Technical Working Team Report on District Development Authority Findings
This report details the formation of a Technical Working Team to assess the District Development Authority, including background information, rationale, team structure, and outcomes from awareness and consultations in various regions. It outlines the importance of local service delivery, accountability, and community participation in decision-making processes at the district level.
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Oracle Cutover & Conversion OSP Impacts MAY 17, 2022
OSP Award Actions During 6/11/21-7/6/21 New Customers Created : 32 Federal Government 1, Foreign Entity 1, Foundation 12, Industry 17, Other Colleges and Universities 1 ESPAR Actions Requested/Processed : 217 At Risk Extension 16, At Risk Prelim 23, Change PI 4, Change Scope 1, End Grant/Contract Early 7, Internal Budget Transfer 16, Just in Time 24, NCE 66, Offer Acknowledgement 3, Other Modification 8, Other Sponsor Prior Approval 15, Reporting 24, Transaction Controls 10 Awards Created : 112 Projects Created: 130 **data from OSP Info Team
Cutover & Conversion-Oracle Award Project Freeze What will not be impacted by Oracle PTAO freeze on 6/10/22 Departments can continue to charge Oracle PTAOs following YE deadlines OSP will continue to generate invoices and letter of credit draws following YE deadlines OSP will continue to enter subaward invoices for payment following YE deadlines LDAs can be processed until June 24, 12 noon Cost transfers can be processed until June 23 Effort reports will be generated for the last payment cycles from Oracle (following regular distribution schedule) 7/5/2022: Work Day goes live!!!
Cutover & Conversion-Oracle Award Project Freeze 6/10/22 EOD: Grants cutoff in Oracle: This means that any new awards or amendments after EOD 6/10/22 will be entered manually into Workday during soft launch (weekend of 7/3) and later. How can we get 100% success with converting sponsored PTAOs Supplier records for subrecipients need to be correct in PaymentWorks, incorrect supplier information will stop the entire PTAO from converting Award/Project funding & association (funding source award number) anomalies addressed immediately 6/15/22 EOD: Grants crosswalk due: This means that OSP Info team will prepare the PTAO Crosswalk in WD, based on PTAOs in Oracle as of 6/10/22. Impacts due to Oracle PTAO freeze on 6/10/22 OSP s perspective (actions to be processed after go-live in Workday) New sponsor awards & projects or modifications on existing PTAOs At Risk or sponsor approved extensions New subawards & modifications to existing subawards Budget amendments Clinical Trial payments, funding and budget bumps, including RG transfers Federal Cost Exception Requests
Cutover & Conversion-Oracle Award Project Freeze Impacts due to Oracle PTAO freeze on 6/10/22 PI & department s perspective PIs may need to start work, but awards may not be available in Oracle, so costs will need to be held in a non-sponsored PTAO Award modifications that are changing the period of performance, authorized budget, key personnel will be updated in Workday, Oracle will show old information New subawards will be able to start once issued from Workday Existing subawards that require funding or extension will need to continue on At Risk status (advance funded by the subrecipient organization) until UVA can issue modifications from Workday Oracle transactions on sponsored PTAOs may error out due to end & close dates of projects/awards, which will not be extended Budgets, new and modifications, will be entered in Workday, Oracle will show old information No new sponsors or subrecipients will be created in Oracle
Cutover & Conversion-Oracle Award Project Freeze For Departments: How to be prepared prior to June 10th Keeping in mind that OSP will be addressing large backlogs in processing sponsored awards after go- live, we are requesting departments to: Review proposals and awards to see if At Risk Preliminary or At Risk Extension is appropriate, Contact sponsors for additional funding and, if needed, request At Risk Extensions Submit eSPAR requests as early as possible Contact collaborating institutions (subawardees) and give them a heads up OSP is including an auto-response to subaward email listserv indicating possible delays due to system transition Ensure institutional reconciliations via recon@ and effort@ are completed Contact OSP for any questions/clarifications Respond promptly to requests for actions from OSP
Clean Cutover & Conversion Goals & Expectations Award Management OSP Post Award is closing as many sponsored awards as possible in Oracle, so that Awards that are not closed (Award Status = At Risk, On-Hold and Active) are converted to Workday OSP Post Award to create Event Lines for installment payments by June 10th, ensuring not exceeding Project Funding OSP Financial Compliance will true-up Cost sharing (CS) awards through first quarter of the CY, some true ups will occur after go-live OSP will ensure companion awards, CS (Cost Sharing) and GY (Program Income), are associated with the appropriate G award (have same funding source award numbers as the G award) Subaward Management OSP Post Award will review and enter subaward invoices received by June 10th Departments will receipt subaward PO invoices in Oracle and approve payment vouchers by June 17 Cash Management OSP distributes monthly A/R aging reports to Schools/Research Orgs Expired awards with outstanding receivables identified by OSP Cash Management & departments as uncollectible, will need to be covered from departmental funding OSP will be reaching out to the schools to obtain PTAOs that will be used to write off as many bad debts as possible
Clean Cutover & Conversion Goals & Expectations Pre-Award and Contracts can help with Oracle to Workday transition When the negotiation process indicates that an award is forthcoming, consider the following: Set up a new sponsor right now, no new sponsors can be created in Oracle beyond 6/10 Encourage departments to advice collaborators (subrecipients) to create supplier profiles in PaymentWorks Negotiate a F&A rate that is available in Oracle, new burden schedules will need to wait until go-live PI may need an At Risk PTAO, obtain the guarantee account in Oracle PTAO and Workday FDM worktags Communication with the sponsor indicates that a modification will be approved, consider the following: PI requesting a no cost extension, At Risk extension, obtain guarantee account in Oracle PTAO and Workday FDM worktags A supplement requiring a new Project is going to be issued, create the Project with $0 funding and future start date
Cutover & Conversion | Labor Distribution-Effort Reporting Last group of effort reports from UVA s Effort@ system covering pay periods 12/25/21-6/24/22 for Faculty and 12/20/21-6/19/2022 for GRA, Wages and Staff, will be distributed after Workday goes live Effort Reports for July 2021-December 2021 have been distributed for certification by April 7, 2022. The effort reports that are currently in Delinquent, SA Review or Post Certification statuses, must be addressed immediately by departments. In preparation for transitioning out of the Effort@ system, it is extremely important to take timely actions for correcting labor distributions (payroll cost transfers) in Oracle so that the effort reports can incorporate all changes made within the Oracle Labor Distribution system. Based on the final Oracle to Workday cutover plan, last date for submitting labor distribution adjustments (payroll cost transfers) involving G and CS awards in Oracle will be June 24that noon.
Effort Reporting -After Go-Live All after the fact labor adjustments (payroll cost transfers) impacting payroll periods posted in Oracle, will need to be processed as accounting journals in Workday, using unique journal source Payroll Accounting Adjustment Historical The following supporting documentation will be required to be uploaded with all Payroll Accounting Adjustment Historical accounting journal entries affecting grants: Retro Cost Transfer Justification Form (PDF version) For ALL manual payroll journals over and under 90 days. Copy of the effort reports, showing manually calculated distribution corrections providing %s for payroll and effort, accounting for salary over the cap and cost sharing effort, signed and dated by the Principal Investigator or Designee or Alternate Approver Expenditure Detail Report (GA Actuals) of salary & associated fringe benefit expenses posted against Oracle PTAO and requested to be transferred Workday Grant Budget Vs Actuals Report providing receiving grant budget balance Uncertified salaries charged to grants for the effort reporting periods may need to be moved to non-sponsored funding source/s
Effort Reporting-Future UVA has purchased two new Huron Suites: Employee Compensation Certification (ECC) and Medicare Time Entry Kick off meeting for implementation was on May 13th, attendees included Stewart, Vonda, Kelly Mays, Mike Priddy, Urmila; Augie Maurelli; Teresa Wimmer & Enterprise Application; Chris Divita from CACS; Med Center-Brian Wilmoth & Jennifer Soul Project timeline will be adjusted based on Workday implementation priorities ECC is replacing effort reports; UVA s preference is to stay with the current semi-annual schedule First round of ECCs will be generated in January-February 2023, certification for salary charges posted in Workday (post go-live)
Few Examples of Targeted Communication from OSP Dear Fiscal Contacts of Subawards, Due to conversion from Oracle to Workday, all payment vouchers and PO receipts must be entered by close of business on Friday, June 17, 2022. This email is being sent specifically to subaward fiscal contacts who have an outstanding receiving action for a subaward PO invoice. Please obtain and attach your PI approval to your receiver and finalize as soon as possible. Invoices that are not receipted by this date will be deleted in Oracle and reentered into Workday.
Few Examples of Targeted Communication from OSP Dear Research Administrators: As we are preparing for the transition to Workday s Grants Management system, we are requesting you to review all pending Recon@ reconciliations. Reconciliations are often produced to auditors as supporting documentation for departmental oversight of sponsored programs expenditures. OSP Post Award will move unreconciled costs when questioned or disallowed by the auditors. As such, it is critical that reconciliations are reviewed and approved by the PIs. For questions regarding terms and conditions of a sponsored award, you can reach out to the OSP Post Award Manager, assigned to your PI s portfolio. For questions regarding the Recon@ process, contact the ReconUVA Team at askfinance@virginia.edu. They will be able to assist you with: Assigning an Alternate for individuals no longer with the University Understanding the Recon@ Oversight reports Providing you access to the Recon@ UBI QlikSense module We appreciate your help in ensuring the reconciliation of sponsored programs. Thank you. OSP Post Award Accountant
