PowerAutomate Delinquent Submissions
Description
Senior Auditors are required to spend significant time—approximately 25% of an FTE per auditor annually—on manually monitoring award recipients’ submission status, contacting recipients, providing oversight, and documenting compliance at multiple intervals leading up to the fiscal year end.
Detailed example
Each award recipient that has an audit requirement was built into a SharePoint list including company name, CAGE Code, FYE, CYE, auditor assigned, and oversight (Grants Management, contracting officer, etc). Multiple layers of stacked Power Automate check today's date versus FYE and CYE (for Final incurred cost submissions and Provisionals, respectively) and send email notification to the vendor 6 months before a submission is due. The automation copies the auditor and other government oversight, enters the date the communication was delivered. A second level program runs daily checking until we are 3 months away from the due date and then a similar process with a different email and instructions are delivered to the award recipient. Finally, another layer of Power Automate calculates when a submission is delinquent and notifies the company of the implications of late submission with auditor and Government Oversight on copy.
AI / analytics pattern
Other
Automation level / stage
c) Deployed – The use case is being actively authorized or utilized to support the functions or mission of an agency.
Expected benefit
By automating these processes, the AI will enable auditors to redirect roughly 25% of their time from low-value administrative tasks to high-skill activities that generate measurable impact, increasing efficiency, strengthening oversight, and sustaining our division’s annual ROI of approximately 600%. This will ultimately return more funds to NIH from award recipients, directly supporting the agency’s mission and benefiting the public through more effective use of federal resources.
Controls / human review
ATO: No; PIA: Not published
Data needed
Data regarding NIH DFAS audited entities over prior year assignments.