DEPARTMENT BEST PRACTICES POST AWARD

October 22, 2013Katherine NewkirkWilliam Gentz

General themes

Accountability of sponsored funds Importance of best practices and separation of duties Salary and Budget Management Reconciliation of Expenses Account Closeout

Background

OMB Circulars Establishes uniform administrative requirements for

Federal and grants and agreements A-110 http://www.whitehouse.gov/omb/circulars_a110 A-21http://www.whitehouse.gov/omb/circulars_a021_2004/

NIH Grants Policy Statement http://grants.nih.gov/grants/policy/nihgps_2011/

Private and Commercial Check your individual agreements

Admin Structure: 2 Ways

Separate Pre and Post Award Benefit: 100% FTE devoted to post (post deadlines are

displaced by pre-award) Drawback: reduces synergy in the group and faculty

have multiple admin/finance staff to communicate with

Pre and Post Together Benefit: increases synergy and allows one person to

complete award life cycle and be single contact for PI Drawback: less consistent time to focus on post-award,

always playing catch-up

Gray Area: Pre vs. Post

Post Starts when an account number is created by Shared Services The main difference is workflow—will questions be

directed to SPSS or ORA Pre—progress reports, NCE’s, admin actions,

supplements, routing to ORA Post—setting up subs, billing, eforms, cost transfers,

FSR’s, and fund closeout. Anything directed to SPSS

General Post Award Tasks

Work closely with SPSS, and especially your specialist on workflow.

Constant review of funds. Communicate with PI’s! Often small conversations

and side comments will be revealing Timely processing of any accounting

Great post-award practices will make reporting effortless!

Systems that help fund oversight

Dashboard on Controller’s office https://metrics.finance.jhu.edu/frac/runJasperDashboa

rd.do Late FSR’s Effort % completion and Federal dollars Deficit Balance% of cost transfers over 90 days—payroll and non.

Other Systems

SAP Reports (RTGR), SAP entry PI Partners eCommons Deficit Balance, Surplus Balance, Deliverables Report JHU Monthly emailed reports Controller’s office

http://finance.jhu.edu/ Webforms—setting up preawards

Email Coeus help for access—”coeushelp@jhu.edu” Grant Document Search

https://apps.finance.jhu.edu/ocex/index.jsp

Other Systems, cont.

BW Reports Sponsored Rev-Exp Summary Sponsored Rev-Exp Detail – Multiple Periods Summary of Gross Salary History of an Investigator Vendor Payment GM Actuals

Sponsored Rev-Exp Summary

Sponsored Rev-Exp Detail

Summary of Gross Salary

Vendor Payment

Importance of Organization

Attention to Detail Avoid Errors Work “Smarter not Harder” Improve Performance

Teamwork Increases Efficiency Raises Self-Esteem Promotes Creativity Creates Unity Increases Communication

Shadow Systems

Excel, Excel, Excel Salary Distribution Subrecipient A/P Projection Worksheets Reconciliation

Salary Distribution for FY

Effort Distribution & Projection

Subaward Balance Sheet

Other Relevant Conference Sessions

Subawards Session #3, 11:30-12:25, Tilghman Auditorium

Effort Reporting Session #4, 1:30-2:25, MRB G01

Cost Transfers & Eforms Session #5, 2:30-3:25, Tighman Auditorium

Training Grants Pre-Award: Session #5, 2:30-3:25, MRB G01 Post-Award: Session #6, 3:30-4:25, MRB G01

FSRs & Research Compliance Session #6, 3:30-4:25, Tilghman Auditorium

Contact Info

Katherine Newkirk Research Service Manager for Div of Infectious Diseases kbnewkirk@jhmi.edu

Bill Gentz Research Service Manager for Dept of Pediatrics wgentz1@jhmi.edu

Shadow Systems Cohort Sharing and Creating better Shadow Systems