Connecting pre and post award Title III: Technical assistance workshop A Holistic Approach Connecting pre and post award June 14, 2018 Title III: Technical assistance workshop

NCCU Blueprint of Title III SAFRA – $3.9 million Total accounts - 20 HBCU - $5.0 million Total accounts - 11 HBGI - $8.9 million Total accounts – 34 Managing approximately $17.8 million annually Total accounts annually – 65 accounts

Some Concerns of Title III Very time consuming to do the following: To set-up accounts To approve purchases To complete budget transfers (budget revisions, modifications) Get access to funds No monthly reconciliations were being done of accounts from the Central Office level

Additional Concerns 1.0 FTE Committed to Title III (1/2 paid by Title III, ½ paid by Sponsored Programs) Meetings with Title III were being held at least weekly, any sometimes more often Drawdowns not being shared with Title III and sometimes inconsistent More reactive approach than proactive approach Getting information to Title III Office for Meetings with Chancellor or Department of Education

A Holistic Approach 1 : of or relating to holism (a study or method of treatment that is concerned with wholes or with complete systems : a holistic study or method of treatment) 2 : relating to or concerned with wholes or with complete systems rather than with the analysis of, treatment of, or dissection into parts Source: Miriam Webster Dictionary

Life Cycle of a Sponsored Project

Pre -Award Proposal Development Proposal Submission Who submits your proposal to the Department of Education? Are there any offices that review the proposal prior to going to the Department of Education? When do you give the pre-award office the submitted proposal? Create your proposal budgets using Excel and link the pages so it is easier to update if there are changes.

Streamline Pre-Award The process was very time consuming - met with all of the stakeholders. Make a list of all the people involved in reviewing/approving your documents. Try to eliminate some of the steps. Try to get signatures early from various departments. Try to create accounts early if possible.

Benefits of Pre-Award Review The earlier you let the pre-award office know you are submitting to Department of Education, the better the outcome. The submission is captured in the university data The application is reviewed to plan for the upcoming year and the total number of projects that may need to be created Alert departments and get all of the signatures needed for the proposal All documents were to be submitted to Pre-Award Office no later than the end of July.

Award Receipt (Pre and Post-Award) As soon as you have the award notice, notify the Pre-Award Office. The is essential to begin the process on account set-up. The longer you wait, the more frustrating it can be for account set-up. Created a spreadsheet updating the award notification information. This spreadsheet should have links and formulas so that information is updated throughout the file.

Award Receipt Continued (Pre and Post-Award) Each award had one sheet with all accounts associated with that award. This spreadsheet also had the drawdown information and was used monthly to help reconcile. Created a shadow system to manage all of the line item expenditures in the accounts.

Award Receipt Continued (Pre and Post-Award) Prepared all of the information needed to create your accounts and submit to the Finance Office for creation. Post-Award Office assisted with account creation Entered budgets into Financial System Worked on getting access to accounts All items above should happen during the month of September, at the latest, to ensure funds can be spent beginning October 1.

Monthly Maintenance (Post-Award) Drawdowns – reconciled prior to doing next draw Monthly Reconciliations – updated expenses at close of month Closing old funds Creating carryforward accounts Created one (1) carryforward account for each AWARD (not each year)

Summary of Improvements Pre-Award information collected 90 days in advance Accounts are worked on 60 days in advance of October Created a process for budget transfers to get approved electronically within 48 hours Monthly reconciliations are being completed at the Central Office level 1.o FTE Position Eliminated (1/2 paid by Title III, ½ paid by Sponsored Programs) Saving approximately $60,000 (Salaries and Benefits)

Additional Improvements Meetings with Title III are held on an as needed basis (Monthly or Quarterly). Sponsored Research commits about 10 hours on a monthly basis vs 160 hours monthly Drawdowns completed monthly and shared with Title III Proactive approach Getting information to Title III Office for Meetings with Chancellor or Department of Education

Excel Demonstration Demo of the spreadsheet that was created to manage the award at NCCU.

Contact Info: Denise Y. Wynn dywynn@ncsu.edu 919-515-8006