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Closeout Project Update
March 25,2015ORS Quarterly Meeting
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RACI
Michelle Rigsbee, Campus Closeout Implementation Team
Agenda
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• The Goal: Clean Close• Current Project Workstreams• New Tech Tools & Reporting Enhancements• Master Data Additions• Closeout Tasklist: Modifications & Update• NIH Notification
The Vision of the Future: Clean Close for Sponsored Projects
BY THE SPONSOR DRIVEN CLOSEOUT DEADLINE, ALL PROJECT RELATED ALLOWABLE ALLOCABLE AND REASONABLE EXPENSES ARE POSTED TO THE PROJECT WBSE BEFORE SUBMITTING REQUIRED CLOSEOUT DOCUMENTATION TO OSP.
As an institution, Duke has identified essential policies, processes, and technology tool improvements to enable research administrators to achieve this vision.
What Does Clean Close Mean?
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The Pathway to Clean Close Remove barriers,
reducing time (and frustration) for issue resolution
Enables more proactive award
management
Update policies for clear guidance,
reducing time in seeking direction
Allows greater understanding of
expectations
Modify business processes to
streamline and standardize activity
Enables greater efficiency and easier
collaborations
Enhance reporting and technology
Provides transparency and
facilitate more timely transactions
Submit documentation that is final and ready to report
Meet deadlines, reduce financial
risk, and closeout once!
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Project WorkstreamsWinter: Current/Recently Completed (CY 2014 – 2015)• Interdepartmental Payroll Policy/Escalation (November – February)• Payroll Access Technical Solution (January – June)• FFR Electronic Form (January – March)• NCE Submission Process (December – March)• Peer Invoicing (December – March)• Life of Grant Programmatic Policy/Guidance (January – April)• Revised Final Financial Report and Invoice Policy (February – April)• Postings After Closeout (February – April)• Tuition Remission (January – September)• Internal Billing Service Center GAP Updated (November – December)• Internal Billing: Housing/Auxiliaries/Stores Billing/Special Events & Conference
Services, MAESTRO Billing; Service Center Billing (January – August)
Spring: Upcoming (CY 2015-2016)• Clean Close Technology: Closeout Tools (June – TBD)• Management Reporting (June – TBD)
New Duke@Work Reports
WBSE Status Warnings
Master Data Additions and Other Report Additions
Closeout Tasklist Modifications
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Tech Tools & Reporting Enhancements
Projects Approaching End Date Report (Use in place of ZF110 )• Identifies projects ending in the next 3 months• Identifies OSP Due Date and Sponsor Final Due Date• Drilldown to Project Obligations Report
Project Obligations Report• Identifies existing & future dated cost distributions• Identifies outstanding purchase orders
New Duke@Work Reports
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These messages will be triggered when the funding sources recorded in the applicable tools have end dates.
WBS Element Warning Messages
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Type of Expense WARNING!
iForm: Hire, Transfer, Cost Distribution, Manual Salary Cost Transfer, and Supplement iForms
Project has ended. Confirm effort falls within the project period!
Electronic A/P Check Request & POs/ Requisitions
Project has ended. Confirm costs incurred before end date!
Online Travel The following WBS elements are final or ended! (WBS element will be listed)
Purchase Orders Project has ended. Confirm expense incurred within project period!
New Backstop Fields
• Either Cost Center OR WBSE • Only 391xxxx WBSE’s are eligible to be backstop codes• Backstop code will be used for write-offs at closeout • Backstop code will default based on associated BFR• Department modifications Duke@Work
OSP Liaison ID and Name
Master Data Additions
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Projects Approaching End Date Report
Project Obligations Report
ZF600
Reports/Tools for Timely Closeouts
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Detailed Worklist to Assist in the Closeout Process – begin 90 Days Prior to End DateModified Tasklist auto-populates data fields with WBSE entry (Campus roll out in progress )
Tasklist Status Bar
Section collapsibility using N/A Checkbox
Electronic Signature Option
Separate Tab for PI Attestation
Key Features of the Closeout Tasklist
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March Madness
Closeout Tasklist Update• Tasklist effective January 1, 2015• Closeout documents submitted to OSP• January 1 – March 19, 2015• Total # Closeout Packets – 170• Total # Tasklist – 83• 48% submission rate
• Tasklist will be Mandatory July 1, 2015
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NIH has changed the required due dates for final project reporting from within 90 days from the period of performance end date to within 120 days from the period of performance end date.
Duke University will adhere to the 90 days from the period of performance end date deadlines for NIH awards until further notice.
The final date which Duke can request revenue on NIH cost reimbursement awards remains within 90 days from the period of performance end date.
NIH Notification
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Reminder: Required Video for Grant Managers for Closeout Project GAP and Tasklist
Deadline: April 1, 2015
Questions?Contact: Michelle Rigsbee, Campus Implementation Team
Email: [email protected], [email protected]
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