Report Basics. Where do I go for additional help? How do I navigate to the report?

Transcription

1 Report Basics What is the purpose of this report? The Sponsored Summary provides details by budget category for a sponsored project and gives you the ability to drill to the Transaction Detail by Chartstring report. What key business questions does this report answer? How much is available to spend, by budget category, for a project? How much is available to spend for each of an award s projects? What is the remaining sponsored funding for a project? What is the remaining cost share budget for a project? Do we have available funding on this award for a given expense? What are the total expenses for a project? What is the burn rate for a project? Who uses this report? Campus and Central Departments Office of Research and Administration (ORPA) Grant and Subcontract staff Sponsored Research Accounting (SRA) staff Department Grant Managers Principal Investigators How often is the report refreshed with data? Nightly How do I navigate to the report? 1. Log into the Prime Portal ( 2. Click the Reporting button to open the Cognos application. 3. Click the Sponsored Research folder. Where do I go for additional help? For technical and business questions: o Until September 30, 2014: Prime Support Center (PSC) Phone (609) prime@princeton.edu o Starting October 1, 2014: Financial Service Center or OIT Help Desk For training materials, go to the Prime portal ( and navigate to Information & Training > Training & Step by Steps > Financial Management & Reporting. Revision 00 Page 1 of 6

2 Using the Report What key prompts should I use to run the report? Field Fiscal Year Accounting Period Include Inactive Activities Include Cost Share Award Department PI Sponsor Required field. The 12 month period used for Princeton financial reporting beginning July 1 and ending June 30. The report will return data from inception through the fiscal year and accounting period selected in the prompt. This will also drive the data that is populated in the Current Period column on the report. Required field. The month in which certain financial events took place. July is period 1, August is period 2, September is period 3, and so forth. The report will return data from inception through the fiscal year and accounting period selected in the prompt. This will also drive the data that is populated in the Current Period column on the report. Required field. Select Yes to include inactive activities in the report. Required field. Select Yes to include in the report any s with cost share. Unique number for an award. You can select one or more awards. When no selection is made, the report returns data for all awards that the user has access to. The ChartField that provides the structure for Activities. An award can have multiple s for multiple PIs and/or departments. You can select one more s. When no selection is made, the report returns data for all s. Organizational unit that is supporting the research. You can select one or more Departments. When no selection is made, the report returns data for all Departments. The PI for a particular project within the award (this may or may not be the same as the Award PI). You can select one or more PIs. When no selection is made, the report returns data for all PIs. Agency or organization that funded the award to Princeton. You can select one or more sponsors. When no selection is made, the report returns data for all sponsors. Revision 00 Page 2 of 6

3 Sample Report Note: Sample report displays test data. Revision 00 Page 3 of 6

4 How do I interpret the report? REPORT SECTIONS Section Name Sponsored portion of the project, broken out by activity Financials broken out by: Budget account Summary budget account Direct vs. indirect costs Activity and totals SUMMARY FIELDS The Summary section (above the table) display summary information for the sponsored project, such as sponsor award number, sponsor name, award number, Department,, and so on. Field Name Sponsor Award Number Sponsor Award Department Sponsor s award number Sponsor for the award Unique number for an award Number, abbreviation, and name for the department Cost share portion of the project, broken out by activity Financials broken out by: Budget account Summary budget account Direct vs. indirect costs Activity and totals Title Dates PI Burn Rate Status Title for the Start and end dates for the project Number PI for the The rate at which the available funds are being spent for the Indicates if the is one of the following: In GCA Review Hold Open Ended Revision 00 Page 4 of 6

5 SUMMARY FIELDS (continued) COLUMNS (continued) Field Name Column Name Award Status COLUMNS Column Name Status of the award: Accepted Active award Closed has ended and final reports have been sent to the sponsor Pre Award Award has been set up in advance of having the actual agreement Encumbrance (D) Available Balance (A) (B) (D) = (E) % Available (E / A) = (F) Unpaid commitment on purchase orders and Labor Accounting lines against a Program. Includes Facilities and Administrative (F&A) encumbrances. Commitments that are not recorded in the financial systems do not constitute an encumbrance, therefore, are not included. Calculation that equals Inception to Date Budget Inception to Date Expense Encumbrance for a Sponsored. Available balance reflected as percentage of the total budget. Current Period Expenses for the Fiscal Year and Accounting Period selected on the prompt page. Links to the Transaction Detail by Chartstring report. OTHER Inception to Date Budget (A) Inception to Date Expense (B) Budget allocated since the start of the project until the Fiscal Year and Accounting Period selected on the prompt page. Expense amount incurred since the start of the project until the Fiscal Year and Accounting Period selected on the prompt page. Section Name * Account Not Included in F&A Base Indicates accounts that are not included in the designated F&A Base and therefore do not have F&A applied to expenses in that account. Expense vs Budget Variance Total Inception to Date Budget less Inception to Date Expense. (A B) = (C) Revision 00 Page 5 of 6

6 What tips & tricks can help me use this report effectively? What else should I consider? Item When you perform a search on the Prompt page, you can enter a wildcard (%) at the beginning, middle, and/or the end of your search criteria. Wildcards are used in place of unknown characters if you do not know the exact value for a prompt. Select one of the View in Excel Options to download the report in.xlsx or.csv format. Using Excel features, reformat the report output as needed. For more information about navigating the Prompt page, refer to the Cognos basic navigation courses. For more information about chartstrings and ChartFields, refer to the Choose the Right ChartField page on the Prime Portal. Grouped by Page break on Totaled by Subtotaled by Drills from which report(s) Sponsored portion and Cost Share portion of the (if Yes is selected for the Include Cost Share prompt) Sponsored portion and Cost Share portion of the as well as by Account and Activity Award Management Summary report Drills to which report(s) Transaction Detail by Chartstring report (available links under the Current period column) Revision 00 Page 6 of 6