Purpose

The following guide is intended for Clinical Research Finance Managers who are looking to view or complete any of the following actions:

Action

· Setup Award with an additional project:

· One project with a burden rate and one without burden rate

· Add transactions to each project and run burden process (hyperlinked process within this guide

· Re-budget projects with sub-awards (hyperlinked process within this guide)

Terminology

· Award: Clinical Research Studies Trial (CRS) Awards are grants, funding, or financial support provided to researchers or medical institutions to conduct clinical trials and studies. All clinical study projects managed by OCR/CTFG will start with "CRS".

· Project: Contains financial and demographic information at a more granular level of detail than the award.

· Contract: Vehicle for processing revenue and invoices according to configured methods and controls.

· Burden Schedule: Tool for calculating and applying F&A or any other rate-based add-on cost.

· Project Status: The project status can be Active or Closed.

· Award Status: Award status can be set to Active, Closed, or Expired.

Set up Award with a Project with Burden Rate

Create an Additional Project

1. Select the OKTA Single-Sign-On button and then complete the sign-in steps.

2. Select Grants Management.

3. Select Manage Awards.

4. Search the Award.

5. Select the Pencil Icon.

6. Navigate to the (2) Train stop Projects.

7. Select Create and Associate Project.

8. Enter Template Name: Clinical Research Study and Project Name 1 and 2.

9. Select Save and Close.

10. Navigate back Home then to Projects then Project Financial Management.

11. Search with Award Project.

12. Once populated, select the hyperlinked Project Number.

13. Navigate to the Task Panel then select Manage Financial Project Settings.

14. Select Edit.

15. Update the Project Name and Description if required.

16. Review the Start Date and End Date and ensure Project Status is Active.

17. Select Save and Close.

18. Select the Additional Information tab and validate the highlighted details.

19. Select Save.

20. Select Done.

21. Navigate to the Task Panel and select Manage Financial Project Plan.

22. Review the tasks.

a. Note: Every Plan must have 2 tasks (General Expenses and Subawards).

23. Navigate to the Task Panel then select Manage Project Resources.

24. If the Project Manager has not been added, please select Add Resource and then proceed to add the Project Manager.

a. Note: It is essential to ensure that the Project Manager and the Clinical Study Finance Manager are the same. This step is essential for the Requisition and SubAward Requisition approval process.

25. Enter Project Resource information as:

a. Resource: Name of Project Manager

b. Project Role: Project Manager

26. Select Save and Close.

27. Select Save and Close on the Project Resources screen and then select Done.

28. Navigate Home then to Grants Management then Manage Awards.

29. Search with the Award Number.

30. Select the pencil icon to edit the award when it populates.

31. Navigate to the (2) Trainstop Projects and validate the highlighted columns:

a. Ensure Project Manager is populated and should not be Null.

b. Ensure Project Description is showing correct description.

Adding Burden Rate to First Project

32. Highlight the first Project Number.

33. Expand Project Line to view the Financial tab.

34. Select Award Project Burden Schedule Build icon.

35. Expand Build Schedule Version View.

36. Select Build Burden Schedule.

37. Select Yes then OK.

38. Ensure Build Status is showing Active.

39. Select save and Close.

Adding No Burden Rate to Second Project

40. Highlight the second Project Number.

41. Expand Project Line to view the Financial tab.

42. Select Award Project Burden Schedule: None.

43. Select Create Override Burden Schedule.

44. Expand Build Schedule Version View.

45. Select the Build Burden Schedule button.

46. Select Yes then OK.

47. Ensure Build Status is showing Active.

48. Select Save and Close.

49. Navigate to the (3) Trainstop Funding.

50. Select Base-001.

51. Select the Plus (+) Sign to add funding for the 2nd Project and populate the Funding Amount.

52. Select Save and Close.

53. Navigate to the (2) Trainstop Projects.

54. Select Manage Project Budget.

55. Select both Projects and Define the Budgets.

56. Once the budget is defined and baselined for both Projects select the Save and Next button.

57. Select Update Contract.

58. Select the Plus (+) Sign.

59. Add the 2nd Project Number.

60. Update the New Line Amount to equal the Revised Funding Amount.

61. Select Submit.

62. Select OK then Done.

63. Search the Award Number and ensure the status is changed to Active.

64. You have now completed the process of Setting up an Award with 2 Projects: 1 with and 1 without a Burden Rate.

Add Transactions to Each Project and Run Burden Process

Refer following QRGs to capture Cost on Award. These processes will transfer Cost to both the Projects

· Regular requisitions: Create PO Req for Goods against Award

· Create Subaward Requisition - Grants Management Knowledge Base Article 

· SubAward Requisitions: Create Subaward Requisition and submit for approval, approve requisition.

· Create Subaward Requisition CTFG Knowledge Base Article

· SubAward Invoices: Receive a Subaward Invoice and Complete the Approval Workflows

 

      · Initiate Subaward on a Sponsored Award - Managing Invoices Knowledge Base Article

· Post a Cost Transaction and Create F&A Transaction (Generate Burden) on a Converted Award

· Manage Indirect Cost Adjustments (CRS) Knowledge Base Article

Re-Budget Projects with Sub-Awards

Refer Artemis to Oracle PPM Cloud Integration checklist and follow the steps from page 14 to add Budget to Projects. In this case, Select Task 2 (SubAward) and define the Budget.