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PI DashboardMonthly Email and ProjectionsOSPRoundtable

Today’s Topics

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AnnounceMonthlyEmail • RolloutPlan• CommunicationsPlan

ProjectionsFeaturePlanning • Describe Feature• GatherGuidancefromYou• Areweaddressingtherightissuesfirst?

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Monthly Email• ThePIDashboardwillsendanemailtoeachPIorAccount

managerwithanactiveresearchaccount.

• TheemailprovidesasnapshotupdateofthefinancialinformationinthePIDashboard.

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Schedule• April:Pilotmailingwithapproximately10-15volunteers

• May:IncludeallPIswhohaveloggedintothePIDashboard

• June:PIsfromallunits(exceptthosewhohaverequestedadelay)

• August:AllPIswithactiveresearchaccounts

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Contents• Foreachpersonwhoisbeingpaidononeofyourprojectsor

accounts,the%distributionforthepreviousmonth.

• ForeachProjectorAccount,theBalanceasofthedaytheemailissent.Doesnotincludeoutstandingcommitments.

• ForeachProject,aquickglancegraphshowinghowyourspendingistrackingagainstthebudgetthroughtheendofthecurrentprojectperiod.

• EverythingintheemailisavailableviathePIDashboard.No“new”information.

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Gaps• Currently,thePIDashboarddoesnot includeencumbrance

data,forexamplefuturesalaryorpurchaseorders.

• YoumaybesharingdatawithyourPIsthatdoesincludeencumbrances.

• Balances,Spendingvs.Budget,andTransactionsmightnotmatchexactlybecausetheyareupdateddailyinthePIDashboardandtheremaybeatimelagaftertheemailissent/opened.

• PersonneldatawillmatchthePIDashboardexactlybecauseitreflectsthepreviousmonth.

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Design Process and Feedback• Interviewsconductedwithfacultybeforedesign.

• Draftofemailtestedwith7facultytogatherfeedbackonthecontentandtext.(September)

• Reviseddrafttestedwith5faculty.(October)

• ReviewcompletedwithotherstakeholdersincludingCathyLong,JeffSilber,andJanetStrait.

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Preview• Ifyouhaveact-asprivilegesinthePIDashboard,you’llbeable

topreviewtheemailonline.

• MonthlyEmailExampleMockup

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Email Pilot Volunteers• Ifyou’dliketovolunteertobepartofthepilotmailing,sendan

emailtopidash@cornell.edu.

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Roadmap Update

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Done • ReviewProjectandAccountBalances• ReviewTransactions• ProposalStatusandDetails

Soon • PersonnelDistributionsandDetails• MonthlyEmailtoFaculty

ThisYear • Projections• RADashboardRetirement

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What do we mean by Projections?• Faculty tell us they want to know, “How much money do I

have left?”

• PI Dashboard Now: Am I on track to spend all my money?

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MissingInformation:• Anticipatedspending

throughProjectperiodEnddate

• Whataretheperiodenddates?

KFS Encumbrances• End Dates are Often Artificial

– Open PO encumbrances end at the end of the fiscal year

– Labor encumbrances can end at term date even if you know you will re-hire person

• No consideration for planned distribution changes

• Can’t encumber grad students– Not hired until beginning of semester (most of the time)

– Can’t encumber insurance or tuition

• Don’t have a burn rate to graph– No planned monthly expenditures

– Have only: Total amount, Encumbrance end date

• Errors accumulate

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Other Efforts• Web Financials à Local Commitments

• CISIS à Spending Plans

• Cave Bear à Labor Calendar

• LOTS of Spreadsheets

• Pre-Encumbrance Discovery Effort led by Kenton Hensley

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Goals

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Show howmuchmoneyIhaveleft

• Anticipatedprojectbalanceatperiod end(orotherspecifieddate)

• Extendburnupgraphfunctionality• Trackemployeefundingas“wholeperson”

Balances~correctatalltimes

• Modeledasfuturetransactions• Notifications whendatashouldbereviewed

orissuspicious• Possibly:won’trequirereconciliation

SingleCampusSystem

• Leveragebest practices• Feedencumbrancestodatamarts• FeedlabordistributionchangestoWorkday

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Releases

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Release1– Labordistributionplanning

• DistributionsloadedfromWorkday• Allowentryofperiodenddates• AllowRAtoIDfacultytheysupport• Allowentryoffuturedistributions• Addprojectedcolumns• Adddrilltopersonpage

Release?– VarianceSupport • Display plannedtoactualvariances• Allowversioningofplans• Add variancetoburnupgraph

Release?– ActionList • Eventidentificationrules& engine• Actionlistpage• Notificationengine• Flagpotentialerrors• IntegrationwithCynergy ActionList

Releases (cont.)

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Release?– Encumber PlannedPurchases

• CarryforwardPOencumbrances• Allowenteringplanned purchases

Release?– HistoricDistributions • Allowgoingbackintimetoseepriormonth’sdistributions, jobhistory

Release?– WhatIf • Commitments vsPlanvsScenario• Versioning&Tagging

Release?– Longtermgradstudentplanning

• Gradstudentfundingplan• Semestergrain

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Asking for Your Help• You know the needs• You know limitations with existing systems• Many of you have really good practices• You know faculty needs better than we do• You have better access to faculty

We all want a system that’s better than what we have now!

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Exercise – Process• Make sure you have questions handout

• Take a few minutes to review questions and write answers

• Form into 4 groups and discuss responses with facilitator

• Facilitator will capture your comments on large sheets of paper until 10:30

• If you’re willing, leave your question sheets & responses with us and/or send additional comments to pidash@cornell.edu

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Exercise – QuestionsMost of you meet with your faculty to discuss the financial status of their projects.

• What questions do you come prepared to answer? Or, what questions do they often ask?– Which questions are most important and/or frequent?– What data do you prepare for each of these questions?

(If willing, dropbox examples to Ellen at eh79)– How far in the future do you plan for each question?– What prompts you to meet?

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Name_______________________________ Netid__________Whenyoumeetwithfacultytodiscussthefinancialstatusoftheirprojects:

1. Whatquestionsdoyoucomepreparedtoanswer?Or,whatquestionsdotheyoftenask?• Whatdatadoyouprepareforeachofthesequestionsthatisnotlistedontheoppositesideofthis

sheet?(Ifwilling,dropboxexamplesofyourspreadsheetsorothermaterialstoEllenateh79.)

• Howfarinthefuturedoyouplanforeachquestion?2. Whichquestionsaremostimportantand/orfrequent?3. Whatpromptsyoutomeet?

DataItemsforAnsweringFacultyQuestionsRelatedtoProjectFinancialPlanning

LaborPersonnelName,Position–KDW

Stipend,Salary,HourlyRate–Workday

GradStudentTuition&Insurance–Rates&DatesTable

CurrentDistributions–Workday

PlannedDistributions

PlannedHires&Gradstudents&theirrelatedpaydata

EstimatedHours/WeekforHourlyEmployees

CommittedEffort–RASS(future)

HistoricDistributions(Validatmonthgrain)–KDW(future)

DatesSemesterLengths/Schedule/AcademicCalendar--Rates&Dates

FiscalYearLength/Dates–Rates&DatesTable

LaborEncumbranceEndDate–KDW(notsureweneedthis)

PositionTermDate–Workday

ProjectPeriodEndDates–handentrynow,RASSinfuture

RulesIDCCalculationRules–We’llcalculateIDCforencumbrances

DistributionforEffortonpositionmustequal100%

RatesforIDC,SIP,Benefits,etc.–Rates&DatesTable

FinancialsVariance–Calculated

POEncumbrances(EndDate&Amount)–KDW

New$$fromIncomingProposals–PossiblyfromRASSinfuture

CurrentPIDashboardPagesProjectplusDetailsPanel

AccountplusDetailsPanel

TransactionsplusDetailsPanel

PersonnelplusDetailsPanel

MyProposals

OtherMissingDatathatFacultyNeedtoKnowOtherSourcesofFunds(TA,Fellowships,etc.)

Studentofferletters

Key:• Black=known• Orange=needtoentermanually