Go-To Finance Reports for Researchers

Allyson HarrisChange Management Analyst

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Organizational Change for InfoPorte

• With great thanks to Scott Jackson for leading the Enterprise Reporting and Departmental Systems (ERDS) team through:– The transition from a system serving a few schools to a system serving

the entire campus– Building all the dataloads to populate the Data Warehouse with

ConnectCarolina structures and data – Building screens and reports to provide access to Financial, Human

Resources and Student Administration data– Tirelessly reaching out to campus to identify and resolve problems

• Enterprise Reporting and Departmental Systems are now part of the ITS Enterprise Applications Organization – Maribel Carrion, Senior Director, Application Support for Student

Administrative Systems, will be Interim Director of ERDS– Reporting to Fran Dykstra

Our Focus For the Next Few Months

Short-term Goals

1) On-time dataloads2) Accurate Validated

Data3) Completion of Key

Reports

The Customers

The Team The Strategy

A Structured Process

Today’s Topics

• InfoPorte Data Alerts• Key Reports for Budget Balances• NOTR form processing• Cost Share Processing for Grants• Online Resources • Q&A

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InfoPorte Data Alerts

Green indicates data is OK. Red indicates data:• is more than 1 business day old

and/or• doesn’t match the number of

records in ConnectCarolina.

Data is current as of date listed.

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Twitter Alerts

Blue TwitterNo recent messages, no problems.

Red TwitterA serious issue like a system outage.

Orange TwitterImportant announcements or problems with data other than ConnectCarolina transactions. Examples:• Routine maintenance outages • Issues with cost codes or RAMSeS data

• Twitter alerts are messages about issues other than the daily data transactions downloaded from ConnectCarolina. Click the icon to see the message.

You can have an orange Twitter and a green Data Status.

Key Reports for Budget Balances

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Key Reports for Budget Balances

• OSR Ledger Rollup in InfoPorte — 1 day behind ConnectCarolina; balances with or without salary

projections

• Budget Overview Inquiry in ConnectCarolina— Real-time; no show salary projections

• Grant Profile/Grant Details in InfoPorte— 1 day behind ConnectCarolina; see lots of general grant info, no salary

projections

• Dashboard for PIs in InfoPorte— Only PI has access; balances don’t include salary projections

Reports for Budget Balances

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OSR Ledger Rollup in InfoPorte

Menu Path:Infoporte: Finance/Dept Accounting/Ledger Rollups/OSR Ledger

You can filter on multiple chartfields.• Project is most common.• Source is useful to filter out Cost

Share. Enter sponsor source.• Change FY or Accounting Period

when reconciling and/or looking up NOTR balance

You can choose to show salary

projections and soft encumbrances with your balances.

Export results to either Excel or PDF format.

PDF is better.

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OSR Ledger Rollup in InfoPorte

Results without Projections

Direct and Indirect

Total costs are broken

out.

Cost Share broken out, not part of

Grand Total. This project has no budget for cost share;

some projects do.

When there is no cost share budget, the balance displays as a

negative.

Use the Direct balance for the NOTR form.

Use the subtotal balances for month-end reconciling.

Click an account link to see detail

on the Transactions

page.

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OSR Ledger Rollup in InfoPorte

Results with ProjectionsInfoPorte displays these extra columns.

The IPT Balancegives a more accurate picture of your balances.

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Budgets Overview Inquiry in ConnectCarolina

Menu Path:ConnectCarolina: Main Menu/Finance Menu/Commitment Control/Review Budget Activities/Budgets Overview

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Budgets Overview Inquiry in ConnectCarolina

Results:

The Available Budget includes cost share in the Summary.

The Detail breaks out cost share on the line with Source 49999.

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Grant Profile/Grant Details Tab in InfoPorte

Menu Path:Infoporte: Finance/Dept Accounting/Grant Profile

DOE JANE

MASON, NANCY

POE, SAM

WOOD, JOHN

SIKES, BILL

HOOD, BOB

Click a project link to see the Grant Detail page.

Grant Alerts

General search fields

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Grant Profile Alerts

Legend: Label MeaningExpires in 30 Days - Project End Date

The project is close to reaching the end of its Project End Date or KK End Date. Alerts show 30 days, 60 days, 90 days and 120 days prior to expiration. Expires in 30 Days -

KK End Date

Depleted The project funds are exhausted.

Burn Rate Too Slow The "ideal" burn rate is one that brings a grant balance to zero exactly when its project year expires. The ideal rate, or average daily spend, is calculated by taking a project budget amount and dividing it by project days. If the actual burn rate is 30% higher or lower than the ideal, an alert displays.

Burn Rate Too High

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Grant Profile Alerts

PT = Project End Date• The last day allowable charges should be entered against a project. • OSR reviews expenses processed after this date to decide if they can be

charged to the project. If not, they require a cost transfer.• The system won’t stop you from entering charges past this date.

Source: Project End Date field on InfoPorte’s Grant Details tab.

BY = KK End Date • Provides 75-day window after the Project End Date for charges to be

processed.• The original transaction should have been incurred on or before the

Project End Date.• Non-personnel transactions must pass budget checking by the KK date

to avoid a Budget Date Out of Bounds error. Source: KK End Date field on InfoPorte’s Grant Details tab.

Legend (cont.):

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Grant Details Tab in InfoPorte

Menu Path:Infoporte: Finance/Dept Accounting/Grant Profile/[project link]

Sue JonesMary Smith

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Grant Details Tab in InfoPorte

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Grant Details Tab in InfoPorte

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Joe Smith

Paul Cash

Deb Forte

Sue Hall

Jane Doe

Bob Nolan

Grant Details Tab in InfoPorte

Grant Amount = Total amount of annual salary that will be paid for by grant (sponsor funds)

Grant % = Percentage of salary that will be paid for by grant (sponsor funds)

Cost Share Amount = Total amount of annual salary that will be paid for by cost share (University funds)

Cost Share % = Percentage of salary that will be paid for by cost share (University funds)

Effort Total % = Annual total effort on grant

NOTE: Figures are correct if ePAR fund swap is current.

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PI Dashboard

Menu Path: Infoporte: Home/Dashboard

• Only Principal Investigators see the Dashboard. • The balances here don’t include salary encumbrances. Use the OSR Ledger rollup

screen to see those.

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Budget Balance Reports Summary

This report … Is Best To …

OSR Ledger Rollup in InfoPorte(One-day behind ConnectCarolina)

• See salary projections, soft encumbrances with balance

• Get direct balance for NOTR form• Get month-end Actuals total when reconciling

transactionsBudget Overview Inquiry in ConnectCarolina(Real-time)

• Get real-time balance• Get balance for budget request

Grant Profile/Grant Detail tab in Infoporte(One-day behind ConnectCarolina)

• Monitor alerts for your grants• Find grant details like start and end dates, PI,

F&A percentage, milestones• See Personnel Details (salary and effort

percentage breakdown) PI Dashboard in InfoPorte(Only PI can see)

• See balance and high-level information about your grants

• No personnel projections

Ledgers and Reconciling Transactions

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Ledgers and Reconciling

• A “ledger” is where balances sit• In ConnectCarolina, there are two main ledgers:

Commitment Control and GL Actuals

Commitment Control ledgers

GL Actuals ledgers

ConnectCarolina

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Ledgers and Reconciling

• Here’s when your transactions hit each ledger

Create Edit Budget Check

Approve Post1 2 3 4 5

Commitment Control ledgers

GL Actuals ledger

The official book of record

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Ledgers and Reconciling

• Throughout the month, the Commitment Control and GL Actuals ledgers do not equal because:

• not all the transactions in the budget ledgers have posted

• you might edit or delete a transaction

• Once the month is closed, the Commitment Control and GL Actuals ledgers equal for that point in time

This only equals GL Actuals at the time

the month is closed.

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Ledgers and Reconciling

• When you’re looking for the budget balance for a NOTR, you need to get the balance after the month closed.

• If you need to check if transactions posted, you can check the Transactions page.

• Click any account link to see the Transactions page, or go directly to the Transactions tab on the Finance/Dept Accounting menu.

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The “Y” indicates the transaction has posted and

it’s ready to reconcile“Reconcile” means to match up transactions you enter in the system to what’s on the GL Actuals ledger, or what’s

reportedYou come to this screen to

reconcile The Reconciled column

shows a check mark when a transaction is reconciled.

Recon Ready column on Transactions screen

Ledgers and Reconciling

Other Tips for Managing Grants

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Before Completing Form

Wrap up budget revisions. Don’t include them on NOTR. Reconcile outstanding cash advances.

Completing the NOTR Form

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Enter Correct Budget Balance on Form2Completing the NOTR Form

Filter for correct FY and Account Period on OSR Ledger Rollup.

Find Direct Total balance under the Available Balance column.

Choose the FY the project ends in and all prior years.

Choose the month officially closed prior to NOTR submittal.

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Add Outstanding Transactions, Adjustments

List all personnel and non-personnel transactions that aren’t shown in the available balance. These include expenses and adjustments. Note: Non-personnel expenses may be shown in the encumbrance columns on the OSR Ledger Rollup page.

Example Transactions to Add: – Campus voucher that hasn’t been entered or passed budget checking.– PO amount you know will change or won’t be charged to the project.

Only include transactions incurred during the project period.

If you have questions, reach out to your OSR Financial Reporter.

Completing the NOTR Form

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Cost Share Processing

What is Cost Share?

• That portion of a project cost not borne by the sponsor

• Occurs when University commits funds to support a particular project

• Can be borne by UNC or a third-party contributor

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Cost Share Processing

Voucher Example

Sponsor portion

Cost share portion

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Cost Share Processing

EPAR Fund Swap Example (screen 1)

The sources for this person’s salary are a clinical trial grant, 3 grants with cost share,

and one non-grant source.

The grant highlighted in blue was in the Personnel Details on the Grant Details page

on the earlier slide.

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Cost Share Processing

ePAR Fund Swap Example (screen 2 & 3)

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Tracking Cost Share

• You track cost share by reviewing budget balances in either InfoPorte or ConnectCarolina.

• These reports show total cost share spending:– InfoPorte’s OSR Ledger rollup & Grant Details tab– ConnectCarolina’s Budget Overview Inquiry

• Keeping a spreadsheet may also be helpful.– Add info missing from unsaved ePARS

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Online Resources

Reference LinkFinding Budget Balances Guide https://ccinfo.unc.edu/files/2015/08/F

inding-Budget-Balances-Guide.pdfContracts and Grants Management Tips for Research Administrators

http://ccinfo.unc.edu/training/resource-documents/#cag section

Running a Project Budget Overview Inquiry self-paced course

https://itsapps.unc.edu/ITSSelfStudy/CCCBT?cbt_num=FC-047

Reconciling in InfoPorte https://ccinfo.unc.edu/files/2015/07/Financial_Concepts_Reconciliation_print.pdfReporting in InfoPorte https://ccinfo.unc.edu/files/2014/09/Reporting-in-InfoPorte-QRC.pdf

Why do my balances go up and down throughout the month?

https://ccinfo.unc.edu/files/2015/03/Fin-Concepts-4-Balances.pdf

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Find slides, parking lot questions and other materials on ccinfo.unc.edu

For After the Conference

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Q&A