uBASE reports catalogue

Department of Finance

uBASE Reports Catalogue

Issue # 2

uBASE Reports Catalogue – Issue # 2 November 2009 Page 2 of 55

Introduction The purpose of the uBASE Reports Catalogue is to provide a ‘how to’ guide for running the most commonly used financial reports on uBASE. The reports included in the catalogue are useful to anyone who has the need to interrogate information about cost centre/departmental finances; or research grant finances. The catalogue also provides you with guidance regarding how to set reports up on your favourites list, and how to rename them if you wish to. The following categories of reports are included in the catalogue:

• Budget Management and Expenditure Monitoring for Cost Centres and External Projects

• Profit Centre Reporting: e.g., Departmental summary reporting • Research Grants Reporting.

Note that some reports in the catalogue may appear in more than one section – as they can be used to provide you with a range of information under different circumstances. Need help or more information? Who to contact A Finance Manager supports Academic Departments or Professional Services Departments with queries relating to departmental expenditure and budgets for non-research activities including cost centre expenditure. The research finance team provide support for academic departments for research activities. If you have feedback on the style and content of this catalogue, please contact the Policy, Advice and Communications Team [email protected]

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http://www.shef.ac.uk/finance/our_staff/faculty/professional.html�

http://www.shef.ac.uk/finance/our_staff/faculty/professional.html�

http://www.shef.ac.uk/finance/staff-information/help/research_finance/help_contacts/research_finance_contacts.html�

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Table of Contents Section 1: General Advice re Screen Layout and Report Descriptors Section 2: Cost Centre, Profit Centre and External Projects Reporting. Report Category

Report Name Report Code Page

1 Budget Management and Expenditure Monitoring

Budget Usage Y_DR3_000005 7


Cost Centres: Act./Plan/Commitments

S_ALR_87013620 9

3 Highest Level Reporting (Department overall summary)

Plan/Actual/Variance : Profit Center Group

S_ALR_87013326

12


Budget/Actual/Commitmt/Rem Pl/Assg

S_ALR_87013558 15


WBS/Cost element Actual/Comm/Total/Plan in COAr Crcy

S_ALR_87013542 17


Budget Overview Report Y_DR_07000006 20


Trip Data/Expenses Report S_AHR_61016405 24


Use of Dynamic Selections in Project Accounts Reporting

VARIOUS 29

9 Additional Information: • Glossary of Cost Centre, Profit

Centre and External Projects Reporting terminology.

36


Section 3: Research Grant Reporting Report Category

Report Name Report Code Page

1 Simple Grant Details

Display Grant Master GMGRANTD 40

2 Research Budget Management Budget vs. Committed & Actual (Grants Management Module)

Y_DR3_07000007 42

3 Research Budget Management Budget Vs. Committed & Actual (Projects Module)

S_ALR_87013542 44

4 Research Grants Master Data Master Data Index for Grants (Grants Management Module)

S_ALN_01000079 46

5 Research Grants Master Data Overview - Project Definitions (Projects Module)

CN42N 48

6 Research Grants Budgetary Control Budgetary Control Reports By Grant Groups By Principal Investigator

Y_DR3_0700007 51

7 Additional Information: • Glossary of Research Grants

Reporting terminology. • Guidance about how Sponsored

Classes operate.

53


Section 1: General Advice re Screen Layout and Report Descriptors Each report has a standard uBASE transaction code (E.g. Y_DR3_000005) and Descriptor (E.g. “Budget Usage”). The report location is organized according to a set of pre-determined folders (E.g. “Cost Centre Reporting”) and you gain access to the reports in different folders according to your capability profile. However, reports can be moved from their pre-determined folder and “dragged and dropped” into your Favourites location. The standard uBASE transaction code can be switched off by removing the display of this “technical name”. Having moved a report into the Favourites area, the Descriptor can be modified. However if this is done you should be aware that when discussing reports with other colleagues, it may be necessary to display the Descriptor (technical name) to aid a common understanding of which report is being viewed/used.


Section 2: Cost Centre, Profit Centre and External Projects Reporting Report Category Report Name

Report Code Page


Budget Usage Y_DR3_000005 7


Cost Centres: Act./Plan/Commitments

S_ALR_87013620 9

3 Highest Level Reporting (Department overall summary)

Plan/Actual/Variance : Profit Center Group

S_ALR_87013326

12


Budget/Actual/Commitmt/Rem Pl/Assg

S_ALR_87013558 15


WBS/Cost element Actual/Comm/Total/Plan in COAr Crcy

S_ALR_87013542 17


Budget Overview Report Y_DR_07000006 20


Trip Data/Expenses Report S_AHR_61016405 24


Use of Dynamic Selections in Project Accounts Reporting

VARIOUS 29

9 Additional Information: • Glossary of Cost Centre, Profit

Centre and External Projects Reporting terminology.

36


2.1 Report Category: Budget Management and Expenditure Monitoring Report Name: Budget Usage Report Code: Y_DR3_000005 Where to find it on uBASE: Cost Centre Reporting Folder

What does this report tell you? This report shows a summary for an individual cost centre, a group of cost centres or even for the whole of a Department/Planning Unit, the current total budget (Consumable Budget) , the extent of budget consumption (Commitments and Actual expenditure) and the balance of budget remaining (Available Amount) . For Non Pay costs, the Commitment value is derived from Requisitions/Orders but becomes an Actual when the Order has been subject to Goods Receipt. For University main payroll costs, the Commitment value is the forecast cost of employing those staff charged to the particular cost centre for the remaining months of the current financial year i.e. to 31st July or to their departure date. The Actual expenditure for main payroll costs is the cumulative total from the number of payroll periods to date. Please note that the payroll costs are charged to cost centre in the last few days of each calendar month. When would you run this report?

- When you want an up to date snapshot of actual expenditure plus commitments against your budget and hence how much you have remaining to spend. I.e. “Available Amount”

- If you want a summary of spend across a range of cost centre codes - If you want to identify the “high level” position with respect to the use of core

budget for the whole of a Department or Planning Unit. Who would run this report? You should have the ability to run this report in your capability profile if:

- You are responsible for managing a budget for an individual cost centre - You are responsible for reporting on a budget or the whole of a budget for a

Department or Planning Unit. What do you need to know to run this report?

- Your individual cost centre number. This is inserted in the selection screen in the “Or Values(s)” line underneath “Funds Center”

- The abbreviation for a group of cost centres or the 3 letter abbreviation for the entire Department or Planning Unit. NB this is the same abbreviation as previously existed as an “element 1”. This is inserted in the selection screen in the line “Funds Center”

- The financial year for which you want to run the report. E.g. 2007. This is inserted in the line “Fiscal Year”.

Other related reports: If you want to see more detail about transactional activity you can use the report “Cost Centres: Act./Plan/Commitments” - S_ALR_87013620


Selection Parameters Output


2.2 Report Category: Budget Management and Expenditure Monitoring Report Name: Cost Centres: Act./Plan/Commitments Report Code: S_ALR_87013620 Where to find it on uBASE: Cost Centre Reporting Folder

What does this report tell you? This report shows an analysis of the Actual expenditure, Commitment and the combined Total (described as Alloted) by General Ledger code, for an individual cost centre, a group of cost centres or even for the whole of a Department/Planning Unit. The General Ledger code describes the type of expenditure e.g. Office Furniture and Equipment and this appears under the column headed “Cost Elements”. The General Ledger codes are also grouped into categories to enable a summary view. E.g. Office Furniture and Equipment is part of the Furniture and Equipment category. For Non Pay costs, the Commitment value is derived from Requisitions/Orders but becomes an Actual when the Order has been subject to Goods Receipt. For University main payroll costs, the Commitment value is the forecast cost of employing those staff charged to the particular cost centre for the remaining months of the current financial year i.e. to 31st July or to their departure date. The Actual expenditure for main payroll costs is the cumulative total from the number of payroll periods to date. Please note that the payroll costs are charged to cost centre in the last few days of each calendar month. At this stage, Plans are not being used in Cost Centre budget and expenditure management hence the columns “Plan” and “Available” can be ignored. When would you run this report?

- When you want an analysis of actual expenditure plus commitments by General Ledger code for your cost centre, group of cost centres or for the whole of a Department/Planning Unit

- If you want an up to date report then run the report from Period 1 to Period 12 - If you want to only see the position for a defined period then use the From

Period and To Period selections e.g. to 31st October only would be From Period 1 To Period 3

- If you want to drill down into the details behind any total or subtotal. NB You will not be able to do this for payroll related costs. (See note below re Other Related Reports).

Who would run this report? You should have the ability to run this report in your capability profile if:


Department or Planning Unit.


What do you need to know to run this report?

- Your individual cost centre number. This is inserted in the selection screen in the “Or Values(s)” line underneath “Cost Center Group”

- The abbreviation for a group of cost centres or the 3 letter abbreviation for the entire Department or Planning Unit. NB this is the same abbreviation as previously existed as an “element 1”. This is inserted in the selection screen in the line “Cost Center Group”

- The financial year for which you want to run the report e.g. 2007. This is inserted in the line “Fiscal Year”.

- The financial periods for the report to cover. For the most up to date position, simply leave the selection values as Period 1 to Period 12

Other related reports: If you want to see information without the General Ledger code analysis that includes the Budget as well as Actuals and Commitments, you can use report “Budget Usage” - Y_DR3_000005 . If you are controlling the budget and monitoring expenditure for a cost centre that is having main payroll costs charged to it and you need a name by name breakdown for the Actual costs incurred, then you will need access to the Payroll Report – Z_ Payroll_ Report.

(continued)


Selection Parameters Output Output


2.3 Report Category: Highest Level Reporting (Department overall summary) Report Name: Plan/Actual/Variance: Profit Center Group Report Code: S_ALR_87013326 Where to find it on uBASE: Profit Centre Reporting Folder

What does this report tell you? Profit Centres are used for reporting income and expenditure in relation to core budget and externally funded activities at the Department/Planning Unit level. At the highest level, the Profit Centre Group is the Department or Planning Unit and hence running the report at this level will combine both core and externally funded activities. To view these separately, it is possible to run a report just for the core area or for the different categories of externally funded activities. E.g. s Service Rendered, Conferences & Short Courses. This report shows for the period selected an analysis of the Planned Income or Expenditure (Plan), the Actual Income or Expenditure (Actual) and the difference between the Plan and the Actual (Variance). There Account Number column shows the Income and Expenditure by General Ledger Code or these can be grouped into categories of GL code or simply shown as a total for all Income and/or all Expenditure. The Expenditure figures do NOT include commitments. When would you run this report?

- When you want an analysis of actual performance in terms of income generation or expenditure control against the original expectation/budget (Plan)


Period and To Period selections e.g. to 31st October only would be From Period 1 To Period 3. The Plan figure is then shown as the relevant proportion of the annual total based on a straight line (1/12ths) profile.


- You are responsible for monitoring and reporting on the Income and Expenditure performance for the whole of a Department or Planning Unit.

(continued)



- The 3 letter abbreviation for the entire Department or Planning Unit. NB this is the same abbreviation as previously existed as an “element 1”. If the report is needed to show the combined position for core and externally funded activities, this is inserted in the selection screen in the line “Profit Center Group” E.g. PHY for Physics

- The additional 3 letter abbreviation to be added after the Departmental identifier that signifies that the report is to be run to show only either the core area or a particular category of externally funded activities E.g. PHYCOR (for the core area) or PHYSRA (for externally funded Services Rendered activity). The 6 letter abbreviation is inserted in the selection screen in the line “Or Value (s)” underneath the “Profit Centre Group” line. A full list of the possible values or entries that can be made can be found by clicking on the circular icon that appears at the end of the “Or Value (s)” cell when you click into this field

- The financial year for which you want to run the report. E.g. 2007. This is inserted in the line “Fiscal Year”

- The financial periods for the report to cover. For the most up to date position, simply leave the selection values as Period 1 to Period 12.

Other related reports: If you want to see information with respect to the core expenditure that includes the detail at individual cost centre or group of cost centres level, and shows Actuals and Commitments, you can use report “Budget Usage” - Y_DR3_000005. If you want to see information with respect to the externally funded activity area that includes details of individual projects, you can use the report “Budget/Actual/Commitmt/Rem Pl/Assg – S_ALR_87013558”.

(continued)


Selection Parameters Output Output


2.4 Report Category: Budget Management and Expenditure Monitoring Report Name: Budget/Actual/Commitmt/Rem Pl/Assg Report Code: S_ALR_87013558 Where to find it on uBASE: External Project Reporting Folder

What does this report tell you? This report shows a summary for an individual project, or the Work Breakdown Structure (WBS) elements within the project, the current total budget (Budget Overall), the extent of budget consumption (Actual Overall and Commitment Overall then totaled together as Assigned Overall) and the balance of budget remaining (Available Overall) . For Non Pay costs, the Commitment value is derived from Requisitions/Orders but becomes an Actual when the Order has been subject to Goods Receipt. For University main payroll costs, the Commitment value is the forecast cost of employing those staff charged to the particular cost centre for the remaining months of the project duration or to their departure date. The Actual expenditure for main payroll costs is the cumulative total from the number of payroll periods to date. Please note that the payroll costs are charged to cost centre in the last few days of each calendar month. When would you run this report?

- When you want an up to date snapshot of actual expenditure plus commitments against your project or WBS element budget and hence how much you have remaining to spend. I.e. “Available Overall”.


- You are responsible for managing a budget for an individual project or WBS element

- You are responsible for reporting on the externally funded activities for a Department or Planning Unit.


- Your individual project number. This is inserted in the selection screen in the line “Project”. E.g. X/000625

- Your individual WBS element number. This is inserted in the selection screen in the line “WBS Element”. E.g. X/000625-1

- The database profile number ZPS000000100. Other related reports: If you want to see more detail about transactional activity you can use the report “WBS/Cost element Actual/Comm/Total/Plan in COAr Crcy” - S_ALR_87013542.

(continued)




2.5 Report Category: Budget Management and Expenditure Monitoring Report Name: WBS/Cost element Actual/Comm/Total/Plan in COAr Crcy Report Code: S_ALR_87013542 Where to find it on uBASE: External Project Reporting Folder

What does this report tell you? This report shows a summary for an individual project, or the Work Breakdown Structure (WBS) elements within the project, an analysis of the Actual expenditure, Commitment and the combined Total (described as Total) by General Ledger code. The General Ledger code describes the type of expenditure e.g. Office Furniture and Equipment and this appears under the column headed “Cost Elements”. The General Ledger codes are also grouped into categories to enable a summary view. E.g. Office Furniture and Equipment is part of the Furniture and Equipment category. For Non Pay costs, the Commitment value is derived from Requisitions/Orders but becomes an Actual when the Order has been subject to Goods Receipt. For University main payroll costs, the Commitment value is the forecast cost of employing those staff charged to the particular cost centre for the remaining months of the current financial year i.e. to 31st July or to their departure date. The Actual expenditure for main payroll costs is the cumulative total from the number of payroll periods to date. Please note that the payroll costs are charged to cost centre in the last few days of each calendar month. At this stage, Plans are not being used in Project or WBS element budget and expenditure management hence the column “Plan” can be ignored. When would you run this report?

- When you want an analysis of actual income and actual expenditure plus commitments by General Ledger code for your Project or WBS element


Period and To Period selections e.g. to 31st October only would be From Period 1 To Period 3

- If you want to drill down into the details behind any total or subtotal. NB You will not be able to do this for payroll related costs. (See note below re Other Related Reports).


- You are responsible for managing a budget for an individual project or WBS element.

(continued)



- Your individual project number. This is inserted in the selection screen in the line “Project”. E.g. X/000625

- Your individual WBS element number. This is inserted in the selection screen in the line “WBS Element”. E.g. X/000625-1

- The financial year for which you want to run the report. E.g. 2007. This is inserted in the line “Fiscal Year”

- The financial periods for the report to cover. For the most up to date position, simply leave the selection values as Period 1 to Period 12

- The database profile number ZPS000000100.

Other related reports: If you want to see project or WBS element budget details without the GL code analysis you can use the report “Budget/Actual/Commitmt/Rem Pl/Assg - S_ALR_87013558.

(continued)




2.6 Report Category: Budget Management and Expenditure Monitoring Report Name: Budget Overview Report Report Code: Y_DR_07000006 Where to find it on uBASE: Cost Centre Reporting Folder

What does this report tell you? This report shows a summary for an individual cost centre, a group of cost centres or even for the whole of a Department/Planning Unit, the current total budget, the original budget and any Supplements, Returns and Transfers In or Out (i.e. Virements to or from the cost centre(s) concerned. Changes may occur during the year due to additional central allocation or from under spends recognised on External Projects (Research and Other External Activities). It may also be necessary to investigate budget transfers (budget virement) within the Fund Centre Groups and Fund Centres. Occasionally budgets maybe returned, these are when a department is giving back budget e.g. towards a saving target, for the creation of/addition to academic balance sheet reserves or for contributions towards capital projects. Returns should not be used for correcting errors with the original budget entry. When would you run this report?

- When you want an up to date view of the current budget and how that sum has been derived

- If you want a summary of budget across a range of cost centre codes - If you want to identify the “high level” budget position with respect to the

whole of a Department or Planning Unit. Who would run this report? You should have the ability to run this report in your capability profile if:


Department or Planning Unit. What do you need to know to run this report?

- Your individual cost centre number. This is inserted in the selection screen in the “Or Values(s)” line underneath “Funds Center”

- The abbreviation for a group of cost centres or the 3 letter abbreviation for the entire Department or Planning Unit. NB this is the same abbreviation as previously existed as an “element 1”. This is inserted in the selection screen in the line “Funds Center”

- The financial year for which you want to run the report. E.g. 2007. This is inserted in the line “Fiscal Year”.

Other related reports: If you want to see current budget information and expenditure/commitments against it, use report “Budget Usage” - Y_DR3_000005.


Selection Parameters

Output

Enter the current Financial Year

Enter Fund Centre Group (Cost Centre Group) e.g. ABC to view the report for all cost centres within the structure of Planning Unit ABC. Or use the Or Values field to view a single Fund Centre (Cost Centre)

Enter Fund Group - CORE to view all available budgets

This area shows the results of the report as selected in the previous criteria screen. The rows reflect the cost centre/fund centre structure and can be expanded and contracted to provide the level of detail required. Rows highlighted in yellow are totals/subtotals of the rows immediately below.

Budget Allocation Amounts given back for specific use

Additions in year (surpluses etc.)

Additions in year (surpluses etc.)


Output cont.

Entry Documents – E.g. Supplement details The entry documents report shows the transactions that have been entered to create the current budget position. The documents can be in the form of budget entry, budget supplement, budget return and budget virement (where budget is being transferred). Budget Entry is used for the Original Budget allocation and any Prior Year Adjustments (PYA). Budget Supplements are used for additional in year entries such as surpluses from Project Accounts or funded staffing adjustments (Promotions, ECA’s etc).

Entry Documents – E.g. Budget Virements; Detail of why transfers sent is greater than those received. The entry documents for budget virement are shown on the Budget Overview report as columns for Transfers Send and Transfers Received. Normally these columns would be of equal value in opposite signs, where these are different it shows that budget has been either transferred or received from outside of the scope of the current report i.e. to a different part of the University’s structure.

Double click on the amounts or totals/subtotals to view the budget entry

Select Entry Document


This example shows that some budget has been transferred from the area this report is covering to a higher level (Faculty level) of the University structure.


2.7 Report Category: Budget Management and Expenditure Monitoring Report Name: Trip Data /Expenses Report Report Code: S_AHR_61016405 Where to find it on uBASE: Payroll Reports Folder

What does this report tell you? This report is for monitoring the expenses that have actually been paid to either an individual or number of individuals and for a single or multiple cost assignment codes. It is possible to define the time period for the report selection by using “Trip Start and End dates” however if these are not defined, the report output will show any expenses in the period 1st August 2007 to date. This report cannot show details of expenses paid before 1st August 2007 nor will it show any claims or trip details that have been submitted but not yet paid. This report will show the expenses paid to all categories of staff including those on Professorial grades but it does not contain any information about individual’s basic salary, allowances or employment terms and conditions. It is possible to combine selection criteria together e.g. a specific Personnel Number, range of dates for the Trip Start, a particular expense type and a particular cost assignment code and by doing this the report will produce its output faster than if only one selection criteria is entered. When would you run this report?

- When you want to see details of Trips and Expenses paid to an individual or number of individuals

- If you want a summary of expenses costs from a cost centre code or WBS Element.


- You are responsible for managing a budget for cost centre or WBS element that has staff costs.


- The Personnel Number(s) for the individual(s) for whom you need expenses information

- The Start and/or End Date for the Trip - The cost centre or WBS Element for which you need expenses information.

Other related reports: If you want to see details of expenditure by general ledger code for a cost centre use report S_ALR_87013620 and for details of expenditure and income for a WBS element/Project use report S_ALR_87013542.


Selection Parameters Enter the required Personnel Number for the individual’s expenses to be reported.

Selection Screen – S_AHR_61016405 – Trip Framework Data/Totals/Receipts/Cost Assignment Personnel Data tab

Click on Personnel Data tab

Use search facility to find the Personnel Number of the individual (if not known). See below.

Enter Personnel Number for the individual to be reported on.

Use the “Multiple Selection” icon to input more than one individual’s Personnel Number

Click on the green tick to activate the search. Then double click on the required individual from the list provided or single individual found by the search.

Type in the Last name of the individual for whom the Personnel Number is required

Use the “Multiple Selection” icon to input more than one individual’s Personnel Number

Type in the Last name of the individual for whom the Personnel Number is required

Click on the green tick to activate the search. Then double click on the required individual


Selection Screen – S_AHR_61016405 – Trip Framework Data/Totals/Receipts/Cost Assignment General Trip Data tab Enter the required Trip Start and End dates to set the period to be reported.

Selection Screen – S_AHR_61016405 – Trip Framework Data/Totals/Receipts/Cost Assignment Receipts tab Enter the required Travel Expenses Type for the individual’s expenses to be reported.

Click on General Trip Data tab

Enter the Trip End Date or a range of days From and To

Enter Trip number if known (No search facility exists)

Enter the Trip Start Date or a range of dates From and To.

Click on Receipts tab

Use search facility to find a specific Travel Expenses type E.g. “SUBS” for Subsistence

Enter a specific Travel Expense Type if required or leave blank to report on ALL types

Use the “Multiple Selection” icon to input more than one Travel Expense Type

Enter the Trip Start Date or a range of dates From and To

Use the “Multiple Selection” icon to input more than one Travel Expense Type


2.8 Report Category: Budget Management and Expenditure Monitoring Report Name: Use of Dynamic Selections in Project Reporting Report Code: Various Where to find it on uBASE: Various

Introduction The purpose of this handout is to provide advanced guidance on running reports for monitoring and analysing income and expenditure against projects. Projects and Work Breakdown Structures (WBS elements) are used for recording external income and expenditure for project related activities. This applies to short courses, conferences, services rendered activities including consultancies and provision of services internally (where payment is made for these services). Research projects also form part of the project structure but the normal method of reporting on research accounts is through Grants Management Reporting. When a project account is created it will also have an associated WBS element created for it. In most cases a project will only require a single WBS element. However, if the project has a number of different work streams which each have their own budget, it is possible to create multiple WBS elements connected to the same project account. Budgets can be recorded against the WBS element(s), not the project, and it is the WBS element reference that needs to be used for requisitioning. It is therefore possible to monitor expenditure against budgeted expenditure as well as against income generated. Dynamic Selections are additional selection criteria within Project Reporting. Dynamic Selection fields are attributes relating to the Project and WBS elements that are assigned when the project is created; these include the Profit Centre, Person Responsible, Applicant, Project Type, and Responsible Cost Centre. Reports that are available for use with Dynamic Selections are as follows, these are found in the SAP Easy Menu Access page PROJECT REPORTING folder on your menu (hint: to view the transaction codes of a report on your uBASE menu go to the drop down menu EXTRAS>SETTINGS> DISPLAY TECHNICAL NAMES): 1. S_ALR_87013558 - Budget/Actual/Commitments showing a summary of the

budget value, extent of budget consumption, and the available budget for each project and WBS element or range of projects and WBS elements selected.

2. S_ALR_87013542 Actual/Commitments Analysis showing an analysis of the

expenditure incurred within a project or WBS element by cost element (expenditure type) and split between actual and commitment totals. . It is possible to drill through from the Actual/Commitment Analysis report to see individual transactions.

3. ZCN55N - UOS version of CN55N showing sales documents raised against a

project or WBS element, details include the customer, description and whether the invoice has been created and then paid.


4. CJI3 - Actual Costs/Revenues showing actual line items. 5. CJI5 – Commitments showing commitment line items. 6. CN43N - WBS Elements a list WBS elements and attributes. Useful for

providing coding Lists within a department. General Information Error! Bookmark not defined. When running project reports you will be prompted to enter a database profile, for the purposes of these reports ZPS000000100 should be selected.

Selection Screen – Dynamic Selection Options Dynamic selections allow the attributes of a project to be used as selection criteria (e.g. Profit Centre, Person Responsible etc.). Click the Dynamic Selection icon to open the available selection options. Scenarios where this is useful are; where you want to report on all a departments Projects, or just the department’s projects of a certain activity, or all the projects where a certain individual is the Person Responsible or Applicant and so on. The following sections show how to activate useful dynamic selections (pages 6-7), the section on page 8 shows how to execute the report and search for criteria values when using dynamic selection fields.


Selection Screen – Dynamic Selection examples. (Master data definition - Project level) Chose the additional fields for report criteria by opening the folders.

Dynamic Selection

Dynamic Selection Options; these are the main folders containing useful selection options. Definition folders hold fields on the Project level WBS element folders hold fields on the WBS element levels

Open the folder to reveal the fields that can be used for additional selection criteria.

Highlighted are the fields for selection by Person Responsible or Applicant. Double click the field required; the field will then appear on the right for entering the criteria.


Further Project level Dynamic Selections;

Selection Screen – Dynamic Selection examples (Master data WBS element – WBS Element level)

Further WBS Dynamic Selections;

Highlighted are the fields for selection by Profit Centre or Responsible Cost Centre from the Project Level. Double click the field required; the field will then appear on the right for entering the criteria.

Highlighted are the fields for selection by Person Responsible, Applicant, and Project Type from the WBS Levels. Double click the field required; the field will then appear on the right for entering the criteria.

Highlighted are the fields for selection by Profit Centre, and Responsible Cost Centre from the WBS Levels. Double click the field required; the field will then appear on the right for entering the criteria.


Selection Screen – Running a report using Dynamic Selections Dynamic selections allow the attributes of a project/WBS to be used as selection criteria (e.g. Profit Centre, Person Responsible etc.) It is also necessary to complete the standard criteria fields; these will vary slightly depending on the report. If the dynamic selection is the main criteria wildcards can be entered to return all Projects/WBS’s meeting the dynamic selection criteria. Combinations of Dynamic selections can be used to further refine selection criteria. E.g. Person Responsible within a Profit Centre (Planning Unit), also a list of values can be entered as a dynamic selection e.g. ABCSRA and ABCCON for all Services Rendered and Consultancy activity within a Planning Unit.

Entering Criterion for the dynamic selection fields once selected can be completed by searching for values, to add a single value or multiple values.

Click this button to activate dynamic selections

A wildcard criterion can be used to select all projects e.g. X* for all non research external activities

Enter the criterion for the dynamic selection.

For entering a list of values as selection criteria

Clicking here allows searching the system for the value required

Clicking here allows searching the system for the value required and also multiple values to be selected as criteria


Useful Dynamic Selection Combinations (see appendix for possible values) Dynamic Selection folder(s)

Fields Reason

Org. unit WBS element Profit Centre All WBS’s for an area of activity

Org units definition Profit Centre All Projects for an area of activity

Master data definition Person Responsible All Projects for an Approver Master data definition Person Responsible All Projects for an Approver Org. unit WBS element and Master data WBS element

Person Responsible and Profit Centre

All WBS’s for an area of activity and selected Person Responsible

Master data WBS element

Person Responsible and Project Type

All WBS’s of a certain Project Type for an Approver

Master data WBS element

Project Type and Profit Centre All WBS’s of a certain Project Type with a Planning Unit.

Appendix A – Project Types and Profit Centres Project Types Project Code

Project Type Profit

Centre Project

Responsibility DC Other External – Doctoral Training Centres XXXDRA Cross Faculty DE Other External – Erasmus Funding XXXSRA Cross Faculty DH Other External – HEFCE Funds – Cross Faculty XXXERM Cross Faculty DI Other External – Doctoral Training Centre

Industrial XXXDRA Cross Faculty

DS Other External – Studentships XXXDRA Faculty/Prof Services

XA Other External – Health Authority Recharges XXXHAT Faculty/Prof Services

XB Other External – Skills Training Funds XXXDRA Cross Faculty XC Other External - Conference Accounts XXXCSV Faculty/Prof

Services XD Other External – Donation Accounts XXXDON Faculty/Prof

Services XE Other External – General Endowments XXXEND Faculty/Prof

Services XF Other External – Specific Endowments XXXEND Faculty/Prof

Services XG Other External - General Services Rendered XXXSRA Faculty/Prof

Services XH Other External – HEFCE Funds- Non Core XXXERM Faculty/Prof

Services XI Other External – CASE Studentships XXXDRA Cross Faculty XJ Other External – Patents & Licences XXXCON Cross Faculty XK Other External – Services Rendered (Limited) XXXSRA Faculty/Prof

Services XL Other External – Minor Facilities XXXSRA Faculty/Prof

Services XM Other External – Major Facilities XXXMAJ Faculty/Prof

Services XN Other External – Consultancy Accounts XXXCON Faculty/Prof

Services


XO Other External – Other XXXEXT Faculty/Prof Services

XP Other External - Doctoral Training Acct XXXDRA Cross Faculty XQ Other External - Inter Doct Train Acct XXXDRA Cross Faculty XR Other External – Research Training Supp XXXDRA Cross Faculty XS Other External - Short Course Accounts XXXCSV Faculty/Prof

Services XT Other External – Testing Accounts XXXCON Faculty/Prof

Services XU Other External - Euro Services Rendered XXXSRA Faculty/Prof

Services XV Other External – Internal trade (Limited) XXXINT Faculty/Prof

Services XW Other External – Major Facilities (Limited) XXXMAJ Faculty/Prof

Services XX Other External - Short Course Accounts (Limited) XXXCSV Faculty/Prof

Services XY Other External - Collaborative Training Accounts XXXDRA Cross Faculty XZ Other External – Non Endowed Prizes XXXDON Faculty/Prof

Services RA Research - Standard XXXRGC Research Finance RC Research – Multi – Department XXXRGC Research Finance RO Research – Multi – Sponsor (Override) XXXRGC Research Finance RP Research – Project Management Level XXXRGC Research Finance RS Research – Standard Unit XXXRGC Research Finance Profit Centres

Other External Categories PC Name 1 Conferences, Short Courses& Validation Fees XXXCSV 2 Consultancy including Testing XXXCON 3 Donations/Prizes XXXDON 4 DTA/Research Support Grant etc XXXDRA 5 Earmarked XXXERM 6 Endowment XXXEND 7 Health Authorities XXXHAT 8 Major Facilities XXXMAJ 9 Other External XXXEXT 10 Research Grants and Contracts Activity XXXRGC 11 Services Rendered Activity XXXSRA


Glossary of Terms in Cost Centre, Profit Centre and External Projects Reporting

Actual Expenditure that has been incurred contractually by the University. In the purchasing process expenditure is classified as ‘actual’ when the goods receipting process has been successfully completed (n.b. this may be before an invoice has been received or paid).

Applicant The Person named as the approver for authorising requisitions charged against this account.

Available Budget The amount of budget that has not yet been consumed. This is calculated as the difference between the annual budget and the total value of actual and committed expenditure.

Budget Consumption

The use of budget as items of expenditure are charged against it. uBASE records the budget as having been consumed at the point at which a commitment is created. In the purchasing process this occurs when a requisition is approved.

Commitment An indication of the firm intention to incur expenditure for goods or services that have not yet been received. Commitments cause the budget to be consumed and are recognised at the point that a purchase requisition is approved.

Core Budget An allocation of budget to fund expenditure within a cost centre. Allocations are made to departments and are distributed between cost centres by the department. Budgets can be classed as released budgets or unreleased budgets (reserves).

Cost Assignment Code

A valid Cost Centre or WBS element to which expenses can be charged.

Cost Centre An account for collecting costs funded from core budget allocations. Only expenditure can be recorded against cost centres. No income can be paid into a cost centre.

Cost Centre Structure

A hierarchy of cost centres and cost centre groups to represent the way in which expenditure is managed.

Cost Element A classification of the type of expenditure incurred e.g. Electrical Equipment, Laboratory/Workshop Equipment.

Cost Centre Group A grouping of cost centres to represent an aggregation of expenditure. See also Fund Centre Group.

Cost Element Group

A grouping of cost elements to represent a summary of the type of expenditure e.g. Furniture & Equipment.


Financial Year The University’s annual accounting period – 1 August to 31 July.

Fund Centre An account against which a budget is held. Fund centres can be regarded as being synonymous with cost centres.

Fund Centre Group A grouping of fund centres to represent an aggregation of budgets. Fund Centre Groups can be regarded as synonymous with cost centre groups.

Fund Group A classification of the type of budget.

Grants Management Reporting

An area of the uBASE system that is specifically designed for reporting in relation to research projects.

Line Item An individual transaction record.

Multiple Selection The ability to add in to the selection criteria more than one input reference number. E.g. multiple Personnel Numbers for a number of individuals or multiple Cost Centres for a number of Cost Assignment codes.

Person Responsible The Person named as the approver for authorising requisitions charged against this account.

Personnel Number A unique numerical code that identifies an individual to whom expenses have been paid.

Profit Centre

A representation of the planning unit or department that allows summary reporting of all income and expenditure simultaneously. Each planning unit or central service department will have a core profit centre, and a number of external profit centres for the various external activities (see appendix A) and a profit centre group that encompasses both core and external.

Project An account for recording income and expenditure in relation to an externally funded activity and provision of services internally for which a payment is made from one department to another.

Project Type A list of categories of external activity (see appendix A) which must be assigned to all WBS elements, these aid internal and external reporting.

Released Budget A budget allocation that is intended to be spent during the current financial year.

Reserve An accumulation of unconsumed budget that is not intended to be spent during the current financial year.

Responsible Cost An attribute of the WBS element for associating it with an


Centre area of CORE expenditure i.e. where a group of academics have a Cost Centre for Core funded costs, their externally funded activities may also be nominally linked.

Travel Expenses Type

A sub division of different types of expenses. E.g. Air Travel, Taxis, Subsistence.

Trip Number A unique code given to an event, incident or travel episode to which expenses can be assigned.

Unreleased Budget A budget allocation that is not intended to be spent during the current financial year. Synonymous with reserves.

WBS Element A ‘work breakdown structure’ - a subdivision of a project account to reflect the work streams/budgets as necessary. All projects will have at least one WBS element. Some projects with complex work streams and budgets may have multiple WBS elements. Budgets are set against the WBS element.

WBS Structure The relationship between WBS elements that make a project.


Section 3: Research Grant Reporting

Report Category

Report Name: Report Code: Page

1 Simple Grant Details

Display Grant Master GMGRANTD 40

2 Research Budget Management Budget vs. Committed & Actual (Grants Management Module)

Y_DR3_07000007 42

3 Research Budget Management Budget Vs. Committed & Actual (Projects Module)

S_ALR_87013542 44

4 Research Grants Master Data Master Data Index for Grants (Grants Management Module)

S_ALN_01000079 46

5 Research Grants Master Data Overview - Project Definitions (Projects Module)

CN42N 48

6 Research Grants Budgetary Control Budgetary Control Reports By Grant Groups By Principal Investigator

Y_DR3_0700007 51

7 Additional Information: • Glossary of Research Grants

Reporting terminology. • Guidance about how Sponsored

Classes operate.

53


3.1 Report Category: Simple Grant Details Report Name: Display Grant Master Report Code: GMGRANTD Where to find it on uBASE: Research Grant Maintenance Folder

What does this report tell you? This report gives you basic information about your grant such as its overall budget, its start and finish dates, the name of the Principal Investigator and Sponsor, your contact in the Research Finance Section and who in your Department has access to managing your grant. How would you run this report? From the uBASE Front Screen, scroll down the menu to ‘Research Grant Maintenance’, click on the arrow to the left of this title and double click on the item in this group with the code ‘GMGRANTD’. Then follow the screen instructions shown below. What do you need to know to run this report? You need to know the account (URMS) number of your grant. (continued)


Report Parameters

Output

Enter the account number of your grant in this box followed by ‘-1’

The Reference tab, when selected, gives the contact name in the Research Finance Section. The responsibilities tab next to it gives details of the names of staff who have access to managing this account The name of the sponsor & P.I.

are shown here The budget for the grant is here The start and end dates for the grant are shown here


3.2 Report Category: Research Budget Management Report Name: Budget vs. Committed & Actual (Grants Management Module) Report Code: Y_DR3_07000007 Where to find it on uBASE: Research Grant Reporting Folder

What does this report tell you? This report tells you the actual and committed spend against particular budget headings for your grant. You should use this report to monitor expenditure against individual budget headings as well as your overall budget allocated for your grant regularly. How would you run this report? From the uBASE Front Screen, scroll down the menu to ‘Research Grant Reporting’, click on the arrow to the left of this title and double click on the item in this group with the code ‘Y_DR3_07000007’. Then follow the screen instructions shown below. What do you need to know to run this report? You would need to know the account (URMS) number and the name of the sponsor, your grant group reference for your department, the name of the sponsor and the name of the Principal Investigator.

(continued)



Output

You need to enter your grant group here You select ‘total’ here to ensure all expenditure is recorded

This column shows the available balance for that budget heading in your grant

This column shows the expenditure that has ‘actually’ been incurred against that budget heading

By clicking on the triangle to the left of the folder icon you can pull up details of all individual grants for your Department

This column shows the expenditure which has been ‘committed’ against the budget heading (i.e. a purchase order has been raised)

This column shows the funds available for each of the budget headings in your grant

This column shows the budget headings for your Department


3.3 Report Category : Research Budget Management Report Name : Budget Vs. Committed & Actual (Projects Module) Report Code : S_ALR_87013542 Where to find it on uBASE: Research Project Reporting Folder

What does this report tell you? This report shows actual and committed expenditure but unlike the budget report available in the grants management module. This report can be useful if you need to view expenditure against budget on your grant over a limited period of time, say 3 months, instead of spend to date. How would you run this report? From the uBASE Front Screen, scroll down the menu to ‘Research Project Reporting’, click on the arrow to the left of this title and double click on the item in this group with the code ‘S_ALR_87013542’. Then follow the screen instructions shown below. What do you need to know to run this report? You would need to know the account (URMS) number and the name of the sponsor, your grant group reference for your department, the name of the sponsor and the name of the Principal Investigator.

(continued)



Output

You need to enter the grant account number here. Remember to prefix the account number with the letter ‘R’ to ensure you pull up the research account you require You need to enter the correct year and financial periods for the time span you wish to view here

The budget available for each of the headings is shown here

The ‘committed’ expenditure is shown here

The total expenditure for the period required is shown here

The areas of expenditure are shown in this column

The breakdown of the account is shown in this column


3.4 Report Category: Research Grants Master Data Report Name : Master Data Index for Grants (Grants Management Module) Report Code : S_ALN_01000079 Where to find it on uBASE: Research Grant Reporting Folder

What does this report tell you? This report provides a master record of all grants within your Department including such details as start and end dates etc.). This can be useful to keep track of all the various grants in operation in your Department. How would you run this report? From the uBASE front screen, select the ‘Research Grants Reporting folder and double click on the document entitled ‘S_ALN_01000079 – Master Data Index For Grants’. Then follow the steps as shown in the screen shots below to produce the required reports. What do you need to know to run this report? The Grant Group of your department.

(continued)



Output

Enter your grant group here and click on the ‘execute’ button to produce the report


3.5 Report Category : Research Grants Master Data Report Name : Overview - Project Definitions (Projects Module) Report Code : CN42N Where to find it on uBASE: Research Projects Display Folder

What does this report tell you? This report provides data on start & end dates plus as well as other information such as who was the PI Applicant and person responsible. How would you run this report? From the uBASE front screen, select the ‘Research Projects Display’ folder and double click on the document entitled ‘CN42N – Overview: Project Definitions’. Then follow the steps as shown in the screen shots below to produce the required reports. What do you need to know to run this report? You will need to know your Grant Group.

(continued)



(continued)

First, enter ‘r*’ in this box

Secondly, in this box click on the box and select ‘research view’. The click on the green tick box to action this

Lastly, click on ‘dynamic selections’ button as shown

Click on the triangle to the left of the ‘org. units definition’ folder, select ‘profit centre’ and in the dynamic selections box enter your grant group followed by ‘rgc’ to produce the screen as shown below


Output


3.6 Report Category : Research Grants Budgetary Control Report Name : Budgetary Control Reports By Grant Groups By Principal Investigator Report Code : Y_DR3_0700007 Where to find it on uBASE: Research Grants Reporting Folder

What does this report tell you? This report provides details of all grants by grant group and by Principal Investigator. How would you run this report? From the uBASE front screen, select the ‘Research Grants Reporting’ folder and double click on the document entitled ‘budgetary vs. commit/actual’. Then follow the steps as shown in the two screen shots below to produce the required reports. What do you need to know to run this report? You need to know your grant group and account details.

(continued)




Glossary of Research Grant Financial Reporting Terms

Actual Expenditure that has been incurred contractually by the University. In the purchasing process expenditure is classified as ‘actual’ when the goods receipting process has been successfully completed (n.b. this may be before an invoice has been received or paid).

Available Budget The amount of budget that has not yet been consumed. This is calculated as the difference between the annual budget and the total value of actual and committed expenditure.

Budget Consumption

The use of the budget as items of expenditure are charged against it. uBASE records the budget as having been consumed at the point at which a commitment is created. In the purchasing process this occurs when a requisition is approved.

Commitment An indication of the firm intention to incur expenditure for goods or services that have not yet been received. Commitments cause the budget to be consumed and are recognised at the point that a purchase requisition is approved.

Cost Element A classification of the type of expenditure incurred using the University’s definitions e.g. Electrical Equipment, Laboratory/Workshop Equipment.

Cost Element Group

A grouping of cost elements to represent a summary of the type of expenditure e.g. Furniture & Equipment.

Grant An account for recording the income and expenditure in relation to a research project using the sponsors budget definitions.

Grant Group A grouping of grants along departmental structures.

Grants Management

An area of the uBASE system that is specifically designed for reporting in relation to research projects.

Line Item An individual transaction record.

Project An account for recording income and expenditure in relation to an externally funded activity and provision of services internally for which a payment is made from one department to another.

Project Systems An area of the uBASE system designed for reporting on non-research externally funded projects but also useful for reporting on research projects using University cost elements.

Sponsored Class A budget category using the sponsor’s definitions for the types of expenditure that the budget can be used for.


WBS Element A ‘work breakdown structure’ - a subdivision of a project account to reflect the work streams/budgets as necessary. All research projects will have at least three WBS elements. Some projects with complex work streams and budgets may have more than three.

WBS Structure The relationship between WBS elements that make a project.


Sponsored Classes • These represent sponsor budget headings (generic names have been used

wherever possible).

• Typical sponsored classes would be Staff Costs, Consumables, Equipment, Travel etc.

• Sponsored classes summarise the University’s GL codes by sponsor budget

heading.

• They are defined by sponsor and a single sponsored class can have a different meaning for different sponsors.

E.g. Two sponsors award budgets for travel; • Sponsor 1 restricts travel to the UK.

• Sponsor 2 allows UK and overseas travel. The GL codes relating to travel are:

GL Code Description 61930 Air Travel Overseas 61931 Air Travel UK 61932 Travel & Subsistence Overseas 61933 Travel & Subsistence UK

The sponsored classes would be defined as ;

From GL code To GL code Sponsor Sponsored Class 61931 Sponsor 1 Travel 61933 Sponsor 1 Travel 61930 61933 Sponsor 2 Travel

• Sponsored classes are attached to a grant on the basis of the budget headings

awarded by the sponsor for that grant.

• Budgets are allocated by sponsored class and availability control takes place at that level (90% and 100% of budget consumption).

• Spending in excess of a sponsored class budget is allowed and any overspend

remains the responsibility of the department involved.

• Spending on ineligible items is prevented.