Download Grants Reporting

UD Financials
Grants Reporting
www.udel.edu/financials
Grants Data and Queries added to
Reporting Database
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New Grants data and tables will supplement
existing reporting capabilities (EZQ’s, etc.)
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New pre-written queries will give you more
reporting choices (GMQ’s and PIQ’s)
Session Objectives
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For Query Viewers/Managers
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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
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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
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Report database – Grants Reporting ready now
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A copy of the production database
Updated nightly – data is one day older than production
Example: JV you do today will be there tomorrow
Security is based on Purposes or DeptID (for proposals)
Security changes/updates also take one day to be
reflected in Reporting database
Where can I find the report instance?
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www.udel.edu/financials
Production vs. Report Access
for the Query Viewer/Manager
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Proposals entry/review - FIPRD (production
database). www.udel.edu/grants
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Run reports/queries on grants data - FIRPT (report
database). www.udel.edu/financials
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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
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Enter your user id to see DEPT IDs you have access to
view
UDQ_ROW_BY_ADMIN
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Enter your last name with the % (wildcard) to see the
Purposes you have access to view
To request new or additional access:
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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
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In legacy system, grant revenue was
recognized when cash was received
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In new Financials System, grant revenue is
recognized as expenses are incurred; not when
cash is received.
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A GMQ is coming that will show when cash is
actually received (GMQ_CASH_RECEIVED_BY_CONTR).
Reports
for the Query Viewer/Manager
Pre-written reports/queries:
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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”)
And This Report Coming Soon!
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PI Snapshot – Statement of all projects for a
PI, returning the expenses in the major
categories and current balance as well as
obligations.
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Will run on-request under the UD Processes menu
Will be an Excel spreadsheet
Results will be found in Report Manager (like monthly
accounting statements)
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?
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BUDDY decreases response time for inquiry
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For routine inquiries to transactions and balances
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Easy way for PI’s and Chairs to get Purpose balances
Ability to tag/comment on transactions
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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?
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Daily at 9:00 am from FIRPT.
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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?
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www.udel.edu/buddy
Summary
for the Query Viewer/Manager
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Know thy Instance – FIPRD vs. FIRPT
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Know thy EZQ and GMQ and PIQ
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Know thy BUDDY
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Know thy Grants Trainer – report problems
Writing Reports
for the Query Manager
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How do I make my own queries?
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Query Manager access needed
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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
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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)
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Award Attributes View
Proposal Budget View
Proposal Attributes View
Project View
Project Resource View
UOD_AWD_ATRB_VW
UOD_PRP_BUD_VW
UOD_PRP_ATRB_VW
UOD_PRJ_VW
UOD_PRJ_RES_VW
Coming soon…
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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
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Data dictionary
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(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
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Analysis Types – see Handout
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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
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Award Status
Project Status
Proposal Status
Let’s Run an EZQ!
Query Viewer/Manager
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Log on to the Report Instance
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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
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Log on to the Report Instance
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www.udel.edu/financials
Select Reporting/Query/Query Viewer
Type in “GMQ”
Follow the handout: “Grants Reporting Queries”
OR
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Select GMQ_PROP_PROJS_BUD
Use a proposal with multiple projects
Returns all budget info for Projects in a proposal