Download grantsReporting

UD Financials
Grants Reporting
www.udel.edu/financials
Grants Data and Queries added
to Reporting Database
• Grants data and tables will
supplement existing reporting
capabilities (EZQ’s, etc.)
• Pre-written queries will give
you more reporting choices
(GMQ’s and PIQ’s)
Session Objectives
– For Query Viewers/Managers
• Review Report and Production Databases
• Explain Access/Security in the Report Database
• Grants Revenue Recognition and Payments
• Use the Pre-Written Queries (EZQs, GMQs, PIQs)
• Look at BUDDY
– For Query Managers
• Review Additional Info Needed to Create Queries
• Explain Design and Security of the New UOD Grants Tables
• Data Dictionary
The report instance
for the Query Viewer/Manager
– Report database – Grants Reporting
ready now
• A copy of the production database
• Updated nightly – Example: JV you do today
will be there tomorrow
• Security is based on Purposes or DeptID (for
proposals)—see handout
• Security changes/updates take one day to be
reflected in Reporting database
– Where can I find the report instance?
• www.udel.edu/financials
Production vs. Report Access
for the Query Viewer/Manager
– Proposals entry/review - FIPRD (production
database). www.udel.edu/grants
– Run reports/queries on grants data - FIRPT
(report database). www.udel.edu/financials
• Some tables are secured by Purpose and others by
Dept ID, your access will impact query results
• Staff who enter proposals will need access to related
Dept ID or Purposes in order to query the
proposal/award
• This is especially important for Grants with multiple
projects and departments
Viewing your Reporting
Access
Run these queries to see your current access:
• UDQ_USERID_DEPT_ACCESS
– Enter your user id to see DEPT IDs you have access
to view
• UDQ_ROW_BY_ADMIN
– Enter your last name with the % (wildcard) to see the
Purposes you have access to view
To request new or additional access:
• e-mail your Dean’s or Director’s Office contact with
DeptIDs and/or Purposes. Your contact will forward
approval to [email protected].
Understanding Grants Revenue Recognition
AKA: Where’s my cash???
• In legacy system, grant revenue was
recognized when cash was received
• In new Financials System, grant revenue is
recognized as expenses are incurred; not
when cash is received.
• 3 GMQ’s together provide the total cash for
a project or contract
– GMQ_CASH_NOT_PS_BILLED
– GMQ_CASH_PS_BILLED
– GMA_CASH_THRU_2002
Reports
for the Query Viewer/Manager
• Pre-written reports/queries:
–
–
–
–
EZQ’s provide Purpose fund balances
GMQ’s provide Proposal or Project detail
PIQ’s provide PI related information
See Handout: Grants Reporting Queries
• BUDDY – Quickly access transactions
and add additional information to
transactions (“tag data”)
PI Snapshot
• Statement of all projects for a PI,
returning the expenses in the major
categories and current balance as well as
obligations.
– Runs on-request under the UD Processes
menu
– Returns in an Excel spreadsheet
– Results found in Report Manager
• Being refined now—should be ready by
end of Summer 2005
BUDDY
Bringing University Data Directly to You
•A web based dynamic report using UD People Soft
financial data
Why would I use BUDDY Instead of
UDFinancials Query?
• BUDDY decreases response time for inquiry
• For routine inquiries to transactions and balances
– Easy way for PI’s and Chairs to get Purpose balances
• Ability to tag/comment on transactions
– 3 additional free form userfields (Comments) can be
added after transaction is posted to UD Financials.
– UD Chartfield (User Field) is updateable in BUDDY (does
not write back to UDFinancials!!!!)
When is BUDDY data updated?
• Daily at 9:00 am from FIRPT.
– Update process can take some time and is
completed by noon.
– A JV you process today will show up in BUDDY
tomorrow afternoon.
• Where do I find BUDDY?
– www.udel.edu/buddy
Summary
for the Query Viewer/Manager
• Know thy Instance – FIPRD vs. FIRPT
• Know thy EZQ and GMQ and PIQ
• Know thy BUDDY
• Know thy Grants Trainer – report
problems
Writing Reports
for the Query Manager
• How do I make my own queries?
– Query Manager access needed
• Take Query Class before access granted
• Query Training on web (www.udel.edu/UDFS/info
(click training tab)
– Start with existing public query (GMQ) and
‘save as’ your own using your naming
convention
– Or start from scratch with ‘create new query’
Create New Query
for the Query Manager
• Data is stored in tables. “UOD Views”
were created by combining the most
commonly used Grants tables (records).
• The UOD Views have row level security
by DeptID or Purpose
The UOD Views
for the Query Manager
Five UOD Views in the Report Instance for Grants
(See the Data Dictionary at www.udel.edu/UDFS/info)
•
•
•
•
•
•
•
Award Attributes View - UOD_AWD_ATRB_VW
Proposal Budget View - UOD_PRP_BUD_VW
Proposal Budget Details - UOD_PBUD_DTL_VW
Proposal Attributes View- UOD_PRP_ATRB_VW
Project View
- UOD_PRJ_VW
Project Resource View
- UOD_PRJ_RES_VW
Project Funding View
- UOD_PROJ_FUND_VW
The Grants Data
for the Query Manager
Learn about the data in the UOD
Views www.udel.edu/UDFS/info
– Data dictionary (Data & Terminology tab)
• Defines fields within the Views
• Provides field format, length and other attributes
– Best to brush up on data before
writing or running queries
Important Codes
for the Query Manager
• Analysis Types – see Handout
– Critical to querying on UOD_PRJ_RES_VW
– Multiple rows created for transactions,
duplication and erroneous balances will
occur in queries if Analysis Types not
considered
• Other Important Codes – see Handout
– Award Status
– Project Status
– Proposal Status
Let’s Run an EZQ!
Query Viewer/Manager
• Log on to the Report Instance
– www.udel.edu/financials
– Select Reporting Tools/Query/Query
Viewer
– Type in “EZQ”
– Select EZQ_BAL_PROJ_SUMMARY
– Fill in prompts
– Returns project-to-date balance
summarized by account category
Let’s Run a GMQ!
Query Viewer
• Log on to the Report Instance
–
–
–
–
www.udel.edu/financials
Select Reporting/Query/Query Viewer
Type in “GMQ”
Follow the handout: “Grants Reporting
Queries”
OR
– Select GMQ_PROP_PROJS_BUD
– Use a proposal with multiple projects
– Returns all budget info for Projects in a
proposal