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It’s About Time! Finding Efficiencies in Post Award Operations. Cathy Breen, Harvard University Sharon Brooks, University of Virginia Cindy Hope, University of Alabama Mike Laskofski , George Mason University. Agenda. Overview of Research Funding and Regulatory Landscape Review Examples
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It’s About Time!Finding Efficiencies in Post Award Operations Cathy Breen, Harvard University Sharon Brooks, University of Virginia Cindy Hope, University of Alabama Mike Laskofski, George Mason University
Agenda • Overview of Research Funding and Regulatory Landscape • Review Examples • Financial Compliance • Communication and Training • Systems • Staffing and Resources • Finding the Right Balance • Key Takeaways
Financial Compliance • Cost Transfers and use of reason codes • Record Retention and maintaining adequate documentation http://www.virginia.edu/sponsoredprograms/ldguidance.html • Payroll Certification (an alternate to effort reporting) • Other Examples
Communication and Training • Social Media • Online Training • Other Examples
Systems • Automated Financial Reporting • Post Award Workflow Application • Other Examples
Reporting Automation • Harvard built a custom solution in a way that was affordable and fast. • It is fundamentally changing the way we create reports. • Centralizes process, data, and access: all parties (including clients) have access to the same information, whenever they need it (via a secure, web-based portal) • Pre-populates standardized templates and automates routine calculations: greatly improves accuracy and eliminates potential inconsistencies with the General Ledger • Improves accountability through enhanced transparency, automated interactions with clients, and automatic logging of all actions in the system • Core functionality built in less than 6 months. Projected ROI of 300%+ . Time to Complete 200 Invoices Percentage of Reports Impacted 250 Hours 40 minutes! In System Fully Automated Hours
HU OSP Reporting Transition OSP Reporting Transition • The eventual transition will be from 15+ separately managed portfolios to a much smaller team running a more mechanized operation. • The eventual transition will be from 15+ separately managed portfolios to a much smaller team running a more mechanized operation. To From GMAS / CREW Automated GMAS Update Consolidated Data Feed GMAS / CREW GMAS / CREW Report Report Report GMAS / CREW Dept Y Dept Y Dept Y Report Dept Y Portfolio F Portfolio G Portfolio A Portfolio E Dept X Dept X Dept X Dept X Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Report Automated + Self-Serve Dept Interaction GMAS / CREW GMAS / CREW GMAS / CREW GMAS / CREW Report Report Report Report Dept Y Dept Y Dept Y Dept Y Portfolio C Portfolio D Portfolio H Portfolio I Dept X Dept X Dept X Dept X Report Report Report Report GMAS / CREW Report Dept Y Report Report Report Report Portfolio B Report Report Report Report Report Report Report Report Dept X Batch Report Creation Report Report Report Report
Staffing and Resources • Roles and Responsibilities • Decentralized Staffing Models • Other Examples
Can We Settle for Less than 100%? • Protection of Humans or Animals • Paperless Processes • Effort Certification • Timely Internal Account Closeout • Automation of a Process • Other Examples?
Key Takeaways • Need to develop creative solutions for providing post award support • Utilize technology where possible • Find the right balance for your institution • Share the work by defining clear roles and responsibilities…..and hold people accountable • Others?