Project Summary Report
The Faculty Portfolio Project Summary Report displays summary level
General Ledger (GL) and projections data for the Project chartfield. The
report can be run for a single Project or for multiple Projects.
What can I learn from the Project Summary Report?
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Offers a Project-based view
View Sponsored Balances with Budget, Expenses and Other
Changes
View Non-Sponsored Current Net Position with Beginning Net
Position, Revenues, Expenses, and Other Changes
View multiple Projects in one report, however Sponsored and NonSponsored Projects cannot be run in the same report
Report Date Filters
The Project Summary Report requires 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)
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-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 choices display using typeahead 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-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 the date range 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-Dept ID 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.
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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
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Project Summary 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 (“Project Summary_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:
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Sample second tab-Unformatted Data download (“Data_2”):
Standard Excel
Unformatted Data
Working in the Report View
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You can change the Account
Level (default if Level D)
displayed using the drop down
menu located in the upper, left of
the report header
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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.
 Sample first tab (“Parameters_1”) – same on both downloads
Rev. 5/29/2015
MyReports Job Aid
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Project Summary Report
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Tips & Tricks
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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:
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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.
You can run reports for either Sponsored or Non-Sponsored Projects
however you cannot run a single report combining Sponsored and
Non-Sponsored Projects.
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
ID Summary 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).
UPlan (Hyperion) data is not available in Faculty Portfolio reports
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
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.
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Rev. 5/29/2015
Click an underlined blue link to see additional detail. Linked actuals
display in a Transaction Detail Report (TDR) in a new tab/window
Additional Information & Assistance
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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/)
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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
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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)
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