Research

Administrators Group

(RAG) Meeting

May 31 & June 1, 2017

Agenda

OSP Updates• Staff Changes• Reminders

Proposal Management• Upcoming Deadlines • New approach for Non-S2S Applications in PD

Export Controls Update• Update on OFAC Regulations• Department Business Office role in Export Controls

Workday Financials • A Central Office View and What It Means to You

Support Model• OSP Support Model• What to expect after 7/1• Award Demo• Cutover Plan• Other Impacts

Questions and Discussion

OSP Updates

Staff Changes

Financial Management:

• Kenechia Clarke: Associate Director of Financial Services

• Kathleen King: Manager of Financial Services

Award Management Team:

• Maria Kwon: Award Manager

Proposal Team:

• Danielle O’Brien: Proposal Manager

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Reminders

At Risk Requests

Spring/Summer Workload

OSP News and Updates• Subscribe https://messages.yale.edu/subscribe

OSP Websitehttps://your.yale.edu/research-support/office-sponsored-projects• Frequently Needed Yale Facts• Sponsor Policies and Procedures• Educational Opportunities• CCTC Feedback Form

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CCTC Feedback

Campus-wide Collaborative Training Committee

• We welcome your suggestions, comments, recommendations…

• Visit the OSP website

Roles

Hierarchies and Models

March 30, 2017

Proposal

Management

Proposal Management

Upcoming Deadlines • June 5th and July 5th NIH deadlines – business as usual

New non-S2S budget option• For proposals that are built in an outside portal (i.e. FastLane, ASSIST,

NSPIRES), we will accept non-detailed budgets in PD

• Detailed personnel will still be required in the budget

• The balance of the costs can be listed as one line item (directs and indirects)

• Cost sharing will need to be broken out

• The detailed budget in the full proposal will be reviewed

Synopsis

• Non-detailed budgets can be submitted through PD in a non-S2S submission when building out a full proposal in another portal

• Personnel costs, directs and indirects will be required

• A communication will be sent out shortly announcing this change to the research community

• Call your proposal manager with any questions

Proposal Management

Roles

Hierarchies and Models

March 30, 2017

Export Controls

Update

Export Controls Update

• OFAC is a division within the Department of Treasury which enforces economic embargoes and trade sanctions based on US foreign policy and national security goals

• Responsible for enforcement of embargoes and comprehensive sanctions

• Current OFAC Sanctioned Countries are:

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• The Balkans (Albania, Bosnia and

Herzegovina, Bulgaria, Croatia, Macedonia,

Montenegro, Romania, Serbia)

• Belarus

• Burundi

• Cuba

• Congo

• Iran

• Iraq

• Liberia

• Libya

• Lebanon

• North Korea

• Russia-Ukraine-Crimea

• Somalia

• Sudan

• Syria

• Venezuela

• Yemen

• Zimbabwe

Export Controls Update

• Those of greatest concern are: Cuba, Iran, North Korea, Russia–Ukraine-Crimea, and Syria

• Essentially, any interaction with one of these countries, even in the form of an academic collaboration should be reviewed with the export control officer. PLEASE CONTACT ME!

• Activities involving these countries are very restricted. Nearly all activities will be prohibited without a license from the U.S. Government

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Export Controls Update

For the most restricted countries, many routine activities may require a license:• Furnishing financial assistance, materials or services to an entity in an embargoed country

• Travel to an embargoed country with a laptop

• Research, field-work, or instruction in an embargoed country

• Importing merchandise from an embargoed country

• Collaborating, presenting or training individuals or entities in an embargoed country

Changes in the List• January 2017, New General License issued for Sudan - Essentially all transactions are now

approved to proceed

• October, 2016 Myanmar (Burma) sanctions were lifted

• Please note that “restricted party” restrictions may still be in effect for certain individuals or entities

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Export Controls Update

There exist a few general licenses which allow certain activities which are helpful to Yale

Information and Informational Materials: Allows for importation and exportation of information or informational materials to those already in the public domain

Authorized transactions necessary and ordinarily incident to publishing (General License): Allows for activities in support of publishing (academic peer review) and/or marketing of informational materials

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Export Controls Update

What can the DBO do for export controls?

• Be aware that interactions with foreign collaborators or the shipment of items, software or information outside the U.S. might require:

An OFAC license Ensure that foreign students, staff, faculty may participate in the research

enterprise Prevent researchers from sending controlled materials, items or equipment

to foreign countries without the appropriate review

• If submitting a sponsored project, complete all the compliance questions on the Transum /Regulatory Form

• Review with OSP any award documents where a sponsor has imposed publication restrictions or access and participation restrictions

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Export Controls Update

Please contact me:

Donald T. Deyo, J.D.

Director, Contracts and Export Control Licensing

Yale University

Office of Sponsored Projects

donald.deyo@yale.edu

Phone: 203-785-3817

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Workday

Financials

Workday

Workday Financials… Go-Live date is July 3

A Central Office View and What It Means to You

What’s Changing?• Workflow

• DBO/OSP collaborative opportunity before an award is set up

• Notification of the setup of new Award and associated Grants: Via Workday Inbox to Grant Manager, Award Analyst, Grant Budget Specialist

• Charging instructions – All you need is a Grant number

• Cost Share Linkages – No more

Cost Share is captured on the transaction

• Direct access to the Award/Grant

A Central Office View and What It Means to You

What’s Not?• GCAT boxes

• Pre-award & non-financial processes

• Who you work with remains the same (with a slight twist)

• At Risk Requests

• IRES Compliance review and setup

A Central Office View and What It Means to You

Award Setup Workflow

Award Setup Process - Workday

De

pa

rtm

en

t B

usi

ne

ss O

ffic

eO

SP NoA received

Fill out Workday Setup

Form on OSP Website

(Resources)

Docs uploaded, DBO notified, Logged to

Award/Contract Manager

Reviewed and Logged for Setup

Compliance checked, Setup in

IRES PT

Setup in Workday Financials and

“Submit”

Enter Budget into Workday

End

Submit Webform

(Automatically sent to OSP)

Notification automatically sent to DBO

Department Grant Budget Specialist

Notified

Support Model

Support Model – 7/3 and beyond

1. Local Workday Guru2. Quick Guides and Videos3. Finance Support Center (FSC)4. OSP Support Structure for Awards and Grants

a. gcat mailboxb. Award or Contract Managerc. IRES Setup Teamd. Reporting Groupe. OSP Leadership

-Kenechia Clarke – Workday Setup and Financials-Margaret Conway – Billing and Receivables-Jessica Gray – Effort Reporting-Cynthia Kane – IRES Setup and Workday Financials-Nancy Kendrick – Workday Financials-Lauren Pite – Subawards

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Workday Support Model

Training Options:• Auditorium (4)• Instructor-Led (7)• Web-Based (3)• Quick Guides (29)• Training Guides (10)• Simulations (33)

Auditorium Sessions Chart of Accounts (COA)

Managing ExpensesPurchasing Goods and Services

Working with Suppliers

Instructor-led Training Asset Accounting

Cash Sale Deposits/Gift Setup RequestCreating and Approving Journal Entries

Entering and Maintaining Grant Budgets

Managing CommitmentsPayroll Accounting

OSP Support Model

What you can do:• New Award?

- Fill out the Workday Award Setup webform as soon as possible

• Have a question about how to do something related to Grants? -Check with your Local Workday Guru, Workday Quick Guides, or the Finance

Support Center first

• Is it an award setup status question?-Check IRES first

What you can anticipate:• Allow for the learning curve – we are using a new system too• Some delays in turnaround• We won’t be perfect

What to Expect after 7/3

Award Setup Notifications• IRES distribution of Award setups discontinued

• Automatic notifications into Workday Inbox for Grant Manager, Award Analyst and Grant Budget Specialist

Subaward Setups• Subawards will be processed as part of the Workday Award/Grant setup

process

• Supplier Contracts replace SMS

• New Suppliers (Subrecipients) same as today, but in a new system

What to Expect after 7/3

Invoicing• July & August cost reimbursable invoices will be invoiced in September after August

month end close is completed

Cost Transfers• Automatic routing to OSP for review and approval

• Previously Certified Effort (PCE)

• > 90 Days

• $2,500 (Manual Journals only)

• Manual Cost Transfer Justification Form (Questionnaire) for Manual Journals will be available to download from OSP’s Website or through Policies and Procedures Website in the “Forms” section

What to Expect after 7/3

Reporting• Department Business Offices will be responsible for running a report to

identify financial and non-financial reports due to sponsor. We will be adding a task on the Monthly Financial Checklist

• Financial Reports will be uploaded to Workday

Effort Reporting• Routing for pre-review is based on charging in Workday as opposed to the

covered individual’s home org• Updates to effort allocations are initiated within the process

• After approval by both CC Reviewer and PI, a pre-populated PAA is generated to record the change

• Effort Certification To-Dos will be received in Workday Inbox

What to Expect when you view a Workday Award and Grant

In Workday:

• Award is the “Master” Record

• Sponsor, Sponsor ID, Begin and End Dates, Funding Amounts, etc.

• Each Award has at least one Award Line

• Award Line has one Grant

• Begin and end dates, funding amounts, etc.

• Each Award Line has related Worktags – may be different within the same Award

• Cost Center, Program, Project, Assignee, Fund

• Grant is what is required as a charging instruction and it populates the related Worktags (CC, Program, Project, Assignee, Fund)

Demo

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Demo Workday Award

Cutover Plan

OGM Award vs. Workday Award• Conversion of Grants – 5/10

• Grant mapping manual through June close

• Conversion of Awards: Weekend of 6/16 – 6/18• Cutover for Award Setup

• Currently holding setups with a start date of 7/1/17 and beyond• Exception: Approved Pre-Award prior to 7/1/17

• From 6/16 – 6/30 Award Setup Freeze• No adjustments to existing projects, tasks or orgs• Exception: Approved Pre-Award or awards with start date prior to 7/1/17

• New Workday Awards & Grants as well as amendments and corrections will be processed beginning the first week of July• https://your.yale.edu/work-yale/finance-and-business-operations/chart-accounts-

coa/workday-chart-accounts

Effort Reporting Cutover• https://workday.yale.edu/internal-news/effort-certification-moving-ers-workday

YaleOther Impacts

IRES – Remediation Update• IRES records will be converted from the current Org hierarchy to the new

Cost Center Hierarchy

• All security access should remain intact

• The work to convert and reconfigure all routing will take place:• IRES PD/PT/COI will be unavailable to all users campus-wide

• 7/6/17 @ 5pm through mid-day 7/7/17

• IRES PD routing will be unavailable

• 7/7/17 mid-day through 7/9/17

• Email all issues/questions to IRES@yale.edu

YaleOther Impacts

Office of Sponsored Projects Training• Introduction to Sponsored Projects Training

-Cancelled for July 2017

• Course content changing to reflect new Workday business processes

• Changes to required pre-requisites

• Access to systems

YaleWe don’t know…

…what we don’t know.

But we do know we are in this together!

Watch for Brown Bag Sessions coming in July/August

Questions

& Discussion

Thank you