grants 8.9 pse grants management : looking forward
TRANSCRIPT
Grants 8.9
PSE Grants Management : Looking Forward
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Presenter :
Barry Hickson
Product Development Manager, ESA
PeopleSoft Corporation
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Common Component for workflow setup – Provides for a single user interface for configuring/structuring all Grants workflow processes & rules. Setup contains
• Approval/Notification Process definition
• Routing Rules
• Approval Rules/Detail
• Approval Criteria
Proposal Workflow FDD functionality delivers:
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• Milestone Notification (E-mail)• Required Milestones - Possible to define such that they are
systematically established at generate time
• System driven E-mail notifications prior to milestone due dates based on established criteria
• Support of Ad-hoc inquiry & notifications
• Proposal Component approval process (worklist/E-mail)
• Proposal Status notification (e-mail)
Proposal Workflow FDD functionality delivers:
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Role Type Setup for Workflow Role Type Setup for Workflow
• Role Types now a Prompt table allowing for organizational roles
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• Approval/Notification process definition/Routing Rules• Workflow Transaction types – One defined for each of the 5 workflow
solutions provided• Proposal Component Approval
• Milestone Notification
• Proposal Notification
• Protocol Approval Process
• Protocol Committees meeting notification
• Workflow Type – Type of workflow function provided by workflow transaction
• Proposal Component Approval (Worklist & E-mail notification)
• Milestone Notification (E-mail)
• Proposal Notification (E-mail)
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• Approval/Notification process definition/Routing Rules• Elements – Key element for workflow
• Proposal Component Approval - Component
• Milestone Notification - Milestone
• Proposal Notification – Proposal Status
• Detail – Secondary Page where user defined detail information related to current element
• Criteria – Used to define criteria for the approval process. User specifies conditions for requiring particular elements
• Routing Rules – Whose involved and what kind of action can they perform
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Type – Milestone Notification
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Business Unit level Proposal approval workflow definitional elements Component (multiple possible per proposal) Approval Role Approval Sequence Approval Action Workflow Action Pool List Reassign Required
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Type – Proposal Component Approval
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Proposal Component Approval > Details
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Proposal Component Approval > Criteria
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Proposal > Component > Component Info
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Component > Stakeholders
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Proposal > Component > Approval Info
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Approval Info > Approval Hierarchy
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Approval Info > Approval Status History
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Proposal:General Info > Pending Approval
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Component Status > Set to “In Progress”
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Worklist
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Approval Page
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Worklist
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Worklist – Pending Approval
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Worklist – Institution Approved
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Milestone – Setup
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Award Profile > Milestones
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Milestones > Contacts
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Milestones > Notification History
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Milestones > Notification
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Milestones > Run Control
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Protocol Management
FDD functionality includes: Protocol Capture (IRB & IACUC) Copy Protocol functionality Protocol Renewal Functionality Adverse event handling Complete workflow based approval process
Work Item and E-mail notifications Configurable workflow
Ability to track all history of change Inquiry on Protocols and Capture of Committee Structure
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Protocols > Protocol Header
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Protocols > Attachments
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Protocol Version > Version Info
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Protocol Version > Personnel
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Protocol Version > Subjects
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Version > Purpose Methods & Procedure
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Protocol Version > Attachments
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Protocols > Copy Protocols
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Protocols > Copy Protocols
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Protocols > Copy Protocols
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Protocols > Protocol Administration
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Protocol Administration > Agenda
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Protocol Administration > Minutes
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Protocol Administration > Attachments
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Setup > Grants :Committee Admin
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Setup > Grants :Committee Setup
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Setup > Grants :Committee Setup
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Setup > Grants : Protocol Type
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Copy Proposal : Allows date override
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F&A By Pass Option
Issue : Desire to be able to flag certain Projects as being ineligible for F&A.
Resolution : F&A bypass flag added to the Project record and F&A process amended to take into account this flags setting
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PAG - CFDA Number Issue : CFDA # not stored on the
Award
Resolution : CFDA number added to Award Prompt table with CFDA #’s has been
created
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PAG – Award Modifications
Issue : Award Modification needs to be changed to support multiple modification per period
Resolution (Release 8.9) : Child table added to modifications for
details Modification classification added
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PAG – Award Modifications
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Award Modifications for period
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Award Modifications for period
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Mandatory vs Voluntary Cost Sharing
Issue : Need t be able to differentiate between Manadatory & voluntary C/S
Resolution : Added a flag on the Budget details to indicate if the C/S is mandatory
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Mandatory vs Voluntary Cost Sharing
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PAG – Certifications Issue : Certifications within the
Proposal and Award at different levels
Resolution (Release 8.9) : Certifications added to the project level
on the award Primary Project usage for singular
value for entire award
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Certifications
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PAG – Subrecipients
Issue : Sub-recipient information not coming forward from Proposals
Resolution (Release 8.9) : Generate award now bringing this
information forward Sub-Recipient budget details being added to
the proposal and award side for sub-recipients
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Subrecipients – Now brought forward
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Fixed Priced Generation
Issue : Currently only ‘As Incurred’ type contracts can be generated from proposals
Resolution (Release 8.9) : Modifying generate process to also
allow for the generation of Fix Price Contracts
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Optional date inserts into Commitment Control
Issue : Population of Project Start/End date population into KK needs to be optional
Resolution (Release 8.8) : Personalization setting allows for the option
of not bringing forward these date. The default is that these dates are brought
forward
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Award End date vs Award close date
Issue : Currently the end date of the Proposal is being inserted into Commitment Control. Need to be able to allow for trailing costs
Resolution (Release 8.8) : Added # of Day to Close to BU Generate process will populated Project End
Date in KK with End Date + the number of days specified at the BU level
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NIH Salary Cap Issue :
Need to be able to add a Salary Cap to the Sponsor Profile
Need Salary cap budget warning
Resolution (Release 8.9) : Salary Cap added to the Sponsor Profile
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PAG – Allocation of Credit Issue : Need to be able to identify
percentage ownership of Projects
Resolution (Release 8.9) : Ability added to capture %’age ownership
by employee Ability added to capture %’age ownership
by Project Ability to capture ownership by Department
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Allocation of Credit - Employee
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Allocation – Department
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Allocation > Department >Deptartment
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Forms Initiatives
Issue : The need to support more forms
Status : Currently map to the latest NIH forms Got inventory of top requested forms
from PAG on 09/12. Have been in dialogue with Grants.gov PeopleSoft has just joined NIH eCGAP
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Proposal Budgeting in whole dollars
Issue : Proposal Budgets currently result in decimal places which is not how users wish to budget
Resolution: Changed the Fringe process to rounds to whole
dollars Changing the C/S process to rounds to whole
dollars Changing the F&A process to rounds to whole
dollars
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“Select All” functionality on LOC draw
Issue : Need the ability to “Select All” rows
Resolution: Billing has added this functionality in
8.9 8.9
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Milestone Template required
Issue : Need to define milestone that should be established when award are
Resolution: Flagging of milestones as required
(optional) Amending the generate process to
bring these forward in for 8.9
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Proposal – Usability Review
Review done of the entirement Proposal component Front loading required fields Defaulting of fields wherever possible Folding of budget header into
Proposal Less visible tabs on the proposal User preferences usage
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Proposal - Proposal
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Proposal - Projects
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Proposal - Budgets
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Proposal Budgets– Calculation & Pricing
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Proposal - Resources
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Proposal - Certifications
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Proposal - Reports
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Proposal - Attachments
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Proposal – Location (link)
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Proposal - Protocols (link)
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Proposal – Component (link)
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Proposal – Key Words (link)
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Proposal – Reports (link)
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Proposal – Gender & Minority Study
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Proposal – Trainee
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Proposal – Settings
