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Session #27167Session #27167
Approved!
Grants Proposal Workflow
In Theory And Practice
Florida State UniversityFlorida State University
Florida State University
Current Enrollment 40,255
FSU and Oracle PeopleSoft
• Financials 8.4 Implementation July 2004
• Upgrade to 8.9 November 2006– MP5 applied April 2007
• Upgrade to 9.0 April 2009• Modules include:
- GL with Commitment Control - Projects/Grants/Contracts
- Accounts Receivable/Billing - Travel & Expense (w/workflow)- Purchasing/ePro (w/workflow) - Accounts Payable- Asset Management - Inventory/Cost Management
Proposal Volume
•2007 – 1,583 Proposals
•2008 – 1,590 Proposals
•2009 – 1,496 Proposals
Overview
•Oracle Presentation
•Approval Routing
•Lessons Learned
Gap
• Management did not want users to choose the
approval path for their proposal.
• Approval routing should be selected from
elements in the proposal.
Levels Of Approval
This can help to divide up sections of a longer or more complex presentation
Level 1
•PI•Co-PI
•Sponsored Project Manager•Department Representative•Compliance•Facility Use•Pre-Award Administrators
Level 2
Department Chair Associated with:•PI /Co-PI Job Funding•Project Department•Department Credit
Levels Of Approval
This can help to divide up sections of a longer or more complex presentationThis can help to divide up sections of a longer or more complex presentation
Level 3
School/College Dean Associated with:•PI /Co-PI Job Funding•Project Department•Department Credit
Level 4
•Pre-Award Administrator•Ad Hoc Approvers
Level 1
•PI•Co-PI
•Sponsored Project Manager•Department Representative•Compliance•Facility Use•Pre-Award Administrators
Level 1 Approvers
• PI and Co-PI from Proposal Resources
Level 1 Reviewers
• Sponsored Project Manager and Department Representative from Proposal Resources
Level 1 Reviewers - Compliance
• Compliance Review from Proposal Certifications
Certification Code Mapping
• Institutional Contacts – Official Type
Level 2
Department Chair Associated with:•PI /Co-PI Job Funding•Project Department•Department Credit
Level 3
School/College Dean Associated with:•PI /Co-PI Job Funding•Project Department•Department Credit
Workflow Tree
Level 2 Department Chair
Level 3 College/School Dean
Approver Lookup
• Process run to populate custom workflow table from tree
Alternate Approvers
• Alternate Approvers for Proposal Workflow
Level 2 Approvers – Department Chair
• PI/Co-PI Job Funding– Professionals > Job Data
Level 2 Approvers – Department Chair
• Project Department
Level 2 Approvers – Department Chair
• Department Credit
Processing
Processing
• Component added to Proposal
Processing
• All approvers added to Proposal Resources
Processing – Level 1
• Level 1 Approvers/Reviewers added to Component Approval History
Compliance Reviewers
Pre-AwardAdmins
PI
Co-PI
SPM
Dept Rep
• Level 2 Approvers/Reviewers added to Component Approval History
Processing - Level 2
PI funding Chair
Co-PI funding Chair
Project Department Chair
Department Credit Chair
Level 4 Approvers
• Institutional Contacts – Official Type
Ad-Hoc Approval
• Ability to add additional approvers at level 4
Lessons Learned
• Mandatory use– Popular with Sponsored Project
Managers– Not popular with Chairs and Deans
• Workflow tree
Future Steps
• Identify barriers to use– Chairs and Deans
Questions?
This presentation and all Alliance 2010 presentations are available for download from the Conference Site
Presentations from previous meetings are also available