Getting Started with PeopleSoft Grants

This chapter discusses:

Click to jump to parent topicPeopleSoft Grants Overview

PeopleSoft Grants helps you plan, manage, and track your institution's grant activities.

With this application, you can:

Click to jump to parent topicPeopleSoft Grants Business Processes

PeopleSoft Grants supports the key business processes that are associated with the administration of sponsored research activities. PeopleSoft Grants is not a standalone application, as it leverages functionality that is delivered within PeopleSoft Contracts, PeopleSoft Project Costing, PeopleSoft General Ledger, and PeopleSoft Billing to provide a fully integrated Grants Management solution.

Here are descriptions of the business processes that are supported by PeopleSoft Grants:

We discuss these business processes in more detail in the business process chapters in this PeopleBook.

Note. To use all of the PeopleSoft Grants functionality, you must also purchase PeopleSoft General Ledger, PeopleSoft Project Costing, PeopleSoft Contracts, and PeopleSoft Billing.

PeopleSoft Grants Process Flows

PeopleSoft Grants was designed and developed taking into consideration all the integrated tasks that are associated with sponsored research.

The following diagram illustrates the basic flow of a sponsored program from its departmental research home, to the administrative office that oversees sponsored programs and research funding, to the controller's office that manages financial accounting.

Administering PeopleSoft Grants

PeopleSoft 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.

The following diagram illustrates how the proposal data maps to the award, the proposal project maps to the project/grant and the proposal budget maps to the award activities as data moves from the pre-award status to the post-award stage:

Pre award to post award flow

The following diagram illustrates the hierarchical structure of data in the post award stage, beginning at the highest level with the Grants business unit , then flowing downward to the contract/award, project/grant, activity and finally ending at the resource line – the lowest level of the hierarchy:

Post award structure

The following diagram illustrates the basic flow of Grants Workflow beginning with the proposal status notification through the proposal approval process. This diagram also includes the milestone due notification process:

Workflow process diagram

Workflow manages the approval process and provides communication between the different project roles (PI, SPO, administrator, stakeholder, and others) through all aspects of the proposal's life cycle. This is achieved by means of the creation of a workflow process using worklists and email notifications. Select milestones that will be due in the near future and also send out email notifications as needed. The process scheduler can be set up to run this process periodically.

The following diagram illustrates the basic flow of the Protocol Management process. New protocol data is submitted to a committee for review. The committee reviews the protocol and either approves, denies, or returns the protocol. New or draft protocols may also be set to an inactive status. Approved protocols can be copied to new protocols or may be set to an expired status. Returned protocols can be copied and modified or set to an inactive status:

Protocol management process

Protocol Management functionality enables you to:

Click to jump to parent topicPeopleSoft Grants Integrations

This diagram illustrates the integration touch points between PeopleSoft Grants and PeopleSoft Project Costing, Contracts, Human Resource Management, Payables, General Ledger, Purchasing, Receivables, Resource Management, Billing, Time and Labor, and Inventory:

PeopleSoft Grants integration flow with other PeopleSoft applications

We discuss integration considerations in the implementation chapters in this PeopleBook.

Supplemental information about third-party application integrations is located on the My Oracle Support website.

PeopleSoft Contracts and Project Costing

PeopleSoft Grants integrates with PeopleSoft Project Costing and PeopleSoft Contracts to send revenue entries for award transactions to PeopleSoft General Ledger. To book revenue entries to PeopleSoft General Ledger, you need to run a series of processes ending with a process to update the tables in PeopleSoft Project Costing and PeopleSoft Contracts.

PeopleSoft Human Resource Management

To synchronize data with PeopleSoft Human Resources Management (HRMS), PeopleSoft 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.

PeopleSoft General Ledger and Commitment Control

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

PeopleSoft Purchasing

Data flows both ways between PeopleSoft Project Costing and PeopleSoft Purchasing. You can enter requisition lines directly into PeopleSoft Project Costing and then retrieve them through the Purchasing Requisition Loader and process them into requisitions in PeopleSoft Purchasing.

PeopleSoft Receivables

The integration of PeopleSoft Receivables with PeopleSoft 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.

PeopleSoft Billing

PeopleSoft Grants integrates with PeopleSoft Billing through PeopleSoft Contracts to manage billing for your awards.

PeopleSoft Time and Labor

The system brings labor costs into PeopleSoft 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 PeopleSoft Project Costing and PeopleSoft Time and Labor. To enable data transfer from PeopleSoft Time and Labor to PeopleSoft Project Costing during a payroll period, PeopleSoft Time and Labor uses an estimation process that is linked with Payroll to summarize hours and labor expenses.

PeopleSoft Inventory

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

Click to jump to parent topicPeopleSoft Grants Implementation

Setup Manager enables you to review a list of setup tasks for your organization for the applications that you are implementing. The setup tasks include the components that you must set up, listed in the order in which you must enter data into the component tables, and links to the corresponding PeopleBook documentation.

Because PeopleSoft Grants is a solution that requires the installation of several different applications, you must use Setup Manager separately for each application that you install. PeopleSoft Grants requires that you follow this order when using Setup Manager:

PeopleSoft Financials also provides component interfaces to help you load data from your existing system into PeopleSoft tables. Use the Excel to Component Interface utility with the component interfaces to populate the tables.

This table lists all of the components that have component interfaces:


Component Interface


Account (GL_ACCOUNT)


See Adding Account Values.

Alternate Account (ALTACCT)


See Using Alternate Account.

Operating Unit (OPERATING_UNIT)


See Adding Operating Unit Values.

Department (DEPARTMENT)


See Adding Department Values.

Project ID (PROJECT)


See Adding Project Values and Grant Values.

Product (PRODUCT)


See Adding Product Values.



See Adding Fund Code Values.

Statistics Code (STATISTICS_TBL)


See Adding Statistics Code Values.

Class Field (CLASS_PNL)


See Adding Class Field Values.

Budget Reference (BUDREF_PNL)


See Adding Budget Reference Values.



See Adding Program Code Values.

Scenario (BD_SCENARIO)


See Adding Scenario Values.

Chartfield 1 (CHARTFIELD1)


See Adding Values for Expansion ChartFields 1, 2, and 3.

Chartfield 2 (CHARTFIELD2)


See Adding Values for Expansion ChartFields 1, 2, and 3.

Chartfield 3 (CHARTFIELD3)


See Adding Values for Expansion ChartFields 1, 2, and 3.

InterUnit Template (IU_INTER_TMPLT)


See Defining Interunit Templates.

IntraUnit Template (IU_INTRA_TMPLT)


See Defining Intraunit Templates.

InterUnit Pair Maintenance (IU_INTER_PR_BASIC)


See Interunit Pairs.

Ledgers for a Unit (BUSINESS_UNIT_LED)


See Defining Ledgers for a Business Unit.

Value Added Tax Code (TAX_CODE_VAT)


See Defining VAT Codes Using the Value Added Tax Code Page.

VAT Accounts by Business Unit (TAX_BU_CODE_VAT)


See (Optional) Defining VAT Accounts by General Ledger Business Unit.



See Setting Up VAT Entities.

Vat Defaults CI Component (VAT_DEF_CI)


See Establishing VAT Defaults.

Bank Branch Information (BANK_BRANCHPNL)


See Setting Up Banks.

Team Member Types (MEMBER_TYPE_TABLE)


See Setting Up Customer Support Personnel.

Team Member Personal Data (MEMBER_PERSON1)


See Setting Up Customer Support Personnel.

Support Team Members (TEAM_MEMBER_TABLE)


See Setting Up Customer Support Personnel.

Customer Group Table (CUST_GROUP_TBL)


See Establishing Customer Group Tables.

Contact Info (CONTACT_INFO)


See Setting Up Contacts.

General Information (CUSTOMER_GENERAL)






See Adding General Customer Information.

User Preferences (OPR_DEFAULT)


See Defining Cross-Application User Preferences.

Submit Proposal (GM_PROP_SUBMISSION)


See Preparing and Submitting a Proposal.

Other Sources of Information

In the implementation planning phase, take advantage of all PeopleSoft sources of information, including the installation documentation, data models, business process maps, and troubleshooting guidelines. A complete list of these resources is in the preface of PeopleBooks and the Online Library, with information about where to find the most up-to-date version of each.

See Also

PeopleTools PeopleBook: Setup Manager

PeopleTools PeopleBook: PeopleSoft Component Interfaces

PeopleBooks and the Online Library