Grants 3.0 Faculty Review January 21, 2014

1. Grants 3.0 Faculty Review January 21, 2014

2. 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

3. Meeting Objective • Review current design • Obtain faculty feedback • Consider suggestions for: • Communication and Training Approach • Final adjustments to design (where feasible) Meeting Objective

4. 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

5. 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

6. 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

7. Key Changes

8. These six PDF Forms will be replaced with on-line pages accessible via the Researcher Home Page Key Changes – Forms Cabinet

9. Initiate Requests related to existing Projects: • Amendment • Sub-Grant • Over-Expenditure Authorization Create New Request Initiate new Application/Proposal or new Project Requests Proposed Grants 3.0 Initiate Request

10. ! 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

11. Amendment Processing – No Inquiry available Proposal/Award Processing – Task Management Inquiry (50+ RSO Tasks) Current Grants 2.0 Status Inquiry

12. Amendment Processing - Lifecycle Proposal/Award Processing – Lifecycle Create New Request Proposed Grants 3.0 Status Inquiry

13. 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

14. Project Activation / PI Notification Pending Milestones: 04/30/2014 NSERC Form 300 signed by PI04/30/2015 NSERC Form 300 signed by PI04/30/2016 NSERC Form 300 signed by PI Amendment Processing Details: Similar to Award Processing Details Project Activated / PI Notified Proposed Grants 3.0 - Lifecycle

15. Lifecycle - Feedback

16. Examples Amendment Requests – such as End Date Extension New Research Project Request – Internal Award Over Expenditure Authorization Request Examples

17. Change to Existing Research Project (End Date Extension) Amendment – Current Process

18. Initiate Amendment Proposed Grants 3.0 - Amendment Processing

19. 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

20. Proposed Grants 3.0 Amendment Inquiry

21. 2. Request for New Research Project – Internal Award • 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

22. Create New Request Request for New Research Project

23. 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

24. RSO receives package Print Request for New Research Project Signature Page Forward signed package to RSO RSO Review and Approval, Award Processing and Set-up Request for New Research Project

25. Award Processing Steps System Set-up: • Award Terms and Milestones • Contract Details, Bill and Revenue Plans • Detailed Project Budgets, SpeedCode, Quality Assurance Review,Advice Notice, Attachments etc. PI Notification e-mail Request for New Research Project

26. Request for New Research Project

27. Request for New Research Project

28. Example 3: Over Expenditure Authorization Enhancements • Automatic email notifications based on rules • Researcher Home Page Improvements • On-line OE Authorization Request Over Expenditure Process

29. Automated e-mail Notifications • One-time email notifications to the Project Holder when the threshold of 80% is exceeded • Monthly e-mail to the Project Holder when the Project is Over Expended and OE is not authorized • Monthly e-mail to Departmental Budget Owners with a listing of over-expended projects related to their DeptID. Over Expenditure Process

30. New Over Expenditure Tab: OE Status – OE Date – OE Request Status – Authorization Amount – Authorization End Date Create New Request Over Expenditure Process

31. 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

32. Other Changes eTRAC Researcher Home Page Other Changes

33. New Project Search Criteria: Faculty Sponsor Sponsor Program Other Changes - eTRAC

34. 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

35. Option to generate as PDF file, including option to suppress printing of past due invoices. Remove Milestone section (transfer to Lifecycle) Header Changes:Renamed to “Financial Overview”New fields:Sponsor NameSponsor Program Award Reference NumberAward PI Name PDF version will include direct and indirect cost. On-line version will only display direct cost Flash Report – Financial Overview

36. 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

37. Questions?