eRSC Review Instructions

The eRSC Review file is an Excel file developed to guide you through the process of creating and modifying a research service center (“RSC”) at The University of North Carolina at Chapel Hill (“UNC”). This document will provide an overview on how to use the form.

Before opening this form for the first time, make sure to place a copy in your My Documents folder and open the file from there. Due to Microsoft security and programming done within the form, you will save yourself a lot of time by keeping a copy of the form on your hard drive and opening that file when you need to create a new RSC.

When you initially download open the form, Excel might prompt you with a security warning relating to disabled active content. Because the active content is necessary to ensure that the form functions properly, you will need to enable the disabled content. The specific message you receive will depend on which version of Office you are running (2007 vs. 2010).

Office 2007When prompted with the Security Warning message, please enable the content by clicking on the Options button, selecting Enable this content radio button (in the Security Alert window that opens) and then clicking the OK button.

1 | P a g e

Office 2010Click on the Enable Content button to activate the Excel document.

Enhanced Functionality: This form has been designed to facilitate and streamline the process for creating and modifying RSCs. Functionality has been added to remove clutter, identify required fields and make the RSC process more intuitive and less complicated.

Some objects have been hidden and will only appear based on selections you make. For example, a text box might not appear unless a checkbox is selected.

To make it easier to identify which fields need to be completed (as opposed to those that are autopopulated), read only and calculated fields are now displayed in a light blue background.

Additional information for some fields is now contained in comments. These fields have a red triangle in the upper right hand corner of the field. To activate the comment, simply hover your mouse pointer over the field.

When allocating line items across rates, please keep in mind that, although you do not need include a line item in every single rate, the total allocation for each rate needs to total 100%. If the allocation comes in below 100%, the total percentage value will display in red and, if the total exceeds 100%, the total percentage value will display in blue.

If you have any questions, please contact Trent Riley at 962-6632.

2 | P a g e

Main MenuDescription: The Main Menu worksheet is used to select which worksheets will be used as well as to set the number of rates that will be used in the RSC. You will also identify the RSC by name, assign an account number (as appropriate) and provide an effective date. Using the Print button (which will appear after other information is first entered), you will also be able to print all selected worksheets contained in the Excel file.

1. The Name and Account Number fields are freeform text fields that will accept any input. However, the date field requires that you enter a date in either m/d/yyyy or m-d-yyyy format.

2. You will be required to select a checkbox to indicate whether you are adding a new RSC or, in the case of an existing RSC, are looking to modify it or delete a rate (or rates) from it.

3. Once you have entered the required information, the other fields appear.

3 | P a g e

If you have not previously saved this document you will need to click on the Update button in order to proceed. Pressing the Update button for the first time will save the document to your PC. The file will be saved to a folder called “RSC_RateDev” in your “My Documents” folder. If the folder does not already exist, it will be created for you automatically. Once the file has been saved, the checkboxes for the Rate Development worksheets will appear. When saving the file, please don’t include the “.xls” as that will be added automatically.

In an effort to prevent users from accidentally overwriting this original file, a layer of security has been included that will effectively disable Excel’s native Save and Save As features until the file has been initially saved via the Update button.

When editing a previously saved document, using the Update button is only required if the RSC name, account number and/or date fields change. Pressing the Update button will pass the new value(s) to the headers on all subsequent worksheets. Please note that, in order to save a document that has already been saved, you will need to use a standard Excel method (File/Save or clicking on the Save icon).

4. After the file has been saved, you will be able to select the number of rates that will be associated with the RSC. Please note that the file allows for a maximum of 20 rates. If you need to add more than that, please contact a member of OSR.

The Rate Development worksheets will only display the number of rates you have selected. If you subsequently decide to add or remove rates, make the selection in the Menu worksheet and the change will be passed to all other worksheets. If you decide to reduce the number of rates (for example from 4 to 2), any information you entered in the now hidden rates will remain but will not be used in any calculations.

4 | P a g e

5. You may now select the rate development worksheets you would like to use. Because an Operating Plan is currently required in all instances, the Operating Plan checkbox is autopopulated and set to read only.

You may select rate development worksheets individually or you may select all of them by selecting the “Select All Rate Development Worksheets” checkbox (unchecking this box will deselect all boxes). Please note that, because the Summary tab includes all of the data selected from various other worksheets, this sheet will always be available.

6. Except as noted below, once you have selected a checkbox, the worksheet(s) associated with that checkbox will become available (the tabs will be visible at the bottom of the Excel document).

If you select the checkbox for EQ_Maintenance_Allocation, EQ_Depreciation or EQ_Depreciation_Allocation, you will be presented with a message box that indicates that these worksheets will not appear until you complete the equipment portion of the operating plan (found in the RSC_05 worksheet). Additionally, a Refresh button will become visible that you can use to update the equipment related information in RSC_05.

7. There are other options available to you. a. You may click on the “More Information” hyperlink to be taken to a web page with more

detailed description of the RSC process.b. You can click on the Print button to print those worksheets you have selected.

5 | P a g e

Operating Plan Worksheets

RSC_01Description: The RSC_01 worksheet is used to provide a general overview of the RSC.

Instructions: All questions on this worksheet need to be answered. With regard to Question 1, if you select checkbox b, c or d please make sure to complete the associated textbox that will display.

RSC_02Description: The RSC_02 worksheet is used to provide general organizational (school, department, etc.) and contact (department head, RSC director, etc.) information relating to the RSC.

Instructions: Please enter all requested contact information.

RSC_03Description: The RSC_03 worksheet is used to enter information relating to the RSC’s physical location(s).

Instructions: Please enter the general attributes relating to the building and specific rooms that make up the RSC. If you need to include more than 10 rooms or if the RSC spans more than one building, please contact OSR for support.

RSC_04Description: The RSC_04 worksheet is used to define the types of users and related funding sources.

Instructions:1. When you access RSC_04 for the first time, you will be presented with the following screen:

You will need to select the appropriate fund(s) to be charged. All values should total 100%

6 | P a g e

across rows and columns. Once complete, please click the Next button.

2. When you click the Next button, a pop up form appears. This pop up form is used to gather additional information. Please note that you must answer all questions (there is one per tab). Depending on your answer, a freeform text field may appear and must be completed as well.

When you have answered all questions, click on the OK button. Your answers will be loaded into the form and, at this point, you may change your answers within the worksheet.

RSC_05Description: The RSC_05 worksheet describes any capital equipment (and related maintenance contracts) used by the research service center in the production of goods or services.

7 | P a g e

8 | P a g e

Instructions:When you access RSC_05 for the first time, you will be presented with the following screen:

If you answer “Yes” to the first question, a portion of the equipment table will become visible. The second question relates to whether or not the RSC will attempt to recover the costs of maintenance or service contracts. If you answer “Yes” to this question, the remainder of the equipment table will become visible (outlined in red below).

9 | P a g e

The information entered in this table will populate fields throughout the different worksheets you selected on the Menu worksheet. Once all information has been entered, press the Update Equipment Info button. This button will make sure that blank lines in worksheets are removed and will unhide worksheets as appropriate. If you need to add or change any equipment related data, please update this table and press the Update Equipment Info button.

It is critical that the Update Equipment Info button is pressed after you have finished adding or modifying data in the table.

RSC_06Description: The RSC_06 schedule describes any financial support/assistance provided to the research service center.

Instructions:When you access RSC_06 for the first time, you will be presented with the following screen:

If your answer to the first question is “No”, the system will display a list of support sources.

When you select a checkbox, for one of the support sources, a pop up window will appear which will prompt you to complete the information for that item.

10 | P a g e

Enter the details, press the TAB key and press the OK button. This will populate the information in the form.

Once details have been added for any given support source, you may edit them within the worksheet.

11 | P a g e

Rate Development Worksheets

PersonnelInstructions: For each employee, list the employee’s name, classification or job title, position, percent of time dedicated to the RSC, the object code with description personnel is paid on (if known), total salary (without benefits) from all sources and the amount of total salary allocated to the RSC. Then allocate by percent the salary allocated to the RSC. When the percentage is added to each rate, a formula will automatically calculate the dollar amount based on the percentage multiplied by the salary allocated to RSC.

If you allocate a percentage that is equivalent to 5% or less, please justify that percentage and how the department will document it. An equivalent percentage of 5% or less is determined by dividing 5% by the “% of Time allocated to RSC” field. For those employees that would be considered clerical and administrative under OMB Circular A-21 guidelines, and therefore a facilities and administrative (“F&A”) cost, please provide detailed justification why this employee is being charged as a direct cost to the RSC.

When you access the Personnel worksheet for the first time, you will be presented with the following screen:

Materials_SuppliesInstructions: List total costs of supplies by description of material/supply and total amount. The description can be by major groupings of supplies. Then allocate each description by percentage to the rates. When the percentage is added to each rate, a formula will automatically calculate the dollar amount based on the percentage multiplied by the Total Amount. Because office supplies and computers are normally considered F&A costs, if there are any supplies classified as office supplies or

12 | P a g e

computers, you must justify, with a high degree of accuracy, that these costs can be identifiable as being solely used for the RSC.

When you open the Materials_Supplies worksheet for the first time, you will be presented with the following screen:

EQ_Maintenance_AllocationInstructions: List maintenance contract costs for equipment used in the RSC. When the percentage is added to each rate, a formula will automatically calculate the dollar amount based on the percentage multiplied by the Total Amount. Maintenance contracts are usually for one year and paid to the vendor on a monthly or annual basis.

13 | P a g e

When you open the EQ_Maintenance_Allocation worksheet for the first time, you will be presented with the following screen:

The Description, Object Code and Total Amount fields are populated from the RSC_05 worksheet and are read only. On this form, you only need to fully allocate each line item across the rate(s).

Other_Direct_CostsInstructions: List other direct costs. Other direct costs include consultants, travel, communication, repairs and maintenance (where maintenance is not ongoing), computer services, equipment rental, lab and analytical services and miscellaneous services. Miscellaneous services will need to be described. Travel costs must be detailed as to who will do the travel, purpose of travel and how the travel will benefit the RSC.

When you open the Other_Direct_Costs worksheet for the first time, you will be presented with the following screen:

14 | P a g e

SubsidiesInstructions: This worksheet is required if there are planned subsidies, other than start-up subsidies, to pay for the costs of the RSC.

15 | P a g e

When you open the Subsidies worksheet for the first time, you will be presented with the following screen:

EQ_DepreciationInstructions: Complete equipment information including: Fund source; date acquired; vendor name; original cost; and appropriate useful life term.

When you open the EQ_Depreciation worksheet for the first time, you will be presented with the following screen:

EQ_Depreciation_AllocationInstructions: If depreciation is included in the rates, the Decal #, Description of Equipment and Annual Depreciation amount will be loaded into this worksheet from the RSC_05 worksheet. When the percentage is added to each rate, a formula will automatically calculate the dollar amount based on the percentage multiplied by the Annual Depreciation Amount.

When you open the EQ_Depreciation_Allocation worksheet for the first time, you will be presented with the following screen:

16 | P a g e

SummaryThe summary is comprised of the total projected direct costs for each service offered by the research service center and is the basis for determining the internal and external rates.

When you open the Summary worksheet for the first time, you will be presented with the following screen:

While all calculations will be automatically completed, you will need to fill in the freeform text fields (highlighted in yellow).

17 | P a g e