Slide 1 FastFacts Feature Presentation February 19, 2009 We are using audio during this session, so please dial in to our conference line… Phone number:

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Presentation transcript:

Slide 1 FastFacts Feature Presentation February 19, 2009 We are using audio during this session, so please dial in to our conference line… Phone number: Participant code:

Slide 2 Todays Topic Well be taking a look at… Using the award change form to request Pre-Award accounts

Slide 3 Todays Presenter Anthony Tosheff Supervisor, Sponsored Projects Shared Services in the Controllers Office

Slide 4 Session Segments Presentation Anthony will provide an overview of how to create a pre-award request using the Award Change Form. During Anthonys presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Anthony will answer as many of your questions as time allows.

Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can us at: You can also send us an instant message! GoogleTalk – AOL Instant Messenger – HopkinsFastFacts MSN –

Slide 6 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

Slide 7 Issuing Requests for Pre-Award Accounts

Slide 8 Agenda Today well be taking a look at… Overview Accessing the form Require data Workflow process

Slide 9 What is a Pre-Award Account? Establishes a sponsored cost object in SAP before the research agreement is fully executed. Useful tool to avoid delays when an award is forthcoming. All pre-award expenses are incurred at the departments risk. Some federal agencies allow universities to incur pre-award costs 90 days prior to an award without prior written approval.

Slide 10 Accessing the Form Go to the Controllers Office website. Click on the dropdown menu under Departments and select Sponsored Projects Shared Services.

Slide 11 Accessing the Form From Sponsored Projects Shared Services, click on Forms. Select Pre-Award Requests from the list.

Slide 12 Accessing the Form After you authenticate through JHED, you will be taken to the RPA Application Menu. Select Webforms to proceed.

Slide 13 Accessing the Form From the Webforms menu, select Request a Pre-award Account.

Slide 14 Completing the Form Locate your proposal from the Search Page. Entering the COEUS number is most helpful.

Slide 15 Select the Project Verify you are selecting the correct proposal. Click the Select button.

Slide 16 Complete the Required Fields Complete the required fields. Click Pre-Award.

Slide 17 Additional Data Complete the additional fields, including F&A related information.

Slide 18 Validate and Save Enter comments as necessary.

Slide 19 Final Review Select Accept to submit your request. You will receive this message upon submission:

Slide 20 Workflow Some departments have a secondary approval within the department. To request changes to the department approval process, contact Research Projects Administration at The request is then workflowed to the Office of Research Administration. Once approved, the request will be workflowed to the Divisional Business Office. Upon DBO approval, the request will be workflowed to Sponsored Projects Shared Services (SPSS). SPSS will establish a grant in SAP in Pre-Award Status and notify the original requestor.

Slide 21 Resources For questions about the workflow process within your department, send an to Contact your accountant in Sponsored Projects Shared Services with any questions. The Pre-Award Request form available online:

Slide 22 Conclusion Today we covered… Overview Accessing the form Require data Workflow process

Slide 23 Q&A Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were ed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then the answer to all participants.

Slide 24 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please us at:

Slide 25 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… Thanks again!