1. 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

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

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

4. Column numbers to quickly explain what we’re looking at

5. 1 - Supervisors
2 - Connected AAs to include them in notification
3 - Count of each transaction line – not # of cost objects and not # of personnel

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

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

8. Weekly email with summary report and link to QB solution

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

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

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

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

15. eDACCA Workflow: After Quick Base
Weekly (filtered) eDACCA report (Quick Base)
Click button (eDACCA Admin)
Review eDACCAs in (Supervisor)
Reply to to request corrections – unique 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

16. Travel Compliance in Quickbase
Supplementing Central Data with Local Data

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

21. HR Appointments People Database

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

23. Incoming Appointments NOW
Appointment requests aren’t lost
Fewer s - 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

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

28. 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

29. 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

34. Current and Pending Report

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

36. 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

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

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

39. Edit Records in Quick Base

40. 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

41. Receive Notice

42. At Proposal Time
1) Fill out

44. 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
notices - records updated promptly
Click of a button
Automatic NSF format, or can reformat in minutes from CSV download or custom reports

45. P-Card App
Full Process Overview

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