PowerAutomate Delinquent Submissions

Overview

Development stage

DeployedSource: c) Deployed – The use case is being actively authorized or utilized to support the functions or mission of an agency.

High-impact designation

Not high-impactSource: c) Not high-impact

Impact justification

Not reported

Start date

2025-07 (month precision)Source: Jul-25

Withheld from public reporting

NoSource: a) No

Mission

Topic area

Administrative Functions

Operational functions

No function tag matched Derived by keyword rules; see methodology

Problem the AI is intended to solve

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.

Expected benefits

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.

System outputs

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.

Technology

AI classification

Other

System name(s)

Not reported

Custom-developed code

No

Public source code

Not reported

Sourcing

How it was built

Developed in-houseSource: b) Developed in-house

Vendor (as reported)

Not reported

Vendors (standardized)

None on the standard list

A vendor is the supplier named by the agency. It does not identify the underlying model or AI technology.

Data and privacy

Involves PII

No

Privacy Impact Assessment

Not reported

Authorization to Operate

No

Demographic features

k) None of the above

Training and evaluation data

Data regarding NIH DFAS audited entities over prior year assignments.

Federal Data Catalog

Not reported

Governance

0 of 8 minimum-practice questions answered. A blank answer means the agency reported nothing; it does not mean the practice is absent.

Potential impacts and how they were identified

Not reported