Research Financial Management - The Departmental Perspective

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Research Financial Management - The Departmental
Perspective

• Region VI/VII Meeting
• Tuesday, April 19, 2005
• 900 - 1015 a.m.

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Moderator and Speaker

• Scot A. Gudger, CMPE
• Department Administrator
• Department of Molecular and Medical Genetics
• Oregon Health Science University
• [phone]
• gudgers_at_ohsu.edu

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Speaker

• Lisa Laatsch
• Department Research Administrator
• Arizona Research Laboratories
• University of Arizona
• [phone]
• Lisa_at_arl.arizona.edu

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Session Description

• A primary challenge for departmental
  administrators is developing and utilizing
  effective financial management tools.
  Frequently central administrative systems are of
  little use, so many departments have developed
  their own systems, either internally or using
  outside vendors, to manage sponsored project
  expenditures, department budgets, effort
  reporting, and compliance issues. This session
  will present different approaches toward managing
  this important task.

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DA Issues and Challenges

• Staff
• Faculty
• Chair(s)
• Dean and Staff
• Academic Affairs
• Centralized Support Offices
• Clinical Leadership

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DA Issues and Challenges

• Grant Management
• Pre award
• Post award
• Grant Agencies
• Home Pages
• Forms

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DA Issues and Challenges

• Finance
• Procurement
• Immigration
• Tech Transfer
• Human Resources/Payroll

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DA Issues and Challenges

• Space Equipment
• Academic Issues
• IT Web Presence
• Clinical Practice
• Clinical Trials

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Legacy Systems

• Internal Billing
• Budget
• Pre-Award
• Grant Application
• Facilities Assets
• Timekeeping
• Effort Reporting

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What Researchers Want

• Compliance with university and agency regs
• Am I on track for this year?
• Do I have enough to hire a new employee? Buy
  equipment? Go to a conference?
• So, salaries projected for full period, services
  and supply spending to date, services and supply
  spending predicted what they have to spend

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How do we do it????

• A Departmental Shadow System
• Paradox Database
• Grant Reporting System

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Sponsored Project Reports

• Individual PIs Grants/Contracts
• Group together by PI
• Group PIs together for Department

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What is a Shadow System?

• A redundant accounting system to monitor
  expenditures and report results in a meaningful
  way

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What is a Shadow System

• Post Transactions to Department Management
  Accounting System
• Reconcile Institutional General Ledger to
  Department Management Accounting System
• Catching errors

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What is a Shadow System

• Add predictions (encumbrances) of future spending
  to end of budget period
• Payroll to end of grant
• Subcontracts
• Adjust either system for other circumstances
• Journal Entries (corrections)

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Other Departmental Reports

• PI Productivity Comparisons
• Salary Recovery, Indirects vs. space
• Department Comparisons
• Indirects vs. space
• Annual and 5-year budget planning

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Future Project

• Create University Sponsored Project Management
  System
• G/L System Based
• Labor Distribution Important for Projections
• Other encumbrances
• Eventual elimination of department shadow systems

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University of Arizona

• Financial Reporting Process

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Reasons to replace current system

• Data entry is extremely time consuming
• Mainframe environment is cumbersome and not user
  friendly
• Central system doesnt allow detail needed
• High potential for errors and re-work

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Solution DARTDepartmental Administrative
Reporting Tool

• Goal
• To develop a web-based departmental financial
  reporting system that will replace the current
  data entry system.
• This system will be utilized to track budgets,
  expenditures, and commitments on grant, contract,
  state, designated, and auxiliary accounts.
• To develop a reporting system that is simple to
  use and presented in a format that is easy to
  understand by non-financial users.

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Data Flow Diagram for DART
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Anticipated Results

• Departmental users and decision-makers will have
  access to timely and relevant financial data
  presented in a useful, easy to read format.
• DART will be web-based, so it will be accessible
  from anywhere using any web-browser.

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Anticipated Results

• DART will be relatively inexpensive to develop,
  to maintain, and to distribute because we will
  utilize open-source architecture.
• DART will enable the Business Office staff to
  spend more time on analysis, on post audit review
  of transactions, and on review of our internal
  business practices.

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Anticipated Results

• The system will be a model for other departments
  on campus who need to create a financial
  reporting tool to use in conjunction with FRS
  (Financial Reporting System), PSOS (Personnel
  Services Operating System), and UIS (University
  Information System).

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Research Financial Management - The Departmental
Perspective

• Region VI/VII Meeting
• Tuesday, April 19, 2005
• 900 - 1015 a.m.