Set up Awards, Projects, and Contracts (CRS)
KB06003752 •213 Views • Updated 20-Apr-2024
Purpose
The following guide is intended for Clinical Research Finance Manager(s) who are looking to view or complete any of the following actions:
· Set up Award, Projects, and Contracts for an additional External Funder.
· Submit contracts for approval in Oracle.
Action
· Set up Award, Projects, and Contracts for an Additional External Funder.
· Submit Contracts for Approval in Oracle.
Terminology
· Bank Statement Reconciliation: The process of matching bank statement lines to related system transactions in Payables, Receivables, General Ledger, and Cash Management.
Set up Award, Projects, and Contracts for an Additional External Funder
1. Login using Company Single Sign-On to access your Oracle account.
2. Navigate to Grants Management.
3. Select Awards.
4. Select the Taskbar.
5. Navigate to Manage Awards.
6. Select: Create Award from Template.
7. Select Template Name. Note: Use the dropdown to select Clinical Research Study.
8. Fill in the fields to create the award from the template. Select the Legal Entity and Contract Type. Fill out the Award Name, Start Date, End Date, Principal Investigator, and Primary Sponsor name details (some fields are pre-populated).
9. Select Save and Continue.
10. Select OK.
11. In the General Section select the Organization, Purpose (auto-filled), Institution, Type, and Sponsor Award Number (Sponsor Assigned Protocol Number). Next, enter the full award title in the following format in the Description field (Sponsor Assigned Protocol Number: Full Study Title).
12. Under Keywords, select ‘+’ to add Clinical Trial. If the award is a Covid Trial, select ‘+’ to add COVID Related.
13. Under References, enter the ARTEMIS ID, IRB ID, Protocol ID, and Investigator Initiated Trial.
14. Scroll Down to the Additional Information Section and select Agreement Type, Bill Type, Context Segment, Sponsor PO Number (please enter a Sponsor PO number if applicable), Interest Bearing Award, and Interest Available for Expenses.
15. Select the Financial Tab.
16. Select Burden Schedule (30.00% is the default). Select the applicable burden schedule from the dropdown for the Award you are creating.
17. Underneath the Budget Period, select the pencil icon.
18. Select the ‘+’ icon to enter the funding period.
19. Enter the period Name (001), Start Date, and End Date.
20. Enter the Pre-Award Date (if applicable). Note: Close Date is auto-filled to 90 days after the end date.
21. Select Save.
22. A warning message will pop up to confirm the close date, select Yes.
23. Select the Organization under Organizational Credits. Add additional Organizations, as applicable.
24. Scroll and select Personnel.
25. Underneath Personnel, click on the ‘+’ icon to add personnel such as Co-PIs and Grant Administrators.
26. Check Internal (if applicable), select Person, Role, Start Date, End Date, and Credit Percentage (enter a percentage such that all percentages total 100%).
27. Select Save and Next to set up the project. Note: If you elect not to add personnel, move on to set up a project.
28. Select Create and Associate Project.
29. Select the Template Name (Clinical Research Study).
30. Enter the Project Name, Project Description, Project Start Date,(defaults to Award start date), Project Finish Date (defaults to Trial end date plus 90 days), Project Business Unit (auto-filled), Project Unit (auto-filled) Project Organization, Legal Entity (auto-filled), Currency (auto-filled), Project Manager, and Funding Source.
31. Select Save and Close.
32. Select Save and Next to go to Funding.
33. Underneath the Funding Summary section select Add Funding.
34. In the Add Funding window, select Budget Period (budget period gets populated automatically if only one budget period is present.), and Funding Source (auto-filled).
35. Enter Number (enter a number for the funding period+source, such as '001'), Date (the beginning of the funding period), Description (is optional), Direct Funding Amount, and Indirect Funding Amount.
36. Select Save and Close.
37. You will be brought back to the Funding Summary page. You should see your project populate under Project Funding Allocation. Add the total $260,000.
38. From the top right corner of the page select Next.
39. Underneath Award Project Summary select Manage Project Budget.
40. Select the ‘+’ icon to create a budget.
41. Enter the project budget information below. Note: The Budget Creation Details section contains read-only information. Please DO NOT make any changes.
a. Name (skip, the name of the project budget will autofill)
b. Select Financial Plan Type (select Clinical Research Study Financial Plan Type)
c. Budget Creation Method (auto-filled)
d. Description (optional)
42. Select Save and Continue.
43. Within the Edit Budget screen, highlight Task 1 - General Expenses.
44. Click the Action dropdown menu and then Manage Assignments for Selected Tasks.
45. On the Manage Assignment for Selected Tasks page, search for the desired Planning Resource.
46. Click the ‘+’ icon to add to the budget (select the ‘+’ icon next to Financial Resources and Indirect Expenses).
47. Select Save and Close.
48. You’ll be brought back to the Edit Budget screen. Highlight the Task Name - General Expenses next to Task 1.
49. Select the chevron next to Actions.
50. Select Edit Period Amounts.
51. Select the chevron next to Planning Resource.
52. Select Indirect Expense.
53. Enter the monetary amount that should be budgeted in the Burdened Cost field.
54. Select Save.
55. Select the chevron next to Planning Resource.
56. Select Financial Resources.
57. Enter the monetary amount that should be budgeted in the Burdened Cost field.
58. Select Save and Close.
59. You will be brought back to the Edit Budget page, and select Save.
60. Select Create Baseline.
61. Review the Baseline Budget and select OK.
62. Review the information provided on the Award Summary page.
63. If everything looks correct, select Submit Contract.
64. A warning message will pop up, select Yes (if applicable).
65. Review the Contract Line, Bill Plan, and Associated Project details. You can expand the content of each by selecting the chevrons.
66. Select OK.
67. Under Bill Plan update Payment Terms to Immediate. If the study is using a CRO (Clinical Research Organization) for payment & invoice processing, add the CRO name to “Bill-to Site and Bill-to Contact” fields and set the Sponsor/funder as the “Ship to Customer” by entering the Funder details in the “Ship to Site” field.
68. Scroll down and select OK.
69. Click NO (It is critical that you select NO). If you select Yes, then possibly the contract cannot be corrected.
70. A confirmation message will pop up and select OK.
71. Select the Home icon.
72. Navigate to Projects.
73. Select Project Financial Management.
74. Select the chevron next to Search.
75. Enter your Project Number in your search.
76. Remove the Team Member from the search.
77. Click Search.
78. Select your Project in the search results.
79. Select the Taskbar.
80. Select Manage Project Resources.
81. Select Add Resources.
82. Enter the following information:
a. Resource
b. Project Role
c. From Date
d. To Date
83. Select Save and Close.
84. Select the Taskbar.
85. Select Manage Financial Project Settings.
86. Navigate to the Additional Information.
87. Select COA Program and COA Site from the drop-down.
88. Select Save.
89. Select Done.
90. Select Done.
91. Navigate to Contract Management.
92. Select Contracts.
93. Enter your Contract Number.
94. Select Search. Note: If you don't remember the contract number navigate back to awards under grants Management and search for your award. The contract number is the number that preceded your award name.
95. Scroll down and select the contract Number.
96. Navigate to the Parties tab.
97. Under University Clinical Research Studies: Team, update the Contract Administrator (from the current PI to your assigned Award Administrator role and select Award Administrator Name)
98. Select Save.
99. Navigate to the Billing section.
100. Confirm that Generated Invoice Status is set to Draft.
101. Underneath Bill Plans, confirm the following: Invoice Method Name is Amount Based Invoice. Note: You can edit the method name by selecting the pencil icon.
102. Select Save.
103. Scroll down underneath Revenue Plans, and confirm the following: Revenue Method Name is Amount Based Revenue.
104. Scroll to the top and select Submit.
105. Enter notes to the award approver, and if applicable select Submit.
You have now completed the process of Creating a Clinical Study Award with a Single Funder.
Submit Contracts for Approval in Oracle
1. Login using Company Single Sign-On to access your Oracle account.
2. In the upper right corner, select the Notifications icon.
3. Select Show All.
4. Select Worklist.
5. Select the contract.
6. Select the ‘+’ icon to add a comment.
7. Review the contract details and select the Approve or the Reject button (as applicable).
You have now completed the process of Submitting Contracts for Approval in Oracle.