1. Post-Award Office Update April 2019

2. Agenda
Research Volume
Organization
Office Responsibilities
Progress and Plans

3. Research Volume

5. 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

6. 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)

7. 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

8. 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