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GRANTS MANAGEMENT SYSTEM
Grants Management System From IT Works
IT Works' grants management system is designed for research intensive institutions and higher education. Our grants management system is designed to meet the specific needs of research institutes and higher education, including those of individual universities, colleges, schools, departments, and centers. Grant and research administrators work in a complex and demanding financial environment. They face constant pressure from and issues including: research budget periods that do not align with their fiscal year; regulatory compliance scrutinized by auditors; and competition for grant funding. Further complicating this situation is the fact that most of grant administrators are forced to use a general ledger accounting system as their grants management system. Hardships follow because the general ledger was never intended as a grants management system solution. Our grants management system is designed for this environment.
IT Works' grants management system is designed for both pre-award and post-award administrators. Our grants management system tracks both pending proposals and active awards. The grants management system reports information in formats designed to meet the needs of a variety of management styles. Since 1987, we have received input from college deans, university administrators, department managers, and individual research scientists and have developed our grants management system to meet their unique needs. The IT Works grants management system has become the grants management software system of choice for higher education and research intensive institutions.
IT Works' grants management system is designed for the macro-level management of pending grants and research projects. Our grants management system provides tracking for pre-award information such as: grant budget period start and end dates, project period start and end dates, sponsor deadline dates, and submission dates. In addition, our grants management system tracks the sponsor, sponsor number, proposal type, award type, total direct cost, total F & A (indirect) cost, cost sharing, and information for principal and co-investigator effort, etc. Examples of proposal types include new, continuation, competitive renewal, supplement, and no cost extensions. Examples of award types include federal R series (Research Grants), federal K series (Career Development Awards), federal T and F series (Research Training and Fellowships), and federal P series (Program Project/Center Grants).
The IT Works grants management system also includes compliance monitoring (IRB, IACUC, Safety Boards, etc), proposal development, and time and effort reporting and certification software. Our grants management system proposal development tools include software for generating current and pending support (or other support) pages. And, our grants management system can also be used to generate reports needed for NCI Cancer Center P30 applications.
IT Works provides a post-award grants management system for day-to-day grant tracking and management. Our grants management system incorporates a modular design comprised of grants tracking, project accounting, personnel, and charge back center management software modules. The grants management system applies many of our pre-award research management software features to the management of active grants and research projects. Examples include time and effort reporting, compliance monitoring, and cost sharing information. The IT Works post-award grants management system also stores award documents (such as routing reports, budget preparation sheets, etc in PDF, Word, or Excel file formats) and sponsored required reports (such as progress reports, financial reports, etc). Our grants management system maintains schedules for tracking sponsor report due dates and compliance expiration dates. Reporting functions in our grants management system track project end dates, when financial and project reports are due; and when reports need to be delivered to grant sponsors. Reports generated by our grants management system include annual reports; tables of awarded grants; lists of grants sorted by sponsor, investigator, etc; and grant versus space utilization reports.
The IT Works grants management system is designed for the day to day management of grants and research projects. Our grants management system includes accounting components that not only support grant accounting functionality but also allow for the management of hard money, gift funds, clinical income, state funds, endowments, university funds, etc. Thus, our grants management system works as a supplement to your general ledger or ERP system. The IT Works grants management system can be implemented with an electronic interface to your general ledger or as an independently operated shadow system. In either case, our grants management system provides plenty of power for investigators and departmental, center, research, and grant administrators.
The IT Works grants management system is designed for your entire financial management team. At IT Works, we recognize that while a university’s official financial records are centrally controlled, the “hands on” grant and financial management is controlled at the department or center level. And, in most cases, routine financial management directives come from a Dean, Department Chairman, or Faculty Member. As a result, departmental financial administrators are forever balancing the needs of their faculty with their institutions financial regulations. The IT Works grants management system is designed specifically for this environment. The modular and scalable design of our grants management system allows it to be implemented at the department, center, school, college, or university level. IT Works’ technical and project manager work directly with your staff in order to implement and configure our grants management system according to the specific needs of your organization. The IT Works grants management system provides specialized reporting features for the most advanced financial administrator as well easy to use internet based access for faculty and research scientists.
Our grants management system may be implemented to service an entire college or university; or an individual department or center. And, depending on your accounting needs, the IT Works grants management system supports cost accounting coding systems that can be used to track individual departments, centers, or faculty. In addition, our grants management system provides a multi-tiered security system for controlling access to individual or groups of funding sources and cost centers.
The IT Works grants management system can interface with your existing general ledger or operate as an independent system. Our grants management system can be integrated with your general ledger or ERP system or implemented as an independent shadow system. When operated as an independent departmental accounting shadow software system, our grants management system includes data entry, reconciliation, salary projection, and reporting features.
When integrated with your general ledger, our grants management system can be utilized as a data warehouse and provides advanced reporting functionality for administrative users. Whether used as an integrated solution or as shadow accounting system, our grants management system tracks supplemental data such as projections of employee salary information, soft encumbrances, and cost accounting information. Our grants management system includes cost accounting functions that can be used for tracking special commitments such as internally sponsored research, and faculty start up funds.
Both of our grants management system implementation methods provide fund accounting and managerial accounting functionality. Our grants management system features a multi-tiered security system that allows multi-user access in both windows and internet environments.
The IT Works grants management system is compatible with industry standard ERP and general ledger systems including college and university fund accounting systems and accounting systems used by independent research institutes and research hospitals. The reports, display screens, and functionality included in our grants management system have been developed over the last 23 years at the request of hundreds of university, college, and department level accountants, administrators, and research faculty from over 225 installations in North America.
The IT Works grants management system is a comprehensive research management software solution. IT Works provides a modular grants management system that includes modules for tracking grants, assets (capital equipment), space and recharge centers (aka charge back centers). The grants management system provides a module for tracking both pre-award and post-award information such as total direct and F&A budgets; sponsors or funding agencies; budget and project period starting and end dates; investigator and research staff effort; compliance information, and more. The asset management component of our grants management system tracks equipment / asset location, ownership, and other purchasing information. It is a powerful aid when needing annual reports for asset accounting. The space management component of our grants management system tracks both space usage and ownership information. Our grants management system links to award data to information in our space module to provide reports for the analysis and comparison of faculty grant dollars and research space.
The IT Works grants management system includes a recharge center management module designed for managing multiple centers including Flow Cytometry, Transgenetic Mice, DNA Sequencing, NMR Scanners, Tissue Culture, Confocal Microscopes, Tissue Procurement, Animal Histopathology, and more. Our grants management system includes data entry and invoice generation features; invoice aging and facility usage reports; interfaces to external systems; and more. Our grants management system provides seamless integration between our recharge center management and our post-award grant accounting management modules.
IT Works has three grants management systems designed to meet an organization’s needs depending upon its size and complexity:
- Department AccountantTM is a grants management system for research labs and small departments.
- Department ManagerTM is a grants management system for large and mid-size departments, divisions, centers, and schools at college and universities as well as research hospitals and research institutes.
- College AdministratorTM is a grants management system for large colleges as well as small and mid-size universities.
Department AccountantTM is a grants management system primarily focusing on the detailed management of individual research projects as needed for grant accounting tasks within research labs and small university departments. It is a multi-user system that is normally installed as a shadow accounting system.
Department ManagerTM and College AdministratorTM provide comprehensive grants management systems for both macro-level grant management and detailed grant accounting needs. Both of these modular grants management systems feature multi-tiered security systems that include: Grants Management Software, Grant and University Fund Accounting, Personnel Management, Space and Asset Management, and Recharge Center Management Modules. Both of these grants management system products provide Internet based reporting for faculty and research scientists and are available in both professional and enterprise (SQL Server) versions.