Research Financial Administration – Survey Results

AgendaSurvey (15 minutes)

IntentRespondentsResults

Communication & Ongoing Learning (20 minutes)Options for communicationUpcoming sessionsBreakout groups

Upcoming projects (10 minutes)Closing (5 minutes)

Research Financial Administration – Intent of SurveyShortage of staffFrustrationWorkloadHow do other departments manageTearsResponsible for everythingNo trainingHelp me!!!!!!

Research Financial Administration – RespondentsDistribute survey to any department

administrator who may have some involvement with Research Financial Administration range of respondents from a purchasing clerk

to college administrator# of respondents – 25

Research Financial Administration – Respondents# of faculty

0-10 : 311-20 : 621-30 : 531-40 : 641-50 : 351-60 : 061-70 : 171-80 : 081-90 : 091 – 100 : 0>100 : 1

Research Financial Administration - Respondents# of Research Awards

0-50 : 6 51-100 : 5101-150 : 4151-200 : 4201-250 : 1251-300 : 3301-350 : 0351-400 : 1>400 : 1

Research Financial Administration - Respondents% of time spent on research financial

administration0-10% : 411-20% : 421-30% : 131-40% : 841-50% : 051-60% : 261-70% : 271-80% : 181-90 : 291-100% : 1

Research Financial Administration - RespondentsFinancial Administration Training

Yes – 3Yes (other than Office of Research) – 1Some – 4

No – 17

Learned on the job/mostly self taught/previous incumbent …

Research Financial Administration – Survey Results

Observation Count Process

Training Communication

Account set upProcess, timeliness, signatures, multi-accounts, naming in FRS 13 X

Sponsor and Research award detailsExpense eligibility, CFI (in-kind and bottom line), Tri-council, CRC, required documentation, sponsor rigidness (minimal/no flexibility between expense categories)

12 X X

Understanding FRSRules for unit and grant, object code restrictions, more details in FRS, OMAFRA reports, commitments, printing monthly reports for closed accounts, overview of payroll, purchasing and journal entries filter, tracking specific expenses, department listing by department number

11 X

Admin TrainingIn-class training, more frequent meetings, informed about changes (sponsors, FRS, etc)

10 X X

Research Financial Administration – Survey Results

Observation Count Process

Training Communication

Journal entriesNumber of entries, moving of expenses, no account set up, revenue …

7 X X

Closing of AccountsTimeliness, retired faculty, accuracy of end dates

8 X X

Office of Research/Research Financial ServicesSigning contracts, # of accounts set up, who does what, …

5 X X X

Budget Information 5 X

Who to contactWebsite- not clear 4 X

InvoicingDelinquent payments from sponsors, timing of invoice and payment, payment received, large balances before invoicing, copies of invoices not received in department, faculty reporting timelines vs invoicing timelines making some challenges for faculty to make changes to their TF’s

4 X X

Research Financial Administration – Survey Results

Observation Count

Process Training Communication

Faculty TrainingResponsible for their accounts, overspending

4 X X X

Client ServicesLack of willingness to help, some staff difficult to work with, some staff too busy to return calls/assist with issues, differences/mixed messages from RFS, different interpretation of policies, information not processed in a timely manner

4 X

Research RevenueBy department, MTCU vs Other revenue 3 X

ReportingFrequency and Timeliness 1 X

Currency exchange 1 X

Consistency of policy interpretations among departments/colleges

1 X

Research Financial Administration – Survey ResultsQuestions and Answers

Does this accurately capture your feedback?Does this reflect your experience?What’s missing?

Research Financial Administration – Communication & Ongoing Learning

Options for communicationWebsiteEmailTraining sessionsEg. Summary of Changes – 2011 Tri-Agency

Financial Administration Guide

Research Financial Administration – Communication & Ongoing LearningTopics to be covered

Session #1 (November 16)FRS

Session #2 (TBD)Account set up processOffice of Research/Research Financial Services

Closing of accounts

Research Financial Administration – Communication & Ongoing Learning

Topics to be coveredSession #3 (TBD)

Expense eligibility (name sponsors)Sponsor requirements (name sponsors)TBD

Session #4 (TBD)TBDTBDTBD

Research Financial Administration – Communication & Ongoing LearningBreakout groups

What works best for communicating change?What are some additional topics you would like

to see covered?Next session is on FRS – please list one

question you have about FRS that you would like to have answered

Research Financial Administration – Upcoming Projects

Automated closing of accountsEnd date email notice (90 days and 30 days)New Attributes

Documentation Last Report DateLast Reporting periodNext Report Date Next Reporting period

Research Financial Administration – Upcoming ProjectsTask List for Research Financial ServicesMy Grants TrackerClosing old accounts

4000 active accounts1455 GPR type accounts950 accounts with an end date of Sep 2011 or

earlier115 accounts with a balance of $0.00

In ClosingNext stepsNext session

FRS TrainingNovember 16th

Thank you for coming and keep up with the good work!!