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Grant and Contract Planning Using Adaptive

Grant and Contract Planning Using Adaptive. Challenges. “HELP!”. “I need to hire 2 GRA’s.”. What will you get out of this?. Understand system limitations Grasp the challenges of grants See the benefits of Adaptive. What you will not get?. This is not training for Adaptive data entry.

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Grant and Contract Planning Using Adaptive

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  1. Grant and Contract PlanningUsing Adaptive

  2. Challenges

  3. “HELP!”

  4. “I need to hire 2 GRA’s.”

  5. What will you get out of this?

  6. Understand system limitations • Grasp the challenges of grants • See the benefits of Adaptive

  7. What you will not get?

  8. This is not training for Adaptive data entry

  9. Historical perspective • Benefits of Adaptive • Initial investment • The process • Challenges • Resources

  10. Historical perspective

  11. UAccess Analytics

  12. Limited to the U of A fiscal year (6/30/19)

  13. UAccess Planning

  14. NOT limited to the U of A fiscal year NOT Limited to the U of A fiscal year

  15. UAccess Planning

  16. In a conference room long, long ago………

  17. “Complexifiers” % in ENGR Project period does not equal UA fiscal year 87% Spans multiple fiscal years 93% Start date other than the 1st of the month 14% More than one type of compensation 69%

  18. “Complexifiers” % in ENGR Varying effort for an employee across years 15% Partial periods (ex. 6 months) 20% Multiple investigators 36% UA cost sharing 13%

  19. “Complexifiers” % in ENGR 3rd party cost sharing 2% Subcontracts 13% Subtractions from TDC base (MTDC) 77%

  20. Benefits of Adaptive

  21. Ability to track by Project Period: • Budgets • Actuals • Planned expenses

  22. 2) Can create detailed budgets

  23. 3) More accurate planning

  24. 4) Can track cost sharing

  25. 5) Cloud based - single sign on

  26. Initial investment

  27. Requesting access • - Request access using APT • https://apt.iam.arizona.edu/

  28. 2) Getting trained • - UAccess Learning tutorials coming soon

  29. 2) Getting trained • - 1:1 • Office Hours • Every other Friday • 10am – 11:30am in AME S438

  30. 3) Decide on what to enter - All active projects - All active projects as of a certain date - Only cost sharing

  31. 4) Identify roles and responsibilities - Budgets and project periods? - Planned expenses? - Reports?

  32. 5) Management - Use a weekly Analytics Agent - Set aside 20 minutes per award entry

  33. The Process

  34. Sponsored Projects: 1) Creates the UAccess Financials account 2) Loads the consolidation budget

  35. Department 1) Enter Project Periods in Adaptive 2) Enter Budget in Adaptive - Anticipated vs. Obligated 3) Plan expenses in Adaptive

  36. Best Practices for Budget Entry

  37. Detailed Object Code Listing https://www.fso.arizona.edu

  38. 1140 - Regular Academic Appointment 1150 – Fiscal Appointment 1190 – Graduate Assistant Academic 1212 – Supp Comp Regular 1213 – Supp Comp Grad 1340 – Student Wages

  39. 2112 – Appointed & Faculty Regular ERE 2117 – Student ERE 2119 – Graduate Assistant ERE 2130 – Graduate Tuition Benefit

  40. 3100 – Operations 6140 - Travel In State 6240 - Travel Out of State 6340 - Foreign Travel 7600 - Capital 7950 - Facilities and Administration Costs

  41. Challenges

  42. Learning the lingo - Level (college, org, account) - Account (object code) - Sheet (enter data) - Version (defines the sheet type)

  43. 2) Understanding the structure

  44. 3) New accounts added every Monday

  45. Resources

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