PeopleSoft 8.4 Grants Preview

1
PeopleSoft 8.4 Grants Preview

• June 2004
• Training Communication II Team

2
PeopleSoft Grants Go-Live Date is July 1, 2004
3

• Introduction to the module
• Screenshots
• Review web approval forms
• no more blue sheets
• Review web forms
• More training

4
PS Grants

• PeopleSoft pages
• proposals entry
• award processing and sponsor billing
• UD webforms
• Proposal Approval Summary
• Contract Grants Budget Revision
• Enhancements to Journal Voucher for effort
  reporting
• Enhancements to Employee Demographic Data for
  professional bio data

5
The New Modules.

• Grants Module
• Replaces Grants Management System (GMS)
• details in follow on training
• GMS to be turned off 7/30/04
• As of 1 July should be using PS
• Migrating GMS data into PSoft.

6
TENTATIVE WILL BE CONFIRMED ON JUNE 14,
2004 Timeline for Grants PeopleSoft Go-Live DATA
INPUT CUTOFFS AND TURN-ONS   Data Migration from
Legacy/GMS to PeopleSoft Grants and related
modules will begin Saturday, June 19, and will
continue through June 30. In order to accomplish
this, the following schedule will be necessary
7
Instances
8
PeopleSoft Instances

• What is an instance?
• Different PeopleSoft databases are used for
  Reporting, Production and Training
• FIRPT Financials Reporting using now
• FIPRD Financials Production Grants users will
  use FIPRD for proposal data entry or inquiry
• FITRN Financials Training used for on-going
  training and may be used for practice. There
  is no security on this data because it is not
  real.
• Keep track of different instances by renaming
  link in Internet Explorer or Netscape
• Favorites or Bookmarks

9
URLs for Grants users

• Grants Proposal entry and inquiries (FIPRD)
• www.udel.edu/grants
• Grants training and practice (FITRN)
• https//turvy.nss.udel.edu4490/psp/fitrn/?cmdlog
  in
• Grants reporting (FIRPT)
• www.udel.edu/financials
• Add to Favorites in Internet Explorer
• (IE is the preferred browser for PeopleSoft)

10
Logging on to Training Instance
11
Access Security
12
System Security and Access

• Proposal and Award data will be based on your
  user logon name and
• the Dept IDs you have permission to view
• Proposals on which you are PI or Co-PI
• Security is setup for 7/1/04 for key personnel
  based on input from colleges and other units that
  have grants.
• New access is requested through Deans Offices or
  equivalent, and then to OVPR

13
Pre-Award
14
Proposals

• STEP 1
• Proposal information in PeopleSoft
• Enter basic information for each dept or project
• Allows attachments for additional data
• Enter budget details including FA and cost share
• copy features can make entry easier
• Print proposal reports for Bio Sketch and Other
  Support Report
• Start approval process in PS when proposal is
  ready for approval process

15
(No Transcript)
16
A. Basic proposal information (10 tabs), first of
three required pages Header
17
A. Proposal information - 2nd required page
Projects
18
A. Proposal information 3rd required page
Location
19
A. Proposal information Resources
20
A. Proposal information Documents
04000033_abstract.pdf
04000033_budjust.pdf
21
A. Proposal information Certifications
Certifications will not be prepopulated will
need to enter
22
A. Proposal info other pages

• Reports
• Abstract
• Major Goals
• Progress Report Summary
• Gender and Minority Study
• Trainee (only for a continuation project)
• Key Words
• Used to track proposals by subject matter

23
Helpful Technique Create a Template Proposal

• Enter generic information common to your unit in
  Proposal pages to create the template
• Use Copy Proposal page to reuse the existing
  template proposal
• Make changes as needed to the copy for new
  proposal

24
(No Transcript)
25
Copy Proposal technique copy proposal with
budget details or not as desired
26
B. Budget information first of three required
pages Budget Header includes FA information
27
B. FA Set Up page
28
B. Budget information 2nd required page
Budget Periods
29
B. Budget information 3rd required page
Budget Line Summary includes Cost Share
30
B. Budget information Cost Share
31
Helpful Technique Use Copy Budget Period to
copy an existing budget period to a new one
saves data entry
32
C. Print delivered proposal reports Bio
Sketch and Other Support Report (Current
Pending)
33
D. Proposal approval process Submit Proposal
page first of two required pages, Submission
tab
34
D. Proposal approval process Submit Proposal
page 2nd required page Official tab
35
Proposals

• STEP 2
• Use UD webform system for approval/routing
• Proposal Approval Summary webform replaces the
  Blue Sheet and Match Approval Form
• Webform system uses same proposal security as
  PeopleSoft
• Approval routing process is complex and
  conditional depending on the nature of the
  proposal
• If an approver REJECTS the form it is DEAD
• OVPR will be able to redirect forms as needed

36
Proposal Approval Summary displays data entered
in PSoft including attachments (top)
37
Proposal Approval Summary (middle)
38
Proposal Approval Summary (bottom)
39
The Proposal Approval WebForm

• If an approver REJECTS the form it is DEAD
• OVPR will be able to redirect forms as needed
• OVPR deadline 24 hours prior to deadline same as
  now
• Hard copy pages requiring signatures will be
  processed the same as now

40
Proposals

• STEP 3
• Sponsor Forms
• Current practice will not change with PeopleSoft
• Eventually the forms will be printed from
  PeopleSoft
• High priority will be given to this enhancement
  after PS Grants goes live

41
Pre-Award Webform HRs Employee Demographic
Data enhancements will allow input of
professional biographic data
42
Pre-award spending

• Same process as now
• When approved Purpose will be established

43
Post-Award
44
Post-Award

• Post Award Webforms
• Budget Revision for Contracts Grants
• Existing Journal Voucher being changed to accept
  Empl ID and Effort Period for Effort Reporting
• Post Award PeopleSoft screens
• Delivered Inquiries
• Effort Reports to be handled via the web (late in
  2004)

45
Post-Award Webforms Budget Revision for
Contacts Grants is based on the current Budget
Revision webform.
(NOTE Debit increase and Credit
decrease)
46
Post-Award Webforms current Journal Voucher
will be enhanced to accept Empl ID and Effort
Period for effort reporting
47
(No Transcript)
48
Reporting
49
Grants Reporting

• Grants public queries are being written for
  Grants data (like EZQs but will have different
  name)
• Grants tables will be added for ad hoc reporting
  in PS Query
• Post-Award spending reporting will be done with
  new Grants tables and new public, pre-written
  queries
• Some Post-Award reporting with existing EZQs
  will still be available (GL data)

50
Training
51
Grants Training

• June
• Proposals - Hands-on computer training
• July
• Data and reporting, Post-Award
• On-going training
• Training/Communication II Team and OVPR will
  continue PeopleSoft training

52
Need more info?

• http//www.udel.edu/UDFS/info/
• Todays training will be on website
• TRAINING Tab
• All Phase II training will be posted here
• Links to Phase I training
• Readiness I
• Basic and Basic II
• Procurement training
• Query Training

53
(No Transcript)
54
Parting thoughts -
55
(No Transcript)