Workday PI Dashboard and Reports

Cheryl Dykstra-Aiello: Hi, everyone. Thanks for joining us for our new faculty information series, session on, workday dashboard and reports. I’m going to hand over, the screen to Ty and Joel, and they will take it from here.

Ty Simanson: Thank you. Cheryl.

Ty Simanson: Welcome, everybody. I’m Ty Simonson. With me is my coworker, colleague Joel Bifford. We’re part of the grants module for the work, the, modernization team. that works on mostly on the grant, functionality in workday to try to make it better and work better for you. What we’re going to show you today is, primarily the principal investigator dashboard that’s been developed over the last year and updated and streamlined with a lot of input from, grant managers, Grant PIs, and other folks.

Ty Simanson: So let me get started. I’ll share my screen.

Ty Simanson: But what you’re seeing here is a version of workday that we call sandboxes. This is a test environment of workday that gets copied every Friday evening. And so its data will be slightly out of date at this point. But it allows us to proxy, as in this case, a research professor here at WSU. So I can show you what they can see on their dashboard.

Ty Simanson: And I change their name to try to keep it relatively anonymous. So to get to the Principal investigator dashboard, there’s there’s a couple of main ways you can do it. One is you can type into the search bar and you can find it here. You should also find it defaulted in your your top apps here. And you can also go to the menu and look at your apps there.

Ty Simanson: And you’ll you’ll see the same thing. Except there you’ll see all of the apps that are there. Part of it. And a quick tip on this is you can add apps to this. You can also edit these in terms of the order you want to see them, the ones that you see on the main screen that I took you down below to the lower right of the home page of workday, that those are going to be typically these top 4 or 5.

Ty Simanson: I think it’s the top four. But you can grab this thing and you can move them around if you want to. If you wanted this to be the number one you see on there or or not. So that’s just a quick tip on that. So on my I’ve already opened the dashboard on another screen just for the sake of time.

Ty Simanson: It does take a few seconds for it to load each of these different tabs on it as you go through it, and it’s going to default to the person that’s logged in. And in that case, since I’m proxy, there’s Butch cougar. That’s who is this. Now if a grant manager wanted to see the same thing that you saw, they can come to this bar.

Ty Simanson: They can click on it and they can type in it, type in any body to see their grants. So they could see exactly what you were seeing. And that was something that was asked for. So that. Any that you can see, the exact thing that you’re asking about and it allows them to do that now. One thing you’ll notice here on my screen is I’m sat right now I’m set at 100%, which is fairly typical for zoom.

Ty Simanson: This report sometimes will require you to adjust that so it it lays out the way it’s designed to. It’s designed for these reports to lay across about two thirds of the screen. And so it’s something to keep in mind. What that gives you when you do it is you don’t have to scroll. Use that scroll bar to go back and forth to see the entire set of information.

Ty Simanson: So having said that, we’ll get started here. You can see there’s five different tabs in the dashboard. And these are broken up for one of the main reasons are broken up into different tabs is the subject matter. The second reason is for performance issues. We could only get up to a certain amount of what we call these, these little reports are called Worklet and workday on each tab, and still have it perform quickly enough to be functional and helpful.

Ty Simanson: So on this first tab we call it the Grants financial tab. We have this. It lists what the three workloads are and it gives a brief description that, you know, we’re looking at what you’re looking at here. So you got a grant award line lined budget to actual. So these would be your award lines on your awards. So you know an award can have multiple lines.

Ty Simanson: You could have a lot of different award lines and some of them might be yours. Some of them might be a colleague who’s working on a different aspect of the project. Or you’re going to see yours here. Any that your at the Grant Pi on and it gives you the budget, the expenses meaning what you’ve spent so far, what’s committed and obligated to spend, things like purchase orders, payroll, and then it totals that those three here on the total spend.

Ty Simanson: It shows you what your available balance is. And then here we have an award. The next worklet down is the award lines burn rate. There’s a visual on that. This is pretty nifty. On the visual is you can hover over these little points and see what the you know, how much was spent there in the lower left by lower corner you hover.

Ty Simanson: You can see that, you know, that’s 2025. That month here in January. So this report is designed to show the last 12 months. So there’s 12 months or more history. It’ll list them all out by month. And if we scroll down you can see each of the grants. Now, one thing about these worklets is if you have more than nine award lines or nine on these, you’re going to want to use this view more to see anything beyond that.

Ty Simanson: And you just click on it. It’s going to autofill your name. You say okay, and it’s going to open up that same report on a full page. But if there was more nine, it’s going to list them all. They had 12. And in this case it looks like maybe has 11, although. But and you’ll see it all now you don’t have to reopen the dashboard to get to it.

Ty Simanson: You can hit the back arrow on your browser, cancel, and then it’s going to just take you right back to where you were.

Ty Simanson: So the burn rate shows you what was spent by month Because there are 12 months, there is a little scrolling across you need to do to get to the latest months here, and it gives you a total amount spent across those last bit. So that’s one of the reports it was asked for. Then there’s a cost share award lines, budget actuals.

Ty Simanson: If you have cash here on any of your awards and you’re the grant pie on the cost share award line, that information will show up here. This person doesn’t have any. So on the next tab there’s a Programs and Gifts financials tab. And this was something that was asked for is I want to see all my money. You know I have startup funds accrual maybe I have some gift funds that that were designated for me that were given to me.

Ty Simanson: And I have spend authority for them. So on this page we have two different worklets one for program financials and one for gift financials. You program financials are going to have a program worktag and they’re going to be listed here. It’s going to be the same thing if there’s more than, you know, 9 or 10, you’re going to need to use View More to see all of them.

Ty Simanson: And it’s a little bit different layout because these are based on fiscal year not inception to date like awards will be. And so there’s going to be a budget roll forward amount. Amount that was budgeted maybe in that year some retained revenues that have come in this fiscal year. But then it gives you a sources total.

Ty Simanson: And this is the total amount that was available. Then. How much have you spent? What’s committed obligated. The totals of those again are the uses totals and then your balance available to you. So you can see how much you’ve got available to spend on these different programs. If you have gifts that still have a gift worktag associated with them, they’re not a sub account of a gift that has a program work tag, which would show up here.

Ty Simanson: Those will show up down here unless the in the in the same layout. All right. Let’s move on to the third tab. This is the monitoring tab. And this has three worklets. There’s a terming awards and grants shows you awards that are termed or terming in the next that termed in the last year or a terming in the next 90 days.

Ty Simanson: And that’s right here in that description. Then you have my active award. So this is the award, not the award lined. And it shows all awards that are in active status. And then we have incomplete award tasks. So the terming awards there’s there’s indicators on here. The red flag says it’s you know, this is showing you that, gosh, this has already termed.

Ty Simanson: This case you know, and this one the yellow flag, this is coming up. So it gives you those indicators of kind of show you what, what’s maybe more urgent than others. My active award just it just lists them out. Now, one thing I haven’t mentioned is anytime you see that this is blue like this and there’s a I I hover over it.

Ty Simanson: This is going to allow me to I could right click on this and open that in a new tab and see the award or whatever it is I’ve clicked on. So it’s something to keep in mind when I say right click on it, open it up in a new tab. That way I don’t lose my spot on where I was.

Ty Simanson: So that’s a helpful hint to typically shows you what the status is. If again, if you had more than a certain amount of awards, typically 9 or 10, you’re going to need to use the view more. Same thing up here on these termings, It would be that and then incomplete award tasks shows you what award it’s for, what the task is.

Ty Simanson: When was it due. So if it’s you know this one was due last summer. So it’s got a red flag, you know has hasn’t been. At least marked checked off in the system by who it’s waiting for. And and it tells you who it’s waiting for. So in this case SPS Accountant it’s probably the person the accountant that manages your award.

Ty Simanson: They haven’t checked that off yet. Might be worth having your grant manager reach out to him and say, hey, you know, is there anything you need from us, you know? Or is this something that you’re just you’re working on? And then here, you know, waiting for the department that’s last summer to, you know, what are we waiting for you.

Ty Simanson: And you could talk to your grant manager of. Do we do we need to finish this, etc.. So that’s what this is designed to do is just bring those to the forefront for your attention. And take any action that’s needed. One thing I didn’t do here, I’m going to go back to the grant financials are to the right.

Ty Simanson: You’re going to see some helpful links, the different reports and stuff, and we’ll maybe go over those in a little more detail once we get through everything. But some of these pages, I think four out of five of them have some external links that are helpful. The other thing I’ll mention is, if you are looking at this and you’re like, but I’m supposed to have a gift here, where is it?

Ty Simanson: You can have your, manager, your your admin manager, your grant manager submit a request to get you either program or gift view. If it’s a gift, it’s gift view if it’s a program it’s progtam view assign role assigned for that gift or or a program that you’re not seeing here. And then it will show up.

Ty Simanson: One other thing to take note of is for security Workday uses security, roles. And you have to have certain security roles to be able to access this information. The main one here is you need to have the grant pi rule. If you don’t have a grant pi rule, you’re not going to see anything on this report on any of these if you but then you also and typically this will be done when a new award is set up.

Ty Simanson: But you’ll be assigned to financial data view role and the payroll view all role. And that’ll give you access to see the information that contained within this dashboard. If you don’t know your your admin manager grant manager can check with their the security liaison and verify you’ve got the appropriate role for that. And if you’re having trouble seeing things, you check with them, verify you’ve got the view, the program view or the gift view role assigned for the appropriate account.

Ty Simanson: Here. So moving on to the personnel tab. This one was asked for because people grant PiS especially wanted to be able to see who’s working and being paid on my funds. So my grants, my programs, my gifts. And it includes all costing allocations where they’re paid on at least one of those, one of yours, if they’re not, they they won’t show up on this report.

Ty Simanson: And your accounts are indicated by a green circle above the work tag. And costing allocations only return if they’re active between today and one year from today. So it’s forward looking and that needs to be for active. And you can see it shows. That green Circle shows up. This is one of my grants. They’re being paid on it. This looks like you know their f it shows you their FTE.

Ty Simanson: So it gives you an indicator here. It’s that low. It’s probably an hourly employee, you know, and technical assistant. That makes sense. When did they start it’s got an end date. It’s got a green flag because it’s not. It’s more than 90 days away, 91 days away. And if you hover on it, it gives you a little note telling you what that’s for.

Ty Simanson: This one says you know there’s no end date. So we don’t you know, and that’s not abnormal on non grant funds to have no end date. But if it was on a grant you’d you probably won’t see that that yellow flag shows you that it’s ending in the next 31 to 90 days. So gives you that indicator. So you could say oh maybe we need to get that extended or I need to move them to somewhere else, you know, coming up here pretty soon.

Ty Simanson: And you know, if we scroll down you can see all the different places where these people are paid. Now it is showing where else they’re paid. And the main reason that that’s disclosed on this report is if you have someone working in your lab and you need more of their time, you have an idea of where who you can reach out to.

Ty Simanson: You can go to the related actions button. Here. You can click and say, okay, the program manager is, are these two people I can reach out to them, or I can have my grant manager reach out to them and say, hey, we’d like, you know, right now they’re they’re paid on this. We need more of their time.

Ty Simanson: And so, yeah, I need an additional two hours a week outta them. So we want to increase their percentage by 5% starting such and such days. But it gives you that information. And again these these are sort of workday sorts by first name which is a little interesting. But it’s some just be aware of that. So when you scroll down here and you get down to it and you’re ending at the esses and you know, you got somebody that goes by Zoe, they’re not here.

Ty Simanson: You want to use the view more to see everybody. And then the last tab has to do with subawards that you have going out to a colleague at another university or institution and shows you who you know, what institution that is, shows you the amount of the contract, the sub award, how much is left to be billed to WSU.

Ty Simanson: So it gives you a feel for, how are they doing? Are they are they keeping up on billing? You know, if I had a $62,000 contract that was, you know, six months for being final and there were still 62,000 to be billed. Is that what I’m expecting? Am I expecting them to be bill me in the last six months or.

Ty Simanson: Maybe they forgot the bill. Us and I need to check in with my colleague and find out what the status is. If you need to know when you were last when WSU was last billed on the subcontract, that isn’t something unfortunately. We could fit in this worklet to get it to run. So we’ve attached a, a a little a different version of this same report that you can right click and open in a new tab.

Ty Simanson: And here you’d have to type in your name. And see it. But this and the reason I’m showing you this is because this is helpful information. When you need you can see what they just billed us two weeks ago. And it does take. Two seconds to render. And sometimes sandbox unfortunately can be a little slower than the production version depending on how do some testing that’s going on.

Ty Simanson: So I might just come back to that in a minute. So that’s what that’s for. And yeah here we go. So it gives us this extra column on the right that the reporting team was able to extract the date in this format. When was it last billed. And you can see these were all billed quite a while ago.

Ty Simanson: So it would be something you might you know, if you’ll know this, you’ll probably know better the status of these than, than I do just off my cuff but so will your grant manager. And this helps you keep track of hmm maybe they should. I thought they were done. They should have billed us for everything. They haven’t billed us since August of 22.

Ty Simanson: I’ll have to check in with them and see what’s going on. That’s the purpose of that. All right, so.

Ty Simanson: Let’s go back and we’re going to look at these. Additional reports that are listed here that that are helpful. And they’re part of the dashboard because these are reports that based on feedback it was something that they wanted quick access to. So you don’t have to remember it you know. Oh yeah. Here’s the expense detail report I can open that in a new tab and see the details on what was spent.

Ty Simanson: And it’ll give me various details about who was paid it, depending on the type of transaction, might even have details about what was purchased, the amount, etc. I can get my grant expenses by month in this report effort effort, certification status reports. So I can I could pull this up and and look at my, you know, effort cert status for someone, see where it’s at.

Ty Simanson: Then there’s some links. There’s a link here to the modernization website and then some external links to some workday materials to the some of the reference guides. The reference guide for this dashboard viewing grant expense expenses for prior, you know, month that these got these reference guides help you get you the information you need there program and gift financials.

Ty Simanson: Again, it has that reference guide to this dashboard and that this has this link here that you can, you know tell your grant manager about your admin manager. That’s where they will need to go to get you added. If you’re not seeing a gift or a program showing up that you’re expecting. Monitoring has the award lines financial summary.

Ty Simanson: And that’s it shows you expenditures and obligations etc. for your different award lines. Very similar to what you saw on that first tab. But have more details. And that’s by Pi. And then there’s an award line financial summary that you could run. It’s going to be more, you know, it’s not not going to be by Pi. You could run it by cost center.

Ty Simanson: You could run it, you know, for one of your other award lines that maybe a colleague has that you want to look at and see how they’re doing. Generally speaking, you’re going to be using these to look at yours. Then again, we have some external links to the sponsored programs website. Award closeout timelines. The personnel one doesn’t have any yet that one stands by itself.

Ty Simanson: And then again we talked about this subaward already. So having said that Joel, is there anything that I missed that cover or are there any questions that have come up?

Joel Bifford: Just kind of to, you know, kind of expand on what I was saying. You know, we have some of those reports and external links, and this obviously has a lot of information. Basically what we were trying to do with the design of this dashboard was give a really good starting point, where you can go in when you’re looking at Grant or other financial information.

Joel Bifford: So you don’t have to like, guess, like, okay, I’m in workday, but now, now what do I do? You I hopefully feel pretty confident that this is a good starting point to get most of the information that that you would need. Having said that, you know, there might be some things that you still want to find that aren’t available.

Joel Bifford: You know, you can contact your grant administrators to kind of help, you know, expand on that if you’re not finding something here, but that, you know, that was one of our major, major goals with the design of this. So just to kind of stress that point and then Ty are you just, on this, page, we just kind of showed the outline structure of the budget to actuals and maybe a little bit of the drill down ability there.

Ty Simanson: Right, right. Thank you Joel. So when you see this little the little sideways. What do we call that carrot. You can expand and see the breakdown of the budget.

Ty Simanson: And so it shows you how it’s budgeted across these different categories and or how it’s been spent across those categories for, you know, in this instance, nothing was budgeted for this category or these categories, but there’s been some spending on them. You know, but you got salary, you got benefits, budget, you know, you got your F & A budgeted amount and it sums it up on that top row still for you.

Ty Simanson: So you can see what that available balance is. And then you know where and how are we spending the money. You can drill down on any of these amounts. Typically I think the most helpful one is the ability to drill down on the expenses. Now, you can you can you can do that. Use that little down arrow, that carrot, and look at different versions, you know, or ways to drill down the most common typically maybe the most helpful for finding out, well, what did I spend it on?

Ty Simanson: Is that doing that here on the screen isn’t going to take you out of the screen. It’s just going to open a window within this window so you can see it and you can see what it was spent on. You know, there’s payroll here. And I could scroll down and because I clicked on that, you know, the payroll line.

Ty Simanson: Right. But I could see who the payroll was for, and I could see.

Ty Simanson: When it was for same thing here or and I’ll use this one as example. Or you can just click. Yeah, I just did. But, you can click on the blue link itself, the number itself. And it gives you some information like this is an internal service delivery. What the bill it was billed for, it might have more.

Ty Simanson: You know, it looks like it’s from the Microscopy Center on campus was billing for something, and you can see the details there. That’s kind of a kind of a quick and easy way to get to these details. Sometimes if you’re drilling down on on this, you’re going to get more lines than you will if you use a little down arrow and go to the initiating spend you might get 500 lines because it breaks out into every single pay component, whereas the initiating spend is going to do a little bit more summarizing of the type.

Ty Simanson: You know, this is a payroll expenditure, that sort of thing.

Ty Simanson: And you can do that for any of these listed here. And so same thing here on the burn rate. I can drill down when I’ve got that blue link and.

Ty Simanson: And the other thing you know it does some nifty things. It kind of highlights things and it can see which ones it talking about here. When it opens up there, it gives me more information about what was spent during that month. You know, I could say, well, what happened here? You know, this kind of a spike if I’m curious about it I could come over here and drill down on that specific amount, or I can come down below and find it here and drill down for that month.

Ty Simanson: This is nice because it’s just right there. And I don’t have to go hunt for it. So that’s there. And one thing to mention too, on the cost share award lines. If you have cost share and you don’t see a budgeted amount, you’ll want to reach out to your grant admin person and and they’ll want to submit a request to SPS to get that loaded, because that will help you keep track of you know.

Ty Simanson: Yeah, okay. I know I, you know, $10,000 in cost share. And I’ve only, you know, we’ve only cost shared a thousand so far. And but what we’ve got obligated. How are we doing that. That is a relatively I don’t know, the last six months or so. Maybe longer than that now right Joel that we’ve been able to get those budgets in there for cost share.

Joel Bifford: Yeah. Since like early 2024, they’ve started getting put in with new awards.

Ty Simanson: Yeah. So it’s over a year now. Yeah. So and and and it’s happening now at the inception of awards too. It’s not something you have to typically manually happen is when the award is set up, when it’s a new award and set up and it has cost share, the budget amount will be in there going to typically be for existing awards that were prior to that time that would need that update, all right.

Ty Simanson: Not seeing anything in the chat. Any other thoughts Joel or any other questions from anybody here?

Joel Bifford: No, I think I think you covered everything pretty well. But,

Ty Simanson: But we could go.

Joel Bifford: Yeah. Just kind of open up for questions. It looks like we have one. How current is the data? So workday, like, on the, you know, expenses and commitment. That’s basically real time. Like Ty mentioned before, we’re in a, sandbox environment that gets re refreshed, weekly. So this particular data that we’re looking at is, as of last week, but when you’re in the production system, as transactions are going through like expenses, as payroll is posting as an expense report is getting all the way through the business process where it’s approved and posted those will update, in real time.

Joel Bifford: That answers that question.

Ty Simanson: right. Open. Maybe some helpful hints in workday is it’s very searchable. If you’re looking for, you know, somebody and you think you know their name, you know, if you type in, you can type in the first three letters, things like that. I didn’t pick a good example there, did I? But,

Ty Simanson: No, it’s just you. Me. It’ll do that. So if it’s not in there, you’re going to see what you saw those first two times where you didn’t. You just don’t get results. But if someone’s in there and and it tends to remember what you searched for. See that too, if you clear, it you could see it gives you recent searches.

Ty Simanson: So if you know, you just open the dashboard, you don’t have to retype it. You can just click here, go to it. These showd you notifications of things that usually are action items. And they’ll be a little red like you’re seeing on the the My Task inbox. There’s going to be a little red circle with a number in it here.

Ty Simanson: And to show you any of that, maybe you need to take action on that if you haven’t. And there’s a little spot you’ll click it and once you acted on it, you’d click on that and be done with it. Your inbox is right here. And these are going to be typically action items that you need to take action on.

Ty Simanson: Depending on your role and you can you can save searches. You can.

Ty Simanson: Look at things you’ve taken action on in the archive, say, you know, I need to remember what you know, what was that about? You can go look at, and it holds it from the last 90 days. Some other things you can do using the menu. You can you can update the apps here. You can add up to a certain amount I want to say it’s.

Ty Simanson: Ten but, I’m not sure that’s right. Joel, do you remember.

Joel Bifford: Apps might be more than that.

Joel Bifford: But shortcuts is maxed out at ten.

Ty Simanson: Yeah so if you had reports

Ty Simanson: or things you wanted to go to, you can just add a shortcut. You can find it. You know, I want to.

Ty Simanson: Know there’s that. Did I want to add that I could add that to my menu. And then I come down, go back to it and there it is. And then if I want to edit the order they’re in. You know if I’ve got. Yeah. There it tells us for, you know, we got a max of ten.

Ty Simanson: And that’s, that’s some helpful stuff. Getting to the main screen you click on the Cougar logo gets you back to the main screen. Shows you some different, you know, important dates, announcements and top apps are down here too, so you don’t have to, you know, this is always here. And you can click on this to see all your apps.

Joel Bifford: One I was going to say one other tip, like we were saying before, you know, dashboard is always going to be a good place to find quite a bit of information. Sometimes knowing what report to run to get a certain thing might be a little bit confusing. But if there’s other stuff that you’re looking for, a good place to start for there is.

Joel Bifford: If you go to, Ty you showed this, there’s my custom report library. You can do that in the search bar.

Ty Simanson: And so you don’t have to type out complete words to do it. It’ll bring up, that, and then just click on it and then type of report.

Joel Bifford: Yeah.

Joel Bifford: So like if you know we’re looking at grants stuff. So if you go down and click on the grant. It’s going to bring up report names. And most of them should have a description. So you can kind of browse through this and and see, you know maybe any other reports that are available, custom reports that are available for you to run based on security that has been set up and kind of give you an idea of maybe another report that might be beneficial.

Ty Simanson: Right. And when you’re in something like this, if it allows you to click on the column header, you can search that column. So if you knew you you know, I’m looking for the report that has X expense in it. I don’t even have to type the whole word. I’m going to leave it there. But.

Ty Simanson: Maybe they don’t have expense.

Ty Simanson: Oh sorry. You typed the word and then you hit enter and then you you can you see the results here. You can click one of the 12. You can, you know use Ctrl A, select them all you can. So I it’s not that one. Not that one. You know. So and then filter and it’ll. So instead of having to look through all 104 you can use that filter function too

Ty Simanson: And you can do the same thing in this thing in the description. So it’s workday is worked hard to try to make it as searchable as possible for you to find things.

Ty Simanson: There’s also, you know, your your profile. You can get information on yourself by clicking on your picture. There or your the little, you know, be, Like an icon of the person you know, and. You can look at these different areas, you can look at, you know, your compensation, your benefits, etc.. So there’s a lot of information here.

Ty Simanson: You can get to about yourself. And again back to that main screen. Just click the Cougar logo.

Ty Simanson: All right. Well that’s that’s our presentation anything else. And you’d like to see it or more in the chat there. And looks like.

Joel Bifford: If we,

Joel Bifford: if we don’t have any questions. I guess Cheryl, Emily and, Lydia, did you guys, have anything else that you would like, maybe like us to talk about? You know, that we have some extra time, happy to stay on and cover anything else.

Cheryl Dykstra-Aiello: I don’t, because you pretty much covered it. If something’s not showing up, they should really just talk to their research administrator to initiate the the process to have things get going.

Ty Simanson: Yeah, it’s typically going to be probably related to their security, whether they have the right role assigned. You know, if if it’s on a grant, it’s going to be do they have the grant PI role for it. And if it’s a gift or the program, you know, the gift view or the program view needs to be assigned for that.

Ty Simanson: For the work platform. But yeah.

Emily Brashear: Yes

Ty Simanson: Yeah. And then their security role, you know the financial data view all the payroll, view all they have to have those roles to see these, these reports.

Emily Brashear: And, how far back does this go? Can you look at like, previous grants.

Ty Simanson: You can if. Well, previous. Yeah. Depends on how far back.

Emily Brashear: Okay.

Ty Simanson: When we looked at the, the

Ty Simanson: one it goes back to, I think it said one year or and you know, but it’ll tell you how far back if you need to see something further back and you’re, you know, you’re searching for it and you know, the grant number or the name of the grant, you can search for it and you can look from the information there.

Ty Simanson: And maybe that’s something we can show you to, let’s just pick a grant These aren’t great examples, but the grant, if you have the grant work tag or you know the name of the grant, you type that up here and you click on it, get to it. It’s going to come up with this screen and it’s going to we’ve we’ve got this set up.

Ty Simanson: Now that it gives you a lot more information so that you can see well what awards it. Part of. The the also the ID number who the contract owner. Is it this one with Kim Small because she’s in the closing group at SPS and they’re in the process of closing this out, but who’s it assigned to? Who would I reach out to?

Ty Simanson: Who would my grant manager reach out to? At SPS? If we have a question about set up of it, you know, some something of was spent on it. What’s the best route to take the to get something on it or off of it, that sort of thing in terms of an expenditure. But then the status, the date that was from and to.

Ty Simanson: So you can see this one that’s this isn’t going to show up in the dashboard typically because it’s too old.

Emily Brashear: Right.

Ty Simanson: And what type of award was it. What was the F&A rate. What cost center was it tied to. There’s some of this information most PIs may not really care about, but this is helpful for for grant managers to be able to see all this quick.

Ty Simanson: We’ve got the award line budget, to actual right here. So you could see, well, what what was spent. As Joel pointed out earlier, you can break this out by category and see it. You can see that they’ve got this one fully spent out. Go to the details about it. There’s a little more information. Again, this is probably more for your grant manager.

Ty Simanson: And SPS folks. But related work tags that has that’s again more deals with how things are routed and or that sort of thing. Things like an effort certification. You know what. Who’s effort cert reviewer is going to see this Well, it’s going to be the this cost center And then the role, you know, who who were the grant managers, who was the grant PI?

Ty Simanson: It’s really nice to is you don’t have to remember the award number. If I got I’ve got this, I get here, I can get to the award by just clicking on the link and boom, I’m in the award and I could see all the different award lines that were on it. If there were multiple, this one had one, but this also has the award header.

Ty Simanson: If you have an award, let’s say you’re collaborating with with 2 or 3 other colleagues across the university, you can see any additional reports. You could see the budget to actuals for the entire award. So it would come up with it would have multiple lines and show it. And that’s helpful if you’re like the main or one of the main PIs on the award, you can see all that information right here.

Ty Simanson: It also gives you grant managers typically love this. They can see we you know, the revenues match the expenditures where it was $130,000 in expenditures. We’ve invoiced for all of that. And oh look at that. We’ve received all the money, which when I was a grant manager, that was a big deal. You wanted to know that the sponsor had paid the bill, paid the invoice.

Ty Simanson: So that’s helpful. If it had cost share, you could also see the cost share report here. So those are probably the main ones that a Grant Pi or grant manager is going to be paying attention to here. But it also there’s other information they can get to here if they needed to know. You know, if you had an award and it had it was a flow through award.

Ty Simanson: And maybe Pullman Regional was the was the sponsor, but there was a prime sponsor would be maybe it was, you know, one of the National institutes had awarded funds to them. And then we were a sub awardee, of Pullman Regional, it would tell you that here. So that’s all that type of information. It’s right at your fingertips in Workday

Ty Simanson: It’s really helpful. You don’t have to dig too far. You know, once you know that these things are available.

Emily Brashear: That’s awesome. Thanks.

Joel Bifford: Yeah. So Emily,

Joel Bifford: just to kind of, continue on that, on the dashboard itself that’s set up for to show active awards. So as you know, those are getting older and, closing out, they will start to drop off the the dashboard just based on kind of how they’re filtered. And yeah, Ty’s showing you right there where it says kind of what, what it’s showing.

Joel Bifford: But yeah, the way we have that set up, once those awards start becoming older and don’t fit that criteria, they’ll they’ll drop off the dashboard.

Emily Brashear: Awesome. Now that’s great because I know there’s times when you want to go reference a previous grant for something and

Ty Simanson: right.

Ty Simanson: Yeah, you can get to it, but it’s probably not going to be on that. The dashboard like Joel’s saying because it’s

Emily Brashear: yeah,

Ty Simanson: if it’s not active, in active status, it’s not going to show up. Now you might have some that show in active status here like this one because it still hasn’t been closed out yet. You know, it just ended last December.

Ty Simanson: So it’s still in the process of the final, maybe the final reporting and that sort of thing is going on. But once that status is changed by SPS in the system’s closed, then it’ll it’ll disappear off this report, but it’s still in the system and you could still go find it and look at the historical information on it.

Joel Bifford: We got a question in the chat.

Ty Simanson: Yeah.

Joel Bifford: If we issue Grant has a sub sub recipient sub award, and we have a pending invoice that we have to pay them can that we’ve seen on the dashboard.

Joel Bifford: So

Joel Bifford: if think. Oh. So go ahead.

Ty Simanson: Sorry. So if it

Ty Simanson: depends on how far along it is, if it’s been reviewed and it’s posted, then yes, you could see it by going to that link to that report. We could see when it, when, when it was last invoiced we’d see, you know if it just happened say in March and it had a you know it was invoiced March 31st and it, it was all approved and we were in the process of sending up paying that, then it would show up if it’s in the process and it hasn’t been fully approved yet, and it may not show that active invoice yet.

Ty Simanson: And you you might have to have your grant administrator reach out to SPS to check on the status of if you don’t see, you know, what you’re expecting there on that report.

Ty Simanson: Joel anything to add to that. Joel Joel’s been more recently in the grant manager world to me. So I just I always defer to his experience there to.

Joel Bifford: I think you think you got it

Ty Simanson: Okay.

Joel Bifford: And you know, we can’t stress enough that your administrators are there to help and support you. So, you know, if there’s something that not sure exactly what it means when you’re looking at it or you want a little bit more information, you know, they’re a great resource to be able to, you know, either explain or dig a little deeper on anything.

Emily Brashear: Well, I think that might sum up our, session today. If anybody does have any questions, first go to your research administrator. Then you can reach out to anybody, Joel or Ty, if you guys have time to field some questions.

Joel Bifford: Yeah,

Joel Bifford: absolutely.

Ty Simanson: Okay.

Cheryl Dykstra-Aiello: Yeah. Thank you guys for your time and for presenting today.

Ty Simanson: You’re welcome. Thank you for everyone who let us be here. And yeah. And if you do have follow up questions, do shoot us off an email or or reach out to us on teams.

Emily Brashear: Sounds good. Thank you.

Joel Bifford: All right. Thank you.

Ty Simanson: Bye bye bye.