KRISTAL Knowledge Research Innovation System At Leeds

Transcription

1 KRISTAL Knowledge Research Innovation System At Leeds Maintain Budget Screens This document will assist FRO staff needing to manually update the costings via the maintain budget screens. RIS 09/08/2012 i P age

2 Table of Contents Table of Contents... i Maintain Budget Access... 1 Create a back-up Scenario... 2 General Screen Details... 3 Column Headings... 4 Total Summary... 5 Accessing Detailed Category View... 5 Detail Category View... 6 Adding a Manual Budget Line... 7 Complete Budget Line Details... 7 Complete Budget Values... 8 i P age

3 Maintain Budget Access Edit Price and Budget Button The maintain budget screens can be accessed via the Edit Price and Budget button. This will give you general access and by default to the first (or only) costing strand. Price/Budget Icon The maintain budget screens can also be access via the Price/Budget icon(s). If you have more than one strand you can go directly to the strand costings you require by clicking on that strand s icon. WARNING If you manually amend the costings via the maintain budget screens there is no way of undoing any changes that you make, unless you can remember the original values. It is therefore highly recommended that you take a copy of the scenario first, so that you have a back-up that you can revert back to if required. 1 P age

4 Create a back-up Scenario Copy Scenario Ensure you have the correct scenario selected. Click on the Copy icon. Name the Scenario Give your duplicate scenario a name. Click on Save Select Scenario By using the dropdown you can choose which scenario to work on. 2 P age

5 General Screen Details Ex. Rate For EU/Marie Curie grants this will display the exchange rate used by the system to convert the values into s. Export XLS This button will export what you can see on the screen into Excel as unformatted data. Add Comment This opens a page that allows you to enter comments i.e. what you have changed and why. Price Method This controls how the cost/price values interact with the % value and whether the % value changes or remains fixed. Edit View This controls what columns you see on the screen. By filtering out columns you don t need to see, you can view more time periods. Comparison Hide This will hide the comparison table on the right to allow you to see more of the current budget details. The comparison is only used once the application has been through a costing stage. Funder Custom Overheads This screen will allow you to adjust the % of overheads paid per cost category and whether they are paid as 100% of overheads into IDCs or split between IDCs, Estates and infrastructure. Blank Cost Categories This will remove all cost category lines that are blank allowing you focus on those that have values.. Edited View An example of an edited view with the comparison table hidden. 3 P age

6 Column Headings Main Heading Displays the proposal type and phase status from the overview screen. Work Package Heading Shows the funder and sponsor (listed the same if no sponsor.) The cost party e.g. University of Leeds or a Third Party. The name of the scenario being amended and which strand. Time Period This shows you which time period you are viewing: Total grant, Period 1, Period 2 etc. Cost Check Value If you are adjusting the values in different periods to work towards a target figure, enter it here. Cost Sum Value Initially this is the value the system has calculated based on the costs and resources entered, however, it will display the total of any amendments you make whilst in this screen. Check Cost Variance This calculates the difference between the value you are working towards in the cost check value column and the cost sum value i.e. what you have left or negative value if you have overspent. Price % These values are taken from the funder s profile. They can be amended by overtyping the value displayed. Price Values These are values of the costs having been through the Price % conversion. If the Price % changes so will these values Cost Sum Value F.C. This is the foreign currency equivalent based on the exchange rate of the costs in the previous columns. 4 P age

7 Total Summary Internal Fund Commitment (IFC) This is the cost to the University of Leeds. View Total This shows the value of what you have currently on screen. Strand Total The total for the selected strand in multi-stranded work packages. Work Package Total The overall total for this work package including all other strands. Funder/Sponsor Total The total for all work packages and strands for the selected funder and sponsor combination. Grand Total Total for the whole grant application including all funders, sponsors and work packages. Accessing Detailed Category View Detailed View Details of the costings for a category can be viewed by clicking on the heading to get an expanded view. 5 P age

8 Detail Category View Expand Detail If the % FTE cannot be seen, hovering your mouse over the name will display the full detail in pop up box (NB The names in this example have been blanked out.) Filter View This allows the table of data to be filtered to show only one faculty s costs, on co-locations grants. ME? = Manual Entry N = Items added through the costing screens. Clicking on it will take you to the Investigators costings screen, so you can amend the details. Y= Items added manually via the Maintain Budget screen. Clicking on it will open the Add Manual Budget Line screen, so you can amend your entry. PR? = Pro Rata Y = The Cost and Price values for the Total are automatically pro-rated across Project Periods based on the length of those Project Periods. This is the default for budgets created for Non-Staff, Non-Rates costings (e.g. Consumables, Travel, etc.). N =The Cost and Price values for the Total are maintained independently of the values entered for each Project Period. This is the default for budgets created for Staff or Rates costings (e.g. Staff DI, Indirect Costs, etc.). This means that the sum of the period values can be different to the Total. This variance can be seen in the comparison section highlighting any anomalies. 6 P age

9 Adding a Manual Budget Line It is possible to enter a manual budget line for ad-hoc costs or when completing Third Party budget details. From the main maintain budget screen, click on the category heading that you want to complete, this will take you into the detailed category view. Add Budget Line Click on Add Budget Line. Complete Budget Line Details Complete Details Complete the basic details. Select the Cost Location Add Cost Sub-category (values dependant on cost category you are in.) Provide a description for the budget Line (viewable on the maintain budget screen) Amend the dates if required Click on Save 7 P age

10 Complete Budget Values Add Budget Value Enter the value in the Cost Sum Value column. NB If you only have a price and the Price % value is not 100 you will need to calculate the Cost value. Click on Save to complete. Click on Go Back to return. 8 P age