Research Accounting & Analysis Grant & Contract Accounting? Management Accounting & Analysis

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1 Research Accounting & Analysis Grant & Contract Accounting? Management Accounting & Analysis Operational Performance Dashboard for August 20 Quarter 3 FY 20 (April - June 20) Grant and Contract Accounting Mission As a professional accounting team, our mission is to provide support to the UW Research Community by proactively delivering consistent, accurate and timely financial products and services. We anticipate and creatively respond to the needs of our customers through collaboration and commitment to continuous improvement. Management Accounting and Analysis Mission Our mission is to craft a department that anticipates and is responsive to the costing and other informational needs of the campus community. Enhance services by collaboratively analyzing and developing data, methodologies, and policies to maximize flexibility for academic departments while complying with governmental regulations. Our key processes include: Reporting Invoicing Compliance Cash Management Recharge Accounting Oversight Develop and Negotiate Indirect Cost Rates (F&A) For questions about this report, contact Vincent Lau, Grant & Contract Accounting, vlau@u.washington.edu

2 Research Accounting and Analysis Page 2 of 20 University of Washington - 10/2/20

3 Customer Perspective Process Measure Research Accounting and Analysis Operational Performance Dashboard for Quarter 3 Fiscal Year (August 20) Financial Perspective Current Output Measure Target Gap (Target - Output) Process Measure Current Output Measure Target Gap (Target - Output) New Budgets 1) Average number of days from receipt of award in GCS to notification of budget number received by Principal Investigator from GCA. * 1. (Aug ) Billing 11) Unbilled cost reimbursable expenditures as a percentage of monthly cost reimbursable expenditures.* 78. (Aug ) Customer Satisfaction 2) Customer Satisfaction Survey (measured in ref. to a possible.0 average for all areas surveyed); next survey results due in mid (1999) Aged Receivables 12) Percent of aged receivables outstanding more than 10 days overdue. 19.% (Aug ) 1..% RTEs 3) Number of days to process Request to Transfer Expenditures (RTEs) submitted by departments to GCA. 3.9 (Aug ).0 No gap DHHS 13) Potential liability from DHHS Awards that are closing in the next 3 years. $2.8 M (Qtr-) $.0 M $19.8 M Closings ) Percent of budgets expired more than 10 days and not closed. 23.% (Aug ) % F&A Indirect Cost 1) Percent of dollar increase from year to year (fiscal) for indirect-cost recovery * 9.7% (rolling -year average). No gap Recharge Centers ) Percent of submitted recharge that MAA has approved See Graph See Graph See Graph Web Pages ) Percent of all Management Accounting and Analysis (MAA) WEB pages, links and major revisions completed Internal Business Process Perspective Process Measure 7. (Qtr-) Current Output Measure 90. by June 0 Target 23. Gap (Target - Output) Learning and Growth Perspective Process Measure Current Output Measure Target Gap (Target - Output) Cash Applied 7) Percent of cash applied to budgets (Qtr-) 97. No gap EDPs 1) % Of staff with active EDPs % (Qtr-). FSRs 8) Percent of final (and interim) Financial Status Reports (FSRs) completed within 90 days of budget expiration..7% (Aug ) % Employee Satisfaction 1) Employee Satisfaction (next survey in 20); points possible: (Last done in 2000) FECs 9) Faculty Effort Certificates (FECs) overdue. Qtr- available in mid-october % (Qtr3-) 3. 0.% Cost- Share 10) % Of budgets expired more than 90 days with unmet cost sharing. * (UNDER REVIEW) * Measure is on FM Dashboard. Rolling 12-month average; all days are calendar days 33.3% (June ) % Research Accounting and Analysis University of Washington - 10/2/20 Page 3 of 20

4 Output Measure #1 New Budgets Number of Days from Receipt of Award to PI Notification (12 Month Rolling Average = 1. Days) Number of Calendar Days Target = 13 Days Avg. Number of Days in New Account Setup Process - Award through PI Notification Number of Calendar Days Award - Nea (GCS) NEA - PI Notify (GCA) Target = 3 days from NEA to PI notification by GCA NEA = Notice to Establish Account. The NEA is sent by Grant & Contract Services to the New Accounts section of GCA. Note: Data relates to grants only, since July 20 Research Accounting and Analysis University of Washington - 10/2/20 Page of 20

5 Output Measure #2 Customer Satisfaction 1999 Customer Satisfaction Survey Accuracy Timeliness Professionalism Target = 3.2 for 20 Research Accounting and Analysis University of Washington - 10/2/20 Page of 20

6 Output Measure #3 Request to Transfer Expenditures (RTEs) Number of Calendar Days Number of Days to Process RTEs (12 Month Rolling Average = 3.9 Days) Target = Days Total Number of RTEs per Month Note: Materiality level changed from $0 to $20 for total deficits or total cash in March 20. Research Accounting and Analysis University of Washington - 10/2/20 Page of 20

7 Output Measure # Closings 8 Percent of Budgets Expired More Than 10 Days and Not Closed (12 Month Rolling Average = 23.%) 2 18% 1% 1% 22% 23% 29% 29% 23% 27% 2% 2% 2% 23% Non-Letter of Credit Interim & Final Combined Letter of Credit Interim & Final Combined Combined Combined Target = Number of Budgets Expired More Than 10 Days and Not Closed Non-Letter of Credit Interim & Final Combined Letter of Credit Interim & Final Combined Combined Target = 120 Budgets Research Accounting and Analysis University of Washington - 10/2/20 Page 7 of 20

8 Output Measure # Recharge Centers Average Number of Days from Rate Submission to Approval for Recharge Center Proposals (July 20 - June 20) 98 Number of Calendar Days Target = 2 1 Target = Target = Target = >20 (17 Proposals) (1 Proposals) (1 Proposals) (7 Proposals) Number of Rates Avg # of Days Research Accounting and Analysis University of Washington - 10/2/20 Page 8 of 20

9 Output Measure # Web Pages Percent of All Web Pages, Links and Major Revisions Completed Percentage Complete % 2 % 19% 8 % 22 % 22 3% 29 3% 29 % 3 7% Number of Pages Qtr - Qtr 1- Qtr 2- Qtr 3- Qtr - Qtr 1- Qtr 2- Qtr 3- Qtr - Number of Web Pages Completed Percentage of Web Pages Completed Target = 9 of Web Pages Completed by End of 200 Research Accounting and Analysis University of Washington - 10/2/20 Page 9 of 20

10 Output Measure #7 Cash Applied 10 Percent Of Cash Applied to Budgets % 99% 98% 98% 9% 98% 9% 9% 9% 91% 99% 9 Checks amount % applied EFT amount % applied LOCs amount % applied Target = 97% 10 98% 9% 9% 92% 9 99% Percent of Total Cash Received in Quarter That is Applied By End of 1st Month Following End of Quarter 99% 99% Target = 97% 98% 10 Research Accounting and Analysis University of Washington - 10/2/20 Page 10 of 20

11 Output Measure #8 Financial Status Reports (FSRs) % 21% % 7% Percent of Financial Status Reports Completed by Sponsor Due Date (12 Month Rolling Average =.7%) 9% 9% 8 % % 7% 8% 1% 7% % 9% % % 8% 8% % 7% 77% 89% Target = 8% Federal and Non-Federal FSRs Completed by Sponsor Due Date Letter of Credit Interim & Final Combined Non-Letter of Credit Interim & Final Combined Research Accounting and Analysis University of Washington - 10/2/20 Page 11 of 20

12 Output Measure #9 Faculty Effort Certification (FECs) 9% 8% 8.2% Percent of FECs Overdue at End of Calendar Quarter (12 Month Rolling Average = 3.%) 7% % % % 3% 2% 1%.%.3%.2% 3.% 3.% 2.8% 1.7% 0.% 0.7% 0.% 0.% 0.7% 0.7% 0.% 0.3% 0.3% 0.2% 0.2% 0.3% 0.1% Qtr 1 - Qtr 2- Qtr 3- Qtr - Qtr 1- Qtr 2- Qtr 3- % overdue Total % overdue over 2 Qtrs % overdue over Qtrs Target = % of Total FECs Overdue to 3. by 200 Target = % of FECs Overdue by 2 Qtrs to.% by 200 Note: Measurements for an academic quarter are not available until the end of the following quarter. Q- will be available at the end of Q1-0 (early October 20) Research Accounting and Analysis University of Washington - 10/2/20 Page 12 of 20

13 Output Measure #10 Cost Share Percent of Budgets 3% 3 2% 2 1% 1 % 23.% Budgets Requiring Cost Share with Unmet Cost Share 90 Days afer Expiration % % of Expired Budgets with Unmet Cost Share 90 Day after Expiration Number of Budgets with Unmet Cost Share 90 Days after Expiration Target = Number of Budgets Number of Budgets $3,792,8 Note: Cost share includes committed and mandatory. 38 Total Number of Expired Budgets with Unmet Cost Share and Total Dollar Amount of Unmet Cost Share,07,18 1 Total Number of Expired Budgets with Unmet Cost Share $,000,000 $,000,000 $,000,000 $3,000,000 $2,000,000 $1,000,000 Research Accounting and Analysis University of Washington - 10/2/20 Page 13 of 20 $0 Total Dollar Amount of Unmet Cost Share

14 Output Measure #11 Billing Billing -- August 20 Expenditures Billed Difference (in millions) (in millions) (in millions) Scheduled Payment Budgets $ 12. $ 209. $ 8.22 Scheduled Invoice Budgets $ $ 2.0 $ 2.2 Cost Reimbursable and Fixed Price Budgets $ $ $ (2.8) Total $. $ $ 8.1 Annual Lost Interest on Cost Reimbursable Expenditures Annual Lost Interest on Unbilled Portion: 12 month rolling average $ 9,08,33 % Unbilled Cost Reimbursable Expenditures -- Current Month $1,0,00 $00,00 $,28 Annual Lost Interest on Current Month Billing: (if accounts billed 10 days faster each month) $ 8,,132 $ % 11,21 $7,381,0 $0 Grand Total -- Lost Interest $ 9,89 Deficits Avg. Advance Other Billing Freq. Net Unbilled Research Accounting and Analysis University of Washington - 10/2/20 Page 1 of 20

15 Millions $1.0 $12.0 $10.0 $8.0 $.0 $.0 $2.0 $- Billable Cost Reimbursable Expenditures Not Billed $12.1$12.2 $12.0 $10.8 $9.9 $9.0 $7.7 $.3 $7.0 $7.1 $7.8 $8.8 $9.2 $9. $9.2 $7. $7. $.7 $.9 $.8 $. $. $7. $. $.9 Aug ' Sept ' Oct. ' Nov ' Dec ' Jan ' Feb ' Mar ' Apr ' May ' June ' July ' Aug ' Target = $2.3 million Sept ' Oct ' Nov ' Dec ' Jan ' Feb ' March ' Apr ' May ' June ' July ' Aug ' Unbilled Cost Reimbursable Expenditures as a Percentage of Monthly Cost Reimbursable Expenditures* 173.1% 19.8% 18.% 13.8% 19.2% 12.% 128.1% 113.% 11.9% 107.9% 112.1% 113.1% % 70.1% 9.% 72.7% 80.2%91.8% 7.3% 83.% 9.3% % Sept ' Oct. ' Nov ' Dec ' Jan ' Feb ' Mar ' Apr ' May ' June ' July ' Aug ' Target = 3 Sept ' Oct ' Nov ' Dec ' Jan ' Feb ' March ' Apr ' May ' June ' July ' Aug ' * When result < 10, unbilled expenditures are less than total monthly expenditures (unbilled < current monthly expends). * When result > 10, unbilled expenditures are greater than total monthly expenditures (unbilled > current monthly expends). Research Accounting and Analysis University of Washington - 10/2/20 Page 1 of 20

16 Output Measure #12 Aged Receivables Outstanding Aged Receivables Outstanding Aged Receivables (Rolling 12-month average) Over 10 Days 2% days 11% 1-90 days % 1-90 days old days old 11+ days Millions $10 $8 $ $ Outstanding Aged Receivables More Than 10 Days Old % 2 1% 1 Percent of Aged Receivables Outstanding More than 10 Days Old 2% 2% 21% 2 22% 23% 2 19% 1% 1% 1% 1% 1% $2 $0 Target = $ million % Target = 1% Research Accounting and Analysis University of Washington - 10/2/20 Page 1 of 20

17 Output Measure #13 DHHS Potential Liability from DHHS Awards that are Closing in the Next 3 Years (Potential Liability Expressed as a Percentage) 39% 32% 28% 29% 23% 1 1% 2% 2% 1% 0.9% 1.3% Qtr 3 Qtr Qtr 1 Qtr 2 Qtr 3 Qtr Percentage Based on Number of Budgets Percentage Based on Award Dollars Millions $30.0 $2.0 $20.0 $1.0 $10.0 $.0 $- $20.2 Potential Liability from DHHS Awards that are Closing in the Next 3 Years (Potential Liability Expressed in Dollars) $27. $ * 1970 * 211 * 132 * 1790 * 189 * Qtr 3 Qtr Qtr 1 Qtr 2 Qtr 3 Qtr $21.2 Target = $ Million $17.2 $2.8 A liability occurs when what the UW shows as the authorized amount for an award is greater than the award amount currently authorized by DHHS. Percentage based on number of budgets compares the number of budgets where there is a liability compared to the total number of DHHS budgets. Percentage based on award dollars compares the award dollars on budgets where there is a liability compared to the total award dollars for DHHS budgets. * Number of budgets where UW award differs from PMS award Research Accounting and Analysis University of Washington - 10/2/20 Page 17 of 20

18 Output Measure #1 F&A Indirect Cost $10 $10 $120 $100 $80 $0 $0 $20 $0 Percent of Dollar Increase from Year-to-Year for Indirect Cost Revenues (Rolling yr Average 9.7%) $8 $89 $91 $97 $ $118 Target - % increase from previous year $12 $139 $13 Percent Needing Investigation Buildings with Room Listing Not Complete for the F&A Rate Proposal by Percent Needing Investigation and Number of Incomplete Room Lists % % 8.% %. 38.8% 32.% 0 0 Dec 20 Jan 20 Feb 20 Mar 20 Apr 20 May 20 Jun 20 % of Buildings Needing Investigation # of Buildings With Incomplete Room Lists Number of Buildings With Incomplete Room Lists Research Accounting and Analysis University of Washington - 10/2/20 Page 18 of 20

19 Output Measure #1 EDPs Employee Development Plans (EDPs) 3% 8% % % 3% 32% 3% Qtr Qtr 1 Qtr 2 Qtr 3 Qtr Qtr 1 Qtr 2 Qtr 3 Qtr Target = Research Accounting and Analysis University of Washington - 10/2/20 Page 19 of 20

20 Output Measure #1 Employee Satisfaction.00 Employee Satisfaction Survey (Average 3.7 in 2000) Morale Performance Feedback Leadership Physical Work Environment Internal Process Partners Communication Teamwork Training External Process Partners Target.0 of possible.0 Research Accounting and Analysis University of Washington - 10/2/20 Page 20 of 20