The Award/Parent Summary Report displays summary level General Ledger (GL) and projection data for Project Award/Parent IDs. The report runs for Award/Parent ID(s). This step-by-step guide explains how to filter and run the report.
What Can I Learn from the Award/Parent Summary Report?
- Offers an Award-based view with all Award/Parent ID children displayed:
- Award ID refers to Sponsored Projects and Parent ID to Non-Sponsored Projects.
- 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 Award/Parent IDs in one report, however Sponsored and Non-Sponsored financial activity cannot be run in the same report.
Report Date Filters
The default date for the Award/Parent 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 do not want to display Liens, uncheck the box. You can also show and hide Liens in the report view .
- Choose the Account Level to display .
- You can also change Account Level in report view.
- Select the Award/Parent ID-Activity Period-Dept ID-Award Descr/Parent 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 Award/Parent ID-Activity Period-Dept ID-Award Descr/Parent Nickname box (e.g., if you enter a PI and click the Add button, all Awards 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 Award/Parent ID-Activity Period-Dept ID-Award Descr/Parent 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 prior to 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 criteria.
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
- Change the Account Level in the report view using the drop-down menu .
- Check or uncheck the Show Liens checkbox and click the Update button to show/hide Liens .
- Clicking on a Project hyperlink, opens the Project Summary Report for the selected project in a new tab/window .
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.