Program Portfolio Report
The Program Portfolio Report provides summary General Ledger
(GL) and projections data for multiple Project-Activity Period-Dept IDs
and includes enhanced report filters that allow increased flexibility in
defining dates and data parameters. These features allow reporting on
an entire program of Projects that span multiple Principal Investigators
(PIs) and/or multiple Dept IDs.
What can I learn from the Program Portfolio Report?
•
•
Search for projects to build “programs” by any combination of one or
more Award/Parent IDs, Projects, Dept IDs, or PI/Managers
Filter the report to:
o Include only Sponsored, Non-Sponsored, or All Projects
o Include or exclude Inactive or Pending Project-Activity Periods
o View Direct and Indirect Costs, or Direct Costs only
Date Filters
The Program Portfolio Report allows users to specify:
1. Actuals Through Date:
displays cumulative actuals
through the selected month
(default is the most recent
closed month)
2. Projections Through Date: displays cumulative projections
through the selected month, or all projections (default is all
projections)
3. Choose whether you want to see both
Direct and Indirect Costs (default) or
Direct Costs Only
4. Select the Project-Activity Period-Dept
ID - 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 5.
5. 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-Dept ID 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 Report Specific Filters 1 and 2 are
entered in the filter box).
Report Specific Filters
1. Choose to Include Sponsored
Projects only, Non-Sponsored
Projects only, or Include All Projects
2. Choose additional options for ProjectActivity 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
Rev. 5/29/2015
•
b. Since all results based on the added filter are automatically
entered into the Project-Activity Period-Dept ID box, you may
need to remove any unwanted projects to complete your
programmatic grouping. To do this, select by clicking the item(s)
(CTRL/command + Click to select multiple) and then clicking the
Remove button. Repeat this step as necessary to remove all
unwanted projects prior to running the report.
Repeat steps 4 and 5a to add results from multiple searches. When
complete, use step 5b to remove unwanted results from the list and
build the required programmatic portfolio of awards and/or projects
on which to run your report.
MyReports Job Aid
Page 1 of 3
Program Portfolio Report
Report Output Selection

Sample second tab-Standard Excel download (“Program Portfolio_2”):
In addition to the report output selections of On Screen HTML (default),
PDF, and Excel ( ), you can choose Unformatted Data ( ).
Selection of 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 analyses.
Select your desired report output and click the Run Report button:
•
Sample second tab-Unformatted Data download (“Data Tab_2”):
In both Excel report outputs (Excel and Unformatted Data), the
workbook will contain three or more tabs. The first sheet/tab ( ) always
displays the entered filter criteria:
The second sheet/tab ( ) displays the data and differs depending on
whether you chose the Standard Excel download or the Unformatted
Data download. Depending on the selection of Sponsored and/or NonSponsored Projects on the filter page, the Unformatted Data download
may have separate
tabs for Sponsored and Non-Sponsored data:
•
Sample Comments tab if any chartstring values contain PI or
Faculty comments from Portfolio Projections:
A Sample first tab (“Parameters_1”) – same on both downloads
Rev. 5/29/2015
MyReports Job Aid
Page 2 of 3
Program Portfolio Report
Working in the Report View
Tips & Tricks
•
•
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:
•
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 ProjectActivity 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.”
For easier navigation, close your browser tab/windows (usually the
result of drilling through to another report) when you have
completed reviewing and/or exporting the information
UPlan (Hyperion) data is not available in Faculty Portfolio reports
Sponsored Awards with a zero balance as of June 30, 2013 were
not converted to the new Chart of Accounts and are not available
in Faculty Portfolio Reports. Use WebLinks if you need financial
information on these awards.
Within the Program Portfolio Report, you have the option to sort and
subtotal the information by one or two parameters. To sort/subtotal:
1. Use the Sort 1 drop-down menu located in the upper right of the
report to change the first Sort option. (Default is Award/Parent ID)
2. Use the Sort 2 drop-down menu to set the second Sort option.
(e.g. Dept ID)
3. To display additional columns for the Award PI and Project PI,
check the Show PI Details box
4. Click the Update button to update the report view.
•
•
•
•
•
Click an underlined blue link to see additional detail:
1. Selecting an Award or Parent ID will display the
Award/Parent Summary Report in a new tab/window
2. Linked actuals display in the Transaction Detail Report (TDR)
in a new tab/window
Additional Information & Assistance
•
•
•
Rev. 5/29/2015
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)
MyReports Job Aid
Page 3 of 3