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e Proposal Pre-award System Implementation Update

e Proposal Pre-award System Implementation Update. Presentation to the Academic Senate - Committee on Research May 16, 2011. Meeting Topics. Project Scope Project Status Project Phases and Timeline Project Approach High-level Requirements Overview

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e Proposal Pre-award System Implementation Update

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  1. eProposalPre-award System Implementation Update Presentation to the Academic Senate - Committee on Research May 16, 2011

  2. Meeting Topics • Project Scope • Project Status • Project Phases and Timeline • Project Approach • High-level Requirements Overview Appendix: List of SC and SME Members

  3. eProposal System Scope Proposal & Award Process Areas* Profiles Post-award fiscal management (out of scope) * Process not linear

  4. Project Status • Requirements • Review with Subject Matter Experts (SMEs) • High-level requirements review and sign-off by Link Steering Committee • Currently in Design and Build Phase • Regular Coordination with Functional Owner and OE • June Design/ Use Case Workshop with SMEs to show how System will work

  5. Project Phases & Timeline* Nov-Jan 2010/11 Feb-April 2011 May-Aug 2011 Sept-Dec 2011 Jan-March 2012 SME Interviews & Requirements End User Change Management Design * Conceptual Design Systems Testing Perf.& End User Testing Build & Unit Test System Interfaces & Data Conversion Pre-award System Implementation We are here *Final timeline can’t be completed until conclusion of design/build phase 3/26/2012 Pre-Award Pilot Go-Live

  6. eProposal Design and Build Approach • Iterative/modified agile • Design strategy identifies and sequences eProposal build and configuration needs • Identification of “must have” functionality for go-live, and functionality deemed needed but not required for go-live (implemented as time permits before go-live) • Ongoing meetings and site visits with vendor to review mock-ups and design/build concepts • SME meetings to get input on design, answer questions; to leverage SME group to connect to their PIs

  7. eProposal Design and Build Approach (2) • Change management strategy includes roll-out strategy for use of current and new systems during transition period • Systems integration architecture under development • Data flows documented • System integration to be finalized • Once all processes/system data needs finalized, reporting strategy to be finalized

  8. Summary Requirements by Process Areas 7. 1. 3. 4. 5. 6. 2. Profiles Post-award fiscal management (out of scope)

  9. Profiles • Sponsor/Legal Entity • Authorized Organizational Representative (AOR) • Shared Services Teams (SSTs)* • Department • Person (PI, RSC, etc.) • PI profile tab to accommodate multiple attachments, including CVs, biosketches, publications list, etc. • Objective is to leverage functionality investment made in Advance Interfaces with systems of record (e.g., getting info from PeopleSoft for sponsors, etc.)* Shared data with CHR (same vendor, shared underlying database) *Customization

  10. 1. Identify Funding Opportunities • Funding Opportunity Announcement (FOA) searches and alerts *Link to search COS and RAP opportunities • Grants.gov and Research.gov interfaces to pull FOA data and ability to start creating a proposal (auto-population of proposal fields where possible) *Research.gov interface (NSF project based on the Grants.gov framework for S2S) • Users can create a “favorites” list of opportunities to apply to later *Customization

  11. 2. Create Proposal/Project (1) Basic Proposal/Project Information • Project title and personnel *PeopleSoft interface to feed info to iMedRIS (e.g., personnel info, sponsor info, etc.) • Project type (proposal, program project, MTA , etc.) and action (new, resubmission, renewal, etc.) *Specific forms for different proposal/project types and project/action-specific routing. • Sponsor information, deadlines • Compliance information *Customization/Work-intensive Configurations

  12. 2. Create Proposal/Project (2) • Subaward information *Subcontractor portal for subcontractors to upload their information (budget, performance site, key personnel information) to feed into eProposal • Generation of the appropriate Grants.gov (SF 424, PHS 398, etc.) & Research.gov forms *Research.gov forms/interface *NIH forms generation required for paper submissions (e.g., PHS 398 for program project, PHS 2590 for progress reports, also to be used for other sponsors that may request NIH forms) • Additional attachments – place to attach relevant documents, including letters of support, etc. *Customization

  13. 3. Create Budget (1) Budget Details • Budget types *Budget tool to accommodate different budget types (program project, subcontractor, modular, etc.) • Budget justification • Budget period • Project personnel names, salary, effort, etc. *Interface with PPS to pull salary info • Salary cap, direct cost cap, fringe rates, escalation rates • Budget categories (personnel, equipment, travel, etc.) *Cost sharing details (yes, no; if yes, what type, % effort, fund/dpa, etc.) *Customization

  14. 3. Create Budget (2) • Indirect cost types and rates • On and off campus rates • Auto-populate appropriate Grants.gov & Research.gov forms with budget info *Ability to copy budgets *Customization

  15. 4A. Review & Approve Comments, Collaboration • Collaboration on proposal/project docs for all assigned to the proposal (“check out” and edit function for all proposal documents) *Comment areas about proposals for reviewers/approvers, submitters, negotiations *Routing for review and sign-off according to proposal type and UCSF business practices *Customization

  16. 4B. Track & Submit Proposal Status • Transparency re. proposal/project status (draft, routed for departmental approval, received by OSR, submitted to sponsor, etc.) and who is assigned to work on it/next action needed *General comments field to accompany status Submission • Name of submitter, dates, tracking number, etc. • System to system submission (for Grants.gov & Research.gov) *Research.gov interface • Notification/indication of receipt *Customization

  17. 5. Negotiate & Award Negotiations and Status • Interim use of Bridge for negotiations-related documentation, comments and tracking Award Activities • Continue to perform award set-up, update of budget, DPA/fund info, invoice set-up, etc. in PeopleSoft *Set-up of non-financial milestones/deliverables (e.g., scientific progress reports) and reminders/notifications in eProposal *Customization

  18. 6. Create and Manage Subcontracts Subcontract/Subaward Information • Subaward records established and managed through PeopleSoft (recent updates have been made to expand functionality according to OSR requests) and linked to award record • Tracking of subrecipient deliverables *Subcontractor portal for subcontractors to submit/upload documentation to feed into eProposal *Customization

  19. 7. Manage Award Award Agreement Actions *Link continuation and supplements to the original proposal/award and flow data from the original proposal *Routing and tracking continuations and supplement actions for appropriate approval *Document management for scientific progress reports and other milestones/award-related docs *Customization

  20. Link SC and SME Members

  21. Link Implementation Steering Committee

  22. Requirement Workshop SMEs(1)

  23. Requirement Workshop SMEs (2)

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