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Enterprise Grants 9.

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Table of Contents
Enterprise Grants 9.0 ....................................................................................................1
Preparing and Submitting Proposals.................................................................................... 1
Understanding Grants Proposal Preparation....................................................................................... 2
Creating Proposals ............................................................................................................................ 7
Viewing Proposal Audit Logs ......................................................................................................... 34
Establishing the Proposal Budget .................................................................................................... 38
Copying Proposal Information ........................................................................................................ 46
Viewing Proposal Budgets .............................................................................................................. 50
Submitting Proposals ...................................................................................................................... 56
Managing Cost Sharing ...................................................................................................... 63
Understanding Cost Sharing Parameters .......................................................................................... 63
Managing Awards and Projects .......................................................................................... 68
Negotiating Awards ........................................................................................................................ 69
Generating Awards ......................................................................................................................... 73
Managing Awards .......................................................................................................................... 77
Managing Award Projects ............................................................................................................... 90
Managing Award Project Activities .............................................................................................. 102
Managing Award Contracts .......................................................................................................... 111
Managing Award Budgets ............................................................................................................ 118
Reviewing Grants Information ...................................................................................................... 125
Analyzing Projects........................................................................................................................ 133
Performing Budget Inquiries ......................................................................................................... 136
Applying Transactions to Grants...................................................................................... 139
Applying Transactions to a Funded Award .................................................................................... 139
Managing Transactions Applied to a Funded Award...................................................................... 152
Managing F&A Cost Calculations ................................................................................................. 162
Preparing and Submitting a Protocol ............................................................................... 171
Understanding Protocol Management ............................................................................................ 171
Maintaining Protocol Information ................................................................................................. 175
Entering Protocol Data.................................................................................................................. 179
Maintaining Committee Meetings and Dispositions ....................................................................... 198
Copying Protocols and Versions ................................................................................................... 205
Managing Award Billing ................................................................................................... 209
Activating a Contract/Award ........................................................................................................ 209
Running the Contracts/Billing Interface Process ............................................................................ 217
Running the Billing Interface Process ........................................................................................... 226
Approving the Billing Worksheet .................................................................................................. 232
Creating the Letter of Credit Report .............................................................................................. 237
Running the Projects/Contracts Interface Process .......................................................................... 244
Running the Retrieve Billing Items Process ................................................................................... 252
Viewing Billing Process Results ................................................................................................... 259
Managing Award Revenue ................................................................................................ 268
Preparing a Revenue Recognition Plan for Processing ................................................................... 268
Running the Revenue Recognition Process .................................................................................... 273
Booking Revenue to Journal Generator ......................................................................................... 279
Managing Advances .......................................................................................................... 287
Defining an Advance Amount ....................................................................................................... 288
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Establishing Continuation Proposals ................................................................................ 303
Establishing Non-Competing Continuations ................................................................................... 304
Performing the Award Close Out Process ........................................................................ 312
Closing Out an Award/Project ....................................................................................................... 312
Running Reports ................................................................................................................ 325
Running Financials and SCM Reports ........................................................................................... 326


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Enterprise Grants 9.0
PeopleSoft Grants was conceived and developed with all the integrated tasks associated with
sponsored research in mind and supports the key business processes associated with the
administration of sponsored research activities.

PeopleSoft Grants is not a standalone application, as it leverages functionality delivered within
PeopleSoft Contracts, Project Costing, General Ledger and Billing to provide a fully integrated
Grants Management solution.

Grants administrative functions include proposal and budget preparation and submission, award
processing, award management and reporting, and award closeout. PeopleSoft Grants delivers
tools that support all these administrative requirements.

Upon completion of this module, you will be able to:
Prepare and submit proposals.
Describe cost-sharing.
Manage awards and projects.
Apply transactions to Grants.
Prepare and submit protocols.
Manage award billing.
Manage award revenue.
Manage advances.
Establish continuation proposals.
Perform the award close out process.
Run Financial and SCM reports.
Preparing and Submitting Proposals
A proposal in PeopleSoft Grants consists of a statement of work, research plans, technical reports,
and a proposal budget, as well as administrative, personnel, and submission information required
by external funding agencies. Each proposal requires at least one project. You can, however, have
multiple projects, or subproposals, within a single proposal.

After establishing basic setup information, you can enter data concerning proposals and projects,
structure proposal budgets, work with research plans of principle investigators (PIs), and submit
proposals to sponsors.

To prepare a proposal, you create a proposal header and a project profile for each project within
the proposal. Next, you assign professionals and subrecipients to the projects. Then, you create a
budget header and enter project details. Finally, you select the budgets that will be mapped to the
proposal.

The proposal pages help you: track the development, verification, and submission status of
proposals to sponsors, gather and organize proposal data, generate hard and soft copy proposals,
and facilitate the administration of proposals, awards, forms, and reports.

PeopleSoft 9.0 incorporates Grants.gov Electronic Proposal Submission. However, the examples
in this module do not utilize the Grants.gov submission process. Grants.gov is the gateway for
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federal grant submission. You can submit a proposal to Grants.gov after you complete the
following actions:
Create or update a Grants.gov proposal using the Get Opportunity page.
Add schema attachments on the Schema Attachments page, if necessary.
Complete the agency-specific pages, if any.
Set the proposal status to Institution Approved.
Make sure you enter the Administrative and Signing Official fields on the Proposal - Official
page.
Make sure the operator ID is that of the Signing Official so the Submit button is available.
Generate the XML file.

Upon completion of this lesson, you will be able to:
Describe the grant proposal preparation process.
Create a proposal.
View proposal audit logs.
Establish a proposal budget.
Copy proposal information.
View proposal budgets.
Submit a proposal.
Understanding Grants Proposal Preparation
A proposal in PeopleSoft Grants consists of statement of work, research plans, technical reports, a
proposal budget, as well as administrative, personnel, and submission information. External
funding agencies use this information to award a grant.

In this topic, you will learn about the tasks involved in preparing grant proposals.
Procedure



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Step Action
1. Before you create and submit a proposal, you need to complete the setup process
required to populate the proposal pages.

After you establish the proposal setup information in PeopleSoft Grants, you can
enter data about proposals and projects, structure proposal budgets, work with the
Primary Investigator's (PI) research plans, and submit proposals to sponsors.

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Step Action
2. The proposal pages in PeopleSoft Grants support and track the development,
verification, and submission status of proposals to sponsors. They help you gather
and organize proposal data, generate hard- and soft-copy proposals, and facilitate the
administration of proposals, awards, forms, and reports.

To populate the proposal pages, you use data from various control tables such as the
Institutional Profile, Sponsor Profile, Professional Profile, and Subrecipient Profile.


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Step Action
3. To prepare a proposal, you need to create a proposal header and a project profile for
each project within the proposal. Next, you assign professionals and subrecipients to
the projects. Then, you create a budget header and enter project details. Finally, you
select the budgets that will be mapped to the proposal.
4. After entering proposal data, you need to merge this data with the proposal science
and the proposal budget, and take the proposal through the approval and submission
process.

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Step Action
5. PeopleSoft 9.0 incorporates Grants.gov Electronic Proposal Submission. Grants.gov
is the gateway for federal grant submission. You can submit a proposal to
Grants.gov after you complete the following actions:
Create or update a Grants.gov proposal using the Get Opportunity page.
Add schema attachments on the Schema Attachments page, if necessary.
Complete the agency-specific pages, if any.
Set the proposal status to Institution Approved.
Make sure you enter the Administrative and Signing Official fields on the
Proposal - Official page.
Make sure the operator ID is that of the Signing Official so the Submit button is
available.
Generate the XML file.
The examples in this module do not utilize the Grants.gov submission process.


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Step Action
6. After completing the proposal submission process, you can print the proposal for
your records or submit it to the awarding agency. In most cases, the proposal is
submitted electronically.
7. In summary, preparing a proposal involves creating a proposal header and a project
profile for each project within the proposal. Next, you assign professionals and
subrecipients to the projects. Then, you create a budget header and enter project
details. Finally, you select the budgets that will be mapped to the proposal.
End of Procedure.
Creating Proposals
A proposal in PeopleSoft Grants consists of statement of work, research plans, technical reports,
proposal budget, and administrative, personnel, and submission information.

Consider this scenario: You plan to study the effects of metabolism and age on weight loss. You
need to create a proposal for this research which will be submitted for sponsorship. You will
create a proposal and a proposal header then create a project profile for each project within the
proposal. Finally, you will assign professionals and subrecipients to your projects.
Procedure


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Step Action
1. Begin by navigating to the Proposal page.

Click the Grants link.



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Step Action
2. Click the Maintain Proposal link.



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Step Action
3. Click the Add a New Value tab.
4. Enter the desired information into the Business Unit field. Enter "EGV03".
5. Click in the Proposal ID field.

6. Enter the desired information into the Proposal ID field. Enter "NIHPROP01".
7. Click the Add button.

8. Use the Proposal page to establish proposal-specific details.



Step Action
9. Use the Description field to enter a brief version name. If you leave this field blank,
the entry in the Title field appears by default. The system uses this title in the award
generation process to name the award. The name of the generated post-award project
comes from the proposal project short title.

Click in the Description field.

10. Enter the desired information into the Description field. Enter "Metabolism Study
01".

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Step Action
11. Click in the Title field.
12. Enter the desired information into the Title field. Enter "Studying changes in
metabolism".
13. Click the Description link.

14. Use the Description page to enter a more descriptive title.
15. Use the Description field to enter the description. To save you time, the text will be
entered for you.



Step Action
16. Click the OK button.


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Step Action
17. Use the PI ID field to enter the principal investigator's ID.

Click in the PI ID field.

18. Enter the desired information into the PI ID field. Enter "KUN006".
19. Use the Sponsor ID field to enter the ID of the organization that is sponsoring the
research.

Click in the Sponsor ID field.

20. Enter the desired information into the Sponsor ID field. Enter "NIH".
21. Use the Purpose field to enter a proposal purpose from a list of entries that are
defined by your institution.

Click in the Purpose field.

22. Enter the desired information into the Purpose field. Enter "CLIN".
23. Use the Proposal Type field to select predefined and institution-specific proposal
types. For this example, use the default selection of New.

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Step Action
24. Use the Confidence % field to enter a number between 1 and 100 to reflect the level
of confidence that the proposal will be approved. The system translates the number
that you enter here to a color-coded icon that represents the confidence level as
either high, medium, or low.

Click in the Confidence % field.

25. Enter the desired information into the Confidence % field. Enter "85".
26. Use the Proposal Status field to enter one of the following values: Accepted
Award, Awarded, Award Pending, Declined by Sponsor, Discontinued, Draft,
Institution Approved, Not Funded, Pending Approval, Pending Funding, Refused by
Institution, Submitted, or Withdrawn.

For this example, use the default selection of Draft.
27. Select the Facilities & Admin Requested check box to indicate that the institution
is requesting indirect cost recovery. The system automatically selects the
corresponding box on form PHS 398, page II, section 3.

If you leave this option cleared, the associated check box is cleared on form PHS
398. The system resets the F&A amounts in the budget to zero and deletes the F&A
rates. F&A rates are set up within the Budget component; they are key to computing
F&A amounts.
28. Next, enter the start and end dates for the proposal. The system automatically creates
the overall budget with the same dates.

Click in the Start Date field.

29. Enter the desired information into the Start Date field. Enter "07012007".
30. Click in the End Date field.

31. Enter the desired information into the End Date field. Enter "06302011".
32. Enter the desired information into the No. Periods field. Enter "2".
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Step Action
33. When you first create a proposal as Draft, the Budget Periods grid contains blank
start and end dates. When you enter the proposal start and end dates, enter a value in
No. Periods field, and click the Build Periods button, the system automatically
inserts a row into the grid for each period. The first period start date and the last
period end date are supplied by default from the proposal start and end dates.

After you enter and save the budget details on the Budget Detail page the Target
Sponsor Budget reflects the budget for each period. The Target Sponsor Budget
amount displayed below the grid reflects the sum of all budget periods.

To re-initiate the build periods process, delete all rows in the grid to reactivate the
Build Periods button.

You can only re-initiate the process prior to saving the proposal. After you save the
page, the numbers in the Period column of the grid become links to the Budgets
page. If you copied a proposal, you can change the dates in this grid.

Click the Build Periods button.

34. Click in the End Date field.

35. Enter the desired information into the End Date field. Enter "06302009".
36. Click in the Start Date field.

37. Enter the desired information into the Start Date field. Enter "07012009".
38. Click the Projects tab.

39. Use the Projects page to add or update projects that are associated with a proposal.

You can associate multiple projects with each proposal. Because the system uses a
one-to-many relationship for proposals and projects, you can establish a separate
project profile even in cases in which only one project is in a proposal.


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Step Action
40. Use the Project ID field to enter the ID for the project. When you first create a draft
proposal the system automatically creates the first project and budget header with ID
of Next_1.

Enter the desired information into the Project ID field. Enter "METAB_STUDY
01".
41. The values in the Title, Department, Subdivision, and Institution fields are
derived from values entered on the Proposal page. You can override these if
needed.
42. Use the Dept Contact field to enter the name of the department contact.

Click in the Dept Contact field.

43. Enter the desired information into the Dept Contact field. Enter "Sevilla,Maria".
44. Use the Dept Rep field to enter the name of the department representative.

Click in the Dept Rep field.

45. Enter the desired information into the Dept Rep field. Enter "Kessler,Marc".
46. Click the Budgets tab.

47. Use the Budgets page to enter budget header information.
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Step Action
48. Use the Budget ID field to enter the budget ID for the project.

Enter the desired information into the Budget ID field. Enter "RESEARCH_BUD".
49. Click in the Description field.

50. Enter the desired information into the Description field. Enter "Metabolism Study
budget".
51. Click the Save button.

52. Notice the budget periods are displayed once you click the Save button.
53. Click the F & A and Pricing Setup link.

54. Use the F&A and Pricing Setup page to set up F&A rates for your institution,
sponsor, and budget.
55. Select the Institution Minus Funded option to use the institution's F&A rate for
calculating the cost-sharing F&A.

For this example, the option is selected.
56. Select the Sponsor Minus Funded option to use the sponsor's F&A rate for
calculating the cost-sharing F&A.

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Step Action
57. Use the Pricing Method field to select either As Incur or Fixed to indicate the type
of contract. Because fixed-fee and rate-based are by activity, rate-based activities
can be on separate contract lines as the Product value that you select is from a
prompt table. Different product IDs force different contract lines.
58. Use the Product field to enter the product for the contract line. You can identify a
distinct product within each activity. A product is a contractual obligation for
products and services that you provide to your customers. In Contracts, you define a
standard set of products; associate them with a set of attributes including pricing
structure (as incurred or fixed fee), tax parameters, and accounting information; and
then use the products in your contracts.
59. Use the F&A Set Up grid to enter the F&A rate type that you want and the F&A
Base to which the rate is applied for the institution, sponsor, and budget. The system
applies rates to the sum of the budget categories that belong to the selected F&A
bases. You can insert multiple rate types for one budget ID. If the F&A base types
have overlapping budget categories, the system displays a warning message.



Step Action
60. Use the Rate Type field to enter a rate type. F&A rate types are associated with
sponsors, institutions, proposals, or awards. Rate types include On Campus, Off
Campus, or others as identified by the institution.

Click in the Rate Type field.

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Step Action
61. Enter the desired information into the Rate Type field. Enter "ONC".
62. Click the vertical scrollbar.
63. Click the OK button.




Step Action
64. Click the Resources tab.
65. Use the Resources page to maintain information about each resource for a proposal
project. These resources are used by Research or Workflow.

This page uses NIH (National Institute of Health) resource types and draws from a
control table in which you can add as many resource types as you need.


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Step Action
66. Use the Type field to enter a resource type. The system-delivered resource types
include Laboratory, Clinical, Animal, Computer, Office, Other, Major Equipment,
Other Resources (NSF Specific), and Other Resources.

These resource types map directly to PHS 398, page HH. You cannot change the key
values for these resource types without affecting the printing of the various proposal
forms.

Enter the desired information into the Type field. Enter "MAJOR".
67. Click the Add Row button.

68. Enter the desired information into the Type field. Enter "LABOR".
69. Click the Add Row button.

70. Enter the desired information into the Type field. Enter "OTHER".
71. Use the Subrecipient field to enter the subrecipient whom you want to add to the
proposal.

Click in the Subrecipient field.

72. Enter the desired information into the Subrecipient field. Enter "XYZ University".
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Step Action
73. Click the Get Agreement Details button.

74. Use the Vendor Details page to enter details regarding the agreement with the
subrecipient.



Step Action
75. Click the Agreement Category list.

76. Click the Cost Reimb list item.

77. Click in the From field.

78. Enter the desired information into the From field. Enter "07012007".
79. Click in the To field.

80. Enter the desired information into the To field. Enter "06302009".
81. Click the Subrecipient Status list.


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Step Action
82. Click the Full Exec list item.

83. Use the Method Chosen field to enter the method used to select the subrecipient or
spell out payment procedures for the subrecipient. You can define this field any way
that you want.

Click in the Method Chosen field.

84. Enter the desired information into the Method Chosen field. Enter "Prior
Experience".
85. Use the Required Deliverables field to specify deliverables the subrecipient is
contracted to deliver.

Click in the Required Deliverables field.

86. Enter the desired information into the Required Deliverables field. Enter "Testing
Samples".
87. Use the Comments group box to enter comments regarding the subrecipient award.
For this example, you will enter a comment regarding Terms & Conditions.
88. Click the Type list.

89. Click the Terms & Conditions list item.

90. Click in the Comments field.
91. Enter the desired information into the Comments field. Enter "Non-smoking labs".
92. Click the OK button.

93. Select the Research check box to map the professional to the appropriate form.
Selecting this option also distinguishes the research team administratively from
individuals who related to the proposal creations. Select this field if listing a person
whose name appears on the form and is part of the project team during the project
generation process. Clear this field if listing a person only for workflow approval
process.
94. The Employee ID, Name, and Role fields are automatically populated in existing
projects when you enter the name of the PI on the Proposal page. This occurs only
in projects that have a blank grid for professionals. PI row-level security is used for
professionals with a role type of PI in the proposal professional resources.

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Step Action
95. Use the Credit % field to enter the internal individual credit. The sum of the credit
percent on all the rows cannot exceed 100 percent.

Click in the Credit % field.

96. Enter the desired information into the Credit % field. Enter "100".
97. Click the Details button.

98. Use the Professional Details page to enter professional details about the resource.


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Step Action
99. Click the First Time PI option.

100. The More Details section contains links that provide access to the professional data
maintenance pages. On most of these pages, you can click the Load button to insert
all existing information for professionals from their profiles. You can then delete
specific lines or reorder the list so that the most appropriate entries for this proposal
or project are at the top. This enables you to adapt the professional's biosketch for a
particular proposal.

Click the Reload All button to insert the existing information on all the pages at
once instead of individually.

In this example, you will confirm address and educational information.
101. Click the Address link.

102. The Proposal Professional Address page displays the professional's address
information from the professional profile. Only one address appears for each
professional.

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Step Action
103. Click the OK button.




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Step Action
104. Click the Education link.

105. Use the Proposal Professional Education page to associate multiple degrees with
the professional.
106. Select the Include in proposal check box for degrees or educational
accomplishments that you want included in PHS 398, page AA, section 3b. Only
three degrees can be printed in section 3b.



Step Action
107. Click the OK button.


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Step Action
108. Click the OK button.




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Step Action
109. Click the Certifications tab.
110. Use the Certifications page to maintain all relevant proposal-specific certifications,
and enter multiple certifications for each proposal project.
111. Use the Certification section to enter certifications for each proposal project.
Certification values that appear on this page are based on the PI and the institution
that is associated with the PI that you select on the Proposal page.
112. Use the Certification Code field to enter the certification codes that are associated
with the proposal.
113. Use the Indicator field to select the certification indicator. Values are: N/A, No,
Pending, and Yes.



Step Action
114. Use the Certified By field to enter the name of the person who authorized the
certification.

Click in the Certified By field.

115. Enter the desired information into the Certified By field. Enter "Angelini,Gina".
116. Use the Approval Date field to enter the date on which the certification was
approved.
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Step Action
117. Use the Expiration Dt field to enter the date on which the certification expires. The
generate process brings this date forward to the award.

Click in the Expiration Dt field.

118. Enter the desired information into the Expiration Dt field. Enter "06302009".
119. Use the Assurance Number field to enter the assurance number that is associated
with the certification.

Click in the Assurance Number field.

120. Enter the desired information into the Assurance Number field. Enter "56321".
121. Click in the Certified By field.

122. Enter the desired information into the Certified By field. Enter "Angelini,Gina".
123. Click in the Expiration Dt field.

124. Enter the desired information into the Expiration Dt field. Enter "06302009".
125. Click the Review and Status tab.

126. Use the Full Review check box to indicate that the certification has been reviewed.
The Full Review and the Expedited Review check boxes apply only to the values
of Animal Care and Human Subjects. You can, however, select them for other types
of certifications.

Click the Full Review option.

127. Click the Full Review option.

128. Below the Certification group box are questions related to certification. If you
select Yes as an answer, use the Explanation fields to enter any comments. For this
example, No is the response for these questions.
129. Click the Reports tab.

130. Use the Reports page to set up PeopleSoft Grants report types for a proposal
project.
131. Use the Report grid to select a report type, and then add any comments about the
report. You can add rows to enter additional report types.


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Step Action
132. Use the Type field to select a report type. Values include: Abstract, Major Goals,
and Progress Report Summary.

Click the Type list.

133. Click the Major Goals list item.

134. For this example, the comments have been added for you to save time.
135. Click the Location link.

136. Use the Location page to enter address information for each project within a
research proposal as well as information concerning where the research for a project
is conducted.

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Step Action
137. Enter the desired information into the Location field. Enter "RES".
138. Click in the Phone field.

139. Enter the desired information into the Phone field. Enter "925-225-1859".
140. Click the Save button.

141. Click the Component link.

142. Use the Component page to enter component information.
143. Each proposal can have multiple components. Use the Component Detail grid to
add details of each component.


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Step Action
144. Click the Stakeholders link.

145. Use the Component Stakeholder page to enter a stakeholder who is an employee of
the institution.

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Step Action
146. Enter the desired information into the Stakeholder field. Enter "Rohein,Isabella".
147. Click the Workflow Eligible option.

148. Click in the Role field.

149. Enter the desired information into the Role field. Enter "PI".
150. Click the Refresh button.

151. Click the OK button.



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Step Action
152. Click the Keywords link.

153. Use the KeyWords page to link key words to a proposal and its projects.

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Step Action
154. Click the Add Row button.

155. Use the Key Word field to select a value from the list of available key words. The
PI that you select on the Proposal page determines the values that are included on
this page.

Enter the desired information into the Key Word field. Enter "CELL THEORY".
156. Click the Save button.

157. Notice the Description field is now populated with the new key word description.
158. You have successfully created a proposal.
End of Procedure.
Viewing Proposal Audit Logs
After creating a proposal, you can view the proposal data and any subsequent changes made to it.
The Proposal Audit Logs provide an audit trail of changes to important data elements in the
proposal. The audit trail is accumulated automatically whenever you add, delete, or modify
proposal data.

In this topic, you will view the proposal audit logs for a proposal.
Procedure


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Step Action
1. Begin by navigating to the Header page.

Click the Grants link.


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Step Action
2. Click the Proposals link.
3. Click the Review Proposal Audit Logs link.



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Step Action
4. Enter the desired information into the Business Unit field. Enter "EGV03".
5. Click in the Proposal ID field.

6. Enter the desired information into the Proposal ID field. Enter "NIHPROP01".
7. Click the Search button.

8. Use the Header page to view changes to proposal header information, such as who
made the change, the type of change, and the date and time of change.



Step Action
9. Click the Projects tab.
10. Use the Projects page to view changes to proposal project information.

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Step Action
11. Click the Resources tab.
12. Use the Resources page to view changes to proposal resource information.
13. You have successfully viewed proposal audit logs.
End of Procedure.
Establishing the Proposal Budget
After establishing a proposal in the proposal process, you define the proposal budget. This budget
captures budget line details that support your pre-award and post-award functions.

The proposal budget includes direct costs such as personnel, animals, equipment and supplies,
cost sharing, justifications, and facilities and administration costs.

Consider this scenario: You have a budget for metabolism research. You decide to use two budget
periods and you anticipate that the funds will be spent on multiple budget categories. Your goal is
to establish this proposal budget.
Procedure



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Step Action
1. Begin by navigating to the Enter Budget Detail page.

Click the Grants link.


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Step Action
2. Click the Enter Budget Detail link.




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Step Action
3. Enter the desired information into the Business Unit field. Enter "EGV03".
4. Click in the Proposal ID field.

5. Enter the desired information into the Proposal ID field. Enter "NIHPROP01".
6. Click in the Version ID field.

7. Enter the desired information into the Version ID field. Enter "V101".
8. Click in the Proposal Project ID field.

9. Enter the desired information into the Proposal Project ID field. Enter
"METAB_STUDY 01".
10. Click in the Budget ID field.

11. Enter the desired information into the Budget ID field. Enter "RESEARCH_BUD".
12. Click in the Budget Period field.

13. Enter the desired information into the Budget Period field. Enter "1".
14. Click the Search button.

15. Use the Enter Budget Detail page to store detailed budget information by budget
item. The page divides the total funding responsibilities of the sponsor and total cost
sharing between the institution and any third parties. It also displays a breakdown of
direct and F&A (indirect) budget amounts.
16. If you create a proposal that lists specifically funded amounts for the overall budget
and do not enter budget details for each period, the system sets the contract totals
and award funding totals to zero when you run the award generation process. The
system uses the budget detail amounts that you enter to create the resulting contract
and funding amounts on the award pages. Therefore, if you do not enter budget
details before you run the award generation process, you will have to enter the
information manually in both Grants and Contracts.
17. Use the Details, CostShare, Justification grid to enter detail lines by budget period.

Multiple lines can exist for a single budget category. During line entry, the system
displays totals, including the target budget amount and a breakdown of the current
budget amount.

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Step Action
18. Click in the Budget Item field.

19. Enter the desired information into the Budget Item field. Enter "PERSON".
20. Click the Details button.

21. Use the Personnel Detail page to enter personnel budget details. Enter or select
information concerning appointment type, start and end dates, cost of living and
merit increase percentages, salary, and fringe rates.


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Step Action
22. When you move out of the Row No field, the system populates various fields on the
page.

Enter the desired information into the Row No field. Enter "1".
23. In this example, you will enter the Fringe Rate.

Click in the Fringe Rate field.

24. For this example, you will enter a Fringe Rate.

Enter the desired information into the Fringe Rate field. Enter "20.00".
25. For this example, the Total Salary and Total Fringe values equal a personnel
budget item of $168,000.
26. Click the OK button.

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Step Action
27. If the amount in the Total Direct field is a whole dollar amount, then the values in
the Sponsor Direct and Cost Share (if applicable) fields will also be in whole
dollar amounts.

If, however, the amount in the Total Direct field is a fraction, a fraction will also be
reflected in the Sponsor Direct field.

If there is cost sharing on the line, then the fraction will be allocated to the Cost
Sharing column and a whole dollar amount will appear in the Sponsor Direct field.
28. Click the Cost Share link to distribute cost sharing commitments by budget
summary line.



Step Action
29. Click the horizontal scrollbar.

30. Click the Add Row button.

31. To save you time, the remaining budget line items have been added for you.
32. Click the Save button.


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Step Action
33. Click the Return To Maintain Proposal link.




Step Action
34. You complete the same steps to enter details for the second budget period.

For the purposes of this example, the line data will be entered for you to save time.

Click the 2 link.


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Step Action
35. Click the Save button.

36. Notice the Amount field is now populated for the second budget period.
37. You have successfully established proposal budget information.
End of Procedure.
Copying Proposal Information
PeopleSoft Grants enables you to copy proposal information from one proposal to another. You
can copy a proposal ID along with projects, budget headers, and periods. This feature saves you
time by avoiding entering duplicate information.

Consider this scenario: You need to create a new proposal for a study which is similar to an
existing proposal created by another researcher in your group. Your goal is to copy the initial
proposal.
Procedure



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Step Action
1. Begin by navigating to the Copy Proposals page.

Click the Grants link.


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Step Action
2. Click the Proposals link.
3. Click the Copy Proposal link.



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Step Action
4. Enter the desired information into the Business Unit field. Enter "EGV03".
5. Click in the Proposal ID field.

6. Enter the desired information into the Proposal ID field. Enter "NIHPROP01".
7. Click the Search button.

8. Use the Copy Proposal page to copy proposal information.



Step Action
9. Use the To Proposal field to enter the new proposal ID.

Click in the To Proposal field.

10. Enter the desired information into the To Proposal field. Enter "NIHPROP02".
11. Use the Budget Period section to define the budget periods for the new proposal.

For this example, retain the values in the To Start Date and To End Date fields.
12. Click in the To Project ID field.

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Step Action
13. Use the To Project ID field to select the project ID you want to copy to the new
proposal, or accept the system defaults.

Enter the desired information into the To Project ID field. Enter
"METAB_STUDY_02".
14. Use the To Budget ID field to select the budget ID you want to copy to the new
proposal, or accept the system defaults.
15. Click the Copy button.

16. All fields in the Proposal page appear by default from the proposal that you are
copying.

While by default the target proposal has the same dates as the source proposal from
which it is copied you can change the start and end dates on the target proposal. If
you don't change the dates, you will get a mirror copy of the source proposal. If you
change the dates during the copy process all of the detail rows under each period
will be assigned the dates entered for the period on the copy page.
17. You have successfully copied a proposal.
End of Procedure.
Viewing Proposal Budgets
You can view information concerning pre-award proposal budgets by using the inquiry pages that
PeopleSoft Grants delivers with the system. The pre-award budget inquiry pages store
information about the pre-award proposal budget. The inquiry function within the proposal
budget pages enables you to view budgets in three ways:
As a summary of all budgets marked as, Include in Proposal, within a proposal project.
As totals for each budget within a proposal project.
At a detailed level for each budget within a proposal project.

In this topic, you will view summary information for all budget data included in a proposal.
Procedure



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Step Action
1. Begin by navigating to the Proposal page.

Click the Grants link.


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Step Action
2. Click the Proposals link.
3. Click the Review Pre-Award Budget link.



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Step Action
4. Enter the desired information into the Business Unit field. Enter "EGV03".
5. Click in the Proposal ID field.

6. Enter the desired information into the Proposal ID field. Enter "NIHPROP01".
7. Click the Search button.

8. Use the Proposal page to view comprehensive data about a pre-award budget based
on the version ID.



Step Action
9. Use the Refresh Inquiry Tables button to view pre-award budget information. Each
time you make changes to the budget information, you need to click this button to
view those changes.

Click the Refresh Inquiry Tables button.


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Step Action
10. Click the OK button.

11. The Proposal Inquiry grid displays pre-award information for each budget
category.


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Step Action
12. Click the Projects tab.
13. Use the Projects page to view a breakdown of the overall proposal by project.


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Step Action
14. Click the Cost Sharing tab.
15. Use the Cost Sharing page to view sponsor direct costs.
16. You have successfully viewed summary information for all budget data included in
a proposal.
End of Procedure.
Submitting Proposals
After entering the proposal information, you can submit the proposal to the sponsor. Use the
Proposal page to change the proposal's status to Pending Approval. Next, use the Submission
page to set up the proper parameters for submitting your proposal. Finally, use the Official page
to enter information regarding the approval and submission officials for the proposal.

PeopleSoft Grants provides application mapping to proposal formats that are accepted by most
funding agencies. These forms simplify the process and facilitate their timely submission.

In this topic, you will submit a proposal for sponsorship.
Procedure





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Step Action
1. Begin by navigating to the Proposal page.

Click the Grants link.




Step Action
2. Click the Maintain Proposal link.


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Step Action
3. Enter the desired information into the Business Unit field. Enter "EGV03".
4. Click in the Proposal ID field.

5. Enter the desired information into the Proposal ID field. Enter "NIHPROP01".
6. Click the Search button.

7. Use the Proposal page to change the proposal's status.


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Step Action
8. Use the Proposal Status field to change the status to Pending Approval.

Click the Proposal Status list.

9. Click the Pending Approval list item.

10. Click the vertical scrollbar.
11. Click the Save button.

12. Click the Yes button.

13. Next, you need to review and approve the proposal components.

Click the Proposal Component Approval link.

14. Use the Proposal Component Approval/Submit page to approve and submit
proposal components.
15. In this example, you need to approve the Administrative and Budget components.

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Step Action
16. Click the McGrann,Michelle option.

17. Click the Principal Investigator option.

18. Click the Sponsored Projects Official option.

19. Click the Save button.

20. Notice the Status is now Approved.
21. Next, submit the proposal to the sponsor.

Click the Submit Proposal link.

22. Use the Submission page to set up the proper parameters for submitting a proposal.
This is separate from the proposal pages to enable the institution to configure its
security options for approving and submitting proposals.


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Step Action
23. Use the Submit Status field to change the status to Submitted.

Click the Submit Status list.

24. Click the Submitted list item.

25. Click in the Sponsor Proposal ID field.

26. Enter the desired information into the Sponsor Proposal ID field. Enter "NIH-
PROP 01".
27. Click the Transmission By list.

28. Click the By Mail and Electronically list item.

29. Click in the Location field.

30. Enter the desired information into the Location field. Enter "1".
31. Click the Official tab.
32. Use the Official page to store information regarding officials for a proposal
submission. This is separate from the proposal pages to enable different security to
operate for institution officials.
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Step Action
33. Use the Approvers section to enter the officials who should approve the submission
of the proposal. Officials are mapped to the proposal forms based on their official
type. These officials come from the Institution Contacts page. Authorized officials
can approve and sign the proposal. Their IDs are prompted from a control table that
contains authorized officials within your institution.



Step Action
34. Select the Submit for Approval check box to indicate you have submitted the
proposal for external approval. The system does not enforce this check.

Click the Submit for Approval option.

35. Click in the Administrative field.

36. Enter the desired information into the Administrative field. Enter "Angelini,Gina".
37. Click the Approved option.

38. Click in the Financial field.

39. Enter the desired information into the Financial field. Enter "Angelini,Gina".

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Step Action
40. Click the Approved option.

41. Click in the Signing Official field.

42. Enter the desired information into the Signing Official field. Enter
"Angelini,Gina".
43. Click the Approved option.

44. Click the Save button.

45. You have successfully submitted a proposal.
End of Procedure.
Managing Cost Sharing
Cost sharing represents the portion of the research that is being funded by the recipient of the
award rather than the sponsor. For example, an institution may decide to contribute funds or
resources to support a project in addition to the amount awarded by the sponsor. In some
instances, awarding sponsors expect or require recipients to contribute a certain dollar amount or
percentage of the award as a precondition for their support.

Upon completion of this lesson, you will be able to describe the parameters for cost sharing.
Understanding Cost Sharing Parameters
The Cost Sharing component of a proposal represents the part of the project that the sponsor
does not fund. In some cases, sponsors require recipients to contribute a certain amount or
percentage of the award as a prerequisite for the award.

An institution may also decide to contribute funds or resources to support a project in addition to
the sponsor's awarded amount. In this case, you may need to calculate cost sharing percentages
that you distribute among departments and other units in your institution or between internal
business units and external agencies.

PeopleSoft Grants enables you to budget for many cost-sharing relationships.
Procedure


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Step Action
1. You can use PeopleSoft Grants to track direct cost-shared amounts, Facilities and
Administration (F&A) cost-shared amounts, and waived F&A amounts.

In addition, you can calculate F&A rates at the expenditure level and differentiate
between sponsor expenditures and institution cost sharing.


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Step Action
2. To implement cost sharing, you must define direct cost sharing by the ChartField
combinations that you establish on the Facilities Admin Options page. You can
select one or more ChartFields to designate the ChartFields that constitute cost
sharing.

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Step Action
3. After selecting a ChartField, specify the From and To values.

For example, if Fund were chosen as the cost-sharing ChartField, a value or range
of values would need to be specified ( such as F250 or F250 to F260). Each
transaction coded with these funds would be considered cost-shared.


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Step Action
4. If more than one cost-sharing ChartField is entered (such as fund F250 and
department ID 90210), the system only recognizes the transaction as being cost-
shared if the transaction references both (or all) ChartFields.

On the other hand, if more than one ChartField value is specified (such as
department IDs 90210 and 90000), the transaction is considered cost-sharing if it
meets the single chartfield criteria defined, such as fund 250.

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Step Action
5. When you run the award generation process, the system computes the cost-sharing
amount to be brought forward into the award by using the percentages that you set
up within the pre-award environment. When you establish the post-award budget,
you should verify that the cost-sharing totals that are brought forward are for the
amount that you want, and make any adjustments that may be necessary due to
rounding.
6. To summarize, while managing your award, you may need to calculate cost sharing
percentages that you distribute among departments and other units in your institution
or between internal business units and external agencies.

PeopleSoft Grants provides a complete solution for awards processing and enables
you to budget for many complex cost-sharing relationships.
End of Procedure.
Managing Awards and Projects
Once you submit a proposal and the sponsor approves it for funding, you usually negotiate award
details with the sponsor. PeopleSoft Grants enables you to track the award negotiation process.
You can keep track of what type of negotiations are being performed, the status of those
negotiations, and any contact data. You also prepare the PeopleSoft Grants system for processing
funds and dealing with billings, letters of credit, F&A costs, cost-sharing rate calculations,
modifications, and general award administration.

You initiate the award generation process after you are awarded funding. This process populates
the award pages with data that you set up in your proposal. The award generation process also
generates a contract and creates the necessary setup to manage your award transactions.

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A project in PeopleSoft Grants represents an entire award or a portion of an award. Every award
requires at least one project, and every project requires at least one activity. You can create a
project during the award setup process or add a project manually.

After creating the project, you administer project budgets and organize projects based on Project
Investigators (PIs), departments, research phases, and locations.

Upon completion of this lesson, you will be able to:
Negotiate an award.
Generate an award.
Manage awards.
Manage award projects.
Manage award activities.
Manage award contracts.
Manage award budgets.
Review grants information.
Analyze projects.
Perform budget inquiries.
Negotiating Awards
After your proposal has been approved by the sponsor, you can begin negotiating the award
details with the sponsor. PeopleSoft Grants enables you to track negotiations between the
institution and the sponsor. You can track information, such as the types of negotiations, the
negotiation status, and contact data.

Consider this scenario: You have created a proposal and submitted it to the sponsor for approval.
The sponsor has asked to approve all publications prior to being published. You need to negotiate
this detail. Your goal is to track the negotiation.
Procedure


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Step Action
1. Begin by navigating to the Negotiate Award page.

Click the Grants link.



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Step Action
2. Click the Awards link.
3. Click the Negotiate Award link.


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Step Action
4. Enter the desired information into the Business Unit field. Enter "EGV03".
5. Click in the Proposal ID field.

6. Enter the desired information into the Proposal ID field. Enter "NIHPROP01".
7. Click the Search button.

8. Use the Negotiate Award page to enter and track negotiation information, such as
the negotiation type, the negotiation status, and sponsor details.



Step Action
9. Use the Negotiation Type field to specify the negotiation type as Approvals.

Click the Negotiation Type list.

10. Click the Approvals list item.

11. To save you time, the comments will be entered for you.
12. Use the Details grid to specify details of the sponsor associated with the project.
Enter the contact name in the sponsoring organization.

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Step Action
13. Click in the Name field.

14. Enter the desired information into the Name field. Enter "Miguel Alonso".
15. Click in the Title field.

16. Enter the desired information into the Title field. Enter "Director".
17. Click in the Telephone field.

18. Enter the desired information into the Telephone field. Enter "2026870435".
19. Click the Save button.

20. You have successfully entered negotiation information for an award.
End of Procedure.
Generating Awards
After any negotiations are completed and you are awarded funding, the next step is to generate
the award.

The Generate Award process populates the award pages with the needed information to manage
the award by using the data that you set up in the proposal. This process also creates a contract
and the necessary setup to manage the award transactions.

In this topic, you will generate the award for a proposal.
Procedure


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Step Action
1. Begin by navigating to the Generate Award page.

Click the Grants link.



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Step Action
2. Click the Proposals link.
3. Click the Generate Award link.


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Step Action
4. Enter the desired information into the Business Unit field. Enter "EGV03".
5. Click in the Proposal ID field.

6. Enter the desired information into the Proposal ID field. Enter "NIHPROP01".
7. Click the Search button.

8. Use the Generate Award page to initiate the award administration process by
copying information from the proposal pages to the award pages.
9. Use the Pre-award Spending check box to create an award that has pre-award
spending.

For this example, leave the field un-checked.



Step Action
10. Run the award generation process.

Click the Generate button.

11. The Generate button is no longer active after you generate the award.

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Step Action
12. You have successfully run the award generation process.
End of Procedure.
Managing Awards
The information that you create and maintain in the award profile establishes an award, which is
defined as an executed agreement between an institution and a sponsor within the post-award
system.

An award is associated with one business unit, one billing sponsor, and one award sponsor. Each
award must have at least one project and at least one activity. The system provides the bulk of
this award setup information when you run the award generation process.

In this topic, you have already completed the Generate Award process, and you now need to
update some of the information that was not created during that process.
Procedure




Step Action
1. Begin by navigating to the Award page.

Click the Grants link.


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Step Action
2. Click the Award Profile link.




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Step Action
3. Enter the desired information into the Business Unit field. Enter "EGV03".
4. Click in the Award ID field.

5. Enter the desired information into the Award ID field. Enter "NIHPROP01".
6. Click the Search button.

7. Use the Award page to record award notification and award details.



Step Action
8. Use the Reference Award Number field to enter the sponsor award number. This
value appears on some of your Grants invoice formats when you process your
billing information.

Click in the Reference Award Number field.

9. Enter the desired information into the Reference Award Number field. Enter
"R01CA12345-01".
10. Click the Description link to access the Description page and enter an expanded
title for the award.
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Step Action
11. Click the Co-PI link to access the Co-PI page and select the co-principal
investigators that you want to associate with the award.
12. Click the Additional Information link.

13. Use the Additional Information page to add additional award information.



Step Action
14. Use the Type field to enter a type code for the information you want to enter. In this
example, you will enter information relating to intellectual property.

Click in the Type field.



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Step Action
15. Enter the desired information into the Type field. Enter "IP".



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Step Action
16. Click in the Comments field.

17. Enter the desired information into the Comments field. Enter "All rights will revert
to the sponsor.".
18. Click the Return To Award Profile link.




Step Action
19. Click the Sponsor link.

20. Use the Sponsor page to view sponsor contacts for the awarding sponsor.


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Step Action
21. Click the Funding tab.
22. Use the Funding page to enter funding amounts and periods.
23. The Detail grid displays information about the budget periods for the
METAB_STUDY 01 project. This information is copied from the Proposal Budget
pages during the award generation process.
24. The Funded Amount is the sum amount for that project and budget period in the
PC_BUD_DETAIL page. This amount is view-only. If you enter a new period in the
grid on the Resources page, then the project ID is automatically created for the
project.

An award can have multiple projects with multiple budget periods.

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Step Action
25. Click the Resources tab.
26. Use the Resources page to add multiple sponsor contacts for the awarding sponsor.
Proposal resources and subrecipient data flow from the pre-award to the post award,
through the generate process.


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Step Action
27. Click the Certifications tab.
28. Use the Certifications page to maintain all relevant award-specific certifications.
29. Certifications appear by default from the proposal. To enter additional certifications,
add a new row; then enter or select the appropriate certification code, certification
date, indicator, person who certified the award, and approval date. Optionally, you
can enter assurance and exemption numbers. Select the appropriate check boxes to
indicate whether a full or an expedited review occurred.

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Step Action
30. Click the Terms tab.
31. Use the Terms page to store the terms and conditions that apply to a particular
award.
32. This page is not pre-populated and no processing is associated with it. Terms and
conditions might include, for example, the requirement that purchased equipment be
American-made whenever possible, or that only union workers be employed for the
project that is funded by the award.


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Step Action
33. Use the Terms & Conditions field to enter a term or condition from a list of
previously defined terms for the awarding sponsor.

Click in the Terms & Conditions field.

34. Enter the desired information into the Terms & Conditions field. Enter "EXAUT".
35. Refresh the page to populate the Description field based on the value entered in the
Terms & Conditions field.

Click the Refresh button.

36. Enter additional information that is related to the terms and conditions of the award.

Click in the Explanation field.
37. Enter the desired information into the Explanation field. Enter "Streamlined
Regulations".
38. Click the Add Guideline ID button to enter additional terms and conditions.
39. Click the Milestones tab.
40. Use the Milestones page to set up award milestones.
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Step Action
41. Use the Detail grid to enter a Milestone Type and related information. Milestone
types are labels for grouping milestones. Each milestone type has a milestone code
associated with it. For example, close-out types could include contract close-outs,
financial close-outs, and technical close-outs.

After you select a milestone type, the system makes only those milestone codes
available that are related to it. If a milestone type is inactive, the related codes do not
appear in the list. If you change the milestone type of a type or code pair that you
entered previously, the system clears the code to prevent a mismatch.
42. Use the Milestone Type field to enter the milestone.
43. Use the Milestone Code field to enter the code for the milestone.
44. Click the Notify button to notify people who are listed on the
Approval/Notification Setup page for Type Milestone Notification, that the award
milestone information is due soon.



Step Action
45. Click in the Due Date field.

46. Enter the desired information into the Due Date field. Enter "10302011".
47. To save you time, the comments have been entered for you.

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Step Action
48. Click the Contact ID link.

49. Each award has one or more designated individuals with the authority and
knowledge to identify award milestones, deliverables, and deadlines. Use the
Milestone Contacts page to enter contact information for those individuals.



Step Action
50. Click the Transmission Code list.

51. Click the By Mail and Electronically list item.

52. Click in the Comment field.
53. Enter the desired information into the Comment field. Enter "Submit via NIH
system.".
54. Click the OK button.


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Step Action
55. Click the Save button.

56. You have successfully established an award profile.
End of Procedure.
Managing Award Projects
After the award generation process is complete, you can update and maintain award profile
information. Similar to the award profile, most of the project profile information is populated
during the award generation process.

In this topic, you will update the project profile for an award.
Procedure



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Step Action
1. Begin by navigating to the General Information page.

Click the Grants link.


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Step Action
2. Click the Project link.




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Step Action
3. Enter the desired information into the Business Unit field. Enter "EGV03".
4. Click in the Project field.

5. Enter the desired information into the Project field. Enter "METAB_STUDY 01".
6. Click the Correct History option.

7. Click the Search button.

8. Use the General Information page to define basic information for the project.
9. Select the Program check box to designate this project as a program or summary
project. When this option is selected, the system prevents you from adding activities
to the program, because only projects can have activities. If you try to select this
option for a project that already has activities, a message appears indicating that the
project cannot be changed to a program because it has activities associated with it,
and you must either remove the activities from the existing project or create a new
program.

After you convert a project to a program by selecting this option and saving your
changes, the project ID of this program is available in various program and parent
project ID prompt list fields that appear on pages throughout the Program
Management system.
10. Use the Integration field to enter the integration template that is used to integrate
this project with other financial applications.

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Step Action
11. Use the Project Type field to enter a project type. Use project types to:
Group similar projects for reporting and analysis.
Determine the default rate plan for the project. When you create a new project and
specify the project type, the system automatically populates the Default Rate
Template field in the Project Definitions - Rates page with the default rate
template that is associated with the project type for the business unit.
Determine whether to use project type status path. The system controls the project
status progression based on the custom project status path that is associated with the
project type for the business unit.

Click in the Project Type field.

12. Enter the desired information into the Project Type field. Enter "R&D".
13. The Percent Complete field displays the percentage of the project completed based
on calculation method that you define on the Project Costing Definition page. If
you select Manual in the Calculation Method field on the Project Costing
Definition page, you can enter a value in the Percent Complete field on this page.
If you select a calculation method of Amounts, Duration, or Units, the system
automatically calculates and displays the percent complete value.

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Step Action
14. Use the Calculate field to select: Start Date, End Date, or Duration in Days to
specify which one of these three fields is calculated by the system based on the
values that you enter for the other fields.

For example, select End Date for the system to calculate the end date based on the
values that you enter for start date and duration.

The default value is based on the project calculation method on the Program
Management Options page for the business unit. This field is available only if you
use Program Management.
15. Click the Project Department tab.

16. Use the Project Department page to define the primary department that is
responsible for the project.
17. Use the Department Info grid to maintain F&A offset information such as the
department, subdivision, and percentage pledged of the project F&A costs that
should be distributed to each department. The F&A process uses the departments in
this group box to retrieve offset ChartField information from the F&A Offset page.



Step Action
18. Click the Project Costing Definition tab.

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Step Action
19. Use the Project Costing Definition page to define a project.
20. Use the FS_08 SetID field to enter a setID in cases where multiple project business
units relate to the same general ledger business unit. Because a general ledger
business unit can relate to only one setID or project business unit combination, the
FS_08 SetID field enables you to associate the setID that the general ledger
business unit is using in the FS_08 record group. If you use an integration template
that relates the general ledger business unit to a different setID, the FS_08 SetID
field changes to the correct setID value that is used in the FS_08 record group.
21. Click the Project Tree... link to access the Assign To Project Tree page, where
you can add the project to a project tree.
22. Use the Enforce Team group box to designate who can charge time and expenses to
a project or activity. These options are available for selection at the project level if
you selected the Decide at the Project Level option on the Project Costing
Options page for the business unit.
23. Use the Calculation Method field to select a method to calculate the percent
complete component. The default value is based on the business unit.

Available methods are:
Amounts: Bases the calculation on budgeted and actual amounts.
Duration: This option is available only if you use Program Management. Bases
the calculation on the number of days allotted to complete the activity.
Manual: Bases the calculation on manual entry of percent complete.
Units: Bases the calculation on the number of hours that are allotted to complete
the activity.
24. Use the Summary Method field to select a method that the system uses to roll up
activity completion percentages to the project. The default value is based on the
business unit.

Available methods are:
None: The system does not summarize the percent complete value. The None
option is available if you select the Manual calculation method.
Straight-Line: The system adds all individual percent complete values for the
project, and divides that amount by the total number of activities.
Weighted: The system adds the actual amounts, duration, or units for all activities,
and divides that amount by the total budgeted value for the project. The Weighted
option is available if you select a calculation method of Amounts, Duration, or
Units.
25. Use the Grants Project field to select GM Object if the project is a Grants project.
Select PC Object if the project originated in Project Costing. You need to
differentiate between Project Costing related projects and Grants related projects for
processing to occur correctly.
26. Select the Project Primary Flag check box if the project is primary. Grants requires
primary projects.

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Step Action
27. The system uses the Currency Code and Rate Type that you define in the Project
Currency group box when you review transactions online through the Transaction
List page. The value in the Project Amount field on the Transaction Detail page is
not stored in Project Costing tables. It is calculated each time that you access the
page.
28. Default values for the fields in the Analysis Group Options group box are based on
the Installation Options - Project Costing page. You can override the default
values for the project.



Step Action
29. Click the Manager tab.

30. Use the Manager page to view project manager data.

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Step Action
31. Click the Location tab.

32. Use the Location page to assign the project's physical location.


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Step Action
33. Click the Phases tab.

34. Use the Phases page to track the time that is spent on different stages of a project.
Use for exception reporting to see which projects are on schedule. Set actual phases,
estimated phases, or both.

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Step Action
35. Use the Phase Type field to enter a phase type to track the time spent on different
stages of a project and, for exception reporting, to view the projects that are on
schedule.

Click in the Phase Type field.

36. Enter the desired information into the Phase Type field. Enter "PLAN".
37. Click in the Description field.

38. Enter the desired information into the Description field. Enter "Planning and
Preparation".
39. Click in the From Date field.

40. Enter the desired information into the From Date field. Enter "07012007".
41. Click in the Through Date field.

42. Enter the desired information into the Through Date field. Enter "07152007".
43. Click the Add Row button.

44. Enter the desired information into the Phase Type field. Enter "PURCH".

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Step Action
45. Click in the Description field.

46. Enter the desired information into the Description field. Enter "Equipment
purchase".
47. Click in the From Date field.

48. Enter the desired information into the From Date field. Enter "07162007".
49. Click in the Through Date field.

50. Enter the desired information into the Through Date field. Enter "07212007".
51. Click the Add Row button.

52. To save you time, the third phase has been added for you.
53. Click the Show following tabs button.

54. Click the Approval tab.

55. Use the Approval page to enter project events for which you want to require an
approval and define the order in which the approvals for this project must be carried
out.


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Step Action
56. Click the Save button.

57. You have successfully completed project information for an award.
End of Procedure.
Managing Award Project Activities
After the award generation process is complete, you can update and maintain project activity
information. Similar to the award profile, most of the project activity information is populated
during the award generation process.

All transactions associated with an award must be linked to a project and an activity to process
the transactions against the award funding. Therefore, you must associate an activity with your
award projects.

When you run the generate award process, an activity is automatically created. During post award
processing, you need to specify any additional activity information that was not already populated
by the application.

In this topic, you will update the project activity information for an award.
Procedure





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Step Action
1. Begin by navigating to the General Information page.

Click the Grants link.




Step Action
2. Click the Project Activity link.


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Step Action
3. Enter the desired information into the Business Unit field. Enter "EGV03".
4. Click in the Project field.

5. Enter the desired information into the Project field. Enter "METAB_STUDY 01".
6. Click the Search button.

7. Use the General Information page to set up project activities.


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Step Action
8. Enter an Activity Type. Use activity types to:
Group similar activities for reporting and analysis.
Enforce a predefined progression of statuses for activities of this type.

The system controls the activity status progression based on the custom activity
status path that is associated with the activity type for the business unit.

Click in the Activity Type field.

9. Enter the desired information into the Activity Type field. Enter "R&D".
10. The Percent Complete field displays the percentage of the activity completed based
on calculation method that you define on the Project Costing Definition page. If
you select Manual in the Calculation Method field, you can enter a value in the
Percent Complete field on this page.

This field does not appear for activities with a processing status of Template.
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Step Action
11. Enter an Activity Owner from the list of project team members. The default value is
based on the activity owner of the parent activity, if one exists. If there is no parent
activity, the activity owner default value is based on the current project manager.
The system uses the activity start date to determine the project manager.

If you modify or remove an activity owner for a summary activity, a message
appears when you save the page asking if you want to change the activity owner for
all activities under this summary activity.

Click in the Activity Owner field.

12. Enter the desired information into the Activity Owner field. Enter "KUN006".
13. Use the Description field to enter a description for the activity. To save you time,
the description has been entered for you.
14. Click the Definition tab.

15. Use the Definition page to enter activity owner, activity team security, and options
that control the functionality of the activity.



Step Action
16. Click the FA Rates tab.


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Step Action
17. Use the FA Rates page to enter F&A rates types.
18. To set up F&A rates for post-awards:
Select a facilities administration rate. Values include Animal Care, On Campus,
Off Campus, Institutional Research, and Instruction.
Select an FA base rate for the institution, the sponsor, and the funded amount.
Enter multiple effective dates and F&A rate percentages for each base. The bases
must have the same names as the tree nodes for which the calculation will be run.

19. Never select the same base for two different rate types under the same activity.
Likewise, if you establish a base tree with duplicate accounts, never define two
bases that contain the same account under the same project activity.



Step Action
20. Click the Location tab.

21. Use the Location page to specify project activity locations.

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Step Action
22. Use the Effective Date field to enter a date from which the location is valid.

Enter the desired information into the Effective Date field. Enter "07012007".
23. Click in the Location Code field.

24. Enter the desired information into the Location Code field. Enter "RES".
25. Refresh the page to view the location information for the value entered in the
Location Code field.

Click the Refresh button.

26. Click the Attachments tab.

27. Use the Attachments page to add attachments to the project activity.


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Step Action
28. Click the Quality tab.

29. Use the Quality page to rate and record quality of work for specific activities.

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Step Action
30. Click the Show following tabs button.

31. Click the Rates tab.

32. Use the Rates page to inquire on activity contracts, billing, and revenue.

This page displays the current contract information associated with the project and
activity. The grid is blank if no contracts are associated with the project and activity,
which is the case when you use this page to associate rate sets or rate plans with a
project and activity for internal project costing that does not require billing, or when
you have not yet linked the project and activity to a contract line.



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Step Action
33. Click the Save button.

34. You have successfully updated project activity information.
End of Procedure.
Managing Award Contracts
Through the Generate Award process, PeopleSoft Grants writes award information to PeopleSoft
Contracts. This process creates a contract, adds a contract line to the contract, associates grant
projects and activities to the contract line, and creates billing and revenue recognition plans. This
integration with PeopleSoft Contracts enables you to generate bills and recognize revenue for all
transactions that are associated to the sponsored awards.

In this topic, you will update the Billing Options page in PeopleSoft Contracts with payment
terms information for the billing sponsor.
Procedure


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Step Action
1. Begin by navigating to the Award page.

Click the Grants link.



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Step Action
2. Click the Award Profile link.



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Step Action
3. Enter the desired information into the Business Unit field. Enter "EGV03".
4. Click in the Award ID field.

5. Enter the desired information into the Award ID field. Enter "NIHPROP01".
6. Click the Search button.

7. Use the Award page to record award notification and award details.



Step Action
8. Click the View Contract link.

9. Use the General page to access contract information and change contract status to
Active.


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Step Action
10. Click in the Contract Status field.

11. Enter the desired information into the Contract Status field. Enter "ACTIVE".
12. Click the Lines tab.
13. Use the Lines page to add products to a contract. Each product appears on the
contract as a distinct contract line number. From this page you can view or access all
details defined for a contract line.
14. Each contract line represents a unique contract product that is associated with its
own accounting distributions and can be assigned to individual revenue and billing
plans. In addition, multiple contract lines can share the same billing and revenue
plans. Some restrictions apply.

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Step Action
15. Click the Detail tab.

16. Notice that the Billing Plan and Revenue Plan statuses are set to Ready.
17. Click the billing plan status to access the Billing Plan General page. This link
appears only if the billing plan is assigned to a contract line.
18. Click the revenue plan status to access the Rev Rec Plan page. This link appears
only if the revenue plan is assigned to a contract line.
19. Click the Billing Options tab.
20. Use the Billing Options page to enter billing option defaults for the contract. These
billing options appear by default onto the billing plans created for contract lines
within this contract. You can override these options at the billing plan level.
21. Billing uses a hierarchical system of defaults to determine billing options. The
billing plan is the most specific level of this hierarchy and where you specify billing
options that are not overridden by defaults at a higher level. If the billing options do
not change from one contract to the next for the business, then you can take full
advantage of the hierarchical system of defaults that you set up in Billing without
having to further define these values on the contracts billing plans.

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Step Action
22. Use the Billing Options page to enter defaults that are copied to all new billing
plans created for the contract. This enables you to avoid having to repeat the same
entry of billing option default overrides on multiple billing plans for the same
contract.

Many of the values that you define here are defaults that you can override on the
Billing Plan - Billing Plan General page. Values left blank at the billing plan level
are defaulted from a higher level within the Billing system of defaults onto bills.



Step Action
23. Click the Payment Method list.

24. Click the Electronic Fund Transfer list item.

25. Click in the Payment Terms field.

26. Enter the desired information into the Payment Terms field. Enter "IMMED".
27. Select the Cost Reimbursable
option if you want cost reimbursable as the method of payment.
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Step Action
28. Select the Letter of Credit option to use a letter of credit as the method of payment.
If the method of payment is letter of credit, enter a reference number for this
contract in the Letter of Credit field.
29. Select the Cost Sharing Detail check box to enable the system to generate a Cost
Sharing Detail report for this contract bill when the bill is printed.
30. Select the Salary Detail check box to enable the system to generate a Salary Detail
report for this contract bill when the bill is printed.
31. Click the Save button.

32. You have successfully updated contract information associated with an award.
End of Procedure.
Managing Award Budgets
The final step to prepare an award for processing is to establish the award budget and submit it to
commitment control. When you run the Generate Award process, the system populates the
Budget Detail page in PeopleSoft Projects with summarized budget information. At this point,
you still need to assign required ChartFields to the individual budget journals, and make any
additions or modifications prior to finalization of the budget. Only after the budget is finalized
can you apply transactions against it.

In this topic, you will finalize the budget for a project.
Procedure



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Step Action
1. Begin by navigating to the Budget Detail page.

Click the Grants link.


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Step Action
2. Click the Awards link.
3. Click the Project Budgets link.



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Step Action
4. Enter the desired information into the Business Unit field. Enter "EGV03".
5. Click in the Project field.

6. Enter the desired information into the Project field. Enter "METAB_STUDY 01".
7. Click in the Budget Period field.

8. Enter the desired information into the Budget Period field. Enter "1".
9. Click the Search button.

10. Use the Budget Detail page to enter budget amounts that are associated with a
particular budget plan.
11. The system populates the General tab with budget details from the proposal,
including amounts for the budget activities belonging to the project.



Step Action
12. Click the Project Detail tab.

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Step Action
13. Use the Project Detail tab to specify the values for the project-related fields for the
Grants budget rows that are displayed.
14. Click the General Ledger Detail tab.

15. Use the General Ledger Detail tab to specify the General Ledger ChartField values
for the Grants budget rows that are displayed. When the system creates budget
journals, it books the budget row amounts to the specified ChartFields.
16. You need to assign an account to each budget row.

Click in the Account field.

17. Enter the desired information into the Account field. Enter "6011".
18. Click in the Fund Code field.

19. Enter the desired information into the Fund Code field. Enter "F200".
20. Click the horizontal scrollbar.
21. Click in the Program Code field.

22. Enter the desired information into the Program Code field. Enter "P4005".
23. Click in the Class Field field.

24. Enter the desired information into the Class Field field. Enter "C00".
25. Click the horizontal scrollbar.

26. To save you time, the information for the remaining budget items have been entered
for you.
27. Click the Commitment Control Detail tab.

28. The Commitment Control Detail tab displays the ledger and ledger group that the
system uses to book the budget journals.

If you need to specify the type of budget row that you are posting, use the Budget
Line Code field to indicate whether the budget row is Original, Adjustment, Roll
Forward, and so on. Original is the default value. If you have funding source control
enabled in your commitment control setup, the system displays the appropriate value
here.
29. Click the Save button.


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Step Action
30. Click the Finalize button after making changes to an active budget period. The
system finalizes the plan by picking up the rows only for a budget period and not the
entire plan, as in Project Costing. Clicking the Finalize button does the following:
If Commitment Control is enabled, and the general ledger group has the proper
flags set, the system sends the transactions to Commitment Control by the Projects
to Commitment Control Application Engine process (PC_WRAPPER).
The budget rows are sent to the Project Resource table (PROJ_RESOURCE).
Rows are sent only once. Finalizing adds rows to the Project Resource interface
table and calls the Projects Interface Edit process (PC_INTFEDIT).

To avoid Commitment Control problems and to track the history of changes to the
budget, finalized budgets cannot be changed and appear as display-only on the grid.
You can, however, add new rows to the grid, and re-finalize the budget period.

Click the Finalize button.




Step Action
31. Click the OK button.


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Step Action
32. Click the Process Monitor link.

33. Use the Process List page to view the status of submitted process requests.


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Step Action
34. The current status of the process is Processing. The process is finished when the
status is Success. Continue to click the Refresh button until the status is Success.

Click the Refresh button.

35. The status is now success.
36. You have successfully finalized a budget for an award.
End of Procedure.
Reviewing Grants Information
Once you implement PeopleSoft Grants and begin generating proposals, awards, and budgets,
you can review the inventory of awards and proposals as well as view projected budget and
revenue information and variances in budgeted and actual amounts.

In this topic, you will review award inventories, projected budget and revenue information,
project variances, and proposal inventories.
Procedure


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Step Action
1. Begin by navigating to the Award Inventory page.

Click the Grants link.



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Step Action
2. Click the Award Inventory link.

3. Use the Award Inventory page to review inventory of Grants awards.

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Step Action
4. Click in the Sponsor ID field.

5. Enter the desired information into the Sponsor ID field. Enter "NIH".
6. Click in the Award PI ID field.

7. Enter the desired information into the Award PI ID field. Enter "KUN006".
8. Click the Search button.

9. Review the information on the Award Inventory Info and More Info tabs in the
Details grid.
10. Click the More Info tab.

11. Click the Project Forecast link.



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Step Action
12. Enter the desired information into the Business Unit field. Enter "EGV03".
13. Click in the Project field.

14. Enter the desired information into the Project field. Enter "METAB_STUDY 01".
15. Click the Search button.

16. Use the Project Forecast Report page to review projected budget and revenue
information for selected projects.

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Step Action
17. Click the Retrieve button.

18. The forecast information is displayed in the Details grid.
19. Click the Project Variance link.

20. Use the Project Variance Report page to review variances in budgeted and actual
amounts as well as balances for selected projects.


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Step Action
21. Click the Retrieve button.

22. The variance information is displayed in the Details grid.
23. Click the Proposal Inventory link.

24. Use the Proposal Inventory page to review inventory of Grants proposals.

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Step Action
25. Enter the desired information into the Business Unit field. Enter "EGV03".
26. Click in the Sponsor ID field.

27. Enter the desired information into the Sponsor ID field. Enter "NIH".
28. Click in the PI ID field.

29. Enter the desired information into the PI ID field. Enter "KUN006".
30. Click the Status list.

31. Click the Awarded list item.

32. Click the Search button.

33. The proposal information is displayed in the Details grid.
34. You have successfully reviewed award inventories, projected budget and revenue
information, project variances, and proposal inventories.
End of Procedure.

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Analyzing Projects
PeopleSoft Project Costing provides several different ways to analyze project data. Before you
can begin analyzing project data, you must create at least one project, project activities, and
transactions that have been assigned resource IDs.

Once you establish a project and enter data directly though interfaces with other PeopleSoft
applications, you can use the pages in PeopleSoft Project Costing to view a list of all project
manager projects, display real-time project information that is pulled from the project summary
tables, and display all resource transactions for a selected project.

In this topic, you will use the Transaction List page to analyze resource transactions for a
project.
Procedure




Step Action
1. Begin by navigating to the Transaction List page.

Click the Project Costing link.


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Step Action
2. Click the Transaction List link.




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Step Action
3. Enter the desired information into the Business Unit field. Enter "EGV03".
4. Click in the Project field.

5. Enter the desired information into the Project field. Enter "METAB_STUDY 01".
6. Click the Search button.

7. Use the Transaction List page to view transactions that belong to a project activity.
This page operates in deferred processing mode.
8. Use the Analysis Group field to enter the analysis group that contains the type of
transactions that you want to view. You can view only the transactions that belong
to analysis groups to which you have been granted security access.



Step Action
9. Click the Search button.

10. Information about all resource transactions that have the analysis type of BUD are
displayed. These rows are the budget entries that are populated in the
PROJ_RESOURCE table when you post your project.
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Step Action
11. Click the Transaction Detail button to access the Transaction Detail page, where
you can view more detailed information for a particular transaction.
12. Click the Drill to Source button to navigate to the PeopleSoft application where the
transaction originated.
13. You have successfully analyzed project data.
End of Procedure.
Performing Budget Inquiries
After successfully posting the budget journals, you can use the Budget Inquiry pages to view the
budget information. These pages enable you to view the posted budget lines, the budget journal
IDs, the date on which the rows are posted, and the budget journal distribution status.

In this topic, you will view budget information for a project.
Procedure




Step Action
1. Begin by navigating to the Budget Inquiry page.

Click the Grants link.



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Step Action
2. Click the Awards link.
3. Click the Project Budget Inquiry link.


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Step Action
4. Enter the desired information into the Business Unit field. Enter "EGV03".
5. Click in the Project field.

6. Enter the desired information into the Project field. Enter "METAB_STUDY 01".
7. Click the Search button.

8. After you successfully post the budget journals, you can inquire on the budget. Use
the Budget Inquiry page to view budget information for specific projects.



Step Action
9. Select the GL Info and Posted, FA, C/S Info tabs to view the budget journal IDs
and the date that you posted the rows, as well as the budget header status, the ledger,
and ledger group to which you posted the journals.

Click the GL Info tab.

10. Review the information available on the GL Info tab.
11. Click the Posted, FA, C/S Info tab.


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Step Action
12. Review the information available on the Posted, FA, C/S Info tab.
13. You have successfully performed an analysis inquiry.
End of Procedure.
Applying Transactions to Grants
PeopleSoft Grants integrates with various PeopleSoft applications such as, General Ledger,
Purchasing, and Payables. This enables you to create a transaction using a feeder application and
then apply this transaction to an award in PeopleSoft Grants. Examples of transactions are:
requisitions created in PeopleSoft Purchasing, or vouchers created in PeopleSoft Payables.

After creating transactions, they are brought into PeopleSoft Grants through the integration
process, which is owned by PeopleSoft Project Costing. The integration process calls the pricing
engine, which looks to the rate template to price the transactions and assign a target analysis type
(usually BIL) to the incoming rows.

The system stores transaction rows in the Project Resources table (PROJ_RESOURCE) until they
are processed through to PeopleSoft Billing and General Ledger.

After transactions are processed into PeopleSoft Grants, you can use PeopleSoft Billing to bill,
recognize revenue, and assign Facilities and Administration (F&A) costs.

Upon completion of this lesson, you will be able to:
Apply transactions to a funded award.
Manage transactions applied to a funded award.
Manage F&A cost calculations.
Applying Transactions to a Funded Award
The typical method of applying transactions to PeopleSoft Grants is through other PeopleSoft
feeder applications such as PeopleSoft Purchasing and Payables. After you create a purchase
order in PeopleSoft Purchasing, you can send it through to PeopleSoft Payables. You can also
create a voucher directly in PeopleSoft Payables.

The PeopleSoft Payables Voucher Posting process (AP_PSTVCHR) creates accounting entries
from vouchers. The system uses the accounting entry template and inheritance rules to identify
the offset accounts that are needed to create accounting entries. Vouchers must be entered,
approved, and posted before you can pull them into PeopleSoft Project Costing.

In this topic, you need to purchase items to begin your research. You will need to create an
expense voucher in PeopleSoft Payables and associate it with the project. You will create a
voucher, then budget check the expense.
Procedure


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Step Action
1. Begin by navigating to the Invoice Information page.

Click the vertical scrollbar.


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Step Action
2. Click the Accounts Payable link.



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Step Action
3. Click the Vouchers link.
4. Click the Regular Entry link.




Step Action
5. Enter the desired information into the Business Unit field. Enter "EGV03".
6. Click in the Voucher ID field.

7. Enter the desired information into the Voucher ID field. Enter "VCHR002".
8. Click in the Vendor ID field.

9. Enter the desired information into the Vendor ID field. Enter "XYZ".
10. Click in the Invoice Number field.

11. Enter the desired information into the Invoice Number field. Enter "GINV002".
12. Click in the Invoice Date field.

13. Enter the desired information into the Invoice Date field. Enter "05302007".

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Step Action
14. Click in the Gross Invoice Amount field.

15. Enter the desired information into the Gross Invoice Amount field. Enter "2000".
16. Click the Tax Exempt Flag option.

17. Click the Add button.

18. Use the Invoice Information page to create a voucher and enter invoice and
distribution line information.
19. Use the Pay Terms field to enter the payment terms for the vendor. For this
exercise, use the default selection.
20. Use the Distribute by field to select a distribution method, either Amount or
Quantity. For this example, use the default selection.



Step Action
21. Click in the Description field.

22. Enter the desired information into the Description field. Enter "Lab Rats and
Cages".
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Step Action
23. Click in the Quantity field.

24. Enter the desired information into the Quantity field. Enter "50".
25. Click in the UOM field.

26. Enter the desired information into the UOM field. Enter "EA".
27. Click in the Unit Price field.

28. Enter the desired information into the Unit Price field. Enter "40".
29. Click the vertical scrollbar.
30. Next, enter distribution line information.

Click in the Quantity field.

31. Enter the desired information into the Quantity field. Enter "50".
32. Click in the Account field.

33. Enter the desired information into the Account field. Enter "6011".
34. Click in the Fund field.

35. Enter the desired information into the Fund field. Enter "F200".
36. Click in the Dept field.

37. Enter the desired information into the Dept field. Enter "90210".
38. Click the horizontal scrollbar.
39. Click in the Program field.

40. Enter the desired information into the Program field. Enter "P4005".
41. Click in the Class field.

42. Enter the desired information into the Class field. Enter "C00".
43. Click in the PC Bus Unit field.

44. Enter the desired information into the PC Bus Unit field. Enter "EGV03".
45. Click in the Project field.


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Step Action
46. Enter the desired information into the Project field. Enter "METAB_STUDY 002".
47. Click in the Activity field.

48. Enter the desired information into the Activity field. Enter "RESEARCH_BUD".
49. Click the horizontal scrollbar.

50. You have completed the steps for creating the invoice. Now, save the invoice
information.

Click the Save button.

51. Next, you need to budget check the expense.

Click the Action list.

52. Click the Budget Checking list item.

53. Click the Run button.

54. Click the Yes button.

55. Click the Error Summary tab.

56. Use the Error Summary page to view any Voucher Build processing errors,
matching errors, duplicate invoices, and out-of-balance and combination edit errors
on the voucher.
57. Notice that no errors have occurred.

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Step Action
58. Click the Summary tab.
59. Use the Summary page to view important voucher information such as voucher
header information, various statuses, and payment terms.
60. Confirm that the Budget Status is set to Valid.


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Step Action
61. Click the Batch Processes link.



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Step Action
62. Click the Vouchers link.
63. Click the Voucher Posting link.



Step Action
64. You can run this process by searching for an existing Run Control ID or you can add
a new value. Creating a Run Control ID that is relevant to the process may help you
remember it for future use.

Click the Add a New Value tab.
65. A Run Control ID is an identifier that, when paired with your User ID, uniquely
identifies the process you are running. The Run Control ID defines parameters that
are used when a process is run. This ensures that when a process runs in the
background, the system does not prompt you for additional values.

Enter the desired information into the Run Control ID field. Enter "VPOST002".
66. Click the Add button.

67. Use the Voucher Posting Request page to specify the parameters required to run
the voucher posting request.


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Step Action
68. Click in the Request ID field.

69. Enter the desired information into the Request ID field. Enter "VPOST002".
70. Click in the Description field.

71. Enter the desired information into the Description field. Enter "Post Grants
Voucher".
72. Click the Process Frequency list.

73. Click the Always Process list item.

74. For this example, you will specify the voucher you want to post.

Click the Post Voucher Option list.

75. Click the Post Voucher list item.

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Step Action
76. Use the Prepayment Application Method field to indicate which vendor the
system should use when applying prepaid vouchers to regular vouchers. Values are:
Invoicing Vendor and Remit Vendor.

For this example, use the default selection.
77. Click in the Business Unit field.

78. Enter the desired information into the Business Unit field. Enter "EGV03".
79. Click in the Voucher ID field.

80. Enter the desired information into the Voucher ID field. Enter "VCHR002".
81. Click the Run button.

82. Use the Process Scheduler Request page to enter or update parameters, such as
server name and process output format.




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Step Action
83. You must select a Server Name to identify the server on which the process will run.
If you use the same Run Control ID for subsequent processes, the server name that
you last used will default in this field.

Click the Server Name list.

84. Click the PSNT list item.

85. Use the Type field to select the type of output you want to generate for this job.
Your four choices are File, Printer, Email, or Web.
86. Use the Format field to define the output format for the report. The values are
dependent upon the Process Type you have selected. In this example, the default
value is TXT.
87. Click the OK button.

88. Notice the Process Instance number appears. This number helps you identify the
process you have run when you check the status.



Step Action
89. Click the Process Monitor link.

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Step Action
90. Use the Process List page to view the status of submitted process requests.



Step Action
91. The current status of the process is Queued. The process is finished when the status
is Success. Continue to click the Refresh button until the status is Success.

Click the Refresh button.

92. The status is now success.
93. You have successfully created a voucher in PeopleSoft Payables, associated it with
the project, and budget checked the expense.
End of Procedure.
Managing Transactions Applied to a Funded Award
Transaction data for research activities is fed into PeopleSoft Grants through the PeopleSoft
Project Costing Integration processes. Transactions can originate in other PeopleSoft applications
(General Ledger, Expenses, Payables, Time & Labor, and so on) and are fed into PeopleSoft
Project Costing.

The Project Costing integration process triggers the Pricing Engine (PC_PRICING), which
creates target rows from the transactions that are received by using a Project Costing rate
template. The system stores the information in the PROJ_RESOURCE table.

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In this topic, you will run the Project Costing integration process to bring in voucher cost
information from PeopleSoft Payables into the Project Resource table in PeopleSoft Project
Costing and then view the results.
Procedure




Step Action
1. Begin by navigating to the Payables page.

Click the Project Costing link.


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Step Action
2. Click the Cost Collection link.
3. Click the Payables link.



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Step Action
4. You can run this process by searching for an existing Run Control ID or you can add
a new value. Creating a Run Control ID that is relevant to the process may help you
remember it for future use.

Click the Add a New Value tab.
5. A Run Control ID is an identifier that, when paired with your User ID, uniquely
identifies the process you are running. The Run Control ID defines parameters that
are used when a process is run. This ensures that when a process runs in the
background, the system does not prompt you for additional values.

Enter the desired information into the Run Control ID field. Enter "GMAPP002".
6. Click the Add button.

7. Use the Payables page to enter the request parameters. These parameters will be
used to define the processing rules and data to be included when the process is run.
8. Use the Option field to select a project Business Unit, Project, or Activity option to
restrict processing to these values.

For this example, use the default selection of All in the Option field.
9. Use the Date Option field to select an Accounting or Transaction date option to
restrict processing to these values.

For this example, use the default selection of All in the Date Option field.

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Step Action
10. Click the Run button.

11. Use the Process Scheduler Request page to enter or update parameters, such as
server name and process output format.


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Step Action
12. You must select a Server Name to identify the server on which the process will run.
If you use the same Run Control ID for subsequent processes, the server name that
you last used will default in this field.

Click the Server Name list.

13. Click the PSNT list item.

14. Use the Type field to select the type of output you want to generate for this job.
Your four choices are File, Printer, Email, or Web.
15. Use the Format field to define the output format for the report. The values are
dependent upon the Process Type you have selected. In this example, the default
value is TXT.
16. Click the OK button.

17. Notice the Process Instance number appears. This number helps you identify the
process you have run when you check the status.

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Step Action
18. Click the Process Monitor link.

19. Use the Process List page to view the status of submitted process requests.


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Step Action
20. The current status of the process is Queued. The process is finished when the status
is Success. Continue to click the Refresh button until the status is Success.

Click the Refresh button.

21. Notice the status is now Success.
22. Next, navigate to the Transaction List page to view the results.

Click the vertical scrollbar.
23. Click the Transaction Definitions link.


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Step Action
24. Click the Transaction List link.




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Step Action
25. Enter the desired information into the Business Unit field. Enter "EGV03".
26. Click in the Project field.

27. Enter the desired information into the Project field. Enter "METAB_STUDY 002".
28. Click in the Activity field.

29. Enter the desired information into the Activity field. Enter "RESEARCH_BUD".
30. Click the Search button.

31. Use the Transaction List page to view the results of processing the PeopleSoft
Grants transactions into PeopleSoft Project Costing.
32. Use the Analysis Group field to specify the analysis groups that you have access to.
For this exercise, use the default selection of All.



Step Action
33. Click the Search button.

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Step Action
34. Notice that a row with the code ACT has been added for the actual expense. Also, a
billing row with the code BIL has been added. These rows will be used to perform
the billing for the invoice. The number of BIL rows generated is based on settings
defined in the rate template, which is associated with the contract.
35. You have successfully run the Project Costing Integration Process to bring in
voucher cost information from PeopleSoft Payables into the Project Resource table
in PeopleSoft Project Costing, and viewed the results.
End of Procedure.
Managing F&A Cost Calculations
When administering sponsored funds, you may need to calculate the sponsor, cost-shared, and
waived facilities and administration costs. PeopleSoft Grants is delivered with a process that
automatically calculates facilities and administration costs. This process calculates these costs on
all sponsor-funded amounts that have accounts that fall under the selected F&A base (typically
MTDC). Optionally, one can also calculate waived and cost-shared F&A amounts.

In this topic, you will run the F&A process, verify the process successfully completes, then view
the Sponsor F&A (SFA) rows in PeopleSoft Project Costing.
Procedure





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Step Action
1. Begin by navigating to the Process Facilities Admin page.

Click the Grants link.




Step Action
2. Click the Awards link.
3. Click the Process Facilities Admin link.

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Step Action
4. You can run this process by searching for an existing Run Control ID or you can add
a new value. Creating a Run Control ID that is relevant to the process may help you
remember it for future use.

Click the Add a New Value tab.
5. A Run Control ID is an identifier that, when paired with your User ID, uniquely
identifies the process you are running. The Run Control ID defines parameters that
are used when a process is run. This ensures that when a process runs in the
background, the system does not prompt you for additional values.

Enter the desired information into the Run Control ID field. Enter "FNA002".
6. Click the Add button.

7. Use the Process Facilities Admin page to enter the request parameters. These
parameters will be used to define the processing rules and data to be included when
the process is run.
8. Use the BU/Proj/Act Option field to select a project Business Unit, Project, or
Activity option to restrict processing to these values.


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Step Action
9. Click the BU/Proj/Act Option list.

10. Click the Selected BU / Project list item.

11. Click in the Business Unit field.

12. Enter the desired information into the Business Unit field. Enter "EGV03".
13. Click in the Project field.

14. Enter the desired information into the Project field. Enter "METAB_STUDY 002".
15. Use the Date Option field to select an Accounting or Transaction date option to
restrict processing to these values.
16. Click the Run button.

17. Use the Process Scheduler Request page to enter or update parameters, such as
server name and process output format.

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Step Action
18. You must select a Server Name to identify the server on which the process will run.
If you use the same Run Control ID for subsequent processes, the server name that
you last used will default in this field.

Click the Server Name list.

19. Click the PSNT list item.

20. Use the Type field to select the type of output you want to generate for this job.
Your four choices are File, Printer, Email, or Web.
21. Use the Format field to define the output format for the report. The values are
dependent upon the Process Type you have selected. In this example, the default
value is TXT.
22. Click the OK button.

23. Notice the Process Instance number appears. This number helps you identify the
process you have run when you check the status.


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Step Action
24. Click the Process Monitor link.

25. Use the Process List page to view the status of submitted process requests.

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Step Action
26. The current status of the process is Queued. The process is finished when the status
is Success. Continue to click the Refresh button until the status is Success.

Click the Refresh button.

27. The status is now Success.
28. Next, view the newly created SFA rows on the Transaction List page.

Click the Project Costing link.



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Step Action
29. Click the Transaction List link.



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Step Action
30. Enter the desired information into the Business Unit field. Enter "EGV03".
31. Click in the Project field.

32. Enter the desired information into the Project field. Enter "METAB_STUDY 002".
33. Click in the Activity field.

34. Enter the desired information into the Activity field. Enter "RESEARCH_BUD".
35. Click the Search button.

36. Use the Transaction List page to view resource transactions belonging to a project's
activity.



Step Action
37. Click the Search button.

38. Click the View All link.


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Step Action
39. Notice that after the system identifies transactions that are eligible for F&A
burdening, it creates a row stamped with the analysis type SFA.
40. You have successfully run the F&A process and viewed the Sponsor F&A (SFA)
rows in PeopleSoft Project Costing.
End of Procedure.
Preparing and Submitting a Protocol
Protocol Management provides an automated system that enables you to document and amend
human and animal protocols and to facilitate the management of the necessary approval processes
for approving authority; such as the Institutional Review Board (IRB) and the Institutional
Animal Use and Care Committee (IACUC).

Upon completion of this lesson, you will be able to:
Describe protocol management.
Maintain protocol information.
Enter protocol data.
Maintain committee meetings and dispositions.
Copy protocols and versions.
Understanding Protocol Management
This topic discusses the protocol architecture and the rules for status and phase types.


Procedure


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Step Action
1. Protocol Management architecture is designed with two levels: header and version.
The header level is a parent to the child version level. Header information remains
static regardless of the many modifications, reviews, or renewals that the protocol
may undergo in its full life cycle.
2. Version information may change frequently; therefore, copying functionality
becomes necessary to avoid manual reentry of data into the next version to retain
history. The distinction between these two levels enables maximum flexibility in
copying versions and in tracking changes between versions, which is essential to
protocol management.
3. The protocol undergoes a series of phases during its life. The system captures phases
at the version level through the phase type. A protocol moves from one phase to the
next by way of version creation. Only one version can govern at any one time and is
considered the current version. By viewing the versions in relation to one another on
the version grid you can determine the history and flow of the protocol life.
4. Phases and versions follow specific rules.

The system creates the initial, new protocol header with a version of phase type New
and status of Draft. You cannot add or copy versions at this stage.


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Step Action
5. When you submit the protocol version, the status changes to Pending. You cannot
copy this version until the status changes to Approved or Returned.

If the disposition is issued as approved, the status also changes to Approved. You
can now copy the protocol version

If the disposition is issued as returned, the status also changes to Returned. You can
now copy the protocol version.
6. You can copy any protocol which is in any status. The status of the new copied
protocol is always reset to Draft. You can copy a protocol version only when the
status is Approved or Returned.

There are restrictions for copying a Protocol Version. A Protocol is copied to a
brand new protocol within the same Protocol type. Example, animal to animal and
human to human.
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Step Action
7. The seven protocol management statuses are:
Draft: The version is added or copied, but not submitted.
Pending: The draft version is submitted (date/time stamped) for the review
process.
Approved: The pending version is reviewed and approved by the reviewing
authority.
Denied: The pending version is reviewed and denied by the reviewing authority.
This status cannot be changed, as it captures indefinitely that this version was
rejected. You can copy this protocol to a new protocol but are not permitted to act
against it in any other way.
Returned: The pending version is reviewed and returned for further modifications
by the reviewing authority.
Expired:The version is approved and has expired because the project end date has
passed.
Inactive: The version is submitted for the review process but no action was taken
against it.
8. The version level status reflects the status for the entire protocol (for example,
header) as this is the only status, and only one version governs at any given time.
Carrying the status at the version level allows for maximum flexibility when you are
creating the various phase type protocol versions.
9. The phase type enables the tracking of submissions and re-submissions of the
various phases of the protocol. The reviewing committee must be able to track such
changes to make their final approval as well as for ongoing reviews and reporting. A
phase type, along with the status, helps identify which phase the protocol is in.
10. The phase types are:
New: Indicates a brand new protocol version. It is at the first phase.
Modified: Indicates changes or updates being made to: (1) An approved protocol
version which is initiated by the Principal Investigator (for example, a minor
amendment), or (2) A pending protocol version that was returned by the review
committee (for example, a disposition requested clarification of methodology) so
that a modified version is created to which the PI updates with appropriate changes
and then resubmits for approval.
11. Continuing Review: Indicates a scheduled review of how the protocol research is
progressing. The PI is responsible for informing the review committee of the
progress for their approval. The interval from review to review is typically no
greater than a year. The Continuing Review interval is preestablished at setup time
on the BU-Award Set Up page. The system automatically increments the next CR
date, beginning at the start date, by the number of months that you have determined,
and this date is displayed on the Version Info page. Also, this is the date by which
workflow notifications are triggered.
Renewal: Indicates updates to the approved protocol for the purpose of renewing
(or extending) protocol research. In this case, the user would also update the
expiration date. If after receiving a notification that protocol is approaching its end
date and you want to renew it, you can copy to a new version and reenter a new start
and end date for the process to begin again.

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Step Action
12. This concludes the Understanding Protocol Management topic.
End of Procedure.
Maintaining Protocol Information
The maintain protocol header component captures static, header level protocol data, which
remains consistent even if amendments, modifications, or renewals are created. This header
component serves as the parent for version level data. Parent and child architecture allows for
maximum flexibility in designfor the copy functionality, the ability to associate multiple
approved iterations of a protocol during its total life cycle.

The Version History grid displays all versions for this protocol. You maintain history because
each version, after being submitted, is locked down and becomes uneditable. Both human and
animal type protocols share the same portal navigation to the General Information search and
add page. They share the same underlying architecture; however, depending on its associated
protocol subtype, various fields and pages become hidden or available.

In this topic, you will create header information for a human protocol.
Procedure




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Step Action
1. Begin by navigating to the Maintain Protocol page.

Click the Grants link.




Step Action
2. Click the Maintain Protocol link.



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Step Action
3. Click the Add a New Value tab.
4. Enter the desired information into the Business Unit field. Enter "EGV03".
5. Click in the Protocol Type field.

6. Enter the desired information into the Protocol Type field. Enter "HUMN".
7. Click the Add button.

8. Use the Maintain Protocol page to enter static, header-level protocol data.
9. The Protocol ID field displays the system generated protocol ID. The creation of a
protocol ID always generates the initial new or draft version. The system uses a
Next numbering scheme to get the next available number. Also, for copy or copy
versions, attachments are not copied.
10. The Protocol Type field displays the protocol type selected on the Maintain
Protocol search page. Values include ANIM and HUMN.

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Step Action
11. Enter the desired information into the Short Title field. Enter "DNA Samples".
12. For this example, the Long Title has been entered for you.
13. Use the Abstract field to enter a summary of the overall project plan, or attach a
document on the Attachment tab.

For this example, the summary has been entered for you.
14. Click the link in the Version field to go to a specific version component. Upon
initial creation of the header, only version ID, phase type, and status data appear
until you enter other data on the version component. When a Protocol Header is
added, one new version is always created. Also, for the person who is creating the
Header, a role of Authorized is added on the Protocol Version - Personnel page.

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Step Action
15. The Phase Type field displays the current protocol phase. A protocol has multiple
phases in its lifecycle, and these types identify which phase the protocol is in.
Values include:
New: Indicates a new protocol version that is in the first phase.
Modified: Indicates changes or updates that are being made to 1) an approved
protocol version that was initiated by a PI (for example, a minor amendment) or 2) a
pending protocol version that was returned by the review committee (for example, a
disposition requesting a clarification of methodology) for which the PI will make
changes in preparation to resubmit for approval.
Renewal: Indicates updates to approved protocol for the purpose of renewing or
extending protocol research. In this case, you also update the start and end dates.
Continuing Review: Indicates a scheduled review of how the protocol research is
progressing. The PI is responsible for informing the review committee of the
progress, for their approval. This schedule is predetermined by the institution and
typically happens at intervals no greater than a year.
16. The Status field displays the protocol status. System events update the field. Values
include:
Draft: Version is added but not yet submitted.
Pending: Version is submitted (date/time stamped) for the review process.
Approved: The pending version is reviewed and approved by the reviewing
authority.
Denied: The pending version is reviewed and denied by the reviewing authority.
You cannot change this status. It captures indefinitely that this version was rejected.
You can copy this protocol to a new protocol, but cannot act against it in any other
way.
Returned: The reviewing authority reviewed and returned the pending version for
further modifications.
17. Click the Copy Version button to access the Copy Protocol Version page. The
copy version enables you to create a new version within the same protocol.
18. Click the Save button.

19. You have successfully entered protocol header information.
End of Procedure.
Entering Protocol Data
The Version Information component captures the majority of the protocol data that is required
for the specific type of research involving human or animal subjects. Each subheading and table
in this section represents a logical grouping of data fields required in protocol management. In
this component, the tabs represent the sub-groupings. The information in this component is
created from a new proposal or copied from another version.

In this topic, you will enter detail information for a human protocol.
Procedure


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Step Action
1. Begin by navigating to the Version Info page.

Click the Grants link.



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Step Action
2. Click the Enter Protocol Detail link.



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Step Action
3. Enter the desired information into the Business Unit field. Enter "EGV03".
4. Click in the Protocol ID field.

5. Enter the desired information into the Protocol ID field. Enter "1005".
6. Click the Search button.

7. Use the Version Info page to enter overall version information that is pertinent to
the administration of the protocol, and then submit the version.



Step Action
8. Click in the Description field.

9. Enter the desired information into the Description field. Enter "DNA Samples".
10. The Phase Type field displays the phase type. Values include: New, Modified,
Renewal, and Continuing Review.

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Step Action
11. Use the Requested Review field to select the preferred review process. This field
does not determine the final review process, however, it indicates the PIs
preference. The field is informational only. Values include: Full, Expedited, and
Exempt.

Click the Requested Review list.

12. Click the Expedited list item.

13. Use the PI Name field to select the name of the employee who owns this particular
proposal. In most cases, this individual will be the PI on the Grants proposal that is
being drafted, with which this protocol will be associated.

Click in the PI Name field.

14. Enter the desired information into the PI Name field. Enter "Rohein,Isabella".
15. Click in the Start Date field.

16. Use the Start Date field to enter the anticipated start date of the protocol project.
This date typically matches or precedes the proposal start date. The disposition date,
however, must precede the start date, because the protocol approval is required
before the actual start of the project.

Note that changing the start date calculates the next CR date.

Enter the desired information into the Start Date field. Enter "06302007".
17. Use the End Date field to enter the anticipated end date of the protocol project. This
date is the same as the expiration date of the protocol. For workflow, the scheduled
batch process notifies all identified individuals about the protocol's expiration, based
on the workflow rule setup.

Click in the End Date field.

18. Enter the desired information into the End Date field. Enter "07312007".
19. Select the Student PI check box if the PI is a student. If it is selected, then the
Faculty Advisor Details link appears. For workflow, by selecting the Student PI
check box and also submitting the protocol, you will notify the requisite parties
about the action. The email will also include a link to the version.

Click the Student PI option.

20. Click the Faculty Advisor Details link.

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Step Action
21. Use the Faculty Advisor Details page to enter the name of and statement for the
faculty advisor.



Step Action
22. Enter the desired information into the Name field. Enter "Vincent,Sonya".
23. Click the OK button.



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Step Action
24. The Study Location link appears for protocol type HUMN only.

Click the Study Location link.

25. Use the Study Location page to enter the code for the study location.

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Step Action
26. Enter the desired information into the Location field. Enter "EGV03".
27. When you tab or move out of the Location field the system populates the remaining
fields.

Press [Tab].
28. Click the OK button.

29. Select the Adverse Event check box to indicate an adverse event. If it is selected,
then the Adverse Event Details link appears. For workflow, by selecting the
Adverse Event check box and also submitting the protocol, you will notify the
requisite parties about the action. The email will also include a link to the version.
30. The Comments grid is a free form comment section to capture any other relevant
information. Add multiple comments with a date and time stamp.


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Step Action
31. Click the Personnel tab.

32. Use the Personnel page to enter role and affiliation details for personnel that are
associated with the protocol.

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Step Action
33. Click the Add Row button.

34. Enter the desired information into the Name field. Enter "Tyler,Edwin".
35. Click in the Role field.

36. Enter the desired information into the Role field. Enter "CONS".
37. Click the Subjects tab.
38. Use the Subjects page to enter all data that is related to the subjects who are
required to conduct this particular protocol project.

This page is available only for human protocols. It is hidden for animal protocols.


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Step Action
39. Use the Subject Type field to select a subject type from available values. The
subject type determines which type-specific fields become viewable and actionable
in the secondary pages. Values include: Pregnant Women, Prisoners, Fetuses, and
Children. Also available is Other Vulnerable, who are subjects who are not listed but
need a more specific justification or certification; and General, who are subjects
from the general populace.

You can add each subject type only once in the grid.

Note that when you have a prisoner or child subject type, the system triggers
workflow to selected individuals for review. Prisoners need a prisoner
representative. Children need a child advocate.

Click the Subject Type list.

40. Click the General list item.

41. Click the Gender list.

42. Click the Both Male/Female list item.

43. Click in the Number of Subjects field.

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Step Action
44. Enter the desired information into the Number of Subjects field. Enter "500".
45. Click in the Number of Controls field.

46. Enter the desired information into the Number of Controls field. Enter "200".
47. Click in the Youngest Age field.

48. Enter the desired information into the Youngest Age field. Enter "18".
49. Click in the Oldest Age field.

50. Enter the desired information into the Oldest Age field. Enter "60".
51. Click the More Details tab.

52. Click in the Expected Start Date field.

53. Enter the desired information into the Expected Start Date field. Enter "06302007".
54. Click in the Expected End Date field.

55. Enter the desired information into the Expected End Date field. Enter "07312007".
56. Click the Justification button.

57. Use the Subject Justification page to enter details about the justification for the use
of subjects for the protocol.


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Step Action
58. Use the Title field to enter a short description of the justification. Add additional
rows as required.

Enter the desired information into the Title field. Enter "Advances in Treatments".
59. Use the Detail field to enter a full justification for involving the particular subject
type for this protocol research.

To save you time, the text has been entered for you.
60. Click the OK button.

61. Click the Certification of Compliance button to enter a title and explanation of the
certification for the research.

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Step Action
62. Click the Consent and Compensation button.

63. Use the Consent and Compensation page to enter contact and communication
details for consent and compensation information that is required to be documented
and provided to subjects.


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Step Action
64. Enter the desired information into the Person Explaining field. Enter "KU0050".
65. Click in the Phone field.

66. Enter the desired information into the Phone field. Enter "6175552222".
67. Click in the Patient Rights Contact field.

68. Enter the desired information into the Patient Rights Contact field. Enter
"KU0052".
69. Click in the Phone field.

70. Enter the desired information into the Phone field. Enter "6175553333".
71. Click in the Future Questions Contact field.

72. Enter the desired information into the Future Questions Contact field. Enter
"KU0052".
73. Click in the Phone field.

74. Enter the desired information into the Phone field. Enter "6175553333".
75. Click the Type list.

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Step Action
76. Click the Consent list item.

77. Click in the Description field.
78. Enter the desired information into the Description field. Enter "Consent form
required for all subjects.".
79. Click the OK button.




Step Action
80. Click the Purpose, Methods & Procedures tab.
81. Use the Purpose, Methods & Procedure page to enter detailed information about
the purpose, methods, and procedures that are associated with the protocol.
82. Use the Purpose to enter the purpose for which this research is being conducted.

To save you time, the text has been added for you.
83. Use the Background field to enter background related information; for example,
how research came about with reference to the PI's experience and medical
literature.

To save you time, the text has been added for you.

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Step Action
84. Use the Study Design Title field to enter a short description of the hypothesis,
research questions, statistics, or other topics that are related to the research. Add
additional rows and attach documents as needed.

To save you time, the text has been added for you.



Step Action
85. Click the Procedures option.

86. Click the Procedures link.

87. Use the Procedures page to enter detailed information about the procedures that are
used in this protocol.
88. Use the Details grid to select a procedure type and enter an explanation of the
procedure.

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Step Action
89. Click the Type list.

90. Click the Additional list item.

91. Click in the Explanation field.
92. Enter the desired information into the Explanation field. Enter "Samples gathered
by swabs and blood.".
93. Click the OK button.

94. Click the FDA Approval Info link to enter detailed information about the FDA
approval that is associated with this protocol.
95. Click the Hazardous Agents link to enter detailed information about hazardous
chemicals or materials that are used in this protocol.
96. Click the Euthanasia/Disposition link to enter detailed information about the
method of euthanasia or disposition that is used in this protocol.


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Step Action
97. Click the Attachments tab.
98. Use the Attachments page to attach any files that are associated with the protocol.


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Step Action
99. Click the Save button.

100. Click the Version Info tab.



Step Action
101. Click the Submit button to initiate a submission for review. If you have not saved
the component a message appears asking whether you want to save and then submit.
After the version is submitted, the button is not available, and the version is
uneditable.

Click the Submit button.

102. You have successfully entered protocol detail information.
End of Procedure.
Maintaining Committee Meetings and Dispositions
You can set up a meeting to review protocol. Set up a full meeting review to record votes on the
protocol and record minutes and add attachments. Then approve, deny, or return the disposition.

In this topic, you are going to enter meeting and disposition information for a protocol review.

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Procedure




Step Action
1. Begin by navigating to the Full Review Meeting page.

Click the Grants link.


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Step Action
2. Click the Protocols link.
3. Click the Full Review Meeting link.



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Step Action
4. Enter the desired information into the Committee ID field. Enter "PS03".
5. Click in the Meeting ID field.

6. Enter the desired information into the Meeting ID field. Enter "PS03".
7. Click the Search button.

8. Use the Full Review Meeting page to view meeting dates, times, and protocols that
are assigned to those dates.



Step Action
9. Enter the desired information into the Convened Time field. Enter "9:10AM".
10. Click in the Adjourned Time field.

11. Enter the desired information into the Adjourned Time field. Enter "4:00PM".
12. Click the Minutes tab.
13. Use the Minutes page to enter minutes, announcements, and review comments from
the meeting.

To save you time, the fields on this page will be filled for you.
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Step Action
14. Click the Save button.

15. Click the Full Review Meeting tab.


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Step Action
16. Click the horizontal scrollbar.

17. Click the Disposition button.

18. Use the Protocol Disposition page to enter vote counts for a protocol disposition.
Approve, deny, or return a protocol, and add any comments if needed.

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Step Action
19. Use the Vote field to enter the number of Yes, No, and Abstention votes cast. The
workflow is triggered when committee issues the disposition.

Click the Vote list.

20. Click the Yes list item.

21. Click the Vote list.

22. Click the Yes list item.

23. Click the Yes list item.

24. Use the Disposition field to select Approved, Denied, or Returned according to the
vote count and the decision of the committee.

Click the Disposition list.

25. Click the Returned list item.


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Step Action
26. Use the Comments field to enter any comments. Comments for returned
dispositions carry forward to the Protocol header page.

To save you time, the text has been entered for you.
27. Click the OK button.




Step Action
28. Click the horizontal scrollbar.

29. Click the Save button.

30. You have successfully entered committee meeting and disposition information.
End of Procedure.
Copying Protocols and Versions
Copy functionality enables you to have information automatically transferred to a new protocol or
version, thereby avoiding duplicate manual entry. Choose from two options:
Copy one protocol with its current version to a brand new protocol and version, or
Copy one version within a protocol to another version within that same protocol.

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When a project is extended or you are approved for more funding you may need to renew an
approved protocol. You do this by copying the approved protocol to a Renewal type version,
making the necessary updates and resubmitting to the committee for evaluation. The protocol
undergoes the regular protocol creation and submission process, however it is treated as a
renewal. The system sends email notifications to designated individuals who then initiate the
renewal process.

In this topic, you will copy a protocol.
Procedure




Step Action
1. Begin by navigating to the Copy Protocol page.

Click the Grants link.



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Step Action
2. Click the Copy Protocol link.



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Step Action
3. Enter the desired information into the Business Unit field. Enter "EGV03".
4. Click in the Protocol ID field.

5. Enter the desired information into the Protocol ID field. Enter "1006".
6. Click the Search button.

7. Use the Copy Protocol page to copy a protocol.
8. A Protocol is copied to a brand new protocol within the same Protocol Type. For
example, animal to animal and human to human.



Step Action
9. Click the Copy button.

10. Notice the new Protocol ID.
11. You have successfully copied a protocol.
End of Procedure.

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Managing Award Billing
A key requirement in Grants administration is the ability to create bills for costs to sponsors.
When you are ready to bill for transactions related to your award spending, PeopleSoft Grants
enables you to generate invoices, letter of credit draws, or perform scheduled billing. Using the
functionality of Contracts and Grants, you can effectively manage your billing transactions from
initiating the billing process to sending your billing information to PeopleSoft Billing for
finalization and invoice generation.

To bill for your awards transactions, you need to a run a series of processes. The first step in the
billing process is to activate the billing plan. The billing plan defines when billing can occur for
the award.

After you activate the billing plan, you run the Contracts/Billing Interface process in PeopleSoft
Contracts to initiate the billing processes. The Contracts/Billing Interface process accesses the
PROJ_RESOURCE table for billable rows, which have an analysis type of BIL, and copies these
rows to the Billing Staging table. The process also calculates the LOC draws based on the LOC
number and summarizes the data by LOC document ID.

After the Contracts/Billing interface populates the BIL rows in the Billing Interface Staging table,
you run the Billing Interface process in PeopleSoft Billing to populate the Billing Worksheet.
Once the Billing Worksheet is populated, you can review the Worksheet information such as
billable rows and LOC draws.

After reviewing the billable rows, you need to approve the Worksheet. This enables you to
perform activities such as creating a real bill and generating a pro-forma invoice and LOC draws.

Once the bill has been finalized in PeopleSoft Billing, you need to run the Billing to Projects
processes to update the analysis type of billing rows from BIL to BLD. This process also updates
the billing history information of the contract/award. You can then send your bills to the sponsor.

In PeopleSoft Grants, billing can be managed using three different formats namely, GM_103X,
GM_270, and GM_GEN. You can choose the desired format based on your business need. In
addition, PeopleSoft Grants provides the GM_LOC report format, which is the Grants Letter of
Credit Draw report.

Upon completion of this lesson, you will be able to:
Activate the contract/award.
Run the contracts/billing interface process.
Run the billing interface process.
Approve the billing worksheet.
Create a letter of credit report.
Run the projects/contracts interface process.
Run the retrieve billing items process.
View billing process results.
Activating a Contract/Award
When the billing structure is in place, you are ready to initiate the billing process. You need to
activate the contract before activating the billing plan.

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Before activating the contract award, you must have a contract number, contract business unit,
sold to customer, contract type, and a legal entity that is assigned to the contract. You also need at
least one active contract line that is assigned to the contract.

After setting the contract status to Active, the system performs a series of edit checks to ensure
that all required fields are complete. Once the contract has an Active status, you must use the
Amendment Process to alter any basic contract award header or line information.

A billing plan is simply the vehicle that you use to define and administer the billing rules for
contracts. Billing plans are automatically created for you by the generate award process, so that
the only step that you are required to perform is to set the plan status to Ready. This activates the
plan and makes transactions that are associated with the plans award line available for
processing.

When the billing plan status is changed to Ready, the majority of the fields on the billing plan are
gray. However, unlike changing the contract status to Active, you can edit billing plan fields prior
to billing by manually changing the billing plan status back to Pending. Once the billing plan
status has changed to In Progress, you can no longer manually change it to a Pending status.

In this topic, you will activate a contract and its associated billing plan.
Procedure





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Step Action
1. Begin by navigating to the Lines page.

Click the Customer Contracts link.




Step Action
2. Click the General Information link.


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Step Action
3. Enter the desired information into the Business Unit field. Enter "EGV03".
4. Click in the Contract field.

5. Enter the desired information into the Contract field. Enter "NIHPROP002".
6. Click the Search button.

7. Use the General page to set up and manage contract header information.


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Step Action
8. Click the Lines tab.
9. Use the Lines page to add products to a contract. Each product appears on the
contract as a distinct contract line number. From this page you can view or access all
details defined for a contract line.

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Step Action
10. Click the Detail tab.

11. Use the Detail tab to access all details defined for a contract line.
12. Click the horizontal scrollbar.

13. Before activating the contract, you need to add the Letter of Credit (LOC) ID to
the contract line.

Click in the LOC Doc ID field.

14. Enter the desired information into the LOC Doc ID field. Enter "DHHS-001".
15. Next, return to the General page to activate the contract.

Click the horizontal scrollbar.

16. Click the General tab.


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Step Action
17. Click in the Contract Status field.

18. Enter the desired information into the Contract Status field. Enter "ACTIVE".
19. Click the Save button.

20. Click the Billing Plans link.

21. Use the Assign Billing Plan page to assign contract products to billing plans. You
can assign products to billing plans that you have previously defined, or you can
assign products to a new billing plan and then set up that billing plan in the Billing
Plan component.

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Step Action
22. Click the B101 link.

23. Use the Billing Plan General page to define the high-level billing information for a
billing plan. The system associates the information that you define on this page with
all billing lines that you create under this billing plan. This information is then sent
to Billing.
24. Notice the Billing Status appears as Ready indicating that the billing plan is active.
The available billing plan statuses that you can control are: Pending, Ready, and
Cancelled.


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Step Action
25. Click the vertical scrollbar.
26. Click the Save button.

27. You have successfully activated a contract and its associated billing plan.
End of Procedure.
Running the Contracts/Billing Interface Process
You run the Contracts/Billing Interface process in PeopleSoft Contracts to initiate the billing
processes. This process accesses the PROJ_RESOURCE table for billable rows, which have an
analysis type of BIL, and copies these rows to the Billing Interface Staging table. The
Contracts/Billing Interface process also calculates the Letter of Credit (LOC) draws based on the
LOC number and summarizes the data by the LOC document ID.

Consider this scenario: There are several transactions that have come in against the award.
Because the National Institute of Health is a letter of credit sponsor, it is time for you to initiate
the monthly letter of credit draw. Your goal is to run the Contracts/Billing Interface process to
initiate the billing process, then verify that the billing lines populate the billing staging table.
Procedure


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Step Action
1. Begin by navigating to the Process As Incurred Billing page.

Click the Customer Contracts link.



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Step Action
2. Click the Schedule and Process Billing link.
3. Click the Process As Incurred Billing link.


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Step Action
4. You can run this process by searching for an existing Run Control ID or you can add
a new value. Creating a Run Control ID that is relevant to the process may help you
remember it for future use.

Click the Add a New Value tab.
5. A Run Control ID is an identifier that, when paired with your User ID, uniquely
identifies the process you are running. The Run Control ID defines parameters that
are used when a process is run. This ensures that when a process runs in the
background, the system does not prompt you for additional values.

Enter the desired information into the Run Control ID field. Enter
"LOCBILL002".
6. Click the Add button.

7. Use the Process As Incurred Billing page to enter the request parameters. These
parameters will be used to define the processing rules and data to be included when
the process is run.



Step Action
8. Click in the Business Unit field.


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Step Action
9. Enter the desired information into the Business Unit field. Enter "EGV03".
10. Click in the Contract field.

11. Enter the desired information into the Contract field. Enter "NIHPROP002".
12. Use the BU/Proj/Act Option field to select an option to filter the information that is
pulled from PeopleSoft Project Costing.

For this example, use the default selection of All, which runs this process for all
available PeopleSoft Project Costing business units, projects, and activities.
13. Click the vertical scrollbar.
14. Use the Date Option field to select a date option to narrow this process to billing
activity within a certain time frame.

For this example, use the default selection of All, which runs this process for all
available billing activity.
15. Click in the From Date field.

16. Enter the desired information into the From Date field. Enter "01012007".
17. Click in the Through Date field.

18. Enter the desired information into the Through Date field. Enter "12312007".
19. Click the vertical scrollbar.
20. Click the Run button.

21. Use the Process Scheduler Request page to enter or update parameters, such as
server name and process output format.

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Step Action
22. You must select a Server Name to identify the server on which the process will run.
If you use the same Run Control ID for subsequent processes, the server name that
you last used will default in this field.

Click the Server Name list.

23. Click the PSNT list item.

24. Use the Type field to select the type of output you want to generate for this job.
Your four choices are File, Printer, Email, or Web.
25. Use the Format field to define the output format for the report. The values are
dependent upon the Process Type you have selected. In this example, the default
value is TXT.
26. Click the OK button.

27. Notice the Process Instance number appears. This number helps you identify the
process you have run when you check the status.


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Step Action
28. Click the Process Monitor link.

29. Use the Process List page to view the status of submitted process requests.

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Step Action
30. The current status of the process is Queued. The process is finished when the status
is Success. Continue to click the Refresh button until the status is Success.

Click the Refresh button.

31. The status is now Success.
32. Next, you need to verify that the billing lines populated the billing staging table.

Click the vertical scrollbar.
33. Click the Billing link.



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Step Action
34. Click the Review Pending Transactions link.



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Step Action
35. Click in the Business Unit field.

36. Enter the desired information into the Business Unit field. Enter "EGV03".
37. Click the 100 link.

38. Use the PS_INTFC_BI page to review the information that was processed.
39. Notice the Interface ID.
40. You have successfully run the Contracts/Billing Interface process and verified that
the billing lines populated the billing staging table.
End of Procedure.
Running the Billing Interface Process
Use the Billing Interface page to run the BIIF0001 process, which generates new bills or
populates the billing worksheet from raw billing transactions that are interfaced into the staging
table from the contract and billing interface process.

In this topic, you will run the Billing Interface Process.
Procedure





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Step Action
1. Begin by navigating to the Billing Interface page.

Click the vertical scrollbar.
2. Click the Billing link.




Step Action
3. Click the Process Billing Interface link.


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Step Action
4. You can run this process by searching for an existing Run Control ID or you can add
a new value. Creating a Run Control ID that is relevant to the process may help you
remember it for future use.

Click the Add a New Value tab.
5. A Run Control ID is an identifier that, when paired with your User ID, uniquely
identifies the process you are running. The Run Control ID defines parameters that
are used when a process is run. This ensures that when a process runs in the
background, the system does not prompt you for additional values.

Enter the desired information into the Run Control ID field. Enter
"LOCWRKS002".
6. Click the Add button.

7. Use the Billing Interface page to enter the request parameters. These parameters
will be used to define the processing rules and data to be included when the process
is run.


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Step Action
8. Use the From Interface ID field to enter the start of a range of interface identifiers
that you want to include in the interface process.

Click in the From Interface ID field.

9. Enter the desired information into the From Interface ID field. Enter "117".
10. Use the To Interface ID field to enter the start of a range of interface identifiers that
you want to include in the interface process.

When you click in this field, it is populated with the From Interface ID. Change if
necessary.

Click in the To Interface ID field.

11. Click the Run button.

12. Use the Process Scheduler Request page to enter or update parameters, such as
server name and process output format.

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Step Action
13. You must select a Server Name to identify the server on which the process will run.
If you use the same Run Control ID for subsequent processes, the server name that
you last used will default in this field.

Click the Server Name list.

14. Click the PSNT list item.

15. Click the Billing Interface option.

16. Use the Type field to select the type of output you want to generate for this job.
Your four choices are File, Printer, Email, or Web.
17. Use the Format field to define the output format for the report. The values are
dependent upon the Process Type you have selected. In this example, the default
value is TXT.
18. Click the OK button.

19. Notice the Process Instance number appears. This number helps you identify the
process you have run when you check the status.


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Step Action
20. Click the Process Monitor link.

21. Use the Process List page to view the status of submitted process requests.

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Step Action
22. The current status of the process is Queued. The process is finished when the status
is Success. Continue to click the Refresh button until the status is Success.

Click the Refresh button.

23. The status is now Success.
24. You have successfully run the Billing Interface Process.
End of Procedure.
Approving the Billing Worksheet
The next step after running the Billing Interface process is to review and approve the Billing
Worksheet. The Billing Worksheet is a temporary work area that enables you to review and adjust
bill lines before you create an actual bill. Using the Billing Worksheet, you can approve, change,
or delete Letter of Credit (LOC) draw lines and bill lines.

In this topic, you will approve the billing worksheet.
Procedure



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Step Action
1. Begin by navigating to the Worksheet Headers page.

Click the vertical scrollbar.
2. Click the Billing link.


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Step Action
3. Click the Update Billing Worksheet link.

4. Use the Worksheet Headers page to specify the search criteria to display header
level data in the Billing Worksheet.

You can review and adjust resource lines coming from PeopleSoft Projects and
Grants before you create the actual bill. You can also approve, defer, write-off or
delete letter of credit draw lines and bill lines.


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Step Action
5. Click the Set Filter Options link.



Training Guide

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Step Action
6. Enter the desired information into the Business Unit field. Enter "EGV03".
7. Click the Search button.




Step Action
8. Click the NIHPROP002 option.

9. Click the Approve Now button.

10. Click the Save button.

11. Next, verify that an invoice was created.

Click the Manage Contract/Project Bills link.

12. Use the Manage CA/PC Bills page to review bills originating in PeopleSoft
Contracts and Project Costing.
13. Notice the invoice number that was assigned to the award line.

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Step Action
14. You have successfully approved a billing worksheet.
End of Procedure.
Creating the Letter of Credit Report
After running the Billing Interface process and approving the billing worksheet, the next step is
to generate a Letter of Credit report (LOC).

From the Letter of Credit Summary page, you can search by letter of credit ID, and view the
Letter of Credit limit amount, previous draw amount, unbilled amount and amount of current
draw. Use the Generate Pro Forma button to create a letter of credit report.

In this topic, you will create a letter of credit.
Procedure




Step Action
1. Begin by navigating to the LOC Summary page.

Click the vertical scrollbar.
2. Click the Billing link.


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Step Action
3. Click the Letter of Credit Summary link.




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Step Action
4. Enter the desired information into the begins with field. Enter "DHHS-001".
5. Click the Search button.

6. Use the LOC Summary page to view information such as the limit amount, the
previous draw amount, the unbilled amount, and the amount of current draw.
7. The Letter of Credit Totals region tracks the overall amounts for the LOC number.
These amounts are updated when they change in the Billing Worksheet.



Step Action
8. Click the Generate Pro Forma button.

9. Next, you need to confirm the report ran successfully.

Click the vertical scrollbar.
10. Click the PeopleTools link.


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Step Action
11. Click the Process Monitor link.

12. Use the Process List page to view the status of submitted process requests.


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Step Action
13. The current status of the process is Processing. The process is finished when the
status is Success. Continue to click the Refresh button until the status is Success.

Click the Refresh button.

14. The status is now Success.
15. Click the BIJOB50 link.

16. Use the Process Detail page to access the details of the report.

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Step Action
17. Click the 7890 - BIGMLOC Success link.




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Step Action
18. Click the View Log/Trace link.

19. Use the View Log/Trace page to access the report file.



Step Action
20. Click the BIGMLOC 7890.PDF link.


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Step Action
21. Scroll to view the full report.

Click the horizontal scrollbar.

22. Review the Letter of Credit report details
23. You have successfully created a letter of credit report.
End of Procedure.
Running the Projects/Contracts Interface Process
You use the Projects/Contracts Interface process to send information about invoiced bills back
to PeopleSoft Contracts. After this process is complete, the application updates the billing
information in the Contracts/Billing Cross - Reference table. This table provides PeopleSoft
Contracts access to all billing activity related to your award.

In this topic, you will run the Contracts/Projects Interface process.
Procedure



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Step Action
1. Begin by navigating to the RUN BI PC/CA Intrfc. page.

Click the vertical scrollbar.
2. Click the Billing link.


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Step Action
3. Click the Generate Invoices link.
4. Click the Update Contract/Projects Data link.



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Step Action
5. You can run this process by searching for an existing Run Control ID or you can add
a new value. Creating a Run Control ID that is relevant to the process may help you
remember it for future use.

Click the Add a New Value tab.
6. A Run Control ID is an identifier that, when paired with your User ID, uniquely
identifies the process you are running. The Run Control ID defines parameters that
are used when a process is run. This ensures that when a process runs in the
background, the system does not prompt you for additional values.

Enter the desired information into the Run Control ID field. Enter "GMUPDT03".

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Step Action
7. Click the Add button.

8. Use the Run BI PC/CA Intrfc. page to enter the request parameters. These
parameters will be used to define the processing rules and data to be included when
the process is run.


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Step Action
9. Click in the Business Unit field.

10. Enter the desired information into the Business Unit field. Enter "EGV03".
11. Click in the From Invoice field.

12. Enter the desired information into the From Invoice field. Enter "0000678535".
13. Click in the To Invoice field.

14. Enter the desired information into the To Invoice field. Enter "0000678535".
15. Click the Run button.

16. Use the Process Scheduler Request page to enter or update parameters, such as
server name and process output format.

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Step Action
17. You must select a Server Name to identify the server on which the process will run.
If you use the same Run Control ID for subsequent processes, the server name that
you last used will default in this field.

Click the Server Name list.

18. Click the PSNT list item.

19. Use the Type field to select the type of output you want to generate for this job.
Your four choices are File, Printer, Email, or Web.
20. Use the Format field to define the output format for the report. The values are
dependent upon the Process Type you have selected. In this example, the default
value is TXT.
21. Click the OK button.

22. Notice the Process Instance number appears. This number helps you identify the
process you have run when you check the status.


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Step Action
23. Click the Process Monitor link.

24. Use the Process List page to view the status of submitted process requests.

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Step Action
25. The current status of the process is Queued. The process is finished when the status
is Success. Continue to click the Refresh button until the status is Success.

Click the Refresh button.

26. The status is now Success.
27. You have successfully run the Projects/Contracts Interface process.
End of Procedure.
Running the Retrieve Billing Items Process
The final step in the PeopleSoft Project Costing, Grants, Contracts, and Billing integration loop is
to run the Retrieve Billing Items process. This process updates PeopleSoft Project Costing tables
with the results from the PeopleSoft Contracts and Billing processes (including adjustments,
discounts, retainages, and so on).

You can view the results on the Billing Plan History page in PeopleSoft Contracts and the
Project Resources page in PeopleSoft Project Costing.

In this topic, you will run the Retrieve Billing Items process in PeopleSoft Project Costing to
update the PROJ_RESOURCE table.
Procedure



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Step Action
1. Begin by navigating to the Retrieve Billing Items page.

Click the Project Costing link.


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Step Action
2. Click the Retrieve Billing Items link.




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Step Action
3. You can run this process by searching for an existing Run Control ID or you can add
a new value. Creating a Run Control ID that is relevant to the process may help you
remember it for future use.

Click the Add a New Value tab.
4. A Run Control ID is an identifier that, when paired with your User ID, uniquely
identifies the process you are running. The Run Control ID defines parameters that
are used when a process is run. This ensures that when a process runs in the
background, the system does not prompt you for additional values.

Enter the desired information into the Run Control ID field. Enter "GMBIPC".
5. Click the Add button.

6. Use the Retrieve Billing Items page to enter the request parameters. These
parameters will be used to define the processing rules and data to be included when
the process is run.



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Step Action
7. Use the Option field to select a project Business Unit, Project, or Activity option to
restrict processing to these values.

Click the Option list.

8. Click the Business Unit/Project list item.

9. Click in the Business Unit field.

10. Enter the desired information into the Business Unit field. Enter "EGV03".
11. Click in the Project field.

12. Enter the desired information into the Project field. Enter "METAB_STUDY 002".
13. Use the Date Option field to select an Accounting or Transaction date option to
restrict processing to these values.

For this example, use the default selection of All.
14. Click the Run button.

15. Use the Process Scheduler Request page to enter or update parameters, such as
server name and process output format.


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Step Action
16. You must select a Server Name to identify the server on which the process will run.
If you use the same Run Control ID for subsequent processes, the server name that
you last used will default in this field.

Click the Server Name list.

17. Click the PSNT list item.

18. Use the Type field to select the type of output you want to generate for this job.
Your four choices are File, Printer, Email, or Web.
19. Use the Format field to define the output format for the report. The values are
dependent upon the Process Type you have selected. In this example, the default
value is TXT.
20. Click the OK button.

21. Notice the Process Instance number appears. This number helps you identify the
process you have run when you check the status.

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Step Action
22. Click the Process Monitor link.

23. Use the Process List page to view the status of submitted process requests.


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Step Action
24. The current status of the process is Queued. The process is finished when the status
is Success. Continue to click the Refresh button until the status is Success.

Click the Refresh button.

25. The status is now Success.
26. You have successfully run the Retrieve Billing Items process.
End of Procedure.
Viewing Billing Process Results
After running the Contracts/Interface and the Retrieve Billing Items processes, you can view
information about the billing plan for your contract/award and the updated information about the
project/activity in the PROJ_RESOURCE table. This is the final step in the billing cycle and is
needed to keep the systems in sync. The history pages and the project resource page only update
after the bills are finalized in billing.

In this topic, you will view the results of the Retrieve Billing Items process and verify that the
system updates the PROJ_RESOURCE table with the BLD rows from the project activity.
Procedure


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Step Action
1. Begin by navigating to the Billing Plan General page.

Click the Customer Contracts link.



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Step Action
2. Click the General Information link.



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Step Action
3. Enter the desired information into the Business Unit field. Enter "EGV03".
4. Click in the Contract field.

5. Enter the desired information into the Contract field. Enter "NIHPROP002".
6. Click the Search button.

7. Use the General page to set up and manage contract header information.



Step Action
8. Click the Billing Plans link.

9. Use the Assign Billing Plan to assign contract products to billing plans.


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Step Action
10. Click the B101 link.

11. Use the Billing Plan General page to review billing plan details.

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Step Action
12. Click the History tab.

13. Use the History page to view the status for all billing activity related to this bill plan
ID.
14. You cannot update the system-inserted (CBI and PBI) rows.

You can manually insert rows into the History page to account for any bills
generated against this billing plan by, for example, a third-party billing system.


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Step Action
15. Next, view the projects/contracts information stored in the PROJ_RESOURCE
table.

Click the vertical scrollbar.
16. Click the Project Costing link.


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Step Action
17. Click the Transaction List link.




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Step Action
18. Enter the desired information into the Business Unit field. Enter "EGV03".
19. Click in the Project field.

20. Enter the desired information into the Project field. Enter "METAB_STUDY 002".
21. Click the Search button.

22. Use the Transaction List page to view the results of processing the PeopleSoft
Grants transactions into PeopleSoft Project Costing.



Step Action
23. Click the Search button.

24. Notice that the status of some rows have an analysis type of BLD.

When you run the Retrieve Billing Items process, it changes the analysis type of
billing rows from BIL to BLD.
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Step Action
25. You have successfully viewed the results of the Retrieve Billing Items process and
verified that the system updated the PROJ_RESOURCE table with the BLD rows
from the project activity.
End of Procedure.
Managing Award Revenue
After you bill the transactions for awards and assign sponsor and Facilities and Administration
(F&A) costs to transaction lines, you need to book the revenue for these transactions to
PeopleSoft General Ledger. PeopleSoft Grants does not communicate directly with PeopleSoft
General Ledger for general revenue recognition for award transactions (F&A does). To recognize
revenue, PeopleSoft Grants uses integration from PeopleSoft Contracts and Projects with General
Ledger to book revenue entries.

The revenue recognition process is separate from the billing process and can be run at different
times. Therefore, you run a separate process in PeopleSoft Contracts to create revenue accounting
entries for grants transactions. These transactions are stored on the CA_ACCTG_LN_PC table,
where the Journal Generator process picks them up and post them to the general ledger.

Upon completion of this lesson, you will be able to:
Prepare a revenue recognition plan for processing.
Run the revenue recognition process.
Book revenue to the journal generator.
Preparing a Revenue Recognition Plan for Processing
The Award Generation process creates a revenue recognition plan and associates it with the
Grants_Reimbursable contract line. To be able to process revenue for your award transactions,
you need to activate the revenue recognition plan.

There are four revenue recognition methods for revenue plans: apportionment, milestone, percent
complete, and as-incurred. PeopleSoft Grants only uses as-incurred.

In this topic, you will activate your contract award revenue recognition plan in order to begin the
processes for booking revenue entries to the general ledger for award transactions.
Procedure



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Step Action
1. Begin by navigating to the Revenue Plan page.

Click the Customer Contracts link.


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Step Action
2. Click the General Information link.




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Step Action
3. Enter the desired information into the Business Unit field. Enter "EGV03".
4. Click in the Contract field.

5. Enter the desired information into the Contract field. Enter "NIHPROP002".
6. Click the Search button.

7. Use the General page to set up and manage contract header information.



Step Action
8. Click the Revenue Plans link.

9. Use the Assign Revenue Plan page to assign contract lines to or unassign contract
lines from revenue plans. You can first define revenue plans and assign the contract
lines to these existing revenue plans, or you can first assign the lines to a new
revenue plan and then define the details of the revenue plan.

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Step Action
10. Click the R101 link.

11. Use the Revenue Plan page to associate a revenue plan with a contract line.
12. When you define a new revenue recognition plan, the system assigns a status of
New to the plan. You can change the plan status to Ready when the contract
becomes active. If required conditions are met, the revenue recognition plan status
becomes Ready, and it is available for the Revenue Recognition application engine
process.

Notice the Plan Status field is set to Ready, signifying that you can now process
revenue for your award transactions.


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Step Action
13. Click the Save button.

14. You have successfully activated a contract award recognition plan.
End of Procedure.
Running the Revenue Recognition Process
After activating the revenue recognition plan, you can run the Revenue Recognition process. This
process populates the CA_ACCTG_LN_PC table with revenue information. The Revenue
Recognition process processes the rate-based award lines that have a revenue recognition method
of As-Incurred.

In this topic, you will run the as-incurred revenue recognition process for all revenue plans.
Procedure


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Step Action
1. Begin by navigating to the Process Project Accounting page.

Click the Customer Contracts link.



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Step Action
2. Click the Schedule and Process Revenue link.
3. Click the Process As Incurred Revenue link.


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Step Action
4. You can run this process by searching for an existing Run Control ID or you can add
a new value. Creating a Run Control ID that is relevant to the process may help you
remember it for future use.

Click the Add a New Value tab.
5. A Run Control ID is an identifier that, when paired with your User ID, uniquely
identifies the process you are running. The Run Control ID defines parameters that
are used when a process is run. This ensures that when a process runs in the
background, the system does not prompt you for additional values.

Enter the desired information into the Run Control ID field. Enter "GMREV".
6. Click the Add button.

7. Use the Process Project Accounting page to enter the request parameters. These
parameters will be used to define the processing rules and data to be included when
the process is run.



Step Action
8. Click in the Contracts Business Unit field.


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Step Action
9. Enter the desired information into the Contracts Business Unit field. Enter
"EGV03".
10. Click in the Contract field.

11. Enter the desired information into the Contract field. Enter "NIHPROP002".
12. Click in the From Date field.

13. Enter the desired information into the From Date field. Enter "01012007".
14. Click in the Through Date field.

15. Enter the desired information into the Through Date field. Enter "12312009".
16. Use the Option field to select a project business unit, project, or activity option to
restrict processing to these values.

Fpr this example, use the default selection of All.
17. Click the Run button.

18. Use the Process Scheduler Request page to enter or update parameters, such as
server name and process output format.



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Step Action
19. You must select a Server Name to identify the server on which the process will run.
If you use the same Run Control ID for subsequent processes, the server name that
you last used will default in this field.

Click the Server Name list.

20. Click the PSNT list item.

21. Use the Type field to select the type of output you want to generate for this job.
Your four choices are File, Printer, Email, or Web.
22. Use the Format field to define the output format for the report. The values are
dependent upon the Process Type you have selected. In this example, the default
value is TXT.
23. Click the OK button.

24. Notice the Process Instance number appears. This number helps you identify the
process you have run when you check the status.



Step Action
25. Click the Process Monitor link.


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Step Action
26. Use the Process List page to view the status of submitted process requests.



Step Action
27. The current status of the process is Processing. The process is finished when the
status is Success. Continue to click the Refresh button until the status is Success.

Click the Refresh button.

28. The status is now Success.
29. You have successfully run the revenue recognition process.
End of Procedure.
Booking Revenue to Journal Generator
In managing award transactions, you work with two main processes. The first process, billing for
your award transactions, enables you to submit requests for reimbursement either via letter of
credit or by submitting an invoice to your sponsor. The second process recognizes revenue for
those transactions. PeopleSoft Grants integrates with PeopleSoft Projects and Contracts to send
revenue entries for award transactions to the general ledger.

PeopleSoft Contracts and PeopleSoft Grants use F&A and Revenue processes respectively, to
enter revenue information into PeopleSoft General Ledger. When you run both processes, the
application populates rows in the CA_ACCTG_LN_PC table. These rows are then sent to
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PeopleSoft General Ledger. The Journal Generator process enables you to create the journal
entries.

In this topic, you will run the Journal Generator process to create journal entries and book
revenue to the general ledger.
Procedure




Step Action
1. Begin by navigating to the Generate Journals Request page.

Click the vertical scrollbar.
2. Click the General Ledger link.



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Step Action
3. Click the Journals link.
4. Click the Generate Journals link.


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Step Action
5. You can run this process by searching for an existing Run Control ID or you can add
a new value. Creating a Run Control ID that is relevant to the process may help you
remember it for future use.

Click the Add a New Value tab.
6. A Run Control ID is an identifier that, when paired with your User ID, uniquely
identifies the process you are running. The Run Control ID defines parameters that
are used when a process is run. This ensures that when a process runs in the
background, the system does not prompt you for additional values.

Enter the desired information into the Run Control ID field. Enter
"GMREVJRNL".
7. Click the Add button.

8. Use the Generate Journals Request page to enter the request parameters. These
parameters will be used to define the processing rules and data to be included when
the process is run.


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Step Action
9. Click the Edit option.

10. Click the Budget Check option.

11. Click the Post option.

12. Click the Always option.

13. Use the Accounting Definition Name field to enter the code for F&A calculation.

Click in the Accounting Definition Name field.

14. Enter the desired information into the Accounting Definition Name field. Enter
"GMDEFN".
15. Click in the Application Business Unit field.

16. Enter the desired information into the Application Business Unit field. Enter
"EGV03".
17. Click in the Template field.

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Step Action
18. Enter the desired information into the Template field. Enter "GM_FA".
19. for this exercise, use the default selections in the From Date Option and To Date
Option fields.
20. Click the Add Row button.

21. Click the Always option.

22. Click in the Accounting Definition Name field.

23. Enter the desired information into the Accounting Definition Name field. Enter
"CAPCDEFN".
24. Click in the Application Business Unit field.

25. Enter the desired information into the Application Business Unit field. Enter
"EGV03".
26. Click in the Template field.

27. Enter the desired information into the Template field. Enter "CA_GM".
28. Click the Run button.

29. Use the Process Scheduler Request page to enter or update parameters, such as
server name and process output format.


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Step Action
30. You must select a Server Name to identify the server on which the process will run.
If you use the same Run Control ID for subsequent processes, the server name that
you last used will default in this field.

Click the Server Name list.

31. Click the PSNT list item.

32. Use the Type field to select the type of output you want to generate for this job.
Your four choices are File, Printer, Email, or Web.
33. Use the Format field to define the output format for the report. The values are
dependent upon the Process Type you have selected. In this example, the default
value is TXT.
34. Click the OK button.

35. Notice the Process Instance number appears. This number helps you identify the
process you have run when you check the status.

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Step Action
36. Click the Process Monitor link.

37. Use the Process List page to view the status of submitted process requests.


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Step Action
38. The current status of the process is Queued. The process is finished when the status
is Success. Continue to click the Refresh button until the status is Success.

Click the Refresh button.

39. The status is now Success.
40. You have successfully run the Journal Generator process to create journal entries
and book revenue to the general ledger.
End of Procedure.
Managing Advances
Institutions may sometimes prepay for goods or services. This creates a prepaid balance that they
can use in the future. You can apply an advance grant to one or more rate-based award lines. You
can also utilize the amount against all or a portion of the billing activity for the applicable award
line(s).

To create and work with grants advances, PeopleSoft Grants uses the prepaid functionality of
PeopleSoft Contracts. PeopleSoft Contracts enables you to perform the following activities
related to prepaid advance balances:
Store the details of advance balances.
Bill for direct purchase advance balances.
Determine the timing of taxation on the advance amount.
Process the utilization of balances.
Monitor and control the depletion of advance balances over time.
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Report on advance balance activity.

Upon completion of this lesson, you will be able to define an advance amount.
Defining an Advance Amount
Institutions may sometimes prepay for goods or services creating a prepaid balance that can be
used in the future. This prepaid balance is referred to as a grants advance. For grants advances,
use the direct purchase, or non-inclusive prepaid balance.

A non-inclusive prepaid balance can also be referred to as a direct purchase balance, where the
institution directly purchases the advance balance. In this scenario, the advance amount is not
included in the negotiated price for the contract award, but is instead listed separately on the
Contract/Award Header page.

Non-inclusive advances can be tied to a billing plan that uses either events or is immediate. The
immediate method is most common, as it generates the invoice for the advance amount right
away.

The advance amount is then stored in contracts, and when billing occurs, utilization rows can be
processed against it. Advance amounts must be sent to PeopleSoft Billing first in order for
utilization to occur.

When you work with prepaid advance balances in PeopleSoft Grants, you must assign it to a
billing plan. The billing plan determines the parameters and timing of the initial prepaid billing.
You also need to determine the parameters of how the prepaid balance is to be utilized.

In this topic, you will define an advance grant amount for a contract.
Procedure



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Step Action
1. Begin by navigating to the Prepaids page.

Click the Customer Contracts link.


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Step Action
2. Click the General Information link.




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Step Action
3. Enter the desired information into the Business Unit field. Enter "EGV03".
4. Click in the Contract field.

5. Enter the desired information into the Contract field. Enter "NIHPROP002".
6. Click the Search button.

7. Use the General page to set up and manage contract header information.



Step Action
8. Click the Go To list.

9. Click the Prepaids list item.

10. Use the Prepaids page to establish prepaid balance amounts.
11. Notice that the status on the General tab appears by default as Pending. The status
controls the actions that you can perform on an advance line and what the system
can perform in the way of processing.
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Step Action
12. Use the Hold check box to place an advance amount on hold to prevent utilization
processing against it. You would have to remove the advance amount from hold
manually to enable utilization processing to occur.

For this example, leave this field unchecked.



Step Action
13. Use the Purchased Amount field to enter the full amount of the advance that was
purchased. This is the total amount of the prepaid advance balance that is originally
purchased by the institution. This amount remains static throughout the prepaid
advance process.

Click in the Purchased Amount field.

14. Enter the desired information into the Purchased Amount field. Enter "10000".
15. The Expiration Date field is for informational purposes only. No processing is
associated with the field.

Click in the Expiration Date field.

16. Enter the desired information into the Expiration Date field. Enter "05312008".

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Step Action
17. Click the Utilization tab.

18. Use the Contract Line Num field to enter a contract line number to apply this
advance amount against a specific rate-based contract award line number.

Click in the Contract Line Num field.

19. Enter the desired information into the Contract Line Num field. Enter "1".
20. Use the Utilization Descr for Billing field to enter a description to be used on the
utilization line that is included in the bill.

Click in the Utilization Descr for Billing field.

21. Enter the desired information into the Utilization Descr for Billing field. Enter
"Grants Advance - Live Animals".
22. Click the Save button.

23. Click the Initial Billing tab.

24. Use the Prepaid Tax Timing field to select when the to tax the prepaid amount.

For this example, retain the default value of Tax on Utilization. With this option, the
tax amount is calculated at the time that transactions are processed against the
advance amount. This usually results in a tax-only invoice. Otherwise, tax is
calculated on the overall advance amount and is included on the initial advance bill.
25. Click the Billing Plans link.

26. Use the Assign Billing Plan page to assign or unassign contract lines to billing
plans. You can first define billing plans and assign the contract lines to these
existing billing plans, or you can first assign the lines to a new billing plan and then
define the details of the billing plan.

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Step Action
27. Click the Grants Advance - Live Animals option.

28. Click the Billing Method list.

29. Click the Immediate list item.

30. Click in the Description field.

31. Enter the desired information into the Description field. Enter "Grants Advance".
32. Click the Assign button.

33. Notice the Plan field now contains a link to the newly assigned billing plan.

Click the B102 link.

34. Use the Billing Plan General page to link your advance amount to a billing plan.
Theoretically, you can link it to an existing plan. However, for grants, because the
billing plan that you use for your award line is rate based, and the billing plan for an
advance is amount based, you cannot combine the two onto the same billing plan.
35. Confirm that the Billing Status is set to Pending.

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Step Action
36. When you first open a new billing plan, several fields in the Customer
Information, Billing Options, and Billing Default Overrides group boxes are
populated with the values that you defined at the contract level on the Billing
Options page or in the Billing Plan Detail template. If no values were specified
there and you leave these fields blank on this page, the system uses the values for
the billing business unit, bill type, and bill source that you defined for this contract's
Contracts business unit on the Contracts Definition - BU Definition page.
37. Billing uses a hierarchical system of defaults to determine billing options. Billing
options that you do not specifically define for a billing plan appear by default from a
higher level.

Options that you select in the Billing Option group box impact other aspects of your
bills. For example, the selections that you make for Bill Type and Bill Source
impact the format of your final invoice.



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Step Action
38. Select the Pre Approved check box to bypass the billing worksheet review and
approval process. Selecting this check box sends the invoices directly to billing
without first creating a temporary bill. Selecting this check box does not bypass the
invoice approval process within Billing.

To use the streamline billing process, you must select this check box.

Click the Pre Approved option.

39. The Direct Invoice check box is available if you have selected the Pre Approved
check box for this bill plan ID. Select the Direct Invoice check box to bypass the
invoice approval process within Billing. Doing this creates bills in RDY status and
bypasses the billing worksheet.

To use the streamline billing process, you must select this check box.

Click the Direct Invoice option.

40. When you run the Contracts Billing Interface process, field left blank in the Billing
Default Overrides group box are populated with default values according to
Billing's default hierarchy.
41. Use the Invoice Form field to specify the invoice format for the bills that you
generate from this billing plan.

Click in the Invoice Form field.

42. Enter the desired information into the Invoice Form field. Enter "GM_270".
43. Use the Cycle ID field to associate a billing plan with a bill cycle that you have
defined on the Bill Cycle page. When you run the Contracts Billing Interface
process, you can specify that it should process only billing plans of a specific billing
cycle type.

If you enter a cycle ID, you must also specify a value for the Bill By ID field.

Click in the Cycle ID field.

44. Enter the desired information into the Cycle ID field. Enter "ON-DEMAND".
45. Use the Bill By ID field to enter an ID for grouping bill lines on invoices.

Click in the Bill By ID field.

46. Enter the desired information into the Bill By ID field. Enter "GM_CASH".

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Step Action
47. Use the Billing Inquiry field to enter a billing inquiry phone number to associate
with this billing plan. Bill inquiry phone numbers are established on the Bill
Inquiry Phone page.

Click in the Billing Inquiry field.

48. Enter the desired information into the Billing Inquiry field. Enter "800-444-4000".
49. Use the Billing Specialist field to enter a code for a billing specialist. Billing
Specialists are established on the Billing Specialist page.

An example of a billing specialist is a functional user whose daily job includes
filling out billing plans.

Click in the Billing Specialist field.

50. Enter the desired information into the Billing Specialist field. Enter "ACE".
51. Click the vertical scrollbar.
52. Click the Save button.

53. Click the Billing Plan Lines link.

54. Use the Billing Plan Lines page to create bill lines for a billing plan

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Step Action
55. Click in the Description field.

56. Enter the desired information into the Description field. Enter "Grants Advance".
57. Click the Save button.

58. Click the General Information link.



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Step Action
59. Click the Go To list.

60. Click the Prepaids list item.


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Step Action
61. Click the Deferred Revenue Distribution tab.

62. Use the Distribution Code field to enter a separate deferred revenue distribution
code for your prepaid advance amounts so that you can easily keep track of these
expenditures.

Click in the Distribution Code field.

63. Enter the desired information into the Distribution Code field. Enter "DFR REV".
64. Click the horizontal scrollbar.
65. Click in the Fund Code field.

66. Enter the desired information into the Fund Code field. Enter "F200".
67. Click the horizontal scrollbar.

68. Click the General tab.

69. Click the Status list.

70. Click the Ready list item.


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Step Action
71. Click the Save button.

72. Click the Return to General Information link.




Step Action
73. Click the Go To list.

74. Click the scrollbar.

75. Click the Billing Options list item.

76. Use the Billing Options page to enter billing option defaults for the contract. These
billing options appear by default onto the billing plans created for contract lines
within this contract. You can override these options at the billing plan level.

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Step Action
77. Next, change the method of payment for the bill to Cost Reimbursable.

Click the Cost Reimbursable option.

78. Click the Save button.

79. Click the General tab.
80. Verify that the Contract Status is ACTIVE.


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Step Action
81. Click the Save button.

82. You have successfully defined an advance grant amount for a contract.
End of Procedure.
Establishing Continuation Proposals
Continuation proposals, non-competing Continuations, or simply Continuations are mini-
proposals that are sent to a sponsor at the end of the first year of funding. Continuation proposals
are submissions to a sponsor. Therefore, they are built the same way as proposals.

USA Continuation proposals are specific to the United States Department of Health and Human
Services (DHHS/NIH). These proposals are utilized for multiyear awards and can be thought of
as a kind of progress report.

Essentially, the continuation proposal tells the sponsoring agency how the money from the
current (previous) period was spent. It also updates the sponsoring agency on any changes that
may occur for the next year. The sponsoring agency then uses the report to evaluate the project
and determine whether the grant should continue to receive funding. The institution must submit
the report to receive funding for the consecutive years of the award. It must submit this report two
months prior to the next budget period.

Upon completion of this lesson, you will be able to establish non-competing continuations.
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Establishing Non-Competing Continuations
When you create a continuation, the system retrieves key information from the original award,
such as PI, PI name, short title, sponsor, long description, certifications, and all project data. The
rest of the information remains in the award file to eliminate duplicate data in the award and
proposal records. You must add continuation-specific information.

In this topic, you will create a continuation proposal. You have not spent all the funds for your
period one study, and you want to carry over the remaining balance to use in next period's
research. In the next period of research, the study will use human subjects, therefore, you will
also update the Study and Trainee pages.
Procedure




Step Action
1. Begin by navigating to the Create Continuation page.

Click the Grants link.



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Step Action
2. Click the Awards link.
3. Click the Create Continuation link.


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Step Action
4. Enter the desired information into the Business Unit field. Enter "EGV03".
5. Click in the Award ID field.

6. Enter the desired information into the Award ID field. Enter "NIHPROP002".
7. Click in the Budget Period field.

8. Enter the desired information into the Budget Period field. Enter "1".
9. Click the Search button.

10. Use the Create Continuation page to create a continuation proposal.
11. To have the system increment the proposal ID, use the default entry of NEXT in the
To Continuation Proposal ID field. The system does not allow you to enter an ID
that already exists as a proposal. The continuation proposal ID must be unique.



Step Action
12. Click in the To Continuation Version ID field.


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Step Action
13. Enter the desired information into the To Continuation Version ID field. Enter
"V2".
14. Click the Create button.

15. Use the Proposal page to establish proposal-specific details. Information on this
page is carried over from the original proposal.



Step Action
16. Use the Description field to add a description to the continuation proposal.

Enter the desired information into the Description field. Enter "Metab Study
Con't".
17. Click the vertical scrollbar.
18. Click the Gender and Minority Study link.

19. Use the Gender and Minority Study page to document information regarding the
gender and ethnic status of persons used in human research.

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Step Action
20. Click in the Study Title field.
21. Enter the desired information into the Study Title field. Enter "Changes in
Metabolism".
22. Select a value to represent the subject's ethnicity. This data comes from a translate
table and maps to continuation proposal forms.

Click the Ethnic Type list.

23. Click the Hispanic -Black/African Americ list item.

24. Click the Gender list.

25. Click the Female list item.

26. Enter the number of people who are involved in the study who match the ethnic type
and gender. This information maps to continuation proposal forms.

Click in the No. Of Subjects field.

27. Enter the desired information into the No. Of Subjects field. Enter "30".

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Step Action
28. Select the New Data check box if this is new data. All existing gender and minority
information becomes old data when you create the Non-Competing Continuation
proposal. If you modify this proposal and add a new gender, then that information
becomes new data. The forms print process uses the presence of new data to
determine whether to print this gender information on the Target/Planned
Enrollment table or the Inclusion Enrollment report.
29. Click the Totals button to display a page that lists totals by ethnic type, race, and
gender.
30. Click the Trainee link.

31. Use the Trainee page to summarize information about student trainees who are
participating in a continuation project.
32. Use the Trainee Info grid to enter the student name, degree earned, and current
position for each trainee participating in the project. You can enter multiple lines for
multiple trainees.



Step Action
33. Enter the desired information into the Student Name field. Enter
"Marquez,Daniel".
34. Click in the Degree Earned field.

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Step Action
35. Enter the desired information into the Degree Earned field. Enter "B.S. Biology".
36. Click the Ethnic Type list.

37. Click the Hispanic -White list item.

38. Click in the Current Position field.

39. Enter the desired information into the Current Position field. Enter "Research
Associate".
40. Click the Gender list.

41. Click the Male list item.

42. Click the Distribution of Trainees button.

43. Use the Total Enrollment Report page to view trainee totals by ethnic type, race,
and gender.





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Step Action
44. Click the vertical scrollbar.
45. Click the OK button.




Step Action
46. Click the Location link.

47. Use the Location page to designate a primary research location.

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Step Action
48. Click the Primary option.

49. Click the Save button.

50. You have successfully created a non-competing continuation.
End of Procedure.
Performing the Award Close Out Process
Once an award or contract reaches completion, the final step in the grants management process is
to close out the award to prevent further transactions from posting against it. There are several
steps required to complete the award close out process and these steps involve several products.
This lesson discusses the steps required to close out the award and projects associated with the
award.

Upon completion of this lesson, you will be able to close out an award and its associated projects.
Closing Out an Award/Project
Remember that your contract is your award. All billing and revenue transactions must flow
through the contract to reach PeopleSoft Billing and PeopleSoft General Ledger. Therefore, a
contract with a status of CLOSED will not allow any transactions to be processed against it.

Before you can change a contract to a CLOSED status, first close out any billing and revenue
recognition plans associated with the contract or award lines that are active and in progress. When

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you change the status of the contract to CLOSED, the system runs a series of edit checks to verify
that there are no billing or revenue recognition plans associated with the contract that are in
progress. An error message appears if this is the case.

In this topic, you will close out your award and its associated projects.
Procedure




Step Action
1. Begin by navigating to the Billing Plan General page.

Click the Customer Contracts link.


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Step Action
2. Click the Define Billing Plan link.




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Step Action
3. Enter the desired information into the Business Unit field. Enter "EGV03".
4. Click in the Contract field.

5. Enter the desired information into the Contract field. Enter "NIHPROP002".
6. Click the Billing Plan Status list.

7. Click the In Progress list item.

8. Click the Search button.

9. Use the Billing Plan General page to set the billing plan status to Completed. This
is the first step in closing out your award or contract.



Step Action
10. Click the horizontal scrollbar.

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Step Action
11. Once you have changed the billing plan status to Completed, you cannot change it
back to In Progress.

Click the Billing Status list.

12. Click the Completed list item.

13. Click the horizontal scrollbar.

14. Click the vertical scrollbar.
15. Click the Save button.

16. Next, navigate to the Revenue Plan page to change the revenue recognition status.

Click the vertical scrollbar.
17. Click the Schedule and Process Revenue link.




Step Action
18. Click the Define Revenue Plan link.

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Step Action
19. Enter the desired information into the Business Unit field. Enter "EGV03".
20. Click in the Contract field.

21. Enter the desired information into the Contract field. Enter "NIHPROP002".
22. Click the Search button.

23. Use the Revenue Plan page to change the revenue recognition status to Completed.

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Step Action
24. Changing the Plan Status to Completed prevents any revenue recognition
transactions from being processed and enables you to set the overall contract or
award to Closed.

Click the Plan Status list.

25. Click the Completed list item.

26. Click the Save button.

27. Next, navigate to the General page to change the contract header status.

Click the vertical scrollbar.
28. Click the Create and Amend link.



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Step Action
29. Click the General Information link.



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Step Action
30. Enter the desired information into the Business Unit field. Enter "EGV03".
31. Click in the Contract field.

32. Enter the desired information into the Contract field. Enter "NIHPROP002".
33. Click the Search button.

34. Use the General page to set up and manage contract header information.



Step Action
35. Next, close out the overall award or contract by changing the Contract Status at the
contract header level to CLOSED.

Contracts or awards that are set to CLOSED are removed from processing and
views, but the historical award data is still available to query.

Click in the Contract Status field.

36. Enter the desired information into the Contract Status field. Enter "CLOSED".
37. Click the Save button.


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Step Action
38. Click the OK button.

39. After you close out the contract, the next step is to close out any projects associated
with the award by navigating to the General Information page.

Click the vertical scrollbar.
40. Click the Grants link.




Step Action
41. Click the Project link.


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Step Action
42. Enter the desired information into the Business Unit field. Enter "EGV03".
43. Click in the Project field.

44. Enter the desired information into the Project field. Enter "METAB_STUDY 002".
45. Click the Search button.

46. Use the General Information page to close a project associated with an award.


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Step Action
47. Click the Approved link.

48. Use the Status page to set the Status field to Closed. A closed project does not
appear in prompt lists in PeopleSoft feeder systems.

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Step Action
49. Click the Add Row button.

50. Click in the Status field.

51. Enter the desired information into the Status field. Enter "C".
52. Click the Save button.

53. Notice the status is now Closed.
54. Now, verify that the project is closed.

Click the Return to Project General link.



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Step Action
55. Click the Processing Status list.

56. Click the Inactive list item.

57. Click the Search button.

58. Notice that the Processing Status field is set to Inactive and the Project Status field
is set to Closed.
59. You have successfully closed out a contract and its associated projects.
End of Procedure.
Running Reports
Process Scheduler's primary role is to support the PeopleSoft application environment. It is used
to run PeopleSoft processes, including programs, batch programs, reports, and so on.

More specific examples of processes include running reports, posting journal entries, loading
benefit enrollment forms, and calculating payroll deductions. All of these are performed behind
the scenes of your online system.

There are several advantages to using Process Scheduler to run reports. This lesson focuses only
on running reports and not on any other types of processes. Because a report is a type of process,
these two terms may be used interchangeably, depending upon the context in which they are used.

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Process Scheduler Advantages:
System Efficiency: Data-centric processes can run close to the database on high-powered
servers. Non-data-centric processes can run anywhere.
Low Administration Overhead: User accounts on servers are unnecessary. Users don't need to
know additional passwords to run processes.
End-User Productivity: Users don't need to know the syntax of running a report or any process
for that matter. Workstations remain available for other tasks while a process runs in the
background on a server.

Process Scheduler enables you to run processes one at a time, per your request. For example, you
may want to run a report that generates a list of employees hired last month. If it fits your needs,
you can also schedule a recurring report to run at specified times, such as every Friday at 6:00
p.m.

Process Scheduler enables you to run reports easily and efficiently, without interruption to your
workstation. A report may be running at the same moment you are reconciling financial data in a
spreadsheet or entering personnel data into a database -- whatever the case may be for your
particular position. In short, you can continue your daily work routine while Process Scheduler
takes care of running your reports.

Upon completion of this lesson, you will be able to:
Run a report using Process Scheduler.
Monitor a report using Process Monitor.
Manage a report using Report Manager.
Running Financials and SCM Reports
Using Process Scheduler, running a report is a simple process. Before beginning, it is important
to understand a few basic Process Scheduler terms.

Process Request: A single "run request," such as an SQR or Crystal report.
Run Control ID: A unique ID, associating each operator with his or her own run control table
entries.
Process Instance: A unique number that identifies each process request. This value is
automatically incremented and assigned to each requested process when the process is submitted
to run.

In this topic, assume your company is performing its year end closing. The process of year end
closing closes the profit and loss (P/L) accounts to retained earnings and generates the balance
forward amounts. As part of this process, you have been asked to run the Closing Trial Balance
report which lists summary information of all entries on the ledger by account type. Your goal is
to run the Closing Trial Balance report.
Procedure



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Step Action
1. Begin by navigating to the Closing Trial Balance page.

Click the vertical scrollbar.

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Step Action
2. Click the General Ledger link.

3. Click the Close Ledgers link.


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Step Action
4. Click the Closing Trial Balance link.



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Step Action
5. You can run this report by searching for an existing Run Control ID or you can add
a new value. Creating a Run Control ID that is relevant to the report may help you
remember it for future use.

Click the Add a New Value tab.



Step Action
6. A Run Control ID is an identifier that, when paired with your User ID, uniquely
identifies the process you are running. The Run Control ID defines parameters that
are used when a process is run. This ensures that when a process runs in the
background, the system does not prompt you for additional values.

Enter the desired information into the Run Control ID field. Enter
"RUN_CLSTB".
7. Click the Add button.

8. Use the Closing Trial Balance page to enter the request parameters. These
parameters will be used to define the processing rules and data to be included when
the report is run. The parameters will vary depending on which report you are
running. For example, other reports might have fields where you specify the SetID,
Employee ID, or Department values before running the report.

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Step Action
9. For this report, you must define the Unit, Ledger, and Fiscal Year fields.

For this example, use the default selections for the Unit and Ledger fields.



Step Action
10. Next, specify the fiscal year for which you will run the report.

Click in the Fiscal Year field.

11. Enter the desired information into the Fiscal Year field. Enter "2006".
12. The parameters are set for this report.

Click the Run button.

13. Use the Process Scheduler Request page to enter or update parameters, such as
server name and process output format.

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Step Action
14. You must select a Server Name to identify the server on which the process will run.
If you use the same Run Control ID for subsequent processes, the server name that
you last used will default in this field.

Click the Server Name list.

15. Click an entry in the list.

16. Use the Run Date field to specify the date you want the process to run. This gives
you the ability to set a report to run on a future date.
17. Use the Recurrence field to specify the recurring time intervals for a process
request to run. For instance, if you need to run a process every week day at 5 pm that
resolves all the transactions managed by your web site, you could select the run
recurrence definition of M-F at 5 pm to schedule this process to run at the
appropriate time.
18. Use the Run Time field to specify the time you want the process to run. This gives
you the ability to set a report to run at a future time.
19. Use the Reset to Current Date/Time button to sets the Run Date and Run Time to
the present date and time.
20. Use the Time Zone field to select the time zone in which the process will run. For
example, you might be in Eastern Standard Time (EST) and schedule a process to
run in Pacific Standard Time (PST).

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Step Action
21. The Description field helps to uniquely identify a process. You should be familiar
enough with the processes that you run as part of your daily tasks to identify them
by this description.
22. The Process Name field displays the name of the process as it appears in the
definition.
23. The Process Type field displays the type of process, such as SQR, Crystal, and so
on.
24. Use the Type field to select the type of output you want to generate for this job.
Your four choices are File, Printer, Email, or Web.

File: This enables you to write the output to a file that will appear in the Output
Destination.

Printer: You can enter a custom printer location if you have the appropriate security
access.

Email: You can enter the destination information to send to a particular email
recipient(s). Note that Email is available only for SQR, PS/nVision, and Crystal.

Web: Sends all output of the process to the report repository, including log and trace
files.

25. Use the Format field to define the output format for the report. The values are
dependent upon the Process Type you have chosen. For example, the default format
for Crystal and PS/nVision is HTML.
26. Click the OK button.

27. The report is now running. Notice that your report has been assigned a Process
Instance number. It is a good idea to make a note of the Process Instance number
for future tracking.

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Step Action
28. Now that you have used Process Scheduler to run your report, you next will use
Process Monitor to monitor the status of your report. You use Process Monitor to:
Check the status of your submitted process requests.
Cancel process requests that have been initiated or are currently processing.
Hold process requests that are queued, and queue process requests you have put on
hold.

Click the Process Monitor link.

29. Process Monitor supplies you with two pages, the Process List page and the Server
List page. Use the Process List page to view the status of submitted report/process
requests.
30. You use the fields in the View Process Request For section to display specific
processes based on the criteria entered in these fields.
31. Use the User ID field to view the processes submitted by a user ID. Usually, you
view your own user ID.

Leave this field blank to view all of the processes that you are authorized to view.
32. Use the Type field to view by a process type, such as Application Engine, Crystal,
COBOL, SQR, or Application Engine processes.
33. Use the Last fields to specify an interval of time by which to limit the process
requests that appear in the list. Enter a custom numerical value in the field, and then
select a unit type: Days, Hours, or Minutes.

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Step Action
34. Use the Server field to view processes that are run on a particular server.
35. Use the Name field to view all processes for a specific process name.
36. Use the Instance fields to display results based on the process instance number. This
number is automatically generated when a process is requested.
37. Use the Run Status field to view processes by status, such as Completed or Error.
38. Use the Distribution Status field to view processes by distribution status, such as
Generated, Posted, or Not Posted.
39. The Process List itemizes all the requested processes for the user, in this example
VP1.



Step Action
40. You can get details about a particular process request by clicking the Details link in
the Details column. This opens the Process Detail page where you can view such
details as request parameters and message logs.

Click the Details link.

41. Most of the items on the Process Detail page are display-only; however, you can
use some controls to manipulate the program run, as needed.
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Step Action
42. The Process group box contains general information to help you identify the process
request. This is a display-only group, showing basic descriptive information about
this process.
43. The Run group box shows specific run information, such as the run control ID and
the run location. If the process runs on the server, the server name appears in the
Server field and any run recurrence that you have selected appears in the
Recurrence field.
44. The Update Process group box displays the actions you can take for this field
depend upon your user authorizations and the current status of the request. If you are
authorized, you have the following options for your request: Hold, Queue, Cancel,
Delete, or Restart.
45. The Actions group box contains links to other pages that provide additional details
about the process parameters.
46. Click the Parameters link to view additional information about the process
parameters, such as runtime definition variables, the path and program used to run
the process, the location of the completed output, and additional information about
the process status.
47. Click the Message Log link to view messages that are inserted into the message log
by the program that is running.
48. The Batch Timings link is only available for process requests with a process type of
Application Engine.

The Batch Timings report contains a set of statistics that system administrators can
use to tune the system to gain better performance. This report relates specifically to
PeopleSoft Application Engine program performance.
49. When you click the View Log/Trace link, a new browser window opens, displaying
links that enable you to view the message log and trace file in a browser.

The View Log/Trace link appears on the Process Monitor Detail page when at
least one of the following conditions is met:
The output destination for the process request is Web, and the report and log files
were successfully posted to the Report Repository by the Distribution Agent.
The process has a run status of Success.
The process request ran from a PeopleSoft Process Scheduler Server Agent that
was set up using the Server Definition page with a distribution node.


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Step Action
50. Return to the Process List page.

Click the OK button.

51. Knowing the run status of your job helps you to see where it is in the queue or
identify a problem if the process has an error.

The status of your report is Success, meaning that your report has finished running.
52. If the status is not Success, click the Refresh button to update the status.

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Step Action
53. Now that your report has finished running, you are ready to use Report Manager to
view your report.

Click the Go back to Closing Trial Bal link.



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Step Action
54. Report Manager is like your own personal "in box" of reports and process output.
It provides a secured means to view report content, check the posting status of your
output, and see content detail messages.

Click the Report Manager link.

55. The List page displays the reports from multiple databases to which you have
access. Unlike the Administration page, the List page lists reports when both of the
following events occur. First, the Distribution Agent has successfully posted the
report to the report repository. Once the report has posted, the Distribution Agent
publishes a message to have an entry added to the report folder table for the new
report. Second, the local message node has subscribed to the message that was sent
by the Distribution Agent by adding an entry for the report in the report folder table.
56. The Explorer page displays a hierarchical view of folders and reports. Unlike the
Administration page, the Explorer page lists reports when both of the following
events occur. First, the Distribution Agent has successfully posted the report to the
report repository. Once the report has posted, the Distribution Agent publishes a
message to have an entry added to the report folder table for the new report. Second,
the local message node has subscribed to the message that was sent by the
Distribution Agent by adding an entry for the report in the report folder table.
57. You use the Administration page to view the report, view details about the report,
and delete unwanted reports from the system. New reports that have been scheduled
or are in the process of being posted to the report repository are viewed only through
the Administration page.
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Step Action
58. You use the Archives page to view reports that have been archived.



Step Action
59. For this example, you need to go to the Administration page to view the report.

Click the Administration tab.
60. The reports are listed in the Report List section of the page. You can sort this list by
using the fields in the View Reports For section of the page.
61. The Closing Trial Balance Report with the instance number 7295 is at the top of
the list, and the status is Posted.
62. In Report Manager, there are several status possibilities. Knowing what they mean
will help you to understand the progress of your job without having to check the
Process Monitor.


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Step Action
63. Because the status of your report is Posted, you may now view your report. Notice
the Details link on the right side of your screen.

Click the Details link.


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Step Action
64. Click the GLS1003_7295.PDF link.

65. A second browser window is opened that displays the report.

Review the report. If you wish, you can also print this report by using the browser's
print button.


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Step Action
66. Return to the Report Detail page.

Click the Close button.


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Step Action
67. Return to the Administration page.

Click the OK button.

68. If you are authorized to delete a report, the Select check box will be active. This
enables you to select the report and then click the Delete button to remove the report
from the list.

Note that you must be assigned the ReportDistAdmin (Report Manager
administrator) or ReportSuperUser (super user) role in PeopleSoft Security to be
able to delete a report in Report Manager.
69. You successfully requested a report, viewed the status using Process Monitor, and
viewed the report using Report Manager.
End of Procedure.