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.
Note: 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.
April 22 Award Setup Update
GCA’s Award Setup backlog continues on a downward trend and is now under 700 items. The team is split in two, with one team managing simple MODs and the other managing complex MODs and ASRs. The ASRs are taking priority over the complex MODs. If a complex MOD needs to be prioritized, please review GCA's Urgent Requests webpage before submitting to GCA.
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.
If you would like to see Award Setup Requests and Modification Requests that have been returned by GCA, you can download the List of ASRs and MODs Returned by GCA (4/22/2024). The spreadsheet includes the item number, a link to the item in SAGE, the Cost Center Receiving Funding and the most recent entry to the item's Comments & History section. The spreadsheet is sorted by Cost Center Receiving Funding. A new spreadsheet is posted each Monday. Note: You will need a UW NetID to access the spreadsheet.
We encourage you to take the requested action or add a comment to the item's Comments & History 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.
April 22 Reporting Update
The Reporting team is focusing on completing backlog final financial reports. Training plans are in progress for the two new employees who will be hired later this month .
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").
April 22 Closing Update
GCA, with the support of several Huron consultants, kicked off the new Closing team on April 22. The team will be staffed with 4 FTE from GCA and 1 Huron consultant with an initial focus on simple award line closings to establish team norms and processes. The top priorities in the Closing process will continue to be: 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.