Running the Monthly Status Report by Project

Summary

In this article, you will learn the steps to work with the Monthly Status Report by Project; from the Data Warehouse.

Body

***  HYPERION WILL BE DECOMMISSIONED AS OF AUGUST 30, 2024. THESE TRAINING MATERIALS WILL BE UPDATED ONCE THE NEW BUDGET MANAGEMENT AND PLANNING SYSTEM IS LIVE. ***

   Overview   

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.

1. Step 1

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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.

2. Step 2

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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.

3. Step 3

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Note: Multiple Principal Investigators can be selected simultaneously.

Select the appropriate PI name(s).

Example shown here: "Adams, Ethel (1000017) option.

4. Step 4

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With the appropriate information selected, click the Apply button.

5. Step 5

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The selected information is applied to the re port.

To select the appropriate project, click the Project ID Descr drop-down menu.

6. Step 6

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To view all projects related to the PI(s), select the All option.

7. Step 7

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Click the Apply button.

8. Step 8

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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 .

9. Step 9

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The selected Project ID information is highlighted along with the corresponding financial detail columns.

10. Step 10

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To select a specific project, click the Project ID Descr drop-down menu.

11. Step 11

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To deselect chosen options, click the (All) checkbox.

12. Step 12

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Enter the appropriate information into the search field.

Example shown here: " snifare677523 "in the search field.

13. Step 13

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The matching results are displayed.

Select the appropriate entry.

Example shown here: S NIFARE677523CV - 2631RE77523  link.

14. Step 14

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Click the Apply button.

15. Step 15

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The selected Project ID information is displayed.

Click the Accounting Period dropdown menu.

16. Step 16

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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.

17. Step 17

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From the Accounting Period drop-down list, choose the appropriate accounting period.

Example shown here: Last Closed option.

18. Step 18

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To select the appropriate Fiscal Year, click the Accounting Period drop-down list .

19. Step 19

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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.

20. Step 20

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To filter by Fund Code , click the  Fund Code Descr drop-down list.

21. Step 21

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Click to select any of the available Fund Code Descr options.

22. Step 22

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To drillthrough for additional transaction information, click the appropriate Project ID .

Example shown here: SNIFARE677523CV link.

23. Step 23

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The options pop-up menu is displayed.

Click the Detail Drillthrough link.

24. Step 24

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The drillthrough information is displayed.

Click the appropriate Account Family to highlight.

Example shown here: 500000 - Personal Service Expense link.

25. Step 25

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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 .

26. Step 26

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The selected row is highlighted along with the corresponding financial detail columns. 

27. Step 27

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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

 

Details

Details

Article ID: 149064
Created
Sat 9/24/22 11:02 PM
Modified
Mon 8/19/24 4:35 PM