CSE ADMINISTRATOR MEETING2/11/11

COST SHARE FUNCTION CODE CHANGES

JANUARY 18TH GMUN MEMO• FUNCTION CODE = PURPOSE OF PROJECT OR PROGRAM (RESEARCH, INSTRUCTION)

•FUNCTION CODES DRIVE ANNUAL REPORTING

•BEGINS AT PRF STAGE (QUESTION #10)

Examples of function codes· 0320 Instruction – Training Non-sponsored· 1110 Research – Organized Non-sponsored· 1200 Research – Departmental Research· 2110 Public Service – Non Sponsored

• FUNCTION CODE IS REQUIRED ATTRIBUTE FOR ALL PROGRAMS / PROJECTS

• COST SHARE PROGRAM FUNCTION CODE = PROJECT FUNCTION CODE

JANUARY 18TH GMUN MEMO

JANUARY 18TH GMUN MEMO

PROBLEM:NOT ALL PROGRAM FUNCTIONSMATCH PROJECT FUNCTIONS

DATA QUALITY ISSUE

JANUARY 18TH GMUN MEMO RECOMMENDATIONS

• Cost Share Transactions from previous fiscals should remain unchanged.

• For existing awards, leave the historical cost share transactions as they are and apply the function code rules to the future cost share transactions.

• For awards that end after June 30, 2011, review the cost share programs in order to bring them in line with the function code rules. Compare the program function to the project function, and submit cost share program revisions to SPA via a New Account/Project Re-budgeting Request Form.

§ For example, upon review the project has a Function code of 1100 Research-Sponsored and the corresponding cost share program has a Function code of 4100 Academic Support. In this case, the cost share activity does not match the activity of the sponsored funded project. Identify the correct cost share program and submit the request to SPA.

JANUARY 18TH GMUN MEMO RECOMMENDATIONS

• For awards that end during FY11, when determining if a correction is necessary, consider two contributing factors: end date of the award and the percentage of the cost share obligation that has already been met.

§ For example, if the bulk of the cost share commitment has already been met and the awards ends in 90 days, consider leaving the cost share chart string as is for the remainder of the project. If one or both of these conditions isn’t true, then identify the correct cost share program and submit your request to SPA.

JANUARY 18TH GMUN MEMO RECOMMENDATIONS

Award Set Up - Cost Share/Matchingo New Awards of currently pending proposals – check to be

sure the Project FUNCTION matches the Program FUNCTION that was provided at proposal.

oWhat are the project’s and program’s functions? Check:oCOA - for program descriptions, PRF for project

description (Research, Instruction, Other Sponsored?)

o Specific Project or Program look up in EFS-RPToQuery Viewer (2 options) – contact

finsys@umn.eduoDW query

Set Up Financials/Supply Chain>Common Definitions>Design Chartfields>Define Values>Chartfield Values: Select Project;

Enter Project # and ‘click’ Search; Select Attributes

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Reporting Tools>Query>Query Viewer>Search ‘SFR_’1. Call help line or email finsys@umn.edu to gain access to the queries

2. In Reporting: Navigate to Reporting Tools>Query>Query Viewer, and Search ‘SFR_’; Select format

3. Enter your DEPTID and select ‘View Results’ or press ‘enter’. Excel will open a list of programs with CS strings.

Reviewing Current CS Function Codes at DEPTID

Compare the Function between Programs and Projects

DATA WAREHOUSE: FUNCTION CODE QUERIESPS QUERY VIEWER DATA WAREHOUSE EQUIVALENT What will this tell me?

*Need DWEF table accessSFR_PR_FUNC_BY_PROJ_OR_PROGPROG SELECT *

From FS_PS_UM_FUNC_VW where chartfield_value='20082' or SELECT * From FS_PS_UM_FUNC_VW where chartfield_value='01234567'

Enter a project or a program and the results will return the specific function

information

SFR_PR_FUNC_BY_DEPTID_CS SELECT DISTINCT a.ANALYSIS_TYPE, a.FUND_CODE, a.DEPTID, a.PROGRAM_CODE, B.UM_FUNC_TYPE, a.PROJECT_ID, C.UM_FUNC_TYPE, a.BUDGET_REF

FROM FS_PS_PROJ_RESOURCE a, FS_PS_UM_FUNC_VW B, FS_PS_UM_FUNC_VW C

WHERE A.ANALYSIS_TYPE = 'CBU' AND A.PROJECT_ID = B.CHARTFIELD_VALUE

AND B.FIELDNAME = 'PROJECT_ID' AND A.PROGRAM_CODE = C.CHARTFIELD_VALUE

AND C.FIELDNAME = 'PROGRAM_CODE' AND A.DEPTID='11055'

Enter a DeptID, and the results will return a list of all projects with cost

share and the corresponding functions for both the project and the program

‘When you drink the water, remember the spring.’---An old Chinese Proverb

Award Set Up - Cost Share/Matching

COST SHARE DISTRIBUTIONSIN POSITION BUDGETING

IF KNOWN, WHY NOT PLAN FOR THESE AND CORRECT THE FUNCTION ISSUES AS PART OFTHE FY12 BUDGET PROCESS? ESTABLISH THE CORRECT PROGRAM, BUDGET FUNDS & WORK

WITH SPA TO SET UP COMBO CODES SIMULTANEOUSLY.