Understanding the GM044 Sponsored Project Portfolio in Cognos Analytics

The GM044 Sponsored Project Portfolio displays budget balances by Project. This report can be filtered by Department, PI, Project, or Award to get a snapshot of award information. An optional prompt allows you to run the report for negative balances only, to monitor deficit spending.

This report is used by PI’s, Department Administrators, and ASRSP to view budget balances by project and by project/budget category. The first level report displays balances for active projects including direct and indirect expenditures as well as encumbrances by department and/or principal investigator. The second level report drills through into the Budget Overview for a particular project which breaks out the available balance by sponsor and cost share commitments. Each balance is then broken out by budget category (includes expenses and encumbrances).

Begin by logging into Cognos Analytics.

  1. Click Team content, from the Navigation Panel.
  2. Click Finance, Facilities, and Research Administration folder.
  3. Click School or Central folder.
  4. Click Sponsored Programs Management folder.
  5. Click the report title to see the prompt page.
  1. Respond to prompts as needed to filter the report. Thee report contains all chart strings to which you have access.
  2. Click Finish. Result: the report appears in HTML or your default format.

Prompt Name

Prompt Description

Business Unit

The only valid choice for this prompt is NWUNV (The value is already preselected).

Date Options

  • Current Period: Use this prompt to automatically choose Current Fiscal year and Accounting period. For example, if you are running the report on the calender date of December 5 2018, the report will return results same as if you were to run the report for Fiscal Year 2019, Accounting Period 4. This is an useful prompt to use when you want to setup scheduled output to be delivered via email on a particular date of every month.
  • Previous Period: Use this prompt to automatically choose Previous Fiscal year and Accounting period. For example, if you are running the report on the calender date of September 5 2018, the report will return results same as if you were to run the report for Fiscal Year 2018, Accounting Period 12. This is an useful prompt to use when you want to setup scheduled output to be delivered via email on a particular date of every month.
  • User Defined Period: Use this prompt to filter report by Fiscal Year and Accounting Period.

Manager/Reviewer

Select your or your manager’s name, if available, to limit the report.

Award ID

Search for one or more award/contract by number and or description.

Department Prompt.

  • Tree: Select one or more department node from to which you have access.
  • Department Search & Select: Search and Select for one or more departments to which you have access

Project Status.

Filter Project prompt and reports results by All Projects (Default), Active Project Only, Inactive Projects Only.

Project.

Search and Select for one or more projects to which you have access.

Negative Balance Only

Check this prompt to only display projects with a Negative Balance only.

Optional Columns

  • Show Category (Fund Description) Check this display Fund Description as a column in the report's output.
  • Show Total Remaining Directs Check this display Total Remaining Directs as a column in the report's output.

GM044_SS.jpg

Indicated by Letter

Column Name

Column Description

A

Cumulative Budget To Date

Cumulative Budget To Date is the cumulative budget from the start of the grant to the fiscal year and accounting period for which the report was run.

B

Direct Cost Expenditures

Direct Cost Expenditures are the Total Direct Costs charged to sponsor funds. Direct Cost is the actual amount of the transaction whereas Indirect Cost is the additional amount charged to the sponsor, based on the Indirect Cost rate.

C

Direct Cost Encumbrance

Direct Cost Encumbrance are the total commitments against the budget that are not yet posted/paid. These include encumbered Requisitions/Purchase Orders, Travel Authorizations/Advances, Payroll; and Expense Reports, Online Vouchers, and Journals still in workflow.

D

F&A Expenditures

F&A Expenditures are the Indirect Cost Amounts charged to the Sponsor based on (B) Direct Cost Expenditures.

E

F&A Encumbrance

F&A Encumbrance is the total Indirect Cost that will be charged to the sponsor once the amounts in column (C) Direct Cost Encumbrances are paid. Indirect Cost is calculated in this report, but not in NUFinancials.

F

Total Remaining Directs

Total Remaining Directs (optional column) calculates the Total Remaining Direct Expenditures. Calculation: A(direct portion) - B - D = Total Remaining Directs

G

Available Balance

Available Balance is the amount you have left to spend calculated by subtracting total Direct Cost, F&A Expenditures, and Encumbrances from the Cumulative Budget to Date. Calculation:

    • A(Cumulative Budget To Date)-(B(Direct Cost Expenditures)+C(Direct Cost Encumbrance)+D(F&A Expenditures)+E(F&A Encumbrance))

H

Total for PI

Total for PI gives a subtotal of each column for every PI named in the report. Grand Total is a total of each column for the entire report.

I

Project

Project ID is a hyperlink which can be clicked to drill-through to GM045 Sponsored Project Budget Statement which breaks out the available balance by sponsor and cost share commitments. Each balance is then broken out by budget category (includes expenses and encumbrances).

    • Activity ID is always 01 unless the sponsor requires that spending is restricted by grant year (in which case money is not carried forward into the next fiscal year).When this occurs the Activity ID will show the year of the grant; 01, 02, 03, etc. Year 1 will only show information for that year. Year 2 will show year 2, etc.
    • Description gives the Project name.

J

Award ID

Award ID is the award/contract number.

K

Sponsor, Sponsor Reference Award #

Sponsor, Sponsor Reference Award # is the sponsor's name and reference number for the award.

    • FAIN# (Federal Award Identification Number) is an additional identifier provided by the federal government. This field displays 'not available' for non-federally sponsored and non-federal flow-through awards.

L

Fund Code

Fund Code is the chartstring Fund number. Category (optional column) displays the fund type; Sponsor, Mandatory Cost Share, or Over-the-Cap Commitment.

M

Activity Start Date, Activity End Date

Activity Start Date, Activity End Date refer to the beginning and end of the grant year. Project End Date is the date the grant is expected to end.

N

F&A

The Facilities & Administration (F&A) rate is used to calculate charges to the sponsor (facilities usage and administrative support).

    • This is also called Indirect Cost. On most Federal awards, a negotiated F&A rate reimburses the University for these Indirect Costs.
    • For example, if a project is awarded $100,000 and its F&A rate is 54.5%, then its F&A budget is $54,500 and the total budget is $154,500.
    • The F&A rate is a percentage charged against the actual (direct cost) amount of a transaction.
    • Non-federal awards may or may not apply the same negotiated rate; they may reimburse at a lower rate, by a lump sum, or not at all (depending on the terms and conditions of the proposal)

See Also:

For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) option 2, or consultant@northwestern.edu.




Keywords:BI"business intelligence" era reporting "Job aid" "grants management" grants gm44 gmo44   Doc ID:82133
Owner:Enterprise Reporting & Analytics .Group:Northwestern
Created:2018-05-08 08:48 CSTUpdated:2018-11-09 14:01 CST
Sites:Northwestern
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