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Module 4 Project Management

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Title: Post Award Project Management Author: saxonb Last modified by: kimmg Created Date: 5/2/2001 1:52:40 PM Document presentation format: On-screen Show (4:3) – PowerPoint PPT presentation

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Title: Module 4 Project Management


1
Module 4 Project Management
Sponsored Programs at Penn

2
Project Management Agenda
  • Communication
  • Establishing the Project Environment
  • ARRA (Stimulus) Funding Principles
  • Managing Monthly
  • Monitor Expenditures
  • Cash Management

3
Communication
  • Report monthly to PI
  • Establish payroll distribution
  • Establish level of effort anticipated for each
    individual on project
  • Restrictions on spending
  • Cost Sharing
  • Monitor Subcontracts Confirm amounts work
    done
  • SPP 2131, 2135 Sub-recipient Monitoring
    policies
  • Communicate regularly with ORS
  • Extensions / Continuations and other project
    changes
  • Financial reports, delinquent sponsor payment
  • Inform Sponsor via ORS of any Programmatic
    changes
  • Assesses allowability of costs

4
Support the Project
  • Work with PI on on-going basis
  • Ensure that interim reports proposals are
    submitted on time
  • Disclose Inventions and Patents
  • Prepare for Progress Reports and Non-Competing
    Continuations

5
Establishing the Project Environment Payroll
Set-up
  • Identify who belongs on distribution
  • Identify amount of funding and effort
  • Distribution Stop Date s/b set to the Account End
    Date
  • Salary Encumbrances are calculated through the
    Current Budget End Date or Distribution Stop Date
    (whichever is earlier)

6
ARRA Funding Principles
  • ORS is required to report ARRA years SEPARATE
    from that of the non-ARRA funded years
  • Quarterly Reports are due within 10 days of the
    close of each quarter
  • Separate SF269 reports will be due 90 days after
    account end date
  • Carryover is NOT ALLOWED between ARRA and
    Non-ARRA funded years
  • One-Time Funding Unless otherwise specified,
    ARRA funding to existent or new awardees should
    be considered one-time funding
  • One time no cost extension may be requested
  • Close monitoring of spending rates and
    re-budgeting is required
  • No cost transfers or comingling of ARRA and
    non-ARRA funds

7
Procurement
  • Ben Buys Commodity Matrix
  • Methods of Purchasing
  • When should C-1, C-1A, C368, Purchase Order, or
    P-Card be used
  • Competitive Bids
  • Required on aggregate purchases gt 5,000 unless
    purchase is with a University Contract Supplier
    or with a supplier participating in the Penn
    Marketplace.

8
Issues Surrounding Specific Expense Categories
9
Equipment
  • Definition tangible, nonexpendable, personal
    property having a useful life of more than one
    year and an acquisition cost of 5,000 or more
    per unit
  • Must be necessary for project purposes
  • During the award period
  • Is not reasonably available for use elsewhere in
    the University
  • Award notice does not constrain equipment
    purchases
  • Must obtain necessary bids, unless sole source
    justification
  • Document whether Equipment is
  • Government owned
  • Government furnished
  • Disposition after the project has ended
  • Know sponsor regulations

10
Foreign Travel
  • Travel must be included in proposal or otherwise
    be allowed by sponsor
  • Justify and document changes (approval, if
    applicable) if not in proposal
  • Department must maintain documentation in the
    file that supports the trips purpose
  • Foreign air travel paid with federal funds must
    be on US-flag air carriers
  • Limited exceptions

11
Foreign Travel (cont)
  • Exceptions, which must be documented, generally
    include
  • US-flag air carrier does not go to destination
  • Total trip time extended more than 24 hours
  • Lay-over extended more than 6 hours
  • Foreign carrier eliminates 2 or more changes
  • On short trips US-flag air carrier would double
    travel time
  • Exceptions can be found at GSA Travel Regulations
    (41CFR301-10.135-143)
  • www.access.gpo.gov/nara/cfr/cfr-retrieve.htmlpage
    1

12
Consultants
  • Evaluate Consultant, Employee or Subcontractor?
  • Use C-12 Independent Contractor Determination
    Certification
  • http//www.finance.upenn.edu/comptroller/tax/contr
    actor_certif.shtml
  • Consulting agreement needs to be completed and
    forwarded to ORS for approval signature
  • Document role of consultant
  • Needs to be working towards goals of project to
    which he/she is charged
  • Review sponsor guidelines for consultants
  • Ensure approvals are obtained, if applicable
  • Consultant rates may be limited for some sponsors

13
Purchases
  • PI approval process for purchases
  • Assess allowability, allocability and
    reasonableness
  • Verify budget and availability of funds
  • Procure bids
  • Buy American on federal awards when possible
  • Dont buy capital equipment at end of project

14
Service Centers
  • Definition
  • A department or functional unit within a
    department, which performs specific service for a
    fee
  • Examples Cell Sorting facilities, Resonance
    Imaging facilities, and Animal Care facilities
  • ORS responsible for review approval of rates
  • Services provided charged based actual use of
    services
  • Charges for services allocated monthly
  • -Financial Policy 2115 University Service
    Centers
  • Make sure Service Centers use correct fund
    account
  • PI BA should review Service Center charges
    regularly
  • The BA may not know what services were provided,
    or if the amount charged is appropriate

15
Manage Monthly
  • Plan expenditures in advance
  • This will make the project easier to manage
    throughout life of project
  • Run and analyze appropriate reports
  • Financial Policy 1402.5 Monthly
    Closings/Reporting
  • Send detailed reports to PI
  • Remove unallowable and wayward charges
  • Compare expenditures to projections
  • Manage changes through full system
  • Changes in award value affect payroll
  • Changes in subcontracts or equipment affect FA
    charges

16
Manage Project Changes Proactively
  • Use proposal as home base
  • Anticipate necessary changes
  • Contact ORS for approval
  • Get sponsor approval through ORS
  • Change of scope or effort
  • Plan ahead for extensions

17
Monitor Expenditure Rates
  • Sponsors question unusual expenditure rates
  • Have we changed scope of work?
  • Are we still breathing?
  • Communicate with Sponsor (cc ORS)

18
Cost Transfers
  • The transfer of costs to sponsored projects where
    the costs initially had been incorrectly charged
    to another account. Any cost transfers that occur
    need to be properly justified and documented.
  • University Financial Policy Number 2113 Cost
    Transfers and Payroll Reallocations states "Cost
    transfers must be prepared and submitted within
    90 days from month end in which the transaction
    appears on the fund." Failure to adhere to this
    policy may result in the University disallowing
    the transfer which would result in a write-off to
    the administering department.

19
Cost Transfers
  • Must be an allocable, allowable and justified
    charge to the particular award
  • Department must maintain documented justification
    for transfer
  • Must be made within time constraints

20
Cost Transfer Principles
  • Cost transfers are for correcting legitimate
    ERRORS
  • Cost transfers should NOT be used as a means of
    managing cash flow
  • Project funds are NOT interchangeable
  • Integrity of each grant account must be
    maintained
  • Allowability of costs must be maintained

21
Cost Transfers
  • Documentation
  • Supported by full explanation and justification,
    as well as a certification of the propriety of
    the transfer
  • Explanations such as to correct error or to
    transfer to correct project are not sufficient
  • Approval can be documented by
  • PI signature
  • Printed e-mail messages from PI

22
Cost Transfer Red Flags
  • Transfers made in excess of 90 days after the
    original charge
  • Transfers without a full explanation
  • High volume of transfers
  • Timing and route of transfers
  • Late transfers to funds with unexpended funds
  • Transfers from funds with overdrafts to other 5
    fund(s)
  • Transfers between funds with scientific overlap

23
Advance Accounts for Continuation Awards
  • Recommended for non-competing renewals requiring
    new fund s for each period
  • Department requesting the advance account bears
    the risk of having to fund any costs incurred if
    the funding never materializes
  • Med School sets up advances for 12mth period
  • All other Schools set up Advances for 3 month
    period

24
Monitoring Accounts Receivable
  • For Letter of Credit awards, check revenue cash
    received. There should be no cash on hand.
  • On Letter of Credit, confirm that PBIL is correct
  • Contact ORS to address payment problems with
    sponsors
  • Departments should review AR and contact ORS
    regarding aged receivables of concern
  • For awards on payment schedule, contact Bob
    Speakman
  • For all other awards, contact Gokila
    Venkateswaran
  • For Med School awards, ORSS representative is Deb
    Naso

25
Checks, Payments and Project Budget Increases
  • Hand carry check to ORS immediately, with project
    identification
  • Do not deposit check
  • Should AIS be increased because of check?

26
Run and Review Reports
  • BEN Reports
  • 102.ORG Summary CNAC-ORG-FUND level
  • 115.ORG Fund Summary
  • 133.ORG Due to Close
  • 134.ORG Summary of Final Expenditure Report
  • Data Warehouse
  • Fund Summary
  • Org Summary
  • Corporate Documents
  • Payroll
  • Correct Errors

27
Reporting Tools
There are so many reports Im not sure where to
look first.
Ben Reports
BEN FINANCIALS
PennERS
Business Objects
GRAMS
SALMGMT
PennERA
28
GRAM The online PI view
  • GRAM / BEN Reports
  • Reports used primarily by Principal Investigators
  • Reports represent a Current Budget Period
    perspective
  • Not easy to determine PJTD Numbers or amount to
    close out at (other than Budget Available)
  • Critical for Operating Budget to be posted to the
    Budget Period Start

29
  • Actual Spent represents Current Budget Period
    Only
  • Further Detail can be clicked on, but none is
    available for Prior Budget Periods

30
Management of All Grants in ORG
BUSINESS OBJECTS ORG Summary.rep by Fund, PI, Acct End, receivables, overdrafts, funds freezing, late/due FSRs, Analysis of expired funds, Illegal object code charges, possible FA direct charged to Fed grants, payroll compared to budget. Grantmonitor.rep PBIL/PBUD/Budget, NCC Due, Awards Due, Revenue Check, Overdrafts (active and expired), Federal Cash, CT Cash, Residual Balances, Receivables Subbudgets.rep our charges to others Otherorgschgs.rep ORGpersonnel.rep all current distributions Paylate.rep funds with pay after termination Award Analysis- Award Date.rep PT-Proposals.rep JE inquiry (by batch between dates).rep FY Grant ORG Expense Analysis.rep Effort Report Home Dept ORG.rep Object code by fund posted org.rep Object code by fund detail AIS (full search).rep BEN FINANCIALS 132.ORG List of Terminated GC Funds 133.ORG List of GC Funds Due to Close 138.ORG Frozen Fund List 201.SCH PJTD Rev/Exp for GC/URF 202.SCH YTD Rev/Exp Totals for Funds 211.SCH PJTD Rev/Exp Outline for GC/URF 212.SCH YTD Rev/Exp Outline for GC/URF 301.BUD Budgetable Amount - Grants/Contracts 306.BUD Negative BBA ORG/FUND/CREF PJTD
31
Fund Level Management
BUSINESS OBJECTS fundsummary.rep summary by ORG/CNAC SNAP/NCC estimated unobligated balance Fundsummaries for RESP ORG.rep Fund Detail.rep monthly matrix all expense monthly matrix personnel paid Effort Report Fund.rep GRANT REPORTS.rep PI friendly monthly payroll and expense detail GRANT REPORTS PI.rep GRANT REORTS Resp Org.rep BEN FINANCIALS 102.ORG Summary GC by CNAC/ORG/FUND 103.ORG Summary GC by CNAC/ORG/FUND/CREF 115.ORG Grant Fund Summary Report 130.ORG PI Report by CNAC/ORG/FUND 134.ORG Summary of Final Expenditure Report (available for grants in adjustment period) 137.ORG Grant/Contract Budget Period Summary
32
Expense Detail
BUSINESS OBJECTS Fund Detail.rep Payroll by Obj, by Person,Exp Detail by Object, Org, Acct Period, P.O./User Fund Detail PI.rep monthly matrix of personnel paid on PI grants Payroll.rep (any fund any period of time) variations include All grants of PI All grants of Resp Org Personnel.rep (any person, any period) Personnel-one (any persons current distrib) Detail.rep variations include All grants of PI All grants of Resp ORG subcontracts object special budget operating budget cash deposits Encumbrances(Fund).rep Waywards.rep BEN FINANCIALS 150.ORG Detail by CNAC/ORG/FUND 151.ORG Detail by CNAC/ORG/FUND/CREF 152.ORG Detail by CNAC/ORG/CREF 153.ORG Detail by CNAC/ORG/FUND/PROG 155.ORG Detail Extract 156.ORG Detail by CNAC/ORG/FUND/PROG/CREF 160.ORG Account Analysis with payables detail 163.ORG Open Encumbrances Report 301.BUD Budgetable Amount - Grants/Contracts 304.BUD Negative BBA ORG/FUND YTD 305.BUD Negative BBA ORG/FUND/CREF YTD 306.BUD Negative BBA ORG/FUND/CREF PJTD 315.BUD Posted Budget Journal with Exceptions 507.GA Posted Journal Activity Report 508.GA Unposted Journal Activity Report 510.GA Detail Transaction by OBJECT by ORG
33
Your assignment
  • Full documentation of the Business Objects
    Queries is available at
  • http//www.upenn.edu/computing/da/dw/financial_que
    ries.html
  • Select Grants Management
  • While we will discuss and give samples of some of
    the more popular reports today, it is essential
    that you GO BACK TO YOUR OFFICE AND PLAY WITH THE
    REPORTS!!! Decide what tools/reports work best
    for you and your investigators.

34
ORG Summary.rep
35
ORG Summary - Analysis of Expired Funds
Why isnt my fund disabled?
36
ORG Summary possible FA
37
Fundsummary.rep- Estimating the Unobligated
Balance
Make sure the formula toolbar is visible and
checked under View Toolbar.
38
Grant Reports.rep
39
Grant Reports.rep
40
Identifying Waywards 115.ORG
The 115 shows a possible wayward charge from ORG
4227 Cardiology. To obtain the detail of the
charge a 15X.ORG report can be run entering the
ORG making the charge in the Accounting Period
the charge was made.
41
Otherorgschgs.rep Waywards.rep
42
Effort Report - Fund
43
Effort Report - Fund
44
In Summary
  • Award must be reviewed on a regular basis
  • Communication is vital to the proper
    administration of the award
  • When you are not sure, investigate and ask
  • If an award is properly managed, the closeout
    process is very simple

45
  • Questions???
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