This article will walk you through the steps to access and work with the Monthly Status Report for Projects from the Data Warehouse (https://oir.uga.edu). The Monthly Status Report for Projects is a report available in the Data Warehouse that provides transaction data by fund, department, and account code by accounting period. It shows your totals (actuals, encumbrances, etc) at the beginning and the end of the month/accounting period.
In this article, you will learn the steps to work with the Monthly Status Report by Project; from the Data Warehouse.
You can access the Project Status Report at reports.uga.edu , in the Grants and Projects section. You will need to log in with your MyID and password.
First, log into Office of Institutional Research
From the Monthly Status Report - Summary page in the Data Warehouse, click the PM Name drop-down list.
A pop-up box displays a list of PIs in alphabetical order. You should select the lead PI, rather than a Co-PI.
Click the (All) box to deselect all PIs.
Note: Multiple Principal Investigators can be selected simultaneously.
Select the appropriate PI name(s).
Example shown here: "Adams, Ethel (1000017) option.
With the appropriate information selected, click the Apply button.
The selected information is applied to the re port.
To select the appropriate project, click the Project ID Descr drop-down menu.
To view all projects related to the PI(s), select the All option.
Click the Apply button.
To hi ghlight the associated amount columns, click the appropriate entry in the Project ID column.
Note: You can make multiple selections using this screen.
Example shown here: RFCFT0001236001 Service Order no. 8 5/15/2020- 10/5/2020 link .
The selected Project ID information is highlighted along with the corresponding financial detail columns.
To select a specific project, click the Project ID Descr drop-down menu.
To deselect chosen options, click the (All) checkbox.
Enter the appropriate information into the search field.
Example shown here: " snifare677523 "in the search field.
The matching results are displayed.
Select the appropriate entry.
Example shown here: S NIFARE677523CV - 2631RE77523 link.
The selected Project ID information is displayed.
Click the Accounting Period dropdown menu.
Note: To set up a subscription that automatically updates to the next accounting period, select “Last Closed." This will automatically update your chosen report to the next month.
When creating subscriptions, select the Monthly on the 10th or Monthly on the 15th option to ensure that the subscription is run after the official month close.
From the Accounting Period drop-down list, choose the appropriate accounting period.
Example shown here: Last Closed option.
To select the appropriate Fiscal Year, click the Accounting Period drop-down list .
Click to select any of the available Fiscal Years .
Note: To ensure the accuracy of automatically updating subscriptions, "Current FY" and "Last Closed" must both be selected.
Example shown here: Current FY option.
To filter by Fund Code , click the Fund Code Descr drop-down list.
Click to select any of the available Fund Code Descr options.
To drillthrough for additional transaction information, click the appropriate Project ID .
Example shown here: SNIFARE677523CV link.
The options pop-up menu is displayed.
Click the Detail Drillthrough link.
The drillthrough information is displayed.
Click the appropriate Account Family to highlight.
Example shown here: 500000 - Personal Service Expense link.
The Detail Drillthrough for the selected data is displayed.
Select the GL Account column entry to highlight the related financial details columns.
Example shown here: 522100 - Salaries -Staff row .
The selected row is highlighted along with the corresponding financial detail columns.
In addition to the individual GL Account: Account Total rows, each Account Family has an Account Family Total row
If necessary, scroll to view additional information.
Additional Information:
Accessing the Report
All PIs, Co-PIs and Co-Investigators have been granted access to this report automatically. Others can request access if desired. More on the access request process here.
To access the report from home or anywhere outside the UGA network, you will need to be connected to the 02 Restricted VPN. More on VPN login here.
Notes & Considerations
This report allows you to drill through to detailed transactions. Detailed transactions are shown in “double entry” accounting format. So, if spending is against a purchase order, you will see the reduction in the purchase order encumbrance as well as the actual transaction posted.
The report is filterable by PI. Please note that you will need to choose the “lead” PI on the project, rather than Co-PIs. You can select multiple PIs, or project IDs, to display all of your projects at once.
Key (Report Headers, Filters & Terms)
Actual Amount = Amount spent.
Amount = Amount budgeted.
Balance = Available balance remaining for spending.
Burn Rates = Two calculations are included. One shows spending in relation to the project timeline; the other shows spending in relation to the total project budget.
Cost Sharing = Shows whether charges were direct charges to the project or cost-shared expenditures.
Dates = Dates shown are “accounting dates,” meaning when the charges posted in the system. This is aligned with sponsor billing as well.
Dept ID = Shows Financial department (as opposed to the HR department).
Encumbrance Amount = Amount encumbered for future spending.
Fund Code = Shows the type of funds, e.g. Restricted funds, State funds, etc.
PM Name = Principal Investigator name (the more generic term “project manager” is used here). Note that this refers to the “lead” PI on the project, not Co-PIs.
Project Activity ID = Used to segregate funds, e.g. annual funding increments for carryforward restricted projects.
Project ID = 15-digit identifying number for a project, analogous to “account numbers” in the legacy system.
UGAACCTTREE = Shows the budget categories, e.g. personal services, travel, operating, etc