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TO: Vice Chancellors, Deans, Directors and Business Managers
FROM: Ellen M. O’Connor, Vice Chancellor for Administration & Finance
Richard F. Antonak, Vice Provost for Research Martyne M. Hallgren, Chief Information Officer
DATE: April 6, 2006
RE: New Tools and Training to Enhance Financial & Grants Management
(Finance System Upgrade/Grants Management Project)

The University of Massachusetts has launched a major project to significantly improve financial management and grants administration. Here at UMass Boston, the project focuses on providing new tools and targeted training to support Deans, Directors, Principal Investigators and Business Managers in managing their financial resources. The major goals of the project include:

• streamlining business processes and adopting “best practices” in business
• improving financial reporting and management information
• use of new web-based tools, including an upgrade to the finance system
• introduction of a comprehensive grants management system
• training for all users in policies, procedures and new technology
• creation of a liaison network of key users to provide input and assist with communication and training activities throughout the campus

One of the new tools is a web-based finance system that introduces “eProcurement” and “On-Line Catalog Services”, providing departments with a more user-friendly way of purchasing the items they need. Item catalogs from the University’s most popular vendors will be combined in a single UMass web-based catalog, allowing for quick search features and on-line price comparisons.

Another new tool, a comprehensive grants management system, will be introduced to enhance our rapidly growing sponsored research activities. The grants management project will support the full life-cycle of research administration, including proposal development, award tracking, billing and accounts receivable, financial reporting and compliance monitoring.

UMass Boston staff members from Office of Research & Sponsored Programs, the Controller’s Office, Procurement, the Budget Office and Information Technology are already hard at work with their colleagues from other campuses. Shortly we will be engaging many of you in this important project.

In the coming weeks and months, you can expect to hear more from staff working on the project team. Specifically Kevin Dolan, our Campus Project Manager; Leanne Marden, our Business Lead; and Valera Francis, Director of ORSP, among others, will be reaching out to Deans, Department Heads and Business Managers for input and assistance. We look forward to your help in making this a successful project.