Research Admin September 2022 Update


The Research Administration Strategy Team continue to make great progress in the Architect Stage of the Workday implementation.

In August, the team completed its Playback sessions covering award setup, modifying an award, and effort reporting (UW comprehensive campuses only). The Playback sessions were an opportunity for the ATP team to share information about future-state business processes and demo Workday to our stakeholders, as well as to collect stakeholder feedback.

The Research Administration Workday team is also working on several design and implementation tasks, such as conversion mapping, reporting requirements, and configuration details. A host of additional processes are on the radar for design in September:

  • New Sponsor Setup and Changes (not contacts)
  • Cost Share Set-up and Changes
  • Sub Award Set-up/Shared Grant Setup and Mods
  • Bill Schedule and Award Task Setup
  • Re-Budgeting Requests
  • Reprocess Award Costs
  • Letter of Credit Draw
  • Cost Reimbursable Batch Billing
  • Prepaid Billing
  • Ad Hoc Billing
  • Award Final Review/Invoicing/Reporting
  • F&A Adjustments
  • Closeout
  • Sponsor Payment Processing/AR Application
  • Sponsored Aged AR and Collections
  • Sponsor Refunds
  • Residual Transfers
  • Clinical Trial Setup and Mods
  • Clinical Trial Billing
  • Clinical Trail AR and Collections
  • Clinical Trail Payment Processing

RAMP – Research Administration Modernization Project

Grants & Agreements

August was yet another busy month for the G&A Design Team working on the UW–Madison implementation. Since the last update, the team has been successfully navigating the design of the future system by completing or starting 9 of 11 design iterations. Design cycles to date:

  • Completed: Iteration #1 – Single Sign-On / HR data feeds
  • Completed: Iteration #2 – Proposal Configurations and Workflow
  • Completed: Iteration #3 – Award Set-Up Process
  • Completed: Iteration #4 – Award Modifications
  • In Progress: Iteration #5 – Agreements
  • In Progress: Iteration #6 – Complex Proposals
  • In Progress: Iteration #7 – Integrations with IRB/IACUC/Safety/COI
  • In Progress: Iteration #8 – Data Conversion
  • In Progress: Iteration #9 – PeopleSoft Integrations

Change Management

As a reminder, the team is partnering with Research and Sponsored Programs at UW–Madison to provide you with the necessary training and project resources. For a sneak peek of what’s coming, please visit ATP/RAMP – Learning Videos and Resources. The team is planning the next sneak peek session and will also be presenting at the 2022 Symposium for Research Administrators. Watch for more details soon.

In August, the team put out a call for naming suggestions of the new Huron Research Suite Grants and Agreements modules being implemented. We received many suggestions, and after review by the ATP Research Administration governance committee, the name RAMP – Research Administration Management Portal was selected. This differs slightly from the name of the project but made the most sense to ensure consistency. Thanks to everyone who shared suggestions!

Employee Compensation Compliance – NOW LIVE!

The UW has upgraded the Effort Certification and Reporting Technology (ECRT) system to the newer Employee Compensation Compliance (ECC) module. Coupled with the upgraded technology, the UW has transitioned away from traditional effort reporting to a project-based payroll certification approach that is easier and less burdensome. ECC was officially launched on August 1.

Key ECC Dates

  • August 1: “Pre-review” period opened for coordinators
  • November 1: “PI Certification” starts

ECC Resources for UW–Madison and UW-Milwaukee

Visit the above Research and Sponsored Programs page often to see additional training materials.

Training for Certifiers (PIs)

Training is mandatory for all certifiers and must be completed before completing any certifications. The team is providing both on-demand and live training sessions.

  • On-demand: 15-minute training video – Register
  • Live Zoom training session: September 13, 2022 – Register

Financial Forecasting – NOW LIVE!

A common question the team gets is “Who will use this tool?” The current plan is to implement Financial Forecasting for primary use by the UW–Madison Budget Office and Vice Chancellor for Finance and Administration (VCFA) units. Now that this tool has gone live, however, its use outside of central administration is being assessed, and further rollout across the UW-Madison campus is being analyzed.

Export Control

This implementation will start in October, and plans to kick off this part of the project are being developed. The rollout of this dedicated export control functionality is expected to occur in conjunction with the UW–Madison Grants and Agreements modules.