Proposal Processing Wake Forest University Health Sciences May 16, 2003 Experience. Redefined. BOSTON CHARLOTTE CHICAGO HOUSTON NEW YORK SAN FRANCISCO 2/23/2019 © Huron Consulting Group. All rights reserved. © Huron Consulting Group. All rights reserved.

PeopleSoft Environment Wake Forest University Health Sciences Live with PeopleSoft Financials version 7.0 July 1, 1999 Modules – Online Requisitions, Workflow, Purchasing, Accounts Payable, General Ledger Upgraded to version 7.5 April 2001 – added Grants and AR/Billing Operate on Oracle Database 2/23/2019

Funding and Research Expenses Fiscal Year 2002 Received $145.6M $130.7M in research expenses Federal 65% Subcontracts 8.5% State 6.2% Foundation 9.4% Industry 10.1% Other .8% 2/23/2019

PeopleSoft Project Team Structure Functional Systems Group Senior Functional Systems Coordinator – report directly to the Controller Systems Coordinator LAN Administrator AP Systems Coordinator – reports to the Manager of Accounts Payable Purchasing Systems Coordinator – reports to the Manager of Purchasing Systems Development – technical group reporting to the Director of Information Services 2/23/2019

Project Team Structure Con’t IS THIS WORKING???? No, this is not working very well Difficult to communicate when reporting to different individuals The AP and PO Systems Coordinators only have an understanding of AP and PO Systems Development doesn’t communicate to the functional users No way to work together to accomplish goals in a reasonable time period 2/23/2019

Pre-Award Processing All proposals are entered in the Grants module. Data is entered by the Office of Research which is separate from our post-award office. We have not rolled anything out to the departments, but plan to do so in the near future. Working on a web-based form for the departments to fill out basic information and will interface with PeopleSoft. Limited data is entered for each proposal. 2/23/2019

Implementation Challenges Staffing in the Office of Research to enter all proposals centrally. A full-time employee was added to their staff just to enter proposals. Pre-Award and Post-Award are in separate offices. Both have their own ideas and they don’t communicate to make sure these ideas will work for both areas. Rolling out to the departments would have been very time consuming and would have required additional staff for training. 2/23/2019

Proposal Submission 2/23/2019

Proposal Header Panel 2/23/2019

Proposal Project Panel 2/23/2019

Proposal Resources Panel 2/23/2019

Proposal Location Panel 2/23/2019

Proposal Certification Panel 2/23/2019

Proposal Keywords Panel Budget Setup is next. 2/23/2019

Budget Header Panel 2/23/2019

F&A Set Up 2/23/2019

Budget Periods Panel 2/23/2019

Budget Line Summary Panel 2/23/2019

Proposal Submission Panel 2/23/2019

Post Award Process Begins Once the proposal has been submitted, the post award office then awaits the grant award notice. When the grant award notice is received, the pre-post process is run to generate the award. 2/23/2019

Development of Protocol for ACUC and IRB in PeopleSoft PI submits form to the Animal Care and Use Committee for proposals with animals PI submits form to the IRB for proposals with human subjects Sent to reviewer in the Office of Research. After reviewed, goes to the ACUC or IRB committee for final approval Approval may not get completed prior to submitting application to agency Agency will not approve funding until they receive final IRB or ACUC approval 2/23/2019

Protocol Header 2/23/2019

Protocol Details 2/23/2019

Protocol Status 2/23/2019

Industry Relations Developed to track all industry proposals All types of industry proposals are entered here – research, confidentiality agreements, material agreements Has a link to the proposal 2/23/2019

Industry Relations 2/23/2019

Sponsor 2/23/2019

Dates 2/23/2019

History 2/23/2019

Benefits of Proposal Data All of our research activity is in a central location. All pre-award data is pulled over to post-award automatically during the generate award process. This eliminates some data entry on the post-award side. We are able to produce our annual report at the end of the fiscal year based on proposal data Queries have been created for the departments for information on active and pending grants. Currently working to apply security and give the departments access. Awards by Department Pending Awards by Department Proposals by Department 2/23/2019

Going Forward Roll the proposal process out to the departments and have them enter the data. Submit the proposal to workflow and get appropriate approvals via the workflow process. Use the full pre-award functionality including forms. Example: PHS398 Have reports developed by PeopleSoft that are standard for every university formatted in Crystal. Grants awarded for the fiscal year Grants awarded by PI Pending proposals by PI Grants awarded by Department Grants pending by Department Grants awarded by Sponsor 2/23/2019

Challenges Going Forward Departments will have reservations, will feel like more work is being directed to them and away from the central offices. Principal Investigators will be the most difficult since they will have to approve through workflow. Most departments have administrative support that will enter the data. Training will be our biggest challenge. Guidelines, rules, and regulations for each grant will be difficult for departments to learn. How to enforce? Directive from Office of Research. 2/23/2019

Wake Forest University Health Sciences Questions & Answers Debra Z. Smith Wake Forest University Health Sciences Email: dzsmith@wfubmc.edu 2/23/2019