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Projects Grants Cost Allocation

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					“To Be”
                                                Grant Setup, Monitoring, & Reporting
Redesigned Role
Business Area: Projects, Grants & Cost Allocation                                                    MARS Roadmap: Projects, Grants & Cost Allocation

                         Role Description                                                                                      Key Activities

Translate compliance terms and conditions                                              Setup
of grants into system parameters.                                                      Monitor financial activities
                                                                                       Prepare financial reports
                                                                                       Request reimbursements for expenditures
                                                                                       Advise grant manager
                                                                                       Coordinate grant setup across multiple agencies




                                                                               Detailed Activities

 Setup                                                                    Prepare Financial Reports                                     Advise Grant Manager
 •Adjust user maintained tables, as necessary                             •Retrieve needed data from system                             •Advise grant manager regarding
 •Complete PZ (Project/Grant Participation)                               •Summarize and format data                                    funding setup
 •document                                                                •Route to appropriate party                                   •Advise grant manager regarding sub-
 •Complete PJ (Project/Grant Master) document                                                                                           awards
 •Data entry for initial grant setup                                      Request Reimbursements                                        •Advise grant manager (periodically) on
 •Adjust PZ setup (for new & recurring grants)                            •Convert data into a format that can be                       grant status
 •Correct setup, as needed                                                uploaded to a Federal system
                                                                          •Upload converted data to Federal system                      •Supply data for clearance patterns
 Monitor Financial Reports                                                •Release invoice and cash receipt document                    •Approval of financial reports
 •Review output of memo billing                                                                                                         •Manual requests for reimbursement
 •Scan inquiries for potential problems                                   Coordinate Setup Across Agencies
 •Record adjustments to financial activity                                •Communicate draw-down code
                                                                          •Communicate entity-wide project #
 Reporting                                                                •Communicate any sub-project codes and/or
 •Create JV (Journal Voucher) documents                                   cost-sharing ratios
 •Route JV’s for approval to agency accounting
 manager
Notes:
Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS.                                                                      1
“*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes.
“(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.                         LSME: F. Hill
                                                                                                         Role Design and Impact



             Current to New Role Comparison for Role: Grant Setup, Monitoring, & Reporting

                                                                                            Activities No Longer Performed
                 Activities That Remain the Same
                                                                                    N/A
Setup                                 Prepare Financial Reports
•Adjust user maintained               •Retrieve needed data from
tables, as necessary                  system
                                      •Summarize and format data                                    Definition of Terms
•Correct setup, as needed             •Route to appropriate party (F)
•Monitor Financial Reports            Request Reimbursements                       Inter-agency coordination: In the non-MARS environment,
•Scan inquiries for potential         •Convert data into a format that can         this is referred to as the making and awarding of sub-grants.
problems                              be uploaded to a Federal system
•Record adjustments to                •Upload data to Federal system
financial activity                    •Release invoice and cash receipt
                                      document
Reporting
•Create JV (Journal                                                                                         Timing
Voucher) documents                    Coordinate Setup A cross Agencies
•Route JV’s for approval to           •Communicate draw-down code
                                                                                   July 1, 1999
agency accounting manager             •Communicate entity-wide project #
                                      •Communicate any sub-project
•Supply data for clearance            codes and/or cost-sharing ratios
patterns
                                                                                                  Training and Skill Needs
                          Changed Activities                                      MARS: Projects and Grants         Prerequisites:
Setup                                      Advise Grant Manager                   MARS: Advanced Projects           MARS Computer Literacy
•Complete PZ (Project/Grant                •Advise grant manager regarding        and Grants                        Computer Based Training
Participation)                             funding setup                          Set-up Workshops                  MARS Chart of Accounts
•document                                  •Advise grant manager regarding        Crystal Reports Training          MARS Budget and Cash
•Complete PJ (Project/Grant                sub-awards                                                               Control
Master) document                           •Advise grant manager (periodically)
•Data entry for initial grant setup        on grant status
•Adjust PZ setup (for new &                Monitor Financial Reports
recurring grants)                          Review output of memo billing


                                                                                                                                         2
                                                                                                                           LSME: F. Hill
                                                                                                                                                           Role Design and Impact
                     Current to New Role Comparison for Role: Grant Setup, Monitoring, & Reporting

                                                                                         Additional Notes

•Grant Setup, Monitoring and Reporting - Agencies may have some specialization within these areas. With the implementation of MARS, it is recommended that each of these areas be contained within
single (rather than multiple) jobs. Having a more inclusive view of the setup, monitoring, and reporting areas is expected to allow for better coordination with grant management staff and to be more
streamlined.
•All Setup Activities - Overall, setup activities will require more time in MARS than in previously used systems. This “up-front” expenditure of time is expected to result, however, in access to better and
more consistent data.
•Setup, Document Completion - Completing PZ and PV documents was previously done by Central resources. This responsibility will, once MARS is live, become an agency responsibility.
•Monitoring Financial Reports, Review Output from Memo of Billing - This output will save those in this role from pulling together reports from several sources to do a reimbursement request, as is the
case prior to MARS. This should be a considerable time-saver.
•Monitoring, Scan Inquiries for Potential Problems - This activity should also be completed in less time within MARS. Currently, the data required to complete this task exists in several separate desktop
applications.
•Prepare Financial Reports, Routing - The specifics of routing processes will vary according to agency. Some agencies may require that the grant manager route financial reports to the grantor.
•Reporting, Route JV’s for Approval - This should be a considerable change for the agencies, as JV’s will be approved within an agency rather than by the Finance Cabinet.
•Request Reimbursement - This will be a weekly process, in which data retrieval is automatic.
•Advise Grant Manager Activity - This activity may have been done in a limited capacity prior to the MARS implementation in some agencies. It is cited as new, however, because the scope of these
activities -- if done before -- was largely clerical. They will now require a much more proactive approach. These activities are an outgrowth of monitoring activities, and will require alerting managers to
any problems and working together to solve them.
•Support - Some of the activities described in this document may, in larger agencies, be handled by support personnel.


                         Documents Relevant to Role                                                                                                 Template Key

         MARS Documents                                Documents Formerly Used                              Activities that will be completed via MARS have been highlighted through the use of italic,
                                                                                                            bold font.
Project/Grant Management Master (PJ)                DOA-37: Capital Construction:                           Activities that are dependent upon agency structure and/or agency willingness to “push”
Job Control (JB)                                    Authorization to Close                                  accountability out to the field are identified with an “(F)”.
Job Charge (JC)                                                                                             Activities for which significant reductions in time and/or effort required are expected to result
Project/Grant Charge (PX)                                                                                   from automation and/or process streamlining are indicated with an “*”.
Project/Grant Memo (P3)                                                                                     Detail activities are grouped according to the key activity (underlined) they support.
Project/Grant Participation (PZ)                                                                            MARS documents are cross-referenced (by number) to the document(s) they replace.
Receivable (RE)
                                                                                                            For more information on the process flow for activities regarding this area, please consult the
Cash Receipt (CR)                                                                                           MARS Roadmap document cited. Roadmaps may be found at
                                                                                                            http://www.state.ky.us/agencies/adm/mars/marssua.htm.
                                                                                                            For more training guidance, please consult the MARS Training Curriculum, which will be
                                                                                                            posted to the MARS page of the Simplified Administrative Services Web site at
                                                                                                            http://www.state.ky.us/agencies/adm/mars/mars.htm.

                                                                                                                                                                                                        3
                                                                                                                                                                                    LSME: F. Hill
                                                                                                                                           Role Design and Impact

“To Be”
                                                Grant Management
Redesigned Role
Business Area: Projects, Grants & Cost Allocation                                                    MARS Roadmap: Projects, Grants & Cost Allocation

                         Role Description                                                                                      Key Activities

Those role is responsible for planning,                                                Obtain financing for grant
                                                                                       Develop performance standards and milestones
organizing, directing and controlling the                                              Develop (and follow) plan for monitoring
achievement of grant goals and objectives.                                             achievements




                                                                                Detailed Activities

 Obtain financing for grant
 •Locate available grant funds
 •Create business plan to support/justify use of funds
 •Complete application
 •Route through state clearinghouse
 •Submit to Federal government

 Develop performance standards and milestones

 Develop (and follow) plan for monitoring
 achievements

 Coordinate with Budget and Accounting



Notes:
Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS.                                                                4
“*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes.
“(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.
                                                                                                                                                         LSME: F. Hill
                                                                                    Role Design and Impact



                           Current to New Role Comparison for Role: Grant Management

                                                                        Activities No Longer Performed
                  Activities That Remain the Same
                                                               N/A

Obtain financing for grant
•Locate available grant funds
•Create business plan to support/justify use of funds
                                                                                Definition of Terms
•Complete application
•Route through state clearinghouse                             N/A
•Submit to Federal government

Develop performance standards and milestones
                                                                                      Timing
Develop (and follow) plan for monitoring
achievements                                                   July 1, 1999




                           Changed Activities                                 Training and Skill Needs
                                                               MARS: Projects and Grants
N/A                                                            MARS: Advanced Projects and Grants
                                                               Set-up Workshops

                                                               Prerequisites:
                                                               MARS Computer Literacy and Computer Based Training
                                                               MARS Chart of Accounts
                                                               MARS Budgets and Cash Control

                                                                                                               5
                                                                                                    LSME: F. Hill
                                                                                                                                         Role Design and Impact



                                  Current to New Role Comparison for Role: Grant Management

                                                                              Additional Notes


 •There is the functionality within MARS to record performance statistics fur use in measuring program success.




                     Documents Relevant to Role                                                                                    Template Key

       MARS Documents                           Documents Formerly Used                        Activities that will be completed via MARS have been highlighted through the use of
                                                                                               italic, bold font.
                                                                                               Activities that are dependent upon agency structure and/or agency willingness to
Project/Grant Management Master (PJ)         DOA-37: Capital Construction:                     “push” accountability out to the field are identified with an “(F)”.
Job Control (JB)                             Authorization to Close
Job Charge (JC)                                                                                Activities for which significant reductions in time and/or effort required are expected to
                                                                                               result from automation and/or process streamlining are indicated with an “*”.
Project/Grant Charge (PX)
Project/Grant Memo (P3)                                                                        Detail activities are grouped according to the key activity (underlined) they support.
Project/Grant Participation (PZ)                                                               MARS documents are cross-referenced (by number) to the document(s) they replace.
Receivable (RE)                                                                                For more information on the process flow for activities regarding this area, please
Cash Receipt (CR)                                                                              consult the MARS Roadmap document cited. Roadmaps may be found at
                                                                                               http://www.state.ky.us/agencies/adm/mars/marssua.htm.
                                                                                               For more training guidance, please consult the MARS Training Curriculum, which will
                                                                                               be posted to the MARS page of the Simplified Administrative Services Web site at
                                                                                               http://www.state.ky.us/agencies/adm/mars/mars.htm.

                                                                                                                                                                                 6
                                                                                                                                                                LSME: F. Hill
                                                                                                                                           Role Design and Impact

“To Be”
                                                Cost Allocation Expert
Redesigned Role
Business Area: Projects, Grants & Cost Allocation                                                    MARS Roadmap: Projects, Grants & Cost Allocation

                         Role Description                                                                                      Key Activities
This role is responsible for cost allocation                                           Prepare and submit cost allocation plan
plan development, validation, and                                                      Setup tables for cost allocation
implementation. Maintenance activities and                                             Test cost allocation setup

internal cost allocation are also addressed
by this role.



                                                                               Detailed Activities

 Prepare and submit cost allocation plan                    Setup tables for cost allocation                                Test cost allocation setup
 •Describe the methodology (embodied in                     •Identify coding strings that represent                         •Compare reports of allocation results
 the analytical work done in the setup                      indirect cost pools                                             to expected results
 tables step) by which cost allocation will                 •Identify coding strings that represent the                     •As needed, modify table entries
 be implemented                                             destination for indirect costs                                  accordingly
 •Attend to any sign-off needed                             •Identify and/or develop the basis for the
 •Submit plan for approval to the Federal                   cost allocation (cost driver data such as
 Government (more specifically, to a                        headcount, square footage, etc.)
 Cognizant Federal Agency)                                  •Record table entries that reflect the
 •Submit to any other appropriate entities                  previous 3 activities
 •Amend/resubmit/negotiate with Federal
 Government, as needed



Notes:
Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS.                                                                 7
“*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes.
“(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.
                                                                                                                                                         LSME: F. Hill
                                                                                                      Role Design and Impact



                           Current to New Role Comparison for Role: Cost Allocation Expert

                                                                                          Activities No Longer Performed
                   Activities That Remain the Same
                                                                                 N/A
Prepare and submit cost allocation        Setup tables for cost allocation
plan                                      (continued)
•Describe the methodology                 •Identify and/or develop the basis
(embodied in the analytical work          for the cost allocation (cost driver
done in the setup tables step) by         data such as headcount, square                          Definition of Terms
which cost allocation will be             footage, etc.)                         N/A
implemented                               •Record table entries that reflect
•Attend to any sign-off needed            the previous 3 activities
•Submit plan for approval to the
Federal Government                        Test cost allocation setup
•Amend/resubmit/negotiate with            •Compare reports of allocation
Federal Government, as needed             results to expected results                                    Timing
                                          •As needed, modify table entries
Setup tables for cost allocation                                                 July 1, 1999
•Identify coding strings that represent   accordingly
indirect cost pools
•Identify coding strings that represent
the destination for indirect costs

                            Changed Activities
                                                                                                Training and Skill Needs
 N/A                                                                             MARS: Cost Allocation

                                                                                 Prerequisites:
                                                                                 MARS Computer Literacy and Computer Based Training
                                                                                 MARS Chart of Accounts
                                                                                 MARS Budgets and Cash Control




                                                                                                                                8
                                                                                                                    LSME: F. Hill
                                                                                                                      Role Design and Impact



                               Current to New Role Comparison for Role: Cost Allocation Expert

                                                                  Additional Notes


 •Eliminates a number of interfaced cost allocation systems.




                     Documents Relevant to Role                                                                Template Key

       MARS Documents                           Documents Formerly Used     Activities that will be completed via MARS have been highlighted through the use of
                                                                            italic, bold font.
To be determined                             To be determined               Activities that are dependent upon agency structure and/or agency willingness to
                                                                            “push” accountability out to the field are identified with an “(F)”.
                                                                            Activities for which significant reductions in time and/or effort required are expected to
                                                                            result from automation and/or process streamlining are indicated with an “*”.
                                                                            Detail activities are grouped according to the key activity (underlined) they support.
                                                                            MARS documents are cross-referenced (by number) to the document(s) they replace.
                                                                            For more information on the process flow for activities regarding this area, please
                                                                            consult the MARS Roadmap document cited. Roadmaps may be found at
                                                                            http://www.state.ky.us/agencies/adm/mars/marssua.htm.
                                                                            For more training guidance, please consult the MARS Training Curriculum, which will
                                                                            be posted to the MARS page of the Simplified Administrative Services Web site at
                                                                            http://www.state.ky.us/agencies/adm/mars/mars.htm.

                                                                                                                                                              9
                                                                                                                                             LSME: F. Hill

				
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