PAN: Pre Award Number
During the PAN process for a new award a SmartKey is assigned to a project so that spending can begin, but an award is not fully generated. Once a full award is generated, if any value in the chartfield string that makes up the originally assigned SmartKey changes, a new SmartKey must be assigned to that award. Having different SmartKeys for the same project does not give a complete picture of the expenditures on the project. There are, however, a couple of ways that this situation can be avoided. One option is to move all of the old expenses from the original SmartKey to the new SmartKey via a journal entry. Depending on the number of projects and the number of expenses, this could be very arduous. Another option is to leave the expenses on the old SmartKey and plan on managing the budget by manually combining the expenses from the various projects. Neither of these options is ideal. a few examples of what causes the need for a new SmartKey include:
- Not properly distinguishing between a Federal and non-Federal Award. Just because the direct sponsor is non-Federal, it doesn’t mean that it isn’t flow-through money from a Federal entity.
- Not including all needed projects at the time of the PAN request. It isn’t always possible to anticipate all the needed projects at the PAN stage, but doing so goes a long way toward properly establishing the SmartKey and award.
- Not making sure the Departments are correct. If the Department changes or was requested incorrectly, a new SmartKey will have to be assigned.
Best practice suggests being very thoughtful when requesting PANS so that they correct information is initially entered, thereby eliminating the need to assign a new SmartKey to the award.
Class Code for Clinical Trials
Historically, the class code for CTs was A350. the new class code is A330. the decision has been made to not do a system-wide clean up of those projects with the old CT class code, but do them on a per request basis, the logic being that the old projects will eventually end. Any requests for SmartKey change, which is the result of changing the class code, will result in two SmartKeys for the same project. for those projects with the A350 class designation, the purpose field will indicate clinical Trial, and this is how the can be identified in compass. Additionally, if someone is looking for a CT that has two SmartKeys associated with it, searching for it in Commitment Control by the project number will pull in all associated information, including the two SmartKeys, any newly generated clinical Trial will be designated by the class of A330.