Prepared by: Session ID: ACTIVITY GUIDES FOR GRANTS Pam Dymoke, Functional Business Analyst Hennepin County, MN and Vineet Srivastava, President Graviton Consulting

Presenters Pam Dymoke Grants/Contracts Functional Analyst Hennepin County Minnesota Vineet Srivastava President Graviton Consulting Services 26+ years of financial experience at Hennepin County. Worked as a financial manager and analyst understanding the user perspective of how the system works. 17+ years of Peoplesoft functional and technical experience.

HENNEPIN COUNTY The largest of 87 counties in State of Minnesota. Annual operating budget of $1.9 Billion with about 8000 employees.

Hennepin County & ORACLE PeopleSoft Hennepin County is on 9.2 FSCM (image 17) and 9.1 HCM and ELM (In process of updating to 9.2) Tools.

Overview 1 What is an Activity Guide 2 Hennepin’s Business Case 3 Configuration 4 Demo

What is an activity guide? What type of activities do you do?

Why use an Activity guide?  Activity Guides are especially useful to walk users through infrequently performed self- service tasks, but are also beneficial for power users that perform complex administrative functions.  Allow organizations to provide guided paths for completing a business process

Grant Proposal

Hennepin’s business Case

Hennepin’s business case  Grants and Customer Contracts are the least used modules at Hennepin County.  The accounting staff needs to refer to our quick guide documentation almost every time they create a grant proposal  There are many screens and steps to creating a grant proposal, and most find it to be complicated and confusing.  Hennepin County administration requires all grants be entered into PeopleSoft.  Knowing this is a struggle for most users, this was the first activity guide we wanted to create.

Grant Proposal Activity guide  We first identified all of the steps in the grant proposal process.  I provided screen shots of each page, and the page name details (shift/control/J)  Documented which security role was required to complete each step in the process

Required Fields

Required Fields Page Why did we do it this way? Required fields are spread over several pages in the grant proposal Before you can save you must do a bunch of jumping around to different pages The user has key information entered and it auto fills into the necessary pages making it easier to go through the process We used custom CI to auto fill required fields and save the transaction and launch Activity Guide

Configuration How do you create an activity guide?

Configuration Overview Decide on how to launch the activity guide Define keys for the activity guide Transaction has to be saved with keys before activity guide can be launched using the keys Define a custom launch page to enter all the required fields and keys to save the component before launching activity guide. We linked the activity guide to the existing My Proposal page - Create New Proposal – Initiates the custom page to launch the Activity Guide, instead of the regular component add page - Clicking on existing proposals – Launches an already in- progress instance of the activity guide instead of regular Grants component

Template and instances Activity guides are defined by the properties and characteristics of activity guide templates. At run time, an activity guide instance will be created from the definitions stored in the template.

Step 1: Template Properties Navigate to: PeopleTools > Portal > Activity Guides > Manage Templates Define Activity guide template Define security Under Advanced options provide the key fields for the activity guide Create and define the app package to handle the instance creation Under pagelet options define methods to handle “Exit” and “Mark Complete” buttons

Step 2: Define Related Content Service Navigate to: PeopleTools > Portal > Related Content Service> Define Related Content Service Define related content service for each action item Using URL type of application class allows for controlling action item properties during activity guide instance execution Optionally define security for the related content service

Step 3: Configure Action Items Define action items Link each action item to the Related Content service, app class URL defined in step 2. Define security for the action item Define order of action items Define dependencies Define summary items as necessary Define item status post processing app class

Step 4: Develop Application Class Application Class - GrantsEntryCreation Handles the instance creation and initialization Handles the actions for custom buttons such as “mark complete” and “exit” buttons Application Class – IPStatus Handles each action item and define which component and page needs to be launched, it can also dynamically handle any other changes needed for action items Application Class – ItemStatus Handles the post processing for each action item, such as marking the action item as completed

Step 5: Publish as Pagelet

Step 6: Configure WorkCenter

Step 7: Configure Workcenter contd

Activity guide Demo Grant Proposal Activity Guide

SUMMARY What do our users say? What did we learn? What is next?

Questions

Session ID: Please complete the session evaluation