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Life of an Awarded Sponsored Project

Life of an Awarded Sponsored Project. Business Processes and Expectations RAC January 10, 2008. Life of a Sponsored Project. ORD. Restricted Funds. Department / School. Communication Business Process Responsibilities Appropriate Expectations. Life of a Sponsored Project. ORD.

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Life of an Awarded Sponsored Project

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  1. Life of an Awarded Sponsored Project Business Processes and Expectations RAC January 10, 2008

  2. Life of a Sponsored Project ORD Restricted Funds Department / School Communication Business Process Responsibilities Appropriate Expectations

  3. Life of a Sponsored Project ORD Restricted Funds eUMB Peoplesoft eUMB Peoplesoft Department / School

  4. Life of a Sponsored Project Areas for Today’s Discussion • Award Set-up • Temporary accounts • Invoicing • Standard • Deliverable • Financial Status Reports

  5. Life of a Sponsored Project –Award Set-up Notice of New Award Sent to UMB ORD Process/Responsibilities • PDF of award document is emailed to Dept. and ORD contract officer is assigned. • ORD Review… • Verify award agrees with proposal budget - if greater then 10% change, contact dept. for new budget. • IRB approval (ORD look in BRAAN themselves)..if not there, contact dept. • Cost sharing form (over the cap, not required) need for other cost sharing • Award Transaction form (ATF) sent to Dept. for verification (3rd req. send forward to Restricted funds) • Send ATF to RF as normal business flow • Sub-contracts ( > 400 a year) Does not hold up the assignment of the award. Sub-recipient form – get signed. Award Transaction Form is sent to Restricted Funds

  6. Life of a Sponsored Project Notice of New Award Sent to UMB Expectations / Goals • Goal is for ORD to send the ATF to Restricted funds within 10 business days (2 weeks) of sponsor notice. • Dennis’s goal is 5 business days. • Except for the weeks leading up to the following dates… • July 1st, October 5th, November 5th, Feb 5th and March 5th Award Transaction Form is sent to Restricted Funds Delay periods are the same for temp accounts

  7. Life of a Sponsored Project Notice of New Award Sent to UMB • “Temporary” Account Set-up • Request for Pre-award Spending in Absence of Executed Award Document • Follow the form instructions – don’t send it to ORD if it is incomplete (IRB, budget & scope of work) • SEND THE REQUEST 60 DAYS AHEAD OF START DATE (if possible) Award Transaction Form is sent to Restricted Funds

  8. Life of a Sponsored Project Notice of New Award Sent to UMB Department Responsibilities • Turnaround request for additional information from ORD timely. (Is it reasonable to do any work BEFORE official notification???) • Closely review the ATF…don’t assume that it is correct. • Correct PCBU and Dept. code (not roll-up)? • Dates correct? • Deliverable / standard (Don’t get this wrong) • Look for data entry errors • No news in not good news…follow-up, follow-up and follow-up. • Keep your documentation • Competency Award Transaction Form is sent to Restricted Funds

  9. Life of a Sponsored Project Notice of New Award Sent to UMB Some things to consider when dealing with our ORD colleagues….. • Dennis is a great addition and is helpful • Has a central tracking report for ALL ATFs in process, by age of notice. • ORD staff have been subject to recent reorganization and lots of new training • ORD staff is learning/implementing the Coeus system on top of other duties • Since it is harder to get funding, there are more submissions to process Award Transaction Form is sent to Restricted Funds

  10. Life of a Sponsored Project Notice of New Award Sent to UMB Some things to consider when dealing with Department/School administrators…. • 90 day cost transfer policy makes us even more anxious about Project IDs • Transition to eUMB financials/Raven was not easy for us either • Faculty PIs yell at us over “situations” we can’t control • Money is tight Award Transaction Form is sent to Restricted Funds

  11. Life of a Sponsored Project ATF & Award info. Recd via e-mail in Restricted Funds (RF) • Restricted Funds Process and Responsibilities • One person who has the main responsibility to establish the Project ID. • Normal set-up (if all information is complete and accurate) is ½ to 1 hour. • Need to review ATF against award docs. • PCBU and Dept. code (no roll-up) • Standard or deliverable (global/fixed fee) • IDC rate correct? • Does budget foot? Does it agree to ATF? • If above is wrong, the ATF is sent back to ORD and Dept. to agree and fix the ATF. • eUMB Financials require several screens of information for set-up…somewhat cumbersome. New Project ID is active

  12. Life of a Sponsored Project ATF & Award info. Recd via e-mail in Restricted Funds (RF) • Restricted Funds Process and Responsibilities (Cont.) • E-mail notification from RF to Dept. or School that new project ID has been set-up. • Are these now going to the right people?? • For project IDs that have a budget, you should be able to find it in Raven in two days. • If Deliverable…you can’t find in Raven, but you can put an EFP through. • Temp. accounts get set-up without a budget…can’t see in Raven until expenditures hit. New Project ID is active

  13. Life of a Sponsored Project ATF & Award info. Recd via e-mail in Restricted Funds (RF) Expectations / Goals • Once RF gets the ATF and other award documents, they should complete their side of the process within 10 business days. • If should be FEWER days when all the information is correct and no follow-up is necessary. • How many are currently in the que to be set-up??? - About 25 which RF got in December Note: It will not be 10 days at the end of the fiscal year…don’t expect it. New Project ID is active

  14. Have Project ID

  15. Life of a Sponsored Project Have Project ID ……..Where is #*$& ID? • UMB Project By Department Report • Lists ALL Chart strings associated with the Owner Department specified as you run the report. • Run from eUMB financials (not Raven)…on General Ledger menu • UMB Project By Department Report • Step by Step instructions to run and download the report to Excel can be found on the eUMB News on the portal • (http://myumb/umaryland.edu) New Project ID is active

  16. Life of a Sponsored Project - Invoicing Project ID Set-up….allocate appropriate costs…..campus collects money for expenses charged to the grant/contract account through an invoicing process…….. Recent History of Invoicing/Billing….. • When the Peoplesoft eUMB conversion took place in March 2006, there was a significant problem with the invoicing function and/or invoicing processes. • Because of this problem, there were significant delays in generating invoices for some period after conversion (12-15 months). To work around the problem, Restricted Funds generated invoices outside of the eUMB system. • Because invoices were generated outside of eUMB, payments received could not be posted to eUMB. Payments were posted to a “holding” area known as “unapplied payments” or “on account”.

  17. Life of a Sponsored Project - Invoicing Recent History of Invoicing/Billing (cont.) ….. • In the situations described above, there was no way for a School/Department manager to tell if invoices had been generated or paid. • In order to apply these payments to the financial system, an internal invoice needs to be generated by RF and the payment posted against it. Once this happens, a user can find BOTH a revenue and a payment for a project ID.

  18. Life of a Sponsored Project - Invoicing Other Factors Affecting Invoicing ….. • Prior to eUMB, invoicing was handled through BAR, which allowed RF more flexibility then the current system. • Some accounts (FAS) were converted incorrectly into eUMB chartfields. • Lack of available reports to identify when invoices should be sent. In some cases, project end dates did not get changed to reflect extensions. • Big learning curve for RF staff and much time spent investigating accounts which we not handled correctly over the last year.

  19. Life of a Sponsored Project - Invoicing What is happening currently…… • Almost all invoicing is happening within the eUMB system. Still an inefficient process for many reasons. • RF staff is still dealing with the invoicing problems which occurred post conversion. • RF is adding three new folks to complement the staff of 11 (27% increase). With the new folks there will be some restructuring.

  20. Life of a Sponsored Project Deliverable Grants/Contracts • Not necessarily identified correctly in conversion or set up correctly after conversion. • Restricted funds does not know when to send an invoice for these, the dept. or school must tell them using the DELIVERABLE INVOICE / RECEIVABLE REQUEST FORM. • When they get this form, they set-up an internal eUMB invoice (created revenue) and then the payment gets posted when received. • Remember, if it is a deliverable grant/contract it will NOT show up in Raven until expenditures hit, but you can still put through an EFP.

  21. Life of a Sponsored Project The RF_Payment_Report • If an invoice was generated in eUMB and a payment received, you will find the payment on the payment report for BOTH standard and deliverable grants. • No information on outstanding invoices OR those payments in “unapplied”. • Payment report will NOT tell you if a project has been invoiced. • DHMH payments • Payments are received via R* (interagency transfer) • Once R* money is received, an internal invoice entered and payment posted. Once this happened the DHMH payment will show up on the payment report.

  22. Life of a Sponsored Project Financial Status Reports (FSRs) • Agency requirement • Reports generated outside of eUMB • Until recently no report to help RF manage due dates for FSRs. This report is now in place. • Also, FSR must match the eUMB financial system, therefore all costs must be charged in the appropriate categories before it can be generated.

  23. Life of a Sponsored Project eUMB Enhancements Improvements under Construction specifically related to invoicing…… • The Financial Systems group and CITS and testing a new and more efficient invoicing process for grants. (1st Q – 2008) • A Comprehensive Grant A/R Report will be developed for both Restricted Funds and Departmental users. This report will provide information that will fill the gaps from what is readily available today. The report will delineate what has been billed, what has been collected and what remains outstanding at the project level. (Summer-2008) • Also, RAVEN is being enhanced to simplify the tracking and reporting of outstanding encumbrances at the project level.

  24. Life of a Sponsored Project Survival Strategies for Departments/Schools • Be proactive in award set-up. Let ORD know if there is something strange with a particular award or supplement or modification. • Follow-up during the process…lots • Set-up payroll and move expenses once you have the Project ID. • The budget, which you reviewed and approved, should be a reasonable reflection of where expenses will hit. • Move expenses within 90 days. • Keep a record of your correspondence.

  25. Life of a Sponsored Project Survival Strategies for Departments/Schools • Invoicing is NOT you’re problem…. • There was no change in the business process of invoicing when we went to eUMB financials • It remains the responsibility of RF to collect funds timely and book them appropriately. • Keep good documentation • Keep the Dean’s Office in the loop

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