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Award Hierarchies Characteristics of Each Structure

Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC). Award Hierarchies Characteristics of Each Structure. What to Expect. Poll the audience Award Hierarchy basics Types of hierarchies

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Award Hierarchies Characteristics of Each Structure

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  1. Ron Schultz (Johns Hopkins), Jennifer Quinn (Brown), Kyle Burkhardt (Princeton), and Claire King (Drexel), Renee Dolan (Michigan State, KC) Award HierarchiesCharacteristics of Each Structure

  2. What to Expect • Poll the audience • Award Hierarchy basics • Types of hierarchies • Example: NIH 3 year award, $1 million a year awarded for 3 years • Pros / Cons of the Award Hierarchy

  3. Show of hands… • Does your school… • Use any of the Coeus modules currently? • Are you… • Thinking of using Coeus award module soon? • Currently using the Coeus award module?

  4. What is Award Hierarchy? • Award Hierarchy creates relationships between one or more award ‘variables’: Awards-Accounts-Account Types-Units-Time. • Award Hierarchy is comprised of ‘Tiers’, levels: • Fewer Tiers = Easier maintenance/use, fewer embedded variables. • More Tiers = More skill to maintain/use, more variables displayed. • Different Account numbers are assigned to parent and each child.

  5. What is Award Hierarchy? • The child account will have the same six-digit award number as the Parent award • 3-digit extension end of award number is different for each child award created • If the parent is 001575-001, the first child award created is 001575-002, etc.

  6. Award Hierarchy Tier Options • The Award Hierarchy creates relationships: • Two-tiers (Parent-child): • relate Award with allocation accounts • Brown University • Three or more-tiers (Parent-child-grandchild….): • relate Time with Award, and with allocation accounts. • Drexel & • Kuali Coeus

  7. Award Hierarchy Tier Options • Variable-tiers (Parent, child, grandchild, and/or great-grandchild) • Could be one level or multi-level • Could have multiple child/grandchild/great-grandchild accts • Variety of reasons for child accts. • Each PI or each dept, different OH rates, subcontracts, type of costs, supplemental funding, cost sharing, etc… • Princeton

  8. AH: Two-Tier / Brown The Parent award reflects the Notice of Grant Award and is linked to the Main Account No. - The Principal Investigator and their Lead Department on the award notice is ultimately responsible for the administration and requirements of that award.All Award dollars are entered into the Parent and then flow down to children accounts. We track all anticipated dollars only at the Parent level.

  9. AH: Two-Tier / Brown Child awards are sub accounts associated with the Parent award that are funded by the Parent NGA and have a separate Brown account number. Child Awards are created for various purposes: a) track specific spendingb) equipment purchasesc) cross-departmental award administrationd) differing Indirect Cost Rates from the Parent

  10. NIH $1 million a year for 3 years • Year 1 - $1,000,000 Obligated to the Parent / $3,000,000 Anticipated to come in. • Year 1 - $100,000 Distributed to Child account. A new account is needed for the distribution of funds to another Investigator / Department. *Notice the Distributable amounts on the Parent

  11. NIH $1 million a year for 3 years A NEW SEQUENCE is added to the Award record whenever we add new money!! • Year 2 - $1,000,000 Obligated to the Parent. • Year 2 - $100,000 Distributed to Child account. • Year 3 - $1,000,000 Obligated to Parent account / $100,000 Distributed to Child Account.

  12. The Award History Screen • The History screen on the Money & End Dates tab is a snapshot of the funding cycle of the Award / Accounts.

  13. AH: Three or more-Tier / Drexel

  14. AH: Three or more-Tier / Drexel • Tier One – Project Rollup • Master Agreements - Contracts • Totaled Obligated and Anticipated Funding • No Account Number • Tier Two – Obligated Funding • Notice of Grant Awards • Main Account Fund Number • Reporting Level • Tier Three – Sub Accounts • Subcontracts • Intercompany Funds for Clinical Faculty Salaries

  15. AH: Built the same in KC • View from an Award search • View from Hierarchy Actions panel in an Award

  16. AH: Three or more-Tier / KC Yr 1

  17. AH: Three or more-Tier / KC Yr 2&3 Obligated dates are updated

  18. AH: Three or more-Tier / KC • KC took transactional approach • No longer have to move funds through each tier • Different views available • Current vs. Pending • Totals only, Dates only, Distributed/Distributable

  19. AH: Variable-Tier / Princeton Princeton example: Parent/child/grandchild/ great-grandchild: Parent/child/grandchild: Parent only: Parent/child:

  20. NIH $1 million a year for 3 years • Princeton simple example:

  21. Princeton multi-tier example: Year 1

  22. Princeton multi-tier example: Year 1

  23. Princeton multi-tier example: Year 2

  24. Princeton multi-tier example: Year 2

  25. Princeton multi-tier example: Year 3

  26. Princeton multi-tier example: Year 3

  27. Two – Tier: Pros/Cons • Brown: • Pros: • All accounts under the same award notice are connected in Coeus. • Simple structure quickly identifies main award vs. subaccounts. • Easily roll-up dollars for reporting purposes to main award. • Cons: • Cross-departmental parent / child accounts are sometimes managed by two different individuals. • Department of Lead will not have access to expenditure info of child  • Risk of double counting award dollars if reporting structure is not built correctly.

  28. Three – Tier: Pros/Cons • Drexel: • Pros: • At a glance project funding history • Award Notice shows child distributions • Shows supplements • Allows for different Overhead Rates • Allows for different PI’s and different Proposal Titles within a award/contract • Cons: • When obligating new funding, remembering to add each parent level • New Award reporting runs off of Tier Two not Tier One • Does not show cost share funding

  29. Variable– Tier: Pros/Cons • Princeton: • Pros: • Only use variable tiers as needed… • Each PI, dept, or project • Different OH rates • Subcontracts • Type of costs • Supplemental funding • Cost sharing • Create only as many as needed • Cons: • If the parent lead unit differs from lead unit for child accts • Lead unit has ultimate project responsibility • Depending on your financial systems, lead unit might not see children’s expenditures  (i.e. labor accounting) • This causes problems when different units overspend! • Difficulties in making the same change to all accts

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