1. Level of Budget Detail Project Update
January 25, 2018

2. 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

3. 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

4. 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

5. 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

6. 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

7. Working Together for
SUCCESS
SPA
OCG
Campus

8. Next Steps
What does the pilot look like?

9. 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

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

11. 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

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

13. 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

14. 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
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

15. 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 budget-detail
Any feedback can be sent to 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

16. 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

17. 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