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Moving Towards a Paperless Office

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Moving Towards a Paperless Office

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    1. Moving Towards a Paperless Office Pamela Caudill Todd Swavely University of Pennsylvania

    5. Combined Research Administration Office Pre-Award Proposal review and submission Negotiations/Award Acceptance Corporate Contracts Clinical Trials/Industry Research Agreements Post-Award Financial Reporting/Invoicing Research Operations & Cash Management Data Management Cash Management/Letter of Credit Reporting/Receivables Cost Analysis F&A Negotiations/EB Rates Effort Reporting A-133 PennERA Electronic Research Administration Export Compliance & Material Transfer Agreements Office Of Research Support Services Partnership

    6. Current Systems BEN Financials (GL, AP & PO) Oracle Proposal Development and Proposal/Award Tracking InfoEd Protocol Tracking (Human Subjects & Lab Animals) InfoEd Protocol Development Penn custom design/interfaces with InfoEd Effort Reporting Maximus Webspace Maximus Imaging Oracle IPM BRIM Billing & Receivables Management - Penn designed/developed Non-Monetary Agreements Tracking (MTAs) - Penn designed/developed Data Warehouse various data collections supporting reporting

    8. Proposal Developed/Uploaded Electronic Routing and Approval Alerts sent to support offices as appropriate Approval and informational Institutional Approval System to System Paper Submissions are uploaded internally

    9. Just in Time IRB/IACUC electronic submission Electronic review and approval IRB/IACUC protocols linked to proposals IRB/IACUC has access to grant proposals ORS can access approval letters Award Negotiation Contract assignment Activity Log

    10. Award Acceptance and Set up NOGA comes into imaging system workflow via email Stored in PennERA (Proposal/Award Tracking) Routed to contract administrator Routed to Operations group for data entry New/revised account attributes sent to Financials Fund populated and account information sheet stored on-line and notification sent to PI

    11. EFFICIENCIES Proposal Development Elimination of paper movement Real time tracking of approval process Where it is How long has it been there Timestamp for system to system submissions Notification sent to PI of successful submission System of record for proposals

    12. EFFICIENCIES Proposal and Award Tracking Award system of record Permits concurrent use by staff Eliminates misplaced files Proposal and Award Data available to field 24/7 Activity log available to field Reduced calls and emails

    13. Efficiencies Miscellaneous Systems Imaging Eliminates misplaced files & permits concurrent use Pre- and Post award documents together Disaster planning and recovery Workflow Faster delivery of award documents No duplication of effort ERS on-line effort reporting More timely reporting Change in effort triggers payroll allocation

    14. Considerations and Lessons Learned Need for coordinated effort Integration of systems Decisions should be well documented Who will have access to what information? Historical records How far to go back Budget Dont do it on the cheap

    15. Considerations and Lessons Learned Need for Policies and Procedures What goes where Document naming conventions What needs to be kept in paper form FAR Contractor Records Retention Training documentation and on going training Staff turnover

    16. Under Development Subaward Generator Web based system to assist with subrecipient monitoring and subaward creation BRIM Replacement ask BEN Web based self service customer service tool

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