Faculty Portfolio Monthly Report
The Faculty Portfolio (FP) Monthly Report displays General Ledger
(GL) and projections data by month based on a Fiscal Year. The report
runs by Project-Activity Period.
What can I learn from the Faculty Portfolio Monthly Report?
• Offers a Project view
• You can search for Projects by Award/Parent ID, Project, posting level
Dept ID, and/or PI/Manager
• View Sponsored Balances with Budget, Expenses and Other
Changes
• View Non-Sponsored Current Net Position with Beginning Net
Position, Revenues, Expenses, and Other Changes
• You can choose to display details at the Employee level
Report Date Filters
The FP Monthly Report requires users to specify a Fiscal Year from the
drop down menu
4. Choose the Account Level to display or Do not display Account
Detail
- Default is Account Level D
- You can also change the Account Level
displayed directly in the report view
Note: Projections are entered at Account Level D
5. Select the Project-Activity Period. Enter search terms in any of the
available fields (Award/Parent ID, Project, Dept ID, or PI/Manager)
When you begin entering the search term,
valid matches display using type-ahead
functionality. Select a value from the list by
clicking it, then proceed to step 6.
6. Add the results of the selected search term
a. Click the Add button to enter all results
based on the search term into the Project-Activity Period box
(e.g. if you enter a PI and click the Add button, all Projects
related to that PI which match the criteria set in the Report Date
Filter and Report Specific Filters 1 and 2 are entered in the filter
box).
Report Specific Filters
1. Choose to include Sponsored Projects
or Non-Sponsored Projects (you
cannot choose both Sponsored and NonSponsored Projects in one report)
2. Choose additional options for Project-Activity Period (optional)
a. Check the box to Include Inactive
Project-Activity Periods
*Note: Active/Inactive is based on the
current status of the Project-Activity
Period, not on the Report Dates selected
b. Check the box to Include Pending Project-Activity Periods
c. Check both boxes to include both
Inactive and Pending
3. Choose whether you want to see both
Direct and Indirect Costs (default) or
Direct Costs Only
Rev. 5/29/2015
b. Since all results based on the filter are entered into the ProjectActivity Period box, you may need to remove any unwanted
Projects to complete your programmatic grouping. To do this,
click on the item(s) (CTRL/command + Click to select multiple)
and then click the Remove button. Repeat this step as
necessary to remove all unwanted Projects prior to running the
report.
•
Repeat steps 5 and 6a to add results from multiple searches. When
complete, use step 6b to remove unwanted results from the list.
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Faculty Portfolio Monthly Report
Report Output Selection
In addition to the report output selections of On Screen HTML (default),
PDF, and Excel ( ), you can choose Unformatted Data ( ). Selecting
the Unformatted Data output returns a data only Excel file that has no
special formatting and a single row for column headings making it the
best source for pivot tables and other advanced spreadsheet analysis.
Select your desired report output and click the Run Report button:
The second sheet/tab ( ) displays the data and differs depending on
whether you chose the Standard Excel download or the Unformatted
Data download
Sample second tab-Standard Excel download
(“FP Month Sponsored/Non-Sponsored_2”):
In both Excel report outputs (Excel and Unformatted Data), the
workbook will contain two or more tabs. The first sheet/tab ( ) always
displays the entered filter criteria:
Standard Excel
•
Sample second tab-Unformatted Data download
(“Data Tab-Sponsored/Non-Sponsored_2”):
Unformatted Data
Sample first tab (“Parameters_1”) – same on both downloads
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Faculty Portfolio Monthly Report
Working in Report View
Tips & Tricks
•
You can change the Account
Level displayed using the drop
down menu located in the upper,
left of the report header
•
•
Column display choices
If you intend to create a pivot table with
the data you are downloading, do not
choose Open from the File Download
dialog box. Instead, choose Save and
open the saved file to create the table:
•
You can run reports for either Sponsored or Non-Sponsored Projects
however you cannot run a single report combining Sponsored and
Non-Sponsored Projects.
Active/Inactive Project-Activity Periods are displayed based on the
current status of the Project-Activity Periods selected, not on the
Report Date Filter values entered. For example, if you run a report
today for an Actuals Through Date of a year ago, the Project-Activity
Periods included will be based on their status today not on their
status one year ago.
A Project is considered to be “Sponsored” based on the Fund. All
Funds under the Fund tree node 400C and Funds 4900 and 1810
are considered to be “Sponsored.” All other Funds are “NonSponsored.”
This report can be run for single or multiple Projects. To run a report
for an Award/Parent ID instead of a Project, run the Award/Parent
Summary Report.
Changing between
Sponsored and NonSponsored after you have
entered Project-Activity
Periods will clear the
previously entered Project-Activity Periods. You will receive a
warning message:
1. You can choose to hide or Show Projections & Liens using the
checkbox in the right of the header. To hide Projections & Liens,
uncheck the box and click Update.
•
•
2. You can also choose to hide or Show Employees. To hide
Employees, uncheck the box and click Update.
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Rev. 5/29/2015
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Faculty Portfolio Monthly Report
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This report does not display Function or Flexfield
Note that within MyReports, positive and negative signs have been
“normalized”. Figures within brackets, e.g. (6,088) are considered
unfavorable results (subtract from balance), and those not in
brackets are considered favorable results (add to balance).
o The FP Monthly Report is unique from other Faculty Portfolio
reports as Other Changes in the Sponsored view is not
normalized, but rather the sign appears as it does in PeopleSoft
UPlan (Hyperion) data is not available in Faculty Portfolio reports
Sponsored Projects with a zero balance as of June 30, 2013 were
not converted to our current chart of accounts, and are therefore not
available in the Faculty Portfolio reports. Use WebLinks to view
information related to these projects.
Click an underlined blue link to see additional detail
o Linked actuals display in a Transaction Detail Report (TDR) in a
new tab/window
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Additional Information & Assistance
•
Additional information about MyReports including how to request
access, training and contact information can be found on the
Controller’s Office Website
(http://controller.ucsf.edu/fin_reports/)
•
If you require help with a technical problem, or have a question
about a specific report, please contact the
Controller’s Office Solution Center at
COSolutioncenter@ucsf.edu or 415.476.2126
•
To stay informed about MyReports news, be sure to join the
MyReports ListServ by following the directions on the MyReports
Contacts page of the Controller’s Office Website
(http://controller.ucsf.edu/fin_reports/contact.asp)
Clicking an underlined blue Account Descr will display a Payroll
Detail by Month Report for the corresponding Project-Activity
Period in a new tab/window
For easier navigation, close your browser tabs (usually the result of
drilling through to another report) when you have completed
reviewing and/or exporting the information
Rev. 5/29/2015
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