APR – Research & Grants Projects Project #1: Award Setup APR – Research & Grants Projects Project #1: Award Setup Updated: 6/10/09

APR – Research & Grants Projects Project #1: Award Setup 2

High Level View of Award Setup Starting Point  Terms & Conditions Finalized Baseline: 113 days Goal: Reduce by 50% Project Scope Boundaries: End Point  Bill Plan Set Up (Invoices can be sent out) 3

Costs of Current State days Research delays “Temporarily” parked charges Delays to financial reports Invoices cannot be generated Delayed payments from sponsors 19 days Fewer research delays Fewer cost transfers Timelier financial reports Timelier invoices and sponsor payments Easier closeouts 80% reduction

Front End of Current Process: Receipt of Award to Project ID = 34 Days 5

Back End of Current Process: Project ID to Bill Plan Completed = 79 Days 6

Detailed Process Map with Measurements 7

Current State Process Future State Process 8 Proposed Future State

Solutions are: 1. Workflow improvements 2. Incremental IT improvements 3. Related to other APR projects Solutions – What They Are & What They Are Not Solutions: 1. Do NOT include more work for PIs 2. Do NOT require significantly more staff or IT investment 3. Do NOT require changes to campus organizational structures 9

Categories of Solutions 10 Quick Wins Key IT Improvements Training & Additional

APR – Research & Grants Projects Project #1: Award Setup How Solutions Fix the Current Process d) Eliminate supervisor review step before contract setup s) Create workload management report z) Make WISPER Help tool more evident and accessible p) Collect delinquent exception report q) Report to remind SPO of pending records bb) campus with unidentified awards list i) Create delegates table identifying collection specialist j) Eliminate division response to notify RSP k) reminder of pending protocols l) Default PI in commitments section of project tab m) Add required validation before dept can forward to SPO n) Validate DDS/prog code match on new awards o) reminder of delinquent collection tasks v) Create dashboard of division reports aa) Identify and list awards/units RSP will perform collection a) Create Dedicated Award Setup Team b) Match awards to WISPER records every morning c) Eliminate RSP review of new awards before collection step t) PI/Dept status of pending proposals y) Document award info and process on RSP website x) Add award info and process to Research 101 training w) Train campus on key personnel and commitments e) Refine Award Summary print report provided to acct. f) Validate Award Summary print report rather than PS review g) Enter fiscal terms during contract setup h) Identify specific contract setup staff r) acct. weekly identifying new projects in portfolio u) Automate milestone entries cc) Clarify milestone entry and remove acct tickler file 11

12 Protocols -Perception vs. Data Campus-Wide Variables Delays may become more apparent Cost Share -No policy APR Cost Share Project Identify contacts for award setup DoIT programming Division maintenance

13 Next Steps Your Questions & Concerns Implementation Reporting