pFACT � Frequeantly Asked Qusetions

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					pFACT – Frequently Asked Questions


                Query                                             Response
Accessing the   I have followed the instructions in the           The pFACT Folder should be available the next time you log in.
system          guidance manual but the pFACT Folder is
                not available under Application Explorer.         pFACT can also be accessed by entering the following URL in the address bar on
                                                                  Internet Explorer: http://live-pfact.ntds.uclan.ac.uk

                                                                  If you do not have a username or the pFACT folder is still unavailable, contact your
                                                                  faculty pFACT rep who will contact the system administrator to request for a new
                                                                  user to be set up.

                Another member of staff has entered details       This depends on the access rights of the user. Generally, academic users have access
                for a costing, will I be able to view the         to their own projects and Faculty Office Users have access to all projects within the
                costing ?                                         faculty. To view a project from another faculty, see below.
                I need access to a cross faculty project.         The list of projects available for each user depends on the access rights given to each
                                                                  user e.g. all projects for a department. To gain access to a single project form
                                                                  another department, the owning department must contact the system administrator to
                                                                  request access rights for that user.
Staff Costs     A member of staff is under the incorrect          The staff table in pFACT is populated from the HR system, TRENT, and updated on
                department in pFACT                               a monthly basis. If a member of staff is showing under the incorrect department in
                                                                  pFACT, the staff record will need to be changed in TRENT otherwise the
                                                                  department will revert back to whatever is held in the TRENT system the next time
                                                                  the update is run.
                How do I input an hourly paid lecturer so         Costing staff in pFACT using the pay scales will ensure that on-costs are included.
                that the system calculates the on-costs? Our      The Management pay scale point 52 gives a good approximation of an hourly rate of
                standard rate is £32.35 per hour                  £32.35 including on-costs.
                I am not sure if the project staff are directly   For Research Councils, staff that are directly incurred on the project but less than
                allocated or directly incurred?                   full-time will need to complete timesheets. Therefore, for research councils, the
                                                                  Principal Investigator and any other staff who are not dedicated to the project should
                                                                  be classified as directly allocated. This is done by changing the cost category for the
                                                                  individual in the Final Adjustment screen. This is important as the costs need to be
                                                                entered in the correct place in Je-s and eventually will be directly loaded from
                                                                pFACT, therefore it is important to get the process correct.
Other Costs    When adding Other Costs from the Add             The unit type field does not have calculation function in pFACT. It is mainly used to
               new item not in the list option, selecting per   provide information to the user about what the rate is based on i.e. per annum, per
               annum in the unit type field does not            mile, per person. This assists the users in estimating how many units are required for
               calculate the cost of the item based on the      the project.
               duration of the project.
               How do I add in the cost of other                Theses can be added as Other Costs by clicking on the Add new item not in the list
               institutions in a collaborative bid?             option. If the collaborator has supplied costings for staff, equipment and other costs
Changing the   When attempting to change the status of a        This is caused by a member of staff being entered on the project without a workspell,
status         project, the following message appears           and therefore, without any costs being calculated. This is a system check on the data
               “Work-spell data missing. Cannot                 entered by the user.
               continue”
                                                                To solve this problem, enter a workspell for the member of staff or remove the
                                                                member of staff from the project.

Funding        I cannot find the Funder I need in the list of   Contact the System Administrator with the Funders name to set up the new funder in
               available Funders.                               the system

               The Funder stipulates that all costings          The reports accessed via the Submission Reports button contain costing which are at
               should be at current prices and any              year 1 prices.
               allowance for inflation should be excluded
               from the submission.
               The Funder will only allow percentage of         Select the Misc 2 – Adjustable Income Template to calculate income. Click on the
               staffing costs as overheads                      Income line of the project summary screen and then click on selected cost line. This
                                                                will allow you to enter the relevant % against each cost line .e.g. if the funder allows
                                                                25% of costs as overheads, enter 125% against each cost line
Reports        Which report do I need?                          There are numerous reports in pFACT which give information on the fEC or to
                                                                facilitate the completion of submission reports. A summary of the reports available
                                                                is given below.
Summary of pFACT Reports
Menu                 Sub Menu              Report                Brief Description                  Report Criteria




                                                                                                                                                          Submission
                                                                                                                                     Inflation



                                                                                                                                                 Income


                                                                                                                                                            Values
                                                                                                                            Yearly




                                                                                                                                                                       fEC
Submission Reports                         Je-s Submission       Provides information in a format   None                             RC                   √
                                                                 suitable for input into the Je-s                                    Rules
                                                                 system
Submission Reports                         MRC Submission        Provides information in a format   Select start date for   √        MRC                  √
                                                                 suitable for input into the MRC    reporting year                   Rules
                                                                 system                             (Defaults to project
                                                                                                    start date)
Submission Reports   Other Submissions     Using RC Submission   Provides Submission Costs          None                             RC                   √            √
                                           Rules on Inflation    (Income column) by cost item                                        Rules
                                                                 grouped by cost category.
                                                                 Gives split between Basic, NI,
                                                                 Supn or Net & VAT. Also
                                                                 shows fEC
Submission Reports   Other Submissions     Common Submission     As above                           None                             Inflated             √            √
                                           Date Cost Base        May give the same figures as                                        to
                                                                 the above report depending on                                       Project
                                                                 the project start date due to RC                                    Start
                                                                 Inflation Rules.                                                    Date
Submission Reports   Other Submissions –   Using RC Submission   Provides Submission Costs          Select start date for   √        RC                   √            √
                     Yearly analysis       Rules on Inflation    (Income column) by cost item       reporting year                   Rules
                                                                 grouped by cost category by        (Defaults to project
                                                                 project year. Split between        start date)
                                                                 Basic, NI, Supn or Net & VAT.
                                                                 Also shows fEC
Submission Reports   Other Submissions –   Common Submission     As above                           Select start date for   √        Inflated             √            √
                     Yearly analysis       Date Cost Base        May give the same figures as       reporting year                   to
                                                                 the above report depending on      (Defaults to project             Project
                                                                 the project start date due to RC   start date)                      Start
                                                                 Inflation Rules.                                                    Date
Menu                      Sub Menu         Report               Brief Description                    Report Criteria




                                                                                                                                                           Submissi
                                                                                                                                      Inflation



                                                                                                                                                  Income




                                                                                                                                                            Values
                                                                                                                             Yearly




                                                                                                                                                             fEC
                                                                                                                                                              on
Financial Reports –       Summary Screen   Project Proposal     Reports fEC by cost item             None                             fEC         √             √
University Cost Reports   sequence                              grouped by cost category. Also
                                                                shows income.
Financial Reports –       Summary Screen   Project Proposal     This report produces full details    None                             fEC         √             √
University Cost Reports   sequence         Details              for a project. Staff costs include
                                                                a line for each time slice and
                                                                increment within a workspell,
                                                                and are split between basic, NI
                                                                and Superannuation.
Financial Reports –       Summary Screen   Je-S Submission      Reports fEC in the Je-S input        None                             fEC                       √
University Cost Reports   sequence         Layout               format
Financial Reports –       Summary Screen   Project Summary by   Shows one column for each            Select start date for   √        fEC                       √
University Cost Reports   sequence         Year                 year at Project Summary              reporting year
                                                                screen level                         (Defaults to project
                                                                                                     start date)
Financial Reports –       Summary Screen   Project Summary by   As above but also shows one          Select start date for   √        fEC                       √
University Cost Reports   sequence         Year Details         line for each cost item              reporting year
                                                                                                     (Defaults to project
                                                                                                     start date)
Financial Reports –       Summary Screen   MRC Submission       Reports fEC in the MRC input         Select start date for   √        fEC                       √
University Cost Reports   sequence         Layout               format                               reporting year
                                                                                                     (Defaults to project
                                                                                                     start date)
Financial Reports –       Summary Screen   Other Summary        Shows fEC by cost item               None                             fEC                       √
University Cost Reports   sequence         Submissions Layout   grouped by cost category.
                                                                Gives split between Basic, NI,
                                                                Supn or Net & VAT.
Menu                      Sub Menu        Report                    Brief Description                  Report Criteria




                                                                                                                                                             Submissi
                                                                                                                                        Inflation



                                                                                                                                                    Income




                                                                                                                                                              Values
                                                                                                                               Yearly




                                                                                                                                                               fEC
                                                                                                                                                                on
Financial Reports –       Charge Type     Project Proposal          Reports fEC by cost item           None                             fEC         √             √
University Cost Reports   Sequence                                  grouped by cost category within
                                                                    Charge type i.e. Directly
                                                                    incurred, directly allocated and
                                                                    Indirect. Also shows income.
Financial Reports –       Charge Type     Project Summary by        Shows one column for each          Select start date for   √        fEC                       √
University Cost Reports   Sequence        Year                      year at Project Summary            reporting year
                                                                    screen level within Charge type    (Defaults to project
                                                                    i.e. Directly incurred, directly   start date)
                                                                    allocated and Indirect.
Financial Reports –       Charge Type     Project Summary by        As above but also shows one        Select start date for   √        fEC                       √
University Cost Reports   Sequence        Year Details              line for each cost item            reporting year
                                                                                                       (Defaults to project
                                                                                                       start date)
Financial Reports –       Year Analysis   Costs spilt by Academic   Reports fEC by cost item           None (start date for    √        fEC                       √
University Cost Reports                   Year                      grouped by cost category by        first year is 1
                                                                    academic year.                     August)
Financial Reports –       Year Analysis   Costs spilt by Project    Reports fEC by cost item           None (start date for    √        fEC                       √
University Cost Reports                   Year                      grouped by cost category by        first year is the
                                                                    project year.                      project start date)
Financial Reports –       Year Analysis   Other Yearly              Provides Submission Costs          None                             RC                   √    √
University Cost Reports                   Submission Layout         (Income column) by cost item                                        Rules
                                                                    grouped by cost category.
                                                                    Gives split between Basic, NI,
                                                                    Supn or Net & VAT. Also
                                                                    shows fEC
Menu                      Sub Menu         Report               Brief Description                  Report Criteria




                                                                                                                                                       Submissi
                                                                                                                                  Inflation




                                                                                                                                              Income




                                                                                                                                                        Values
                                                                                                                         Yearly




                                                                                                                                                         fEC
                                                                                                                                                          on
Financial Reports –       Summary Screen   Project Summary by   Shows one column for each          Select start date     √        RC Rules             √
Submission Cost Reports   Sequence         Year                 year at Project Summary            for reporting year
                                                                screen level                       (Defaults to
                                                                                                   project start date)
Financial Reports –       Summary Screen   Project Summary by   As above but also shows one        Select start date     √        RC Rules             √
Submission Cost Reports   Sequence         Year Details         line for each cost item            for reporting year
                                                                                                   (Defaults to
                                                                                                   project start date)
Financial Reports –       Charge Type      Project Summary by   Shows one column for each          Select start date     √        RC Rules             √
Submission Cost Reports   Sequence         Year                 year at Project Summary            for reporting year
                                                                screen level within Charge type    (Defaults to
                                                                i.e. Directly incurred, directly   project start date)
                                                                allocated and Indirect.
Financial Reports –       Charge Type      Project Summary by   As above but also shows one        Select start date     √        RC Rules             √
Submission Cost Reports   Sequence         Year Details         line for each cost item            for reporting year
                                                                                                   (Defaults to
                                                                                                   project start date)
Financial Reports –       Summary Screen   Income. Pricing      Provides Income by cost item       None                           fEC         √             √
Income Reports            Sequence         Statement            grouped by cost category.
                                                                Gives split between Basic, NI,
                                                                Supn or Net & VAT. Also
                                                                shows fEC
Financial Reports –       Summary Screen   Project Summary by   Shows one column for each          Select start date     √        RC Rules             √
Income Reports            Sequence         Year                 year at Project Summary            for reporting year
                                                                screen level within Charge type    (Defaults to
                                                                i.e. Directly incurred, directly   project start date)
                                                                allocated and Indirect.
Financial Reports –       Summary Screen   Project Summary by   As above but also shows one        Select start date     √        RC Rules             √
Income Reports            Sequence         Year Details         line for each cost item            for reporting year
                                                                                                   (Defaults to
                                                                                                   project start date)
Financial Reports –       Summary Screen   Je-S Submission      Provides information in a format   None                           RC Rules             √
Income Reports            Sequence         Layout               suitable for input into the Je-s
                                                                system
Menu                  Sub Menu          Report                    Brief Description                  Report Criteria




                                                                                                                                                         Submissi
                                                                                                                                    Inflation




                                                                                                                                                Income




                                                                                                                                                          Values
                                                                                                                           Yearly




                                                                                                                                                           fEC
                                                                                                                                                            on
Financial Reports –   Summary Screen    MRC Submission            Provides information in a format   Select start date     √        MRC                  √
Income Reports        Sequence          Layout                    suitable for input into the MRC    for reporting year             Rules
                                                                  system                             (Defaults to
                                                                                                     project start date)
Financial Reports –   Summary Screen    Other Summary             Provides Submission Costs          None                           RC Rules             √    √
Income Reports        Sequence          Submissions Layout        (Income column) by cost item
                                                                  grouped by cost category.
                                                                  Gives split between Basic, NI,
                                                                  Supn or Net & VAT. Also
                                                                  shows fEC
Financial Reports –   Charge Type       Project Summary by        Shows one column for each          Select start date     √        RC Rules             √
Income Reports        Sequence          Year                      year at Project Summary            for reporting year
                                                                  screen level within Charge type    (Defaults to
                                                                  i.e. Directly incurred, directly   project start date)
                                                                  allocated and Indirect.
Financial Reports –   Charge Type       Project Summary by        As above but also shows one        Select start date     √        RC Rules             √
Income Reports        Sequence          Year Details              line for each cost item            for reporting year
                                                                                                     (Defaults to
                                                                                                     project start date)
Financial Reports –   Yearly Analysis   Yearly Income / Pricing   Provides Income by cost item       Select start date     √        fEC         √             √
Income Reports                          statement                 grouped by cost category.          for reporting year
                                                                  Gives split between Basic, NI,     (Defaults to
                                                                  Supn or Net & VAT. Also            project start date)
                                                                  shows fEC
Financial Reports –   Yearly Analysis   Other Yearly              Provides Submission costs          Select start date     √        RC Rules             √    √
Income Reports                          Submissions Layout        (Income column) by cost item       for reporting year
                                                                  grouped by cost category.          (Defaults to
                                                                  Gives split between Basic, NI,     project start date)
                                                                  Supn or Net & VAT. Also
                                                                  shows fEC

				
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posted:11/7/2012
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