Agreement Summary

 

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).

 

Agreement Summary Screen Shots

 

 

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.

 

 

Agreement Summary Search Screen Elements

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.

 

Agreement Summary Main Screen Elements

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.

Agreement Summary Export Options

Reports can be downloaded by clicking on the available download links.

 

  1. Search criteria where necessary

  2. User Name and Display Name of user generating the download

  3. Date and time of download

  4. Formulas are also downloaded (see table below)

 

 

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

  • Grants and Subcontracts (Budget Balance - Planned Salary - Open PO/AP Orders)

  • Sundries, Trials and Exchanges minus (Cash Balance - Planned Salary - Open PO/AP Orders)

  • Federal Contracts (budget balance minus encumbrances)

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:

  • Total Budget Amount

  • Last Month Expenses

  • Expenses to Date

  • Budget Balance

  • Revenue

  • Current Cash Balance

  • Open PO/AP Orders

  • Planned Salary

  • Projected Balance Remaining

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

Agreement Summary Navigation

The Agreement Summary page can be accessed from the following pages:

 

By clicking the Agreement Summary tab from the following pages:

 

 

From Agreement Summary the user can navigate to the following: