Susan,

If the issue is to have easily accessible files, you may want to have
one system by PI and agency/agency id# and use a database to track valid
account numbers.

Any changes will meet with resistance but in time a new system becomes
as familiar as an old one.

Jackie Dejean
Research Financial Manager
Department of Radiology
Massachusetts General Hospital

> -----Original Message-----
> From: Susan Burke [SMTP:xxxxxx@SEAS.GWU.EDU]
> Sent: Monday, July 13, 1998 8:05 AM
> To:   xxxxxx@hrinet.org
> Subject:      setting up a filing system
>
> hi folks-
> i have just started a new job in the school-level osr office at
> gw.  the office is responsible for both pre- and post-award
> activities.  in the past, the only structured filing system has
> been for the post-award fiscal activities-primarily the requests
> for payment, payroll actions, etc.  consequently, all the files
> are arranged by university account number.
>
> since i come from a pre-award background, i want to maintain
> files that contain submission materials, award documents, and
> post-award PAS-type actions.  AND, i want to file by PI name.
>
> since i don't want to upset the accounting person's system, i've
> been thinking about maintaining a dual system - one pre- and
> post-award "documents" (by PI) and the other for accounting
> purposes (by account #).
>
> any suggestions, comments?
>
> also (and i think we've talked about this before, just can't
> remember when), can anyone recommend an off-the-shelf grants
> accounting package suitable for the school-level office?  does
> anyone have a home-grown pet they'd be willing to discuss?
>
> thanks for your help....
>
> susan
>
> --
> Susan Burke
> Sponsored Programs Specialist
> School of Engineering and Applied Science
> The George Washington University
> 725 23rd Street NW, Suite 109
> Washington, DC 20052
> Telephone: 202/944-1805
> Fax: 202/994-0092