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Overview 

You can run and analyze a portfolio-level report showing all PPM activity for an individual or multiple Faculty (PI), Project Manager/s, or Project Number/s.  The report can also be run for a Parent or Child Project-Owning Organization (Financial Department), or by the award, project, or task statuses. 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. 

   

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Viewing the Portfolio Report

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, while others are specific to Sponsored Projects.

Internal or Non-Sponsored Projects

• Internal or Non-Sponsored Projects use only the POET elements of the POET(AF) string, being Project attributes, Expenditure Organization, Expenditure Type, and Task attributes. No Award Number attributes or Funding Source apply.

• The Task values will include embedded attributes that map to the Fund, Purpose, Program, and Activity segments in the Chart of Accounts. Refer to Task Fund, Task Purpose, Task Program, and Task Activity columns.

• A specific value applies for Fund and Purpose; Program and Activity fields may reflect specific or default values. If any of these columns are empty or if Fund or Purpose are assigned the default values, then refer to Adding and Managing Tasks for PPM Non-Sponsored Projects to make corrections. 

• For non-sponsored/internal projects, the Award and Funding Source columns on the left of the report will be empty. The example below illustrates this.

Sponsored Projects

Sponsored Projects use the full POET(AF) chart string, which consists of Project attributes, Expenditure Organization, Expenditure Type, Task attributes, Award attributes, and Funding Source. The Award and Funding Source columns below will be populated: 

• Award Number
• Award Name
• Award Entity
• Award Type
• Award Start Date
• Award End Date
• Award Status
• Award Principal Investigator (PI)
• Funding Source

The Task values do not have a roll-up relationship to the Chart of Accounts. Attributes from the award set-up will map to the correct value for Fund and Purpose segments in the Chart of Accounts.

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:

• The report displays the Budget, Expenses, Commitments, and Budget Balance.

  • Budget Balance is calculated by subtracting Expenses and Commitments from the total Budget.

  • A positive (+) budget balance is the available credit balance.

  • A negative (-) budget balance is an overdraft.

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

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

• The Commitments, equivalent to Encumbrances, represent activity that has been committed but not yet posted as a liability. This includes purchase orders but does not include salary and benefits commitments.

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 Expenditure Category Name (for example, salaries, benefits, supplies, travel, equipment, and so on).

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