OSP BROWN BAG. October 1, Office of Sponsored Projects

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1 OSP BROWN BAG October 1, 2013 Office of Sponsored Projects

2 Government Shutdown

3 Pre Award News Subcontracts in Workday All Active subcontracts have a new PUR# Only the Balance from the old PO is on the new PUR Some may need adjusting to correct any errors Pending subs (New and Modifications) PUR will be created after the agreement is Fully Executed If PUR was created in the transition, the Change Order may be adjusted to correct any error as necessary If you have outstanding invoices, we can create the PUR now, contact Subawards@brown.edu

4 Subcontracts in Workday PUR amount plus the Invoices Paid on the old PO should equal the Subcontract Amount. PUR $ + Invoices Paid on PO = Subcontract $ The total on the new PUR will NOT equal the sub total (unless no invoices were paid on the old PO) Change Orders may be adjusted to reflect the total that should be on the NEW PUR and/or to correct any error

5 Subcontracts in Workday Going forward: Please refer to the Subaward Number and the PO or PUR Change Order TOTAL $ should not include invoices paid on old PO (OSP will continue to review/correct as needed) Explain all changes needed in to Subawards@brown.edu DO NOT send invoices to OSP Receipt the invoice in Workday and send to AP THANK YOU FOR YOUR PATIENCE!!!!!

6 Property Management Update Update by: Michelle Moniz Dotzenrod Property Systems Manager Office of Sponsored Projects

7 Office of Sponsored Projects Coeus Update Jennifer Quinn

8 Coeus Update New Grant.gov Forms C and Coeus We expect to have the Forms-C available in Coeus in time for the November NIH Deadlines with the exception of Proposals with Human Subjects. Submitting proposals with Human Subjects require an update to Coeus to handle the two new Human Subject Grants.gov forms. Coeus will be ready for these forms for the January NIH deadlines.

9 Coeus Update New Grant.gov Forms C and Coeus Individual Research Career Development Award Programs (Ks), Institutional Training and Career Development Programs (Ts and Ds) and Individual National Research Service Awards (Fs) applications due in December will be using the Forms B1/B2 and can be submitted via Coeus. These mechanisms will be required to use FORMS-C packages for due dates on or after January 25, Grants.gov submissions to other agencies besides NIH, (i.e.nsf, DOD, DOE, NASA) will not be using the new FORMS-C yet and can be submitted via Coeus.

10 Coeus Update NIH October Deadlines Sponsor Deadline OSP Deadline Grants.gov FORMS used Available for Coeus S2S Submission? R01 Research Grants (New) 10/05/ /30/2013 (9:00 am) FORMS-C NO K Series (New) 10/12/2013 R03, R21, R33, R21/R33, R34, R36 Other Research Grants (New) 10/07/2013 (9:00 am) FORMS-B1/B2 YES 10/16/ /07/2013 FORMS-C NO

11 Coeus Update NIH November Deadlines R01 Research Grants (Renewal, Resubmission, Revision) K Series (Renewal, Resubmission, Revision) R03, R21, R33, R21/R33, R34, R36 Other Research Grants (Renewal, Resubmission, Revision) Sponsor Deadline OSP Deadline Grants.gov FORMS used 11/05/ /28/2013 FORMS-C Available for Coeus S2S Submission? YES* (*except proposals with Human Subjects) 11/12/ /04/2013 FORMS-B1/B2 YES 11/16/ /11/2013 (9:00 am) FORMS-C YES* (*except proposals with Human Subjects)

12 Coeus Update NIH December & January Deadlines F Series Fellowships (New, Renewal, Resubmission) F31 Diversity Fellowships (New, Renewal, Resubmission) Sponsor Deadline 12/08/2013 OSP Deadline 12/02/2013 (9:00 am) Grants.gov FORMS used FORMS-B1/B2 Available for Coeus S2S Submission? YES 12/13/ /05/2013 FORMS-B1/B2 YES NIH submissions that are due 1/25/14 and beyond will be available for Coeus S2S Submission.

13 Financial Conflict of Interest Update Update by: Julianne Hanavan Director; Research Ethics & Education Policy Office of the Vice President for Research 13

14 FCOI The PI Certification for proposals will be updated in October to exclude the FCOI questions: Do you have a significant financial interest related to your professional expertise or institutional responsibilities? Do you have a significant financial interest related to this research project?

15 FCOI The annual Assurance of Compliance form question will be updated to include: In the last 12 months, have you filed the annual Assurance of Compliance form, and if necessary, the Reporting form required by the University's Conflict of Interest Policy for Officers of Instruction and Research? OSP will announce when this change is in Coeus.

16 Brown Bag Listserv To be added to the Listserv contact: Sherri Sherri_Araujo@brown.edu

17 Export Controls Norm Hebert Director, International Research Administration Office of the Vice President for Research

18 Responsible U.S. Agencies State Department: Directorate of Defense Trade Controls (DDTC): Inherently military technologies-- International Traffic in Arms Regulations (ITAR) through the USML 9.html Commerce Department: Bureau of Industry and Security (BIS): Dual-Use technologies (primary civil use) - - Export Administration Regulations (EAR) through the CCL Treasury Department, Office of Foreign Assets Control (OFAC): Prohibits transactions with countries, individuals, and entities subject to boycotts, trade sanctions, embargoes

19 Exclusions Information may fall outside the export regulations if one of three exclusions applies: Public Domain Exclusion Education Exclusion Fundamental Research Exclusion

20 Risk of Export Controls International Travel Shipping and Receiving: receiving materials from vendors and others Sending materials, supplies, and equipment abroad Research: Confidentiality and Proprietary Information Applied (product) research Consulting

21 Questions?? Norm Hebert (3-6791) Director, International Research Administration Brown Export Compliance Site: al_research_administration-export_controls.php

22 Office of Sponsored Projects Workday Grants Update

23 Workday Grants Implementation Before WD Implementation Coeus: System of record for proposals and awards FRS: Financial Record System HRMS: Human Resource Management System Reporting: Monthly Reports and Data Warehouse After WD Implementation One Unified System Workday Global Human Capital Management (HCM) Finance Standardized Business Processes Change Management

24 Peak of Inflated Expectations Source: Mike Zastrocky, The Gartner Group Positive Hype Negative Hype Plateau of Productivity Trough of Disillusionment Slope of Enlightenment Technology Trigger Maturity Time The Project Hype Cycle

25 In every Large-scale system Implementation, We Have to Eat a Full Bucket of Misery,

26 Workday Grants Implementation Keys to Success We need to work together Understanding the system Change of business processes Challenge the way you did business prior to WD Maybe you no longer need to do a task Maybe there is a different way to accomplish the same objective Do not create shadow systems Ask questions

27 Workday Grants Implementation WD Myths Web Ledgers is going away Data warehouse for historical sponsored data Purchase Orders sent to suppliers is from WD At go live time a handful were-suppliers were notified Today all POs are sent from a Brown Purchasing OSP is not sending our bills to our sponsors We have a process in place to bills/reports to sponsors Contact your accountant if you receive a call from sponsor

28 Workday Grants Implementation WD Myths BAT Keys are sending expenses to wrong place Corrected BAT Keys If BAT Key is not correct for a sponsored account send an to OSP I need to set up a shadow system to manage my operating funds NO the reports can get you what you need

29 Office of Sponsored Projects Workday - Assignment of Worktags

30 Driver Worktags Driver Worktags - Related worktags automatically default Cost Center Related worktags Business Unit, Fund, Expense Purpose Grant, Spendable Gifts, Endowments Related worktags Business Unit, Cost Center, Fund, Expense Purpose

31 Driver Worktags Finance Related worktags automatically default HCM - Assigning Costing Allocation Related worktags DO NOT automatically default Use BAT key to define worktag values Manually change worktags Fund Cost Center

32 Impact on Awards & Related Reporting Importance of Fund 500 Worktag Impacts Award Cost Processing F&A and Revenue Recognition Billable Transactions Importance of Cost Center Worktag Impacts F&A Income Distribution

33 Incorrect Worktags Assigned How to Correct Operating Expenses (Non- Salary) Complete a journal entry using journal entry tool Salary Transactions Salary reallocation required Process under development

34 Cost Transfers-Non Salary Expenses Journal Source - Cost Transfer for all journals to/from a grant org Cost Transfer Policy applies Documentation Requirements: Cost Transfer Form Copies of supporting documentation for transaction outside Workday Transaction # included on cost transfer form for transaction processed in Workday

35 Cost Transfers- Non Salary Expenses Journal entry tool does not allow for attachments cost transfer form and supporting documentation to your Grant/Contract Accountant Enter journal entry # in the subject line of the

36 Office of Sponsored Projects Workday - Cost Sharing

37 Cost Sharing Definitions What is Cost Sharing? Cost Sharing Definition: A portion of total sponsored project/program costs not funded by the sponsor Must be part of the proposed project S.O.W. & budget All contributions, including cash and in-kind, that a recipient makes to an award It is further defined as either Mandatory or Voluntary

38 Definitions Mandatory Cost Sharing: Required by the Sponsor Identified or quantified in the proposal A condition of receiving the award A commitment of the University Must be captured and documented

39 Definitions Voluntary Cost Sharing : Not required by the Sponsor Further defined as Committed or Uncommitted

40 Definitions Voluntary Committed Cost Sharing: Identified or quantified in the proposal A Commitment of the University Must be captured and Documented

41 Voluntary Committed Cost Share Example: There is no Sponsor requirement to cost share PI annual salary is $120,000 PI commits 50% effort to project in the proposal Total PI salary = $60,000 Budget includes PI salary at $30,000 to the sponsor The balance of $30,000 = Cost Share Cost share must be approved at the proposal stage and Accounted for at the award stage.

42 Definitions Voluntary Uncommitted Cost Sharing: Not identified in the proposal, or any other communication to the Sponsor Not a condition of the award Not a binding commitment of the University Does Not require documenting or reporting

43 Voluntary Uncommitted Cost Share Example: The award requires 50% effort for the PI. The PI actually spends 60% time on the project. The department only charges the 50% effort to the award. The 10% effort over and above the budget (commitment) is voluntary uncommitted cost share and does not have to be documented.

44 Assigning Worktags to Cost Shared Transactions FINANCE Source of Funding - Operating Funds: Enter Grant Worktag and then change defaulted Fund 500 to Fund 120 Source of Funding - Endowment or Gift Funds: Enter Grant Worktag then enter Endowment/Gift Worktag The Endowment/Gift related/default worktags overwrite the Grant related/default worktags

45 Assigning WorKtags to Cost Shared Transactions HCM-ASSIGN COSTING ALLOCATON Source of Funding - Operating Funds: Enter grant worktag Change defaulted worktags CC, BU, and Expense Purpose to those related worktags associated with the grant worktag Change defaulted fund worktag to Fund 120

46 Assigning WorKtags to Cost Shared Transactions HCM-ASSIGN COSTING ALLOCATON Source of Funding - Endowment or Gift Funds: Enter grant worktag Change defaulted worktags CC, BU, and Expense Purpose to those related worktags associated with the endowment or gift Change defaulted fund worktag to Fund 400 for Endowment or Fund 600 for Gift

47 Office of Sponsored Projects Workday Reporting - Grants & Effort

48 Award Close Out Reports Rough Draft Financial Report Use of the old template for closeouts through June 30, 2013 After June 30,2013 June 30, 2013 is starting point then we are adding separate columns for July and August activity Detail from Sponsored Award(s) Activity Statement (July, August ) F & A currently is manually calculated for FY14 activity due to the current issues

49 Sponsored Award Reports Three reports available Manager Budgetary Balance Report Sponsored Award(s) Activity Report - Actuals Sponsored Award(s) Activity Report Actuals & Obligations Series of meetings underway to review reports Contact Sherri Araujo if you have not heard from her

50 Future of Workday Grants Reporting New Reporting Data Sources are Coming Ability to create custom grant management reports Enhancements to the Manager Budgetary Balance Report

51 Future of Workday Grant Reporting Dashboards & Worklets Dashboard Organizes & Presents Information Worklets Information tiles that reside on the dashboard Provides easy access to tasks and information Based on Roles

52 Future of Workday Grant Reporting Dashboards & Worklets Grants Management Dashboard Effort Certification Dashboard For both Administrators and Principal Investigators

53 Workday Reporting Update

54 Future of Workday Grant Reporting Scheduling Capability Available to Users Replaces paper copies Displays in W: Drive Bursting Capability Coming soon

55 Office of Sponsored Projects Workday - Effort Reporting Update

56 FEATURES: WD EFFORT REPORTING Features/Functionality Streamlined Processes Electronic Distribution of Effort Reports Online Certification Management Reporting Capabilities Functionality to Process Salary Reallocations 56

57 WD EFFORT REPORTING Policy Changes &Certification Cycles Policy Change: All employees with salary charged to grant(s) will be required to certify their own effort Certification Cycles: Monthly Weekly and Bi-weekly Payrolls (non exempt) Semi Annual Monthly Payroll (exempt, faculty, professional staff) 57

58 WD EFFORT REPORTING Roles/Responsibilities Role Effort Reporting Manager Effort Reporting Partner Employee Grant Manager BioMed Research Administration Manager Post Award Accountant Initiate & View Responsibility View & Approve View & Approve View & Approve (Costing changes/salary Reallocations) View & Approve (Bio Med Costing changes/salary Reallocations) View & Approve (Costing changes/salary Reallocations) 58

59 WD EFFORT REPORTING Current Status & Next Steps The majority of the system has been configured and tested Some fixes are scheduled for testing in October Roll- out schedule: October 2013 for (July, August, September) Weekly and Bi-weekly payroll/monthly certification January 2014 for (July December) Monthly payroll/semiannual certification Training (dates TBD): October 2013 Effort Certification Partner and employees who certify monthly (screen caster) December 2013 employees who certify quarterly (screen caster) 59

60 Effort Certification Summary View

61 Effort Certification Detail View

62 Office of Sponsored Projects ARRA Update

63 ARRA Status of Awards As of September 30, 2013: Twenty three active awards Three (Brown is Prime) will be marked final to government in Q Sixteen marked fully complete in q3 2013; awaiting closing packages to mark as final to government The following have been granted waivers to go beyond 9/30/13: / Odest Jenkins, PI / Derek Stein, PI / Karen Fischer, PI / David Laidlaw, PI 63

64 ARRA Process Changes with Workday ARRA Payroll Distribution Report No Longer Available Use of Workday Payroll Actual by Cost Center w/work tag report to obtain ARRA payroll distribution(s) Issue: Earnings total and distribution % fields display as zero when run by the department managers Root Cause: The Reporting team modified the report and the roles which dictate what can be viewed Current Status: A remedy ticket was opened and the Reporting team is working on a resolution Estimated Target date: 1-2 weeks 64

65 ARRA Process Changes with Workday Workaround Until Issue is Remediated: ARRA Administrator entered the data into the My ARRA tool; ARRA Managers instructed to review and confirm with the ARRA Administrator by 9/30/13 Awaiting feedback from some ARRA Managers Until the issue is addressed, we will use the same workaround for the 4 remaining active awards going forward ARRA Administrator will run the report and enter data into the My ARRA tool ARRA Manager reviews data entered and notifies the ARRA Administrator of any pending reallocations 65

66 FY 2013 Salary Reallocations Need to process via a journal Cannot use journal tool Form created to capture information Complete form and send to central address Cost Transfers require completion of cost transfer form Send cost transfer form and supporting documentation to accountant in OSP Journals will be processed by Controller s Office

67 FY 2014 Salary Reallocations WD effort functionality contains salary reallocations There are two issues Testing fix 1 Decision Point use WD or temporary manual process Impact on F&A and billable transactions leaning towards temporary manual process

68 Office of Sponsored Projects Work Tags: Program & Assignee Overview Sue Howitt Don Schanck