University of Alaska Statewide Financial Systems User Documentation PROJECT ADMINISTRATION
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1 University of Alaska Statewide Financial Systems User Documentation PROJECT ADMINISTRATION
2 PROJECT ADMINISTRATION Table of Contents 2 Table of Contents Project Administration...3 Project Administration Reporting...4 DSD Query Menu Login... 4 Category / Stored Query Selection... 5 Report Details... 6 Grant Summary... 8 Inception to Date Reporting... 9 Property List Reporting Download to Excel Labor Reporting Download to Excel Other Report Features... 26
3 PROJECT ADMINISTRATION Project Administration 3 Project Administration Project Administration Reporting allows Principal Investigators and Administrators to view details on their projects. This tool is a web interface to the Decision Support Database (commonly referred to as DSD, RPTS, or data warehouse). A web browser that supports HTML frames and JavaScript is required to access Project Administration. In addition, Project Administration uses the internet network connection when submitting query requests and thus must be internet-connected. Security access requires that Project Administration users have a valid University of Alaska RPTS database account (user id) and a QMenu web code (password). This documentation was written using the Microsoft Internet Explorer web browser. If another web browser is used, the described steps may vary slightly due to browser-specific steps.
4 PROJECT ADMINISTRATION Project Administration Reporting 4 Project Administration Reporting This report is run to display project information for the logged in ID. DSD Query Menu Login A1. Initiate a web browser (i.e. Internet Explorer or Netscape) A2. Navigate to qmenu.alaska.edu A3. The cursor defaults on the USERID field. Enter the user id. <Next Field> A4. The cursor moves to the WEBCODE field. Enter the user password and click <Login> or depress the <Enter> key. Enter user id and password
5 PROJECT ADMINISTRATION Project Administration Reporting 5 Category / Stored Query Selection B1. The QMenu Report Selection fields are displayed at the top of the page. Click the down-arrow to select from the drop-down box B2. Under the CATEGORIES drop-down selection, choose Administration Project. The <Project Administration> link is displayed to the right. Click the <Project Administration> link B3. Click <Project Administration>. Do not choose Project Administration from the STORED QUERIES drop down selection. If so, an ACCESS DENIED error message will be displayed.
6 PROJECT ADMINISTRATION Project Administration Reporting 6 Report Details C1. A separate window is displayed which details the grants associated with the logged-in ID. These funds are less than 90 days old. The horizontal line separates funds less than 90 days old from those that are older than 90 days. The same is true for the grant display. Red text indicates that the grant has expired but is still active. This grant is also older than 90 days. Refresh Date indicates how current the data is
7 PROJECT ADMINISTRATION Project Administration Reporting 7 C2. This report provides a wealth of information about the grants and funds for the requested ID as well as direct links to additional reports. A grant or fund title displayed in bold indicates that the grant or fund will expire within the next 90 days. A grant or fund title displayed in red indicates that the grant or fund has expired but has an active STATUS. A grant title displayed in green indicates that the grant does not have a PROJECT END DATE defined. A fund title displayed in green indicates that the fund does not have a TERM DATE defined. A horizontal line may be displayed separating the grants (and funds) that are less than 90 days old. The last refresh date is indicated at the bottom of the page.
8 PROJECT ADMINISTRATION Project Administration Reporting 8 Grant Summary D1. To review summary information about the grant, click the grant number of interest. A new web window is initiated and the Grant Summary Report is displayed. D2. The name and title of the personnel assigned to the grant are listed at the bottom of the summary report. To view details of the grants associated with one of the Grant Personnel, click on the Grant Personnel name of interest. The original web window detailing the grants for the logged-in ID is updated with the information about the grants for the selected Grant Personnel. See the Report Details section of this documentation for information about the data displayed.
9 PROJECT ADMINISTRATION Project Administration Reporting 9 Inception to Date Reporting E1. Once the Grants and Funds detail is displayed, inception to date (I2D) reporting can be viewed for a specific grant or fund. Click the <I2D> button to view the Inception to Date report for the grant E2. Click the <I2D> button for the grant of interest. The Grant Budget Inception to Date report is displayed. This report lists all funds attached to the requested grant as well as a grant total summary. The Grant Budget Inception to Date report is part of the QMenu library and can be run independently of Project Administration, if desired. The inception to date report can be run for a specific grant or a specific fund.
10 PROJECT ADMINISTRATION Project Administration Reporting 10 Click a fund to view information for a specific fund code Refresh date indicates how current the data is that is Enter parameters of interest, if desired. The wildcard character (%) can be used
11 PROJECT ADMINISTRATION Project Administration Reporting 11 E3. Click a displayed fund code or enter any of the parameters listed at the bottom of the report for more information. If the wildcard character, %, is entered in the ENTER FUND field, all funds for the grant will be displayed. E4. If the ENTER ORGN field is entered, information for the specified organization code(s) for a fund or the entire grant is displayed, depending on the requested fund parameter. E5. The SORT BY ORGN CODE defaults to FALSE. To sort output by organization code, update to TRUE. E6. To view the report without the heading information and the parameter information at the end of the report, update PRINTER FRIENDLY to TRUE. E7. Once all parameters of interest are entered, click the <Get Summaries for ALL Fund(s)> button. The last refresh date, which is displayed on every page, indicates how current the data is that is displayed.
12 PROJECT ADMINISTRATION Project Administration Reporting 12
13 PROJECT ADMINISTRATION Project Administration Reporting 13 Property List Reporting F1. Once the Grants and Funds detail is displayed, property list (PL) reporting can be viewed for a specific grant. Click the <PL> button to view the Property List report for the grant F2. Click the <PL> button for the grant of interest. The Property List report is displayed. This report lists all property associated with the selected grant. The Property List report is part of the QMenu library and can be run independently of Project Administration, if desired.
14 PROJECT ADMINISTRATION Project Administration Reporting 14 Click <Excel> to download the report into a Microsoft Excel spreadsheet. The refresh date indicates how current the data is that is displayed
15 PROJECT ADMINISTRATION Project Administration Reporting 15 Download to Excel G1. The property list report can be downloaded to a Microsoft Excel spreadsheet. To view the spreadsheet click the <Excel> link displayed at the top right of the report. The spreadsheet is displayed in the web window. Continue with step G2. To download the file directly to Microsoft Excel, right-click on the <Excel> link displayed at the top right of the report. A popup menu is displayed. Click <Save Target As >. A dialog box is displayed while the file is downloaded. Continue with step G3.
16 PROJECT ADMINISTRATION Project Administration Reporting 16 G2. Once displayed in the web window, the report can be saved in Excel format. Click <Save As> from under the <File> menu. G3. The Save As dialog box is displayed.
17 PROJECT ADMINISTRATION Project Administration Reporting 17 G4. First, choose where the file will be saved (i.e. path). Navigate to the directory of interest by double-clicking on a displayed folder or use the drop-down SAVE IN box to navigate. G5. If the spreadsheet was viewed in the web window, choose Microsoft Excel Workbook from the SAVE AS TYPE drop down selection. Otherwise, the SAVE AS TYPE defaults to Microsoft Excel Workbook. Set the path in the SAVE IN field. Update the SAVE AS TYPE to save as an excel spreadsheet. Also name the file in the FILE NAME field. G6. Type the name of the file in the FILE NAME field and click <Save>.
18 PROJECT ADMINISTRATION Project Administration Reporting 18 Labor Reporting H1. Once the Grants and Funds detail is displayed, labor (LBR) reporting can be viewed for a specific grant or fund. H2. Click the <LBR> button for the grant or fund of interest. The Labor Summary report is displayed in a separate web window. Summary information is provided for each fund attached to the grant if the report was requested for a specific grant.
19 PROJECT ADMINISTRATION Project Administration Reporting 19 The social security numbers are also included on the labor summary and labor detail reports. They have been removed from this documentation for security purposes. H3. For more labor details and drill down capability, accept the SUMMARIZE BY PAYROLL default of Yes and click the <Submit> button. The web window is updated with detail information about the requested grant or fund. Detail information is provided for each fund attached to the grant if the report was requested for a specific grant.
20 PROJECT ADMINISTRATION Project Administration Reporting 20 If the labor report is requested for a specific grant, the report is broken down by fund. Refresh date indicates how current the data is that is If the labor report is requested for a specific grant, the report is broken down by fund and the total for the grant is displayed at the bottom of the report.
21 PROJECT ADMINISTRATION Project Administration Reporting 21 H4. The ENTER A DIFFERENT FROM DATE field defaults to 01-JAN-1970 and the ENTER A DIFFERENT TO DATE defaults to the current date. To view the report for a different date range, update the ENTER A DIFFERENT FROM DATE and ENTER A DIFFERENT TO DATE fields to the date range of interest and click the <Submit> button. Dates must be entered in the DD-MON-YYYY format (i.e. 31-MAY-2003) otherwise an error will be displayed. H5. The SUMMARIZE BY PAYROLL defaults to Yes and will display report details with drill down capability whenever the <Submit> button is clicked. To display the report in summary format, update SUMMARIZE BY PAYROLL to No and click <Submit>.
22 PROJECT ADMINISTRATION Project Administration Reporting 22 Download to Excel I1. The labor report for the grant or the fund can be downloaded to a Microsoft Excel spreadsheet. To view the spreadsheet click the <Excel> link displayed on the report. The spreadsheet is displayed in the web window. Continue with step I2. The social security numbers (ID) are also included on the labor summary and labor detail Excel spreadsheet. They have been removed from this documentation for security purposes. To download the file directly to Microsoft Excel, right-click on the <Excel> link displayed at the top right of the report. A popup menu is displayed.
23 PROJECT ADMINISTRATION Project Administration Reporting 23 Click <Save Target As >. A dialog box is displayed while the file is downloaded. Continue with step I3. I2. Once displayed in the web window, the report can be saved in Excel format. Click <Save As> from under the <File> menu.
24 PROJECT ADMINISTRATION Project Administration Reporting 24 I3. The Save As dialog box is displayed. I4. First, choose where the file will be saved (i.e. path). Navigate to the directory of interest by double-clicking on a displayed folder or use the drop-down SAVE IN box to navigate. I5. If the spreadsheet was viewed in the web window, choose Microsoft Excel Workbook from the SAVE AS TYPE drop down selection. Otherwise, the SAVE AS TYPE defaults to Microsoft Excel Workbook.
25 PROJECT ADMINISTRATION Project Administration Reporting 25 Set the path in the SAVE IN field. Update the SAVE AS TYPE to save as an excel spreadsheet. Also name the file in the FILE NAME field. I6. Type the name of the file in the FILE NAME field and click <Save>. I7. The web window which contains the spreadsheet can be closed by choosing <Close> under the <File> menu or by clicking the x in the top right corner of the window.
26 PROJECT ADMINISTRATION Project Administration Reporting 26 Other Report Features J1. When Project Administration Reporting is selected, grant and fund information is displayed for the logged-in ID. To view project administration reporting for another id, enter the ID of interest in the ENTER A DIFFERENT ID field and click the <Submit> button. Enter the ID of interest to view project administration data for another person J2. To view other reports from the grant and fund information window, click on the down arrow next to the REPORTS FOR XXX drop down box, where XXX is the name of the person whose ID is currently displayed (Robinson, Raye Ann G in this example). Click on the down arrow to view list of available reports
27 PROJECT ADMINISTRATION Project Administration Reporting 27 Expired Grants Expiring Grants Expiring Funds Current and Pending Support Other Support Lists grants that are expiring this month, next month, or in two months. Also displays grants that have expired but have an active status. Same as Expired Grants report but does not display grants that have expired but have an active status. Lists funds that are expiring this month, next month, or in two months. Lists all committed support for the id of interest Lists all active, pending, and overlap support for the id of interest With the exception of the Expired Grants report, the reports listed above are part of the QMenu library and can be run independently of Project Administration, if desired. J3. Once selected, the requested report will display in a separate web window.
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