Understanding Integrating PeopleSoft Grants with Other Applications

This chapter discusses integration process flows for PeopleSoft Grants.

Click to jump to parent topicIntegration Process Flows for PeopleSoft Grants

This section discusses:

Click to jump to top of pageClick to jump to parent topicIntegration Process Map

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

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

Grants integration with other PeopleSoft applications

Click to jump to top of pageClick to jump to parent topicPeopleSoft Contracts and PeopleSoft Project Costing

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

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

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

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

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

Click to jump to top of pageClick to jump to parent topicPeopleSoft Human Resources 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.

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


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.

Message Name






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.

Message Name






Job Code Table

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

Message Name






Name Prefix and Suffix Tables

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

Message Name















Person Accomplishments

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

Message Name







Person Competency

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

Message Name







Person Diversity

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

Message Name





Person Prior Work Experience

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

Message Name






Personal Data

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

Message Name












Position Data

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

Message Name






School Table

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

Message Name






State Table

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

Message Names






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.

Message Name







See Also

PeopleTools PeopleBook: Integration Broker

Click to jump to top of pageClick to jump to parent topicPeopleSoft 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. These estimates are brought into PeopleSoft 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 PeopleSoft Project Costing and PeopleSoft Time and Labor, remember that you are working in two separate databases—PeopleSoft Financials and PeopleSoft 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 PeopleSoft Time and Labor are populated by integration with PeopleSoft Project Costing.

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

See Also

Populating Time and Labor Tables with PeopleSoft Project Costing Data

PeopleTools PeopleBook: Integration Broker.

Click to jump to top of pageClick to jump to parent topicPeopleSoft 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

Click to jump to top of pageClick to jump to parent topicPeopleSoft General Ledger

PeopleSoft Project Costing has a built-in integration with PeopleSoft 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 PeopleSoft 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 PeopleSoft 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 PeopleSoft General Ledger.

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

PeopleSoft Commitment Control

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

When you set up the control budgets, you associate them with a particular PeopleSoft 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 PeopleSoft General Ledger

Integrating with Commitment Control

Click to jump to top of pageClick to jump to parent topicPeopleSoft 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.

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

See Also

Integrating with PeopleSoft Receivables

Click to jump to top of pageClick to jump to parent topicThe Procurement Process

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

The procurement process

Click to jump to top of pageClick to jump to parent topicPeopleSoft 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. Requisitions that are entered through another means in PeopleSoft Purchasing can be brought into PeopleSoft Project Costing as requisition lines. You can also pull transactions representing materials for which purchase orders have been created into PeopleSoft Project Costing as committed costs.

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

See Also

Tracking Procurement Costs

Click to jump to top of pageClick to jump to parent topicPeopleSoft 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 (IN_DEMAND), where PeopleSoft Inventory picks it up. PeopleSoft Inventory then determines whether the demand can be fulfilled.

If it cannot be fulfilled, the demand is sent back to PeopleSoft 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 PeopleSoft 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 PeopleSoft Project Costing from PeopleSoft Inventory.

See Also

Integrating with PeopleSoft Inventory

Click to jump to top of pageClick to jump to parent topicPeopleSoft Payables

After you create a purchase order in PeopleSoft Purchasing, you can send it to PeopleSoft Payables. When you enter vouchers in PeopleSoft 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 PeopleSoft 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 PeopleSoft Project Costing from PeopleSoft Payables.

See Also

Integrating with PeopleSoft Payables

Click to jump to top of pageClick to jump to parent topicIntegration with Third-Party Systems

PeopleSoft Project Costing integrates with third-party systems by pulling data elements from external systems into corresponding fields in PeopleSoft 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 PeopleSoft Project Costing interface tables.

See Also

Integrating with Third-Party Applications