PI WORKCENTER REFERENCE GUIDE The Principal Investigator (PI) WorkCenter is a central navigation page for awards and project pages. Within the WorkCenter are numerous queries and system functionality designed to display summarized information for various parameters set by the user. 1. From within FMS, navigate to Main Menu > Grants > PI WorkCenter. There are two tabs displayed on the MSU PI WorkCenter. The Reports/Queries lists the queries developed to display data based on specific criteria from the user. The PI Portal Project Summary tab contains a complete list of projects associated to the CWID logged into the system. Once you have made the selection as to which tab to use, click the Pane Collapse button in the left Navigation pane to hide this section and view your results on one screen. Page 1
Reports/Queries Tab The Reports and Queries tab contains four queries designed to focus into Project information from various aspects. PROJECT BALANCES BY ACCOUNT This query displays the current fiscal year activities by Parent account for a project. 1. After selecting the Project Balances by Account link from the list of available queries, enter the Project number in to the Project field. 2. Click the View Results button. All financial activity for the current fiscal year is displayed for the selected project. Contract displays the contract number of the project Project brings you to Project Definitions > General Information and Location tabs within the PI Portal Project Description displays the name of the project Name displays the name of the Principal Investigator Account displays the Parent Pool account number Account Description displays the Parent Pool account name Total Budget displays the budget by Parent Pool for the project. This data is from the project budgets, maintained by Grant Accounting. No drill down is available. Expenditures click a value to see a breakdown of expenses and drill to view specific journal entries Encumbered (POs) click a value to see a list of Purchase Orders for a specific Parent Pool, and drill to view PO details, voucher details, and requisition header information Pre-Encumbered (Reqs) click a value to view a list of Purchase Requisitions and drill to view requisition header information. Available Balance displays the remaining balance by Parent account of Budget- Expenditures-Encumbrances-Pre-Encumbrances. F&A click to view the breakdown of Facilities and Administrative costs for the project. Attachments brings you to Project Definitions > Attachments tab to see a list of documents for the project. MSU PI PORTAL REPORTS AND QUERIES TAB Page 2
TRANSACTION SUMMARY BY DATE RANGE This query displays the transactions for a project in chronological order and is subtotaled by each accounting period per Parent Pool. 1. After selecting the Transaction Summary by Date Range link from the list of available queries, enter the Project number in to the Project field. 2. Enter the fiscal year for which to see the data in the Fiscal Year field. 3. Enter a starting accounting period (month within the fiscal year) in the Accounting Period From field. 4. Enter an ending accounting period in the Accounting Period End field. 5. Click the View Results button. All financial activity for the specified period will display for the selected project, in accounting period order per Parent Pool. Year displays the fiscal year selected Period displays the accounting period in which the transaction occurred Project displays the project number Parent Account lists the parent pool number for the transaction Description displays the parent pool definition Child Account lists the child pool number for the transaction Description displays the child pool definition Total Transaction Amount shows the dollar amount of the transaction for the specific parent account for the accounting period. 6. Click a dollar amount to drill into additional detail on the transactions which make up the total figure. MSU PI PORTAL REPORTS AND QUERIES TAB Page 3
TRANS SUMMARY BY DATE RANGE (RAW DATA) This query displays the transactions for a project in chronological order by each accounting period per Child Account. 1. After selecting the Trans Summary by Date Range (RAW data) link from the list of available queries, enter the Project number in the Project field. 2. Enter the fiscal year for which to see the data in the Fiscal Year field. 3. Enter a starting accounting period (month within the fiscal year) in the Accounting Period From field. 4. Enter an ending accounting period in the Accounting Period End field. 5. Click the View Results button. All financial activity for the specified period will display for the selected project, in accounting period order by child account. Project displays the project number Parent Account lists the parent pool number for the transaction Description displays the parent pool definition Child Account lists the child pool number for the transaction Description displays the child pool definition Year displays the fiscal year selected Period displays the accounting period in which the transaction occurred Total Transaction Amount shows the dollar amount of the transaction for the specific child account for the accounting period. 6. Click a dollar amount to drill into additional detail on the transactions which make up the total figure. MSU PI PORTAL REPORTS AND QUERIES TAB Page 4
PI PORTAL ACCESS BY PROJECT This query displays all of the people who make up the team for a specific project 1. After selecting the PI Portal Access by Project link from the list of available queries, enter the Project number in to the Project field. 2. Click the View Results button. All members of the team will be listed for the selected project. ID displays the CWID of the Principal Investigator Name displays the name of the Principal Investigator Contract displays the contract number of the project Title displays the project title Project displays the project number Begin Date displays the start date of the project End Date displays the end date of the project Award Type displays the type of award for the project Purpose displays the purpose of the project (research, training, etc. ) MSU PI PORTAL REPORTS AND QUERIES TAB Page 5
PROJECT SUMMARY PAGE Click the Project Summary link on the PI Portal Project tab to view a complete list of projects that are assigned to the CWID logged into the portal. You have # new items in your worklist Last Process Date/Time Balances Include F&A (facilities and administration) Budget Period From Thru Account Date Selection Indicates the number of current items in the user's worklist. Displays the date and time of the last update of information in the portal. Set to control how balances in the Financial tab are calculated. Both: Select to display sponsor, cost share budget, expenditure, encumbrance, and pre-encumbrance balances. Cost Share: Select to display only cost share financial balances. Sponsor: Select to display only sponsor financial balances Select to include F&A totals in the Budget and Expenditure columns on the Financial tab. Select the budget period start date to use, based on the month with the fiscal year. As FY starts in July, the budget period for July is 1. Other accounting periods are: Aug = 2, Sep = 3, Oct = 4, Nov = 5, Dec = 6, Jan = 7, Feb = 8, Mar = 9, Apr = 10, May = 11, Jun = 12. Select the budget period end date to use. Indicate a specific account within the project for which to display data. Select the time indicator, and the specific accounting period, of the data to display. As of Date and enter a specific date in the field to the right. Month End and select a month in the field to the right. To select a month within the current fiscal year, click the Search icon, select Contains from the Month End field, enter the current fiscal year, and click Lookup. Select the target month from the search results. MSU PI PORTAL REPORTS AND QUERIES TAB Page 6
Recalculate Burn Rate Indicator Click to recalculate totals displayed in the grid and on the Financials tab if you change information in the Financial Information Calculation Options group box. Displays the burn rate indicator definitions. Demographics tab (check box) Indicates selected project will be included in calculation of data. (burn rate indicator) Displays the burn rate indicator for the project. PC Bus Unit Displays the Project Costing business unit for the project. Project Displays the project as a link, click to access the Project Detail tab. Project Title Displays the title of the project. Award ID Displays the award as a link, click to access the Award Detail tab. Award Title Displays the award title. Start Date Displays the beginning date of the award. End Date Displays the end date of the award. Sponsor Displays the name of the sponsor of the award. Contact PI Displays the name of the contact PI for this project. Department Displays the department of the project contact PI. Grant Administrator As we are not using at MSU, personalize your screen to hide this column. Financial tab Funded Budgeted Expended Encumbered Pre -Encumbered Remaining Balance Average Monthly Burn Rate Displays the funded amount for the project. Displays the budgeted amount for the project as a link, click to access the Project Details tab. If the Include F&A checkbox is selected, the F&A amounts are included in the budgeted amount. Displays the current expended amount for the project. Click the amount link to access the Expenditure Details Inquiry page. To view transaction details, use the Project Balances by Account query. Displays the current encumbered amount for the project. Click the amount link to access the Encumbrance Details Inquiry page. To view transaction details, use the Project Balances by Account query. Displays the current pre-encumbered amount for the project. Click the amount link to access the Pre Encumbrances Details Inquiry page. To view transaction details, use the Project Balances by Account query. Displays the remaining amount of funding, calculated by Budgeted Amount Expended Encumbered PreEncumbered. Displays the rate that the funds are being expended on a monthly basis. MSU PI PORTAL REPORTS AND QUERIES TAB Page 7
Remaining Months Total Forecast Uncommitted Balance Uncommitted Percentage Displays the remaining number of months in the award. Calculates as the Average Monthly Burn Rate x Remaining Months. Calculates as the Remaining Amount Total Forecast Amount. Calculates as the Uncommitted Balance/Budgeted Amount x 100. Total Amount of Selected Items Selected Funded, Budgeted, Expended, Encumbered, Pre-Encumbered, and Remaining Balance Update Total Amount Displays the number of projects selected on the page. Displays the sum of the column, which is displayed on the Financial tab, for the selected items. Click to recalculate the values in the Total Amount of Selected Items group box. Project Number Screen Click a Project number link on the Project Summary Page tab to view details about that specific project. Project Detail - Project Detail Tab Displays an overview of the selected project, including Project Title, PI Name, Department, Award Title, Sponsor, Start/End Dates, and Burn Rates. MSU PI PORTAL REPORTS AND QUERIES TAB Page 8
Project Search Recalculate Award ID Contact PI Funded Amount Award Title Sponsor Lists the ID of the project to view. Click to search for another project for which to display detail information. Click after entering values in the Financial Calculating Option group box, to recalculate the values displayed. Displays the award ID. Displays the name of the contact PI. Displays the funded amount of the project. Displays the award title. Displays the sponsor of the award. Project Detail - Subcontracts Tab Used to view a list of subawardees associated to projects. Currently, MSU is not using this tab. Project Detail - Budget Status Tab Displays a breakdown of financial activities for a specific project, broken down for sponsored and cost share portions. Budget Totals Budgeted, Expended, Encumbered, Pre Encumbered, and Remaining Balance Displays the sum of sponsor budget total and the cost share budget total amounts. MSU PI PORTAL REPORTS AND QUERIES TAB Page 9