The IT Works Grants Management System is a module designed for the management and tracking of sponsored projects in higher education and research intensive institutions. It provides both pre and post-award monitoring functions and extensive reporting options for the management of an organization’s grant funding portfolio. Monitoring functions start during the proposal phases of the grant life cycle and continue through the award management and close out phases of funded projects. Proposal and award records are organized in user definable folders such as by status, agency, investigator, organizational unit, etc. and can be viewed via display screens arranged according to data type or functionality.
Filters and reports allow users to further organize and retrieve crucial information for answering questions like:
- How many of our pending grants may be awarded three months from now?
- Of these, which are competitive and which are non-competitive?
- Which are peer reviewed and which are non-peer reviewed?
- How does this break down by department, division, or Faculty member?
- How much committed effort does a faculty member currently have?
- How much funding does a scientist have?
- Which grants are ending next month?
- Where is the documentation for this grant located?
- How many grants were applied for or awarded last month? Last year?
- Which grants have IRB or IACUC approvals expiring next month?
- What research space is utilized by the grant?
- How much funding was received this year by investigator or organizational unit?
- Which subcontracts have not invoiced?
- Does the grant involve foreign travel?
- Which grants funded work that resulted in the generation of research publications?
- Who are the primary administrative and scientific contacts at the funding agency?
- When are our next financial and progress reports due?
Grants Management System Reports for Senior Administration
The Grants Management System includes extensive reporting capability for administrators and senior management. It allows users to select and display subsets of grant data in various summary, list, and table formats that can be printed or exported. The subsets of data can be selected and defined by numerous criteria parameters such as status, funding agency, award type, investigators, date ranges, user-defined codes, and more. Examples of report formats include:
- Grant Table Sorted by Key Personnel: This is an example of one of many reports that present proposal and award data in a tabular format. Table reports are designed to help monitor committed effort as well as an organization’s grant funding pipeline. Information is displayed landscape, in rows and columns for printing or export. This version includes the name and committed effort for key personnel on each project, the funding agency, budget and project periods, agency number, proposal number, GL project / account number, organizational unit (such as the department and division) housing the grant, as well as the direct and total costs for the current budget period. Information is grouped and subtotaled by key personnel. Other versions sort and group by status, funding agency, organizational unit, etc.; include additional columns such as CFDA, status, agency type, etc.; and display other budget numbers such as F&A and/or project period amounts. When generated from within the Grants Management System, the proposal number serves as link to the grant. View example.
- Grant Success Rate: This is an example of a report that is designed to help measure the productivity of senior staff and key personnel. It is similar to the Grant Table Sorted by Key Personnel except that funded and rejected proposals are grouped separately and the percent awarded is calculated as the individual’s success rate. View Example.
- Annual Format: This report is an example of several annual report formats. It includes the name of the lead investigator, funding agency, budget period, project period, and the direct, indirect, and total budget for each active grant awarded to an organization. View Example.
- Other Support: This report provides grant information needed for generating Other Support Pages (a.k.a. Current and Pending Support) for an investigator submitting an NIH (or other funding agency) grant. This example displays the agency number, principal investigator, title, description, project period, and total direct costs for the current budget period for each active, pending, and recently terminated grant. The report also displays the investigator’s total committed effort and information concerning any award overlap. Formats for NSF and other funding agencies are also available. View Example.
- Employees Supported with Cost Sharing Commitments: This report provides the salary, benefits, and effort for each employee supported by a user defined group of active or pending grants. The report also the amount of the salary, benefits, and effort cost shared for each employee. View Example.
Management of Supporting Documentation
The Grants Management System includes functionality for managing stored documents, i.e., it works like an electronic file cabinet. It allows users to attach multiple documents (such as the original grant proposal, the notice of award, budget forms, fund authority notifications, routing sheets, agency financial reports, and others) to individual grant records. Most industry standard formats (such as text, pdf, and spread sheets) can be stored. And, accessing them is easy. Just locate a grant by one of many search options (via investigator, title, agency number, proposal number, and more) and then press a display button to view the document. This electronic document storage provides quick access to documentation and eliminates paper and file cabinets.
Tracking Compliance Requirements
The Grants Management System includes compliance management functionality for both sponsored and internally funded research. It provides compliance tracking for research projects requiring regulation from the regulatory committees such as:
- Human Subjects (IRB)
- Animal Subjects (IACUC)
- Bio Safety (IBC)
- Radiation Safety (RSC)
- Chemical Safety (CSC)
- Stem Cell (HESC)
- Export Control, etc.
Multiple variables, including date submitted to the committee, approval date, expiration date, and protocol / committee id number are used for tracking the status of each research project. Additional information including project title, project start dates, principal investigator, and grant proposal number are also stored for each research project. Multiple protocols and multiple regulatory committee requirements may be assigned to individual grants funding the research. Supporting documentation (in PDF or MS Word format) such as application or scientific documents for the experimental protocols may be attached to the grant record. Compliance management reports notify users when grants and research projects have upcoming committee renewal and expiration dates.
The Grants Management System may also be used for tracking other issues as needed to meet specific institutional needs. Examples of other issues include:
- RCR Training Required
- Special Employee Types Involved
- Collaboration w/ Foreign Nations
- Specific Research (such as Cancer, or HIV related) Involvement
- Types of Animal Subjects (such as Vertebrate, Invertebrate, or Primates)
- Is Equipment Being Taken Off-Site
- Involves Foreign Travel
- Involves Special Construction Projects, etc.
Tracking Funding Agency Reporting Deadlines and Requirements
The Grants Management System tracks funding agency reporting requirements and reminds administrators and other key personnel of upcoming deadlines. Reports list upcoming due dates for reports such as progress reports, financial reports, final reports, etc. and an email alert system automatically notifies and reminds appropriate personnel of required actions. The email alert system is configurable in terms of notification schedules, frequency of reminders, and as to who receives the notifications.
The Grants Management System also records when reports are completed and stores a copy of them with the grant record, i.e., it also acts as an electronic file cabinet. Contact information such as address, phone, and e-mail is maintained for primary agency contacts, scientific contacts, department level contacts, and contacts with your office of sponsored programs.
Tracking Committed Effort
The IT Works Grants Management System tracks committed effort on active, pending, and terminated grants for investigators and senior staff. Effort can be recorded in both percentages and months. When effort is recorded in months, it can be stored in either calendar months or academic months. An internal calendar allows users to define the number of months in an academic year. When an academic year is selected, effort for a summer semester may also be recorded. The Grants Management System not only tracks total effort, but allows effort to be divided between award paid and cost shared or in kind effort. Various report formats including table other support pages (or current and pending support) are available for presenting effort information by investigator, grant, and grant status. Committed effort maintained in the Grants Management System is also available for use in the IT Works Effort Certification Solution.
Generating Other Support Pages / Current and Pending Support Reports
The IT Works Grants Management System is not only used for tracking existing grants but is also used to generate Other Support pages / Current and Pending Support pages as needed for new applications or proposals. A variety of standard formats including NIH, NSF, Modular, Table, and others are available. A criteria selection system allows these reports to be generated:
- for individual or groups of investigators
- listing active, pending, or terminated grants
- providing effort in percentages and/or months
- including direct and indirect costs
- to provide description, overlap, and modification statements as needed.
Other Support / Current and Pending Support pages may be exported to PDF, MS Word, and other standard file formats as needed. The Grants Management System greatly simplifies the proposal development process.
Tracking Research Publications
The IT Works Grants Management System provides functionality for tracking research publications generated by faculty and research scientists. It allows research administrators to link externally funded research projects to publications produced. Thus, the Grants Management System not only tracks publications by faculty or investigator but also tracks which research projects led to publications. It tracks the following information for each reference or publication:
- Publication ID
- DOI (Digital Object Identifier)
- Journal, Volume, Issue, and Pages
- Date published, and
The Grants Management System also links the publication to the grants that funded the research that resulted in the publication. This functionality allows administrators to track both funding agency and agency number for the grants that led to the research publication.
Producing Reports for NCI Cancer Centers
The IT Works Grants Management System is particularly useful for NCI Cancer Centers. In addition to the grant management features listed above, it tracks information specific to the management of NCI Cancer Centers. Examples include grant category (A, B, C), research area, and program usage. It also tracks whether research is interactive / translational, research lab types used (wet, dry, clinical trial, clinical research), and facility usage. The Grant Module maintains center membership information (Full, Associate, Adjunct, Participating, etc.) for research scientists as well as their research interest. It provides reports (such as Other Support Pages, Summary Form 2, and Center Membership Counts and Lists) that are designed for submission to the NCI as part of an NCI Cancer Center Core (P30) Grant. Table reports for pending and existing funded projects provide information regarding principal investigator, research funding source, grant number, project period, title, effort, research type, program, current direct costs, and total funding. When combined with other IT Works Software Modules, the Grants Management System becomes the central software solution for Cancer Center management.
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