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Project Management Dashboard

The Project Management Dashboard makes it easier to review a portfolio of projects at once using a variety of prompts. This dashboard will offer fund managers one place to do things like review all faculty startup and retention funds or their department’s operating funds, close out expired projects, and analyze a PI’s portfolio.

Overview

Access the dashboard 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.) To access the dashboard: 

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

Navigation

Navigation

  • Horizontal tabs at the top of the report under the Project Management Dashboard heading can be used to run each report 

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  • Vertical tabs at the top of the page are displayed in a drop down menu after running each report, and can be used to toggle between reports without re-running them 

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Prompts

Prompt What to Know
Sponsored Project Health
  • Search for projects that are ending soon and for deficits that need to be cleared
Project Class Category-Code
  • Multi-select data option to view different project class category codes.
  • Be able to look at groups of projects that are similarly classified, e.g. service agreements
Costs and Commitments through Period End Date
  • Select the period end date to view costs and commitments up to that specific date
Non-Sponsored Task End Date
  • Filter out and exclude tasks that have ended and update task dates before the end date
Show Direct/Indirect
  • "No" selection displays one line on summary costs, combining both direct and indirect costs.
  • "Yes" selection displays split rows for each of the direct and indirect costs. 
Project Status
  • Project Status is defaulted to Active for all reports but can be changed to other parameters, such as Closed, Closed-DNU-Bad Record, Rejected, or UCSD Closed.

Summary

Business Scenarios

  • What actions do I need to take on my projects?
  • What are the balances on my projects that are ending soon?
  • Which projects are overspent or ended and need to be closed?
  • What are the balances of my projects after planned payroll?  Does payroll need to be adjusted to prevent overspending or underspending?
  • Do adjustments need to be made to projects that are being overspent or underspent?
  • Are funds available that need to be added to the project budget?
  • What are the balances on my non-sponsored projects and tasks?

Report Views 

  • Summary displays a high level view of a project portfolio consisting of Sponsored Projects and Non-sponsored projects.  Both GL-based and PPM-based balances are displayed for non-sponsored projects.
  • See Faculty and Researcher page for more information about the Sponsored Projects view and differences between GL-based reporting and PPM-based reporting.
  • PPM-based balances for non-sponsored projects are displayed in four separate tables depending on project classifications (only a subset of the four tables may display depending on the projects in the portfolio).  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 Amount and the Contract Revenue Amount.  See Balance Calculations for more information.
  • The dashboard displays financial statement signage. 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.
  • End dates displayed in red shows dates that have passed.

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Commitment Details

Business Scenarios

  • Are there old purchase orders that should be closed?
  • Who placed the order?
  • What requisitions need to be approved or cancelled?

Report Views

  • 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.

commitmentdetails

Variances

Business Scenarios

  • Are there GL-PPM differences or payroll costs sitting on default project that are causing my sponsored project balances to be inaccurate?
  • Have award increments been obligated in Kuali but not yet reflected in Oracle?
  • Have award increments been funded in Oracle but not yet reflected in a project budget?

Report Views

Misplaced Costs on Sponsored Projects:

  • Expenses Only in GL: Displays expenses in General Ledger that should post to PPM. Click the amount to view details on the GL-PPM Reconciliation report.
  • Payroll on Default Project: Displays payroll amounts that are on the project in the Labor Ledger (UCPath) but on the default project in Oracle. Click the amount to view details on the Default Project Payroll report.

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Kuali Oracle Comparison:

  • This table compares amounts obligated in Kuali Award to Oracle Award Funding Amounts (external funding only), as well as Project Funding Amounts with Project Budget Amounts.
  • This table only shows variances. If an award/project does not have any differences, the row will not appear.
  • If Kuali Obligated to Date Amount and Oracle Award External Funding Amount have differences, it may indicate that award funding amounts have not been updated in Oracle Financials.
  • If Project Funding and Project Budget Amounts have differences, the Project Unbudgeted Amount shows available amounts to be budgeted for a project.
  • Project Status prompt parameter is defaulted to Active, but can be changed on the prompt page. See Prompts under Navigation for more information. 

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DOPES

Business Scenarios

  • Complete monthly payroll reconciliation

Report Views

  • The report defaults to displaying payroll that posted in the last 30 days.  The date range can be changed by entering different to and from dates at the top of the report.
  • Click on the Original Transaction Reference number to view the corresponding Oracle transaction on the Transaction Details report.

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Payroll by Earnings Month

Business Scenarios

  • View a big picture display of payroll based on earnings period
  • Provide faculty with a view of how their people were funded over time

Report Views

  • Results display a big picture of payroll analysis based on the earnings periods separated by months
  • The report defaults to displaying payroll earned in the last six months.  The date range can be changed by entering different to and from dates at the top of the report.

payrollbymonth_reportview.png

Expenditures by Month

Business Scenarios

  • View big picture display of a project's overall expenditures by month

Report Views

  • The table displays a project's overall expenditures by specific task, expenditure categories, and months
  • The report defaults to displaying expenditures from the last three months.  The date range can be changed by entering different to and from dates at the top of the report.
  • Click on an amount to view the transactions that make up the amount on the Transaction Details report.

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