Understanding Integrating Grants with Other Applications

This chapter discusses integration process flows for Grants.

Integration Process Flows for Grants

This section discusses:

• Integration process map.

• Contracts and Project Costing.

• Human Resources.

• Time and Labor.

• Billing.

• General Ledger.

• Receivables.

• The Procurement Process.

• Purchasing.

• Inventory.

• Payables.

• Integration with third-party systems.

Integration Process Map

Grants provides a full-featured grants-administration system that integrates with Contracts, Project Costing, Human Resources, Time and Labor, Billing, General Ledger, Receivables, Purchasing, Inventory, and Payables. Additionally, you can integrate Grants with third-party applications.

This diagram illustrates how Grants interacts with other PeopleSoft Enterprise Human Resources and Financials applications:

Grants integration with other PeopleSoft Enterprise applications

Contracts and Project Costing

Through the award generation process, Grants writes award information to Contracts and Project Costing. For awards that do not have a proposal (blue bird awards), you must enter information directly into Contracts and Project Costing.

The system writes data to these Contracts tables during the Grants award generation process:

• CA_CONTR_HDR

• CA_BILL_PLAN

• CA_ACCTPLAN

• CA_DETAIL

• CA_DTL_DST_DATE

• CA_DETAIL_UAR

• CA_RATE

• CA_DETAIL_PROJ

The system writes data to these Project Costing tables during the Grants award generation process:

• PROJECT

• PROJ_ACTIVITY

• PROJ_DOCUMENT

• PROJ_LOCATION

• PROJECT_MGR

• PROJECT_TEAM

• PC_BUD_PLAN

• PC_BUD_DETAIL

Project Costing integrates with both Billing and Contracts, so any adjustments, discounts, released retainages, or limits that are created for project-related bills are inherited from corresponding bills and contracts.

Grants uses the fundamental structure of Project Costing to write general project information, project activity information, and budget information directly to Project Costing.

Note. Any scanning, imaging, or attachments of electronic award notifications are institution specific. You can modify additional validation checks and required fields based on internal project approval requirements. You can also decide to build interfaces that populate or update project records and sponsor websites, electronic data interchange (EDI) transaction sets, and data warehouses.

See Also

Establishing Project Activities

Establishing Project Profiles

Human Resources

To synchronize data with Human Resources Management (HRMS), Grants subscribes to application messages. Application messaging is based on the publish-and-subscribe model, which enables PeopleSoft applications to integrate with each other and with third-party applications.

On one end, a message is created and published; on the other end, the message is delivered to any number of subscribers. Grants subscribes to the following application messages:

Action/Reason

These application messages synchronize changes to person data resulting from business activities such as promotions, transfers, terminations, salary increases, and leaves of absence as well as the reasons for taking the actions.

Business Unit Table HR

These application messages determine whether a business unit exists in the business unit table. If so, the business unit populates the description work fields. If the business unit does not exist, it is added to the business unit table. Call functions populate the TableSet controls.

Job Code Table

These application messages synchronize job code information, such as job code, effective dates, and salary grade.

Name Prefix and Suffix Tables

These application messages synchronize all of the name prefixes or titles.

Person Accomplishments

These application messages synchronize a person's accomplishment information, such as accomplishments, majors, and date issued.

Person Competency

These application messages synchronize a person's competency information, such as college major and accomplishments.

Person Disability

These application messages synchronize information on an employee's disability.

Person Diversity

These application messages synchronize data relating to an employee's nationality and nationality-based work eligibility.

Person Prior Work Experience

These application messages synchronize details of an employee's previous employers and jobs.

Personal Data

These application messages synchronize an employee or applicant's basic information, such as name, address, and email address.

Position Data

These application messages synchronize position data, such as position status, status date, effective date, and reason code.

School Table

These application messages synchronize school code, description, state, and school type information with an external system.

State Table

These application messages synchronize state name, description, and abbreviation information.

Workforce Data

These application messages synchronize workforce information, such as employee job history data (including actions taken, department, job code, location, and salary history), based on the records in the JOB_DATA panel group.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Enterprise Integration Broker, "Defining Message Channels"

Time and Labor

The system brings labor costs into Project Costing whenever a user needs estimates for billing. To do this the system uses tables, enterprise integration points, and other processes that are delivered with Project Costing and Time and Labor.

To enable data transfer from Time and Labor to Project Costing during a payroll period, Time and Labor uses an estimation process that is linked with Payroll to summarize hours and labor expenses. These estimates are brought into Project Costing as transactions with an analysis type of Time and Labor Accruals. To facilitate billing from estimates, the system creates Time and Labor for Billing rows (TLB) as part of the estimate process. The monetary amounts of these estimates are close to what the eventual pro rata amounts will be after the payroll close, but they are subject to change.

When setting up integration between Project Costing and Time and Labor, remember that you are working in two separate databases—Financials and HRMS. Therefore, information must be present in both databases before you can begin.

Six project prompt tables (along with the Project Team and Project Status tables) in Time and Labor are populated by integration with Project Costing.

Note. The prompt tables are synchronized between Financials and HRMS by means of application messaging. Refer to the enterprise integration documentation for more information.

See Also

Populating Time and Labor Tables with Project Costing Data

Enterprise PeopleTools PeopleBook: PeopleSoft Enterprise Integration Broker, "Understanding Integrations"

Billing

The Contracts/Billing Interface application-engine process (CA_BI_INTFC) selects resource rows and creates bill lines in the Billing Interface tables (INTFC_BI and its related tables). After the Contracts/Billing Interface process has staged the billing data in these tables, the Billing Interface application engine process (BIIF0001) creates bills.

The Projects/Contracts Interface process (BIPCC000) moves data from Billing to Projects. It places all approved-billed rows in the Project Resource (PROJ_RESOURCE) table.

See Also

Processing Contracts Billing

General Ledger

Project Costing has a built-in integration with General Ledger through the Journal Generator for both single-sided and double-sided transactions.

Single-Sided Transactions

Single-sided transactions refer to transaction rows that either have no accounting implications or have yet to be matched with a corresponding debit or credit entry before being posted to the general ledger.

You can enter single-sided transactions into Project Costing using the Add Transactions page or through integrations with other PeopleSoft or third-party applications.

Accounting rules determine the journal lines that are created from project transactions for all single-sided transactions that are sent to the general ledger. The Accounting Rules Engine process (PSA_ACCTGGL) uses the accounting rules to create double-sided entries, which are placed in the Common Accounting Line table (CA_ACCTG_LN_PC).

Double-Sided Transactions

Accounting entry templates are not necessary for distributing double-sided transactions. To distribute double-sided transactions that you created on the Resource Adjustments page in Project Costing, run the Journal Generator using the PC_ADJUST run control with the PCDEFN accounting entry definition that is specified. This distributes the transactions to the Journal Header table (JRNL_HEADER) and Journal Line table (JRNL_LINE) in General Ledger.

Then, you can retrieve posted journals back to Project Costing with the GL to PC Interface process (PC_GL_TO_PC).

Commitment Control

Commitment Control is an optional feature of General Ledger that enables you to control expenditures actively against predefined, authorized budgets. In particular, Commitment Control enables you to:

• Create and maintain control budgets.

• Check actual transactions (such as actual expenditures and revenues) against control budgets.

• Check imminent future financial obligations (pre-encumbrances and encumbrances) against control budgets.

• Check recognized revenue against revenue estimate budgets.

When you set up the control budgets, you associate them with a particular General Ledger business unit and designate amounts for them. You also define which kinds of transactions you will check against the control budgets. After the budgets are established, you check all of these transactions against the budgets, passing or failing the transactions depending on the remaining available budget amount and the degree of budgetary control that you set up for the budgets.

See Also

Integrating with General Ledger

Integrating with Commitment Control

Receivables

The integration of Receivables with Project Costing provides project managers with accounts receivable items and revenue-related adjustments. As a result, project managers have information about the progress of a project in terms of the outstanding revenue.

The Receivables Adjustments process (PC_AR_TO_PC) moves data from Receivables to Project Costing. The entry type and system functions for revenue-related adjustments in Receivables are identified, and only those rows are moved to the Project Resource table.

See Also

Integrating with Receivables

The Procurement Process

You can enter requisitions into Purchasing, then pull them into Project Costing for tracking purposes. This diagram illustrates how Project Costing handles the procurement process when it is integrated with Purchasing, Payables, and Inventory:

The procurement process

Purchasing

Data flows both ways between Project Costing and Purchasing. You can enter requisition lines directly into Project Costing and then retrieve them through the Purchasing Requisition Loader and process them into requisitions in Purchasing. Requisitions that are entered through another means in Purchasing can be brought into Project Costing as requisition lines. You can also pull transactions representing materials for which purchase orders have been created into Project Costing as committed costs.

Use the Purchasing to Project Costing process (PC_PO_TO_PC) to pull requisitions or purchase orders into Project Costing.

See Also

Tracking Procurement Costs

Inventory

After the sourcing routine in Purchasing identifies an item on a requisition as an inventory item, you can check purchasing availability directly from Purchasing or create and place a demand on the Inventory Demand Interface table (DEMAND_INF_INV), where Inventory picks it up. Inventory then determines whether the demand can be fulfilled.

If it cannot be fulfilled, the demand is sent back to Purchasing, and a purchase order is generated or the demand is back-ordered. If the demand can be fulfilled, the requested items are assigned to the project ID that you identify on the demand. The fulfilled demand is then placed by means of inventory costing on the Invoice Accounting Distribution table (CM_ACCTG_LINE), where Project Costing can pick it up and bring it in as a resource transaction with an analysis type of ACT (actual cost).

Use the Inventory Process Request page to pull fulfilled demands into Project Costing from Inventory.

See Also

Integrating with Inventory

Payables

After you create a purchase order in Purchasing, you can send it to Payables. When you enter vouchers in Payables for bills received, they go through a matching process. After the system matches a voucher, it is approved and posted to the AP Accounting Entries table (VCHR_ACCTG_LINE). Vouchers in this table that carry a PC distribution status of N can then be pulled into Project Costing with a default analysis type of ACT.

Use the Process Request page to run the AP to PC Interface process (PC_AP_TO_PC) and pull approved vouchers into Project Costing from Payables.

See Also

Integrating with Payables

Integration with Third-Party Systems

Project Costing integrates with third-party systems by pulling data elements from external systems into corresponding fields in Project Costing. The only requirement is that you can export the information out of your third-party systems to a database table or a flat file, and then import the information into the Project Costing interface tables.

See Also

Integrating with Third-Party Applications