PeopleSoft 8.4 Grants Preview June 2004 Training & Communication II Team

PeopleSoft Grants Go-Live Date is July 1, 2004

Introduction to the module Screenshots Review web approval forms –no more “blue sheets” Review web forms More training

PS Grants PeopleSoft pages: –proposals entry –award processing and sponsor billing UD webforms: –Proposal Approval Summary –Contract & Grants Budget Revision –Enhancements to “Journal Voucher” for effort reporting –Enhancements to “Employee Demographic Data” for professional bio data

The New Modules…. Grants Module –Replaces Grants Management System (GMS) details in follow on training –GMS to be turned off 7/30/04 As of 1 July should be using PS Migrating GMS data into PSoft.

TENTATIVE: WILL BE CONFIRMED ON JUNE 14, 2004 Timeline for Grants PeopleSoft Go-Live DATA INPUT CUTOFFS AND TURN-ONS Data Migration from Legacy/GMS to PeopleSoft Grants and related modules will begin Saturday, June 19, and will continue through June 30. In order to accomplish this, the following schedule will be necessary: New AwardsAward ModificationsBudget RevisionsNew Proposals Cutoff: June 16, 5:00pm No further entry in GMS No new awards will be generated between June 16 and June 30. Cutoff: June 16, 5:00pm No further entry in GMS No Award modifications will be generated between June 16 and June 30. Cutoff: June 16, 5:00pm No further entry in GMS No budget revisions will be generated between June 16 and June 30. Cutoff: July 30, 5:00pm No further entry in GMS Turn-on: July 1 Awards must be entered in PeopleSoft Grants Module Turn-on: July 1 Budget modifications/increases must be entered in PeopleSoft Grants Module Turn-on: July 1 Budget modifications/increases must be entered in PeopleSoft Grants Module Turn-on: July 1 Entry allowed in PeopleSoft Grants, or GMS. Please note that all proposals entered in GMS after July 1, will need to be RE-ENTERED by the Department in the PeopleSoft Grants module by August 15.

PeopleSoft “Instances” What is an instance? –Different PeopleSoft databases are used for Reporting, Production and Training FIRPT – Financials Reporting – using now FIPRD – Financials Production – Grants users will use FIPRD for proposal data entry or inquiry FITRN – Financials Training – used for on-going training and may be used for “practice.” There is no security on this data because it is not real. –Keep track of different instances by renaming link in Internet Explorer or Netscape Favorites or Bookmarks

URL’s for Grants users Grants Proposal entry and inquiries (FIPRD): Grants training and practice (FITRN): Grants reporting (FIRPT): Add to “Favorites” in Internet Explorer (IE is the preferred browser for PeopleSoft)

Logging on to Training Instance…

System Security and Access Proposal and Award data will be based on your user logon name and… –the Dept ID’s you have permission to view –Proposals on which you are PI or Co-PI Security is setup for 7/1/04 for key personnel based on input from colleges and other units that have grants. New access is requested through Deans’ Offices or equivalent, and then to OVPR

Proposals STEP 1: Proposal information in PeopleSoft: A.Enter basic information for each dept or project Allows attachments for additional data B.Enter budget details including F&A and cost share “copy” features can make entry easier C.Print proposal reports for Bio Sketch and Other Support Report D.Start approval process in PS when proposal is ready for approval process

A. Basic proposal information (10 tabs), first of three required pages – “Header”

A. Proposal information - 2 nd required page – “Projects”

A. Proposal information – 3 rd required page – “Location”

A. Proposal information – “Resources”

A. Proposal information “Documents” _abstract.pdf _budjust.pdf

A. Proposal information – “Certifications” Certifications will not be prepopulated will need to enter

A. Proposal info – other pages Reports: –Abstract –Major Goals –Progress Report Summary Gender and Minority Study Trainee (only for a continuation project) Key Words –Used to track proposals by subject matter

Helpful Technique: Create a “Template” Proposal Enter generic information common to your unit in Proposal pages to create the template Use “Copy Proposal” page to reuse the existing “template” proposal Make changes as needed to the copy for new proposal

Copy Proposal technique – copy proposal with budget details or not as desired

B. Budget information – first of three required pages – “Budget Header” includes F&A information

B. F&A Set Up page

B. Budget information – 2 nd required page – “Budget Periods”

B. Budget information – 3 rd required page – “Budget Line Summary” includes Cost Share

B. Budget information – Cost Share

Helpful Technique: Use “Copy Budget Period” to copy an existing budget period to a new one – saves data entry

C. Print delivered proposal reports – “Bio Sketch” and “Other Support Report” (Current & Pending)

D. Proposal approval process “Submit Proposal” page – first of two required pages, “Submission” tab

D. Proposal approval process “Submit Proposal” page – 2 nd required page – “Official” tab

Proposals STEP 2: Use UD webform system for approval/routing Proposal Approval Summary webform replaces the “Blue Sheet” and “Match Approval Form” Webform system uses same proposal security as PeopleSoft Approval & routing process is complex and conditional depending on the nature of the proposal If an approver REJECTS the form – it is DEAD OVPR will be able to redirect forms as needed

Proposal Approval Summary – displays data entered in PSoft including attachments (top)

Proposal Approval Summary (middle)

Proposal Approval Summary (bottom)

The Proposal Approval WebForm If an approver REJECTS the form – it is DEAD OVPR will be able to redirect forms as needed OVPR deadline 24 hours prior to deadline same as now Hard copy pages requiring signatures will be processed the same as now

Proposals STEP 3 Sponsor Forms Current practice will not change with PeopleSoft Eventually the forms will be printed from PeopleSoft High priority will be given to this enhancement after PS Grants “goes live”

Pre-Award Webform – HR’s Employee Demographic Data enhancements will allow input of professional biographic data

Pre-award spending Same process as now When approved Purpose will be established

Post-Award Post Award Webforms Budget Revision for Contracts & Grants Existing Journal Voucher being changed to accept Empl ID and Effort Period for Effort Reporting Post Award PeopleSoft screens Delivered Inquiries Effort Reports to be handled via the web (late in 2004)

Post-Award Webforms – Budget Revision for Contacts & Grants is based on the current Budget Revision webform. (NOTE: Debit = increase and Credit = decrease)

Post-Award Webforms – current Journal Voucher will be enhanced to accept Empl ID and Effort Period for effort reporting

Grants Reporting Grants public queries are being written for Grants data (like EZQ’s – but will have different name) Grants tables will be added for ad hoc reporting in PS Query Post-Award spending reporting will be done with new Grants tables and new public, pre- written queries Some Post-Award reporting with existing EZQ’s will still be available (GL data)

Grants Training June –Proposals - Hands-on computer training July –Data and reporting, Post-Award On-going training –Training/Communication II Team and OVPR will continue PeopleSoft training

Need more info? Today’s training will be on website TRAINING Tab –All Phase II training will be posted here –Links to Phase I training: Readiness I Basic and Basic II Procurement training Query Training

Parting thoughts -