A Major Colorado City Brings 100% of Grants Billing and Award Tracking into PeopleSoft
A major metropolitan city in Colorado runs its financial and human resources operations on PeopleSoft. When it came time to bring grants management into the same system, the city selected Mythics to lead the implementation.
Industry
Public Sector
Service
Consulting
Solution
PeopleSoft Grants Management
Grant funding carries strict requirements for tracking, billing, and compliance, and for a city managing a large grants portfolio, gaps in any of those areas add up quickly. This city needed its grants lifecycle connected to the financial and HR data it already trusted.
The Challenge
The city’s grants billing ran on manual processes, and staff had built shadow tracking systems outside PeopleSoft to keep tabs on grant activity. That fragmentation made it harder to maintain transparency, enforce proper approvals, and keep grant data tied to the city’s financial and human resources records. The city wanted every grant, from application through billing, managed in one system.
The Solution
Mythics worked with the city to convert all open grants into PeopleSoft and enable end-to-end grants processing, including funds distribution, indirect overhead, billing, and revenue recognition. Grants billing moved from manual to systematic billing, backed by Manager Transaction Review and an Invoice Workflow Approval process.
To connect grants to the rest of the city’s operations, the team turned on Integration Broker from HCM to FSCM, linked Time & Labor to Project Costing, and enabled Asset Management integration for grants and fleet. Mythics also delivered new reports, queries, and invoice formats, and rolled out both the Grants WorkCenter and the Billing Fluid WorkCenter.
Services provided:
- Grants Conversion
- End-to-End Grants Processing Configuration
- Systematic Billing and Workflow Approvals
- HCM, Time & Labor, and Asset Management Integrations
- Custom Reports, Queries, and Invoice Formats
- Grants and Billing WorkCenter Rollout
The Results
- 100% of billing activities initiated in PeopleSoft. Every billing activity now starts in the system, ensuring transparency, proper approvals, and tracking of receivables and revenue.
- Reduced reliance on shadow tracking systems. PeopleSoft Grants, integrated modules, and new reports significantly cut the need for tracking outside the system.
- 100% of grant applications and awards tracked in PeopleSoft. The city gained full visibility into applications and awards, compliance with its policies and procedures, and integration with its financial and human resources data.
- City staff reported stronger grant application and award controls and less time spent on manual processes.
