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AWARD MONITORING TOOL
SUBAWARD MONITORING TOOL
MONITORING ENABLES MANAGEMENT
Regular monitoring will assist in the identification of the following;
Potential large balances due to unallocated expenses (underspend).
Potential accelerated spending that can lead to deficits (overspend).
The charging of costs that are not allowable (both labor and non-labor).
Budget revisions (particularly if they will need sponsor approval).
The need for a no cost extension submission before the grant expires to avoid payroll delays.
Grants that are in deficit that need to be reconciled.
Grants that are ending in the next 90 to 30 days which need to start preparing for closeout including purchase order closures, subcontract invoicing finalization, expense and labor reallocations to new funding sources, or employee terminations.
WHAT TO MONITOR EACH MONTH/QUARTER?
SPFF General Monitoring Tool
SPFF General Monitoring Tool
Activity on sponsored awards requires regular monitoring by Research Administrators on behalf of supported faculty, to ensure that faculty management obligations are met and that they are able to act as good financial stewards of their awards.
This monitoring tool is populated by data from the SPFF dashboard and provides an automated evaluation of schedule spending and cost allowability. In addition, this tool enables past and future labor monitoring by award, project, or individual.
Monthly/Quarterly Tool Creation Instructions
Returning users
Monthly/Quarterly Tool Creation Instructions
Returning users
Step 1: Download template (link). Open it.
Step 2: Export 3 data file downloads from SPFF dashboard as data/excel format (Budget to Actuals, Labor Encumbrance, and Expenditure Detail).
Step 3: Copy the content of each of the 3 data files into the 3 corresponding tabs to the tool. Use CTRL A and then CTRL C to copy data from each table. Paste to Cell A1 of the corresponding yellow worksheets in the tool.
Step 4: Press CTRL ALT F5. Wait until blue spinning circle clears. Press CTRL ALT F5 a second time and wait again until blue spinning circle clears.
Select 'Data' ribbon, Select 'Manage Data Model'. In Home Menu, Click 'Refresh All'. Close this window when complete. Wait until blue spinning circle clears
Press CTRL ALT F5 for the final time. Wait until blue spinning circle clears..
SPFF Subaward Monitoring Tool
SPFF Subaward Monitoring Tool
The monitoring of subawards often requires dedicated attention from a Research Administrator as there are many process steps and parties involved, and thus always potential for communication errors, workflow errors, and corresponding delays. There are two primary types of scenario to identify and understand as Research Administrator.
This tool assists with the tracking of all 'sub-out' subaward activity. These are the circumstances when Rice is the flow-through-entity, receiving money from either the funder, or from an institution in a contracting tier above it, but the money is not budgeted to be spent on Rice research activity and is instead intended to pass-through Rice en-route to a subrecipient.
Subaward Monitoring Tool Creation Instructions
Returning users
Subaward Monitoring Tool Creation Instructions
Returning users
Step 1: Download template (link). Open it.
Step 2: Export 2 data file downloads from SPFF dashboard as data/excel format (Exp Category dropdown 'Subawards' for both Expenditure Detail and Commitment Detail.).
Step 3: Copy the content of each of the 2 data files into the 2 corresponding tabs to the tool. Use CTRL A and then CTRL C to copy data from each source table. Paste to Cell A1 of the corresponding yellow worksheets in the tool.
Step 4: Press CTRL ALT F5. Wait until blue spinning circle clears. Press CTRL ALT F5 a second time and wait again until blue spinning circle clears.
Select 'Data' ribbon, Select 'Manage Data Model'. In Home Menu, Click 'Refresh All'. Close this window when complete. Wait until blue spinning circle clears
Press CTRL ALT F5 for the final time. Wait until blue spinning circle clears..
Other platforms and tools
Other platforms and tools
Other tools, methods, templates etc. from Research Administrators at Rice can be added/shared by their creators here...
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