The Program Portfolio Report provides summary General Ledger (GL) and projections data for multiple Project-Activity Period-Dept IDs and includes enhanced report filters that allow increased flexibility in defining dates and data parameters. These features allow reporting on an entire program of Projects that span multiple Principal Investigators (PIs) and/or multiple Dept IDs. This step-by-step guide explains how to filter and run the report.
What Can I Learn from the Program Portfolio Report?
- Search for projects to build “programs” by any combination of one or more Award/Parent IDs, Projects, Dept IDs, or PI/Managers
- Filter the report to:
- Include only Sponsored, Non-Sponsored, or All Projects
- Include or exclude Inactive or Pending Project-Activity Periods
- View Direct and Indirect Costs, or Direct Costs only
Report Date Filters
The default date for the Program Portfolio 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, Non-Sponsored Projects only, or Include All Projects .
- 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. - Uncheck the box if you do not wish to Include Pending Project-Activity Periods .
- Check both boxes to include both inactive and pending.
- Check the box to Include Inactive Project-Activity Periods .
- Choose optional Display Options (liens show by default) .
- Choose whether you want to see both Direct and Indirect Costs (default) or Direct Costs Only .
- 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 Project-Activity Periods related to that PI will be populated) .
- 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 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
- The Program Portfolio Report allows you to further refine your report using the Sort 1 and Sort 2 options:
- Click the Sort 1 drop-down and select the first value from the list .
- If desired, select a second grouping from the Sort 2 drop-down .
- Click Update .
- Your report is refreshed and now displays data in your chosen groups with subtotals.
- You can also add PI details and/or liens:
- Click Show Liens and/or Show PI Details checkboxes .
- Click Update to add Liens and/or the Award and Project PI .
- Click an underlined blue link to see additional details in the Transaction Detail Report (TDR) (displays 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 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 does not display Project 1111111.
- For easier navigation, close your browser tab/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.
- The MyFavorites functionality allows you to save and retrieve frequently used filter criteria. See the Managing and Scheduling MyFavorites in MyReports job aid for instructions on saving report parameters to MyFavorites, and how to select and run a saved Favorite.
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.