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Deficit Balance Analytics

Find intuitive visualizations, concentrated on deficit balances, through the use of dashboards, detail PDF drill downs and custom excel reporting capabilities.

A fund is in overdraft or deficit when the expenditures exceed the award or budget allocation as defined in UC San Diego’s overdraft policy PPM 300-2. The policy also defines responsibilities for Administrative Officials and resolution of overdrafts.

The measurement of a deficit can depend on the financial activity within a particular fund. To effectively and consistently identify and remediate fund deficits, General Accounting partnered with the ITS BI & Analytics team to deliver the Deficit Balance Analytics that are updated monthly after ledger close. There are three analytic modules based on different business practice categories: General Campus (GC), Sponsored Projects (SP), and Self-Supporting Funds (RF, RN & AO).  A 2-character fund attribute has been added to each level 5 fund hierarchy (operating fund) and is used to direct deficit balances to the appropriate analytic module.   

The deficit balance analytics have been developed to help administrative officials meet their fund management responsibilities. Each analytic module includes a high-level dashboard by Vice Chancellor, with drill down reports by operational Fund or Organization. Although the use of the reports is discretionary, they are considered to be effective reports for monitoring current deficits. As such, Administrative Officials, Fund Managers, and Principal Investigators are urged to make appropriate use of it.

The deficit balance analytics promote campus-wide transparency and is available to users with UC San Diego Business Systems ID and FinancialLink access.

The Dashboard works best with Mozilla Firefox, but other browsers like Google Chrome, and Microsoft Internet Explorer Version 11 and above may be used.

Deficit Balance Analytics

General Campus Analytics

General Campus Analytics

The data for these reports are generally operational funds that are not related to the other two modules (sponsored projects/awards or self-supporting).

The dashboard and PDF reports will refresh the next business afternoon after each month end ledger close - the report period will appear in the header of the report. Click on Run Report link/button, then sign on using your Active Directory (AD) account.

Dashboard & report calculations are based on fiscal year-to-date totals on operational fund/org balances and only the balances in deficit display on the dashboard and reports. The amounts are formatted without decimals so there may be line items that show 0, but contains a small balance. The custom excel report format will display the decimal amounts.

See the Analytics Archive (PDF) for copies of dashboards for this current fiscal year.

Contact us

For questions related to General Campus Analytics, email BFSupport@ucsd.edu, type the Subject as: GC Deficit Balance; include a brief explanation in the Description field, then use the Primary Category drop down box to select Central Accounting and for the Sub-Category select Financial Reporting.

Criteria

  • Links to the PDF drill down reports are contained in the data table below the dashboard
  • LInks to the Excel custom report is at the bottom of dashboard page, embedded in text "Click here"

Sponsored Projects Analytics - temporarily disabled for further development

Sponsored Projects Analytics

The data for these reports are mainly affiliated with sponsored projects, however there are may also be some foundation awards in this report.

The dashboard and PDF reports will refresh the next business afternoon after each month end ledger close - the report period will appear in the header of the report. Click on Run Report link/button, then sign on using your Active Directory (AD) account.

Dashboard & report calculations are based on inception-to-date totals on operational fund/org balances and only the balances in deficit display on the dashboard and reports. The amounts are formatted without decimals so there may be line items that show 0, but contains a small balance. The custom excel report format will display the decimal amounts.

PDF drill down displays a financial end date which determines when the sponsored project has ended. This is the field that is used as the criteria to distinguish between the closed or open reports.

See the Analytics Archive (PDF) for copies of dashboards for this current fiscal year.

Currently down for maintenance.

Note: The Run Report button below is currently disabled.

Contact us

For questions related to the sponsored project deficit within this report, contact your OPAFS accountant.

Self-Supporting Analytics

Auxiliary / Other

The data for these reports are generally funds for self-supporting, income producing activities such as auxiliaries, sales and services of educational activities and other revenue sources.  These reports exclude approved recharge facility funds. The deficit balance report (attribute) code for these funds is AO.

The dashboard and PDF reports will refresh the next business afternoon after each month end ledger close - the report period will appear in the header of the report. Click on Run Report link/button, then sign on using your Active Directory (AD) account.

Dashboard and drill down report calculations reflect fiscal year beginning balances, fiscal year-to-date activity and fiscal year-to-date ending balances at the org 2 and org 3 level and reflect both positive and negative (deficit) balances. The dashboard and drill down reports are meant to be high level snapshots of auxiliary and other revenue producing activities. The amounts are formatted without decimals so there may be line items that show 0, but contain a small balance.

The custom ad hoc excel reports show the same information but down to the individual fund and org level and are formatted to display the decimal amounts.

See the Analytics Archive (PDF) for copies of dashboards for this current fiscal year.

Contact us

For questions related to Auxiliary / Other Analytics, email BFSupport@ucsd.edu, type the Subject as: Aux / Other Analytics Balance; include a brief explanation in the Description field, then use the Primary Category drop down box to select Central Accounting and the Secondary Category to select Self-Supporting Activities.

Recharge

The data for these reports are funds identified as approved recharge facilities. The deficit balance report (attribute) code for these funds is RF for recharge with federal customers and RN for recharge without significant federal customers.

The dashboard and PDF reports will refresh the next business afternoon after each month end ledger close - the report period will appear in the header of the report. Click on Run Report link/button, then sign on using your Active Directory (AD) account.

Dashboard and drill down report calculations reflect fiscal year beginning balances, fiscal year-to-date activity and fiscal year-to-date ending balances and reflect both positive and negative (deficit) balances. The dashboard is meant to give an indication of the volume of recharge activity and the number of individual facilities by VC. The drill down reports and ad hoc reporting are at the individual fund/org level as that is the level at which balances need to be monitored for compliance purposes. The drill down and ad hoc reports contain columns that indicate when a fund/org is in an excess surplus position or in a deficit position. Both are indicators that action is needed. See information on recharge activity approval, rate review procedures and compliance.

See the Analytics Archive for PDF copies of dashboards for this current fiscal year.

Contact us

For questions related to Auxiliary / Other Analytics, email BFSupport@ucsd.edu, type the Subject as: Recharge Analytics Balance; include a brief explanation in the Description field, then use the Primary Category drop down box to select Central Accounting and the Secondary Category to select Self-Supporting Activities

For more information on best practices for handling deficit balances see: How To Correct Deficit Balances (PDF)