FastFacts Feature Presentation

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FastFactsFeature Presentation

• February 19, 2009

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Todays Topic

• Well be taking a look at
• Using the award change form to request Pre-Award
  accounts

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Todays Presenter

• Anthony TosheffSupervisor, Sponsored Projects
  Shared Services in the Controllers Office

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Session Segments

• Presentation
• Anthony will provide an overview of how to create
  a pre-award request using the Award Change Form.
• During Anthonys presentation, your phone will be
  muted.
• QA
• After the presentation, well hold a QA session.
  
• Well open up the phone lines, and youll be able
  to ask questions.
• Anthony will answer as many of your questions as
  time allows.

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Contact Us

• If you would like to submit a question during the
  presentation or if youre having technical
  difficulties, you can email us at
  fastfacts_at_jhu.edu
• You can also send us an instant message!
• GoogleTalk HopkinsFastFacts_at_gmail.com
• AOL Instant Messenger HopkinsFastFacts
• MSN FastFacts_at_jhu.edu

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Survey

• Survey
• At the end of this FastFacts session, well ask
  you to complete a short survey.
• Your honest comments will help us to enhance and
  improve future FastFacts sessions.

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• Issuing Requests for
• Pre-Award Accounts

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Agenda

• Today well be taking a look at
• Overview
• Accessing the form
• Require data
• Workflow process

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What is a Pre-Award Account?

• Establishes a sponsored cost object in SAP before
  the research agreement is fully executed.
• Useful tool to avoid delays when an award is
  forthcoming.
• All pre-award expenses are incurred at the
  departments risk.
• Some federal agencies allow universities to incur
  pre-award costs 90 days prior to an award without
  prior written approval.

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Accessing the Form

• Go to the Controllers Office website.
• Click on the dropdown menu under Departments
  and select Sponsored Projects Shared Services.

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Accessing the Form

• From Sponsored Projects Shared Services, click on
  Forms.
• Select Pre-Award Requests from the list.

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Accessing the Form

• After you authenticate through JHED, you will be
  taken to the RPA Application Menu.
• Select Webforms to proceed.

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Accessing the Form

• From the Webforms menu, select Request a
  Pre-award Account.

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Completing the Form

• Locate your proposal from the Search Page.
• Entering the COEUS number is most helpful.

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Select the Project

• Verify you are selecting the correct proposal.
• Click the Select button.

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Complete the Required Fields

• Complete the required fields.
• Click Pre-Award.

 
 
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Additional Data

• Complete the additional fields, including FA
  related information.

 
 
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Validate and Save

• Enter comments as necessary.

 
 
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Final Review

• Select Accept to submit your request.

• You will receive this message upon submission

 
 
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Workflow

• Some departments have a secondary approval within
  the department.
• To request changes to the department approval
  process, contact Research Projects Administration
  at rpasupport_at_jhu.edu.
• The request is then workflowed to the Office of
  Research Administration.
• Once approved, the request will be workflowed to
  the Divisional Business Office.
• Upon DBO approval, the request will be workflowed
  to Sponsored Projects Shared Services (SPSS).
• SPSS will establish a grant in SAP in Pre-Award
  Status and notify the original requestor.

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Resources

• For questions about the workflow process within
  your department, send an email to
  rpasupport_at_jhu.edu.
• Contact your accountant in Sponsored Projects
  Shared Services with any questions.
• The Pre-Award Request form available online
  http//ssc.jhu.edu/sponsoredprojects/forms.html.

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Conclusion

• Today we covered
• Overview
• Accessing the form
• Require data
• Workflow process

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QA

• Were going to open the phone lines now!
• There will be a slight pause, and then a recorded
  voice will provide instructions on how to ask
  questions over this conference call line.
• Well be answering questions in the order that we
  receive them.
• Well also be answering the questions that were
  emailed to us during the presentation.
• If theres a question that we cant answer, well
  do some research after this session, and then
  email the answer to all participants.

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Thank You!

• Thank you for participating!
• We would love to hear from you.
• Are there certain topics that you would like us
  to cover in future FastFacts sessions?
• Would you like to be a FastFacts presenter?
• Please email us at fastfacts_at_jhu.edu

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Survey

• Before we close, please take the time to complete
  a short survey.
• Your feedback will help us as we plan future
  FastFacts sessions.
• Click this link to access the survey
  http//connect.johnshopkins.edu/fastfactssurvey/
• Thanks again!