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DATA IN…DATA OUT…. Vanessa Peoples Office of the Vice Provost for Research & Graduate Studies Amy Connell General Accounting. OBJECTIVES. Review Data Structure Reporting Tools Web Statement EZQ GMQ Where’s My Cash?. DATA STRUCTURE. Speedtype Usually mirrors purpose - PowerPoint PPT Presentation
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Office of the Vice Provost for Research & Graduate Studies
DATA IN…DATA OUT…
Vanessa PeoplesOffice of the Vice Provost for Research & Graduate Studies
Amy Connell General Accounting
Office of the Vice Provost for Research & Graduate Studies
OBJECTIVES
Review Data Structure
Reporting Tools• Web Statement• EZQ• GMQ
Where’s My Cash?
Office of the Vice Provost for Research & Graduate Studies
DATA STRUCTURE
Speedtype Usually mirrors purpose Auto populates chartfields
Fund – identifies the type of UD funding to which a certain purpose belongs; implies a set of budgetary and accounting rules that pertain to those purposes (eg. OPBAL: Operating Balance; OPBAS: Operating Basic Budget)
Department - identifies the administrative budget unit responsible for the purpose
Office of the Vice Provost for Research & Graduate Studies
DATA STRUCTURE
Program - identifies the origination of revenue or the destination of expenses (eg. INST1: Instruction)
Project ID - identifies contract and grant activities and facilities projects (eg. ARTC37211199000)
Purpose - identifies a discrete block of money used to make expenditures, collect revenue, or track assets and liabilities (eg. PLSC42XXXX)
Source - tags and tracks contract and grant agency information, and capital projects (eg. 33041101: Office of Education)
Office of the Vice Provost for Research & Graduate Studies
Office of the Vice Provost for Research & Graduate Studies
REPORTING FLOWCHART
Grant transactions happen....
General Ledger tables updated in FIPRD
Grants Management tables updated in FIPRD
FIPRD tables copied to FIRPT Query tables/views overnight
General Ledger data found in:
UOD_BALANCESUOD_TRANS_DTL
• EZQs
Grants Management data found in:
UOD_PROJ_RES_VW UOD_PRJ_VW UOD_PRP_ATRB_VW UOD_PRP_BUD_VWUOD_AWD_ATRB_VW UOD_PROJ_FUND_VW
•GMQs
Office of the Vice Provost for Research & Graduate Studies
EZQ’s
Row level security by purpose
Provides purpose fund balances and transaction details
Purpose is “king”
2 main tables UOD_TRANS_DTL UOD_BALANCES
Office of the Vice Provost for Research & Graduate Studies
GMQ’s
Row level security by DeptID or purpose
Provides project balances, project transaction details, proposal and award data
Project is “king”
Office of the Vice Provost for Research & Graduate Studies
GMQ’s
Created by combining most commonly used grants tables
6 main tables UOD_AWD_ATRB_VW UOD_PRP_BUD_VW UOD_PBUD_DTL_VW UOD_PRJ_VW UOD_PRJ_RES_VW UOD_PROJ_FUND_VW
Office of the Vice Provost for Research & Graduate Studies
WHY IS PROJECT IMPORTANT?
All grant transactions MUST have a project id
Grant billing is based on project id
Revenue recognition is based on project id
F&A is based on project Id
Office of the Vice Provost for Research & Graduate Studies
WHY IS PROJECT IMPORTANT?
Non grant purpose with a grant project will be treated as cost share
Future of the journal voucher webform
Office of the Vice Provost for Research & Graduate Studies
JV WEBFORM(Current)
Office of the Vice Provost for Research & Graduate Studies
JV WEBFORM(Future)
Office of the Vice Provost for Research & Graduate Studies
WEB STATEMENT(YTD)
Office of the Vice Provost for Research & Graduate Studies
WEB STATEMENT(PTD)
Office of the Vice Provost for Research & Graduate Studies
WEB STATEMENT(TRANS)
Office of the Vice Provost for Research & Graduate Studies
WHICH QUERY SHOULD I USE?
Balances EZQ_BAL_PROJ_QUERY EZQ_BAL_PROJ_SUMMARY EZQ_BAL_PROJ_TOTAL
GMQ_CLOSE_OUT_REPORT_BAL
Office of the Vice Provost for Research & Graduate Studies
EZQ - BALANCES
Office of the Vice Provost for Research & Graduate Studies
EZQ - BALANCES
Office of the Vice Provost for Research & Graduate Studies
EZQ vs GMQ
Office of the Vice Provost for Research & Graduate Studies
WHY ARE THERE DISCREPANCIES?
F&A Updated in project resources nightly on
every transaction Updated in GL once at month end close
Purpose/project error
Office of the Vice Provost for Research & Graduate Studies
WHICH QUERY SHOULD I USE?
Transactions EZQ_TRANS_ALL EZQ_TRANS_BUDGET_QUERY EZQ_TRANS_NONBUDGETPURP
GMQ_TRANSACTIONS
Office of the Vice Provost for Research & Graduate Studies
GMQ_TRANSACTIONS
Office of the Vice Provost for Research & Graduate Studies
WHERE’S MY CASH?
Legacy system: grant revenue recognized when cash was received
PS: grant revenue is recognized when expenses are incurred
Office of the Vice Provost for Research & Graduate Studies
REVENUE RECOGNITION
Office of the Vice Provost for Research & Graduate Studies
WHERE’S MY CASH?
3 GMQ queries provide the total cash for a project or contract
GMQ_CASH_THRU_2002 Total Cash as of 7/1/02 Prompt: purpose
GMQ_CASH_NOT_PS_BILLED Cash rcvd outside of PS billing Prompt: purpose
GMQ_CASH_PS_BILLED Sum of PS billing activity Prompt: Award number
Office of the Vice Provost for Research & Graduate Studies
GMQ_CASH_THRU_2002
Office of the Vice Provost for Research & Graduate Studies
GMQ_CASH_NOT_PS_BILL
Office of the Vice Provost for Research & Graduate Studies
GMQ_CASH_PS_BILLED
Office of the Vice Provost for Research & Graduate Studies
QUESTIONS???????