department administrator session #3 – january 19th
DESCRIPTION
Department Administrator Session #3 – January 19th. Office of Research and Research Financial Services. Agenda. Introductions (5 mins ) Follow up to November 16 th meeting (20 mins ) ORES process (5 – 10 mins ) ORES process Account set ups (10 – 15 mins ) - PowerPoint PPT PresentationTRANSCRIPT
Department Administrator Session #3 – January 19th
Office of Research and Research Financial Services
Agenda• Introductions (5 mins)
• Follow up to November 16th meeting (20 mins)
• ORES process (5 – 10 mins)
• ORES process– Account set ups (10 – 15 mins)
• ORES-RFS Relationship (10 mins)
• Payments to participants of research surveys, etc – (5 mins)
• PDF Scheduled Reports (??)
Follow up to November 16th meeting – 15 mins
• Will there be PDF ability from My Grants Tracker– No. The intent is to promote use of the online
system and having up-to-date information• Naming Convention
– Grant Leader (SURNAME in capital)– Grant Leader Given (First initial of name …
continue with consecutive initials until differentiate from other researchers)
Follow up to November 16th meeting – 15 mins
• Full name picklist available in FRS– Data clean up continues– If you have specific examples for your
department please note them and send Dave an email
• Lookup of accounts with no transactions– FUGPO lookup
• Dave to follow up to ensure this is available in FRS
Follow up to November 16th meeting – 15 mins
• Wrong Grant/Unit transactions– Is not an easy fix. Continuing to investigate the
possibility of a report in FRS to detect these transactions that can be run in each of your departments• Dave is continuing to test the drafted report and hope to
promote to production soon.• Salary report
– Not able to show a complete salary report due to the sources of data
– One solution is to make use of My Grants Tracker … search for an incumbents name and as long as they were noted in the journal entry than you will get payroll and journal entry information totals
Follow up to November 16th meeting – 15 mins
• Guidelines for invoicing– If an account should be set up through Office
of Research than invoicing will be done by RFS
– If a new account is not necessary and money to be stored in the GPR account or in a department account than the department will do the invoicing
When can external funds be deposited into a GPR account?
A series of questions must be asked to determine if external funds can be deposited into a GPR account … if the answer is ‘YES’ to ANY of the questions than an OR5 form must be completed and a new account is set up through the Office of Research.
Are there any obligations to the Sponsor? (Does the sponsor require invoicing, financial reporting, etc)Will these funds be used as a matching funds for any other project?Will these funds attract Indirect Costs?Is the value of the award more than $5K
Follow up to November 16th meeting – 15 mins
• Multi Year account set-ups– All set up sheets will be sent from ORES to department
administrator– RFS will set up the current year in FRS and all subsequent
years will be set up 1 month prior to the start of the new year.• Please contact RFS if you are in the 11th month and do not see the
subsequent account in FRS.– What type of notation would you like to see in the
comments field between the accounts?• For example: Yr 1 of 4, other account #’s
– Agreed that Yr 1 of 4, Yr 2 of 4, etc will appear in the comments field
ORES Process
• Restructuring 2011• Changes to facilitate
submission/communication– Laura to check on INSIDER distribution
• Process Clerk & centralizing point of entry– Patti Minakis, [email protected] for inquiries on
status of review
• Electronic copies– PDF versions of proposals, applications, budgets + signed OR-
5s to [email protected]
• Process Flowchart
ORES Process - Account Set Ups – (10-15 mins)
• Requirements• Naming & information in FRS• Timing• Confirmation & notification• Questions?
ORES-RFS Relationship – (10 mins)
• ORES Org chart• RFS Org chart• Table of sponsor and the appropriate
person(s) in ORES and RFS to contact
Research Financial Services - Org Chart
13
Director Research Financial Services
(Dave Reinhart)
Manager, Infrastructure Programs
(Lee Bennard)
CFI
Financial Officer, Infrastructure Programs
(Linda Hoffman)
CFI
Administrative Support, Infrastructure Programs
(Christa Aljoe)
CFI
Research Awards Budget Analyst(Koray Beduk)
Research Budgets/ OCE/OMAFRA
Manager, Research Grants and Contracts (Tri Council
and Industry)(Sally Ramsammy)
CIDA/CRC/URC/…
Financial Officer, Research Trust
Accounts (Susan Ferguson)
Bus. and Industry and Other Gov’ts
Financial Officer, Research Trust
Accounts (Pat Duggan)
Bus. and Industry and Other Gov’ts
Tri-Council Awards Accountant (Asif Momin)
Tri-Council – NSERC/SSHRC/CIHR
Manager, Major Research Contracts
(Shaun Wilson)MEDI-ORF/Genome Canada/ SHARCNET
ORES-RFS Relationship – ORES/RFS Table by Sponsor
Sponsor ORES Contact RFS ContactCIHR Ornella McCarron Asif Momin
SSHRC Ornella McCarron Asif Momin
NSERC Annette Clarke Asif MominOCE Linda McCorkindale Koray BedukOMAFRA Linda McCorkindale Koray BedukCFI Jane Colwell Lee Bennard/
Linda Hoffman
ORES-RFS Relationship – ORES/RFS Table by Sponsor
Sponsor ORES Contact RFS ContactBus. & Industry Grant
Sylvie Roussel Pat Duggan/ Susan Ferguson
Bus. & Industry Contract
Angela Vuk Pat Duggan/ Susan Ferguson
AAFC Leigh West Pat Duggan/ Susan Ferguson
AAC Leigh West Pat Duggan/ Susan Ferguson
ORES-RFS Relationship – ORES/RFS Table by Sponsor
Sponsor ORES Contact RFS ContactOther Government Grant
Ornella McCarron/ Annette Clarke/ Sylvie Roussel
Pat Duggan/ Susan Ferguson
Other Government Contract
Angela Vuk Pat Duggan/ Susan Ferguson
CRC Laura Beaupre Sally RamsammyURC Laura Beaupre Sally RamsammyCIDA Sylvie Roussel Sally Ramsammy
ORES-RFS Relationship – ORES/RFS Table by Sponsor
Sponsor ORES Contact RFS ContactMEDI-ORF-RE
Jane Colwell Shaun Wilson
MEDI-ORF-ERA
Jane Colwell Shaun Wilson
MEDI-ORF-PDF
Laura Beaupre Shaun Wilson
Genome Canada
Sylvie Roussel Shaun Wilson
Sharcnet Shaun Wilson
Payments to participants of research surveys, etc
• How is this handled by department?– To be discussed at March 1st meeting
PDF Scheduled Reports – ?? mins
• What reports are you sending to a faculty member?
• How are you sending this information?• Why are you doing this?
• To be discussed at March 1st meeting