1. Proposal Processing Wake Forest University Health Sciences
May 16, 2003
Experience. Redefined.
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2/23/2019
© Huron Consulting Group. All rights reserved.
© Huron Consulting Group. All rights reserved.

2. 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
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3. 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 %
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4. 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
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5. 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
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6. 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.
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7. 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.
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8. Proposal Submission
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9. Proposal Header Panel
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10. Proposal Project Panel
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11. Proposal Resources Panel
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12. Proposal Location Panel
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13. Proposal Certification Panel
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14. Proposal Keywords Panel
Budget Setup is next.
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15. Budget Header Panel
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16. F&A Set Up
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17. Budget Periods Panel
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18. Budget Line Summary Panel
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19. Proposal Submission Panel
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20. 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.
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21. 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
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22. Protocol Header
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23. Protocol Details
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24. Protocol Status
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25. 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
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26. Industry Relations
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27. Sponsor
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28. Dates
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29. History
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30. 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
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31. 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
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32. 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.
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33. Wake Forest University Health Sciences
Questions & Answers
Debra Z. Smith
Wake Forest University Health Sciences
2/23/2019