Obligations & The PI Snapshot
Salary Obligations are back!
Meeting Objectives
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Why do I need obligations
What does the Obligations Module do
What won’t it do
Entering an Obligation
Understanding the de-obligation process
Viewing obligations and balances using
queries
• PI Snapshot
Training document available
at:
http://www.udel.edu/udfs/info
or
http://www.udel.edu/OVPR
Why do I need Obligations?
The Obligations Module
• Enables users to enter obligations against
Purposes for future expenditures
• Automatically de-obligates as charges hit if
certain conditions are met
• Exist only in the obligations module
• Restricted based on purpose security
• Functions similar to the LAM
What won’t Obligations Do?
• Won’t automatically obligate or de-obligate
fringes or overhead
• Won’t de-obligate if conditions aren’t met
• Won’t be visible in Web Statements
• Won’t affect Pay
Entering Obligations
http://www.udel.edu/grants
Manually
Changing an Obligation
Understanding the De-obligations
Process
Two types of Obligations:
Salary
Non-salary
Salary Obligation Conditions
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Active Obligation
Salary Account
Business Unit, Purpose, Account, Class
and Fund match the transaction
Class and Salary Obligations
• Class is normally only used for Staff,
Faculty and Grad Positions
• Supplemental, GNCP and Undergrads
normally carry no class
• You may use class if you want to obligate
these categories separately - See your
Dean’s Office for details
Non-salary Obligations
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Active Obligation
Account is NOT a salary account
UDChartfield (Userfield) is NOT blank/null
Business Unit, Purpose, Account, Class, Fund
and UDChartfield (Userfield) all match the
Viewing Obligations using
Queries
Queries for Contract & Grant
Purposes
• OBQ_BAL_PROJ_BY_CLASS_W_OBLIG
– returns balances by class with
obligations
• OBQ_BAL_PROJ_TOTAL_W_OBLIGATNreturns a total with obligations remaining
Other Useful Queries
To view Obligations with a Negative
Balance:
OBQ_OBLIG_NEG_REMAINING
To view all Obligations by Eff Date,
Deptid, Purpose or EncumbID:
EZQ_OBLIGATIONS_VIEW
PI Snapshot
PI SNAPSHOT
• PI Snapshot is a project to date summary
of all awards and related projects for either
a single Principal Investigator or an entire
department.
In the Production database (www.udel.edu/grants):
Navigate to UD Processes> UD Grants Reports and
(for the initial report run) select Add a New Value
On the Add a New Value tab:
Enter the Set ID “UOD01”
Name the Run control ID using consecutive characters (no spaces).
Click “Add” button.
This report request is used for more than one report. Not all fields are needed for
this report. The PI Project Statement can be run by Employee ID or by Department.
An “As of Date” is helpful for report tracking.
Enter the “as of date” and
Either the EMPLID or the DEPTID for the report.
Once the parameters are selected, simply click the
RUN button (Save is not necessary).
Set the server name to PSUNX
Select the report to run, choose either:
Project Statement by Deptid, or
Project Statement by Emplid
Click OK button.
NOTE: other parameters are needed for the BioSketch or the C&P/Other
Support but the same run control is used for processing.
Click on Process Monitor link (do not click Run button
again)
The Process List will refresh on demand by clicking the Refresh
button and will have a run status of Initiated, Processing, Posting
or Success.
Once in Success status, click “Details” link to go to the Process
Detail page. Click View/Log/Trace link to see the results of your
process.
The .csv file is the outcome of your request.
Click on the hyperlink to continue.
In most cases, you’ll be prompted to either Open or Save the file. Select
your preference to continue.
NOTE: the recommendation is that you OPEN the file or SAVE AS .csv to
retain the field formats.
Once this is complete, you’ll have a chance to reformat as you see fit.
Once you open the file, you’ll see rows and columns which are derived
as follows:
• Demographic data about your PI’s grants/projects are
listed in the first few columns
• Project ID
• Title
• Begin and End date
• Award amount
The next several columns provide expense data for your
project as either direct sponsor expenses (Grant Activity)
or cost shared expenses related to the project (Cost
Share Activity).
There are four rows per project.
• The first row contains the budget amount
(award)
• The second row contains the actual
expenditures
• The third row contains the actual expenditures
plus obligations
• The fourth row contains the budget balance
Grant Activity
• The Grant Activity data is derived from the
project related tables.
• All expenses roll up into those categories and
are then displayed in the columns in the grant
activity section of the report.
• This data is all based on the Purpose/Project
combo of the main project.
Cost Share Activity
The Cost Share Activity is derived from
Proj_resource transactions based on the
analysis type. The analysis type is noted when
transactions enter the Proj_resource table.
When the Purpose meets certain criteria, the
transaction is identified as cost share activity.
Questions?
Contact/Info:
www.ovpr.udel.edu
831-2136
Thanks for coming!