The Faculty Portfolio (FP) Monthly Report displays monthly Actual financial information by Project-Activity Period-Dept ID. Sponsored Projects include Budget and Actuals. Non-Sponsored Projects include Revenues, Actuals, Expenses, and Net Position. Options include a choice of faculty or analyst report view. This step-by-step guide explains how to filter and run the report.
What Can I Learn from the Faculty Portfolio Report?
- Search for Projects by Award/Parent ID, Project, posting level Dept ID, and/or PI/Manager.
- View running Sponsored Balances with Budget, Expenses and Other Changes.
- View Non-Sponsored Current Net Position with Beginning Net Position, Revenues, Expenses, and Other Changes.
- Choose from a more summarized Faculty view or more detailed Analyst view.
Report Date Filters
The Faculty Portfolio Monthly Report requires users to choose either a 6-Month or 12-Month (default) view. The beginning of the 6 or 12 - month period is set using the Starting in filter (defaults to July of current fiscal year):
Report Specific Filters
- Choose to include either Sponsored or Non-Sponsored Projects (you cannot choose both in one report) .
- Choose additional options for Project-Activity Period (optional).
- Check the box to Include Inactive and/or Pending Project-Activity Periods (Active/ Inactive based on the current status of the Project-Activity Period, not on selected Report dates) .
- Check both boxes to include both Inactive and Pending.
- Choose whether to see both Direct and Indirect Costs or Direct Costs Only .
- Choose the desired Report View .
- Faculty View provides groupings and headers for both Faculty and Staff Salary and Benefits. No chartfield values are displayed.
- Analyst View provides greater control in choosing the elements displayed including Account level, chartfield values, Employees, and Percent of Effort.
- Hover over the Report View heading for a pop-up description of the views.
- Display Options differ based on the Report View selected, and can also be changed within the report view:
- In Analyst View, use the checkboxes to include or exclude any display .
- In Faculty View, you can only choose to Hide/Show Liens; Employees cannot be hidden .
- Choose the Account Level to display, which can also be changed within the report view .
- Analyst View defaults to Account Level D.
- Faculty View defaults to Account Level B for Personnel and C for Non-Personnel.
- Select the Project-Activity Period-Dept IDProject 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 matches display using type-ahead functionality. Select a value from the list by clicking it .
- 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 selected in steps 1 and 2 are inserted) .
- All results based on the filter are entered into 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 prior to running the report .
- To add results from multiple searches, repeat and . When complete, perform to remove unwanted values from the list.
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
You can change the Account Level displayed using the drop-down menu located in the upper right of the report header .
Column display choices:
- (Analyst view only) You can choose to hide or Show Project, Activity Period, Fund, Dept ID using the checkbox in the right of the header. To hide, uncheck the box and click Update .
- (Analyst view only) You can choose to hide or Show Employees and Percent of Effort. To hide, uncheck the box and click Update .
- (Both Analyst and Faculty Views) You can choose to hide or Show Liens. To hide Liens, uncheck the box(es) and click Update .
- Click an underlined blue link to see additional details.
- Linked amounts display in a Transaction Detail Report (TDR) in a new tab/window .
- Click an underlined blue Account/Employee to open a Payroll Detail by Month Report for the corresponding Project-Activity Period-Dept ID in a new tab/window .
Tips and Tricks
- In Faculty View, personnel expenses are grouped based on the Account levels of the report with the subtotal of all personnel expenses.
- Inactive/Pending 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 for a prior/closed Fiscal Year today, the Project-Activity Periods included will be based on their status today and not the status of the prior or closed FY.
- This report does not display Function or Flexfield.
- Figures within brackets, e.g. (6,088) are considered unfavorable results (subtract from balance), and those not in brackets are considered favorable results (add to balance).
- The Faculty Portfolio Monthly Report is unique from other Faculty Portfolio reports as Other Changes in Sponsored Projects are not normalized, but rather the sign appears as it does in PeopleSoft.
- UPlan (Hyperion) data is not available in Faculty Portfolio reports.
- Sponsored Projects with a zero balance as of June 30, 2013 were not converted to our current chart of accounts and are therefore not available in the Faculty Portfolio reports. Use WebLinks to view information related to these projects.
- Project is considered to be “Sponsored” based on the Fund. All Funds under the Fund tree node 400C and Funds 4900 and 1810 are considered to be “Sponsored.” All other Funds are “Non-Sponsored.”
- This report can be run for single or multiple Projects. To run a report for an Award/Parent ID instead of a Project, run the Award/Parent Summary Report.
- For easier navigation, close your browser tabs (usually the result of drilling through to another report) when you have completed reviewing and/or exporting the information.
- Percent of Effort is only available in Analyst View.
- Note: Percent of Effort for Bi-Weekly employees is calculated based on 160 working hours for fiscal periods with 2 pay events, and 240 working
hours for fiscal periods with 3 pay events. - Refer to the reference guide for a list of the Biweekly Working Hours and Percent of Effort Factors used by MyReports. A link to the reference guide is also available on the report filter page.
- Note: Percent of Effort for Bi-Weekly employees is calculated based on 160 working hours for fiscal periods with 2 pay events, and 240 working
- This report does not display Project 1111111
- Changing between Sponsored and Non-Sponsored after you have entered Project-Activity Periods will clear the previously entered Project-Activity Period-Dept ID. You will receive a warning message. Click Yes to continue or No to cancel.
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.