contract & grant administration and era october 11, 2005

Contract & Grant Administrationand ERA

October 11, 2005

C&G Functionality

• Proposal Maintenance Document• Award Maintenance• Account Maintenance• Budget Adjustments• C&G Tables Maintenance Screens• Cost Share• Effort Reporting• Query Capability in FIS

Proposal Maintenance

• General information• Project director, organization (campus,

department), time frames, subcontractors, etc.

• Manual entry by pre-award staff• Automatic entry by ERA system

Proposal Maintenance

Proposal Details

Award Maintenance

• Separate table from proposal (allows differences between proposal and award)

• Pulls data from the proposal table• Specific data (C&G administrator, LOC

information, etc., associated account numbers)

• Manual entry by C&G (post-award) staff

Award Maintenance

Award Details

Award Accounts

Account Maintenance

• Account specifics• Account Manager/Supervisor, IDC rate,

exclusions, Higher Ed. Function Code, etc.• Separate accounts for on/off campus

components, multiple departments, etc.• Linked to the proposal via the award

document

Account Responsibility

Account – C&G Specifics

Account – C&G Specifics

C&G Budget

• Awarded budget• Budgets for each associated account• Budgeted at the object code level• Sub-accounts allow budgets for multiple

purposes, including cost share

Maintenance Screens and Reference Tables

• Project Director• F&A Rates• Exclusions• Agencies • Subcontractors• Research Risk• Effort Reporting• Many others

Cost Share

• Utilizes existing sub-account structure• Sub-account is linked to a departmental

account• Encumbrances on the CS sub-account are

mirrored on the departmental account• Expenses on the CS sub-account are

reimbursed nightly by the departmental account

Cost Share

C&G Account

Cost Share Sub-Account

Department Account

Expenses – charged to a

Cost Share Sub-Account

Cash

Cash is transferred

nightly to cover all cost share

expenses incurred that

day.

Sub-Accounts

Effort Reporting

• After-the-fact confirmation• Batch process creates the initial reports• Routed through FIS for Fiscal Officer (or

delegate) approval• Modifications to an effort report spawn

salary transfers• Manual re-created reports are possible

FIS Effort Report

Query Capability

• C&G Queries Page• Proposal-Award-Account all linked in the

lookup screens• Account and budget are linked• Query capabilities (parameters)• Document search capabilities

C&G Cash Management

• Utilizes the AR system for invoice payments

• Non-AR payments also processed using the Cash Control document

• Queries calculate the agency-specific LOC draw-down amounts daily

• Batch process distributes LOC income to the C&G accounts monthly

ERA

• Modular design– Routing Form– Budget Development– Human Subjects– Maintenance

• Integrated with FIS– Personnel, salaries, agencies, subcontractors,

Project Directors.

ERA Budget

• Automatic calculations– Subtotals, totals, fringe benefits, indirect costs– Builds inflation into out-year budgets

• Maintenance tables– Fringe benefits– Indirect cost rates

• NIH Modular budgets• Multiple XML output formats (pdf)• Budget items map to object codes in FIS

ERA Routing Form

• Linkages with FIS data• Electronic routing via OneStart Workflow

with e-mail notification• Default approvers and ad-hoc approvers are

allowed• PDF output• Automatically feeds the FIS proposal

document when fully approved

FDRS / IUIE

• Data Direct• Pre-Defined Queries• Standard Monthly Reports (Reports

Viewer)• Project Director Reports• Digests