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FastFacts Feature Presentation

We are using audio during this session, so please dial in to our conference line… Phone number: 877-468-2134 Participant code: 182500. FastFacts Feature Presentation. February 19, 2009. Today’s Topic. We’ll be taking a look at… Using the award change form to request Pre-Award accounts.

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FastFacts Feature Presentation

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  1. We are using audio during this session, so please dial in to our conference line… • Phone number: 877-468-2134 • Participant code: 182500 FastFactsFeature Presentation February 19, 2009

  2. Today’s Topic We’ll be taking a look at… • Using the award change form to request Pre-Award accounts

  3. Today’s Presenter • Anthony TosheffSupervisor, Sponsored Projects Shared Services in the Controller’s Office

  4. Session Segments • Presentation • Anthony will provide an overview of how to create a pre-award request using the Award Change Form. • During Anthony’s presentation, your phone will be muted. • Q&A • After the presentation, we’ll hold a Q&A session. • We’ll open up the phone lines, and you’ll be able to ask questions. • Anthony will answer as many of your questions as time allows.

  5. Contact Us • If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.edu • You can also send us an instant message! • GoogleTalk – HopkinsFastFacts@gmail.com • AOL Instant Messenger – HopkinsFastFacts • MSN – FastFacts@jhu.edu

  6. Survey • Survey • At the end of this FastFacts session, we’ll ask you to complete a short survey. • Your honest comments will help us to enhance and improve future FastFacts sessions.

  7. Issuing Requests for Pre-Award Accounts

  8. Agenda Today we’ll be taking a look at… • Overview • Accessing the form • Require data • Workflow process

  9. What is a Pre-Award Account? • Establishes a sponsored cost object in SAP before the research agreement is fully executed. • Useful tool to avoid delays when an award is forthcoming. • All pre-award expenses are incurred at the department’s risk. • Some federal agencies allow universities to incur pre-award costs 90 days prior to an award without prior written approval.

  10. Accessing the Form • Go to the Controller’s Office website. • Click on the dropdown menu under “Departments” and select Sponsored Projects Shared Services.

  11. Accessing the Form • From Sponsored Projects Shared Services, click on “Forms.” • Select “Pre-Award Requests” from the list.

  12. Accessing the Form • After you authenticate through JHED, you will be taken to the RPA Application Menu. • Select “Webforms” to proceed.

  13. Accessing the Form • From the Webforms menu, select “Request a Pre-award Account”.

  14. Completing the Form • Locate your proposal from the Search Page. • Entering the COEUS number is most helpful.

  15. Select the Project • Verify you are selecting the correct proposal. • Click the “Select” button.

  16. Complete the Required Fields • Complete the required fields. • Click “Pre-Award”.

  17. Additional Data • Complete the additional fields, including F&A related information.

  18. Validate and Save • Enter comments as necessary.

  19. Final Review • Select “Accept” to submit your request. • You will receive this message upon submission:

  20. Workflow • Some departments have a secondary approval within the department. • To request changes to the department approval process, contact Research Projects Administration at rpasupport@jhu.edu. • The request is then workflowed to the Office of Research Administration. • Once approved, the request will be workflowed to the Divisional Business Office. • Upon DBO approval, the request will be workflowed to Sponsored Projects Shared Services (SPSS). • SPSS will establish a grant in SAP in “Pre-Award Status” and notify the original requestor.

  21. Resources • For questions about the workflow process within your department, send an email to rpasupport@jhu.edu. • Contact your accountant in Sponsored Projects Shared Services with any questions. • The Pre-Award Request form available online: http://ssc.jhu.edu/sponsoredprojects/forms.html.

  22. Conclusion Today we covered… • Overview • Accessing the form • Require data • Workflow process

  23. Q&A • We’re going to open the phone lines now! • There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. • We’ll be answering questions in the order that we receive them. • We’ll also be answering the questions that were emailed to us during the presentation. • If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

  24. Thank You! • Thank you for participating! • We would love to hear from you. • Are there certain topics that you would like us to cover in future FastFacts sessions? • Would you like to be a FastFacts presenter? • Please email us at: fastfacts@jhu.edu

  25. Survey • Before we close, please take the time to complete a short survey. • Your feedback will help us as we plan future FastFacts sessions. • Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!

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