Fields for the Commitments tool are defined below. Once the Commitments process is defined we will be able to take these fields and break them down into who is responsible to updating them and when.
| Directorate | Select the PIs home directorate | |
| Payable / Receivable | If applicable: indicate if NCSA will be receiving payment (receivable) or NCSA will be paying (payable) | |
| Type of MOU | Indicate the type of MOU (List) | |
| MOU Short Name | Name of MOU | |
| MOU Short Description | Should be a high-level summary that includes the purpose of the commitment, the units involved ex (ICI/NCSA or Provost/NCSA) and anticipated dates. | |
| NCSA PI | Person at NCSA who is leading the MOU | |
| NCSA Total Payable Estimate | Total financial amount for the duration of the MOU | |
| Approximate Duration | Total duration of less than a year or years the MOU will cover | |
| NCSA Champion/Contact | Person will serve as the point of contact for completing the MOU. Champion is assigned by AD of the directorate. Should be the PI who is most invested. | |
| Link to Box Folder | ||
| Anticipated State and End Date | The date the MOU should start and end. | |
| Reporting Frequency | How often should the MOU be reviewed? If reviewed on annual basis, provide the start date of the following year for the review date. We only need this information if there is a reporting or review specifically written into the MOU. MOU is an amendment to another MOU: Link to MOU that amendment will go to by providing the MOU ref_id field example 3 Other Unit Contribution: Monetary contributions – we need to know how much for the duration of the MOU
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| NCSA Agreement Party | Who is agreeing to the MOU and should be signing the MOU If person is external to NCSA
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| NCSA Approver | Person who approves of the MOU being place | |
| CFOP Paying | List the CFOP that will pay C- chart, F- Fund, O- Org, P- program, A- Activity ex 1-200250-320000-320009-320D26 | |
| CFOP Receiving | List the CFOP that will be receiving the transfer | |
| Sum transferred from | The amount that will be transferred | |
| CFOPA Funding Start Date | Date for the funding can start to be transferred The start and end dates if the MOU is over three year period same distributions each year then enter the start and end date of the MOU. If different amounts each year, then enter three records by each year of the MOU preferably FY and then the amount per year. | |
| CFOP Funding End Date | Date which the funding transfer should end | |
Archive:
| Sub-Commitments | In the sub-commitments is where you will begin to detail out the specific monetary details of the commitment. This section will not be detailed until the specifics of the commitment are known. | |
| Sub-Commitment Name | Should include some of the same reference as the overall commitment title but also be more specific about what is being committed. | |
| Auto-Pay | These fields do not trigger any automated process, they are a field to trigger a manual check or not before paying the committed amount Yes: Means that we know all the details and will not need to check on anything when the commitment is ready to pay No: Means to check notes and follow up before paying the committed amount | |
| How many Fiscal Years do you Anticipate? | Fill in the number of years this agreement will cover | |
| What is the starting Fiscal Year? | Fill in the fiscal year that this agreement will begin | |
| What is the projected recurring amount for this sub-commitment? | We expect that almost all of our commitments will be non-recurring. Non-recurring = temporary, recurring = permanent. | |
| What is the projected non-recurring amount for this sub-commitment? | Fill in the appropriate non-recurring amount for the commitment. We expect that almost all our commitments will be non-recurring. Non-recurring = temporary, recurring = permanent | |
| Would you like the projected amount to be evenly distributed across each fiscal year? | Select yes to spread the recurring/non-recurring amount evenly, or no if you would like to enter each years amount manually | |
| Would you like to assign a default source account to each fiscal year? | These default accounts get set up in the settings of this tool, selecting a default account here will make processing transfers "easier" as it will not have to be entered when the transfer is ready to process | |
| Once you fill in the Sub-Commitments summary box it will bring you into the full sub-commitment sheet to fill out. The categories here are: | ||
| Title | This will populate based on what you filled in the summary box | |
| Status | These status are the same that are available at the Commitment level Active: Describes Commitments that are current and in use. Money or services are currently being transferred Pending: This status represents any Commitment that has not yet been signed Cancelled: This status represents any Commitment that was pending, but either was not agreed on, or we ended up deciding not to pursue, or the terms of the agreement were not met and the Commitment was ended. Completed: This status represents a commitment that have had work done and come to the end of its performance period | |
| Chart Selector | Will be populated with the Urbana Chart number (1) | |
| Category: | We have created categories based on activities that are useful to track for reporting purposes back to campus. You are able to select one category for each sub-commitment. Accounts Receivable: For any commitment where we are receiving money from another department. Use "Create Receivables" under Receivables to create any MOUS where we are receiving money. Internal Retention: An internal retention commitment is a commitment to retain an employee from accepting another offered position Internal Program Office: A program office commitment is an agreement between NCSA and an internal directorate/group for a specific purpose Internal CDDR: A CDDR commitment is an agreement between NCSA and an internal directorate/group/person for a specific purpose, approved through the CDDR process. Internal Dual Career: A commitment made to also make another hire within NCSA. Internal Compute: A commitment made for a computing resource to a directorate/group/person within NCSA. Internal Space: A commitment made for physical space within NCSA to a directorate/group/person within NCSA. Campus Student: A commitment made to support a student for another department on campus Campus Faculty Fellows: Campus Faculty Startup: Campus Faculty Support: Campus Space: A commitment made for physical space within NCSA to a department/staff/faculty outside of NCSA Campus Retention: A commitment made with another department on campus to retain an employee of the University. Campus Dual Career: A commitment made to hire or support a new hire so another hire can be made. Campus FTE: A Commitment to fund a person in full or in part with NCSA dollars Campus Compute: A commitment made for computing resources to a department/staff/faculty outside of NCSA Campus Communications: A commitment that promises support from the NCSA communications team. | |
| Auto-Pay | Yes: Means that we know all the details and will not need to check on anything when the commitment is ready to pay No: means to check notes and follow up before paying the committed amount | |
| College | Select college that the sub-commitment is being sent too | |
| Commitment Type | Firm, Money Locked: This amount has been vetted through the contract parties/Directorate lead/Commitment committee/Business office Firm, Estimated: This amount has been vetted through contract parties/Directorate leads/Commitments committee. Tentative, Money Locked: This amount has been vetted through the contract parties/Directorate leads Tentative, Estimated: This amount has been vetted through the contract parties. | |
| Support Length | Single Year: Commitment is no more than one year (<12 months) in length Multi-Year: Commitment is more than one year, but a defined period (12+ months for a defined period of time) Ongoing Support: Commitment is defined, with no defined end date | |
| School | Select school that the funds of the sub-commitment are being sent too | |
| Report as Tentative | Yes No | |
| Default Budget Transfer Type | Non-Recurring/Temporary: A transfer that is made for a specific period of time Recurring/Permanent: A transfer that is ongoing into the future | |
| Department | Select Department that funds of the sub-commitment is being sent too. **If you select Department first the other categories related to this will auto-populate | |
| Primary Contact | Primary contact for this sub-commitment | |
| Primary Investigator | Primary investigator for this sub-commitment | |
| Description | Enter a description appropriate to summarize this commitment | |
| Fiscal Years: | This should detail out the annual amounts that should be transferred on behalf of this agreement. Once the amounts are entered the transfers can be initiated from this screen. The status of the transfers will then appear in on this sheet. Actions: Create Transfer: You will select this action when you need to enter the information about a transfer that needs to occur.
Record External Transfer: Recording a transfer that has already occurred and you want to post against the commitment.
Delete Fiscal Year: This will remove the data for that fiscal year | |
| Internal Comments | Any comments that we only want our department to see | |
| Internal Attachments | Any attachments we only want our department to see | |
| Public Comments | Any comments any user should be able to see | |
| Public Attachments | Any Attachments that should be viewable for any user | |
| Keywords | Keywords can be added and created as needed, here are the ones we expect to use right now. All keywords created should add value to a user. Budget Carryforward: Should be used to denote when the balance from the previous year should be automatically rolled forward into the next year CDDR: Compute: Dual Career: Faculty Fellows: Faculty Startup: Faculty Support: FTE Program Office Retention Space Student | |
Banner Feeder batch reports are set at the Admin Level of the Transfer System - we will need to populate these batch recipients