PrintThis page links to the latest downloadable job aids, workbooks, and templates to help with proposal preparation and daily research administration.
If you have questions, comments, or suggestions about this page, the downloadable materials, or sponsored research administration in general, please contact kwmassey@fas.harvard.edu.
If you have system suggestions or need technical help...
... for
FAS Applications such as FASSPAR, Equipster, FASERS, and EREQ, please see the bottom of the FAS Administrative Applications web page at: http://admin-apps.fas.harvard.edu/
...for Harvard financial applications such as CREW, GMAS, and the Sponsored Budget Tool, please contact the University help desk at 6-2001 or helpdesk@harvard.edu . You may also try 6-0800 or contactgmas@harvard.edu for GMAS.
Proposal Preparation, including...
- Budget Workbook and Current Budget Template
- Budget Justification Template
- Faculty Effort: Suggestions for Proposal Narratives
- Effort Commitments: Agency Specific Information,
- NSF Proposal Tasks Template
- NSF Data Management Plan Guidance
Sponsored Award Administration - including...
- Award Set-up
- Budget Workbook and Current Budget Template
- Budget Upload
- Monthly Award Management Checklist
- Action Memos and Award Letters
- Which Expenses May be Charged Directly to Grants
- CREW (Common Reporting Environment for the Warehouse) Grants Management Reports, including using Excel pivot tables
- GMAS (Grants Managment Application Suite)
- FASSPAR (FAS Sponsored Project Accounting Reports)
- Equipment Management
- Monthly Salary Certifications
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Sponsored Administration - General
Checklist for Monthly Award Management
- Monthly Status Review Job Aid (Excel)
- An Excel spreadsheet to help administrators monitor their accounts and prepare for productive monthly meetings with their Principal Investigator(s).
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Action Memos and Award Letters
- Interpreting Action Memos (PDF)
- A comprehensive look at Action Memos, award letters, and a discussion of grant history, prior approvals, and the UPAS form. With attached examples.
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GMAS Essentials
- GMAS Essentials Workbook (PDF)
- Grants Management Application Suite Workbook download for office use or as pre-work/follow up for/to the FAS GMAS Essentials Workshop
- GMAS Organization Chart (PDF)
- A picture of how GMAS is organized into Project and Segment pages, with Requests, Notices, and Revisions "attached" to the Segment pages.
- Uploading documents to GMAS (PDF)
- Instructions on how to upload docs to GMAS, as a secure alternative to using Accellion for confidential information.
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- FASSPAR is an intuitive, web-based system developed with FAS Principal Investigators and Research Administrators in mind. It draws from the Harvard Data Warehouse (HDW) and FAS web applications to provide up-to-date information on actual expenses, equipment encumbrances, and personnel appointments. FASSPAR also does automatic projections and provides a projection spreadsheet that can be customized and uploaded for later use.
- FASSPAR login: https://admin-apps.fas.harvard.edu/
Download the Introduction to FASSPAR Workbook (PDF) Here
Download the FASSPAR Projections Workbook (PDF) Here
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- Award Setup Job Aid (PDF)
- The ins and outs of setting up award files and preparing a budget for upload to the General Ledger.
- Current Budget Template (Excel)
- This Excel spreadsheet contains commonly used object codes and fringe and overhead rate formulas calculated for the current 5 year period. If the start date is different, the number of project months in each Harvard fiscal year can be modified to ensure fringe and overhead accuracy.
- Object Code List (PDF)
- A searchable list of expense object codes that can also be downloaded from ABLE in Excel format at
able.harvard.edu/coa/qr/expense_object_codes.xls - Uploading a Budget (PDF)
- Detailed instructions on uploading a budget to the General Ledger using FASSPAR or the Sponsored Budget Tool.
- Uploading a Budget Using FASSPAR (PDF)
- Detailed instructions on uploading a budget to the General Ledger using FASSPAR only.
- Uploading a Budget Using the Sponsored Budget Tool (PDF)
Troubleshooting and Modifying Existing Budgets Using the Sponsored Budget Tool (PDF)
Online Help for Sponsored Budgeting in ABLE (A Better Learning Environment) - Detailed instructions on uploading a budget to the General Ledger using the Sponsored Budget Tool (SBT).
Award Set-up and Budgeting
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Award Monitoring and Projecting
- General CREW help can be found at the CREW Website. You may also try:
- CREW Sponsored Basics Handout (PDF)
- Detailed information about logging on, the CREW Report Library, a description of the Sponsored Accounts Report (SAR), the Period Expense Report (PER), and the Detail Listing (DL) and how they can help, a discussion of the Report Code, how to download an SAR, using the CREW lookup function, and adding to the "My Favorites" tab. Illustrations and step-by-step instructions help guide users at their own computer. Users should also be comfortable with Harvard's Chart of Accounts and manipulating data in Microsoft Excel.
- Downloading the Detail Listing Report in Comma Separated Value (.csv) and Formatting it in Excel (PDF)
- Discusses and illustrates formatting and creating pivot tables in Excel. Meant for intermediate CREW users at the Faculty Support and Departmental levels. Assumes readers have a familiarity with downloading the Detail Listings in .pdf format.
- Detailed instructions for running CREW Monthly Salary Certifications and helpful hints for non-faculty Effort Coordinators.
- CREW: Beyond the PER! Workbook
- Meant for intermediate CREW users at the Faculty Support and Departmental levels. Assumes readers have a familiarity with the Period Expense Report, Detail Listings, and Monthly Salary Certifications. Illustrations and step by step instructions help guide users at their own computer. Users should also be comfortable with Harvard's Chart of Accounts and manipulating data in Microsoft Excel.
- Award Setup Job Aid (PDF)
- The ins and outs of setting up award files and preparing a budget for upload to the General Ledger.
- Current Budget Template (Excel)
- This Excel spreadsheet contains commonly used object codes and fringe and overhead rate formulas calculated for the current 5 year period. If the start date is different, the number of project months in each Harvard fiscal year can be modified to ensure fringe and overhead accuracy.
- Object Code List (PDF)
- A searchable list of expense object codes that can also be downloaded from ABLE in Excel format at
able.harvard.edu/coa/qr/expense_object_codes.xls - Instructions for Uploading a Budget (Login Required)
- Note: You must have access to the General Ledger application in Oracle Financials.If you do not have permission, talk to your departmental grant manager or administrator. To access Oracle Financials, go to the Harvard Financial Applications web page and, under Oracle Financials, click "Personal Homepage." Log in with your Harvard ID number and PIN .
- Uploading a Budget Using FASSPAR (PDF)
- Note: You must have permission to upload a sponsored budget in FASSPAR. If you do not have permission, talk to your departmental grant manager or administrator.
- Detailed instructions, forms, policy and helpful hints for non-faculty Effort Coordinators may be downloaded at http://www.fas.harvard.edu/~research/policy/effort/index.html#monthly .
Monthly Salary Certification Process (PDF)
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Award Set-up and Budget Uploads
Monthly Salary Certifications
(Also called Monthly Effort Reporting)
