EFS: SP Forum

Sponsored Projects Administration

Sponsored Financial Reporting

Enterprise Financial System

EFS-SP Conversion

Sponsored Projects conversion is very complex; we are converting data from several systems (CUFS, EGMSi, JDE) and sometimes in the same conversion script.  The conversion scripts have to happen in a specific order and some scripts have same dependencies on previous conversion scripts.  Below is a summary of the conversion scripts that will impact the academic departments the most.  The conversions described below take place between June 21th  and June 30th  unless otherwise noted.

• Customer (Sponsor) Conversion
• Sponsors with active awards and submitted/active proposals will convert

• Principal Investigator
• Principal Investigators with active awards and submitted/active proposals will convert

• Awarded Proposals
• Active awards will convert into GPC.  Families convert together, meaning if there is a parent and three children and two of the children are inactive in CUFS, the entire family including the inactive orgs will convert in to GPC. 
• SFR is still closing out, inactivating and setting sponsored orgs to purge.  When SFR inactivates and sets an account to purge on the GDES table, the REPORT DATE is changed to the last day of the next month, the CLOSING DATE to the last day of the next fiscal year and the STATUS field to I.  Only those accounts that have a date in the closing date 6/30/2008 or greater will convert into GPC.  SFR will continue to close out as many accounts as possible until June 20th.

• Awarded Proposal Budgets
• Budgets on the awarded proposals (that are converted in the previous bullet)  will convert into GPC.  The BPOs and the team have reviewed the new Chart of Accounts and identified which “budget only” categories are allowable on Sponsored Projects.  Through the mock conversions we identified a handful of projects that have budgeted and expended in objects that are unallowable objects/expense accounts and we have contacted the department for further justification and either had the budget/expenses removed, corrected, or moved to a more appropriate expense object. 
• Also during mock conversions we identified projects with budget and expenses in expense object that no longer exist (removed from the current COA), since these “old” expense objects no longer exist, the budget and corresponding expenses would not convert if not moved to existing expense object.  For larger amounts and situations where an existing object was not easily identifiable, we contacted the academic department. 

• Submitted Proposals
• Proposals that are in submitted status but are not yet awarded will convert to GPC.  The conversion will create a skeleton proposal record in GPC for tracking purposes.

• Award Profile
• The data is pulling from EGMSi, JDE and CUFS to populate the various tables and fields in GPC; Terms and Conditions, Award Modifications, Award Type, Sponsor Award number, Grant Administrator, Milestones (non financial, for example, PI reports and deliverables, invention reports, etc.).

• Update Contract
• This conversion will populate the contract with billing and reporting terms and conditions; invoice/report type, billing/reporting events (how often we need to report/invoice), SFR Accountant, revenue recognition type, etc.

• Project Resource Detail
• All transactions that have hit the sponsored account as of the period 12 close (expense, budget, encumbrance, etc) will convert into the Project Resource table.  This is millions of rows of data and is scheduled to take place July 3 –July 7.

• Program Income and TIP
• Program Income and TIP transactions will be converted manually the week of July 7th.

•  Revenue Adjustments
• With the implementation of PeopleSoft, the University is changing the way we recognize revenue on sponsored accounts.  For rate based awards (awards where we invoice based on expenses), we will recognize revenue as we expend.  For amount based awards (awards where we invoice based on deliverables or the passage of time), we will recognize revenue when the invoice is generated.  Today we recognize revenue on sponsored accounts as expenses are incurred for all sponsored accounts.  Revenue adjustments are necessary once we go live with EFS for those accounts that are amount based.  The conversion adjustments will take place after  July 7th and before July 31st.

•  Open Invoices
• All open or unpaid invoices in JDE will convert

• Sponsored Unapplied and Unidentified payment
• Sponsored unapplied and unidentified payments will be converted manually after the week of July 7th.