[ BEN Financials ]
130.ORG: PI Report By CNAC/ORG/FUND
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Last Updated: 09/07/01
Report Description:
This report provides a summary of grant/contract project activity as
of a specified accounting period. The display format for this report
was designed specifically for a Principal Investigator rather than for
a departmental business administrator. It was designed to provide the
PI with a current status of a particular grant fund. The report
provides project-to-date information on budgets, encumbrances, and BBA
as well as current month activity for actuals. For this report,
information is provided for expense only; no revenue balances are
displayed.
Please note that this report
can not be used to report on any
other funds except grants & contracts. In addition, the 130.ORG
report can only be used to report on "active" grants/contracts. In
this context, an "active" grant/contract is defined as one which meets
the common criteria specified in Section 1.4, Active vs Expired
Accounts. If the grant is considered "inactive" by that common
definition, it will not be included on the output for the report.
The report uses a matrix format. The balances are used to create the
columns and are read from left to right. The rows represent the
object code, or group of object codes, associated with the balances.
The sort order is controlled by a combination of page breaks and
report templates. Specific information regarding page-breaks, sort
order and templates for this report is described below.
The companion detail report to 130.ORG is 150.ORG: Detail By
CNAC/ORG/FUND.
Report Break:
The report break determines the page-break, the first level of sort
order, and the level of aggregation for the report.
In Report 130.ORG, information is summarized and the report has page
breaks at the CNAC/ORG/FUND level. This means that, within a given
CNAC/ORG/FUND, expense activity is summarized across all programs and
C-refs for that same CNAC/ORG/FUND combination and each unique
CNAC/ORG/FUND combination will result in a new page. All page-break
combinations will be presented in ascending order (that is, the lowest
combination of values to the highest).
Example:
Assume reporting on all funds for two ORGs (0102 and 0103) within CNAC
020.
Within CNAC/ORG 020/0102, funds will be listed in ascending order; a
page break will occur every time the fund changes. Another page break
will occur when the ORG changes from 0102 to 0103. The funds will
start over and be displayed in ascending order.
| Combination |
Explanation |
| 020/0102/521234 |
first page |
project activity summarized across all programs and c-refs for
ORG 0102 and FUND 521234
| 020/0102/
521245 |
page break, new fund, same CNAC/ORG |
project activity summarized across all programs and c-refs for
ORG 0102 and FUND 521245
| 020/
0103/520005 |
page break, new ORG, new fund |
project activity summarized across all programs and c-refs for
ORG 0103 and FUND 520005
| 020/0103/
521890 |
page break, new fund, same CNAC/ORG |
project activity summarized across all programs and c-refs for
ORG 0103 and FUND 521890.
Sort Order:
As mentioned above, the first level of the sort order is determined by
the page-break. In this case, the first level of sorting is at the
CNAC/ORG/FUND level. The second level sort, how the object codes are
ordered, is determined by the Report Template. In addition, the
template determines the sub-totals on the report. The template used
by this report is described below.
Report Template:
Report templates are used to create the rows on the report. The
template determines the order of the rows (e.g., academic salaries
followed by administrative salaries), the group of object codes to be
included in each labeled row (e.g., the row labeled "Travel: Domestic"
includes object codes 5200, 5201, 5204, and 5206), and the level of
sub-totaling.
The following is an example taken from Template #3 to demonstrate its
use:
| Object Category (report row label) |
Object Code Range |
| Expenses |
|
| Total Academic Salaries |
501x-505x |
| Total Administrative Salaries |
510x-518x |
| Employee Benefits: Full Time |
5190 |
| Employee Benefits: Part Time |
5191 |
| Employee Benefits: HUP |
5192 |
| Total Compensation |
Sum of the above. |
The 130.ORG report uses Template #3. In this report, balances for all
of the object codes within a given labeled row are summed and the sum
is printed for that row; balances are not displayed for each of the
individual object codes included in the row. If the balance for a
particular row is zero, that row will be suppressed and will not
appear on the report. For a complete breakdown of Template #3, see
the Template section of this document.
Parameters:
For guidelines on how to use report parameters, please refer to
section 6. Report Parameters.
Report Heading:
The report heading includes the following information:
- Report Break
Indicates the chart of accounts segments used to create the report
break. In this case CNAC/ORG/FUND is the break.
- Accounting Period
Indicates the accounting period for which information is being
reported. Accounting period is specified as a parameter when the
report is requested.
- Format Dr (Cr)
Indicates how the debits and credits are displayed on the report.
- CNAC/ORG/FUND
Next to this label, the values of the CNAC/ORG/FUND combination are
displayed.
- Description
The alphabetic descriptions associated with the CNAC/ORG/FUND values
are provided.
- Primary PI
The name of the primary principal investigator associated with this
fund.
- Account Start
The initial start date of the grant/contract will be displayed.
Freeze Status: Displays the Freeze Status of the fund as of the date
and time the report was executed.
| Not Frozen |
NONE of the transaction sources are currently frozen for this
grant. |
| Partially Frozen |
At least one, but not all of the transaction sources are
currently frozen for this grant |
| Fully Frozen |
All of the transactions sources are currently frozen for this
grant. |
| Fund Disabled |
The fund is disabled; its freeze status is irrelevant. |
- Sponsor
The Code and Name of the Sponsor funding the award will be displayed.
- Current Budget End
The date displayed here represents the end date on the current
contract for this grant.
- Anticipated Account End Date
The anticipated end date for this project will be displayed.
Report Columns
From left to right, the report columns will provide the following
balances:
- Total Project Budget: The balance in this column is the total
project-to-date budget from the beginning of the grant up to and
including the specified accounting period.
- Total Project Actuals As Of Last Month: The balance in this
column reflects the project-to-date actuals as of the end of the
previous month. The balance listed here should match the amount shown
in the Total Project Actuals column from this same report run for the
previous month.
- Current Month Actuals: the balance in this column will contain the
net
activity for the specified accounting period.
- Total Project Actuals: The balance in this column will contain the
total project-to-date actuals from the beginning of the grant up to
and including activity in the specified accounting period. The
balance in this column should equal column 2 (Total Project Actuals
As Of Last Month )+ column 3 (Current Month Actuals).
- Total Project Outstanding Encumbrances: The balance in this column
represents all outstanding encumbrances including encumbrances from
the specified accounting period.
- Total Project Budget Balance Avail(Deficit): This is a calculated
column. It represents the amount of operating budget dollars that
have not been spent nor encumbered. A positive amount here indicates
dollars available, while a negative amount indicates a budget
overdraft. The column is calculated as follows:
Total Project Budget - (Total Project
Actuals + Encumbrance)
Last Page Of The Report
On the last page of every report two pieces of important information
are provided: Report Parameters and Report Break - Resolved
Parameters.
- Report Parameters
The parameters used to request the report are printed on the last page
as confirmation of what was requested. If the account combinations
returned to you in the report are not what you expected, the report
parameters list is a useful first place to start. At a minimum, you
can verify the range of values you provided at the time you submitted
the request.
- Report Break - Resolved Parameters
The list provided here represents the list of values within the range
you provided as Report Parameters that passed security verification.
When a report is submitted, ORGanization parameters that were provided
are compared against your BEN Financials security profile. All ORGanizations
in the range that match your profile will be returned to you in the
report.
This is a good second place to look if you did not get the results you
expected. Compare the list of ORGanizations in this list against the
parameter range you provided. If an ORGanization is missing, chances
are it does not exist in your security profile.
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