Home

TFRI RA-FRS User Guide (DRAFT)

1. Research Activity Financial Reporting Sys Research Activity Financial Reporting Sys a Research Activity Financial Reporting Sys i Research Activity Financial Reporting Sys https tFri evision cajtfri_test startup X elW PA a ZUUU characters A The submitted financial data for this quarter is for interim review pending approval by TFRI P 2 RECONCILIATION DIAGNOSTIC 2011 2012 Apr 01 Jul 01 Oct 01 Jan 01 YTD Sum to to to to Jun 30 Sep 30 Dec 31 Mar 31 Amount Q1 Amount Q2 Amount Q3 Amount Q4 RA Quarterly 1 200 00 1 200 00 Expenditure Report Expenditure Total 1 200 00 1 200 00 Cash Variance 200 00 P 3 CARRY FORWARD STATUS Opening Carry Forward FY Variance Closing Carry Forward Cumulative Life to Date Cumulative Year to Date Cumulative Life to Date Budget Budget Budget 2011 2012 0 00 200 00 200 00 The submitted financial data for this quarter is for interim review pending approval by TFRI gt 4 RECONCILIATION OPTIONS 2011 2012 Apr 01 to Jun 30 Amount Q1 Proposed Option Proposed RA Budget Adjustment d Budget Amendment Budget Amendment P 5 RECONCILIATION DECISION 2011 2012 Apr 01 Jul 01 Oct 01 Jan 01 to to to to Jun 30 Sep 30 Dec 31 Mar 31 Amount Q1 Amount Q2 Amount Q3 Arnount Q4 v At this point the Project Manager or Project Leader can also enter a comment near the bottom of the screen but cannot click the Approve but
2. eese eene eene 46 Compensation Data Entry Table esses ennemis 47 Compensation Data Entry Table Row GuUIde cccccononocoonnnnonnnnnonanonannnnnnnnonnnnanannnnnos 48 Budget SUMMARY s eie tee a isi i deese eere doe 50 Budget Complete Checkbox 5 te As 51 Tasks and Deliverables Page cccccesssscececeescsessssecececeescessnenaececeeeeeseessaeseeeeseseeeeaes 52 Select Tasks and Deliverables File 5 tide id 53 Attach Tasks and Deliverables File thi ene e ede erudi eeu tna 54 Tasks and Deliverables File on the Signature and Submission page 55 Delete Tasks and Deliverables eese eene eene nennen nnns 56 Signature and Submission otsonin a a aa a a a a aae oaaae 57 Submitting Budget inoen a E a a a a a a e 58 Confirmation of Successful Submission siii Een ra qus cud ees Deeve n rsen a Et Ded E ada 59 Forms ahd Guidelines rasirio uic do 60 NN 61 Research Report Upload it AAA eie Adi 62 Select Research Report Fleitas 62 Attach Research Report bile cioe otra oe rd aa 63 Signature and Submission Page Table 2 cc cccccccccssssssssnececeeecsssessaeeeceeeesesesesseaeees 64 Submit Research Report cccccccessssccecececsssessaeeececeesceeseseeseeeceeseessesseasseseesesseeseeseaees 65 Confirmation of Successful Submission iii aaa 66 Create Quarterly Expenditure REPOrt cccccccccccccesssssssseseeeceesesssessaseeeeesesse
3. NO Contact TFRI for Assistance Institution Financial Representatives 11 1 Generate the Annual Sign Off The system is set up to provide a customized Annual Sign Off for each Site Pl of the RA These instructions are for financial representatives but it should be noted the Project Manager Project Leader also have permissions for Annual Sign Off generation Click the Page 85 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Reports option on the left menu Under Table 2 Institution Site there is a drop down list The Project Manager Project Leader will see all Site Pls on this list however the financial representatives will only see their assigned Site Pls Under Report Type select Annual Sign Off Next select the appropriate Fiscal Quarter Period from the drop down list Figure 83 Generate the Annual Sign Off e Reports Research Keport 2U11 Jul U1 to ZU11 Sep 3U Click here to view Kesearcnkeport par 2 a Reports available templates m Signature and Research Report 2011 Jul 01 to 2011 Sep 30 Click here to view ResearchReport pdf Submission available templates Research Report 2011 Oct 01 to 2011 Dec 31 Click here to view ResearchReport pdf available templates m Forms and Guidelines Research Report 2012 Jul 01 to 2012 Sep 30 Click here to view ResearchReport pdf available templates Legend e UAE Add Mandatory field
4. cccccnnonononnnnnnnnnnnnnnonnnonnnnnnnnnnonononnnnnnnnoninnnnnnnnnos 57 PART IIl QUARTERLY REPORTING amp MAINTENANCE ACTIVITIES eere 60 8 Research Repito e REPRINT ANTI GP TERR EIU RATE REN SEIS R REFER dS Us 60 8 13 Prepare Research Report ed ete aste ie CE e EE Ree 60 8 2 Upload Research Report eiria eieaa a EE E Ea e E Ea iTia 61 8 3 Submit Research REPort cccccccccccccsssssssseececeeecsesesseseseceeeesesesseseeeeseseessessaeeeeeesesseesees 64 9 Quarterly Expenditure RepOFt iei dee ak ete Rt e ERA dea eae a dd put de ere Eee Pega eire ine 66 9 1 Prepare the Quarterly Expenditure Report cccconcooononcnncncnonononnnnnnnnnnnnnnnnannnonnnnnnnnnnnnnnns 67 9 2 View Quarterly Expenditure Report Summaries eese enne 73 9 3 Submit the Quarterly Expenditure Report ccccconocooooncnnnncnonononnnnnnnnnnnnnnnnnnnnnnnnnncnnnnnnnos 74 10 Instalments and Reconciliation ise eoe erar Pre Rr HR e RARE dorada 76 10 1 Enter Instalments and Reconciliation Information oncccnnncccinncccnoncncnonnnnnonanonancnnnns 78 10 2 View Reconciliation Diagnostic eene nennen nnn nnne 83 10 3 View Reconciliation Summary cesses ennemi nnns nnns 84 PART IV ANNUAL REPORTING amp MAINTENANCE ACTIVITIES essere 85 TV Annual Sn A A dre cales ue equa Ws ura D da s 85 11 1 Generate the Annual Sign Off ccccccccononoononnnnnnnnnnnnonnnnnnnnnnonnnnnnnnnnnnnnnnn
5. A https tfri evision ca tfri rafrs startup z a Leveraged Funding Project Funding Status Contribution Expense Category A Type m Tasks and deliverables m Forms and Guidelines Legend Page 41 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Continue scrolling to the right using the scroll bar at the bottom of the table Fill in the funding amounts by TFRI fiscal year TFRI s fiscal year starts April 1 and ends March 31 Once the funding amounts have been entered click the Save button The total contribution value will be calculated automatically in the final column once it has been saved Figure 38 Funder Table Data Entry Amounts Research Activity Financial R x gt C amp G https tfri evision ca tfri_rafrs startup Ww Validate Page Excel Export jed Funding L INFORMATION Expense Category 2012 13 2013 14 Research Equipment 300000 AAA poo Jpop 4 2 Add Additional Leveraged Funding If the table does not contain enough rows for all the leveraged funding to be entered click the Add button at the bottom left of the table This will add another row Figure 39 Adding rows to the Funder Data Entry Table Research Activity Financial FX gt C https tfri evision ca tfri_rafrs startup m Leveraged Funding Funder Name Managed Description
6. Biannually PROJECT LEADER Email tfi ca 70 characters Validate Leader Project PROJECT MANAGER Here the Project Leader must fill in the four fields marked with an asterix on the screen These are e Research Activity type one choice Project e Award Type consult with TFRI as to which should be selected e Short Title e Description e RAStart and End Dates pre filled by TFRI these should be confirmed and may be changed if there is an error After saving these will no longer be allowed to be changed Page 28 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide For Award Type there are 5 choices Operating Grant choose for New Investigators Research Program choose for New Frontiers Program Project Grants TFRI Pilot choose for Translational Projects Pilots TFRI Project choose for Translational Projects Training Award choose for Trainees In addition one more field must be filled out to assign a Project Manager 3 6 Assign a Project Manager The Project Leader must designate a Project Manager In certain circumstances the Project Manager may be the same person as the Project Leader Please discuss with TFRI in this case All individuals added in the system are identified by their email address and must have previously registered in order to be added to an RA Once the Project Manager s email address has been entered click Validate to confirm they a
7. ord Page 18 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide A summary screen will display showing the information you entered If you wish to change anything click Modify Otherwise click Save Figure 13 Registration Validation Screen Research Activity Financial Fx gt CG htws trievision ca tiri_rafrs startup The Terry Fox Research Institute Research Activity L Institut de recherche Terry Fox Financial Reporting System Legend Create your TFRI System Account deje Please validate the registration data A Make sure your system account e mail is correct test test ca Mandatory field 3 field If your information is correct please confirm registration by clicking the Save button rror fiel sais Last name Test First name Test Middle initial s Name of High School Test Mailing Address Test Test British Columbia CANADA VSZ 1L3 Phone Office 1 604 123456 Phone Secondary System account e mail address test test ca Question to help you remember your Test password Terry Fox Research Institute Page 19 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide A confirmation screen will display and direct you to check your email for activation If you do not receive an email from the TFRI system administrator admin evision ca you may have entered the wrong email address or the message can be found in your SPAM f
8. The Terry Fox Research Institute L Institut de recherche Terry Fox Portfolio Contact Us Log Out Research Activity 44 Account E mail platfri ca Short Title Multi relationship Mapping Date 2013 Jun 04 01 19 Research Activity Financial Reporting System Project m Research Activity Information m Budget and Amendments m Instalments and Reconciliation m Leveraged Funding a Tasks and deliverables m Quarterly Expenditure Report m Reports m Signature and Submission m Forms and Guidelines Seve Budget and Amendments gt GENERAL INFORMATION BUDGET Y Completed W Project 1 Project A Compensation Salaries and Benefits Consumables Research Equipment Purchased Services Clinical Trials Meetings Travel and Admin Expenses MTA Other gt Project 2 Project B Budget Complete Legend y a javascript XL FORMS ConfirmAndGoto P pAPP ZTFRIEFORM amp pFO E Page 93 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 12 3 Attach Supporting Documents Documentation supporting the Budget Amendment may be attached using the upload feature on the Budget and Amendments page Select Choose File and then Attach after you have selected your document Figure 95 Attach Supporting Documents gt Project 2 Project B v Completed 2 Legend Q Help P Project 3 Project C M Completed Mandatory field O Error field
9. This section lists a selection of commonly asked questions and their answers If your question is not listed below feel free to contact TFRI at 604 675 8222 or via email at FRShelp tfri ca Q1 When I try and download a file or template from the system I get sent back to the login page What can do A1 This issue arises with Internet Explorer 8 There is a high level security parameter that blocks automatic prompting for file download This feature doesn t exist in higher versions of Internet Explorer or other web browsers This issue can be resolved by adjusting your browser s security settings See Section 1 2 1 2 of this document for detailed instructions Q2 When I try and add a PI or other user to my RA the system does not validate their email address A2 This occurs when the user has not yet created an account with the RA FRS This can also happen if the email address you are entering into the system is not the same as the address the person registered with Q3 I m having trouble printing the summary reports in Preview mode A3 Printing is not supported in Preview mode To print reports use the Excel Export button located at the bottom of most pages then format and print through Excel Q4 Can request that stop receiving system generated email notifications A4 Email notifications may be suppressed on an account level basis To request this service contact TFRI at 604 675 8222 or via email at FRShelp tfri ca P
10. Validate Page Excel Export Research Activity Financial Reporting System Research Activity 44 Short Title Multi relationship Mapping Budget and Amendments Project m Research Activity Information m Budget and P GENERAL INFORMATION Amendments m Instalments and Reconciliation BUDGET Y Project 1 Project A Compensation Salaries and Benefits Budget Complete m Leveraged Funding a Tasks and deliverables Consumables m Quarterly Expenditure Report Research Equipment Purchas ewm urchased Services m Signature and Submission m Forms and Guidelines Legend Clinical Trials Meetings Travel and Admin Expenses MTA Other gt Project 2 Project B Budget Complete y ad AA 2 javascript XL FORMS ConfirmAndGoto P pAPP ZTFRIEFORM amp pFO E Once the necessary changes have been made to the Compensation category click Save The lines that have been completed will turn green Page 92 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Repeat this process with the remaining expense categories for each project if amendments are needed When all necessary changes have been made click on the Budget Complete checkbox This checkbox must be completed for all projects regardless of whether it has been amended or not Figure 94 Check the Budget Complete Box j Research Activity Financial x C Bj https tfri evision ca tfri_test startup
11. Error field Table 2 Institution Site Delete M TH Report Type Fiscal View Download Form Upload Completed Document Quarter Period i n HERE o cie chosen EN Upon selecting the Fiscal Quarter Period the screen will refresh and a PDF icon will appear in the View Download Form column Click on the icon to open the report Note that you will be able to download the form for any given fiscal quarter period however it will not be accurate until the QER for Q4 of the fiscal year has been submitted Check with the Project Manager Project Leader of the project to see if the QER has been submitted before downloading the form Figure 84 Download Form Research Activity Financial x W 3 CB https tfrievision ca tfri test startup O Error field Table 2 Institution Site Q Delete Prince Henry s Institute of Medical Research Australia Leader Project y Report Type Fiscal View Download Form Upload Completed Document Quarter Period Annual Sign Off 4 FY12 T Choose File No file chosen Attach Add javascript doSubmitAction OPEN PDF20111 Save Validate Paae zl Trouble downloading the Annual Sign Off Some users get logged out of the RA FRS when trying to download the Annual Sign Off on the Reports page This is due to a high level security parameter in Internet Explorer 8 For information on how to adjust your
12. TFRI RA FRS User Guide Click Table 2 Research Reports to display the table Note that clicking it again will wrap the table up hide it The Research Report attached and any additional files will be able to be accessed in the Research Report column Click Submit to submit the file s Figure 62 Submit Research Report Research Activity Financial F x gt QC B https tfrievision ca tfri rafrs startup Yr o Ensure that the use of awarded funds is only for the purposes intended al e I agree that by selecting I ACCEPT below I am in full acceptance of TFRI RA FRS terms and conditions and that this electronic acceptance is equivalent to my handwri Accepted by Project Leader Date 2013 May 30 SUBMISSION Click on the QuickView icon to view the file For reports click on the Excel icon to open or download the file to your computer Click on the PDF icon to view save or print P Table 1 General Activities W Table 2 Research Reports Description Period Start Period End Action Research Reports YYYY MM DD YYYY MM DD Research Reports 2012 Oct 01 2013 Mar 31 2013 May 15 Deadline a Research Reports 2013 Apr 01 2013 Jun 30 2013 Aug 14 Deadline Terry Fox Research Institute veloped by the Ontario Institute For Cancer Research OICR and is provided to TFRI with permission for its sole use javascript XL FORMS ConfirmAndGoto P pAPP TFRIEFORM amp pFORM RAAPP amp pPAG
13. DOCUMENTS Q Delete Description Filename Date Size Kb Added by Description Choose File No file chosen 240 characters Page 94 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 12 4 View Budget Amendment Summaries There are different ways to view the budget amendment Scroll down to the bottom of the Budget and Amendments page to see the Amendment Summary list Click on any of these links to see the budget displayed in a variety of ways In addition at the top and bottom at right of the screen there are buttons for Excel Export and Preview that are helpful when viewing the budget Note that the system does not support the printing of reports while in Preview mode To print asummary click the Excel Export button and print the file through Excel after formatting Figure 96 View Budget Amendment Summaries Research Activity Financial R x C B https tfri evision ca tfri_test startup BUDGET SUMMARY P By Project P By Site P By Expense Category gt By Funder AMENDMENT SUMMARY P By Project gt By Site b gt By Funder Validate Page Excel Export Terry Fox Research Institute a javascript XL FORMS ConfirmAndGoto P pAPP ZTFRIEFORM amp pFO A un Page 95 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 12 5 Submit Budget Amendment To complete the Budget Amendment
14. Figure 2 Figure 3 Figure 4 Figure 5 Figure 6 Figure 7 Figure 8 Figure 9 Figure 10 Figure 11 Figure 12 Figure 13 Figure 14 Figure 15 Figure 16 Figure 17 Figure 18 Figure 19 Figure 20 Figure 21 Figure 22 Figure 23 Figure 24 Figure 25 Figure 26 Figure 27 Figure 28 Figure 29 Figure 30 Figure 31 Figure 32 Figure 33 Disabling Pop Up Blocker in Internet Explorer sese 11 Mozilla Firefox Tools Mehl coti enitn ia 11 Mozilla Firefox Optiolis ee e E e eere RE Ex ES YER REUS 12 Google Chrome Pop up Exceptions MeNU oooooocnccncncnononononnnnnonnnnnonnnnnonnnnnnnnonannnnnnnnnnnnnnns 12 Safari Settings Drop Down List nennen nennen Saa TIED nnns 13 Internet Explorer Tools Menu ccccccnnononoonnnnononnnonononocnnnnonnnnnonnonnnnnnnnnnnnnnnononnnnnnnnnnnnnonos 13 Internet Explorer Internet OptiONS coooooococccccncconononnnnnnnnncnnnononononnnnnnnnonannnnnnnnnnnnnnnnnnnos 14 Internet Explorer Custom Security Settings ccoconoooononnnncnonononannnnnnnnnnnnnnnnnnonnnnnnnnnnannnos 14 TERERA ERS Eog Iti SCreen iiio nicol cian heo Lee nnd yan nda oce reni indian isa ni 15 TERI RA FRS Log In S reen eiie eee roo te ere ii 16 TFRI RA FRS Registration Screen coccccoccccncnononononononononononononononononononononononononononeneneno 17 TFRI RA FRS Registration SCreen cccsssssccccccceseesssescecececeaeeessseeceeeseueeuesseseseeeeaeanens 18 Reg
15. G https tfr evision ca tfri_rafrs startup aS tut de recherche Terry Fox re wea wwe Financial Reporting System Portfolio Contact Us Log Out Account E mail pl amp tfri ca Date 2013 May 30 14 16 Preview Signature and Submission SIGNATURE STATEMENT SUBMISSION I declare and agree to the following e That to the best of my knowledge all bud accurate and consistent with host instituti submitted this submission are complete to this information once The Terry Fox Research Institute L Institut de recherche Terry Fox I confirm that I am submitting documents rs to do so I confirm that I will comply with the ethical Research and Scholarship Confirmation of successful submission I agree to o Respect and abide by the obligation o Ensure that the use of awarded fun I agree that by selecting I ACCEPT beloy Accepted SUBMISSION amp Click on the QuickView icon to view the file F D Document Submitted Date of submission Submitted By Program Project Leader Project Manager Research Activity Short Title Budget 2013 May 30 Leader Project Project Leader Project DR Manager One Project MRS 26 Sample RA io my handwritten signature ave or print as required W Table 1 General Activities Description Fiscal Print 1al sign off Tasks amp Deliverable Quarter 4 Chart Budget a w a Amendment javascript XL FORMS ConfirmAndGoto P pAPP TFRIEFORM
16. Log Out Research Activity 26 Account E mail pl amp tfri ca Short Title Sample RA Date 2013 May 30 14 55 Project Validate Pa m Research Activity Reports Information gt GENERAL INFORMATION m Budget and Amendments m Instalments and Table 1 RA Reports Reconciliation Report Type RA Report Quarter Period View Downlond Upload Completed Document orm CSS eT SESS Research Report 2012 Oct 01 to 2013 Mar 31 amp Click here to Choose File No file chosen view available m Quarterly Expenditure templates Report m Leveraged Funding m Reports x Click Choose File Navigate to the file in your computer and click Open Figure 59 Select Research Report File OOOO A Ge E gt computer Local Disk C Temp Y Glace Bl Organize y New folder vy fl Xx Favorites Libraries Homegroup 1 Computer i Network pp gt File name Research Report doc fan Files gt Jesi ez Page 62 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Once selected click the Attach button in the RA FRS Reports page Important You must then click Save after attaching in order for the document to be retained in the system Figure 60 Attach Research Report File j Research Activity Financial X CB https tfrievision ca tfri rafrs startup ah The Terry Fox Research Institute Research Activity L Institut de recherche Te
17. Pop Up Blocker and turn off the pop up blocker Page 10 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Figure 1 Disabling Pop Up Blocker in Internet Explorer tar E CU me Pagey Safety y t4 Reopen Last Browsing Session turn off Pop up Blocker E Pop up Blocker Manage Add ons Gt Work Offline b Compatibility View Compatibility View Settings Full Screen Toolbars Explorer Bars characters lt b gt Developer Tools Suggested Sites Windows Messenger Diagnose Connection Problems Internet Options In Mozilla Firefox go to the Tools menu and click Options Figure 2 Mozilla Firefox Tools Menu File Edit View History Bookmarks Help f Research Activity Financial Reporting Sys Downloads Ctr Add ons Ctri Shift A ro https tFri evision ca tfri_rafrs st Set Up Sync Web Developer gt Page Info The Terry Start Private Browsing Ctrl Shift P L Institut C Clear Recent History Ctrl Shift Del Page 11 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Select the Content tab and then uncheck the Block pop up windows option Figure 3 Mozilla Firefox Options Options o Sa va Q 5 General Tabs Content Applications Privacy Security Sync Advanced C Block pop up windows v Load images automatically Exceptions v Enable JavaScript
18. Reconciliation Summary L Institut de recherche Terry Fox Financial Reporting System Research Activity 79 Account E mail pl tfri ca Short Title Testing like RA77 Date 2013 Jun 04 00 47 Project Save validate Pagef Excel Export m Research Activity Instalments and Reconciliation Information Y The Terry Fox Research Institute Research Activity b gt GENERAL INFORMATION m Budget and Amendments m Instalments and E Reconciliation Financial Year 2011 2012 m Leveraged Funding Site Kingston General Hospital Leader Project z m Tasks and deliverables gt 1 PAYMENT RECONCILIATION m Quarterly Expenditure Report 2011 2012 m Reports Apr 01 Jul 01 m Signature and to Submission Sep 30 Amount Q1 Amount Q2 m Forms and Guidelines PAYMENT Approved Budget 6 250 00 6 250 00 12 500 00 37 500 00 javascript XL FORMS ConfirmAndGoto P pAPP TFRIEFORM amp pFOR Page 84 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide PART IV ANNUAL REPORTING amp MAINTENANCE ACTIVITIES This section covers RA reporting and maintenance activities to be performed on an annual basis These activities include Annual Sign Off Budget Amendments and updating the Tasks and Deliverables file In addition changing Project Leader Project Manager and Financial Representatives is explained 11 Annual Sign Off The Annual Sign Off
19. Sep 30 Dec 31 Mar 31 Amount Q1 Amount Q2 Amount Q3 Amount Q4 Legend PAYMENT e Help Approved Budget 1 000 00 1 000 00 1 000 00 3 Actual Instalments 1 000 00 1 000 00 1 000 00 Mandatory field YTD Instalments 1 000 00 1 000 00 1 000 00 Error field L SITE RECONCILIATION Delete RA received 0 00 0 00 Cheque received 0 00 0 00 validate Actual Instalments 1 000 00 1 000 00 1 000 00 less Cheque Received Yariance Approved RA Budget 16 000 00 Comment The submitted financial data for this quarter is for interim review pending approval by TFRI gt 2 RECONCILIATION DIAGNOSTIC 2011 2012 Apr 01 Jul 01 Oct 01 Jan 01 YTD Sum to to to to Jun 30 Sep 30 Dec 31 Page 80 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Step 3 TFRI proposes a reconciliation option TFRI will not be able to select reconciliation options until the QER is submitted and approved Possible options TFRI may choose are e No action required e Balance carried forward e Balance carried forward budget amendment e Return amount budget amendment e No cost extension Only one option may be chosen Figure 78 Reconciliation Options Research Activity Financial Reporting System TEST Mozilla Firefox File Edit View History Bookmarks Tools Help
20. YTD Instalments 41 000 00 1 000 00 1 000 00 SITE RECONCILIATION RA received 1 000 00 0 00 1 000 00 1 000 00 Cheque received 1 000 00 0 00 1 000 00 1 000 00 2012 Dec 14 Approved by Financial Officer One Actual Instalments 0 00 0 00 0 00 0 00 less Cheque Received Approved RA Budget 16 000 00 Comment The submitted financial data for this quarter is for interim review pending approval by TFRI D gt 2 RECONCILIATION DIAGNOSTIC 2011 2012 Apr 01 Jul 01 Oct 01 Jan 01 YTD Sum to to to to Jun 30 Sep 30 Dec 31 Mar 31 Amount Q1 Amount Q2 Amount Q3 Amount Q4 RA Quarterly 1 200 00 0 00 1 200 00 Expenditure Report Expenditure Total 1 200 00 0 00 1 200 00 Cash Variance 200 00 by TFRI D 3 CARRY FORWARD STATUS Opening Carry Forward FY Variance Closing Carry Forward Cumulative Life to Date Cumulative Year to Date Cumulative Life to Date Budget Budget Budget 2011 2012 0 00 200 00 200 00 The submitted financial data for this quarter is for interim review pending approval by TFRI 2011 2012 Apr 01 Jul 01 Oct 01 Jan 01 to to to to Jun 30 Sep 30 Dec 31 Mar 31 Amount Q1 Amount Q2 Amount Q3 Amount Q4 Proposed Option No Action Required Proposed RA Budget Adjustment DP 5 RECONCILIATION DECISION 2011 2012 Apr 01 Jul 01 Oct 01 Jan 01 to to to to Jun 30 Sep 30 Dec 31 Mar 31 Amount Amount Amount Q3 Amount Qi Q2 Q4 TFRI DECISION Comment Seeing what happens with no action required Approval jec 14 Approve
21. amount for the first year is based on the average of the active quarters For all subsequent years enter FTE units in the top row and the amount in the bottom row it is not auto calculated Enter salary for one year at 1 FTE here including benefits Enter FTE units in the top row Partial FTEs may be entered using up to 2 decimal places The bottom row will be populated with the budgeted amount using the FTE amount entered in the top row year 1 only after that it must be manually entered Figure 45 Compensation Data Entry Table Row Guide Resedrch Activity Financial E X 2012 13 2013 14 Total Auto calculated Apr 01 H 3 Jan 01 FTE Year Total Units o t o o Auto Auto calculated Jun 30 p Mar 31 calculated Amount Units Q1 i i Units Q4 Amount Amount Q4 Auto calculated calculated calculated Topr Bottom r After entering all applicable budget for a line scroll to the right and enter a brief justification To add additional lines to an expense category click the Add button located at the bottom of the table scroll back to the left Page 48 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide It is recommended to save your budget after every few lines Always save before moving on to the next expense category Save buttons are located at th
22. amp pFORM RAAPP amp pPAGE SUBMISSIONSpLANG en CA8pUSER p Gtfri ca amp pKEY WLqyTODjQELzcXVufhYiOMWMtmSJjRWY amp pP ARAMS pID 26 amp pOTHERS pREP VER Once it has been submitted TFRI will receive an email notification that the budget is ready to be reviewed An email will be sent to the Project Leader and Project Manager when TFRI approves the budget Note Email notifications may be suppressed on an account level basis To request this service contact TFRI at 604 675 8222 or via email at FRShelp tfri ca Page 59 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide PART Ill QUARTERLY REPORTING amp MAINTENANCE ACTIVITIES Part lll of this guide describes activities that must be done periodically This includes the Research Reporting and Quarterly Expenditure Reporting In addition Instalment and Reconciliation activities are required in order to track payments and create reports of cash received against expenditures 8 Research Report 8 1 Prepare Research Report The Research Report is a report on progress using TFRI templates in Word format Depending on the RA you may be required to submit such a report quarterly bi annually or annually The Project Leader or Project Manager is required to complete a Research Report 45 days after the period end on a quarterly bi annual or annual basis The period end is calculated from the RA start
23. and Guidelines Enter file description here Ll Legend 100 characters Choose File No file chosen 240 characters Mandatory field Error field Help Delete save JM validate Page J Page 54 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide The Tasks and Deliverables file is also accessible on the Signature and Submission page Figure 51 Tasks and Deliverables File on the Signature and Submission page J E Research activity Financial x e D esearch Activity 26 hort Title Sample RA roject Research Activity Information Budget and Amendments Leveraged Funding Tasks and deliverables Submission Forms and Guidelines Legend Help Mandatory field Error field wer Delete Q B https tfri evision ca tfri_rafrs startup The Terry Fox Research Institute L Institut de recherche Terry Fox x Y Research Activity Financial Reporting System Portfolio Contact Us Log Out Account E mail pl tfri ca Date 2013 May 30 13 35 Preview Signature and Submission SIGNATURE STATEMENT I declare and agree to the following e That to the best of my knowledge all information contained in this submission and all the information provided electronically or otherwise in relation with this submission are complete accurate and consistent with host institution policies and the TFRI Program guidelines I further agree to inform TFRI immediat
24. browser security settings see Section 1 2 1 2 of this document Page 86 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide The report header is automatically populated with the number and title of the RA Site Name PI Name and the date ending the reporting period Figure 85 Annual Sign Off Header y Y Me Terry Fox Research Institute Annual Institutional Financial Sign Off Annual Sign Off L Institut de recherche Terry FOX Form 4 RA 75 Pancreatic Cancer British Columbia Cancer Agency Project Leader 31 March 2012 11 2 Complete the Report Print the report and confirm that the figures are accurate Have all the parties named on the first page authorize the form TFRI requires that an authorized financial representative of the Institution receiving the funds attests to the accuracy of the financial statement The authorized representative does not have to be the person who entered the data Once the signatures have been obtained scan the document and save as a PDF file 11 3 Upload the Report To upload the Annual Sign Off select the appropriate Site Pl Report Type and Fiscal Quarter Period from the drop down lists on the Reports page The Choose File and Attach buttons will appear in the Upload Completed Document section of the page Figure 86 Upload Report C Research Activity Financial f x W Y C amp https tfri evision ca tfri_test startup O Error field Table 2 Ins
25. funder to be selected in the Budget and Amendments page when entering budget In this case once the page has been saved proceed to Section 5 Create a Budget 4 1 2 Leveraged Funding that will not be Managed in the Budget If the RA has funding from a funder other than TFRI and they will not be managed in the budget details for the funding must be entered Expenditures will not be reported against this type of funding within the RA FRS Start by searching for the funder Click the Search button next to the drop down list in the column marked Funder Name see Figure 34 A list of funders will appear in the pop up box If you cannot find the funder please contact TFRI at 604 675 8222 or via email at FRShelp tfri ca Figure 35 Funder Search Utility Research Activity Financial x W 1 CB https tfri evision ca tfri ratrs startup w i Project s gai BB Face uu D AKA 1I m Research A Informatio Funders m Budget and Amendments m Leveraged Funding Description a Tasks and deliverables A B CF G L M m Signature and Sub n Alberta Cancer Foundation m Forms and Guidelines Alberta Innovates Health Solutions BC Cancer Agency BC Cancer Foundation Legend BC Children s Hospital Foundation Help Brain Tumour Foundation of Canada Mandatory field British Columbia Cancer Agency Error field C17 Research Netw
26. is an accountability declaration that is automatically generated by the RA FRS It is required to be completed for each Institution Pl of a Research Activity If a particular PI has budget within more than one project in a RA the Annual Sign Off combines all expenditures for the fiscal year for that Pl The Financial Representative for each Site Pl must download the form after the QER for the period ending March 31 has been submitted Only then will the data be accurate The Pl and an authorized financial representative from the Institution must review and sign this declaration Once signed it is scanned and uploaded back to the system The Annual Sign Off is due 60 days past March 31 except for when an RA is finished where it is due 60 days past the end of the final quarter The report consists of three pages the first page states the terms with which the signatories agree the second page provides a high level summary of site financial status the third page lists Capital Equipment and IT purchases The process for preparing and submitting an Annual Sign Off is outlined in the flowchart below A detailed description of the steps follows Figure 82 Annual Sign Off Process Annual Sign Off Process EN Download Annual p START gt Sign Off foreach gt lt f Institution Print Report and ap gt MES Obtain Necessary Signatures Scan Document and Upload PDF to Reports Page
27. mapping Project Project Name Institution Site PI Name Select the Institution Site PI from the Institution Site PI Name drop down list If there is more than one PI at a particular Institution in your RA please ensure to select the correct PI Figure 31 Institution Site PI Name Drop Down List Research Activity Financial x YN gt Q B https tfrievision ca tfri rafrs startup Q RA26 1 Green Apples Apples Add Project MAPPING Save project information before mapping Project Project Name Institution Site PI Name e RA26 1 M Alberta Health Services Investigator One Principal Validate Page Page 36 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide After mapping click the Save button An Institution Site Pl may be associated with more than one project Each project may have multiple Institution Site Pls assigned to it To add another Mapping click Add Mapping Figure 31 and follow the same procedure as for the first mapping A summary of all data entered may be seen using the Preview button To ensure all fields have been filled out the Validate Page button may be clicked 3 10 Delete a Site Project or Mapping It is possible to delete a Site Project or Mapping if it has been mapped incorrectly The process for this varies depending on what stage of se
28. opened once a QER has been completed submitted and approved The process for opening a BA is outlined below Page 89 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Figure 91 Budget Amendment Process Budget Amendment Process Project Leader Project Manager Open Budget Click Create New Amendment Button on BA page y Adjust Each Budget Line as Necessary Check the Budget Complete Box for All Projects Upload BA Supporting Documentation Press Submit on the Signature and Submissions Page Review Budget Amendment Approve Budget Amendment Page 90 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 12 1 Request a Budget Amendment When it is evident a BA is required please discuss with TFRI If TFRI agrees to proceed with a budget amendment TFRI will open an option in the system for Budget Amendment Click the Budget and Amendments page on the left menu Click on the Create New button located on the page Figure 92 Create Budget Amendment O Research Activity Financial x 1 Bj https tfri evision ca tfri_test startup The Terry Fox Research Institute Research Activity L Institut de recherche Terry Fox Financial Reporting System Research Activity 44 Account E mail plgtfri ca Short Title Multi relations
29. process click the Submit button on the Signature and Submission page TFRI will be notified of your submission Figure 97 Submit the Completed Budget Amendment Research Activity Financial F x e C Bj https tfri evision ca tfri_test startup Y m Reports m Signature and Submission m Forms and Guidelines e I agree that by selecting I ACCEPT below I am in full acceptance of TFRI RA FRS terms and conditions and that this electronic accept Accepted by Project Manager One Date 2012 Nov 09 Legend SUBMISSION Help amp Click on the QuickView icon to view the file For reports click on the Excel icon to open or download the file to your computer Click on thi Mandatory field a Y Table 1 General Activities Error field Description Fiscal Project Reports and Quart Delete Quarter Payment Expenditui Statements Budget 2012 Nov 09 Submitted by Project Manager One l Em 2012 Nov 09 Approved by Cynthia Ferguson Amended Budget 2012 Nov 09 Submitted by Project Manager One l Em 2012 Nov 09 Approved by Cynthia Ferguson Amended Budget 2013 Jun 04 Submitted by Project Leader l Em 2013 Jun 04 Approved by Cynthia Ferguson Amendment el a E E TFRI will review and approve the submission If changes are required TFRI will discuss with the Project Manager Project Leader and unsubmit the Budget Amendment 13 Update Tasks and Deliverables Following a budget amendme
30. protected with the appropriate virus protection TFRI is not responsible for any damages resulting from viewing or downloading files from the TFRI RA FRS site Important Please ensure that your pop up blocker is disabled If you are using Internet Explorer go to the Tools menu click Pop up Blocker and turn off the pop up blocker If you are using Mozilla Firefox go to the Tools menu click Options select Content at the top and uncheck the pop up option Note that you must close your browser and re open it before the change will take effect If you are using Internet Explorer v 8 there is a security parameter that blocks automatic prompting for file downloads In order to prevent problems when downloading files please follow these instructions Open the Tools menu click Options select the Security tab and the button labeled Custom Level Click Enable Automatic Prompting for File Downloads then click OK then Yes then OK Note that you must close your browser and re open it before the change will take effect Acrobat Reader is required to preview and print the web application forms Download Adobe Reader Maintenance and upgrades if necessary are scheduled to take place Monday to Friday between 11 p m and 2 a m Eastern Standard Time The system may be unavailable during these periods All sent data is encrypted with 128 bit encryption technology and transmitted using the Secure Socket Layer SSL protocol Page 15 of 98 TFRI Research
31. Activity Financial Reporting System TFRI RA FRS User Guide 2 3 Who should have a system account Only certain people need access to TFRI RA FRS If you have questions about whether you should have access to the system contact your Program Project Manager or Project Leader 2 4 Registration To create an account click Create your TFRI system account and follow the directions For assistance with this process contact the TFRI Help Desk at 604 675 8222 or via email at FRShelp tfri ca Figure 10 TFRI RA FRS Log in Screen O Research Activity Financial x WM gt C htps tfi evision ca tfri_raf rtup The Terry Fox Research Institute Research Activity L Institut de recherche Terry Fox Financial Reporting System Contact Us TFRI User Login System account e mail 70 characters Password so characters Password is case sensitive View terms and conditions NEW Create your TFRI system account Have you forgotten your System Account password Applicants and recipients of TFRI funds are strongly encouraged to consult with TFRI on appropriate forms policies and guidelines prior to commencing work It is the user s responsibility to ensure that their computer is protected with the appropriate virus protection TFRI is not responsible for any damages resulting from viewing or downloading files from the TFRI RA FRS site Important Please ensure that your pop up blocker is disabled If yo
32. Advanced Fonts amp Colors Default font Times New Roman M Size 16 v Advanced Colors Languages Choose your preferred language for displaying pages Choose Cancel Help In Google Chrome click the Chrome menu on the browser toolbar Select Settings Click Show advanced settings in the Privacy section click the Content settings button In the Pop ups section click Manage exceptions Enter https tfri evision ca and select Allow under Behaviour Figure 4 Google Chrome Pop up Exceptions Menu Pop up exceptions Hostname pattern Behaviour Allow Allow Page 12 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide In Safari click the settings button LM and make sure Block Pop Up Windows is unchecked Figure 5 Safari Settings Drop Down List Customize Toolbar Show Menu Bar Hide Bookmarks Bar Ctrl Shift B Show Tab Bar Ctrl Shift T Show Status Bar Show Reading List Ctrl Shift L Enter Full Screen Fil History Ctrl H Downloads Ctrl Alt L Private Browsing Reset Safari Block Pop Up Windows Ctrl Shift K Preferences Ctrl Help F1 Report Bugs to Apple Safari Extensions About Safari 1 2 1 2 Adjust Security Parameters In Internet Explorer v 8 there is a default security setting that blocks automatic prompting for file downloads In order to prevent difficulties with file downloads open the Tools menu and click Int
33. CG https tfri evision ca tri_raf rtup A aaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaaasIiIi l Research Activity 26 Account E mail pl tfri ca Short Title Sample RA Date 2013 May 24 18 23 Project save JA Validate Page Excel Export m Research Activity Budget and Amendments Information m Budget and P GENERAL INFORMATION Amendments mLeveraged Funding BUDGET m Tasks and deliverables Di Budget Complete m Signature and Compensation Salaries and Benefits Submission Consumables Forms and Guidelines a Research Equipment Purchased Services Legend Clinical Trials Meetings Travel and Admin Expenses MTA Help Mandatory field other Error field Delete BUDGET SUMMARY gt By Project gt By Site gt By Expense Category gt By Funder Save JM Validate Page Excel Export Page 46 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Upon clicking each category a table for data entry will display Use the scroll bars at bottom and right of your browser to navigate all the way to the right and fill in the table information Using the tab bar on your keyboard is a helpful way to ensure you have completed each field The Compensation data table is shown below as an example for data entry For all category types Year 1 is auto calculated based on FTE or unit amount entered and is broken down into quarters For all subsequent years all values are manually entered an
34. Disable 2 File download O Disable Enable e Font download O Disable Enable O Prompt Enable NET Framework setup O Disable Enable Miscellaneous herace dats ce wrar arence domaine lt Takes effect after you restart Internet Explorer Reset custom settings Reset to Medium high default v Cancel Note the browser must be closed and re opened before the change will take effect Page 14 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 2 Navigate the System 2 1 Website URL The TFRI RA FRS can be accessed at the following URL https tfri evision ca tfri rafrs startu 2 2 Terms and Conditions Prior to using the system users are encouraged to read the system Terms and Conditions indicated below Figure 9 TFRI RA FRS Log in Screen O Research Activity Financial E x W 1 The Terry Fox Research Institute Research Activity L Institut de recherche Terry Fox Financial Reporting System Contact Us TFRI User Login System account e mail 70 characters Password is case sensitive view terms and conditions NEW Create your TFRI system account Have you forgotten your System Account password Applicants and recipients of TFRI funds are strongly encouraged to consult with TFRI on appropriate forms policies and guidelines prior to commencing work It is the user s responsibility to ensure that their computer is
35. E SUBMISSION amp pLANG en CA amp pUSER pl amp tfri ca amp pKEY WLqyTODjQELzcXVufh YiOMWMtmS3jRWY SpPARAMS pID 26 Page 65 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide The system will ask for confirmation and then display a confirmation of successful submission for your reference Afterward the submission date and submitter will be displayed in the Submission table Figure 63 Confirmation of Successful Submission Research Activity Financial x WW C2 https tfri evision ca tfri_rafrs startup w gt Ensure that the use of awarded funds is only for the purposes intended al e I agree that by selecting I ACCEPT below I am in full acceptance of TFRI RA FRS terms and conditions and that this electronic acceptance is equivalent to my handwri SUBMISSION 0 AR The Terry Fox Research Institute L Institut de recherche Terry Fox B click on the Quickview icon to view Confirmation of successful submission bn the PDF icon to view save or print SUBMISSION P Table 1 General Activities Document Submitted Research Report Date of submission 2013 May 30 2 Res leports i roje Y Table 2 Research Report Submitted By Leader Project Description Program Project Research Reports Research Reports Project Leader Leader Project DR gn Project Manager Manager One Project MRS Research Reports Research Activity 26 Short Title Samp
36. Financial x gt QC B https tfrievison ca tf m Leveraged Funding kann li P e I confirm that I am submitting documents on behalf of a group of other Project Principal Investigators and have permission from each of a Tasks and deliverables A i z e I confirm that I will comply with the ethical and research policies outlined by my host institution TFRI and the Tri council policy statement m Quarterly Expenditure e Iagree to Report o Respect and abide by the obligations described in the Program guidelines and o Ensure that the use of awarded funds is only for the purposes intended m Reports e I agree that by selecting I ACCEPT below I am in full acceptance of TFRI RA FRS terms and conditions and that this electronic acceptan Accepted by Project Leader m Forms and Guidelines Date 2013 May 30 Legend SUBMISSION Help amp Click on the QuickView icon to view the file For reports click on the Excel icon to open or download the file to your computer Click on the P Mandat field eet a gt Table 1 General Activities Error field Delete was originally developed by the Ontario Institute For Cancer Research OICR and is pi d to TFRI with permis javascript XL FORMS ConfirmAndGoto P pAPP TFRIEFORM amp pFORM RAAPP amp pPAGE SUBMISSION amp pLANG en CA amp pUSER pl tfri ca amp pKEY WLqyTODjQELzcXVufhYiOMWMtmSJjRWY amp pPARAMS pID 26 b Page 64 of 98 TFRI Research Activity Financial Reporting System
37. I RA FRS User Guide This guide describes the key processes and functions required to manage a TFRI funded research activity on TFRI s online reporting system and how to navigate the system 1 System Overview The RA FRS is TFRI s budget and reporting system for funded research activities It provides a web based portal for Research Activity RA Research Reports Tasks and Deliverables Budget and Expenditure Reports The application has the following functionalities e Develop RA budget e Make budget amendments e Reconcile payments and expenditures e Record RA reporting timelines and deadlines e Report financial and research progress 1 1 Roles and Permissions This system supports a variety of roles each with a specific set of permissions System roles may not reflect the job titles of the individuals who are assigned these roles Table 3 Roles and Permissions System Role Permissions Project Leader e Edit RA information such as site mappings Project Manager user assignments etc e Input leveraged funding and tasks and deliverables e Input and submit original budget for all projects e Prepare and submit budget amendments when required e Prepare and submit Research Reports e View input and submit Quarterly Expenditure Reports for all projects e Approve reconciliation activities Page 9 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide System Role Permission
38. TA Help Mandatory field Other Error field Delete BUDGET SUMMARY P By Project gt By Site gt By Expense Category gt By Funder Validate Page Excel Export v Page 50 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 5 3 Complete a Project Budget When the budget has been completed for a particular project check the Budget Complete checkbox to the right of the project title All Budget Complete checkboxes for all projects must be checked before a budget can be submitted for review by TFRI Figure 47 Budget Complete Checkbox Research Activity Financial F x W 1 C B https ti evision ca tiri_rafrs startup Project Validate Page Excel Export Preview m Research Activity Budget and Amendments Information m Budget and gt GENERAL INFORMATION Amendments m Leveraged Funding BUDGET m Tasks and deliverables Y Project 1 Green Apples m Signature and Compensation Salaries and Benefits Submission Consumables m Forms and Guidelines Research Equipment Purchased Services Legend Clinical Trials Meetings Travel and Admin Expenses MTA Help Other Mandatory field er Error field Delate BUDGET SUMMARY gt By Project gt By Site gt By Expense Categor amp By Funder Validate Page JM Excel Export Jil Preview Je i It is understood that as programs projects proceed there may be a need to carry out an amendme
39. To delete a Site or Project at this stage it is necessary to delete all associated budgets first followed by any related mapping To delete a budget navigate to the Budget and Amendments page Make sure that the budget to be deleted is marked as incomplete i e the Budget Complete checkbox is unchecked Click on the Project name and select the category where the budget line to be deleted is contained Click the Delete icon next to all line items to be deleted Repeat these steps for all lines within all Project budgets to be deleted Once this is complete it will be possible to delete associated mappings on the Research Activity Information page Once all mappings are deleted for a Project the Project itself may be deleted For further assistance contact TFRI at 604 675 8222 or via email at FRShelp tfri ca Page 38 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 4 Leveraged Funding The RA FRS allows for two basic types of leveraged funding 1 managed in the Budget and Amendments page and 2 not managed as part of the budget in which case the contribution can be 1 in cash 2 in kind as well as a confirmed b proposal pending or c future request Note If the only funder is TFRI you do not need to enter any information on this page For more information about whether a funder should be managed in the budget or not please contact TFRI at 604 675 8222 or via email at FRShelp tfri c
40. WY amp pPARAMS pID 26 SpOTHERS pREP VERSION 0 gt After accepting click Table 1 General Activities This will display the General Activities table To display or hide this table roll it up or down by clicking Table 1 General Activities In this table the Budget information is available in a Preview option or in Excel format displayed in the Project Reports and Payment Statements column The Tasks and Deliverables file is also available through a column of the same name scroll to the right to see the whole table Page 57 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Click the Submit button located in the Budget row of the Submission table Figure 54 Submitting Budget CB https tfrievison ca tfri rafrs startup eee ee tut de recherche Terry Fox Financial Reporting System Account E mail pl amp tfri ca Date 2013 May 30 14 16 Signature and Submission SIGNATURE STATEMENT I declare and agree to the following e That to the best of my knowledge all information contained in this submission and all the information provided electronically or otherwise in relation with this submission are complete accurate and consistent with host institution policies and the TFRI Program guidelines I further agree to inform TFRI immediately of any material changes to this information once submitted I confirm that I am submitting documents on behalf of a group of other Project Principa
41. a The key difference is whether or not expenditures will be reported against funding within the RA FRS 4 1 Input Leveraged Funding To begin click on the Leveraged Funding option on the left menu A data entry table is displayed If the RA has no leveraged funding leave this page blank In this case proceed to Section 5 Create a Budget Figure 34 Leveraged Funding Research Activity Financial x W 1 B https tfri evision ca tfri_rafrs startup p The Terry Fox Research Institute Research Activity L Institut de recherche Terry Fox Financial Reporting System Contact Us Loo Out Research Activity 26 Account E mail pl amp tfri ca Short Title Sample RA Date 2013 May 30 12 25 Project Validate Page J Excel Export a Research Activity Leveraged Funding Information P GENERAL INFORMATION m Budget and Amendments a Leveraged Funding Funder Name Managed Description in m Tasks and deliverables Budget Click on Search for List z Clear m Forms and Guidelines Click on Search for List z Search Clear n Legend 4 e tel A Page 39 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 4 1 1 Leveraged Funding that is to be Managed in the Budget If the RA has funding from a funder other than TFRI and it will be managed in the budget check off the Managed in Budget checkbox and then Save see Figure 34 This will allow that
42. age 98 of 98
43. ah The Terry Fox Research Institute L Institut de recherche Terry Fox TFRI RA FRS User Guide DRAFT Document Version 1 0 June 10 2013 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Document History The following table contains a list of changes made to this document since it was originally released Table 1 Document History Date Document Description of Change Author Version 10 Jun 13 1 0 Draft document released TFRI Glossary of Terms The following table contains a list of acronyms used throughout this document Table 2 Glossary of Terms Name Acronym Definition BA Budget Amendment Financial The person responsible for inputting disbursements into the electronic system Each Representative PI listed must have an associated Financial Representative listed FRS Financial Reporting System Pl Any investigator receiving funds from the TFRI project He she may have such a designation as Principal Investigator Co Investigator Co Principal Investigator Co PI Co I etc but in the electronic financial reporting system the role is referred to as Pl Note that though account registration in the system is required for Pls they are not likely to have any tasks associated with them The Project Leader should also be listed if he she is receiving funds along with his her associated Financial Representative Project Leader Principal Appl
44. as you are associated with the TFRI your system account e mail will remain valid rry Fox Research Institute Another email will be sent by the system confirming that your account is now active From this point forward your email address will be your login ID Please notify the Program Project Manager or Project Leader for your project that you have registered Once they add you to the Page 20 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Research Activity your project in the system you will be able to log in at https tfri evision ca tfri_rafrs startup and use the system for your project 2 5 Key Features Once the Research Activity RA has been selected you will see a list of helpful symbols on the left hand side of your screen Figure 16 Helpful Symbols Legend Help Mandatory field Error field Delete The Help icon indicates that more information is available about that part of the page Clicking on the icon will open up a pop up window with helpful text For additional assistance contact the TFRI Help Desk at 604 675 8222 or via email at FRShelp tfri ca An asterisk indicates that a particular field is mandatory The Error symbol indicates that an entry is invalid Finally the Delete symbol indicates the user may delete a value 2 6 Manage Your Account The RA FRS has some basic account management features To access these features click on the Update your prof
45. contact the TFRI Help Desk a 2 or via email at FRShe Position at institution MAILING ADDRESS Address City Country Province Page 17 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Once you have filled out the online registration form click Continue at bottom Figure 12 TFRI RA FRS Registration Screen j Research Activity Financial E x Y gt B https tfri evision ca fri rafr tup At least one is mandatory For telephone numbers outside Canada or the United States indicate the country code OFFICE Country code Area code Number Extension SECONDARY Country code Area code Number Extension E mail address 5 char 5 characters 2 characters 6 characters 5 characters 5 characters 12 characters No spaces or dashes 6 charac This e mail addr n account WARNING If you have entered a HOTMAIL e mail address we strongly suggest you use another e mail address provider We may experience difficulty transmitting registration confirmation notices to HOTMAIL e mail addresses If you forget your password your question will be returned to you by e mail Password Password confirmation Password reminder 50 characters and between 10 and 50 characters 50 charac e n 10 and 50 characters 250 charac ment to prompt you to remember your pa Continue
46. d by Cynthia Ferguson PL PM APPROVAL Comment Ith orward cho Approval 2012 Dec 14 Approved by Project Manager Two Page 82 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 10 2 View Reconciliation Diagnostic The reconciliation diagnostic captures what was spent during the quarter and the year to date YTD sum Financial data is transferred to the reconciliation diagnostic automatically as TFRI approves each Quarterly Expenditure Report Figure 80 Reconciliation Diagnostic Research Activity Finandal R x Y C Bj https tfri evision ca tfri_rafrs startup P 2 RECONCILIATION DIAGNOSTIC 2011 2012 Apr 01 Jul 01 Oct 01 Jan 01 to to to to Jun 30 Sep 30 Dec 31 Mar 31 Amount Q1 Amount Q2 Amount Q3 Amount Q4 RA Quarterly Expenditure Report Expenditure Total Cash Variance 12 500 00 Positive unspent funds at Site Negative overdrawn funds at Site account The Variance calculation is based on Payments received less Expenditures The submitted financial data for this quarter is for interim review nendina annroval hv TFRI Kl Page 83 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 10 3 View Reconciliation Summary At any time during the reconciliation process the information on the page can be exported to Excel Click the Excel Export button located at the top and bottom of the page Figure 81 Export
47. d it is an annual amount only Note that amounts are entered by fiscal year TFRI s fiscal year starts April 1 and ends March 31 Note The default funder in all budget entry tables is TFRI If there are other funders involved and you can t find them through the Search button refer to Section 4 0 of this guide The funder will need to first be set up through the Leveraged Funding page Figure 44 Compensation Data Entry Table Research Activity Financial E x YN C 8 https tfri evision ca tiri_rafrs startup m Signature and Compensation Salaries and Benefits Sub n Note For Year 1 only amounts are calculated based on Unit Cost and FTE units entered Enter FTE units in the top row for a given quarter anc m Forms and Guidelines Funder Personnel Legend Help Mandatory field Error field Delete The Terry Fox Research Institute vw Search The Terry Fox Research Institute Search c The Terry Fox Research Institute Y Search S The Terry Fox Research Institute Search The Terry Fox Research Institute M Search Add Consumables Page 47 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide For the Compensation category enter FTE units in the top row for a given quarter and the bottom row will auto calculate the amount see Figure 45 The auto calculated FTE
48. date All due dates may be viewed after the budget is approved in Table 2 Research Reports on the Signature and Submission page A template for the Research Report can be downloaded from TFRI website or within the RA FRS using the Forms and Guidelines left menu option Figure 56 Forms and Guidelines Research Activity Financial F x C A https tfri evision ca tfri_rafrs startup w The Terry Fox Research Institute Research Activity L Institut de recherche Terry Fox Financial Reporting System Research Activity 26 Account E mail pl amp tfri ca Short Title Sample RA Date 2013 May 30 14 37 Project Forms and Guidelines User Guide User Guide for TFRI RA FRS Project Guidelines TFRI Research Administration Policy Project Submissions and Reports Research Report template for translational projects Forms and Guidelines Page 60 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 8 2 Upload Research Report After the Research Report is prepared it must be uploaded through the Reports page The Reports page will only display on the left menu once TFRI has approved the budget Click on the Reports option on the left menu Figure 57 Reports j Research Activity Financial x gt Q B https tfrievision ca tfri rafrs startup M The Terry Fox Research Institute Research Activity L Institut de recherche Terry Fox Financial Reporting Sy
49. diture Report Other javascript XL FORMS ConfirmAndGoto P pAPP TFRIEFORM amp Click on Compensation Salaries and Benefits to reveal the lines within this category The Description Site Pl units and budget is pre populated based on the approved budget The scroll bar at bottom of the table must be used to view all columns The column where expenses are to be entered is labeled in a few different ways The example below is used to demonstrate how to read the column 2010 11 fiscal year range Q1 Y1 RA quarter RA year Q4 FY11 fiscal quarter fiscal year Jan Mar calendar month period Page 69 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Enter the actual amount expended for the applicable quarter including FTE Units Enter exception comments in the last column if applicable Figure 67 Entering Expenditures Research Activity Financial F X C Bj https tfri evision ca tfri_rafrs startup i ST Log out E Research Activity 10 Account E mail pl tfri ca Short Title Hello world Date 2013 May 30 17 13 Project m Research Activity QUARTERLY EXPENDITURE REPORT Information P GENERAL INFORMATION m Budget and Amendments QUARTERLY EXPENDITURE REPORT m Instalments and Reconciliation Project 1 Apples Quarterly expenditure report Complete Compensation Salaries and Benefits Note The FTE number is the actual number of full time employees FTE that ar
50. e included in the Expended amount in the quarter m Leveraged Funding m Tasks and deliverables z FTE 2010 11 Exception Comments if Quarterly RA 10 Q1 Y1 required Expenditure Report TFRI Q4 FY11 mW Reports Jan Mar BUDGET EXPENDED m Signature and Amount Submission ator One Principal 12 500 00 m Forms and Guidelines Page 70 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Continue this exercise with all remaining line items in this account for each expense category Additional lines may be added to the table using the Add button at the bottom left of the table Be sure to save before switching to another expense category Save buttons are located at the top and bottom of each page Repeat these steps for all projects assigned Figure 68 Adding Rows and Saving Research Activity Financial x W Y cjg 2 e C B https tfri evision ca tfri_rafrs startup k a mm Save validate Page Excel Export Preview l m Research Activity QUARTERLY EXPENDITURE REPORT Information gt GENERAL INFORMATION m Budget and Amendments QUARTERLY EXPENDITURE REPORT m Instalments and Reconciliation Project 1 oranges Quarterly expenditure report 7 Complete Compensation Salaries and Benefits a Leveraged Funding Note The FTE number is the actual number of full time employees FTE that are included in t
51. e top and bottom of the screen Additional Save buttons are located at the left and right on the bottom of each expense category data entry table Entering the budget for the remaining expense categories is very similar to the example shown above Page 49 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 5 2 View Budget Summaries There are different ways to view the budget Scroll down to the bottom of the Budget and Amendments page to see the Budget Summary list Click on any of these links to see the budget displayed in a variety of ways In addition at the top and bottom at right of the screen there are buttons for Excel Export and Preview that are helpful when viewing the budget Note that the system does not support the printing of reports while in Preview mode To print a summary click the Excel Export button and print the file through Excel after formatting Figure 46 Budget Summary Research Activity Financial F x e B https tfrievision ca tfri_rafrs startup Project m Research Activity Budget and Amendments Information m Budget and P GENERAL INFORMATION Amendments a Leveraged Funding BUDGET m Tasks and deliverables Y Project 1 Green Apples C Budget Complete m Signature and Compensation Salaries and Benefits Submission Consumables m Forms and Guidelines Research Equipment Purchased Services Legend Clinical Trials Meetings Travel and Admin Expenses M
52. eipts and expenditures and is a summary by fiscal year It is automatically generated by the system and must be downloaded after the QER is submitted Note One Annual Sign Off form is required for each Site Pl combination in the RA This means several PDFs may be required after each fiscal year Depending on reporting frequency the RA may be required to upload a Research Report on progress quarterly bi annually or annually 3 4 Other Activities The tasks and deliverables file should be updated periodically at least once a year Budget amendments may take place as needed and are described in Part IV of this guide Page 25 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Figure 20 TFRI Budget and Reporting Process TFRI RA FRS Lifecycle Institution TFRI Project Leader Project Manager e Create a new RA a Enter Basic RA Information 5 Provide PL with ie RA Title Description Add Projects and System Access etc Provide PM with Map to Sites T System Access o E fy o 7 t Enter Preliminary Enter Leveraged e Budget Funding q 1 y Upload Tasks and Submit Budget ahd E gt Preliminary RA Deliverables i Information Prepare Quarterly fa E Approve Quarterly Submit Quarterly Expenditure Report Expenditure Report Expenditure Report oO QS lt gt y Pa
53. ely of any material changes to this information once submitted 1 confirm that I am submitting documents on behalf of a group of other Project Principal Investigators and have permission from each of those Investigators to do so e I confirm that I will comply with the ethical and research policies outlined by my host institution TFRI and the Tri council policy statements on Integrity in Research and Scholarship e Iagree to o Respect and abide by the obligations described in the Program guidelines and o Ensure that the use of awarded funds is only for the purposes intended e 1 agree that by selecting I ACCEPT below I am in full acceptance of TFRI RA FRS terms and conditions and that this electronic acceptance is equivalent to my handwritten signature Project Leader laccept C Yes C No SUBMISSION click on the QuickView icon to view the file For reports click on the Excel icon to open or download the file to your computer Click on the PDF icon to view save or print as required Y Table 1 General Activities Description Fiscal Action Project Reports and Quarterly Annual Sign Off Tasks amp Quarter Payment Expenditure Report Deliverable Statements Chart aupa ag Amendment 6 2 Terry Fi rch Institute by the Ontario is originally devel its sole bad javascript XL FORMS Confrm ndcoto PipAPP TFRIEFORMEpF ORM RAAPP amp pPAGE SUBMISSIONSpLANG en CASpUSER pl tfi caBg
54. eporting System TFRI RA FRS User Guide 7 Submit the Budget and RA Information Once the information in the Leveraged Funding Budget and Tasks and Deliverables sections is complete it is time to lock the budget and request that TFRI review the submission To perform this step access the Signature and Submission page using the left menu option Review the Signature and Submission statement carefully and accept using the buttons underneath it The Project Manager or Project Leader may do this and it only needs to be done once for the RA Figure 53 Signature and Submission Research Activity Financial E x 3 B https tfrievision ca tfri rafrs startup The Terry Fox Research Institute Research Activity L Institut de recherche Terry Fox Financial Reporting System Research Activity 26 Account E mail pl amp tfri ca Short Title Sample RA Date 2013 May 30 14 16 Project A o eLeE CSLOA I IL EKOULLLLL Ooo oK i m Research Activity Information Signature and Submission m Budget and SIGNATURE STATEMENT Amendments I declare and agree to the following m Leveraged Funding That to the best of my knowledge all information contained in this submission and all the information provided electronically or otherwise in relation with this submission are con accurate and consistent with host institution policies and the TFRI Program guidelines I further agree to inform TFRI immediately of any material changes to this in
55. eraged Funding m Tasks and deliverables m Signature and Submission m Forms and Guidelines Legend Help Mandatory field Error field Delete The Project Manager PM is required to complete the Tasks and Deliverable information at the start of a Project Task and deliverable information must be updated after the completion of the Year End Quarter 4 Quarterly Expenditure Report and after submitting a budget amendment For uploads please use the following file naming protocol R Number Task Chart YYYY MMM DD The upload is transferred to the Signatures and Submissions page and may be deleted and replaced Once the Quarterly Expenditure Report is approved by TFRI the upload becomes permanent Filename Enter file description here P 100 chara 40 characters Description Size Kb Added by Choose File fio file chosen Save Jl validate Page Al Preview Page 52 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Navigate to where the file is saved on your computer and select it Click Open Figure 49 Select Tasks and Deliverables File 1S RA 44 Task Chart 2012 11 09 pdf My Recent Documents My Computer TFRIOS File name RA 44 Task Chart 2012 11 09 pdf Open Files of type All Files My Network Open as read only Page 53 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide After the fi
56. ernet Options Figure 6 Internet Explorer Tools Menu reas Help Delete Browsing History InPrivate Browsing InPrivate Filtering InPrivate Filtering Settings Pop up Blocker SmartScreen Filter Manage Add ons Compatibility View Compatibility View Settings Windows Update Developer Tools Windows Messenger Ctrl Shift Del Ctrl Shift P Ctrl Shift F Diagnose Connection Problems Internet Options Page 13 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Select the Security tab and the button labeled Custom Level Figure 7 Internet Explorer Internet Options Internet Options General Privacy Content Connections Programs Advanced Select a zone to view or change security settings e 3 O Local intranet Trusted sites Restricted sites Internet This zone is for Internet websites except those listed in trusted and restricted zones Security level For this zone Allowed levels For this zone Medium to High Medium high L Appropriate For most websites Prompts before downloading potentially unsafe content Unsigned Activex controls will not be downloaded I Custom level Reset all zones to default level Click Enable under Automatic prompting for file downloads Figure 8 Internet Explorer Custom Security Settings Security Settings Internet Zone Settings e Downloads e Automatic prompting For file downloads
57. esenseaeess 67 Open Project Rep Ort E Rm 68 Expenditure Categories cre SE e Yu eee E ele 69 EnterinbExpendituf bes to o Rete abr ve AEE EEEE uU iuS UaP a 70 Adding Rows and Sana 71 Research Equipment Expense Category cesses nennen nnne enne 72 Quarterly Expenditure Report Summaries esses 73 Complete CheckbOX 4 e eter een ne ders 74 Submit Quarterly Expenditure Report ennemi nnns 75 Confirmation of Successful Submission cccononcococnnnnncnonononnnnnnnnnnnnnnnnononnnnnnnnonnonenannnnnos 75 Instalment and Reconciliation Process nennen nnne nne 77 Instalments and ReconciliatiON oooooooocnnnccnnononannnnnnnnnnnnnnnonnnnnnnnnnnnnnn nn nnnnnnnnnnnnnn nos 78 TERI RECOrd Of Payer rn id e ies 79 Payment Receipt Recorded uocat ut eir ecce eee v de du AS 80 Page 7 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Figure 78 Reconciliation Options cccccsccccccecsssessnsececeeeeeceesesseaececeeeesssessneaeeeeees Figure 79 Completed Instalments and Reconciliation seeeseeses Figure 80 Reconciliation DiagnostiC ocoocooooccncncnonononaonnnnnnnnnnnnnanononnnnnnnnnnanonnnnnnnnnnos Figure 81 Export Reconciliation SummMary ccccccnnocoononnnnnnnonnnananonnnnnnnncnnnnnnnnnnnnnnnnos Figure 82 Annual Sign Off Process ncc eucto di ond ind ai ads Figure 83 Generate the Annual Sign Off cccccccononooo
58. est startup O Error field Table 2 Institution Site e Delete Site Prince Henry s Institute of Medical Research Australia Leader Project Report Type Fiscal Quarter Period View Download Form Upload Completed Document Annual Sign Off Q4 FY12 t Annual Sign Off pdf El Fs Page 88 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Financial representatives can view the uploaded Annual Sign Off for each fiscal year on the Reports page Project Managers Project Leaders can view it on the Reports page as well as the Signature and Submission page TFRI will only approve the QER for the last quarter of the fiscal year after all Annual Sign Offs have been uploaded 11 4 Delete a Report A newly uploaded Annual Sign Off may be deleted up until the time that the QER is approved To delete an Annual Sign Off file press the x button corresponding with the file to be deleted Figure 90 Delete Annual Sign Off P Research Activity Financial x W e CB https tfri evision ca tfri_test startup O Error field Table 2 Institution Site Delete Site Prince Henry s Institute of Medical Research Australia Leader Project Report Type Fiscal Quarter Period View Download Form Upload Completed Document Annual Sign Off Q4 FY12 wal Annual Sign Off pdf El TH 12 Budget Amendments A Budget Amendment BA may be
59. formation once a Tasks and deliverables submitted Signature and e I confirm that I am submitting documents on behalf of a group of other Project Principal Investigators and have permission from each of those Investigators to do so Submission e I confirm that I will comply with the ethical and research policies outlined by my host institution TFRI and the Tri council policy statements on Integrity in Research and ScholarsF m Forms and Guidelines lagree to Respect and abide by the obligations described in the Program guidelines and Ensure that the use of awarded funds is only for the purposes intended e 1 agree that by selecting I ACCEPT below I am in full acceptance of TFRI RA FRS terms and conditions and that this electronic acceptance is equivalent to my handwritten signal Legend Help Project Leader Mandatory field Error field Iaccept C Yes Delete C No SUBMISSION click on the QuickView icon to view the file For reports click on the Excel icon to open or download the file to your computer Click on the PDF icon to view save or print as require P Table 1 General Activities 2013 Terry Fox Research Institute This RA FRS was originally developed by the Ontario Institute For Cancer Research OICR and is provided to TFRI with permi javascript XL FORMS ConfirmAndGoto P pAPP TFRIEFORM amp pFORM RAAPP amp pP AGE SUBMISSION amp pLANG en CA amp pUSER pl amp tfri ca amp pKEY qyTODjQELzcXVufhYiOMWMtmS JjR
60. h Activity Financial x W 1 C B https tfri evision ca tfri rafrs startup AFFILIATION AFFILIATION Alberta Health Services Status Atlantic Research Institute B C Research Institute for Children s amp Women s Health Boston Biomedical Research Institute British Columbia Cancer Agency Brock University Campbell Family Institute for Breast Cancer Research PI Name Canadian Tumour Repository Network CTRnet CancerCare Manitoba Capital District Health Authority Halifax Nova Scotia Centre Hospitalier de l Universit de Montr al CHUM Page 32 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide The next step to filling out the information for the Institution is to add the associated Pl and Financial Representative Enter the email address for the PI and click Validate Once it is confirmed that the Pl is registered in the system use the scroll bar to scroll to the right In this system a Pl is any investigator receiving funds from the TFRI project He she may have such a designation as Principal Investigator Co Investigator Co Principal Investigator Co PI Co l etc but in the RA FRS the role is referred to as PI Note that though account registration in the system is required for Pls they are not likely to have any tasks a
61. h Site TFRI records the payment amount for each institution Site Pl on the Instalments and Reconciliation page The Institution Financial Representative validates the receipt of the instalment After the Quarterly Expenditure Report QER is submitted TFRI recommends a diagnostic action and the Project Leader Project Manager approves the decision The system maintains a record of quarterly reconciliation diagnostics After the end of each quarter the Financial Representative of each Site is responsible for entering details into the QER for their applicable projects The QER is designed to report actual expenditures against the budget for the quarter The Project Leader Project Manager reviews each Site s report by project before submitting the QER 45 days after quarter end Page 24 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Depending on reporting frequency the RA may be required to upload a Research Report on progress quarterly bi annually or annually 3 3 Annual Activities After the end of TFRI s fiscal year March 31 and after the QER for January to March is submitted each year Annual Sign Off forms for each Site Pl must be downloaded They must be signed by the PI that is responsible for the research project at that Site Pl as well as the Institution Financial Representative The Annual Sign Off forms are scanned and uploaded as PDFs back onto the system The Annual Sign Off lists cash rec
62. he Expended amount in the quarter m Tasks and deliverables asks and deliverable Funder Personnel a Quarterly Expenditure Report m Reports a Signature and Submission The Terry Fox Research Institute Search Clear Personnel St Paul s Hospit m Forms and Guidelines The Terry Fox Research Institute z search Clear Legend teo The Terry Fox Research Institute z Search Clear Mandatory field Eror field The Terry Fox Research institute z Search Clear Q Delete The Terry Fox Research Institute z search Clear z The Terry Fox Research Institute z Search Clear z The Terry Fox Research Institute Search Clear El The Terry Fox Research Institute Search Clear The Terry Fox Research Institute Search Clear 1 The Terry Fox Research Institute y Search Clear z E A Ads Save javascript XL FORMS ConfirmAndGoto P2pAPP TFRIEFORMSpFORM RAPROGRESS Page 71 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide For expense reporting for Equipment there is a little more detail to fill in In the Research Equipment expense category after scrolling to the right using the scroll bar at the bottom of the table you will see columns labeled Other Equipment Funding Expended Amount and Total Equipment Cost For Other Equipment Funding enter contributions of other funders toward total cost of equipment For Expended Amount enter only the portion of the equipment covered by
63. hip Mapping Date 2013 Jun 04 01 16 Project Excel Export m Research Activity Budget and Amendments Information m Budget and P GENERAL INFORMATION Amendments m Instalments and BUDGET Reconciliation P Project 1 Project A Completed m Leveraged Funding m Tasks and deliverables P Project 2 Project B Completed m Quarterly Expenditure Report gt Project 3 Project C Completed m Reports m Signature and DOCUMENTS Submission a Forms and Guidelines Description Filename Size Kb AMENDMENT i gt a 1 javascript XL FORMS ConfirmAndGoto P pAPP TFRIEFORM amp pFORM RABUDGET amp pPAGE MAIN amp pLANG en CA amp pUSER pl tfri ca amp pKEY BRBfRLjCRibfW VPkOlvW JmhKbiDhfF Jw amp pPARAMS pID 44 8p Page 91 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 12 2 Amend Project Budgets On the Budget and Amendments page select the first Project to be amended The page will refresh and the expense categories will appear below the project name Click on the first expense category Compensation Salaries and Benefits and adjust each line by changing the dollar amount and corresponding number of FTEs Figure 93 Amend Budget Data O Research Activity Financial x W 1 3 B https tfrievision ca tfri test startup The Terry Fox Research Institute L Institut de recherche Terry Fox Account E mail plgtfri ca Date 2013 Jun 04 01 18
64. iation The instalments and reconciliation are done on a quarterly basis This module becomes active after the budget has been approved by TFRI The Instalments and Reconciliation module has several key functions e Record and validate instalments received by sites e Monitor expenditures e Communicate decisions regarding reconciliation activities Page 76 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide The following flow chart illustrates the steps involved in this process and the timing of each step Each step is explained in detail in this section Figure 74 Instalment and Reconciliation Process Instalments and Reconciliation Process Project Leader Project Manager TFRI Institution Financial Officers Issue Payment and Record Payment each Quarter Receive Payment Compare Payment Received with Payment Issued y Correct and Re a Payments S d Contact TFRI N gt Issue Payment MESS e Match YES Record Payment Received Propose Reconciliation Press Validate Option Review Comment Enter and Submit and Validate Comment Reconciliation Decision Page 77 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 10 1 Enter Instalments and Reconciliation Information To begin click I
65. icant Nominated Principal Investigator Only one can be assigned Project Within the RA FRS an RA is made up of projects Each project has assigned Site Pls Project Must be designated Only one can be assigned Manager QER Quarterly Expenditure Report RA Research Activity RA FRS Research Activity Financial Reporting System Research A record in the RA FRS for a funded program or project Activity Research Either a progress report update report quarterly report or annual report Report TFRI Terry Fox Research Institute TFRI RA FRS Terry Fox Research Institute Research Activity Financial Reporting System Page 2 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Table of Contents Document HISEOEy 5 ec th re reae a ii 2 Glossary of term Sennie metet id eerte te secs vs iet eel ee E e ev uv ud 2 POP Tables oa esci te oH ARV Umen setae Se 6 LIStO FISUF eS cnet cet dee e ere da edle tet eret lee rn eie trae edle rina 6 PARTE INTRO DUCTION ates pr teo repo eto uet il ve our boda het quib dpi am bt MM RE 9 L System OVeEVIGW ones RN 9 1 Rolesand Permissiontbssuseo user edat ed eb ORAE RR quc or S ROMANA x Pata cp b dai aa n 9 1 2 System Requirements deas iet A iia 10 1 2 1 Browser Configuration ar ERR Y EEG EIER AMATOR 10 2 Navigatethe System uses teet EE e eine tete ON En Tier ess inen UR dena 15 DOV gt Mebsite UR Gansen n obe a red iode es ss i
66. ile link located on the Portfolio page Figure 17 Update your profile ah The Terry Fox Research Institute Research Activity L Institut de recherche Terry Fox Financial Reporting System PORTFOLIO Leader Project Page 21 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 2 6 1 Update Your Profile This page provides users with the ability to change account information and password To change name or email address contact the TFRI Help Desk at 604 675 8222 or via email at FRShelp tfri ca When changing your password do not forget to update your password reminder Your password reminder will be sent to you if you use the forgot your password feature on the login screen 2 6 2 Forgotten Password In the event that you have forgotten your password click the Have you forgotten your System Account password link on the login page https tfri evision ca tfri_rafrs startup Figure 18 Forgotten Password Research Activity Financial F X e CQ B https tir evision ca titi_rafrs startup xs ah The Terry Fox Research Institute Research Activity L Institut de recherche Terry Fox Financial Reporting System TFRI User Login System account e mail 70 characters Password characters Password is case sensitive View terms and conditions NEW Create your TFRI system account Have you forgotten your System Account password 3 Page 22
67. in i m Tasks and deliverables Budget m Signature and Alberta Cancer Foundation Search Clear r Enter description Submission E here m Forms and Guidelines Click on Search for List z Search Clear Legend 4 Help Once all Leveraged Funding has been saved proceed to Section 5 Create a Budget Page 42 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 4 3 View Leveraged Funding Summaries There are different ways to view the Leveraged Funding Scroll down to the bottom of the Leveraged Funding page to see the Summary list Click on any of these links to see the funding displayed in a variety of ways In addition at the top and bottom at right of the screen there are buttons for Excel Export and Preview that are helpful when viewing the budget Note that the system does not support the printing of reports while in Preview mode To print a summary click the Excel Export button and print the file through Excel after formatting Figure 40 View Leveraged Funding Summaries Research Activity Financial F x W 1 C Bj https tfri evision ca tfri_rafrs startup ah The Terry Fox Research Institute Research Activity L Institut de recherche Terry Fox Financial Reporting System Portfolio Contact Us Log Out Research Activity 26 Account E mail platfri ca Short Title Sample RA Date 2013 May 30 13 10 Project Validate Page Excel Expo
68. ing crossing multiple fiscal years quarterly reporting on quarter start end Date 2013 May 30 17 43 Project Validate Page Excel Export Research Activity QUARTERLY EXPENDITURE REPORT Information P GENERAL INFORMATION m Budget and Amendments QUARTERLY EXPENDITURE REPORT m Instalments and Reconciliation Project 1 oranges Quarterly expenditure report Complete m Leveraged Funding m Tasks and deliverables SUMMARY m Quarterly 5 y Expenditure Report By Project m Reports E gt Bv Site m Signature and Submission P By Expense Category m Forms and Guidelines P By Funder Legend Help Mandatory field Error field Delete Save Validate Page Excel Export Terry Fox Research Institute FRS was originally developed by the Ontario Institute For Cancer Research OICR and is provided to TFRI with permission for its sole use javascript XL FORMS ConfirmAndGoto P pAPP TFRIEFORM amp pFO X Page 73 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 9 3 Submit the Quarterly Expenditure Report When all expenses have been entered the Project Manager Project Leader locks the entries by clicking the Complete checkbox for each project This checkbox is located to the right of each project name A Financial Representative will be able to view the complete incomplete status for their project but the checkbox will not be shown The Project Manager Project Leader may al
69. ion Site before Mapping is Complete 37 Page 3 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 3 10 2 Delete a Project Institution Site After Mapping is Complete 38 3 10 3 Delete a Project Institution Site after Budget is Complete 38 4 Leveraged Funding e erre e RT Un eU denm aude aen 39 4 1 Input Leveraged FUNCING cccccccccccecssssssnececeeeeecsesenseseseceeeesssesesaeseseeseseessesssaeeeeeeeens 39 4 1 1 Leveraged Funding that is to be Managed in the Budget 40 4 1 2 Leveraged Funding that will not be Managed in the Budget 40 4 2 Add Additional Leveraged Funding essen eene nennen nennen enne 42 4 3 View Leveraged Funding Summaries cccccccccessssesssececeeeesssessneseeeeeeseessesssaeeeeeeeens 43 5 Create a Project B dget aont a 44 5 1 Enter Budget Data A eee cette ea e eel ees eta 44 52 View Budget Summaries arabe e E RR E ETIN Ets 50 5 35 Comiplete a Project Budget cid etc recedet re dis cy dede hn 51 6 T sksand Deliverables oe etes ex enar ARES epi qi eI REA a aaa aaea aaa 51 6 1 Upload the Tasks and Deliverables Chart eese 52 6 2 Replace the Tasks and Deliverables File oooocncncconononaonnononononanononnnncnnnnncnnrnnnnnnnos 55 7 Submit the Budget and RA Information
70. ion ca tri rafrs startup PROJECT Project Project Name Short Title Status 240 characters 240 characters Active M Add Project MAPPING Save project information before mapping Project Project Name Institution Site PI Name e v v To add another Project click Add Project Figure 29 and follow the same procedure as for the first Project added The RA must be saved after entering the Projects Save buttons are available at the top and bottom of each screen You will get a message that the RA was saved successfully and a Page 35 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide project number starting with the RA number will display in the Project field of the table If you do not see this number the project line has not been saved Once the Sites and Projects have been saved mapping may begin 3 9 Map Projects to Sites Mapping is done in order to associate Sites Pls with Projects to organize the budget structure At the bottom of the page there is a Mapping table Select the first project from the Project Project Name drop down list Figure 30 Project Project Name Drop Down List 1 Research Activity Financial x W 1 gt CGC Bhttps tfri evision ca tfri rafrs startup Raz 1 ereen appres Active Wi Add Project MAPPING Save project information before
71. ions AGAIN Date 2012 Dec 14 13 53 m Research Activity Instalments and Reconciliation Information gt GENERAL INFORMATION m Budget and Amendments m Instalments and Reconciliation Financial Year 2011 2012 Y m Leveraged Funding Site Universit de Montr al Investigator One Principal v m Tasks and deliverables o e o D 1 PAYMENT RECONCILIATION u m Quarterly Expenditure Report 2011 2012 Life to Date m Reports Apr 01 Jul 01 Oct 01 Jan 01 YTD Sum m Signature and to to to to omission Jun 30 Sep 30 Dec 31 Mar 31 T Amount Q1 Amount Q2 Amount Q3 Amount Q4 m Forms and Guidelines PAYMENT Approved Budget 1 000 00 1 000 00 1 000 00 Legend Actual Instalments 1000 1 000 00 1 000 00 li 9 Her YTD Instalments 1 000 00 1 000 00 1 000 00 Mandatory field SITE RECONCILIATION G Error field RA received 0 00 0 00 0 00 Delete Cheque received 0 00 0 00 0 00 Actual Instalments 1 000 00 1 000 00 1 000 00 less Cheque Received Variance Approved RA Budget 16 000 00 Comment The submitted financial data for this quarter is for interim review pending approval by TFRI gt 2 RECONCILIATION DIAGNOSTIC r T 1 gt d Page 79 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Step 2 The Financial Representative enters payment received and clicks Validate note RA received is filled in and Cheque received is auto populated The values should be equal Select the appro
72. istration Validation Screen cccononoooonnnnnnconnononnnnnnnnnnnnnonnnnnnnnnnnnnnonnnnnnnnnnnnnnnninnnnos 19 Registration Confirmation ScreeN cccononocoonnnnnncnnnonononnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnos 20 Registration Activation SCO ccccccsssssssscecececeaeeneseseeceeeseaeenecseceeeeeesaeaueeeseeeseeseaqanaes 20 Helpful Symbols 2 corr teres tta totes ce et e eese sce e t oS ce e Ie eiua eda 21 Update your protile ce A A eed eed Teen 21 Forgotten Password euin IR und edm iB 22 Account and Password Retrieval 2 52 red bere d tdi or teeth cer x pde s edes 23 TFRI Budget and Reporting Process c cccccccccsssssssssseseceeecessesseaeeeceeecessessaeseeeeeeseeeeees 26 Portfolio Serenata iaa 27 Research Activity Information InitiatiON concocococnnnncnnnononoonnnnnnnnnonnnnornnnnononnnnnannnos 28 Research Activity Information Site Project and Mapping cccccccnonnnonacnnnnonnnnnannnos 31 IniStit tIoni Site ON 31 Choosing AMO Mi ee tet e er ter eee ace aene 32 Adding PI to Institution Site suos a 33 Adding Financial Representative to Institution Site 34 AG PEFOJecU 4 5 A lia rea NN ie eun 35 Project Name and Short Title cccononoonococnnncnonononoonnnnnnnnnnnnnancnnnnnnonnonnnnononnnnnonnnnnnnnnos 35 Project Project Name Drop Down List ccccssccesssecesscecessceessseecsseeecsseeecseeeenseees 36 Institution Site PI Name Drop Down List 36 Delete Button for Inst
73. itution Sites and Projects Prior to Mapping Completion 37 Delete Button for Mapping esses EAA nn tennis renean 38 Page 6 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Figure 34 Figure 35 Figure 36 Figure 37 Figure 38 Figure 39 Figure 40 Figure 41 Figure 42 Figure 43 Figure 44 Figure 45 Figure 46 Figure 47 Figure 48 Figure 49 Figure 50 Figure 51 Figure 52 Figure 53 Figure 54 Figure 55 Figure 56 Figure 57 Figure 58 Figure 59 Figure 60 Figure 61 Figure 62 Figure 63 Figure 64 Figure 65 Figure 66 Figure 67 Figure 68 Figure 69 Figure 70 Figure 71 Figure 72 Figure 73 Figure 74 Figure 75 Figure 76 Figure 77 Leveraged F nding oer t en e i dC UR DIS Teva te er Y eain 39 Funder Search Utility iiiter deret ree eee Eder Ee ei Idein e Fehr lei eer dede 40 Funder Table Description 41 Funder Table Data Entry edd e ERN E eR EPI EE EXER XN Vega 41 Funder Table Data Entry AMOUNMS ccccccccsssssssececeeecessesseaeeeceesesssesssaeseeeesesseeeees 42 Adding rows to the Funder Data Entry Table ccccononoococnnnnnnnnnonononnnnnnnnnnnanananonnnos 42 View Leveraged Funding Summaries eese esee eene ene 43 Budget and Amendments Screen eese eene eee nne 44 RA Screen idea eet desierit A i ada aside dran tut dedit es 45 Budget and Amendments Data Entry
74. kEY LayTODjQELzcXVuftiYOMWMmS JR WYSpPARAMS pID 26 8pOTHERS pREP_VERSION 0 rf Institute For Cancer Research OICR and is provided to TFRI with permissi Replace the Tasks and Deliverables File The most recent Tasks and Deliverables file may be replaced up until the next Quarterly Expenditure Report QER is approved by TFRI Once the QER is approved the most recent Tasks and Deliverables upload becomes fixed in the Signature and Submissions page with a date stamp and may be accessed at a later date Page 55 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide To delete the Tasks and Deliverables file simply press the red x button in the first column next to the file description on the Tasks and Deliverables page Figure 52 Delete Tasks and Deliverables Research Activity Financial F x Qo C B https tfri evision ca tiri_rafrs startup The Terry Fox Research Institute Research Activity L Institut de recherche Terry Fox Financial Reporting System Research Activity 26 Account E mail pl tfri ca Short Title Sample RA Date 2013 May 28 16 26 Project Validate Page m Research Activity Tasks and deliverables Information gt GENERAL INFORMATION m Budget and Amendments The Project Manager PM is required to complete the Tasks and Deliverable information at the start of a Project Task and deliverable m Leveraged Funding information must be updated after the co
75. l Investigators and have permission from each of those Investigators to do so I confirm that I will comply with the ethical and research policies outlined by my host institution TFRI and the Tri council policy statements on Integrity in Research and Scholarship I agree to o Respect and abide by the obligations described in the Program guidelines and o Ensure that the use of awarded funds is only for the purposes intended Iagree that by selecting I ACCEPT below I am in full acceptance of TFRI RA FRS terms and conditions and that this electronic acceptance is equivalent to my handwritten signature Accepted by Project Leader Date 2013 May 30 SUBMISSION l Click on the QuickView icon to view the file For reports click on the Excel icon to open or download the file to your computer Click on the PDF icon to view save or print as required Y Table 1 General Activities Description Fiscal Project Reports and Quarterly Annual Sign Off Quarter Payment Expenditure Report Statements Budget Amendment Page 58 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide The system will ask for confirmation and then display a confirmation of successful submission for your reference Afterward the submission date and submitter will be displayed in the Submission table Figure 55 Confirmation of Successful Submission Research Activity Financial Fx gt C amp
76. le RA Print veloped by the Ontario Institute For Cancer Rel javascript XL FORMS ConfirmAndGoto P pAPP TFRIEFORM amp pFOR Once it has been submitted TFRI will receive an email notification that the Research Report has been submitted An email will be sent to the Project Leader and Project Manager when TFRI acknowledges receipt Note Email notifications may be suppressed on an account level basis To request this service contact TFRI at 604 675 8222 or via email at FRShelp tfri ca 9 Quarterly Expenditure Report Quarterly Expenditure Reports QERs are created to monitor expenditures on a quarterly basis These are completed by the Financial Representative of each Institution After the QER is filled in for all Sites the Project Manager Project Leader submits it on behalf of the RA The QER is due 45 days past quarter end A full list of due dates is available on the Signature and Submission page Table 1 General Activities after the budget is approved Note that Financial Representatives do not have access to the Signature and Submission page Only the Project Manager Project Leader does Page 66 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 9 1 Prepare the Quarterly Expenditure Report In order for the Institution Financial Representatives to have access to the QER the QER must be opened The Project Manager or Project Leader must select Quarterly Expenditure Report fr
77. le is selected and information has been entered in the text box click Attach In the table displayed on the page the file will now be accessible through a link Figure 50 Attach Tasks and Deliverables File j Research Activity Financial P x CB https tfri evision ca tfri rafrs startup The Terry Fox Research Institute Research Activity L Institut de recherche Terry Fox Financial Reporting System Account E mail platfri ca Date 2013 May 28 16 26 Research Activity 26 Short Title Sample RA Project Save JA validate Page m Research Activity Tasks and deliverables Information gt GENERAL INFORMATION m Budget and Amendments The Project Manager PM is required to complete the Tasks and Deliverable information at the start of a Project Task and deliverable information must be updated after the completion of the Year End Quarter 4 Quarterly Expenditure Report and after submitting a budget amendment For uploads please use the following file naming protocol RA Number Task Chart YYYY MMM DD The upload is transferred m Tasks and to the Signatures and Submissions page and may be deleted and replaced Once the Quarterly Expenditure Report is approved by TFRI the deliverables upload becomes permanent mLeveraged Funding m Signature and Description Filename Date Size Kb Added by Submission e GANTT 2012 11 09 R4 44TaskChart2012 11 09 pdf 2013 May 28 92 Project Leader a Forms
78. mpletion of the Year End Quarter 4 Quarterly Expenditure Report and after submitting a budget amendment For uploads please use the following file naming protocol RA Number Task Chart YYYY MMM DD The upload is transferred to the Signatures and Submissions page and may be deleted and replaced Once the Quarterly Expenditure Report is approved by TFRI the deliverables upload becomes permanent m Signature and Description Filename Date Size Kb Added by Submission GANTT 2012 11 09 RA 44TaskChart2012 11 09 pdf 2013 May 28 92 Project Leader m Forms and Guidelines A Enter file description here Legend 100 characters Hel E Choose File No file chosen 240 characters Mandatory field E No file chosen Error field Delete Tasks and Deliverables information must be updated annually and after budget amendments Note that once the OER is approved the most recent Tasks and Deliverables upload becomes permanent All previous Tasks and Deliverables files will be available on the Signature and Submission page To replace the current file simply upload an updated file on the Tasks and Deliverables page using the procedure described in Section 6 1 The new file will replace the previous file on the Tasks and Deliverables page It will also be added to the Signature and Submission page where all previously uploaded approved files are archived Page 56 of 98 TFRI Research Activity Financial R
79. n overview of the RA FRS budget and reporting process Detailed instructions are covered in Parts Il through IV of this guide Page 23 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 3 1 RA Set Up Activities After a new Research Activity is approved by TFRI TFRI will create a new Research Activity RA within the RA FRS system TFRI will provide the Project Leader access to the RA through their email address Once the Project Leader logs in he she may add details or may designate a Project Manager who can take on responsibility for entering the RA details and the system activities How the information is entered will define the structure of the RA and allow organization of the RA into components referred to as projects This structure will be maintained through budget entry Leveraged funders if applicable may be entered and the budget is entered Finally a file containing tasks and deliverables is uploaded Once this is complete the Project Leader or Project Manager uses the Signature and Submission page to submit the RA budget Once the RA budget is approved by TFRI three new menu links will be accessible to the Project Leader and Project Manager e Instalments and Reconciliation e Quarterly Expenditure Report e Reports These links are used to complete quarterly and annual reporting tasks in the system 3 2 Quarterly Activities At the beginning of each quarter TFRI releases payments to eac
80. ncial Representative Status Email Add Institution Site PROJECT 240 characters 240 characters Project Project Name Short Title Status Add Project MAPPING Save project information before mapping Project Project Name Institution Site PI Name o Validate Page A row under Institution Site opens up Click Search to open the Affiliation search screen Figure 24 Institution Site 1 Research Activity Financial F X C amp https tfrievision ca tfri rafrs startup INSTITUTION SITE Institution Site e Click on Search for List Add Institution Site PROJECT Project Project Name Short Title 240 characters 240 characters MAPPING Save project information before mapping Project Project Name Institution Site PI Name e y Page 31 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Use the search screen to find the Institution Figure 25 You may search for sites alphabetically or by entering the first few letters of the name in the search field and clicking Search If you cannot find a particular Institution please contact TFRI at 604 675 8222 or via email at FRShelp tfri ca Once the Institution is found select by clicking the name Figure 25 Choosing Affiliation 7 Researc
81. nnnnnonnnnnnnnnnnns 85 112 Complete the Report Ad aida ER vada 87 Page 4 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 1173 Upload the RepOFt ctt e tia er ERE T ean ene iia 87 114 7 DBelete a Reporte pee rete ae eise 89 12 Budget Amendments osito doct e aite d del am eee tulle ce eed rece tama aden 89 12 1 Request a Budget Amendment ccccccoocccccnonocononononcconononanononnnnnnncnnnonnnnnnnn nnne nnne 91 12 2 Amend Project Budgets casse dar Sheik ooo Ebo aoc dae en Oda E ERE E e yo pa no PERI RUE 92 12 3 Attach Supporting Documents ooccccccncnonononnnnnnnnnnnnnnnonnnnnnnnnnonnnnnnnnnnnnnnnnnannnnnnnnnnnnnnnnns 94 12 4 View Budget Amendment Summaries cccoooccccnonocaconononnnononannnnncnnnonnnnnnnnnnnonnonnnnnnnnnnos 95 12 5 Submit Budget AMendMent ocoocoooccncnncnonononnnnnnnnnnnnnnnonnnnnnnnnnnnnnnonnnnnnnnnnnnnnnnnnnnonnnnnnnnns 96 13 Update Tasks and Deliverables esses ennemis nnns 96 14 Change RA Project Leader Project Manager Financial Representatives or PIS 96 PART V FREQUENTLY ASKED QUESTIONS aras 98 Page 5 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide List of Tables Table 1 Document Hist Ory cutis a iia 2 Table 2 Glossary OF TEMO ix ee ee e e eerie es sce reete erede 2 Table 3 Roles and Permissions surn atna a a a a leaa aa aea aaa aaa aaea aiaia 9 List of Figures Figure 1
82. nstalments and Reconciliation from the left menu For financial representatives who manage more than one PI the Site drop down box allows them to toggle between investigators The same drop down box allows Project Managers Project Leaders to toggle between Sites Pls The Financial Year drop down list allows toggling between fiscal years If a particular Pl has budget within more than one project in a RA the Instalments and Reconciliation and Annual Sign Off combine all payments and expenditures for the fiscal year for that PI Figure 75 Instalments and Reconciliation Research Activity Financial Reporting System TEST Mozilla Firefox File Edit View History Bookmarks Tools Help J Research Activity Financial Reporting Sys Research Activity Financial Reporting Sys Research Activity Financial Reporting Sys Research Activity Financial Reporting Sys X https Fri evision cajtfri_test startup velg PA EEE AA AAA I Research Activity 57 Account E mail fo1Gtfri ca Short Title Instalment and Re ciliatio 2012 Dec 14 13 54 eview and Email Notifications AGAIN Project Instalments and Reconciliation DP GENERAL INFORMATION te de Montr al Investigator One Principal M P i PAYMENT RECONCILIATION A general description of timing may be helpful TFRI and the Financial Representative may do the payment entry anytime during the current quarter b
83. nt and annually it is necessary to upload the Tasks and Deliverables file This is reviewed by TFRI and may be used to amend site agreements To upload Tasks and Deliverables see Section 6 2 14 Change RA Project Leader Project Manager Financial Representatives or Pls It may be necessary to change either the Project Leader Project Manager a Financial Representative and or a PI in an RA after it has been ongoing To change the Project Leader or Project Manager contact TFRI at 604 675 8222 or via email at FRShelp tfri ca It must be done using an Administrative account To change the Financial Representative click the Research Activity Information page on the left menu Type over the email address of the Financial Page 96 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Representative that will be retired and click Validate to verify the new Financial Representative is in the system After validation click Save It is possible to overwrite a Pl email address but caution should be exercised since budgets within projects are linked to the Site PI If a PI will no longer participate in the RA set the status to Inactive instead so past budget expenses will contain the correct Pl name If a new PI from that Site will be joining set up a new Site Pl row with the instructions from Section 3 7 Note that once a Project Leader Project Manager or Financial Representative s email address is removed from
84. nt to the budget The RA FRS has a budget amendment component for such purposes This feature is described in Section 12 of this guide 6 Tasks and Deliverables The Project Manager is required to complete the Tasks and Deliverables information at the start of the RA The Tasks and Deliverables chart should be prepared outside of the system using Excel or project management software The file may be saved in a variety of formats pdf xls xlsx mpp doc docx vdx vsx vtx vsd vss vst jpeg jpg gif ppt pptx Once it is ready for Page 51 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide upload name the file using the following protocol RA Number Task Chart YYYY MMM DD Maximum file size for attachments is 5 megabytes 6 1 Upload the Tasks and Deliverables Chart To upload a file click the Tasks and Deliverables option on the left menu Enter the name of the file in the text box provided then click Choose File Figure 48 Tasks and Deliverables Page 1 Research Activity Financial E x WW C A https tfri evision ca tfri rafrs startup The Terry Fox Research Institute L Institut de recherche Terry Fox Account E mail pl tfri ca Date 2013 May 28 16 23 Research Activity Financial Reporting System Research Activity 4 26 Short Title Sample RA Project Validate Page m Research Activity Information Tasks and deliverables gt GENERAL INFORMATION m Budget and Amendments mLev
85. of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Fill in the information that the system requests then click Search Figure 19 Account and Password Retrieval P Research Activity Financial x Y 1 CQ B https tfri evision ca tfri rafrs startup Ah The Terry Fox Research Institute Research Activity L Institut de recherche Terry Fox Financial Reporting System Legend Account and password retrieval pele Confirmation of registration information Mandatory field Last name Error field Delete First name Name of High School 100 characters E mail address An email will be sent to you with your password reminder If you have entered incorrect information in the Search screen above the email will indicate there has been a problem retrieving your information and you will be directed to contact TFRI If you still cannot recall your password after receiving a password reminder please contact TFRI at 604 675 8222 or via email at FRShelp tfri ca so that your password may be reset 3 TFRI RA FRS Budget and Reporting Process In order to understand how the RA FRS system is to be used it is best to review the TFRI budget and reporting process see Figure 20 The process involves the following types of activities e RA Set Up Activities e Quarterly Activities e Annual Activities e Other Activities The following sections are intended to provide users with a
86. older If you require assistance please contact TFRI at FRShelp tfri ca Figure 14 Registration Confirmation Screen The Terry Fox Research Institute Research Activity L Institut de recherche Terry Fox Financial Reporting System Legend Create your TFRI System Account Help CONFIRMATION Mandatory field Your request for a TFRI system account has been received Error field 0 0 Delete If you do not receive an e mail confirmation within the next 30 minutes it may be because we have the wrong e mail address or the You will receive an e mail message at the following address message has been directed to your SPAM folder If you require assistance please contact Terry Fox Research Institute FRShelp tfri ca TO ACTIVATE YOUR SYSTEM ACCOUNT To activate your system account you must click on the link contained in the e mail message Otherwise you will be denied access to your system account Terry Fox Research Institute The email will provide a link that you must click in order to activate your account If the link is not clickable copy and paste it into your browser s address bar Once activated a confirmation screen will display in your web browser Figure 15 Registration Activation Screen ser Tips EST Legend Confirmation Help Confirmation Mandatory field Error field Your TFRI system account is now active Q Delete Your TFRI system account email is You now have access to the web forms As long
87. om the left menu The process begins when the Create New button is clicked Figure 64 Create Quarterly Expenditure Report Research Activity Financial x YY C 8 https tfri evision ca tfri_rafrs startup ah The Terry Fox Research Institute Research Activity L Institut de recherche Terry Fox Financial Reporting System Contact Us Los Out Research Activity 26 Account E mail platfri ca Short Title Sample RA Date 2013 May 30 16 53 Project Save Validate Page Excel Export Preview m Research Activity QUARTERLY EXPENDITURE REPORT Information P GENERAL INFORMATION m Budget and Amendments QUARTERLY EXPENDITURE REPORT m Instalments and l Reconciliation r New m Leveraged Funding m Tasks and deliverables Expenditure Report m Reports m Signature and Submission m Forms and Guidelines javascript XL FORMS ConfirmAndGoto P pAPP TFRIEFORM amp pFO Once activated the Project Manager Project Leader will see a list of all projects within the RA A Financial Representative will only see projects that are assigned to him her Page 67 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide To begin QER data entry click Quarterly expenditure report next to the project name to open the project specific report Figure 65 Open Project Report Research Activity Financial x gt Q B https tfri evision ca tfri_rafrs startup ah The Terry Fox Research In
88. onnnnnnnnnnononnnnnnnnnoncnnnanononnnnnnnnos Fig re 84 Download Formi e e REGE EROR Figure 85 Annual Sign Off Header cccccccccccccssssssnsececeeeescessssseaeeeeeeeesssessnsaeseeees Figure 862 Upload Reporta sentite dee aetatum cheat tent areas tidad Figure 87 Select Elle ERE NE Figure 88 Attach DOCUMENT d cech odisti a a date ab tas Figure 89 View the Uploaded Document on the Reports Page s Figure 90 Delete Annual Sign Off esses eene ener Figure 91 Budget Amendment Process oooocccncncncnonononnnnnnnnnnnnnnananononnnnnnnnnnnnrnnononnnnnos Figure 92 Create Budget Amendment sess enne nnn nnns Figure 93 Amend Budget Data c s ccscccececsessssacceceeecsessnssanseeeceseesenssananseceenss Figure 94 Check the Budget Complete BOX o ccccesssscceceeseessesseaeeeceeeesssessasseeeeees Figure 95 Attach Supporting Documents occccccncnonononnnnnnnnnnnnnonnnnnnnnnnnnnnnnnnnonnnnnnnnnnos Figure 96 View Budget Amendment Summaries essen Figure 97 Submit the Completed Budget Amendment sss Figure 98 Changing People coooooccccccccnonononocnnononononanononncnnnnnnnonnnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnos Page 8 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide PART I INTRODUCTION Welcome to the Terry Fox Research Institute Research Activity Financial Reporting System TFR
89. ord retrieval should you forget your password To select your Institution click on the Search button beside Institution If you cannot find your institution please contact TFRI at 604 675 8222 or via email at FRShelp tfri ca To select Country and Province click on the Search button beside Country Select your country and do not close the search window If it is Canada a list of provinces will immediately show Select your province Figure 11 TFRI RA FRS Registration Screen Research Activity Financial F Xx B https tfri evision ca tfri_rafrs startup The Terry Fox Research Institute Research Activity L Institut de recherche Terry Fox Financial Reporting System Legend Create your TFRI System Account Help CONFIDENTIALITY Mandatory field The information collected in this form will only be used in accordance with TFRI Privacy policies It will be used internally by TFRI ror Gal employees for grant administration purposes and shared only with Information Technology contractors bound to TFRI by Confidentiality agreements for the purposes of administering our online system Salutation z Last name 50 characters e g Doe First name 50 characters e g John Middle initial s S charadam Confidential information for identification only Name of High School 100 characters Delete If yc Institution Click on Search for List 5 _Clear you cannot f t ot find your institution p se
90. ork Delete Canadian Association of Provincial Cancer Agencies Canadian Association of Radiation Oncology Canadian Breast Cancer Foundation Page 40 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide In the Description column enter a brief description of the funding Figure 36 Funder Table Description Research Activity Financial F x C 8 https tfri evision ca tfri_rafrs startup a Leveraged Funding Funder Name Managed Description in m Tasks and deliverables Budget a Signature and Alberta Cancer Foundation Search Clear Enter description Submission E here m Forms and Guidelines Click on Search for List Search Clear Legend Q p Scroll to the right using the scroll bar at the bottom of the table In the Project column select the project to which this funding applies In the Site column select the Institution to which this funding applies Note that the Institution must have been set up on the Research Activity Information page see Section 3 7 In the Funding Status column select whether the funding is confirmed a proposal is pending or will be a future request Under the Contribution Type select cash or in kind from the drop down list Select the appropriate expense type under the Expense Category drop down list Figure 37 Funder Table Data Entry L Research Activity Financial x W 4
91. priate Financial Year and Site from the drop down menus indicated After the Validate button is clicked the screen will show a date stamped record of who validated the record Note If the Financial Representative enters amount received in before TFRI enters amount sent the Financial Representative will have to wait until the TFRI value is displayed until he she can validate the number Figure 77 Payment Receipt Recorded Research Activity Financial Reporting System TEST Mozilla Firefox File Edit View History Bookmarks Tools Help L Research Activity Financial Reporting Sys Research Activity Financial Reporting Sys Research Activity Financial Reporting Sys Research Activity Financial Reporting Sys X Q https tfri evision cajtfri_test startup i elmWwW PA i LSS a E Research Activit Short Title Instal Account E mail fol tfri ca it and Reconciliation Review and Email Notifications AGAIN Date 2012 Dec 14 13 54 Project Validate Page Excel Export Instalments and Reconciliation gt GENERAL INFORMATION m Budget and Amendments m Instalments and Reconciliation Financial Year 2011 2012 m Leveraged Funding Site f Unive m Tasks and deliverables i PAYMENT RECONCILIATION O Expenditure 2011 2012 Life to Date m Reports Apr 01 Jul 01 Oct 01 Jan 01 YTD Sum m Forms and Guidelines to to to to Jun 30
92. re in the system and then Save Once this step is taken the Project Leader may log out and the Project Manager can manage the rest of the duties in RA setup Page 29 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 3 7 Add Institutions Sites The Project Leader Project Manager must add the Institutions Sites involved in the RA Institutions involved in a funded program that do not have an assigned budget should not be included An Institution will be responsible for providing received funding to the designated PI The RA can have a simple design Research Activity 2 below or more complex Research Activity 1 below with multiple Site and Pl relationships to Projects Research Activity 1 Research Activity 2 Project Leader Project Manager Project Leader Project Manager Project A Project B Project C PI 1 PI 4 PI 1 Site 1 Site 3 Site 1 PI any investigator identified in the budget as receiving funds Project Leader Principal Applicant Nominated Principal Investigator Only one can be assigned d Page 30 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide To add an Institution click Add Institution Site Figure 23 Research Activity Information Site Project and Mapping j Research Activity Financial F X CB https tfri evision ca tri_rafrs startup INSTITUTION SITE Institution Site Institution Fina
93. rry Fox Financial Reporting System Research Activity 26 Account E mail pl tfri ca Short Title Sample RA Date 2013 May 30 14 55 Project Validate Pa m Research Activity Reports Information P GENERAL INFORMATION m Budget and Amendments m Instalments and Table 1 RA Reports Reconciliation m Leveraged Funding Report Type RA Report Quarter Period iw Dn Upload Completed Document a Tasks and deliverables Research Report 2012 Oct 01 to 2013 Mar 31 Click here to Choose File Research Report dod view avallable m Quarterly Expenditure templates eport If there are appendices or attachments to the Research Report they may be uploaded separately by clicking Add below the table to insert more rows and selecting the same RA Report Quarter Period as the Research Report file Files may be uploaded in doc docx pdf ppt pps or txt format Maximum file size for attachments is 5 megabytes Remember to Save after attaching After saving all files attached will be available in the Signature and Submission page in the appropriate row for the period Page 63 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 8 3 Submit Research Report To submit the Research Report for TFRI review go to the Signature and Submission page using the left menu Scroll down the page to see the link for Table 2 Research Reports Figure 61 Signature and Submission Page Table 2 Research Activity
94. rt m Research Activity Leveraged Funding Information P GENERAL INFORMATION m Budget and Amendments m Leveraged Funding Funder Name Managed Description in Budget modele and e Alberta Cancer Foundation Search Clear m Funding for a piece ubmission d of equipment p m Forms and Guidelines 4 gt m Tasks and deliverables Add Legend Help Mandatory field a Error field P By Project Delete gt By Site b gt By Funder Name P By Funding Status P By Contribution Type b gt By Expense Category Save Validate Page f Excel Export B Preview Page 43 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 5 Create a Project Budget 5 1 Enter Budget Data Once all projects have been mapped to the appropriate Sites the RA budget may be entered A detailed budget will have already been approved by TFRI before initiation of the RA in the RA FRS The level of detail for the budget required in the RA should be determined in consultation with TFRI Generally one summary line per expense category may be entered however for some programs more detail may be required For more information contact TFRI at 604 675 8222 or via email at FRShelp tfri ca To begin click on the Budget and Amendments option on the left menu A list of all projects previously entered on the RA Information page is displayed Figure 41 Budget and Amendments Screen Research Acti
95. rticipate in Approve Record Instalments Reconciliation Reconciliation andiReconciliation 3 Activities Activities 60 gt gt 2 i gu E Acknowledge Prepare and Submit g 5 2 receipt of Research WEEE Sele e c Report E QUES 50 C 5 n s Prepare Sts Submit i 5 T Annual Sign Off E Annual Sign Off B Open Approve Prepare Budget Budget 3 Amendments kj Amendments 2 o A Update Tasks and lt RA Closure Deliverables Page 26 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide PART Il SETTING UP A NEW RESEARCH ACTIVITY This part of the guide describes the steps necessary to set up a new RA This includes filling in basic RA information recording the budget for the RA already pre approved outside of the RA FRS by TFRI adding leveraged funding and uploading tasks and deliverables 3 5 RA Initiation Once TFRI has notified the Project Leader that an RA is set up the Project Leader must log on to the system at https tfri evision ca tfri_rafrs startup After logging in the RA will display on a list on the Portfolio page Click the RA Number link under the Project Core column in the table to access the RA Figure 21 Portfolio Screen Research Activity Financial E x QC B https tfri evision ca tfri rafrs startur 2 M The Terry Fox Research Institute Research Activity L Ins
96. s Institution Financial Representative e View input budget information for assigned Institution Site e Record and validate quarterly instalments e Prepare quarterly expenditure reports e Prepare Annual Sign Off for assigned Institution Site Pl e View Research Reports leveraged funding and tasks and deliverables Pl e View input budget information for permitted projects e View leveraged funding and tasks and deliverables e Prepare and submit Research Reports e Prepare Annual Sign Off for assigned Institution Site Pl TFRI Administration e Open new Research Activity e View information and reports for all Research Activities e View administrative reports e Open Budget Amendments as necessary e Record payment instalments e Propose and approve reconciliation decisions e Approve and upload responses to Quarterly Executive Reports e Close completed Research Activities 1 2 System Requirements TFRI RA FRS is fully functional using the current and at least two earlier versions of the following desktop browsers Internet Explorer Firefox Google Chrome and Safari 1 2 1 Browser Configuration In order for all system functions to be available users must ensure their web browsers are configured appropriately Pop up blockers must be disabled and security settings must allow for file downloads 1 2 1 1 Disable Pop Up Blocker To disable the pop up blocker on Internet Explorer go to the Tools menu click
97. so uncheck the Complete checkbox if necessary Figure 71 Complete Checkbox Research Activity Financial R x gt QC https tfri evision ca tfri_rafrs startup Account E mail pl amp tfri ca ng multiple fiscal years quarterly reporting on quarter start end Date 2013 May 30 17 43 xj Seve _ QUARTERLY EXPENDITURE REPORT P GENERAL INFORMATION QUARTERLY EXPENDITURE REPORT Project 1 oranges Quarterly expenditure report Complete v javascript XL FORMS ConfirmAndGoto P pAPP T 3 After the Complete checkbox has been checked the Project Manager Project Leader must go to the Signature and Submission page using the left hand menu Financial representatives will not have this option displayed on their screen Page 74 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide While on the Signature and Submission page click Table 1 General Activities A row for the QER will be evident In this table the QER details are available in a Preview option or in Excel format displayed in the Quarterly Expenditure Report column Click the Submit button located in the QER row of the Submission table Figure 72 Submit Quarterly Expenditure Report Research Activity Financial x C B https tfri evision ca tfri_rafrs startup Signature and Submission Accepted by Project Manager One m Forms and Guidelines Date 2013 Apr 22 Legend SUBMISSION Help 2 Click on
98. ssociated with them The Project Leader should also be listed if he she is receiving funds along with his her associated Financial Representative Figure 26 Adding PI to Institution Site 5 Research Activity Financial F X amp https tfri evision ca tiri_rafrs startup INSTITUTION SITE Institution Site Email Alberta Health Services vi Search Clear ee vatidate Add Institution Site PROJECT Project Project Name Short Title Status 240 characters 240 characters MAPPING Save project information before mapping Project Project Name Institution Site PI Name e v Add Mapping Page 33 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide After scrolling to the right the field to enter Institution Financial Representative will be visible Enter the person s email address and click Validate Figure 27 Adding Financial Representative to Institution Site Research Activity Financial E x YM C amp https tfri evision ca tiri_rafrs startup INSTITUTION SITE Institution Financial Representative Status mail lt ii gt Add Institution Site PROJECT Project Project Name Short Title Status 240 characters 240 characters MAPPING Save project information before mapping Project Project Name Instit
99. stem Portfolio Contact Us Log Out Research Activity 26 Account E mail platfri ca Short Title Sample RA Date 2013 May 30 14 41 Project Save Validate Page m Research Activity Reports Information P GENERAL INFORMATION m Budget and Amendments m Instalments and Table 1 RA Reports Reconciliation m Leveraged Funding Report Type RA Report Quarter Period View Download Form Upload Completed Document a Tasks and deliverables a m Quarterly Expenditure Report Table 2 Institution Site m Signature and Site Alberta Health Services Investigator One Principal Submission m Forms and Guidelines Report Type Fiscal Quarter Period View Download Form Upload Completed Document El Legend javascript XL FORMS ConfirmAndGoto P2pAPP TFRIEFORM amp pFO Page 61 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide To upload the Research Report go to Table 1 RA Reports and select the appropriate Report Type and RA Report Quarter Period from the drop down menus If you click View Download Form it will take you to the templates available on the Forms and Guidelines page Figure 58 Research Report Upload Research Activity Financial x W 7 Cia https tfri evision ca tfri_rafrs startup ah The Terry Fox Research Institute Research Activity L Institut de recherche Terry Fox Financial Reporting System Portfolio Contact Us
100. stitute Research Activity L Institut de recherche Terry Fox Financial Reporting System Research Activity 26 Account E mail platfri ca Short Title Sample RA Date 2013 May 30 17 07 Project Save m Research Activity QUARTERLY EXPENDITURE REPORT Information P GENERAL INFORMATION m Budget and Amendments QUARTERLY EXPENDITURE REPORT a Instalments and Reconciliation Project 1 Green Apples Quarterly expenditure report L Complete gw Leveraged Funding javascript XL FORMS ConfirmAndGoto P pAPP TFRIEFORMBPFO Page 68 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide The page will refresh and reveal a list of six categories below the project name Figure 66 Expenditure Categories Research Activity Financial E x Y gt C B https tfri evision ca tfri_rafrs startup The Terry Fox Research Institute Research Activity L Institut de recherche Terry Fox Financial Reporting System Research Activity 26 Account E mail pl amp tfri ca Short Title Sample RA Date 2013 May 30 17 10 Project Save m Research Activity QUARTERLY EXPENDITURE REPORT Information P GENERAL INFORMATION m Budget and Amendments QUARTERLY EXPENDITURE REPORT m Instalments and Reconciliation Project 1 Green Apples Quarterly expenditure report I Complete m Leveraged Funding m Tasks and deliverables Clinical Trials Quarterly Meetings Travel and Admin Expenses MTA Expen
101. the Funder listed on that specific line The Total Equipment Cost is auto calculated The Total Equipment Cost is reported in the Annual Sign Off form at the end of the fiscal year Figure 69 Research Equipment Expense Category Research Activity Financial R x e C Bj https tfri evision ca tfri_rafrs startup Units 2010 11 RA 9 Q1 Y1 TFRI Q4 FY11 Jan Mar BUDGET OTHER EQUIPMENT FUNDING EXPENDED Amount TOTAL EQUIPMENT COST Auto calculated Exception Comments if required Cc j Page 72 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 9 2 View Quarterly Expenditure Report Summaries There are different ways to view the QER Scroll down to the bottom of the Quarterly Expenditure Report page to see the Summary list Click on any of these links to see the QER displayed in a variety of ways In addition at the top and bottom at right of the screen there are buttons for Excel Export and Preview that are helpful when viewing the QER Note that the system does not support the printing of reports while in Preview mode To print a summary click the Excel Export button and print the file through Excel after formatting Figure 70 Quarterly Expenditure Report Summaries Research Activity Finandalk x C 8 https tfri evision ca tfri rafrs startup Ww Research Activity 9 Account E mail plQtfri ca Al Short Title Test
102. the QuickView icon to view the file For reports click on the Excel icon to open or download the file to your computer Click on the PDF icon to v M y fiel uL V Table 1 General Activities Error field Description Fiscal Project Reports and Quarterly Quarter Payment Expenditure Report Statements Delete Budget 2013 Apr 22 Submitted by Project Manager One 2013 Apr 22 Approved by Cynthia Ferguson Amendment Quarterly Expenditure Q4 FY11 2011 May 15 Deadline Ri rt 31 MAR 11 a cs Submit javascript XL FORMS ConfirmAndGoto P pAPP TFRIEFORM amp pFORM R The system will ask for confirmation and then display a confirmation of successful submission for your reference Afterward the submission date and submitter will be displayed in the Submission table Figure 73 Confirmation of Successful Submission SUBMISSION oa ah The Terry Fox Research Institute L Institut de recherche Terry Fox Confirmation of successful submission a Document Submitted Quarterly Expenditure Report Date of submission 2013 May 30 Submitted By Leader Project Program Project Project Leader Leader Project DR Project Manager Manager One Project MRS Research Activity 9 Short Title Testing crossing multiple fiscal years quarterly reporting on quarter start end Print sl Page 75 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 10 Instalments and Reconcil
103. the RA Information they will no longer have system access Figure 98 Changing People Research Activity Financial x W 3 Bj https tfri evision ca tfri_test startup m Research Activity Information m Budget and Amendments Research Activity Information P GENERAL INFORMATION To delete Site Project and mapping of sites projects see help m Instalments and INSTITUTION SITE Reconciliation m Leveraged Funding m Tasks and deliverables m Quarterly Expenditure Report m Reports m Signature and Submission m Forms and Guidelines Legend 0 Help Mandatory field Institution Site PI Email Institution Financial Representative Email Status British Columbia Cancer Agency pai ca Validate Leader Project inancial_diva yahoo com Validate Diva Financial University of Calgary pit tirica _Validate Investigator One Principal fot ttrica _Validate Officer One Financial Active y University of Manitoba 2e ca Validate Investigator Two Principal fo2 tri ca Validate Officer Two Financial Active El Centre Hospitalier de l Universit de Montr al CHUM B 1 tfri ca Validate Leader One Site financial_diva yahoo com Validate Diva Financial Page 97 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide PART V FREQUENTLY ASKED QUESTIONS
104. titut de recherche Terry Fox Financial Reporting System Portfolio User Tips Contact Us Log Out PORTFOLIO Activity Details Update your profile RESEARCH ACTIVITIES moa gt TOT on qua ageno Is Project 6 Research Sample RA Approved Program Project Core Page 27 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide The Research Activity Information screen is an important part of the process to set up the project and map projects to Sites and specific Pls prior to inputting details of the budget Figure 22 Research Activity Information Initiation Research Activity Financial x YN C https tfri evision ca tiri_rafrs startup w Wey L Institut de recherche Terry Fox Financial Reporting System Research Activity 26 Account E mail pl tfri ca Short Title Sample RA Date 2013 May 24 16 39 mResearch Activity Validate Page Information Cien Research Activity Information Amendments GENERAL INFORMATION m Leveraged Funding Research Activity L m Tasks and deliverables m Signature and ce ictibus m Forms and Guidelines 240 characters special characters not allowed Description Legend Help IEEE 400 characters special characters not allowed Error field Request Status In Progress Delete RA Start Date 919 10 a1 DD m la RA End Date los 0 YYYY MM DD Reporting Frequency
105. titution Site Q Delete Site Prince Henry s Institute of Medical Research Australia Leader Project Report Type Fiscal View Download Form Upload Completed Document Quarter Period Annual Sign Off t 22 file chosen Attach Add i javascript doSubmitAction OPEN_PDF 20111 Save Validate Page zl Page 87 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Click Choose File and navigate to where the file is saved on your computer and select it Click Open Figure 87 Select File Em Date modified Type war pdf 6 3 2013 1t lame Annual Sign Off pat Jan Files E 4 After the file is selected click Attach Figure 88 Attach Document Research Activity Financial F x gt QC B https tfri evision ca tfri_test startup S Error field Table 2 Institution Site Delete Site Prince Henry s Institute of Medical Research Australia Leader Project z Report Type Fiscal View Download Form Upload Completed Document Quarter Period Annual Sign Off Q4 Fvi2 ps Choose File No file chosen javascript doSubmitAction OPEN_PDF20111 Validate Paae In the table displayed on the page the file will now be accessible through a link Figure 89 View the Uploaded Document on the Reports Page Research Activity Financial F x 8 https tfri evision ca tfri_t
106. ton until TFRI selects the reconciliation option and approves To save the comment that you have entered click Save Once TFRI approves the Project Manager and Project Leader receive an email notification All comments are time stamped with the name of the user who approved Page 81 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Step 4 The Project Manager or Project Leader may enter a comment and clicks Approve The comment is optional and if they entered a comment earlier in the process they can add to change it before approving Once the Project Manager or Project Leader approves an email notification is sent to TFRI When this is all done the next quarter is shaded green and comments and approval dates are displayed Figure 79 Completed Instalments and Reconciliation Instalments and Reconciliation D gt GENERAL INFORMATION Financial Year 2011 2012 Site Unive itor One Principal i D 1 PAYMENT RECONCILIATION 2011 2012 Life to Date Apr 01 Jul 01 Oct 01 Jan 01 YTD Sum to to to to Jun 30 Sep 30 Dec 31 Mar 31 Amount Q1 Amount Q2 Amount Q3 Amount Q4 PAYMENT Approved Budget 41 000 00 41 000 00 42 000 00 Actual Instalments 1 000 00 0 00 1 000 00
107. tup the RA is at 3 10 1 Delete a Project Institution Site before Mapping is Complete If the Project Site mapping has not already been completed press the Delete button next to the Project or Site to be deleted Figure 32 Delete Button for Sites and Projects Prior to Mapping Completion 4 Research Activity Financial xE 3 C B https tfri evision ca tfri_rafrs startup INSTITUTION SITE Institution Site Alberta Health Services v Search Page 37 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 3 10 2 Delete a Project Institution Site After Mapping is Complete If the Project Site mapping is already complete it is first necessary to delete any mappings involving the project or site in question Press the Delete button next to the mapping to be removed and press the Save button at the bottom of the screen Figure 33 Delete Button for Mapping 1 Research Activity Financial x WY C B https tfri evision ca tfri rafrs startup MAPPING Save project information before mapping Project Project Name Institution Site PI Name s Alberta Health Services Investigator One Principal Green Apples v d Mapping 3 10 3 Delete a Project Institution Site after Budget is Complete It is more complex to delete a Project Site or Mapping once a budget has been associated with it
108. u are using Internet Explorer go to the Tools menu click Pop up Blocker and turn off the pop up blocker If you are using Mozilla Firefox go to the Tools menu click Options select Content at the top and uncheck the pop up option Note that you must close your browser and re open it before the change will take effect If you are using Internet Explorer v 8 there is a security parameter that blocks automatic prompting for file downloads In order to prevent problems when downloading files please follow these instructions Open the Tools menu click Options select the Security tab and the button labeled Custom Level Click Enable Automatic Prompting for File Downloads then click OK then Yes then OK Note that you must close your browser and re open it before the change will take effect Acrobat Reader is required to preview and print the web application forms Download Adobe Reader Maintenance and upgrades if necessary are scheduled to take place Monday to Friday between 11 p m and 2 a m Eastern Standard Time The system may be unavailable during these periods All sent data is encrypted with 128 bit encryption technology and transmitted using the Secure Socket Layer SSL protocol Research Institute Page 16 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Mandatory fields in the online registration form are marked with an asterix The name of your high school is used as an identifier for passw
109. ut TFRI will not be able to select reconciliation options until the QER is submitted and approved This means that TFRI can enter the cheque amount when it is sent and the Financial Representative can enter cheque amounts received at the same time they are entering expenses in the QER for that quarter Note If the Financial Representative enters amount received in before TFRI enters amount sent the Financial Representative will have to wait until the TFRI value is displayed until he she can validate the number In the normal flow of a quarter TFRI should have entered cheque amount in by the time the project is preparing its QER There are four main steps to this process outlined on the following pages Page 78 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Step 1 TFRI records payment and saves Figure 76 TFRI Record of Payment earch Activity Financial Reporting System TE Mozilla Firefox File Edit view History Bookmarks Tools Help Research Activity Financial Reporting Sys X e A niosiitfricevision cajtfri rtup wre D mmm The Terry Fox Research Institute Research Activity n P Ulnstitut de recherche Terry Fox Financial Reporting System Research Activity 4 57 Account E mail cferguson tfri ca Short Title Instalment and Reconciliation Review and Email Notificat
110. ution Site PI Name 9 uj Add Mapping The Status for the Institution must be set to Active To add another Institution Site Click Add Institution Site Figure 27 and follow the same procedure as for the first Institution added If there is more than one PI at a particular Institution add the Institution in a new row with the new PI and associated Financial Representative It is recommended to save the RA after entering each Site Save buttons are available at the top and bottom of each screen Page 34 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide 3 8 Add Projects The Project Manager Project Leader must add at least one Project for the RA This allows for budget set up later on To add a Project click Add Project Figure 28 Add Project j Research Activity Financial x W gt Q B htps tfri evision ca tfri_rafrs startup PROJECT Project Project Name Short Title Status 240 characters 240 characters Add Project MAPPING Save project information before mapping Project Project Name Institution Site PI Name Validate Page Terry Fox Research Institute The Project Name and Short Title must be filled in The Project Name will display in the Budget later on Figure 29 Project Name and Short Title Research Activity Financial E x W gt C 8 https tfrievis
111. vity Financial P X e Q amp https tft evision ca tfri_rafrs startup ME TeIry FOX RESCGICITIFTISULULC KeESe dl Cit ACLIVILY L Institut de recherche Terry Fox Financial Reporting System Research Activity 26 Account E mail platfri ca Short Title Sample RA Date 2013 May 24 18 06 Project Validate Page Excel Export Jl m Research Activity Budget and Amendments Information m Budget and P GENERAL INFORMATION Amendments mLeveraged Funding BUDGET m Tasks and deliverables gt Project 1 Green Apples Cl Budget Complete m Signature and Submission BUDGET SUMMARY m Forms and Guidelines gt By Project Legend gt By Site Help gt By Expense Category Mandatory field Error field gt By Funder Delete Etre Terry Fox Research Institute Th Sua ora TR T8 9042752377738 23 221 7 Fo javascript XL FORMS Confi ndGotof P pAPP TFRIEFORM amp pFOR Page 44 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Before completing the Budget and Amendments page it is useful to learn how the RA FRS presents information to the user See the arrows below for a guide Identifies Research Activity being worked on Expands to provide more information on the Research Activity Expands to provide tables for budget details and figures to be input for each project Expands to provide a summation of budget information input by project etc This information can also be previe
112. wed in one window or exported to Excel for printing Once budget data is entered it should be saved and validated and errors corrected This button should only be ticked when the budget for each project is complete Identifies who is logged on to FRS this session Research Activity 26 Short Title Sample RA Project m Research Activity Information m Budget and Amendments m Leveraged Funding m Tasks and deliverables m Signature and Submission Forms and Guidelines Legend Help Mandatory field Error field Delete En Budget and Amendments gt GENERAL INFORMATION BUDGET Y Project 1 Green Apples Compensation Qalaries and Benefits Consumables Research Equiprrjent Purchased Servides Clinical Trials Meetings Travelfand Admin Expenses MTA Other BUDGET SUMMARY gt By Project gt By Site gt By Expense Category gt By Funder I hu bh RMS ConfirmAndGoto P pAPP TFRIEFORM amp pFOR Contact Us Log Sut Account E mail platfri ca Date 2013 May 24 18 23 gt validate Page Excel Export O Budget Complete Validate Page Excel Export Terry Fox Research Institute Page 45 of 98 TFRI Research Activity Financial Reporting System TFRI RA FRS User Guide Click on the first Project listed The page will refresh and reveal seven expense categories Figure 43 Budget and Amendments Data Entry j Research Activity Financial Fx gt
113. y DL ate uu dice qu eases 15 2 2 ierms ahd Conditions ada ede oid e aA Pepe t qa a UR ade rei alt QA CERE TRUS 15 2 3 Who should have a system account coccccccnnnonononnnnnnnnnnnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnonnnons 16 2 4 RegistratiOlTeu 6 om OREOISS aida 16 2 52 Key Features ituren t Toirt eer ehe eo ete temere ret hose e ett ess idee etd 21 2 6 Manage Your ACCOUN Es Ret ea ere Res De ATACAR E REED RARE in 21 2 6 1 Update Your Profile A an 22 2 6 2 Forgotten Password ccccccccccccsssessssecececeeecessesseaececeeeesceeseaeseseeeeseeseesseaseeseesesseeaes 22 3 TFRI RA FRS Budget and Reporting Process ccccsssscscceeecessessaeeeceeeesssesseaeeeeeessesseesaaeees 23 3 1 RA Set Up ActlVItles eere denter deta re at t het Seb RR SFO ainda 24 3 2 Quarterly ActiVitles ii da RA diria aida 24 3 3 Annual ACTIVITES iia id 25 34 Other o OR O 25 PART Il SETTING UP A NEW RESEARCH ACTIVITY tei ii 27 3 5 5 SRA A E 27 3 6 Assign a Project MANABES ccccccccccsnssssescccccecceussssescececeeseueessescececessuuuguseseeceeeseuaegaes 29 3 7 Add Institutions Sites rt erede tere trii p etr rides toad dna a 30 3 8 Add Projects ita it aedem ehm e e eee ted m doe teh A 35 3 9 Map Projects to SItes oec eere enr ER ya va Ee Rr eh e ER sui DES ida 36 3 10 Delete a Site Project or Mapping ccssscccecssssececssssececesssecececssneeeceeseeeeeeeseaaeeeenees 37 3 10 1 Delete a Project Institut

TFRI RA-FRS User Guide (DRAFT)

Contents

Download Pdf Manuals

Related Search

Related Contents