Office of Sponsored Programs Financial impact tracker



2314943923817Office of Sponsored Programs Financial Impact Tracking AppHow Administrators Can Use the Financial Impact Tracker PowerApp Using PowerBI941000Office of Sponsored Programs Financial Impact Tracking AppHow Administrators Can Use the Financial Impact Tracker PowerApp Using PowerBIContentsBackground………………………………………………………………………………………………………………………………………2Resources…………………………………………………………………………………………………………………………………………2Accessing the Financial Impact Tracker App with PowerBI.………………………………………………………………3Using the Financial Impact Tracker App…………………………………………………………………………………………… HYPERLINK \l "UsingtheApp" 8Entering Personnel Cost Estimates into the Financial Impact Tracker App………………………………………11Entering OTPS Cost Estimates into the Financial Impact Tracker App………………………………………………14Reporting…………………………………………………………………………………………………………………………………………20Appendix A – Mapping of Oracle Expenditure Categories/Expenditure Types to Financial Impact Tracking App OTPS Category……………………………………………………………………………………………………………22Background for the Financial Impact Tracker App In this unprecedented time, universities are struggling to understand the financial impact of COVID-19 on University research (referred to as “losses” in this document). By tracking and reporting the monetary implications of the pandemic on university sponsored research, we can assess the financial shortfall and pursue other avenues for supplemental funding. The Financial Impact Tracker app allows users to review the sponsored programs they are working on and to report on estimated percentage of funding impact due to the pandemic or other crisis. Resources UVA’s research operations followed guidelines provided in the following Office of Management and Budget memoranda issued in response to the COVID-19 pandemic: HYPERLINK "" OMB Memo M-20-11: Administrative Relief for Recipients and applicants of Federal Financial Assistance Directly Impacted by the Novel Coronavirus (COVID-19)OMB Memo M-20-17: Administrative Relief for Recipients and Applicants of Federal Financial Assistance Directly Impacted by the Novel Coronavirus (COVID-19) due to Loss of OperationsOMB Memo M-20-18: Managing Federal Contract Performance Issues Associated with the Novel Coronavirus (COVID-19)OMB Memo M-20-20: Repurposing Existing Federal Financial Assistance Programs and Awards to support the Emergency Response to the Novel Coronavirus (COVID-19)OMB Memo M-20-26: Extension of Administrative Relief for Recipients and Applicants of Federal Financial Assistance Directly Impacted by the Novel Coronavirus (COVID-19) due to Loss of OperationsIn working with PIs to determine which costs they should consider in assessing estimated losses (both for personnel and non-personnel costs), please refer to the following resources:COGR the Financial Impact Tracker App with PowerBI It is recommended that either the Mozilla Firefox or Google Chrome browser be used to access the PowerBI report, along with a private or incognito window.Provided below are examples of how to open an incognito window in Google Chrome and a private window in Mozilla Firefox.450850287020Select the ellipsis located at the far right of the browser page.00Select the ellipsis located at the far right of the browser page.left2756221001Google Chrome:433705179070Select “New Incognito window.”00Select “New Incognito window.”left1464922002Paste in the following link: “Sign In.”The Financial Impact Tracking app is part of the UVA Academic Office 365 environment. You will need your eservices password to access the app.If prompted, select “Work or school account.”Sign in using your University credentials (use your “computingID@virginia.edu” e-mail account and eservices password.) If you experience password issues while signing in with computingID@virginia.edu, or you normally sign in to a different domain (e.g., HealthSystem) and you don't know your eservices password, this document will take you through the steps necessary to reset it:? the DUO 2-factor challenge for access.Mozilla Firefox:50292036830Select the menu with the three bars at the far right of the browser page.00Select the menu with the three bars at the far right of the browser page.left188981001502920191770Select “New Private Window.”00Select “New Private Window.”left2171952002Paste in the following link: “Sign In.”The Financial Impact Tracking app is part of the UVA Academic Office 365 environment. You will need your eservices password to access the app.If prompted, select “Work or school account.”Sign in using your University credentials (use your “computingID@virginia.edu” e-mail account and eservices password.) If you experience password issues while signing in with computingID@virginia.edu, or you normally sign in to a different domain (e.g., HealthSystem) and you don't know your eservices password, this document will take you through the steps necessary to reset it:? the DUO 2-factor challenge for access.Using the Financial Impact Tracker AppWhen the PowerBI report is first opened, you should see a list of PI names on the left-hand side of the report, and the Financial Impact Tracking app on the right-hand side of the report.After you have obtained from the PI the information they want reported in the app, select the PI’s name from the list. If the PI whom you selected experienced no impact on any personnel and “Other Than Personal Services” (OTPS) costs for any of their sponsored programs since March 2020, simply select “NO” in the bottom left-hand corner and the response will be recorded in the database. The following message will appear at the top of your screen: You will then be automatically logged out of the app.Remember – selecting the “NO” button is an “all or nothing” action. It should be used only if there was no impact across all of the PI’s sponsored programs since March. If even one sponsored program was impacted for one fiscal or pay period, the “NO” button should not be selected. Rather, select the “Let’s get Started” button. After the “Let’s get Started” button is selected, a page will open entitled “Compliance Info.”Please read through this page is it contains pertinent data pertaining to the reporting of idle time due to COVID-19.When you have finished reading the compliance information, select “Proceed to App,” which opens a page entitled “Personnel Costs.” Directly below is a brief description of the various sections of this page. -25035920992002-3109-5511001The title bar indicates which tab is active in the app. In this example, the Personnel Costs tab is active.Searching capability to assist those with several sponsored programs.-1868523273003List of sponsored programs to which personnel costs have been posted since March 2020.889076204004Icon to access page on which estimated losses associated with personnel costs, for the selected sponsored program, will be entered.8890820665005Two tabs are available in the app. The first is “Personnel Costs,” which displays sponsored programs to which personnel costs posted since March 2020. The second is “OTPS,” which displays sponsored programs to which non-personnel costs posted since March 2020. Entering Personnel Cost Estimates into the Financial Impact Tracker AppSelect the icon to the right of a project name. A form will open displaying detail about the selected project, such as the names of the project Principal Investigator, the project, and the sponsor. The estimated percentage of impact associated with personnel costs charged to the selected project will be entered using this form, as shown below.-1651019051001Select the pay period for which you want to report the estimated percentage of impact.-16510393702002Enter the estimated impact as a percentage. Percentages should be entered as a whole number (e.g., 50% would be entered as ’50,’ rather than ‘0.5’) based on the assessment made for each cost distribution.-22860209553003Select one impact reason from the list of available values:No impact – Able To Continue Planned Progress (0%)Restricted Facility AccessRestricted Human Subjects ResearchRestricted Animal ResearchEffort Repurposed to COVID-19 ActivityOff COVID-19 LeaveOther-165101308104004Text box to be completed if reason code 6 – Other is selected.-228601517655005Select the checkboxes associated with the employees for whom the pay period, percentage, and impact reason all apply.-16510755656006Select “Submit.” Once the “Submit” action has been processed, a green banner with the message “Successfully Updated” will display, and the percentages that had been entered will display next to the employees’ names.Reminder: if the estimated impact percentage and impact reason are the same for multiple employees being reported for a given pay period, you may select all of the checkboxes associated with those employees and then select the “Submit” button.Repeat Steps 1 – 6 until an impact reason and estimated loss percentage have been assigned to each employee for each pay period.Entering OTPS Cost Estimates into the Financial Impact Tracker AppTo enter estimated losses associated with OTPS costs, select the OTPS tab located in the bottom right-hand corner of the app.A form will open that is very similar to the Personnel Costs tab. -95251181101001The title bar indicates which tab is active in the app. In this example, the OTPS tab is active.-3175203202002List of sponsored programs to which OTPS costs were posted since March 2020.-3175501653003Icon to access the “OTPS Periods” page listing the fiscal periods for which estimated OTPS losses are to be reported.Select the icon to the right of a project name. The “OTPS Periods” form will open displaying the differents months during which OTPS costs posted to the selected sponsored project.Select the icon to the right of one of the periods. The “OTPS” form will open.3175463551001Oracle award/project combination and OTPS period selected on the previous page of the app.317550802002Online instructions pertaining to completion of the form.-3175184153003The categories into which the estimated OTPS losses are to be classified. They include:TravelTrainee ExpensesMaterial & SuppliesConsultant ServicesOther-31751612904004Text box to allow for description of costs classified as “Other.”-3175641355005Section in which the file exported from UBI should be uploaded in the app. Select “Upload file” to attach the file to be uploaded. NOTE:Only direct costs that have an expenditure item and transferred date after February 29, 2020, are to be entered into the app. Do not include F&A costs in the “Other” category as they will be calculated based on the costing schedule associated with the sponsored project. There are a variety of UBI reports that can be used to identify the OTPS expenditures for the given fiscal periods. Personnel expenditure categories related to Faculty, Classified Staff, University Staff, and GRAs/GTAs wages should not be included in any data extraction from UBI. However, the tuition remission and health fees associated with GRA/GTA wages identified by the PI as lost personnel costs, will need to be identified under “Other” in the Tracking App. The UBI report used to determine the estimated losses should be exported to Excel and uploaded into the app for the selected sponsored program and fiscal period. For example, if there are six fiscal periods in which OTPS expenditures posted to one sponsored program, you should generate six different Excel spreadsheets, regardless of the number of OTPS expenditures that posted to the sponsored program in any given fiscal period.Using the sponsored program GB10761-162665 for May 2020 as an example, you’ll note that there are only four OTPS expenditures that posted:The PI will estimate the loss, if any, associated with these expenditures. Continuing with the above example, suppose it was determined that there were losses associated with two of the lab supply expenditures, and there was no loss associated with the Svcs, Skilled, Other expenditure:Refer to Appendix A to determine into which Financial Impact Tracking App OTPS Category they should be assigned. Please note that the Expenditure Category on the UBI report does not always correspond to the Financial Impact Tracking App OTPS Category, so do not rely on the Expenditure Category in assessing into which field the estimated loss should be entered in the app. If the sponsored project was established to capture participant support costs (i.e., for REUs, REGs and RETs) or participant support costs were incurred by any sponsored program (i.e., those monitored by departments), all expenditures for that program that are estimated to be lost should be reported in the “Training Costs” category within the app. If the PI has any knowledge of disruptions in research performed by a subcontractor and wishes to identify the subcontractor invoices as losses to the PI’s sponsored program, the relevant subcontractor expenditure type should be mapped to “Other.”Continuing with the example, Svcs, Skilled, Other is categorized as Other and the three lab supplies expenditure types are categorized as Materials & Supplies. Enter the estimated losses into the appropriate fields within the app, even if the estimated losses are $0. If estimated losses other than $0 are reported in the Other category, please provide a brief description of the nature of those losses in the appropriate text field. After the losses have been entered into the fields, the spreadsheet should be uploaded to the app and the data should be submitted, as shown below:NOTE: Even if there were no estimated losses for OTPS costs for a selected sponsored program and fiscal period combination, you will need to access the OTPS form and select the checkbox in the upper right-hand corner to record that there was no impact.Once the checkmark has been selected, a grey banner should display with the message “Your Changes have been applied Successfully!!”Repeat these steps for each sponsored program and OTPS period combination presented in the app. ReportingIncluded within the PowerBI report are two tabs to assist you with tracking for which sponsored programs reporting has been completed and for which reporting remains outstanding.Personnel Reporting StatusThere are four charts on this sheet. Each of these charts are pivot tables, which permit drilling from the Org to the PI Name and then to each sponsored project for which the PI is named as Project PI in Oracle.025401001PIs Who Had No Impact on Any Grants – lists the PIs for whom the “No Impact” button was selected. -3810101602002Reporting of Estimated Losses for Personnel Costs is Complete – lists the sponsored programs by department and PI for which reporting is 100% complete.-1079582553003Reporting of Estimated Losses for Personnel Costs is Not Complete – lists the sponsored programs by department and PI for which reporting is not 100% complete.-8255-6354004Detail of PI Reporting Status – lists all of the sponsored programs by department and PI along with the reporting status for each sponsored program.OTPS Reporting StatusThere are three charts on this sheet. Each of these charts are pivot tables, which permit drilling from the Org to the PI Name and then to each sponsored project for which the PI is named as Project PI in Oracle.025401001PIs Who Had No Impact on Any Grants – lists the PIs for whom the “No Impact” button was selected. -3810101602002OTPS Has Been Reported - lists the PIs and sponsored programs for which estimated losses have been reported, along with the date and time on which the losses were reported in the app.-1079582553003OTPS Has Not Been Reported – lists the PIs and sponsored programs for which estimated losses have not been reported.Should you have any questions about how to use the app, please contact osp-apphelp@virginia.eduAppendix A – Mapping of Oracle Expenditure Categories/Expenditure Types to Financial Impact Tracking App OTPS CategoryExpenditure Type on UBI ReportFinancial Impact Tracking App OTPS CategoryExp Credit TravelTravelMeals, BusinessTravelTravel Costs, Training (all)TravelTravel, AidTravelTravel, Meals Actual, ForTravelTravel, Meals Actual, USTravelTravel, Meals Per Diem, ForTravelTravel, Meals Per Diem, USTravelTravel, Parking & MiscTravelTravel, Personal VehicleTravelTravel, Public Carrier, ForTravelTravel, Public Carrier, USTravelTravel, Rental Vehicle, ForTravelTravel, Rental Vehicle, USTravelTravel, State VehiclesTravelTravel, Subsist & Lodging, ForTravelTravel, Subsist & Lodging, USTravelExp Credit Schol & FellowTrainee ExpensesFell, Assist, Conv, GradTrainee ExpensesFell, Assist, In, GradTrainee ExpensesFell, Assist, Out, GradTrainee ExpensesFell, Other Fees, GradTrainee ExpensesFell, Stipends, Intl, GradTrainee ExpensesFell, Stipends, Non-StudentTrainee ExpensesFell, Stipends, Post-Doc, GradTrainee ExpensesFell, Stipends, US, GradTrainee ExpensesFell, Tuition Adj, GradTrainee ExpensesFell, Tuition, In, GradTrainee ExpensesFell, Tuition, Out, GradTrainee ExpensesNonResAlien, GradSubsist, StipTrainee ExpensesNonResAlien, NonGSubsist, StipTrainee ExpensesSchol, Assist, Conv, UndergradTrainee ExpensesSchol, Assist, In, UndergradTrainee ExpensesSchol, Assist, Out, UndergradTrainee ExpensesSchol, Stip, Intl, UndergradTrainee ExpensesSchol, Stipends, US, UndergradTrainee ExpensesSchol, Tuition, In, UndergradTrainee ExpensesSchol, Tuition, Out, UndergradTrainee ExpensesTravel, OSP TraineeTrainee ExpensesEq NonCapital Comp SoftwareMaterials & SuppliesEq NonCapital Desktop CompMaterials & SuppliesEq NonCapital Dev Tools PurchMaterials & SuppliesEq NonCapital EducationalMaterials & SuppliesEq NonCapital ElectronicMaterials & SuppliesEq NonCapital ExhibitMaterials & SuppliesEq NonCapital FieldMaterials & SuppliesEq NonCapital IT Power DistrMaterials & SuppliesEq NonCapital LaboratoryMaterials & SuppliesEq NonCapital ManufacturingMaterials & SuppliesEq NonCapital Medical & DentalMaterials & SuppliesEq NonCapital Mobile CompMaterials & SuppliesEq NonCapital Network ComponenMaterials & SuppliesEq NonCapital Network ServersMaterials & SuppliesEq NonCapital Network StorageMaterials & SuppliesEq NonCapital Non-PowerMaterials & SuppliesEq NonCapital Office FurnitureMaterials & SuppliesEq NonCapital Other Comp EquMaterials & SuppliesEq NonCapital PhotographicMaterials & SuppliesExp Credit Supplies & MaterialMaterials & SuppliesFixturesMaterials & SuppliesHSF Owned Eq NonCap Ofc FurnMaterials & SuppliesSupplies, AgriculturalMaterials & SuppliesSupplies, ApparelMaterials & SuppliesSupplies, Assessment MatMaterials & SuppliesSupplies, Books (Non-Library)Materials & SuppliesSupplies, Computer OperatingMaterials & SuppliesSupplies, EducationalMaterials & SuppliesSupplies, Electrical R&MMaterials & SuppliesSupplies, Food & DrinkMaterials & SuppliesSupplies, Food SvcMaterials & SuppliesSupplies, Gas & Diesel FuelMaterials & SuppliesSupplies, Hardware MaterialMaterials & SuppliesSupplies, Lab, AnimalsMaterials & SuppliesSupplies, Lab, ChemicalsMaterials & SuppliesSupplies, Lab, Comp Gas, DemurMaterials & SuppliesSupplies, Lab, Comp Gas, PurchMaterials & SuppliesSupplies, Lab, OtherMaterials & SuppliesSupplies, Lab, RadioactiveMaterials & SuppliesSupplies, ManufacturingMaterials & SuppliesSupplies, Medical & DentalMaterials & SuppliesSupplies, Merchandise, ResaleMaterials & SuppliesSupplies, OfficeMaterials & SuppliesSupplies, Pharmaceutical DrugsMaterials & SuppliesSupplies, PhotographicMaterials & SuppliesSupplies, Stationery & FormsMaterials & SuppliesSupplies, Vehicle R&MMaterials & SuppliesSvcs, Academic ConsultingConsultant ServicesSvcs, Consulting (Long-term)Consultant ServicesSvcs, Consulting (Short-term)Consultant ServicesSvcs, Consulting(Non-Academic)Consultant ServicesSvcs, Training ConsultantConsultant ServicesEmp Training, Reg & MaterialsOtherEq Capital Comp SoftwareOtherEq Capital Desktop CompOtherEq Capital ElectronicOtherEq Capital FieldOtherEq Capital LaboratoryOtherEq Capital ManufacturingOtherEq Capital Medical & DentalOtherEq Capital Mobile CompOtherEq Capital Network ServersOtherEq Capital Other Comp EquOtherEq Fabrication NonCap OSP MgmtOtherExp Credit Contract Svcs, NoFAOtherExp Credit Contractual SvcsOtherExp Credit Health Care SvcsOtherExp Credit OtherOtherFell, Tuition Remis, In, GradOtherFell, Tuition Remis, Out, GradOtherInstall Purch, EquipOtherInsurance, AutomobileOtherInsurance, Med, Summer CampOtherLiving Allowance, Non-StuOtherLiving Allowance, NRA Non-StuOtherProfessional Licenses & FeesOtherRecov, isp (Aux)OtherRecov, isp (Non-Aux)OtherRecov, OtherOtherRent, Buildings & FacilitiesOtherRent, Computer PeripheralOtherRent, Computer ProcessorOtherRent, Conference/Meeting SpaceOtherRent, EquipmentOtherRent, LandOtherRent, Land & BuildingsOtherRent, SoftwareOtherSupplies, Genomic Array No F&AOtherSupplies, Genomic ArraysOtherSvc Charge, Refuse RemovalOtherSvc Charge, WaterOtherSvcs, Advertising & MediaOtherSvcs, AuditingOtherSvcs, CateringOtherSvcs, Cntrct Labor, OtherOtherSvcs, Computer Hardware MaintOtherSvcs, Computer Oper, Non-StateOtherSvcs, Computer Oper, StateOtherSvcs, Computer Software MaintOtherSvcs, Contractual Pass-thruOtherSvcs, CopyingOtherSvcs, CustodialOtherSvcs, Electric, Off-GroundsOtherSvcs, Electrical R&MOtherSvcs, Emp Moving, Trans & StorOtherSvcs, Equip R&M ContractsOtherSvcs, Equipment R&MOtherSvcs, Equipment R&M, ETFOtherSvcs, ExpressOtherSvcs, Freight, InboundOtherSvcs, Freight, OutboundOtherSvcs, General R&M, OtherOtherSvcs, GreenhousesOtherSvcs, Health Ins ReimburseOtherSvcs, Heating Oil, Off-GroundsOtherSvcs, Human Subject PymtsOtherSvcs, Ins, Health, Grad F&AOtherSvcs, Ins, Health, Grad StdntOtherSvcs, Internal Svc ProviderOtherSvcs, IT Dev, Non-StateOtherSvcs, Laundry & LinenOtherSvcs, Manufctrd/Produced GoodsOtherSvcs, Mechanical R&MOtherSvcs, Memberships to OrgsOtherSvcs, MessengerOtherSvcs, Moving & Relocation, EmpOtherSvcs, Parking Impact AssessmtOtherSvcs, Particpt supp reim OSPOtherSvcs, Personnel MgmtOtherSvcs, PrintingOtherSvcs, Professional, UPG-MDsOtherSvcs, Pub Relations & MrktgOtherSvcs, Publication CostsOtherSvcs, Skilled, OtherOtherSvcs, Subcontracts, OSP No F&AOtherSvcs, Subcontracts, Spon PrgmOtherSvcs, Subscrip, PublicationsOtherSvcs, Telecom, Cell, InternetOtherSvcs, Telecom, DITOtherSvcs, Telecom, Non-DIT, LDOtherSvcs, Telecom, Non-DIT, OtherOtherSvcs, Temp, UVAOtherSvcs, U.S. PostalOtherSvcs, University ArchitectOtherSvcs, Utility Connection FeesOtherSvcs, Vehicle R&MOtherTraining Fees & MaterialsOtherTuition Reimburse, EmployeeOtherTuition Waiver, StudentOther ................
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