When it comes to a college accounting system, sponsored programs administrators in colleges and universities operate in a demanding financial and regulatory environment. Today they are often forced to meet these demands with limited staffing and use ERP and other internal systems that were designed for other business purposes. Since 1987, IT Works has been working with administrators at small to mid-size colleges and universities to overcome these obstacles. We have developed a comprehensive grant and financial management solution with the power and flexibility to tackle the most complex environments while maintaining the affordability required by small, predominately undergraduate institutions.
As a complete college accounting system, College Administrator is IT Works’ solution for Sponsored Programs, Contracts and Grants Management, and Compliance Offices. It provides both the core functional requirements and technological architecture needed for successful implementation and operation in higher education institutions and its flexible design integrates with industry standard general ledger, human resources, and ERP systems to meet the needs of both pre and post award offices.
College Administrator Highlights
- Alleviate compliance burdens
- Improve administrative efficiency and quality control
- Manage faculty commitments on sponsored programs and academic appointments
- Track funding on pending proposals and active awards
- Organize documentation to facilitate audits
- Monitor internal and agency reporting deadlines and compliance requirements
- Streamline effort certification and reporting
- Control budgets and manage project expenditures
- Deliver easy to interpret reports to faculty and senior management
- Encumber projected personnel costs by grant budget period
- Manage and roll up data by division, college, or department
- Interface to business finance and payroll systems
For comprehensive college accounting system features, College Administrator includes modules for grant tracking and management; post award accounting and financial reporting; human resources management; effort certification and reporting; recharge center billing and management; and research space and asset management. Modules can be operated independently or combined to provide a comprehensive management system.
Grant Tracking and Management
The College Administrator Grant Module is designed for the pre and post award management of active and pending contracts and grants. It allows quick access to important information and provides reports for sponsored programs administrators, senior college and university management, faculty, and project managers.
Post Award Accounting and Financial Management
The College Administrator Accounting Module provides post award accounting functions for contracts, grants and hard money such as state funds, endowments, etc. It is designed to supplement an institution’s general ledger system with improved reporting and encumbrances of F&A and projected personnel costs. Numerous benefits include improved management of budgets that overlap fiscal years, financial reporting for senior management, and an interface for faculty that requires virtually no training.
The College Administrator Personnel Module is designed for the management of all college and university employees including faculty, post docs, staff, and students. It tracks total salary and salary distributions for both sponsored programs and academic requirements. When implemented with the College Administrator Accounting module, it supplies information for generating projected salary and benefit costs encumbrances.
Effort Certification and Reporting
The College Administrator Effort Certification Module automates and improves the effort certification and reporting process. It provides administrators with the necessary controls needed for institutional oversight and certifying employees with a streamlined interface for quick signoff.
Recharge Center Billing and Management
The College Administrator Facility Management Module is designed for institutions with shared research facilities otherwise known as recharge centers or charge back centers. It improves facility billing, collections, and management.
Research Space and Asset Management
The College Administrator Space and Asset Management Module aides in the management of research space allocations to faculty and basic science departments. It records the square footage, ownership, and usage information for research, teaching, and administrative space. When implemented with the College Administrator Grant Module, it reports ratios of grant funding and space allocation by faculty or organizational unit.
System Implementation, Training and Support
IT Works not only provides software solutions, but the necessary project management, technical, and software development experience required to successfully implement and support College Administrator in the most complex higher education environment. We provide senior project management personnel with experience using our products in higher education. Our key strengths include agile responsiveness to customer requests, the ability to navigate through roadblocks impeding project progress, and a proactive project management philosophy that continually evaluates key performance factors in order to minimize risk.
College Administrator is implemented in phases that include planning, installation and configuration services; testing and user training; and technical support. Implementation plans are customized to meet the needs of individual organizations and data may be preloaded from existing systems. Our customer support team provides user support, assists with IT support, and helps install product upgrades.
Contact us for more information.