About Quick Base Technical notes Cognos reports to get data into Quick Base Daily updates using the refresh data feature Common features Combining warehouse data with local data Creating workflows for existing processes Using automated communication to trigger actions Incorporating MIT/Federal policy into the workflows NIMBUS Build Easy set-up Solutions from simple to complex While Magdalena shared her experience Johanna built Magdalena’s NIMBUS app Including the notifications FROM scratch

eDACCA Workflow: Before Quick Base Log into ATLAS to review eDACCAs (eDACCA Admin) Create list of Supervisors who have not certified (eDACCA Admin) Send email to Supervisors (eDACCA Admin) Review eDACCAs in ATLAS (Supervisor) Reply to email to request corrections (Supervisor) Certify in ATLAS (Supervisor) Reply to confirm action taken on corrections (eDACCA Admin) Cycle through process 6-8 times Single email > Massive thread Sensitive salary information Solution – send individual emails with unique subject headers (incl. faculty name)

eDACCA Workflow: Before Quick Base Log into ATLAS to review eDACCAs (eDACCA Admin) Generate list of Supervisors who have not certified (eDACCA Admin) Send email to Supervisor #1 (eDACCA Admin) Send email to Supervisor #2 (eDACCA Admin) Send email to Supervisor #3 (eDACCA Admin) Send email to Supervisor #4 (eDACCA Admin) Send email to Supervisor #5 (eDACCA Admin) Send email to Supervisor #6 (eDACCA Admin) Send email to Supervisor #7 (eDACCA Admin) Send email to Supervisor #8 (eDACCA Admin) Send email to Supervisor #9 (eDACCA Admin) Send email to Supervisor #10 (eDACCA Admin) Send email to Supervisor #11 (eDACCA Admin) Send email to Supervisor #12 (eDACCA Admin) Send email to Supervisor #13 (eDACCA Admin) Send email to Supervisor #14 (eDACCA Admin) Send email to Supervisor #15 (eDACCA Admin) Send email to Supervisor #16 (eDACCA Admin) Send email to Supervisor #17 (eDACCA Admin) Send email to Supervisor #18 (eDACCA Admin) Send email to Supervisor #19 (eDACCA Admin) Send email to Supervisor #20 (eDACCA Admin) Send email to Supervisor #21 (eDACCA Admin) Send email to Supervisor #22 (eDACCA Admin) Send email to Supervisor #23 (eDACCA Admin) Send email to Supervisor #24 (eDACCA Admin) Send email to Supervisor #25 (eDACCA Admin) Send email to Supervisor #26 (eDACCA Admin) Send email to Supervisor #27 (eDACCA Admin) Send email to Supervisor #28 (eDACCA Admin) Send email to Supervisor #29 (eDACCA Admin) Send email to Supervisor #30 (eDACCA Admin) Review eDACCAs in ATLAS (Supervisor) Reply to email to request corrections (Supervisor) Certify in ATLAS (Supervisor) Reply to confirm action taken on corrections (eDACCA Admin) Not very efficient

Column numbers to quickly explain what we’re looking at

1 - Supervisors 2 - Connected AAs to include them in notification 3 - Count of each transaction line – not # of cost objects and not # of personnel

4 – include consolidated eDACCA report 5 – exclude from reminder 6 – by default we send reminders 7 – last time we sent a reminder

Just push the button BUT – we want QB to help us remember to do this every week We use automated communication to trigger actions

Weekly email with summary report and link to QB solution

Auto filter for non-certified eDACCAs Cc. to Admin Assistant (without salaries) Consolidated report for in-email review Quick Base sends to: The supervisors that need to get the email Separate copy to the AA And includes the consolidated report With salaries for the supervisor Without salaries for the AA

In ATLAS: Can’t review all cost objects together Sometimes important to see full picture for a person before approving

All cost objects in one view Effort across cost objects in one view Link to Atlas In email – consolidated report

eDACCA Workflow: Before Quick Base Log into ATLAS to review eDACCAs (eDACCA Admin) Generate list of Supervisors who have not certified (eDACCA Admin) Send email to Supervisor #1 (eDACCA Admin) Send email to Supervisor #2 (eDACCA Admin) Send email to Supervisor #3 (eDACCA Admin) Send email to Supervisor #4 (eDACCA Admin) Send email to Supervisor #5 (eDACCA Admin) Send email to Supervisor #6 (eDACCA Admin) Send email to Supervisor #7 (eDACCA Admin) Send email to Supervisor #8 (eDACCA Admin) Send email to Supervisor #9 (eDACCA Admin) Send email to Supervisor #10 (eDACCA Admin) Send email to Supervisor #11 (eDACCA Admin) Send email to Supervisor #12 (eDACCA Admin) Send email to Supervisor #13 (eDACCA Admin) Send email to Supervisor #14 (eDACCA Admin) Send email to Supervisor #15 (eDACCA Admin) Send email to Supervisor #16 (eDACCA Admin) Send email to Supervisor #17 (eDACCA Admin) Send email to Supervisor #18 (eDACCA Admin) Send email to Supervisor #19 (eDACCA Admin) Send email to Supervisor #20 (eDACCA Admin) Send email to Supervisor #21 (eDACCA Admin) Send email to Supervisor #22 (eDACCA Admin) Send email to Supervisor #23 (eDACCA Admin) Send email to Supervisor #24 (eDACCA Admin) Send email to Supervisor #25 (eDACCA Admin) Send email to Supervisor #26 (eDACCA Admin) Send email to Supervisor #27 (eDACCA Admin) Send email to Supervisor #28 (eDACCA Admin) Send email to Supervisor #29 (eDACCA Admin) Send email to Supervisor #30 (eDACCA Admin) Review eDACCAs in ATLAS (Supervisor) Reply to email to request corrections (Supervisor) Certify in ATLAS (Supervisor) Reply to confirm action taken on corrections (eDACCA Admin)

eDACCA Workflow: After Quick Base Weekly (filtered) eDACCA report (Quick Base) Click email button (eDACCA Admin) Review eDACCAs in email (Supervisor) Reply to email to request corrections – unique email thread (Supervisor) Certify in ATLAS (Supervisor) Reply to confirm action taken on corrections (eDACCA Admin) Repeat 2-3 times in the 1st month Increase frequency as we approach the certification deadline

Travel Compliance in Quickbase Supplementing Central Data with Local Data

Account Details Start/End Date Balance Sponsor Travel Term Codes Notes, Attachments

HR Appointments People Database

Incoming Appointments BEFORE Lost emails High email volume Multiple email exchanges with Faculty Assistants about procedure/process Excessive steps Paperwork in multiple emails

Incoming Appointments NOW Appointment requests aren’t lost Fewer emails - HR can correspond with AA within system Quick Base walks AA through the process - including required attachments Information pop-up buttons to further explain fields Appointment Status noted for tracking Auto notifications to Communications and Facilities Managers when appointment transaction complete Distributed workload with ability to control the quality of the final product

Lost appointment emails High email volume Multiple email exchanges with Faculty Assistants about procedure/process Excessive steps Paperwork in multiple emails

People Tracking BEFORE Few Faculty Assistants took ownership, 100% reliance on HR for expiring/renewing appointments Communications and Facilities Managers had to contact HR for all people-tracking queries

People Database NOW Facilities Manager access in one place Faculty Assistants: better and distributed ownership of groups Auto reminders about expiring appointments Allows our AAs to add people not appointed by DMSE to the database for projection purposes

Current and Pending Report

Uses Required for most federal grant proposals Assisting PIs with summer salary requests

Revised award? Will need to write to another admin to find out details missing information Encouraged by OSP not to report effort here Not the same format/info provided for current as for pending Would have to go to dev proposal to get this info for an award

Multiple listing for 1 award due to child accounts Not grouped together Effort listed but not in %

Old Process Requires compiling information from multiple sources: KC Current and Pending Reports Prior C&P documents Email with administrators in other DLCs Is often requested at the last minute Must be reformatted for each sponsor Is time consuming to produce

Edit Records in Quick Base

Can add information to any record Can store same info for Awards and Proposals and build any custom report you need Can connect proposal info to award info to transfer over

Receive Email Notice

At Proposal Time 1) Fill out

Quick Base Process Old Process Requires compiling information from multiple sources Is often requested at the last minute Is time consuming to produce Must be reformatted for each sponsor Combines KC data with local notes on accounts Email notices - records updated promptly Click of a button Automatic NSF format, or can reformat in minutes from CSV download or custom reports

P-Card App Full Process Overview

Purpose of P-Card App X In Quickbase Email ??? P-Card Transaction Swept Charges Weekly Email Pending Refunds Personal Expenses Incorrect Info Sweep Policy