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Guide for EFS Sponsored Projects Reports
To download a .pdf version of the information listed below, click HERE
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UMReports & PeopleSoft Reports
A job aid with instructions on how to run reports in UMReports is found at http://www1.umn.edu/ohr/prod/groups/ohr/@pub/@ohr/@trainingservices/documents/asset/ohr_asset_096172.pdf
A job aid with instructions on how to run sponsored reports in EFS is found at http://www1.umn.edu/ohr/prod/groups/ohr/@pub/@ohr/@trainingservices/documents/asset/ohr_asset_098888.pdf
A job aid with step-by-step instructions to run the sponsored reports can be downloaded from EFS is found at web site at:
http://www.ospa.umn.edu/efs_sp/index.htm
Timing of nightly posting jobs – Each module has a series of nightly posting and updating jobs. Some jobs are dependent on other jobs to finish and some modules are dependent on other module jobs to finish prior to that module starting its nightly jobs. The Projects module job called “Cost Collection” goes out to all the other modules and cost collects the transactions into the Projects module Project Resource table, this job starts at 7:00 pm nightly and runs prior to the posting of subsidiary modules. The F&A job starts after the cost collection jobs complete. Other modules (PO, AR, EE, GL, etc) processing begin in tangent with GPC. A copy of Production to the Reporting Instance (which is also were UMReports pull from) happens at 5:00 AM every morning. To be specific, a transaction that posts in AP on a Monday will be cost collected into GPC on a Tuesday night and copied into the reporting instance for population on a report on Wednesday morning.
The sponsored reports hit the Project Resource table for expense data, HR Accounting Line for payroll encumbrance data and KK activity log for non payroll encumbrance data. Unlike the legacy reports on the web (which reflected the previous closed period totals only), the EFS sponsored reports allow you enter a specific end date. If you enter a specific end date that is not a month end, the report may not reflect all the transactions due to timing of the jobs and dependencies. If you enter a specific end date that is a month end, the report should reflect all the transactions.
For sponsored project the most important dates are budget period end and project termination.
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Report Name/Description:
UM Sponsored Award Summary
(EFS & UMReports)
This report lists a row for each award that summarizes inception to date budget and award balance for active awards through a specified accounting date. It displays key demographic information about the award (award, primary project, title, sponsor, PI, DeptID, start and end dates, % complete and % spent). This report can be run by PI (EmplID), Sponsor #, DeptID, or College
How to use this report:
This is a high-level view report, use as a quick snap shot tool for PIs, Department Heads or Deans
Things to remember:
Report rolls up to the Contract level not to the Project
When generated by PI only pulls Contracts were the PI is the primary PI
If there are additional projects with different PIs on the Contract, the unspent funds are for all projects and not just the primary PI's project(s).
How the report is populated:
When generated by DeptID, the report pulls Contracts for the PI that is assigned to the Award based on the home department in HRMS.
When generated by PI, the report pulls the Contract data for awards where the PI selected is the Primary Project PI.
When generated by Sponsor, the report pulls all Contract data where the selected Customer ID is assigned on the Award.
When generated by College/RRC, the report pulls all Contract data for all DeptIDs that are associated
to the RRC by the PIs that are assigned to the Award based on the home department in HRMS.
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Report name/Description:
UM Sponsored Award Overview
(EFS & UMReports)
This report is run by EFS award number, and displays inception to date budget, current period encumbrance and expense, and inception to date requisition, encumbrance, expense, and available balance, subtotaled by project (1 or many) and budget account (e.g., „Travel”) through a specified accounting date. In addition, the report includes subtotals for direct, indirect and totals for cost share, program income, TIP, invoiced amount and open AR. Core demographic data about the award is also displayed.
How to use this report:
This is one step down from the Sponsored Award Summary. Use as a tool to manage the entire award. A good report for primary PIs.
Things to remember:
F&A is not encumbered
When using a through date, such as the last day of the month, transactions that process after midnight on the last day will have an accounting date of the first day in the next month (F&A is a good example).
Pre encumbrance is the same thing as a requisition.
How the report is populated:
The project resource table, HR accounting line and commitment control are the tables used to populate most of the financial data on this report.
The budget pulls from the Project Budget and is always inception to date, regardless of the through date.
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Report name/Description:
UM Sponsored Project Detail
(EFS & UMReports)
This report is run by EFS project number, and summarizes inception to date budget, current period encumbrance and expense, and inception to date requisition, encumbrance, expense and available balance for both sponsored and cost share amounts through a specified accounting date. The report includes subtotals for direct and indirect. Data is summarized at the budget account level (e.g., “Travel”)
NEW** UM Sponsored Project Detail Drilldown (UMReports only)
Once the reports using the above paramenters has generated, each expense account has a hyperlink and allows the user to drill down into the specific expense account. The drilldown provides the user with the budget, pre encumbrance, encumbrance and actual detail. The user has the ability to sort online or export to excel.
How to use this report:
This report is similar to the Sponsored Award Overview but is at the project level and displays cost share detail. Use as a tool to manage the project and related cost share expenses.
Use as tool to verify budget to actual spending.
Things to remember:
When using a through date, such as the last day of the month, transactions that process after midnight on the last day will have an accounting date of the first day in the next month (F&A is a good example).
Not the entire award is displayed, only the specific project entered on the run control
Waived F&A will display as cost share
F&A is not encumbered
Pre encumbrance is the same thing as a requisition.
If uncertain about what is included in the F&A base, consult the job aid at http://www1.umn.edu/ohr/prod/groups/ohr/@pub/@ohr/@trainingservices/documents/asset/ohr_asset_092535.pdf or the rates page at
http://policy.umn.edu/Policies/Research/COST_RATES.html
How the report is populated:
The project resource table, HR accounting line and commitment control are the tables used to populate most of the financial data on this report. The cost share detail is populated by identifying the cost share transactions at the time of entry. For cost share payroll, the payroll distribution line is the key. For non salary cost share, at the time of requisition completing the entire cost share chart string is the key.
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Report name/Description:
Sponsored Transaction Detail – Expenses
(EFS & UMReports)
Detailed expense transaction listing. This report is run by project and expense dates (begin and end) can be specified if desired. This report includes source module and source module IDs and chartfields CF1, CF2, and CS.
How to use this report:
This report is a transaction detail report. Use as a tool to verify transactions that have hit a sponsored project.
Things to remember:
Expense transactions need to post in their subsidiary module only; GPC cost collects the expenses from the subsidiary modules. This means if an AP transaction posted in AP, but not in the GL yet, that transaction will display on this report.
See the Job Aid called Sponsored Transaction Detail Expense Report Numbers for a detailed description of the various transaction numbers that populate this report
When using a through date, such as the last day of the month, transactions that process after midnight on the last day will have an accounting date of the first day in the next month (F&A is a good example).
How the report is populated:
The project resource table, HR accounting line and commitment control are the main tables that populate the data on this report.
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Report name/Description:
UM Sponsored Aged Pre-Award Summary
(EFS & UMReports)
This report lists a row for each proposal/award in pre-award status, summarizing inception to date expenses and encumbrances, along with age in days from start date. The report can be run by PI (EmplID), DeptID, or College. The report will be able to run from inception through a specified accounting period (e.g., Sept. 2008), with that period showing in the header of the report.
How to use this report:
This is a high-level view report, use as a quick snap shot tool for PIs, Department Heads or Deans to show the age of the preaward account.
Things to remember:
Report rolls up to the Contract level not to the Project
When generated by PI only pulls Contracts were the PI is the primary PI
If there are additional projects with different PIs on the Contract, the unspent funds are for all projects and not just the primary PI's project(s)
How the report is populated:
When generated by DeptID, the report pulls the primary project based on the PIs home department in HRMS.
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Report name/Description:
UM Sponsored Pre-Award Overview
(EFS & UMReports)
This report is run by EFS proposal number and through a specified accounting date. The report displays current month (based on accounting date entered) as well as inception through accounting date requisition, encumbrance, and expense. The balance is subtotaled by project (1 or many) and budget account (e.g., „Travel”). The header will display sponsor, award start and end date, and pre-award age.
How to use this report:
This is one step down from the Sponsored Aged Pre-Award Summary. Use as a tool to manage the entire pre-award. A good report for primary PIs.
Things to remember:
F&A is not encumbered
When using a through date, such as the last day of the month, transactions that process after midnight on the last day will have an accounting date of the first day in the next month (F&A is a good example).
Pre encumbrance is the same thing as a requisition.
How the report is populated:
The project resource table, HR accounting line and commitment control are the tables used to populate most of the financial data on this report.
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Report name/Description:
UM Sponsored Pre-Award Project Detail
(EFS & UMReports)
This report is run by EFS project number and through specified accounting dates. The report displays current month (based on accounting date entered) as well as inception through accounting date requisition, encumbrance, and expense summarized at the budget account level (e.g., “Travel”). Descriptive information in the header displays sponsor, proposal #, department, project start and end date, and PI name.
How to use this report:
This report is similar to the Sponsored Pre-Award Overview but is at the project level and displays cost share detail. Use as a tool to manage the pre-award project and related cost share expenses
Things to remember:
When using a through date, such as the last day of the month, transactions that process after midnight on the last day will have an accounting date of the first day in the next month (F&A is a good example).
Not the entire award is displayed, only the specific project entered on the run control
Waived F&A will display as cost share F&A is not encumbered
Pre encumbrance is the same thing as a requisition.
If uncertain about what is included in the F&A base, consult the job aid at http://www1.umn.edu/ohr/prod/groups/ohr/@pub/@ohr/@trainingservices/documents/asset/ohr_asset_092535.pdf or the rates page at
http://policy.umn.edu/Policies/Research/COST_RATES.html
How the report is populated:
The project resource table, HR accounting line and commitment control are the tables used to populate most of the financial data on this report. The cost share detail is populated by identifying the cost share transactions at the time of entry. For cost share payroll, the payroll distribution line is the key. For non salary cost share, at the time of requisition completing the entire cost share chart string is the key.
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Report name/Description:
UM Sponsored Pre-Award Transaction Detail – Expenses
(EFS & UMReports)
Detailed expense transaction listing. This report is run by project and expense dates (begin and end) can be specified if desired.
How to use this report:
This report is a transaction detail report. Use as a tool to verify transactions that have hit a pre-award sponsored project.
Things to remember:
Expense transactions need to post in their subsidiary module only; GPC cost collects the expenses from the subsidiary modules. This means if an AP transaction posted in AP, but not in the GL yet, that transaction will display on this report.
See the Job Aid called Sponsored Transaction Detail Expense Report Numbers for a detailed description of the various transaction numbers that populate this report
When using a through date, such as the last day of the month, transactions that process after midnight on the last day will have an accounting date of the first day in the next month (F&A is a good example).
How the report is populated:
The project resource table, HR accounting line and commitment control are the main tables that populate the data on this report.
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Report name/Description:
UM Report for F&A Recovery Distributions
(EFS & UMReports) This new report will show the F&A distributions that have been made to Program UM003. It is a summary level report that will roll up by Fund, DeptID, Program, CS, Chartfield1, and Project ID. The report is flexible in that it may be run by Fiscal Year, RRC, ZDeptID, DeptID, PI, COI/CPI, Project, and virtually any combination thereof.
How to use this report:
This report is summary report that shows for each project, the recovered F&A. Use this report throughout the year to compare estimated F&A recovery with actual.
Things to remember:
Currently, redistribution of F&A is at the program level (all of FY08 and part of FY09). An effort is underway to allow redistribution at the lowest level, but it has not rolled out yet.
When generating the report by DeptID, the DeptID that receives F&A distribution is generally not the same DeptID as the project chart string DeptID. The receiving DeptID has been established by the RRC Managers.
How the report is populated:
The project resource table is the main table that populates the data on this report.
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EFS: SP Forum
