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Project Management of the F&A Process
April 10, 2018
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Five Phases of Project Management
• Phase 1- Planning and Assessment
• Phase 2- Define Major Phases
• Phase 3- Execution of Tasks
• Phase 4- Monitoring and Review
• Phase 5- Closing and Post Mortem
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MAXIMUS
• One of the largest publicly-held firms providing
dedicated services to government and education
sectors
• Revenue of $2.5 Billion (FY17)
• Excellent revenue visibility and strong long-term growth
outlook
• 20,000+ employees in hundreds of locations across the
U.S., Australia, Canada, Saudi Arabia, Singapore and
the U.K.
• MAXIMUS Higher Education serves more than 150
colleges, universities, nonprofits and hospitals
• Largest publicly held firm with dedicated services to
Government and Education sectors
• Revenues > $2.5 Billion
• Excellent financial condition
• Over 18,000 employees in the US, Australia, Canada
and UK
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Planning and Assessment
Goals
• Rate Increase
• Maintain Rates
• Minimize Effort
Resources
• Internal
• External
Confirm commitment with Executive Team
High Level Project Plan
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Planning & Assessment -Resources
Internal
• Responsible F&A Person
• Financial Accounting
• Sponsored Programs
• Capital Assets & Finance
• Facilities
• HR & Payroll
External
• Consultants
• Special Studies
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Planning & Assessment -High Level Project Plan
Timeline for Key Project Requirements
Jan-17 Mar-17 Apr-17 May-17 Jun-17 Jul-17 Aug-17 Sep-17 Oct-17 Nov-17 Dec-17 Jan-Jun-18 Jul-Dec-18 Jan-Jun 19 Jun-Dec 19
1 Begin - Initiate Project - Assess Objectives and Identify Resources
2 Layout workplan with milestones/ benchmarks and resources
3 Execute Tasks - Deploy teams with specific focus and tackle objectives
Complete preliminary assignment of Financial detail to date
Conduct Space Functionalization Survey (with Equipment Survey)
Review Space Survey / FTE Results
Recover and Reconcile non Financial Bldg, Equip and HR Data
Reconcile Financial Schedules
Screen & Scrub Financials Setting Direct and Indirect Pools
Review Research Recassifications
Define Subpools with support (esp. O&M)
Define Allocations and load data into F&A tool (CRIS or Other)
Compute Review and Refine Rates
Develop & Submit Future Cost Proposal
Submit to HHS-CAS
Repond to Questions
Negotiate
4 Refine Regularly - Track Progress adjusting workplan, adjusting resources and resetting focus as appropriate
Update Leadership Update Leadership Update Leadership Update Leadership
5-Close Project - Assess, record and celebrate (ARC) after major Project milestones
Space Survey completion Proposal Submission Project Completion
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Planning & Assessment-Special Studies
Space Inventory
Library Study (UG Appendix III A2d)
• Full year data
Componentization
• Useful lives
• Depreciation faster
• Match financial statements
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Phase 2- Define Major Phases
Conduct Space Functionalization Usage Survey
Review Space to Base Values
Establish Direct Cost Bases
Establish Pool and Subpools
Define Supported Allocations
Rate Calculations- review and refine
Base Proposal Preparation
Develop Future Cost Projections Proposal
Submission to Cognizant Agency(HHS-CAS or ONR)
Data Requests response
Negotiation
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Phase 3- Execution of Tasks
• Data downloads
• Reconciliations
• Mapping and Scrubs
• Exclusions and Unallowables
• Adjustments
• Transfers
• Allocations
• Operations & Maintenance (UCA)
• Proposal Preparation
• Submission & Negotiation
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Checklist for Execution of Tasks
FY16 Outsource Checklist for the CRIS University
F&A Cost Rate Proposal
Revised or Updated Date:
ITEM # MAXIMUS CU MAXIMUS & CU STATUS DATE COMPLETED REF # CU Staff TASK DESCRIPTION
7/1/2016- Review downloads, roles, Start model set up, Plan Space Survey
Provide additional information needed as described in the Additional Information Sheet.
8/1/2016- Various F&A Tasks
Provide MAXIMUS with files 1 & 2 from the download letter.
Import files 1 & 2 into CRIS model.
Review and update the flags in chart of accounts., Overrides and Exclusions
Provide MAXIMUS with files 3 - 7 from the download letter.
Import files 3 - 7 into CRIS model., Fund , Function and College
Provide MAXIMUS with files 12 - 13 & 15 - 16 from the download letter.
Import files 12 - 13 & 15 - 16 from the download letter.
Provide MAXIMUS with files 10 - 11 & 14 from the download letter.
Import files 10 - 11 & 14 from the download letter.
Provide MAXIMUS with files 8-9 from the download letter.
Import files 8-9 from the download letter.
Provide MAXIMUS with files 17-20 from the download letter.
Perform quality review of space.
9/1/2016- O&M CPLS, DA CPL's
Create reconciliation to the Financial Statements using template provided by MAXIMUS.
10/1/2016- Allocations, Adjustments and Transfers
Enter Adjustments and Transfers into CRIS using the information received from the Additional Information request.
11/1/2016- Review incl. Salary/Space, Final Scrubs
Create narratives or brief descriptions (for your files and to refer back to) for each:
12/1/2016- Certs, Report format and Narratives and Submit
Provide additional information needed for projections (if applicable). See Additional Information Needed document for list of what is going to
be needed.
March-17 to June-17- CAS/ONR Data Requests and Negotiation
NOTE: No part of this document may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without the prior written permission of MAXIMUS, Inc.
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Phase 4- Monitoring and Review
• Checklist
• Modeling and Rate Calculations
• Conference Calls
• Timeline Adjustment
• Model & Proposal Reviews
• Peer Review
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Phase 5- Closing and Post Mortem
• Final Management Report
• Recap of Issues
• Trend Analysis
• Rate History
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Major Phase- Space
• Space Inventory- update
• Space Survey
o Survey Plan
o Survey Materials
o Survey Training
• Quality Assurance
• Review Results
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Execution- Space Survey Process
• Timing
• Source of Data
• Departments to Survey
• Room types to Survey (ASM)
• Identify Survey Tools & Resources
• FTE Allocation for Space
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Major Phase- Base/Pool (Dollars)
• Reconciliation to AFS
• Downloads
o Resources
o Format
o Testing
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Major Phase- Define Bases
• Research Bases(s)
o Organized Research
o Medical
o Agriculture
• Instruction
• Other Sponsored Activities
• Other Institutional Activities
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Execution- MTDC Base
• Define the MTDC Base
o Financial Statement Recon
o Reclasses out of OR
o Dept Research
• Scrub base
• Cost sharing
• Space survey implications
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Major Phase- Define Pools
• Administration Pools
o General Admin
o Department Admin
o Sponsored Projects Admin
o Student Services Admin
• Facilities Pools
o Building
o Equipment
o Interest
o Operations & Maintenance
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Execution- Administrative Pools
• General Admin
o Institutional Support
o Admin allocations
• Department Admin
o Title Code Mapping
• Sponsored Projects Admin
• Student Services Admin
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Execution- Facilities Pools (Depreciation)
• Building Depreciation
o Reconcile
o Building Codes
• Equipment Depreciation
o Reconcile
o Building Codes & Room #’s
o Equipment by Room
o Accurate Inventory
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Execution- Facilities Pools (Interest)
• Interest – Non Operating Expense
o Reconcile
o Capital Interest
o No Interest Rate Swaps
• SWCAP Interest
• Bonds to Specific Buildings
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Execution- Facilities Pools (Operations & Maintenance)
• Reversal of Allocations to other functions
• Scrubbing of O&M function
• Definition of O&M Pools
o Metering of buildings
o Utilities (UCA)
o Insurance
o Security
o Custodial
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Execution- Other Data Tasks
• Exclusions and Unallowables
o MTDC exclusions
o Scrub unallowables- Dept, Subaccount & Account
• Adjustments
o Interest
o Loss on Equipment Disposal
• Transfers
o Cost Sharing
o Dean’s Scrub
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Execution- Allocations
• Further Define Cost Pools
o Modeling for O&M
o Utilities for UCA calculation
o Mitigate Stepdown Errors
• Statistics
o Space
o Building
o Manual
o FTE’s
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Execution- Base Proposal Preparation
• Report Batch
• Summary Data Elements
• Narratives
• Certificates
• UCA schedules
• Model and Proposal Reviews
• Peer Review
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Execution- Submission to Cognizant Agency
• Cost Allocation Services (CAS)
o Email submission
o Acceptance response
• Office of Naval Research (ONR)
o AMRDEC site
• Submit with Audited Financials
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Execution- Negotiation
• Cost Allocation Services (HHS/CAS)
o Review
o Data Requests/ Space Walk
o Provisional Rates
o Phone Negotiation
• Office of Naval Research (ONR)
o DCAA Audit
o Data Requests/ Space Walk
o Provisional Rate Negotiation
o Trend Analysis
o Negotiation- onsite or phone
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Execution- Monitoring & Review
• Model and Proposal Review
o Leave Adequate Time
o Modeling for effect on OR rate
o Put on Auditor Hat
• Monitoring
o Checklist
o Conference Calls
o Manage rate expectations
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Execution- Closing & Post Mortem
• What went well
• What could have gone better
• What processes completed on schedule on budget
• List specific recommendations and data nuances
• Wrap up document- Final Management Report
• Celebration of some kind
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Upcoming Webinars
• Ways to Improve your Space Management Process • March 12 • 2pm EST
• Project Management of the F&A Process • April 10 • 2pm EST
• Subrecipients and Monitoring • May 22 • 2:00
p.m. EST
• Why Traditional Effort Reporting is Still a Good Solution • June 4 • 2:00 p.m. EST
• Compliance Considerations for F&A Proposals • July 17 • 2:00 p.m. EST
• Rate Setting for Service Centers – The Basics • August 14 • 2:00 p.m. EST
• Tricks and Tips for Reporting in CRIS® • October 18 • 2:00 p.m. EST
• Pre-award Costs and Responsible Stewardship • November 6 • 2:00 p.m. EST