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Shari Nguyen

Introduction to PeopleSoftGrants Management

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Agenda

Award Lifecycle and Structure Overview of PeopleSoft Pages Subcontracts Cost Sharing Expenses Clinical Trials Award Closeout Budget Statement Reports

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Award Lifecycle and Structure

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PeopleSoft Lifecycle

AwardSetup

InfoEd Interface

Closeout

Invoicing

Cost Sharing

Industry ClinicalTrials

Spending

AwardMaintenance

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Award Project Activity

Award

One Award for asponsor grant or contract.

Project(s)

Associate one or more projects toan Award depending on rules of the Award.Also used for individual transactional data,upon request of PI or department/center.

Activity(ies)Associate one or more activities to a Project when NU must

account for each budget period separately.

Award ID = InfoEd Proposal ID

ChartString

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Project ID and Activity

Fund DeptID AccountProject Activity Program

Fund Area Org

0600 300 D313

Obj/Rev

7560

610 4011000 0160012366 Suborgs 77560

Project – 60012366 (unique system generated number) for Grants always begins with a6*******

Activity – 01 (additional activities will be added if the sponsor does not allow carryover fromone period to the next)

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New Funds

Non-Mandatory Salary Commitment192

Mandatory Cost Sharing191

Other Grants and Contracts650

Industry Clinical Trials640

State of Illinois Funding630

Federal Flow-Through620

Federal Grants and Contracts610NameFund

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Award Setup

Data Conversion from CUFS and InfoEdActive and Closed Awards with activity since 9/1/2006 Data converted from CUFS includes:

Budget, Cost-Share, open AR items (invoices), Dates

Data converted from InfoEd includes:Demographics, Project Personnel

All budget and expense data will be converted to Activity01

o If additional activities are needed after go-live, they will start with 02

Which expenses will be converted?

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Award Setup – Converted Expense Data

* Go to CUFS for detail data

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Data Availability

• FY 2008 (through July) actual expenses willbe available in PeopleSoft August 2008 will be available mid-September

• FY 2009 actual expenses will be availablein PeopleSoft at go-live (target 9/2/08)

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Security

• Schools/Units have View-Only access toPeopleSoft & InfoEd Data entry by OSR/ASRSP only

• Security Matrix-Access matched todepartment or project team

• Report discrepancies (security or incorrectdata) to help desk

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Applications and their Uses

-Account level balance-% Remaining for spendingdecisions-F&A distribution

Post-Award financial data-budget & expenditures

PeopleSoft

Reporting on InfoEd &PeopleSoft data

Pre-Award & Post-Awarddata- individual proposals orawards

-Monthly, quarterly, & annualfinancial reports-Summary-levelproposal/award reports

Cognos

-Budget snapshot-Contract negotiations-Committed effort & cost-sharing

InfoEd

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Overview of PeopleSoft and Grants

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Award Demographics

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Award Demographics

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Award Demographics

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Award Demographics

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Award Demographics

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Project Demographics

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Project Demographics

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Project Demographics

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Project Demographics

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Project Activity Demographics

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Project Activity Demographics

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KK Budget Overview

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KK Budget Detail

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Subcontracts

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Subcontracts

Department Creates requisition when award is received PI reviews and signs invoices and sends to

ASRSP Department creates receipt for invoices on

purchase order by line (< or > $25,000)

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Subcontract Inquiry

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Cost Sharing

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Cost Sharing: Policies

New Cost Sharing PoliciesCost Share Funds may be associated with each project Fund 191 (Mandatory Cost Sharing and Voluntary Committed

Non-Salary Cost Sharing) Fund 192 (Over-the-cap and Voluntary Committed Salary)

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Cost Sharing: Fund 191

Fund 191 - Mandatory Cost Sharing ProcessOSR Cost share budget will be established for each project

when included in award terms Initiate budget journal transfer of mandatory & voluntary

commitmentso Chart-string indicated in Commitments section of OSR-1o Journal processed through workflow

Department Monitor budget transfers and expenditures in their

Fund 191 Budget Statement or Cost Sharing Report

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Cost Sharing Example

Fund 191 - Mandatory Cost Sharing ExampleAward in Chemistry includes $100,000 piece ofequipment to be funded by:

o Sponsor: $50,000o VPR: $25,000o WCAS: $12,500o Chemistry: $12,500

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Cost Sharing ExampleAt award establishment, OSR initiates budget journalTransfers

o $12,500 from WCASo $12,500 from Chemistryo $25,000 from VPR

…to Chemistry “191” fund from non-sponsored accounts for thisspecific project.

Note: When source is from restricted chart string (eg gift or endowment),Department will first need to initiate revenue transfer to unrestricted chart string

Journal transfer processed through workflow with required approvalsfrom WCAS, Chemistry, and VPR

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Cost Sharing Example

Spending ExampleExpenses will be charged (as listed on requisitions) to bothsponsor and cost-share budget lines for the project $100,000 equipment purchase Requisition includes two expense lines

– $50,000 to sponsored fund– $50,000 to fund 191

(Chemistry, but initially funded by WCAS, Chemistry, and VPR)

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Cost Sharing: Fund 192

Fund 192 - Salary (Over-the-cap and VoluntaryCommitted) ProcessOSR Establish $0 cost-share budget for each project &

department with impacted personnel on award

Department (Direct Charging) Expense over-the-cap and voluntary committed portions of

salary in HRIS funding to Fund 192 + Project ID Responsible for initiating budget journal from non-sponsored

account to covero Expenses will also hit department Fund 192 budget statement

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Cost Sharing: Conversion

Conversion of cost share data “C” Accounts:

o Converting budget and expenses to Fund 191o Spend immediately with new process outlined

8799 Object Code:o Converting historical credits “as is”

0037 Accounts (FSM)o Balance should be zero on August 15o If not, converted to project chart string with NO

BUDGET

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Cost Sharing: Conversion

Bridge for 0037:Setting up Fund 191 for Mandatory cost sharing tocontinue on existing awards Departments

o Notify OSR to open Fund 191 on existing (convertedawards) with remaining mandatory commitments

OSRo Establish Fund 191 project budget lines per aboveo Initiate budget journal transfer per process

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Cost Sharing: Conversion

Bridge for 0037: Enabling over-the-cap spendingin HRIS on converted awardsOSR Identify all PIs/projects with 0037 Funding lines for September 30

(and beyond) payrollCreate $0 budget lines on fund 192 for all projects and associated

departments by September 16

DepartmentSeptember 16-25: Correct Funding in HRIS for Sept. 30 payroll

o Delete “converted” Fund 192 funding lineo Enter all Fund 192 salary lines in HRIS for September (and

beyond) payroll for all projects

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Cost Sharing-Direct Charging in HRISOver-the-cap funded by home department

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Cost Sharing-Direct Charging in HRISOver the cap funded by different department

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Cost Sharing

Benefits of New Policies Effort Report Accuracy

o Salary direct charge: sponsor & cost share effort linked toproject

Flexibilityo Multiple departments can fund over-the-cap cost sharing in

HRIS for same project Cost share tracking by project

o Fund 191 and 192 expenses reported on Sponsored ProjectBudget Statement (GM045)

– Subtotals: Sponsor, Mandatory, Non-MandatorySalary

o Cost Share Status Report - track departmental cost sharingand verify funding by project

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Expenses

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Expenses

ASRSP approval required for the following:• Transactions charged to Sponsored Projects for

tangible goods over $2,500 University Vendors/Requisition process P-cards encouraged

• Any grant-related travel expense, regardless ofamount

• Any grant consulting or subcontractor relatedexpense, regardless of amount

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Expenses and Invoicing

New Billing Process (Non-Industry ClinicalTrials)1. Automatic billing in batch process2. All transactions must be entered in a timely

fashion to the sponsored project, as invoices arecreated from posted expenses

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Clinical Trials

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New Industry Clinical Trial Policy

Clinical Trials will be budgeted at the maximum amount(potential total budget) and not with incremental budgetincreases as cash is received.Expectations: Total expenses will not exceed final cash received. PAS will no longer be generated with each check deposit.

Departments will review Cognos reports to understand the cashbalance.

If no end date is specified, the initial project period will be 3 years. Direct cost residual balances will be transferred after closeout to non-

sponsored chart strings. Any overdrafts at closeout will be transferred to the department chart

string and covered by department non-sponsored funds.

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Award Closeout

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Award Closeout

Notification will be sent 2 months before the projectend date to the PI and Department Administrator

At Project End date, status = Finished (preventsprocessing of requisitions or payroll)

Complete the Closeout Checklist

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Reporting

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Reports

Manage sponsor duedates for final reports

Milestone ReportN/A

View summary clinicaltrial financial data

Clinical Trials ActivityN/A

Notification of newaward/fundingactivated

PAS ReportPAS Report

Provide snapshot ofactive award balancesby PI

GM044 – SponsoredProject Portfolio

SNUPER(Account SummaryTab)

View Budget andExpenses bySponsored Project

GM045 – SponsoredProject BudgetStatement

NG32PURPOSENEW REPORT NAMEOLD REPORT NAME

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Clinical Trials Activity Report

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Additional Courses

FMS114 - Understanding Seminal Reports Detailed information on the commonly used reports Begins August 13th

FMS803 – Ordering Hands-On Non-Catalog Special Requisition: Grant Subcontract

FMS 805- Receiving (Demo) Receiving subcontract invoices

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Help Desk

• 1-HELP (option 7)• consultant@northwestern.edu

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?Questions…