The Project Summary Report displays summary level General Ledger (GL) and projection data for the Project chartfield. The report can be run for single or multiple Projects. This step-by-step guide explains how to filter and run the report.
What Can I Learn from the Project Summary Report?
- Offers a Project-based view.
- View Sponsored Balances with Budget, Expenses, and Other Changes.
- View Non-Sponsored Net Position with Beginning Net position, Revenues, Expenses, and Other Changes.
- View multiple Projects in one report, however Sponsored and Non-Sponsored Projects cannot be run in the same report.
Report Date Filters
The default date for the Project Summary Report is the current open month. Use the Report Date as of drop-down to select a previous month, if desired.
Report Specific Filters
- Choose to include Sponsored Projects only or Non-Sponsored Projects only (you cannot choose both Sponsored and Non-Sponsored Projects in one report) .
- Choose additional options for Project-Activity Period (optional):
- Check the box to Include Inactive Project-Activity Periods .
Note: Active/Inactive is based on the current status of the Project-Activity Period, not on the report dates selected.
- Check the box to Include Pending Project-Activity Periods (Default) .
- Check both boxes to include both inactive and pending.
- Check the box to Include Inactive Project-Activity Periods .
- Choose whether you want to see both Direct and Indirect Costs (default) or Direct Costs Only .
- If you want to hide Liens, uncheck the box. You can also show or hide Liens within the report view .
- Choose the Account Level to display (defaults to Account Level D) :
- You can also change the Account Level in the report view.
- You can also change the Account Level in the report view.
- Select the Project-Activity Period-Dept ID-Project Desc/Nickname. Enter search terms in any of the available fields (Award/Parent ID, Project, Dept ID, or PI/Manager). When you begin entering the search term, valid choices display. Select a value from the list by clicking it .
- To add the results of the selected search term:
- Click the Add button to enter all results based on the search term into the Project-Activity Period-Dept ID-Project Desc/Nickname box (e.g., if you enter a PI and click the Add button, all Projects related to that PI which match the criteria set in the Report Date Filter and Report Specific Filters are inserted) .
- All results based on the filter display in the Project-Activity Period-Dept ID-Project Desc/Nickname box. You may remove any unwanted results to complete your programmatic grouping. To do this, click on the item(s) (CTRL/command + Click to select multiple) and then click the Remove button. Repeat this step as necessary to remove all unwanted results before running the report .
- To add results from multiple searches, repeat and . When complete, perform to remove unwanted values from the list.
See the Filtering and Running Reports in MyReports job aid for additional information and tips & tricks for using the filters to configure your report.
Report Output Selection
- In addition to the report output selections of On Screen HTML (default), PDF, and Excel , you can choose Unformatted Data.
- The Unformatted Data output returns an Excel file that has no special formatting and a single row for column headings, making it the best source for pivot tables and other advanced spreadsheet analysis.
- Select your desired report output and click the Run Report button .
In both Excel outputs (standard Excel and Unformatted Data), the workbook will contain at least two tabs. The first tab/sheet always displays the entered filter criteria. The second tab/sheet displays the data and differs depending on whether you selected standard Excel or Unformatted Data.
Working in the Report View
Both the Sponsored Projects View , and the Non-Sponsored Projects View , allow you to change the Account Level and Show or Hide Liens in the report:
- Use the Account Level drop-down to select the desired level .
- Check the Show Liens checkbox to show liens or uncheck to hide liens .
- Click Update to refresh the report .
Tips and Tricks
- Active/Inactive Project-Activity Periods are displayed based on the current status of the Project-Activity Periods selected, not on the Report Date Filter values entered. For example, if you run a report today for an Actuals Through Date of a year ago, the Project-Activity Periods included will be based on their status today not on their status one year ago.
- A Project is classified as “Sponsored” based on the Fund. All Funds under the Fund tree node 400C and Funds 4900 and 1810 are classified as “Sponsored.” All other Funds are “non-Sponsored.”
- This report does not display Project 1111111.
- For easier navigation, close your browser tabs/windows (usually the result of drilling through to another report) when you have completed reviewing and/or exporting the information.
- UPlan (Hyperion) data is not available in Faculty Portfolio reports.
- Sponsored Awards with a zero balance as of June 30, 2013 were not converted to the new Chart of Accounts and are not available in Faculty Portfolio Reports. Use WebLinks if you need financial information on these awards.
Additional Information and Assistance
- More information about MyReports, including how to request access and additional training, can be found in the MyReports section of the Controller’s Office website.
- If you require help with a technical problem or have a question about a specific report, contact the Controller’s Office Solution Center at [email protected] or 415.476.2126.
- To stay informed about MyReports news, follow the directions on the MyReports section of the Controller’s Office website to join the MyReports ListServ.