Office of the Vice Provost for Research & Graduate Studies

DATA IN…DATA OUT…

Vanessa PeoplesOffice of the Vice Provost for Research & Graduate Studies

Amy Connell General Accounting

Office of the Vice Provost for Research & Graduate Studies

OBJECTIVES

Review Data Structure

Reporting Tools• Web Statement• EZQ• GMQ

Where’s My Cash?

Office of the Vice Provost for Research & Graduate Studies

DATA STRUCTURE

Speedtype Usually mirrors purpose Auto populates chartfields

Fund – identifies the type of UD funding to which a certain purpose belongs; implies a set of budgetary and accounting rules that pertain to those purposes (eg. OPBAL: Operating Balance; OPBAS: Operating Basic Budget)

Department - identifies the administrative budget unit responsible for the purpose

Office of the Vice Provost for Research & Graduate Studies

DATA STRUCTURE

Program - identifies the origination of revenue or the destination of expenses (eg. INST1: Instruction)

Project ID - identifies contract and grant activities and facilities projects (eg. ARTC37211199000)

Purpose - identifies a discrete block of money used to make expenditures, collect revenue, or track assets and liabilities (eg. PLSC42XXXX)

Source - tags and tracks contract and grant agency information, and capital projects (eg. 33041101: Office of Education)

Office of the Vice Provost for Research & Graduate Studies

Office of the Vice Provost for Research & Graduate Studies

REPORTING FLOWCHART

Grant transactions happen....

General Ledger tables updated in FIPRD

Grants Management tables updated in FIPRD

FIPRD tables copied to FIRPT Query tables/views overnight

General Ledger data found in:

UOD_BALANCESUOD_TRANS_DTL

• EZQs

Grants Management data found in:

UOD_PROJ_RES_VW UOD_PRJ_VW UOD_PRP_ATRB_VW UOD_PRP_BUD_VWUOD_AWD_ATRB_VW UOD_PROJ_FUND_VW

•GMQs

Office of the Vice Provost for Research & Graduate Studies

EZQ’s

Row level security by purpose

Provides purpose fund balances and transaction details

Purpose is “king”

2 main tables UOD_TRANS_DTL UOD_BALANCES

Office of the Vice Provost for Research & Graduate Studies

GMQ’s

Row level security by DeptID or purpose

Provides project balances, project transaction details, proposal and award data

Project is “king”

Office of the Vice Provost for Research & Graduate Studies

GMQ’s

Created by combining most commonly used grants tables

6 main tables UOD_AWD_ATRB_VW UOD_PRP_BUD_VW UOD_PBUD_DTL_VW UOD_PRJ_VW UOD_PRJ_RES_VW UOD_PROJ_FUND_VW

Office of the Vice Provost for Research & Graduate Studies

WHY IS PROJECT IMPORTANT?

All grant transactions MUST have a project id

Grant billing is based on project id

Revenue recognition is based on project id

F&A is based on project Id

Office of the Vice Provost for Research & Graduate Studies

WHY IS PROJECT IMPORTANT?

Non grant purpose with a grant project will be treated as cost share

Future of the journal voucher webform

Office of the Vice Provost for Research & Graduate Studies

JV WEBFORM(Current)

Office of the Vice Provost for Research & Graduate Studies

JV WEBFORM(Future)

Office of the Vice Provost for Research & Graduate Studies

WEB STATEMENT(YTD)

Office of the Vice Provost for Research & Graduate Studies

WEB STATEMENT(PTD)

Office of the Vice Provost for Research & Graduate Studies

WEB STATEMENT(TRANS)

Office of the Vice Provost for Research & Graduate Studies

WHICH QUERY SHOULD I USE?

Balances EZQ_BAL_PROJ_QUERY EZQ_BAL_PROJ_SUMMARY EZQ_BAL_PROJ_TOTAL

GMQ_CLOSE_OUT_REPORT_BAL

Office of the Vice Provost for Research & Graduate Studies

EZQ - BALANCES

Office of the Vice Provost for Research & Graduate Studies

EZQ - BALANCES

Office of the Vice Provost for Research & Graduate Studies

EZQ vs GMQ

Office of the Vice Provost for Research & Graduate Studies

WHY ARE THERE DISCREPANCIES?

F&A Updated in project resources nightly on

every transaction Updated in GL once at month end close

Purpose/project error

Office of the Vice Provost for Research & Graduate Studies

WHICH QUERY SHOULD I USE?

Transactions EZQ_TRANS_ALL EZQ_TRANS_BUDGET_QUERY EZQ_TRANS_NONBUDGETPURP

GMQ_TRANSACTIONS

Office of the Vice Provost for Research & Graduate Studies

GMQ_TRANSACTIONS

Office of the Vice Provost for Research & Graduate Studies

WHERE’S MY CASH?

Legacy system: grant revenue recognized when cash was received

PS: grant revenue is recognized when expenses are incurred

Office of the Vice Provost for Research & Graduate Studies

REVENUE RECOGNITION

Office of the Vice Provost for Research & Graduate Studies

WHERE’S MY CASH?

3 GMQ queries provide the total cash for a project or contract

GMQ_CASH_THRU_2002 Total Cash as of 7/1/02 Prompt: purpose

GMQ_CASH_NOT_PS_BILLED Cash rcvd outside of PS billing Prompt: purpose

GMQ_CASH_PS_BILLED Sum of PS billing activity Prompt: Award number

Office of the Vice Provost for Research & Graduate Studies

GMQ_CASH_THRU_2002

Office of the Vice Provost for Research & Graduate Studies

GMQ_CASH_NOT_PS_BILL

Office of the Vice Provost for Research & Graduate Studies

GMQ_CASH_PS_BILLED

Office of the Vice Provost for Research & Graduate Studies

QUESTIONS???????