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Detailed Activities

“To Be” Redesigned Role. Grant Setup, Monitoring, & Reporting. Business Area: Projects, Grants & Cost Allocation MARS Roadmap: Projects, Grants & Cost Allocation. Role Description. Key Activities. Detailed Activities.

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Detailed Activities

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  1. “To Be” Redesigned Role Grant Setup, Monitoring, & Reporting Business Area: Projects, Grants & Cost Allocation MARS Roadmap: Projects, Grants & Cost Allocation Role Description Key Activities Detailed Activities Translate compliance terms and conditions of grants into system parameters. Setup Monitor financial activities Prepare financial reports Request reimbursements for expenditures Advise grant manager Coordinate grant setup across multiple agencies • Setup • Adjust user maintained tables, as necessary • Complete PZ (Project/Grant Participation) • document • Complete PJ (Project/Grant Master) document • Data entry for initial grant setup • Adjust PZ setup (for new & recurring grants) • Correct setup, as needed • Monitor Financial Reports • Review output of memo billing • Scan inquiries for potential problems • Record adjustments to financial activity • Reporting • Create JV (Journal Voucher) documents • Route JV’s for approval to agency accounting manager • Prepare Financial Reports • Retrieve needed data from system • Summarize and format data • Route to appropriate party • Request Reimbursements • Convert data into a format that can be uploaded to a Federal system • Upload converted data to Federal system • Release invoice and cash receipt document • Coordinate Setup Across Agencies • Communicate draw-down code • Communicate entity-wide project # • Communicate any sub-project codes and/or cost-sharing ratios • Advise Grant Manager • Advise grant manager regarding funding setup • Advise grant manager regarding sub-awards • Advise grant manager (periodically) on grant status • Supply data for clearance patterns • Approval of financial reports • Manual requests for reimbursement Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

  2. Activities No Longer Performed Activities That Remain the Same Definition of Terms Changed Activities Timing Training and Skill Needs Role Design and Impact Current to New Role Comparison for Role: Grant Setup, Monitoring, & Reporting N/A • Prepare Financial Reports • Retrieve needed data from system • Summarize and format data • Route to appropriate party (F) • Request Reimbursements • Convert data into a format that can be uploaded to a Federal system • Upload data to Federal system • Release invoice and cash receipt document • Coordinate Setup A cross Agencies • Communicate draw-down code • Communicate entity-wide project # • Communicate any sub-project codes and/or cost-sharing ratios • Setup • Adjust user maintained tables, as necessary • Correct setup, as needed • Monitor Financial Reports • Scan inquiries for potential problems • Record adjustments to financial activity • Reporting • Create JV (Journal Voucher) documents • Route JV’s for approval to agency accounting manager • Supply data for clearance patterns Inter-agency coordination: In the non-MARS environment, this is referred to as the making and awarding of sub-grants. July 1, 1999 MARS: Projects and Grants MARS: Advanced Projects and Grants Set-up Workshops Crystal Reports Training Prerequisites: MARS Computer Literacy Computer Based Training MARS Chart of Accounts MARS Budget and Cash Control • Setup • Complete PZ (Project/Grant Participation) • document • Complete PJ (Project/Grant Master) document • Data entry for initial grant setup • Adjust PZ setup (for new & recurring grants) • Advise Grant Manager • Advise grant manager regarding funding setup • Advise grant manager regarding sub-awards • Advise grant manager (periodically) on grant status • Monitor Financial Reports • Review output of memo billing

  3. Additional Notes Template Key Documents Relevant to Role MARS Documents Documents Formerly Used Role Design and Impact Current to New Role Comparison for Role: Grant Setup, Monitoring, & Reporting • Grant Setup, Monitoring and Reporting - Agencies may have some specialization within these areas. With the implementation of MARS, it is recommended that each of these areas be contained within single (rather than multiple) jobs. Having a more inclusive view of the setup, monitoring, and reporting areas is expected to allow for better coordination with grant management staff and to be more streamlined. • All Setup Activities - Overall, setup activities will require more time in MARS than in previously used systems. This “up-front” expenditure of time is expected to result, however, in access to better and more consistent data. • Setup, Document Completion - Completing PZ and PV documents was previously done by Central resources. This responsibility will, once MARS is live, become an agency responsibility. • Monitoring Financial Reports, Review Output from Memo of Billing - This output will save those in this role from pulling together reports from several sources to do a reimbursement request, as is the case prior to MARS. This should be a considerable time-saver. • Monitoring, Scan Inquiries for Potential Problems - This activity should also be completed in less time within MARS. Currently, the data required to complete this task exists in several separate desktop applications. • Prepare Financial Reports, Routing - The specifics of routing processes will vary according to agency. Some agencies may require that the grant manager route financial reports to the grantor. • Reporting, Route JV’s for Approval - This should be a considerable change for the agencies, as JV’s will be approved within an agency rather than by the Finance Cabinet. • Request Reimbursement - This will be a weekly process, in which data retrieval is automatic. • Advise Grant Manager Activity - This activity may have been done in a limited capacity prior to the MARS implementation in some agencies. It is cited as new, however, because the scope of these activities -- if done before -- was largely clerical. They will now require a much more proactive approach. These activities are an outgrowth of monitoring activities, and will require alerting managers to any problems and working together to solve them. • Support - Some of the activities described in this document may, in larger agencies, be handled by support personnel. Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at http://www.state.ky.us/agencies/adm/mars/marssua.htm. For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at http://www.state.ky.us/agencies/adm/mars/mars.htm. Project/Grant Management Master (PJ) Job Control (JB) Job Charge (JC) Project/Grant Charge (PX) Project/Grant Memo (P3) Project/Grant Participation (PZ) Receivable (RE) Cash Receipt (CR) DOA-37: Capital Construction: Authorization to Close

  4. “To Be” Redesigned Role Grant Management Business Area: Projects, Grants & Cost Allocation MARS Roadmap: Projects, Grants & Cost Allocation Role Description Key Activities Detailed Activities Role Design and Impact Obtain financing for grant Develop performance standards and milestones Develop (and follow) plan for monitoring achievements Those role is responsible for planning, organizing, directing and controlling the achievement of grant goals and objectives. • Obtain financing for grant • Locate available grant funds • Create business plan to support/justify use of funds • Complete application • Route through state clearinghouse • Submit to Federal government • Develop performance standards and milestones • Develop (and follow) plan for monitoring achievements • Coordinate with Budget and Accounting Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

  5. Activities No Longer Performed Activities That Remain the Same Definition of Terms Changed Activities Training and Skill Needs Timing Role Design and Impact Current to New Role Comparison for Role: Grant Management N/A • Obtain financing for grant • Locate available grant funds • Create business plan to support/justify use of funds • Complete application • Route through state clearinghouse • Submit to Federal government • Develop performance standards and milestones • Develop (and follow) plan for monitoring achievements N/A July 1, 1999 MARS: Projects and Grants MARS: Advanced Projects and Grants Set-up Workshops Prerequisites: MARS Computer Literacy and Computer Based Training MARS Chart of Accounts MARS Budgets and Cash Control N/A

  6. Additional Notes Template Key Documents Relevant to Role MARS Documents Documents Formerly Used Role Design and Impact Current to New Role Comparison for Role: Grant Management • There is the functionality within MARS to record performance statistics fur use in measuring program success. Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at http://www.state.ky.us/agencies/adm/mars/marssua.htm. For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at http://www.state.ky.us/agencies/adm/mars/mars.htm. Project/Grant Management Master (PJ) Job Control (JB) Job Charge (JC) Project/Grant Charge (PX) Project/Grant Memo (P3) Project/Grant Participation (PZ) Receivable (RE) Cash Receipt (CR) DOA-37: Capital Construction: Authorization to Close

  7. “To Be” Redesigned Role Cost Allocation Expert Business Area: Projects, Grants & Cost Allocation MARS Roadmap: Projects, Grants & Cost Allocation Role Description Key Activities Detailed Activities Role Design and Impact This role is responsible for cost allocation plan development, validation, and implementation. Maintenance activities and internal cost allocation are also addressed by this role. Prepare and submit cost allocation plan Setup tables for cost allocation Test cost allocation setup • Prepare and submit cost allocation plan • Describe the methodology (embodied in the analytical work done in the setup tables step) by which cost allocation will be implemented • Attend to any sign-off needed • Submit plan for approval to the Federal Government (more specifically, to a Cognizant Federal Agency) • Submit to any other appropriate entities • Amend/resubmit/negotiate with Federal Government, as needed • Setup tables for cost allocation • Identify coding strings that represent indirect cost pools • Identify coding strings that represent the destination for indirect costs • Identify and/or develop the basis for the cost allocation (cost driver data such as headcount, square footage, etc.) • Record table entries that reflect the previous 3 activities • Test cost allocation setup • Compare reports of allocation results to expected results • As needed, modify table entries accordingly Notes: Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS. “*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes. “(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

  8. Activities No Longer Performed Activities That Remain the Same Definition of Terms Changed Activities Training and Skill Needs Timing Role Design and Impact Current to New Role Comparison for Role: Cost Allocation Expert N/A • Prepare and submit cost allocation plan • Describe the methodology (embodied in the analytical work done in the setup tables step) by which cost allocation will be implemented • Attend to any sign-off needed • Submit plan for approval to the Federal Government • Amend/resubmit/negotiate with Federal Government, as needed • Setup tables for cost allocation • Identify coding strings that represent indirect cost pools • Identify coding strings that represent the destination for indirect costs • Setup tables for cost allocation (continued) • Identify and/or develop the basis for the cost allocation (cost driver data such as headcount, square footage, etc.) • Record table entries that reflect the previous 3 activities • Test cost allocation setup • Compare reports of allocation results to expected results • As needed, modify table entries accordingly N/A July 1, 1999 N/A MARS: Cost Allocation Prerequisites: MARS Computer Literacy and Computer Based Training MARS Chart of Accounts MARS Budgets and Cash Control

  9. Additional Notes Template Key Documents Relevant to Role MARS Documents Documents Formerly Used Role Design and Impact Current to New Role Comparison for Role: Cost Allocation Expert • Eliminates a number of interfaced cost allocation systems. Activities that will be completed via MARS have been highlighted through the use of italic, bold font. Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”. Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”. Detail activities are grouped according to the key activity (underlined) they support. MARS documents are cross-referenced (by number) to the document(s) they replace. For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at http://www.state.ky.us/agencies/adm/mars/marssua.htm. For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at http://www.state.ky.us/agencies/adm/mars/mars.htm. To be determined To be determined

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