RELATED PARTY TRANSACTIONS- REALITY STAR CUSTOMIZATION. SESSION June 20, 2017

Transcription

1 RELATED PARTY TRANSACTIONS- REALITY STAR CUSTOMIZATION SESSION June 20, 2017

2 PRESENTERS Lesia Aragon Financial Systems Manager Seattle Cancer Care Alliance Randy Johnson Title of Presenter SpearMC

3 Seattle Cancer Care Alliance Seattle Cancer Care Alliance brings together the leading research teams and cancer specialists of Fred Hutch, Seattle Children s and UW Medicine. One extraordinary group whose sole mission is the pursuit of better, longer, richer lives for our patients.

4 ABOUT SPEARMC World Class PeopleSoft Financials and Supply Chain Management Consultants

5 OVERVIEW OPTION 2 FLOW CHART 1 SECTION 1 Overview and Set Up 3 SECTION 3 Monthly Transaction Flow 2 SECTION 2 Budget to Contract Set Up 4 SECTION 4 Workcenter/Reports

6 SECTION 1 OVERVIEW AND SET UP Definition and Purpose

7 SCCA CURRENT GENERAL CONFIGURATION PS 9.2 Financials Tools 8.54 Image 15 Modules Project Costing eprocurement Purchasing Accounts Payable Asset Management Accounts Receivable Billing General Ledger

8 OVERVIEW AND SET UP Related Party Transaction AKA- Transfer Price Agreement Definition Purchased Services from Alliance Partners Definition Sold Services from Alliance Partners Definition Business Cycle Compliance Impacts

9 TRANSFER PRICE AGREEMENTS- WHAT ARE THEY? SCCA is comprised of an alliance of partners Seattle Cancer Care Alliance Fred Hutchinson Cancer Research Center Seattle Children s Hospital University of Washington Agreements exist between partners for shared services Agreement types for SCCA Purchased Services Sold Services

10 TRANSFER PRICE AGREEMENTS-SCOPE Full end-to-end business process including TPA Business Process Setup TPA Business Units TPA Reporting & Reporting Categories TPA Partners & Partner Contacts Administer Budget and Contract Processing Budget Process includes multiple scenarios Finalized budget becomes contract Ability to copy forward from year to year Process TPA Transactions & Reporting Budget creation w/ finalized scenario definition Create TPA Procurement Contract / Billing Schedules Calculate YTD Totals Generate TPA Reports

11 OVERVIEW- BEFORE Create TPA Transfer Pricing Agreement Current State 1.0 Begin TPA Setup 1.1 Collect Info from SCCA and Partners 1.2 Open New Pay Period in PSoft 1.3 Extract Spend data from Prior Year 1.4 Prepare TPA Header / Detail in XLS for Next Year 1.5 Conduct Quality Assurance Check Acctg 2.1 Upload Data into TPA Database in PS 2.2 Run Extract from PSoft 2.3 Review and Correct Errors in PSoft (Manual) 2.4 Run Crystal Reports and Queries 2.5 Create Additional Reports 2.6 Extract TPA budget data from PS and upload to Kaufmann Hall 2.7 Distribute Reports to Contact and Approver for Review 3.1 Receive feedback from Contact / Approver 3.2 Receive Updates from Departments 3.3 Make updates in TPA PeopleSoft (manual) 3.4 Run Reports and Distribute to Dept 3.5 Updates Complete? 3.6 Send TPA updates to Partners 3.7 Reach Preliminary Agreements in concept (SCCA and Partners) 4.1 Any Discrepancies? Yes 4.2 Run revised Reports and notify Depts 4.3 Receive Updates from Departments; Make updates in PS - TPA 4.4 Run Reports and Distribute to Mngt 4.5 Receive Budget Approval from Board No

12 OVERVIEW AFTER PS Financials SupplyChain TPA Module Structure TPA Business Process TPA Business Unit Definition Define TPA Report Category Define TPA Service Type TPA Note Type Add/Update Translate Values Process TPA Data Copy a TPA Budget or Contract Run Budget Creation Process Run Budget Finalization Proces Create TPA Procurement Contracts Calculate YTD Totals Create TPA Billing Invoices Maintain TPA Budget & Contract Establish TPA Budget Establish TPA Contract Administer Budget and Contract Administer TPA Contracts Administer TPA Budgets Manage Partners and Contacts Establish TPA Partner Manage TPA Contacts TPA Reports Transfer Pricing Reports Custom Interface to create Procurement Contract Custom Process to update TPA YTD Total & Projection Amount Custom Interface to send Sold Services data to Billing Delivered Process to Create AP Vouchers Delivered Process to Create & Finalize BI Invoices AP Vouchers GL Details with OIK BI invoices

13 SET UP Business Units created for Purchased Service and Sold Service entities linked to GL, PO, AP, BI, or AR Business Units

14 SET UP Reporting Categories are established and can be assigned to each TPA for various statutory reporting requirements Service Types are used within the TPA to define the structural components of the agreements * e.g. Lab Services or Salary

15 SET UP Partner Definition establishes relationships for TPA contracts TPA Contacts drives internal security & visibility to TPA contracts & communication s to external contacts

16 SET UP Administer Budget and Contract Administer TPA Budget (TPA Header Information)

17 SET UP Administer Budget and Contract Administer TPA Budget (TPA Reporting Categories)

18 SET UP Administer Budget and Contract Administer TPA Budget (TPA Approvers And Contacts)

19 SET UP Administer Budget and Contract Administer TPA Budget (TPA Totals)

20 SET UP Administer Budget and Contract Administer TPA Budget (TPA Budget Scenario s and Lines)

21 SET UP Administer Budget and Contract Administer TPA Budget (TPA Budget Scenario s and Lines)

22 SET UP Administer Budget and Contract Administer TPA Attachments

23 SECTION 2 BUDGET>>CONTRACT Budget Set Up, Agreement, Approval, Finalization, Contract

24 BUDGET >>>CONTRACT

25 BUDGET>>CONTRACT Administer Budget and Contract Administer TPA Contract (YTD Activity)

26 BUDGET>>CONTRACT Administer Budget and Contract Administer TPA Attachments

27 BUDGET>>CONTRACT Administer Budget and Contract Administer TPA Contract (YTD Activity)

28 BUDGET>>CONTRACT Process TPA Data Run Budget Creation Process

29 BUDGET>>CONTRACT Process TPA Data Run Budget Finalization Process

30 BUDGET>>CONTRACT Process TPA Data Copy Single TPA Contract

31 SECTION 3 MONTHLY TRANSACTION FLOW Update for expense and revenue

32 MONTHLY STEPS Process TPA Data Calculate YTD Totals

33 MONTHLY STEPS Process TPA Data Calculate YTD Totals

34 SECTION 4 WORKCENTER/REPORTS Tool in Action

35 TOOL IN ACTION Workcenter for Clinical Operations Workcenter for Administrator Agreement Report Pivot Grids

36 WORKCENTER CLINIC OPERATIONS

37 WORKCENTER CLINIC OPERATIONS REPLACES PAPER COPIES

38 WORKCENTER CLINIC OPERATIONS PDF IF NECESSARY

39 WORKCENTER ADMINISTRATOR

40 Review Partner Spend 6/25/ /25/2017

41 Review Partner Spend 6/25/ /25/2017

42 Running Partner Spend Analysis Queries Queries to assist with Partner Spend Analysis # Query Description Sample Data 1 Partner Spend Summary (by Partner Tree Rollup) Prompt: Fiscal Year 2 Partner Spend Details (by Partner Tree Rollup) Prompt: Fiscal Year 3 Partner Spend Details List (without tree Rollup) Prompt: Fiscal Year, Partner (One Partner or All Partners) 6/25/ /25/2017

43 CONCLUDING THOUGHTS ANY QUESTIONS?

44 SUMMARY- ENTIRE BUSINESS CYCLE PS Financials SupplyChain TPA Module Structure TPA Business Process TPA Business Unit Definition Define TPA Report Category Define TPA Service Type TPA Note Type Add/Update Translate Values Process TPA Data Copy a TPA Budget or Contract Run Budget Creation Process Run Budget Finalization Proces Create TPA Procurement Contracts Calculate YTD Totals Create TPA Billing Invoices Maintain TPA Budget & Contract Establish TPA Budget Establish TPA Contract Administer Budget and Contract Administer TPA Contracts Administer TPA Budgets Manage Partners and Contacts Establish TPA Partner Manage TPA Contacts TPA Reports Transfer Pricing Reports Custom Interface to create Procurement Contract Custom Process to update TPA YTD Total & Projection Amount Custom Interface to send Sold Services data to Billing Delivered Process to Create AP Vouchers Delivered Process to Create & Finalize BI Invoices AP Vouchers GL Details with OIK BI invoices

45 PRESENTERS Lesia Aragon Financial Systems Manager Seattle Cancer Care Alliance Randy Johnson Title of Presenter SpearMC ALL INTERACT PRESENTATIONS WILL BE AVAILABLE FOR DOWNLOAD FROM THE CONFERENCE SITE

46 THANK YOU!