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FastFactsFeature Presentation

February 19, 2009

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-468-2134 Participant code: 182500

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Today’s Topic

We’ll be taking a look at…Using the award change form to request Pre-Award accounts

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Today’s Presenter

Anthony TosheffSupervisor, Sponsored Projects Shared Services in the Controller’s Office

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Session Segments

PresentationAnthony will provide an overview of how to create a pre-award request using the Award Change Form.During Anthony’s presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Anthony will answer as many of your questions as time allows.

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Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.eduYou can also send us an instant message!

GoogleTalk – HopkinsFastFacts@gmail.comAOL Instant Messenger – HopkinsFastFactsMSN – FastFacts@jhu.edu

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Survey

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

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Issuing Requests for Pre-Award Accounts

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Agenda

Today we’ll be taking a look at…OverviewAccessing the formRequire dataWorkflow process

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What is a Pre-Award Account?

Establishes a sponsored cost object in SAP before the research agreement is fully executed.

Useful tool to avoid delays when an award is forthcoming.

All pre-award expenses are incurred at the department’s risk.

Some federal agencies allow universities to incur pre-award costs 90 days prior to an award without prior written approval.

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Accessing the Form

Go to the Controller’s Office website.Click on the dropdown menu under “Departments” and select Sponsored Projects Shared Services.

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Accessing the Form

From Sponsored Projects Shared Services, click on “Forms.”Select “Pre-Award Requests” from the list.

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Accessing the Form

After you authenticate through JHED, you will be taken to the RPA Application Menu.Select “Webforms” to proceed.

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Accessing the Form

From the Webforms menu, select “Request a Pre-award Account”.

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Completing the Form

Locate your proposal from the Search Page.Entering the COEUS number is most helpful.

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Select the Project

Verify you are selecting the correct proposal.Click the “Select” button.

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Complete the Required Fields

Complete the required fields.Click “Pre-Award”.

   

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Additional Data

Complete the additional fields, including F&A related information.

   

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Validate and SaveEnter comments as necessary.

   

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Final ReviewSelect “Accept” to submit your request.

   

You will receive this message upon submission:

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WorkflowSome departments have a secondary approval within the department.

To request changes to the department approval process, contact Research Projects Administration at rpasupport@jhu.edu.

The request is then workflowed to the Office of Research Administration.

Once approved, the request will be workflowed to the Divisional Business Office.

Upon DBO approval, the request will be workflowed to Sponsored Projects Shared Services (SPSS).

SPSS will establish a grant in SAP in “Pre-Award Status” and notify the original requestor.

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Resources

For questions about the workflow process within your department, send an email to rpasupport@jhu.edu.

Contact your accountant in Sponsored Projects Shared Services with any questions.

The Pre-Award Request form available online: http://ssc.jhu.edu/sponsoredprojects/forms.html.

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Conclusion

Today we covered…OverviewAccessing the formRequire dataWorkflow process

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Q&A

We’re going to open the phone lines now!There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were emailed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

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Thank You!

Thank you for participating!We would love to hear from you.

Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: fastfacts@jhu.edu

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Survey

Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/

Thanks again!