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

APR – Research & Grants ProjectsProject #1: Award Setup


Updated: 6/10/09Updated: 6/10/09


High-Level Research and Grants Process Map Five Proposed APR Projects and Sequencing

Project 1Award Setup

Project 2PI Financial

Data

Pre-AwardCloseout/

Post-AwardDuring Award

Federal, Foundation, and Industry

Grants

Begin February 2009

Project 3Cost

Transfers

Project 4Cost Sharing

and Commitments

Begin June 2009

Project 5Financial

Reporting and Award

Closeout

Begin Fall 2009

2

High Level View of Award Setup

Notice of Award Received or Initiation of

Advance Request

Collect Project info and approvals

Generate Award;Provide Project ID; Email goes out to PI, Dept & Dean

Update PeopleSoft Contract and Bill Plan (billing and

invoicing information)

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

4

113 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

Award Setup – From Receipt of Award to the Creation of a Project ID

PIPI

De

pa

rtm

en

tD

ep

art

me

nt

Div

isio

nD

ivis

ion

RS

PR

SP

UW Campus Receipt of Award

from PI, Dept, Dean’s Office,

RSP, Sponsor’s Grant Officer

RSP Received Award?

Route WISPER Record, Proposal,

and Award to Division

Attach Award to WISPER Record

Attach Award to WISPER and add

Approval

No

Yes Yes

Division Centralized?

Complete Necessary Data in WISPER Record (proposal detail, compliance, etc.)

PI Signature Request made in

WISPER

PI Signature

Yes

Department Approval

Required?

DivisionReview

No

Forward Approval to Dept.

Complete all required data

(proposal detail, compliance, etc.

PI signature request made in WISPER Yes

Dept Reply to Approval

Everything OK?

RSP Review

Yes

No

No

Everything OK?

Yes

Generate Award and Finalize in

Peoplesoft.Project ID has now been created for PI

to spend against

Send Approval to Division (setup projects, etc.)

No

Division Request Approval

WISPER Record and Proposal on

File?

Create WISPER Record


File?


No

Yes


File?


No

From start to the point at which WISPER has Status 5 = 12 days 22 Days

34 Days Total

Initiatate Overnight Email Notification

and WISDM Update Process

Dean

, Dept, and P

I Notified of P

roject ID

Attach Award to WISPER and add

Approval

No

Match Award:Record changed to

Status 5

Notify RSP

Notify RSP

5

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

Award Setup – From Award Generation to Bill Plan Completion

PIPI

Dep

artm

ent

Dep

artm

ent

Div

isio

nD

ivis

ion

RS

PR

SP

Print Award Summary

Print Award Folder Labels

RSP Admin combines and

creates paper file

Post Award Supv Review of file

Review OK?

Identify appropriate RSP individual to work

on issue

Research and Resolve one or more problems asscoiated with

review

No

File assigned to one of the RSP

accountantsYes

Visually locate and highlight terms and

conditions for billing from paper

file

Dates, invoice format,(cost

reimbursement, letter of credit, etc.), level of

detail required, cert statements,

signatures, attachments,

electronic submissions, etc.

Review Peoplesoft record for accuracy

Peoplesoft record

accurate?

Complete Contract and Bill Plan in

Peoplesoft

Award Setup Complete

YesPaper award file is

archived

Enter in tracking system

Non-federal

Time spent setting up bill plan = 79 days Total Time for Award Setup = 34 + 79 = 113 days

Em

ail Notification S

ent and W

ISD

M U

pdated

6

Detailed Process Map with Measurements

Award Receipt to RSP - Status 5Mean = 12 daysMost < 12 daysMax = 89 days

RSP to Dean’s Setup ApprovalMean= 6 daysMost < 14 daysMax = 32 days

Dept. Approval back to Dean’sMean = 6 daysMost < 12 daysMax = 77 days

Notify RSP to RSP Generate AwardMean = 6 days

Most <10 but also medium and long clustersMax = 34 days

Dean’s Approval to Dept Approval

Mean= 3 daysMost < 2 daysMax = 25 days

Dean’s to

Notify RSP

Mean=1

Histogram - Award receipt to Status 5

0

1

2

3

4

5

6

7

0 2 4 6 8 10 12 14 16 18 20 22 24 26 28 30 32

Time in days

Occ

ura

nce

s

Mean 12.3Median

7.6Mode

12.3

Stdev 16.1Max 89.4

RSP to Deans Setup Approval

0

2

4

6

8

10

12

14

0 6 12 18 24 30 36

Time in Days

occ

ura

nce

s

Mean 5.9Median

4.0Mode

0.0

Stdev 8.5Min

0.0Max

32.0

Dept. Approval back to Dean's

0

2

4

6

8

10

12

14

0 6 12 18 24 30 36

Time in Days

Nu

mb

er

Mean

6.3

Median 2.0Mode

0.0

Stdev14.6

Min 0.0Max

77.0

From RSP Notified to Award Generated

0

2

4

6

8

10

12

14

0 4 8 12 16 20 24 28 32 36

Days

Occ

ura

nce

Mean 6.4Median2.0Mode 0.0

Stdev 8.9Min 0.0Max

34.0

From Award Initiated to Generation of Project IDMean = 34 days

Generate Award to File

CreationMean = 1 day

Supervisor Review and Error CorrectionMean= 38 days

Awards with error detected = 6%Time to correct error < 1 day

Accountant ReviewMean = 38 days

Awards with errors > 2/awardTime to correct errors in award < 1 day

From Award Generated to Bill Plan CompleteMean = 79 days

File Creation to Supervisor

Mean = 1 day

Accountant Setup of Bill

PlanMean = 1 day

Histogram of Supervisor and Accountant Review Time

0

2

4

6

8

10

12

0 14 28 42 56 70 84 98 112 126 140 154 168 182 196 210 224 238 252 266

days

occ

ura

nce

Stdev 45.7Min

3.0Max

248.0

Day Zero

Day 34 Project ID Created

Day 34

Day 113Award Setup with Bill

Plan Complete

7








Dean’s to

Notify RSP

Mean=1










Mean = 1 day


PlanMean = 1 day

Day Zero


Day 34


Plan Complete

Current State Process -

Award Receipt to

RSP - Status 5

RS

P t

o D

ean

Ap

pr

Dea

n-D

ept Collection (Dept.

Approval back to Dean’s)

Dea

n-R

SP Notify RSP to RSP

Generate Award


Creation


Su

p R

evie

w

Accountant ReviewAccountant Setup of Bill

Plan

12 6 3 6 1 6 34

41 4 9

1 1 7 1 10

1 1 38 38 1 79

Future State Process

8

Proposed Future State

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 structures9

Categories of Solutions

10

Quick Wins

Key IT Improvements

Training & Additional









Dean’s to

Notify RSP

Mean=1










Mean = 1 day


PlanMean = 1 day

Day Zero


Day 34


Plan Complete

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) Email campus with unidentified awards list

i) Create delegates table identifying collection specialist

j) Eliminate division response to notify RSP

k) Email 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) Email 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) Email 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) Email 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 programmingDivision maintenance

13

Next Steps

Your Questions & Concerns

Implementation

Reporting

Documents

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