Description

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.

• What is 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?

Basic Usage

This dashboard has three tabs that can act as a starting point: Department Overview, Investigator Overview, or Master Account Profile. The other tabs will show no data until one of the three mentioned tabs are used for navigation. Navigation between tabs occurs by clicking different items, and will be described in more detail below.

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

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

Department Overview

This tab will show all departments you have access to, and 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 on a department row will 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 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 on an investigator row will navigate to the Investigator Profile tab.

Master Account Profile

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

After navigating to this page from the Department Overview, you will see data on the active awarded projects on the top half of the screen, and data on proposals at the bottom half of the screen. There are some additional filters for the proposals: Primary Investigator, Proposal Status, and Award Status. Clicking 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.

Investigator Profile

After navigating to this page from the Investigator Overview, you will see data on the PI’s active awarded projects on the top half of the screen, and data on proposals at the bottom half of the screen. There are some additional filters for the proposals: Proposal Status, and Award Status. Clicking 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.

Project Profile

After navigating to this page from either 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 navigate to the SPAR Details tab. Clicking on a Subcode row on the bottom viz will navigate to the Transactions tab.

SPAR Details

After navigating to this page from the Project Profile, you will see SPAR data for the project. You will have the option to filter by Subcode and Reference code.

Transactions

After navigating to this page by clicking a Subcode row on the Project Profile, you will see a list of General Ledger transactions from that 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).

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.

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.

You can request GL Mart access through the Federated Authorization form. More information can be found here: Federated Authorization Community.