Research Dashboard Data Verification Guide
updated 10/2/16
Purpose: Use this guide to review the sponsored project content displayed in the various portlets in the Research Dashboard. The intent is to verify all PI level research information is displayed correctly and completely. It is recommended to use this guide to verify the data accuracy for each PI in your area.
Sources of information: The Dashboard integrates information from Banner Finance, Banner HR, and RAMS-SPOT. In terms of sponsored research the true source document for items such as award periods, budget periods, key personnel, committed effort, award totals, etc. is the sponsor issued award (uploaded in RAMS-SPOT). Internal subaccounts made within the guidelines of the award’s departmental internal budget allocations are also important records to review. Banner screens to review & query fund information: FRAGRANT, FTMFUND, FRMFUND, FTIFATA. Users will use RAMS-SPOT Award record and Snapshot screens to verify data, as well as official award documents uploaded in this system.
Noting Issues: Make a list of any information that appears inaccurate or needs updating and request updates from your G&C accountant or OSP team member as appropriate. Labor distribution updates must be made by the department of the individual to be revised. If you have any questions please contact SOMRESADMIN@vcuhealth.org.
Active Index Status Portlet: This area displays a graphic representation of the current status of all active indexes to which a PI has fiscal responsibility, either as a subaccount PI or the overall project PI. A PI of a large project will see all active indexes associated with the award. An index is considered to be active if the fund termination date >= today and the project is active (project end date + 120 days >= today).
Verification ItemsComments
Verify all active indexes a PI is responsible for (either as PI or Sub PI) appear If an active subproject or subaccount does not appear on this chart, verify that the org attribute SUBACCT is set correctly in Banner (FTIFATA). Choose “Organization” as the Element to Query. The Attribute Value should match the V # (without the letter V) of the subproject PI.
Active Awards Summary: This portlet displays all active projects for a PI. Projects in which the investigator is the overall project PI will include cumulative project information for the current budget period. Projects in which the investigator is a Co-investigator will display the subproject index for which the Co-PI is responsible in financial management only. Checking the [Show Admin Details] box will display administrative details for each project. The items below are to verify data displayed on the initial summary screen only.
Verification ItemsComments
Grant ID and PT/PDFP number are linkedEnsure the PT/PD/FP number in RAMS-SPOT is correctly linked to the Grant ID and index on the Banner FOATEXT screen. Use "GRT" as the Type and the Grant ID as the Code. Note any awards where multiple Grant IDs are associated with one PT/PD/FP number or vice versa. Notify OSP or G&C as appropriate to make corrections to records.
Sponsor Name
PI is listed accurately The "Proposal PI" listed on the main Active Award Summary portlet should be the overall project PI.
Award IDSponsor award number.
TitleThe project title is obtained from RAMS-SPOT except when PT/PD/FP # is missing or incorrect, then the info is pulled from the Banner Finance record. The portlet displays first 50 characters of the title.
Fiscal AdministratorDisplays the FA for the department responsible for managing the overall award. If the Fiscal Administrator cell shows “Missing or Multiple Admins," it indicates that more than one Home Index exists for the project in the current budget period. Contact G&C to ensure that all sub-award and subproject indexes are appropriately flagged in Banner.
Total Award PeriodProject period dates are obtained from RAMS-SPOT except in cases where PT/PD/FP # is missing in Banner. Verify that the dates are accurate, especially for projects that have been granted no-cost-extension beyond the original award period.
Budget Period The dates are obtained from RAMS-SPOT using the BUDGETYR attribute associated with current budget period index(es) on Banner FTIFATA screen. The BUDGETYR attribute in Banner tells the Dashboard which period on the RAMS-SPOT Snapshot is currently active. The Dashboard then uses the budget period start/end dates associated with that period. Contact G&C accountant if the wrong budget period is displaying in the Dashboard.
F&A RateApproved rate as budgeted in the most recent award.
Direct BudgetThis number should reflect the total direct dollars available (new award + any carry-forward) in the current budget period. The budget amount appears as a hyperlink for expanded authority/SNAP awards. Contact G&C accountant if the direct budget displaying in the Dashboard does not match your internal records.
Award Summary by Index: This view is reached after clicking on the index link, or “Multiple Indexes” link, for each project displayed in the Active Award Summary Portlet. This level of information details the financial layout of the award across the home index and any/all subawards and subaccounts. From this screen you can also access prior budget periods by using the drop down menu at the top of the screen. The default is the current budget period.
Verification ItemsComments
Project and Budget Period on HeaderFor the overall project
Proposal PI and Org on headerObtained from Banner (Responsible PI and Org for the overall Project)
The summary grid includes all index numbersPrior budget period indexes can be viewed by using Reporting Period drop-down menu
Index Type is set correctlyAn org is flagged as “HOME” if SUBACCT and SUBAWARD attributes on FTIFATA are blank. There should be only one "HOME" index for each award.
Sub account PIs are listed accuratelyUses SUBACCT attribute (V# of subproject PI) associated with the org in Banner (FTIFATA) to identify internal subprojects and SUBAWARD attribute (should be Yes for external subcontracts) to identify external subprojects or subcontracts. For subcontracts, project PI is assumed to be the PI. When using the FTIFATA screen, choose "Organization" as the Element to Query.
Budget period for each active subaccount/subaward/supplementsBy default, RAMS-SPOT is used as the data source for budget period dates. The exceptions to this rule include 1) missing PT/PD/FP# in Banner, 2) missing BUDGETYR attribute associated with grant index, or 3) BUDGETYR=NA and no Activity Codes were used when loading budget. Contact G&C accountant if the budget period start/end dates for any of the subaccounts or subawards appear incorrect.
Total Cost Summary by Account Category: This view is reached after selecting a hyperlinked index from the Award Summary by Index screen. The Total Cost summary provides an expense category view of the index budget, expenses, and commitments. To view the total cost summary by line item, click on the link [Show Line Item Details]. You can drill in further to each expense category to see transaction level detail and verify budget, expense, and commitment figures are accurately displayed.
Verification ItemsComments
Index Org (in header) is linked to the correct Department/CenterIf index is a subaccount, should be the subaccount PI's Department/Center
Budget loaded is accurateG&C loads budget into expense categories based on either the original notice of award OR a specific arrangement outlined by the department.
Expenses displayed match Banner FinanceDashboard data refreshes overnight. Expenses hitting the same day will not appear in Dashboard
Commitment calculations are accuratePersonnel projections are based off of current and future labor distributions in Banner HR and should project through the end of the current budget period. Non-personnel commitments are as encumbered in Banner Finance
Personnel Commitment Portlet: This portlet has two sections, the default is a listing of a PI’s own commitments on sponsored projects and the second section “Individuals on my Projects” allows a PI to view all personnel who have sponsored or cost shared effort on their projects. You can drill down in these areas to see how the commitment percentages are being calculated from payroll to date and projected payroll based on current/future labor distributions.
Default View
Verification ItemsComments
All projects on which the PI has either sponsor required commitments or salary charged to sponsored or cost share indexes are displayedThe RAMS-SPOT Award record lists all individuals designated as Senior/Key Personnel at the time of proposal along with their committed effort levels. Double check all Commitments on Record for non-Key Personnel
Verify that cost share indexes are linked correctly to sponsored projectsOn the Banner FTIFATA screen, the CSTSHAR attribute is used to associate a cost share index with its corresponding Grant ID. There should be a one-to-one match between cost share indexes and Grant ID's. If a cost share index is linked to the previous competitive cycle's Grant ID, for example, then a new cost share index must be created. The Dashboard will highlight any entries in yellow if an old cost share index is still being used.
Commitment on Record is accurateData obtained from RAMS-SPOT award record.
Commitment Calculation is accurateThe commitment calculation takes the total salary charged to the project to date (grant funded and cost share funded) and the total salary projected through the end of the current budget period, and compares this with the PI's total Institutional Base Salary to calculate their current effort on the project.
“Individuals on my Projects” View
Verification ItemsComments
Review all personnel listed as being paid from the PIs projectsThis will include individuals from within the PIs department and from other departments as well. Get confirmation from Investigators if you are not sure whether personnel assigned are correct.
Verify that cost share indexes appear and are linked correctly to sponsored projects. On the Banner FTIFATA screen, the CSTSHAR attribute is used to associate a cost share index with its corresponding Grant ID. There should be a one-to-one match between cost share indexes and Grant ID's. If a cost share index is linked to the previous competitive cycle's Grant ID, for example, then a new cost share index must be created.
Commitment on Record is accurateData obtained from RAMS-SPOT. For non-Investigators assigned to projects this field may be blank, meaning there is no commitment on record. Use department internal budgets and PI to verify if assigned effort is reasonable. Contact OSP if an effort commitment in the RAMS-SPOT Award record needs to be updated.
Commitment Calculation is accurateThe commitment calculation takes the total salary charged to the project to date (grant funded and cost share funded) and the total salary projected through the end of the current budget period, and compares this with the PI's total Institutional Base Salary to calculate their current effort on the project.
Pending Proposals Portlet: This portlet identifies all proposals under review by a sponsor as well as all those under development for an investigator.
Verification ItemsComments
Verify Proposal Status is accurate Obtained from RAMS-SPOT. It is recommended to review the list of proposals under review/development with investigators and notify OSP of any that should be updated to “Not Funded,” or proposals “Under Development” that should be deleted.
My Researchers Portlet - RA Dashboard only: This portlet provides summary-level information for all investigators with active research managed in your department/division.
Verification ItemsComments
All PI's with an award or a subaccount in your department are listedThis list is populated based on awards and subaccount indexes on which your department is listed as the Responsible Org. For "HOME" indexes, if your department is listed as the Responsible Org on the FRAGRNT screen then the award will appear in your My Researchers portlet. If the index is a subaccount, and a PI in your department has been designated as the subaccount PI on the FTIFATA screen, then the subaccount will appear in your My Researchers portlet.
Deficit Monitoring - RA Dashboard only: This portlet displays indexes within your department/division which are in a deficit status for longer than one month. You can filter to focus on indexes in deficit greater than three months or to separate out industry clinical trial indexes from all other awards.
Verification Items
Budget Balance and Cash Balance reflect data in Banner Cash Balance should reflect any payments received to date.
Cost Share - RA Dashboard only: This portlet aids in the management of cost share commitments within your department/division. Displayed are awards that have Mandatory and Voluntary Committed cost share recorded in InfoEd. If a cost share index has been set up for the award, it wil be listed, along with the FA responsible for that index.
Verification Items
Cost Share Type is correctThe Cost Share Type is recorded on the award Snapshot in RAMS-SPOT. If unsure which type of commitment is correct, refer back to original award documents.
Cost Share Indexes are associated with correct awardsOn the Banner FTIFATA screen, the CSTSHAR attribute is used to associate a cost share index with its corresponding Grant ID. There should be a one-to-one match between cost share indexes and Grant ID's.
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