The following guide is intended for all stakeholders of the Individual Awards and Discretionary Funds (IADF) process including IADF Administrators, Project Managers, and Faculty, Principal Investigators (PI).

• Go to Oracle’s Reporting Hub menu option to access the Orbit Reporting Hub
• The data available in Orbit will be updated nightly by the source system (i.e. Oracle, Workday, or AURA)
• Many of the reports within this dashboard have hyperlinked information.  When a hyperlink is available, you can select the hyperlink to see additional information including payment details and original invoice.
• To filter details within a Dashboard Table, select the filter icon and input the filter requirements needed for your search.
• To export a Dashboard Table to Excel, select the menu (hamburger) icon, then select Underlying Data.  A popup will appear, you can select the export icon on the top of the popup screen.

Accessing the IADF PI Dashboards

To see the information in this report, you must have the following system access:

• Named Project Personnel on a Project in Oracle
  • Will see project information and the award of the project in which the project is associated
• Named Award Personnel on an Award in Oracle
  • Will see the award information and the projects tied to the award
• Business Unit/Organization Access
  • Will see project and award data associated to the business unit/organization associated with the user's access

A user can have a combination of each of these security access requirements.  If you are missing information, work with IADF administration or your Role Assignment Owner to get access.

Select the report name to learn more about the data available in each report:

IADF – Award and Budget Details

IADF Encumbrance Details

IADF - Expenditure Details

• 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.
• 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 IADF 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 IADF PI Dashboard

Once you access the IADF PI Dashboards you can open the reports in the folder.

This report provides the total funding, budget, expenditures, encumbrances, and the ending budget balance.

1. Select the IADF – Award and Budget Details report.     
2. Users can select among the following parameters: PI (Principal Investigator), Award Number, Award Name, Award Status, Award Type, Project Type, Fiscal Year, Award Start Date, Award Finish Date, Sponsor, Funding Source Name, Project Organization, Project Name, and/or Project Number parameters for their search criteria.
   1. If you have access to multiple awards, it is recommended to filter by the Award Number.
3. Select Run to view the report based on the given parameters.       

Award and Budget Details

The Award and Budget Details section contains high-level summary of key performance indicators:  

• Totals Discretionary Funding Balance
• FY Discretionary Expenses
• FY Discretionary Budget Balance
• Totals Internal Awards Funding Balance
• FY Internal Award Expenses
• FY Internal Award Budget Balance

FY (Fiscal Year) Awarded, Expenses, and Encumbrance by Award Name & Total Awarded, Total Expenses and Total Encumbrance By Award Name

Contains the current fiscal year award (s) total budget, expenses & encumbrance in chart form.

Award Details Current Fiscal Year

Provides the current fiscal year, by Award

• Budget, Expense (actuals)
• Budget Balance (Budget less Expense)
• Encumbrances (expenses being submitted)
• Overall Budget Balance (Budget less Expense less Encumbrances)

Note: do not let the award go into a deficit.

Award Details Overall (Inception to Date)

Similar to the Award Details Current Fiscal Year the key difference is the totals accumulate over fiscal years (i.e. in FY26 the totals will include FY25 + FY26).  For FY25 this section will mirror Award Details Current Fiscal Year numbers. 

You have now completed the process of reviewing IADF Award and Budget Details

This report 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 IADF – Encumbrance Detail report.
2. Users can select among the following parameters: PI (Principal Investigator), Project Name, Award Name, Award Number, Project Type, Award Start Date, Award Finish Date, Expenditure Category, Expense Type and/or Encumbrance Type parameters for their search criteria.
   1. If you have access to multiple awards, it is recommended to filter by Award Number.
3. Select Run to view the report based on the given parameters.       

Encumbrance Detail Dashboard

Contains high-level summary key performance indicators:

• Total balance of encumbered purchase requisitions/purchase orders
• Total number of encumbrances
• Total number of encumbrances that are associated with Awards ending in 90 days
• Total balance of purchase requisitions
• Total balance of purchase orders
• Number of awards ending in 90 days

Encumbrance by Expenditure Type

Contains a chart that includes breaks down Encumbrances by Expenditure Type.

Encumbrance Details

Contain a table that provides details of encumbrances for all awards by Expense Type.

You have now completed the process of reviewing IADF Encumbrance Details

This report provides expenditure details on the entire IADF portfolio of an individual Principal Investigator (PI).  This report helps break down expense details for each IADF.

1. Select the IADF - Expenditure Details dashboard.         
2. Users can select among the following parameters: PI (Principal Investigator), Project Name, Award Name, Award Number, Award Status, Award Type, Project Type, Fiscal Year, Award Start Date, Funding Source Name, Project Organization, Expenditure Category Name, Expenditure Type, and/or Project Task parameters for their search criteria.
   1. If you have access to multiple awards, it is recommended to filter by the Award Number.
3. Select Run to view the report based on the given parameters.

Budget vs Actuals by Expenditure Type

Contains high-level summary key performance indicators:  

• Totals Discretionary Fund Balance
• FY Discretionary Expenses
• Total Encumbrance Amount (Discretionary)
• FY Discretionary Budget Balance
• Totals Internal Awards Funding Balance
• FY Internal Award Expenses
• Total Encumbrance Amount (Internal)
• FY Internal Award Budget Balance

Budget vs Actual by Expenditure Type

Contains a chart that breaks down the current fiscal year award(s), total actual expense and budget, by Expenditure Type.

Expense Summary

Provides a table that includes Total expenses by award, by month, by expense type.

Expense Line Detail

Provides a table that includes details of expenses, by award, for all expenses by Expense Type.

You have now completed the process of reviewing IADF Expenditure Details