1. ORIS SAGE Suite Subcontract Module Project Automating Subcontract F&A Costs Recovery Jason Myers – Business Systems Analyst Office of Research Information Services (ORIS)

2. ORIS Project History SAGE Suite Subcontract Module project - Automating Subcontract F&A Cost Recovery - is the final stage of a Financial Management (FM) funding project initiated October 2004. Purpose of the FM project was to enhance the calculation and posting of indirect costs on grants and contracts using existing in-house systems. Enhancements include: –a) Automate charging indirect costs to all subcontract expenditures –b) Add additional indirect costs bases to the existing list and processes –c) Correct encumbrance liquidation processes Once SAGE Suite Subcontract Module project is complete, the FM project will be considered complete and closed 2

3. ORIS Project Overview Original SAGE Suite Subcontract Project Module project scope included enhancing the SPAERC/SERA and FAS systems to automate subcontract F&A costs recovery Scope changes were approved to include SPAERC/SERA technical improvements. The resulting project has been phased into two releases: –Subcontracts Phase I: SPAERC and SERA refactored code, bug fixes and related enhancements. –Subcontracts Phase II: Full release of subcontracts functionality as described in the original scope. 3

4. ORIS July SAGE Release Subcontracts Phase I – System Changes System Changes Re-work (refactor) of the system’s code to improve system maintainability and set the stage for Subcontracts Phase II Implementation of 10 enhancements and 15 bug fixes –Enhancements and bug fixes will provide benefits to campus, OSP, and GCA prior to the full subcontract release. 4

5. ORIS July SAGE Release Subcontracts Phase I – OSP and GCA Benefits Benefits to OSP and GCA Improved transparency of data with the addition of a Subcontracts Review page that is viewable by OSP and GCA staff Enhancements to PDF view of eGC1 to ease navigation of eGC1 data Tighter coupling of SPAERC Funding Actions and Subcontracts; improving transparency of prime and sub award data between OSP and GCA teams System flag to indicate ARRA funded subcontracts to improve data and reporting Enhanced search enables ability to identify SPAERC subcontracts by sponsor 5

6. ORIS July SAGE Release Subcontracts Phase I – Campus Benefits Benefits to Campus Users FA/PAC –Created ability to change or update email recipients of the funding action (FA) and post award change (PAC) notifications. This can be useful when GCA knows of a change in email address or administrative contacts; the email recipients can be adjusted appropriately eGC1 –Added bookmarks to all sections of the PDF so you can navigate more easily between different parts of the eGC1. This is particularly beneficial when you use screen reading software. 6

7. ORIS September SAGE Release Subcontracts Phase II – System Features GOAL: Improve subcontract budget accounting by automating subcontract F&A cost recovery Automated calculation of F&A Subcontract expenditures in FAS Ensure subcontract PO Requisition Number and Budget Number entered in SPAERC match the numbers entered in the Purchasing and Accounts Payable System (PAS) through systematic validation Enable recording and tracking of subcontract F&A data in SPAERC Synchronize subcontract F&A data stored in SPAERC with data in Financial Accounting System (FAS) on a daily basis 7

8. ORIS September SAGE Release Subcontracts Phase II – OSP and GCA Benefits Benefits to OSP and GCA Automation of subcontract F&A expenditures will remove the currently inefficient and timely manual process; resulting in a time and money savings for GCA Ability to enter F&A data and add subcontract documentation will improve transparency of information between OSP and GCA 8

9. ORIS September SAGE Release Subcontracts Phase II – Campus Benefits Benefits to Campus Users Automation of subcontract F&A expenditures will ensure that you have access to timely and accurate subcontract F&A expenditure data Sets the stage for a SAGE view for Funding Actions, Post Award Changes and Subcontracts 9

10. ORIS SAGE Suite Learning Opportunities Patti McClure – Educational Outreach Specialist Office of Research Information Services

11. ORIS Sub-Contracts Training Currently assessing Training Requirements for OSP and GCA Undergoing User Acceptance Testing to determine training requirements Update on any campus training will be provided at August MRAM

12. ORIS Budget Training Opportunities Learn to use new budget features Two Drop-in Budget Sessions on June 17 th Location: Tower Learning Lab 154 –First Session: 2:00-3:30 p.m. –Second Session: 3:30–5:00 p.m. Register at www.sage.washington.edu Watch for new video tutorials on the ORIS Learning Page! Now featuring: Navigating access to the Approval Graph. Contact us: orislearn@uw.edu