How to use the FACT F

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How to use the FACT(FA Calculator Tool)
FACT
The FACT Tool was developed by Research
Information Services and Research Grants
Contracts For questions or assistance, please
contact Carolyn Cook in RGC at [phone] or
cookca_at_ohsu.edu
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Enable Macros
Always enable Macros when opening FACT
otherwise, the tool will not function.
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The Opening Screen
Your opening screen should look like this. If it
does not, use the Zoom control under the View
menu to adjust your page size accordingly. To
simply begin entering data, select Begin. If
you have previously input data and do not want to
keep it, click on Clear Data to reset the FACT.
If you have previously entered data and want to
keep it, click Continue Session. The
Instruction Screens button is used to turn
instructional screens ON or OFF.
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Instruction Screens
As each page opens, an instruction screen will
pop up giving you directions on what you should
be doing on that page. This can be turned off by
clicking the Instruction Screens button on the
opening page of the FACT. Click OK to close
the instruction screen and continue with data
entry.
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Date Parameters Page
Project Beginning Date, Project Ending Date,
and Length of Project in Years must all be
filled in for FACT to function properly. If your
entries are not consistent, you will receive an
error message when you start the calculations on
the final page. Ensure that the Length of
Project in Years field matches the number of
years indicated by the beginning and ending date
fields. Click Next to continue.
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Total Direct Costs Page
In order to begin data entry, click OK on the
instruction screen. The light blue area of each
screen is where information may be entered. Once
your data entry is complete, click the Next
button to continue to the next screen.
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Data in Wrong Year
If you enter data beyond the project length
designated in the Date Parameters page, you will
receive an error message and will not be able to
continue until you correct the error. You can
delete the entry in the extra year or click the
Back button and set your dates and length of
project for the correct number of years.
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Subcontracts Worksheet
This page allows for up to 10 subcontracts for up
to 8 years each. Copy and Paste functions, as
well as Excel Formulas, may be used for quicker
data entry. Use the scroll arrows on the right
and bottom portions of the screen to see all the
data columns. Each year of Subcontract costs for
each subcontractor is divided into the direct
costs and FA (indirect) costs. Once your data
entry is complete, click the Next button to
continue to the next screen.
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Equipment Worksheet
The equipment page is only for equipment
purchases of 3,000 or more, with a useful life
of more than 1 year. Once your data entry is
complete, click the Next button to continue to
the next screen.
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Other Costs to be Excluded
Enter additional costs that should be excluded
from the Indirect Cost Base (MTDC). As these
costs are very rare, only two entries may be
made. Once your data entry is complete, click the
Next button to continue to the next screen.
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The Rate Calculator
The Rate Calculator page take all entries from
the previous screens, and uses them for final
calculations. Notice that the dates, rate, and
FA cost data is not present when the page is
first opened. In order to perform calculations,
click on the blue Globe button at the top of the
screen.
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8 FA Cap
After clicking on the blue Globe button to begin
calculations, the first pop-up window asks if you
are subject to the 8 FA Cap. Click Yes or
No as appropriate. If Yes is selected, the
8 rate will be used and calculations will be
complete.
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Off Campus Selection
If No is selected on the previous screen (for
8 rate), you will be asked if the project is
Off-Campus. Click Yes or No as appropriate.
If Yes is selected, the 26 Off-Campus rate
will be used and calculations will be complete.
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Activity Choices
If your project is not subject to the 8 rate and
is On Campus, you will have a choice of eight
activities. Select the appropriate activity for
the project, then click OK. If you are unsure
of the appropriate activity, select any value and
click OK. The main page has a blue hyperlink
to a Mission Code Definition document, where you
can review the definitions of each. You can then
recalculate using the appropriate activity by
clicking the blue Globe button again.
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The Rate Calculator
After the appropriate Activity is selected, an
informational screen confirms your choice.
Select OK. At this time, the Rate Calculator
page has been updated and contains the dates,
costs, and rates based on data entered.
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Additional Details on Page
By using the scroll bars on the right and lower
parts of the screen, you can view all portions of
the Rate Calculator page. The lower portion of
the page includes summary data from all previous
screens. The NIH Budget Cost Breakdown section
can be used to complete budget summaries on PHS
398 Form Page 4-5.
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Printed Version
The FACT summary page may be viewed and/or
printed using standard Print Screen and Print
functions within Excel.
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Printing the PHS 398 Checklist
Click the PHS 398 CHECKLIST button to access
the partially-completed PHS 398 Checklist page.
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PHS 398 Checklist
This version of the PHS 398 is partially
completed, with data previously entered in FACT.
Click OK on the message screen to access the
398 page and make any necessary changes. In order
to check boxes, you must type in an X in the
checkbox rather than just clicking on it. The
page can be printed as necessary. To return to
the calculator page, click the Back button.
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PHS 398 Updates from the FACT
Changes made in the FACT tool automatically
update the PHS 398 sheet. Notice that the
amounts, rates, and costs, have been
pre-populated for you based upon what was entered
in FACT.
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Reminders

• Use the Back button within the FACT screens, not
  the Internet Explorer Back button. Using the
  Internet Explorer Back button may cause you to
  lose data.
• The FACT may be used for Industry-Sponsored
  Research projects. Enter the Total Direct Costs
  and use the 'Next' button to move through the
  worksheets related to exclusions. These should
  be left blank. Then press the globe button on
  the Rate Calculator page as usual.
• The FACT is an Excel document, and can be saved
  if necessary.
• Please regularly download the FACT tool from the
  RGC website, as this will be the most current
  version.
• You can print out pages, including the summary
  and 398 pages, from the FACT tool.

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Troubleshooting

• If you have Windows XP or are having problems
  opening the Microsoft documents from the website,
  try the following
• Right click on either the 'Fact Instructions' or
  'Download FA Calculator Tool!' link.
• Select 'Save Target As...'.
• In the Save As dialog, select a location where
  you would like the document to be saved.
• Access the document using Windows Explorer/My
  Documents.
• Are you receiving the following error message in
  MS Excel 2000? "Macros are disabled because the
  security level is set to High and a digitally
  signed Trusted Certificate is not attached to the
  macros...." If so, please try the following
  steps to change your Excel security setting
• In Excel, click 'Tools', 'Macro', 'Security' on
  the menu bar.
• On the Security Level tab, select 'Medium'.
• Click 'OK'.
• Reopen the FACT tool and select 'Enable Macros'
  when prompted.
• If there are still problems with macros, you may
  be required to close all copies of the FACT,
  reboot your machine, and then open a saved copy
  of the FACT from your desktop (see above for
  instructions on how to do this).
• If you are receiving the error message in MS
  Excel 2003, try the following steps
• In Excel, click 'Tools', 'Options', 'Security',
  'Macro Security'.
• Select 'Medium'.
• Save your changes and reopen the FACT tool.
  Select 'Enable Macros' when prompted.