NIH Payment Management System (PMS) Subaccount Transition

Transcription

1 NIH Payment Management System (PMS) Subaccount Transition Kim Rowell, Post Award Administrator III RAS Central Operations ( 404) kim.rowell@emory.edu

2 NIH Transition to PMS Subaccounts Overview Transition to Subaccounts began October 1, 2013 NIH draws were from a Pooled account (G) New NIH competing awards issued since then have subaccounts (P) in PMS Beginning October 1, 2015 the remaining NIH Letter of Credit (LOC) awards will transition to subaccounts NIH will have visibility of draws by award Ability to draw will be turned off 90 days after award end date All awards transitioned by September 30, 2016

3 NIH Transition to PMS Subaccounts Population 206 awards are affected at Emory 154 are direct awards 52 are flow through awards Direct awards 38 have annual FSR requirement and reporting process will remain the same Remaining 116 will be terminated this year for the transition and will be handled by the PMS Transition Team Flow through awards 31 are clinical trials most likely no reporting/invoice required For remaining awards wait on direction from sponsor for reporting requirements

4 NIH Transition to PMS Subaccounts What It Means to You A new award will be issued at the budget year end date First priority clear deficits on affected awards PMS Transition Team will request PANs for smoother transition using most recent EPEX routing Subawards will be terminated and reissued under new award A Subaccount Transition FFR will be required for each award FFRs for awards with automatic carryover will be prepared by PMS Transition Team Unobligated balances on awards with automatic carryover will be transferred to new award Carryover requests will be required for awards without automatic carryover (no change) No change in Progress Report due dates

5 NIH Transition to PMS Subaccounts Roles and Responsibilities PMS Transition Team PAN requests using most recent EPEX record Prepare ARRT and FFR awards with no annual FFR requirement F&A adjustments Assist with subaward reissue/closeout as needed PACT and closeout RAS Labor distribution changes; service center and DAR smartkey changes IACUC and IRB, guarantee smartkey, signatures Director reviews ARRT/FFR RSTs or JEs to clear deficits/transfer expenses Request new subcontracts/pos; close existing subs Adjust budgets as needed for new multi project awards

6 NIH Transition to PMS Subaccounts Questions?

7 Emory Libraries: Services for Researchers Complying with Public Access Requirements Jen Doty, Research Data Librarian Jeremy Kupsco, Research Informationist

8 FEDERAL AND PRIVATE FUNDER MANDATES

9 White House Directive, February 2013 Memo from Office of Science & Technology Policy: Federal agencies with more than $100 million in annual research and development funding (e.g. NIH, NSF, DOD, etc.) Develop plans to support increased access to the direct results of federally funded research Results = Publications and Data

10 Public Access Policies & Plans NIH Publications: peer reviewed articles must be deposited in PubMed Central Research Data: data management plans with all proposals (previously only $500k+ awards); 2014 Genomic Data Sharing Policy NSF Publications: deposited in designated public access archive Research Data: data management plans with all proposals 10

11 Other Federal Funding Agencies DOD, DOE, NASA, etc. Plans announced or in development, with range of effective dates over coming FY16 All are expected to address both publications and research data produced from funded research Funds may be requested in proposals to cover costs of making findings and products of the work available 11

12 Private Funder Mandates Bill and Melinda Gates Foundation Open Access for both Data and Publications as of January 1, 2015 Howard Hughes Medical Institute Publications not Open Access will not be considered for appointment renewals Wellcome Trust Articles arising from funding must be made available in PubMed Central of Europe PubMed Central

13 HOW THE EMORY LIBRARIES CAN HELP RESEARCHERS

14 Pre Award (Grant planning) Help researchers understand funder requirements for data sharing Give researchers idea of cost of data storage and sharing options so an accurate figure can be included in budget Data Management Planning Tool (DMP Tool) guidance and templates for writing data management plans Consultations and review of plans 14

15 Post Award Publications: Help researchers understand funder requirements for sharing publications and determine if they are in compliance with requirements (Current NIH Public Access) Help researchers meet publishers data sharing requirements and give cost estimates and additional guidance on data archiving and longterm preservation 15

16 Post Award Data Services Assistance choosing appropriate disciplinary data repositories Guidance for preparing datasets (best file formats, sensitive data considerations) Guidance for documenting datasets (information needed to understand the data, such as codebooks, readme files, user manuals) Data deposits in Emory Dataverse 16

17 Thank You! More Information: web: emorylib.info/public access Contact Us: web: libraries.emory.edu

18 Important Changes Announced by NIH and AHRQ Holly Sommers Director Office of Sponsored Programs

19 NIH Important Changes On October 13, 2015, NIH issued several notices describing important changes to a number of NIH policies, along with related updates to affected forms. The planned changes focus on: Rigor and transparency in research Vertebrate animals Inclusion reporting Data safety monitoring Appendices Font requirements Biosketch clarifications Research Training

20 NIH Important Changes The changes made these policies have resulted in a required collection of some additional data, which, in turn, required updates to application forms. It is NIH practice that policies must be consistent for all research applications in a fiscal year. Therefore, there are two phases to the implementation of these new policies: Phase 1 a subset of policy changes using existing forms (FORMS C) and updated instructions (to be updated by 11/25/15) will be implemented for due dates on or after January 25, 2016 Phase 2 full implementation of all changes via the introduction of new forms (FORMS D) and new instructions for due dates on or after May 25, 2016

21 Phase 1 Changes (due dates on/after January 25, 2016 using Forms C) Rigor and Transparency RIGOR AND TRANSPARENCY Changes are intended to enhance the reproducibility of research findings through increased scientific rigor and transparency. These changes affect research grant applications in Phase 1. (Institutional training grants and individual fellowships will be impacted in Phase 2.) Specific changes related to this policy change include: Updates to the application guide instructions for preparing Research Strategy section. Use of a new Authentication of Key Biological and/or Chemical Resources attachment (to be uploaded in Other Attachments section of R&R Other Project Information form) Additional rigor and transparency questions reviewers will be asked to consider during review Related Notices: NOT OD and NOT OD

22 Phase 1 Changes (due dates on/after January 25, 2016 using Forms C) Vertebrate Animals VERTEBRATE ANIMALS Changes are intended to remove redundancy with IACUC review while continuing to meet PHS Policy on Human Care and Use of Animals. Changes include: Updated guidance on the criteria to be addressed (description of procedures; justifications; minimization of pain and distress; and euthanasia); A description of veterinary care is no longer required; Justification on the number of animals has been eliminated; A description and justification of the method of euthanasia is required only if the method of euthanasia is not consistent with AVMA Guidelines for the euthanasia of animals. Related Notice: NOT OD (This change does not apply to AHRQ.)

23 Phase 1 Changes (due dates on/after January 25, 2016 using Forms C) Definition of Child DEFINITION OF CHILD Change affects the NIH policy on inclusion of children in clinical research. Change includes: NIH has amended the definition of a child to indicate that the age of a child will be defined as individuals under 18 years of age instead of 21 years of age. Related Notice: NOT OD (This change does not apply to AHRQ.)

24 Phase 1 Changes (due dates on/after January 25, 2016 using Forms C) Research Training RESEARCH TRAINING: Changes intended to reflect recent policy guidance and to reduce applicant burden. Changes include: Recruitment and Retention Plan to Enhance Diversity applicants will be asked to focus on recruitment Human Subjects applicants must describe how the institution will ensure that trainees only participate in exempt human subjects research or non exempt human subjects research that has IRB approval; no longer necessary to provide a list of potential grants trainees may work on and associated IRB information Vertebrate Animals applicants must describe how the institution will ensure that trainees only participate in vertebrate animal research that has IACUC approval; no longer necessary to provide a list of potential grants trainees may work on and associated IACUC information Progress Report requirement to report on publications that arose from work conducted by the trainee while supported by the training grant will be moved to the Just in Time process From Notice: NOT OD

25 Phase 2 Changes (due dates on/after May 25, 2016 using Forms D) General Changes Effective for applications submitted for due dates on or after May 25, 2016; All applications must be submitted using FORMS D (identified in the Competition ID ); All Funding Opportunity Announcements will be reissued or updated to include FORMS D at least 60 days prior to the first due date which is on/after May 25, 2016; NIH will reissue parent announcements, administrative supplements, research training, career development, individual fellowships and multiproject FOAs; Will add FORMS D packages to other active research FOAs. By March 25, 2016, new applications guides to be used with FORMS D applications will be issued.

26 Phase 2 Changes (due dates on/after May 25, 2016 using Forms D) Rigor and Transparency RIGOR AND TRANSPARENCY NIH is extending the Phase 1 implementation to now include institutional training and individual fellowship applications. Additionally: A new Authentication of Key Biological and/or Chemical Resources attachment will be added to the following forms in the FORMS D application package: PHS 398 Research Plan PHS 398 Career Development Supplemental Form PSH Fellowship Supplemental Form A new Plan for the Instruction in Methods for Enhancing Reproducibility attachment will be added to the PHS 398 Research Training Program Plan in FORMS D application packages

27 Phase 2 Changes (due dates on/after May 25, 2016 using Forms D) Vertebrate Animals VERTEBRATE ANIMALS NIH is extending Phase 1 changes to include institutional training and individual fellowship applications. Changes include: Adding new questions regarding euthanasia to the FORMS D application packages (to replace the euthanasia criteria in the vertebrate animals section): PHS 398 Research Plan PHS Fellowship Supplemental Form Related Notice: NOT OD

28 Phase 2 Changes (due dates on/after May 25, 2016 using Forms D) Inclusion Forms INCLUSION FORMS This change is intended to replace the optional Planned Enrollment Report and Cumulative Enrollment Report forms found in FORMS C application packages. Changes include: An optional PHS Inclusion Enrollment Report form is being added to FORMS D application packages. (NIH will provide more information about these changes prior to release of FORMS D packages.)

29 Phase 2 Changes (due dates on/after May 25, 2016 using Forms D) Data Safety Monitoring Plan DATA SAFETY MONITORING PLAN Inclusion of a data and safety monitoring plan for clinical trials is not new, but required inclusion of this information via a specific attachment will emphasize its importance and allow validation that it has been included. The change includes: A new Data Safety Monitoring Plan attachment will be added to the following forms in the FORMS D application package: PHS 398 Research Plan PHS 398 Career Development Supplemental Form PHS Fellowship Supplemental Form PHS 398 Research Training Program Plan This new attachment must be included for all applications involving clinical trials.

30 Phase 2 Changes (due dates on/after May 25, 2016 using Forms D) Appendix Policy APPENDIX POLICY NIH has not yet announced a change to the Appendix Policy. However, they have indicated that it is under review and a notice describing any change to the policy will be issued by Spring 2016.

31 Phase 2 Changes (due dates on/after May 25, 2016 using Forms D) New PHS Assignment Request Form PHS ASSIGNMENT REQUEST FORM This change affects how applicants will convey information regarding a request related to the assignment of their applications. The change includes: An optional PHS Assignment Request Form will be added to FORMS D application packages to provide a consistent way to collect referral information. The information to be requested includes: Awarding component (NIH institute) assignment preference; Study Section preference; List of potential reviewers in conflict; List of specific expertise needed to review the application Related Notice: NOT OD

32 Phase 2 Changes (due dates on/after May 25, 2016 using Forms D) New Font Guidelines NEW FONT GUIDELINES The change is intended by NIH to provide flexibility with regard to fonts allowed in grant applications. Change includes: Specific fonts will continue to be recommended; However, NIH will allow other fonts (both serif and non serif) as long as they comply with specific type density and line spacing guidelines. Font requirements remain (along with a caution that some PDF converters reduce font size): Font size: must be 11 points or larger (smaller text in figures, graphs, diagrams and charts is acceptable as long as it is legible when the page is viewed at 100%) Type density: must be no more than 15 characters per linear inch (including characters and spaces) Line spacing: must be no more than six lines per vertical inch Text Color: must be black (color text in figures, graphs, diagrams, charts, tables, footnotes and headings is acceptable as long as it is legible) Related Notice: NOT OD

33 Phase 2 Changes (due dates on/after May 25, 2016 using Forms D) Biosketch Clarifications BIOSKETCH CLARIFICATIONS Changes intend to clarify biosketch instructions. Clarifications include: Indicating that a URL for a publication list is optional and, if provided, must be to a government website (.gov) like My Bibliography Allowing publications (peer reviewed and non peer reviewed) and research products to be cited in both the personal statement and the contributions to science sections Explicitly stating that graphics, figures and tables are not allowed

34 Phase 2 Changes (due dates on/after May 25, 2016 using Forms D) Research Training RESEARCH TRAINING These changes impact the format and number of the research training data tables required for competitive applications and RPPRs. The changes include: Reducing the number of tables from 12 to 8; Minimizing the reporting of individual level information; Extending the tracking of trainee outcomes from years; NIH has also introduced the XTRACT system to help applicants prepare these tables. XTRACT will not be required in fiscal year 2016, but is available as an option. The new table format must be used for RPPRS due on or after December 1, 2015 and for competitive applications submitted for due dates on or after May 25, Related Notice: NOT OD

35 NIH Important Changes In addition to the changes required for grant application packages and associated instruction manuals, NIH has also indicated that they have changed a number of Post Award Forms and Instructions. Related Notice: NOT OD

36 NIH Changes to Post Award Forms & Instructions NIH has made a number of changes to the policies, forms, and instructions for the following post award forms: Interim and final progress reports, including RPPRs and PHS 2590; PHS 2271: Statement of Appointment; PHS 416 7: NRSA Termination Notice; Other forms received either no changes or only minimal editorial clarifications.

37 Post Award Forms RPPR and Final Progress Report RPPR Changes to the RPPR include: New research training data table formats (required effective 12/1/15); Updates to screens in the Inclusion Management System (effective 1/22/16) [more information to be provided by NIH at a later date]; Addition of clarifying rigor language Related Notices: NOT OD , NOT OD , and NOT OD FINAL PROGRESS REPORT Changes to the FPR, effective 3/25/16, include: Updates Coming to Inclusion Enrollment Report Forms. (More information will be provided by NIH prior to when the changes will be implemented.)

38 Post Award Forms Statement of Appointment STATEMENT OF APPOINTMENT The following changes have been made to the PHS 2271 (Statement of Appointment) form, effective 1/22/16: Editorial clarifications to form items and instructions. New list of Field of Training codes. Reporting of tuition/fees and travel eliminated for NIH trainees. Updated list of Specialty Boards.

39 Post Award Forms NRSA Termination Notice NRSA TERMINATION NOTICE The following changes have been made to the PHS (NRSA Termination Notice) form, effective 1/22/16: Editorial clarifications to form items and instructions; New list of Field of Training codes; Reporting of tuition/fees and travel eliminated for NIH trainees; Updated list of Specialty Boards.

40 Summary List of Recent Important Notices NOT OD : NIH & AHRQ Announce Upcoming Changes to Policies, Instructions and Forms for 2016 Grant Applications NOT OD : NIH & AHRQ Announce Upcoming Changes to Post Award Forms and Instructions NOT OD : Simplification of the Vertebrate Animals Section of NIH Grant Applications and Contract Proposals NOT OD : NIH & AHRQ Announce Transition to New Research Training Table Formats for 2016 and Upcoming Release of the xtract System

41 Summary List of Recent Important Notices NOT OD : NIH & AHRQ Announce New Form for PHS Awarding Component and Peer Review Requests NOT OD : NIH & AHRQ Change Font Guidelines for Applications to Due Dates On or After May 25, 2016 NOT OD : Inclusion of Children in Clinical Research: Change in NIH Definition NOT OD : Implementing Rigor and Transparency in NIH & AHRQ Research Grant Applications** NOT OD : Implementing Rigor and Transparency in NIH & AHRQ Career Development Award Applications** **PI s and CDA (K) applicants should read these entire notices.

42 Grants Management 42

43 Compass Outreach Sessions Purpose: To engage the Emory community and provide high level information on approved business cases. We may not be able to answer really specific questions because we are currently in the Design Phase ( in other words, we are in the process of figuring out the HOW). Topics: Focus topics for this quarter are the Grants module. Focus topics will change as the project progresses. Audience: Sessions are scheduled across campus for convenience, but each session is open to the entire Emory community. 43

44 Agenda Project Status Business Case Inventory Awards Page Set Up Grants Portal ENOA Fund Code Fringe Activity ID Usage Project /Activity Status Control Fixed Based Billing Invoice Generation Q & A Training Strategy Staying Connected System Refinement Business Cases Item Maintenance Customer Correspondence Transaction Documentation and Research Award Terms Sub Award Additional Business Cases Streamlining the Clinical Trial Invoicing Process Billing Reports to BI Publisher Date Change 44

45 Program Guiding Principles Promote shared ownership, collaboration, and communication Fully evaluate functionality and impacts Represent the enterprise (University & Healthcare) Be transparent Understand the business need and unintended consequences Consider impact to constituents and related budgets Encourage improved functionality, safeguarding valued existing solutions 45

46 Project Status We are here TM1 TM2 TM3 TM4 Module/Suite 10 weeks: 9/28/15 12/11/15 PSFT System Test 10 weeks: 1/4/16 3/11/16 Full End to End 12 weeks: 3/21/16 6/10/16 User Acceptance 12 weeks: 6/ /9/16 46

47 Award Set Up Page Overview Current State: Award Setup process is spread out over multiple navigations, is completed by various offices/areas and includes manual checklist and notifications within the process. 47

48 Award Set Up Page Recommendation Custom Entry Pages There will be custom entry pages that feed into delivered PeopleSoft tables. Workflow There will be automated workflow within the award setup pages for the multiple tabs that will be created. 48

49 Grants Portal Overview Current State Grants Quick View page Grants Quick view pages Custom page Search for awards and proposals Custom Pages Gather information Search for awards Search for proposals 49

50 Grants Portal Recommendation Future State Custom Grants QuickView pages PeopleSoft Grants Portal ABILITY TO DRILL DOWN FROM AN AWARD TO A PROJECT AND TRANSACTION SAME OR MORE INFORMATION AVAILABLE THAN ON GRANT S QUICKVIEW PAGE. 50

51 ENOA Overview Current State Comsquared 3 rd Party enoa documentation & Agency documents Security maintained by ORA Technical group based on department name Primary Department enoa Secondary Department Only the Primary Department can view the enoa. 51

52 ENOA Recommendation Primary Department Secondary Department enoa Primary and Secondary Departments can view the enoa. 52

53 Fund Code Fringe Overview 5100 Federal Funds High Level 5300 Federal Funds Low Level 5200 Non Federal Funds High Level 5400 Non Federal Funds Low Level Federal and Non Federal is imbedded within the Fund Code. This results in significant number of transfers if initial set up is incorrect and/or changes. 53

54 Fund Code Fringe Recommendation Use Project Type field to designate Federal or Non Federal grants at the individual project level Project Type changes will trigger audit trail, that triggers necessary fringe calculation. Adjustments are automatically performed without user intervention. Use one designated fund code [5700] to identify research dollars. Frees up line level transactions from grant designations and relieves burden of transaction level corrections at a later date. Minimizes the number of corrections if project is reclassified during the grant life cycle. Reduces the number of cost transfer that OGCA and the departments have to complete. 54

55 Fund Code Fringe Recommendation 5700 New Award/Project Set up 5700 indicates that it is Research funds. Move the Federal/Non Federal attribute to the project. Fringe is systematically generated. Fringe adjustment is systematically created if there is a change. If change occurs, there is no need to do a transfer from one chartfield string to another, only the attribute changes. Fringe process uses project type to see which rate to use. Add audit stamps to the attribute so that we capture when a change occurs. 55

56 Fund Code Fringe Chartfield Changes 2 Business Unit Emory University Project Type: 1 FED or NON FED Operating Unit Department Fund Project ID Class School of Medicine Department of Ophthalmology NACUBO Code for Functional Classification Reporting 5700 Research 1. Fund Code for all research dollars = Federal / Non Federal attribute is moved to the Project Type. Changes in the Project Type will not require a new SmartKey/SpeedType number Changes in the Project Type will automatically process correcting fringe entries 56

57 Activity ID Usage Overview Current State Activity ID chartfield has only one value of GRANT and is used across all projects. To segregate money, we create a NEW PROJECT ID with Activity ID of GRANT This practice requires users to rely on dates and project descriptions to determine the project s award year as well as the purpose of the project. Project ID Usage Restrictions on Budgets Manage Project Budget Years (for awards with no carryover) Collaborative Splits (Dept. A, Dept. B) Billing Methods (splits) 57

58 Activity ID Usage Recommendation Activity ID = Budget Year Eliminate the creation of new project IDs to separate budget periods when there is no carryover Grants with carryover authority will have one Activity ID to represent the entire 5 year award segment Allows users to tie the years of a project together with Project ID yet segregate when appropriate by viewing the Activity ID. 58

59 Fund Code Fringe Chartfield Changes 2 Business Unit Emory University Project Type: 1 FED or NON FED 3 Operating Unit Department Fund Project ID Class Activity School of Medicine Department of Ophthalmology NACUBO Code for Functional Classification Reporting Grant 5700 Research 1. Fund Code for all research dollars = 5700 Year 1 Year 2 Year 3 Year 4 Year ALL 2. Federal / Non Federal attribute is moved to the Project Type. Changes in the Project Type will not require a new SmartKey/SpeedType number Changes in the Project Type will automatically process correcting fringe entries 3. Activity = Project s Budget Year rather than Grants 59

60 Activity ID Future State ChartField Change (Example) Project ID will not change each year (stays the same throughout the life of most Awards). Project Type will be the identifier for Federal or Non-Federal (no longer at the transactional level). Activity ID will be used to indicate budget year for the award (grants). No need for a new Project ID for an award w/ no automatic carry over. Existing awards will not convert over to the new fund code mid-stream (still working through details of impact when new budget funding is received). FEDERAL (award w/ no automatic carry over) Current State Acme Yr1 Acme Yr2 Acme Yr3 Begin Date: End Date: Fund Project (ID) Activity 01/1/15 12/31/ (Fed) Grant 01/1/16 12/31/ (Fed) Grant 01/1/17 12/31/ (Fed) Grant Future State Acme Yr1 Acme Yr2 Acme Yr3 Fund 5700 Grants 5700 Grant 5700 Grants Current State Fund Project (ID) Activity FEDERAL (with carry over) Acme Yr1 Acme Yr2 Acme Yr3 01/1/15 12/31/ Grant Grant Grant Future State Acme Yr1 Acme Yr2 Acme Yr3 Fund 5700 Grants 5700 Grants 5700 Grants Project (ID) Project (ID) Project Type* FED FED FED Project Type)* FED FED FED Activity YR001 YR002 YR003 Activity YRALL YRALL YRALL *Project Type Attribute is now going to designate Federal vs Non Federal. This is not part of the ChartField string.

61 Project / Activity Status Control Overview Current State Project status control is used to gate some transactions at the point of entry or before they are finalized in a module. Status Control is at the Project ID & Activity ID level. We do not have the full 9.0 configuration turned on. Emory uses Project Status, but some areas manually review against the status date. 61

62 Project /Activity Status Control Recommendation IMPACTS Turn on the delivered 9.2 configuration and work with the other modules to ensure that the transactions are stopped. This will help freeze projects. 3 rd Party systems that encounter reject will go to default to either current open activity or departmental SpeedType. (5700) Integrated Module users will receive messages such as warnings or prevent additional transactions. Potentially improve accuracy of original transaction posted. Chartfield adjustments should be made on Req/PO, payroll, voucher etc. when Project/Activity has ended. Increase processing time when rejections at source are encountered. 62

63 Project / Activity Status Control (Example) Future state Enabling Status Control allows the system to manage based upon Analysis Type (All modules except Treasury) Future state Warning message will provide a status and allow to proceed. Future state Reject message will provide a status and prevents the transaction. 63

64 Fixed Fee Billing Overview Current State Current State For Contract types of Clinical Trial and Department to Invoice. Created with Rate Based As Incurred contract lines with Pre paid Lines When the events are billed, deferred revenue is created Utilization is Manual Process run weekly in batch for Contract Types This process converts BIL lines to UTL lines which reduce deferred revenue. Currently, roughly 1 FTE s time is spent on weekly utilization and the cleanup 64

65 Fixed Fee Billing Recommendation Future State Use PeopleSoft Fixed Fee billing functionality to replace Clinical Trial Prepaid lines. We are looking into how to handle existing Clinical Trials and if there is a need to convert them. We ll have more information in the spring. FIXED FEE BILLING REMOVES THE NEED FOR PREPAID LINES TO COMPLETE BILLING AND REVENUE RECOGNITION. THE FIRST AND ONLYBILL PLAN ON A CONTRACT WOULD HAVE THE ABILITY TO ADD EVENTS TO COMPLETE BILLING (EXCEPT IN THE CASE OF HYBRIDS, WHICH WILL BE ADDED TO THE SECOND CONTRACT LINE RATHER THAN THE FIRST) Ḃenefits to Moving to Fixed Fee: Revenue is recognized at the time the invoice is billed. Utilize Product and Bill Plan Templates. Reduces data entry points and contract setup Eliminates deferred revenue and unbilled AR on Clinical Trials 65

66 Invoice Generation Overview DATA Custom Tables Invoice created in XML Current State 66

67 Invoice Generation Recommendation DATA Custom Tables Invoice created in XML New Functions OR Electronic Signature Attach to Award or Contract Send via Print and use Postal delivery We are also adding remittance to the invoice to assist with payment predictor match 67

68 Q & A?68

69 What About Training? We are here Step 3: Step 4: Build/Construct Step 5: Inspection Step 6: Final Walkthrough Step 1: Idea Gathering Step 2: Wish List Design Concepts Reality Detailed Engineering Plan Listening Tours Business Case Approval Design Business Processes & PS Functionality Development User Acceptance Testing Training 69

70 Training Strategy & Approach Support & Client Support Center Train the Trainer Peer Coaches Managed & tracked by Emory s Learning Management System On Demand (context sensitive) help Job Aids End User Self Paced elearning (web based) Webinars (Instructor Led) Drop In Open Labs Instructor Led Training (classroom training) 70

71 Staying Connected Communications Council Compass Outreach Sessions Website Newsletter Yammer 71

72 What is a Communications Council? The Communications Council is a group of influencers & peers that visibly lead change and provide feedback around the Compass Upgrade. They are an important BRIDGE to business end users who are impacted by the changes. Key Responsibilities Reinforce key behaviors related to adoption and use of Compass Help communicate key messages by cascading information to your teams Conduct meetings with your teams to share important information about the Compass Upgrade rollout and training Collect feedback from the ground and share feedback with project team on the Compass Upgrade perception and questions Attend bi monthly Communications Council meetings 72

73 Communications Council Members Name Division Name Division Audrey Turner President's Office Holly Crenshaw LITS: Library and IT Services Chuck A. McConnell Exec.V.P. for Health Affairs Janey Wilcox Yerkes National Primate Research Constance Nagle School of Medicine Liz Daunt Samford Emory Healthcare Inc. Debbie Howell Goizueta Business School Lynn Johnson Emory Healthcare Inc. (Quesenberry) Diane Foley Campus Life Activities Lynn Kenney (Dona Lynn Emory College Kenney) Solomon Ejigu Affiliated Organizations Denise Walker EHI PGP Finance Stacy Johnson School of Medicine Paul Byrnes Graduate School Ronald Rezendes Candler School of Theology Phyllis Peninger School Of Public Health Perry Breazeale Emory University Hospital Rhonda Burke School Of Public Health Rita Frazier School of Medicine Debbie Longo Human Resources Roman Damena School Of Nursing Starlyss McSlade Internal Audit Sherri Meador LITS: Library and IT Services Wade Moricle LITS: Library and IT Services Demetrice Bryant Office of Research Wayne Barnes Human Resources Administration (ORA) Stephanie Allen Oxford College Katherine Weingart RAS Susan Henschen LITS: Library and IT Services Lori Ronalder Healthcare Allison C Rollins Emory College Galileu Carvalho School of Medicine/Emory Clinic Nelson Shaffer Campus Services 73

74 Be in the Know. ATTEND. VISIT. YAMMER. READ. Compass Outreach Sessions Topics change quarterly Sessions set up across Campus for convenience Register on the Compass upgrade website Win prizes upgrade.compass.emory.edu Review project background and team members Keep current with the latest news & see listening tour updates Catch up and review presentations & recordings of past sessions Register for training information in the coming months yammer.com/emory.edu Emory is using Yammer to share, discuss projects, and get work done faster Keep current with the latest news & talk Compass Insight newsletter (bi monthly) to the Compass Users ListServ Contact to get on the ListServ REACH OUT. Send s to For any questions, comments, concerns MEET THEM. Communications Council Members Division level contacts who communicate key Upgrade messages within the department or division 74

75 Website Navigation Stay Current with the Latest News & Events Project Overview Communications Toolkit Project Workstreams Register for Events & Review Past Recordings Register for Events 75

76 Q & A?76

77 System Refinement Business Cases Grants Management Item Maintenance Customer Correspondence Transaction Documentation & Research Award Terms Sub Award PO 77

78 Item Maintenance Overview Pain Points The customer refund process is manual, paper laden, and requires the use of multiple systems. Having to unpost payments from all related items and unposting any maintenance done after the erroneous payment was applied is tedious and requires focus to ensure that all reposted payments are done properly. Time spent researching wires with insufficient payment reference information. Items continue to age on contracts where the sponsor withholds a portion of each invoice until a specified date. It is difficult to gain a true picture of the status of accounts receivable without running and manipulating queries. -We are not leveraging many of the delivered processes. -We manually handle payment application, initiating refunds and error resolution 78

79 Item Maintenance Recommendation Use Delivered Functionality Maintenance Worksheet absolute value sort Transfer worksheets Mass Change Dispute Codes Unpost Payments Finance Grants & Contracts (FGC) Grants Accounts Receivable Accounts Payable Doubtful Receivables Auto Maintenance Refund to AP Item Split Payment Predictor 79

80 Customer Correspondence Overview We are not leveraging all of the 9.0 delivered processes. There is new 9.2 functionality. 80

81 Customer Correspondence Recommendation Use 9.2 Functionality AGING DUNNING LETTERS CUSTOMER STATEMENTS FOLLOW UP LETTERS FOR CONVERSATIONS NOTIFICATION FRAMEWORK 81

82 Transaction Documentation & Research Overview and Recommendation CURRENTLY, EMORY IS USING ACCOUNTS RECEIVABLE CONVERSATIONS CONFIGURE COMPASS FOR: ENHANCED CONVERSATIONS FINANCIAL AUDIT FRAMEWORK 82

83 Award Terms Sub Award PO Overview and Recommendation Award Terms We have award terms & conditions configured however we are not using it. Sub Award PO Users need to log into Sciquest to have visibility into PO to see the who and how much, etc. Recommendation 83

84 Additional Approved Business Cases Grants Management Overview and Recommendations are available for review. Check the website: upgrade.compass.emory.edu Grants Management Business Cases Streamlining Clinical Invoicing Process Billing Reports to BI Publisher Date Change 84

85 Streamlining the Clinical Trial Invoicing Process Overview Invoice created in the Clinical Trial Database Invoice created manually in PeopleSoft Invoice #1 in the clinical trial database is not Invoice #1 in PeopleSoft Manually intensive and requires copies of invoices and supporting documentation to be sent to OGCA for input Approximately 150 clicks to generate a manual invoice (time = 12 minutes). Downstream impact to Accounts Receivable makes the cash application against open invoices time consuming and cumbersome. 85

86 Streamlining the Clinical Trial Invoicing Process Recommendation Clinical Trial Database PeopleSoft Billing Automate the Billing Process by developing a billing interface Add a customization to update the Contract Module for: amendments, billing limits, billing events and revenue recognition options. 86

87 Billing Reports to BI Publisher Overview & Recommendation Management Reports are created using queries and Excel Labor intensive process Recommendation During the Upgrade, we would like to build the reports in the system by using the xml functionality. Note: we are looking into doing these reports in the data warehouse and/or Compass. 87

88 Date Change Overview Current State Custom-built page. Processes date change updates throughout the grants suite on one page verses going to 14 different pages to update dates. Used by Central Finance as an entry page Non-central users can view information such as Commitment Control end dates, etc. 88

89 Date Change Recommendation Modify the custom page to add Activity Status, Activity Dates and Project Teams. 89

90 Thank you for attending this Compass Outreach Session We ll Be Back In Your Neighborhood Again Check the website for information on future Compass Outreach Sessions upgrade.compass.emory.edu 90