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Grants 3.0 Faculty Review

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Meeting Objective. Review current design. Obtain faculty feedback. Consider suggestions for: Communication and Training Approach. Final adjustments to design (where ... – PowerPoint PPT presentation

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Title: Grants 3.0 Faculty Review


1
  • Grants 3.0 Faculty Review
  • January 21, 2014

2
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

3
Meeting Objective
  • Meeting Objective
  • Review current design
  • Obtain faculty feedback
  • Consider suggestions for
  • Communication and Training Approach
  • Final adjustments to design (where feasible)

4
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

5
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

6
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)

7
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)
8
Key Changes Forms Cabinet
9
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
10
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.

!
11
Current Grants 2.0 Status Inquiry
Amendment Processing No Inquiry available
12
Proposed Grants 3.0 Status Inquiry
Create New Request
13
Proposed Grants 3.0 - Lifecycle
Proposal / Award Processing
14
Proposed Grants 3.0 - Lifecycle
Project Activation / PI Notification
15
Lifecycle - Feedback
16
Examples
  • Examples
  • Amendment Requests such as End Date Extension
  • New Research Project Request Internal Award
  • Over Expenditure Authorization Request

17
Amendment Current Process
  • Change to Existing Research Project (End Date
    Extension)

18
Proposed Grants 3.0 - Amendment Processing
  • Initiate Amendment

19
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.
20
Proposed Grants 3.0 Amendment Inquiry
21
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

22
Request for New Research Project
23
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.
24
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
25
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

26
Request for New Research Project
27
Request for New Research Project
28
Over Expenditure Process
  • Example 3 Over Expenditure Authorization
    Enhancements
  • Automatic email notifications based on rules
  • Researcher Home Page Improvements
  • On-line OE Authorization Request

29
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.

30
Over Expenditure Process
New Over Expenditure Tab OE Status OE Date
OE Request Status Authorization Amount
Authorization End Date
31
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.


32
Other Changes
  • Other Changes
  • eTRAC
  • Researcher Home Page

33
Other Changes - eTRAC
New Project Search Criteria Faculty Sponsor S
ponsor Program
34
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
35
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

36
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

37
Questions?
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