Readme for CBISA Online™ Version 3.1.15
  • Multiple Indirect Cost Factors
  • New Message for Reporters

    Multiple Indirect Cost Factors
    CBISA™ now offers the ability to add in multiple indirect rates and choose which rate to apply at the occurrence level.  The indirect cost calculations will now be automatically applied to each occurrence as direct expense dollars are entered.  The "Apply Indirect Cost" tool has been deleted from "Options".  

    The indirect expense dropdown will offer the following options:
  • Select One (No calculation is performed)
  • None (No calculation is performed and the Indirect Cost data entry field becomes "read only")
  • Direct Entry (The indirect cost data entry field allows for manual entry of a whole dollar amount)
  • In Facility (The indirect cost data entry field will be automatically calculated using direct cost x In Facility ratio)
  • In Community (The indirect cost data entry field will be automatically calculated using direct cost x In Community ratio)
  • Special (The indirect cost data entry field will be automatically calculated using direct cost x Special ratio)

    To select an indirect cost ratio, open an occurrence and then enter in applicable direct costs (salary expense through other direct expenses).  From the indirect cost ratio dropdown, choose the correct ratio to apply.  Depending on the ratio chosen, the dollar amount for indirect costs will either be automatically calculated, manually entered, or left at zero.  If a dollar amount is calculated, it will be included in the "Total Expense" dollar amount.

    To assign a value to the indirect cost ratio options (In Facility, In Community, Special), choose Options/Org Defaults.  Choose the Facility tab and open your facility (highlight, then edit), and then open the Financial tab.  Enter in a ratio for each option.  The ratio must be entered in the following format:  x.xx.  The indirect ratio allows for one number to the left of the decimal and two numbers to the right of the decimal.  Save your changes.

    If you would like to choose a default indirect cost ratio option at the activity level, simply choose the proper Indirect Factor option from the dropdown on the Activity/General screen.  Each new occurrence added to the activity will now have the default indirect cost ratio chosen as the selected ratio.  Occurrences that existed prior to selecting a default will remain assigned to "Select One".  

    Important Information 
    In Facility Ratio:  If Total Direct Costs and Total Indirect Costs have been entered on the Facility Financial screen for any existing fiscal year, the rate that previously would have been applied by the financial tool becomes the "In Facility" ratio.

    Existing records:  For any occurrence records that had an indirect expense manually entered by a user in any existing fiscal year, the dollar amount will remain as entered and the dropdown option will show "Direct Entry".  For any occurrence records that had an indirect expense that was automatically calculated in any existing fiscal year, the dollar amount will remain as originally calculated and the dropdown option will show "In Facility".  For any occurrence records that did not have any indirect expense entered (either manually or calculated) the dropdown option will show "Select One".

    Applying Ratios to the Active Fiscal Year:  If you have occurrences entered in an Active Fiscal Year and you wish to apply the new ratio values as assigned on the Facility Financial tab, simply add the applicable ratio to the Financial screen and save.  Prior to this program update, any occurrences that have a calculated indirect expense (i.e. the previous tool was "applied" for a specific date range), the In Facility rate will be used. Therefore, upon saving, you will receive a message telling you how many occurrence records have been updated.  To apply any of the other indirect expense ratios, simply open the occurrence form and select the applicable ratio from the dropdown.    


    New Message for Reporters
    Reporters may not currently add any occurrences or leadership journal narratives into CBISA™ outside the scope of the active fiscal year.  Therefore, if a date is selected that is not contained in the active fiscal year and data is entered, upon saving, reporters will receive the following message:  "Save Failed with Error Message:  Date not in current fiscal year xx/xx/xxxx - xx/xx/xxxx.  Click OK, enter a valid date, then click save."  In order to successfully save the record, the reporter will first have to click on "ok" on the error message.  Then, a valid date must be entered.  A "valid date" is a date contained within the active fiscal year dates shown on the error message.  Last, the record can then be saved as usual.  The reporter will only see the error message when they are trying to enter a date that lies outside of the scope of the active fiscal year (i.e., the year chosen on the front page of the software). 


    See Also
    Readme3.1.12
    Readme3.1.6
    Readme 3.1.2
    Readme 3.0