Hi Roger,
Those are great questions.
- What financial system is used at your university? - Illinois State University uses (I apologize because it has gone by several names) Colleague/Ellucian/Datatel. I will accept condolences from anyone that knows the system... :)
- Do you use an automated interface or upload process to transfer data between pre-award and your financial system (new awards, modifications, etc.)? - We currently don't, but we are getting ready to implement HR Connect, Fund Manager, and Effort. My assumption is that once we implement those we will have an API set up to transfer data from our financial system to the Cayuse modules but not the other way around.
- Do your primary systems manage the items below or do you have other systems or processes to -
- keep track of due dates of financial reports and invoices due to sponsors, especially those that are based on milestones or tasks (vs. expenditures incurred) - Yes cayuse keeps good track of due dates and financial reports, if you utilize events well. This has been a huge benefit for ISU.
- generate reports and invoices in the formats required by sponsors -Not at the current time, but the potential exists for an API to be developed after new modules are put in place.
- monitor when required reports have been submitted to the sponsor - We use Milestones and Events for this
- produce an aging of accounts receivable to assist with identifying overdue or uncollectible receivables - no - this functionality is handled by our A/R system that is part of colleague and it was revamped this year to capture this data more accurately.
- produce reports for PI's that show burn rates and anticipated expenditure rates or ad-hoc reports - yes, this is managed through cognos reporting, but is being modified this upcoming year to utilize cayuse financials.
- Manage subrecipient agreements - Yes, the subaward module manages all record retention related to subawardees including agreements and audit compliance. The detailed budget monitoring is not possible with either of our systems, but I am not certain that is a major concern for our institution.
- monitoring detailed budgets vs. actual expenditures (for approving payments to subrecipients) -
- other required monitoring such as audits, rate agreements -
- meet federal payroll verification (effort reporting) requirements - Not currently
- produce federal property/equipment reports (and if so, does post-award manage or another office?) - No, this is a pain point for our campus and has led to many audit findings. A current control review is underway.
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Eric Boerngen
Outreach Coordinator, Research and Graduate Studies
Illinois State University
edboern@ilstu.edu------------------------------
Original Message:
Sent: 06-14-2021 09:50
From: Roger McBride
Subject: Questions regarding pre/post award systems being used and interfaces
K-State's post-award office has been assigned the task of reviewing our systems needs in order to develop a plan for replacing/improving some of our current systems, some of which are homegrown. We would greatly appreciate it if any of you would be willing to help us out and let us know a bit about what processes you have in place by answering any of the questions below that you can.
- K-State currently uses Oracle E-Business Suite for our financial system. What financial system is used at your university?
- Do you use an automated interface or upload process to transfer data between pre-award and your financial system (new awards, modifications, etc.)?
- Do your primary systems manage the items below or do you have other systems or processes to -
- keep track of due dates of financial reports and invoices due to sponsors, especially those that are based on milestones or tasks (vs. expenditures incurred)
- generate reports and invoices in the formats required by sponsors
- monitor when required reports have been submitted to the sponsor
- produce an aging of accounts receivable to assist with identifying overdue or uncollectible receivables
- produce reports for PI's that show burn rates and anticipated expenditure rates or ad-hoc reports
- Manage subrecipient agreements -
- monitoring detailed budgets vs. actual expenditures (for approving payments to subrecipients)
- other required monitoring such as audits, rate agreements
- meet federal payroll verification (effort reporting) requirements
- produce federal property/equipment reports (and if so, does post-award manage or another office?)
Again, any feedback you can provide is greatly appreciated - thank you in advance!
<o:p></o:p>
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Roger McBride
Assistant Director of Sponsored Programs
Kansas State University
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