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Slide 1 FastFacts Feature Presentation January 29, 2013 To dial in, use this phone number and participant code… Phone number: Participant code: To participate via VoIP… You must have a sound card You must have headphones or computer speakers © 2012 The Johns Hopkins University. All rights reserved.

Slide 2 Todays Topic PI Partners Reporting Tool Sponsored Program Non-Personnel Planning Template Sponsored Program Personnel Planning Template Sponsored Program Budget Planning Template Maintain Budget Periods Tool

Slide 3 Todays Presenter Diana Burke Senior Accountant, Office of Finance, Financial Quality Control

Slide 4 Session Segments Presentation In this session, Diana will teach you how to use the planning templates to forecast for future expenses, including non- personnel and personnel. Youll also learn how to extend a budget period.

Slide 5 Contact Us If you would like to submit a question, you can us at:

Slide 6 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

Slide 7 How To View Full Screen Click Here

Slide 8 PI Partners Reporting Tool

Slide 9 The Best Environment for Research and Scholarship (BERS) Faculty Advisory Committee initiated a study to determine alternatives for improving access to Sponsored Research financial and administrative information, allowing PIs to focus more fully on their research. What is PI Partners Reporting Tool? 9

Slide 10 Improve access to sponsored research financial data PIs will have easier access to both consolidated and detailed views of their Sponsored Research funds Reports will be available in an immediately usable format Access to improved tools for analysis and validation Improve administrative effectiveness Administrators / Support Staff will spend more time on analysis and serving PI needs; less time compiling and preparing data; Reports will be available in an immediately usable format Access to improved tools for analysis and validation Improve risk/compliance profile (e.g., FSRs, deficit balance) Central Finance will see improved compliance with sponsor required financial reporting Divisions/Departments will have an improved ability to complete reconciliations; avoid deficit balances What is PI Partners Reporting Tool? (Contd)

Slide 11 Sponsored Program Non-Personnel Planning Template Practice planning and forecasting for non-personnel related costs for a sponsored program for the current budget period or the total award.

Slide 12 You must be on one of the Sponsored Program Level Reports to navigate to the Planning Templates. To navigate to the Non-Personnel Planning template, click the hyperlink titled Non-Personnel Planning. PI Partners – Non-Personnel Planning

Slide 13 Non-Personnel Planning will allow users to conduct planning and forecasting on non-personnel related costs for a Sponsored Program for the current budget period or total award either by Sponsored Class or GL Account. PI Partners – Non-Personnel Planning

Slide 14 Non-Personnel Planning can be performed for the current budget period by dollars or by remaining award period by dollars. Within either of those selections, you can then plan by sponsored class or GL account. PI Partners – Non-Personnel Planning

Slide 15 Non-Personnel Planning can be performed for all sponsored class items listed on the template by clicking the Apply Burn Rate – All button. PI Partners – Non-Personnel Planning

Slide 16 Non-Personnel Planning can be performed for individual sponsored classes as needed by selecting the row and clicking the Apply Burn Rate – Selected button. PI Partners – Non-Personnel Planning

Slide 17 Non-Personnel Planning can also be used to add a new sponsored class that doesnt have a burn rate on this sponsored program. To begin the process, click the Add/Change Sponsored Class button. PI Partners – Non-Personnel Planning

Slide 18 Non-Personnel Planning for a new sponsored class requires you to make a selection of Sponsored Class, Month From and Month To time frames and enter an amount per month. PI Partners – Non-Personnel Planning

Slide 19 New Sponsored Class has been added based on criteria entered. Click the Close button to return to main Non-Personnel Planning Screen. PI Partners – Non-Personnel Planning

Slide 20 New Sponsored Class has been added to the planning tab. Click the Save Data button before you click the Calculate F&A button. PI Partners – Non-Personnel Planning

Slide 21 Click the Calculate F&A button after you save your data. Enter F&A manually for unauthorized Sponsored Classes last. Click the Save Data button after all F&A information is entered. PI Partners – Non-Personnel Planning

Slide 22 Sponsored Program Personnel Planning Template Practice planning and forecasting for salary and fringe benefit related costs for a sponsored program for the current budget period or the total award.

Slide 23 You must open one of the Sponsored Program Level Reports to navigate to the Planning Templates. To navigate to the Personnel Planning template, click the hyperlink titled Personnel Planning. PI Partners – Personnel Planning

Slide 24 Personnel Planning will allow users to conduct planning and forecasting on salary and fringe benefit related costs for a Sponsored Program for the current budget period or total award. PI Partners – Personnel Planning

Slide 25 Personnel Planning can be performed for the current budget period by dollars, percentage or by remaining award period by dollars. PI Partners – Personnel Planning

Slide 26 Personnel Planning can be performed for all employees listed on the template by clicking the Apply Sal Commitment – All button. PI Partners – Personnel Planning

Slide 27 Personnel Planning can be performed for only certain individuals as needed by selecting the rows to plan for and clicking the Apply Sal Commitment – Selected button. PI Partners – Personnel Planning

Slide 28 Personnel Planning can be used to add a new employee that has not yet been added to payroll but that you know will be paid on the sponsored program in the future. PI Partners – Personnel Planning

Slide 29 Personnel Planning can be used to add a new employee that has not yet been put on the payroll but that you know will be paid on the sponsored program in the future. PI Partners – Personnel Planning

Slide 30 New Placeholder Employee has been added based on criteria entered. Click the Close button to return to main Personnel Planning screen. PI Partners – Personnel Planning

Slide 31 New Placeholder Employee has been added to the planning tab. Click the Save Data button to save the added employee information. PI Partners – Personnel Planning

Slide 32 The Change Employee button is a fast way to make changes to multiple months for an individual if the amounts are consistent. Click the Change Employee button to begin the process. PI Partners – Personnel Planning

Slide 33 The Change Employee process involves five steps: select the employee, select the date range, enter the new salary amount to plan for and selecting the Change Employee button to complete the process. PI Partners – Personnel Planning

Slide 34 Employee salary information has been updated for the months selected. Click the Close button to return to main Planning Screen. PI Partners – Personnel Planning

Slide 35 1.Employee salary information changed has been added to the template. 2.Click the Save Data button to save the added employee information. 3.Click one of the Fringe Benefits Calc buttons to update fringe benefits data. 4.Click the Calculate F&A button to update F&A for all information. 5.Click the Save Data button to save all information entered and calculated. PI Partners – Personnel Planning

Slide 36 Sponsored Program Budget Planning Template Practice how to manually input anticipated budget amounts, restricted balances, and carry-over amounts for a budget period when the funding allocation has not yet been entered in SAP.

Slide 37 You must be on one of the Sponsored Program Level Reports to navigate to the Planning Templates. To navigate to the Budget Planning template, click the hyperlink titled Budget Planning. PI Partners – Budget Planning

Slide 38 Budget Planning will allow users to manually input anticipated budget amounts, restricted balances and carry-over amounts for a budget period when the funding allocation has not yet been entered into SAP. PI Partners – Budget Planning

Slide 39 Budget Planning can be performed for the current budget period or by remaining award period. PI Partners – Budget Planning

Slide 40 Select the sponsored class you want to add budget planning information for, enter the amount in the Budget Projection column and click the Save Data button to finish the process. PI Partners – Budget Planning

Slide 41 Maintain Budget Period Tool Practice how to adjust the default budget period length that will be used for an Award and its Sponsored Programs when the Current Budget Period is not Active in SAP.

Slide 42 Return to the PI Partners Welcome page to get to the navigation path for Maintain Budget Periods and click the Maintain Budget Periods hyperlink. Here, you can adjust the default budget period length that will be used for an award and its sponsored programs when the current budget period is not Active in SAP. E.g., A new budget period has started but the budget has not been posted in SAP. PI Partners – Maintain Budget Periods

Slide 43 Enter information in one or more of the Filter Grants by fields. Click the Search button. A list of results will be displayed. PI Partners – Maintain Budget Periods

Slide 44 Highlight the award whose budget period youd like to adjust by clicking the gray square to the left of the SAP Grant # field. Enter a number in the Budget Period field. Click the Save button. PI Partners – Maintain Budget Periods

Slide 45 PI Partners – FastFacts Sessions FastFacts sessions are available on the PI Partners Reporting tool. Please click on the link to register or download the session: Session 1: PI Partners Reporting Tool – Overview – January 15, 2013 PI Partners Reporting Tool – Overview – January 15, 2013 Session 2: PI Partners Reporting Tool – Reports and Maintenance Tools (rebroadcast) – January 22, 2013 PI Partners Reporting Tool – Reports and Maintenance Tools (rebroadcast) – January 22, 2013 Session 3: PI Partners Reporting Tool – Planning Templates (rebroadcast) – January 29, 2013 PI Partners Reporting Tool – Planning Templates (rebroadcast) – January 29, 2013 OR, go to and search in the Course Catalog for PI Partners. Please Note: Session 2 and Session 3 are a compilation of five (5) original FastFacts sessions originally delivered in September 2012.

Slide 46 Conclusion In todays session, we discussed three planning templates available to you in PI Partners: Sponsored Program Non-Personnel Planning Template Sponsored Program Personnel Planning Template Sponsored Program Budget Planning Template We also discussed how to use the Maintain Budget Period Tool

Slide 47 Questions? Want more information? Please contact us by at: Q&A

Slide 48 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please us at:

Slide 49 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… Thanks again!