Streamlining Award Setup: Fewer Handoffs, Faster Setup

Based on feedback from Aggie Enterprise users, teams identified an opportunity to simplify the process for setting up certain awards that require a “seated license” in Aggie Enterprise. For some populations – such as returning emeriti, adjunct faculty without salary, graduate students, or postdocs serving as principal investigator (PI) – setting up a PPM Sponsored Project award has historically involved multiple steps and handoffs across several teams.

The previous process required several back-and-forth steps between central Contracts and Grants Accounting (CGA), department project managers, and Aggie Enterprise teams, which could delay establishment of new awards.

What’s Changing

To streamline the process, CGA will now request the seated license directly when it is needed during the award setup. Once the license is created, CGA will proceed with establishing the award and adding the PI.

Departments will be notified once the award is fully set up and ready for use, rather than coordinating multiple requests along the way. If the PI needs access to Aggie Enterprise reports, departments can then provision roles using the Role Access Management (RAM) application.

The Result

• Fewer people involved
• Fewer handoffs across teams
• Faster cycle time to establish awards for these populations

What Hasn’t Changed

• If the PI doesn’t have a position in UCPath, one must still be created before the award can be established. This work falls to the department.
• Departments will still need to request RAM access if the PI requires access to Aggie Enterprise reports.

This update reflects Aggie Enterprise’s ongoing commitment to continuous improvement. Feedback from users continues to help identify opportunities to streamline processes and improve the overall user experience.