Purpose
The following guide is intended for Operating Entity and Organizational Planners who are looking to view or complete any of the following actions:
Action
· Entering and Reviewing Grants and CRS Budgets
· Review Grants and CRS Award Level Detail from PPM
· Grants and CRS Expense Entry and Review
· Grants and CRS Calculated Revenue Review
· Entering and Reviewing Grants and CRS Forecast
· Review Grants and CRS Award Level Detail from PPM - Forecast
· Grants and CRS Forecast Entry and Review
· Grants and CRS Forecast Calculated Revenue Review
Terminology
Grants & Clinical Research
· Grants/Awards - An award is the umbrella record that contains comprehensive demographic and financial information for a sponsored research agreement. All research projects overseen by URA will commence with the prefix “USP.”
· Grants and CRS Expense Entry and Review - A request for funds that, if approved, are added to a unit’s Budget; however, they have a defined start date and end date or other conditions.
· Clinical Research Award – Clinical Research Studies (CRS), or Clinical Research Awards, are granted to researchers or medical institutions for conducting clinical studies and clinical trials. All clinical study projects overseen by OCR/CTFG will commence with the prefix CRS.
Entering and Reviewing Grants and Expense Entries
Review Grants and CRS Award level Details from PPM
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Grants and CRS.
3. Select Grants and CRS Awards PPM.
4. Review Active PPM Awards.
NOTE: This Data was loaded directly from PPM intended to be a reference for units when building Grants and CRS Budgets.
5. Select vertical 2.
6. Select the Award Amounts – Budget Year tab.
7. Right-click on the form.
8. Select Refresh Award Data from PPM.
NOTE: This will copy all existing awards into Budget/Working.
9. Right click on the form again.
10. Select Calculate Annual Award Amounts.
NOTE: This rule will determine the Budget year award spread based on the remaining award amount and award start/end date. The amount in the Budget year is an even spread and is intended for reference only.
11. If needed, the user can then manually override the data.
12. Select Save.
NOTE: You must save the data form to push the amounts to the reporting cube for the comparison to budget.
13. Select vertical 3.
14. Select the applicable Fiscal Year. Select the Scenario POV as Budget.
15. Enter awards that still need to be active in PPM.
16. Select Save.
17. Select New Awards – Multiple Orgs.
18. Select the applicable Fiscal Year. Select the Scenario POV as Budget.
19. Review and/or enter data.
20. Select Save.
21. Select Review All New Awards.
22. Select the applicable Fiscal Year. Select the Scenario POV as Budget.
23. Review and/or enter data.
24. Select Save.
25. Select vertical 4.
26. Review this form to see the combined existing and new awards data.
NOTE: This data is intended to help inform the Budget year expenses for grants and CRS
27. Select vertical 5.
28. Ensure you are on the Comparison to Budget tab.
NOTE: Review this form to see the Award Amounts remaining by fund.
29. Review the Comparison to Budget data.
You have now completed the process of Review Grants and CRS Award Level Detail from PPM.
Grants and CRS Expense Entry and Review
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Grants and CRS.
3. Select Grants CRS Budget Entry.
4. Ensure the correct Organization is selected.
5. Ensure the correct Fund is selected.
6. Right-click an empty row.
7. Add New Expense Account.
NOTE: You can use the add account functionality if there is no F&A account on the expense input form.
NOTE: Before right-clicking, click on a member in the dimension closest to the grid to highlight the row in blue, then right-click.
8. Enter necessary data for desired account(s).
9. Select Save.
10. Select the X to return to the Grants and Expense Entry tab.
11. Select OK.
12. Select the X to return to the Grants and Expense Entry tab.
13. Ensure the new data is populated.
14. Enter expenses on non-F&A accounts. Then, enter expenses on F&A accounts.
NOTE: Anything account-related except for F&A – Sponsored Projects – 76705 or any account that rolls up to F&A E76770 can be entered.
15. Select Save.
16. Go to the Grants and CRS Expense Review form.
17. Ensure the Fund in the POV is the fund you entered Budgets for on Grants and CRS Expense Entry.
NOTE: Click the arrow icon to refresh the data form (only applies if you changed the Fund in the POV).
18. Review the Total Operating Expenses.
NOTE: Total Operating Expenses will include salary and benefits data pushed over from the position cube (if applicable).
19. Review the total F&A and ensure this matches the F&A you entered on the Grants and CRS Expense Entry tab.
NOTE: Ensure the math for Total Operating Expenses Less F&A is correct.
20. Click on the Grants and CRS Expense Review by Fund tab.
21. Ensure the Fund in the Columns is the fund you entered Budgets for on Grants and CRS Expense Entry.
NOTE: The two review forms differ. The Fund is broken out and displayed in the columns.
NOTE: Click the Go arrow icon to refresh the data form (only applies if you changed the Fund in the POV)
22. Review the b.
NOTE: Total Operating Expenses will include salary and benefits data pushed over from the position cube (if applicable)
23. Review the total F&A and ensure this matches the F&A you entered on the 'Grants and CRS Expense Entry' tab. Ensure the math for Total Operating Expenses Less F&A is correct.
You have now completed the Grants and CRS Expense Entry and Review process.
Grants and CRS Calculated Revenue Review
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Grants and CRS.
3. Select Grants CRS Budget Entry.
4. Select the Calculated Revenue tab.
5. Confirm that the Revenue is calculated as expected.
NOTE: This should equal the F&A Amount on the Grants and CRS Expense Entry tab.
NOTE: This form is used to review direct revenue, which are the expenses entered on the expense input form less F&A.
6. Select the Calculated IDC Revenue tab.
7. Ensure the FY Budget YearTotal equals the F&A Amount in the Grants and CRS Expense Entry tab.
8. Expand the YearTotal tab to review the Quarterly breakdown.
9. Review the FY Budget by Quarter.
10. Select the Review Direct Revenue tab.
11. Ensure the data has been populated correctly.
12. Confirm that both Variance columns on this tab are equal to 0.
13. Select Review Indirect Recovery.
14. Enter the data has been populated correctly.
15. Confirm that both Variance columns on this tab are equal to 0.
You have now completed the process of Grants and CRS Calculated Revenue Review.
Entering and Reviewing Grants and CRS Forecast
Review Grants and CRS Award Level Detail from PPM - Forecast
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Grants and CRS.
3. Select Grants and CRS Awards PPM.
4. Review Active PPM Awards on vertical 1.
NOTE: This Data was loaded directly from PPM and intended to be a reference for units when building Grants and CRS Budgets.
5. Select vertical 2.
6. Select Awards Amount – Current Year.
7. Right-click on the form.
8. Select Refresh Award Data from PPM.
NOTE: This will copy all existing awards into Budget / Working.
9. Right-click on the form again.
10. Select Calculate Annual Award Amounts.
NOTE: This rule will determine the Budget year award spread based on the remaining award amount and award start/end date. The amount in the Budget year is an even spread and is intended for reference only.
11. The user can then manually override the data.
12. Select Save.
13. You must save the data form to push the amounts to the reporting cube for the comparison to budget
14. Select vertical 3.
15. Select the Years field to change the Fiscal Year. Select the Scenario POV as Forecast.
16. Enter awards that still need to be active in PPM.
17. Select Save.
18. Select New Awards – Multiple Orgs.
19. Select the Years field to change the Fiscal Year. Select the Scenario POV as Forecast.
20. Review and/or enter data.
21. Select Save.
22. Select Review All New Awards.
23. Select the Years field to change the Fiscal Year. Select the Scenario POV as Forecast.
24. Review and/or enter data.
25. Select Save.
26. Select vertical 4.
27. Select Review All Award – Current Year.
28. Review this form to see the combined existing and new awards data.
NOTE: This data is intended to help inform the Budget year expenses for grants and CRS.
29. Select vertical 5.
30. Select Comparison to Forecast.
NOTE: Review this form to see the Award Amounts remaining by fund.
31. Review the Comparison to Forecast data.
You have now completed the process of Reviewing Grants and CRS Award Level Detail from PPM – Forecast.
Grants and CRS Forecast Entry and Review
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Grants and CRS.
3. Select Grants CRS Forecast Entry.
4. Ensure the correct Organization is selected.
5. Ensure the correct Fund is selected.
6. Right-click an empty row.
7. Add New Expense Account.
NOTE: You can use the add account functionality if there is no F&A account on the expense input form.
NOTE: Before right-clicking, click on a member in the dimension closest to the grid to highlight the row in blue, then right-click.
8. Enter necessary data for desired Account(s).
9. Select Save.
10. Select the X to return to the Grants and Expense Entry tab.
11. Select OK.
12. Select the X to return to the Grants and Expense Entry tab.
13. Ensure the new data is populated.
14. Enter expenses on non-F&A accounts. Then, enter expenses into F&A accounts.
NOTE: Anything account-related except for F&A – Sponsored Projects – 76705 or any account that rolls up to F&A E76770 can be entered.
NOTE: If you do not have an F&A Account already on the form, use the right-click add account to enter a Budget amount to an F&A account.
15. Select Save.
16. Go to the Grants and CRS Expense Review form.
17. Ensure the Fund in the POV is the fund you entered Budgets for on Grants and CRS Expense Entry.
NOTE: Click the Go arrow icon to refresh the data form (only applies if you changed the Fund in the POV)
18. Review the Total Operating Expenses.
19. Review Total Operating Expenses less F&A.
NOTE: Total Operating Expenses will include salary and benefits data pushed over from the position cube (if applicable).
20. Review the total F&A and ensure this matches the F&A you entered on the Grants and CRS Expense Entry tab. Ensure the math for Total Operating Expenses Less F&A is correct below it.
21. Click on the Grants and CRS Expense Review by Fund tab.
22. Ensure the Fund in the Columns is the fund you entered Budgets for on Grants and CRS Expense Entry.
NOTE: The two review forms differ. The Fund is broken out and displayed in the columns.
NOTE: Click the Go arrow icon to refresh the data form (only applies if you changed the Fund in the POV).
23. Review the Total Operating Expenses.
NOTE: Total Operating Expenses will include salary and benefit data pushed over from the position cube (if applicable).
24. Review the total F&A and ensure this matches the F&A you entered on the Grants and CRS Expense Entry tab. Ensure the math is correct for Total Operating Expenses Less F&A below the Total F&A.
You have now completed the Grants and CRS Expense Entry and Review process.
Grants and CRS Forecast Calculated Revenue Review
1. Select the OKTA Single-Sign On button and then complete the steps to sign in.
2. Select Grants and CRS.
3. Select Grants CRS Forecast Entry.
4. Select the Calculated Revenue tab.
5. Confirm that the Revenue is calculated as expected.
NOTE: This should equal the F&A Amount on the Grants and CRS Expense Entry tab.
NOTE: This form is used to review direct revenue, which are the expenses entered on the expense input form less F&A
6. Select the Calculated IDC Revenue tab.
7. Ensure the FY Budget YearTotal equals the F&A Amount in the Grants and CRS Expense Entry tab.
8. Expand the YearTotal tab to review the Quarterly breakdown.
9. Review the FY Budget by Quarter.
10. Select the Review Direct Revenue tab.
11. Ensure the data has been populated correctly.
12. Confirm that both Variance columns on this tab are equal to 0.
13. Select Review Indirect Recovery.
14. Enter the data has been populated correctly.
15. Confirm that both Variance columns on this tab are equal to 0.
You have now completed the process of Grants and CRS Calculated Revenue Review.