Bolt-On Module: Grants Event Log 

Friday November 11, 2005

USM Regional Oracle/People Soft Conference

Towson University

Your PresentersYour Presenters

• Maureen McMahon

Director of Sponsored Programs

• Tony FinneranIT Specialist

Overview

The Event Log was developed to replace a previous in-house grants application used by the Office of Sponsored Programs (OSP) to track and report sponsored funding events from both proposed and awarded grants.

Agenda

• UMBC Grants general information and current PeopleSoft environment

• Legacy system issues and brief history

• Issues with delivered PS Grants Administration Module

• Benefits of Event Log in PeopleSoft

• Demonstration of Event Log

• Questions and answers

Grants and PeopleSoft

• Grants Management / Financials go live July 1, 2003

• Pre and Post Award modules in use

• Current versions (Tools 8.45.16 – soon to be 8.46.06, PS 8.4 SP2)

UMBC Grants – General Information:

• Approximately $78 million in external funding for FY 2005

• Top Federal Sponsors are NASA, NSF, and NIH

• Approximately 600 proposals submitted and 500 awards received every year

UMBC Grants – General Information (cont.):

OSP’s Mission• Provide direct assistance to faculty

and departments in finding appropriate sources of funding, putting together proposals, and interpreting Sponsor policies, rules and restrictions.

• Review, process, and sign off on all external grants and contracts in support of research and other scholarly activity at UMBC.

• Negotiate on behalf of the University with public and private sources of funding and act as liaison with funding agencies during the life of a grant or contract.

Grants and contracts administered by Office of Sponsored Programs and Grant Accounting

Grant Accounting• Provide reliable resources to UMBC

recipients of restricted fund and external agencies, including government and private sector, with quality and effective financial accounting, reporting and customer service.

• Perform all billing, cash management and financial reporting through close out, to funding agencies during the life of a grant or contract.

• Provide cost accounting and compliance services such as F&A rate negotiation, effort reporting, and establishing and enforcing business processes for campus compliance.

Sponsored Programs Office (OSP):

Staffing :

• Director of Sponsored Programs

• Two Grants Managers

• Contract and Grant Associate

Legacy to PeopleSoft

• OSP has been entering funding data since 1997 in a stand alone “PowerBuilder” application originally developed by the UMBC Office of Information Technology.

• Grants Accounting tracked data in separate accounting system before PeopleSoft.

• PeopleSoft Grants was implemented on July 1st, 2003. Data was only converted into PeopleSoft from Grants Accounting System.

Legacy System

Legacy System – (Why change/upgrade?)

• No longer supported by OIT/technology out-dated• Redundant data entry• Multiple systems for grant reporting• OSP funding data disconnected from Grant

accounting data• Departmental users cannot access quarterly reports

from legacy system• Campus event notification process is inefficient

PeopleSoft - Issues with delivered Grants Module:

• Limited Proposal/Award search

PeopleSoft - Issues with delivered Grants Module:

• Missing funding data elements currently tracked in Legacy System

– Event Date– Event Type (Including change in PI)– Event Start and End Date– Direct and indirect costs– Collaborative departments– Participant Support Costs

PeopleSoft - Issues with delivered Grants Module:

• Information widely disbursed in Grants System

Event Log Benefits

• Event Notification Sheet

• Award Summary screen

• Expanded search capabilities

• Track collaborative departments

• Track PI changes

• Capture more grants event detail than PS

Event Log Benefits (cont.)

• Electronic campus event notification process

• Quarterly Reports can be accessed by departmental users

• New queries/reports can be designed to tie funding data to grant accounting data (expenditures, budgets, actuals, etc.)

Demo of Event Log

Expanded Proposal Search

Demo of Event Log

Expanded Award Search

Demo of Event Log

Grant Event Log Screen

Demo of Event Log

Event Log Screen - Continued

Demo of Event Log

Event Log – Summary Screen

Reports – Event Notification Sheet

Reports – Future QTY Reports

Reports – Future QTY Reports

Reports – Future QTY Reports

Reports – Future QTY Reports

Questions ?

Contact

Maureen McMahon

Director of Sponsored Programs – UMBC

(410) 455-3140

Email: mmcmahon@umbc.edu Web: http://www.umbc.edu/ospa/