The Capital Projects Project Management Dashboards are intended for staff who are working with Capital Projects and need to see information on their project’s performance.  This guide explains what each report in the dashboard means and how to utilize the report for financial decision making.

• 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. Double-click or drag the desired results into the Selected item(s) list, then click OK. The information in the dashboard or report will update accordingly. You can use multiple filter boxes to further refine the data.
• To use filters that apply only to the data within a single table, select the Filter icon, depicted as a funnel and usually located in the top-left corner of the table, and input the filter requirements needed for your search.
• To export a specific table to Excel, select the Menu icon (represented by three horizontal lines, also known as the hamburger icon) located in the top-right corner of the table, and select Underlying Data. A popup will appear. In the popup, click the Export icon in the top-right corner of the screen.
• Many dashboards and reports within these folders contain hyperlinked information. When a hyperlink is available, you can select the hyperlink to see additional information.
• For more information on accessing and navigating Orbit, refer to the Navigating Orbit Report Fundamentals Knowledge Base Article.

 

Information available in this dashboard is based on the security applied to your user access. To see the information in this report, you must have access to manage or view Capital Projects

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.

1. Log in to Oracle

2. Select the Reporting Hub menu option
3. Select Orbit Reporting Hub

4. Select the ‘R’ and select Reporting

5. Select Shared with Me
6. Select Capital Projects Management Dashboard

7. Open the report that fits your need

Available Dashboards

• CP – Account Summary & Detail
• CP – Budget vs Actual
• CP – Encumbrance Detail
• CP – Expense Line Summary and Detail Report
• CP – Project Details
• CP – Project Details Drilldown
• CP Budget Office Reports
• Project Asset Details

CP – Account Summary & Details

This dashboard allows users to identify the Constructions in Progress expense summary and detail.

Business Questions Answered

·       How much money has been spent in construction in progress for a capital project year to date?

o   Input a project name or project number into the respective filter

o   View the YTD column in the CIP Account Analysis Summary table

·       How much money has been spent in construction in progress for a capital project inception to date?

o   Input a project name or project number into the respective filter

o   View the ITD Amount column in the CIP Account Analysis Summary table

·       How much money has been spent in construction in progress (buildings) for capital projects?

o   Input “CIP” into the CIP Account Type filter

o   Double-click or drag “CIP – Buildings” into the Selected Item(s) and click Ok

o   View Total Expenses KPI

·       How much money has been spent in construction in progress (equipment) for capital projects?

o   Input “CIP” into the CIP Account Type filter

o   Double-click or drag “CIP – Equipment” into the Selected Item(s) and click Ok

o   View Total Expenses KPI

Filters

This report lets you filter information to help you find exactly what you want. Here’s a list of the available filters and what they mean:

• Project Entity: The branch of the university that owns the project.
• Project Organization: The department within the branch that owns the project.
• Business Unit: The category or type of project you chose when creating the project in Oracle.
• Project Name: The name you gave the project when it was created in Oracle.

• • • Project Number: The unique number given to the project, which shows what type of project it is.  Listed below are the available project prefixes:
  • UFP- Facilities e-builder
  • SCP- UCMC shared
  • UCP- all other

• Project Manager: The person in charge of managing the project’s finances.
• Project Start Date: The date when the project began—expenses can be charged to the project from this date.
• Project End Date: The last possible date for charging expenses to this project.
• Project Type: The type of project selected when it was first created.
• Task Number: The number for a specific activity or task in the project; “CC” tasks are for costs you can capitalize, and “NC” tasks are for costs you can’t.
• CIP Account Type: CIP stands for “Construction-in-Progress.” This account tracks all the different expenses for a construction project, like materials, labor, and contractor payments. Each expense is recorded separately, so it’s easy to see where the money is going and keep accurate records.

Key Performance Indicators

·       Total Budget: The maximum amount of money set aside for this project.

·       Total Expenses: The total amount of money already spent on the project.

·       Total Balance: How much money you have left (Total Budget minus Total Expenses).

Dashboard Tables

CIP Account Analysis Summary

This shows a quick overview of the total money spent on projects that are still being built.

CIP Account Analysis Detail

This table gives specific details about each expense for projects that are still being built.

Business Questions Answered

• How much am I spending on projects?
  • Input a project name or project number in the filter
  • View Expense and Encumbrance bar in the Total Budget and Total Expense and Encumbrance By Project graph to see how much is being spent on the filtered project
  • Or – View the Expense Amount and Encumbrance Amount columns in the Project Detail table to see these values for the filtered project
• How do my expenses compare to what was budgeted?
  • Input a project name or project number in the filter
  • View the bars in the Total Budget and Total Expense and Encumbrance By Project graph to compare the expenses and what was budgeted for the filtered-on project
  • Or – View the Expense Amount and Project Budget columns in the Project Detail table
• What am I spending the budget on for the project?
  • Input a project name or project number in the filter
  • View the Expenditure Type column in the project Detail table
  • For projects owned by my organization, how are we performing? Over/under budget?
  • Input an organization name into the filter
  • View the Total Balance KPI
    • • Positive value = under budget
      • Negative value = over budget
  • Or – View the Total Balance column in the Project Detail table to view budget details by expenditure type

Filters

• Project Entity: The branch of the university that owns the project.
• Project Organization: The department within the branch that owns the project.
• Business Unit: The category or type of project you chose when creating the project in Oracle.
• Project Name: The name you gave the project when it was created in Oracle.

• • • Project Number: The unique number given to the project, which shows what type of project it is.  Listed below are the available project prefixes:
  • UFP- Facilities e-builder
  • SCP- UCMC shared
  • UCP- all other

• Project Manager: The person in charge of managing the project’s finances.
• Project Start Date: The date when the project began—expenses can be charged to the project from this date.
• Project End Date: The last possible date for charging expenses to this project.
• Current Project Status: Shows what stage the project is in right now.
• Expenditure Category: Broad classification of expenses.
• Expenditure Type: More detailed identification of expenses.
• Funding Source Name: Where the money comes from (may be internal or external to the university).
• Project Type: The type of project selected when it was first created.
• Fiscal Year: The year, for accounting purposes, when the transaction happened.
• GL Accounting Month: The month when the transaction was recorded in the General Ledger (the main accounting record).

Key Performance Indicators

·       Total Budget: The maximum amount of money set aside for this project.

·       Total Expenses: The total amount of money already spent on the project.

• Total Encumbrances: The total amount of money that has been set aside or promised to be spent on the project (but hasn’t been paid yet).
• Total Balance: How much money you have left (Total Budget minus Total Encumbrances minus Total Expenses).
• Total Budget and Total Expense and Encumbrance By Project: A chart that shows the project’s total budget compared to how much money has already been spent and how much has been set aside to spend.

Dashboard Tables

Expenses by Month

This table shows how much money was spent on the project each month.
You can see the spending for each task in the rows, and the columns show which month and year the money was spent.

Project Detail

This table shows how much money was spent for each type of expense in the project. Each row is a different expense category (like materials or labor), and the columns show details about the project for each category.

Business Questions Answered

• Which supplier has the largest encumbrance?

• • View the Encumbrance Cost By Supplier graph
  • Which project has the largest encumbrance?
  • View the Encumbrance Cost By Project graph

• What are my encumbrance details by period?

• • Utilize the Project Start Date and Project Finish Date filters to filter the dashboard by period
  • View the Encumbrance Details table

Filters

• Project Entity: The branch of the university that owns the project.
• Project Organization: The department within the branch that owns the project.
• Project Name: The name you gave the project when it was created in Oracle.

• • • Project Number: The unique number given to the project, which shows what type of project it is.  Listed below are the available project prefixes:
  • UFP- Facilities e-builder
  • SCP- UCMC shared
  • UCP- all other

• Business Unit: The category or type of project you chose when creating the project in Oracle.
• Project Start Date: The date when the project began—expenses can be charged to the project from this date.
• Project End Date: The last possible date for charging expenses to this project.
• Encumbrance Type: Shows what stage the spending promise is at:

• • I = Invoice (bill received)
  • R = Requisition (request for purchase)
  • P = Purchase Order (order placed)

• Current Project Manager: The person in charge of managing the project’s finances.
• Budget Resource Name: Broad classification of expenses.
• Expenditure Type: More detailed identification of expenses.
• Encumbrance Creation Date: The date when the spending promise was entered into the system.
• Project Type: The type of project selected when it was first created.
• Fiscal Year: The year, for accounting purposes, when the transaction happened.
• GL Accounting Month: The month when the transaction was recorded in the General Ledger (the main accounting record).

Key Performance Indicators

• Encumbrance Amount: The total amount of money that has been set aside or promised to be spent.
• Total # of Projects: The total count of projects you have.
• Total Encumbrances > 45 days Old: The number of spending promises that were made more than 45 days ago.
• Encumbrance Cost by Supplier: A chart that shows the amount of money that has been set aside for or promised to a supplier.
• Encumbrance Cost by Project: A chart that shows the amount of money that has been set aside for or promised to a project.

Dashboard Tables

Encumbrance Details

This table shows how each transaction create that has money set aside or promised on a project. Each row is the transaction to which the money was set aside or promised, and the columns show details about the project for each encumbrance transaction.

 

Business Questions Answered

• What are all the expenditures and dollar amount against a capital project?

• • Input a project name or project number into the respective filter
  • View the Expenditure Category and Cost columns in the Expense Summary table

• Who (project manager) is responsible for the expenditures on a capital project?

• • Input a project name or project number into the respective filter
  • View the Project Manager column in the Expense Line Details table

• Who (requester) requested the expenditures on a capital project?

• • Input a project name or project number into the respective filter
  • View the Employee Name column in the Expense Line Details table

Filters

• Project Entity: The branch of the university that owns the project.
• Project Organization: The department within the branch that owns the project.
• Business Unit: The category or type of project you chose when creating the project in Oracle.
• Project Name: The name you gave the project when it was created in Oracle.

• • • Project Number: The unique number given to the project, which shows what type of project it is.  Listed below are the available project prefixes:
  • UFP- Facilities e-builder
  • SCP- UCMC shared
  • UCP- all other

• Project Manager: The person in charge of managing the project’s finances.
• Project Start Date: The date when the project began—expenses can be charged to the project from this date.
• Project End Date: The last possible date for charging expenses to this project.
• Task Name: The name for a specific activity or task in the project; “CC” tasks are for costs you can capitalize, and “NC” tasks are for costs you can’t.
• Expenditure Category Name: Broad classification of expenses.
• Expenditure Type: More detailed identification of expenses.
• Award Name: Is the name assigned to the award when an award is created in the system.
• Funding Source Name: Where the money comes from (may be internal or external to the university).
• Project Type: The type of project selected when it was first created.
• Fiscal Year: The year, for accounting purposes, when the transaction happened.
• GL Accounting Month: The month when the transaction was recorded in the General Ledger (the main accounting record).

Key Performance Indicators

·       Total Budget: The maximum amount of money set aside for this project.

·       Total Expenses: The total amount of money already spent on the project.

·       Total Balance: How much money you have left (Total Budget minus Total Expenses).

• Total Expenses by Expenditure Type: A chart that shows how much is spent based on the expenditure type.

Dashboard Tables

Expense Summary

This table shows how much money was spent on the project for each type of expense. Each row is a different expense type, and the columns show the amounts for each category.

Expense Line Details

This table lists each transaction for the project. Each row is a separate transaction, and the columns show details about the project and how much was spent in that transaction.

Business Questions Answered

• Who are the team members on a capital project? To answer:

• Input a project name or number in the filter.
• Scroll to the bottom of the table to see the team members associated with the project.

• How do project details of one capital project compare to another? To answer:

• Input two projects in the filters and apply.
• View the graph for budget and expenses and compare the two projects.
• View the project details table to compare other measures and descriptive items including project manager, project start and end date, owning organization.

• Which projects are over budget for a specific organization? To answer:

• Input an organization (or department) in the filters and apply.
• View the table for “Project Budget and expenses by project name.”
• Any project where the gray bar is greater than the red bar is a project that is over budget.

• Are there any project assets associated with a capital project? To answer:

• Input a project in the project name or number filter.
• View the “project details table” and specifically the asset name and number columns to view if there are any assets associated with this specific project.

• What is the status of a capital project at any given time?  To answer:
• Input a project name or number in the filters and scroll to the details table, view the “project status column.”
• How can I find all the capital projects in a specific status?

• Input a value in the “project status” filter and apply it, then utilize the report as the projects will be filtered to only the projects in the selected status.

Filters

• Project Entity: The branch of the university that owns the project.
• Project Organization: The department within the branch that owns the project.
• Business Unit: The category or type of project you chose when creating the project in Oracle.
• Project Name: The name you gave the project when it was created in Oracle.

• • • Project Number: The unique number given to the project, which shows what type of project it is.  Listed below are the available project prefixes:
  • UFP- Facilities e-builder
  • SCP- UCMC shared
  • UCP- all other

• Project Type: The type of project selected when it was first created.
• Project Manager: The person in charge of managing the project’s finances.
• Project Start Date: The date when the project began—expenses can be charged to the project from this date.
• Project Status: Shows what stage the project is in right now.
• Project End Date: The last possible date for charging expenses to this project.
• Fiscal Year: The year, for accounting purposes, when the transaction happened.
• GL Accounting Month: The month when the transaction was recorded in the General Ledger (the main accounting record).

Key Performance Indicators

·       Total Budget: The maximum amount of money set aside for this project.

·       Total Expenses: The total amount of money already spent on the project.

·       Total Balance: How much money you have left (Total Budget minus Total Expenses).

• Project Budget and Total Expenses By Project: A chart that shows the project’s total budget compared to how much money has already been spent.

Dashboard Tables

Project Details

This table breaks down the attributes assigned to each project.  The rows depict each project, and the columns provide the project attributes.

Project Team Members

This table provides a list of the team members assigned to the project and each project member’s role.

This report is the same report as the Project Details report.  The difference is that this report is created so that the reports that allow the Project Details drill down provides the appropriate results.

This report is a resource for the budget office to see project cost broken into two different tables, Capitalizable Costs and Non-Capitalizable Costs.

This report provides users a list of the assets assigned to a specific project.