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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

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today s presentation
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
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
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
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
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
Project Management - Reports

“There are so many reports I’m not sure where to look first.”

Ben Reports

BEN FINANCIALS

PennERS

Business Objects

SALMGMT

GRAMS

PennERA

project management reports1
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”

grant reports rep
Grant Reports.rep

PI Summary Tab

grant reports rep1
Grant Reports.rep

PI Detail Tab

grant reports rep2
Grant Reports.rep

Payroll Encumbrances Tab

grant reports pi rep
Grant Reports – PI.rep

Taken from the “PI Matrix –all” Tab

grant reports pi rep1
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
ORG Summary - Analysis of Expired Funds

Why isn’t my fund disabled?

fundsummary snap ncc estimated unobligated balance
Fundsummary - SNAP/NCC Estimated Unobligated Balance

Make sure the formula toolbar is checked under View Toolbar.

fund detail rep
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
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.

slide24

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
AIS (full search).rep

Ability to search on multiple criteria

ais full search rep1
AIS (full search).rep

The “New AIS Summary” Tab can give a summary of AIS’s issued in the last 35 days

how can i change the nih cap in the effort report queries
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
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.

delegating responsibilities within a dept
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
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
Utilizing the created variable in other queries

Mgmt Perspectives:

Monitor changing workloads

Monitor productivity

creating variables and utilizing filters
Creating Variables and Utilizing Filters
  • Create Variables utilizing “If Then Else” Logic
    • Ex (If <PI Name> In List Then “Brian Squilla” Else….Else “Undefined”
  • You can than filter on the newly created Variable Object
  • Once you’ve created the variable you can create the same variable in other queries with a “Cut and Paste” of the formula
filtering the new 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”

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