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Enhancing Grants Proposal Workflow at Florida State University: Theory and Practice

This session provides an in-depth look at the grants proposal workflow at Florida State University, emphasizing Oracle PeopleSoft's Financials modules. With insights from 2007 to 2009, we analyze the number of proposals submitted, discuss approval routing challenges, and present lessons learned. The structured approval levels, from PI and Co-PI to school deans, are examined for their effectiveness. Key barriers to user acceptance are identified, along with strategies for improvement. Join us to understand how to optimize proposal workflows and enhance grant management processes.

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Enhancing Grants Proposal Workflow at Florida State University: Theory and Practice

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Presentation Transcript

  1. Florida State University Approved! Grants Proposal Workflow In Theory And Practice Session #27167

  2. Florida State University Current Enrollment 40,255

  3. 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

  4. Proposal Volume • 2007 – 1,583 Proposals • 2008 – 1,590 Proposals • 2009 – 1,496 Proposals

  5. Overview • Oracle Presentation • Approval Routing • Lessons Learned

  6. Gap • Management did not want users to choose the approval path for their proposal. • Approval routing should be selected from elements in the proposal.

  7. Levels Of Approval Level 1 • PI • Co-PI • Sponsored Project Manager • Department Representative • Compliance • Facility Use • Pre-Award Administrators This can help to divide up sections of a longer or more complex presentation Level 2 • Department Chair Associated with: • PI /Co-PI Job Funding • Project Department • Department Credit

  8. Levels Of Approval Level 3 • School/College Dean Associated with: • PI /Co-PI Job Funding • Project Department • Department Credit This can help to divide up sections of a longer or more complex presentation This can help to divide up sections of a longer or more complex presentation Level 4 • Pre-Award Administrator • Ad Hoc Approvers

  9. Level 1 • PI • Co-PI • Sponsored Project Manager • Department Representative • Compliance • Facility Use • Pre-Award Administrators

  10. Level 1 Approvers • PI and Co-PI from Proposal Resources

  11. Level 1 Reviewers • Sponsored Project Manager and Department Representative from Proposal Resources

  12. Level 1 Reviewers - Compliance • Compliance Review from Proposal Certifications

  13. Certification Code Mapping • Institutional Contacts – Official Type

  14. Level 3 • School/College Dean Associated with: • PI /Co-PI Job Funding • Project Department • Department Credit Level 2 • Department Chair Associated with: • PI /Co-PI Job Funding • Project Department • Department Credit

  15. Workflow Tree Level 3 College/School Dean Level 2 Department Chair

  16. Approver Lookup • Process run to populate custom workflow table from tree

  17. Alternate Approvers • Alternate Approvers for Proposal Workflow

  18. Level 2 Approvers – Department Chair • PI/Co-PI Job Funding • Professionals > Job Data

  19. Level 2 Approvers – Department Chair • Project Department

  20. Level 2 Approvers – Department Chair • Department Credit

  21. Processing

  22. Processing • Component added to Proposal

  23. Processing • All approvers added to Proposal Resources

  24. Processing – Level 1 • Level 1 Approvers/Reviewers added to Component Approval History Compliance Reviewers Pre-Award Admins Co-PI Dept Rep PI SPM

  25. Processing - Level 2 • Level 2 Approvers/Reviewers added to Component Approval History Department Credit Chair PI funding Chair Co-PI funding Chair Project Department Chair

  26. Level 4 Approvers • Institutional Contacts – Official Type

  27. Ad-Hoc Approval • Ability to add additional approvers at level 4

  28. Lessons Learned • Mandatory use • Popular with Sponsored Project Managers • Not popular with Chairs and Deans • Workflow tree

  29. Future Steps • Identify barriers to use • Chairs and Deans

  30. Questions?

  31. This presentation and all Alliance 2010 presentations are available for download from the Conference Site Presentations from previous meetings are also available

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