Post-Award Office Update April 2019

Agenda Research Volume Organization Office Responsibilities Progress and Plans

Research Volume

Post-Award Office Responsibilities (1/2) Customer service to PIs, LRAs, and sponsors Award/grant set-up and amendments 650 new grants annually 1,500 amended grants annually Workflow includes Pre-Award, Post-Award, and LRAs Cash Management (Accounts Receivable) Letter of Credit (LOC) Draws – 250 annually for $100M Billing & Collections – 2,000 bills annually for $57M Pre-payments - $27M annually Over-expenditures True over-spending or budget set-up/amendment not yet completed Result - delays in initiation of research and cannot bill/draw on over-expenditures Cost transfers 730 annually

Post-Award Office Responsibilities (2/2) Labor Transfers 200 annual retroactive changes 1,100 QER adjustments per year 200 re-certification Grant close-outs 500 grants annually Labor certifications 6,100 Quarterly Effort Reports (QERs) annually Joint appointments 65 active joint-appointments between TMC and Tufts University Sponsor financial reporting 800 annually Compliance (Uniform Guidance, Agency, Terms and Conditions) Audits (Uniform Guidance and Sponsor)

Award/grant set-up and amendment Progress and Plan (1/2) Customer service Priority for Post-Award Expanded use of Salesforce Weekly staff meetings include customer service discussions More frequent meetings with LRAs Addressing backlogs in billing and award set-up/amendment Cash Management New PeopleSoft system to record billing & payments New Tableau reporting to track unbilled amounts, billings, collections, and payments Improved LOC process New system and reporting for “task” billed grants Over-expenditures Reports to track over-spending Axiom budget module to enter and track plans to spend Reports to track award set-up/amendment workflow Award/grant set-up and amendment In collaboration with OVPR Offices rolling-out the “Award Set-up Workflow Tracker” to provide visibility to set-up and amendment status Improves customer service, reduces over-expenditures, improves LOC draws and billings, and improves accountability

Reviewing policies to reduce administrative burden Progress and Plan (2/2) Reviewing policies to reduce administrative burden Cost transfer documentation requirements Shifting from Post-Award reviewing all transactions to audit sampling after posting New Tableau reporting for ops, management, leadership, and departments Focuses teams on critical items Provides transparency and alignment Promotes accountability Supports compliance Examples – financial report due dates, close-outs, over-expenditures New On-line labor certification system Implementation in FY20 Will include transition from “effort” to “project” certification, reducing certifications up to 75% Will include ability to process retroactive labor distribution journals New on-line journal entry (cost-transfer) functionality