Office of Sponsored Programs Financial impact tracker · Web viewparticipant support costs were incurred by any sponsored program (i.e., those monitored by departments), all expenditures

Office of Sponsored Programs Financial impact tracker

Contents

Background………………………………………………………………………………………………………………………………………

2

Resources…………………………………………………………………………………………………………………………………………

2

Accessing the Financial Impact Tracker App with PowerBI.………………………………………………………………

3

Using the Financial Impact Tracker App……………………………………………………………………………………………

8

Entering Personnel Cost Estimates into the Financial Impact Tracker App………………………………………

11

Entering OTPS Cost Estimates into the Financial Impact Tracker App………………………………………………

14

Reporting…………………………………………………………………………………………………………………………………………

20

Appendix A – Mapping of Oracle Expenditure Categories/Expenditure Types to Financial Impact Tracking App OTPS Category……………………………………………………………………………………………………………

22

Background 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 on university sponsored research, we can assess the financial shortfall and pursue other avenues for supplemental funding. The Financial Impact Tracker app allows users to review the sponsored programs they are working on and to report on estimated percentage of funding impact due to the pandemic or other 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:

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 Operations

OMB 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 Operations

In working with PIs to determine which costs they should consider in assessing estimated losses (both for personnel and non-personnel costs), please refer to the following resources:

COGR

https://www.cogr.edu/institutional-and-agency-responses-covid-19-and-additional-resources

NIH

https://grants.nih.gov/faqs#/covid-19.htm?anchor=alphaHeader4203

NSF

https://www.nsf.gov/bfa/dias/policy/covid19/covid19faqs_m2026proposerandawardee.pdf

Accessing the Financial Impact Tracker App with PowerBI

It is recommended that either the Mozilla Firefox or Google Chrome browser be used to access the PowerBI report, along with a private or incognito window.

Provided below are examples of how to open an incognito window in Google Chrome and a private window in Mozilla Firefox.

Google Chrome:

Select the ellipsis located at the far right of the browser page.

1

Select “New Incognito window.”

2

Paste in the following link:

https://app.powerbi.com/groups/4a7b0cd7-e4ad-4f32-bdbb-ccaaff70cf99/reports/006b9743-fcd3-40a7-b047-ba6f2f0bc274?ctid=7b3480c7-3707-4873-8b77-e216733a65ac

Select “Sign In.”

The 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 “[email protected]” e-mail account and eservices password.) If you experience password issues while signing in with [email protected], or you normally sign in to a different domain (e.g., HealthSystem) and you don't know your eservices password, this document will take you through the steps necessary to reset it:

https://virginia.service-now.com/its/?id=itsweb_kb_article&sys_id=2f47ff87dbf6c744f032f1f51d961967

Complete the DUO 2-factor challenge for access.

Mozilla Firefox:

Select the menu with the three bars at the far right of the browser page.

1

Select “New Private Window.”

2

Paste in the following link:

https://app.powerbi.com/groups/4a7b0cd7-e4ad-4f32-bdbb-ccaaff70cf99/reports/006b9743-fcd3-40a7-b047-ba6f2f0bc274?ctid=7b3480c7-3707-4873-8b77-e216733a65ac

Select “Sign In.”

The 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 “[email protected]” e-mail account and eservices password.) If you experience password issues while signing in with [email protected], or you normally sign in to a different domain (e.g., HealthSystem) and you don't know your eservices password, this document will take you through the steps necessary to reset it:

https://virginia.service-now.com/its/?id=itsweb_kb_article&sys_id=2f47ff87dbf6c744f032f1f51d961967

Complete the DUO 2-factor challenge for access.

Using the Financial Impact Tracker App

When the PowerBI report is first opened, you should see a list of PI names on the left-hand side of the report, and the Financial Impact Tracking app on the right-hand side of the report.

After you have obtained from the PI the information they want reported in the app, select the PI’s name from the list.

If the PI whom you selected experienced no impact on any personnel and “Other Than Personal Services” (OTPS) costs for any of their 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.

Remember – selecting the “NO” button is an “all or nothing” action. It should be used only if there was no impact across all of the PI’s 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.

The title bar indicates which tab is active in the app. In this example, the Personnel Costs tab is active.

2

1

Searching capability to assist those with several sponsored programs.

List of sponsored programs to which personnel costs have been posted since March 2020.

3

Icon to access page on which estimated losses associated with personnel costs, for the selected sponsored program, will be entered.

4

5

Two 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.

Entering Personnel Cost Estimates into the Financial Impact Tracker App

Select 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.

Select the pay period for which you want to report the estimated percentage of impact.

1

Enter 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.

2

Select one impact reason from the list of available values:

3

0. No impact – Able To Continue Planned Progress (0%)

1. Restricted Facility Access

2. Restricted Human Subjects Research

3. Restricted Animal Research

4. Effort Repurposed to COVID-19 Activity

5. Off COVID-19 Leave

6. Other

4

Text box to be completed if reason code 6 – Other is selected.

5

Select the checkboxes associated with the employees for whom the pay period, percentage, and impact reason all apply.

6

Select “Submit.”

Once the “Submit” action has been processed, a green banner with the message “Successfully Updated” will display, and the percentages that had been entered will display next to the employees’ names.

Reminder: 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.

Repeat Steps 1 – 6 until an impact reason and estimated loss percentage have been assigned to each employee for each pay period.

Entering OTPS Cost Estimates into the Financial Impact Tracker App

To enter estimated losses associated with OTPS costs, select the OTPS tab located in the bottom right-hand corner of the app.

A form will open that is very similar to the Personnel Costs tab.

1

The title bar indicates which tab is active in the app. In this example, the OTPS tab is active.

List of sponsored programs to which OTPS costs were posted since March 2020.

2

Icon to access the “OTPS Periods” page listing the fiscal periods for which estimated OTPS losses are to be reported.

3

Select the icon to the right of a project name. The “OTPS Periods” form will open displaying the differents months during which OTPS costs posted to the selected sponsored project.

Select the icon to the right of one of the periods. The “OTPS” form will open.

Oracle award/project combination and OTPS period selected on the previous page of the app.

1

Online instructions pertaining to completion of the form.

2

The categories into which the estimated OTPS losses are to be classified. They include:

3

· Travel

· Trainee Expenses

· Material & Supplies

· Consultant Services

· Other

4

Text box to allow for description of costs classified as “Other.”

Section in which the file exported from UBI should be uploaded in the app. Select “Upload file” to attach the file to be uploaded.

5

NOTE:Only direct costs that have an expenditure item and transferred date after February 29, 2020, are to be entered into the app. Do not include F&A costs in the “Other” category as they will be calculated based on the costing schedule associated with the sponsored project.

There are a variety of UBI reports that can be used to identify the OTPS expenditures for the given fiscal periods. Personnel expenditure categories related to Faculty, Classified Staff, University Staff, and GRAs/GTAs wages should not be included in any data extraction from UBI. However, the tuition remission and health fees associated with GRA/GTA wages identified by the PI as lost personnel costs, will need to be identified under “Other” in the Tracking App. The UBI report used to determine the estimated losses should be exported to Excel and uploaded into the app for the selected sponsored program and fiscal period. For example, if there are six fiscal periods in which OTPS expenditures posted to one sponsored program, you should generate six different Excel spreadsheets, regardless of the number of OTPS expenditures that posted to the sponsored program in any given fiscal period.

Using the sponsored program GB10761-162665 for May 2020 as an example, you’ll note that there are only four OTPS expenditures that posted:

The PI will estimate the loss, if any, associated with these expenditures.

Continuing with the above example, suppose it was determined that there were losses associated with two of the lab supply expenditures, and there was no loss associated with the Svcs, Skilled, Other expenditure:

Refer to Appendix A to determine into which Financial Impact Tracking App OTPS Category they should be assigned. Please note that the Expenditure Category on the UBI report does not always correspond to the Financial Impact Tracking App OTPS Category, so do not rely on the Expenditure Category in assessing into which field the estimated loss should be entered in the app. If the sponsored project was established to capture participant support costs (i.e., for REUs, REGs and RETs) or participant support costs were incurred by any sponsored program (i.e., those monitored by departments), all expenditures for that program that are estimated to be lost should be reported in the “Training Costs” category within the app. If the PI has any knowledge of disruptions in research performed by a subcontractor and wishes to identify the subcontractor invoices as losses to the PI’s sponsored program, the relevant subcontractor expenditure type should be mapped to “Other.”

Continuing with the example, Svcs, Skilled, Other is categorized as Other and the three lab supplies expenditure types are categorized as Materials & Supplies.

Enter the estimated losses into the appropriate fields within the app, even if the estimated losses are $0. If estimated losses other than $0 are reported in the Other category, please provide a brief description of the nature of those losses in the appropriate text field.

After the losses have been entered into the fields, the spreadsheet should be uploaded to the app and the data should be submitted, as shown below:

NOTE: Even if there were no estimated losses for OTPS costs for a selected sponsored program and fiscal period combination, you will need to access the OTPS form and select the checkbox in the upper right-hand corner to record that there was no impact.

Once the checkmark has been selected, a grey banner should display with the message “Your Changes have been applied Successfully!!”

Repeat these steps for each sponsored program and OTPS period combination presented in the app.

Reporting

Included within the PowerBI report are two tabs to assist you with tracking for which sponsored programs reporting has been completed and which remain outstanding.

Personnel Reporting Status

There are three charts on this sheet:

1

PIs Who Have Not Fully Reported Personnel Costs

2

PIs Who Have Fully Reported Personnel Costs

3

*PIs Who Had No Impact on Any Grants

* these are PIs who selected the “NO” button within the app to indicate that they had no impact on any of their grants, thus no further reporting is needed.

Each of these charts are pivot tables, which permit drilling from the Org to the PI Name and then to each sponsored project for which the PI is named as Project PI in Oracle.

OTPS Reporting Status

There are three charts on this sheet:

1

*PIs Who Had No Impact on Any Grants

* these are PIs who selected the “NO” button within the app to indicate that they had no impact on any of their grants, thus no further reporting is needed.

2

OTPS Has Not Been Reported

3

OTPS Has Been Reported

The date and time on which the PI reported the OTPS for the selected sponsored program is noted on the report.

Each of these charts are pivot tables, which permit drilling from the Org to the PI Name and then to each sponsored project for which the PI is named as Project PI in Oracle.

Should you have any questions about how to use the app, please contact [email protected]

Appendix A – Mapping of Oracle Expenditure Categories/Expenditure Types to Financial Impact Tracking App OTPS Category

Expenditure Type on UBI Report

Financial Impact Tracking App OTPS Category

Exp Credit Travel

Travel

Meals, Business

Travel

Travel Costs, Training (all)

Travel

Travel, Aid

Travel

Travel, Meals Actual, For

Travel

Travel, Meals Actual, US

Travel

Travel, Meals Per Diem, For

Travel

Travel, Meals Per Diem, US

Travel

Travel, Parking & Misc

Travel

Travel, Personal Vehicle

Travel

Travel, Public Carrier, For

Travel

Travel, Public Carrier, US

Travel

Travel, Rental Vehicle, For

Travel

Travel, Rental Vehicle, US

Travel

Travel, State Vehicles

Travel

Travel, Subsist & Lodging, For

Travel

Travel, Subsist & Lodging, US

Travel

Exp Credit Schol & Fellow

Trainee Expenses

Fell, Assist, Conv, Grad

Trainee Expenses

Fell, Assist, In, Grad

Trainee Expenses

Fell, Assist, Out, Grad

Trainee Expenses

Fell, Other Fees, Grad

Trainee Expenses

Fell, Stipends, Intl, Grad

Trainee Expenses

Fell, Stipends, Non-Student

Trainee Expenses

Fell, Stipends, Post-Doc, Grad

Trainee Expenses

Fell, Stipends, US, Grad

Trainee Expenses

Fell, Tuition Adj, Grad

Trainee Expenses

Fell, Tuition, In, Grad

Trainee Expenses

Fell, Tuition, Out, Grad

Trainee Expenses

NonResAlien, GradSubsist, Stip

Trainee Expenses

NonResAlien, NonGSubsist, Stip

Trainee Expenses

Schol, Assist, Conv, Undergrad

Trainee Expenses

Schol, Assist, In, Undergrad

Trainee Expenses

Schol, Assist, Out, Undergrad

Trainee Expenses

Schol, Stip, Intl, Undergrad

Trainee Expenses

Schol, Stipends, US, Undergrad

Trainee Expenses

Schol, Tuition, In, Undergrad

Trainee Expenses

Schol, Tuition, Out, Undergrad

Trainee Expenses

Travel, OSP Trainee

Trainee Expenses

Eq NonCapital Comp Software

Materials & Supplies

Eq NonCapital Desktop Comp


Eq NonCapital Dev Tools Purch


Eq NonCapital Educational


Eq NonCapital Electronic


Eq NonCapital Exhibit


Eq NonCapital Field


Eq NonCapital IT Power Distr


Eq NonCapital Laboratory


Eq NonCapital Manufacturing


Eq NonCapital Medical & Dental


Eq NonCapital Mobile Comp


Eq NonCapital Network Componen


Eq NonCapital Network Servers


Eq NonCapital Network Storage


Eq NonCapital Non-Power


Eq NonCapital Office Furniture


Eq NonCapital Other Comp Equ


Eq NonCapital Photographic


Exp Credit Supplies & Material


Fixtures


HSF Owned Eq NonCap Ofc Furn


Supplies, Agricultural


Supplies, Apparel


Supplies, Assessment Mat


Supplies, Books (Non-Library)


Supplies, Computer Operating


Supplies, Educational


Supplies, Electrical R&M


Supplies, Food & Drink


Supplies, Food Svc


Supplies, Gas & Diesel Fuel


Supplies, Hardware Material


Supplies, Lab, Animals


Supplies, Lab, Chemicals


Supplies, Lab, Comp Gas, Demur


Supplies, Lab, Comp Gas, Purch


Supplies, Lab, Other


Supplies, Lab, Radioactive


Supplies, Manufacturing


Supplies, Medical & Dental


Supplies, Merchandise, Resale


Supplies, Office


Supplies, Pharmaceutical Drugs


Supplies, Photographic


Supplies, Stationery & Forms


Supplies, Vehicle R&M


Svcs, Academic Consulting

Consultant Services

Svcs, Consulting (Long-term)

Consultant Services

Svcs, Consulting (Short-term)

Consultant Services

Svcs, Consulting(Non-Academic)

Consultant Services

Svcs, Training Consultant

Consultant Services

Emp Training, Reg & Materials

Other

Eq Capital Comp Software

Other

Eq Capital Desktop Comp

Other

Eq Capital Electronic

Other

Eq Capital Field

Other

Eq Capital Laboratory

Other

Eq Capital Manufacturing

Other

Eq Capital Medical & Dental

Other

Eq Capital Mobile Comp

Other

Eq Capital Network Servers

Other

Eq Capital Other Comp Equ

Other

Eq Fabrication NonCap OSP Mgmt

Other

Exp Credit Contract Svcs, NoFA

Other

Exp Credit Contractual Svcs

Other

Exp Credit Health Care Svcs

Other

Exp Credit Other

Other

Fell, Tuition Remis, In, Grad

Other

Fell, Tuition Remis, Out, Grad

Other

Install Purch, Equip

Other

Insurance, Automobile

Other

Insurance, Med, Summer Camp

Other

Living Allowance, Non-Stu

Other

Living Allowance, NRA Non-Stu

Other

Professional Licenses & Fees

Other

Recov, isp (Aux)

Other

Recov, isp (Non-Aux)

Other

Recov, Other

Other

Rent, Buildings & Facilities

Other

Rent, Computer Peripheral

Other

Rent, Computer Processor

Other

Rent, Conference/Meeting Space

Other

Rent, Equipment

Other

Rent, Land

Other

Rent, Land & Buildings

Other

Rent, Software

Other

Supplies, Genomic Array No F&A

Other

Supplies, Genomic Arrays

Other

Svc Charge, Refuse Removal

Other

Svc Charge, Water

Other

Svcs, Advertising & Media

Other

Svcs, Auditing

Other

Svcs, Catering

Other

Svcs, Cntrct Labor, Other

Other

Svcs, Computer Hardware Maint

Other

Svcs, Computer Oper, Non-State

Other

Svcs, Computer Oper, State

Other

Svcs, Computer Software Maint

Other

Svcs, Contractual Pass-thru

Other

Svcs, Copying

Other

Svcs, Custodial

Other

Svcs, Electric, Off-Grounds

Other

Svcs, Electrical R&M

Other

Svcs, Emp Moving, Trans & Stor

Other

Svcs, Equip R&M Contracts

Other

Svcs, Equipment R&M

Other

Svcs, Equipment R&M, ETF

Other

Svcs, Express

Other

Svcs, Freight, Inbound

Other

Svcs, Freight, Outbound

Other

Svcs, General R&M, Other

Other

Svcs, Greenhouses

Other

Svcs, Health Ins Reimburse

Other

Svcs, Heating Oil, Off-Grounds

Other

Svcs, Human Subject Pymts

Other

Svcs, Ins, Health, Grad F&A

Other

Svcs, Ins, Health, Grad Stdnt

Other

Svcs, Internal Svc Provider

Other

Svcs, IT Dev, Non-State

Other

Svcs, Laundry & Linen

Other

Svcs, Manufctrd/Produced Goods

Other

Svcs, Mechanical R&M

Other

Svcs, Memberships to Orgs

Other

Svcs, Messenger

Other

Svcs, Moving & Relocation, Emp

Other

Svcs, Parking Impact Assessmt

Other

Svcs, Particpt supp reim OSP

Other

Svcs, Personnel Mgmt

Other

Svcs, Printing

Other

Svcs, Professional, UPG-MDs

Other

Svcs, Pub Relations & Mrktg

Other

Svcs, Publication Costs

Other

Svcs, Skilled, Other

Other

Svcs, Subcontracts, OSP No F&A

Other

Svcs, Subcontracts, Spon Prgm

Other

Svcs, Subscrip, Publications

Other

Svcs, Telecom, Cell, Internet

Other

Svcs, Telecom, DIT

Other

Svcs, Telecom, Non-DIT, LD

Other

Svcs, Telecom, Non-DIT, Other

Other

Svcs, Temp, UVA

Other

Svcs, U.S. Postal

Other

Svcs, University Architect

Other

Svcs, Utility Connection Fees

Other

Svcs, Vehicle R&M

Other

Training Fees & Materials

Other

Tuition Reimburse, Employee

Other

Tuition Waiver, Student

Other

Page | 19

Documents

Office of Sponsored Programs Financial impact tracker · Web viewparticipant support costs were incurred by any sponsored program (i.e., those monitored by departments), all expenditures