UC San Diego SearchMenu

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. See a process map for Deficit Resolution (PDF).

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.

Effective FY 2019, the original three analytic modules have been combined to two modules based on different business practice categories: Operating Funds which includes: General Campus (GC), and Self-Supporting Funds (RF, RN & AO) and the second module for Sponsored Projects (SP).  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.

Deficit Balance Analytics (DBA)

To view information on an analytic, click a link below; within each section click the Run Report button to be directed to the dashboard and detail drill down analytics.

Effective FY 2019 the Deficit Balance Analytics are divided into two modules: Operating Funds and Sponsored Projects.

At this time the Recharge Surplus/Deficits is provided for informational purposes until an appropriate landing site is developed.  To monitor the Recharge deficit balances, please review the Operating Funds dashboard and drill down reports.

Operating Fund Deficits Analytics

Operating Fund Deficits

The Operating Fund Deficits dashboard provides a high level view of operational fund/organization deficit balances by Level One Organizational Hierarchy, excluding Sponsored Project funds. 

The calculations are based on fiscal year-to-date budget minus financial totals, by operational fund/organization and displays just the ones in deficit balance.  Effective FY 2019, the dashboard for the Operating Fund Deficits include fund attributes, Auxiliary (AO), General Campus (GC), Recharge Federal (RF) and Recharge non-federal (RN). The archive PDFs prior to 2019 displays each attribute on separate dashboards.

The dashboard and drill down PDF reports contains data for the most recent ledger close period.  The data is updated after the month end ledger close date and will be available for review the following Tuesday.  The report period will appear in the header of the report. To view details for a prior closing period, use the Fund or Org link directly below the dashboard to run custom reports that export to excel.

View the dashboard by clicking on the Run Report button below, then sign on using your Active Directory (AD) account.

See the Analytics Archive (PDF) for copies of archived dashboards.

Contact us

For questions related to General Campus Analytics, contact us through ASK, 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

Sponsored Projects

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

The most current dashboard and PDF reports will be ready for review by Tuesday 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 & drill down reports contain calculations based on fiscal year-to-date totals on operational fund/org balances and only displays on the DBA if in deficit. 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. 

 

The Close / Open datasets are determined by a financial end date as an indication of when the sponsored project has ended (this data originates from COEUS end date and will only display on this report if applicable). 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 archived dashboards.

 Contact us

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

Recharge Surplus/Deficits

Recharge Surplus/Deficits

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

The most current dashboard and PDF reports will be ready for review by Tuesday 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 (PDF) for copies of archived dashboards.

Contact us

For questions related to Auxiliary / Other Analytics, contact us through ASK, 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)