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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 BI Consumer JR

Navigation Path

1. Login to Aggie Enterprise at https://login-etfq-saasfaprod1.fa.ocs.oraclecloud.com/

2. Navigate to the "Reporting Dashboard" tile 

3. In the next screen, select "UCD Faculty and Department Portfolio Report" from under the Project Portfolio Management header.

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

1. 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.

Note: if you receive an error message similar to the one below, it may be that you selected too many parameters. Oracle has set a limit, allowing only 4KB values in the search; which would be 10-15(but this also depends on the string length). A more effective approach would be to extract all the values and filter them in Excel 

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. 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.
2.  

9. Schedule tab: select the frequency (daily, weekly, monthly, etc) and enter the desired intervals in the resulting fields. 

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

 Deleting, Pausing and Resuming, and Editing Scheduled Reports

14. Click on 'Home' located at the upper right corner. 

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

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

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

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

Reviewing the History of Reports Generated

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

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

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

• Internal Projects (see dashed sections on screenshot below)

1. • Internal Projects are displayed on 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.
   • 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 dashed sections on screenshot below)

1. • 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

1. • 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 versus Detail tab

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

• 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