Grants 3.0 Faculty Review

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• Grants 3.0 Faculty Review
• January 21, 2014

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Agenda

• 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

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Meeting Objective

• Meeting Objective
• Review current design
• Obtain faculty feedback
• Consider suggestions for
• Communication and Training Approach
• Final adjustments to design (where feasible)

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Background

• 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

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Project Objective

• 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

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Key Changes

• 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)

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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
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Proposed Grants 3.0 Initiate Request

• Initiate Requests related to existing Projects
• Amendment
• Sub-Grant
• Over-Expenditure Authorization

Initiate new Application/Proposal or new Project
Requests
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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
Amendment Processing No Inquiry available
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Proposed Grants 3.0 Status Inquiry
Create New Request
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Proposed Grants 3.0 - Lifecycle
Proposal / Award Processing
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Proposed Grants 3.0 - Lifecycle
Project Activation / PI Notification
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Lifecycle - Feedback
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Examples

• Examples
• Amendment Requests such as End Date Extension
• New Research Project Request Internal Award
• Over Expenditure Authorization Request

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Amendment Current Process

• Change to Existing Research Project (End Date
  Extension)

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Proposed Grants 3.0 - Amendment Processing

• Initiate Amendment

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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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Request for New Research Project

• 2. Request for New Research Project Internal
  Award
• Create and Submit Request for New Research
  Project
• Print Request for New Research Project Signature
  Page
• Forward signed package to RSO
• RSO receives package
• RSO Review and Approval, Award Processing and
  Set-up
• PI Notification e-mail

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Request for New Research Project
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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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Request for New Research Project

• Print Request for New Research Project Signature
  Page
• Forward signed package to RSO

• RSO receives package

RSO Review and Approval, Award Processing and
Set-up
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Request for New Research Project

• Award Processing Steps
• System Set-up
• Award Terms and Milestones
• Contract Details, Bill and Revenue Plans
• Detailed Project Budgets, SpeedCode, Quality
  Assurance Review,Advice Notice, Attachments etc.
• 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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Over Expenditure Process

• Example 3 Over Expenditure Authorization
  Enhancements
• Automatic email notifications based on rules
• Researcher Home Page Improvements
• On-line OE Authorization Request

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Over Expenditure Process

• Automated e-mail Notifications
• One-time email notifications to the Project
  Holder when the threshold of 80 is exceeded
• Monthly e-mail to the Project Holder when the
  Project is Over Expended and OE is not
  authorized
• Monthly e-mail to Departmental Budget Owners with
  a listing of over-expended projects related to
  their DeptID.

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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

• Other Changes
• eTRAC
• Researcher Home Page

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Other Changes - eTRAC
New Project Search Criteria Faculty Sponsor S
ponsor Program
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Other Changes Researcher Home Page
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
RES is immediately assigned and visible when a
new Request has been saved
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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 ChangesRenamed to Financial
   OverviewNew fieldsSponsor 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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Researcher Home Page

• 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

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Questions?