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Fiscal Panther: Grants Administration

Fiscal Panther: Grants Administration

Owned by Sarah Vinski (Unlicensed), created
Last updated: Oct 24, 2024 by Brandi Belleau
11 min read

Description

Fiscal Panther Grant Administration is a 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. Answer questions like:

  • 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

To start using this dashboard, open one of the following three tabs: Department Overview, Investigator Overview, or Master Account Profile. Data on other tabs are populated based on selections made on one of these tabs. Those other tabs will show no data unless you navigate to it using one of the first three mentioned tabs. Navigation 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.

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

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 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 to navigate to the Department Profile tab.

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

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.

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

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

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

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.

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

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Investigator Profile

After navigating to this page from the Investigator Overview, you will see data based on the 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, 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.

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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