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. MyReports Job Aid Page 1 of 4 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 Rev. 5/29/2015 MyReports Job Aid Page 2 of 4 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. • • Rev. 5/29/2015 MyReports Job Aid Page 3 of 4 Faculty Portfolio Monthly Report • • • • • 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 o • 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 MyReports Job Aid Page 4 of 4