Understanding and Running Research Financial Reports in PeopleSoft. Overview... 1

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1 Understanding and Running Research Financial Reprts in PepleSft Training Guide Cntents Overview... 1 Steps fr Running the Prject Financial and Departmental Research Summary Reprts... 3 Overview There are tw primary excel-based financial reprts fr tracking awarded research activity in the PantherSft system; the Prject Financial Reprt and the Departmental Research Summary Reprt. This training guide prvides infrmatin abut the design f the reprts. In additin, it prvides the steps required t successfully run the reprts in PantherSft. Nte: The reprts described in this training guide can nly be run fr dates greater than r equal t 7/1/2009. Overview f Research Financial Reprts Belw is a detailed descriptin f each reprt: Prject Financial Reprt The Prject Financial Reprt generates within six tabs f ne excel file a cmprehensive amunt f infrmatin abut a Prject ID. Belw is a descriptin f each tab: Prject Summary Sheet Belw is a screensht f the summary page. Click the buttns in the Reprt Views sectin f the page t see multiple levels f detail and additinal clumns : Office f Research and Ecnmic Develpment Updated July 19,

2 Prject Header Infrmatin The header cntains key demgraphic fields f infrmatin assciated with the Prject ID. Budget t Actuals Analysis - The prject summary sheet shw hw the expense accunts being used in transactins relate t their respective budgetary accunt. Expenses by Mnth - Click the Additinal Clumns buttn t see this infrmatin. Please nte that this clumn shws expenditures amunts as f the actual date that yu are running the reprt, whereas the Expenditures t Date clumn further left shws the balance f expenditures as f the Reprting Date specified when running the reprt SAMAS Cnversin Balance Click Additinal Clumns buttn t see this infrmatin. There is a 2004 SAMAS balance clumn fr lder Grants which displays the expense balances that existed prir t PantherSft. T understand further the detail f these balances, please review CTL histrical infrmatin that existed prir t Panthersft. Payrll Pivt Sheet The reprt autmatically creates and ppulates a pivt table in excel f the payrll activity in PantherSft related t a particular Prject ID. Please nte that the payrll data is available frm calendar year Fr payrll detail prir t calendar year 2012, run the PS Payrll Detail reprt in Financials. Payrll Detail Sheet The Payrll Detail sheet is autmatically ppulated with all the payrll transactin detail in PepleSft related t a Prject ID. Please nte that the payrll data is available frm calendar year Fr payrll detail prir t calendar year 2012, run the PS Payrll Detail reprt in Financials. Expense Pivt Sheet The reprt autmatically creates and ppulates a pivt table in excel f the expense activity in PantherSft related t a particular Prject ID. Here yu can take advantage f all the pivt features in excel t easily manipulate the pivt table t analyze the expense activity as well as seamlessly drilldwn t the details withut ging back t PantherSft system. Expense Detail Sheet The Expense Detail sheet is autmatically ppulated with all the expense transactin detail in PepleSft related t a Prject ID. Instead f spending time running queries in PantherSft and then remving clumns as well as rws related t pre-encumbrances and encumbrances, this reprt is designed t shw nly the expenditures and clumns that are mst relevant. In additin, the reprt autmatically generates with filters applied as well as a subttal f the mnetary amunt clumn that will adjust the sum based n hw yu filter the transactin data. Prcard Detail Sheet This tab is ppulated autmatically with transactin details fr the Prject ID since July 09. The status f Clsed in the tab represents transactins that have been apprved and prcessed cmpletely and the expense shuld be reflected in the Prject Summary sheet as an expense incurred. The status f Apprved displays all transactins that have been apprved, but nt staged t the General Ledger as an expense yet. Thse in Staged status are pending apprval. Please nte that all f the tabs except fr the Prject Summary tab get ppulated with data as f the date the reprt is actually run. The Prject Summary tab, hwever, is ppulated based n the 'As f Date' f the reprt request. Departmental Research Financial Summary Reprt The Departmental Research Summary Reprt was created after the implementatin f the rg department structure within PantherSft as part f the Grants Suite implementatin. The new reprt generates a rw fr each Prject ID within an rg department. Within each rw there are multiple clumns f infrmatin fr each Prject ID cnverted r added after the PepleSft Grants suite implementatin f July Belw are sme imprtant ntes abut this reprt: Department # must be entered when running this reprt. If the reprt is run withut a value, the excel file will be generated with incrrect amunts fr the Prject IDs listed. This is due t the fact that it is picking up Prject ID balances in the general ledger that did nt have an rg department prir the grants suite implementatin. Office f Research and Ecnmic Develpment Updated July 19,

3 The subttals at the bttm f the reprt are nt frmulas. If yu manipulate the number f rws in the results, the ttals at the bttm will nt be autmatically updated. The Direct Available Balance clumn is derived frm the fllwing calculatin: Life t Date (LTD) Direct Budget LTD Direct Expenses - LTD Ttal Encumbrances LTD Ttal PreEncumbrances = Direct Available Balance. The reprt shuld nly be run fr As f Dates greater than r equal t 7/1/2009. Steps fr Running the Prject Financial and Departmental Research Financial Summary Reprts Belw are the steps required in PantherSft t run the reprts described abve. The steps are very similar t running the existing Burn Rate and ther nvisin reprts. Hwever, the key difference is that yu will be creating yur wn Reprt ID (I.e. instead f lking up ne). Part f the reasn fr this is because Prject IDs are n lnger prefixed with the first six digits representing the cllege/center. Instead, new ORED Prject IDs generated in the Grants Suite after June 2009 are aut numbered and start with an 8. The reprts can be run fr any Prject IDs/rg department IDs cnverted/created in July 09 r added since then. 1. Lg int PantherSft Financials. 2. Click the Reprting Tls link. 3. Click the PS/nVisin link. 4. Click the Define Reprt Request link. 5. Click the Add a New Value tab. Nte: Yu will nly need t Add a New Value fr the first time yu run the reprt. After yu have created a Reprt Request ID and cmpleted the steps belw, use the Find an Existing Value tab t lcate and update the Reprt Request criteria and run the reprt. 6. Enter FIU01 int the Business Unit field. 7. Enter yur PantherID in the Reprt ID (up t 8 characters). Nte: The system requires that the Reprt ID yu create be unique. If the reprt request that yu created has already been created by smene else, yu will get an errr message. Therefre, if yu use yur PantherID as the Reprt ID, yu shuld nt have any issue. Nte: Similar t My Favrites and saving the search criteria when using Budget Overview, the Office f Research and Ecnmic Develpment Updated July 19,

4 reprt IDs that yu create here are assciated with yur PantherID and can nly be accessed by yu. 8. Click the Add buttn. 9. Enter a Reprt Title. Fr example, enter Prject Financial Reprt r Dept Research Summary 10. Select in the Layut field ne f the fllwing three layuts fr the ORED Prject Financial Reprt. T run the Prject Financial Reprt select ne f the fllwing tw layuts: FIU_GRANT_SLEVEL FIU_GRANT_PLEVEL Nte: Yur Prject ID is either budgeted with S r P budgetary accunts. Chse the S r P Level layut crrespnding t yur budget setup. If yu have run the reprt and fund that the budget values are zer, mst likely yu have selected the incrrect layut. T run the Departmental Research Summary Reprt select ne f the fllwing tw layuts: FIU_GRANT_ORG 11. Select Specify in the As f Reprting Date drpdwn bx. Nte: A date field will be displayed t the right f the drpdwn bx. 12. Enter the date fr which yu wuld like t run the reprt. 13. Select Micrsft Excel Files (*.xls) in the Frmat drpdwn bx. 14. Click the Advanced Optins tab. 15. Uncheck the Data Frm Requesting B.U. Only checkbx. Nte: This step is required fr the reprts t ppulate award/prject detail infrmatin since ORED has a new business unit in the Grants suite f FSR Click the nvisin Reprt Request tab t return t the previus tab. 17. Click the Scpe and Delivery Templates hyperlink. 18. Enter a Reprt Scpe. See the fllwing instructins t determine what scpe value t enter. If yu are running the Prject Financial Reprt (by Prject ID), enter the Prject ID yu wuld like t run the reprt fr in the Reprt Scpe field. If yu are running the Departmental Research Summary Reprt (by department ID), enter the rg department ID yu wuld like t run the reprt fr in the Reprt Scpe field. 19. Enter %SFV% at the end f the Cntent Descriptin Template field (After %RTT%). Nte: By entering this cde, the Prject ID will be displayed in the link when yu pick up the reprt in Reprt Manager. Office f Research and Ecnmic Develpment Updated July 19,

5 20. Click the OK buttn t return t the main tab. 21. Click the Save buttn. Nte: As mentined previusly, nw that yu have saved yur reprt request yu can use the Find an Existing Value tab t retrieve and run it a later date. 22. Click the Run Reprt buttn. 23. Select PSNT in the Server Name drpdwn bx. Nte: Since this is a Micrsft Excel based reprt, it must be prcessed n a Windws based server. Fr FIU, the PSNT represents the Micrsft NT server. 24. Click the OK buttn. Nte: The reprt request is nw being prcessed by the server. Yu can prceed t picking up the reprt by fllwing the next steps. Hwever, if yu are interested in seeing the status f the prcess n the server, click the Prcess Mnitr hyperlink. The Prcess Mnitr can als be access at the fllwing navigatin: Pepletls Prcess Scheduler Prcess Mnitr. 25. Click the Reprt Manager hyperlink t pick up the reprt. Nte: The Reprt Manager can als be accessed at the fllwing navigatin: Reprting Tls Reprt Manager. 26. Click the Administratin tab f Reprt Manager. 27. Click the hyperlink under the Descriptin clumn fr the reprt yu just requested. Nte: Mst cmputers have a ppup blcker which will restrict the new windw frm being ppulated. As a result, Internet Explrer may generate the link belw. Click the link and prceed with the steps t allw pp ups frm the site. Als, hld nt the Ctrl key n the keybard when clicking the hyperlink. Let g f the Ctrl key nce the dialg bx t Open r Save the file is displayed (See image in next step). 28. Click the Open buttn t pen the new reprt r click the Save buttn t save t yur cmputer first. 29. The reprt will be displayed. End f Prcedure Office f Research and Ecnmic Develpment Updated July 19,