Skip to main content

System Status: 

Faculty and Researcher Panorama

Learn more about the Faculty & Researcher Panorama.

The single-display layout displays three distinct sections - Sponsored Projects, Non-Sponsored Projects, and Active Projects/Tasks With No Activity To Date.

It is also important to understand differences between General Ledger (GL) and Project & Portfolio Management (PPM) data management and reporting for non-sponsored project financial data.

Overview

Access the Report through the Business Analytics Hub

  1. Navigate to bah.ucsd.edu.
  2. Select Budget & Finance.
  3. Click the Faculty & Researchers tab.
  4. Click Run Report from the UCSD-DSH Faculty and Researcher Panorama tile.
  Use Company Single Sign-On to sign in, if prompted.

Prompts

  • Do not change prompts unless you need to see data through a previous Period End Date.
  • Always enter the last day of the month for the period you wish to view.

Additional Detail

  • Click any links in the table to see additional detail about a specific project or task, including cost details, commitment details, and revenue details as applicable.
  • Once you have clicked into one of the Expanded Task or Project Summaries, you may change the date range to see costs and other transactions for the selected period.

Training and Communications

Training and Office Hours Support

We encourage you to take the interactive, self-paced training that provides guidance on interpreting the data available and answers common questions users have about the Faculty and Researcher Panorama.

For additional questions and support, attend Office Hours for Faculty, Researchers and Fund Managers. See the schedule on Office Hours Support here.

 

Read the Latest Communications

Faculty and Researcher Notifications support faculty, researchers, and fund managers stay up to date on the latest communications related to reporting on PI portfolios.

Launching Mid-September: The Faculty and Researcher Panorama will soon include Project Payroll Details and Task Payroll Details.

Sponsored Projects

How to Use Data

Business Question Data Column(s) That Best Answer
What awards/projects/tasks are in my portfolio? The Award Number & Name is broken down by Project Number & Name, which is also broken down by Task.
How much money can I spend?

The PPM Budget Balance with Commitments shows how much money remains available for the project/task line or award grand total (direct/indirect).

How much money have I spent? The Total Costs and Total Committed Costs reflect the amount either spent or committed to spend for the project/task line or award grand total (direct/indirect).

 

Frequently Asked Questions

Question Answer
What if the data looks incorrect? Budget numbers and project end dates are driven by the data entered into the Kuali award module. If other FAQs do not answer this question, communicate with your Fund Manager to determine if there is an issue in the Kuali data entry.
Why is the Project End Date incorrect? The Project End Date for some award types reflects the obligation period, not necessarily the full award period. For example, if you are in Year 2 of a 5-year subaward, funds have only been obligated through the end of Year 2. The Project End Date reflects the end of Year 2, rather than the end of Year 5.
How does cost sharing affect my budget? Cost Sharing is typically reflected as a separate Task or separate Project, but the amount is reflected in the PPM Budget total for the Award/Project. For example, if an award amount was $10 million and there is a cost share task of $350,000, the total PPM Budget would calculate to $10,350,000.
Why is an award that ended on this report? A project balance must be zero to close the project. A project that carries a negative balance past the Project End Date remains on the report until the balance is zeroed out and the Fund Manager subsequently requests the project be closed, and the central office performs the necessary work to fully close the project.
The Sponsor Award number is not on this report? The Award Name & Number reflects the KR Award Number, not the Sponsor Number; however, in some cases, the Project Name & Number shows the Sponsor Award Number without hyphens. This is entirely dependent on how the data is entered before reaching this display, so there could be inconsistencies based on who enters the source data.
Where is a specific award/project on my report? If you are the Principal Investigator or Project Manager, your name is automatically assigned at the time of award/project setup.A Task Manager is generally defined later by the Fund Manager via a request to the Central Office. Typically, if you do not see an award/project for which you are a Task Manager, you have not been defined as a Task Manager through that manual process. For example, perhaps you are a co-PI and have not been specifically defined on your task. Communicate with your Fund Manager to resolve.

Comparison of GL and PPM

Reports May Be Managed Differently Under Different Fund Managers

It is essential to communicate with your Fund Manager as you review Non-Sponsored project details to determine which set of data provides the most accurate information.

GL PPM
General Purpose Record transactions in accordance with Generally Accepted Accounting Principles (GAAP) for external reporting. Accumulate costs on defined projects and bill customers/sponsors for those costs.
Structure Chartstrings: Entity, Financial Unit, Fund, Function, Project. NO TASK.

Projects with underlying tasks.

What IS Recorded All GAAP financial transactions. Budgets, contract revenue (customer billing), costs, and commitments.
What is NOT Recorded Anything that is not an actual financial transaction, including commitments and anticipated future allocations.

IFIS carryforward, non-contract revenue/resources (e.g., gifts, internal allocations)

NOTE: These items can be manually added to the budget.

Timing Revenues and expenses are recorded fiscal year-to-date and roll to a carryforward balance at the beginning of each fiscal year.

Assets (e.g., equipment) accumulate inception-to-date (GAAS).

Inception-to-date for the life of the project.

 

NOTE: There may be differences between GL and PPM data. Variables between the two methods can lead to discrepancies in information. It is essential to communicate with your Fund Manager as you review Non-Sponsored project details to determine which set of data provides the most accurate information and to resolve any potential gaps in data.

Non-Sponsored Projects

How To Use Data

GL displays current fiscal year data at the project level (not task-level) for Project Managers. PPM displays inception-to-date data for the life of the project for PI/Project Managers and for Task Managers.

Business Question - GL Data Column(s) That Best Answers
What projects are in my portfolio? The Project field lists all projects for which you are the Project Manager.
How much money can I spend this fiscal year? The Ending Resources shows how much money remains available for a project in the current fiscal year.
How much money have I spent? The YTD Expenses Out reflects the amount of money spent in the current fiscal year, excluding equipment purchases.
Business Question - PPM Data Column(s) That Best Answers
What projects are in my portfolio? The Project Number & Name is broken down into Task lines and totaled.
How much money can I spend? The PPM Budget Balance with Commitments shows how much money remains available for a project/task line or total.
How much money have I spent? The Total Costs and Total Committed Costs reflect the amount either spent or committed to spend for the project/task line or total.

NOTE: Carryforward and non-contract revenue must be entered manually in a PPM Budget. Since PPM only records costs and contract revenue, certain finance objects are not automatically reported. A Fund Manager can manually enter other amounts in the PPM budget to account for those amounts in PPM.


Frequently Asked Questions

Question Answer
Should I look at GL or PPM? Project reporting management (GL or PPM) is determined at the Vice Chancellor or department level. Communicate with your Fund Manager to determine whether GL or PPM best suits your needs.
Shouldn't the overall money available on GL and PPM match?

Not necessarily. GL reports all transactions, including those that posted in PPM. However, some data such as gift and non-contract revenue must be manually entered to the PPM Budget. If that hasn't been done, the numbers will not match.

There are other miscellaneous circumstances that could result in discrepancies as well.

The key is to communicate with the Fund Manager on each project to ensure awareness of capabilities and limitations.

Can I see additional details for projects and tasks?

The Project Number & Name and Task lines are links to additional details on PPM.

GL Projects are linked, but GL does not report data at the task level.

Why is my PPM Budget $0 or otherwise incorrect? Certain financial data must be manually added to the PPM Budget. If anything regarding the budget appears to be incorrect, communicate with your Fund Manager.

 

Active Projects/Tasks With No Activity To Date

The Active Projects/Tasks With No Activity To Date section displays only those projects/tasks in which the Planned Start Date has passed but no financial activity has occurred.

Payroll Details

From the Faculty and Researcher dashboard, click a Project or Task link to display an expanded summary in a new browser tab. This new page provides visibility to additional task details.

The Payroll Details section displays at the bottom of the Expanded Summary, after the Summary table and Cost Details sections.

How To Use Data

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
Benefit

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 General Liability Program (GAEL) expenses.

Frequently Asked Questions

Question Answer
When will I see the most recent payroll data on my dashboard?

Payroll data is available on this dashboard after PPM and GL close.

Variables in the process of obtaining payroll data limit the ability to identify a fixed date every month. However, knowing the payroll data process and utilizing available schedules can help you determine when data will be available in a particular month.

The process is as follows (click the applicable links for additional information):

  1. UC Path runs payroll on the Payroll Schedule (payroll data loads to the Labor Ledger on the GL Post Confirm date; see the 3rd column from the right). 
  2. UCSD receives the data in the few days following the Payroll Schedule.
  3. Payroll is fed into Oracle in the days between GL Post Confirm and Ledger Close. 
  4. Oracle then closes PPM and GL based on Ledger Close Dates.
Why doesn't my data match EAH or DOPEs? EAH and DOPEs both receive payroll data periodically throughout the month; Oracle only receives payroll data at the end of the month based on schedules identified in the previous question.
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.
  • 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.

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, and HSIT.  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. 

 

Find answers, request services, or get help from our team at the UC San Diego Services & Support portal.