1. Connecting pre and post award Title III: Technical assistance workshop
A Holistic Approach
Connecting pre and post award
June 14, 2018
Title III: Technical assistance workshop

2. NCCU Blueprint of Title III
SAFRA – $3.9 million Total accounts - 20
HBCU - $5.0 million Total accounts - 11
HBGI - $8.9 million Total accounts – 34
Managing approximately $17.8 million annually
Total accounts annually – 65 accounts

3. Some Concerns of Title III
Very time consuming to do the following:
To set-up accounts
To approve purchases
To complete budget transfers (budget revisions, modifications)
Get access to funds
No monthly reconciliations were being done of accounts from the Central Office level

4. Additional Concerns 1.0 FTE Committed to Title III
(1/2 paid by Title III, ½ paid by Sponsored Programs)
Meetings with Title III were being held at least weekly, any sometimes more often
Drawdowns not being shared with Title III and sometimes inconsistent
More reactive approach than proactive approach
Getting information to Title III Office for Meetings with Chancellor or Department of Education

5. A Holistic Approach 1 : of or relating to holism
(a study or method of treatment that is concerned with wholes or with complete systems : a holistic study or method of treatment)
2 : relating to or concerned with wholes or with complete systems rather than with the analysis of, treatment of, or dissection into parts
Source: Miriam Webster Dictionary

6. Life Cycle of a Sponsored Project

7. Pre -Award Proposal Development Proposal Submission
Who submits your proposal to the Department of Education?
Are there any offices that review the proposal prior to going to the Department of Education?
When do you give the pre-award office the submitted proposal?
Create your proposal budgets using Excel and link the pages so it is easier to update if there are changes.

8. Streamline Pre-Award
The process was very time consuming - met with all of the stakeholders.
Make a list of all the people involved in reviewing/approving your documents.
Try to eliminate some of the steps.
Try to get signatures early from various departments.
Try to create accounts early if possible.

9. Benefits of Pre-Award Review
The earlier you let the pre-award office know you are submitting to Department of Education, the better the outcome.
The submission is captured in the university data
The application is reviewed to plan for the upcoming year and the total number of projects that may need to be created
Alert departments and get all of the signatures needed for the proposal
All documents were to be submitted to Pre-Award Office no later than the end of July.

10. Award Receipt (Pre and Post-Award)
As soon as you have the award notice, notify the Pre-Award Office.
The is essential to begin the process on account set-up.
The longer you wait, the more frustrating it can be for account set-up.
Created a spreadsheet updating the award notification information.
This spreadsheet should have links and formulas so that information is updated throughout the file.

11. Award Receipt Continued (Pre and Post-Award)
Each award had one sheet with all accounts associated with that award.
This spreadsheet also had the drawdown information and was used monthly to help reconcile.
Created a shadow system to manage all of the line item expenditures in the accounts.

12. Award Receipt Continued (Pre and Post-Award)
Prepared all of the information needed to create your accounts and submit to the Finance Office for creation.
Post-Award Office assisted with account creation
Entered budgets into Financial System
Worked on getting access to accounts
All items above should happen during the month of September, at the latest, to ensure funds can be spent beginning October 1.

13. Monthly Maintenance (Post-Award)
Drawdowns – reconciled prior to doing next draw
Monthly Reconciliations – updated expenses at close of month
Closing old funds
Creating carryforward accounts
Created one (1) carryforward account for each AWARD (not each year)

14. Summary of Improvements
Pre-Award information collected 90 days in advance
Accounts are worked on 60 days in advance of October
Created a process for budget transfers to get approved electronically within 48 hours
Monthly reconciliations are being completed at the Central Office level
1.o FTE Position Eliminated
(1/2 paid by Title III, ½ paid by Sponsored Programs)
Saving approximately $60,000 (Salaries and Benefits)

15. Additional Improvements
Meetings with Title III are held on an as needed basis (Monthly or Quarterly).
Sponsored Research commits about 10 hours on a monthly basis vs 160 hours monthly
Drawdowns completed monthly and shared with Title III
Proactive approach
Getting information to Title III Office for Meetings with Chancellor or Department of Education

16. Excel Demonstration
Demo of the spreadsheet that was created to manage the award at NCCU.

17. Contact Info: Denise Y. Wynn