NEW PI Dashboard September 2017

ConnectCarolina Change Management Team New PI Dashboard Jackie Treschl ConnectCarolina Change Management Team

Based on feedback from PIs The new PI Dashboard Based on feedback from PIs Snapshot of financial activity for a PI’s grants Info pulled from ConnectCarolina Thoroughly tested Based on feedback from principal investigators across campus, the ConnectCarolina and InfoPorte teams have updated the PI dashboard. The new PI dashboard provides a snapshot of a principal investigator’s (PI’s) financial activity, both funding and expenses, at the award and project level. The information on the dashboard is pulled directly from ConnectCarolina, with information that originates in RAMSeS, so it’s an accurate reflection of what is in the system. Over the last few months, the ConnectCarolina team has thoroughly tested the new dashboard. They’ve had PIs, research administrators, business managers, as well as OSR staff, ConnectCarolina and InfoPorte team members involved in the testing.

1 2 3 4 Four Things You’ll Like about the new PI Dashboard You can see the same view your PI sees. 1 The salary projections are accurate. 2 The numbers come from the General Ledger so they’re more stable. 3 As research administrators, here are four things you’ll like about the new PI Dashboard: You can see the same view your PI sees. This means you can have access to the same information when looking at projects. The salary projections are accurate. We’ll discuss salary projections in greater detail in a minute. The information comes from the GL Actuals ledger which means the numbers won’t go up and down during the month when budget checking happens and encumbrances are relieved. It more closely matches the numbers that OSR sees when they’re reporting and billing OSR can see the same view you can see This means it’s easier to troubleshoot because you’re both talking about the same numbers. OSR can see the same view you can. 4

Seeing the Same View Your PI sees MACTRAIN, MICHAEL All PIs who are listed as a lead PI on a project will automatically have access to the PI Dashboard. When he or she logs in to InfoPorte, the Dashboard is automatically displayed. As a research administrator, an InfoPorte Administrator can give you access to use the dropdown box to see the same view your PI sees. InfoPorte Administrators can grant access to the dashboards of any PIs who are in their school or division. In other words, they’re not granting access based on the research administrator’s home department but on the PI’s home department. For example, if you are the InfoPorte Administrator for the School of Medicine and the PI’s home department is in the School of Medicine, only you can give a research administrator access to see that PI’s dashboard. It doesn’t matter where the research administrator’s home department is. It is important to note that because you’re essentially mimicking what your PI sees, you can only see information for one PI at a time.

1. List of Current Awards with Financial Information Reading the Dashboard MACTRAIN, MICHAEL 1. List of Current Awards with Financial Information MACTRAIN, MICHAEL 5190000 MACTRAIN, MICHAEL 5190001 Showing 1 to 3 of 3 entries MACTRAIN, MICHAEL The Dashboard is divided into 3 main sections on the first page: The top section has a list of current awards with financial information. This shows information such as the UNC Project ID, award title, Sponsor ID and name and the beginning and end dates for the project. You also see totals for the direct budget, direct expenses, salary projections and the direct balance. 5190000 MACTRAIN, MICHAEL 5168523 TRAINWELL, JANA 5190000 Showing 1 to 3 of 3 entries

2. List of Employees Paid by Projects Reading the Dashboard MACTRAIN, MICHAEL MACTRAIN, MICHAEL 5190000 MACTRAIN, MICHAEL 5190001 Showing 1 to 3 of 3 entries 2. List of Employees Paid by Projects MACTRAIN, MICHAEL The second section is a list of employees paid by projects – in a nutshell, this area shows the salary projections for employees paid from the projects listed above. 5190000 MACTRAIN, MICHAEL 5168523 TRAINWELL, JANA 5190000 Showing 1 to 3 of 3 entries

3. List Programs and Cost Codes Reading the Dashboard MACTRAIN, MICHAEL MACTRAIN, MICHAEL 5190000 MACTRAIN, MICHAEL 5190001 Showing 1 to 3 of 3 entries MACTRAIN, MICHAEL And finally, the third section is a list of Programs and Cost Codes that your PI has access to. Any program or cost codes that have been assigned to the selected PI in InfoPorte show in this list. Departments use cost codes in different ways, so it’s best to check with your departmental business manager to see how your department uses them. This section drills down to the Program/Cost Code tab in InfoPorte. 5190000 MACTRAIN, MICHAEL 5168523 TRAINWELL, JANA 5190000 Showing 1 to 3 of 3 entries 3. List Programs and Cost Codes

1. Information About the Project Reading the Project Level Project Report 1. Information About the Project 5190000 MACTRAIN, MICHAEL If you click on the Project ID link, a more detailed project report opens. You’ll see information about the project in the top section… MACTRAIN, MICHAEL 5190000

2. Summarized Financial Information Reading the Project Level Project Report 5190000 MACTRAIN, MICHAEL 2. Summarized Financial Information And summarized financial information in the middle section. The columns here match the columns on the page before, but is broken down by categories, which come from the OSR billing tree, which is accounts organized by how OSR can bill our sponsors. MACTRAIN, MICHAEL 5190000

3. Employee Information Reading the Project Level Project Report 5190000 MACTRAIN, MICHAEL And finally, you’ll see employee information on the bottom – this is all employees who are paid by the project. You can click on the monthly detail link. 3. Employee Information MACTRAIN, MICHAEL 5190000

Salary Projections MACTRAIN, MICHAEL 5190000 And it opens the salary projections for all employees paid by the project, broken down by month. MACTRAIN, MICHAEL 5190000

Total Award Amount Reading the Award Level Project Report 5190000, 5190001 MACTRAIN, MICHAEL Total Award Amount On the first page of the dashboard, you can also click the Award link which opens a report showing details for all projects that roll up to the award. The only difference on this screen is that you can see the total award amount MACTRAIN, MICHAEL

Amounts That Make up the Total Award and the Effective Dates Reading the Award Level Project Report 5190000, 5190001 MACTRAIN, MICHAEL And the amounts that make up the total award and the effective dates. Amounts That Make up the Total Award and the Effective Dates MACTRAIN, MICHAEL

Understanding the Information on the Dashboard

Adjusted Direct Expense Understanding the Information on the Dashboard Direct Budget Direct Expenses Pre-Enc/ Encumbrance* Salary Projections Adjusted Direct Expense Direct Balance Where does the information come from? The Direct Budget comes from the commitment control, or KK, ledgers in ConnectCarolina. The Direct Expenses come right from the General Ledger, which means they’re static numbers. The Pre-Encumbrances and Encumbrances come from the KK ledgers, and also include any Soft Encumbrances that have been created in InfoPorte. The Salary Projections come from a table on the HR/Payroll side of ConnectCarolina. When you add those 3, you get the Adjusted Direct Expense. When you subtract the Adjusted Direct Expense from the Direct Budget, you arrive at the Direct Balance – that is, the amount the PI has left to spend. *Soft Encumbrances are included

Access to the Dashboard

Let’s Talk Access Principal Investigators (PIs) Automatically granted access if they are listed as the lead PI on an award Co-PIs cannot get access to an award in the dashboard Research Administrators Can be granted access to the PIs they support Done by InfoPorte Administrator

Help Requests

Help.unc.edu Ccinfo.unc.edu Supporting the Dashboard OSRhelp@unc.edu Help.unc.edu Ccinfo.unc.edu