The Agreement Summary screen displays the aggregate list of Agreements unique to each user based on records available in their profile. The listing allows the user to look at pending agreements as well as those that have been awarded. This summary page is the location within the application to display a unique listing of all of the agreements or grants that a given user has access to. The Agreement Summary is related to the Financial Summary if there are multiple funds associated to an agreement, and then one agreement is listed on the Agreement Summary while multiple funds appear on the Financial Summary for that record.
The Agreement data is updated by the central databases used by the institution’s Grants and Contracts offices as well as the Corporate Sponsored Clinical Research offices. It is updated nightly with information entered or updated the prior business day and reflects the information as it exists within those central systems.
Note: If an update or error is identified, please contact the appropriate case manager to update accordingly. Corrections will appear within Insight the next business day.
Search Collapsed
This screen displays Agreement Summary where the advanced search option is collapsed. This is the default view when entering the page. In this view, users can search on research fund number (Fund #), Principal Investigator (PI), View (by Agreement Type) or Organization (ORG).
Search Expanded
Expanded search is available by clicking on the “Advanced Search Options” link. In this view users have the capability to search on many different fields to have a more defined view of information within their portfolio. Based on the user’s profile, information available behind the search elements is tailored to the specific user. Sponsor types, investigator names and other criteria are returned based on the records that the user has access to eliminating the need to search on data that is not relevant.
Once search criteria have been entered and the ‘Search’ button has been clicked, it is displayed below the search control. The user can then select the ‘Clear Selections’ button in the search menu to remove the criteria and begin again.
Collapsed Search Options
The following fields or criteria can be searched by default on the Agreement Summary page:
Caption |
Type |
Description |
Fund # |
Text |
Fund number assigned to the Agreement for corresponding budget period. |
PI Name |
Text |
Search based on the Principal Investigator’s last or first name. A minimum of three letters are required for the directory of names to be listed. |
View |
Drop Down List |
Filtering view capability by sponsor groupings – View All, NIH, Other Federal, Industry/Corporate, Not for Profit, and Sundries |
Advanced Search Options
By clicking on the arrow icon below sponsor number (‘Advanced Search Options’) the following expanded search criteria are available:
Caption |
Type |
Description |
Agreement Status |
Drop Down List |
Filtering view based on the status of the Agreement; for example, Awarded, Pending or Closed. |
Fund Status |
Drop Down List |
Search on Inactive, Active or both fund types. |
Sponsor Number |
Text |
Search on the sponsor number |
Sponsor Name |
Text |
Search on the research sponsors name on the Agreement |
Sponsor Type |
Drop Down List |
Type of sponsor grouping based on how the research sponsor has been classified by Research Finance – DHHS, Industry, Internal, Miscellaneous, Non-Profit, Other Federal (Other Fed), Private Foundation (Private Fund), and Public Foundation (Public Fund) and State/Local |
Program Projects Only |
Checkbox |
A selection to view an entire program project listing. This is used in combination with fund number or sponsor number to view all of the funds or projects established as part of an overall program project. |
Project Title |
Text |
Search by the research title |
Project Start Date From/To |
Text or Calendar Control |
Search based on a range of project start dates |
Project End Date From/To |
Text of Calendar Control |
Search based on a range of project end dates |
Project Ending In |
Drop Down List |
Filtering of Agreements for which the projects are ending in 30/60/90 days from current date. |
Budget Start Date From/To |
Text or Calendar Control |
Search based on a range of budget start dates |
Budget End Date From/To |
Text or Calendar Control |
Search based on a range of budget end dates |
Budget Ending in |
Drop Down List |
Filtering of Agreements for which the budgets are ending in 30/60/90 days from current date. |
Agreement Type |
Drop Down List |
Filtering view based on the type of agreement that has been established – Contract, Exchange, Gift, Grant, Misc/Other, Subcontract |
Activity Type |
Drop Down List |
Filtering view based on the activity associated with an Agreement for further granularity (e.g. Training (T32s), Faculty (K’s) and Research) |
Location |
Drop Down List |
Lists the location where research is being carried out within Partners research facility |
Walker # |
Text |
Walker number from the MGH associated with an Agreement |
BICS # |
Text |
BICS number from the BWH respective cash system for associated with an agreement. |
InfoEd Proposal # |
Text |
Number assigned by the central InfoEd system within Grants and Contracts |
View |
Drop Down List |
Search for five different options: Agreements with subcontracts assigned to their budgets Agreements with Patient Care Expenses but have no Budgets Agreements with Patient Care Budgets but have no Expenses Agreements with Subcontract Budget but have no Expenses Agreements with Subcontract Expenses but have no Budget |
Icon Search Options
Sometimes referred to as a search within a search, the following criteria are available by selecting the corresponding icons. Click on the icon and a pop-up window appears with items for selection – Organization (Chief of Service) codes or Principal Investigator names. Once selected, the window will close and the selection criteria displays. Select additional search criteria from the collapsed or advanced search options, and when finished with selections, click the ‘Search’ button on the right to complete the process.
Caption |
Type |
Description |
Org |
|
Search agreements based on the department and unit hierarchy (Chief of Service codes) that a user has access to and for which the agreements have been assigned. Multiple codes can be selected across institutions if necessary. |
Search |
Button |
Performs the search based on all entered search criteria and returns the results to the search results grid section of the page. |
Clear Selections |
Button |
Clears all records that were displayed based on the search criteria and the picker selection. Shows the default view of the page. |
Caption |
Type |
Description |
Fund # |
Text |
Fund number assigned to the Agreement for corresponding budget period. |
PI Name |
Text |
Displays the Principal Investigator’s name for the Agreement. |
Sponsor |
Text |
Displays the Sponsor Name. |
Project Title |
Link |
Name of the project. The link leads to particular agreement’s Project Detail page. |
Project Start |
Text |
Displays the Start Date of the Project. |
Project End |
Text |
Displays the End Date of the Project. |
Budget Start |
Text |
Displays the Start Date of the Budget. |
Budget End |
Text |
Displays the End Date of the Budget. |
Type |
Text |
Classification of fund as established by Research Finance within the General Ledger. Types include: Gift, Grant, Misc/Other, Subcontract and Trial. |
Activity |
Text |
Shows the activity like clinical, research etc. for the type of agreement. |
Status |
Text |
Displays the status of each Agreement whether Awarded, Pending, Closed, etc. |
Reports can be downloaded by clicking on the available download links.
Download to Excel – includes the following:
Search criteria where necessary
User Name and Display Name of user generating the download
Date and time of download
Formulas are also downloaded (see table below)
Download to PDF
Fields |
Formula if any |
Type |
Classification of fund as established by Research Finance within the General Ledger. |
Fund # |
The PeopleSoft fund number. |
PI Last Name |
The last name of the Principal Investigator. |
PI First Name |
The first name of the Principal Investigator. |
Total Budget Amount |
Total budget amount awarded to date and updated for an agreement with the PeopleSoft General Ledger. |
Last Month Expenses |
Total expenses charged to the fund for the month determined by the ‘PeopleSoft GL data as of date’ located on top of the report.
Monthly total expenses charged to the fund for the last month end close (if current date is 2/15 then the last month expenditures would be for January). |
Expenses To Date |
Sum of all General Ledger expenses charged to fund as of last GL close. |
Budget Balance |
Total Budget Awarded to date on the project minus the expenses as of the last General Ledger close. |
Total Income |
Sum all income generating accounts from the PeopleSoft Actual; total revenue charged to fund to date |
Current Cash Balance |
Sum of total revenue deposited against the fund minus the total expenses to date. |
Open PO/AP Orders |
Sum of all PO/AP records not yet expensed and estimated indirect charges. Indirect charges are determined by looking at what account number the PO’s are charged.
Formula: Sum of all (PO/AP Order Balances * the IC rate of the fund on accounts charged indirect charges based on fund cost basis) |
Planned Salary |
Sum of all "Committed Salary + Committed Fringe"
Formula: Sum of all current committed salary: (monthly rate + committed fringe from the Labor Distribution + open PO/s in salary accounts) * IC rate for salary accounts charged based on the fund cost basis |
Projected Balance Remaining |
Calculated balance including encumbrances based on fund type
|
Project Start |
Research project overall start date |
Project End |
Research project overall end date |
Budget Start |
Research project current budget start date |
Budget End |
Research project current budget end date |
Title |
Listed long title of the research project according to the grants and contracts system |
Sponsor Number |
The identification number assigned to the research project by the research’s sponsor |
Sponsor Name |
Research sponsor name |
Department |
Hospital department |
Unit |
Hospital division or unit under the department. |
IC Rate |
The indirect cost rate agreed upon with the research sponsor |
IC Basis |
The indirect cost basis for which the indirect cost rate will be applied – total cost (TDC), modified total indirect cost (MTDC), etc. |
Chief Code |
The code assigned to the hospital department in which the grant has been authorized (example: 30CA) |
Accounting Cycle |
The accounting cycle of the research fund – fiscal or project. All research grant projects are accounted on a budget basis (project) with sundries accounted for on an annual basis (fiscal) |
Activity |
The code assigned to the project to identify the main focus of the research – clinical, non-clinical, etc. |
Status |
The overall status of the project such as pending or awarded |
Total Row |
Total Line will be displayed on the bottom of the page summing up the information for all returned records. This sums up all financial columns:
|
CPT code |
Medical procedure code |
Patient Name |
First name, Last name |
Medical Record # |
Unique patient identifier |
Service Date |
Date patient received clinical service |
Charge Description |
Brief description of clinical service or procedure e.g. lab test or procedure |
Full Charge Amount |
Dollar amount of full charge from annual MGH or BWH Rate Book |
Discount Amount |
Dollar amount discounted to fund |
Amount Charged to Fund |
Full Charge amount – Discount Amount= Amount Charged to Fund |
The Agreement Summary page can be accessed from the following pages:
Sub-modules
By clicking the Agreement Summary tab from the following pages:
Financial Summary
Budget Overview
Expense Overview
Salary Overview
Transactions Overview
From Agreement Summary the user can navigate to the following:
Sub-Modules
Financial Summary
Transactions Overview
Budget Overview
Salary Overview
Expense Overview
Links
Project Details page by clicking a ‘Project Title’