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Expanded Project Summary Report

Last Updated: May 23, 2023 1:15:18 PM PDT
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The Expanded Project Summary report provides a summary and detailed information about a single project or task, with information from PPM, General Ledger, and UCPath

The Expanded Project Summary report is available from the Business Analytics Hub (bah.ucsd.edu) under the Projects & Awards tab. Anyone with the Oracle BI Consumer JR role can access the report.

The report includes:

  • PPM Project and Task Balances
  • PPM Expenditures by month
  • PPM Expenditure details
  • PPM Contract revenue details
  • PPM Commitment details
  • GL Project Balances
  • GL Transactions by Month
  • GL Transaction details
  • UCPath Payroll details
  • Payroll Projection details

Overview

Access the Report through the Business Analytics Hub

Access has been provisioned to anyone with the Oracle BI Consumer JR role.  Staff who do not have access  should request the Oracle role. Access failure appears as error "Unable to load requested view. Displaying home view instead."

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

Additional Detail

  1. From the report, enter the date range for the details you want to view.
  2. Search for your project number or key words in the project name.  If using key words in the project name, change the drop down to “Contains any of these keywords.”
  3. Click the radio button for your selected project.
  4. If you want to see data for a specific task, click the reprompt button and then select the task.
  5. The bottom section allows you to select specific tables you want to see on the report.  It defaults to 'All' which will display all of the tables.
  6. The PPM tab will display different information depending on whether a sponsored or non-sponsored project is selected.

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PPM Project Task Information

The Project Task Information table on the PPM tab includes general information about the project and its underlying tasks, including:

  • Project-owning organization
  • Task
  • Financial Unit
  • Project and Task end dates
  • Burden schedule and indirect cost rates (sponsored projects only)
  • Project and task personnel
  • Fund Manager Name and Email

Report View:

Screen-Shot-2022-11-14-at-12.34.19-AM.png

Frequently Asked Questions

Question Answer

Why does the Burden Schedule Multiplier show different rates for different tasks? 

Why is the Burden Schedule Multiplier different from the award indirect cost rate?

A burden schedule can be applied at the award, project, or task level.  All awards have a burden schedule applied, but there may or may not be burden schedule overrides applied at the project or task level.  The Burden Schedule and Burden Schedule Multiplier show the lowest-level information. 

  • If there is a task-level override in place, those columns will show the task-level information. 
  • If there is no task override, but there is a project-level override, those columns will show the project-level information. 
  • If there is no task- or project-level override, the award burden schedule will be shown.

For more information about burden schedule overrides, see Understanding Burden Schedules on the SPF STaRT tool.

PPM Project and Task Summary

The Project and Task Summary provides a high-level overview of your project with PPM based balances.

  • PPM-based balances for non-sponsored projects are displayed in one table. Generally, projects for annual operations are reported on a year-to-date basis and projects funded one time or irregularly are reported on an inception-to-date basis.  Line of Service projects are reported year-to-date but include an informational column for Contract Revenue.  Service Agreement projects are reported inception-to-date and include balance calculations based on both the Budget Balance and the Contract Revenue Balance.  See Balance Calculations for more information.
  • Sponsored Projects have four table view options broken down by:

 eps-project-task-views.png

Report Views

Project and Task Summary With Budget Period:

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Project and Task Summary Without Budget Period:

eps-project-task-nobud-rv.png

Project Summary With Budget Period:

eps-project-rv.png

Project Summary Without Budget Period:

eps-project-nobud-rv.png

PPM Expenditure by Month

The Expenditure by Month section provides all of the expenditures on the project organized by Direct/Indirect costs, Expenditure Category, Budget, Costs, Budget Balance, Committed Costs, Payroll Projections, and a Balance net of commitments and payroll projections.

  • Months displayed are selected on the Period Start Date and Period End Date prompts.
  • Click on the amount to view the expenditure in the Transaction Details Report.

The table can be broken down and viewed by

Sponsored Projects:

  • Expenditure by Expenditure Category by Expenditure Type
  • Expenditure by Expenditure Category
  • Expenditure by Expenditure Type

Non-Sponsored Projects:

  • Expenditure by Accounting Period by Expenditure Category
  • Expenditure by Accounting Period by Expenditure Type
  • Expenditure by Expenditure Item Date by Expenditure Category
  • Expenditure by Expenditure Item Date by Expenditure Category

Report View

Sponsored:Expenditures by Expenditure Category by Expenditure Type

eps-expbymonth-rv.png

Non-Sponsored:

eps-expbyacc-exptype.png

 eps-expbyitem-expcat.png

PPM Cost Details

This section provides transactional level details about your costs, giving you a granular view of the expenses associated with your projects.

  • Clicking on a Transaction Number will open individual Oracle transaction details, allowing you to access specific information about each transaction.
  • Clicking on the Original Transaction Reference links will open the DOPES report

Report View

eps-costdetails.png

PPM Commitment Details

This section provides transactional level details about your commitments

  • Approved and unapproved commitments are displayed in 2 tables 
  • Unapproved commitments are requisitions that have been saved but not submitted, rejected but not canceled, or submitted but not yet approved.
  • Only approved commitments are included in the Summary report 
  • Links on the Commitment Number go to Oracle (Purchase orders and Invoices) or Kuali (KRS subaward commitments) to view additional details about the commitment.  Commitments starting with TE are Concur requests and no hyperlink is available.  To view details of Concur requests, search for the four-digit request ID within Concur.

Report View

eps-commitmentdetails.png

eps-unapprovedcommitments.png

GL Project Summary

The Project Summary provides a high-level overview of your project with GL based balances.

  • This table displays financial statement signate unless specified.
  • Positive balances represent funds available to spend.
  • Popsitive resources and non-operating transfers represent an increase in funds.
  • Positive expenses represent a decrease in funds.

Report View

eps-gl-summary.png

GL Transaction by Month

The GL Transactions by Month table provides a comprehensive view of all transactions, categorized by account and subaccount, for the selected months.

Report View

eps-gl-transactionsbymonth.png

GL Transaction Details

The GL Transactions details table shows is provides transaction in each subcategory.

Report View

eps-gl-transactiondetails.png

Payroll Details

This section displays historical, actual payroll amounts from the UCPath Labor Ledger. Organized with line items and totals for each employee in the data

Expenditure Category Descriptions

The Payroll Details section provides data for each employee as outlined in the table.

Expense Type Data Included
Personnel

Includes Graduate and Postdoc Aid/Fellowship paid through payroll (not student stipends), as well as Academic and Non-Academic:

  • Salary and Wages
  • Salary Accrual
  • Vacation Used
Benefits

Includes all Fringe expenses except for General Liability Program (GAEL), including:

  • Composite Benefit Rate Campus
  • UCRP Supplement Assessment (RPNI)
  • Benefits Accrual/Reversal
  • Leave Assessment
  • Vacation Reimbursement
Operating Includes only General Liability Program (GAEL) expenses.

Frequently Asked Questions

Question Answer
Why don't my numbers match throughout each section of the dashboard?

There are a few situations in which numbers may slightly differ among sections of the dashboard. Examples include:

  • Operating Expenses in the Payroll Details section exclusively report general liability expenses while the Cost Details section typically includes additional expenses such as supplies.
  • Personnel Expenses do not match if salary is processed in UCPath and attempts to charge a project after its end date. That salary amount posts in Oracle to your department's default project.  The salary will appear in the Payroll Details table, which contains UCPath data, but not in the Cost Details, which contains Oracle data.
  • Benefit Expenses do not match in Fiscal Year 2021 for Vacation Reimbursement, which posted in Oracle as Personnel Expense and in UCPath as a Benefit Expense. This is corrected for Fiscal Year 2022.
  • Personnel, Benefit, and Operating Expenses may not match for a specific Direct Retro that was approved after the UCPath deadline. In these cases, you see the costs in the Cost Details section, but will not see the same costs in the Payroll Details section until the next month.
  • Summer salary benefits posted at the wrong rate in 2020 and 2021.  Corrections appear only in the Cost Details section (Oracle), not in the Payroll Details (UCPath).

The Payroll Reconciliation Toolkit provides great insight and links to other supporting documents for resolving payroll data discrepancies between systems or reporting. 

Also refer to the Correcting Discrepancies Between OFC General Ledger (GL) and UCPath Labor Ledger (DOPE) Job Aid.
What data is NOT included in the Payroll Details on my dashboard? Expenses that post to Oracle from a system other than UCPath do not appear in the Payroll Details.  These include, but are not limited to tuition remission, graduate and undergraduate student stipends and fees, NGN (Next Generation Network), and HS-TSC (Health Sciences Technology Services Charge).  These items appear directly in the Cost Details section of this dashboard and may be associated with a person's name in the Oracle financial ledgers. 

Payroll Projection Details

Cost Type Descriptions

The Payroll Projections section provides data for each employee as outlined in the table.

Cost Type Data Included
Personnel Expenses Salary amount calculated based on data entered in UCPath, including compensation amount, FTE percentage, job status, and funding distribution. Projection ends at the earliest of the budget period end date, job end date, or funding end date.
Benefit Expenses Calculated as Personnel Expense times the Composite Benefit Rate in effect for the person/job.
Operating Expenses Includes Next Generation Network (NGN), General Liability Program (GAEL) expenses, and Health Sciences Technology Services Charge (HS-TSC).  These are calculated using the Personnel Expense amount, the funding distribution, and rules in place for whether or not these expenses will be charged for a particular person on a particular funding source.
Tuition/Fee Remission Calculated using the tuition remission rate in effect for the graduate student, distributed across all job codes where tuition remission is applied and across all funding sources.  For example, if a student is simultaneously employed in a TA position and a GSR position, the full tuition remission amount will be distributed ratably across both positions, and further distributed between the funding sources applied to each position.
Indirect Costs Calculated against Personnel Expenses, Benefit Expenses, and Operating Expenses using the indirect cost rate in effect for the award/project/task.

Frequently Asked Questions

Question Answer
How is it determined when to end payroll projections? Payroll projections end at the earliest of the Budget Period End Date, Job End Date, or Funding End Date (entered in the UCPath Funding Entry).  If any of these dates occur mid-month, the projection is prorated for the last month.
Are salary escalations applied? Personnel Expenses are determined based on data in UCPath.  If a future compensation rate change has been entered in UCPath, it will be captured on the report.  The report does not artificially escalate salaries.
Will the projections capture future-dated funding changes? Yes.  If a future dated Funding Entry has been entered in UCPath, the report will capture the funding distribution change.
How can changes be made to the payroll projection end date? The payroll projection extends through the earliest of the Budget Period End Date, Job End Date, or Funding End Date.  The latter two of these dates are entered by departmental personnel in UCPath. If a person is leaving the position or will move to a different funding source at a future date, the Job End Date or Funding End Date can be updated in UCPath.  Changes in UCPath will be reflected in the Payroll Projections the next day.