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Description

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nameFP-Grants Admin

Fiscal Panther Grants Grant Administration is a tools tool for reviewing and managing grant funding, spending, and projections for active grants. It pulls together data across PRISM, PBCS, and PERIS to provide account administrators a unified view of their budgets vs. actual spend and encumbrances at the RC, Department, and individual project level.

Key Business Questions

This dashboard allows tracking of 05 grant account balances, spending, and projections from PBCS Grants Forecasting. Balances and spend can be view by department, grant, master account, and Primary Investigator. Individual transaction data can be viewed as well, including Panther Express Purchase Order data, credit card purchases, and Concur travel expenses.

Basic Usage

This dashboard has three tabs that can act as a starting pointAnswer questions like:

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nameFP-Grants Admin?

  • What is the current remaining balance on a PI’s grant? What is the remaining balance after PBCS projections?

  • Does my department have any projects that are over balance, or projected to be over balance?

  • What is the budget and actual spend on a grant by Subcode?

  • What SPAR distributions are on a grant?

  • How many awarded and proposed grants does a department or PI have?

  • What is the actual and projected spend of all Subawards in a project?

  • What are the invoice, check, PO or Concur details of a transaction?

  • What transactions have hit a grant, and which are projected to hit?

  • Which purchase orders have an encumbrance?

Usage Guide
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basic_usage

To start using this dashboard, open one of the following three tabs: Department Overview, Investigator Overview, or Master Account Profile. The Data on other tabs are populated based on selections made on one of these tabs. Those other tabs will show no data until unless you navigate to it using one of the first three mentioned tabs are used for navigation. Navigation between tabs occurs by clicking different items, and will be described in more detail below. actions will be denoted with a ▶️ icon.

There are several features that appear throughout pages:

📉 Every tab has a filter to allow for PBCS Forecasting Projections to be incorporated.

Many some (info) Info buttons will navigate to pages with additional explanations and field definitions.

📥 Some areas of this dashboard have export buttons, which will allow you to export the data to Excel.

Department Overview

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department_overview

The Department Overview visualization is the high-level view overview of grant spending and overall health of projects by assigned departments.  The top row of the visualization provides summary Budget, Actual, Encumbrance, and Balance information . This can be used for a quick overview of departmental grant spending. You can select one or more departments from the filter to limit the data displayed. Clicking for all Departments selected in the filter. The Federated Authorization data model allows users to view only departments relevant to their work.

▶️ Click on a department row will to navigate to the Department Profile tab.

Investigator Overview

This tab will show all PIs in your department, and summary Budget, Actual, Encumbrance, and Balance information. This

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titleAdditional Details and Definitions

The header at the top displays the following totals for all departments selected in the filter:

  • Projects:  total number of projects with an Active status

  • Total Budget:  total current budget period

  • Total Actuals:  total dollars posted to the general ledger*

  • Total Encumbrances:  total calculated encumbrances*

  • Balance Remaining:  total calculates dollars remaining in the current budget period

    • Budget – Actual – Encumbrances = Balance Remaining*

There is a unique line for each department, displaying the following

  • Total Budget:  total current budget period

  • Actual Spend:  total dollars posted to the general ledger*

  • Encumbrances:  total calculated encumbrances

  • Total Balance Remaining: total calculates dollars remaining in the current budget period*

  • Health Indicator icon:  green for funds remaining, red for deficits

Each column heading can be sorted by clicking on the icon to the right of the column name.

*These items will include projection data based on the selection in the ‘Include Grants Forecasting Projections’ drop-down menu.

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Investigator Overview
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investigator_overview

The Investigator Overview visualization is the high-level view active projects by Principal Investigator.  If the PI has projects across multiple departments, they will be displayed dependent on user security access. This can be used for a quick overview to see the status of PI grant spending. You can select one or more PIs from the filter to limit the data displayed. Clicking

▶️ Click on an investigator row will to navigate to the Investigator Profile tab.

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The header at the top displays the following totals for all PIs selected in the filter:

  • Projects:  total number of projects with an Active status

  • Total Budget:  total current budget period

  • Total Actuals:  total dollars posted to the general ledger*

  • Total Encumbrances:  total calculated encumbrances*

  • Balance Remaining:  total calculates dollars remaining in the current budget period

    • Budget – Actual – Encumbrances = Balance Remaining*

There is a unique line for each PI, displaying the following

  • Total Budget:  total current budget period

  • Actual Spend:  total dollars posted to the general ledger*

  • Encumbrances:  total calculated encumbrances

  • Total Balance Remaining: total calculates dollars remaining in the current budget period*

  • Health Indicator icon:  green for funds remaining, red for deficits

Within the investigator line, the Total Budget, Actual Spend, Encumbrances and Total Balance Remaining dollars are reported, along with a health indicator (green for funds remaining, red for deficits).

*These items will include projection data based on the selection in the ‘Include Grants Forecasting Projections’ drop-down menu.

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Master Account Profile

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This tab will show all master accounts in your departments, or all master accounts your departments' subaccounts are tied to. The top half shows all master and subaccount account balances and spending aggregated. Clicking on an account in the top half will populate the bottom half of the screen with data from the individual subaccounts. Clicking on one of these account in the bottom half will take you to the Project Profile tab.

Department Profile

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The Master Account Profile visualization is a high-level view of all the master accounts and their associated subaccounts.  Security is based on access to the master account.  Use the Department filter to select the department the owns the master account(s). This page is separated into two sections:

  • The Master/Sub Roll-up displays the account balances and aggregated spending across all projects associated with the master, including the master.  Click on the specific project to display the details of each project associated with the master project in the All Projects section.

  • When a specific master account is selected, the All Projects section will display summary information based on the Include filter selected.  This will include projects assigned to other departments outside your security profile. 

▶️ Click on one of the accounts under the All Projects heading to open the Project Profile tab.

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Department Profile
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department_profile

The Department Profile view offers a high-level view of all projects and proposals assigned to the department selected from the Department Overview tab. The page is separated into two distinct sections: Awards and Proposals.  The Awards section is for all active grants/projects that have been funded and created in RPA (PRISM).  The Proposals section contains proposal and award data from PERIS™ MyFunding, converted proposals and awards have been excluded (data converted from the prior system, InfoEd). The proposals section can also be further filtered by Primary Investigator, Proposal Status, and Award Status. Clicking

▶️ Click on a project in the Awarded Awards portion of this tab will to navigate to the Project Profile. There is no navigation from the Proposal portion of this tab.

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Investigator Profile
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investigator_profile

After navigating to this page from the Investigator Overview, you will see data based on the PI’s active awarded projects on the top half of the screen, and data on proposals at PI selected from the overview page. This page is separated into two sections. The first is the Awards section, which includes all awards with an Active status in RPA (so awards that have passed their end date may continue to display here). In the bottom half of the screen. There are some additional filters for the proposals: Proposal Status, and Award Status. Clicking , the Proposals section includes all proposals that were initiated in MyFunding (i.e., converted proposals are excluded). If a Proposal has been awarded, data from the Award will display. Proposals can be further filtered by Proposal Status and Award Status. Summary totals will adjust with the filter options.

▶️ Click on a project in the Awarded portion of this tab will navigate to the Project Profile. There is no navigation from the Proposal portion of this tab.

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titleAdditional Details and Definitions

The Awards header displays the following totals for the selected department:

  • Projects:  total number of projects; all projects with an Active status

  • Total Budget:  total current budget period

  • Total Actuals:  total dollars posted to the general ledger*

  • Total Encumbrances:  total calculated encumbrances*

  • Balance Remaining:  total calculates dollars remaining in the current budget period

    • Budget – Actual – Encumbrances = Balance Remaining*

There is a unique line for each project, displaying the following:

  • Project Code: Project number assigned in RPA

  • Project Full Name: Project name as defined in RPA

  • Begin Date:  Begin date of the project as defined in RPA

  • End Date:  End date of the project as defined in RPA

  • Account Type:  Master, Subaward or Independent

Financial Health Visualization:  Encumbrances, Actual, Budget and Balance Remaining dollars for all subcodes.  The totals here are dependent on the Include filter selection.

*These items will include projection data based on the selection in the ‘Include Grants Forecasting Projections’ drop-down menu.

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Project Profile

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The Project Profile will show a project overview based on the project selected from the Master Account Profile, the Department Profile, or the Investigator Overview, you will see data on selected project. Clicking on the ‘Click here for SPAR Details’ will . This view is split into two parts: general information about the project is at the top and the table at the bottom displays the totals by subcode and reference, along with a health indicator to show funds remaining or deficits.

▶️ Click on the Click here for SPAR Details button to navigate to the SPAR Details tab. Clicking

▶️ Click on a Subcode row on the bottom viz will navigate to the Transactions tab.

SPAR Details

in the Expenses by Type and Subcode section to open the Transactions tab.

To show graphs of project health click the Click Here for Summary Balances button.

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titleAdditional Details and Definitions

The Project Overview header displays the following:

  • Project Number

  • Project Title

  • Principal Investigator

  • Award ID (defined by entry in MyFunding or by SPA entry at time of creation)

  • Project Period (total date range of the project)

  • Award Period (current budget period)

  • Funding Agency (funding sponsor)

  • Indirect Cost Method (1, 3, 5, 0) & Indirect Cost Rate (rate as defined in award letter)

  • Account Relationship (Independent, Master, Subaward)

Project financial health visualizations are available by subcode category, click on the colored sections to display the various dollar amounts.

  • Total: (subcodes 5xxx-9xxx)

  • Compensation:  subcodes 5xxx-5999

  • Non-Compensation:  subcodes 6xxx-9xxx (excluding indirect subcodes)

  • Indirect:  subcodes 8350, 8351

  • Calculated Directs Available:  total balance divided by 1 + indirect cost rate

The bottom section, Expenses by Type and Subcode, displays the totals by subcode and reference for Budget, Actualand Encumbrances, along with a funds remaining health indicator (green for funds remaining, red for deficits).

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SPAR Details
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SPAR_details

After navigating to this page from the Project Profile, you will see the current SPAR data period allocations for the selected project . You (or the forecasted allocations from Grants Forecasting based on the selection in Include Grants Forecasting Projections). There a three defined SPAR periods in PRISM (JAN-APR, MAY-AUG, SEP-DEC). You will have the option to filter by Subcode and Reference code.

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titleAdditional Details and Definitions

The SPAR details include the following:

  • Subcode/Reference

  • Employee Name/Number

  • Start Date:  start date within the period for the percentage amount

  • End Date:  end date within the period for the percentage amount

  • Award End Date: end date defined in RPA

  • Pay Year Type:  pay frequency, i.

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Transactions

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  • e., 12/12 – works 12 months, paid 12 months

  • Salary Amount:  from HR salary field, does not include summer salary, stipends or supplemental payments

  • Percent Effort: percent effort is not forecasted; only actual distributions

  • Actual Percent: actual percentage distributed to the project

  • Encumbered Salary:  based on Include filter (PBCS Forecasted amounts)

Each column heading can be sorted by clicking on the icon to the right of the column name.

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Transactions
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The Transactions view is currently the high-level detail regarding actual transactions from the project viewed in the Project Profile tab, and the subcode row selected from that view. This tab includes a list of General Ledger transactions from that the selected project and Subcode. From here, you can select other elements of the account string to filter the data by, including adding all Subcodes and reference codes. You can also choose to display completed, projected, or all transactions. Clicking on ‘Click for more details’ will navigate to the Transaction Details tab.

Transaction Details

After navigating to this page by clicking a transaction in the Transactions tab, you will see details including General Ledger, invoice, check, and transaction-specific data (Concur, credit card, PO).subcode. The items in included in the view can be further customized using the drop-down menus in the top row to create views to verify monthly activity across all subcodes to match the current levels, drill into specific subcodes across multiple months to view history or view encumbrances only.

These drop-down options include:

  • Record Type:  All, Completed or Encumbrance (completed are posted GL transactions)

  • Period: GL Period (use All when searching for Encumbrances)

  • Subcode/Reference: only subcodes with data will be displayed

▶️ Clicking on Click for more details to view more detailed information on the Transaction Details tab.

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Transaction Details
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Based on the Transaction line selected in the Transactions tab, the Transactions Details tab will present details for applicable source application such as Payables, Purchasing, PCard and Concur. 

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titleData Notes

  • Transaction details for most transactions are from JUL-14 (FY15) forward. 

  • Concur data is from JUL-19 (FY20) forward.  The Step/Employee Assigned to Step fields are the approval history of the transaction within Concur in descending order.

  • Purchasing details are for those invoices that have been matched to the PO within PRISM.  The PantherExpress import of purchase order data began in April 2019 and thus invoices for PantherExpress orders created before that data would not be displayed or calculated. 

  • There are multiple sections for Invoice, Check, PCard, Purchasing, Concur data to allow for a user-friendly consolidated view, however not all sections apply to GL transaction details and thus some sections may be blank.  For example, when looking at details for Po Encumbrance detail, sections for GL Detail, Invoice and Check will be blank and you will need to scroll to the PO Details section. 

  • In check details, when the vendor is an employee and the check number is 10 characters and begins with a 1, the payment was via a direct deposit to the employee’s designated payroll bank account.

  • A PO based transaction can have multiple invoices and thus all will be displayed to give a consolidated view of the current and past activity on one purchase order.

  • The PO encumbrance is calculated from the quantity and unit price.

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What is the source of this information?

There are many sources of data for this dashboard:

  • General Ledger Mart

  • Panther Express

  • Concur

  • PBCS Grants Forecasting

  • PRISM

All data are updated in the early morning with the previous day’s data. The dashboard refresh is usually completed by 9:30am each day.The data sources include:

  • PRISM (Pitt’s Real-time Integrated Solution for Management), which comprises:

    • General Ledger

    • Accounts Payable (invoice and payment information)

    • RPA (Research Proposal and Accounting information)

    • PCard (purchasing card transactions)

    • SPAR (Salaried Personnel Activity Report, which includes labor distributions for salaried staff)

    • Purchasing (includes PantherExpress orders)

  • PittWorx: Employee roster and TEAM

  • PBCS (Oracle Planning and Budgeting Cloud Solution) Grants Forecasting data, which captures encumbrance forecasts for compensation and non-compensation expenses for those who use the tool. PBCS is also known as Enterprise Performance Management (EPM)

  • PERIS™ My Funding (Pitt Electronic Research Information System)

  • Concur, which captures travel & business expense reports

The data is refreshed with posted general ledger transaction information everyday around 9:30 am, such that changes made in the system today will not appear until the next business day. Many views contain current actual account balances, projected account balances and remaining amounts based on the budget period of the grant.  There are drill-down capabilities for multiple transaction types from the various sources. 

NOTE: Monthly payroll dollars are costed as part of the month end closing process and thus are not available until the beginning of the next month. 

How do I get access?

You will automatically have access to this dashboard if you have GL Mart Access. You will see all departments that contain an 05 grant account that you have access to.

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