Download - Grants 3.0 Faculty Review January 21, 2014
Grants 3.0 Faculty ReviewJanuary 21, 2014
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Agenda• Introductions• Meeting Objective• Background and Project Objective• Key Changes• Examples:- Amendment Requests – such as End Date Extension- New Research Project Request- Over Expenditure Authorization Request
• Other Changes:- eTRAC- Researcher Home Page
• Questions
Agenda
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Meeting Objective• Review current design
• Obtain faculty feedback
• Consider suggestions for:- Communication and Training Approach- Final adjustments to design (where feasible)
Meeting Objective
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1998: PeopleSoft Implementation
2004: eTRAC (Project Costing Implementation)
2009: Researcher Home Page (RHP) (Grants 2.0 - Grants & Contracts Implementation)
2014: On-line Research related Requests Researcher Home Page Improvements (Grants 3.0) Future: Implement on-line Approvals
Background
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Why are we doing this?
• Simplify and streamline processing for the complete lifecycle of Grants Management
• Make the system easier to use for the UofA Research Community and provide increased transparency. Make the Researcher Home Page a key tool to get many of your answers and initiate Research related Requests.
• Position us for the future implementation of on-line Approvals
Project Objective
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Key Changes
• Transition Research Request Forms on-line
• Significant improvements to the Researcher Home Page- Initiate new Requests on-line- Inquiry enhancements including Lifecycle Inquiry- Ability to view and save the Flash Report as a PDF file
• Streamline Award Processing (RSO)
• Simplify Revenue Recognition Approach and transition to delivered Indirect Cost Processing (RSO)
Key Changes
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Key Changes
Current – Grants 2.0 Proposed Grants 3.0
New Project / Award Set-up
(2,000 annually)
Initiate Request: on Forms Cabinet (PDF)
Status Inquiry:Complex and not intuitive –
Detailed Task Listing
Initiate Request: in Researcher Home Page (On-line Request)
Status Inquiry:in Researcher Home Page (Lifecycle Inquiry)
Amendments and Sub-grants
(3,000+) annually
Initiate Request: on Forms Cabinet (PDF)
Status Inquiry:Not available
Initiate Request: in Researcher Home Page (On-line Request)
Status Inquiry:in Researcher Home Page (Lifecycle Inquiry)
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Key Changes – Forms Cabinet
These six PDF Forms will be replaced with on-line pages accessible via the Researcher Home Page
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Create New Request
Proposed Grants 3.0 Initiate Request
Initiate new Application/Proposal or new Project Requests
Initiate Requests related to existing Projects:
• Amendment• Sub-Grant• Over-Expenditure
Authorization
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RSO actions after signed Forms are received
Since on-line Approval is not implemented in Grants 3.0, signed hard copies of the Request Forms including any required attachments must still be sent to RSO for RSO to action the file.
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Current Grants 2.0 Status Inquiry
Proposal/Award Processing – Task Management Inquiry (50+ RSO Tasks)
Amendment Processing – No Inquiry available
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Create New Request
Proposed Grants 3.0 Status Inquiry
Proposal/Award Processing – Lifecycle
Amendment Processing - Lifecycle
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Proposed Grants 3.0 - Lifecycle
Proposal / Award Processing
Application/Proposal Approved for Submission to Sponsor
Notice of Decision received by RSO
or
Signed Project Request Form received by RSO
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Proposed Grants 3.0 - Lifecycle
Project Activation / PI Notification
Project Activated / PI Notified
Pending Milestones:04/30/2014 NSERC Form 300 signed by PI04/30/2015 NSERC Form 300 signed by PI04/30/2016 NSERC Form 300 signed by PI
Amendment Processing Details:Similar to Award Processing Details
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Lifecycle - Feedback
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Examples
1. Amendment Requests – such as End Date Extension
2. New Research Project Request – Internal Award
3. Over Expenditure Authorization Request
Examples
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Change to Existing Research Project (End Date Extension)
Amendment – Current Process
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Initiate Amendment
Proposed Grants 3.0 - Amendment Processing
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Proposed Grants 3.0 - Amendment Processing
Submit Confirmation!
After submission, print the Signature Form, obtain signatures and forward the completed originals with the required attachments to RSO.
RSO will not start processing until the authorized Signature Form including required attachments have been received.
Click OK to confirm. Click Cancel to return without submitting.
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Proposed Grants 3.0 Amendment Inquiry
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2. Request for New Research Project – Internal Award
1. Create and Submit Request for New Research Project2. Print Request for New Research Project Signature Page3. Forward signed package to RSO4. RSO receives package5. RSO Review and Approval, Award Processing and Set-up6. PI Notification e-mail
Request for New Research Project
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Request for New Research Project
Create New Request
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Request for New Research Project
Submit Confirmation!
After submission, print the Signature Form, obtain signatures and forward the completed originals with the required attachments to RSO.
RSO will not start processing until the authorized Signature Form including required attachments have been received.
Click OK to confirm. Click Cancel to return without submitting.
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Print Request for New Research Project Signature PageForward signed package to RSO
Request for New Research Project
RSO receives package
RSO Review and Approval, Award Processing and Set-up
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Request for New Research Project
1. Award Processing Steps
2. System Set-up:• Award Terms and Milestones• Contract Details, Bill and Revenue Plans• Detailed Project Budgets, SpeedCode, Quality Assurance Review,
Advice Notice, Attachments etc.
3. PI Notification e-mail
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Request for New Research Project
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Request for New Research Project
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Example 3: Over Expenditure Authorization Enhancements
1. Automatic email notifications based on rules
2. Researcher Home Page Improvements
3. On-line OE Authorization Request
Over Expenditure Process
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Automated e-mail Notifications
1. One-time email notifications to the Project Holder when the threshold of 80% is exceeded
2. Monthly e-mail to the Project Holder when the Project is Over Expended and OE is not authorized
3. Monthly e-mail to Departmental Budget Owners with a listing of over-expended projects related to their DeptID.
Over Expenditure Process
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Create New Request
Over Expenditure Process
New Over Expenditure Tab: OE Status – OE Date – OE Request Status – Authorization Amount – Authorization End Date
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Over Expenditure Process
Submit Confirmation!
After submission, print the Signature Form, obtain signatures and forward the completed originals with the required attachments to RSO.
RSO will not start processing until the authorized Signature Form including required attachments have been received.
Click OK to confirm. Click Cancel to return without submitting.
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Other Changes
• eTRAC
• Researcher Home Page
Other Changes
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Other Changes - eTRAC
New Project Search Criteria:
Faculty
Sponsor
Sponsor Program
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Other Changes – Researcher Home Page
New Project Search Criteria:Sponsor Sponsor Program
RES # is immediately assigned and visible when a new Request has been saved
Details Tab to include Sponsor, Sponsor Program, Award Reference #
Ability to search for Proposals that were not awarded
Proposal will always be visible during Award Processing
Flash Report Enhancements
Keywords can be assigned to Proposals and Projects
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Flash Report – Financial Overview
1. Option to generate as PDF file, including option to suppress printing of past due invoices.
2. Remove Milestone section
(transfer to Lifecycle)
3. Header Changes:Renamed to “Financial Overview”
New fields:
Sponsor NameSponsor Program Award Reference NumberAward PI Name
4. PDF version will include direct and indirect cost.
On-line version will only display direct cost
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We want to make the Researcher Home Page a key tool for Researchers and Departmental Administrators to efficiently manage the entire lifecycle of their Grants.
• Answer many Project and Proposal related Questions
• Initiate research related Requests
• Access Reports and other Attachments
Researcher Home Page
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Questions?