeout Requirements

Business Benefit
 Added new fields to support additional federal draw request field requirements and award
end date draw restrictions
 Provided additional flexibility to allow users to select Letter of Credit Number at the Bill
Plan level to support multiple LOC IDs on one Contract
 Provided new query to track and act on Letter of Credit Awards that are set to expire to
ensure all funds are drawn prior to new enforced deadlines

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Overview

The majority of federal agencies who provide research funding require recipient institutions to submit pooled
draw requests through federal payment management systems. This is a lump sum request for all paid
expenditures incurred for all of the sponsors’ federal awards being managed by the organization.

In pursuit of strengthening fiscal oversight, all Department of Health and Human Services (HHS) are requiring
changes in the method that all institutions use to draw funds for sponsored research:

 Subaccount Draws – new HHS draw method requiring users to draw on an award-by-award basis

 Subaccount field – new additional field provided by several HHS sponsors to include on Subaccount draw requests

 Award End Date Draw Restrictions - Federal award recipients are no longer able to request funds 90 days after the
award end date

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Federal Letter of Credit Draw Enhancements
Contract Lines Enhancements

 LOC Doc ID End Date

 Project Period End Date used to track when NIH will hold draw payment requests (90 days after end date)

• Subaccount ID
– Only to be entered if additional ID is provided by Sponsor Agency (e.g., AHRQ)

 Inactive Doc ID
– Ability to select the checkbox to mark a LOC Doc ID as Inactive, does not prevent downstream processing
– Can be changed back to Active at any time
Released in 9.1 bundle #31, 9.2 PUM Image 8

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Contracts Federal Letter of Credit Enhancements
Contract Billing Options Enhancements
• The following informational fields were
added to the Contract Billing Options page:
– Comments: Sponsor Profile Letter of Credit
number comments now display next to the
Letter of Credit ID selected
– Type: Indicates if Draw is Pooled or Detailed

• The following fields were added to the

Contract Billing Options – Letter of Credit ID
search page:
– Status: Users can choose to limit search results
by Letter of Credit ID status selected on
Sponsor Profile
– Description: Letter of Credit ID comments now
display in search results
– LOC Type: Draw Type now displays in the search
results
– Status: Letter of Credit ID status now displays in
search results

Released in 9.1 bundle #32, 9.2 PUM Image 11

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Contracts Federal Letter of Credit Enhancements
Contract Bill Plan Enhancements
• The following Enhancements were added to the
Contract Bill Plan page:
– Letter of Credit Information Group box: Displays
Letter of Credit ID selected on the Contract Billing
Options page and associated Letter of Credit
information entered on the Contract Line
– Letter of Credit ID: Users can change the Letter of
Credit ID defaulted into the Contract Billing Options
page to a different Letter of Credit ID. The CA to BI
interface process has been enhanced to select the
Letter of Credit ID from the Bill Plan rather than the
Billing Options page for grouping in the Billing
module. This will allow customers who have multi
line Contracts to enter and store multiple LOC Pin
Numbers on one Contract so they do not have to
set up new Contracts when sponsors change from
pooled to detailed draw methods during the award
lifecycle.
– Contract Line Num: Users can select the Contract
Line num to open the Contract Lines page to change
the Letter of Credit information

Released in 9.1 bundle #32, 9.2 PUM Image 11

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Contracts Federal Letter of Credit Enhancements
Contracts Query to Track Letter of Credit Awards Set to Expire

• CA_LOC_DOC_ID_AMOUNT Query
– Can be used to quickly identify and act on letter of credit awards that are set to expire
– Prompts for Business Unit and Number of Days. If number of days is left blank or set to zero, the query will automatically use 30 days
– LOC Doc ID End Date is the date used to drive the query results and must be populated on the Contract Line for the row to display
– Only displays rows for LOC Doc IDs that have not been marked as Inactive (Inactivate LOC Doc ID flag selected on Contract Line)
– Displays aggregate amounts for Billed, Billable, Over the Limit and Deferred transactions for each LOC Doc ID included in the query results

Released in 9.1 bundle #31, 9.2 PUM Image 8

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 Billing
Federal Letter of Credit
Enhancements

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Billing Federal Letter of Credit Enhancements
Billing Workcenter Letter of Credit Pending Draw My Work App Grid

• Billing WorkCenter My Work App Grid displays list of Letter of Credit IDs with active billable amounts (generated from Contracts)
• Actions include
– LOC Draw Summary Only
– LOC Final Draw
– LOC Proforma Report
– Excel flat file output Released in 9.2 PUM Image 10

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Billing Federal Letter of Credit Enhancements
Billing Manager Dashboard Letter of Credit Pending Draw Pivot Grid

• Billing Manager Dashboard pivot grid

display of all Letter of Credit IDs
• With available billing balances
• Drill allows you to view LOC Document
IDs activity that makes up the total
balance
– Related action navigates to Letter of
Credit Summary page
• Add to Manager Dashboard through
the Manage Dashboard Pages setup
page

Released in 9.2 PUM Image 10

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Billing Federal Letter of Credit Enhancements
Letter of Credit Summary page enhancements
Released in 9.1 bundle #31, 9.2 PUM Image 8
• Additional Information Tab added to
Letter of Credit Summary page
– Contract, Contract Line Num and Subaccount
ID displayed
Use these icons to
produce the
unmodified SQR report
Released in 9.2 PUM Image 10
• Current Activity Only
– New checkbox selected when opening the
page limits the rows displayed in the page to
only those that have active billing amounts
– Unselecting the checkbox will display all rows
in the page
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Billing Federal Letter of Credit Enhancements
Letter of Credit Pro Forma Run Control page

• New Run
Control Page
– Can Generate all for
a BU, for a single
letter of credit ID or
for Sponsor
– Select Print Details
option to print both
the summary and
detailed portion of
the report

Released in 9.1 bundle #31, 9.2 PUM Image 8

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Billing Federal Letter of Credit Enhancements
Letter of Credit Pro Forma job

• New Job Stream BIJOBP50

includes
– BI LOCEXT populates LOC Extract
Tables
– BI_PRNLOC is a new BI
Publisher Report
– Prints report based on extract
rows
– User can view the report in
different output formats
– Extract file will be auto-deleted
after Pro Forma program
completion

Released in 9.1 bundle #31, 9.2 PUM Image 8

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Billing Federal Letter of Credit Enhancements
Letter of Credit Pro Forma report

• Page Breaks by LOC ID if

running for multiple LOC
IDs
• Prints Summary page(s)
only if Print Details
checkbox is unchecked
on Run Control page

Released in 9.1 bundle #31, 9.2 PUM Image 8

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Billing Federal Letter of Credit Enhancements
Letter of Credit Report Run Control page
Released in 9.1 bundle #31, 9.2
PUM Image 8
• New Run Control Page to
generate Letter of Credit
Draw BI publisher report
• Can Generate all for a
BU, for a single letter of
credit ID or for a Sponsor
• Print or suppress actual
invoice details
• Specify output format
Released in 9.2 PUM Image 10
• Select Export to File checkbox
to produce Excel flat file
output
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Billing Federal Letter of Credit Enhancements
Letter of Credit Report Jobstream

• New job stream

BIJOBF50 to support
BI Publisher Letter
of Credit report
process

Released in 9.1 bundle #31, 9.2 PUM Image 8

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Billing Federal Letter of Credit Enhancements
Billing Excel Flat File Output

• Excel flat file output can be generated from:

– Billing WorkCenter “Letter of Credit Pending Draw” My Work App Grid
– Letter of Credit report run control page
– Letter of Credit report Reprint page

Released in 9.2 PUM Image 10

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Billing Federal Letter of Credit Enhancements
Letter of Credit Reprint Process

• New process to reprint

previously generated BI
Publisher Letter of Credit
reports
– BI Extract must not be previously
deleted
– Can specify a custom label to
differentiate between original and
reprinted report
– Option to directly export to the excel
flat file output
– Can suppress or print details

Released in 9.2 PUM Image 10

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Billing Federal Letter of Credit Enhancements
Delete LOC Extract Run Control page

• New run control Page to

Delete previously generated
Letter Of Credit Extract Files
• Range Selection Includes
– All ,Process Instance and Run date

• Extract Type includes

– Final Draw or Pro Forma

• Trash Can Icon

– deletes the selected Extract files

Released in 9.1 bundle #31, 9.2 PUM Image 8

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Billing Federal Letter of Credit Enhancements
Billing Letter of Credit Summary- Query BI_LOC_EXTRACT_SUMMARY

• New Query delivered

BI_LOC_EXTRACT_SUMMARY
• Users will have the ability to:
– Download previously generated
Letter of Credit BI extract files to
excel for manipulation and upload
to sponsor systems

Released in 9.1 bundle #31, 9.2 PUM Image 8

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Billing Federal Letter of Credit Enhancements
Billing Letter of Credit Detail - Query BI_LOC_EXTRACT_Detail

• New Query Provided

BI_LOC_EXTRACT_DETAIL
for LOC details
– Download previously
generated Letter of Credit
Draw Report Details BI extract
files for sponsor LOC payment
matching purposes

Released in 9.1 bundle #31, 9.2 PUM Image 8

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Business Process Weaver for
Streamlined LOC Billing

30
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 Business Process Weaver for Streamlined LOC Billing
Business Need
Provide customers with the flexibility to string together the organizations’
application specific processes required to process Letter of Credit Billing and
visualize and act on processing while it is occurring.
Business Benefit
New framework allows customers to define what, when and how application
processes are initiated and run, and visualize and act on processing results
while processing is occurring to streamline contract billing business processes
by eliminating manual steps and also reducing the need to modify delivered
jobstreams to accommodate organization specific processing requirements.

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 Overview
Currently the letter of credit billing business process requires users to execute multiple processes (both system and
business) with multiple stopping and starting points to take action and review queries to ensure the appropriate data was
selected for processing and to review process status results to determine if errors have occurred that require resolution
prior to proceeding.

In PeopleSoft FSCM 9.2 Update Image 4, a new common tool called the Business Process
Weaver (BPW) was introduced. The BPW enables organizations to string multiple jobs and processes together and
introduces a variety of new controls, such as the ability to pause processes for review and approval, run them in parallel,
create a set of run control process request parameters that dynamically override the parameters of each individual step, and
more.

In FSCM 9.2 Update Image 10, the framework was enhanced and extended to Contracts and Billing to a comprehensive
Contract to Cash business flow. With this configured process, a letter of credit billing specialist, for example, will be able to
initiate the entire process starting from the Contracts – Billing Interface and ending with final posting steps in Receivables,
General Ledger, Billing, and Project Costing.

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Business Process Weaver for Streamlined LOC Billing
Enable BPW Entry Points

• To leverage BPW for

streamlined LOC
Billing, enable BPW
Entry Points to extend
to:
– LOC Run Control page
– LOC Summary page
– Billing Workcenter LOC
Pending Draw
– Contracts As Incurred
Billing run control page

Released in 9.2 PUM Image 10

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Business Process Weaver for Streamlined LOC Billing
Launch BPW from Contracts Process As Incurred Billing Page

• Once enabled, Launch

button displays instead
of Run button
• Once Launched, new
window opens displaying
BPW status
– Enable pop ups for site to
work

Go here for more information on how to setup and use BPW

http://docs.oracle.com/cd/E61479_01/fscm92pbr5/eng/fscm/fspf/concept_UnderstandingPeopleSof
tBusinessProcessWeaver.html#topofpage

Released in 9.2 PUM Image 10

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Business Process Weaver for Streamlined LOC Billing
Monitor Launched BPW Process
• CA to BI Interface process
will Pause if nothing is
available to process
• User will need to manually
cancel all remaining
processes if this occurs
• Letter of Credit draw
process included in
delivered BPW definition

Released in 9.2 PUM Image 10

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Copyright © 2015 Oracle and/or its affiliates. All rights reserved. | Oracle Confidential – Internal/Restricted/Highly Restricted 36