Organizational Structure for Combined Pre- and Post-Award Office Carlson, Claire 18 Dec 2006 15:09 EST
The University of Montana has a combined pre-award and post-award office that provides services from proposal budget preparation and submission through account establishment, expenditure monitoring, invoicing and financial reporting. Currently, the accounting staff report to one manager and the non-accounting staff report to another, with both managers reporting to the Associate VP for Research. We are looking at modifying our organizational structure and would like input from other institutions concerning the pros and cons of alternate structures. I would appreciate feedback from other combined offices concerning their organizational structure, including what they like about it or don't like about it. Please answer the questions below and e-mail them to me at xxxxxx@umontana.edu. Thanks for your assistance. Type of Institution: state-supported university, private university, research institute? Reporting Structure: Vice President for Research, Vice President for Finance, Provost, other? FY06 Volume of awards and expenditures? Total Office FTE, and how many FTE per function? Are staff responsibilities divided by PI, department, funding agency, or other (explain)? Do you have separate individuals performing pre-award and post-award (i.e., accounting) functions? Or, does one person handle all pre- and post-award (including accounting) functions for a specific PI/department? Or, do you have teams including both an accounting and a non-accounting staff member for a specific PI/department? Do you have a separate person handling all contracting and subcontracting regardless of PI/department/or sponsor involved? Do you have a separate person handling ERA functions? Who handles data entry and record retention/disposal? Who prepares and submits invoices and financial reports to sponsors? Who prepares and submits the SEFA report and the NSF expenditure report? Who handles drawdowns, wire transfers, grant-related financial statement adjustments? Who handles the IDC cost study and rate negotiations? What background and experience is required for positions in the office? What do you see as the advantages of your current structure? What are the disadvantages? How would you modify your current structure if you had sufficient resources to do so, and why? What do you consider the most efficient/productive structure and why? Thanks again for your assistance. Claire Claire L. Carlson Associate Vice President for Research The University of Montana Research and Sponsored Programs University Hall 202 MIssoula, Montana 59812-4104 Phone (406) 243-5796 Fax (406) 243-5739 NOTE NEW E-MAIL ADDRESS: xxxxxx@umontana.edu ====================================================================== Instructions on how to use the RESADM-L Mailing List, including subscription information and a web-searchable archive, are available via our web site at http://www.hrinet.org (click on "Listserv Lists") ======================================================================