SMART

1
SMART

• Sponsored Programs Financial Services
• 4/3/06

2
Agenda

• Introduce Sponsored Programs Financial Services
  staff
• Explain how the new system/software is configured
• Review each report of the Grant Status Report
  package and its components
• Mention future plans

3
Sponsored Programs Financial Services Team

• Chetna Oza is the Manager
• Anna Rayz is our employed student intern
• Doris Kai is currently our part-time Financial
  Coordinator, she will join Dermatology full time
  shortly and we are searching for a replacement

4
Administration/Centers Team - One

• Assistant Manager Eduardo Betancourt
• Financial Analysts Amy Chen, Alex Khaidov, Lucy
  Sarita
• Financial Analyst Associates Cesar Ruiz

5
Basic Team - Two

• Assistant Manager TBD, acting is Chetna Oza
• Senior Financial Analyst Nicole Joseph
• Financial Analysts Doug Anderson and Shameen
  Karim
• Financial Analyst Associate Jason Agresti

6
Clinical Team - Three

• Assistant Manager Hima Chanamolu
• Sponsored Programs Coordinator Alex Buslovich
• Senior Financial Analysts Joseph Collaso and
  Sanchie Huang
• Financial Analysts Mike Aminov and Norka
  Rappoport
• Financial Analyst Associate Richard Clough,
  Derek Gittens and Marie Tran Shea

7
Financial Reporting Team - Four

• Assistant Manager Kamal Jagroo
• Financial Analysts Maria McNeil
• Financial Analyst Associate Armand Vincani

8
Intro

• School of Medicine Accounting and Reporting Tool
  (SMART) application
• SMART (comes from Hyperion Business Solutions
  formerly known as BRIO)
• The Sponsored Program Financial Analysts (SPFA)
  will be converting their Grant status Reports and
  Financial Status Reports to this the application
  during the next three months.

9
University Data Warehouse
10
PARM - SMART
11
Grant Status Report Package

• Projected Spending Report (PSR)
• Personnel Report
• Update Report

12
PSR - Heading

• Start Dates (Project and Budget)
• Current FA (indirect) Rate
• Current Year (CY) Award (only includes award from
  this budget period)
• Current Year Available Budget (includes any
  carryover and unliquidated obligations from prior
  years.

• Sum of Projections for remaining months
• Number of months left in the budget period
• Projected monthly spending (ex 388,211 / 7
  50,459)

• Project Principal Investigator
• Sponsor Number/ID
• Sponsor Name
• Title of Project

• Chartfield information
• Date analyst last entered adjusting entry
• Kerbos ID of analyst

• End Dates (Project and Budget)
• Total months in budget period
• Current Month is the number month we are in
  according to the As of Date

Organic Study
13
PSR Report

• All posted expenses, reconciling items and
  projections. Your projections personnel is per
  CPPs, OTPS is a moving average except for
  restricted categories we assume youll spend
  the available budget (sub grants, capital,
  patient care, etc.)

• Reportable Grant YTD Expenses includes all
  expenses that are on the General Ledger plus
  Reconciling items.

• Current Year Available Budget includes carryover
  and ULOs from prior years.

• Categories are fixed and only show up if there is
  activity

• Grand Total divided by 1.your FA rate Ex
  549,888/1.69 325,377

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PSR Table

• For past months its the reportable expenses
  (posted expenses plus reconciling items), the
  projections are indicated w/ the blue box and
  yellow P

• Cumulative expenses, both incurred and projected.

• Current Available Budget divided by number of
  months in budget period. Ex 927,915 / 12 77,326

15
PSR - Graph
16
Personnel Report

• Rate is monthly, biweekly or single rate. Single
  rates are for casual employees, cost transfers or
  adjustments.

• Periods -- will reflect number of periods between
  start and end date either monthly, bi-weekly or
  single.

• Employees name, it will appear last name, first
  name (unless its TBD)

• Sum of expenses or rolls up the different rates
  paid during the budget period.

• Manual entry comments by SPFA. Notes or
  percentages.

• Multiplies months (periods) rate

• Fame account

• Report totals by fame account and entire staff
  paid on project.

17
Update Report

• Reconciling items identified by SPFA for current
  budget period.

• Reconciling items from the prior budget period

• Current month spending according to As of Date.
  Ex 12/31/05

• Sum of all funds that are available for this
  budget year

• Reportable total includes expense on general
  ledger and reconciling items, we use this column
  to produce our invoices

• Salary projections and OTPS projections for
  restricted accounts only (sub-grants, patient
  care, stipends, etc.)

• Expenses per general ledger according to the As
  of Date.

• ULOs from prior budget year

• Carryforward from prior budget year

• Expenses per payroll tables according to the As
  of Date

• Budget awarded for this budget period

Organic Study

• Numbers could be different if entries were made
  outside payroll tables (pre Payroll Peoplesoft)
  or there is confidential payroll activity

18
Future Reports

• Trial Balance
• 1st for Research Funds
• 2nd all Funding sources
• Payroll Reports
• Similar to Account Analysis from eReports
• All fund history report
• Expense Rollup
• Billing and Collection Information

19
Other Projects / Updates

• FAQ
• Matrix of responsibilities
• Cost Transfers
• Send to Anna Rayz, Student Intern, Greenberg
  Hall, SC1-47, phone [phone]
• She will log, distribute and maintain status of
  all cost transfers