Research Admin November 2022 Update


In October, the Research Administration team continued to work through the design of many individual processes. (For a list of processes, see our September update.) The Research Administration Workday team is also working on several design and implementation tasks, such as conversion mapping, reporting requirements, and configuration details.

At the 2022 Research Administrators Symposium, we presented on some of the key changes known to date related to the Workday implementation. Topics included:

  • Introducing “Worktags”
  • The Foundation Data Model (FDM)
  • User roles and security
  • Terminology and grants structure in Workday
  • Cost share approach
  • Subawards

If you were unable to join us for this session, you’re encouraged to review our slides and email me with questions.

Looking forward, ATP is preparing to enter the Configure & Prototype Stage (Dec 1 – June 23) of the Workday implementation. The primary milestone of the stage will be a newly configured version of Workday (the End-to-End Tenant) that will be used in testing. Beginning in December, the Change Network will attend Readiness Workshops, which are demonstrations of the proposed setup of Workday. Readiness Workshops will be recorded and available for viewing by anyone with a UW System login.

RAMP – Research Administration Modernization Project

Grants & Agreements

The team continues to navigate the design of the future system by completing or starting 10 of 12 design iterations. Design cycles to date:

  • Completed: Iteration #1 – Single Sign-On / HR Data Feeds
  • Completed: Iteration #2 – Proposal Configurations and Workflow
  • Completed: Iteration #3 – Award Set-Up Process
  • Completed: Iteration #4 – Award Modifications
  • Completed: Iteration #5 – Agreements
  • Completed: Iteration #6 – Complex Proposals
  • In Progress: Iteration #7 – Integrations with IRB/IACUC/Safety/COI
  • In Progress: Iteration #8 – Data Conversion
  • In Progress: Iteration #9 – PeopleSoft Integrations
  • In Progress: Iteration #10 – Reporting/Data Warehouse Integration
  • On Horizon: Iteration #11 – End User Testing
  • On Horizon: Iteration #12 – End User Training

For a sneak peek of what’s coming, visit ATP/RAMP – Learning Videos and Resources.

In addition, join us on Thursday, November 17, for our third installment of the RED Hot Topic sessions, where we’ll share progress to date and demo some of the system. This two-hour session will focus on the agreements/contracting processes and more! Register now to participate.

Call for volunteers! Interested in helping us test the new system? If so, please reach out to Kate Mollen, Grants & Agreements Design Team Lead, to be added to the list. We expect testing to kick off in early 2023.

Employee Compensation Compliance –  LIVE!

The UW has upgraded the Effort Certification and Reporting Technology (ECRT) system to the newer Employee Compensation Compliance (ECC) module. Coupled with the upgraded technology, the UW has transitioned away from traditional effort reporting to a project-based payroll certification approach that is easier and less burdensome. ECC was officially launched on August 1.

Key ECC Updates

  • August 1: “Pre-review” period opened for coordinators
  • October 31: Pre-review period closed
  • November 1: PI Certification period opened
  • December 15: PI Certification period closes

ECC Resources for UW–Madison and UW-Milwaukee

Visit the above Research and Sponsored Programs page often to see additional training materials.

Export Control

This implementation started in October and is in progress. The ATP-RAMP team is working closely with the UW–Madison Export Control Office on the project. To date, the team has completed the necessary onboarding steps to familiarize themselves with the module’s features. Beginning in November, the team will transition to a process design and system configuration phase, which will last until early 2023.

The rollout of this dedicated export control functionality will occur in conjunction with the UW–Madison Grants and Agreements modules.

Financial ForecastingLIVE!

This module went live in July and is now in production.

A common question we get is “Who will use this tool?” The current plan is to implement Financial Forecasting for primary use by the UW–Madison Budget Office and Vice Chancellor for Finance and Administration (VCFA) units. Now that this tool has gone live, however, its use outside of central administration is being assessed, and further rollout across the UW–Madison campus is being analyzed.