Office of Sponsored Programs Contact Availability

Research Administrators and Business Managers,

I'm writing to provide you an update on current events occurring in OSP that could impact customer response time over the next 60 days.  As many of you know, we are implementing an Accounts Receivable (AR) system. The system configuration/implementation has been under development for more than a year.  AR Go Live is projected for July 1, 2012, approximately 3 weeks away.  The initial impact on the departments will be minimal; the new Accounts Receivable Office and OSP will be conducting department training in July, and you will hear a great deal more about this in the coming weeks and months.

Please note that the workload impact of  AR Go Live will be significant for OSP and the AR Office.  There are significant up front training requirements for all staff in sponsored programs, and most will be out of the office for significant training periodically over the next 3 weeks.  On some days, 15+ OSP staff members may be out an entire day of training.

I am committed to providing departments and Management Centers with as much post-award support as possible during this transition period.  OSP Associate Directors and Administrative Managers will be monitoring email and voicemail primarily after hours and on the weekends. I would ask that you try to limit routine communications, and only escalate issues to OSP if they are high priority.  This will enable the leadership team in OSP to focus on immediate concerns until their role in implementing AR is complete.  Any urgent matters should immediately be brought to the attention of the OSP Associate Directors and/or me as appropriate.

I appreciate your understanding of the time commitment related to this system implementation.  Research Administration Continuous Improvement (RACI) has identified the AR process as very important to Duke University and to the departments, and we are committed to moving quickly to address the need for improved management of our receivables.  You will see additional training on revenue management in certain Financial Services classes, and throughout the RCC curriculum in the coming months.

As always I appreciate your cooperation in helping to make the implementation process as smooth as possible.  Please feel free to contact me at any time with questions or comments.

Jim Luther
Asst. Vice President, Financial Services
Research Costing Compliance Officer
Duke University
ph: 919-684-5723
fax: 919-684-8547