WISER for Grants Management Research & Sponsored Programs

WISER for Grants Management This presentation is intended to give an overview of the use of WISER for management of sponsored programs.

WISER – What are we covering today? WISDM Menu WISER Menu Projects My Projects Project Search Award Funding Action Report WISPER Search Grants Payment Activity Search Old Project Search Projects Find Awards/Projects My Projects My Awards Award Modifications Search WISPER Search AR Search

WISER (Shared Financial System Overview) Cost Transfer Tool (CTT) Human Resource System (HRS) Journal Entry Tool (JET) Guided Entry Tool (GET) Perceptive Content (Image Storage) Shared Financial System (SFS) Purchasing Wisconsin Enterprise Reporting (WISER) Salary Transfers Non Salary Transfers PeopleSoft ERP (Enterprise Resource Planning) system used by all UW System Reporting Tool (Read Only) used by all UW System Bolt-On System used by all UW System Bolt-On System used by UW Madison WISER (Wisconsin Enterprise Reporting) Web-based reporting system Data is loaded nightly from SFS and HRS

Accrual Accounting Grants (most) Managed on an Accrual Basis Accrual accounting recognizes revenue as expenses are incurred Revenue  Cash (revenue does not equal cash) Other Clinical Trials, Gifts and other non-sponsored projects are managed on a Cash Basis

WISER Menu Users can navigate from Main Menu > Projects to open tiles. Pin to Dashboard adds tile to user home page.

Find Awards/Projects Under Projects, select Find Awards/Projects

My Projects & My Awards For Principal Investigators, a list of the projects for which they are PI is automatically populated All WISER users can create a My Projects and My Awards list Options for adding to a list are including on the page while reviewing award and project level information

My Projects When a user selects or unselects a project, a small informational window highlights the change. Once all projects of interest have been added to My Projects; the user can click on to view the list, or navigate from Main Menu, and then My Projects.

My Projects Projects are listed individually and are grouped and summed by fund. To find more projects, users can click on from this screen, or clear out the My Projects collection by clicking on “Remove all from My Projects”.

My Awards To build a My Awards collection, users would start similarly, with the Find Awards/Projects search. From the search results page, users can click on the Award ID for the item of interest to open the Award Summary page. Once on the Award Summary page, the option becomes available.

My Awards To view the My Awards collection, click on Main Menu, then on My Awards. Items are listed by award, without the project detail, grouped and summed by fund.

Find Awards/Projects Search Results 1. The default data view is Budget Category with Financial information displayed through the current month, but can be changed using the “Balance Type” and “Financials as of” dropdowns. 2. The data displayed can be reordered by clicking on the column headings.

Find Awards/Projects Search Results 3. Projects can be added by individually checking the “In My Projects” check boxes, or all projects can be added by clicking on the “Add all to My Projects” button. 4. The search results can be pinned using the “Pin to Dashboard” option. 5. The search results can be exported to Excel.

Find Awards/Projects Search Results 6. Clicking on Investigator name runs a search for all awards for that investigator. 7. Clicking on Dept ID runs a search for all awards for that department. 8. To view Award level data, click on MSN number of award. 9. To view project level data, click on project number.

Award Level From Find Awards/Projects search results: Clicking on the MSN Number will open summary information at the award level. From this page, the award can be pinned to the dashboard, added to a My Awards collection or the award data can be exported.

Project Inclusion By default, the Award Level view will include data for all of the projects under that award. In this example, the award includes 5 projects. Clicking on “All 5 Selected” will allow the user to change the selection of projects included in the award view (see below).

Project and Period Selection The project in the darkest font (AAC8911) is the primary project for the award. Those in lighter gray font (AAC8914) are projects that are no longer in open status. In the example above, the project status for AAC8914 is “Closed – Adjustments only”. Users can utilize Period selectors to view data within a specified period. In the example, we are viewing all data since the inception of the award through July 2018.

Award Level: Financials Tab – Summary View The Summary view displays combined financial data for all projects selected on the award. Any dollar values in blue, are hyperlinks, which allow the user to drill into more details on those amounts.

Award Level: Financials Tab – Summary View By default, the data is displayed with the “Budget Category” setting, but this can be changed to exclude encumbrances or to show direct dollar amounts only. To see financial information displayed with more detail in the summary, move the detail slider to the right.

Transaction Detail In the example above, the $1,103.95.00 hyperlink is clicked to reveal the details of that amount (below). In the upper right of the drill, enables Minimize, Maximize and Close of the detail window.

Transaction Detail The menu allows the user to Export the data to Excel Customize the columns shown in the detail view Change the number of records showing on the page And toggle the Payroll Detail display The drop down options include data view options of Standard, AP and Salary/Fringe which modifies the columns in the view.

Transaction Detail Within the transaction lines themselves, there may additional links that can lead to more information. In this example, the JRNL ID JRT0240268 is a hyperlink which leads to the related accounting journal. *Other types of transactions may have different links and connections.

Cost Transfer Initiation Cost transfers can now be initiated right from the transaction line in WISER. When clicking on the in the last column of the desired transaction line, a message box will appear:

Cost Transfer Initiation To initiate a cost transfer for that transaction line, click on the Cost Transfer Tool box, and the Cost Transfer Tool will open with that transfer in the basket.

Calculator Feature Clicking on the calculator button on the upper right, offers an option to run a total from the amounts in the summary. In the example below, the calculator has been enabled, and the academic salary account codes are included. The amounts are included in a sum, and are averaged. To run another calculation, the user can click on the Clear, and then select new amounts.

Award Level: Financials Tab – Projects View The default view under the Financials tab is the Summary view, but the view can be changed to Projects by clicking on that option within the Financials tab. This view is helpful to see all projects separately instead of combined into the award summary. The same Budget Category selections are available for the user at the Projects view.

Award Level: Financials Tab – Period Summary The Period Summary option combines activity by month for the award (selected projects). Again, all dollar values in blue, are hyperlinks, which allow the user to drill into more details on those amounts. Additionally, the calculator option is available for any on-page calculations.

Award Level: Accounts Receivable (AR Tab) The AR tab contains accounts receivable information for the award. Users can limit search using the check boxes to view only open AR, only closed AR, or leave both checked to view all AR created for that award. More information is available when clicking into hyperlink Invoice ID.

Award Level: Personnel Tab The Personnel tab lists all salary/stipend information paid from the award. At the award level, information is included for all projects under that award. The example above is from the award level view. This is evident because we can see lines for two different projects. At the project level view, only information specific to that project would be included.

Award Level: Award Modifications Tab The Award Modifications tab lists changes that have been made to the award, such as funding increases or decreases, no-cost extensions, or future funding entries. The example below includes a funding change, and a future funding entry. *The information listed under Award Modifications is the same for the award level as it is for the project level.

Award Level: Requirements Tab The requirements tab lists selected Terms and Conditions for the award, and any Certifications (if applicable). Terms and Conditions may include items such as Equipment Title designation (with UW or with Sponsor), or may highlight that there are special invoice instructions. *The information listed under Requirements is the same for the award level as it is for the project level. Note: The Terms and Conditions tab is not all inclusive; please refer to award documents for full Terms and Conditions.

Award Level: Cost Share Tab The Cost Share tab displays the payroll cost share schedule for an award and related calculated cost share expenditures. All dollar values in blue, are hyperlinks, which allow the user to drill into more details on those amounts.

Award Level: Documents Tab The Documents tab lists available .pdf documents for that award/project. The top section includes invoices that have been generated for the award, but this will not apply for all sponsors. The lower section, “Other Documents” may include award notices received from the sponsor, modifications, budgets, subaward information, etc. *The documents available are the same at the award level as they are at the project level.

Award Level: WISPER The WISPER tab lists any WISER records that were created and connect to the award. *The information on this tab is the same at the award level as it is at the project level.

Project Level Following a Find Awards/Projects search, data will be displayed as shown below for awards with multiple projects: To view project specific information, click on the hyperlink for the project of interest.

Project Level For awards with only one project (in the example below, MSN208339), the search opens the main award summary page. In these cases, click on the Projects button, and then the project hyperlink, to open the same project summary view.

Project Level: Financials The Financials tab for the project level is similar to the information displayed at the award level, but is limited to the selected project. The project can be pinned to the dashboard, added to a My Projects collection, or the data can be exported, using the links in the upper right. The Award Level data can be viewed by clicking on the gray icon. To open the Award Summary page, click on the Award ID hyperlink.

Project Level: Account Codes Highlight WISER offers an easier way to identify F&A exclusions at the project level. To view all account codes that are omitted from F&A calculations, move the Detail slider all the way to the right to see account codes on the summary. Click on to verify that “F&A Exclusions” is checked. You may still see some highlighting at lower levels of detail, but the category will only be highlighted if ALL account codes within that category are omitted from F&A. For those categories that include a mix of included and omitted account codes, such as “Other Expenditures”, the category will not be highlighted at lower levels of detail, so it is important to change the slider if you are checking F&A calculations using this feature.

Project Level: Account Codes Highlight In this example, reviewing data at the regular category level, we see Equipment and Tuition and Fees are highlighted.

Project Level: Account Codes Highlight When the slider is moved to the highest level of detail, you can now see that some excluded amounts exist under the Other Expenditures category also. This would not be clear if we only viewed data at the category level.

Project Level: Personnel At the projects level, the Personnel tab lists all salary/stipend information paid from the selected project only. At the award level, information is included for all projects under that award.

Project Level: Award Modifications The Award Modifications tab lists changes that have been made to the award, such as funding increases or decreases, no-cost extensions, or future funding entries. The example below includes a funding change, and a future funding entry. *The information listed under Award Modifications is the same for the award level as it is for the project level.

Project Level: Requirements The requirements tab lists selected Terms and Conditions for the award, and any Certifications (if applicable). Terms and Conditions my include Equipment Title designation (with UW or with Sponsor), or may highlight that there are special invoice instructions. *The information listed under Requirements is the same for the award level as it is for the project level.

Project Level: Edits The Edits tab displays the valid chart fields (fund, department and program) for a project. This information is needed when using the project to purchase supplies, create purchase orders, set up salary payments, etc. In almost all cases, a project will have one valid fund, but it could have a number of valid departments and/or valid programs. In the 144 project example above, only department 481500 and program 4 are valid.

Project Level: Cost Share The Cost Share tab displays the payroll cost share schedule for a project and related calculated cost share expenditures. All dollar values in blue, are hyperlinks, which allow the user to drill into more details on those amounts.

Project Level: Documents The Documents tab lists available .pdf documents for that award/project. The top section includes invoices that have been generated for the award, but this will not apply for all sponsors. The lower section, “Other Documents” may include award notices received from the sponsor, modifications, budgets, subaward information, etc. *The documents available are the same at the award level as they are at the project level.

Project Level: WISPER The WISPER tab lists any WISER records that were created and connect to the award. *The information on this tab is the same at the award level as it is at the project level.

Award Modifications Search To run an award modification search, select this option from Main Menu > Projects > Award Modifications Search.

Award Modifications Search Enter search parameters for the search. In the example below, the search is limited to the Funding Action Type of Funding Change for the Department ID starting with 4815, with Funding Action Issue Dates between 1/1/2018 and 8/31/2018 for the PI Randall Goldsmith. Click on the Search button.

Award Modifications Search Search results can be sorted by any of the column headings. Clicking on the ID in the first column will open the award summary connected to that award modification.

WISPER Search To run WISPER search, select this option from Main Menu > Projects > WISPER Search.

WISPER Search Enter search parameters for the search. In the example to the right, the search is limited to WISPER submissions after 6/1/2018 for the department ID starting with 4815, for the PI Robert Hamers. Click on the Search button.

WISPER Search Search results can be sorted by any of the column headings. If the Record ID is hyperlink blue, clicking this will open the award summary connected to that WISPER record.

Accounts Receivable Search To run an Accounts Receivable search, select this option from Main Menu > Projects > AR Search.

Accounts Receivable Search Enter parameters for the search. Users can use the Status filter to limit search to only Open AR items, only Closed AR items, or leave it blank to search for both statuses.

Accounts Receivable Search Search results can be sorted by any of the column headings. If the Invoice ID is hyperlink blue, clicking this will open more detail on that item below. User can click on hyperlink Entry Amount to drill into more information.