1. CRAM Quarterly Meeting, December 2016
Campus Implementation Team Presents…
CRAM Quarterly Meeting, December 2016

2. Today’s Goals:
Identify resolutions to questions and unique situations that hinder achievement of clean close
Begin preparations for the automated tools launching in Spring 2017

3. How it Works Everyone will be given a blue and a white card
Scenarios will be given along with 2 possible resolutions
The audience will decide between options provided *Audience discussions are encouraged*
Answer and relevant information will be provided
* Questions are WELCOME *

4. x
1: You are submitting closeout documents for a parent and internal subcode which have different BFRs and PIs. Both codes have been managed by you, the GM for the parent code. Do you…
BLUE: Submit the parent and subcode in the same workbook and have the PI of the parent sign the attestation.
WHITE: Submit the parent and subcode in separate workbooks and on different attestations. 7 5 6 3 4 a 1 2

5. x
2: You are filling out the Tasklist and get to the revenue section. You check the CJ03 and see that the LOC Attribute is “YG”, indicating Yes, this WBSE is on a Letter of Credit. Do you...
BLUE : Collapse the revenue section because, on a Letter of Credit, we draw down the funds as they are expended.
WHITE : Complete the revenue section answering the applicable questions. 7 5 6 3 4 a 1 a 2

6. x
3: You have received a “Project End Date Pre-Submission Notification” from the Campus Implementation Team alerting you that the project end date is approaching and there are items on your CAS Compliance Report. Do you…
BLUE : Research why you have CAS issues and take the appropriate action to resolve the issue (i.e. initiate rebudget or remove CAS expenses).
WHITE : Do not take any action and note in the Tasklist that any overspending in CAS G/Ls can be written off to the backstop code. 7 5 6 a 3 4 a 1 a 2

7. x
4: Your closeout due date is in 2 days. You are ready to submit your closeout documents but have travel in workflow. Do you...
BLUE : Submit with travel in workflow, but leave a comment on the Tasklist that it is pending but accounted for in your estimated balance.
WHITE : Attempt to expedite the approvals in workflow then submit your Tasklist once the workflow item posts to the ledger. 7 5 6 a 3 a 4 a 1 a 2

8. x
5: Your Tasklist and Attestation are complete. Payroll credits are posting to correct unallowable expenses. The salary credit has posted but the fringe credit has not. Do you…
BLUE : Wait for fringe to post before submitting closeout documents.
WHITE : Submit the closeout documents but make sure that fringes are included in your balance. 7 a 5 6 a 3 a 4 a 1 a 2

9. x
6: You have completed the Tasklist and are ready to submit the closeouts. The balance on the code is $0. Do you…
BLUE : Leave the Tasklist and Attestation balance field blank because you’ve verified that the balance is $0.
WHITE : Complete the balance fields, even though the balance is $0. 7 a 5 a 6 a 3 a 4 a 1 a 2

10. x
7: You have received a late activity notification. Do you…
BLUE : Assume the transaction has been transferred off and take no action since the transfer off removed the expense from the closing code.
WHITE : Analyze the situation to determine if transfer off occurred and if any additional action is needed. a 7 a 5 a 6 a 3 a 4 a 1 a 2

11. x

12. Introducing a Comprehensive Suite of Closeout Tools & Reports
Closeout Tasklist
Same basic functionality you already know
Ability to save as a draft and work on throughout closeout period by multiple users
Closeout Reporting
Suite of reports for capturing a variety of closeout related data points
Flexible reporting parameters (GM, Business Mgr, PI)
Introducing a Comprehensive Suite of Closeout Tools & Reports
PI Attestation
Automatic routing to PI for approval
No physical signature necessary
Supports timely and accurate closeout submissions
One stop shop for all closeout related resources
Always have the latest closeout document versions
Links to helpful guides and references
Closeout Statuses
Provides status visibility throughout the closeout process
Updates submission statuses in real time
Automated Closeout Tools: Available Spring 2017
PI Attestation
Closeout Tasklist
Closeout Reporting
Closeout Statuses
Image Retrieval
Automated
Guidance
Obligations
Worksheet
Routing
Obligations Worksheet
Auto-population, validation, and automatic F&A calculation capability
Prompts plan update on the continuation code based on the obligations provided
Automated Guidance
Check feature provides warning and error alerts prior to submission
Activity in workflow can be identified before it becomes late activity
Automatic Routing
Once submitted, will route to the appropriate parties for processing and approval
Standard Duke Workflow functionality
Image Retrieval
All closeout documents imaged and saved for historical reference
Imaged documents accessible via GM Tab
 increased visibility  better communication  improved efficiency

13. Introducing a Comprehensive Suite of Closeout Tools & Reports
Closeout Tasklist, PI Attestation & Obligation Worksheet
Accessible anytime & anywhere in the portal
Same general form & functionality you already know
Enhanced automation with auto-population and validation features
Ability to save as a draft and work on throughout the closeout period by multiple users
Automation & Imaging
Check features provides guidance with warning and error alerts prior to submission
Outstanding workflow items identified in the tool
Automatic routing for approvals with standard Duke workflow functionality
Documents imaged for historical reference
Closeout Status & Reporting
Suite of reports for capturing a variety of closeout related data points
Flexible reporting parameters (GM, Business Mgr, PI)
Visibility of progress throughout the closeout process
Real time submission status
 increased visibility  better communication  improved efficiency

14. Everything is Coming Together
Automation Arrives Spring 2017