All Job Aids

External organization profiles

External organization profiles in GMAS are profiles of any non-Harvard organizations that have been in the role of sponsor, prime sponsor, or subagreement on Harvard sponsored projects.  These organizations can be added by users, and are reviewed and activated by the Pre-Award Operations team within the Office for Sponsored Programs. For more information about the new organization activation process, please see the...

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Interfaculty Involvement

Adding interfaculty involvements to a project in GMAS helps to identify PIs that the owning PI will be cross collaborating with internally and helps to give the correct administrative contacts appropriate access to the project. This job aid will cover the steps to add interfaculty involvement, and review what access is provided when interfaculty involvement PIs and department administrators are associated to the project.

 

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Requests dashboard

The Requests dashboard provides visibility into all requests that are in process, submitted to sponsor, or in the process of being awarded. The dashboard is broken out into tabs by request status. This job aid will review the different filters, tabs, and what information is available on this dashboard.

Prerequisites

This job aid assumes that the reader has an understanding of the basic functionality and terminology of GMAS.

For the purposes of this document, all...

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Transaction Monitoring

Overview

Transaction monitoring occurs throughout the post-award lifecycle, as part of the financial management of an award. The department has the primary responsibility for ensuring all expenditures are allowable, allocable, reasonable, and in accordance with the terms of each award. The processes and internal controls to monitor transactions differ across each department. As a result, a standard University-wide approach to monitoring transactions is performed by the Office for Sponsored Programs, Research Finance (OSP RF) group based on a standard list of Cost Accounting Standard (CAS) object codes and/or the financial terms of each award. Transactions against these object codes can be monitored in GMAS for review by departments. OSP RF will review these transactions and include any transaction as part of the Compliance Checklist that are still “pending review” by the department. Departments must provide justification for allowability or designate transactions for correction from the award, if unallowable. Checklists are routed by OSP RF to departments based the following financial milestones of an award*:

  • At award end
  • Upon submission of a Final Invoice or Final Financial Report
  • Upon completion of an Interim or Final Review
  • In other instances, as required (i.e. budgetary restrictions, sponsor templates, etc.)

*Note: Transactions should be monitored throughout the award and OSP RF recommends that departments monitor and approve/remove transactions on a monthly basis, or at least quarterly to avoid cost transfer implications or record retention issues.

Key features

Transaction Monitoring Dashboard

  • Provides a summary by project of any accounts with transactions monitored for review
  • Each project is linked to the Segment Transaction Monitoring screen for users to access the detailed list of monitored transactions

Segment Transaction Monitoring 

  • Allows users to customize the list of monitored object codes, based on award terms
  • Provides a detailed list of monitored transactions for review
  • Approved transactions and transactions designated for removal are recorded with a username and date/time stamp

 

Who can access the Transaction Monitoring Dashboard

Anyone with access to the project can see the projects in the transaction monitoring dashboard and access the transaction monitoring screen. Editing is limited to Department Administrators, Interfaculty Involvement Department Administrators, and OSP RF staff.

All roles on the project administrative team:

  • See all transactions (belonging to any account) on the project that are listed in the segment transaction monitoring screen

Department Administrators:

  • See all transactions (belonging to any account) on the project that are listed in the segment Transaction Monitoring screen
  • Update the state of all transactions (belonging to any account on the project) in the segment Transaction Monitoring screen

Interfaculty Involvement Department Administrator (this role is added in the segment administrative team by department administrators):

  • See all transactions (belonging to any account) on the project that are listed in the segment transaction monitoring screen
  • Update the state of transactions in the segment transaction monitoring screen where the org of the account transacted to matches an org where the individual also plays the Department Administrator role on a standing team

 

Roles and responsibilities

Department Administrators/Interfaculty Involvement Department Administrators

  • Set and update the list of monitored object codes based on the financial terms of the award
  • Assume primary responsibility for monitoring any transactions that appear on the Transaction Monitoring Dashboard
  • Assume primary responsibility for reviewing transactions--at the segment level--by providing justification for allowability or designating transactions for correction, prior to completing the OSP RF Compliance Checklist
  • Upload any supporting documentation to validate allowability

OSP RF Staff

  • Monitor the Transaction Monitoring Dashboard in preparation for client meetings and alert departments prior to financial milestones of an award
  • At financial milestones, review the Segment Transaction Monitoring page to ensure approved transactions have sufficient justification for allowability, that unallowable transactions have been designated for correction/removal, and that no transactions are “pending review”
  • Notify departments of any transactions that are “pending review” or that require additional justification, by referencing them on the OSP RF Compliance Checklist
  • Have the ability to clear monitored transactions and update object codes for flagging, but this is the primary responsibility of the department since the posting of expenditures to the GL occurs locally by each department

Prerequisites

It is expected that all users of the Transaction Monitoring Dashboard and Segment Transaction Monitoring screen are familiar with general GMAS functionality and navigation, and have an understanding of Harvard’s Sponsored Expenditure Guidelines and the individual terms of each award.

What is covered in this document

The purpose of this document is to outline the general workflow and navigation of the Transaction Monitoring Dashboard and the Segment Transaction Monitoring screen. It highlights the purpose of the dashboard and screen, and what data and functionality is available.

What is NOT covered in this document

The processes and decision-making required to make a determination of whether or not expenditures are allowable, allocable, reasonable, and in accordance with the terms of each award.

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