• Actual Cost: Actual costs are the costs that are incurred within a project. These costs can originate from Account Payable Invoices, Receipts related to a Purchase Order, manual costs created for a project, and costs interfaced from third-party systems.
• Award: An award is an umbrella record that contains comprehensive financial and demographic information for a grant.
• Encumbrance: Encumbrances are pre-expenditures that can be recorded with the General Ledger. The primary purpose of tracking encumbrances is to avoid overspending a budget. Encumbrances can also be used to predict cash outflow and as a general planning tool.

Commitment entries generated by requisitions and obligation entries generated by purchase orders are included in encumbrances.

• Expense: once an obligation or encumbrance is paid, this becomes an expense.
• POETAF: an acronym that represents the most granular level of detail of a project. It is a combination of project segments that describe an expenditure item, including Project, Expenditure Organization, Expenditure Type, Task, Award, and Funding Source.
• Project: A primary unit of work that can be broken down into one or more tasks containing demographic and financial information at a more detailed level than an award. Multiple projects may exist to differentiate among funding years, departments, PIs, physical locations, F&A rates, or purposes such as capitalizable & non-capitalizable.
• Purchase Order: A purchase order is a legally binding agreement between a buyer and a supplier that commits the buyer to purchase goods or services. It specifies the tentative delivery schedules, charge account, quantities, and estimated cost of the goods or services that the buyer intends to purchase. Purchase orders can be created for subawards, payment requests, residential properties, goods, and services.
• Requisition: A purchase requisition is an internal document that contains the description and quantity of goods or services to be purchased, along with a required delivery date, account number, and the amount of money that the purchasing department is authorized to spend on the goods or services.

Accessing the Sponsored Programs PI Dashboard

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 Sponsored Programs PI Dashboard

Once you access the Sponsored Program PI Dashboards you can open the available reports in the folder.

This feature provides a comprehensive overview of all encumbrances for an individual Principal Investigator (PI). It also allows you to analyze encumbrances by supplier and project.

1. Select the PI-Encumbrance Detail report. 
2. Users can select among the following parameters: PI (Principal Investigator), Award Number, Award Name, Funding Source Name, Project Name, Project Organization, Project Start Date, Project Finish Date, Award Type, and/or Expenditure Type parameters for their search criteria.
3. Select Run to view the report based on the given parameters.       

 

You have now completed the process of reviewing PI Encumbrance Details

Provides expenditure details on the entire sponsored portfolio of an individual Principal Investigator (PI).  This report helps users understand the direct and indirect budget, the authorized budget, total expenses, direct cost balance, and total balance.

1. Select the Expenditure Details dashboard.
2. Users can select among the following parameters: PI (Principal Investigator), Award Name, Funding Source Name, Project Name, Organization Name, Project Number, Project Start Date, Project Finish Date, Award Type, Project Task, Expenditure Type, and/or Expenditure Category parameters for their search criteria.
3. Select Run to view the report based on the given parameters.         

You have now completed the process of reviewing Expenditure Details

Provides a comprehensive overview of all the details necessary to manage an individual project. It also provides visibility into expense details versus project budgets.

1. Select the Project Details dashboard.        
2. Select among the following parameters: PI (Principal Investigator), Project Name, Project Number, Award Number, Award Name, Project Start Date, Project End Date, Organization Name, Expenditure Type, and/or Award Type parameters for their search criteria.
3. Select Run to view the report based on the given parameters.       

You have now completed the process of reviewing Project Details

Provides a comprehensive overview of all proposals for an individual Principal Investigator (PI). It also allows you to analyze the breakdown of proposed amount by Direct, F&A, and Proposed Amount costs.

1. Select the Proposal Detail dashboard.           
2. Select among the following parameters: PI (Principal Investigator), Proposal Name, Sponsor, Proposal Start Date, Proposal End Date, Proposal Status, and/or Proposal ID parameters for their search criteria.
3. Select Run to view the report based on the given parameters.       

You have now completed the process of reviewing the Proposal Detail Dashboard.

Comprehensive details necessary to manage an individual award or project. Includes budget to actual as well as various KPIs that allow the ability to easily track award and expense activity.

1. Select the Multi-Project Award Report dashboard.        
2. Select among the following parameters: PI (Principal Investigator), Award Name, Award Number, Award Type, Award Start Date, Award End Date, Funding Source, and/or Sponsor parameters for their search criteria.
3. Select Run to view the report based on the given parameters.          

You have now completed the process of reviewing the Multi-Project Award Report