Each IT Works customer has a unique successful grant management success story to tell. What follows is just a sampling of our successful grant management customers. In all, there are over 300 successful IT Works installations throughout the US, Canada and Australia serving clients in each of the following categories:

  • Universities and their individual departments, divisions and centers
  • Schools of medicine, nursing, public, health, pharmacy, veterinary medicine, arts and sciences, and engineering
  • Community colleges
  • Research hospitals
  • Independent research institutes
  • Public school systems

Successful Grant Management: Re-budgeting faculty salaries in under two hours: From the Department of Physiology at a major state owned Medical School.

hour-glassThe Dean of the School of Medicine was in the final stages of recruiting a new chairman for the department. During the final negotiations, the School’s Dean of Administration gave the department two hours to identify additional grant funds in their existing state budget to be applied to the chair’s salary. Because the previous chairman had only stepped down to continue his research, the state-funded portion of his salary was not available.

The solution to this problem would require the university grant manager to quickly identify sources of cost sharing in the department’s state-funded positions that could be alleviated. The business manager solved this problem by using Department Manager Software from IT Works.

First, the Grant Module was used to produce reports that compared the effort individual faculty had committed to their grants versus what was actually being paid by the grants. Combinations of faculty and grants with significant levels of cost sharing were quickly identified. Effort reports from the Personnel Module were used to double-check the results. The Accounting Module was used to verify that the grant balances were sufficient to reduce the cost sharing. New salary distribution information was entered into the Personnel Module for the candidate. Existing salary distributions were ended for several faculty members. New salary distributions providing more compensation from grants and less from state funds were added. The Position Control report in the Personnel Module was used to verify that the necessary funds could be correctly moved to the new chairman’s position. All of this was accomplished in less than two hours. An offer could then be made to the chair candidate.

User-defined cost centers improve day-to-day operations of a business office: From the Department of Internal Medicine at a major Medical School.

The financial administrators of a Department of Internal Medicine were using fifteen accounts (funds) to pay for over two hundred special commitments made to department faculty. One accounting technician was available to balance the commitments. This problem was easily solved with Department Manager Software, because it allows both the official university account number and the commitment cost center to be entered in the same transaction. Thus, when the accounting technician balanced the fifteen accounts each month, the commitments were being balanced at the same time.

User-defined codes classify expenses for better management: From a Comprehensive Cancer Center.

graphicThe Department Manager Software Accounting Module is used in a Comprehensive Cancer Center to help center administrators classify expenditures based on cost criteria that help them manage the center. Codes had been established for different types of expenses. For example, a code was established to track photocopier expenses. Since copier expenses could be charged to numerous accounts and multiple object codes, (copier expenses can be charged to capital equipment, lease, service contract, and supply object codes) the official university account coding system was not adequate.

By adding one extra code to each purchase requisition, check request, or etc., these administrators are able to monitor areas of expenditures that are important to the center while maintaining compatibility with the university accounting system. By transferring Department Manager Software summaries of these expenditures to a graphics program, Cancer Center administrators are able to monitor expenditure trends from year to year.

Using reports developed for specific funding agencies: From an NCI Comprehensive Cancer Center.

As part of comprehensive grant management software, the Department Manager Software Grant Module is used at an NCI Comprehensive Cancer Center to help prepare their NCI Core grant applications. Center administrators have developed sophisticated coding systems that utilize the user definable category, program, research type, research area, and interactive fields of the database in order to track active and pending grants according to rules defined by the National Cancer Institute. Database reports, such as NCI Summary Form 2, Membership Lists, Tables of Existing/Pending Funded Projects, etc. that utilize these fields are printed annually and included in the NCI Core applications.