Multiple Electronic Systems - - Who's Managing Who? Jennifer Crockett Jennifer Crockett, Director, Sponsored Projects Finance, Columbia University 1 Tamara Hill Tamara Hill, Manager, Office of Grants and Contracts Administration, University of North Carolina Charlotte

In this session participants will gain a better understanding of the numerous funding agency systems, as well as common financial and human resources systems employed at institutions in the US, and will understand why a ‘shadow system’ may be in use to track the status of submissions, project due dates, account balances, etc. 2

How many electronic funding agency sites/systems can you name? – *Not just NIH or NSF 3

Grants.gov ProposalCentral National Science Foundation – FastLane National Institutes of Health – eRA Commons, eSNAP, Xtrain American Heart Association Department of Defense – CDMRP Department of Education – e-Grants Department of Energy – Energy Link Department of Justice – GPRS Howard Hughes Medical Institute – Grantscentral 4 HRSA – e-Handbook IPP JDRF – Juvenile Diabetes Research Foundation NASA – NSPIRES NOAA – Grants Online Office of Navel Research – WAWF, Payweb US Homeland Security WAWF – DARPA Online Representations and Certifications Application – ORCA

How many electronic Institutional systems can you name? – Proposal Submission and Tracking – Financial – Effort Certification – Purchasing – Human Resources 5

Three major groups: – Enterprise Wide Systems – Pre-packaged/Off the Shelf – Homegrown/Shadow Systems 6

Enterprise-Wide: – Peoplesoft – SAP – FRS/FAS – InfoEd – Banner – Oracle – ECRT 7 Pre-Packaged: – Databases Koali/Coeus Hyperion Grants Administrator – Reporting Tools Crystal Report

Homegrown Databases: – Access – SQL – Brioquery 8 Homegrown Systems: – SPINS (pre/post award) – eIRB

9 At UNCC we use: NORM Banner/Oracle Web Central Works Home/Shop CITI ERS HRMS

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At Columbia we use: Rascal InfoEd ECRT Peoplesoft FAS/DARTS *CUACT 18

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And the Million Dollar Question - – How many of you are using Excel as your ‘shadow system’? 27

Obstacles of Multiple Electronic/Shadow Systems: Administrative Requirements Required Documents and Guidelines Registration Submission Limitations User Permissions Platforms Software Compatibility 28

Challenges of Electronic/Shadow Systems: Reporting across fiscal years Training Help Desks Duplication of Effort Increased Risk of Error Lag Time in Reporting Variances in data output Faculty Frustration Staff Frustration Staff Time Similarities in electronic systems 29

Benefits of Electronic/Shadow Systems: Major agencies are moving to one online system Flexibility in tracking Flexibility in projecting 30

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Contact Information: Jennifer Crockett Columbia University Tamara Hill University of North Carolina Charlotte 32