DEPARTMENT OF PSYCHOLOGY - University of Michigan...Snapshot of Business Office Environment ......
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DEPARTMENT OF PSYCHOLOGY Research Administration Business Process March 21, 2012 Business Office Sherry Mason Wenda Richmon-Morton Erika Hauff Anna Caruso Therese Hustoles Lynn Kujawa Jeff Kolodica Matt Brott Emily Harris
Transcript of DEPARTMENT OF PSYCHOLOGY - University of Michigan...Snapshot of Business Office Environment ......
DEPARTMENT OF PSYCHOLOGY Research Administration Business Process March 21, 2012
Business Office Sherry Mason Wenda Richmon-Morton Erika Hauff Anna Caruso Therese Hustoles Lynn Kujawa Jeff Kolodica Matt Brott Emily Harris
Organization of Business Office_____________________
Snapshot of Business Office Environment
Procurement • Process orders centrally: [email protected] • Avg. ~250 orders per month
478 Accounts
• Sponsored: 105 (87 federal, 18 non-federal) • Non-sponsored: 373
~100-130 proposals submitted each year
• Reoccurring federal sponsors: NIH, NSF, IES, DoD
Pre-Award Process
1-2 months before major external funding deadline, Erika sends reminder email
• Email is short and includes important dates and deadline policy
Faculty alerts us of intent to submit via [email protected] and/or direct email to Erika
• In response, we send “PAF Worksheet” and provide deadline information • We review announcement and highlight specific/unusual details • If several submissions at the same time, Erika delegates applications to Therese, Anna, or Lynn
Pre-Award Process
Pre-Award Process
Pre-Award Process
We provide assistance with all aspects of proposal preparation • Create PAF and fill out application forms • Build budgets and edit budget justifications • Adjust formatting to comply with guidelines • Coordinate with other departments and/or institutions & liaise with LSA and ORSP • If time allows, review for typos and grammatical errors
We also help with any other miscellaneous grants-related requests (ex. Material Transfers, JIT)
Pre-Award Process
PAF worksheet due at least 8 business days in advance of deadline • More complex projects (subcontract, gov’t contracts) require more time SubKs often need a week to route through their own institution
• Allows us to assist with forms, create budget(s), and communicate with faculty about changes needed
• Extremely important if we have multiple submissions
Reminders to faculty before routing proposals:
• Applications must be FINAL, incl. applications in Fastlane, ProposalCentral, etc. • If external faculty participating in project, PAF routes through other dept(s) first, before
being reviewed by Psych. Key Ad & Chair • Be available for changes requested • Communicate with us about changes requested by subcontracts, collaborators, etc.
Pre-Award Process
ORGANIZATION!
Proposals, progress reports, training grant info, etc. saved in shared drive
Hard-copies: yellow folder (pending) blue folder (awarded)
Have many templates, incl. budget template we use for all projects. Templates saved in sharepoint.
Maintain folder for faculty Biosketches and Other Support
More than just Research Coordinator listed on PAFs
Pre-Award to Post-Award
Effort tracking tool in Sharepoint • Once awarded, enter PAF# or P/G and data pulls directly from data warehouse • Enter effort as written in proposal • Data will eventually feed to Student Services and HR to help calculate course buyouts
and assist with effort reporting compliance • Creates effort reports that are easy to manage/view
Business Process
Research Administration, Financial Responsibilities, and free monthly
sessions with Psychologists
1- Order request forms [email protected] • Templates => Psychology home page • Orders stamped => in the Order Log in Sharepoint
Procurement/Order Process
2- Orders placed Marketsite, online, phone calls • PO requisition or PCard => for payments • Supporting docs => in the Order Log in Sharepoint with
Original Order stamped
Procurement Process
SharePoint Order Log – March 2012
Procurement Process SharePoint Order Log # 3001
Procurement Process SharePoint Order Log # 3001
Post-Award Process
Post-Award Process
• Post-award accountants reconcile all accounts monthly • SOAs/PBSRs/Voucher Detail Reports/Business Objects reports
• Process sponsored project forms as needed
• 7471, FDP, A-21 review, FSR, Progress Reports
• Complete projections as needed or requested by PI
Post-Award Process
Business Manager assigns PIs to post-award accountants and reviews workload regularly
Post-Award Process
Maintain electronic record in Sharepoint of monthly statements
Post-Award Process
PI Consolidated Report • PIs are sent monthly statements of their accounts
Post-Award Process
Additional Post-Award Activities
• Review/Approve Reports • Concur • Non-PO Vouchers • PeoplePay • AAFs
Post-Award Process
Additional Post-Award Activities
• Monitor PI Effort • Use Effort Tracker to ensure PI is putting in effort as proposed • Work with HR to submit grant effort in Wolverine Access
• PI Meetings • Meeting with PIs as needed/requested to go over accounts, any issues, new awards
Questions???
