Expanded Project Summary Report

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 Financial Management tab and click Launch on the Expanded Project Summary tile
4. Use your Active Directory credentials to sign in, if prompted.

Here you can find various tips and tricks on navigating Cognos report functionality

• 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
• Here are the steps you show follow to view the report: 
  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. Use the Award Prompt to view details for an award with multiple projects.
  6. The Display Prompt allows you to select specific tables you want to see on the report. It defaults to 'All' which will display all of the tables. To view a specific subset of tables, uncheck 'All' and select the tables you want to view.
  7. The PPM tab will display different information depending on whether a sponsored or non-sponsored project is selected.

Additional detail

• After running the report, at the top of the page there are options to change the award, project, task, and period start/end dates.
• On Sponsored Projects, changing the Date Filter On option between Accounting Period or Expenditure Item Date will impact how costs are broken down in the Expenditures by Month, Cost Details, and Payroll Details
  • Note that Oracle assigns costs to budget periods based on the Expenditure Item Date.  There may be discrepancies between the costs per budget period in the Summary and the Expenditures by Month when Expenditures by Month are viewed by Accounting Period.
  • On the Payroll Details table, Accounting Period filters by Pay Period End Date; Expenditure Item Date filters by Earnings Period End Date. 
  • When date filtering is by Expenditure Item Date, the Expenditures by Month table also includes an Average Cost column to help determine a burn rate.

• It includes information about the project, task, financial unit, project and fund managers.
• Refer to the Data Glossary under Get Started on the main BI & Financial Reporting Blink menu for searchable data descriptions and usage rules.
• See at a glance whether an award has animal or human subject protocols in place with the Y/N indicator at the top of the report.
• Awards may be temporarily extended in Oracle to allow costs to post while waiting for an amendment. See if an award is in a temporary extension status with the Y/N indicator at the top of the report.
• There is a box for Project Notes in the upper right of the page. Review KB0034618: How to Add Notes to a Project for instructions.

Summary

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:

Frequently Asked Questions

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

• The Summary for Non-Sponsored Projects displays costs on a year-to-date (YTD) or inception-to-date basis depending on the project classification. 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.
• The Summary for Sponsored Projects can be viewed with or without Budget Periods and with or without Tasks:

• This report does not to display budget periods past the "to" date entered in the search parameters. To see the future budget periods, put in a date in the future.

Report Views

Project and Task Summary With Budget Period:

Project and Task Summary Without Budget Period:

Project Summary With Budget Period:

Project Summary Without Budget Period:

Direct and Indirect Costs (for Sponsored Projects only):

Summary

This summary for clinical trials focuses on revenue- and cash-based balances rather than budget-based balances.

Report View

Summary

The Revenue Details table displays revenue generated by the PPM Contracts module through contract billing. 

• Contract Revenue is displayed by invoice, and the report displays the Receivables invoice number. 
• Rows with no invoice number indicate PPM Contract invoices in a Draft state. 
• The Receipt Amount column helps users identify whether invoices have been paid. 
• The table is filtered by Accounting Date based on the date parameters entered on the prompt page or at the top of the report.

Report Views

Summary

The Expenditure by Month section provides all of the expenditures on the project organized by Expenditure Category or Expenditure Type.

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

Report View

Sponsored:Expenditures by Expenditure Category by Expenditure Type

Non-Sponsored:

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, Invoice Number, or PO number will open the corresponding screen in Oracle, allowing you to access specific information about each transaction.
• Clicking on the Original Transaction Reference links will open the DOPES report
• This section can be filtered by Expenditure Category or Expenditure Type to narrow in on specific types of costs. 

Report View

This section provides transactional level details about your commitments

• Approved and unapproved commitments are displayed in two separate 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 Views

How To Use Data

• A page for Subaward Details is available on the project- and task-specific drillthrough reports. 
• The page shows, subaward ID, the original subaward amount, how much has been billed, how much remains, and information about each subaward invoice received.
• This will help you determine the status of your outgoing subawards, as well as review subaward invoicing progress. 

Report Views:

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

• This table displays financial statement signage unless specified.
• Positive balances represent funds available to spend.
• Positive resources and non-operating transfers represent an increase in funds.
• Positive expenses represent a decrease in funds.
• Beginning balances are calculated so that when period 13 for the prior fiscal year has not had the allocations process run, there will be different balances displayed in the GL Panorama.

Report View

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

Report View

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

Report View

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

Report Views

Frequently Asked Questions

Cost Type Descriptions

Report Views

Frequently Asked Questions