MRAM May 2013

Grant and Contract AccountingUpdate

MRAMMay 9, 2013

Current (April 2013) Goal Gap

Grant Analyst response time: -Phone Calls 94% immediate 95%

Grant Analyst response time: -E-mails-Grant tracker

99% within 24 hours99% within 24 hours 100%

Budget set up 1 business days 1

Cost Reimbursable Invoices(monthly expenditures) 99% expenditures billed on-time 100%

Reports 95% submitted by sponsor due date 100%

Closing 70% closed within 120 days of expiration 100%

Process Goals

5%

30%

0

1%

1%

1%

1%

Before Change After Change % Change

Closing 5478 Budgets(Feb 2010)

496 Budgets(Apr 2013)

Cost Reimbursable Billing

$8.5 M(July 2010)

$1.6 M(Apr 2013)

Budget Set-Up 564(Oct 2010)

0(Apr 2013)

Fiscal Reports 404 Reports(Sep 2010)

21 Reports(Apr 2013)

Cash in Suspense(over 30 days in suspense)

$4.5 M(Sep 2012)

$1.5 M(Apr 2013)

Aged Receivables(over 150 days from Invoice Date)

$10.8 M(Sep 2010)

$3.2 M(Apr 2013)

95%

66%

81%

100%

Backlog Metrics – April 2013Goal: Eliminate backlogs by June 2013

91%

70%

MRAM May 2013

GCA FOLLOW UP

• Advances–Please submit 2 to 3 days prior to

payroll cutoff• TRANSPASU’s

GCA Budget Set up Peak

MRAM May 2013

GCA FOLLOW UP

• Newsletters• Updating webpages:

http://f2.washington.edu/fm/gca/

GCA Communication

MRAM May 2013

Who do I contact?

For inquiries related to an existing budget number, submit inquiries through GrantTracker:

http://www.washington.edu/research/gca/budget/granttracker.html

Or send inquiries to: GCAHelp@uw.edu 206-616-9995

Feedback for GCA? Please contact:Kirsten DeFries kirsten5@uw.edu 543-2597

Budget Setup Timeliness

May-12 Jun-12 Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-130

2

4

11111

2222

111

Receipt of Award at GCA to P.I. Notification by GCA

Average GCA Time Target = GCA one business day new budget setup time

Num

ber

of B

usin

ess

Day

s

Note: Each time GCA receives a SERA item to process and processes it within one business day, the count is one full day. If a SERA item is returned to OSP for correction within one business day, received back in GCA for processing, and then processed within one business day of the return, the count is two full days.

Path to Zero: Budget Setup

Befo

re C

hang

e

Dec-

11

Jan-

12

Feb-

12

Mar

-12

Apr-

12

May

-12

Jun-

12

Jul-1

2

Aug-

12

Sep-

12

Oct

-12

Nov-

12

Dec-

12

Jan-

13

Feb-

13

Mar

-13

Apr-

13

0

200

400

600

800

1000

1200 1,129

823

732

11291098 1081

1000

772

0 0 0

Goal: Eliminate entire backlog by June 2013

Path to Zero Goal Actual Backlog

Num

ber

of S

ER

A I

tem

s n

ot

Setu

p

Backlog eliminated in April 2012

Zer

o Zer

o Zer

o Zer

o Zer

o Zer

o Zer

o Zer

oZer

o Zer

oZer

oZer

o

Reporting Timeliness

APR MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR2012 2013

0%

20%

40%

60%

80%

100%

85%91%

85% 83%89%

74%77%

80%

89% 91% 93% 94% 95%

% R

epor

ts C

ompl

eted

by

Due

Dat

e

Target = 100%

Path to Zero: Reporting

Before Change

Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-130

50

100

150

200

250

300

350

400

450

404

100 79

53 44 35 27 18 9 -

404

40 42

96 107

85

53 42

27 24 21

Goal: Eliminate entire backlog by June 2013

Path to Zero Goal Actual Backlog

# R

epor

ts D

ue n

ot C

ompl

eted

Path to Zero: Cost Reimbursable Billing

Before Change

Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-130

1

2

3

4

5

6

7

8

9

8.5

2.6

1.9

2.72.9

4.5

3.93.7

4

5.3

1.6

Goal: Eliminate entire backlog by June 2013

Path to Zero Goal Actual Backlog

Cum

ulat

ive

Exp

endi

ture

s no

t Inv

oice

d

Closing Timeliness

MAY-12 JUN-12 JUL-12 AUG-12 SEP-12 OCT-12 NOV-12 DEC-12 JAN-13 FEB-13 MAR-13 APR-130%

20%

40%

60%

80%

100%

69%65%

77% 79%83%

68% 68%

58%54%

57%

77%

70%

Target = 100%

# B

udge

ts C

lose

d w

ithin

120

day

s of

Exp

irat

ion

Path to Zero: Closing

Before Change

Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-130

500

1000

1500

2000

2500

3000

3500

4000

4500

5000

55005478

685 548 411 274 137653.333333333333

522.666666666667392261.333333333334

5478

717551 500

633 650784 777

606 511 496

Goal: Eliminate entire backlog by June 2013

Path to Zero Goal Actual Backlog

# B

udge

ts E

xpir

ed n

ot C

lose

d

Cash Suspense $ Volume

Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 -

1,000,000

2,000,000

3,000,000

4,000,000

5,000,000 $4,476,409.0

$3,730,926.0

$2,606,950.0

$3,384,217.0

$2,516,007.0

$3,581,443.0

$2,526,907.0

$1,524,706.0

Goal: Eliminate entire backlog by June 2013

Susp

ense

$ A

mou

nt >

30

days

Aged Receivables $ > 150 days

Sep-10 May-12 Jun-12 Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 -

2,000,000

4,000,000

6,000,000

8,000,000

10,000,000

12,000,000 $10,840,869.8

$7,331,023.0

$6,025,732.6$6,634,535.0$6,481,554.8

$4,780,410.4$4,660,224.0

$3,706,207.0

$4,927,837.9$5,168,831.2

$3,493,530.7

$4,070,239.0

$3,559,578.1

6,654,262.05,318,889.76,033,266.65,925,144.84,462,492.44,353,306.03,415,289.04,636,919.84,764,349.23,205,612.72,997,721.33,205,301.3

676,761.0

706,842.9601,268.4556,410.0

317,918.0306,918.0

290,918.0

290,918.0404,482.0

287,918.01,072,517.7354,276.8

Before Change

Note: 150 days from the Invoice Due Date