Running the Project Status Report

Summary

In this article, you will learn the steps to utilize the Project Status Report (PSR) in the Data Warehouse.

Body

   Overview   

 

This article will walk you through the steps to access and work with the Project Status Report (PSR) from the Data Warehouse (https://oir.uga.edu). The Project Status Report is a reporting tool in the Data Warehouse that allows practitioners and project PIs to view project budget and actuals data. 

 

   Instructions   

  1. Step 1: On the Project Status Report tab, choose the Project Status Report (PSR) from the Data Warehouse.
  2. Step 2: To search for projects for a specific Principal Investigator (PI), click the PM Name drop-down menu.
  3. Step 3: A pop-up box displays a list of PIs in alphabetical order. Deselect the checkbox to the left of the (All) checkbox.
  4. Step 4: Multiple Principal Investigators can be selected simultaneously. Select the appropriate PI name(s).
  5. Step 5: With the appropriate information selected, click the Apply button.
  6. Step 6: The selected information is applied to the report.  To select the appropriate project, click the Project ID Descr drop-down menu.
  7. Step 7: To view all projects related to the chosen PI(s), select the All option.
  8. Step 8: Click the Apply button.
  9. Step 9: All related projects are displayed. To return a specific project, click the Project ID Descr drop-down menu.
  10. Step 10: All related projects are displayed. To return a specific project, click the Project ID Descr drop-down menu.
  11. Step 11: Enter the appropriate information into the search field.
  12. Step 12: The matching results are displayed. Select the appropriate information.
  13. Step 13: Click the Apply button.
  14. Step 14: The selected projects are displayed. To filter by Project Activity, click the Project Activity ID Descr drop-down menu.
  15. Step 15: Only the project activity types associated with the selected projects are displayed in the drop-down menu. 
  16. Step 16: The Date menu allows you to narrow the returned results by the transaction date.
  17. Step 17: From the Fund Code Description drop-down list, choose the appropriate Fund Code Description,
  18. Step 18: Indirect costs can be shown or hidden. The default option is Hide. To view indirect costs, click the Show/Hide Indirect Costs drop-down menu.
  19. Step 19: The Show/Hide Indirect drop-down menu is displayed. Click the Show link.
  20. Step 20: The associated Indirect costs are displayed including Budget, Encumbrances, Actuals, and Balances. Click an appropriate row to highlight.
  21. Step 21: To filter by Project Activity Status, click the Project_Activity_Flag drop-down menu.
  22. Step 22: To view only active projects, click the Active option.
  23. Step 23:To expand the UGAACCTREEE Level02 view, click the [+] Plus button.
  24. Step 24: The UGAACCTTREE Level03 is displayed. To exclude from the report, click the appropriate account code row.
  25. Step 25: The options pop-up menu is displayed. Click the Exclude link.
  26. Step 26: The selected account code is excluded. Click the Back arrow to return to the previous view.
  27. Step 27: The prior action is undone. To exclude any of the value columns, click the column header.
  28. Step 28: Click the Exclude link.
  29. Step 29: The selected column is excluded. Click the Back arrow to return to the previous view.
  30. Step 30: You also have the option to keep only a selected account code family. Click the appropriate account code row.
  31. Step 31: The options pop-up menu is displayed.  Click the Keep Only link.
  32. Step 32: Only the selected row is displayed. Click the Back arrow to return to the previous view.
  33. Step 33: To drillthrough and see related project transactions, click the appropriate Project ID link.
  34. Step 34: The options pop-up menu is displayed. Click the PSR Drill Through link.
  35. Step 35: To sort transactions by day, click the Date column header sorting option.
  36. Step 36: To view additional transaction details, click the PS Doc ID [+] button.
  37. Step 37: To hide the PS_Doc_Descr column, click the PS Doc ID collapse [-] button.
  38. Step 38: To hide encumbrances, click the Encumbrances drop-down menu. 
  39. Step 39: The Encumbrances drop-down menu is displayed. 
  40. Step 40: Click the Encumberance column header.
  41. Step 41: Click the Exclude link.
  42. Step 42: Click the Back arrow to return to the previous view.
  43. Step 43: To show or hide encumbrances, click the Encumbrances drop-down menu. 
  44. Step 44: The Encumbrances drop-down menu is displayed with Show and Hide options. Click the appropriate dislay option.
  45. Step 45: To view and select available transaction types, click the Tran Type drop-down menu.
  46. Step 46: The Tran Type drop-down menu is displayed. Click the All checkbox to deselect the transaction types
  47. Step 47: The trans types are deselected.  Select the appropriate transaction type(s).
  48. Step 48: To view additional PS Doc ID details, click the PS Doc ID [+] button.
  49. Step 49: To view individual transaction details, click the appropriate PS_Doc_Detail_Descr entry.
  50. Step 50: To hide the transaction detail descriptions, click the PS Doc ID [-] button.
  51. Step 51: To view and select available transaction types, click the Tran Type drop-down menu.
  52. Step 52: Click the All checkbox to select all available transaction types
  53. Step 53: To view additional details, select the appropriate row.
  54. Step 54: Click the Drill Through to Payroll Detail link.
  55. Step 55: Click the Payroll Summary tab.
  56. Step 56: To select the appropriate project, click the Project ID Descr drop-down menu.
  57. Step 57: Enter the appropriate information into the search field.
  58. Step 58: Select the appropriate option.
  59. Step 59: Click the Apply button.
  60. Step 60: The selected projects are displayed. The Project Activity drop-down meny only allows displays activities associated with the projects.
  61. Step 61: Use the Fiscal Yr drop- down menu to filter by associated data.
  62. Step 62: The Name Emplid Badge drop-down menu allows you to search for and select multiple employees by name or Emplid.
  63. Step 63: To filter by HR Departments, click the HR_DEPT_ID_Descr drop-down menu.
  64. Step 64: The HR_Dept_ID_Descr menu is displayed. You can select multiple options simultaneously.
  65. Step 65: To filter by Fund Code, click the Fund Code Descr drop-down menu.
  66. Step 66: The Fund Code Descr drop-down is displayed. You can selected multiple fund codes for filtering.
  67. Step 67: To view additional details, click the Name Emplid BadgeNo (copy) link.
  68. Step 68: To view additional account description details, click the Account Descr [+] button.
  69. Step 69: To view additional related journal details, click the Date_YMD (copy) [+] button.
  70. Step 70: To hide the journal details, click the Date_YMD (copy) [-] button.
  71. Step 71: To hide the Date_YMD column, click the Account Descr [-] button.
  72. Step 72: To hide the displayed Account Descr column, click the Name Emplid BadgeNO (copy) [-] button.
  73. Step 73: Click the Project Summary* tab.
  74. Step 74: Click the Project ID Descr drop-down menu to select the appropriate data for display.
  75. Step 75: Enter the appropriate information into the search field.
  76. Step 76: Select the appropriate option from the search results.
  77. Step 77: To view additional account code details, click the UGAACCTTREE Level02 Expansion [+] button.
  78. Step 78: To view the Account Breakdown based on the newly displayed data, click the Account Breakdown drop-down menu.
  79. Step 79: The Account Breakdown drop-down menu is displayed. Click the Level 3 link.
  80. Step 80: The Budget and Expense Breakdown pie charts are displayed using Level 3 account data.
  81. Step 81: Click the Project Burn Rate* tab.
  82. Step 82: The Project Burn Rate* page is displayed. Clicking on the chart will display burn rate information for a particular date.
  83. Step 83: To view additional details on the burn rate, click the PBR Drill Through tab.
  84. Step 84: To view additional journal details, click the PS Doc ID [+] button.
  85. Step 85: To hide the PS Doc ID details, click the PS Doc ID [-] button.
  86. Step 86: The PS_Doc_Details column is hidden. 

In this article, you will learn the steps to utilize the Project Status Report (PSR) in 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

step image

First, log into Office of Institutional Research

The Project Status Report is a reporting tool in the Data Warehouse that allows practitioners and project PIs to view project budget and actuals data. 

On the Project Status Report tab, you can view budget balance details for multiple projects.

2. Step 2

step image

To search for projects for a specific Principal Investigator (PI), click the PM Name drop-down menu.

3. Step 3

step image

A pop-up box displays a list of PIs in alphabetical order.

Note : You must select the lead PI, rather than a Co-PI. You can select multiple PIs at once.

Deselect the checkbox to the left of the (All) checkbox.

4. Step 4

step image

Multiple Principal Investigators can be selected simultaneously.

Select the appropriate PI name(s).

Example shown here: "Adams, Ethel" option.

5. Step 5

step image

With the appropriate information selected, click the Apply button.

6. Step 6

step image

The selected information is applied to the report. 

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

7. Step 7

step image

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

8. Step 8

step image

Click the Apply button.

9. Step 9

step image

All related projects are displayed.

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

10. Step 10

step image

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

11. Step 11

step image

Enter the appropriate information into the search field.

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

12. Step 12

step image

The matching results are displayed.

Select the appropriate information.

Example shown here: S NIFARE677523CV - 2631RE77523  link.

13. Step 13

step image

Click the Apply button.

14. Step 14

step image

The selected projects are displayed.

To filter by Project Activity, click the  Project Activity ID Descr drop-down menu.

15. Step 15

step image

Only the project activity types associated with the selected projects are displayed in the drop-down menu.

16. Step 16

step image

The Date menu allows you to narrow the returned results by the transaction date.

17. Step 17

step image

From the Fund Code Description drop-down list, choose the appropriate Fund Code Description,

Note: Multiple Fund Codes can be selected simultaneously.

18. Step 18

step image

Indirect costs can be shown or hidden. The default option is Hide. 

To view indirect costs, click the Show/Hide Indirect Costs drop-down menu.

19. Step 19

step image

The Show/Hide Indirect drop-down menu is displayed. 

Click the Show link.

20. Step 20

step image

The associated Indirect costs are displayed including Budget, Encumbrances, Actuals, and Balances.

Note: Click a row to highlight as shown.

21. Step 21

step image

To filter by Project Activity S tatus, click the  Project_Act ivity_Flag drop-down menu.

22. Step 22

step image

To view only active projects, click the Active option.

23. Step 23

step image

To expand the UGAACCTREEE Level02 view, click the  [+] Plus button.

24. Step 24

step image

The UGAACCTTREE Level03 is displayed.

To exclude from the report, click the appropriate account code row.

Example shown here: 600000 - Travel  link.

25. Step 25

step image

The options pop-up menu is displayed. 

Click the Exclude  link.

26. Step 26

step image

The selected account code is excluded.

 

Click the Back arrow to return to the previous view.

27. Step 27

step image

The prior action is undone.

To exclude any of the value columns, click the column header.

Example shown here: Encumbrance column header.

28. Step 28

step image

Click the Exclude link.

29. Step 29

step image

The selected column is excluded.

 

Click the Back arrow to return to the previous view.

30. Step 30

step image

You also have the option to keep only a selected account code family.

Click the appropriate account code row.

Example shown here: 700000 - OP Supplies & Expenses row.  

31. Step 31

step image

The options pop-up menu is displayed. 

Click the Keep Only link.

32. Step 32

step image

Only the selected row is displayed.

 

Click the Back arrow to return to the previous view.

33. Step 33

step image

To drillthrough and see related project transactions, click the appropriate Project ID link.

Example shown here: SNIFARE677523CV - 2631RE677523 link

34. Step 34

step image

The options pop-up menu is displayed.

Click the PSR Drill Through link.

35. Step 35

step image

The transaction drillthrough data is displayed. Each column header displays a sorting option when hovered over.

To sort transactions by day, click the Date column header sorting option.

36. Step 36

step image

The transactions are sorted in descending order (most recent first).

To view additional transaction details, click the PS Doc ID [+] button.

37. Step 37

step image

The PS_Doc_Details column is displayed along with the related Journal Numbers (JL No) for individual transactions.

To hide the PS_Doc_Descr colu mn, click the  PS Doc ID collapse [-]  button.

38. Step 38

step image

The PS_Doc_Detail column is excluded.

To hide encumbrances, click the Encumbrances drop-down menu. 

39. Step 39

step image

The Encumbrances drop-down menu is displayed. 

Click the Show option.

40. Step 40

step image

The values in the encumbrance column are now zeroed out. To further hide encumbrances, you can elect to hide the encumbrance column all together.

Note : Any column can be hidden using the column option menu.

Click the Encumberance column header.

41. Step 41

step image

The options pop-up menu is displayed. 

Click the Exclude link.

42. Step 42

step image

The selected column is hidden.

Click the Back arrow to return to the previous view.

43. Step 43

step image

The previous action is undone.

To show or hide encumbrances, click the Encumbrances drop-down menu. 

44. Step 44

step image

The Encumbrances drop-down menu is displayed with Show and Hide options. 

Example shown here: Show option.

45. Step 45

step image

The Encumbrances column is displayed.

To view and select available transaction types, click the Tran Type drop-down menu.

46. Step 46

step image

The Tran Type drop-down menu is displayed.

Click the All checkbox to deselect the transaction types

47. Step 47

step image

The trans types are deselected. 

Select the appropriate transaction type(s).

Example shown here: EX_EXSHEET - Expense Sheet option.

48. Step 48

step image

The selected Project information is displayed.

To view additional PS Doc ID details, click the  PS Doc ID [+] button.

49. Step 49

step image

The PS_Doc_Detail_Descr is displayed. 

To view individual transaction details, click the appropriate PS_Doc_Detail_Descr entry.

Example shown here: Advanced airfare reimbursement for international travel link.

50. Step 50

step image

The detailed account codes are displayed.

To hide the transaction detail descriptions, click the PS Doc ID [-] button.

51. Step 51

step image

To view and select available transaction ty pes, click the Tran Type drop-down menu.

52. Step 52

step image

The Tran Type drop-down menu is displayed.

Click the All checkbox to select all available transaction types

53. Step 53

step image

All related Transaction Types are displayed.

To view additional details, select the appropriate row.

Example shown here: $140.97 link .

54. Step 54

step image

The options menu is displayed.

Click the Drill Through to Payroll Detail link.

55. Step 55

step image

The PSR Payroll details are displayed.

Click the Payroll Summary tab.

56. Step 56

step image

The Payroll Summary tab is displayed.

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

57. Step 57

step image

Enter the appropriate inform ation into the search field.

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

58. Step 58

step image

Select the appropriate option.

Example shown here: snifare677523 checkbox

59. Step 59

step image

Click the Apply button.

60. Step 60

step image

The selected projects are displayed. The Project Activity drop-down meny only allows displays activities associated with the projects.

61. Step 61

step image

Use the Fiscal Yr drop- down menu to filter by associated data.

62. Step 62

step image

The  Name Emplid Badge drop-down menu allows you to search for and select multiple employees by name or Emplid.

63. Step 63

step image

To filter by HR Departments, click the HR_DEPT_ID_Descr  drop-down menu.

64. Step 64

step image

The HR_Dept_ID_Descr menu is displayed. You can select multiple options simultaneously.

65. Step 65

step image

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

66. Step 66

step image

The Fund Code Descr drop-down is displayed. You can selected multiple fund codes for filtering.

67. Step 67

step image

To view additional details, click the Name Emplid BadgeNo (copy) link.

68. Step 68

step image

The Account Descr information is displayed

To view additional account description det ails, click the Account Descr [+] button.

69. Step 69

step image

The Date_YMD column is displayed.

To view additional related journal details, click the Date_YMD (copy) [+] button.

70. Step 70

step image

The Journal ID column is displayed.

To hide the journal details, click the Date_YMD (copy) [-] button.

71. Step 71

step image

To hide the Date_YMD column, click the  Account Descr [-] button.

72. Step 72

step image

To hide the displayed Account Descr column, click the Name Emplid BadgeNO (copy) [-] button.

73. Step 73

step image

Click the Project Summary* tab.

74. Step 74

step image

The Project Status Summary page is displayed. 

Click the Project ID Descr  drop-down menu to select the appropriate data for display.

75. Step 75

step image

Enter the appropriate information into the search field.

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

76. Step 76

step image

Select the appropriate option from the search results.

Example shown here: SNIFARE677523CV - 2631RE677523 option.

77. Step 77

step image

The summary information for the selected project is displayed.

To view additional account code details, click the UGAACCTTREE Level02 Expansion [+] button.

78. Step 78

step image

The UGAACCTTREE Level03 column is displayed.

To view the Account Breakdown based on the newly displayed data, click the Account Breakdown drop-down menu.

79. Step 79

step image

The Account Breakdown drop-down menu is displayed.

Click the Level 3 link.

80. Step 80

step image

The Budget and Expense Breakdown pie charts are displayed using Level 3 account data. 

81. Step 81

step image

Click the Project Burn Rate* tab.

82. Step 82

step image

The Project Burn Rate* page is displayed. Clicking on the chart will display burn rate information for a particular date.

83. Step 83

step image

To view additional details on the burn rate, click the PBR Drill Through tab.

84. Step 84

step image

The PBR Drill Through information is displayed.

To view additional journal details, click the PS Doc ID [+] button.

85. Step 85

step image

The PS_Doc_Details column is displayed along with Journal Number information.

To hide the PS Doc ID details, click the  PS Doc ID [-] button.

86. Step 86

step image

The PS_Doc_Details column is hidden. 

 

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

  • The PSR has been updated to reflect the individual employees who are paid or encumbered on each project and the respective amounts. This information appears on the new Payroll Transaction List tab in the report. This tab will include numbers that are closer to real time than other tabs, because it pulls directly from the actual payroll data. After payroll runs, the amounts on the other tabs will typically 'catch up' in 2-4 days as the data flows over to Financials.

  • 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: 149927
Created
Sat 9/24/22 11:28 PM
Modified
Fri 1/5/24 5:11 PM