Research Administrators Forum Next Phase of Finance Strategic Transformation From OSP’s Perspective January 29, 2020
OSP’s Commitment to the FST Project • OSP is partnering with Finance to ensure the new financial system, Workday, is designed and implemented with rules and responsibilities congruent with the federal, state and other sponsor guidelines related to sponsored awards: • the architecture of the Foundation Data Model and design of the chart of accounts are capable of providing the basis for systemic collection of financial and award data reportable to federal & state governments and other sponsors • the financial system is capable of carrying out sponsor, federal, state and statutory responsibilities of sponsored programs 2
Recap of OSP’s Involvement with FST • In the last RAF meeting, we shared with you that we • traveled to Yale to gather lessons learned from their transformation from Oracle to WD • participated in six pre-discovery workshops related to research administration • award establishment, subawards, award closeout, invoicing and accounts receivables, reporting, special award conditions (effort reporting, cost sharing, NIH salary cap, program income) • discussed process flows, pain points & requirements with Deloitte • participated in Business Process Discovery workshop • got a glimpse of the WD grants module, still have lots of open questions 3
Participation of OSP in Phase 3 of the Project • Phase 3 is important because during this phase, OSP needs to participate in: designing the grants module; building prototypes for testing; and assisting with end user training deployment • OSP participation with levels of commitment is prepared after careful consideration of functional areas to be represented • OSP personnel involved in the Project: • Overall 3.5 FTEs at various levels of effort, covering two major areas, award management and system integration and reporting/analytics • The SMEs are assigned to critical functional areas based on their current responsibilities • Some of the same SMEs are also involved in other areas, in advisory capacity 4
Maintaining Continuity in OSP Operations • OSP leadership identified the following areas with personnel to back fill the gaps created by the Project commitment: • ERA to hire a programmer, independent contractor, reporting to the Director of ERA, who will assign tasks as appropriate • Post Award to hire independent contractors or temporary personnel reporting to the area Assistant Directors or the Director of Post Award, who will approve the assignment of their tasks • Deloitte/FST to provide resources to help with data cleanup before conversion, working under the directions of Post Award leadership team 5
External Resources Required for Backfilling External Resources Required For Backfilling Support During Implementation Vendor Name Functional Conversion Proposed Hours Per Month (Tentative) Support- Support- Interim Backfill Provided by Deloitte/FST ERA Backfill 80 80 GM Consultant @$XX/hr 80 80 GM Consultant @$XX/hr 80 80 Temporary backfill @$XX/hour 160 160 Temporary backfill @$XX/hour 160 160 480 6
Finally…… • The journey thus far has been exciting, OSP is recognized to be an important partner, representing the research administration community • Like you, we too have many questions • FST has been extremely patient; if they did not have the answer, they directed us to the WD technical experts • We will continue to provide updates on the progress made to the research administration community 7
Final Thoughts
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