Session #27167Session #27167

Approved!

Grants Proposal Workflow

In Theory And Practice

Florida State UniversityFlorida State University

Florida State University

Current Enrollment 40,255

FSU and Oracle PeopleSoft

• Financials 8.4 Implementation July 2004

• Upgrade to 8.9 November 2006– MP5 applied April 2007

• Upgrade to 9.0 April 2009• Modules include:

- GL with Commitment Control - Projects/Grants/Contracts

- Accounts Receivable/Billing - Travel & Expense (w/workflow)- Purchasing/ePro (w/workflow) - Accounts Payable- Asset Management - Inventory/Cost Management

Proposal Volume

•2007 – 1,583 Proposals

•2008 – 1,590 Proposals

•2009 – 1,496 Proposals

Overview

•Oracle Presentation

•Approval Routing

•Lessons Learned

Gap

• Management did not want users to choose the

approval path for their proposal.

• Approval routing should be selected from

elements in the proposal.

Levels Of Approval

This can help to divide up sections of a longer or more complex presentation

Level 1

•PI•Co-PI

•Sponsored Project Manager•Department Representative•Compliance•Facility Use•Pre-Award Administrators

Level 2

Department Chair Associated with:•PI /Co-PI Job Funding•Project Department•Department Credit

Levels Of Approval

This can help to divide up sections of a longer or more complex presentationThis can help to divide up sections of a longer or more complex presentation

Level 3

School/College Dean Associated with:•PI /Co-PI Job Funding•Project Department•Department Credit

Level 4

•Pre-Award Administrator•Ad Hoc Approvers

Level 1

•PI•Co-PI

•Sponsored Project Manager•Department Representative•Compliance•Facility Use•Pre-Award Administrators

Level 1 Approvers

• PI and Co-PI from Proposal Resources

Level 1 Reviewers

• Sponsored Project Manager and Department Representative from Proposal Resources

Level 1 Reviewers - Compliance

• Compliance Review from Proposal Certifications

Certification Code Mapping

• Institutional Contacts – Official Type

Level 2

Department Chair Associated with:•PI /Co-PI Job Funding•Project Department•Department Credit

Level 3

School/College Dean Associated with:•PI /Co-PI Job Funding•Project Department•Department Credit

Workflow Tree

Level 2 Department Chair

Level 3 College/School Dean

Approver Lookup

• Process run to populate custom workflow table from tree

Alternate Approvers

• Alternate Approvers for Proposal Workflow

Level 2 Approvers – Department Chair

• PI/Co-PI Job Funding– Professionals > Job Data

Level 2 Approvers – Department Chair

• Project Department

Level 2 Approvers – Department Chair

• Department Credit

Processing

Processing

• Component added to Proposal

Processing

• All approvers added to Proposal Resources

Processing – Level 1

• Level 1 Approvers/Reviewers added to Component Approval History

Compliance Reviewers

Pre-AwardAdmins

PI

Co-PI

SPM

Dept Rep

• Level 2 Approvers/Reviewers added to Component Approval History

Processing - Level 2

PI funding Chair

Co-PI funding Chair

Project Department Chair

Department Credit Chair

Level 4 Approvers

• Institutional Contacts – Official Type

Ad-Hoc Approval

• Ability to add additional approvers at level 4

Lessons Learned

• Mandatory use– Popular with Sponsored Project

Managers– Not popular with Chairs and Deans

• Workflow tree

Future Steps

• Identify barriers to use– Chairs and Deans

Questions?

This presentation and all Alliance 2010 presentations are available for download from the Conference Site

Presentations from previous meetings are also available