Campus Research Administrator Meeting April 2019 Campus Research Administrator Meeting

Agenda Award Management Team updates WBSE Create Form (SPS SAP) Post Award Management myRESEARCHhome

Award Management Team - Updates New address, old one phased out by end of April CampusAMT@duke.edu Meet Tonya O’Dell

Award Management Team - Notifications Payroll at end date sent as needed -90 -45 Project End Date +30 +60 Closeout Due Date Sponsor Due Date WBSE Closed Past Due sent as needed Estimate of closeout notifications GMs & other staff receive Closeout period timeline will vary the timing & frequency of these! During the 1st quarter of 2019, 231 = Total late activity transactions 115 payroll transactions = late activity in 1st quarter 2019 (Jan thru March) 49.8%  CONS (SAP) CAMT Above based on a standard project with sponsor due date >120 days after end date

WBSE Create Form How many went to one of the training sessions?

WBSE Create Form: Department Initiated Department/Center/Institute Initiates Request: WBSEs in advance of award For preaward spending WBSEs with annual renewals, if needed in advance of award Additional sub codes for existing parent WBSEs

WBSE Create Form: ORS Initiated Central Office Initiates Request: WBSEs at Award In Progress (AIP) / Award WBSE for annual renewals, if no code in advance requested

WBSE Create Form: Requests returned by a central office Returns when SPS record must be updated Returns for WBSE Request Form update ORA/ORC/ORS/TBS returns request for correction impacting SPS record Initiator cancels/deletes WBSE Request Form SPS record revised New WBSE Request Form initiated & submitted for approval ORA/ORC/ORS/TBS returns form to initiator for correction Initiator updates WBSE Request Form WBSE Request Form resubmitted for approval

WBSE Create Form: Key Points & Reminders Accuracy is CRITICAL, do not use placeholder data Access to SPS record required Previous requests must be completed prior to initiating new request Process is time sensitive Resources: Preaward Office (ORA/ORC/ORS) Quick Reference Guide “QRG” Instructional videos

WBSE Create Form: ORS - Potential delays BFR is not an “end node” SPS sponsor not mapped in SAP Review/Approval delays during workflow BFR doesn’t have an established workflow routing SAP will default orphans to CAMT Avoid this by keeping all workflows updated ORS slide addition

WBSE Create Form: ORS - Example of delay Cancelled request: Incorrect information provided in SPS record (owning org in the wrong BFR) ORS requested the WBSE via the WBSE Create form Unit return the form ORS had to delete the WBSE request and return SPS record for correction by the Unit WBSE request process starts over ORS slide addition

Post Award Management

Managing Expenses: 6956xx Losses, Damages & Other Write-Offs 6956xx & Federal Projects 6956xx & Non-Federal Projects Should not happen ET&R system should prevent this G/L group from posting on federal codes If you see it, contact AMT We coordinate the expense removal from that 6 digit G/L GM cannot change 6 digit G/L Department Action: Using the parent G/L “695600” move the expense to a non- sponsored code Business process will determine the code that should absorb the expense G/L for debit and credit should remain consistent (695600) Unallowable on sponsored codes – no exceptions Technical “fix” for most federal project codes GM should monitor & resolve if posts to any other type of sponsored project

Managing Expenses: 6956xx Losses, Damages & Other Write-Offs Foundation code with 695685 expense found during recon Ledger after GM correction that moved it to a 151xxxx Example of a foundation WBSE with a 695685, unapproved expense. Dept must move to non-sponsored code using 695600 G/L More info may be coming, look at your codes….

Managing Expenses: 6956xx Losses, Damages & Other Write-Offs   695600 Losses & Damages 695685 Unapproved Corp Card Total # Total $ PAS 37 24 61 $ 8,993.28 A&S 64 11 75 $ 1,945.64 Nicholas 5 6 $ 964.28 Sanford 59 $ 59.70 Pratt 4 10 $ - Total 171 45 216 $ 11,962.90 Total # of active WBSEs with transactions in these 2 G/Ls ONLY a sample – need to look at other 6956xx G/Ls, not just –85 Look at the 6956xx G/L as you do your month end reports & manage these ASAP Above is a sample of transactions in the G/Ls 695600 & 695685 on open WBSEs in PAMC. This does not include other 6 digit specific G/Ls in the 6956xx grouping. All 6956xx transactions should be analyzed during code management.

Questions

mRh – Phase 2 Phase 1 onboarding complete Anyone want to share your thoughts & experience? Phase 2 departments in process my Researchers widget’s will soon offer OSCP functionality