Office of Sponsored Programs Financial Impact Tracking App

How Employees Can Use the Financial Impact Tracker PowerApp

Contents

Background…………………………………………………………………………………………………………………………………………3

Installing PowerApps on a Mobile Device……………………………………………………………………………………………3

Installing PowerApps on a Laptop……………………………………………………………………………………………………….3

Using the Financial Impact Tracking App…………………………………………………………………………………………….6

Entering Data into the Financial Impact Tracking App…………………………………………………………………………9

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Background for the Financial Impact Tracker App

In this unprecedented time, universities are struggling to understand the impact of COVID-19, especially academic research centers. Research grants are one of the most substantial sources of revenue for universities. By tracking and reporting the monetary implications of the pandemic, universities can assess and pursue their eligibility for relief funding. The Financial Impact Tracker app allows users to review the sponsored programs they are working on and to report estimated percentage of impact due to the pandemic or another crisis.

Prerequisites

Mobile Device

To get started with the mobile app, you need to download the PowerApps mobile app to your device using the device's app store.

iPhone or iPad

For Apple devices with iOS such as iPhone and iPad, go to the App store For Android devices, go to Google Play

After you install the Power Apps Mobile, open the app from your device and sign in with your University credentials (use your “virginia.edu” e-mail account and eservices password).

Select the “Higher Education Crisis Financial Impact Tracker” app.

Laptop

If you will be accessing the app using a laptop, use either Google Chrome or Mozilla Firefox, and open an incognito window in your browser.

Provided below are examples of how to open an incognito window in (1) Google Chrome, (2) Mozilla Firefox.

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Google Chrome:

Paste in the following link:

https://apps.powerapps.com/play/beb09ac5-149e-4164-ad1a-0ab2b45d6498?tenantId=7b3480c7-3707-4873-8b77-e216733a65ac:

Sign in using your University credentials (use your “@virginia.edu” e-mail account and eservices password.)

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

2 Select “New Incognito window.”

Mozilla Firefox:

Paste in the following link:

https://apps.powerapps.com/play/beb09ac5-149e-4164-ad1a-0ab2b45d6498?tenantId=7b3480c7-3707-4873-8b77-e216733a65ac:

Sign in using your University credentials (use your “@virginia.edu” e-mail account and eservices password.)

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

2 Select “New Private Window.”

Using the Financial Impact Tracker App

Review the welcome message, select the “Don’t show this message again” checkbox, then select "Let's get Started" to start using the app.

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When the app opens, all of the sponsored projects for which you are named “Project PI” in the Oracle financial system and to which personnel costs were posted since March 2020 will be listed.

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To view the record for a specific project, select the icon to the right of the 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.

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Entering Data into the Financial Impact Tracker App

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1

2

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

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 or judgement that you make for each cost distribution. For example:

If you have a half-time (FTE) graduate research assistant funded by your project and you estimate that they accomplished three-quarters of what they would have normally, you would report that as a 25% loss.

If you have a full-time (FTE) research scientist funded by your project and you believe they accomplished about a quarter of what they would have normally, you would report that as a 75% loss.

If you have a person who is off completely because of a lab closure or perhaps they were unable to work because of a COVID-related leave, (child care, ill family member or their own illness), you would submit that as a 100% loss.

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4

Select one impact reason from the list of available values. Available reason codes are:

0. No impact – Able To Continue Planned Progress (0%)1. Restricted Facility Access2. Restricted Human Subjects Research3. Restricted Animal Research4. Effort Repurposed to COVID-19 Activity5. Off COVID-19 Leave6. Other

NOTE: If you select Reason Code 6 – Other, please provide an explanation in the text box indicated, below:

5

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

Select “Submit.” Once the record has been updated in the tables, you should see a green banner across the top of the app and the message “Successfully Updated” should be displayed. In addition, you will see the impact percentage you entered displayed next to the names of the employees whose records you updated.

3

Repeat Steps 1 – 5 until an impact reason has been assigned to each employee for each pay period.

If you have any questions about how to use the app, please contact osp-apphelp@virginia.edu

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