Workload Volumes by GCA Process

This page includes backlog and current workload volumes for each major GCA process and provides context for the trend within each process. Some of the workload categories do not have historical data and will be reported starting mid-February.

Note: GCA is currently developing metrics for the Invoicing process and will add a section for them once available.

Award Setup

The Award Setup volumes below represent the total unprocessed items as of the date in the column header. Unprocessed items are in the GCA Assigned or GCA Workday Setup request statuses.

  01/08/24 01/15/24 01/22/24 01/29/24 02/05/24 02/12/24 02/20/24 02/26/24
Award Setup Requests 552 610 634 657 676 693 689 694
Advance Award Requests 12 52 83 59 64 44 50 28
Award Modifications 944 858 808 731 522 459 403 404
Total un-processed items 1508 1520 1525 1447 1262 1196 1142 1126
                 
Change WOW -2.46% 0.80% 0.33% -5.11% -12.79% -5.23% -4.52% -1.40%
                 
Returned ASRs and MODs         296 304 316 303

February 26 Award Setup Update

We have made significant progress in reducing the SAGE Modification Request (MODs) backlog over the last couple of weeks. We hired 5 additional FTE and trained them on MODs, freeing up our more senior team members to focus on more complex items. We expect to see the ASR backlog decrease to the high 500s as the SAGE/Workday Award Plan integration is expected to be released next week.

Award Setup Items Returned by GCA

If you would like to see Award Setup Requests and Modification Requests that have been returned by GCA, you can download this Excel spreadsheet. 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 will be posted each Monday. Link to February 26 spreadsheet.

We encourage you to take the requested action or add a comment to the items 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.

Reporting

The Reporting Backlog is defined as sponsor financial reports that are past the sponsor's due date. The Current workload includes sponsor financial reports that are due in February 2024.

  01/08/24 01/15/24 01/22/24 01/29/24 02/05/24 02/12/24 02/20/24 02/26/24
Backlog Interim Reports           196 180 179
Backlog Final Reports           412 385 358
Total Backlog 546 552 552 534 640 608 565 537
Current Interim Reports           24 34 31
Current Final Reports           73 66 59
Total Current 203 207 208 208 100 97 100 90
Total Outstanding Reports 749 759 760 742 740 705 665 627
                 
Change WOW -12.40% 1.34% 0.13% -2.37% -0.27% -4.73% -5.67% -5.71%

February 26 Reporting Update

We continue to carry high backlogs in our financial report workload. We have reassigned 2 FTE from other GCA teams, hired 2 additional FTE, and partially automated the Federal Financial Report (SF425) and UW standard financial report. These two report formats make up about half of all sponsor financial reports so we expect the backlog to decrease significantly in the next 2-3 months.

Closing

The Closing Backlog is defined as Workday award lines that are past 120 days from the Workday Award Line’s To Date. The current workload for February 2024 includes award lines that expired in October 2023 and the backlog includes award lines that expired in September 2023 and earlier.

  01/08/24 01/15/24 01/22/24 01/29/24 02/05/24 02/12/24 02/20/24 02/26/24
Backlog of Unclosed Award Lines 3580 3549 3549 3549 5620 5593 5558 5541
Current Workload of Unclosed Award Lines         158 145 139 143
Total Unclosed Award Lines         5778 5738 5697 5684

February 26 Closing Update

Our Closing team remains closed as we focus on training and staffing in the other teams, which are higher priority. We expect to staff this team in the coming months once we stabilize Award Setup. When this happens, we will use existing staff and rotate them to Closing to begin performing closeouts.

Note: The Closing process does not include final financial reports or final invoices. Those will continue to get prioritized and completed. The closing process includes a final reconciliation, adjusting award amounts, transferring deficits, submitting refunds to sponsors.