Office of Research EXCIT Update October 25 2019

Office of Research EXCIT Update October 25, 2019

AGENDA • Welcome – Doug Backman • Business Updates • • • Office of Research – Dorothy Yates Sponsored Programs – Jennifer Shambrook Compliance – Doug Backman Contracts – Jane Gentilini Grants Accounting – Michelle Greco • Huron Grants and Agreements Go-live • UCF Rising updates

As of Monday October 21 st • We are live with HRS Grants and Agreements • • Create new proposals Create new awards Manage all agreement types Use AURORA Proposal Awards reports • November 7 th • Manage converted awards • November 12 th • Use the RDW Reports for Awards

Grants Submission Schedule October 13 14 15 16 17 18 19 20 21 22 23 November 24 25 26 27 28 29 30 31 1 2 3 4 5 6 Proposals Due to Sponsor by October 25 New Awards & Award Modification Requests Proposals Due to Sponsor on or after October 25 New Award Setup Request New Award Setup Completed & Modification Requests Legend Area Submit in current (ARGIS) Type Submit in new (HRS Grants) System Submission Date Sponsor Deadline: October 25 or prior ARGIS (current) October 18, 10 am ET ARGIS status = “Under Review” Sponsor Deadline: On or after October 28 HRS Grants (new) Starting October 21 New Award Setup Requests Award Modification Requests ARGIS (current) October 18, 5 pm ET New Award Setup Requests HRS Grants (new) Starting October 21: No new Project IDs until November 7 Award Modification Requests New Project ID HRS Grants (new) PS Grants (updated) Starting November 7 Proposals Awards 7 8

Interim Process for Research Spending • During the cutover of HRS & PS Grants systems, there is no interruption in your ability to spend against awards. • From October 21 through November 7 if you need to spend and do not have a new project established: • If you have a P-card, it should be used for procurement. • If you do not have a P-card, the Office of Research Finance office will set up an account for you to charge your expenditures. • Journal transfers will be used to reconcile expenditures once cutover is complete.

P-Card Processing • • Purchases of $5, 000 or greater can be done without a purchase order during the system transition from October 31 st close of business through November 6 th • An approved requisition and purchase order must be created for the purchase when UCF Financials on back on line on November 7 th

P-Card Approvers & Users • Friday, October 25 th Noon • Approve project P-Card transactions • Tie project P-Card transactions to purchase orders • P Card transactions approved after this deadline will be returned to staged and will have to be reapproved when UCF Financials is back online on November 7 th. • Refrain from approving or typing project P Card transactions after this deadline. • Wednesday, October 30 th Noon • Approve department P-Card transactions • Transactions not approved by this deadline will be processed when UCF Financials is back online on November 7 th. • 10/31/19 through 11/6/19, while UCF Financials is off-line, P-Card users • Can use your cards • Receive temporary overrides with email approval from RFO or

Support and Training Materials • Huron Help Centers • Quick Reference Guides • Training Videos • UCF Webcourses • Huron Training videos for research community https: //webcourses. ucf. edu/enroll/HPM 4 LD • AURORA Reference Guide – new and improved! • PARIS Reference Guide – coming soon in November! • Wahoo Project website (https: //wahoo. research. ucf. edu) • FAQs for Proposals, Awards, and Subawards • List of requested system enhancements and known issues • General project information 8 https: //apps. research. ucf. edu | https: //wahoo. research. ucf. edu

Office Hours for Research Community • Purpose • Office Hours sessions are intended for the Research Community to bring real-life, active proposal or award information that they are processing and either entering into the Huron Grants and Agreements system or managing the information throughout the award life cycle. These users should review the training videos and other documentation provided as help guides prior to attending the office hours. • Schedule • • 9 Tuesdays and Wednesdays Starting October 22 nd through as needed 9 - 11 am and 2 - 4 pm in Research One, Room 381 Team of business analysts, business owners, and Huron consultants available to help with your real-life issues. https: //apps. research. ucf. edu | https: //wahoo. research. ucf. edu

Technology Support Contacts • Huron Research Suite (HRS) and Reporting (AURORA/PARIS) • GRITService. Desk@ucf. edu • People. Soft HR • hris@ucf. edu • People. Soft Financials/Grants • Fntrain@ucf. edu • UCF Central IT (NID issues) • 407 -823 -5117 • servicedesk@ucf. edu 10 https: //apps. research. ucf. edu | https: //wahoo. research. ucf. edu

COM: Proposal Submission Aide • Available on Wahoo Site • https: //wahoo. research. ucf. edu/files/Huron%20 Proposal%20 Su bmission%20 Aid. docx • Goal is to basic document a college/department can use, if they do not have their own internal form • Form is not a requirement to use, but can be used as an option to help enter information in Huron for their PIs

Credit Split Form • Available on Wahoo Site • https: //wahoo. research. ucf. edu/files/UCF%20 Researcher%20 Cr edit%20 Split%20 Form. pdf • From Office of Research perspective, each units can have their own procedure on obtaining signatures. • Only requirement is the ancillary review of type credit split sent to Mary Stanley.

COS: Proposal Submission Aide

COS: Endorsement Form

Ancillary Reviewer Document • Available in the Microsoft Teams • UCFTeam-Office. Of. Research. Coordinators. And. Development • File called: Huron Grants Colleges and Departments Reviewers for Go. Live. xlsx • If not in the team please contact – Wahoo@ucf. edu

College of Engineering Feedback: 1 • Feedback on the annualized salaries

College of Engineering Feedback: 2 Without escalation (inflation) With escalation (inflation)

College of Engineering Feedback: 3 • Previously, guidance on proposals to keep budget periods no longer than 12 months • Moving forward, budget periods can be whatever is required • Huron Research Suite and PS Financials will both allow it

Campus Community Tier 1 Administrative Support Resources: • On Campus Office Hours • UCF Rising FAQ • Training Classes, Training Videos • Tier 2 -4 Support Budget Directors HR Liaisons e. PAF Salary Cost Transfers Personnel Actions Budget Position reporting Research Admins Processing Proposals Processing Awards PARIS & Aurora reports Tier 2 Application Support • Security / Passwords • Error Messages • Processing Issues Tier 3 Central Office Support FSS HRIS 407 -823 -5117, select option 6 Unable to process award information Error messages when updating PS Finance & Accounting Human Resources Budget Adjustments (non-Grant) Unable to spend against dept New Department requests Tier 4 Technical / Vendor Support hris@ucf. edu Unable to process e. PAF / e. Form Salary encumbrances calculated incorrectly Salary transfer did not post UCF IT Salary encumbrances are missing / incorrect Department defaults/suspense Payroll charged incorrectly GRITservicedesk@ucf. edu Issues entering a proposal Approval process issues Budget submission errors Protocol (IRB or IACUC) errors MTA / Tech Transfer issues Office of Research (Link) Invoice / cash issues Budget position report does not match Unable to spend against grant HURON

Count Down to November October November 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 e. PAFs due to HR for 10/31 Pay Period Proposals Due to Sponsor by October 25 New Awards & Award Modification Requests Proposals Due to Sponsor on or after October 25 New Award Setup Request Last Day to Key Reqs for Purchasing for Projects PARIS & Aurora Proposal Report Updates Salary Supplements, Direct Deposits due to HR for 10/31 Pay Period Final Day to Reconcile Pcards for Projects Final Day for Salary Cost Transfers in PS Financials October Period Close Activities Begin Final 10/31 Payroll Confirmed PS HR & FIN Downtime All e. PAFs Not Fully Executed Withdrawn New Award Setup Complete & Modification Requests New Grant Projects & Budgeting Available New e. PAFs / e. Forms, Salary Encumbrance, Salary Cost Transfer Deployment PARIS & Aurora Award Report Updates PARIS & Aurora Expenditure Report Updates Submit in current (ARGIS) Submit in new (HRS Grants) Legend Research Data Warehouse People. Soft Financials People. Soft HCM

Human Resources Schedule October November 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 e. PAFs due to HR for 10/31 Pay Period 1 2 3 4 5 6 7 8 9 10 11 12 Salary Supplements due to HR for 10/31 Pay Period Direct Deposits due to HR for 10/31 Pay Period Off-cycle Requests due in HR by 3 pm Retroactive Payments due in HR by 10 am e. PAF Channel Paused @12 pm Payroll Window Closes Final 10/31 Payroll Confirmed All e. PAFs Not Fully Executed Withdrawn PS HR & FIN Downtime Salary Cost Transfers No Longer Accepted as Journals Budget Position Reports with Salary Encumbrances Available Salary Detail Reporting Available New e. PAFs / e. Forms and Workflow Approval Launched PARIS & Aurora Expenditure Report Updates Legend People. Soft HCM People. Soft Financials Research Data Warehouse

Financials Schedule October November 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 Last Day to Request New Project Ids Last Day to Key Reqs for Purchasing for Projects Last Day to Key Taggable Project Asset Vouchers Last Day to Submit Journals to OR for Approval Final Day to Reconcile Pcards for Projects Final Day to Process Project AP Payments Final Day to Submit Community Journals Final Day for Salary Cost Transfers in PS Financials Last Day for Budget Transfer Journals Department Deadline for Tuition Payments Last Day to Post Project Transactions through Cashiering October Period Close Activities Begin PS HR & FIN Downtime Final 10/31 Payroll Confirmed New Award Setup Complete & Modification Requests First Day to Reconcile Pcard Transactions e. Forms for Salary Cost Transfers Available Monthly Budget Position Reports with Salary Encumbrances Submit in current (ARGIS) Submit in new (HRS Grants) Legend Research Data Warehouse People. Soft Financials People. Soft HCM

Resources & Training Area Live Training Online Training Hands On Training Budget Directors Salary Encumbrance Preparation • October 4: 10. 00 am-11. 30 am • October 24: 10. 00 am-11. 30 am • November 7: 10. 00 am-11. 30 am Resources available on UCF Rising: https: //rising. it. ucf. edu/ Office Hours will begin in November pending scheduling. e. PAFs • N / A • • • HR Summary of Updates: PSC 101 e. PAF Originator Updates: PSC 102 e. PAF Approvers: PSC 103 Salary Supplement Originator: PSC 106 Salary Supplement Originator: PSC 107 10/4: 9. 30 am-11. 30 am TA-303 10/11: 9. 30 am-11. 30 am TA 303 10/18: 2. 00 pm-4. 00 pm TA-303 10/25: 2. 00 pm-4. 00 pm TA-303 Salary Cost Transfers • N / A • • SCT e. Form Originator: PSC 108 SCT e. Form Approver: PSC 109 Funding Changes • N / A • Funding Distribution Change e. PAF Originator PSC 104 Funding Change Originator: PSC 105 Funding Change Approver: PSC 106 • • 11/13: 2. 00 pm-4. 00 pm HR-105 (Innovation Center) 11/15: 9. 30 am-11. 30 am TA 303 11/19: 10. 00 am-12. 00 pm Student Union Key West 11/20: 1. 00 pm-3. 00 pm HR-105 (Innovation Center)

Resources & Training Area Live Training Available Training Hands On Training Research Department Administrators HRS Grants Session 1: • October 15: 10 am-12 pm TA-117 • October 16: 9 am-11 am TA-117 • • Office Hours: Research One, 381 HRS Grants & Reporting Session 2: • October 16: 1 pm-3. 30 pm TA-130 • October 17: 9 am-11. 30 am TA-117 All sessions will be recorded and available online. • • • Overview of Huron Grants How to Create a Proposal How to Complete a Budget How to Create an Additional Budget How to Create a Cost Share Budget How to Create a Subaward Budget How to Manage a SF 424 Submission for Federal Proposals How to Submit a Proposal for Department Review Additional Proposal Tasks How to Create a Follow on Proposal How to Request an Award Modification How to Create an Agreement from an Award How to Create a Continuation Proposal from an Active Award How to handle receipt of an Award Decision Notification Additional Proposal Tasks Project Budgeting and Inquiry (PS Grants) How to use PARIS How to use Aurora Tues: 9. 00 am-11. 00 am Weds: 2. 00 pm-4. 00 pm

Resources & Training Area Live Training Available Training Hands On Training Office of Research Pre-Award Proposal Training: • October 1: 9 am-12 pm • October 2: 9 am-12 pm • October 3: 9 am-12 pm • • Office Hours: Research One, 381 HRS Grants Training Award Management & Post Award: • October 1: 1 pm-4 pm • October 2: 1 pm-4 pm • October 3: 1 pm-4 pm • • • Overview of Huron Grants How to Create a Proposal How to Complete a Budget How to Conduct a Specialist Review How to Submit a Proposal to a Sponsor How to Manage the JIT Process How to handle receipt of an Award Decision Notification Additional Proposal Tasks How to update the Proposal with the Sponsor Determination How to Create an Award How to Manage an Award How to Create a Subaward How to Review an Award Modification Request How to Create an Award Modification Additional Award Tasks How to Create an Agreement from a Proposal or Award Ancillary Reviews and using the "Add UCF Reporting Data" activity Entering credit split data in Huron Grants Tues / Weds: 9. 00 am-11. 00 am 2. 00 pm-4. 00 pm

Resources & Training Area Office of Research – Post Award Team, Research Foundation PS Grants Training Live Training • Live classroom training with recording Available Training • • Establish Awards Setup Contracts Maintain Awards Process Billing Process Not-converted Projects Workcenters and Reporting Research Foundation Processing Hands On Training Onsite support within the office will be available beginning the week of November 7.

Portfolio of Work • Operations • Support • Stabilization • Integration with People. Soft Grants • Upgrades • Projects • • Effort Certification – ECRT Conflict of Interest – COI Technology Transfer Environmental Health and Safety

APPENDIX

Human Resources Schedule October November 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 e. PAFs due to HR for 10/31 Pay Period 1 2 3 4 5 6 7 8 9 10 11 12 Salary Supplements due to HR for 10/31 Pay Period Direct Deposits due to HR for 10/31 Pay Period Off-cycle Requests due in HR by 3 pm Retroactive Payments due in HR by 10 am e. PAF Channel Paused @12 pm Payroll Window Closes Final 10/31 Payroll Confirmed All e. PAFs Not Fully Executed Withdrawn PS HR & FIN Downtime Salary Cost Transfers No Longer Accepted as Journals Budget Position Reports with Salary Encumbrances Available Salary Detail Reporting Available New e. PAFs / e. Forms and Workflow Approval Launched PARIS & Aurora Expenditure Report Updates Legend People. Soft HCM People. Soft Financials Research Data Warehouse

Count Down to November October November 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 e. PAFs due to HR for 10/31 Pay Period Proposals Due to Sponsor by October 25 New Awards & Award Modification Requests Proposals Due to Sponsor on or after October 25 New Award Setup Request Last Day to Key Reqs for Purchasing PARIS & Aurora Proposal Report Updates Salary Supplements, Direct Deposits due to HR for 10/31 Pay Period Final Day to Reconcile Pcards for Projects / Departments October Period Close Activities Begin Final 10/31 Payroll Confirmed PS HR & FIN Downtime All e. PAFs Not Fully Executed Withdrawn New Award Setup Complete & Modification Requests New Grant Projects & Budgeting Available New e. PAFs / e. Forms, Salary Encumbrance, Salary Cost Transfer Deployment PARIS & Aurora Award Report Updates PARIS & Aurora Expenditure Report Updates Submit in current (ARGIS) Submit in new (HRS Grants) Legend Research Data Warehouse People. Soft Financials People. Soft HCM

Huron Research Suite

Proposal Reports – Iteration I Available October 21 st • ORC Authorized • • Proposal Report - University Level Proposal Report - College Level Proposal Report - Department Level Proposal Report - Individual Level • DATA CUBES: Cube Proposals

Awards Reports – Iteration 2 • ORC Authorized Available November 12 th • Awards – University, College, Department, Individual • Previous Year Comparison: Awards & Proposals • Proposal and Award Summary • University, College, Department, Individual • Awards Status • University, College, Department, Individual • Investigator Awards • University, College, Department • Agency Awards • University, College, Department, Individual • DATA CUBES: Cube Awards

Expenditure Reports – Iteration 3 Available November 12 th • Awards & Actuals [All, External & Internal, w/Credit Splits • University, College, Department, Individual • Current Balance [Active, External, w/o Credit Splits] • University, College, Department, Individual • Current Balance [Active, Internal, w/o Credit Splits] • University, College, Department, Individual • Facilities and Administrative Earned • University, College • DATA CUBES: Cube. Expenditures

Reports Requested by DARF – Iteration 4 Available November 12 th • Compliance Reports • University, College, Department, Individual • Ancillary Review Report • University, College, Department, Individual • Deliverables Report • University, College, Department, Individual

MONTHLY REPORTS FOR PI + MISC. ITERATION 5 – Available in phases • December • Monthly Account Summary, Payroll, Deliverables - Version 1 • UCF Reporting Data Activity for Proposals and Awards • March 2020 • Add Account Detail Page - Version 2 • Conflict of Interest • Financial COI • CITI COI Training Compliance • Sub-Contracts • UCF Reporting Data Activity on Agreements Workspaces

PARIS Reports – ITERATION 1 Available November • Includes • • • Metadata on Awards from both ARGIS and Huron Budget and Expenditures (including Salary Encumbrances) Salary Details Documents (integrated with TERA) Uni-wide Department Features

PARIS Reports – ITERATION 2 Available January • Expand PARIS Iteration 1 Report to include • Cash Flow • Budget & Expenditures • Award Level Budget and Expenditures (including Salary Encumbrances) • Deliverables

Tell us your experiences, concerns, issues or likes

HURON RESEARCH SUITE REPORTS Available October 21 st • Staff Metrics • Proposals Summary Report • Awards Summary Report • Award Modification Summary Report • Office Workload • Proposal Support • Award Management • Staff Award Modification • Application Submission Deadline Report • 5 Day • Rule Report • Success Rate Report • Awarded Proposal Success Rate Report

APPENDIX

AURORA Reports – Proposals Iteration 1 - October 21 st

AURORA Reports – Awards Iteration 2 - November 12 th

AURORA Reports – Expenditures Iteration 3 – November 12 th

AURORA Reports – DARF Requested Reports Iteration 4 - November 12 th

AURORA Reports – Monthly PI and Miscellaneous Reports Iteration 5

RDW- PARIS REPORTING Available November 12 th Iteration 1 & January Iteration 2

HURON RESEARCH SUITE REPORTS Available October 21 st

Office of Research Iteration 2 Feature Cash Flow Budget & Expenditures Award Level Budget and Expenditures (including Salary Encumbrances) Deliverables