It’s About Time!Finding Efficiencies in

Post Award Operations

Cathy Breen, Harvard UniversitySharon Brooks, University of VirginiaCindy Hope, University of Alabama

Mike Laskofski, George Mason University

2

Agenda

Overview of Research Funding and Regulatory Landscape

Review Examples – Financial Compliance– Communication and Training– Systems– Staffing and Resources

Finding the Right Balance Key Takeaways

3

Financial Compliance

Cost Transfers and use of reason codes Record Retention and maintaining adequate

documentationhttp://www.virginia.edu/sponsoredprograms/ldguidance.html

Payroll Certification (an alternate to effort reporting)

Other Examples

4

Payroll Certification vs. Effort Reporting

Description Effort Reporting Payroll Certification

System Focus Individuals Project (Grant or Contract)

Timeframe for Distribution Consistent points in time End of Project Budget Year

Certification Frequency Three Times per Year Annually

Types of Funding All Sponsored Funds Federal Funds

Annual # of Reports 2700 700

Approvers Individuals charged to projects

Principal Investigator

System Rationale Effort reasonable based on overall institutional effort

Salary and wage amounts reasonable based on work performed

Committed Cost Sharing Shown as percentage of overall institutional effort

Shown as amount reasonable based on work performed

5

Communication and Training

Social Media Online Training Other Examples

7

8

Systems

Automated Financial Reporting Post Award Workflow Application Other Examples

Reporting Automation

Harvard built a custom solution in a way that was affordable and fast. It is fundamentally changing the way we create reports.

Hours

• Centralizes process, data, and access: all parties (including clients) have access to the same information, whenever they need it (via a secure, web-based portal)

• Pre-populates standardized templates and automates routine calculations: greatly improves accuracy and eliminates potential inconsistencies with the General Ledger

• Improves accountability through enhanced transparency, automated interactions with clients, and automatic logging of all actions in the system

• Core functionality built in less than 6 months. Projected ROI of 300%+ .

Time to Complete 200 Invoices

March

April May June July Aug Sept Oct0

50

100

150

200

250

300 250 Hours 40 minutes!

March

April May June July Aug Sept Oct Nov Dec Jan0%

25%

50%

75%

100%

Percentage of Reports ImpactedIn SystemFully Automated

Portfolio D

GMAS / CREW

Dept X

Dept Y

Report

Report

Portfolio E

GMAS / CREW

Dept X

ReportReport

Dept Y

Report

Report

Report

OSP Reporting Transition

Portfolio A

GMAS / CREW

Dept X

ReportReport

Dept Y

Report

Report

Report

Portfolio B

GMAS / CREW

Dept X

ReportReport

Dept Y

Report

Report

Report

Portfolio C

GMAS / CREW

Dept X

ReportReport

Dept Y

Report

Report

Report Portfolio G

GMAS / CREW

Dept X

ReportReport

Dept Y

Report

Report

Report

Portfolio F

GMAS / CREW

Dept X

ReportReport

Dept Y

Report

Report

Report

Portfolio H

GMAS / CREW

Dept X

ReportReport

Dept Y

Report

Report

Report

Portfolio I

GMAS / CREW

Dept X

ReportReport

Dept Y

Report

Report

Report

The eventual transition will be from 15+ separately managed portfolios to a much smaller team running a more mechanized operation.

HU OSP Reporting Transition

FromAutomated

GMAS Update

Automated + Self-Serve Dept Interaction

Consolidated Data Feed

Batch Report Creation

To

The eventual transition will be from 15+ separately managed portfolios to a much smaller team running a more mechanized operation.

11

Staffing and Resources

Roles and Responsibilities Decentralized Staffing Models Other Examples

Should the Goal be Perfection?

Can We Settle for Less than 100%?

Protection of Humans or Animals Paperless Processes Effort Certification Timely Internal Account Closeout Automation of a Process Other Examples?

14

Key Takeaways

Need to develop creative solutions for providing post award support

Utilize technology where possible Find the right balance for your institution Share the work by defining clear roles and

responsibilities…..and hold people accountable Others?