Roles Moving to Integrated System

The user roles for Recon@UVa (including Preparer, Examiner/Overseer, Approver, and Fiscal Officer) will be migrated to the Integrated System (IS) in April 2013. It was always the intention that the roles would be housed in the system of record so we are happy to announce that this is going to happen! Please note that any changes to Principle Investigator must still go through the Office of Sponsored Programs (OSP).

There will be a new responsibility in the IS for updating roles called UVA GM Role Manager. This responsibility can be requested through ESHARP once available. There will also be online (UPK) training and in-person workshops available.

Please stay tuned for further information.

Update on Coming Changes in Recon@

Data cleanup effort is underway! The two-part process involves technical changes to the data source (ODS) that will remove projects previously identified as problems. This effort will correct data for Oct-12 and future months, and will be implemented Oct 1.

The second part of this process involves the removal of these projects from the Oct-11 through Sep-12 data. This effort is currently underway, and will continue after the Oct 1 implementation mentioned above. The anticipated completion date is Dec 31.

As part of the Oct 1 implementation we will be changing a column heading on the Welcome screen. The percentage column title “Success/Timely” will be changed to “Percent Complete” to properly reflect the calculation of the overall completion rate. A second column will be added at a future date to calculate the percentage of reconciliations completed on time.

(Note: If this sounds familiar these are the speaking points that Lynne Schwar used at the September Fiscal Administrator’s meeting. Thanks for the notes Lynne!)

Statistics as of September 5, 2012

Period Total Not Prepared (Count) Prepared (%) For Approval (Count) Approved (%)
Aug 8552 N/A N/A N/A N/A
Jul 7962 806 90% 1817 67%
Jun 7916 453 94% 1191 79%
May 8853 345 96% 915 86%
Apr 8551 319 96% 816 87%
Mar 8517 300 96% 675 89%
Feb 8279 286 97% 692 88%
Jan 8936 271 97% 639 90%
Dec 8188 230 97% 546 91%
Nov 8381 187 98% 532 91%
Oct 9155 459 95% 433 90%

Step 1 in Recon@UVa Clean Up

Do your counts look a little different on the Welcome page? That could be because you were one of the offices affected by having project/award data in Recon@ without BBA details which meant you couldn’t move those accounts forward in the workflow. In Step One of Recon@UVa Clean Up 342 project/award combinations were moved into the “NoActivity” status. That only represents about 0.4% of the more than 90,000 project/award accounts from the eleven months that Recon@UVa has been active, but getting them cleared out was a welcome relief to those affected by them. Stay tuned for Step Two.

Cleaning up Recon@UVa

Over the months some information has made it into Recon@UVa that shouldn’t have. This was first reported on December 1 for the October 2011 activity. Sometimes it is information that should be in the “No Activity” file, such as open projects with zero-balance planned expenses. Other times it is information that shouldn’t be in Recon@UVa at all, such as a closed project with old manual encumbrances.

The Recon@UVa team is currently working on a solution to remove this information from your work list so that you won’t be required to see or process it. The team has identified over 1,500 instances of a project/award posting to Recon@UVa work lists when they shouldn’t have.

This clean up effort should automatically correct errors on the completion percentages displaying on the Welcome page and Oversight Report. The Welcome page displays what percentage of project/award combinations were approved by the due date. The Oversight Report displays what percentage of project/award combinations were approved to date.

Statistics as of July 31, 2012

Compliance rates still up about 10% since we turned the Change In Activity emails back on, so those are definitely having an impact.

 

Period

Total

Not Prepared

Percent Prepared

For Approval

Percent Approved

Jun

7995

794

90%

2121

64%

May

8926

552

94%

1299

79%

Apr

8615

446

95%

971

84%

Mar

8517

335

96%

841

86%

Feb

8279

303

96%

835

86%

Jan

8936

279

97%

768

88%

Dec

8188

239

97%

677

89%

Nov

8381

198

98%

640

90%

Oct

9156

479

95%

525

89%

Recon@UVa Tour for George Mason University (GMU)

Staff from George Mason University took an online tour of Recon@UVa via Blackboard Collaborate on Monday, July 25th. They said they were “very impressed” with what we’ve been able to do and hope that they can do something similar at their campus. It seems like we’re all looking for the same things: Accountability, Transparency, Process Simplification.

Statistics as of June 1, 2012

How are we doing overall with reconciliations?

Reconciliations for all closed months
Period Total Recons To Be Prepared Percent Prepared To Be Approved Percent Approved
May 8926 N/A N/A N/A N/A
Apr 8615 665 92% 3101 56%
Mar 8517 442 95% 1851 73%
Feb 8279 328 96% 1594 77%
Jan 8936 301 97% 1289 82%
Dec 8188 253 97% 1090 84%
Nov 8381 208 98% 1002 86%
Oct 9156 489 95% 725 87%

Statistics as of April 3, 2012

Curious about what our approval statistics look like at the University level? This is the report that I provide to University management each month, including Financial Administration, Office of Sponsored Programs, and Internal Audit. It looks like we have a lot of awesome people getting their work done (and asking great questions!) but there are still some outstanding and overdue reconciliations.

Period
Total
Reconciliations
Reconciliations
Not Yet Prepared
Reconciliations
Waiting For Approval
Completed

Mar

8517

N/A

N/A

N/A

Feb

8279

501

3209

55%

Jan

8936

391

2303

70%

Dec

8188

291

1725

75%

Nov

8608

241

1151

84%

Oct

9156

517

813

85%