Transcript Document
Today’s Presentation
Can also be found after 2:20 pm today at: http://www.med.upenn.edu/orss
Business Objects - Utilizing The Tool from a Departmental Perspective Richard J Snyder Assoc. Director – Post Award School of Medicine Office of Research Support Services Email: [email protected]
Phone: 573-1394 Brian J Squilla Admin. & Financial Officer Dept. of Pathology Email: [email protected]
Phone: 898-8065
Pre Award Monitoring Needs
• • • Proposals submitted and awarded AIS’s received and accurately reflect Award Fund Set up/Budgeting/Payroll Distributions
Post Award Monitoring Needs • • • • • • • • • • Monthly Monitoring/PI Review – Allowability (Reasonable, Allocable, Consistently treated) F&A type costs directly charged to Federal Grants Effort charged as proposed Overdrafts/Unobligated Balances Cost Transfers On time FSR’s Expired Funds not disabled Receivables/ Checks received Allocation of Expense to Clinical Trial Awards Protocols Up to Date with Regulatory Affairs (IRB/IACUC)
Departmental Needs • • • • Keeping your Dept Chair informed about the big picture Developing a FY Grant Budget Effective F&A rate Proposal success rates
Project Management - Reports
“There are so many reports I’m not sure where to look first.”
Project Management - Reports
• The School of Medicine has strived to create useful grant management reports tapping all sources of data and has made them available to the university community via the Corporate Repository. It recommends utilizing Business Objects for the purposes of monthly monitoring. The Business Objects reports are the only reports available that can provide a summary overview with alerters of all the funds for which an ORG is responsible (i.e. RESP ORG). • Documentation for queries can be found at: http://www.upenn.edu/computing/da/dw/financial_queries.html
Select “Grants Management”
Management of All Grants in ORG BUSINESS OBJECTS
ORG Summary.rep
by Fund, PI, Acct End, receivables, overdrafts, funds freezing, late/due FSR’s, Analysis of expired funds, Illegal object code charges, possible F&A direct charged to Fed grants, payroll compared to budget.
Grantmonitor.rep
PBIL/PBUD/Budget, NCC Due, Awards Due, Revenue Check, Overdrafts (active and expired), Federal Cash, CT Cash, Residual Balances, Receivables
Subbudgets.rep
our charges to others
Otherorgschgs.rep
ORGpersonnel.rep
all current distributions
Paylate.rep
funds with pay after termination
Award Analysis- Award Date.rep
PT-Requests.rep
(all proposals submitted for any time period)
JE inquiry (by batch between dates).rep
FY Grant ORG Expense Analysis.rep
Effort Report – Home Dept ORG.rep
Object code by fund – posted org.rep
Object code by fund – detail AIS (full search).rep
Protocols – Org.rep / Protocols – PI.rep
BEN FINANCIALS
132.ORG
List of Terminated G&C Funds
133.ORG
List of G&C Funds Due to Close
138.ORG
Frozen Fund List
201.SCH
PJTD Rev/Exp for G&C/URF
202.SCH
YTD Rev/Exp Totals for Funds
211.SCH
PJTD Rev/Exp Outline for G&C/URF
212.SCH
YTD Rev/Exp Outline for G&C/URF
301.BUD
Budgetable Amount - Grants/Contracts
306.BUD
Negative BBA ORG/FUND/CREF PJTD
Fund Level Management BUSINESS OBJECTS
fundsummary.rep
summary by ORG/CNAC SNAP/NCC estimated unobligated balance
Fund Detail.rep
monthly matrix all expense monthly matrix personnel paid
Effort Report – Fund.rep
GRANT REPORTS.rep (-Resp Org, -PI, -CREF)
PI friendly & monthly payroll and expense detail BEN FINANCIALS
102.ORG
Summary G&C by CNAC/ORG/FUND
103.ORG
Summary G&C by CNAC/ORG/FUND/CREF
115.ORG
Grant Fund Summary Report
130.ORG
PI Report by CNAC/ORG/FUND
134.ORG
Summary of Final Expenditure Report (available for grants in adjustment period)
137.ORG
Grant/Contract Budget Period Summary
Expense Detail BUSINESS OBJECTS BEN FINANCIALS
Fund Detail.rep
Payroll by Obj, by Person,Exp Detail by Object, Org, Acct Period, P.O./User
Fund Detail – PI.rep
monthly matrix of personnel paid on PI grants
Payroll.rep
(any fund any period of time)
variations include:
All grants of PI All grants of Resp Org
Personnel.rep
(any person, any period)
Personnel-one
(any person’s current distrib)
Detail.rep
variations include:
All grants of PI All grants of Resp ORG subcontracts object special budget operating budget cash deposits
Encumbrances(Fund).rep
Waywards.rep
150.ORG
Detail by CNAC/ORG/FUND
151.ORG
Detail by CNAC/ORG/FUND/CREF
152.ORG
Detail by CNAC/ORG/CREF
153.ORG
Detail by CNAC/ORG/FUND/PROG
155.ORG
Detail Extract
156.ORG
Detail by CNAC/ORG/FUND/PROG/CREF
160.ORG
Account Analysis with payables detail
163.ORG
Open Encumbrances Report
301.BUD
Budgetable Amount - Grants/Contracts
304.BUD
Negative BBA ORG/FUND YTD
305.BUD
Negative BBA ORG/FUND/CREF YTD
306.BUD
Negative BBA ORG/FUND/CREF PJTD
315.BUD
Posted Budget Journal with Exceptions
507.GA
Posted Journal Activity Report
508.GA
Unposted Journal Activity Report
510.GA
Detail Transaction by OBJECT by ORG
Award Analysis – Award Date.rep
FY Grant ORG Expense Analysis.rep
Grant Reports.rep
PI Summary Tab
Grant Reports.rep
PI Detail Tab
Grant Reports.rep
Payroll Encumbrances Tab
Grant Reports – PI.rep
Taken from the “PI Matrix –all” Tab
Grant Reports – PI.rep
Taken from the “Personnel Matrix” Tab. Note: this covers one period only. Fund Detail –PI.rep could do this for a range of dates
ORG Summary - Analysis of Expired Funds Why isn’t my fund disabled?
ORG Summary – possible F&A
Fundsummary - SNAP/NCC Estimated Unobligated Balance Make sure the formula toolbar is checked under View Toolbar.
fundsummary.rep – Cref Matrix
Fund Detail.rep
This is the “Acct Per. Summary Tab”. There is also a Pay Summary Tab as well as numerous tabs to sort payroll information and expense detail information. Variations of this include: Fund Detail-PI.rep and Fund Detail - cref detail.rep
GrantMonitor.rep
This tab of the GrantMonitor can help identify NIH noncompeting Progress Reports that Might be due. There are also separate tabs which can identify when Subcontracts Progress Reports are due and also T32’s based on which Institute the award is with.
JE Inquiry (by batch between dates).rep
Note the 3 tabs which are specifically designed for grant entries done by Res Svcs (8760) or the Comptroller’s Office (8720)
AIS (full search).rep
Ability to search on multiple criteria
AIS (full search).rep
The “New AIS Summary” Tab can give a summary of AIS’s issued in the last 35 days
AIS (full search).rep
Effort Report – Fund.rep
Effort Report – Fund.rep
How can I change the NIH Cap in the Effort Report Queries?
Select: Data Variables Select NIH Cap Edit Formula After editing/ changing the
Protocols – Org.rep
This tab gives a summary of protocols by fund #. There are also separate tabs for Human Protocols by PI, Animal Protocols by PI, Protocols by #, and Expired Protocols.
Success Rates.rep
Delegating Responsibilities within a Dept • Can you delegate by Org or PI Name?
• Can I modify queries on the repository to reflect responsibility?
Examples of creating data where data doesn’t exist There is no data available for who the responsible BA is on a fund or who the ORSS Manager is.
Utilizing the created variable in other queries Mgmt Perspectives: Monitor changing workloads Monitor productivity
Creating Variables and Utilizing Filters
• • – Create Variables utilizing “If Then Else” Logic Ex (If
Creating the variable
Creating the formula for the variable
Filtering the new variable 1. Click on any Cell in the query.
2. Select “Format” “Filters” 3. Click “Global” and “Add” 4. Select the new variable to filter 5. Select the Value As you are filtering on individuals, you may want to apply the same filter on all tabs and rename the query, or perhaps you can duplicate a tab by via “Edit” “Duplicate Report”