Report Basics What is the purpose of this report? The Individual Portfolio Report provides a consolidated view of all Funds, s and sponsored Activity for a given faculty member and displays the amount available to spend for each. This report includes the awards and Projects for a Principal Investigator (PI). What key business questions does this report answer? How much money is available for an individual faculty member to spend? What is the balance for the sponsored research funds that a faculty member manages? What is the balance of the Startup Fund for a given faculty member? How many projects or how much money does this individual manager or faculty member manage? This project is closed. Does it have a balance? Who uses this report? Individual Faculty members and the department managers, grant managers or financial managers of their home department. Grant managers, department and financial managers of academic programs or centers who own the sponsored award or project. Individuals with central financial management responsibility in the Provost and Finance & Treasury offices. How often is the report refreshed with data? Nightly How do I navigate to the report? 1. Log into the Prime Portal (http://prime.princeton.edu). 2. Click the Reporting button to open the Cognos application. 3. Click the Financial Management folder. Where do I go for additional help? For technical and business questions: o Until September 30, 2014: Prime Support Center (PSC) Phone (609) 258 7100 Email prime@princeton.edu o Starting October 1, 2014: Financial Service Center or OIT Help Desk For training materials, go to the Prime portal (http://prime.princeton.edu) and navigate to Information & Training > Training & Step by Steps > Financial Management & Reporting. Revision 00 Page 1 of 5
Using the Report What key prompts should I use to run the report? Field Fiscal Year Required field. The 12 month period used for Princeton financial reporting beginning July 1 and ending June 30. Accounting Period Manager/PI Department Fund Required field. The month in which certain financial events took place. July is period 1, August is period 2, September is period 3, and so forth. The manager or Principal Investigator (PI) for the. You can select one or more Managers or PIs. When no selection is made, the report returns data for all Managers or PIs for which you have access. When multiple managers/pis are selected, the report page breaks by person. An activity owned and managed by one or more departments, academic programs, or individuals. The activity typically spans Funds, Accounts and Departments while aggregating expenses and revenues around a common purpose. You can run this report for all or selected s. When no selection is made, the report returns data for all s for which you have access. Organizational unit responsible for revenues and expenses, and typically contains people and a budget. You can run this report for one or more Departments. When no selection is made, the report returns data for all Departments where the individual has funding Used to track the source of funding. You can select one or more Funds. When no selection is made, the report returns data for all Funds. What tips & tricks can help me use this report effectively? When you perform a search on the Prompt page, you can enter a wildcard (%) at the beginning, middle, and/or the end of your search criteria. Wildcards are used in place of unknown characters if you do not know the exact value for a prompt. Select one of the View in Excel Options to download the report in.xlsx or.csv format. Using Excel features, reformat the report output as needed. For more information about navigating the Prompt page, refer to the Cognos basic navigation courses. For more information about chartstrings and ChartFields, refer to the Choose the Right ChartField page on the Prime Portal. Revision 00 Page 2 of 5
Sample Report Note: Sample report displays test data. Revision 00 Page 3 of 5
How do I interpret the report? REPORT SECTIONS Section Name s Sponsored Projects COLUMNS Project Department Fund Financial information for the s of the specified faculty members. Financial information for the Projects of the specified faculty members. These Projects are funded by sponsored research Funds and cost share associated with these Funds. Note: If you are an Award PI, you will see the data in the Sponsored Projects section for ALL the Projects that are associated with that award. However, if you are Project PI for one or more Projects of an award, you will only be able to see data for your Projects and NOT for the overall award. Number and name of the Number and name of the Project Number and name of the Department Number and name of the Fund : Beginning Balance (A) : Revenue (B) : Expense (C) : Encumbrance (D) : Available Balance (A+B C D) Net of Revenues and Expenses carried forward from the previous fiscal year for a (does not include A0000). Actual year to date revenue (including Transfers In and Out and Assignments In and Out), such as gift revenues, endowment payout, royalties, recharge recovery, and other income. Note: The purpose of this report is to provide balances that can be spent. If a Fund contains revenues that do not determine the faculty member s authority to spend (for example, Revenues in A0000), then these revenues are not reflected in the report. Amount expended year to date against a given. Unpaid commitment on purchase orders and Labor Accounting lines against a. Commitments that are not recorded in the financial systems do not constitute an encumbrance, therefore, are not included. Calculation that equals Beginning Balance + Revenue Expenses Encumbrance for a Revision 00 Page 4 of 5
COLUMNS (continued) Sponsored Projects: Inceptionto Date Budget (A) Inception to Date Expense (B) Encumbrance (C) Available Balance (A B C) Budget allocated since the start of the project until the report run date. Expense amount incurred since the start of the project until the report run date. Unpaid commitment on purchase orders and Labor Accounting lines against a. Includes Facilities and Administrative (F&A) encumbrances. Commitments that are not recorded in the financial systems do not constitute an encumbrance, therefore, are not included. Calculation that equals Inception to Date Budget Inception to Date Expense Encumbrance for a Sponsored Project. What else should I consider? Item Page breaks on Grouped by Totaled by Manager/PI s and Sponsored Projects s and Sponsored Projects Subtotaled by For s subtotaled by Project For Sponsored Projects subtotaled by Award and Project Additional totals Cost Share Sponsored Funds (G Funds) Cost Share Funds (All non G Funds in PC Business Unit Grant) All Funds (Total Sponsored Funds + Total Cost Share Funds) Cost share may be duplicated under both and Sponsored Projects if the cost share dollars are associated with your specific. Revision 00 Page 5 of 5