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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
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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 [email protected]
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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
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