Level of Budget Detail Project Update January 25, 2018

Future State Current State Manage to the level expected by the sponsor SPA inputs budget categories at a fine level of detail from the internal budget spreadsheet prepared by the OCG proposal analyst and PI Current detail housed in infoED and PeopleSoft and often exceeds sponsor requirements Level of detail required varies by project sponsor Future State Manage to the level expected by the sponsor

LOBD Team Commissioned March 2017 LOBD Team Commissioned Their Charge: What level of budget detail did the Sponsor award? What level of budget detail is required to administer and report? What should infoED and PeopleSoft reflect? To do this: Vetting the premise Unearthing questions Meeting with extended group multiple times Meeting with PIs and DRAs

Positive response from the campus community Several departments volunteering to be part of the pilot – we have a waitlist! Yes – there are still questions and details to sort through

LOBD Team Commissioned March 2017 LOBD Team Commissioned Feb 2018 LOBD Moving Forward Small Pilot 3 Volunteer Departments Fully engaged to put LOBD into practice Test it for real Work out the details in business processes Adjust where required

LOBD Team Commissioned March 2017 LOBD Team Commissioned Feb 2018 LOBD Moving Forward Small Pilot Next up Expanded Pilot Fine Tuning More departments engaged – already a wait list

Working Together for SUCCESS SPA OCG Campus

Next Steps What does the pilot look like?

Purpose of Pilot Try it out in the real world Understand impacts Create a feedback loop Refine the business processes Expand pilot to other volunteer departments

First 3 Pilot Departments INSTAAR Psychology Chemical & Biological Engineering Waiting in the wings: JILA Physics Integrative Physiology LASP – grants, confirmation coming on contracts

What does pilot mean for Departments? All new awards and mods will be entered in infoED (OCG) and PeopleSoft (SPA) to the level of budget detail required by the sponsor in the award document Departments will be able to enter BJEs to the level of detail they require

What does pilot mean for OCG? Logging = No Change Processing = Enter LOBD in infoED Award Review/Acceptance = Verify to awarded documents

What does pilot mean for SPA? Setup = Verify to the awarded budget in PS Grant Accountant Review = Verify to the awarded budget in PS Cost Share Review = No change anticipated Invoicing = No change anticipated Closeout = Nothing in the pilot timeframe will hit closeout

Anticipated Timing of Pilot February 12 kickoff with the 3 pilot departments We will gather results, modify as we learn things, depending on what we find and when, we will add in other departments Expect to run initial pilot through mid-March Feb 9 Email goes out to all volunteer departments Feb 12 Start to enter LOBD for initial three departments Get feedback from campus, OCG, SPA Add in other departments Get further feedback ~March 16 Conclude pilot, move to document final proposal

Support During Pilot Early on someone will work with you through the steps and gather changes to incorporate into business process documentation As processes stabilize, we would like your input on changes or other tools you will need For questions you can take a look at the LOBD webpage at https://www.colorado.edu/controller/level- budget-detail Any feedback can be sent to LOBDfeedback@colorado.edu that the core team is monitoring We will stay in contact with you all about what we are learning and any changes we are making to process

Time Tracking A few individuals have started tracking current time for a baseline Follow-up time tracking will take place to understand the time changes or impacts with the new process

Outstanding topics to resolve Budget splits for one award between projects We need to add information to existing m-Fin reports What are we going to do as Mods come in? What else do you need to make this happen? Any feedback can be sent to LOBDfeedback@colorado.edu