How to Categorize Projects Successfully

February 18, 2010

Jan Gerstenberger University of Minnesota Foundation

Keith Jansen Internal and External Sales

Kevin McKoskeySponsored Projects Administration

Historically determining the correct classification (FUND Bucket) a transaction should reside has been both frustrating and time consuming. In some cases resulting in the department needing to start the process over. In the meantime both our PI and sponsor become more frustrated with the process.

Members:Mark Bohnhorst, OGCArnie Frishman, OGCGreg Miller, External SalesDenise Seck, Controller’s OfficePamela Webb, SPAEd Wink, SPACarmela Kranz, MN Medical FoundationJan Gerstenberger, U of MN Foundation

Determine if additional “buckets” are needed beyond Gifts, Sponsored Projects, External Sales.

Assess whether existing problems are due to inadequate definitions/Education or business processes or are we “forcing” existing workload into classifications that don’t fit.

Review 20-25 examples to see if we have activity that is truly not a good fit.

If one or more other Buckets are needed, what would be in those Buckets, and why.

Understand what our peers are doing.

No additional Buckets needed.

Improve process between Foundations and University.

Create transaction definitions and exclusion tool to assist in classification of activity.

Create expedited process (“Classification Review Group”) for quick assignment of transaction to correct Bucket.

SPA will screen transactions for gifts, External Sales, and forward to Foundation or External Sales.

Foundation/External Sales will screen transactions for sponsored projects and send to SPA.

May be rare cases where transaction will need to be handled outside the normal process.

• Donor wants fund to be accepted as a gift, but terms dictate Sponsored Project.

• Both offices will review terms, determine best path for handling the transaction.

Transaction definition and exclusion tool (see handout)• List of excluded transactions• Definition and indicators for:

• Gift• Sponsored Project• External Sale• Glossary of terms

Grey Areas and Questions about Definitions

Create expedited Process for determining correct transaction Bucket.• Establish classification Review Group• Members from SPA, External Sales, Foundations• To obtain input from this group:

• Send copy of proposed statement of work• Budget and performance dates• Contact information for person most knowledgeable

about the transaction.• Any other information that you feel is relevant.

• Forward to classification @umn.edu• A decision or request for additional clarifying

information will be provided within 3 working days.

When determining if a transactionshould be a Gift, Sponsored Project orExternal Sale:

Review Transaction definition and exclusion tool.

If still unsure: Send information regarding transaction

to the classification group at: classification@umn.edu.

Gifts:

University of Minnesota Foundation:

Jan Gerstenberger (624-8374) jgersten@umn.edu

website: http://www.foundation.umn.edu/facultyandstaff/corp.html

Minnesota Medical Foundation:

Carmela Kranz (626-8481) kranz001@umn.edu

website: http://www.mmf.umn.edu

Grants/Contracts:

Sponsored Projects Administration:

Pamela Webb (624-1648) pwebb@umn.edu

Kevin McKoskey (624-5066) kevin@umn.edu

website: http://www.ospa.umn.edu

External Sales:

External Sales:

Keith Jansen (624-5540) extsales@umn.edu

Jeffrey Kurland (626-3969)

website: http://www.finsys.umn.edu/sales/saleshome.html

Questions?