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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 tips for creating saved report searches, and setting up customized bookmarks for report searches.

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

Login to Oracle, Navigate to “Tools” then “Reports and Analytics.” A new browser tab will automatically open.
Select “Browse Catalog” in upper right of new screen
Click the search button (🔍)
Enter “portfolio report” and select Location = All; click search
Under “UCD Faculty and Department Portfolio Report” click Open
In next screen, click Favorites 🔽 and Add to Favorites

Running the Portfolio Report

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 (if the “All Column Values” is selected, unselect it)
2. Click the “More/search…” at the bottom of the drop-down window
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
7. Use the ◀ button to remove any other values-- including “All Column Values”-- from the “Selected” column
8. Click OK
If needed, filter for active/inactive tasks, award status and project status. (Note: if you want to include projects whose end date has already past but that still has an active status, you must select “Inactive Tasks” from the Include Tasks drop-down menu)
Click “continue” button after the text Opening this dashboard page may take a while. Select prompt values and click continue if you want to open this page
Click “apply” next to the search criteria bar
Results are returned
Export to Excel by clicking the ⚙symbol in the upper right corner. Note: you can also export to PDF
1. Exporting the current page includes only the summary view that you see right now
2. Exporting the entire dashboard includes both the summary view and the detailed view (Select this one for the demo)

Reviewing the Portfolio Report

Some columns on the report are applicable to all project types; some are specific to Non-Sponsored Projects and others are specific to Sponsored Projects.
Non-Sponsored Projects (see dashed sections on screenshot below)
1. Non-Sponsored 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 Non-Sponsored 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.

3. 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.

4. 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 incurred and posted. This include purchase orders, but does not include salary and benefits commitments.
4. The expenses column represents actual costs that have been incurred and 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.

5. 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 “Detail” in the upper left corner to view the budget and costs by task and then further broken down by expenditure 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)

Creating and Saving Customized Searches for the Faculty and Department Portfolio Report

Navigate to the report using steps i. through vii. above
Perform steps 1-5 in the “Running the Report” section above
Click the ⚙ in the upper right corner
Select “Save Current Customization”
Name the customization
Optional: click “Make this my default for this page” if you want this customization to be the default when logging into this report.

Creating Bookmarks for Saved Searches

You can create browser bookmarks that will take you directly to each customized search within the Faculty and Department Portfolio Report page
Click the ⚙in the upper right corner
Select “Create Bookmark Link”
A bookmark link is created in the address bar of your web browser. Use your browser’s bookmark tool to add the address to your bookmarks and name it something meaningful, such as “PPM Portfolio Report- PI name.”

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)