Office of Research Administration
PI Dashboard Data Verification
July-August 2014
Does this sound familiar??
“This Dashboard is wrong half of my grants are
missing! Where’s my grant
from the NBFT
Foundation??”
“When I log in to my
Dashboard, nothing looks
right – the project end dates
are wrong and it says I’m
missing $100,000 from my
budget!”
The PI Dashboard
 A web-based financial reporting tool for grants
 Tailored to the PI audience
 Gives PI’s and Research Administrator’s access to
the same financial data
 Data comes directly from source systems and
refreshes daily
Introduced to administrators in August 2012
Rolled-out to PI’s in October 2012
Back to Basics
The purpose of the PI Dashboard is…
 To provide PI’s with direct access to financial
and administrative info related to their
sponsored awards
The PI Dashboard should be…
 As clear, concise and easy to interpret as
possible
How the Dashboard works:
The Dashboard pulls data from InfoEd and
Banner – it looks in specific places for each
piece of information about an award.
Bad data
in =
Bad data
out!
Bad data
in =
Bad data
out!
Primary responsibility for maintaining the data that is
displayed in the PI Dashboard lies with the Department:
The Department fiscally managing an award
 Is most knowledgeable about a PI’s specific awards
 Has easiest access to Department award files and
backup documentation
 Is involved in day-to-day management of PI’s awards
DATA VERIFICATION
is the key
to PI Dashboard success
When is data
verification needed?
Preparing to use PI Dashboard in day-today grants management for the first
time
When a PI gets a new award
At the start of a new budget period
Whenever there is an administrative
change or re-budgeting
Getting Started
What you need to perform data verification for PI Dashboards in your
department
 Research Dashboard access for all PI’s in your department
 InfoEd access (only Proposal Tracking or “PT” look-up access is needed)
 Banner Finance access for your department
 The SOM Data Verification Guide
 The SOM Troubleshooting Guide
 NIH Over-the-Cap Salary Calculator
and…
TIME
PI Dashboard Data Verification TIPS
Or how to keep from going crazy
 Break up the work: take it one PI at a time, or even one award
at a time
 Clearly track all data issues (or potential issues) that you find
 When emailing G&C or OSP for data corrections, consolidate
your requests into as few emails as possible!
 Double-check you’ve got the right source for the incorrect
data
 Ask questions if you aren’t sure about something
([email protected])
Where to start?
Active Awards Summary
Active Awards Summary
Quick and dirty data sourcing
DATA SOURCE:
FRAGRNT
FRAGRNT
FRAGRNT
InfoEd
FRAGRNT
FTMFUND
InfoEd
FOATEXT
FRMFUND
InfoEd
Active Awards Summary
Banner to Dashboard Crosswalk - FRAGRNT
Active Awards Summary
Banner to Dashboard Crosswalk - FTMFUND
Active Awards Summary
Banner to Dashboard Crosswalk - FOATEXT
Active Awards Summary
Banner to Dashboard Crosswalk - FRMFUND
Active Awards Summary
PI Dashboard Example
Personnel Commitments
Quick and dirty data sourcing
VCU PAF
% on
grant 5ledger
Personnel Commitments
Quick and dirty data sourcing
VCU PAF %
on
associated
cost share
index
Personnel Commitments
Quick and dirty data sourcing
%
committed
effort on
record in
InfoEd
Personnel Commitments
Quick and dirty data sourcing
PI
Dashboard
calculation
of % effort
during
current
budget
period
Personnel Commitments
Quick and dirty data sourcing
Dashboard uses indicators
to show when a calculated
effort % is under/over the
commitment
Personnel Commitments
PI Dashboard example
Other places to verify data in the PI
Dashboard
 Pending Proposals portlet – get input from your PI to find out
if a proposal is still waiting to be reviewed by the sponsor or if
it will not be funded, then let OSP know so they can update
the status in InfoEd if needed
 Portfolio Distribution Summary Portlet – does this match
internal department records? Make sure the sponsor of each
award is displaying under the correct category.
Keys to Dashboard Effectiveness and Longevity
Notify SOM of problems/issues/needs
Department
Use and Data
Verification
Work w/ OSP and G&C
to correct data issues
Central SOM
Support to
Departments
PI Use and
Confidence
Central
University
Support
which is to say…
The PI Dashboard can’t succeed
without you!
 Thank you for your attention
 Best of luck with your data verification
 Please do not hesitate to contact me with any questions; we
can figure them out together:
Candice Weber
[email protected]
628-0065
SOM Office of Research Administration website: go.vcu.edu/somresadmin
SOM Research Dashboard website:
http://www.medschool.vcu.edu/about/finance/researchadmin/resources/using.html