Grants 3.0 Faculty Review
January 21, 2014
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
Agenda
2
Meeting Objective
• Review current design
• Obtain faculty feedback
• Consider suggestions for:
- Communication and Training Approach
- Final adjustments to design (where feasible)
Meeting Objective
3
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
Background
4
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
Project Objective
5
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)
Key Changes
6
New Project /
Award Set-up
(2,000
annually)
Current – Grants 2.0
Proposed Grants 3.0
Initiate Request:
on Forms Cabinet (PDF)
Initiate Request:
in Researcher Home Page
(On-line Request)
Status Inquiry:
Status Inquiry:
Complex and not intuitive – in Researcher Home Page
Detailed Task Listing
(Lifecycle Inquiry)
Amendments
and Subgrants
Initiate Request:
on Forms Cabinet (PDF)
Initiate Request:
in Researcher Home Page
(On-line Request)
(3,000+)
annually
Status Inquiry:
Not available
Status Inquiry:
in Researcher Home Page
(Lifecycle Inquiry)
Key Changes
7
These six PDF Forms will be replaced with on-line pages
accessible via the Researcher Home Page
Key Changes – Forms Cabinet
8
Initiate Requests related
to existing Projects:
•
•
•
Create New Request
Amendment
Sub-Grant
Over-Expenditure
Authorization
Initiate new Application/Proposal or new Project Requests
Proposed Grants 3.0 Initiate Request
9
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.
RSO actions after signed Forms are received
10
Amendment Processing – No Inquiry available
Proposal/Award Processing – Task Management Inquiry (50+ RSO Tasks)
Current Grants 2.0 Status Inquiry
11
Amendment Processing - Lifecycle
Proposal/Award Processing – Lifecycle
Create New Request
Proposed Grants 3.0 Status Inquiry
12
Proposal / Award Processing
Application/Proposal Approved for
Submission to Sponsor
Notice of Decision received by
RSO
or
Signed Project Request Form
received by RSO
Proposed Grants 3.0 - Lifecycle
13
Project Activation / PI Notification
Amendment Processing Details:
Pending Milestones:
Project Activated
/ PI Notified
Similar
to 300
Award
Processing
04/30/2014 NSERC
Form
signed
by PI Details
04/30/2015 NSERC Form 300 signed by PI
04/30/2016 NSERC Form 300 signed by PI
Proposed Grants 3.0 - Lifecycle
14
Lifecycle - Feedback
15
Examples
1. Amendment Requests – such as End Date Extension
2. New Research Project Request – Internal Award
3. Over Expenditure Authorization Request
Examples
16
Change to Existing Research Project (End Date Extension)
Amendment – Current Process
17
Initiate Amendment
Proposed Grants 3.0 - Amendment Processing
18
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.
Proposed Grants 3.0 - Amendment Processing
19
Proposed Grants 3.0 Amendment Inquiry
20
2. Request for New Research Project – Internal Award
1.
2.
3.
4.
5.
6.
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
Request for New Research Project
21
Create New Request
Request for New Research Project
22
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.
Request for New Research Project
23
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
Request for New Research Project
24
1. Award Processing Steps
2. System Set-up:
•
•
•
Award Terms and Milestones
Contract Details, Bill and Revenue Plans
Detailed Project Budgets, SpeedCode, Quality Assurance Review,
Advice Notice, Attachments etc.
3. PI Notification e-mail
Request for New Research Project
25
Request for New Research Project
26
Request for New Research Project
27
Example 3: Over Expenditure Authorization Enhancements
1. Automatic email notifications based on rules
2. Researcher Home Page Improvements
3. On-line OE Authorization Request
Over Expenditure Process
28
Automated e-mail Notifications
1. One-time email notifications to the Project Holder when the
threshold of 80% is exceeded
2. Monthly e-mail to the Project Holder when the Project is
Over Expended and OE is not authorized
3. Monthly e-mail to Departmental Budget Owners with a listing
of over-expended projects related to their DeptID.
Over Expenditure Process
29
New Over Expenditure Tab:
OE Status – OE Date – OE Request Status – Authorization Amount – Authorization End Date
Create New Request
Over Expenditure Process
30
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.
Over Expenditure Process
31
Other Changes
• eTRAC
• Researcher Home Page
Other Changes
32
New Project Search Criteria:
Faculty
Sponsor
Sponsor Program
Other Changes - eTRAC
33
New Project Search
Criteria:
Sponsor
Sponsor Program
Details Tab to include Sponsor, Sponsor Program, Award Reference #
Flash Report Enhancements
Keywords can be assigned to Proposals and Projects
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
Other Changes – Researcher Home Page
34
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 Changes:
Renamed to “Financial
Overview”
New fields:
Sponsor Name
Sponsor Program
Award Reference Number
Award PI Name
4.
PDF version will include
direct and indirect cost.
On-line version will only
display direct cost
Flash Report – Financial Overview
35
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
Researcher Home Page
36
Questions?
37