NCURA Region IV Spring Meeting Cleveland, Ohio April 17-20, 2011

Transcription

1 NCURA Region IV Spring Meeting Cleveland, Ohio April 17-20, 2011 Post Award- Financial Management Whose responsibility is it and what to do when there is a crisis? Jamie Caldwell, MBA - Moderator Director, Office of Research Services for the Health Sciences Loyola University Chicago at the Medical Center Presenter (s): Kristin Wojtulewicz Division Administrator Burn Shock and Trauma Institute, Department of Surgery Stritch School of Medicine Loyola University Chicago at the Medical Center Susan Meyer Pugl Manager, Research Administration Office of Research Services for the Health Sciences Loyola University Chicago at the Medical Center

2 Roles Office of Research Services Sponsored Program Accounting Departmental Administration

3 Office of Research Services Mainly a pre-award office Institutional Official Proposal review and submissions Award acceptance / contract negotiation

4 Sponsored Program Accounting Post-Award Office Account set-ups, billing and collection, financial reporting, closeouts Process expenditures (salary and non-salary) Process cost transfers and re-budget requests Process check requests and reimbursements Provide monthly reports to all departments (automatic) Provide 90-, 60-, and 30-day notice for ending projects (automatic)

5 Current Fiscal Management Systems Lawson Reports Channel WebFOCUS Effort Reporting

6 Lawson General Ledger System (feeds other applications) Purchasing System (orders entered directly by requestor) Many screens, or groupings: Current Balance Transaction Detail Analysis Committed (unpaid) Transactions Accounts Payable information (PO numbers, check numbers, payment dates, etc.) Most useful to the end user for Getting up-to-the-minute balances Tracking individual transactions

7 Lawson Using GL94 to Get a Current Balance

8 Lawson Using GL94 to Get a List of Commitments

9 Lawson Using PO64 to Get More Detail about Open Commitments

10 Lawson Using AP90 to Check if Invoice Has Been Paid

11 Reports Channel Located in Loyola s information portal (intranet) Pulls information from Lawson system Monthly Reports Transaction Detail Payroll Reports Open Commitments Not as user-friendly or as up-to-date at WebFOCUS

12 WebFOCUS Also pulls information from Lawson system to provide reports Monthly Reports Transaction Detail Payroll Reports Open Commitments Easier functionality than the Report Channel; provides more searchable options

13 WebFOCUS Monthly financial reports are automatically sent to departmental administrators

14 WebFOCUS Accounting Unit Summary

15 WebFOCUS Transaction Details

16 WebFOCUS Payroll Reports

17 WebFOCUS Commitment Reports

18 Custom Spreadsheets How much does my PI have to spend? List of department s research accounts FYTD deposits Current balance Balance less fiscal year s obligations Notes, including who is being paid Workbook to calculate the unobligated direct-cost balance

19 Custom Spreadsheets How much does my PI have to spend?

20 Custom Spreadsheets How much does my PI have to spend?

21 Effort Reporting Quarterly Reporting Electronic System via Portal Four-Step Process 1. Department Administrator Pre-Reviews 2. Principal Investigator Certifies 3. Department Administrator Post-Reviews 4. Fiscal Affairs Approves

22 Effort Reporting

23 Effort Reporting

24 Effort Reporting

25 Contact Information Jamie Caldwell, MBA - Director Office of Research Services for the Health Sciences Loyola University Chicago at the Medical Center Phone: (708) jcaldw@lumc.edu Kristin Wojtulewicz, Division Administrator Burn Shock and Trauma Institute, Department of Surgery Stritch School of Medicine Loyola University Chicago at the Medical Center Phone: (708) kwojtul@lumc.edu Susan Meyer Pugl, Manager - Research Administration Office of Research Services for the Health Sciences Loyola University Chicago at the Medical Center Phone: (708) smeyer1@lumc.edu