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Reporting Enhancement
Grants Management Report (GLHU0020)
Guide
May 22, 2010
Table of Content
1. 3 Introduction
3 Purpose
Scope 3
2. 4 Getting Started
a. 4 Adding nVision add-in function to Excel 2003
b. 9 Adding nVision add-in function to Excel 2007
3. 14 Viewing Grants Management Report
4. 19 Getting Further Additional Detail
a. 19 Validate the salary data
b. 25 Validate the expense data
5. 27 Training Schedule/location
6. 28 FAQ’s
7. 31 Glossary
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1. Introduction
Use this guide as reference material on how to View PeopleSoft Reports and how to execute the nVision Drill. We assume that you are familiar with Microsoft Excel and basic Internet navigation. Purpose This document is intended for personnel who are responsible for viewing reports in PeopleSoft and executing the nVision drill in Excel for Salary, Journals and Accounts payable data based on project. This document specifically focuses on the Grants Management Report (GLHU0020 Comparative Schedule - Actual vs. Budget), which is created to facilitate the reconciliation of expense transactions for grant projects on a Management basis. Grants Management Report will be available to all the PI’s starting April 2010 and the report will be distributed via Report Manager in PeopleSoft to maintain data privacy for each project owner. Scope The Grants Management Report will provide summary and detail information for salary & expenses transactions based on project data. The following information can be retrieved from the report/drill:
• GLHU0020 – This is the actual report which includes summary level detail for salary & expense transactions.
• Salary/Wage Detail for grants –This drill will confirm employees by name, who has been charged against the project.
• Journal Lines & AP Details –This drill will confirm the name of who have been charged against the project. Note: If you are responsible for multiple projects you will get one report for each project each month. If you see project reports(s) that does not belong to you please send an email to [email protected] and include your Project ID and the PI Name in the subject line of the email.
2. Getting Started Before you can execute the layout/drill to get detailed information you will need to activate the add-in function for nVision on your Excel spreadsheet and save the file “DrillToPIA” into the My Document folder and utilize the following steps: Note – If your machine has Excel 2003 start from step A or if your machine has Excel 2007 start from step B of this section. a. Adding nVision add-in function to Excel 2003 As suggested above download the file “DrilltoPIA” from the www.howard.edu/peoplesoft website and save it in the “My Document folder”. You do not need to open the file. Once the file has been saved please perform the following steps:
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1. Select the Tools
menu and scroll down to select the Add-Ins.
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2. Check to see if you have DrillToPIA available in the Add-Ins available list.
3. If yes then check the
box and click “OK”. If not you will have to Add it.
4. To Add it, select
5. Select the file from
the following location: C:\Documents and Settings\username\My Documents\DrillToPIA.xla
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6. Once you have found it, click on it.
7. Then click on the
checkbox next to DrillToPIA
8. Click
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9. Confirm the nVisionDrill Tab is added to the excel menu
A new menu item called nVisionDrill will appear between the Data and Window menu items in Excel. You’re now ready to run a drill-down.
b. Adding nVision add-in function to Excel 2007 As suggested above download the file “DrilltoPIA” from the communication email and save it in the “My Document folder”, Once the file has been saved please perform the following steps: 1. Click the circular icon
in the top left corner, a new window will open like shown in the picture
2. Click the Excel
Options tab
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3. Click Add-Ins link
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4. Select the Excel Add-
Ins and click “GO”
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5. Check to see if you
have DrillToPIA available. If yes then check the box and click OK but if not then you will need to add the file.
6. To Add the file, select
7. The file is located in
My Document folder. C:\Documents and Settings\username\My Documents\DrillToPIA.xla
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8. Once you have found the file, click on it
9. Then click on the
checkbox next to DrillToPIA
10. Click 11. On the Excel
spreadsheet top main menu, select “Add-In”
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12. Confirm the nVision
Drill tab is added to the Excel menu.
3. Viewing Grants Management Report Grants Management Report (Compare Schedule Act vs Bud (P/G) – 000XXXX - 2010-XX-XX”) is a spreadsheet with summary level information. To get the detail information you will need to run the layouts/drill in your Excel spreadsheet using nVision drill function. To view the Grants Management Report navigate to Finance > Reporting Tools > Report Manager Note:
• The Report name in the report manager has been changed after this document was created. The key identifier of the Report is the “Project number” & “Date”
• Clear all the fields in the “View Reports For” section on the Report Manager page and to save the changes click “Save” button on the bottom of the page.
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1. Open the Report “Compar Sched Act vs Bud (P/G) – 000XXXX - 2010-XX-XX”
o 000XXXX – Project Number o XX-XX is the Month & Day
the report was run on. o You can filter on the basis of
hours/days to narrow the search –
i.e. - This report is available approx. every 10th of the month. So if you are trying to access this report after five days then you will need to enter 5 & select days in the <Last> field and click refresh. Also note the days you enter could be higher but not less for all the report to show up.
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2. Open the Report GLHU0020 and save in “My Document” folder
3. Create a new folder and
save all the reports in the same folder in case the file needs to be referenced in the future.
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4. Validate the summary
level detail for Salary & other expenses.
o Your name should be in the PI name section
o On the header you will be
able to confirm the project number and as of date for the month the report was executed.
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There have been some changes after this document was created therefore the header in the screen shots are different then below:
Grants Management Report Header
*Due to data privacy reasons the fields are grayed out.
4. Getting Further Additional Detail Using the nVision Drill feature allows you to access the detail behind the value in a specific cell on the Excel Spreadsheet, of anyone of the nVision reports. To Begin the Drilldown open the grants Management report. Note: Life-to-Date (LTD) has been renamed Project Life-to-date information generally will not be available (LTD drills only work for projects that were created after July 1. 2008) a. Validate the salary data 1. Click on a cell
referencing salary data for which you wish to Drill-down to get detail information.
2. Go to the new menu
item nVisionDrill and select Drill.
3.
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New window pops up that displays the various drill downs available.
4. To drill down on salary
Click on button for the “Salary/Wage Detail (Grants) layout.
5. The click will pop a new window with the status of the process.
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a. The status will change from Queued >Processing>Complete. But if the Process does not change to complete, Navigate to the process monitor and verify the status.
b. To navigate to process
monitor follow the navigation - PeopleTools > Process Scheduler > Process Monitor
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c. Click on the
on the Process Monitor page to see the updated status or to see if additional reports have completed processing.
d. The status should be
Success & Posted
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6. After the process status changed to Success & Posted the drill down is available for viewing. Following are the ways you can identify the drill:
a. Confirm if this was the drill you just ran, check the Process Instance number or check the completion time.
b. The report beginning with DR is the drill output and the date/time stamp will help identify when it was run
7. Find the Report (most likely the first one in
the list is the last one you just ran), Click on the report starting with DR.
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8. Validate the output data. This output will allow you to confirm what was the breakdown of the total amount.
b. Validate the expense data 1. Click in the cell you wish to
Drill-down (useful for transactions processed via PeopleSoft Requisition, Travel Requisition, Journal Entry or Payment Request Form) to get detail information.
2. Go to the new menu item nVisionDrill and select Drill.
3.
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4. To drill down on expense
data Click on button for the “Journal Lines & AP Detail –HU” layout.
A window will pop up showing the status of the process. Follow the same steps as above. After the process is complete you will see a file beginning with DR in the report manager, which will have detail of the expense transactions.
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5. Validate the output data. This output will allow you to confirm the breakdown for expense transaction for amount of 4173.52
The spreadsheet will have 2 tabs one with the General ledger data and other with Accounts payable data.
5. Training Schedule/location
• Step by step training is available via ON DEMAND. The UPK for Grants Management Report is located at: GOTO - http://www.howard.edu/peoplesoft/ Click - User Productivity Kit (UPK) On Demand Click - On Demand
• For adding the nVision add-in function to excel spreadsheet Navigate to – Finance/Financial Reports/Adding
nVisionDrill to Excel
Finance/Financial Reports/Viewing Grants Management• For viewing Grants Management Report Navigate to – Report
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6. Frequently Asked Questions (FAQ’s) 1. What do I need to view this report?
Access to PeopleSoft Report Manager Microsoft Excel software installed on the PC nVision Drill down function added in Excel
2. Who Do I Call For Help? Email [email protected]. Your Project ID & PI Name is required in the subject line of your message to process your request. Responses to your requests will be received within 1-3 business days. Sample Email To: [email protected] From: PIs Name Subject: PIs Name – Project #000XXXX == Message == 3. Who will have access to this report?
Salary Drill down report is available to Principal Investigator and it will be distributed via Report Manager to maintain the data privacy among various projects
4. Is there any Training available on how to view the report?
The following informational documents/trainings are available:
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1. Online training can be accessed at www.howard.edu/peoplesoft by clicking on the link at the bottom right hand side of the page “User Productivity Kit (UPK) On Demand”.
2. Instructor Led Training is scheduled as follows: Location: 3rd Floor ISAS Building, Training Room A
Space in this session is limited; please contact me ([email protected]) to register, raise questions or provide feedback on the PI Dashboard.
5. What is the frequency of this report?
The Grants Management Report(GMR) will be available via your Report Manager in PeopleSoft approximately the 10th of each month
Date Time Audience Monday May 3, 9:30 am -11:00 am
2010
Principal Investigators/Administrative
Friday May 7, 2:00 pm - 3:30 pm 2010
Staff Friday May 21, 3:00 pm - 4:30 pm 2010
Tuesday May 25, 9:30 am -11:00 am 2010
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6. What are the drill downs available to me?
Available Drill Down Layouts Report Details Voucher Detail line items –
AP Detail- HU Voucher ID, Account #, Department #, Project #, Budget Reference Number, Fund #, Program # Invoice #, Vendor ID, Vendor Name Journal Lines and Voucher details – Journal Line Detail – Journal ID, Account #, Project #, Department #, Amount per line item, Date, Journal Line description Journal Lines & AP Details -HU Voucher detail – Voucher ID, Account#, Department#, Project #, Budget Reference, Fund, Program, Amount, Invoice#, Vendor ID, Vendor name Journal Line, Voucher line & Salary & wage details – Journal Line Detail – Journal ID, Account #, Project #, Department #, Amount per line item, Date, Journal Line description
Journal Lines AP Detail, sal det -HU Voucher detail – Voucher ID, Account#, Department#, Project #, Budget Reference, Fund, Program, Amount, Invoice#, Vendor ID, Vendor name Salary & Wage – Accounting date, Check date, check #, project #, account #, Journal ID, Employee ID, Name, amount Salary Detail – Accounting date, check date, journal ID, project#, employee ID, name, account, amount, ledger, year of the budget Salary/Wage Detail (Grants) -HU
7. What information will be available via this report?
It will provide you the ability to proactively identify and resolve issues on a Management basis concerning expense transactions that have been posted against your award
8. What drill down cannot be performed on this report?
Drill down for Project Life-to-date (Life-to-date) expenditures for salary cannot be performed if the award was funded prior to 7/1/2008. The drill down function references data that was processed through the PeopleSoft system.
9. Can we drill down for information which is older than one year?
Drills downs can be performed for any transactions processed through the PeopleSoft System. PeopleSoft Financials was implemented 7/1/2008 therefore the detail for any transactions since that date can be retrieved.
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10. How do I identify the reports?
The reports can be identified by the way they are named. The report can be identified by the Project ID/date on the file. The level of detail in each report can be different –
Reports beginning with GL are General Ledger Reports, which have summary level information related to journal data.
Reports with project number and date for Actual Vs Budget have summary level data. Reports Beginning with DR are the drill down reports, which has detail data.
7. Glossary
Account: For the purpose of the GMR report, a 4-digit number used in the PeopleSoft System to identify each expenditure (expense) category authorized for the project. Account numbers are unique and defined on the basis of the purpose for which they will be used. Accounts Description: The description of the account number will help identify how the account is Used. Budget Period: The award segments into which a multi-year project period is divided for budgetary/funding purposes. Created On - This option helps to filter the reports available in the report manager based on the day the report was created. Completion date/time: The date the creation of the report was completed. Drill: This is a function in the nVision reporting tool when activated in an Excel spreadsheet allows you to get detailed information about specific expense categories (i.e. Salary and Accounts Payable transactions)
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Total Encumbrance: A firm commitment or obligation placed against funds of a department/project, in the form of purchase orders or agreements, to cover a later expenditure required when goods are delivered or services are rendered. It also applies to a firm commitment or obligation placed against funds of a department/project, to cover a later expenditure required when salaries are paid Endowment Funds: Funds for which a donor has stipulated, as a condition of a gift, that the principal is to remain intact and only the income from the investment of the funds may be expended. Expenditures (Expense): The cost of goods delivered, or services rendered, which are recorded as charges to the accounts of an project/department. Fiscal Period: A segment of a fiscal year. There are 13 periods defined for each fiscal year - 12 that approximate the months in a year, and the 13th for the fiscal close process. Folder - A filters option on the Report Manager which has a drop down menu. This option helps to filter the reports available in the Report Manager’s, report list section. To retrieve all the reports, leave it blank. Instance – This option helps to filter the report on the basis of the process instance range. (i.e. provide example) Last Hour/days/ - This option helps to filer the reports available in the report manager on the basis of the number of days/hour when the report was ran. Layout – PeopleSoft provides the flexibility for users to use an external reporting tool, like nVision to get detail information. The layout is used to execute nVision drills and extract detail information from the actual summary report. Project Life-to-date: The cumulative period that covers the life cycle of the award from inception to date Total Pre-encumbrance: A firm commitment or obligation placed against funds of a project/department, in the form of requisition or agreements, to cover a later expenditure required when goods are delivered or services are rendered.
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Current Period: Reflects activity that occurred within the most recent period covered by the report Refresh - This option is used to check the status of the process. Report ID: Each report when executed has a unique ID which can be used for searching the report. Run status: Defines if the process is completed and the report is ready to be viewed. The run status should be Success & Posted. Life-To-Date Budget Balance: Remaining balance is equal to the funds not committed/expensed or total Budget – total expense – total encumbrance – total pre encumbrance. Report Manager - A menu link that displays the Report List tab, where a user can check a report’s status and view its content.
Total Project Budget: Total amount awarded to the grant project.
Fiscal Year-to-date: The time interval from the beginning of the fiscal year to today’s date.
