1. Grants 8.9 PSE Grants Management : Looking Forward

2. 2 Presenter : Barry Hickson Product Development Manager, ESA PeopleSoft Corporation

3. 3 Common Component for workflow setup – Provides for a single user interface for configuring/structuring all Grants workflow processes & rules. Setup contains Approval/Notification Process definition Routing Rules Approval Rules/Detail Approval Criteria Proposal Workflow FDD functionality delivers:

4. 4 Milestone Notification (E-mail) Required Milestones - Possible to define such that they are systematically established at generate time System driven E-mail notifications prior to milestone due dates based on established criteria Support of Ad-hoc inquiry & notifications Proposal Component approval process (worklist/E-mail) Proposal Status notification (e-mail) Proposal Workflow FDD functionality delivers:

5. 5 Role Type Setup for Workflow Role Types now a Prompt table allowing for organizational roles

6. 6 Approval/Notification process definition/Routing Rules Workflow Transaction types – One defined for each of the 5 workflow solutions provided Proposal Component Approval Milestone Notification Proposal Notification Protocol Approval Process Protocol Committees meeting notification Workflow Type – Type of workflow function provided by workflow transaction Proposal Component Approval (Worklist & E-mail notification) Milestone Notification (E-mail) Proposal Notification (E-mail)

7. 7 Approval/Notification process definition/Routing Rules Elements – Key element for workflow Proposal Component Approval - Component Milestone Notification - Milestone Proposal Notification – Proposal Status Detail – Secondary Page where user defined detail information related to current element Criteria – Used to define criteria for the approval process. User specifies conditions for requiring particular elements Routing Rules – Whose involved and what kind of action can they perform

8. 8 Type – Milestone Notification

9. 9 Business Unit level Proposal approval workflow definitional elements Component (multiple possible per proposal) Approval Role Approval Sequence Approval Action Workflow Action Pool List Reassign Required

10. 10 Type – Proposal Component Approval

11. 11 Proposal Component Approval > Details

12. 12 Proposal Component Approval > Criteria

13. 13 Proposal > Component > Component Info

14. 14 Component > Stakeholders

15. 15 Proposal > Component > Approval Info

16. 16 Approval Info > Approval Hierarchy

17. 17 Approval Info > Approval Status History

18. 18 Proposal:General Info > Pending Approval

19. 19 Component Status > Set to “In Progress”

20. 20 Worklist

21. 21 Approval Page

22. 22 Worklist

23. 23 Worklist – Pending Approval

24. 24 Worklist – Institution Approved

25. 25 Milestone – Setup

26. 26 Award Profile > Milestones

27. 27 Milestones > Contacts

28. 28 Milestones > Notification History

29. 29 Milestones > Notification

30. 30 Milestones > Run Control

31. 31 Protocol Management FDD functionality includes: Protocol Capture (IRB & IACUC) Copy Protocol functionality Protocol Renewal Functionality Adverse event handling Complete workflow based approval process Work Item and E-mail notifications Configurable workflow Ability to track all history of change Inquiry on Protocols and Capture of Committee Structure

32. 32 Protocols > Protocol Header

33. 33 Protocols > Attachments

34. 34 Protocol Version > Version Info

35. 35 Protocol Version > Personnel

36. 36 Protocol Version > Subjects

37. 37 Version > Purpose Methods & Procedure

38. 38 Protocol Version > Attachments

39. 39 Protocols > Copy Protocols

40. 40 Protocols > Copy Protocols

41. 41 Protocols > Copy Protocols

42. 42 Protocols > Protocol Administration

43. 43 Protocol Administration > Agenda

44. 44 Protocol Administration > Minutes

45. 45 Protocol Administration > Attachments

46. 46 Setup > Grants :Committee Admin

47. 47 Setup > Grants :Committee Setup

48. 48 Setup > Grants :Committee Setup

49. 49 Setup > Grants : Protocol Type

50. 50 Copy Proposal : Allows date override

51. 51 F&A By Pass Option Issue : Desire to be able to flag certain Projects as being ineligible for F&A. Resolution : F&A bypass flag added to the Project record and F&A process amended to take into account this flags setting

52. 52 PAG - CFDA Number Issue : CFDA # not stored on the Award Resolution : CFDA number added to Award Prompt table with CFDA #’s has been created

53. 53 PAG – Award Modifications Issue : Award Modification needs to be changed to support multiple modification per period Resolution (Release 8.9) : Child table added to modifications for details Modification classification added

54. 54 PAG – Award Modifications

55. 55 Award Modifications for period

56. 56 Award Modifications for period

57. 57 Mandatory vs Voluntary Cost Sharing Issue : Need t be able to differentiate between Manadatory & voluntary C/S Resolution : Added a flag on the Budget details to indicate if the C/S is mandatory

58. 58 Mandatory vs Voluntary Cost Sharing

59. 59 PAG – Certifications Issue : Certifications within the Proposal and Award at different levels Resolution (Release 8.9) : Certifications added to the project level on the award Primary Project usage for singular value for entire award

60. 60 Certifications

61. 61 PAG – Subrecipients Issue : Sub-recipient information not coming forward from Proposals Resolution (Release 8.9) : Generate award now bringing this information forward Sub-Recipient budget details being added to the proposal and award side for sub-recipients

62. 62 Subrecipients – Now brought forward

63. 63 Fixed Priced Generation Issue : Currently only ‘As Incurred’ type contracts can be generated from proposals Resolution (Release 8.9) : Modifying generate process to also allow for the generation of Fix Price Contracts

64. 64 Optional date inserts into Commitment Control Issue : Population of Project Start/End date population into KK needs to be optional Resolution (Release 8.8) : Personalization setting allows for the option of not bringing forward these date. The default is that these dates are brought forward

65. 65 Award End date vs Award close date Issue : Currently the end date of the Proposal is being inserted into Commitment Control. Need to be able to allow for trailing costs Resolution (Release 8.8) : Added # of Day to Close to BU Generate process will populated Project End Date in KK with End Date + the number of days specified at the BU level

66. 66 NIH Salary Cap Issue : Need to be able to add a Salary Cap to the Sponsor Profile Need Salary cap budget warning Resolution (Release 8.9) : Salary Cap added to the Sponsor Profile

67. 67 PAG – Allocation of Credit Issue : Need to be able to identify percentage ownership of Projects Resolution (Release 8.9) : Ability added to capture %’age ownership by employee Ability added to capture %’age ownership by Project Ability to capture ownership by Department

68. 68 Allocation of Credit - Employee

69. 69 Allocation – Department

70. 70 Allocation > Department >Deptartment

71. 71 Forms Initiatives Issue : The need to support more forms Status : Currently map to the latest NIH forms Got inventory of top requested forms from PAG on 09/12. Have been in dialogue with Grants.gov PeopleSoft has just joined NIH eCGAP

72. 72 Proposal Budgeting in whole dollars Issue : Proposal Budgets currently result in decimal places which is not how users wish to budget Resolution: Changed the Fringe process to rounds to whole dollars Changing the C/S process to rounds to whole dollars Changing the F&A process to rounds to whole dollars

73. 73 “Select All” functionality on LOC draw Issue : Need the ability to “Select All” rows Resolution: Billing has added this functionality in 8.9 8.9

74. 74 Milestone Template required Issue : Need to define milestone that should be established when award are Resolution: Flagging of milestones as required (optional) Amending the generate process to bring these forward in for 8.9

75. 75 Proposal – Usability Review Review done of the entirement Proposal component Front loading required fields Defaulting of fields wherever possible Folding of budget header into Proposal Less visible tabs on the proposal User preferences usage

76. 76 Proposal - Proposal

77. 77 Proposal - Projects

78. 78 Proposal - Budgets

79. 79 Proposal Budgets– Calculation & Pricing

80. 80 Proposal - Resources

81. 81 Proposal - Certifications

82. 82 Proposal - Reports

83. 83 Proposal - Attachments

84. 84 Proposal – Location (link)

85. 85 Proposal - Protocols (link)

86. 86 Proposal – Component (link)

87. 87 Proposal – Key Words (link)

88. 88 Proposal – Reports (link)

89. 89 Proposal – Gender & Minority Study

90. 90 Proposal – Trainee

91. 91 Proposal – Settings

92. 92 Q&A Questions Contact Info Barry_Hickson@peoplesoft.com (925) 694-7275