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Moving Towards a “Clean Close” Environment

June 17,2015 ORS Quarterly Meeting

RACI

Michelle Rigsbee & Valerie Abbott Campus Closeout Implementation Team

Agenda

• The Time is Now• Facilitating the Move to “Clean Close”• You are NOT Alone• Tech Tools & Enhanced Reporting• Closeout Tasklist v3.1.1 Functionality• Reminders and Resources• Post Award Contacts

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The Time for “Clean Close” is Now

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How to Achieve Clean Close• Ensure all project related (allowable, allocable and

reasonable) expenses are posted to the project WBSE before submitting required closeout documentation.

• Timely submission of closeout documents.

Facilitating the Move to “Clean Close”

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Department Actions• Outline your current procedure & identify what adjustments

may need to be made to ease the transition.• Confirm staff is familiar with recently implemented policies and

procedures and has an understanding of the new tools available. If needed, register for training.

• Explore the new tools and reports available to see how they can be incorporated into your new procedures.

• Meet with your implementation team for personalized training, implementation assistance, best practices and to address your concerns that could hinder your achievement of a clean close.

Implementation Team Support

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Implementation Team Initial Meeting• Get your department prepared for “Clean Close”• Provide training & implementation assistance tailored for your department• Distribution of the newest closeout tasklist with master data• Introduction to materials and resources available to assist grant managers• Review of enhanced reports to make closeout more efficient• Assistance with identifying and overcoming barriers

• Resolution of existing backlogs• Steps to become proactive with closeout

Support After the Rollout• Source for questions on: Tasklist, ZF114, reporting , etc.• General support during the closeout of your projects

Enhanced IT Tools and ReportsProjects Approaching End Date Report (Use in place of ZF110 )

• Identifies projects ending in the 3 months following the period entered• Identifies OSP Due Date and Sponsor Final Due Date• Drilldown to Project Obligations Report• Execute Monthly

Project Obligations Report• Identifies existing & future dated cost distributions• Identifies outstanding purchase orders• Execute:• Initial tasklist creation• Day 0• At time of Tasklist submission

WBSE Warning Messages• Triggered when funding source has ended

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Key Features of the Closeout Tasklist

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Designed with the user in mind• Action Plan to assist with the Closeout Process

• Designed to begin process 90 days PRIOR to End Date• Auto-populates data fields from Master Data• Summary Page & Tasklist Status Bar provide status at a

glance• Electronic Signature Option for Grant Manager and

Optional Approvers

Built in functionality• Automatic collapse for N/A sections• Capture multiple WBSE in a single workbook

• with parent/child relationship and same BFR & PI• Separate Tab for creation of PI Attestation

Reminders

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• Tasklist mandatory July 1, 2015• Be proactive using the enhanced reports to stay ahead of the deadlines• Start closeouts early to save you time and frustration• External Subrecipient PI Attestation can be submitted in advance to help

facilitate timely payment of the final subrecipient invoice• Before your submit your closeouts

– Verify ALL appropriate Tasklist sections are 100% completed– ZF114s completed with transaction amounts, identified as allowable or

unallowable, and date incurred assigned for EACH line – Optional Approver e-Signatures on Tasklist is copied on the submission– PI Attestations should be signed and dated (currently e-signature is not an

option) • Send Closeouts to closeoutdocs@duke.edu (Please do not copy OSP or

specific OSP or IT individuals)• Tuition Remission monthly posting begins in September 2015

Resources

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• Closeout Team Resources: http://finance.duke.edu/raci/closeout/resources.php

• Closeout GAP: https://finance.duke.edu/accounting/gap/m200-180.php

• Projects Approaching End Date Report: Step-by-Step https://finance.duke.edu/resources/training/stepbystep/grants/15.pdf

• Project Obligations Report: Step-by-Step https://finance.duke.edu/resources/training/stepbystep/grants/16.pdf

• Upcoming Tasklist training: – 6/18 (Bryan Research Bldg, 3:00-4:30) – 7/1 (Erwin Square, 8:30-10:00)

Post-Award Contacts

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Closeout Implementation Team (C-IT)•Assist with the transition and training of new “clean close” tools and resources•Review all applicable types of sponsored project closeout documents•closeoutdocs@duke.edu

Office of Sponsored Programs (OSP) •General post-award questions •sponsoredprograms@duke.edu

•Subaward invoices submitted to this group, and questions regarding the status of invoice payment. Also contact them with questions regarding audit reviews for subrecipients.•ospsubcontractmgmt@duke.edu

•Effort related questions (technical or programmatic) related to the ECRT system. Also use for questions about how to cost share salary or understand the payroll cost sharing entries on your sponsored projects.•ecrt-support@duke.edu

Treasury Billing Services (TBS)•Award Setup group answers questions regarding the creation of new WBSEs or updates to WBSE master data•tbsawardsetup@duke.edu

•Invoicing/Distribution group addresses questions regarding routine expedited invoicing or the submission of any invoice or report•tbsbilling@duke.edu

Accounts Receivable•Primary contact for questions regarding outstanding revenue/collections•accountsreceivable@duke.edu

Questions?

Michelle Rigsbee & Valerie Abbott, Campus Implementation TeamEmail: campus-implementation@duke.edu

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