Project Management of the F&A Process April 10, 2018

Transcription

1 Project Management of the F&A Process April 10,

2 Five Phases of Project Management Phase 1- Planning and Assessment Phase 2- Define Major Phases Phase 3- Execution of Tasks Phase 4- Monitoring and Review Phase 5- Closing and Post Mortem 2

3 MAXIMUS One of the largest publicly-held firms providing dedicated services to government and education sectors Revenue of $2.5 Billion (FY17) Excellent revenue visibility and strong long-term growth outlook 20,000+ employees in hundreds of locations across the U.S., Australia, Canada, Saudi Arabia, Singapore and the U.K. MAXIMUS Higher Education serves more than 150 colleges, universities, nonprofits and hospitals 3

4 Planning and Assessment Goals Rate Increase Maintain Rates Minimize Effort Resources Internal External Confirm commitment with Executive Team High Level Project Plan 4

5 Planning & Assessment -Resources Internal Responsible F&A Person Financial Accounting Sponsored Programs Capital Assets & Finance Facilities HR & Payroll External Consultants Special Studies 5

6 Planning & Assessment -High Level Project Plan Timeline for Key Project Requirements Jan-17 Mar-17 Apr-17 May-17 Jun-17 Jul-17 Aug-17 Sep-17 Oct-17 Nov-17 Dec-17 Jan-Jun-18 Jul-Dec-18 Jan-Jun 19 Jun-Dec 19 1 Begin - Initiate Project - Assess Objectives and Identify Resources 2 Layout workplan with milestones/ benchmarks and resources 3 Execute Tasks - Deploy teams with specific focus and tackle objectives Complete preliminary assignment of Financial detail to date Conduct Space Functionalization Survey (with Equipment Survey) Review Space Survey / FTE Results Recover and Reconcile non Financial Bldg, Equip and HR Data Reconcile Financial Schedules Screen & Scrub Financials Setting Direct and Indirect Pools Review Research Recassifications Define Subpools with support (esp. O&M) Define Allocations and load data into F&A tool (CRIS or Other) Compute Review and Refine Rates Develop & Submit Future Cost Proposal Submit to HHS-CAS Repond to Questions Negotiate 4 Refine Regularly - Track Progress adjusting workplan, adjusting resources and resetting focus as appropriate Update Leadership Update Leadership Update Leadership Update Leadership 5-Close Project - Assess, record and celebrate (ARC) after major Project milestones Space Survey completion Proposal Submission Project Completion 6

7 Planning & Assessment-Special Studies Space Inventory Library Study (UG Appendix III A2d) Full year data Componentization Useful lives Depreciation faster Match financial statements 7

8 Phase 2- Define Major Phases Conduct Space Functionalization Usage Survey Review Space to Base Values Establish Direct Cost Bases Establish Pool and Subpools Define Supported Allocations Rate Calculations- review and refine Base Proposal Preparation Develop Future Cost Projections Proposal Submission to Cognizant Agency(HHS-CAS or ONR) Data Requests response Negotiation 8

9 Phase 3- Execution of Tasks Data downloads Reconciliations Mapping and Scrubs Exclusions and Unallowables Adjustments Transfers Allocations Operations & Maintenance (UCA) Proposal Preparation Submission & Negotiation 9

10 Checklist for Execution of Tasks FY16 Outsource Checklist for the CRIS University F&A Cost Rate Proposal Revised or Updated Date: NOTE: No part of this document may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without the prior written permission of MAXIMUS, Inc. ITEM # MAXIMUS CU MAXIMUS & CU STATUS DATE COMPLETED REF # CU Staff TASK DESCRIPTION 7/1/2016- Review downloads, roles, Start model set up, Plan Space Survey Provide additional information needed as described in the Additional Information Sheet. 8/1/2016- Various F&A Tasks Provide MAXIMUS with files 1 & 2 from the download letter. Import files 1 & 2 into CRIS model. Review and update the flags in chart of accounts., Overrides and Exclusions Provide MAXIMUS with files 3-7 from the download letter. Import files 3-7 into CRIS model., Fund, Function and College Provide MAXIMUS with files & from the download letter. Import files & from the download letter. Provide MAXIMUS with files & 14 from the download letter. Import files & 14 from the download letter. Provide MAXIMUS with files 8-9 from the download letter. Import files 8-9 from the download letter. Provide MAXIMUS with files from the download letter. Perform quality review of space. 9/1/2016- O&M CPLS, DA CPL's Create reconciliation to the Financial Statements using template provided by MAXIMUS. 10/1/2016- Allocations, Adjustments and Transfers Enter Adjustments and Transfers into CRIS using the information received from the Additional Information request. 11/1/2016- Review incl. Salary/Space, Final Scrubs Create narratives or brief descriptions (for your files and to refer back to) for each: 12/1/2016- Certs, Report format and Narratives and Submit Provide additional information needed for projections (if applicable). See Additional Information Needed document for list of what is going to be needed. March-17 to June-17- CAS/ONR Data Requests and Negotiation 10

11 Phase 4- Monitoring and Review Checklist Modeling and Rate Calculations Conference Calls Timeline Adjustment Model & Proposal Reviews Peer Review 11

12 Phase 5- Closing and Post Mortem Final Management Report Recap of Issues Trend Analysis Rate History 12

13 Major Phase- Space Space Inventory- update Space Survey o Survey Plan o Survey Materials o Survey Training Quality Assurance Review Results 13

14 Execution- Space Survey Process Timing Source of Data Departments to Survey Room types to Survey (ASM) Identify Survey Tools & Resources FTE Allocation for Space 14

15 Major Phase- Base/Pool (Dollars) Reconciliation to AFS Downloads o Resources o Format o Testing 15

16 Major Phase- Define Bases Research Bases(s) o Organized Research o Medical o Agriculture Instruction Other Sponsored Activities Other Institutional Activities 16

17 Execution- MTDC Base Define the MTDC Base o Financial Statement Recon o Reclasses out of OR o Dept Research Scrub base Cost sharing Space survey implications 17

18 Major Phase- Define Pools Administration Pools o General Admin o Department Admin o Sponsored Projects Admin o Student Services Admin Facilities Pools o Building o Equipment o Interest o Operations & Maintenance 18

19 Execution- Administrative Pools General Admin o Institutional Support o Admin allocations Department Admin o Title Code Mapping Sponsored Projects Admin Student Services Admin 19

20 Execution- Facilities Pools (Depreciation) Building Depreciation o Reconcile o Building Codes Equipment Depreciation o Reconcile o Building Codes & Room # s o Equipment by Room o Accurate Inventory 20

21 Execution- Facilities Pools (Interest) Interest Non Operating Expense o Reconcile o Capital Interest o No Interest Rate Swaps SWCAP Interest Bonds to Specific Buildings 21

22 Execution- Facilities Pools (Operations & Maintenance) Reversal of Allocations to other functions Scrubbing of O&M function Definition of O&M Pools o Metering of buildings o Utilities (UCA) o Insurance o Security o Custodial 22

23 Execution- Other Data Tasks Exclusions and Unallowables o MTDC exclusions o Scrub unallowables- Dept, Subaccount & Account Adjustments o Interest o Loss on Equipment Disposal Transfers o Cost Sharing o Dean s Scrub 23

24 Execution- Allocations Further Define Cost Pools o Modeling for O&M o Utilities for UCA calculation o Mitigate Stepdown Errors Statistics o Space o Building o Manual o FTE s 24

25 Execution- Base Proposal Preparation Report Batch Summary Data Elements Narratives Certificates UCA schedules Model and Proposal Reviews Peer Review 25

26 Execution- Submission to Cognizant Agency Cost Allocation Services (CAS) o submission o Acceptance response Office of Naval Research (ONR) o AMRDEC site Submit with Audited Financials 26

27 Execution- Negotiation Cost Allocation Services (HHS/CAS) o Review o Data Requests/ Space Walk o Provisional Rates o Phone Negotiation Office of Naval Research (ONR) o DCAA Audit o Data Requests/ Space Walk o Provisional Rate Negotiation o Trend Analysis o Negotiation- onsite or phone 27

28 Execution- Monitoring & Review Model and Proposal Review o Leave Adequate Time o Modeling for effect on OR rate o Put on Auditor Hat Monitoring o Checklist o Conference Calls o Manage rate expectations 28

29 Execution- Closing & Post Mortem What went well What could have gone better What processes completed on schedule on budget List specific recommendations and data nuances Wrap up document- Final Management Report Celebration of some kind 29

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31 Mira Levine MAXIMUS

32 Upcoming Webinars Ways to Improve your Space Management Process March 12 2pm EST Project Management of the F&A Process April 10 2pm EST Subrecipients and Monitoring May 22 2:00 p.m. EST Why Traditional Effort Reporting is Still a Good Solution June 4 2:00 p.m. EST Compliance Considerations for F&A Proposals July 17 2:00 p.m. EST Rate Setting for Service Centers The Basics August 14 2:00 p.m. EST Tricks and Tips for Reporting in CRIS October 18 2:00 p.m. EST Pre-award Costs and Responsible Stewardship November 6 2:00 p.m. EST 32