Grants Module 101. A Quick Reference Guide for Inquiry into Grants Contracts and Grants April 2016

Transcription

1 Grants Module 101 A Quick Reference Guide for Inquiry into Grants Contracts and Grants April 2016

2 Table of Contents Adding Pages to Favorites Pages 2-3 Viewing Information on the Award Profile Pages 4-8 Viewing Project Information Pages 9-14 Viewing the F&A Rate for a Project Pages Viewing the Project Budget Pages Designating an Approver When Out of the Office Pages Some Helpful Queries Related to Grant Information Pages Where to find this Quick Reference Guide Page 29 For Additional Questions Page 30 Page 1

3 Adding Pages to Favorites The My Favorites Feature in PeopleSoft allows you to store the most frequently used pages where you can access them in one single click. Determine the pages you would like to store in Favorites and navigate to each specific page. Once you have the page in view on your screen, click on the PeopleSoft Add to Favorites. Page 2

4 Adding Pages to Favorites Click the OK button to add this page to your Favorites. Click the OK button to accept that it has been saved. Click Favorites to see that the page has been added to the My Favorites section. The recently used will always change because it holds the last 5 pages viewed. Page 3

5 Viewing Information on the Award Profile To view information on the Award Profile begin with the following navigation: Main Menu Grants Awards Award Profile On the Award Profile page select USCSP as the Business Unit and type the Project ID into the Project field, then click the Search button. Page 4

6 Viewing Information on the Award Profile Within the Award tab, you can view the Award ID, Award PI, Sponsor, Post Award Administration, Purpose, Award Dates, and Associated Projects. This information comes from USCeRA. Page 5

7 Viewing Information on the Award Profile Click the Funding tab to view the Start/End Date, Funded Amount, Project ID, and Budget Posting Status. Page 6

8 Viewing Information on the Award Profile Click the Resources tab to view the Subrecipient Name. (Note: There may not be a Subrecipient on the Award.) Page 7

9 Viewing Information on the Award Profile Click the Terms tab to view the Reference Award Number (Grant Number) in the Explanation box. The Reference Number is provided by the Sponsor. This number may change and putting it here helps maintain History. Page 8

10 Viewing Project Information To view Project Information begin with the following navigation: Main Menu Grants Awards Project On the Project General page select USCSP as the Business Unit and type the Project ID into the Project field, then click the Search button. Page 9

11 Viewing Project Information Within the General Information tab, you can view the: Processing and Project Status: the status of Project Status is the same as an Active status. Project Dates: the dates of the project. Date/Time Stamp and User Id: the time the project came through the interface or when/who manually entered it. Description: a short description of the Project. Page 10

12 Viewing Project Information Click the Project Department tab to view the data and/or F & A allocation. All come into PeopleSoft under the General Rule of 25% for Facilities, 37.5% for USC, and 37.5% for Departments. Continue to contact the CGA office if you would like to adjust your allocation percentages. Page 11

13 Viewing Project Information Click the Manager tab to view the Project Manager. Every project is required to have a Project Manager, and in many cases this is the project s Principal Investigator. The Project Manager is also the first Approver for expenses. Page 12

14 Viewing Project Information Click the User Fields tab to view the Legacy Department and Fund. The WS DeptFund number is the USCeRA project identifier. Page 13

15 Viewing Project Information At the bottom of any of the Project pages, you can click the Project Team link. On the Project Team page you can view the team and/or approvers for expenses. Page 14

16 Viewing the F&A Rate for a Project To view the F&A Rate for a Project begin with the following navigation: Main Menu Grants Awards Project Activity On the Project Activity page select USCSP as the Business Unit and type the Project ID into the Project field, then click the Search button. Page 15

17 Viewing the F&A Rate for a Project Click the FA Rates tab to view the F&A Rate Information: Institution Rate: created to correspond with the Institution s negotiated rate. Sponsored Rate: most projects will not use this area. Funded Rate: the rate being used for your indirect cost expense. Page 16

18 Viewing the Project Budget To view the Budget for a Project begin with the following navigation: Main Menu Grants Awards Project Budgets On the Project Budgets page select USCSP as the Business Unit and type the Project ID into the Project field, then click the Search button. Page 17

19 Viewing the Project Budget Within the General tab, in the Budget Amounts for Period section, view the Operating Unit, Department, Fund Code, Account, Class, Analysis Type, and Budget Categories and Amounts. Page 18

20 Designating an Approver When Out of the Office To designate an Approver when out of the office begin with the following navigation: Main Menu My System Profile Use the Alternate User section of the page to designate an approver. Page 19

21 Designating an Approver When Out of the Office You can assign alternate users who are part of the workflow process because they have the approver role in PeopleSoft In situations where you will be unavailable, add a user to the Alternate User ID field and enter a date range for when you are not going to be available. The system uses these dates to forward routings to the alternate user. Be sure to click the Save button when you are done. Page 20

22 Some Helpful Queries Related to Grant Information To view all of the public queries available to you use the following navigation: Main Menu Reporting Tools Query Query Viewer On the Query Viewer page search by description, type the query description in the field, and click Search. All of the related queries will appear. Find the one you want to run and click the Run to HTML option. Page 21

23 Some Helpful Queries Related to Grant Information For this presentation we will focus on 5 queries related to Grant Information you may find useful: Page 22

24 Some Helpful Queries Related to Grant Information The query SC_LEDGER_ACTUAL_JOURNALS/SC Ledger Actual Journal can be used: 1. To see F&A revenue for all departments for a project. Populate the highlighted fields, and click the View Results button. Page 23

25 Some Helpful Queries Related to Grant Information You can view the results in PeopleSoft, or export as a CSV file. Page 24

26 Some Helpful Queries Related to Grant Information 2. And to see F&A revenue for all projects in a departmental fund/internal project. Populate the highlighted fields, and click the View Results button. You can view the results in PeopleSoft, or export as a CSV Text file. Page 25

27 Some Helpful Queries Related to Grant Information You can view the results in PeopleSoft, or export as a CSV Text file. Page 26

28 Some Helpful Queries Related to Grant Information The query SC_GM_PI_PROJECTS/Projects Listed by PI can be used to see all projects by Principal Investigator. Search by Project Team and click the View Results button. You can view the results in PeopleSoft, or export as a CSV Text file. Page 27

29 Some Helpful Queries Related to Grant Information The query SC_GM_PI_AWARDS/Awards Listed by PI can be used to see all awards by Principal Investigator. Search by PI Employee ID and click the View Results button. You can view the results in PeopleSoft, or export as a CSV Text file. Page 28

30 Some Helpful Queries Related to Grant Information The query SC_GM_COSTSHARE_SUM_BY_PROJ/Cost Share Summary by Project can be used to see a projects cost share summary. Populate the highlighted fields, and click the View Results button. You can view the results in PeopleSoft, or export as a CSV Text file. Page 29

31 Some Helpful Queries Related to Grant Information The query SC_GM_DEPT_EXP_SUM/Dept. Grant Expense Summary can be used to see all of the grant expenses for one department. Populate the highlighted fields, and click the View Results button. You can view the results in PeopleSoft, or export as a CSV Text file. Page 30

32 Where to find this Quick Reference Guide Page 31

33 For Additional Questions If you have any additional questions please them to This presentation is also available to download on our PeopleSoft Training website. Page 32

34 Thank You! Page 33