University of Florida

1
University of Florida

• Sponsored Research Modules Discussion

2
Session Agenda

• Welcome and introductions
• Grants module design and history
• Grants module functionality review
• Other research modules functionality review
• Questions and discussion

3
Introduction to PS Grants

• Designed using an existing PeopleSoft module
  called Projects
• Decision to base Grants on Projects was made
  primarily because Projects already interfaced
  with the other modules needed by Grants
• Projects was modified to include functionality
  required for managing sponsored projects
• Grants requires other modules for full post-award
  functionality, particularly Projects, Contracts,
  Billing, AR, and General Ledger

4
PeopleSoft Grants - What is it ?

• PeopleSoft Grants is designed to be an entirely
  web based, full cycle research administration
  solution delivering
• A robust, full featured proposal generation
  solution
• A comprehensive post-award solution. Enables the
  handling the multitude of fiscal and
  administrative requirements facing organizations
  conducting sponsored research.

5
Conceptual Understanding
FA
Integration
Revenue Recognition
Closeout
6
Profile Concept

• Capture detailed information on
• Institution
• Department
• Sponsor
• Professional
• Sub-recipients

7
Institution Profile - Address
8
Institution Profile FA
9
Institution Profiles Fringe Rates
10
Professional
11
Proposal Header
12
Proposal Project
13
Proposal Resources
14
Proposal Professional - Detail
15
Proposal Professionals - Publications
16
Proposal - Reports
17
Proposal - Documents
18
Proposal - Certifications
19
Proposal - Key Words
20
Proposal Budget Header
21
Proposal Budget Periods
22
Proposal FA
23
Proposal Budget Lines
24
Personnel
25
Cost Sharing
26
Pre Award Features

• Develop Proposals
• Create complex proposals
• OR
• Create quick submit proposals without detailed
  data
• Prepare proposal Budgets
• Automate Fringe Benefits computation
• Automate Facilities Administration computation
• Automate Cost Sharing computation
• Copy proposal and proposal budget periods

27
Pre Award Features

• Develop Proposals
• Submit proposal
• Print proposals (P.H.S. 398 P.H.S. 2590)
• More forms currently in development targeted
  December release
• On line inquiries on Proposals

28
Pre Award to Post Award Flow

Pre Award
Post Award
Business Unit
Business Unit
Contract/Award
Proposal
Proposal Project
Project/Grant
Activity
Budget
29
Pre to Post Process
30
Award Profile
31
Award - Sponsor
32
Award - Funding
33
Award - Certifications
34
Award - Terms
35
Award Milestones
36
Sponsor Budget
37
Institution Cost Sharing Budget
38
FA Rates
39
FA Process

• Allocates FA expenses and revenue offsets to
  project/grants
• Transaction-based (1 FA expense row created for
  each transaction)
• Debit FA Expense, Credit Revenue offsets
• Multiple revenue offsets
• Calculation Methods
• Sponsor FA funded FA base x funded FA rate
• Waived FA funded FA base x (institution rate
  - funded rate) OR funded FA base x (sponsor rate
  - funded rate)
• Cost shared FA institution bases x institution
  rate OR sponsor base x sponsor rate

40
Other Research Modules Functionality Review
41
Module Integration (as delivered)
42
Module Integration (as delivered)
43
Contract
44
Contract Billing Options
45
Billing Features

• Types of bills
• As incurred (cost reimbursable)
• Prepaid/Advance
• Schedule
• Letter of credit functionality including
• On-line draw inquiry grouped by Document ID
• LOC Summary report indicating the composition of
  the draw
• Minimum bill thresholds
• Over the limit functionality
• Support standard billing formats including
• SF-270, SF-1034, 1035
• Generic letterhead invoice
• Cost sharing detail
• Salary detail

46
Billing Flow

• Billable transactions are received from Contracts
  via interface
• Each transaction is reviewed on-line in the
  billing/LOC worksheet
• Adjustments to billable transactions can be made
• Worksheet is approved bill is created
• A bill is created
• Bill is reviewed
• Bill is invoiced
• Invoice is printed and sent to sponsor
• Invoice amount is sent to AR
• AR/Unbilled AR journal is created
• Journal Generator

47
Billing Worksheet
48
LOC Summary
49
AR Flow

• AR pending items (invoice amounts) are received
  from Billing via interface
• Pending items are posted in AR
• Once the item is posted, it can be paid
• Deposit is entered and posted in AR
• Once the deposit is posted, it can be applied to
  an AR item(s)
• Deposit is applied to an Item
• Payment Worksheet is approved and posted
• Cash/AR journal is created
• Journal Generator

50
Payment Worksheet
51
Module Integration (as delivered)
52
Implementing the Grants Module Benefits

• Benefits
• Fully-integrated
• Simplifies and streamlines business processes
• Proposal form printing
• Simplified and more robust reporting
• Ad-hoc queries for keywords, certifications, etc.
• Integrated reports with data from pre-award and
  post-award
• FA by business unit - one step process
• Billing - general and LOC
• Integration with Accounts Receivable

53
Future Development Plans

• Focus on editable proposal and billing forms
  utilizing PDF and XML extracts
• Tracking of Federal Commons and DHHS electronic
  initiatives
• Increased development of Protocol Management
  functionality

54
Questions Discussion