RAA Central Finance Learning Track

Overview

Provides foundational training on the components of research administration at Duke with a concentration in post-award management for central offices. Emphasizes monitoring, reporting, procurement, and accounts receivables for federal and non-federal portfolios.

► ONLY FOR EMPLOYEES IN FINANCE CENTRAL RESEARCH OFFICES

Phase 1: Onboarding (Online Modules)

Duke Way: Account & Financial Basics  Duke Way: Research Administration

Duke Way: Research Administration Systems Duke Way: Professionalism

Phase 2: In-Depth Courses

Accounts Receivable: Reportable Projects Award Setup Process Communication is Key Costing & Sponsored Projects Intro to Budgeting Basics Intro to Regulatory Compliance Managing Effort

Navigating Sponsor Documents Post-Award Management 1 Post-Award Management 2 Procurement on Sponsored Projects Project End & Closeout Proposal Development Concepts

 

Course Details

Phase 1: Onboarding Online Modules

Duke Way: Accounting & Financial Basics @ Duke

• Understand and define basic accounting terms and key principles
• Demonstrate the role of accounting in research administration
• Identify the financial responsibility structure at Duke
• Recognize the accounting tools and processes used in research administration at Duke
• Interpret the hierarchy of designations used by Duke in SAP
• Understand how features of research administration are translated to SAP

Duke Way: Research Administration @ Duke

• Understand the who, what, where, when, why, and how of Research Administration @ Duke
  • Explain the regulatory environment that drives research administration and compliance at Duke
  • Identify compliant costing of sponsored funds based on regulations and sponsor guidance
  • Describe Duke's oversight structure and central offices
  • Locate common research administration facts and figures 
  • Identify sponsored projects-related procedures

Duke Way: Research Administration Systems @ Duke

• Explore the role of systems in research administration processes
• Identify key systems used in research administration at Duke 
• Explain the functions of research administration systems 
• Identify system owners, offices, and resources that support research administration systems

Duke Way: Professionalism in Research Administration @ Duke

• Recognize the major components of professionalism in research administration
• Understand the role that professionalism plays in research administration at Duke
• Identify strategies and techniques to demonstrate professionalism

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Phase 2: In-Depth Courses

Accounts Receivable: Reportable Sponsored Projects

Suggested Order: None

Learning Objectives

• Understand the Accounts Receivable (A/R) process for reportable projects
• Gain knowledge about reports and tools to track Accounts Receivable
  • Sponsored Programs Accounts Receivable One Line Summary (ZF109AR)
  • Aged Debt Report (ZFAR003)
  • Customer Line Item Display (FBL5N)
• Interpret the comments from Corporate Accounts Receivable regarding collections

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Award Setup Process

Suggested Order: None

Learning Objectives

• Describe the transition from pre-award to post-award
• Identify key players and their role in the transition from pre-award to post-award
• Describe the Just-in-Time process
• Explain the process for modifying a project budget
• Respond appropriately to sponsor requests
• Identify special terms and conditions in a Notice of Award
• Utilize existing reports to ensure accurate and thorough award setup

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Communication is Key

Suggested Order: None

Learning Objectives

• Describe why communication is important to research administration
• Compare and contrast communication modes and methods
• Choose effective communication strategies for your audience
• Recognize your strengths and weaknesses in communication
• Identify ways to communicate more effectively
• Identify aspects of clear and concise written communications
• Develop a team environment to enhance collaboration
• Prepare for difficult conversations

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Costing & Sponsored Projects

Suggested Order: None

Learning Objectives

• Discuss the governing concepts behind how we treat costs on external funding
• Describe how costs are defined and categorized into direct and indirect costs
• Define the cost principles established in Uniform Guidance and how they dictate the appropriateness of costs
• Explain what Cost Accounting Standards are and why such costs must be treated in a certain way
• Identify the connection between all costing actions and the need for proper documentation and justifications

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Intro to Budgeting Basics

Suggested Order: Before Post Award Management 1 & 2

Learning Objectives

• Identify types and components of budgets
• Describe Modified Total Direct Costs and Total Project Costs 
• Identify and calculate effort and salary request amounts
• Identify and apply fringe benefit rates 
• Explain cost sharing and how it impacts a sponsored project budget and award
• Use sponsor guidance to calculate capped salary requests on projects
• Explain the importance of accurately budgeting for non-salary expenses

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Intro to Regulatory Compliance

Suggested Order: None

Learning Objectives

• Identify the regulated activities and materials frequently associated with research
• Obtain a general familiarity with the general concepts and processes governing regulated activities in research
• Recognize the role of research administrators in regard to research subjects, regulated substances, conflict of interest, and export control
• Understand where to find expertise on these topics to obtain accurate guidance and ensure compliance 

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Managing Effort

Suggested Order: Before Post Award Management 1 & 2

Learning Objectives

• Understand the basic principles of effort and effort management
• Describe the processes used at Duke to manage effort distributions and certify committed effort
• Correctly calculate and submit effort amounts for proposals, budgeting, and cost distributions
• Identify when prior approval is needed for some effort changes
• Conceptualize how best practices for compliant effort management look in day-to-day grant management

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Navigating Sponsor Documents

Suggested Order: None

Learning Objectives

• Gain universal skills to navigate documents & communications
• Identify the goal and purpose of written content 
• Establish how to present that information to others 
• Explore the different methods to engage with complex content
• Learn helpful annotation and reading tips for improved efficiency
• Explore working with sponsor guidance documents and other types of written information

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Post-Award Management 1

Suggested Order: After Intro to Budgeting, Managing Effort

Learning Objectives

• Define key elements of award & project management
• Identify key GAPs that drive award management processes
• Explain how to monitor spending on sponsored projects
• Discuss the process of reconciliation of transactions on sponsored projects
• Describe when and how to rebudget on a project
• Describe the workflow of award management transactions at Duke
• Identify SAP and Duke@Work tools to assist in award management

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Post-Award Management 2

Suggested Order: After Intro to Budgeting, Managing Effort
Instructors: Megan Tirpak

Learning Objectives

• Identify changes to projects that require sponsor approval
• Recognize the standard types of Prior Approvals
• Develop appropriate justifications for needed project changes
• Follow official methods of communication with sponsors
• Explain the types of circumstances that require a rebudget
• Utilize the appropriate rebudgeting processes and tools
• Identify and justify circumstances that support a No Cost Extension (NCE)
• Recognize the process for NCE requests using the appropriate Duke systems

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Procurement on Sponsored Projects

Suggested Order: None

Learning Objectives

• Properly classifying individuals as employees or independent contractors
• Describing the importance of GL accounts
• Differentiating the different methods of procuring goods and services
• Identifying the appropriate use and operational procedures associated with different procurement methods
• Explaining the role of Grant Managers in the procurement process
• Recognizing situations that may be concerning to auditors

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Project End & Closeout

Suggested Order: None

Learning Objectives

• Explain when closeout begins in the project lifecycle
• Define closeout and the Duke processes
• Outline expectations for project closeout at Duke
• Use available tools to complete a compliant closeout
• Recognize the consequences of an untimely or incorrect closeout
• Locate key contacts and resources regarding closeouts

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Proposal Development Concepts

Suggested Order: None

Learning Objectives

• Explain basic terminology, concepts, and components of sponsored research proposals
• Identify types and sources of funding 
• Locate and apply sponsor guidance to proposal development
• Describe the major components of a proposal
• Differentiate between various budget expenses and categories
• Explain how compliance is integrated into the proposal
• Identify proposal considerations 

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