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Overview

UC Davis employees will use these steps to run and analyze a portfolio-level report showing all PPM activity for an individual Faculty (PI), and individual Project Manager or a project-owning organization (Financial Department). This guide also includes steps for running the report immediately and for scheduling the report to run at regular intervals. Both approaches will result in a formatted Excel file; the report does not produce an HTML output.

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 Projects Inquiry JR

Navigation Path

1. Login to Oracle

2. You will need to navigate to the "Reports and Analytics" application. Depending on your home screen configuration, this can be achieved either by

a. Selecting the Reports and Analytics Icon from your dashboard (You may need to click Tools first)

b. Clicking on the navigation bar (aka "hamburger") in the upper right corner and selecting Reports and Analytics

3. Click the "Browse Catalog" button in the upper right corner of the screen.

4. In the search (🔍) field, enter “Portfolio” and change Location to "All” and and click the Search button.

5. Select "Open" on the UCD Faculty and Department Portfolio Report link that has "BIP/Reports" at the end of the filepath. (Note: Do not select either of the reports that are x'd out below)

6. When the report parameters screen opens up, click "Favorites" and select "Add to Favorites"

Running the Portfolio Report Immediately

Select parameters you want the report to return. Most frequently, users will want to search by an individual PI or Project Manager, or by a specific Project-Owning Org.
1. To search, click the 🔽 next to the PI/Project Manager or Project Owning Org field
2. Click “Search…” at the bottom of the drop-down window (or press F12)
3. Ensure the Name window is set to Contains
4. Type in part of the name and click Search
5. Click on the name you want to report
6. Use the ▶ button to move it to the “Selected” column. You can select multiple names, if needed.
7. Use the ◀ button to remove any other values from the “Selected” column
8. Click OK

2. If needed, you can also filter for active/inactive tasks, award status and project status.

3. Click “apply” next to the search criteria bar

4. An “output” tab will pop up below, with a “Loading” and/ or “Processing…To Cancel, click here” message.

5. Once results are returned, the message will change to “Report Completed” and the file will be available in your downloads.

Scheduling the Report to Run at Regular Intervals (Excel file sent as email attachment)

6. Click the gear ⚙icon in the upper right corner and select Schedule

7. General Tab: select search parameters (eg Faculty member's name or Project manager's name)

8. Output tab: Click on "Make Output Public" and "Save Data for Republishing"

a. Name: Enter something that will be meaningful for the recipient, such as "Dr. Mark Ferguson's PPM Portfolio Report"

b. Layout, format, locale, timezone, calendar, save output = leave default values

c. Destination: use default value=Email and click “Add Destination”

1. 1. Enter the To, Cc email addresses of recipients. To send to multiple recipients with the same message, separate email addresses with commas
  2. Enter the subject line you want to display on the email message
  3. Enter the message you want sent to the recipient(s)
  4. If you want to send a different message to a different recipient(s), click “Add destination” again and fill out the new information in the resulting section below.

9. Schedule tab: select the frequency (daily, weekly, monthly, etc) and enter the desired intervals in the resulting fields. (UAT Testers: you can select frequency= "Once" to test this feature a single time, and avoid receiving multiple emails during UAT)

10. Notification tab: if you want to be notified each time the report is run, enter your email address and indicate when you want to be notified by checking any of the displayed boxes.

11. Click Submit.

12. In the pop-up window, enter a Report Job Name. This should be something meaningful to you, indicating what the report is for.

13. The report will now automatically run on the frequency that you’ve set up.

Deleting, Pausing and Resuming, and Editing Scheduled Reports

14. In the Oracle Transactional Business Intelligence home screen, click “Report Jobs.”

15. Highlight the report row, and click the delete ✖ or pause ⏸ icon, according to your needs.

16. To resume running a paused report, click the resume ⏯ icon

17. To edit the scheduled parameters, click the Edit icon and see steps 1-13.

Reviewing the History of Reports Generated

18. In the Oracle Transactional Business Intelligence home screen, click “Report Job History.”

19. In the next screen, click on the name of the Report to display more information about the job. You can click Output to access the Excel file that was included with the job.

Reviewing the Portfolio Report (screenshots are slightly different in appearance from actual report)

20. Some columns on the report are applicable to all project types; some are specific to Internal Projects and others are specific to Sponsored Projects.

21. Internal Projects (see dashed sections on screenshot below)

1. Internal Projects are displayed on the top of the report, above Sponsored Projects
2. 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
3. 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.

22. Sponsored Projects (see dashed sections on screenshot below)

1. Includes the following fields, specifically related to the Sponsored Award:
  1. Award Number
  2. Award Name
  3. Award Start Date
  4. Award End Date
  5. Award PI
  6. Funding Source
2. 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.

23. All projects

1. View the budget, committed, expenses and budget balance for each task row.
2. The budget comes from the current baseline version of the project budget.
3. 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.
4. The expenses column represents actual costs that have posted to the project, including salaries and benefits, boundary application transactions and Oracle procurement transactions.
5. The budget balance column is the Budget minus Commitments minus Expenses.

24. Summary versus Detail Tab

1. The default view for the Faculty and Department Portfolio report is Summary, which summarizes budget and costs by task.
2. Click on the “Detail” tab in excel to view the budget and costs by task and then further broken down by expense category.
3. The Detail tab helps the user identify where funds have been spent on this project (eg salaries and benefits, supplies, travel, equipment, etc)

References

Logging in and Navigating to PPM Projects (Sponsored and Non-Sponsored)
Requesting a new PPM Non-sponsored project
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 PPM Project (Sponsored and Non-Sponsored)
Run and Review the Faculty and Department Project Portfolio Report (Sponsored and Non-Sponsored)