The Post-Award subfunction includes processes for:
- establishing awarded proposals in InfoEd
- interfacing to and establishing awards in PeopleSoft
- opening spending on award accounts
- subsequent Post-Award activities through closeout.
The goal of these processes is the successful management of all Post-Award activities to ensure proper spending, reporting, invoicing, maintenance, indirect cost redistribution and closeout of awarded grants.
These processes interface with various modules both internal and external to PeopleSoft, including:
- General Ledger
- Accounts Receivable
- Commitment Control
- InfoEd’s Proposal Tracking module.
People in the Office for Sponsored Research (OSR) and Accounting Services for Research and Sponsored Programs (ASRSP) are the primary users of these processes, while outputs related to the processes are of use to research administrators and investigators throughout the research community. All of these processes went live with the implementation of the core financials system in December 2008.
The Post-Award Management business process is intended to demonstrate the following benefits to Northwestern:
- InfoEd and PeopleSoft will enable greater oversight of “accounts” in pre-spending status through queries and reports.
- The to-be-developed interface from InfoEd to PeopleSoft will reduce dual data entry when establishing awards in the pre- and post-award systems. This improvement will be particularly evident in the establishment of initial awards.
- More demographic detail regarding billing and deliverables may be captured in PeopleSoft, eliminating the need for certain shadow systems.
- Budget lines will be created using “budgetary-only” accounts (object codes in CUFS), with associated expense accounts available beneath them. Most Budgetary Accounts will have a “one-to-many” relationship with expense accounts. This means that opening a given Budgetary Account will also open a series of expense accounts for available transactions.
- For model 1 schools, F&A revenue will be distributed directly to the department and school administration.
- Cost Sharing will be treated the same for all projects. Each department and school will maintain a fund that will track all cost sharing budget transfers and expenses by project, thus ensuring each department’s Cost Share commitments to various grants are tracked on an individual basis, from funding through closeout.
- To ensure most efficient establishment of spending on a project, OSR will initiate Cost Share funding transfers during award establishment. To ensure a correct audit trail, final approval of all Budget Transfers will come from the Department or School.
- Program Income and Interest Earned will be treated as a budgetary change rather than as a credit to expense, facilitating the correct reporting of expense and revenue.
- PeopleSoft Milestones allow users to record due and completion dates for award deliverables, and automated notifications or reports may be established for each milestone