Running the Project Status Report

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Overview

This article will walk you through the steps to access and work with the Project Status Report (PSR) from the Data Warehouse (https://oir.uga.edu). The Project Status Report is a reporting tool in the Data Warehouse that allows practitioners and project PIs to view project budget and actuals data.

In this article, you will learn the steps to utilize the Project Status Report (PSR) in the Data Warehouse.

You can access the Project Status Report at reports.uga.edu , in the Grants and Projects section. You will need to log in with your MyID and password.

1. Step 1

First, log into Office of Institutional Research

The Project Status Report is a reporting tool in the Data Warehouse that allows practitioners and project PIs to view project budget and actuals data.

On the Project Status Report tab, you can view budget balance details for multiple projects.

2. Step 2

To search for projects for a specific Principal Investigator (PI), click the PM Name drop-down menu.

3. Step 3

A pop-up box displays a list of PIs in alphabetical order.

Note : You must select the lead PI, rather than a Co-PI. You can select multiple PIs at once.

Deselect the checkbox to the left of the (All) checkbox.

4. Step 4

Multiple Principal Investigators can be selected simultaneously.

Select the appropriate PI name(s).

Example shown here: "Adams, Ethel" option.

5. Step 5

With the appropriate information selected, click the Apply button.

6. Step 6

The selected information is applied to the report.

To select the appropriate project, click the Project ID Descr drop-down menu.

7. Step 7

To view all projects related to the chosen PI(s), select the All option.

8. Step 8

Click the Apply button.

9. Step 9

All related projects are displayed.

To return a specific project, click the Project ID Descr drop-down menu.

10. Step 10

To deselect chosen options, click the (All) checkbox.

11. Step 11

Enter the appropriate information into the search field.

Example shown here: " snifare677523 "in the search field.

12. Step 12

The matching results are displayed.

Select the appropriate information.

Example shown here: S NIFARE677523CV - 2631RE77523 link.

13. Step 13

Click the Apply button.

14. Step 14

The selected projects are displayed.

To filter by Project Activity, click the Project Activity ID Descr drop-down menu.

15. Step 15

Only the project activity types associated with the selected projects are displayed in the drop-down menu.

16. Step 16

The Date menu allows you to narrow the returned results by the transaction date.

17. Step 17

From the Fund Code Description drop-down list, choose the appropriate Fund Code Description,

Note: Multiple Fund Codes can be selected simultaneously.

18. Step 18

Indirect costs can be shown or hidden. The default option is Hide.

To view indirect costs, click the Show/Hide Indirect Costs drop-down menu.

19. Step 19

The Show/Hide Indirect drop-down menu is displayed.

Click the Show link.

20. Step 20

The associated Indirect costs are displayed including Budget, Encumbrances, Actuals, and Balances.

Note: Click a row to highlight as shown.

21. Step 21

To filter by Project Activity S tatus, click the Project_Act ivity_Flag drop-down menu.

22. Step 22

To view only active projects, click the Active option.

23. Step 23

To expand the UGAACCTREEE Level02 view, click the [+] Plus button.

24. Step 24

The UGAACCTTREE Level03 is displayed.

To exclude from the report, click the appropriate account code row.

Example shown here: 600000 - Travel link.

25. Step 25

The options pop-up menu is displayed.

Click the Exclude link.

26. Step 26

The selected account code is excluded.

Click the Back arrow to return to the previous view.

27. Step 27

The prior action is undone.

To exclude any of the value columns, click the column header.

Example shown here: Encumbrance column header.

28. Step 28

Click the Exclude link.

29. Step 29

The selected column is excluded.

Click the Back arrow to return to the previous view.

30. Step 30

You also have the option to keep only a selected account code family.

Click the appropriate account code row.

Example shown here: 700000 - OP Supplies & Expenses row.

31. Step 31

The options pop-up menu is displayed.

Click the Keep Only link.

32. Step 32

Only the selected row is displayed.

Click the Back arrow to return to the previous view.

33. Step 33

To drillthrough and see related project transactions, click the appropriate Project ID link.

Example shown here: SNIFARE677523CV - 2631RE677523 link

34. Step 34

The options pop-up menu is displayed.

Click the PSR Drill Through link.

35. Step 35

The transaction drillthrough data is displayed. Each column header displays a sorting option when hovered over.

To sort transactions by day, click the Date column header sorting option.

36. Step 36

The transactions are sorted in descending order (most recent first).

To view additional transaction details, click the PS Doc ID [+] button.

37. Step 37

The PS_Doc_Details column is displayed along with the related Journal Numbers (JL No) for individual transactions.

To hide the PS_Doc_Descr colu mn, click the PS Doc ID collapse [-] button.

38. Step 38

The PS_Doc_Detail column is excluded.

To hide encumbrances, click the Encumbrances drop-down menu.

39. Step 39

The Encumbrances drop-down menu is displayed.

Click the Show option.

40. Step 40

The values in the encumbrance column are now zeroed out. To further hide encumbrances, you can elect to hide the encumbrance column all together.

Note : Any column can be hidden using the column option menu.

Click the Encumberance column header.

41. Step 41

The options pop-up menu is displayed.

Click the Exclude link.

42. Step 42

The selected column is hidden.

Click the Back arrow to return to the previous view.

43. Step 43

The previous action is undone.

To show or hide encumbrances, click the Encumbrances drop-down menu.

44. Step 44

The Encumbrances drop-down menu is displayed with Show and Hide options.

Example shown here: Show option.

45. Step 45

The Encumbrances column is displayed.

To view and select available transaction types, click the Tran Type drop-down menu.

46. Step 46

The Tran Type drop-down menu is displayed.

Click the All checkbox to deselect the transaction types

47. Step 47

The trans types are deselected.

Select the appropriate transaction type(s).

Example shown here: EX_EXSHEET - Expense Sheet option.

48. Step 48

The selected Project information is displayed.

To view additional PS Doc ID details, click the PS Doc ID [+] button.

49. Step 49

The PS_Doc_Detail_Descr is displayed.

To view individual transaction details, click the appropriate PS_Doc_Detail_Descr entry.

Example shown here: Advanced airfare reimbursement for international travel link.

50. Step 50

The detailed account codes are displayed.

To hide the transaction detail descriptions, click the PS Doc ID [-] button.

51. Step 51

To view and select available transaction ty pes, click the Tran Type drop-down menu.

52. Step 52

The Tran Type drop-down menu is displayed.

Click the All checkbox to select all available transaction types

53. Step 53

All related Transaction Types are displayed.

To view additional details, select the appropriate row.

Example shown here: $140.97 link .

Accessing the Report

All PIs, Co-PIs and Co-Investigators have been granted access to this report automatically. Others can request access if desired. More on the access request process here.
To access the report from home or anywhere outside the UGA network, you will need to be connected to the 02 Restricted VPN. More on VPN login here.

Notes & Considerations

The PSR has been updated to reflect the individual employees who are paid or encumbered on each project and the respective amounts. This information appears on the new Payroll Transaction List tab in the report. This tab will include numbers that are closer to real time than other tabs, because it pulls directly from the actual payroll data. After payroll runs, the amounts on the other tabs will typically 'catch up' in 2-4 days as the data flows over to Financials.
This report allows you to drill through to detailed transactions. Detailed transactions are shown in “double entry” accounting format. So, if spending is against a purchase order, you will see the reduction in the purchase order encumbrance as well as the actual transaction posted.
The report is filterable by PI. Please note that you will need to choose the “lead” PI on the project, rather than Co-PIs. You can select multiple PIs, or project IDs, to display all of your projects at once.

Key (Report Headers, Filters & Terms)

Actual Amount = Amount spent.
Amount = Amount budgeted.
Balance = Available balance remaining for spending.
Burn Rates = Two calculations are included. One shows spending in relation to the project timeline; the other shows spending in relation to the total project budget.
Cost Sharing = Shows whether charges were direct charges to the project or cost-shared expenditures.
Dates = Dates shown are “accounting dates,” meaning when the charges posted in the system. This is aligned with sponsor billing as well.
Dept ID = Shows Financial department (as opposed to the HR department).
Encumbrance Amount = Amount encumbered for future spending.
Fund Code = Shows the type of funds, e.g. Restricted funds, State funds, etc.
PM Name = Principal Investigator name (the more generic term “project manager” is used here). Note that this refers to the “lead” PI on the project, not Co-PIs.
Project Activity ID = Used to segregate funds, e.g. annual funding increments for carryforward restricted projects.
Project ID = 15-digit identifying number for a project, analogous to “account numbers” in the legacy system.
UGAACCTTREE = Shows the budget categories, e.g. personal services, travel, operating, etc

Running the Project Status Report

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