Office of Sponsored Programs Financial Impact Tracking App

How Administrators Can Use the Financial Impact Tracker PowerApp Using PowerBI

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……………………………………………………………………………………………………………

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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

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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:

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

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

2 Select “New Incognito window.”

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 “computingID@virginia.edu” e-mail account and eservices password.) If you experience password issues while signing in with computingID@virginia.edu, 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

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Complete the DUO 2-factor challenge for access.

Mozilla Firefox:

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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.”

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.

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If prompted, select “Work or school account.”

Sign in using your University credentials (use your “computingID@virginia.edu” e-mail account and eservices password.) If you experience password issues while signing in with computingID@virginia.edu, 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

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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.

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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.”

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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.

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

Searching capability to assist those with several sponsored programs.

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

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

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.

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4

5

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 made for each cost distribution.

Select one impact reason from the list of available values:

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

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

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

Select “Submit.”

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1

2

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.

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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.

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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.

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

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.

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2

3

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.

Online instructions pertaining to completion of the form.

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

Travel Trainee Expenses Material & Supplies Consultant Services Other

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.

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.

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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.”

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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.

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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:

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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

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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:

PIs Who Have Not Fully Reported Personnel Costs

PIs Who Have Fully Reported Personnel Costs

*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:

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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.

OTPS Has Not Been Reported

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 osp-apphelp@virginia.edu

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

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Expenditure Type on UBI Report Financial Impact Tracking App OTPS Category

Exp Credit Travel TravelMeals, Business TravelTravel Costs, Training (all) TravelTravel, Aid TravelTravel, Meals Actual, For TravelTravel, Meals Actual, US TravelTravel, Meals Per Diem, For TravelTravel, Meals Per Diem, US TravelTravel, Parking & Misc TravelTravel, Personal Vehicle TravelTravel, Public Carrier, For TravelTravel, Public Carrier, US TravelTravel, Rental Vehicle, For TravelTravel, Rental Vehicle, US TravelTravel, State Vehicles TravelTravel, Subsist & Lodging, For TravelTravel, Subsist & Lodging, US TravelExp Credit Schol & Fellow Trainee ExpensesFell, Assist, Conv, Grad Trainee ExpensesFell, Assist, In, Grad Trainee ExpensesFell, Assist, Out, Grad Trainee ExpensesFell, Other Fees, Grad Trainee ExpensesFell, Stipends, Intl, Grad Trainee ExpensesFell, Stipends, Non-Student Trainee ExpensesFell, Stipends, Post-Doc, Grad Trainee ExpensesFell, Stipends, US, Grad Trainee ExpensesFell, Tuition Adj, Grad Trainee ExpensesFell, Tuition, In, Grad Trainee ExpensesFell, Tuition, Out, Grad Trainee ExpensesNonResAlien, GradSubsist, Stip Trainee ExpensesNonResAlien, NonGSubsist, Stip Trainee ExpensesSchol, Assist, Conv, Undergrad Trainee ExpensesSchol, Assist, In, Undergrad Trainee ExpensesSchol, Assist, Out, Undergrad Trainee ExpensesSchol, Stip, Intl, Undergrad Trainee ExpensesSchol, Stipends, US, Undergrad Trainee ExpensesSchol, Tuition, In, Undergrad Trainee ExpensesSchol, Tuition, Out, Undergrad Trainee ExpensesTravel, OSP Trainee Trainee ExpensesEq NonCapital Comp Software Materials & SuppliesEq NonCapital Desktop Comp Materials & SuppliesEq NonCapital Dev Tools Purch Materials & Supplies

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Eq NonCapital Educational Materials & SuppliesEq NonCapital Electronic Materials & SuppliesEq NonCapital Exhibit Materials & SuppliesEq NonCapital Field Materials & SuppliesEq NonCapital IT Power Distr Materials & SuppliesEq NonCapital Laboratory Materials & SuppliesEq NonCapital Manufacturing Materials & SuppliesEq NonCapital Medical & Dental Materials & SuppliesEq NonCapital Mobile Comp Materials & SuppliesEq NonCapital Network Componen Materials & SuppliesEq NonCapital Network Servers Materials & SuppliesEq NonCapital Network Storage Materials & SuppliesEq NonCapital Non-Power Materials & SuppliesEq NonCapital Office Furniture Materials & SuppliesEq NonCapital Other Comp Equ Materials & SuppliesEq NonCapital Photographic Materials & SuppliesExp Credit Supplies & Material Materials & SuppliesFixtures Materials & SuppliesHSF Owned Eq NonCap Ofc Furn Materials & SuppliesSupplies, Agricultural Materials & SuppliesSupplies, Apparel Materials & SuppliesSupplies, Assessment Mat Materials & SuppliesSupplies, Books (Non-Library) Materials & SuppliesSupplies, Computer Operating Materials & SuppliesSupplies, Educational Materials & SuppliesSupplies, Electrical R&M Materials & SuppliesSupplies, Food & Drink Materials & SuppliesSupplies, Food Svc Materials & SuppliesSupplies, Gas & Diesel Fuel Materials & SuppliesSupplies, Hardware Material Materials & SuppliesSupplies, Lab, Animals Materials & SuppliesSupplies, Lab, Chemicals Materials & SuppliesSupplies, Lab, Comp Gas, Demur Materials & SuppliesSupplies, Lab, Comp Gas, Purch Materials & SuppliesSupplies, Lab, Other Materials & SuppliesSupplies, Lab, Radioactive Materials & SuppliesSupplies, Manufacturing Materials & SuppliesSupplies, Medical & Dental Materials & SuppliesSupplies, Merchandise, Resale Materials & SuppliesSupplies, Office Materials & SuppliesSupplies, Pharmaceutical Drugs Materials & SuppliesSupplies, Photographic Materials & SuppliesSupplies, Stationery & Forms Materials & SuppliesSupplies, Vehicle R&M Materials & Supplies

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Svcs, Academic Consulting Consultant ServicesSvcs, Consulting (Long-term) Consultant ServicesSvcs, Consulting (Short-term) Consultant ServicesSvcs, Consulting(Non-Academic) Consultant ServicesSvcs, Training Consultant Consultant ServicesEmp Training, Reg & Materials OtherEq Capital Comp Software OtherEq Capital Desktop Comp OtherEq Capital Electronic OtherEq Capital Field OtherEq Capital Laboratory OtherEq Capital Manufacturing OtherEq Capital Medical & Dental OtherEq Capital Mobile Comp OtherEq Capital Network Servers OtherEq Capital Other Comp Equ OtherEq Fabrication NonCap OSP Mgmt OtherExp Credit Contract Svcs, NoFA OtherExp Credit Contractual Svcs OtherExp Credit Health Care Svcs OtherExp Credit Other OtherFell, Tuition Remis, In, Grad OtherFell, Tuition Remis, Out, Grad OtherInstall Purch, Equip OtherInsurance, Automobile OtherInsurance, Med, Summer Camp OtherLiving Allowance, Non-Stu OtherLiving Allowance, NRA Non-Stu OtherProfessional Licenses & Fees OtherRecov, isp (Aux) OtherRecov, isp (Non-Aux) OtherRecov, Other OtherRent, Buildings & Facilities OtherRent, Computer Peripheral OtherRent, Computer Processor OtherRent, Conference/Meeting Space OtherRent, Equipment OtherRent, Land OtherRent, Land & Buildings OtherRent, Software OtherSupplies, Genomic Array No F&A OtherSupplies, Genomic Arrays OtherSvc Charge, Refuse Removal OtherSvc Charge, Water Other

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Svcs, Advertising & Media OtherSvcs, Auditing OtherSvcs, Catering OtherSvcs, Cntrct Labor, Other OtherSvcs, Computer Hardware Maint OtherSvcs, Computer Oper, Non-State OtherSvcs, Computer Oper, State OtherSvcs, Computer Software Maint OtherSvcs, Contractual Pass-thru OtherSvcs, Copying OtherSvcs, Custodial OtherSvcs, Electric, Off-Grounds OtherSvcs, Electrical R&M OtherSvcs, Emp Moving, Trans & Stor OtherSvcs, Equip R&M Contracts OtherSvcs, Equipment R&M OtherSvcs, Equipment R&M, ETF OtherSvcs, Express OtherSvcs, Freight, Inbound OtherSvcs, Freight, Outbound OtherSvcs, General R&M, Other OtherSvcs, Greenhouses OtherSvcs, Health Ins Reimburse OtherSvcs, Heating Oil, Off-Grounds OtherSvcs, Human Subject Pymts OtherSvcs, Ins, Health, Grad F&A OtherSvcs, Ins, Health, Grad Stdnt OtherSvcs, Internal Svc Provider OtherSvcs, IT Dev, Non-State OtherSvcs, Laundry & Linen OtherSvcs, Manufctrd/Produced Goods OtherSvcs, Mechanical R&M OtherSvcs, Memberships to Orgs OtherSvcs, Messenger OtherSvcs, Moving & Relocation, Emp OtherSvcs, Parking Impact Assessmt OtherSvcs, Particpt supp reim OSP OtherSvcs, Personnel Mgmt OtherSvcs, Printing OtherSvcs, Professional, UPG-MDs OtherSvcs, Pub Relations & Mrktg OtherSvcs, Publication Costs OtherSvcs, Skilled, Other OtherSvcs, Subcontracts, OSP No F&A Other

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Svcs, Subcontracts, Spon Prgm OtherSvcs, Subscrip, Publications OtherSvcs, Telecom, Cell, Internet OtherSvcs, Telecom, DIT OtherSvcs, Telecom, Non-DIT, LD OtherSvcs, Telecom, Non-DIT, Other OtherSvcs, Temp, UVA OtherSvcs, U.S. Postal OtherSvcs, University Architect OtherSvcs, Utility Connection Fees OtherSvcs, Vehicle R&M OtherTraining Fees & Materials OtherTuition Reimburse, Employee OtherTuition Waiver, Student Other

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