ORIS
Automating Subcontract F&A Costs
Recovery
Jason Myers – Business Systems Analyst
Office of Research Information Services (ORIS)

ORIS
• SAGE Suite Subcontract Module project - Automating Subcontract F&A
Cost Recovery - is the final stage of a Financial Management (FM) funding project initiated October 2004.
• Purpose of the FM project was to enhance the calculation and posting of indirect costs on grants and contracts using existing in-house systems.
Enhancements include:
– a) Automate charging indirect costs to all subcontract expenditures
– b) Add additional indirect costs bases to the existing list and processes
– c) Correct encumbrance liquidation processes
• Once SAGE Suite Subcontract Module project is complete, the FM project will be considered complete and closed
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ORIS
• Original SAGE Suite Subcontract Project Module project scope included enhancing the SPAERC/SERA and FAS systems to automate subcontract F&A costs recovery
• Scope changes were approved to include SPAERC/SERA technical improvements. The resulting project has been phased into two releases:
– Subcontracts Phase I: SPAERC and SERA refactored code, bug fixes and related enhancements.
– Subcontracts Phase II: Full release of subcontracts functionality as described in the original scope.
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ORIS
Subcontracts Phase I – System Changes
System Changes
• Re-work (refactor) of the system’s code to improve system maintainability and set the stage for Subcontracts Phase II
• Implementation of 10 enhancements and 15 bug fixes
– Enhancements and bug fixes will provide benefits to campus, OSP, and
GCA prior to the full subcontract release.
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ORIS
Subcontracts Phase I – OSP and GCA Benefits
Benefits to OSP and GCA
• Improved transparency of data with the addition of a Subcontracts Review page that is viewable by OSP and GCA staff
• Enhancements to PDF view of eGC1 to ease navigation of eGC1 data
• Tighter coupling of SPAERC Funding Actions and Subcontracts ; improving transparency of prime and sub award data between OSP and GCA teams
• System flag to indicate ARRA funded subcontracts to improve data and reporting
• Enhanced search enables ability to identify SPAERC subcontracts by sponsor
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ORIS
Subcontracts Phase I – Campus Benefits
Benefits to Campus Users
• FA/PAC
– Created ability to change or update email recipients of the funding action
(FA) and post award change (PAC) notifications. This can be useful when
GCA knows of a change in email address or administrative contacts; the email recipients can be adjusted appropriately
• eGC1
– Added bookmarks to all sections of the PDF so you can navigate more easily between different parts of the eGC1. This is particularly beneficial when you use screen reading software.
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ORIS
Subcontracts Phase II – System Features
Improve subcontract budget accounting by automating subcontract F&A cost recovery
• Automated calculation of F&A Subcontract expenditures in FAS
• Ensure subcontract PO Requisition Number and Budget Number entered in SPAERC match the numbers entered in the Purchasing and
Accounts Payable System (PAS) through systematic validation
• Enable recording and tracking of subcontract F&A data in SPAERC
• Synchronize subcontract F&A data stored in SPAERC with data in
Financial Accounting System (FAS) on a daily basis
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ORIS
Subcontracts Phase II – OSP and GCA Benefits
Benefits to OSP and GCA
• Automation of subcontract F&A expenditures will remove the currently inefficient and timely manual process; resulting in a time and money savings for GCA
• Ability to enter F&A data and add subcontract documentation will improve transparency of information between OSP and GCA
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ORIS
Subcontracts Phase II – Campus Benefits
Benefits to Campus Users
• Automation of subcontract F&A expenditures will ensure that you have access to timely and accurate subcontract F&A expenditure data
• Sets the stage for a SAGE view for Funding Actions, Post Award
Changes and Subcontracts
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ORIS
Patti McClure – Educational Outreach Specialist
Office of Research Information Services

ORIS
• Currently assessing Training Requirements for OSP and
GCA
• Undergoing User Acceptance Testing to determine training requirements
• Update on any campus training will be provided at
August MRAM

ORIS
Learn to use new budget features
• Two Drop-in Budget Sessions on June 17 th
• Location: Tower Learning Lab 154
– First Session: 2:00-3:30 p.m.
– Second Session: 3:30–5:00 p.m.
Register at www.sage.washington.edu
Watch for new video tutorials on the ORIS Learning Page!
Now featuring: Navigating access to the Approval Graph.
Contact us: orislearn@uw.edu