Flight Check-In: Grants. Faculty Update Version
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1 Flight Check-In: Grants Faculty Update Version
2 your questions!
3 Agenda PPM Overview Grants PPM Awards and Projects Translation: Today s centers to tomorrow s Awards and Projects Award and Project Naming conventions Day 1 PPM Grant Reporting Effort Reporting using ecrt Effort Reporting Solution Questions
4 Projects Portfolio Management Five (5) Types of Projects Comprise PPM Grants Gifts and Endowments Faculty Funds Capital Projects Cores Grants Post-Award Grants Financial Management Gifts and Endowments Temporary restricted gifts will be tracked and managed as projects Faculty Funds Each faculty member will have one project funded by discretionary funds Capital Projects Capital projects will be tracked here Cores Each Core service center will use projects to track its financial operations.
5 Projects Portfolio Management Grants Gifts and Endowments Faculty Funds Each will be assigned a unique project number, similar to using a unique center number today Capital Projects Cores
6 What is POET? POET is the accounting string used to record charges for projects into the university s financial system
7 Project and Other Information: POET PROJECT NUMBER ORGANIZATION EXPENDITURE TYPE TASK Unique number assigned to identify each project HR Work Unit designated as Project Organization Corresponds with Financial Unit in the COA Identifies the specific type of transaction Corresponds with Account segment in the COA Identifies the project activity
8 Translation of Account/Center to POET
9 Examples of Award and Project Naming Conventions for Grants Projects: Basic Project: GC_Financial Unit #_PI Last Name_Sponsor Name Acronym_Sponsor Award # GC_18340_Lindsley_NIH_R01DM01234 Flow-thru Project: GC_Financial Unit #_PI Last Name_Fed Sponsor Name Acronym_Flow-thru Name_Flow-thru Award # GC_12560_Haglund_NSF_Duke_SC99876 C/S Project: GC_Financial Unit #_PI Last Name_Sponsor Name Acronym_Sponsor Award #_Cost Share GC_21220_Yoder_ED_094563_Cost Share Awards: Award: Financial Unit #_PI Last Name_Sponsor Name Acronym_Sponsor Award# 18220_Hiebert_NIH_R01CM01258
10 10 Award Overview Screen
11 Award Number Project Numbers 11
12 Existing Grants: Data Conversion For all active projects and any projects related to active awards Project-to-date balances will be converted Project attributes will be converted Prior transactional detail will not be converted 12
13 New Award Setup Award Every award is automatically associated to a contract during award setup Awards have a sponsor, funding, and owning organization Award contracts drive billing and revenue recognition Project 1 Project 2 Project 3 Project 4 CS Multiple projects can roll up to a single award Expenses live at the project level and are classified based on POET information Project, Organization, Expenditure Type, Task Cost share and program income projects will live under the award, just like the other grant projects Projects have unique budgets and project-owning orgs (which may be different than the primary award-owning org) 13
14 Pre-Award Process Requesting New Award & Project Numbers COEUS and Peer process remains unchanged at go-live for pre-award processing New Award and Project number requests should be submitted by the departments directly to OCGA
15 Budget Revisions Departments will send their budget revisions directly to OCGA. They will use the new submission tool to transmit the revisions to OCGA OCGA will enter the budget revisions into the PPM module.
16 Cost Share Managing Project Costs Each cost share funding source on an award will have a dedicated project Expenditures that are being cost shared by Vanderbilt will be charged to that project Cost Transfers Grants admins will coordinate with OCGA to ensure compliance before a cost transfer is completed Transfers will be initiated at the source wherever possible (AP, Payroll, etc.)
17 Day 1 PPM Grant Reports PROJECTS AWARDS Project Overview Projects List Project Income Statement Budget to Actual Report Project Transaction Detail Report Budget to Actual Dashboard Award Overview (Example on next slide) Awards List Award Income Statement 17
18 18
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