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Proposal Maintenance General information Project director, organization (campus, department), time frames, subcontractors, etc. Manual entry by pre-award staff Automatic entry by ERA system
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Contract & Grant Administrationand ERA
October 11, 2005
C&G Functionality
• Proposal Maintenance Document• Award Maintenance• Account Maintenance• Budget Adjustments• C&G Tables Maintenance Screens• Cost Share• Effort Reporting• Query Capability in FIS
Proposal Maintenance
• General information• Project director, organization (campus,
department), time frames, subcontractors, etc.
• Manual entry by pre-award staff• Automatic entry by ERA system
Proposal Maintenance
Proposal Details
Award Maintenance
• Separate table from proposal (allows differences between proposal and award)
• Pulls data from the proposal table• Specific data (C&G administrator, LOC
information, etc., associated account numbers)
• Manual entry by C&G (post-award) staff
Award Maintenance
Award Details
Award Accounts
Account Maintenance
• Account specifics• Account Manager/Supervisor, IDC rate,
exclusions, Higher Ed. Function Code, etc.• Separate accounts for on/off campus
components, multiple departments, etc.• Linked to the proposal via the award
document
Account Responsibility
Account – C&G Specifics
Account – C&G Specifics
C&G Budget
• Awarded budget• Budgets for each associated account• Budgeted at the object code level• Sub-accounts allow budgets for multiple
purposes, including cost share
Maintenance Screens and Reference Tables
• Project Director• F&A Rates• Exclusions• Agencies • Subcontractors• Research Risk• Effort Reporting• Many others
Cost Share
• Utilizes existing sub-account structure• Sub-account is linked to a departmental
account• Encumbrances on the CS sub-account are
mirrored on the departmental account• Expenses on the CS sub-account are
reimbursed nightly by the departmental account
Cost Share
C&G Account
Cost Share Sub-Account
Department Account
Expenses – charged to a
Cost Share Sub-Account
Cash
Cash is transferred
nightly to cover all cost share
expenses incurred that
day.
Sub-Accounts
Effort Reporting
• After-the-fact confirmation• Batch process creates the initial reports• Routed through FIS for Fiscal Officer (or
delegate) approval• Modifications to an effort report spawn
salary transfers• Manual re-created reports are possible
FIS Effort Report
Query Capability
• C&G Queries Page• Proposal-Award-Account all linked in the
lookup screens• Account and budget are linked• Query capabilities (parameters)• Document search capabilities
C&G Cash Management
• Utilizes the AR system for invoice payments
• Non-AR payments also processed using the Cash Control document
• Queries calculate the agency-specific LOC draw-down amounts daily
• Batch process distributes LOC income to the C&G accounts monthly
ERA
• Modular design– Routing Form– Budget Development– Human Subjects– Maintenance
• Integrated with FIS– Personnel, salaries, agencies, subcontractors,
Project Directors.
ERA Budget
• Automatic calculations– Subtotals, totals, fringe benefits, indirect costs– Builds inflation into out-year budgets
• Maintenance tables– Fringe benefits– Indirect cost rates
• NIH Modular budgets• Multiple XML output formats (pdf)• Budget items map to object codes in FIS
ERA Routing Form
• Linkages with FIS data• Electronic routing via OneStart Workflow
with e-mail notification• Default approvers and ad-hoc approvers are
allowed• PDF output• Automatically feeds the FIS proposal
document when fully approved
FDRS / IUIE
• Data Direct• Pre-Defined Queries• Standard Monthly Reports (Reports
Viewer)• Project Director Reports• Digests
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