Closeout Project Update March 25,2015 ORS Quarterly Meeting 1 RACI Michelle Rigsbee, Campus Closeout Implementation Team

Agenda 2 The Goal: Clean Close Current Project Workstreams New Tech Tools & Reporting Enhancements Master Data Additions Closeout Tasklist: Modifications & Update NIH Notification

The Vision of the Future: Clean Close for Sponsored Projects BY THE SPONSOR DRIVEN CLOSEOUT DEADLINE, ALL PROJECT RELATED ALLOWABLE ALLOCABLE AND REASONABLE EXPENSES ARE POSTED TO THE PROJECT WBSE BEFORE SUBMITTING REQUIRED CLOSEOUT DOCUMENTATION TO OSP. As an institution, Duke has identified essential policies, processes, and technology tool improvements to enable research administrators to achieve this vision. What Does Clean Close Mean? 3

The Pathway to Clean Close Remove barriers, reducing time (and frustration) for issue resolution Enables more proactive award management Update policies for clear guidance, reducing time in seeking direction Allows greater understanding of expectations Modify business processes to streamline and standardize activity Enables greater efficiency and easier collaborations Enhance reporting and technology Provides transparency and facilitate more timely transactions Submit documentation that is final and ready to report Meet deadlines, reduce financial risk, and closeout once! 4

Project Workstreams Winter: Current/Recently Completed (CY 2014 – 2015) Interdepartmental Payroll Policy/Escalation (November – February) Payroll Access Technical Solution (January – June) FFR Electronic Form (January – March) NCE Submission Process (December – March) Peer Invoicing (December – March) Life of Grant Programmatic Policy/Guidance (January – April) Revised Final Financial Report and Invoice Policy (February – April) Postings After Closeout (February – April) Tuition Remission (January – September) Internal Billing Service Center GAP Updated (November – December) Internal Billing: Housing/Auxiliaries/Stores Billing/Special Events & Conference Services, MAESTRO Billing; Service Center Billing (January – August) Spring: Upcoming (CY ) Clean Close Technology: Closeout Tools (June – TBD) Management Reporting (June – TBD)

New ReportsWBSE Status WarningsMaster Data Additions and Other Report AdditionsCloseout Tasklist Modifications 6 Tech Tools & Reporting Enhancements

Projects Approaching End Date Report (Use in place of ZF110 ) Identifies projects ending in the next 3 months Identifies OSP Due Date and Sponsor Final Due Date Drilldown to Project Obligations Report Project Obligations Report Identifies existing & future dated cost distributions Identifies outstanding purchase orders New Reports 7

These messages will be triggered when the funding sources recorded in the applicable tools have end dates. WBS Element Warning Messages 8 Type of ExpenseWARNING! iForm: Hire, Transfer, Cost Distribution, Manual Salary Cost Transfer, and Supplement iForms Project has ended. Confirm effort falls within the project period! Electronic A/P Check Request & POs/ Requisitions Project has ended. Confirm costs incurred before end date! Online TravelThe following WBS elements are final or ended! (WBS element will be listed) Purchase OrdersProject has ended. Confirm expense incurred within project period!

New Backstop Fields Either Cost Center OR WBSE Only 391xxxx WBSE’s are eligible to be backstop codes Backstop code will be used for write-offs at closeout Backstop code will default based on associated BFR Department modifications OSP Liaison ID and Name Master Data Additions 9

Projects Approaching End Date Report Project Obligations ReportZF600 Reports/Tools for Timely Closeouts 10

Detailed Worklist to Assist in the Closeout Process – begin 90 Days Prior to End Date Modified Tasklist auto-populates data fields with WBSE entry (Campus roll out in progress ) Tasklist Status BarSection collapsibility using N/A CheckboxElectronic Signature OptionSeparate Tab for PI Attestation Key Features of the Closeout Tasklist 11

March Madness Closeout Tasklist Update Tasklist effective January 1, 2015 Closeout documents submitted to OSP January 1 – March 19, 2015 Total # Closeout Packets – 170 Total # Tasklist – 83 48% submission rate Tasklist will be Mandatory July 1,

NIH has changed the required due dates for final project reporting from within 90 days from the period of performance end date to within 120 days from the period of performance end date. Duke University will adhere to the 90 days from the period of performance end date deadlines for NIH awards until further notice. The final date which Duke can request revenue on NIH cost reimbursement awards remains within 90 days from the period of performance end date. NIH Notification 13

Reminder: Required Video for Grant Managers for Closeout Project GAP and Tasklist Deadline: April 1, 2015 Questions? Contact: Michelle Rigsbee, Campus Implementation Team 14