Research Reporting Tools

1. Research Reporting Tools

2. In order to access the Research Reporting System (RRS), enter http://research.miami.edu into the browser or click the link. You will be prompted to enter your CaneID.

3. Once logged in, you will see the home screen within RRS. From here, you will see the My Awards tab on the left.

4. Clicking My Awards will expose the Month-End Report and Account Summary options.

5. Clicking on Month-End Report will allow you to see three reports - Active Awards, Proposals Under Guarantee and Accounts in Deficit. The Notes Section at the top provides essential information to understand the data provided. Each report coincides with Month-End data. Traditionally, on the 7th day of the month, the previous month will close in the UM systems. At that point, the report data will automatically be refreshed.

6. Active Awards is the first report showing active awards and awards which have closed within the previous 90 days. Data is rolled up at the award level, not the account level. The financial information shown is consistent with the sponsor’s financial reporting requirements.

7. Some sponsors have stipulated that the financial data should be reported in single, budget-year increments, while other sponsors mandate we provide financial data for the competitive segment of the award (ie multiple years cumulative to date). UM displays financial data consistent with sponsor requirements.

8. The next tab of the report provides details on Proposals Under Guarantee. Depending on the policies of the department, a Principal Investigator may open an account on guarantee prior to receiving an award notice. Guarantees entail a departmental risk if the award is not received and expenses were already incurred.

9. The third tab contains the Accounts In Deficit report. It is important to note that this view is at the account level, versus the Active Awards report is at the award level. While an account may be in deficit, the overall award may not be (if the account is related to an over-arching award which absorbs the deficit). Some Principal Investigators prefer to manage the accounts individually, while others prefer to see the award roll up. Therefore, we provide both options. This report provides the detail showing any accounts in deficit.

10. Clicking on the export button in RRS allows you to download an Excel* copy of the reports retaining all formatting. Below is a sample report that has been generated to highlight a few key points. Account 66003C has a budget of $3,048,758. This award is reported to the Sponsor on a budget year by budget year basis; therefore, the budget shown is only for the current budget period. *Some older versions of Excel may not render these reports correctly, so please ensure you have the latest version for Excel.

11. In comparison, Account 66008H has a budget of $3,365,251. The budget for the current budget year is only for $570,367. We are displaying the data related to the current competitive segment(multiple budget years). This is done entirely at the sponsor’s discretion. UM sets up and displays data consistent with the sponsor requirements while providing you with the money that is available to you.

12. If we look at account 66007G, you’ll see that it has a budget of $70,000. This is a pharmaceutical award, and the budget is only distributed once the monies are received. Often these accounts will run in deficit, but that is common for pharmaceutical awards.

13. When looking at Proposals Under Guarantee, you’ll see that there is one account opened. The PI felt strongly that the award was imminent and he needed to start making purchases/ hiring to prepare for the study. This is done at each department’s discretion and risk. If the award is not funded, the department is responsible for the expenses.

14. Now we’ll look at the Accounts In Deficit tab. Be aware that these are individual accounts and not awards. An award can be made up of multiple accounts. Looking at the first two lines, those accounts are in deficit but the award is not. The third one demonstrates both account and award in deficit.

15. Here you can see from the previous tab that the first two accounts in deficit are related to the 66004D which is not in deficit while the third account does reflect the award is in deficit.

16. In addition to the three tabs on the Month-End Report, you have the ability to see an Award Summary by clicking on the Master Account numbers shown on Active Awards. This will launch a secondary report showing additional award information.

17. Below is the Award Summary Report. You’ll notice we have four sections to this report. In the upper-left section there is a view showing the Budget, Expenditures, Encumbrances and Balances rolled up by category.

18. In the upper left section, you will see a line for Projected Compensation. This line was added because UM’s HR system only allows personnel to be encumbered through the end of the fiscal year even though a project may last longer. Within this line, everyone assigned to the project as of UM’s Fiscal Year End will be projected through the end of the budget year.

19. In the upper right section, a graph shows the Balance Available based upon budget category. In this example, you’ll notice that there are remaining funds in the compensation category.

20. In the bottom left section is a comparison of what was budgeted for the award versus what has actually been spent by category. This enables you to see whether you are spending on target/as anticipated.

21. And lastly in the lower right section, there is a breakdown of the individuals being paid on this project as of month-end and the amount of effort contributed during this time.

22. In addition, if you click on the Account Summary option under My Awards, you will see a list all of your active Accounts. We identify whether the account is a master, cost share or sub account. You can click on the account number to launch the Account Summary report.

23. The Account Summary looks identical to the Award Summary and has the same four quadrants. The only difference is that the Account Summary is at the account level, versus the Award Summary shows a roll-up of all accounts associated with the award.

24. All reports detailed in this document are visible by the Principal Investigator assigned to the Award . In the case of a multiple PI award, the Contact PI has access to the award. Co-Investigators do not have access to the award. You have the option to delegate access to these reports; however, this is not something done on an award basis. If a PI delegates view access to another person, that person will have access to view all of the PI’s awards. Similarly, Chairs, Deans, Institute/Center Directors can delegate access to someone to view the entire department, center or institute. If you would like to delegate access to someone, the PI/Chair should send an email to Bradley Petersen (b.petersen@miami.edu) identifying the individual and what delegation rights they should be granted. Thank you for taking the time to view this presentation. Should you have any questions or comments, please send an email to Allen Mora (allen.mora@med.miami.edu).