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Contract Management Dashboard

The Contract Management Dashboard provides a summary and detailed information about 

The Expanded Project Summary report is available from the Business Analytics Hub (bah.ucsd.edu) under the Projects & Awards tab. Standard Oracle roles are required to access the report.

The report includes:

  • Sponsored Award Contract and Project Summary
  • Non-Sponsored Contract and Project Summary
  • Contract Invoice and Payment Details
  • Receipt Details

Overview

Access the Report through the Business Analytics Hub

Standard Oracle roles are required to access the data in the reports on this dashboard. 

  1. Navigate to bah.ucsd.edu.
  2. Select Budget & Finance.
  3. Click the Projects & Awards tab.
  4. Click Launch from the Contract Management tile.
Use your Active Directory credentials to sign in, if prompted.

Award Contract and Project Summary

The Sponsored 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 awards do not post to individuals 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.  When a Contract Owning Organization is selected, the list of contracts available for search will be limited to only contracts owned by that organization.  To select all contracts, select Search from the Contracts prompt and move all available values to the right with the >> button.

Views

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

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.

Columns

Total Budget: From the current baselined budget entered in the Awards module per the award agreement

Contract Funding Amount: Funding amount from the Awards module per the award agreement 

Contract Revenue Amount: For cost reimbursable contracts (e.g. Letter of Credit NIH and NSF awards), revenue is recognized based on expenses incurred up to the contract funding amount. For all other contracts, revenue corresponds to billing events posted as invoices up to the contract funding amount on the contract in the Contracts module.  See KB0033415 for more information on award revenue recognition.

Contract Invoiced Amount: Total amount of invoices on the contract from Contracts module.

Contract Payment Amount: Total payments applied associated with the contract from Receivables module. 

Contract Expenditures: Costs posted to projects associated with the award (A in POETAF) in PPM Project Costs. This does not include costs posted to Internal Funding Sources.

Contract Budget Balance: Total Budget - Contract Expenditures

Contract Financial Balance: Contract Revenue Amount - Contract Expenditures

Contract Cash Balance: Contract Payment Amount - Contract Expenditures. This amount should match the Award Trial Balance

 Non Sponsored Contract and Project Summary Table

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.

General Contract and Project Summary

There can be multiple general contracts (Contract Type General Contract and KR Service Agreement) associated with a general project, so this report is organized differently than the Sponsored 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 less than all contracts on the project.

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

  1. Select the Contract Owning Organization
  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

Contract Amount, Revenue, and Invoiced Amount are from the PPM Contracts module.  Revenue includes amounts for all processed Events.  Invoice amount includes only processed invoices. Payment amount is from the Receivables module.

Non Sponsored Contract and Project Summary

Contract Invoiced Amounts in red: Invoices have not yet been submitted for all events.  Revenue has been recognized without supporting invoices.

Contract Payments in red: Some invoice amounts have not yet been paid by the customer.  

Hyperlinks on the contract number on both the Sponsored and Non-Sponsored Contract and Project Summaries 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. 

Contract Invoice and Payment Details

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.

Prompts:

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

Contract invoice and payment details screenshot

See KBA KB0032793 on How to Create a Billing Invoice in PPM (non sponsored) for more information.

Contains important concepts on the flow of information within PPM Contracts and from PPM Contracts to Receivables and General Ledger.

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. 

screenshot of a table with Oracle invoice details

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

Receipt Details

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

  • Receipt Number
  • Receipt Date
  • Receipt Comments
  • Receipt Created By
  • Receipt Applied By
  • Receipt Chartstring (this is only the receivables side right? or both sides of the receipt)
  • Receipt Amount

Prompts:

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

Transaction Class: Credit Memo, Invoice, On Account Credit Memo 

Transaction Type: PA Credit Memo, PA Invoice, Sponsor CT, Credit Memo, Affiliation Teaching, Clinical Svc Agr, GLI CO25 Tuition, GLI Group Program, GLI QCP Tuition, HDH Catering, HDH Conference UG, HDH Faculty Club, Invoice, Non-Clinical Svc Agr, On Camp Lab Svc Agr  

Transaction Source: Contract Internal Invoices, Contract Invoices, Manual, UCSD BGLab, UCSD ECEC, UCSD Health Conversion, UCSD ISIS Conversion

Screenshot of Receipt Details options   

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.

SPARCM Invoice Number: This is the Invoice number in SPARCM for Sponsored Awards including sponsor initiated clinical trials. For Letter of Credit awards and non sponsored invoicing, this field may display other, unrelated data