Session #27167 Approved! Grants Proposal Workflow In Theory And Practice Florida State University

Current Enrollment 40,255

FSU and Oracle PeopleSoft Financials 8.4 Implementation July 2004 Upgrade to 8.9 November 2006 –MP5 applied April 2007 Upgrade to 9.0 April 2009 Modules include: - GL with Commitment Control - Projects/Grants/Contracts - Accounts Receivable/Billing- Travel & Expense (w/workflow) - Purchasing/ePro (w/workflow)- Accounts Payable - Asset Management- Inventory/Cost Management

Proposal Volume 2007 – 1,583 Proposals 2008 – 1,590 Proposals 2009 – 1,496 Proposals

Overview Oracle Presentation Approval Routing Lessons Learned

Gap Management did not want users to choose the approval path for their proposal. Approval routing should be selected from elements in the proposal.

Levels Of Approval This can help to divide up sections of a longer or more complex presentation Level 1 PI Co-PI Sponsored Project Manager Department Representative Compliance Facility Use Pre-Award Administrators Level 2 Department Chair Associated with: PI /Co-PI Job Funding Project Department Department Credit

Levels Of Approval This can help to divide up sections of a longer or more complex presentation Level 3 School/College Dean Associated with: PI /Co-PI Job Funding Project Department Department Credit Level 4 Pre-Award Administrator Ad Hoc Approvers

Level 1 PI Co-PI Sponsored Project Manager Department Representative Compliance Facility Use Pre-Award Administrators

Level 1 Approvers PI and Co-PI from Proposal Resources

Level 1 Reviewers Sponsored Project Manager and Department Representative from Proposal Resources

Level 1 Reviewers - Compliance Compliance Review from Proposal Certifications

Certification Code Mapping Institutional Contacts – Official Type

Level 2 Department Chair Associated with: PI /Co-PI Job Funding Project Department Department Credit Level 3 School/College Dean Associated with: PI /Co-PI Job Funding Project Department Department Credit

Workflow Tree Level 2 Department Chair Level 3 College/School Dean

Approver Lookup Process run to populate custom workflow table from tree

Alternate Approvers Alternate Approvers for Proposal Workflow

Level 2 Approvers – Department Chair PI/Co-PI Job Funding –Professionals > Job Data

Level 2 Approvers – Department Chair Project Department

Level 2 Approvers – Department Chair Department Credit

Processing

Component added to Proposal

Processing All approvers added to Proposal Resources

Processing – Level 1 Level 1 Approvers/Reviewers added to Component Approval History Compliance Reviewers Pre-Award Admins PI Co-PI SPM Dept Rep

Level 2 Approvers/Reviewers added to Component Approval History Processing - Level 2 PI funding Chair Co-PI funding Chair Project Department Chair Department Credit Chair

Level 4 Approvers Institutional Contacts – Official Type

Ad-Hoc Approval Ability to add additional approvers at level 4

Lessons Learned Mandatory use –Popular with Sponsored Project Managers –Not popular with Chairs and Deans Workflow tree

Future Steps Identify barriers to use –Chairs and Deans

Questions?

This presentation and all Alliance 2010 presentations are available for download from the Conference Site Presentations from previous meetings are also available