Purpose
The following guide is intended for CRS Project Managers who are looking to view or complete any of the following actions:
Action
· Use FBDI to load EPIC PB expenses posting to clinical research project.
· Process the Cost.
· Run report to confirm EPIC PB expenses posting to clinical research project.
Terminology
· Award: Clinical Research Studies Trial (CRS) Awards are grants, funding, or financial support provided to researchers or medical institutions to conduct clinical trials and studies. All clinical study projects managed by OCR/CTFG will start with "CRS".
· Project: Contains financial and demographic information at a more granular level of detail than the award.
· Contract: Vehicle for processing revenue and invoices according to configured methods and controls.
· Burden Schedule: Tool for calculating and applying F&A or any other rate-based add-on cost.
· Project Status: The project status can be Active or Closed.
· Award Status: Award status can be set to Active, Closed, or Expired.
· EPIC PB: EPIC Professional Billing is designed to manage billing and revenue cycle processes for Clinical Trials.
Prerequisites
· Manual steps outside of Oracle:
· Need to manually post EPIC Charges:
· Extract UCPG (UChicago Physician Group) EPIC PB research designated charges from the EPIC system.
· Translate EPIC PB HAR identifiers to Oracle Projects and move the accounted EPIC PB cost to PPM.
Use FBDI to Load EPIC PB Expenses to CRS
1. Select the OKTA Single-Sign-On button and then complete the sign-in steps.
a. Open your Miscellaneous (EPIC PB Clinical Study Costs) FBDI and Populated Project Costs Import FBDI. File located in Box here.
b. Note: If you are using a previously used FBDI from the previous month, please delete the last tab PJC_TXN_XFACE_STAGE_ALL from the sheet.
2. Enter in the following information starting on line 5.
a. Note: Fields with an asterisk (*) will change month over month, otherwise they will stay the same.
b. For each line we will need to enter a unique Original Transaction Reference
i. Transaction Type: MISCELLANEOUS
ii. Business Unit Name: University Clinical Research Studies
iii. Third-Party Application Transaction Source: EPIC PB Clinical Study Costs
iv. Enter Expenditure Batch
1. Note: The Batch name needs to be unique every month, or else the file will upload last month's data
v. Document: Accounted EPIC PB Clinical Study Costs
vi. Document Entry: Accounted EPIC PB Clinical Study Costs
vii. * Expenditure Batch
viii. * Batch Description
ix. * Expenditure Item Date: it refers to the date the EPIC PB cost is created.
x. * Project Number
xi. Task Number: 1
xii. Expenditure Type
xiii. * Expenditure Organization
xiv. * Contract Number
xv. * Funding Source Number
xvi. Quantity: 1
xvii. Unit of Measure: Currency
xviii. * Original Transaction Reference
xix. * Expenditure Item Comment
xx. * Accounting Date
xxi. Transaction Currency Code: USD
xxii. * Raw Cost in Transaction
xxiii. * Burdened Cost in Transaction Currency
xxiv. Raw Cost Credit Account
xxv. Raw Cost Credit Account, Raw Cost Debit Account, Burdened Cost Credit Account, Burdened Cost Debit Account all 607-26220-76601-321001-304-6105-99999-999-999-9999
xxvi. Provider Ledger Currency Code: USD
xxvii. * Raw Cost in Provider Ledger Currency
xxviii. * Burdened Cost in Provider Ledger Currency
xxix. * Attribute 2
xxx. * Attribute 3
xxxi. * Attribute 4
3. Navigate to the first tab of the document and select the Generate CSV File box.
4. When the Save file window opens, Save the Zip file to an easily accessible location on your computer - do not change the name of the Zip file. Select Save on the second file that is generated.
5. Select OK and navigate back to Oracle Cloud.
6. Select the navigator on the top left-hand side.
7. Select Tools, then Scheduled Processes.
8. Select the Scheduled Processes box.
9. Select the drop-down menu and search for Load Interface File for Import.
10. Select OK.
11. Under Import Process, select the dropdown menu and select Import Costs.
12. Select the arrow next to Data File and then Upload a new file.
13. Find the zip file you saved. Make sure your file name has no spaces. Select Submit and then OK.
14. Using the circular arrow, refresh until the status of all 3 processes read Succeeded.
15. Select the Load file for Interface.
16. At the bottom of the screen, open the attachment.
17. Ensure the last 4 lines for Total logical records show:
a. Total lines uploaded (i.e 400 lines uploaded, 400 lines showing up as total number of records read).
b. Total logical records Skipped, Rejected, and Discarded must be 0.
18. Select the gray box that says Schedule New Process.
19. Search for and Import Costs and select OK once it populates.
20. Enter the following fields:
a. Business Unit: University Clinical Research Studies
b. Process Mode: Importing and processing transactions
c. Transaction Status: Not Previously Imported - Transaction Source: EPIC PB Clinical Study Costs
d. Expenditure batch: Select the batch name you populated in Excel sheet
e. Generate Report: Detail
21. Select Submit.
22. Select the refresh circular arrow until the status updates to Succeeded.
23. Select the Task Panel on the right side of the page and select Mange Project Costs.
24. Select Advanced and enter the search parameters below:
a. Batch name (in Excel file you uploaded as Batch Description
i. Note: The Batch name needs to be unique every month, or else the file will upload last month's data.
ii. Once populated, select Search.
25. All the records for the Expenditure Batch will populate with accounting created for all.
26. Select the Navigator then Tools then Reports and Analytics.
27. Select Browse Catalog.
28. Under Shared Folders, expand Custom then Custom then Award Projects, then Reports.
29. Under the UChicago Project Transactions Detail Report section, select the Open link.
30. Select the following parameters from the drop-down fields:
a. Project Business Unit: University Clinical Research Studies
b. Transaction Source: EPIC PB Clinical Study Costs
c. Expenditure Batch
31. Select OK. When the report will open, review all records.
32. You have now completed the process of Using FBDI to load EPIC PB Expenses posting to CRS.