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: rsnyder@mail.med.upenn.edu
Phone: 573-1394
Brian J Squilla
Admin. & Financial Officer
Dept. of Pathology
Email: squilla@mail.med.upenn.edu
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)
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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
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
BEN FINANCIALS
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 <NIH
Cap> variable, the
query needs to be
rerun. Column
Headings will also
update on all tabs.
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
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Ex (If <PI Name> In List Then “Brian Squilla” Else….Else “Undefined”
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You can than filter on the newly created Variable Object
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Once you’ve created the variable you can create the same
variable in other queries with a “Cut and Paste” of the
formula
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”
Pathology Breakdown