Project Monitoring Instructions


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Project Monitoring Instructions

  1. 1. Updated February 2005 PROJECT MONITORING REPORTS There are several templates available. 1. Project Monitoring by P/G – All Funds (Standard Version) 2. Project Monitoring by P/G – No Fund 10000 (Standard Version) 3. Project Monitoring by P/G II – All Funds (Expanded Budgeting) 4. Project Monitoring by P/G II – No Fund 10000 (Expanded Budgeting) 5. Project Monitoring by Shortcode – (Standard Version) 6. Project Monitoring by Shortcode II – (Expanded Budgeting) The Project Monitoring by P/G templates includes all expenses for a specific p/g. Those expenses can include all funds (including cost share if applicable) and all program codes. The Project Monitoring by Shortcode should be used if user wishes to “restrict” the data to a specific shortcode. The “Expanded Budgeting” reports include expanded budgeting capabilities (ability to show multiple years budget and prior years expenses) as well as automatic download of M-Pathways budgets into spreadsheet (once you click the Get Data Button). The project monitoring templates provide a comprehensive worksheet that merges sponsor approved budgets, actual expenses, future projections and known encumbrances. The outcome is a report that tells the whole story. Current expenses only provides a partial story (what has happened) whereas projecting and encumbering future expenses gives a more realistic picture of where the project stands (what has been promised, what expenses have not yet hit, what are the future payroll expenses, etc.) Getting Started: 1) Download a copy of the Project Monitoring Template you wish to use (found under Project Management Reports, Project Monitoring Templates) Every time users open the query this notice appears. Make sure to click the Enable Macros to be sure the report will run correctly 1
  2. 2. Updated February 2005 2) User will then be prompted for: Username (uniquename) Password (your Data Warehouse/BusinessObjects password) Click OK Users will be prompted for this information each time user opens the file. To begin, several items need to be entered into the various tabs. Information should only be entered into cells and columns that are brightly colored (typically purple or yellow). BUDGET Worksheet This worksheet provides the user with the capability of entering yearly awarded budgets, including supplements and carryover. The budgets will sum to a cumulative budget that should tie out to the cumulative budget on the PBSR. Sum of all Awards entered Automatically loaded from Mpathways each time the Get Data Button is pushed NOTE: Once users click the Get Data button on the Project worksheet (see page 6 for more information), the Mpathways budget (Column L) will automatically load into the Budget worksheet. The M-Pathways budget is the budget that is used to calculate the authorized budget amount (see next page). The authorized budget on the Budget worksheet links to the authorized budget column on the Project worksheet. It is important to review the Mpathways budget against what users expect the budget to be. Note, that if users have additional budget forthcoming (NCR awarded, supplement awarded, 7471 in process to add additional budget, etc.), until that budget is officially loaded into M-Pathways, it will not show on the worksheet. 2
  3. 3. Updated February 2005 In addition, users can enter Prior Period Expenses. The expense amounts can tie out to an FSR (if applicable) or a previous year’s expenses from the monitoring template. The expense amounts “reduces” the amount of available budget. The Authorized Budget is the Mpathways budget (cumulative budget) less total prior years expenses (user loads). The Authorized Budget links to the Authorized budget column (Column C) on to the Project worksheet. For projects that allow automatic carry forward each year, users should load in the yearly awards (per award documents and 7471s). The cumulative budget should match the M- Pathways budget. If users then load in expenses from prior years (or the cumulative expenses to date), then the authorized budget is awards to date less expenses thru the period users specifies. The authorized budget would be the cumulative total of all awards to date less prior years expenses that user has loaded. For projects that do not allow automatic carry forward, carry forward must be requested and sponsor approval given before carry forward can be spent. During the yearly FSR process, the budget may be reduced to equal expenses to date or you can utilize the Carry Forward Pending budget line, pending official carry forward approval. In those cases, users can use the suppl/TBD budget columns to reflect a negative budget pending official approval for carry forward. 3
  4. 4. Updated February 2005 SAL PROJECTIONS Worksheet This worksheet provides the user with the capability of projecting and encumbering salaries for a specific individual. By entering and emplid and emp rcd# and then clicking on the Refresh Names and & FTR button (and entering your username and password), the report will bring back that individuals name and current FTR for the emp rcd # specified. User must have HR Data Warehouse access for the template to automatically load the name and current FTR for an emplid. If not, user can still enter a name or position and a specific FTR for that individual in the user-defined FTR cell. User Defined FTR – user enters the FTR to be used in the salary projections. In some cases, user may want the User Defined FTR = Current FTR (from M-Pathways), but user may enter a different FTR for an individual. For example, on an NIH grant with a salary cap, user may want to use the current NIH cap as the User Defined FTR for calculation purposes. The Current FTR is the most recent FTR in M-Pathways (it includes any salary adjustments - increases or promotions, etc.). It can be used to compare against the FTR users have entered. The 9/1 Incr column will automatically calculate a 3% increase (default amount, but user can change it in cell B1), over the User Defined FTR. For each month, user can either enter a projected % effort OR # of hours for the individual. The % effort calculation takes X% of the 1/12th amount based on the start month user enter on the Project worksheet (see next page). Those dates are automatically linked to this worksheet. For example, with a start date of July 1st, the months prior to September (July and August) would use the 1/12th of Curr column amount in the calculation. For September and beyond, the projected amounts would be based on the 1/12th of 9/1 incr column amount. If users enter # of hours, the calculation looks at the date at the top of the column to determine the # of work hours for that month and year. The formula determines the appropriate 1/12th amount (based on the month) divides by the # of work hours that month (to determine an hourly rate), and then times by the # of hours the user enters. The % effort and # of hours user enter in the first month’s cell will populate the remaining months. Each month will equal the previous months until changed by the user. SHV – For folks who charge to a *pool* p/g, the template will project an SHV amount based on the salary projections entered. The current ISR default is 25.5%, but can be changed by the user for each individual based on their actual SHV charge. For folks who are directly appointed to a specific p/g (shortcode), then SHV does not apply and user should change to 0% or clear those cells out. 4
  5. 5. Updated February 2005 Fringe Benefits are defaulted to 27% for all, but can be globally changed (cell B2). If user has HR access, every time the Get Data button is pushed, the FB rate will update based on actual salary and FB charges for that individual. Users can override that auto calculation by entering user defined FB rate. Notes: If you receive the following error when you click the Refresh Names & FTR button and an empinfo worksheet tab appears, the template is working correctly. However, you do not have access to the HR Data Warehouse. Access to the HR Data Warehouse is requested via an M-1 form. Check with your UL for access requirements. This worksheet is protected as the formulas in many of the cells are complex, very specific and are not easily copied from one cell to another. Therefore, if users wish to hide rows or columns, the protection needs to be turned off. Be sure to enter information only in brightly colored cells. 5
  6. 6. Updated February 2005 PROJECT Worksheet 1) Project Grant # (Cell B1) 2) Number of Months in Budget 1) Project Grant # (Cell B1) - In the upper left hand 3) Start Month (Cell F6) corner; enter the p/g user wishes to monitor. 4) Start Month (Cell F6) - enter the start date for your budget period. Remaining dates automatically calculate. 4) Start Month (Cell F6) – is where user enter the start date for userr budget period. Remaining dates automatically calculate. 3) Authorized budget (Column C) – linked from the Budget worksheet. 3) Authorized budget (Column C) – is the sponsor approved budget 2) Number of Months in Budget - this allows the user to specify the # of months to be for the time period specified. used to automatically calculate the projected amounts for non-salary items. For example, if user enters 12, the authorized budget is automatically be divided by 12 and loads the projected amounts as 1/12 of the authorized budget for each month. If a project got a late start and you have 10 months remaining to spend a 12 month budget, you could enter “10” and the projected monthly amount would be 1/10 of the authorized budget amount. 6
  7. 7. Updated February 2005 After the items have been entered users are ready to begin getting data, monitoring, encumbering and projecting for the project. Every month users will receive hard copies of the MAIS produced financial reports or users can run a Data Warehouse query to get the monthly data. Once the month has closed: 1) Click the “Get Data” button above the column for the month. 2) The projected expenses for that month will be replaced by actual expenses 3) The various “expended” columns (X, Y, Z) will be automatically updated 4) Revise your adjustments column or projections as needed If no data is returned (meaning, no expenses for that project for that month), user will get the following message. Click OK. Actual Expended Column – this is the amount actually expended through the month user last clicked the get Data Button. Budget – Actual Expended – this is the balance of authorized budget less actual expended amount. This could tie out to the amounts on your PBSR balance. TOTAL ACTUAL & PROJECTED Expended – this is sum of your actual expenses plus future projected amounts. TOTAL ACTUAL & PROJECTED vs BUDGET – this is the authorized budget amount less, actual expended plus projected amounts. This is the true picture of where you stand given all known expenditures, salary projections, known and estimated encumbrances. REVISING THE ADJUSTMENTS OR PROJ COLUMNS: 7
  8. 8. Updated February 2005 Adjustments Column (AA) - This column can be used to hard code projected expenses that users know have or will take place in the future, but have not yet been posted to the project. These could include projected salaries adjustments, travel, supplies, consultants, etc. In addition, the Expanded Budgeting template includes an Encumbrance Worksheet that links to the adjustments column (see Encumbrance Worksheet information below) Proj Columns (far right) – For salary amounts, the projected amounts are linked from the SAL Projection worksheet based on the projections users have entered. For non-salary amounts the Proj (projected amount) is automatically calculated based on the budget. The columns can be revised to reflect known encumbrances such as, future month or charges that have not hit the project yet. Depending upon users need for future projections, user can use both (or either) the Adjustments Column (column AA) and the monthly Proj columns. The Proj columns allows the user to project for a particular month. For example if user knew PI would have travel expenses in December, user could place that projected amount in the December column on the travel line. Projected/adjustment columns can also be used to revise projections as users near the end of the project where accurate projecting is extremely important. In addition, the workbook contains other worksheets that provide monthly information. ENCUMBRANCE Worksheet The Encumbrance worksheet can be used to enter in non-salary encumbrances/projected/anticipated costs for the project. The encumbrance worksheet is simply a place to put anticipated expenses in one place. The encumbrance worksheet can be used in conjunction with the monthly Projected Columns or by itself. The worksheet works by using a combination of a two letter CODE and AMOUNT for a projected expense. The worksheet sums all of the lines with a specific code. So all GS (general supplies) lines are totaled on the General Supplies cell (below the data entry field ) and are carried over to the Adjustments column on the Project tab. As the worksheet is modified, amounts for each category change and updates are reflected on the Project tab. For each known encumbrance, you need to enter a minimum of a CODE and AMOUNT. The other fields (date, doc#, description and comments) can be used to provide you with 8
  9. 9. Updated February 2005 additional details to identify the projected charge. The other columns are not necessary for the encumbrance worksheet to work properly. After each month closes, review the encumbrances and if paid, clear the line. Then, add new anticipated expenses. So for example, your encumbrance sheet may look like this Query Worksheet This worksheet provides users with a simplified Statement of Activity (SOA) for the month user click the Get Data button.” The query tab shows user the PBSR roll-up for the Statement of Activity Detail for that month and project. Data is replaced each time user clicks the “Get Data” button. Payroll Tracking YTD Worksheet This worksheet allows user to track monthly earnings and fringes by individual charged to the project. As staff charge to the project, the payroll earnings data is pulled into the worksheet. Note: If users do not have access to the Payroll data in the Data Warehouse, they will not be able to get the payroll detail by person. 9
  10. 10. Updated February 2005 Users can sort by name or emplid and the report will automatically add the payroll and fringes for that individual for each month user clicks the Get Data button. For example, if an individual moves from line 16 to line 20 (due to sorting) their information across the months remains on the line for that emplid. In addition, users can enter a Budget Amount for that individual to be able to see over the course of the year how actual and projected payroll charges compare to what was budgeted. This will allow users to change fractions as needed to keep your project within budget. The Actual Earnings are earnings from the start date entered through the last month the Get Data data button was pushed. Projected Earnings is the projected amount from the month after the Get data button was pushed through the end of the project. Because the worksheet shows user all individuals who charged to your project, if erroneous charges appear, they can be corrected in a timely manner. Couple of notes: 1) The monthly earnings on this worksheet will not tie out exactly to the Gross Payroll ledger as the data for this worksheet comes from the payroll universe. Earnings in the payroll system include salary and taxable benefits. Taxable benefits include long term disability – university contribution (Lg Trm Disab-Univ Portion-IE) and NHI (no health insurance). Therefore, the earnings listed for an individual include both salary AND these taxable benefits. 2) Only salary adjustments that run through the payroll system, are included in this worksheet. Any salary adjustments that are handled outside of the payroll system (via a JE) would not be included in the earnings amount. 3) Monthly charges such as SHV and Staff Benefit Recharge are not included in the earnings amount by individual. Since these amounts are calculated based salary charges for the month, they are charged via a JE each month and are outside of the payroll system. Payroll Detail Worksheet This worksheet allows users to get the payroll detail (salary and various fringes) for a specific individual for a specific month. User enters the individual’s EmplID (or copy from the Payroll Tracking YTD tab), Fiscal Year and Accounting Period. User clicks on the Update button to retrieve the data. 911800&911900 Worksheet This worksheet provides user with the details of the General Supplies (911800 Account Group) and Research Supplies & Services (911900 Account Group) expenses by month by account. Lastly, please download a copy of the Helpful Hints Document. That document provides users of all the templates important information you need to know when using the report templates. 10