Other Research Administration Training

 


 


Navigating Master Data Quick Reference Guide

This quick reference guide provides an overview of master data field found within SAP transaction CJ03. These data fields are associated with each WBSE.   (Last Modified 06/10/16)
Format: Reference/Handout
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Management of Late Activity Notifications Quick Reference Guide

This quick reference guide provides an overview of late activity and details how to manage the associated notifications.   (Last Modified 06/03/16)
Format: Reference/Handout
To View:
View Guide (pdf)

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Estimated Project Balance Quick Reference Guide

This quick reference guide details the process to calculate an approximation of the expected final financial bottom line for a project, and includes all transactions expected to post to the ledger for the project. The Estimated Balance Calculator referenced in Related Materials can be utilized to assist with the consistent calculation and management of estimated project balances (based on total costs, including both direct costs and F&A) at both the individual WBSE and overall project-level.
Format: Reference/Handout
To View:
Related Materials: Estimated Balance Calculator (webpage)

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No-Cost Extension: SPS Web Request Form Quick Reference Guide

This guide provides more information about the NCE Request Form in SPS Web and details the submission, review and verification steps.
Format: Reference/Handout
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No-Cost Extension Checklist and Procedural Guidance

The checklist provides a general list of questions and actions that Grant Managers should review and complete when requesting a NCE.
Format: Reference/Handout
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View Handout (pdf)

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No-Cost Extension Checklist Video

No-Cost Extension Checklist Video
Format: Online Training
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Late Activity Guidance

In order to meet the expectations associated with clean close, the prevention of late activity is of paramount importance. The Late Activity Guide is supplemental guidance intended to aid the Duke community with the transition to operating in a clean close environment.   (Last Modified 06/21/16)
Format: Reference/Handout
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Grants Management Tab – General Navigation

This on-demand, online course offers grants managers a navigational overview of the Grants Management Tab available in Duke@Work.
Target Audience: Grants Managers and others who work with Sponsored Research
Format: Online Training
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Grants Management Tab – Closeout Tools – Closeout Tasklist Utility

This on-demand, online course offers those working with sponsored projects a comprehensive overview of how to closeout a project using the Closeout Tasklist Utility. Videos in this offering will cover:
  • How to navigate in the Tasklist
  • How to create a Tasklist
  • How to work in a previously created Tasklist
  • How to submit a Tasklist
Videos in this course include a demonstration of how to perform actions on all aspects of the Closeout Tasklist.
Target Audience: Grants Managers and others who work with Sponsored Research
Format: Online Training
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Grants Management Tab – Creating a PI Attestation

This on-demand, online course offers grants managers specific instructions, guidance, and a demonstration of how to create a PI Attestation.
Target Audience: Grants Managers and others who work with Sponsored Research
Format: Online Training
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Grants Management Tab – Approving a PI Attestation

This on-demand, online course offers PIs and grants managers who support them with instructions, guidance, and a demonstration of how to approve a PI Attestation.
Target Audience: PIs and other who support PI with research administration
Format: Online Training
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Closeout Tools: Closeout Guidance Documents

Quick Reference for Navigating the Grants Management Tab, Closeout Tasklist Utility, PI Attestation, Obligations Worksheet, Management Form Overview, Image Retrieval Tool, Sponsored Research Reports, Reports, Workflow Overview, PI Attestation Approval, Closeout Form Approval, Enhanced CONS, and Integration of the Closeout Tools   (Last Modified 05/08/17)
Format: Reference/Handout
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View Handout (pdf)

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Closeout Tools: Closeout Form Approval Quick Reference Guide

Closeout Form Approval Quick Reference Guide   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Workflow Overview Quick Reference Guide

Closeout Tools Workflow Overview Quick Reference Guide   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: CONS Quick Reference Guide

The Closeout Notifications System (CONS) indicates which closeout documents are required for a WBSE and their submission status. Closeout document requirements can be viewed via the CONS Report on the Grants Management tab, or via SAP using transaction code ZG53_EC.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Image Retrieval Tool Quick reference Guide

The Image Retrieval Tool provides access to completed and imaged documents. Items will only appear in this tool once fully approved. The imaged form can be pulled up via a variety of criteria, but the steps below detail the most effective method for returning imaged forms.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Integration Document

Integration Document   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Management Form Overview Quick Reference Guide

The Management Form Overview provides details of the status of forms submitted by the user including: what is still in progress, the workflow steps completed and those still pending approval. Alternatively, once the form is approved the Image Retrieval Tool can be used to display completed workflow approvals.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Navigating the Grants Management Tab Quick Reference Guide

The Duke@Workportal provides valuable tools, resources and reports for managing sponsored projects via the Grants Management tab.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Obligations Worksheet Quick Reference Guide

The Obligations Worksheet is required for all applicable NIH institutional training grants, even if there are no appointments and associated obligations that extend beyond the budget period.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: PI Attestation Approval Quick Reference Guide

PIs approve a PI Attestation through the Universal Worklist in Duke@Work. The Attestation confirms the financial and technical integrity of a sponsored project.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: PI Attestation Quick Reference Guide

The PI Attestation enables the PI to attest to the financial and technical integrity of a sponsored project . The PI Attestation cannot be saved as draft.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Sponsored Research Reports Quick Reference Guide

Sponsored Research Reports Quick Reference Guide   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Closeout Tools: Tasklist Form Quick Reference Guide

The Closeout Tasklist Utility is the central location for all actions involving the Closeout Tasklist form. Generation, edits and submission of the tasklist is managed via this utility.   (Last Modified 05/08/17)
Format: Reference/Handout
To View:
View Handout (pdf)

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Pre-Award: Office of Research Support (Campus)

The Office of Research Support (ORS) offers training on pre-award and compliance topics, such as Finding Funding and Introduction to Export Controls, for Campus grant managers/research administrators. ORS also holds Grant Manager Meetings to provide regulatory updates, agency updates, internal processes and other information pertinent to campus departments. Training offered by ORS counts as RCC continuing education credit.
Duration: 3 hours
Format: Classroom Training
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Pre-Award: Office of Research Administration (Medical Center)

The Office of Research Administration (ORA) offers various training opportunities for the School of Medicine (SOM) grant managers/research administrators on pre-award and electronic research administration topics, such as Sponsored Projects System (SPS), Grants & Contracts 101 and 201, eSubmissions, eSNAP and Other Support. ORA also holds quarterly Research Administrator Meetings to provide regulatory updates, agency updates, internal processes, and other information pertinent to the SOM departments. Training offered by ORA counts as RCC continuing education credit.
Prerequisite(s): 1. Introduction to Duke Accounting and Business Practice
2. Introduction to Duke G/L Accounts
Duration: 3 hours
Format: Classroom Training
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Faculty Projection and Reporting Tool for Grants Managers and Business Managers

This course offers instruction on the steps for using the Faculty Projection and Reporting Tool, as well as a discussion about the business processes driving the tool and how the tool may be used in support of Faculty serving as the Principal Investigator for sponsored research and / or who may have Startup funds. For those with access to the tool, this is a hands-on computer session. The emphasis of this class is placed on the process of providing projections for Research related cost objects/funds based on your Faculty's preferences.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Grants Managers, Business Managers, or other staff who would like to learn about what the Faculty Projection and Reporting tool offers and how it may be used to support their Faculty who serve as Principal Investigators for sponsored research and/or have Startup funds.
Prerequisite(s): 1. University Reporting: Sponsored Projects
2. Basic understanding of the projection process currently used in your department and experience providing financial support to your Faculty who are Principal Investigators.
Duration: 4 hours
Format: Classroom Training
To Register:
Related Materials: Projection and Reporting Tool Guide (webpage)
How to Access This Training in Duke’s LMS (pdf)

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Sponsored Projects Web Reporting

This course provides instruction on using web tools found in the Duke@Work Portal to manage sponsored research projects. The course is designed to provide hands-on training on running reports relevant to faculty support, project management, and project closeout. Please come prepared with a few WBSE’s, a BFR, and the DUID of a faculty member you support in order to run reports for your own codes and faculty.

The course includes an assessment (quiz) and evaluation in support of Research Costing and Compliance training. Those participants that complete the post class evaluation and pass the assessment with at least an 80% will earn 1 continuing education credit towards the RCC annual continuing education requirement.
Target Audience: Anyone who works with Sponsored Projects and has attended the University Reporting: Sponsored Projects class.
Prerequisite(s): 1. SAP University Reporting: Sponsored Projects
2. Access to the Grants Management tab on Duke@Work
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: Advanced Sponsored Projects Reporting User Guide (webpage)
How to access SAP Advanced Sponsored Projects Reporting in Duke LMS (pdf)

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SAP Non-Salary Cost Transfer ZF418 Quick Reference

Quick report reference
Format: Reference/Handout
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AP Check Request Approval for Subrecipient Final Invoices Quick Reference Guide

This quick reference guide describes the AP Check Request (eCR) process for subrecipient final invoices and provides the key indicators and warning messages identifying ON-TIME and LATE subrecipient invoices. The guide also details the decisions and actions needed to process the request. Appropriate actions will be determined by your departmental policy.   (Last Modified 01/07/16)
Format: Reference/Handout
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Payroll Access Training for Grant Managers - New GAPs and Tools: Classroom

An overview of new Payroll Access GAPs & technology, ensuring Grant Managers direct access to pertinent data.

The class reviews:
  • Tools/Reports in Duke@Work, including selected iForms, NEW Weighted Average Report, NEW Employee Data Search and NEW Institutional Base Salary
  • NEW GAPs: 200.171, Cross Organizational Unit Payroll Management on Sponsored Projects; and 200.172, Payroll Access for Effort Management on Sponsored Projects
  • Roles & Responsibilities/Best Practices to ensure compliant effort management through life of project with effort discussions re: cross-departmental, Centers/Institutes, Parent/Child
  • Guidance on escalation process for resolving cross-departmental payroll issues
  • Enhancements improving payroll actions and iForms efficiency
Due to the content, it is strongly advised that GMs with limited to no iForms experience view Payroll Access Training for Grant Managers - Online iForms Overview - Video prior to attending (available via LMS).
Target Audience: Grant managers
Duration: 2 hours
Format: Classroom Training
To Register:
Related Materials: Grant Manager Guide (webpage)
Quick Reference (webpage)

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Payroll Access Training for Grant Managers - Online iForms Overview: Video

This on-demand, online course offers grants managers a comprehensive overview of the iForms available to grant managers through Duke@Work. Participants will view videos focused on the following iForm transactions:
  • Requests of Cost Distribution Changes
  • Manual Salary Cost Transfer
  • Supplemental Payments
  • iForms Overview – used to view the status of the iForm
Videos in this course include a demonstration of how to execute each iForm while providing general guidance on iForm payroll transactions and associated business processes.
Target Audience: Grant managers
Format: Online Training
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Payroll Access Quick Reference

The Payroll Access Quick Reference provides guidance for individuals using the Effort and Payroll Tools and Reports in the Grants Management Tab of Duke@Work.   (Last Modified 08/28/15)
Format: Reference/Handout
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View Handout (pdf)

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Workflow Status Reports Quick Reference Guide

This quick reference guide provides an overview of the Workflow Status Reports, including reports generated by cost object or BFR/Organizational Unit.
Format: Reference/Handout
To View:
View Handout (pdf)

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Research Administrator Resources Quick Reference Guide

The Resources Quick Reference Guide provides information, tools, and contacts used routinely by research administrators in a concise, consolidated format. Topics covered include an overview of Duke research-related accounting codes, commonly used transactions and reports, research-related offices, and more.
Format: Reference/Handout
To View:
View Handout (pdf)

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SAP University Reporting: Sponsored Projects

This course focuses on how to run, navigate, and understand reports for Duke University Sponsored Projects. The course is taught in the SAP Production client. New custom reports are included, as well as line item detailed reports. Printing and exporting reports to Excel is covered. While the drill down process is covered, the details on documents are not included in this class. To gain the most benefit from this class:
  1. Be certain you can log into SAP (using your own User Name and ID).
  2. Please bring a few Cost Objects (Fund Codes) specific to this course that you can use.
Registration for this session will be handled through Duke's Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Prerequisite(s): 1. SAP User Name and Password
2. Introduction to SAP at Duke
3. Introduction to Duke Accounting and Business Practice
4. Introduction to Duke G/L Accounts
Duration: 4 hours
Format: Classroom Training
To Register:
Related Materials: University Reporting-Sponsored Projects User Guide (webpage)
How to Access This Training in Duke's LMS (pdf)

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National Council of Research Administrators (NCURA)

The National Council of Research Administrators website offers education programs including Conferences, Traveling Workshops, and Online Presentations. Review their website for more information.
Format: Online Training
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SRA International [North Carolina Chapter] Training Opportunities (NCSRA)

The SRA International North Carolina Chapter Website (NCSRA) website offers many training opportunities including Certificate Programs, seminars and more. Please review their Learning & Professional Development website to learn more.
Format: Online Training
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SRA International [Southern Section] Training Opportunities (SRA)

The SRA International Southern Section Website (SRA) website offers many training opportunities including Certificate Programs, seminars and more. Please review their Learning & Professional Development website to learn more.
Format: Online Training
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Research Administrators Certification Council Training Materials

The Research Administrators Certification Council website offers the Handbook for Candidates, Online Practice Test & Application for Examination as well as additional certification resources. Please review the website for more information.
Format: Online Training
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MyResearch

MyResearch is a website accessible to all faculty through the Duke@Work self-service website that offers consolidated access to Duke-sponsored research administration systems, key reports on research activity and remaining account balances, and links to important websites.
Format: Online Training
To View:
Related Materials: Grants Management Guide for MyResearch Reports (webpage)

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Certified Research Administrator Exam Prep Study Group (CRA Study Group)

Research Costing Compliance (RCC) hosts a semi-annual CRA Study Group for those persons interested in taking the Certified Research Administrator exam administered by the Research Administrators Certification Council (RACC). CRA Study Group participants who attend all of the sessions will receive 2 continuing education credits towards maintaining their RCC/RAA/AGM/RAI certification(s). Partial credit, or one credit, will not be given.

The Fall 2013 issue of In Focus (pdf), RACC's semi-annual newsletter, featured an article about Duke's CRA Study Group and its success.

For more information on the exam, please visit: http://www.cra-cert.org/.
Target Audience: Please note that seats are reserved for only those who qualify to sit for the CRA exam. A pre-registration form is required for participation in the study sessions. Registration for these sessions open starting in June and November of each year.
Duration: 2 hours
Format: Online Training
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SAP Advanced Sponsored Projects Reporting

This course covers more advanced ways to use the tools and reports initially taught in the University Reporting Sponsored Projects course, as well as additional tools and reports available in SAP and SAP Business Warehouse. This course also exposes participants to other web reporting tools available on Duke@Work to support Principal Investigators and Grants Management functions.

Registration for this session will be handled through Duke’s Learning Management System (LMS). The LMS is accessible by using the Duke@Work portal and accessing the My Career > My Learning tab. See "Related Materials" for further details.
Target Audience: Anyone who works with Sponsored Projects and has attended the University Reporting: Sponsored Projects class and has working knowledge of SAP Business Warehouse.
Prerequisite(s): 1. SAP University Reporting: Sponsored Projects
2. Access to SAP as well as the Grants Management tab/role on Duke@WORK
Duration: 4 hours
Format: Classroom Training
To Register:
Related Materials: Advanced Sponsored Projects Reporting User Guide (webpage)
How to Access This Training in Duke's LMS (pdf)

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