department administrator session #3 – january 19th

Department Administrator Session #3 – January 19th

Office of Research and Research Financial Services

Agenda• Introductions (5 mins)

• Follow up to November 16th meeting (20 mins)

• ORES process (5 – 10 mins)

• ORES process– Account set ups (10 – 15 mins)

• ORES-RFS Relationship (10 mins)

• Payments to participants of research surveys, etc – (5 mins)

• PDF Scheduled Reports (??)

Follow up to November 16th meeting – 15 mins

• Will there be PDF ability from My Grants Tracker– No. The intent is to promote use of the online

system and having up-to-date information• Naming Convention

– Grant Leader (SURNAME in capital)– Grant Leader Given (First initial of name …

continue with consecutive initials until differentiate from other researchers)


• Full name picklist available in FRS– Data clean up continues– If you have specific examples for your

department please note them and send Dave an email

• Lookup of accounts with no transactions– FUGPO lookup

• Dave to follow up to ensure this is available in FRS


• Wrong Grant/Unit transactions– Is not an easy fix. Continuing to investigate the

possibility of a report in FRS to detect these transactions that can be run in each of your departments• Dave is continuing to test the drafted report and hope to

promote to production soon.• Salary report

– Not able to show a complete salary report due to the sources of data

– One solution is to make use of My Grants Tracker … search for an incumbents name and as long as they were noted in the journal entry than you will get payroll and journal entry information totals


• Guidelines for invoicing– If an account should be set up through Office

of Research than invoicing will be done by RFS

– If a new account is not necessary and money to be stored in the GPR account or in a department account than the department will do the invoicing

When can external funds be deposited into a GPR account?

A series of questions must be asked to determine if external funds can be deposited into a GPR account … if the answer is ‘YES’ to ANY of the questions than an OR5 form must be completed and a new account is set up through the Office of Research.

Are there any obligations to the Sponsor? (Does the sponsor require invoicing, financial reporting, etc)Will these funds be used as a matching funds for any other project?Will these funds attract Indirect Costs?Is the value of the award more than $5K


• Multi Year account set-ups– All set up sheets will be sent from ORES to department

administrator– RFS will set up the current year in FRS and all subsequent

years will be set up 1 month prior to the start of the new year.• Please contact RFS if you are in the 11th month and do not see the

subsequent account in FRS.– What type of notation would you like to see in the

comments field between the accounts?• For example: Yr 1 of 4, other account #’s

– Agreed that Yr 1 of 4, Yr 2 of 4, etc will appear in the comments field

ORES Process

• Restructuring 2011• Changes to facilitate

submission/communication– Laura to check on INSIDER distribution

• Process Clerk & centralizing point of entry– Patti Minakis, [email protected] for inquiries on

status of review

• Electronic copies– PDF versions of proposals, applications, budgets + signed OR-

5s to [email protected]

• Process Flowchart

mailto:[email protected]

mailto:[email protected]

ORES Process - Account Set Ups – (10-15 mins)

• Requirements• Naming & information in FRS• Timing• Confirmation & notification• Questions?

ORES-RFS Relationship – (10 mins)

• ORES Org chart• RFS Org chart• Table of sponsor and the appropriate

person(s) in ORES and RFS to contact

Research Financial Services - Org Chart

13

Director Research Financial Services

(Dave Reinhart)

Manager, Infrastructure Programs

(Lee Bennard)

CFI

Financial Officer, Infrastructure Programs

(Linda Hoffman)

CFI

Administrative Support, Infrastructure Programs

(Christa Aljoe)

CFI

Research Awards Budget Analyst(Koray Beduk)

Research Budgets/ OCE/OMAFRA

Manager, Research Grants and Contracts (Tri Council

and Industry)(Sally Ramsammy)

CIDA/CRC/URC/…

Financial Officer, Research Trust

Accounts (Susan Ferguson)

Bus. and Industry and Other Gov’ts

Financial Officer, Research Trust

Accounts (Pat Duggan)

Bus. and Industry and Other Gov’ts

Tri-Council Awards Accountant (Asif Momin)

Tri-Council – NSERC/SSHRC/CIHR

Manager, Major Research Contracts

(Shaun Wilson)MEDI-ORF/Genome Canada/ SHARCNET

ORES-RFS Relationship – ORES/RFS Table by Sponsor

Sponsor ORES Contact RFS ContactCIHR Ornella McCarron Asif Momin

SSHRC Ornella McCarron Asif Momin

NSERC Annette Clarke Asif MominOCE Linda McCorkindale Koray BedukOMAFRA Linda McCorkindale Koray BedukCFI Jane Colwell Lee Bennard/

Linda Hoffman


Sponsor ORES Contact RFS ContactBus. & Industry Grant

Sylvie Roussel Pat Duggan/ Susan Ferguson

Bus. & Industry Contract

Angela Vuk Pat Duggan/ Susan Ferguson

AAFC Leigh West Pat Duggan/ Susan Ferguson

AAC Leigh West Pat Duggan/ Susan Ferguson


Sponsor ORES Contact RFS ContactOther Government Grant

Ornella McCarron/ Annette Clarke/ Sylvie Roussel

Pat Duggan/ Susan Ferguson

Other Government Contract

Angela Vuk Pat Duggan/ Susan Ferguson

CRC Laura Beaupre Sally RamsammyURC Laura Beaupre Sally RamsammyCIDA Sylvie Roussel Sally Ramsammy


Sponsor ORES Contact RFS ContactMEDI-ORF-RE

Jane Colwell Shaun Wilson

MEDI-ORF-ERA

Jane Colwell Shaun Wilson

MEDI-ORF-PDF

Laura Beaupre Shaun Wilson

Genome Canada

Sylvie Roussel Shaun Wilson

Sharcnet Shaun Wilson

Payments to participants of research surveys, etc

• How is this handled by department?– To be discussed at March 1st meeting

PDF Scheduled Reports – ?? mins

• What reports are you sending to a faculty member?

• How are you sending this information?• Why are you doing this?

• To be discussed at March 1st meeting

department administrator session #3 – january 19th

Documents