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Overview 

You can run and analyze a portfolio-level report showing all PPM activity for an individual Faculty (PI), an individual Project Manager, an individual Project Number or a project-owning organization (Financial Department). This article describes how to run and review PPM activity reports. The description includes instructions for running reports on demand and scheduling reports to be generated at regular intervals. All reports are in the Excel format only and not in HTML.

Intended Audience for This Guide

• Post-award research administration staff who support PIs
• Staff in academic and administrative units who support faculty-managed resources, such as start-up, professional development funds and internal awards
• Staff in academic and administrative units who may use PPM Department Projects to track detailed fiscal activity that’s not supported by the Chart of Accounts
• Dean’s office/COO or Department leadership staff who may wish to run PPM reports
• Faculty members who want to run their own report

Oracle Roles Required to Use This Guide

UCD BI Consumer JR

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1. On the UCD Faculty and Department Portfolio Report page, select the report parameters:

   • Project Admin/ Project Manager

   • PI/Co-PI

   • Project Owning Organization

   • Parent Project Owning Organization (allows for Parent level searches)

   • Project Number

   You can search for the values to use for each parameter. To search for values of a parameter:

   1. Click next to the parameter name (for example, PI/Co-PI or Project Owning Org field).

   2. Click Search at the bottom of the parameter list (or press F12).

   3. In the Search dialog box that opens, choose Name: Contains.

   4. Type all or part of the name.

   5. Click Search.

   6. Select one or more names you want to report.

   7. Click OK.

   

2. (Optional) Filter for Award Status, Project Status, and Tasks (Include Tasks) using the parameter settings on the UCD Faculty and Department Portfolio Report page.

3. When you are ready to run the report, click Apply.

   An output tab appears and displays the progress. When the report is created, the "Report Completed" message appears, and the Excel file containing the report is downloaded to your computer. 

   

   Note: An error message about string concatenation appears when too many parameters are selected. Oracle permits only 4 KB values (approximately 10 to 15 characters) in the search. To work around the limitation, try extracting all the values and filter them in Microsoft Excel. 

   

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Note: The images shown in this section might differ slightly from the actual reports.

To view a report:

Open the Excel file that was generated in Running the Report on Demand or Schedule Report Jobs.

This section describes the report contents. Some columns in the report are applicable to all project types. Some columns are specific to Internal Projects and others are specific to Sponsored Projects.

Internal Projects

See the sections enclosed by blue dashed lines in the screen below.

• Internal Projects are displayed at the top of the report, above Sponsored Projects.

• The award and funding source columns on the left of the report will be empty, since there is not an award associated with Internal Projects. See the following two screenshots for examples of how a Faculty and Department Portfolio Report for a non-sponsored project looks like when generated.

• The CoA attributes associated to each task are listed in the last 4 right right-hand columns. This allows the viewer to ensure that CoA values are assigned for each task. A specific value must be selected for Fund and Purpose; default values or specific values are allowed in the Program and Activity fields. If any of these columns are empty, or if Fund or Purpose are assigned the default values, go to the “Adding and Managing Tasks for PPM Non-Sponsored Projects” step-by-step guide to make corrections.

Sponsored Projects

See the sections enclosed by blue dashed lines in the screen below.

A sponsored project includes the following fields, specifically related to the Sponsored Award:

• Award Number
• Award Name
• Award Start Date
• Award End Date
• Award PI
• Funding Source

Notice that for sponsored awards, the Task, Purpose, Program and Activity DFFs are not displayed. That is because these attributes are not tied to the Task on Sponsored Projects. Instead, they are derived from information that is entered when the award is initially set up.

All Projects

The following description applies to all projects:

• You can view the budget, committed, expenses and budget balance for each task row.

• The budget comes from the current baseline version of the project budget.

• The committed, equivalent to encumbrances, represents task activity that has been committed in Oracle, but not yet posted. This include purchase orders, but does not include salary and benefits commitments.

• The expenses column represents actual costs that have posted to the project, including salaries and benefits, boundary application transactions and Oracle procurement transactions.

• The budget balance column is the Budget minus Commitments minus Expenses.

Summary Tab and Detail Tab

The Excel report file contains two tabs:

• Summary tab: Shows the default view for the Faculty and Department Portfolio report and summarizes budget and costs by task.

• Detail tab: Shows the budget and costs by task and is further broken down by expense category. Use the Detail tab to identify where funds have been spent on this project (for example, salaries and benefits, supplies, travel, equipment, and so on). 

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• Logging in to Aggie Enterprise
• Navigating to PPM Projects (sponsored and non-Sponsored)
• Requesting Non-sponsored PPM Faculty or Department Projects
• Adding and Managing Tasks for PPM Non-sponsored Projects
• Creating and Maintaining the Budget (Spending Authority) for a PPM Non-sponsored project
• Adding a Principal Investigator (PI) and/or Managing Project Manager roles on a PPM Non-sponsored project
• Closing tasks on a Non-sponsored PPM project
• View Summary and Detailed Costs for an Individual Sponsored and Non-Sponsored PPM Projects 

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