UDFS Phase II Issues Log -- Abbreviations: A/R-Billing Team = ARBT; Asset Management Team = AMT; Grants Team = GT; Facilities/Projects Team = FPT; Technical Team = TT; Communications Team = CT; Reporting Team = RT; Crestone Consultants = CC; Information Technology Steering Committee = ITSC; Executive Steering Committee = EST; Executive Committee = EC; Not Applicable = N/A
Team Name                       or other identifier:			GRANTS
#	DATE (Submitted)	MODULE (Abbreviate)	ISSUE                                                                                   (If abbreviations are used add definition above)	OWNER (Name(s) of who will resolve)	PRIORITY (High, Medium, Low)	COMMENTS                                      (If abbreviations are used add definition above)	DATE                  (Issue Resolved)	ISSUE RESOLUTION                                                                                                                                           (If abbreviations are used add definition above)
1	10/17/03	GRANTS/ GLOBAL	Data Input directly into FIPRD -versus- use of Webforms or ??		H	1.  Phase I approach: Input into RPT to then update PRD	00/00/00
2	10/17/03	GRANTS/ GLOBAL	Should we use Commitment Control? If so, what level of commitment control?		H	1.  More of a Departmental Issue                                                      2.  OVPR closeouts would be interested in being able to control charges beyond the end date.
3	10/17/03	GRANTS/ GLOBAL	Should F&A be calculated within Grants or outside of Grants?		M	1. So that it is useful for Rates Negotiation?                                     2.  Assets distribution?  After big 11-03-03 Mtg. it was decided to try "both" ways- Grants will be setup for F&A to process, and Carol will figure a way for allocations to process.                                                                                                    3. If outside of Grants- Waived would also need to be calculated.
4	10/17/03	GRANTS/ GLOBAL	Does Grants care to make any recommendations about GA Distribution of F&A?		M	1.  Need to understand the process.	11/04/05	No- Departments/Colleges will be consulted by GL
5	10/17/03	GRANTS/ GLOBAL	Will we need data feeds from HR?		M	1. Need to detail issues                                                                     2.  Need to schedule meeting with HR.
6	10/17/03	GRANTS/ GLOBAL	Does Grants need data from LAM?		M	1. Issues related to possibly using for Effort Reporting
7	10/17/03	GRANTS/ GLOBAL	What level of security to use on PRE? Are delivered options acceptable?		H
8	10/17/03	GRANTS/ GLOBAL	What level of security to use on POST? Are delivered options acceptable?		H
9	10/17/03	GRANTS/ GLOBAL	How will Awards be structured in PeopleSoft? 1 Award, 1 Project, many activities OR  1 Award, Multiple Projects OR ??		H	1. F&A can be calc. down the Activity ID                                 2.  Activity ID does not have different PIs
10	10/17/03	GRANTS/ GLOBAL	How to secure Salary information- anywhere it appears.		H
11	10/17/03	GRANTS/ GLOBAL	Who will monitor if ledger and Projresource Table are in sync?		H
12	10/17/03	GRANTS/ GLOBAL	Will we need the full Contracts functionality?		M	1.  Billing and Revenue Recognition issues will drive.
13	10/17/03	GRANTS/ GLOBAL	Will the Assets module adequately track all the necessary information related to C&G equipment?		M	1. Will need input from Susan Tkachick
14	10/17/03	GRANTS/ GLOBAL	What type of tree for Budget Checking- Spring or Winter?		M	1. Spring- allows ranges.(as per Tamara)
15	10/17/03	GRANTS/ GLOBAL	Do we need a MOD to correct the rounding issues?		H	1. Galveston customized.                                                                  2.  You can go back into a category that does not get F&A charged and adjust to add up to whole dollar.                                                 3.  Mostly an issue in Pre- for printing on sponsor forms.
16	10/17/03	GRANTS/ GLOBAL	LAM- S contracts need to have CLASS coded to be a more helpful tool for SAR reporting		H
17	10/17/03	GRANTS/ GLOBAL	Webforms in other modules will need to be changed to reflect the additional Grants/Project chartfields.		H	1. Carl was informed of the possiblity 10/23/03 at wrapup meeting.
18	10/17/03	GRANTS/ GLOBAL	Do we need a Webform for budget revisions?		H
19	10/17/03	GRANTS/ GLOBAL	Will extra FTEs be needed in OVPR?		M	1. Commitment Control might necessitate.
20	10/21/03	GRANTS/ GLOBAL	Determine which extra Project Chartfields to use		H	1. will need to schedule a meeting with Facilities Folks
21	10/21/03	GRANTS/ GLOBAL	Need to develop a Migration Strategy		H	1.  FITST to FIPRD etc.
22	10/21/03	GRANTS/ GLOBAL	Who will maintain Trees?		M
23	10/21/03	GRANTS/ GLOBAL	Additional Activity IDs Process		H	1. Delegation of authority folks would need a dynamic issuing of activity ids- who would then input them?
24	10/21/03	GRANTS/ GLOBAL	Who "owns" the Customer Table		H	1. Billing Sponsors are in here too.
25	10/21/03	GRANTS/ GLOBAL	Locations issues		H	1.  Shared table, need meeting with Assets.
26	10/21/03	GRANTS/ GLOBAL	Who "owns" the Sponsor Table?		H	1. Shared table
27	11/05/03	GRANTS/ GLOBAL	Will PRojType in Accounting Rules, be used to send F&A to Federal, State and Other?		H		11/05/03	Yes- FEDRL, STATE, OTHER, FDFLW
28	11/05/03	GRANTS/ GLOBAL	Should we continue to filll in  ProjectGrant on non-C&G Purposes??		H
29	10/21/03	GRANTS/ GLOBAL	Subrecepients- necessary at Proposal Stage?		M	1. Since only about 50% of all proposals get funded- could end up with bogus subrecepients in the Vendor table.
31	10/27/03	GRANTS/ DATA	How much historical data do the depts need us to bring over.		H
32	10/27/03	GRANTS/ DATA	Do we convert all of the proposal data including budgets into PS		H
33	10/27/03	GRANTS/ DATA	Naming Convention for Proposal Number: Auto number vs meaningful numbering		H
34	10/27/03	GRANTS/ DATA	PS proposal type vs GMS types. We have 3 1-1 matches, but have 4 have not direct match		M
35	10/27/03	GRANTS/ DATA	PS Proposal purpose.  This field seem to be similar to our GMS function (ps program coa). Decision needs to be made on values to populate this field
36	10/27/03	GRANTS/ DATA	PS Program Type: This field is to track particular funding opportunities. What type of funding opportunities do we set-up and track? (matches GMS program field)
37	10/27/03	GRANTS/ DATA	KEYWORDS:  Are we going to gather a list of general keywords to use during set-up?		M
38	10/27/03	GRANTS/ DATA	Sponsor set-up: Need decisions on naming conventions for sponsor name, sponsor id, levels, type, etc. Do we need full addresses at time of set up		H
39	10/27/03	GRANTS/ DATA	Sponsor levels  How do we decided if it is "Primary" "Division" or "Program".  Can we just label all sponsors as "Primary"
40	10/27/03	GRANTS/ DATA	Sponsors:  Are grants billing sponsors set-up in grants or AR
41	10/27/03	GRANTS/ DATA	Professional Data: Are the we going to load this information at time of set-up.		H
42	10/27/03	GRANTS/ DATA	Emplid and names:  Need information from HR		H
43	10/27/03	GRANTS/ DATA	how do we decided who is an "eligible pi" for the set-up		H
44	10/27/03	GRANTS/ DATA	Each PI must have phone & fax numbers along with dept association		H
45	10/27/03	GRANTS/ DATA	Need deptid and dept location. Need HR to provide us with dept addresses		H
46	10/27/03	GRANTS/ DATA	BUDGET CATEGORIES and Budget Subcategories:  GMS budgets are based on old UD obj codes, thus these object codes will have to be converted in PS budget categories based on the new PS account.  Who makes the decision on which PS account relates to which budget category		H
47	10/27/03	GRANTS/ DATA	Does Proj_Resource have to balance with GL?		H		11/04/05	Yes! Revenue and Expenses
48	10/27/03	GRANTS/ DATA	CFDA number will need to be unhidden on award side		M
49	10/27/03	GRANTS/ DATA	The sponsor award number is a critical part of our tracking of an award.  Where is the best place to report on this number		M
50	10/27/03	GRANTS/ DATA	Project/Grant Chartfield.  Are we going to have 1 award, 1 project with multi-analysis types. What is the best way to use this field to track an award with multi-PI with their on bucket of money.
51	10/27/03	GRANTS/ DATA	FA TREE Who is going to set up this tree ( 9 different O/H methods)
	10/27/03	GRANTS/ DATA	Do our current subrecipients need their location information  and A-133 box checked in Grants		M
	10/27/03	GRANTS/ DATA	If we are taking our current awards and loading them as proposals and then move them to award, what is the best way to do that?
	10/27/03	GRANTS/ DATA	F&A set up.  How is this going to be handled.		M
	10/27/03	GRANTS/ DATA	Analysis Type has to be tagged on every transaction in order for FA to be charged.		H	GL- Resource Analysis Type
	10/27/03	GRANTS/ DATA	Milestones: How are we going to use this field? RS suggested she could use it for indicating qtrly FSR due.
	10/27/03	GRANTS/ DATA	Resources Analysis Type drives F&A. Is this the same a budget categories		H		11/06/03	NO
	10/28/03	GRANTS/ Billing	Revenue recognition - we currently recognize revenue when the payment is received
	10/28/03	GRANTS/ Billing	Deferred revenue - treatment of
	10/28/03	GRANTS/ Billing	Grants bills separate from Misc bills
	10/28/03	GRANTS/ Billing	Keep Grants AR separate from Misc AR
	10/28/03	GRANTS/ Billing	F&A Distribution - avoid double booking
	10/28/03	GRANTS/ Billing	Billing history conversion - how much to bring across
	10/28/03	GRANTS/ Billing	Who owns the customer table - Billing or Grants?
	10/28/03	GRANTS/ Billing	Cash transmittal web form
	10/28/03	GRANTS/ Billing	AR Distribution codes - share with Grants
	10/28/03	GRANTS/ Billing	Getting customers converted
	10/28/03	GRANTS/ Billing	Delegated authority conversion
	10/28/03	GRANTS/ Billing	Delegated authority billing
	10/28/03	GRANTS/ Billing	Who will get PROD access for billing
	10/28/03	GRANTS/ Billing	UDTC - will they use billing?
	10/28/03	GRANTS/ Billing	Gifts processing (4-5 accts)
	10/28/03	GRANTS/ Billing	Unbilled AR - accruals
	10/21/03	GRANTS/ Reporting	Delivered NIH 398 form does not work --needs resolution or build own report	GRANTS	H	Galveston is working on a word 2003 option; need to check with other schools; very few on pre-award
	10/21/03	GRANTS/ Reporting	What tools will the report team use?		H
		GRANTS/ Reporting	Will RPT include Proj_Resources or will UOD tables add new fields?		H
	10/21/03	GRANTS/ Reporting	Data input directly into FIPRD for proposal submissions--the need is for immediate return of the data back to the submitter; web forms cause delay; RPT causes delay in data retrieval			evaluate our row level and security and page/screen options
	10/21/03	GRANTS/ Reporting	Who will train the Report team on the proper tools?		H
	10/21/03	GRANTS/ Reporting	Effort reporting		H	already reflected in other issues