Session #27167

1. Florida State University Approved! Grants Proposal Workflow In Theory And Practice Session #27167

2. Florida State University Current Enrollment 40,255

3. FSU and Oracle PeopleSoft • Financials 8.4 Implementation July 2004 • Upgrade to 8.9 November 2006 • MP5 applied April 2007 • Upgrade to 9.0 April 2009 • Modules include: - GL with Commitment Control - Projects/Grants/Contracts - Accounts Receivable/Billing - Travel & Expense (w/workflow) - Purchasing/ePro (w/workflow) - Accounts Payable - Asset Management - Inventory/Cost Management

4. Proposal Volume • 2007 – 1,583 Proposals • 2008 – 1,590 Proposals • 2009 – 1,496 Proposals

5. Overview • Oracle Presentation • Approval Routing • Lessons Learned

6. Gap • Management did not want users to choose the approval path for their proposal. • Approval routing should be selected from elements in the proposal.

7. Levels Of Approval Level 1 • PI • Co-PI • Sponsored Project Manager • Department Representative • Compliance • Facility Use • Pre-Award Administrators This can help to divide up sections of a longer or more complex presentation Level 2 • Department Chair Associated with: • PI /Co-PI Job Funding • Project Department • Department Credit

8. Levels Of Approval Level 3 • School/College Dean Associated with: • PI /Co-PI Job Funding • Project Department • Department Credit This can help to divide up sections of a longer or more complex presentation This can help to divide up sections of a longer or more complex presentation Level 4 • Pre-Award Administrator • Ad Hoc Approvers

9. Level 1 • PI • Co-PI • Sponsored Project Manager • Department Representative • Compliance • Facility Use • Pre-Award Administrators

10. Level 1 Approvers • PI and Co-PI from Proposal Resources

11. Level 1 Reviewers • Sponsored Project Manager and Department Representative from Proposal Resources

12. Level 1 Reviewers - Compliance • Compliance Review from Proposal Certifications

13. Certification Code Mapping • Institutional Contacts – Official Type

14. Level 3 • School/College Dean Associated with: • PI /Co-PI Job Funding • Project Department • Department Credit Level 2 • Department Chair Associated with: • PI /Co-PI Job Funding • Project Department • Department Credit

15. Workflow Tree Level 3 College/School Dean Level 2 Department Chair

16. Approver Lookup • Process run to populate custom workflow table from tree

17. Alternate Approvers • Alternate Approvers for Proposal Workflow

18. Level 2 Approvers – Department Chair • PI/Co-PI Job Funding • Professionals > Job Data

19. Level 2 Approvers – Department Chair • Project Department

20. Level 2 Approvers – Department Chair • Department Credit

21. Processing

22. Processing • Component added to Proposal

23. Processing • All approvers added to Proposal Resources

24. Processing – Level 1 • Level 1 Approvers/Reviewers added to Component Approval History Compliance Reviewers Pre-Award Admins Co-PI Dept Rep PI SPM

25. Processing - Level 2 • Level 2 Approvers/Reviewers added to Component Approval History Department Credit Chair PI funding Chair Co-PI funding Chair Project Department Chair

26. Level 4 Approvers • Institutional Contacts – Official Type

27. Ad-Hoc Approval • Ability to add additional approvers at level 4

28. Lessons Learned • Mandatory use • Popular with Sponsored Project Managers • Not popular with Chairs and Deans • Workflow tree

29. Future Steps • Identify barriers to use • Chairs and Deans

30. Questions?

31. This presentation and all Alliance 2010 presentations are available for download from the Conference Site Presentations from previous meetings are also available