This page includes backlog and current workload metrics for each major workflow process in Grant & Contract Accounting (GCA) and provides context for the trend within each process. Some of the workflow categories do not have historical data as data collection only began in mid-February. This page is updated weekly on Mondays. We are currently working on metrics for the Invoicing process and will add a section for that workflow once available.
For more information, visit our Sponsored Programs Finance webpage about our strategy to reduce our workflow backlogs.
Additional Data Analysis
Starting Monday, April 22, you can see an aging chart when you hover over the last bar of the charts below. Additionally, you can access this link to filter the data further for any of the five graphics. This level of data is for internal use and you must be on VPN to access it.
Award Setup
The graphic below displays total unprocessed Award Setup items categorized by item type. Unprocessed items are in the GCA Assigned or GCA Workday Setup request statuses.
May 13 Award Setup Update
The Award Setup Team is on pace to eliminate their backlog by June 30. There has been significant progress on the Award Setup Requests (ASRs), which are now under 200. In the next few weeks, staff currently assigned to ASRs will be reassigned to complex Modification Requests, which includes renewals.
Award Setup Items Returned by GCA
The graphic below displays Award Setup Requests and Modification Requests that have been returned by GCA to campus for clarification or correction.
Starting Monday, May 13, GCA is no longer publishing a list of Award Setup Requests and Modification Requests that have been returned by GCA. The link in the Additional Data Analysis section on this page provides most of the information that was included in the list. To see the reason for the return, you will need to open the specific item in SAGE and reviewing the item's Comments & History section.
We encourage you to take the requested action or add a comment to the item's Comments & History section indicating that the item is no longer needed and resubmit to GCA. If the item is no longer needed, GCA will deny the request in SAGE, which removes it from all workflow queues.
Even though there is a decrease in the overall number of items, the returned ASRs and MODs continue to be in the high 200s. Please visit the Tips for Success – Award Setup and Modifications Requests in SAGE for common reasons for returns and how to address them. This webpage is a collaboration between GCA and the Office of Sponsored Programs and is updated regularly.
Reporting
The graphics below display sponsor financial reports that are past the sponsor's due date ("Backlog") as well as financial reports that are due in the current month ("Current"). Each graphic also has columns that are categorized by interim financial reports and final financial reports.
May 13 Reporting Update
Two new tools were implemented to support the financial reporting process for federal and non-federal awards. GCA expects to see increased productivity as a result. Two new employees have been trained on the interim federal financial report process and will focus on that workload for the month of May.
Closing
The graphic below displays the volume of award lines that are beyond 120 days from their end dates ("Backlog") and the award lines that have not yet reached 120 days from their end dates ("Current").
May 13 Closing Update
Closing process workflows have been organized and the team is actively being trained. To earn some quick wins, the team has begun working on award lines that are ready to close, followed by a focus on federal award closeout.
The top priorities in the Closing process are: sponsor refunds, deficit transfers, and residual balance transfers (formerly known as fixed price surplus transfers).
Note: The Closing process includes but is not limited to: final reconciliations of award lines, adjusting award amounts, transferring deficits, and submitting refunds to sponsors. The Closing process does not include final financial reports or final invoices (which belong to the Reporting and Invoicing processes, respectively), which will continue to be a high priority for GCA.