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SMART

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Financial Analysts Amy Chen, Alex Khaidov, Lucy Sarita ... School of Medicine Accounting and Reporting Tool (SMART) application ... – PowerPoint PPT presentation

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Title: SMART


1
SMART
  • Sponsored Programs Financial Services
  • 4/3/06

2
Agenda
  • Introduce Sponsored Programs Financial Services
    staff
  • Explain how the new system/software is configured
  • Review each report of the Grant Status Report
    package and its components
  • Mention future plans

3
Sponsored Programs Financial Services Team
  • Chetna Oza is the Manager
  • Anna Rayz is our employed student intern
  • Doris Kai is currently our part-time Financial
    Coordinator, she will join Dermatology full time
    shortly and we are searching for a replacement

4
Administration/Centers Team - One
  • Assistant Manager Eduardo Betancourt
  • Financial Analysts Amy Chen, Alex Khaidov, Lucy
    Sarita
  • Financial Analyst Associates Cesar Ruiz

5
Basic Team - Two
  • Assistant Manager TBD, acting is Chetna Oza
  • Senior Financial Analyst Nicole Joseph
  • Financial Analysts Doug Anderson and Shameen
    Karim
  • Financial Analyst Associate Jason Agresti

6
Clinical Team - Three
  • Assistant Manager Hima Chanamolu
  • Sponsored Programs Coordinator Alex Buslovich
  • Senior Financial Analysts Joseph Collaso and
    Sanchie Huang
  • Financial Analysts Mike Aminov and Norka
    Rappoport
  • Financial Analyst Associate Richard Clough,
    Derek Gittens and Marie Tran Shea

7
Financial Reporting Team - Four
  • Assistant Manager Kamal Jagroo
  • Financial Analysts Maria McNeil
  • Financial Analyst Associate Armand Vincani

8
Intro
  • School of Medicine Accounting and Reporting Tool
    (SMART) application
  • SMART (comes from Hyperion Business Solutions
    formerly known as BRIO)
  • The Sponsored Program Financial Analysts (SPFA)
    will be converting their Grant status Reports and
    Financial Status Reports to this the application
    during the next three months.

9
University Data Warehouse
10
PARM - SMART
11
Grant Status Report Package
  • Projected Spending Report (PSR)
  • Personnel Report
  • Update Report

12
PSR - Heading
  • Start Dates (Project and Budget)
  • Current FA (indirect) Rate
  • Current Year (CY) Award (only includes award from
    this budget period)
  • Current Year Available Budget (includes any
    carryover and unliquidated obligations from prior
    years.
  • Sum of Projections for remaining months
  • Number of months left in the budget period
  • Projected monthly spending (ex 388,211 / 7
    50,459)
  • Project Principal Investigator
  • Sponsor Number/ID
  • Sponsor Name
  • Title of Project
  • Chartfield information
  • Date analyst last entered adjusting entry
  • Kerbos ID of analyst
  • End Dates (Project and Budget)
  • Total months in budget period
  • Current Month is the number month we are in
    according to the As of Date

Organic Study
13
PSR Report
  • All posted expenses, reconciling items and
    projections. Your projections personnel is per
    CPPs, OTPS is a moving average except for
    restricted categories we assume youll spend
    the available budget (sub grants, capital,
    patient care, etc.)
  • Reportable Grant YTD Expenses includes all
    expenses that are on the General Ledger plus
    Reconciling items.
  • Current Year Available Budget includes carryover
    and ULOs from prior years.
  • Categories are fixed and only show up if there is
    activity
  • Grand Total divided by 1.your FA rate Ex
    549,888/1.69 325,377

14
PSR Table
  • For past months its the reportable expenses
    (posted expenses plus reconciling items), the
    projections are indicated w/ the blue box and
    yellow P
  • Cumulative expenses, both incurred and projected.
  • Current Available Budget divided by number of
    months in budget period. Ex 927,915 / 12 77,326

15
PSR - Graph
16
Personnel Report
  • Rate is monthly, biweekly or single rate. Single
    rates are for casual employees, cost transfers or
    adjustments.
  • Periods -- will reflect number of periods between
    start and end date either monthly, bi-weekly or
    single.
  • Employees name, it will appear last name, first
    name (unless its TBD)
  • Sum of expenses or rolls up the different rates
    paid during the budget period.
  • Manual entry comments by SPFA. Notes or
    percentages.
  • Multiplies months (periods) rate
  • Fame account
  • Report totals by fame account and entire staff
    paid on project.

17
Update Report
  • Reconciling items identified by SPFA for current
    budget period.
  • Reconciling items from the prior budget period
  • Current month spending according to As of Date.
    Ex 12/31/05
  • Sum of all funds that are available for this
    budget year
  • Reportable total includes expense on general
    ledger and reconciling items, we use this column
    to produce our invoices
  • Salary projections and OTPS projections for
    restricted accounts only (sub-grants, patient
    care, stipends, etc.)
  • Expenses per general ledger according to the As
    of Date.
  • ULOs from prior budget year
  • Carryforward from prior budget year
  • Expenses per payroll tables according to the As
    of Date
  • Budget awarded for this budget period

Organic Study
  • Numbers could be different if entries were made
    outside payroll tables (pre Payroll Peoplesoft)
    or there is confidential payroll activity

18
Future Reports
  • Trial Balance
  • 1st for Research Funds
  • 2nd all Funding sources
  • Payroll Reports
  • Similar to Account Analysis from eReports
  • All fund history report
  • Expense Rollup
  • Billing and Collection Information

19
Other Projects / Updates
  • FAQ
  • Matrix of responsibilities
  • Cost Transfers
  • Send to Anna Rayz, Student Intern, Greenberg
    Hall, SC1-47, phone 263-2634
  • She will log, distribute and maintain status of
    all cost transfers
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