About Quick Base Technical notes v Cognos reports

About Quick Base Technical notes v Cognos reports to get data into Quick Base v Daily updates using the refresh data feature Common features v Combining warehouse data with local data v Creating workflows for existing processes v Using automated communication to trigger actions v Incorporating MIT/Federal policy into the workflows

e. DACCA Workflow: Before Quick Base 1. 2. 3. 4. 5. 6. 7. 8. Log into ATLAS to review e. DACCAs (e. DACCA Admin) Create list of Supervisors who have not certified (e. DACCA Admin) Send email to Supervisors (e. DACCA Admin) Review e. DACCAs in ATLAS (Supervisor) Reply to email to request corrections (Supervisor) Certify in ATLAS (Supervisor) Reply to confirm action taken on corrections (e. DACCA Admin) Certify in ATLAS (Supervisor)

e. DACCA Workflow: Before Quick Base 1. Log into ATLAS to review e. DACCAs (e. DACCA Admin) 2. Generate list of Supervisors who have not certified (e. DACCA Admin) 3. Send email to Supervisor #1 (e. DACCA Admin) 4. Send email to Supervisor #2 (e. DACCA Admin) 5. Send email to Supervisor #3 (e. DACCA Admin) 6. Send email to Supervisor #4 (e. DACCA Admin) 7. Send email to Supervisor #5 (e. DACCA Admin) 8. Send email to Supervisor #6 (e. DACCA Admin) 9. Send email to Supervisor #7 (e. DACCA Admin) 10. Send email to Supervisor #8 (e. DACCA Admin) 11. Send email to Supervisor #9 (e. DACCA Admin) 12. Send email to Supervisor #10 (e. DACCA Admin) 13. Send email to Supervisor #11 (e. DACCA Admin) 14. Send email to Supervisor #12 (e. DACCA Admin) 15. Send email to Supervisor #13 (e. DACCA Admin) 16. Send email to Supervisor #14 (e. DACCA Admin) 17. Send email to Supervisor #15 (e. DACCA Admin) 18. Send email to Supervisor #16 (e. DACCA Admin) 19. Send email to Supervisor #17 (e. DACCA Admin) 20. Send email to Supervisor #18 (e. DACCA Admin) 21. Send email to Supervisor #19 (e. DACCA Admin) 22. Send email to Supervisor #20 (e. DACCA Admin) 23. Send email to Supervisor #21 (e. DACCA Admin) 24. Send email to Supervisor #22 (e. DACCA Admin) 25. Send email to Supervisor #23 (e. DACCA Admin) 26. Send email to Supervisor #24 (e. DACCA Admin) 27. Send email to Supervisor #25 (e. DACCA Admin) 28. Send email to Supervisor #26 (e. DACCA Admin) 29. Send email to Supervisor #27 (e. DACCA Admin) 30. Send email to Supervisor #28 (e. DACCA Admin) 31. Send email to Supervisor #29 (e. DACCA Admin) 32. Send email to Supervisor #30 (e. DACCA Admin) 33. Review e. DACCAs in ATLAS (Supervisor) 34. Reply to email to request corrections (Supervisor) 35. Certify in ATLAS (Supervisor) 36. Reply to confirm action taken on corrections (e. DACCA Admin) 37. Certify in ATLAS (Supervisor)

v Auto filter for non-certified e. DACCAs v Cc. to Admin Assistant (without salaries) v Consolidated report for in-email review

v All cost objects in one view v Effort across cost objects in one view v Link to Atlas

e. DACCA Workflow: Before Quick Base 1. Log into ATLAS to review e. DACCAs (e. DACCA Admin) 2. Generate list of Supervisors who have not certified (e. DACCA Admin) 3. Send email to Supervisor #1 (e. DACCA Admin) 4. Send email to Supervisor #2 (e. DACCA Admin) 5. Send email to Supervisor #3 (e. DACCA Admin) 6. Send email to Supervisor #4 (e. DACCA Admin) 7. Send email to Supervisor #5 (e. DACCA Admin) 8. Send email to Supervisor #6 (e. DACCA Admin) 9. Send email to Supervisor #7 (e. DACCA Admin) 10. Send email to Supervisor #8 (e. DACCA Admin) 11. Send email to Supervisor #9 (e. DACCA Admin) 12. Send email to Supervisor #10 (e. DACCA Admin) 13. Send email to Supervisor #11 (e. DACCA Admin) 14. Send email to Supervisor #12 (e. DACCA Admin) 15. Send email to Supervisor #13 (e. DACCA Admin) 16. Send email to Supervisor #14 (e. DACCA Admin) 17. Send email to Supervisor #15 (e. DACCA Admin) 18. Send email to Supervisor #16 (e. DACCA Admin) 19. Send email to Supervisor #17 (e. DACCA Admin) 20. Send email to Supervisor #18 (e. DACCA Admin) 21. Send email to Supervisor #19 (e. DACCA Admin) 22. Send email to Supervisor #20 (e. DACCA Admin) 23. Send email to Supervisor #21 (e. DACCA Admin) 24. Send email to Supervisor #22 (e. DACCA Admin) 25. Send email to Supervisor #23 (e. DACCA Admin) 26. Send email to Supervisor #24 (e. DACCA Admin) 27. Send email to Supervisor #25 (e. DACCA Admin) 28. Send email to Supervisor #26 (e. DACCA Admin) 29. Send email to Supervisor #27 (e. DACCA Admin) 30. Send email to Supervisor #28 (e. DACCA Admin) 31. Send email to Supervisor #29 (e. DACCA Admin) 32. Send email to Supervisor #30 (e. DACCA Admin) 33. Review e. DACCAs in ATLAS (Supervisor) 34. Reply to email to request corrections (Supervisor) 35. Certify in ATLAS (Supervisor) 36. Reply to confirm action taken on corrections (e. DACCA Admin) 37. Certify in ATLAS (Supervisor)

e. DACCA Workflow: After Quick Base 1. 2. 3. 4. 5. 6. 7. Weekly (filtered) e. DACCA report (Quick Base) Click email button (e. DACCA Admin) Review e. DACCAs in email (Supervisor) Reply to email to request corrections – unique email thread (Supervisor) Certify in ATLAS (Supervisor) Reply to confirm action taken on corrections (e. DACCA Admin) Certify in ATLAS (Supervisor)

Travel Compliance in Quickbase Supplementing Central Data with Local Data

Account Details v Start/End Date v Balance v Sponsor v Travel Term Codes v Notes, Attachments

HR Appointments People Database

Incoming Appointments BEFORE • Lost emails • High email volume • Multiple email exchanges with Faculty Assistants about procedure/process • Excessive steps • Paperwork in multiple emails

Incoming Appointments NOW • Appointment requests aren’t lost • Fewer emails - HR can correspond with AA within system • Quick Base walks AA through the process - including required attachments • Information pop-up buttons to further explain fields • Appointment Status noted for tracking • Auto notifications to Communications and Facilities Managers when appointment transaction complete • Distributed workload with ability to control the quality of the final product

• Lost appointment emails • High email volume • Multiple email exchanges with Faculty Assistants about procedure/process • Excessive steps • Paperwork in multiple emails

People Tracking BEFORE • Few Faculty Assistants took ownership, 100% reliance on HR for expiring/renewing appointments • Communications and Facilities Managers had to contact HR for all people-tracking queries

People Database NOW • Facilities Manager access in one place • Faculty Assistants: better and distributed ownership of groups • Auto reminders about expiring appointments • Allows our AAs to add people not appointed by DMSE to the database for projection purposes

Current and Pending Report

Uses • Required for most federal grant proposals • Assisting PIs with summer salary requests

Old Process • Requires compiling information from multiple sources: • KC Current and Pending Reports • Prior C&P documents • Email with administrators in other DLCs • Is often requested at the last minute • Must be reformatted for each sponsor • Is time consuming to produce

Edit Records in Quick Base

Receive Email Notice

At Proposal Time

Old Process Quick Base Process • Requires compiling information from multiple sources • Is often requested at the last minute • Is time consuming to produce • Combines KC data with local notes on accounts • Email notices - records updated promptly • Click of a button • Automatic NSF format, or can reformat in minutes from CSV download or custom reports • Must be reformatted for each sponsor

P-Card App Full Process Overview

Purpose of P-Card App In Quickbase Email ? ? ? P-Card Transaction X X Swept Charges X X Weekly Email X X Pending Refunds X X Personal Expenses X X Incorrect Info X Sweep Policy X X X