module 4 project management
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1The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Module 4Project Management
Sponsored Programs at Penn
2The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Project ManagementAgenda
• Communication
• Establishing the Project Environment
• ARRA (Stimulus) Funding Principles
• Managing Monthly
• Monitor Expenditures
• Cash Management
3The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Communication• Report monthly to PI
– Establish payroll distribution• Establish level of effort anticipated for each individual on
project
– Restrictions on spending– Cost Sharing– Monitor Subcontracts = Confirm amounts & work done
SPP #2131, #2135 Sub-recipient Monitoring policies
• Communicate regularly with ORS– Extensions / Continuations and other project changes– Financial reports, delinquent sponsor payment– Inform Sponsor via ORS of any Programmatic changes– Assesses allowability of costs
4The Office of Research Services The Office of Research Support Services
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Support the Project
• Work with PI on on-going basis• Ensure that interim reports &
proposals are submitted on time• Disclose Inventions and Patents• Prepare for Progress Reports and
Non-Competing Continuations
5The Office of Research Services The Office of Research Support Services
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Establishing the Project EnvironmentPayroll Set-up
• Identify who belongs on distribution
• Identify amount of funding and % effort
• Distribution Stop Date s/b set to the Account End Date
• Salary Encumbrances are calculated through the Current Budget End Date or Distribution Stop Date (whichever is earlier)
6The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
ARRA Funding Principles• ORS is required to report ARRA years SEPARATE from that of the
non-ARRA funded years• Quarterly Reports are due within 10 days of the close of each quarter• Separate SF269 reports will be due 90 days after account end date
• Carryover is NOT ALLOWED between ARRA and Non-ARRA funded years
• One-Time Funding – Unless otherwise specified, ARRA funding to existent or new awardees should be considered one-time funding
– One time no cost extension may be requested
• Close monitoring of spending rates and re-budgeting is required • No cost transfers or comingling of ARRA and non-ARRA funds
7The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Procurement
• Ben Buys Commodity Matrix– Methods of Purchasing– When should C-1, C-1A, C368,
Purchase Order, or P-Card be used
• Competitive BidsRequired on aggregate purchases > $5,000 unless purchase is with a University Contract Supplier or with a supplier participating in the Penn Marketplace.
8The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Issues Surrounding Specific Expense Categories
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REVISED AUGUST 28, 2007
Equipment
• Definition – tangible, nonexpendable, personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit
• Must be necessary for project purposes – During the award period
• Is not reasonably available for use elsewhere in the University• Award notice does not constrain equipment purchases• Must obtain necessary bids, unless sole source justification• Document whether Equipment is
– Government owned– Government furnished
• Disposition after the project has ended– Know sponsor regulations
10The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Foreign Travel
• Travel must be included in proposal or otherwise be allowed by sponsor
• Justify and document changes (approval, if applicable) if not in proposal
• Department must maintain documentation in the file that supports the trip’s purpose
• Foreign air travel paid with federal funds must be on US-flag air carriers– Limited exceptions
11The Office of Research Services The Office of Research Support Services
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Foreign Travel (cont)• Exceptions, which must be documented, generally
include:– US-flag air carrier does not go to destination– Total trip time extended more than 24 hours– Lay-over extended more than 6 hours– Foreign carrier eliminates 2 or more changes– On short trips: US-flag air carrier would double travel time
• Exceptions can be found at GSA Travel Regulations (41CFR301-10.135-143)– www.access.gpo.gov/nara/cfr/cfr-retrieve.html#page1
12The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Consultants• Evaluate: Consultant, Employee or Subcontractor?
– Use C-12 Independent Contractor Determination & Certification
http://www.finance.upenn.edu/comptroller/tax/contractor_certif.shtml
• Consulting agreement needs to be completed and forwarded to ORS for approval & signature
• Document role of consultant– Needs to be working towards goals of project to which he/she is
charged
• Review sponsor guidelines for consultants– Ensure approvals are obtained, if applicable– Consultant rates may be limited for some sponsors
13The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Purchases• PI approval process for purchases
• Assess allowability, allocability and reasonableness
• Verify budget and availability of funds
• Procure bids
• “Buy American” on federal awards when possible • Don’t buy capital equipment at end of project
14The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Service Centers• Definition:
– A department or functional unit within a department, which performs specific service for a fee
– Examples: Cell Sorting facilities, Resonance Imaging facilities, and Animal Care facilities
• ORS responsible for review & approval of rates– Services provided charged based actual use of services– Charges for services allocated monthly
-Financial Policy #2115 University Service Centers
• Make sure Service Centers use correct fund account• PI & BA should review Service Center charges regularly
– The BA may not know what services were provided, or if the amount charged is appropriate
15The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Manage Monthly
• Plan expenditures in advance– This will make the project easier to manage throughout life
of project• Run and analyze appropriate reports
– Financial Policy #1402.5 Monthly Closings/Reporting• Send detailed reports to PI• Remove unallowable and wayward charges• Compare expenditures to projections• Manage changes through full system
– Changes in award value affect payroll– Changes in subcontracts or equipment affect F&A charges
16The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Manage Project Changes Proactively
• Use proposal as “home base”
• Anticipate necessary changes– Contact ORS for approval– Get sponsor approval through ORS– Change of scope or effort
• Plan ahead for extensions
17The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Monitor Expenditure Rates
• Sponsors question unusual expenditure rates
• Have we changed scope of work?• Are we still breathing?
• Communicate with Sponsor (cc ORS)
18The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Cost Transfers
• The transfer of costs to sponsored projects where the costs initially had been incorrectly charged to another account. Any cost transfers that occur need to be properly justified and documented.
• University Financial Policy Number 2113 Cost Transfers and Payroll Reallocations states "Cost transfers must be prepared and submitted within 90 days from month end in which the transaction appears on the fund." Failure to adhere to this policy may result in the University disallowing the transfer which would result in a write-off to the administering department.
19The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Cost Transfers
• Must be an allocable, allowable and justified charge to the particular award
• Department must maintain documented justification for transfer
• Must be made within time constraints
20The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Cost Transfer Principles• Cost transfers are for correcting legitimate
ERRORS
• Cost transfers should NOT be used as a means of managing cash flow
• Project funds are NOT interchangeable– Integrity of each grant account must be maintained
• Allowability of costs must be maintained
21The Office of Research Services The Office of Research Support Services
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Cost Transfers• Documentation
– Supported by full explanation and justification, as well as a certification of the propriety of the transfer
– Explanations such as “to correct error” or “to transfer to correct project” are not sufficient
– Approval can be documented by• PI signature• Printed e-mail messages from PI
22The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Cost Transfer “Red Flags”• Transfers made in excess of 90 days after the original
charge
• Transfers without a full explanation
• High volume of transfers
• Timing and “route” of transfers
• Late transfers to funds with unexpended funds
• Transfers from funds with overdrafts to other 5 fund(s)
• Transfers between funds with scientific overlap
23The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Advance Accounts for Continuation Awards
• Recommended for non-competing renewals requiring new fund #’s for each period
– Department requesting the advance account bears the risk of having to fund any costs incurred if the funding never materializes
– Med School sets up advances for 12mth period– All other Schools set up Advances for 3 month period
24The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Monitoring Accounts Receivable
• For Letter of Credit awards, check revenue & cash received. There should be no cash on hand.
• On Letter of Credit, confirm that PBIL is correct
• Contact ORS to address payment problems with sponsors– Departments should review AR and contact ORS regarding
aged receivables of concern• For awards on payment schedule, contact Bob Speakman• For all other awards, contact Gokila Venkateswaran• For Med School awards, ORSS representative is Deb Naso
25The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Checks, Payments and Project Budget Increases
• Hand carry check to ORS immediately, with project identification – Do not deposit check
• Should AIS be increased because of check?
26The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Run and Review Reports• BEN Reports
– 102.ORG – Summary CNAC-ORG-FUND level– 115.ORG – Fund Summary– 133.ORG – Due to Close– 134.ORG – Summary of Final Expenditure Report
• Data Warehouse– Fund Summary– Org Summary– Corporate Documents
• Payroll• Correct Errors
27The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Reporting Tools“There are so many reports I’m not sure where to look first.”
28The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
GRAM / BEN Reports
•Reports used primarily by Principal Investigators
•Reports represent a Current Budget Period perspective
•Not easy to determine PJTD Numbers or amount to close out at (other than Budget Available)
•Critical for Operating Budget to be posted to the Budget Period Start
GRAM – The online PI view
29The Office of Research Services The Office of Research Support Services
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•Actual Spent represents Current Budget Period Only
•Further Detail can be clicked on, but none is available for Prior Budget Periods
30The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Management of All Grants in ORG
BUSINESS OBJECTSORG Summary.rep by Fund, PI, Acct End, receivables, overdrafts, funds freezing, late/due FSR’s, Analysis of expired funds, Illegal object code charges, possible F&A direct charged to Fed grants, payroll compared to budget.Grantmonitor.rep PBIL/PBUD/Budget, NCC Due, Awards Due, Revenue Check, Overdrafts (active and expired), Federal Cash, CT Cash, Residual Balances, ReceivablesSubbudgets.rep our charges to othersOtherorgschgs.repORGpersonnel.rep all current distributionsPaylate.rep funds with pay after terminationAward Analysis- Award Date.repPT-Proposals.repJE inquiry (by batch between dates).repFY Grant ORG Expense Analysis.repEffort Report – Home Dept ORG.repObject code by fund – posted org.repObject code by fund – detailAIS (full search).rep
BEN FINANCIALS
132.ORG List of Terminated G&C Funds133.ORG List of G&C Funds Due to Close138.ORG Frozen Fund List201.SCH PJTD Rev/Exp for G&C/URF202.SCH YTD Rev/Exp Totals for Funds211.SCH PJTD Rev/Exp Outline for G&C/URF212.SCH YTD Rev/Exp Outline for G&C/URF301.BUD Budgetable Amount - Grants/Contracts306.BUD Negative BBA ORG/FUND/CREF PJTD
31The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Fund Level Management
BUSINESS OBJECTSfundsummary.rep summary by ORG/CNAC SNAP/NCC estimated unobligated balance
Fundsummaries for RESP ORG.rep
Fund Detail.rep monthly matrix all expense monthly matrix personnel paid
Effort Report – Fund.rep
GRANT REPORTS.rep PI friendly & monthly payroll and expense detail
GRANT REPORTS –PI.rep
GRANT REORTS – Resp Org.rep
BEN FINANCIALS
102.ORG Summary G&C by CNAC/ORG/FUND103.ORG Summary G&C by CNAC/ORG/FUND/CREF115.ORG Grant Fund Summary Report130.ORG PI Report by CNAC/ORG/FUND134.ORG Summary of Final Expenditure Report (available for grants in adjustment period)137.ORG Grant/Contract Budget Period Summary
32The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Expense DetailBUSINESS OBJECTS
Fund Detail.rep Payroll by Obj, by Person,Exp Detail by Object, Org, Acct Period, P.O./UserFund Detail – PI.rep monthly matrix of personnel paid on PI grantsPayroll.rep (any fund any period of time) variations include: All grants of PI All grants of Resp OrgPersonnel.rep (any person, any period)Personnel-one (any person’s current distrib)Detail.rep variations include: All grants of PI All grants of Resp ORG subcontracts object special budget operating budget cash depositsEncumbrances(Fund).repWaywards.rep
BEN FINANCIALS
150.ORG Detail by CNAC/ORG/FUND151.ORG Detail by CNAC/ORG/FUND/CREF152.ORG Detail by CNAC/ORG/CREF153.ORG Detail by CNAC/ORG/FUND/PROG155.ORG Detail Extract156.ORG Detail by CNAC/ORG/FUND/PROG/CREF160.ORG Account Analysis with payables detail163.ORG Open Encumbrances Report301.BUD Budgetable Amount - Grants/Contracts304.BUD Negative BBA ORG/FUND YTD305.BUD Negative BBA ORG/FUND/CREF YTD306.BUD Negative BBA ORG/FUND/CREF PJTD315.BUD Posted Budget Journal with Exceptions507.GA Posted Journal Activity Report508.GA Unposted Journal Activity Report510.GA Detail Transaction by OBJECT by ORG
33The Office of Research Services The Office of Research Support Services
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Your assignment• Full documentation of the Business Objects Queries
is available at:http://www.upenn.edu/computing/da/dw/financial_queries.html
Select “Grants Management”
• While we will discuss and give samples of some of the more popular reports today, it is essential that you GO BACK TO YOUR OFFICE AND PLAY WITH THE REPORTS!!! Decide what tools/reports work best for you and your investigators.
34The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
ORG Summary.rep
35The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
ORG Summary - Analysis of Expired FundsWhy isn’t my fund disabled?
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ORG Summary – possible F&A
37The Office of Research Services The Office of Research Support Services
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Fundsummary.rep- Estimating the Unobligated Balance
Make sure the formula toolbar is
visible and checked under View Toolbar.
38The Office of Research Services The Office of Research Support Services
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Grant Reports.rep
39The Office of Research Services The Office of Research Support Services
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Grant Reports.rep
40The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Identifying Waywards – 115.ORG
The 115 shows a possible wayward charge from ORG 4227 Cardiology. To obtain the detail of the charge a 15X.ORG report can be run entering the ORG making the charge in the Accounting Period the charge was made.
41The Office of Research Services The Office of Research Support Services
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Otherorgschgs.rep & Waywards.rep
42The Office of Research Services The Office of Research Support Services
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Effort Report - Fund
43The Office of Research Services The Office of Research Support Services
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Effort Report - Fund
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In Summary
• Award must be reviewed on a regular basis
• Communication is vital to the proper administration of the award
• When you are not sure, investigate and ask
• If an award is properly managed, the closeout process is very simple
45The Office of Research Services The Office of Research Support Services
REVISED AUGUST 28, 2007
Questions???
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