High-Level Goals and Updates for Cost Sharing Module
Enhance cost sharing processes with a new module, including improved tracking and monitoring. Updates include a new form with various contribution options, requirements for cost sharing requests, and internal request processes. Access detailed information on the new features and functionalities.
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Presentation Transcript
Cost Sharing March 20, 2020 10:00 11:30 FAS RAS Friday Zoom: https://harvard.zoom.us/j/939908063 1
High-level Project Goals Align GMAS with the Cost Sharing Policy and Procedures Create a module that will work for everyone Improve tracking and monitoring 2
New Cost Sharing Module All cost sharing changes will be available on Monday, April 27, 2020 New cost sharing form All cost sharing sources included New cost sharing request Make updates to the cost sharing form New cost sharing approval Links to all versions of the cost sharing form 4
New Cost Sharing Module - Form The new cost sharing form now includes: Options for all sources University/School contributions allows breakout of categories into companion account or non-companion account sections Sponsored contributions (AKA matching funds) allows linking to other GMAS projects (or mark as TBD) Subrecipient cost sharing allows linking to subagreements on the segment that have a cost sharing commitment In-kind cost sharing includes a space to provide the goods or services being provided and the source Breakout by budget periods Default in from the segment dates 5
New Cost Sharing Module - Request New cost sharing request is only way to update a cost sharing form outside of an initial or renewal request Justification required to identify why the cost sharing is being added or edited New form version will populate with previous form s data Upon lock and route only the Sponsored Programs Approver signature will default as needed, but additional signatures can be added based on the changes to the form (whether significant enough for a school review or not) Request should be treated as other internal requests are, unless approval from the sponsor is required Internal request segment revision can be done from the cost sharing request once it is in Authorized status (all required signatures obtained) to move the request to Awarded status 6
New Cost Sharing Module - Signatures Sign-off on cost sharing now happens at the proposal/request level Removes the need to sign multiple times for PI's and other roles that were required to sign off on both cost sharing and the proposal Signing in GMAS now includes more information about what is being signed off on Key information Links to cost sharing details when applicable Links to subrecipient details when applicable Cost sharing signatory role available at lock and route for signature 7
New Cost Sharing Module Approval Approval screen includes Status Comments Ability to update status or create new form version View of the current version of the form List of and links to all prior versions of the form Cost sharing document repository 8
New Cost Sharing Module Approval Generation Approval generation Only one approval per segment Generates as "Needed" by answering yes to the cost sharing question on a segment for the first time in a request or in a segment revision Initial/Renewal Continuation Supplement or by creating a cost sharing request 9
New Cost Sharing Module Approval Status Transitions First notice associated to Initial/Renewal is logged Associated request to the form moves to Authorized or Submitted to sponsor status Central administrator flagged the approval for review Cost sharing question on a continuation or supplement was answered Yes The cost sharing form needs to be reviewed by the department administrator to confirm it is up to date or to update it Needs review The cost sharing form needs to be completed and approved The cost sharing form has been completed and approved Needed Done Current version of cost sharing form marked as Confirmed by the Department Administrator Cost Sharing request created Cost Sharing request created 10
New Cost Sharing Module Cost Sharing Workflow Cost sharing form (V1) Initial Proposal Y1 Editable until lock and route Y2 Cost sharing approval Y3 Cost sharing = Yes Generates Needed and moves to Done 11
New Cost Sharing Module Cost Sharing Workflow Initial sponsor notice Initial Proposal Y1 Y2 Y3 12
New Cost Sharing Module Cost Sharing Workflow Initial sponsor notice Initial Proposal Y1 Y2 Y3 Updated to Needs review 13
New Cost Sharing Module Cost Sharing Workflow Department Administrator reviews the cost sharing form in the approval Email notification sent to Department Administrator Email links to approval 14
New Cost Sharing Module Cost Sharing Workflow Cost sharing form (V2) Department Administrator indicates the form needs updating from the approval Cost sharing request Editable until lock and route Cost sharing approval Updated to Needed and moves to Done
New Cost Sharing Module Cost Sharing Workflow 1 Year Later 16
New Cost Sharing Module Cost Sharing Workflow Central reviewer marks the cost sharing approval as Needs review Next year of funding awarded Updated to Needs review
New Cost Sharing Module Cost Sharing Workflow Department Administrator reviews the cost sharing form in the approval Email notification sent to Department Administrator Email links to approval 18
New Cost Sharing Module Cost Sharing Workflow Department Administrator indicates the form is up to date from the approval Updated to Done
New Cost Sharing Module Cost Sharing Workflow Workflow Recap: Approval and form created Initial proposal Form reviewed Initial notice Form updated Central request Form confirmed
DEMO 21
Cutover 22
Cutover Mapping old cost sharing and matching funds data to the new cost sharing module is underway New notices/Continuations/Supplements will be opportunity to validate current version of form is up to date 23
Cost Sharing Help Content All new cost sharing screens in GMAS will link to Policy, Procedures, and Job Aids Tool-tips will be included on screen to help clarify definitions where needed 25
Cost Sharing Release Information GMAS Release Notes GMAS Blog GMAS News Release Roadshows (like this one!) 26
FAS Cost Sharing Help Contacts Jennifer Lech- Cost Sharing Committee Member GMAS Help Desk contactgmas@harvard.edu 27
Future Cost Sharing Goals High-level Project Goals Phase 1 April Release Align GMAS with the Cost Sharing Policy and Procedures Creation of a module that will work for everyone Improve tracking and monitoring of cost sharing 29
Future Cost Sharing Goals High-level Project Goals Phase 1 April Release Align GMAS with the Cost Sharing Policy and Procedures Creation of a module that will work for everyone Phase 2 Future Release(s) TBD Improve tracking and monitoring of cost sharing 30
Future Cost Sharing Goals High-level Project Goals Phase 1 April Release Align GMAS with the Cost Sharing Policy and Procedures Creation of a module that will work for everyone Phase 2 Future Release(s) TBD Improve tracking and monitoring of cost sharing Transaction monitoring Reporting Segment revision 31
