UCF Financials Xpansion Meeting Contracts Module Fit/Gap Design Meeting MINUTES

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1 UCF Financials Xpansin Meeting Cntracts Mdule Fit/Gap Design Meeting MINUTES Date: April 9, 2012 Time: Lcatin: Facilitatr: Attendees: Minutes: 09:00 a.m. RP-302 Parker Madden Mullins, Nimmathta, Wray, Macusznc, Grec, Trres, Velker, Smith, McClellan, K. Smith, Clark, Vilsack, Besana, Carlsn, Wilsn, Brad, Sants, Das, Jacksn, Khlmeyer, Mark Wray Discussin Pints Intrductins, schedule, and prcess flw discussed. Review f current prcess flw, with definitins f what is currently happening INSIDE PepleSft vs. what is happening OUTSIDE PepleSft. Preview f system t be develped n Prcess Flw T Be PwerPint slide. Ptential first need identified wuld be t distinguish federal flw-thrugh prjects, at a greater level f detail than CFDA number currently captured in ARGIS. ARGIS and a mdified 650 prcess replace functin f PS Grants mdule in the mdel t be develped. Prject Csting mdule can/will serve as a cllectr fr a variety f data, sme that is currently cllected, sme that can be Parker shwed Simplified Prcess Flw slide as mdel t be develped (C&G is wrking twards the line 2 and line 3 mdels amunt based plus cstreimbursable as tw main types f prjects defined at UCF.) Discussin surrunding requirements fr 1034 and 1035 frms (need billing perid, CLIN (21 characters), and ACRN (6 characters) and grant, req and/r PO numbers) these billing frms cmprise apprximately ¼ f the Federal grants, which themselves cmprise 60% f UCF s grant business. Generic invicing frms will need t pull line infrmatin frm Cntracts (fr rate-based via Prject Csting) mdule t be implemented (there was discussin abut defining categries - presumably Date prepared: 4/11/2012 Page 1

2 determining what infrmatin the Prject Csting mdules needs t be able t feed the Cntracts mdule. Invices are currently summarized by categry salary, T&E, verhead, etc.). UCF wrks with bth pre-paid ( advances in UCF parlance) and letter f credit grants (fr purpse f determining invicing infrmatin). Pre-paid means we have the mney, have t d the wrk. Letter-f-credit means we have a cmmitment t pay, still need t d the wrk. We dn t currently bill the ORC Research Fundatin, and it was decided there was n need t change that business prcess. A Labr prject activity wuld assist in prcessing these expenses. Billing supprt reprts lk as thugh they will becme available in the Prject Csting mdule, which implies C&G users will need access t and training fr Prject Csting, and need t pull frm (extract frm) that mdule. Invicing frmats: We will use the 1034 and 1035 frms plus a number f individualized billing frmats this will be handled via management f graphics ver the apprximately 40+ billing frmats that will result. Cntract discussin: Cntract headers Cntracts lines Cntract Header discussins: Cntract Admin field: Shuld take the feed frm the Cntract Manager field in ARGIS (sme discussin still needed, but it will nt be the PI and will nt be Legal). The last persn t update is the persn being sent tday n the 650 frm. Culd be Cmpliance r cntract administratr ORC persnnel. Regin Cde: Shuld nt need t use this field t differentiate Cntract Type. It s available fr a cnfigured use, if we need it. It is a lkup field, s XLat values wuld be needed. Cntract Signed Date: will be equal t the prject start date in ARGIS (pending final decisin n day retr time frame) Prpsal ID field: Cannt be the Research ID field in ARGIS but wuld nt be the CFDA number, r culd be used t stre the Award number. Decided. Prgram Cde: ORC uses Prgram Cde t reprt discipline expenditures t NSF and BOG nt fr billing. Prgram cdes are static values and each prject ID has ne and nly ne Prgram Cde. Undecided which field will be used fr it. Date prepared: 4/11/2012 Page 2

3 Ntes: Can be added at the Header level discussin surrunding using Ntes t capture Award ID was terminated. Anther field (TBD) betters suits that purpse. Custmer ID is the Spnsr / Grantr. Cntract type will likely be either Grant r Award - this may need mre discussin t determine usefulness f additinal grant types. Used just fr reprting purpses. Award ID: Argument made t make this a Required Field in ARGIS t capture this discrete value t autmate billing prcess later ut f PS. Hwever, cannt be required since nt all legal cntracts have an award number. Cntracts Lines Discussin: Primary pint f discussin is hw t get the Cntracts system t GENERATE bills t replace and enhance the IT3 system it is partially replacing, while minimizing changes t the 650 prcess. Users can add additinal cntract lines as necessary. Cntract Line discussin: Each line gets a prduct (which can be a prject), a bill plan, and a revenue plan Accunting > Click the Distributin link t see the Accunting infrmatin User needs t select which AR this transactin is ging t be bked t, and where the Revenue ges. This gets set up ne time in Cntracts, which then feeds the Billing mdule fr repeated billing cycles. User can use the Distributin Cde functinally t ppulate the chartfield string mre efficiently. Cntract Terms Cntract Limits tab: - Set up limits under Awarded and Funded fields t create billing limits des nt replace Ledger KK (budget checking) but enhances it thrugh adding an additinal billing limit t prevent verbilling. Related Prjects tab: The Activity ID field will be new and new transactins pst g-live will need bth (Prject ID and Activity ID fields) t be cmpleted as part f Xpansin prject. Cnversin data will exist with simply the Prject ID field data ppulated. In Prject Csting, all activities that are assciated with a Cntract will be pre-defined. Implicatins: The current Prject ID ballns ut t include at least ne ther characteristic (Activity ID), that will extend int Date prepared: 4/11/2012 Page 3

4 the current definitin f a prject. Wrkflw may be enabled t facilitate the apprvals behind setting up the Prject Csting mdule. *Rate Set determines hw expenses are billed (a prcess we currently handle with allcatins), and whether UCF will cntinue t use allcatins the way we have been. We can d allcatins as a nn-markup cst r we can designate the markup as part f the rate set Miscellaneus fringe may be a candidate fr adding rate set target rws manually. Actuals and verhead shuld be different accunt cdes Helpful t have verhead-type charges hit when actuals hit t help prevent PI verspend One rate set per prject/activity. Cntracts set-up tells, Billing and AR, in part, which Billing, Accunting, and AR rules t fllw fr a given transactin. Discussin abut bill plans and revenue plans at the Cntract line level: Bill plans: As Incurred is ne type f plan billing rate plan sectin has 4 tabs fr billing set-up and maintenance these are the same tabs as in Billing mdule, but accessed via different (Cntracts) navigatin Bill by ID field value cntrls where the invices break in terms f invicing (billing) numbers. Can cntrl hw UCF s bills break apart and are prduced fr billing. Tw fr sure are Bill By Cntract ID and Bill by Cntract ID and Prject ID. Billing Header Nte can be used t add F&A C&G certifying statements Revenue plans: Fr As Incurred, n user input is required in the Event Detail sectin Cntract lines can create separate billing (intervals, rates, etc.) whereas Cntract Bill Plans separate Cst Types but generate a single bill. Rate Plans can apply charges atp previusly calculated charges, but UCF s business needs may nt justify this level f cmplexity. Date prepared: 4/11/2012 Page 4

5 Decisins We will use the Gvernment designatin n Cntract Classificatin field n the Cntract Header. Research ID (is 7 digits) in ARGIS cannt be the Cntract number in Cntracts. Decided t aut-number the Cntract Number in the feed frm PS back t ARGIS. PS Cntract number cannt be equivalent t Research ID, nr Award number in ARGIS, because thse numbers can be assciated with multiple prjects. Mve t Parking Lt t discuss further during integratin detailed talks. Cntract will be autnumbered with 5 digits starting with Decided t use Prpsal ID field in PS Cntracts t stre the Award number frm ARGIS. Hwever, there are additinal digits that need accunted fr. Fields pre-ppulated by ARGIS shuld nt be editable in PS This is a decisin. Will nt use Enfrce Team blck n Prject Csting Definitin tab t limit thse wh can spend n a Cntract We will create standardized activity ID s. Actin Item at a later pint t determine what they are. Cntractr PO number will be equal t PO number in PS Cntracts. TBD n hw it s ppulated in Cntracts is nt currently in 650 interface. FSS Billing team members t develp XML billing types. We decided nt t use Summarizatin Template ID because it uses SQR and COBOLT when we are mving tward XML fr billing templates. Assignments Tasks Target Date Assigned T Status Prject Activity ID design needs t be defined Other Date prepared: 4/11/2012 Page 5

6 Parking Lt Items Cntract Signed: will be equal t the prject start date in ARGIS (pending final decisin n day frame. CFDA value and its ultimate lcatin in PS are yet t be determined. Defining Prject types in the Prject Csting mdule t assciate them with existing types already in existence and in use by ORC.which will be used in the accunting rules. Define custm and standard (i.e.verhead percentage) rate sets. Define accunting rules that are driven by the rate sets we define. Determine Bill by ID parameters. Determine Bill Type AR accunts. Three naming fields (Billing Specialist, Authrity, Inquiry): Make these three fields take specific r generic values? Need dummy ID behind these values? Hw autmated will the new 650 prcess be? Sme fields in Cntracts may need human attentin ppsed t autmatin. Need discussin between ORC, F&A, and Academic Affairs regarding if match departments can be designated as prjects. Need t define billing cycle IDs. Need t determine where t add Award number suffix delivery rder. Need t investigate defaulting a standard invice template frm the custmer, t pull int the cntract, as ppsed t defining n each cntract. Need t address in PC Fit Gap where t identify research type, cannt be prject type, but needs t be at the prject level. Need t determine what field n Prject Csting that Prgram Cde needs t be put int. It is currently ging int EP attribute Need t determine what field n Prject Csting that Expenditure Classificatin Cde needs t be put int. It is currently ging int EF attribute. Date prepared: 4/11/2012 Page 6