PeopleSoft 8.4
Grants Preview
June 2004
Training & Communication II
Team
PeopleSoft Grants
Go-Live Date
is
July 1, 2004
• Introduction to the module
• Screenshots
• Review web approval forms
– no more “blue sheets”
• Review web forms
• More training
PS Grants
• PeopleSoft pages:
– proposals entry
– award processing and sponsor billing
• UD webforms:
– Proposal Approval Summary
– Contract & Grants Budget Revision
– Enhancements to “Journal Voucher” for effort
reporting
– Enhancements to “Employee Demographic Data”
for professional bio data
The New Modules….
• Grants Module
– Replaces Grants Management System (GMS)
• details in follow on training
– GMS to be turned off 7/30/04
• As of 1 July should be using PS
• Migrating GMS data into PSoft.
TENTATIVE: WILL BE CONFIRMED ON JUNE 14, 2004
Timeline for Grants PeopleSoft Go-Live
DATA INPUT CUTOFFS AND TURN-ONS
Data Migration from Legacy/GMS to PeopleSoft Grants and related modules will begin Saturday,
June 19, and will continue through June 30. In order to accomplish this, the following schedule will
be necessary:
New Awards
Award Modifications
Budget Revisions
New Proposals
Cutoff: June 16,
5:00pm
No further entry in
GMS
No new awards will
be generated
between June 16
and June 30.
Cutoff: June 16, 5:00pm
No further entry in GMS
No Award modifications will
be generated between
June 16 and June 30.
Cutoff: June 16,
5:00pm
No further entry in GMS
No budget revisions will
be generated between
June 16 and June 30.
Cutoff: July 30,
5:00pm
No further entry in GMS
Turn-on: July 1
Awards must be
entered in
PeopleSoft Grants
Module
Turn-on: July 1
Budget
modifications/increases
must be entered in
PeopleSoft Grants Module
Turn-on: July 1
Budget
modifications/increases
must be entered in
PeopleSoft Grants
Module
Turn-on: July 1
Entry allowed in
PeopleSoft Grants, or
GMS. Please note
that all proposals
entered in GMS after
July 1, will need to
be RE-ENTERED by
the Department in
the PeopleSoft
Grants module
by August 15.
PeopleSoft “Instances”
• What is an instance?
– Different PeopleSoft databases are used for
Reporting, Production and Training
• FIRPT – Financials Reporting – using now
• FIPRD – Financials Production – Grants users will use
FIPRD for proposal data entry or inquiry
• FITRN – Financials Training – used for on-going training
and may be used for “practice.” There is no security on
this data because it is not real.
– Keep track of different instances by renaming link
in Internet Explorer or Netscape
• Favorites or Bookmarks
URL’s for Grants users
• Grants Proposal entry and inquiries (FIPRD):
www.udel.edu/grants
• Grants training and practice (FITRN):
https://turvy.nss.udel.edu:4490/psp/fitrn/?cmd=login
• Grants reporting (FIRPT):
www.udel.edu/financials
Add to “Favorites” in Internet Explorer
(IE is the preferred browser for PeopleSoft)
Logging on to Training Instance…
System Security and Access
• Proposal and Award data will be
based on your user logon name and…
– the Dept ID’s you have permission to view
– Proposals on which you are PI or Co-PI
• Security is setup for 7/1/04 for key
personnel based on input from colleges
and other units that have grants.
• New access is requested through
Deans’ Offices or equivalent, and then
to OVPR
Proposals
STEP 1:
Proposal information in PeopleSoft:
A. Enter basic information for each dept or
project
•
Allows attachments for additional data
B. Enter budget details including F&A and cost
share
•
“copy” features can make entry easier
C. Print proposal reports for Bio Sketch and
Other Support Report
D. Start approval process in PS when proposal
is ready for approval process
A. Basic proposal information (10
tabs), first of three required pages –
“Header”
A. Proposal information page – “Projects”
2nd required
A. Proposal information –
page – “Location”
3rd required
A. Proposal information –
“Resources”
A. Proposal information
04000033_abstract.pdf
04000033_budjust.pdf
“Documents”
A. Proposal information –
“Certifications”
Certifications will not be prepopulated will need to enter
A. Proposal info – other pages
• Reports:
– Abstract
– Major Goals
– Progress Report Summary
• Gender and Minority Study
• Trainee (only for a continuation project)
• Key Words
– Used to track proposals by subject matter
Helpful Technique:
Create a “Template” Proposal
• Enter generic information common to
your unit in Proposal pages to create
the template
• Use “Copy Proposal” page to reuse the
existing “template” proposal
• Make changes as needed to the copy
for new proposal
Copy Proposal technique – copy proposal
with budget details or not as desired
B. Budget information –
first of three
required pages – “Budget Header” includes F&A
information
B. F&A Set Up page
B. Budget information –
page – “Budget Periods”
2nd required
B. Budget information –
3rd required
page – “Budget Line Summary” includes Cost
Share
B. Budget information –
Cost Share
Helpful Technique:
Use “Copy Budget Period” to copy an existing
budget period to a new one – saves data entry
C. Print delivered proposal reports –
“Bio Sketch” and “Other Support Report”
(Current & Pending)
D. Proposal approval process “Submit
Proposal” page – first of two required
pages, “Submission” tab
D. Proposal approval process “Submit
Proposal” page – 2nd required page –
“Official” tab
Proposals
STEP 2:
Use UD webform system for approval/routing
•
•
•
•
•
Proposal Approval Summary webform
replaces the “Blue Sheet” and “Match Approval
Form”
Webform system uses same proposal security as
PeopleSoft
Approval & routing process is complex and
conditional depending on the nature of the
proposal
If an approver REJECTS the form – it is DEAD
OVPR will be able to redirect forms as needed
Proposal Approval Summary –
displays
data entered in PSoft including attachments
(top)
Proposal Approval Summary
(middle)
Proposal Approval Summary
(bottom)
The Proposal Approval WebForm
• If an approver REJECTS the form – it is
DEAD
• OVPR will be able to redirect forms as
needed
• OVPR deadline 24 hours prior to
deadline same as now
• Hard copy pages requiring signatures
will be processed the same as now
Proposals
STEP 3
Sponsor Forms
• Current practice will not change with
PeopleSoft
• Eventually the forms will be printed from
PeopleSoft
• High priority will be given to this
enhancement after PS Grants “goes live”
Pre-Award Webform – HR’s Employee
Demographic Data enhancements will allow input of
professional biographic data
Pre-award spending
• Same process as now
• When approved Purpose will be
established
Post-Award
• Post Award Webforms
• Budget Revision for Contracts & Grants
• Existing Journal Voucher being changed to
accept Empl ID and Effort Period for Effort
Reporting
• Post Award PeopleSoft screens
• Delivered Inquiries
• Effort Reports to be handled via the web (late
in 2004)
Post-Award Webforms –
Budget
Revision for Contacts & Grants is based on
the current Budget Revision webform.
(NOTE: Debit = increase and Credit = decrease)
Post-Award Webforms –
current Journal
Voucher will be enhanced to accept Empl ID
and Effort Period for effort reporting
Grants Reporting
• Grants public queries are being written for
Grants data (like EZQ’s – but will have
different name)
• Grants tables will be added for ad hoc
reporting in PS Query
• Post-Award spending reporting will be done
with new Grants tables and new public, prewritten queries
• Some Post-Award reporting with existing
EZQ’s will still be available (GL data)
Grants Training
• June
– Proposals - Hands-on computer training
• July
– Data and reporting, Post-Award
• On-going training
– Training/Communication II Team and OVPR
will continue PeopleSoft training
Need more info?
• http://www.udel.edu/UDFS/info/
• Today’s training will be on website
• TRAINING Tab
– All Phase II training will be posted here
– Links to Phase I training:
•
•
•
•
Readiness I
Basic and Basic II
Procurement training
Query Training
Parting thoughts -