Office of Sponsored Programs Financial impact tracker



2314943923817Office of Sponsored Programs Financial Impact Tracking AppHow Principal Investigators Can Use the Financial Impact Tracker PowerApp941000Office of Sponsored Programs Financial Impact Tracking AppHow Principal Investigators Can Use the Financial Impact Tracker PowerAppContentsBackground………………………………………………………………………………………………………………………………………2Resources…………………………………………………………………………………………………………………………………………2Prerequisites – Mobile Device...……………………………………...………………………………………………………………3Prerequisites – Laptop…………....……………………………………...………………………………………………………………3Using the Financial Impact Tracker App……………………………………………………………………………………………8Entering Personnel Cost Estimates into the Financial Impact Tracker App………………………………………10Background 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, universities can assess and pursue their eligibility for relief funding. The Financial Impact Tracker app allows users to review the sponsored programs they are working on and to report estimated percentage of impact due to the pandemic or another 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 determining which costs to consider in assessing estimated losses (both for personnel and non-personnel costs), please refer to the following resources:COGR if you had no impact on any of your grants, you will need to log in to the Financial Impact Tracker App. Prerequisites Mobile DeviceTo get started with the mobile app, you need to download the PowerApps mobile app to your device using the device's app store.iPhone or iPadFor Apple devices with iOS such as iPhone and iPad, go to the App storeFor Android devices, go to Google PlayAfter you install the Power Apps Mobile, open the app from your device and sign in with your University credentials (use your computingid@virginia.edu e-mail account and eservices password). Select the “Higher Education Crisis Financial Impact Tracker” app.LaptopIf you will be accessing the app using a laptop, use either Google Chrome or Mozilla Firefox, and open an incognito window in your browser. Provided below are examples of how to open an incognito window in (1) Google Chrome, (2) Mozilla Firefox.Google Chrome:Paste in the following link: 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 (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:Paste in the following link: 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 (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 you first open the app, you will see a screen similar to the following displayed:If you experienced no impact on any personnel and “Other Than Personal Services” (OTPS) costs for any of your 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.NOTE – selecting the “NO” button is an “all or nothing” action. It should be used only if there was no impact across all of your 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 the 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. There is no expectation that you will enter directly into the app your estimated losses associated with OTPS costs. Rather, you will provide that information to your designated Research Administrator who will key it into the app on your behalf.Entering Estimates for Personnel Costs 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 whome 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 were entered will display next to the employees’ names.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.3314700221615220022In determining the estimated percentage to apply in step , here are some examples to consider:If you have a half-time (FTE) graduate research assistant funded by your project and you estimate that they accomplished three-quarters of what they would have normally, you would report that as a 25% loss. If you have a full-time (FTE) research scientist funded by your project and you believe they accomplished about a quarter of what they would have normally, you would report that as a 75% loss. If you have a person who is off completely because of a lab closure or perhaps they were unable to work because of a COVID-related leave, (child care, ill family member or their own illness), you would submit that as a 100% loss. Repeat Steps 1 – 6 until an impact reason and estimated loss percentage has been assigned to each employee for each pay period. ................
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