powerpoint presentationfy2020 (jul2019-jun2020) fy2019 (jul2018-jun2019) sponsor no. $amount no....
TRANSCRIPT
•
•
•
•
•
•
•
•
•
FY2020 (Jul2019-Jun2020) FY2019 (Jul2018-Jun2019)
SPONSOR NO. $AMOUNT NO. $AMOUNT NO. AMOUNT $DIFF
National Science Foundation 786 510,922,371 728 423,233,324 8% 21% 87,689,047
Dept. of Health and Human Services 676 673,476,429 641 548,161,271 5% 23% 125,315,157
Dept. of Defense 322 286,229,114 293 189,507,915 10% 51% 96,721,199
Dept. of Energy 243 211,566,251 207 173,505,109 17% 22% 38,061,142
Dept. of Agriculture 289 128,491,243 242 80,277,713 19% 60% 48,213,529
National Aeronautics and Space Admin 170 52,308,189 138 45,896,086 23% 14% 6,412,103
Other Federal 153 96,277,192 168 42,339,788 -9% 127% 53,937,404
Dept. of Education 27 17,508,728 31 34,384,269 -13% -49% -16,875,541
Dept. of Interior 20 1,709,255 21 1,019,181 -5% 68% 690,074
Environmental Protection Agency 12 6,586,893 5 2,375,256 140% 177% 4,211,637
Dept. of Transportation 39 9,068,481 31 7,879,194 26% 15% 1,189,287
Agency for International Development 32 84,745,490 26 84,250,783 23% 1% 494,707
Total Federal 2,769 $2,078,889,635 2,531 $1,632,829,889 9% 27% $446,059,746
Industrials and Foundations 1,081 162,522,598 1,040 146,224,014 4% 11% 16,298,584
Profit 465 82,944,490 440 82,744,785 6% 0% 199,705
Non-Profit 616 79,578,108 600 63,479,229 3% 25% 16,098,879
State/Local Governments 157 20,325,509 138 41,001,343 14% -50% -20,675,834
Purdue University/Purdue Research Fdn 23 1,139,735 45 2,032,294 -49% -44% -892,559
Foreign Governments 37 3,863,664 73 13,116,848 -49% -71% -9,253,184
Total Non-Federal 1298 $187,851,506 1,296 $202,374,498 0% -7% -$14,522,993
Total Purdue System-Wide 4,067 $2,266,741,141 3,827 $1,835,204,387 6% 24% $431,536,754
Purdue System‐Wide Year‐To‐Date Proposals By Sponsor
Compare Fiscal Years - FY20 vs FY19 (thru Period 12) wFY19 data as of Jun2019
% Change
FY2020 (Jul2019-Jun2020) FY2019 (Jul2018-Jun2019)
SPONSOR NO. $AMOUNT NO. $AMOUNT NO. AMOUNT $DIFF
National Science Foundation 324 100,083,703 284 79,910,796 14% 25% 20,172,907
Dept. of Health and Human Services 346 79,769,421 326 70,552,736 6% 13% 9,216,685
Dept. of Defense 312 53,384,682 281 54,028,647 11% -1% -643,965
Dept. of Energy 175 31,357,553 164 26,450,762 7% 19% 4,906,791
Dept. of Agriculture 114 19,377,201 133 18,305,790 -14% 6% 1,071,411
National Aeronautics and Space Admin 131 12,680,811 93 8,321,245 41% 52% 4,359,566
Other Federal 90 32,230,910 66 13,971,734 36% 131% 18,259,176
Dept. of Education 19 8,739,787 25 9,608,747 -24% -9% -868,960
Dept. of Interior 32 1,712,968 26 1,900,775 23% -10% -187,807
Environmental Protection Agency 5 1,661,274 5 776,594 0% 114% 884,680
Dept. of Transportation 23 4,289,727 17 5,276,565 35% -19% -986,838
Agency for International Development 28 25,496,542 33 22,231,621 -15% 15% 3,264,921
Total Federal 1,599 $370,784,578 1,453 $311,336,011 10% 19% $59,448,567
Industrials and Foundations 1,415 102,801,126 1,517 145,730,290 -7% -29% -42,929,164
Profit 850 70,570,530 885 73,374,148 -4% -4% -2,803,617
Non-Profit 565 32,230,595 632 72,356,143 -11% -55% -40,125,547
State/Local Governments 147 25,207,482 126 35,509,991 17% -29% -10,302,509
Purdue University/Purdue Research Fdn 452 14,218,358 523 16,854,677 -14% -16% -2,636,320
Foreign Governments 51 1,980,845 93 11,175,515 -45% -82% -9,194,671
Total Non-Federal 2,065 144,207,811 2,259 209,270,474 -9% -31% -$65,062,664
Total Purdue System-Wide 3,664 $514,992,388 3,712 $520,606,485 -1% -1% -$5,614,097
Purdue System‐Wide Year‐To‐Date Awards By Sponsor
Compare Fiscal Years - FY20 vs FY19 (thru Period 12)
% Change
FY2020 (Jul2019-Jun2020) FY2019 (Jul2018-Jun2019)
SPONSOR NO. $AMOUNT NO. $AMOUNT NO. AMOUNT $DIFF
National Science Foundation 1,563 72,667,890 1,392 71,185,512 12% 2% 1,482,378
Dept. of Health and Human Services 942 69,106,353 767 61,407,793 23% 13% 7,698,560
Dept. of Defense 592 44,995,154 524 40,079,543 13% 12% 4,915,611
Dept. of Energy 407 28,929,086 321 27,047,635 27% 7% 1,881,451
Dept. of Agriculture 455 15,184,259 463 16,986,213 -2% -11% -1,801,954
National Aeronautics and Space Admin 277 9,949,233 239 7,802,861 16% 28% 2,146,372
Other Federal 187 12,722,818 176 10,962,619 6% 16% 1,760,199
Dept. of Education 95 9,304,505 107 9,430,760 -11% -1% -126,255
Dept. of Interior 52 1,248,605 55 1,197,113 -5% 4% 51,492
Environmental Protection Agency 25 1,416,634 27 1,349,305 -7% 5% 67,329
Dept. of Transportation 71 4,285,393 62 3,743,851 15% 14% 541,542
Agency for International Development 159 8,613,161 91 4,978,248 75% 73% 3,634,913
Total Federal 4,825 $278,423,091 4,224 $256,171,455 14% 9% $22,251,636
Industrials and Foundations (including Ag) 2,729 112,917,633 2,621 105,279,063 4% 7% 7,638,570
Profit 1,540 73,247,208 1,425 61,156,882 8% 20% 12,090,327
Non-Profit 1,189 39,670,425 1,196 44,122,182 -1% -10% -4,451,757
State/Local Governments 499 30,063,721 437 30,066,033 14% 0% -2,312
Purdue University/Purdue Research Fdn 1,066 13,762,236 988 13,414,291 8% 3% 347,945
Foreign Governments 234 8,383,274 288 7,416,880 -19% 13% 966,394
Total Non-Federal 4,528 $165,126,864 4,334 $156,176,268 4% 6% $8,950,596
Total Purdue System-Wide 9,353 $443,549,955 8,558 $412,347,723 9% 8% $31,202,232
Purdue System‐Wide Year‐To‐Date Sponsor Expenditures By Sponsor
Compare Fiscal Years - FY20 vs FY19 (thru Period 12)
% Change
Period/Month 2020 2019 2018
1 $37,895,645 $46,662,463 $31,486,070
2 $71,630,370 $69,596,803 $71,638,598
3 $82,735,870 $48,373,370 $49,037,196
4 $0 $41,849,576 $37,272,184
5 $0 $30,823,398 $26,974,592
6 $0 $21,821,987 $43,146,551
7 $0 $45,308,789 $29,679,833
8 $0 $21,383,073 $22,014,819
9 $0 $30,050,665 $22,567,974
10 $0 $31,787,641 $35,642,790
11 $0 $34,605,544 $40,672,635
12 $0 $92,729,081 $110,473,243
FYTD $192,261,885 $164,632,635 $152,161,864
Grand Total $514,992,388 $520,606,485
System-wide Purdue Awards FYTD2021 as of 09/30/2020
Fiscal Years
•
•
•
•
•
•
•
•
•
•
•
•
PROCURE-TO-PAY (P2P)
OPTIMIZATION PROJECT
Jason Dietz Jessica Robertson
Senior Director, Finance Director, Procurement Services
October 14, 2020
14
Background
▪ Focus groups with faculty and business office representatives were
conducted to identify P2P process pain points including research purchases
▪ Immediate opportunities were identified as well as long term improvements
▪ P2P Continuous Improvement team with reps from business office,
operation centers, procurement and other central office stakeholders
Goals
▪ Ensure clear procurement guidelines for research/departmental purchases
▪ Establish consistent processes across all business operation centers
▪ Enhance procurement cycle time and ease of doing business
Procurement worked with Business Offices to finalize card limits and
conduct a complete review of all cards
o
o
▪ Card checkout and distribution processes under review to
accommodate remote working environment
▪ Annual holistic p-card review process going forward
Reference documents posted to the Purchasing Resources webpage
o
o
Training
o
o
o
17
o
o
o
o
o
o
Focused on Continuous Improvement
o Continue to identify/address pain points/roadblocks
o GRIR improvement and best practices
o Defined service level agreements
o Consistency across procurement operation centers
o Metrics to measure process improvements
o Training needs
o Identify opportunities for system improvements
PAYROLL: OVERPAYMENTS, REPAYMENTS AND EFFORT REPORTING
What is the magnitude of overpayments?
Per Overpayment Dashboard Calendar YTD through
BW20 2020 (thru October)
Bi-Weekly• 2,116 Overpayments
• $730,710 in Overpayments*
Monthly• 856 Overpayments
• $477,735 in Overpayments**
Total• 2,972 Overpayments
• $1,208,445 in Overpayments
Calendar YTD 2019
• Total 9,212 Overpayments
• $ 2,167,768 in Overpayments
*$295,689.89 from CY 2019 included
**367,641.29 from CY 2019 included
Overpayment Dashboard
BW1 BW2 BW3 BW4 BW5 BW6 BW7 BW8 BW9 BW10 BW11 BW12 BW13 BW14 BW15 BW16 BW17 BW18 BW19 BW20 BW21 BW22 BW23 BW24 BW25 BW26
202001 202002 202003 202004 202005 202006 202007 202008 202009 202010 202011 202012 202013 202014 202015 202016 202017 202018 202019 202020 202021 202022 202023 202024 202025 202026
393 124 160 141 99 80 49 77 117 96 80 71 74 40 90 62 97 70 90 106 0 0 0 0 0 0
$183 $20 $78 $45 $37 $20 $27 $14 $8 $46 $28 $20 $19 $15 $24 $22 $29 $19 $30 $45 $0 $0 $0 $0 $0 $0
$200,000
150,000
$100,000
$50,000
$1,000 4
$200,000
150,000
$100,000
$50,000
$1,000
202003
40k 40k
30k24k28k 19k 15k
30
50k
Jun Jul
46k
117k
51k
YTD Count
856
93k
YTD Total $
$477,735
$0.0$39.7 $39.6 $93.4 $14.6 $25.4 $50.3 $50.9 $46.0 $117.6 $0.0 $0.0Monthly
Payroll
MO1 MO2 MO3 MO4
15k 25k
0
202001 202002
MO6 MO7MO5
202004
78 31 46 0 0346 217 65 26 17
202012
MO9 MO10 MO11 MO12
202009
MO8
Overpayment Summary by Pay Period
$730,710
Sep Oct Nov
Jan - Dec 2020
Bi-Weekly
Payroll
YTD Count
2,116
YTD Total $
DecApprox. Month Jan Feb Mar Aug
183k
20k 20k
78k45k 37k
20k
202010 202011202008
20k
Apr
202005 202006 202007
29k22k27k 14k46k
May
8k45k
Overpayment Dashboard
Campus / Division / Department Terms Pay/CUL Time/Leaves Recur Pay/Ded Add Pay Cost Dist Taxes CE Retro Other Total
Fort Wayne 15 13 66 12 2 27 135
Northwest 38 8 65 3 6 1 3 29 153
West Lafayette 351 203 639 82 5 26 11 2 432 1,751
Administrative Ops 12 10 272 18 1 16 329
College of Agriculture 74 17 42 3 2 57 195
College of Education 7 13 3 8 31
College of Engineering 115 76 71 24 1 20 1 169 477
College of Health & Human Sci 2 6 20 1 10 18 57
College of Liberal Arts 11 7 6 1 10 35
College of Pharmacy 8 4 8 2 1 4 27
College of Science 45 19 23 11 1 2 26 127
College of Veterinary Medicine 20 4 38 2 1 15 80
Discovery Park 5 2 7
Engagement 1 1 2
Enrollment Management 4 1 5
Finance 2 2 4
Graduate School 2 2
Information Technology 2 5 7 4 18
Intercollegiate Athletics 6 2 7 15
Libraries 1 1 5 1 1 9
North Central Nursing Clinic 1 1 2
Ofc of Corp and Glbl Partnersh 1 1 1 1 4
Polytechnic Institute 16 22 19 4 1 19 81
President 2 2 6 10
Purdue Online 1 1 2
School of Management 6 1 6 13
Student Life 26 18 87 6 43 180
Vice President Research 2 4 2 2 10
Vice Provost for Teaching & Le 3 1 6 10
VP Diversity and Inclusion 1 1 2 4
WL Central 1 7 1 1 4 14
VP & Asst. Treasurer 1 1
Total 404 224 770 97 13 27 11 5 488 2,039
Root Cause - Overpayment CountDouble click any cell in columns B-L
to drill into those details
Root Causes
Early Findings
Biggest issues identified so far have been based on behavioral issues.
• Supervisor actions
• Late actions/Termination
• Changes to previously submitted time or leave
• Pay and CUL changes- Retro changes to pay or CUL
Overpayments Affecting PARs
Overpayments are recorded and left on S&W Wage Types
o S&W Wages Types are pulled into SEEMLESS for Effort Reporting—therefore,
Overpayments are being certified in PARs
o If cost distribution is not moved off of grants, then the incorrect $ amount is certified is
incorrect
o If cost distribution for the overpayment is moved off a grant, then the percentage
certified is incorrect
Impact to Sponsored Programs
Early Findings
How do we get overpayments off grants in timely manner?
• Proposed solutions
• Engineering pilot project
• College level IO to clear to
• Improved processes that create timely corrections.
What is the risk if overdrafts are left on grants?
Repayment methods
• Project will advise decision tree repayment methods based on overpayment scenario
Core Team
Kristi Mickle Susie Geswein Matt Clawson Kristi Stine John Lahrman Ashlee Smith Stacy Umlauf Kim Hoebel Monique Rawles Cindy Davis
FOREIGN INFLUENCE
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
$0
$10
$20
$30
$40
$50
$60
$70
$80
$90
$100
2011 2012 2013 2014 2015 2016 2017 2018 2019 2020
Direct Flow-Through
$0
$20
$40
$60
$80
$100
$120
$140
$160
FY 2010-11 FY 2011-12 FY 2012-13 FY 2013-14 FY 2014-15 FY 2015-16 FY 2016-17 FY 2017-18 FY 2018-19 FY 2019-20
Cash GIK Net Production
•
•
•
•
•
•
COVID-19 TOPICS
•
•
•
•
•
COVID Research Proposals (Includes CARES not HEERF)
Type Submitted Count Proposal Amount
Research Funding 114 $68,606,810.03
COVID Awards (Includes CARES)
Type Count Award Amount
Research Funding 42 $6,958,526.01
HEERF - CARES Act Institutional Portion 3 $17,001,548.00
Total COVID & CARES Awards 45 $23,960,074.01
CARES = Coronavirus Aid, Relief, & Economic Security Act
HEERF = Higher Education Emergency Relief Fund
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
$15 million Reported Impact/Loss
$2.9 millionImpact on DHHS
Expenses11%
Overall Average Impact/Loss on
Total Expenditures
$1.2 millionImpact on DOD Expenditures
920 Co-PIsof 1,284 CO-PIs
72% reported (salary)
20%Impact/Loss on
Total Salaries
$11 millionImpact/Loss on
Salaries and Benefits
35%of Employees
Reporting Restricted Facilities as the Reason for Loss
5% of Employees
Reporting Restricted Travel as the Reason
for Loss
50% of Employees had No
Impact or Loss Reported$2.5 million
Impact on NSF Expenditures
$1.2 millionImpact on USDA
Expenditures
4211Employees
of 5,176 Employees 81% reported
$117million
of $137 Million Expense Base 86% reported
