The successful implementation of this system will allow the University to address the following compliance concerns:
- Effort Reporting
- Accuracy and Timeliness of Reporting
- Cash Management
- Letter of Credit Management
- Cost Transfers and Overruns
- Control and Monitoring of Project Budgets and Expenditures
- Cost Sharing
Although an investment in Research Administration systems will address many areas of research administration concern, these initiatives do not address a Grants.gov solution, Export Controls, nor the ongoing need for UW professionals trained in the business and risks of research administration throughout the large, decentralized Madison campus.
In addition to addressing compliance risk, the implementation of the PeopleSoft Grants suite and an Effort Certification system will address the following strategic and operational business needs:
- Enhance Reporting – Initiate operational reporting capability and provide for reporting of performance metrics.
- Build upon electronic research systems to address areas of compliance concern.
- Manage System Risk – Protect research-related data and associated revenue stream by transitioning from legacy system technology.
- Share Data – Provide information to key university systems and constituencies, at the Madison campus and throughout the UW System.
- Implement Grants Management System – Implement a system the Office of Research and Sponsored Programs can use to capture critical data elements for tracking and reporting on research activity.
- Reduce redundant data entry and manual processes and enable more efficient communication, collaboration, and integration of processes between RSP, compliance committees and the research community.
- Streamline Support Structure – Support one database and one toolset of PeopleSoft. Reduce the need for maintenance of independent legacy systems.
- Manage Billing and Accounts Receivable – Gain ability to actively manage revenue, unbilled and billed cash balances real-time .
- Reduce Need for Supplemental and Legacy Systems – Reduce the need for supplemental systems by colleges, departments, and other UW offices.
- Replace aging data systems – Reduce reliance on systems that are based on outmoded hardware and software platforms.
To address the University’s most critical business needs and compliance risks while managing the inherent risks of a large system project, a phased implementation plan was developed by a cross disciplined team, comprised of RSP, DoIT, and Huron Consulting Group personnel. The detailed project plan outlines the implementation phases, tasks, durations, and required resources to implement the Grants suite, along with estimates for anticipated reports, modifications, and conversion efforts.
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