Contract Management Dashboard

Access is provisioned to anyone with the UCSD PPM Project Budget and Contract Manager JR role. This role can be requested through the Services & Support Role Request process. Once you have the role, follow these steps to access the dashboard:

1. Navigate to bah.ucsd.edu.
2. Select Budget & Finance.
3. If using the List View, look for Contract Management Dashboard in the list or use the search bar at the top right and click the dashboard name
   • If using the Card View, click the Financial Management tab and click Launch on the Contract Management Dashboard tile
4. Use your Active Directory credentials to sign in, if prompted.

Overview

The Award Contract and Project Summary shows funding, budget, revenue, and payment amounts for sponsored awards (contracts).  Those amounts are netted against expenditures for the entire award to produce budget-based, revenue-based, and payment-based balances.  Amounts are summarized by contract, and budget and expenditure amounts are then broken out by project. Revenue, Invoices, and Payments on certain awards are not associated with individual projects, so this information can only be shown at the contract level.

Prompts

Users can search for a specific (or multiple) contract or project, or search for contracts held by a certain Contract Owning Organization, or by a PI Name.  When a Contract Owning Organization or PI is selected, the list of contracts available for search will be limited to only contracts owned by that organization or PI.  To select any specific contracts, select Search from the Contracts prompt and move all available values to the right with the >> button.

Report Views

Report:

The default Report view displays summary information for the contract with project-level information just below the contract information. 

Users may click on a Contract Number or Project Number to view details related to that contract and/or project on the Contract Invoice and Payment Details report.

Excel Format:

The Excel Format view will provide only award-level information with a single row for each award.  This view automatically downloads to Excel when selected.

Overview

There can be multiple general contracts (Contract Types: General Contract and KR Service Agreement) associated with a general project, so this report is organized differently than the Award Contract and Project Summary.  Summary information is given for each project, and detailed information is provided for each contract on that project.  Note that if a project has multiple associated contracts and less than all of the contracts are selected, the project-level information will not be correct.  Only use the contract-level information if selecting fewer than all contracts on the project.

Prompts

Both Project Number and Contract Number are required prompts. The options for Project Number are filtered by selection of a Contract Owning Organization or Project Manager. The options for Contract Number are filtered by selection of a Project Number.

To select all of the Contracts on a given Project Number, follow these steps: 

1. Enter the Project Number
2. From the Contract prompt, select the Search button and move all available contracts to the right with the >> button 

To select all of the projects and contracts for a Contract Owning Organization or Project Manager, follow these steps:

1. Select the Contract Owning Organization or Project Manager
2. From the Project prompt, select the Search button and move all available projects to the right with the >> button
3. From the Contract prompt, select the Search button and move all available contracts to the right with the >> button

Report View

Hyperlinks on the contract number link to the Contract Invoice and Payment Details report to provide greater detail about the invoicing and payment activity on that contract.  This helps the consumer identify invoices that have not yet been paid, events that have not been invoiced, and invoices in draft status that may require action. 

Overview

The Contract Invoice and Payment Details report provides detailed information about events and invoices on a contract, including whether invoices have been paid.  For detailed information about the payments, including receipt numbers, comments, and payment chartstring information, use the Receipt Details report.  This report should not be used for non-contract invoicing.  The Receipt Details report provides information on both contract and non-contract invoices.

Critical Concepts:

• Revenue is generated from Events (except Sponsored Cost Reimbursable awards).  Generally, Event amount is equivalent to Revenue amount.
• Each event can be billed on one and only one invoice (unless there is a hard limit on the contract or the invoice is manually edited), but each invoice can include multiple events.
• Invoices created in PPM Contracts pass to Receivables to generate an OFC Receivables invoice number.  Invoices in Draft status will not have an OFC invoice number.  The total Invoice Line Distribution Amount on this report may differ from the Invoiced Amount on the summary report if there are draft invoices, as draft invoices are not included on the summary.
• Payments are applied to OFC Invoices in the Receivables module.  Payments are not associated with events or PPM Contract invoice lines.
• Invoices can be paid with multiple payments, and a single payment can be applied to multiple invoices. 

KBA KB0032793, How to Create a Billing Invoice in PPM (non sponsored), contains important concepts on the flow of information within PPM Contracts and from PPM Contracts to Receivables and General Ledger.

Prompts

Contract Number is a required field.  To search using any other prompt, select All Column Values for the Contract Number.

Report Views

Report:

The default Report view contains nested tables to display all invoice lines and events associated with an OFC invoice without duplication of the OFC invoice-level information.  Totals are provided to display the total event amount and invoice line distribution amount associated with each OFC invoice.

The blue hyperlink on the OFC Invoice Payment Amount links to the Receipt Details report to provide detailed information about a payment.

Detail_Excel:

The Detail_Excel view will automatically download the report data to Excel with no grouping and no nested tables.  In cases where there are multiple events or contract invoice lines per OFC invoice, the payment amounts will be repeated for each line and should not be totaled to produce a total payment amount.

Overview

The Receipt Details report provides detailed information about receipts applied to OFC Invoices.  This information includes:

• Customer Account Number
• Customer Account Description
• Customer Name
• Contract Number
• OFC Invoice Number
• SPARCM Number
• Invoice Date
• Transaction Class
• Transaction Type
• Transaction Source
• Contract Fund#
• Contract FIN Unit
• Accounting Date
• Invoice Amount
• Amount Applied
• Amount Due
• Receipt Number
• Receipt Date
• Receipt Comments
• Receipt Created By
• Receipt Chartstring (Receivables account code only)
• Receipt Amount
• Receipt Activity Date
• Receipt Amount Applied
• Accounted Net Amount

Prompts

Contract Number is a required field.  To search using any other prompt, select All Column Values for the Contract Number.

Report View

Why do I see multiple rows for the same receipt?

Whenever there are multiple values for any column, there will be a new row for each value.  For example, if a receipt is associated with multiple chartstrings, there will be a separate row for each chartstring.  This may occur when the receipt posts to one chartstring, then is reversed from that chartstring and posted to a different chartstring.  The Receipt Applied Amount displays the amount of the receipt that was applied to the invoice, not the amount associated with the chartstring in the General Ledger.  To see the General Ledger amounts associated with each chartstring, use the Transaction Details Report to search for the Receipt Number using the Transaction Number prompt.

Summary

Displays outstanding A/R invoices specifically related to Sponsored Projects/Awards. This report enables users to view the outstanding invoices on their portfolio of Awards.

Data Selection and View Options

• Use these parameters to filter for the data you want to view
• These filters can be used in combination or individually to produce desired results
• The report defaults to include the user’s name as the SPF Accountant. Users who are not SPF Accountants will need to clear that parameter before entering other parameters.

Report Views

Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules.

Business Scenarios

• Use this report to identify errors that occur when a "Generate Invoices" job does not successfully generate an invoice for a specific contract and project.   
• Both scheduled or manually run “Generate Invoices” jobs might experience issues due to validation rules and system-imposed constraints. The report will provide notification of the encountered issue/s and potential suggestions for resolution.
• Example error: “The event isn't processed because the project or task isn't associated to the contract line.”
  • Example suggested solution: “You must associate project and task for which the event is created to the respective contract line.”

Data Selection and View Options

• Use these parameters to filter for the data you want to see
• These filters can be used in combination or individually to produce desired results

Report Views

• Results display in a default table with the ability to export the result set into a file

What To Do

• To correct, troubleshoot using the error message and correct the transaction in OFC under the PPM module.

Business Scenarios

• Non-sponsored contracts should have at least one project and one task assigned to it
• Identify non-sponsored contracts that are missing a project, task, or both
• Use this report to identify non-sponsored contracts that are missing a project, task, or both and correct those contracts as needed. See KB0033499.

Data Selection and View Options

• Use these parameters to filter for the data you want to see
• These filters can be used in combination or individually to produce desired results

Report Views

• Results display in a default table with the ability to export the result set into a file

What To Do

• To correct, update the associated project or task in OFC under the Contract Management Module. See KB0033499 for additional guidance.

Business Scenarios

• Use this report to identify errors that occur when a "Generate Invoices" job does not successfully generate an invoice for a specific contract and project.   
• Both scheduled or manually run “Generate Invoices” jobs might experience issues due to validation rules and system-imposed constraints. The report will provide notification of the encountered issue/s and potential suggestions for resolution.
• Example error: “The event isn't processed because the project or task isn't associated to the contract line.”
  • Example suggested solution: “You must associate project and task for which the event is created to the respective contract line.”

Data Selection and View Options

• Use these parameters to filter for the data you want to see
• These filters can be used in combination or individually to produce desired results

Report Views

• Results display in a default table with the ability to export the result set into a file

What To Do

• To correct, troubleshoot using the error message and correct the transaction in OFC under the PPM or Contract Management Module.

Business Scenarios

• Non-sponsored contracts should have a revenue account and a fund assigned to it
• Identify non-sponsored contracts that are missing a revenue account, fund account, or both
• Use this report to identify non-sponsored contracts that are missing a revenue account, fund account, or both and correct those contracts as needed. See KB0033499.

Data Selection and View Options

• Use these parameters to filter for the data you want to see
• These filters can be used in combination or individually to produce desired results

Report Views

• Results display in a default table with the ability to export the result set into a file

What To Do

• To correct, create an amendment to add the revenue account and/or fund in OFC under the Contract Management Module. See KB0033499 additional guidance.

Business Scenarios

• Contracts revenue and AR have specific accounting rules. Ensure that all the revenue and AR entries are using correct accounting.
• Identify non-sponsored project contracts revenue with invoices that have an incorrect revenue fund, account, or project (no project) assigned

Data Selection and View Options

• Use these parameters to filter for the data you want to see
• These filters can be used in combination or individually to produce desired results

Report Views

• Results display in a default table with the ability to export the result set into a file

What to Do

• Accounting Rules:
  • Contract revenue account should match the revenue on the event
  • Contract fund should match the fund on the event and invoices
  • Depending on the revenue account, the Unbilled and Billed accounts will be derived. If they are incorrect, it is related to the revenue
• To correct:
  • Create Credit memo: KB0033271
  • Amend contract: KB0033499
  • Complete and submit the Subledger Transaction Correction Form (select Receivables and Cash Management in the dropdown menu)

Business Scenarios

• Contracts revenue and AR have specific accounting rules. Ensure that all the revenue and AR entries are using correct accounting.
• Identify non-sponsored contract revenue and invoices that have an incorrect revenue fund, account, or project (no project) assigned
• Sponsored projects billing and accounting is monitored by SPF

Data Selection and View Options

• Use these parameters to filter for the data you want to see

• These filters can be used in combination or individually to produce desired results

Report Views

• Results display in a default table with the ability to export the result set into a file

What to Do

• Accounting Rules:
  • Contract revenue account should match the revenue on the event
  • Contract fund should match the fund on the event and invoices
  • Depending on the revenue account, the Unbilled and Billed accounts will be derived. If they are incorrect, it is related to the revenue
• To correct:
  • Create Credit memo: Link to KBA
  • Amend contract: Link to KBA
  • Submit S&S ticket to FinOps AR team