Project and Award Searches

Transcription

1 Project and Award Searches Contents Find Awards/Projects Search... 2 Award Page... 4 Project Inclusion... 4 Financials... 5 Summary View... 5 Calculator... 7 Projects View... 7 Period Summary... 8 AR... 8 Personnel... 9 Award Modifications... 9 Requirements Cost Share Documents WISPER Project Page Navigation Financials Highlight F&A Account Codes Personnel Award Modifications Requirements Edits Cost Share Documents WISPER

2 Find Awards/Projects Search The Find Awards/Projects search is the primary source for researching and reporting transactional data which rolls up by the use of projects. Searches can be run to find all awards for a particular department, a specific PI, or a combination of other search criteria. The below example illustrates use of an Award ID to search. Pay attention to the Project Status selection. The default setting is to filter out projects that have a status equal to or below 4-Hold - Reject all transactions. This can be changed to return a different status, or left blank to return all statuses. 2

3 The search results will look like the screen below: & Page Elements 1. The data view can be changed using the Balance Type and Financials as of dropdowns. 2. The data displayed can be reordered by clicking on the column headings. 3. Projects can be added by individually checking the In My Projects check boxes, or all projects can be added by clicking on the Add all to My Projects button. 4. The search results can be pinned using the Pin to Dashboard option. 5. The search results can be exported to Excel. 6. Clicking on Investigator name runs a search for all awards for that investigator. 7. Clicking on Dept runs a search for all awards for that department. 8. To view Award level data, click on MSN number of award. 9. To view project level data, click on project number. 3

4 Award Page Clicking on the MSN number will open summary information at the award level. From this page, you can pin the award to your dashboard, add the award to your My Awards collection, or export the data. Project Inclusion By default, this view will include data for all of the projects under that award. In this example, the award includes 5 projects. Clicking on All 5 Selected will allow the user to change the selection of projects included in the award view (see below). The project in the darkest font (AAC8911) is the primary project for the award. Those in lighter gray font (AAC8914) are projects that are no longer in open status. In the example below, the project status for AAC8914 is Closed Adjustments only. Users can also utilize Period selectors to view data within a specified period. In the example, we are viewing all data since the inception of the award through July

5 Financials Summary View The Financials tab displays award level information for the projects and period selected. There are three major views available; the default view is Summary, which displays combined financial data for all projects on the award. The columns include the total cumulative budget for the award, the Month-to-Date (MTD) expenses, the total posted (Actuals) expenses for the selected period, any encumbrances and the balance. All values in blue are hyperlinks, which, when the value is a number, allow the user to drill into transaction level detail for those amounts. 5

6 By default, the data is displayed with the Budget Category setting, but this can be changed to exclude encumbrances or to show direct dollar amounts only. To see financial information displayed with more detail in the summary, move the detail slider to the right. When the slider is all the way to the right, row level data is grouped by account code under each category. 6

7 Calculator Clicking on the calculator button on the upper right, offers an option to run a total from the amounts in the summary. In the example below, the calculator has been enabled, and the academic salary account codes are included. The amounts are included in a sum, and are averaged. To run another calculation, the user can click on the Clear, and then select new amounts. Projects View The default view under the Financials tab is the Summary view, but the view can be changed to Projects by clicking on that option within the Financials tab. This view is helpful to see all projects separately instead of combined into the award summary. The same Budget Category selections are available for the user when using the Projects view. 7

8 Period Summary The Period Summary option combines activity by month for the award or selected projects. Again, all dollar values in blue are hyperlinks, which allows the user to drill into more detail on those amounts. Additionally, the calculator option is available for on-page calculations. AR The AR tab contains accounts receivable information for the award. Users can refine their search using the check boxes to view open AR, closed AR, or all AR created for that award when both are checked. There is no AR tab at the project level. 8

9 Personnel The Personnel tab has salary and stipend information paid from the award. At the award level, information for all projects is included. The below example is an award level view, so we see lines for two projects. Award Modifications The Award Modifications tab lists changes to the award, such as funding increases, decreases, no-cost extensions, or future funding entries. The below example shows a funding change and a future funding entry. This tab is the same at the award and project levels. 9

10 Requirements The requirements tab contains the Terms and Conditions section for the award as well as applicable certifications. This section may include Equipment Title designation (with UW or with Sponsor), or outline special invoice instructions. Information on the Requirements tab is the same at the award and project levels. The Terms and Conditions section is not all inclusive. Refer to the award documents for full Terms and Conditions. Cost Share The Cost Share tab displays the payroll cost share schedule for a project followed by a calculation of the cost share expenditures. Values in blue are hyperlinks to drill into transaction detail for their respective amounts. 10

11 Documents The Requirements tab contains Terms and Conditions as well as any applicable Certifications. Terms and Conditions may include equipment title designation (with UW or with sponsor), or may contain special invoice instructions. The Requirements tab is the same for awards and projects. Note: The Terms and Conditions tab is not all inclusive. Refer to the award documents for full terms and conditions. WISPER The WISPER tab lists records created in conjunction with the award. This tab is the same at the award and project levels. 11

12 Project Page Navigation The search results, below, display a row for each project in an award. To view the projects details click on the hyperlink: For awards with one project, such as MSN208339, seen below, the search opens directly to the award summary page. Click on Projects, then the project hyperlink to open the project summary view. 12

13 Financials The Financials tab at the project level is similar to the award level. A project can be pinned to the dashboard, added to a My Projects collection, or exported using the link in the upper right. The Award Summary page can be viewed by clicking the gray icon then clicking on the Award ID hyperlink. 13

14 Highlight F&A Account Codes WISER offers an easy way to view F&A exclusions in project search. Click on, then verify F&A Exclusions is checked. If you are viewing summarized data, you may see no difference initially. A category will only be highlighted if ALL accounts within are F&A exclusions. Categories with a mix of normal and excluded accounts, such as Other Expenditures, will not be highlighted at a summarized level, so it is important to adjust the slider appropriately before checking F&A exclusions.to do so, move the Detail slider all the way to the right to view the greatest detail. The below example shows the default summarized level where only Equipment and Tuition and Fees are highlighted. 14

15 When the slider is set to the most detail, some excluded accounts can be seen in Other Expenditures. This would not be clear if viewed at a summarized level. Personnel At the project level, the Personnel tab lists all salary and stipend information paid from the project. Note the lack of a Projects column on the left of the data. 15

16 Award Modifications The Award Modifications tab lists changes to the award, such as funding increases, decreases, no-cost extensions, or future funding entries. The below example has a funding change and a future funding entry. The information on this tab is the same for awards and projects. Requirements The Requirements tab contains Terms and Conditions as well as any applicable Certifications. Terms and Conditions may include equipment title designation (with UW or with sponsor), or may contain special invoice instructions. The Requirements tab is the same for awards and projects. Note: The Terms and Conditions tab is not all inclusive. Refer to the award documents for full terms and conditions. 16

17 Edits The Edits tab contains valid funding string combinations for the project. These are the chart field elements which can be used when purchasing supplies, creating purchase orders, setting up salary payments, or creating journals for the project. A project will have one valid fund, but it could have multiple valid departments or programs. In the below example, only department and program 4 are valid. This tab is only available at the project level because edits to different projects within the same award do not have to be the same. Cost Share The Cost Share tab displays the payroll cost share schedule as well as the resultant cost share expenditures. Not all projects have cost sharing so this tab may be blank. 17

18 Documents The Documents tab is the same for awards and projects, and has attachments within the Sponsor Billing Invoices and Other Documents sections. Sponsor Billing Invoices has invoices while the Other Documents section has sponsor provided award notices, modifications, budgets, subaward information, as well as other relevant documentation. WISPER The WISPER tab is the same for awards and projects. It lists records created in conjunction with the award. 18