Today’s Presentation

1. Today’s Presentation Can also be found after 2:20 pm today at: http://www.med.upenn.edu/orss

2. 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

3. Pre Award Monitoring Needs • Proposals submitted and awarded • AIS’s received and accurately reflect Award • Fund Set up/Budgeting/Payroll Distributions

4. 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)

5. Departmental Needs • Keeping your Dept Chair informed about the big picture • Developing a FY Grant Budget • Effective F&A rate • Proposal success rates

6. 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

7. 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”

8. Management of All Grants in ORG

9. Fund Level Management

10. Expense Detail

11. Award Analysis – Award Date.rep

12. FY Grant ORG Expense Analysis.rep

13. Grant Reports.rep PI Summary Tab

14. Grant Reports.rep PI Detail Tab

15. Grant Reports.rep Payroll Encumbrances Tab

16. Grant Reports – PI.rep Taken from the “PI Matrix –all” Tab

17. 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

18. ORG Summary - Analysis of Expired Funds Why isn’t my fund disabled?

19. ORG Summary – possible F&A

20. Fundsummary - SNAP/NCC Estimated Unobligated Balance Make sure the formula toolbar is checked under View Toolbar.

21. fundsummary.rep – Cref Matrix

22. 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

23. 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.

24. 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)

25. AIS (full search).rep Ability to search on multiple criteria

26. AIS (full search).rep The “New AIS Summary” Tab can give a summary of AIS’s issued in the last 35 days

27. AIS (full search).rep

28. Effort Report – Fund.rep

29. Effort Report – Fund.rep

30. 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.

31. 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.

32. Success Rates.rep

33. Delegating Responsibilities within a Dept • Can you delegate by Org or PI Name? • Can I modify queries on the repository to reflect responsibility?

34. 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.

35. Utilizing the created variable in other queries Mgmt Perspectives: Monitor changing workloads Monitor productivity

36. 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

37. Creating the variable

38. Creating the formula for the variable

39. 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”

40. Pathology Breakdown