Purpose
This document is intended for users to find Grants Monthly Ledger details information for a given user’s needs. The suite of reports provides details on the projects financial performance and will help users with Sponsored Award report-outs with faculty and sponsors. This suite of reports can connect users to the monthly expenditures related to a given Project.
- The data available in Orbit will be updated nightly by the source system (i.e., Oracle, Workday, or AURA).
- In Orbit, information is displayed in reports, which present tables covering specific data sets with filtering capabilities, or in dashboards, which combine charts, graphs, and reports to provide a comprehensive view of the data.
- Dashboards and reports in Orbit are organized into folders based on broader topics or categories. After selecting one of these folders, you will need to choose the desired dashboard or report from the available options within the folder.
- Dashboards and reports in Orbit display filter boxes at the top of the screen, which can be used to apply filters across all charts, graphs and tables included in the dashboard or report. To use these filters, select a box and enter your filter criteria in the Search field. For more information on accessing and navigating Orbit, refer to the Navigating Orbit Report Fundamentals Knowledge Base Article.
Security Access
Information available in this dashboard is based on the security applied to your user access. To find your security access you can access the Security and Project Team Member Reports, this link will take you to a guide to help you navigate this report. To see the information in this report, you must have the following system access:
- Inherent Access: Award Administrators, Department Research Administrator, Subaward Administrators, Entity Financial Managers, Organization Financial Managers, Central Grants Roles, and Principal Investigators.
- Role Assigned Access: Grants Management Dashboard Viewer
If you need access to this dashboard or you are unable to see certain information in this dashboard, work with your unit Role Assignment Owner to get new or additional access granted.
Access the Grants Monthly Ledgers
- Log in to Oracle
- Select the Reporting Hub menu option
- Select Orbit Reporting Hub
- Select the ‘R’ and select Reporting
- Select Shared with Me
- Select Grants Monthly Legers
- Open the report that fits your need
Available Dashboards
The purpose of the report is to provide a month-end statement for PPM Projects/Awards of budget, expenditures, and balance as of a specified month and year that corresponds to the GL Accounting Date in Oracle.
Note: This report functions differently than the other reports in Orbit. When you select the filter criteria, the user needs to select Run. After running this report, a .pdf will appear. Users can select the download icon to download the .pdf and provide the document to external auditors.
Filters
The filters on this report are required to ensure you are pulling accurate data for the project you are researching.
Project: Enter the Project Number for which you require a month-end statement. You will only be able to filter on project numbers you are associated with.
Fiscal Period: The fiscal period filter pulls data for all costs with GL Accounting Date through the fiscal period indicated. Select the current month or other fiscal period to which you require a statement.
Award Details
This reporting table allows users to see underlying award level details related to the project set in the filters.
Business Questions Answered
- What is the Award Number associated to the project?
- Who is the sponsor of this award?
- What is the start and end dates of the award?
- What is the award close date?
Project Details Table
This reporting table allows users to find the underlying details related to the project set in the filters.
Business Questions Answered
- What Organization is tied to the project?
- Who is the Project PI tied to the project?
- What Award number is associated to the project?
- Who is the project Sponsor?
- What is the Award Start and End Date?
- When will the Award close?
- What is the indirect cost rate?
Balance by Expenditure Category
This reporting table allows users to see the available balances of budgeted expense categories.
Business Questions Answered
- How much was budgeted for a specific expenditure category?
- What is the remaining balance of the budgeted expenditure category?
Actuals by Expenditure Type Table
This reporting table allows users to see the expenditures that occurred on the Filtered Project that occurred within the Fiscal Period set.
Business Questions Answered
- What is the Expenditure Category of the transaction?
- What is the Expenditure Type of the transaction?
- What is the Project’s budget?
- What is the total spending in the Current Month?
- What is the total spend on the Project to date?
- What are the total commitments promised on the project?
- What is the balance available on the project?
Award Details Dashboard
The purpose of the report is to provide a comprehensive overview of the details associated with an awarded grant.
Filters
The filters on this report will help you customize your reporting needs based on the filter criteria selected.
Business Unit: Award funding is categorized into different types of award funding. You can use this filter to set your search criteria to the different types of award funding. Examples of this search are University Sponsored Awards, University Individual Awards and Discretionary Funds, and University Clinical Research. You will only be able to filter on Business Units you are associated with.
Award Type: Award funding can be categorized into different types of awards, which can identify whether the sponsored fund is federally funded or if it's an internal award for a startup. You will only be able to filter on the Award Type you are associated with.
Award Number: When awards are created in Oracle, they are assigned an award number. you can filter by this field to set your search results to be related to one or many awards. You will only be able to filter on Award Numbers you are associated with.
Award Purpose: Awards are also associated with various purposes. This field allows you to see the purpose of the award when it was created. You will only be able to filter on Award Purposess you are associated with.
Project Number: In Oracle, a project number is systematically assigned upon the creation of the project. You can search by Project Numbers to see results for one or many projects. You will only be able to filter on the Project Numbers you are associated with.
Principal Investigator: Each award and project has a principal investigator (PI) assigned; this field is to search for associated projects and awards for an Award PI. You will only be able to filter on Principal Investigators you are associated with.
Project Status: You can use this field to search based on the status of the award funding. This status is specific to the details associated to the Oracle Project Number. You will only be able to filter on Project Statuses you are associated with.
Award Details Dashboard
The awards details dashboard provides users with the important details needed to manage award funding.
Business Questions Answered
- What is the Oracle Project Number associated with my Oracle Award Number or my AURA Award Number?
- What is my Award Status?
- What are the important dates associated with my award and project?
- Which University Organization owns the award?
- Who is the sponsor of the award?
- What are the balances and funding amounts associated with the Project and Award?