Understanding the PeopleSoft Grants Portal
This chapter provides an overview of the PeopleSoft Grants Portal and the Grants portal security, lists common elements, and discusses how to:
Set up the Grants portal.
Stage data to the Grants portal.
View award data.
View project data.
View personnel data.
View transaction data.
Understanding the PeopleSoft Grants Portal
The PeopleSoft Grants portal is a central navigation page in PeopleSoft Enterprise Grants for award and project pages. The portal is a central launching point to navigate through the PeopleSoft Grants solution. It provides links to key grant management-related features and enables users to drill down to the details of transactions and documents.
The Grants portal enables principal investigators (PI) and project managers (PM) to access information about sponsored project efforts. The portal provides PIs and PMs immediate insight into essential information regarding awards so that they can manage fiscal responsibilities and work more productively when interacting with the PeopleSoft Grants solution. The portal provides access to financial (budget, commitment, actual), compliance, resource, and schedule information that is related to proposals and awards.
Understanding Grants Portal SecurityThis section discusses:
Security layers.
Access-level tables
The Generate Award process.
Security Layers
The Grants portal security is set up in two layers.
First Layer of Security
The first layer of security is based on the users who are assigned to an award. The award PI and the grants administrator roles for the award are automatically granted access to award, project, and personnel pages when a new award is created in PeopleSoft Grants. This is performed by means of the Generate Award process and selecting the Add to Grants Portal Security check box.
An award PI can view all awards for which he or she is the project PI. The valid role is PROJECT_TEAM.PLAN_PROJROLE = PI.
A grants administrator can view all awards for which he or she is the grants administrator on the award. The valid role is GM_AWARD.GM_ADMIN_CNTCT.
Second Layer of Security
The second layer of security is based on the users who are assigned to a project. The project PI and the department administrator roles for the project are automatically granted access to project and personnel pages when a new project is created in PeopleSoft Grants. This is performed by means of the Generate Award process as long as the Add to Grants Portal Security check box is selected.
If a user is not assigned the role of project PI or department administrator, then the user is not granted access to view awards in the award portal pages.
During the Generate Award process, the system only gives access to project team members who:
Have a role that matches a role on the Grants Portal Security – Access Rights page.
Have the appropriate access rights, meaning:
The Award Page check box is selected.
The Access Code is Read Only Access or Read/Write Access.
An administrator can view all projects for which he or she is assigned as the department administrator. Valid roles include: GM_PRJ_DEPT.EMPID or PROJECT_TEAM.PLAN_PROJROLE = PROJ_ADMIN.
Note. The field for the project role is configurable for your organization. Your organization must assign the delivered configuration of PI to the principal investigator and the delivered configuration of project administrator to the administrator on the Project Team page. If your organization is not using the delivered configuration setup on the Grants Portal Security – Access Rights page for these roles, then security for the department administrator must be granted manually through the Award or Project Access pages.
Security to the Grants portal can be set up using these pages:
The Global Security Access page.
The PI/Project Manager Access page.
The Division Access page.
The Award Access page.
The Project Access page.
The Employee Access page.
Use the Global Security Access page to grant access to all awards and projects in the Grants portal. Employees entered on this page have access to all awards and projects. Additional employees (Emp ID) are granted access through one or more of four access pages: PI/Project Manager, Division, Award, and Project.
When using the PI/Project Manager Access page or the Division Access page, you grant access to users using the Assigned to Emplid. When selecting:
Award or Project, you grant access to users by business unit and award ID or business unit and project ID.
Employee, you view access to users by the union of Level 2 and Level 3 tables.
Access-Level Tables
Access-level tables are created when the Access Authority page is saved. Three access-level tables are available: Level 1, Level 2, and Level 3.
When you create the Level 1 table, the employee ID at the top of the page (Emp ID 1) is associated with all employee IDs that are in the grid (Emp ID 2).
Example of Access-Level Tables
This example displays how employee PI001 (Emp ID 1) is associated with employees EM001 and EM002 (Emp ID 2).
Level 1 table:
|
Assigned By Employee ID |
Employee ID |
|
PI001 |
PI001 |
|
PI001 |
EM001 |
|
PI001 |
EM002 |
The level 1 table populates the level 2 and level 3 tables. The level 2 table is used to access awards through the portal.
Level 2 table - Award:
|
Employee ID |
Award ID |
|
PI001 |
CON021 |
|
PI001 |
CON022 |
|
PI001 |
CON023 |
|
EM001 |
CON021 |
|
EM001 |
CON022 |
|
EM001 |
CON023 |
|
EM002 |
CON021 |
|
EM002 |
CON022 |
|
EM002 |
CON023 |
The level 3 table is used to access projects through the portal.
Level 3 table - Project:
|
Employee ID |
Project ID |
|
PI001 |
PROJ115 |
|
PI001 |
PROJ116 |
|
PI001 |
PROJ117 |
|
EM001 |
PROJ115 |
|
EM001 |
PROJ116 |
|
EM001 |
PROJ117 |
|
EM002 |
PROJ115 |
|
EM002 |
PROJ116 |
|
EM002 |
PROJ117 |
See Loading Award and Project Data to the Grants Portal.
The Generate Award Process
The Generate Award process, as it relates to security, performs different tasks assuming the Add to Grants Security check box is selected and whether the Pre-award Spending check box is selected.
If the Add to Grants Security and the Pre-award Spending check boxes are selected, the system:
Inserts all employees from the project team whose role matches the role in Grants Portal Security - Access Rights page into the level 3 table for the project (projects security).
Inserts all employees who have global access into the level 3 table for the project.
Inserts all employees who have division access into the level 3 table for the project if the major subdivision field on the project matches the division.
If the Add to Grants Security check box is selected and the Pre-award Spending check box is not selected, therefore an award is created, the system:
Finds the department administrator and:
Inserts that employee into the level 2 table for the award.
inserts the employee ID of the department administrator into all associated projects for that award.
Inserts the grant administrator into the level 2 table for the award.
Finds all project team members who have a role that matches a role defined on Grants Portal Security - Access Rights page and:
Inserts those employees who have rights to access the award page into the level 2 record for the award.
Inserts those employees who have rights to access the project page into the level 3 record for the project.
Finds all employees with global access and:
Inserts those employees into the level 2 record for the award;
Inserts those employees into the Level 3 record for all projects associated with the award.
Finds all employees with division access and inserts those employees into the level 3 record for all projects associated to the award where the major subdivision on the project matches the division in the security.
Common Elements Used in This Chapter|
As Of Date |
Staging Process Date or As Of Date that is defined in the Financial Calculation Option section of the search page. |
|
Average Monthly Burn Rate |
Actual Amount / [(As Of Date – Period Start Date) / 30]. |
|
Burn Rate |
(–1) × Remaining Balance / Budgeted Amount + [(Period End Date – As of Date) / (Period End Date – Period Start Date]. |
|
Remaining Balance |
Budgeted Amount – Actual Amount – Encumbrance Amount – Pre-Encumbrance Amount. |
|
Remaining Month |
Period End Date – As of Date. |
|
Period End Date |
Award End Date field, the Project End Date field, or the End Date of the Budget Period Through value that is entered in the Financial Calculation Option section of the search page. |
|
Period Start Date |
Award Begin Date field, Project Begin Date field, or the Start Date of the Budget Period From value that is defined in the Financial Calculation Option section of the search page. |
|
Total Forecast Amount |
Average Monthly Burn Rate × Remaining Month. |
|
Uncommitted Amount |
Remaining Amount – Total Forecast Amount. |
|
Uncommitted Percent |
Uncommitted Amount / Budgeted Amount × 100.00. |
Setting Up the Grants Portal
This section discusses how to:
Set up access rights by role.
Set up global access to the Grants portal.
Set up access to the Grants portal for principal investigators and project managers.
Set up access to the Grants portal by division.
Set up access to the Grants portal by award.
Set up access to the Grants portal by project.
Set up access to the Grants portal by employee.
Add awards and projects to the Grants portal security tables.
Pages Used to Set Up the Grants Portal|
Page Name |
Definition Name |
Navigation |
Usage |
|
Installation Options - Grants Portal |
INSTALLATION_GMPT |
Set up Financials/Supply Chain, Install, Installation Options, Grants Portal |
Set up installation options for the grants portal. |
|
Burn Rate Indicator Setup |
GM_BU_BURN_INDC |
Set up Financials/Supply Chain, Business Unit Related, Grants, Award Setup and BU Definition, Burn Rate Indicator Setup |
Set up the burn rate indicator for spending. |
|
Grants Portal Security - Access Rights |
Set up Financials/Supply Chain, Security, Grants Portal Security |
Set up access rights by role. This setup is required to access the Grants portal. |
|
|
Grants Portal Security - Global Security Access |
Grants, Grants Portal, Security Access, Grants Portal Global Access |
Set up global access to the Grants portal. Use this page to determine the employees who have global access to the portal. |
|
|
Grants Portal Security - PI/Project Manager Access |
Grants, Grants Portal, Security Access, Grants Portal Access |
Set up access to the Grants portal for principal investigators and project managers. |
|
|
Grants Portal Security - Division Access |
Select Grants, Grants Portal, Security Access, Grants Portal Access and click the Division link. |
Set up access to the Grants portal by division. |
|
|
Grants Portal Security - Award Access |
Select Grants, Grants Portal, Security Access, Grants Portal Access and click the Award link. |
Set up access to the Grants portal by award. |
|
|
Grants Portal Security - Project Access |
Select Grants, Grants Portal, Security Access, Grants Portal Access and click the Project link. |
Set up access to the Grants portal by project. |
|
|
Grants Portal Security - Employee Access |
Select Grants, Grants Portal, Security Access, Grants Portal Access and click the Employee link. |
Set up access to the Grants portal by employee. |
|
|
Generate Award |
GM_AWD_SETUP |
Grants, Proposals, Generate Award |
Add awards and projects to Grants portal security tables. |
Setting Up Access Rights By Role
Access the Grants Portal Security - Access Rights page (Set up Financials/Supply Chain, Security, Grants Portal Security).
Note. To access the Grants portal, this setup page is required.
Use this page to set up access rights by Set ID and project role. If a role is granted Read/Write Access on this page, then an employee who has that role can add additional employees on the PI/Project Manager Access page.
For example, if employee 001 has a project role of CPI (co-principal investigator), and the CPI role has a Read/Write Access value in the Access Code field on the Grants Portal Security - Access Rights page, then employee 001 can assign portal access to additional employees on the PI/Project Manager Access page.
|
Project Role |
Enter the role of the employee who is associated with the grant or project. |
|
Award Level |
Select to enable the role to have access to awards. |
|
Project Level |
Select to enable the role to have access to projects. |
|
Access Code |
Select one of these values:
|
Setting Up Global Access to the Grants Portal
Access the Grants Portal Security - Global Security Access page (Grants, Grants Portal, Security Access, Grants Portal Global Access).
Use this page to grant global security authorization to users. This page enables users (Emp ID 1) to have access to all awards and projects in the Grants portal. If you select the Security Administrator check box, the employee can assign distributed security access to other users to view portal pages.
|
EmplID (employee identifier) |
Enter the IDs of the employees who have global access to portal pages. |
|
Award Page |
Appears as selected because this employee has access to all awards. |
|
Project Page |
Appears as selected because this employee has access to all projects. |
|
Security Administrator |
Select if this employee has security administrator privileges for the portal. |
|
End Date |
Enter a date that indicates when the employee no longer has global access to the portal. When a date is entered in this field and the date has past, the employee no longer has access to new projects and awards. Note. This field is for reference only. To revoke access for an employee, you must use the Grants Portal Security - Award Access, the Grants Portal Security Project Access, or the Grants Portal Security - Employee Access pages. However, if a new award is generated after the end date specified on this page, the system does not grant access to the employee. |
|
Creation Date/Time |
Displays the date and time that the employee was granted global access to the portal. |
|
Last Update Date/Time |
Displays the date and time that the employee's record was last updated. |
|
Last Update User ID |
Displays the user ID of the person who last updated the employee's record. |
Setting Up Access to the Grants Portal for Principal Investigators
and Project Managers
Access the Grants Portal Security - PI/Project Manager Access page (Grants, Grants Portal, Security Access, Grants Portal Access).
Use this page to grant portal access to additional employees. The PI or PM is entered in the Assigned By Employee ID field and is the Assigned By Emp ID in the Level 1 table. The employees who are added to the EmplID field in the grid are the same as the Employee ID in the Level 1 table.
Employees who are entered in the grid are granted access to the same awards and projects that the employee entered in the Assigned By Employee ID field has access to and at the same level. However, you can deselect the Award Page and Project Page check boxes to remove access to the awards and projects.
The employee ID that is entered into the Assigned By Employee ID field must meet one of these conditions:
The employee ID has a role that is listed on the Grants Portal Security - Access Rights page, where the Award Level check box is selected and the Access Code field has a value of Read/Write Access or Read Only Access.
The employee ID is listed on the Global Access page or the PI/Project Manager Access page with the Security Administrator check box selected.
To grant portal access to additional employees:
The PI or PM enters an employee ID in the Assigned By Employee ID field.
Click the Search button.
Add additional employees in the EmplID field within the grid.
Complete the Award Page, Project Page, Security Administrator, and End Date fields.
Click the Add button to add more rows.
Click the Save button to save the information to the Level 1 table.
|
Assigned By EmpID (assigned by employee ID) |
Select the ID of the employee who has the authority to grant access to other employees. This is the assigned by employee ID in the Level 1 table. |
|
Search |
Click to search for employees after entering a value in the Assigned By EmpID field. All employees who are associated with the assigned by employee ID in the Level 1 table are displayed in the grid. If no employees are associated with the assigned by employee ID, then only the assigned by employee ID is displayed in the grid. |
|
EmpID |
Select employees to grant access to the portal. This employee ID becomes the EmpID in the Level 1 table. Note. All employee IDs are available in this selection field. |
|
Award Page |
Select to allow the EmpID in the grid to have access to the same Award Summary and Award Detail pages that the assigned by employee ID has access to. This creates a row in the Level 2 table. |
|
Project Page |
Select to allow the EmpID in the grid to have access to the same Project Summary and Project Detail pages that the assigned by employee ID has access to. This creates a row in the Level 3 table |
|
Security Administrator |
Select to indicate that the employee ID in the grid can grant portal access to other employees. |
|
End Date |
Enter a date that indicates when the employee (EmpID) no longer has access to the portal. When a date is entered in this field and the date has past, the employee will no longer have access to new projects and awards. Note. This field is for reference only. To revoke access for an employee, you must use the Grants Portal Security - Award Access, the Grants Portal Security - Project Access, or the Grants Portal Security - Employee Access page. |
|
Creation Date/Time |
Displays the date and time that the employee was granted access to the portal. |
|
Last Update Date/Time |
Displays the date and time that the employee's record was last updated. |
|
Last Update User ID |
Displays the user ID who last updated the employee's record. |
Setting Up Access to the Grants Portal by Division
Access the Grants Portal Security - Division Access page (Grants, Grants Portal, Security Access, Grants Portal Access, click the Division link).
Use this page to grant access to the employee entered in the Search Criteria section. Access is granted to all projects within the division that the person who is logged in has access to. The Division field is the same as the Subdivision field on the Project Department page.
|
PI/Project Manager |
Select the employee ID of the employee who has the authority to grant access to other employees. This is the Emp ID in the Level 1 table. The employee IDs that are available to select from are:
|
|
Search |
Click to search for divisions after entering a value in the PI/Project Manager field. All divisions that are associated with the PI/Project Manager in the Level 1 table appear in the grid. |
|
Division |
Select a division to provide all employees in that division access to the same awards and projects that the PI or PM has access to. Select a division to provide the employee in the PI/Project Manager field access to the same projects that the operator ID has access to. This field is equal to the Subdivision field on the Project Department page. |
|
Award Page |
Select to enable the EmpID in the grid to have access to the same Award Summary and Award Detail pages that the assigned by employee ID has access to. This selection creates a row in the Level 2 table. |
|
Project Page |
Select to enable the EmpID in the grid to have access to the same Project Summary and Project Detail pages that the assigned by employee ID has access to. This selection creates a row in the Level 3 table |
|
Security Administrator |
Select to indicate that the EmpID in the grid can grant security authorization to other employees. |
|
End Date |
Enter a date that represents the last date that the employee can access awards and projects within the division that is specified in the grid. For example, if the employee can access all awards and projects, within the division, until the end of the year, then enter December 31, YYYY as the end date. When a date is entered in this field and the date has past, the employee will no longer have access to new projects and awards. Note. This field is for reference only. To revoke access for an employee, you must use the Award Access, Project Access, or Grants Portal Security - Employee Access pages. |
|
Creation Date/Time |
Displays the date and time that the employee was granted division access to the portal. |
|
Last Update Date/Time |
Displays the date and time that the divisions record was last updated. |
|
Last Update User ID |
Displays the ID of the user who last updated the division record. |
Setting Up Access to the Grants Portal by Award
Access the Grants Portal Security - Award Access page (Grants, Grants Portal, Security Access, Grants Portal Access, click the Award link).
Use this page to grant access to employees by business unit and award ID. This page also grants access to the projects of the award specified in the Award ID field. If you use the Grants Portal Security - Global Access page, the Grants Portal Security - PI/Project Manager Access page, or the Grants Portal Security - Division Access page to add employees, this page is prepopulated with those employee IDs.
Any changes made to the Grants Portal Security - Award Access or the Grants Portal Security - Project Access pages overrides entries made to the Grants Portal Security - PI/Project Manager Access page and the Grants Portal Security - Division Access page.
|
Business Unit |
Select a business unit that represents the award business unit. |
|
Award ID |
Select the ID of the award to which you want to grant access. Note. Only awards that the logged in employee has access to appear in the award prompt. |
|
Search |
Click to search for employees after entering a value in the Business Unit and Award ID fields. If the system does not find results, the system populates the grid with:
|
|
Select |
Select a check box to revoke access to the award for the employee. |
|
EmpID |
Select employees to grant access to the award. |
|
Award Page |
Select to allow the employee ID in the grid to have access to the same Award Summary and Award Detail pages to which the assigned by employee ID has access. A row is created in the Level 2 table. When this page is saved, the system adds all projects that are associated with the award into the Level 3 table. Deselect to remove access to a specific award. This field is considered an override field to a level 1 setup page. For example, a principal investigator grants access to employee KU44 using the Grants Portal Security - PI/Project Manager Access page (level 1). This grants employee KU44 access to three awards. These awards appear on the Grants Portal Security - Award Access page with the Award Page check box selected. If the PI wants to remove access to one of the awards, the PI can deselect the Award Page check box for that award. This option should be used instead of the Revoke Selected Access button to provide the employee access to personnel information for the project but remove access to the Award page. For example, if the Award Page check box is deselected on the Grants Portal Security - Award Access page and the Personnel Page check box is selected on the Grants Portal Security - Project Access page, then the employee continues to have access to personnel information for the project. |
|
Personnel Page |
Select to indicate that the employee can view personnel information on the Personnel Summary and the Personnel Cost Details pages for the project. If the user selects this check box, the system automatically selects the personnel flag for all projects that are associated with this award on the Grants Portal Security - Project Access page. |
|
End Date |
Enter a date that represents the last date that the employee has access to the award through the portal. For example, if the employee can access award data through the portal until the end of the year, then enter December 31, YYYY as the end date. Note. This value does not affect the end date on the page. |
|
Creation Date/Time |
Displays the date and time that the employee was granted access to the award. |
|
Last Update Date/Time |
Displays the date and time that the employee's record was last updated. |
|
Last Update User ID |
Displays the ID of the user who last updated the employee's record. |
|
Revoke Selected Access |
Click after selecting multiple rows to revoke the employee's access to the award. After clicking this button, enter the access revoke date, and click OK. The end date is updated for all selected rows. Note. This option only revokes access to the award, not the project that is attached to the award. |
Setting Up Access to the Grants Portal by Project
Access the Grants Portal Security - Project Access page (Grants, Grants Portal, Security Access, Grants Portal Access, click the Project link).
Use this page to grant access to employees by business unit and project ID. If you use the Grants Portal Security - Global Access page, the Grants Portal Security - PI/Project Manager Access page, or the Grants Portal Security - Division Access page to add employees, this page is prepopulated with those employee IDs.
Any changes made to the Grants Portal Security - Award Access or the Grants Portal Security - Project Access pages overrides entries made to the Grants Portal Security - PI/Project Manager Access page and the Grants Portal Security - Division Access page.
|
Business Unit |
Select a business unit that represents the project business unit. |
|
Project ID |
Select the ID of the project to which you want to grant access. Only projects that the logged in employee has access to appear in the prompt list. |
|
Include Team Member |
Select to populate the grid with all project team members. This option streamlines the process of adding multiple employees to the grid. |
|
Search |
Click to search for employees after entering a value in the Business Unit and Project ID fields. If no results are found, the system populates the grid with all project team members whose role in security allows access to the project. |
|
Select |
Select to revoke access to the project for the employee. |
|
EmpID |
Select employees to grant access to the project. |
|
Project Page |
Select to allow the EmpID in the grid to have access to the same Project Summary and Project Detail pages to which the assigned by employee ID has access. A row is created in the Level 3 table. Deselect to remove access to a specific project. This field is considered an override field to a level 1 setup page. For example, a principal investigator grants access to employee KU44 using the Grants Portal Security - PI/Project Manager Access page (level 1). This field grants employee KU44 access to three projects. These projects appear on the Grants Portal Security - Project Access page with the Project Page check box selected. If the PI wants to remove access to one of the projects, the PI can deselect the Project Page check box for that project. |
|
Personnel Page |
Select to indicate that the employee can view personnel information on the Personnel Summary and the Personnel Cost Details pages for the project. If the Personnel Page check box is selected on the Grants Portal Security - Award Access page for the award that is associated with this project, then the Personnel Page check box is automatically selected on the Grants Portal Security - Project Access page. Deselect this check box to prevent the employee access to the Personnel Summary and the Personnel Cost Details pages. |
|
End Date |
Enter a date that represents the last date that the employee has access to the project through the portal. For example, if the employee can access project data through the portal until the end of the year, then enter December 31, YYYY as the end date. Note. This value does not affect the end date of the award. |
|
Creation Date/Time |
Displays the date and time that the employee was granted access to the project. |
|
Last Update Date/Time |
Displays the date and time that the employee's record was last updated. |
|
Last Update User ID |
Displays the user ID who last updated the employee's record. |
|
Revoke Selected Access |
Click after selecting multiple rows. This action revokes the employee's access to the project. After clicking this button, enter the access revoke date, and click OK. The end date is updated for all selected rows. Note. This option only revokes access to the project, not the awards that are attached to the project. |
Setting Up Access to the Grants Portal by Employee
Access the Grants Portal Security - Employee Access page (Grants, Grants Portal, Security Access, Grants Portal Access, click the Employee link).
Use this page to display all awards and projects to which an employee has access. The only update allowed on this page is to revoke access to awards and projects. This option uses the union of the Level 2 and Level 3 tables and displays all awards and projects for an employee ID.
|
Employee ID |
Enter the ID of the employee to view all awards and projects to which the employee has access. |
|
Select |
Select to revoke the employee's access to awards and projects. |
|
Access Level |
Displays the access level that is associated with the employee. |
|
Business Unit |
Displays the business unit associated with the award or project. |
|
Award ID |
Displays all awards to which the employee has access. |
|
PC Business Unit |
Displays the Project Costing business unit associated with the project |
|
Project ID |
Displays all projects to which the employee has access. |
|
Award Page |
Displays if the employee has access to award pages. This field is display-only. |
|
Project Page |
Displays if the employee has access to project pages. This field is display-only. |
|
Personnel Page |
Displays if the employee has access to personnel pages. This field is display-only. |
|
End Date |
Enter a date that represents the last date that the employee has access to the project through the portal. For example, if the employee can access project data through the portal until the end of the year, then enter December 31, YYYY as the end date. |
|
Creation Date/Time |
Displays the date and time that the employee was granted access to the project. |
|
Last Update Date/Time |
Displays the date and time that the employee record was last updated. |
|
Revoke Selected Access |
Click after selecting multiple rows. This revokes the employee's access to the selected award or project. After clicking this button, enter the access revoke date, and click OK. The end date is updated for all selected rows. Alternatively, you can enter a date in the End Date column for individual awards or projects. |
Adding Awards and Projects to the Grants Portal Security Tables
Access the Generate Award page (Grants, Proposals, Generate Award).
Note. Oracle recommends that you use PeopleSoft security to control access to the Staging Labor Cost Data and the Staging Labor Cost Errors pages, and that the staging tables are not placed in a query access group. You should take precautions to security the labor data files while they exist on the system before loading them to the staging tables because the labor cost data files contain information that may be considered to be confidential.
|
Add to Grants Portal Security? |
Select to grant portal security to employees who have:
When selected, rows are added to the Level 2 and Level 3 tables based on Grants portal security. If deselected, all security must be granted manually. Note. When this option is selected, all users that are associated with the department and division are automatically granted access to the awards and projects selected on this page. This selection eliminates the need to assign individual security using the Access Authority pages. In addition, all users who have global access receive access to the awards and projects using this process. |
|
Generate |
Click to run the Generate Award process. If the Add to Grants Portal Security? check box is selected and a contract has been generated, then the award and project is added to portal security. |
Staging Data to the Grants Portal
This section discusses how to:
Load data to the staging tables.
Correct errors from the Staging Labor Costs Data process.
Load award and project data to the Grants portal.
Update security tables post award.
Pages Used to Stage Data to the Grants Portal|
Page Name |
Definition Name |
Navigation |
Usage |
|
Staging Labor Cost Data |
Grants, Grants Portal, Staging Data, Staging Labor Cost Data |
Load data to the staging tables. |
|
|
Staging Labor Cost Errors |
Grants, Grants Portal, Staging Data, Staging Labor Cost Errors |
Correct errors from the Staging Labor Cost Data process. |
|
|
Grants, Grants Portal, Staging Data, Staging Award/Project Data |
Load award and project data to the Grants portal. |
||
|
Grants, Grants Portal, Staging Data, Grants Portal Security Process |
Update security tables post award. |
Loading Data to the Staging Tables
Access the Staging Labor Cost Data page (Grants, Grants Portal, Staging Data, Staging Labor Cost Data).
Use the Staging Labor Cost Data (GM_PT_EFFORT) process to load payroll commitment and effort custom data to the Grants portal effort staging table. This process reads effort data from a CSV file, inserts the correct data into the effort table (GM_PT_EFFORT), and inserts data with errors into the effort error table (GM_PT_EFFORT_ER). The data appears on the Personnel Summary and Personnel Detail pages.
|
File Name |
Enter the location and name of the file. |
Imported File
The file must be a CSV file that uses a comma as the delimiter. The file must be in this format before being imported:
|
Field |
Field Type |
Field Length |
Comments |
|
Projects Business Unit |
Character |
5 |
|
|
Project ID |
Character |
15 |
|
|
Activity ID |
Character |
15 |
|
|
Transaction Date |
Date |
10 |
Must be YYYY/MM/DD |
|
Employee ID |
Character |
11 |
|
|
Accounting Date |
Date |
10 |
Must be YYYY/MM/DD |
|
Account |
Character |
10 |
|
|
Department ID |
Character |
10 |
|
|
Operating Unit |
Character |
8 |
|
|
Product |
Character |
6 |
|
|
Fund Code |
Character |
5 |
|
|
Class Field |
Character |
5 |
|
|
Program Code |
Character |
5 |
|
|
ChartField 1 |
Character |
10 |
|
|
ChartField 2 |
Character |
10 |
|
|
ChartField 3 |
Character |
10 |
|
|
Resource Type |
Character |
5 |
|
|
Resource Category |
Character |
5 |
|
|
Resource Sub Category |
Character |
5 |
|
|
Job Code |
Character |
6 |
|
|
Paid Amount |
Signed Number |
28 |
Decimal positions = 3 |
|
Salary Amount |
Signed Number |
15 |
Decimal positions = 2 |
|
Currency Code |
Character |
3 |
|
|
Effort |
Number |
13 |
Decimal positions = 2 |
|
Budget Reference |
Character |
8 |
|
|
GL Business Unit |
Character |
5 |
Correcting Errors from the Staging Labor Cost Data Process
Access the Staging Labor Cost Errors page (Grants, Grants Portal, Staging Data, Staging Labor Cost Errors).
Use this page to correct errors from the Staging Labor Cost Data process. When the corrections are saved the system moves the corrected data from the error table to the effort table.
|
Error |
Click to view the error message. |
|
Save |
Click to save any changes made to the fields in error and to rerun the Staging Labor Cost Data process (GM_PT_EFFORT). All errors must be fixed prior to saving the page. You cannot save the page if there are errors on any of the rows. |
Note. Only the first error message is captured and written to this page. If a row has more than one error, then you receive all of the appropriate prompt errors after they appear on the page.
Note. If the process is run twice with the same file name a message appears in the Message Log indicating that a file with the same name exists. This is only a warning to prevent duplicates. The file loads regardless of the duplicate file name.
Loading Award and Project Data to the Grants Portal
Access the Staging Award/Project Data page (Grants, Grants Portal, Staging Data, Staging Award/Project Data).
Use the Staging Award/Project Data (GM_PT_STAGE) process to load information such as award, project, budget, expenditure, encumbrance, preencumbrance, invoice, payment, and so on into the portal pages. This data appears on portal pages such as the Award Summary, Award Detail, Project Summary, Project Detail, Expenditure, Encumbrance, Pre-Encumbrance, and Invoices and on Payments inquiry pages. When you run subsequent processes, the process deletes the existing data specified on the run control in all staging tables and then inserts new data.
|
Include Closed Award within Days |
Select to indicate that you want to include closed awards that fall within the last x number of days, which is indicated in the Days field. All projects associated with the award are processed. Note. The larger the number of days entered in the Days field, the larger the volume of data, which could affect performance. |
|
Include Closed Projects within Days |
Select to indicate that you want to include closed projects that fall within the last x number of days, which is indicated in the Days field. Note. The larger the number of days entered in the Days field, the larger the volume of data, which could affect performance. |
|
Award – Business Unit |
Select the business unit from which to select awards. All awards for the business unit and all projects that are associated with the award are processed. |
|
Project – PC Business Unit |
Select the business unit from which to select projects. All projects for the business unit are processed. Use this field for pre-award projects. |
Updating Security Tables Post Award
Access the Grants Portal Security Process page (Grants, Grants Portal, Staging Data, Grants Portal Security Process).
Use the PeopleSoft Grants Portal Security Application Engine process (GM_PT_SECURTY) to update portal security tales when security changes are made after the Generate Award process has run.
For example, is a security change is made in the following situations post award:
A project is added for an existing contract.
A project is deleted for an existing contract.
The Add to Grants Portal Security? check box was not selected, but should have been selected, during the Generate Award process.
When the Pre-award Spending check box is selected and the Add to Grants Portal Security? check box was not selected, but should have been selected.
If these situations occur you should run the Grants Portal Security process to update the security tables and then run the Staging Data process.
As an alternative, you can schedule the two processes to run on a regular basis, as long as the Grants Portal Security process is scheduled first and the Staging Data processes are scheduled second.
|
Process Option |
Select one of these options: Business Unit : When selected you must also enter the business unit. Contract Number : When selected, you must also enter the business unit, and optionally a contract number. Pre-Spending Project ID : When selected, you must also enter the business unit, and optionally a project ID. |
Process Options
When Business Unit is selected:
The system deletes all records from the award level security table (GM_PT_ACC_LVL2) and the project level security table (GM_PT_ACC_LVL3), where all of the associated projects are deleted for the business unit that is entered on the page.
The system adds all records to the award level security table (GM_PT_ACC_LVL2) and the project level security table (GM_PT_ACC_LVL3), for all of the associated projects that were added for the business unit that is entered on the page.
When Contract Number is selected:
The system deletes all records from the award level security table (GM_PT_ACC_LVL2) and the project level security table (GM_PT_ACC_LVL3), for the business unit and contract number entered on the page.
The system adds all records to the award level security table (GM_PT_ACC_LVL2) and the project level security table (GM_PT_ACC_LVL3), for the business unit and contract number entered on the page.
If a new contract was previously added in Grants Portal Security, the system adds all records to the award level security table (GM_PT_ACC_LVL2) and the project level security table (GM_PT_ACC_LVL3), for the business unit and contract number entered on the page.
This option addresses the situation where the Add to Grants Portal Security? check box was not selected, but should have been selected during the Generate Award process.
When Pre-Spending Project ID is selected, and a new contract was previously added in Grants Portal Security, the system adds all records to the project level security table (GM_PT_ACC_LVL3), for the business unit and project entered on the page.
This option addresses the situation where the Pre-award Spending check box was selected and the Add to Grants Portal Security? check box was not selected, but should have been selected during the Generate Award process.
Viewing Award Data
This section lists common elements used in this section and discusses how to:
View summary information for awards.
View detail information for awards.
View demographic information for awards.
View project information for awards.
View budget status information for awards.
Common Elements Used in This Section|
Institution & Sponsor Links |
Click to access the Sponsor websites page. |
|
Funding Allocations |
Click this link to access the Review Award Modifications page. |
|
Milestone Notifications |
Click this link to access the Milestone Notification History page. |
|
Protocols |
Click this link to access the Protocols page |
|
Award Attachment |
Click this link to access the Contract - Attachments page. |
|
Reports |
Click this link to access the Administration page of the Report Manager option for Reporting Tools. |
Pages Used to View Award Data|
Page Name |
Definition Name |
Navigation |
Usage |
|
Award Summary |
Grants, Grants Portal, Award Information, Award Summary |
View summary information for awards. |
|
|
Award Detail |
Grants, Grants Portal, Award Information, Award Detail |
View detail information for awards. |
|
|
Award Detail - Demographic |
Grants, Grants Portal, Award Information, Award Detail, Demographic |
View demographic information for awards. |
|
|
Award Detail - Project |
Grants, Grants Portal, Award Information, Award Detail, Project |
View project information for awards. |
|
|
Award Detail - Budget Status |
Grants, Grants Portal, Award Information, Award Detail, Budget Status |
View budget status information for awards |
Viewing Summary Information for Awards
Access the Award Summary page (Grants, Grants Portal, Award Information, Award Summary).
Use this page to view a complete list of awards that are unique to the ID of the user who is logged into the portal. This page is the primary portal page when the portal is accessed by each user.
|
You have # new items in your worklist |
Displays the number of items in the user's worklist. |
|
Last Process Date/Time |
Displays the date and time derived from the completion of the application engine process used to update the information displayed in the portal. |
|
Balances |
Select an option to control how the balances in the Financial tab are calculated. Options include:
|
|
Include F&A (include facilities and administration) |
Select to allow users to include F&A budget and expenditure totals in the Budget and Expenditure columns on the Financial tab. |
|
Budget Period From |
Select the budget period begin date to use when calculating balances on the Financial tab. |
|
Thru |
Select the budget period end date to use when calculating balances on the Financial tab. |
|
Bud Ref (budget reference) |
The label of this field is determined by the option selected in the Budget Group By field on the Installation Options - Grants Portal page. For example, if you select Budget Ref as the budget group by, then the system displays Bud Ref as the field label. If you select Account as the budget group by, then the system displays Account as the field label. Depending on the field label, the system displays the field value. |
|
Date Selection |
Select one of these options:
|
|
Recalculate |
Click to recalculate totals displayed in the grid and on the Financials tab if you change information in the Financial Information Calculation Options group box. |
|
Burn Rate Indicator |
Displays the burn rate indicator definitions. Burn rate indicator percentages are defined on the Burn Rate Indicator Setup page. |
Demographics
|
(check box) |
Select this check box, and then click the Update Total Amount button to update the information displayed in the Total Amount of Selected Items group box. |
|
(burn rate indicator) |
Displays the burn rate indicator for the award. |
|
Award ID |
Displays awards by award number in ascending order. Click this link to access the Award Details Inquiry page |
|
Award Title |
Displays the award title. Click this link to access the Award Profile page. |
|
Primary Project |
Displays the primary project as a link. Click this link to access the Project Details Inquiry page. |
|
Project Title |
Displays the short title of the project. Click this link to access the Project - General Information page. |
|
Sponsor |
Displays the sponsor for the award. Click this link to access the Award Sponsor page. |
|
Contact PI (contact principal investigator) |
Displays the contact PI. |
Total Amount of Selected Items
|
Selected |
Displays the number of awards selected on the page. To update this value, select the check box to the left of the award ID and click the Update Total Amount button. |
|
Funded, Budgeted, Expended, Encumbered, Pre Encumbered, Remaining Balance, Invoiced, Received, Unpaid |
Displays the sum of the named column, which is displayed on the Financial tab, for the selected items. |
|
Update Total Amount |
Click to recalculate the Total Amount of Select Items fields. |
Funded
|
Funded |
Displays the funded amount for the award. Click the amount link to access the Funding Inquiry page. This amount includes F&A regardless of whether the Include F&A check box is selected in the Financial Information Calculation Options group box. |
|
Budgeted |
Displays the budgeted amount for the award. Click the amount link to access the Award Details Inquiry - Budgets page. The calculation for this amount depends on the values in the Balances, Budget Period From, and Thru fields in the Financial Information Calculation Options group box. Only Funded amounts for which the PC distribution status is D are included in the Budgeted amount total. Note. This may differ from budget amount displayed on the Funding Inquiry page because the criterion is different when the amount is displayed. If the Include F&A check box is selected, then the amounts that are included in the accounts, which are selected in the FA Accounts section of the Facilities Admin Options page, are included in the budgeted amount. |
|
Expended |
Displays the expended amount for the award. Click the amount link to access the Expenditure Details Inquiry page. The calculation for this amount depends on the values in the Balances, Budget Period From, and Thru, Date Selection, and Budget Group By fields in the Financial Information Calculation Options group box. If the Include F&A check is selected, then amounts that have a commitment control amount type of 7 are included. See the following table that explains how the data is selected. |
|
Encumbered |
Displays the encumbered amount for the award. Click the amount link to access the Encumbrance Details Inquiry page. The calculation for this amount depends on the values in the Balances, Budget Period From, and Thru fields in the Financial Information Calculation Options group box. F&A is not calculated on encumbrances. See the following table that explains how the data is selected. |
|
Pre Encumbered |
Displays the pre-encumbered amount for the award. Click the amount link to access the Pre Encumbrances Details Inquiry page. The calculation for this amount depends on the values in the Balances, Budget Period From, and Thru fields in the Financial Information Calculation Options group box. F&A is not calculated on preencumbrances. See the following table that explains how the data is selected. |
|
Burn Rate |
Displays the burn rate percent that is used to display the visual indicator on the left. |
|
Invoiced |
Displays amounts for invoices with a status of INV (invoiced) and for which the business unit is GM (Grants Management). |
|
Received |
Displays amounts for which the business unit is GM. Click the amount link to access the Invoice and Payment Details Inquiry page |
|
Unpaid |
Displays the item balance amount for which the business unit is GM. Click the amount link to access the Invoice and Payment Details Inquiry page. |
|
Grant Administrator |
Displays the grant administrator for the award. Click the link to display the Award Administrator page. |
This table explains how the data is selected depending on the selection in the Balance and FA fields:
|
Balance |
FA |
Data Selected |
|
Both |
Y |
Sponsor direct, sponsor FA, cost share direct, cost share FA, and third party costs. |
|
Both |
N |
Sponsor direct, cost share direct, and third party costs. |
|
Sponsor |
Y |
Sponsor direct, sponsor FA, and third party costs. |
|
Sponsor |
N |
Sponsor direct costs. |
|
Cost Share |
Y |
Cost share direct, cost share FA, and third party costs. |
|
Cost Share |
N |
Cost share direct and third party costs. |
Compliance
|
Human Protocol |
Displays Yes as a link if human protocols exist for the award. Click the link to access the Protocols page. If human protocols do not exist for the award, the field is blank. |
|
Animal Protocol |
Displays Yes as a link if animal protocols exist for the award. Click the link to access the Protocols page. If animal protocols do not exist for the award, the field is blank. |
Viewing Detail Information for Awards
Access the Award Detail page (Grants, Grants Portal, Award Information, Award Detail).
|
Search |
Click the Search button, after selecting a business unit and an award ID, to display the detailed information for the award. |
|
Recalculate |
Click after selecting new values in the Financial Calculating Option group box, to recalculate the values displayed in the Award Detail group box. The open fields in the Financial Calculating Option group box operate the same as the Award Summary page. |
|
Grant Administrator |
Displays the grant administrator as a link. Click the link to access the Award Administrator page. |
|
Sponsor |
Displays the sponsor as a link. Click the link to access the Sponsor page. |
|
Funded Amount |
Displays the funded amount as a link. Click the link to access the Funding Inquiry page. |
Viewing Demographic Information for Awards
Access the Award Detail - Demographic page (Grants, Grants Portal, Award Information, Award Detail, Demographic).
|
Billing Terms |
Displays the billing terms as a link. Click the link to access the General Information page of the Create and Amend component for customer Contracts. |
|
Previous Contract |
Displays the previous contract as a link. Click the link to access the Previous Award page of the Additional Information component for the award profile. |
|
Flow Through |
Click to access the Flow Through page of the Additional Information component for the award profile |
|
Cost Share Flag |
Click to access the Cost Sharing page of the Additional Information component for the award profile. |
|
Project |
Displays the project as a link. Click the link to access the Project Details Inquiry page. Projects are listed in ascending order. |
|
Amendment Number |
Displays amendments in ascending order when the contracts header has a status of complete. |
Viewing Project Information for Awards
Access the Award Detail - Project page (Grants, Grants Portal, Award Information, Award Detail, Project).
|
Facilities and Admin |
Click this link to access the Facilities and Admin page, which displays the rate type, base ID, and rate percent for the project and activity. |
Viewing Budget Status Information for Awards
Access the Award Detail - Budget Status page (Grants, Grants Portal, Award Information, Award Detail, Budget Status).
Use this page to view sponsor and cost share budgets for an award.
Sponsor
|
Budget Item |
Displays budget items for the awards that meet the criteria in the Financial Calculation Option group box on the Award Detail page. |
|
Budgeted |
Displays the sum of the sponsor budget amounts that meet the criteria in the Financial Calculation Option group box on the Award Detail page. |
|
Expended |
Displays the sum of the sponsor expenditure amounts that meet the criteria in the Financial Calculation Option group box on the Award Detail page. |
|
Encumbered |
Displays the sum of the sponsor encumbrance amounts that meet the criteria in the Financial Calculation Option group box on the Award Detail page. |
|
Pre Encumbered |
Displays the sum of the sponsor preencumbrance amounts that meet the criteria in the Financial Calculation Option group box on the Award Detail page. |
|
Total Direct |
Displays the sum of Budgeted, Expended, Encumbered, Pre Encumbered, and Remaining Balance columns. Total Expended, Total Encumbered and Total Pre-Encumbered links to the corresponding inquiry page. |
|
Total FA |
Displays these values for each column:
|
|
Totals |
Displays the sum of Total Direct and Total FA for the column. |
Cost Share
The values in the Cost Share group box are calculated the same as those in the Sponsor group box with the exception that they are from cost share budgets for the award.
|
Remaining Balance |
Displays the sum of sponsor budget remaining balance total and the cost share budget remaining balance total amounts. |
Viewing Project Data
This section lists common elements used in this section and discusses how to:
View summary information for projects.
View detail information for projects.
View demographic information for projects.
View activities for projects.
View sub contracts for projects.
View budget status information for projects.
Common Elements Used in This Section|
Institution & Sponsor Links |
Click to access the Sponsor Websites page. |
|
Project Forecast |
Click to access the Project Forecast Inquiry page. |
|
Project Variance |
Click to access the Project Variance Inquiry page. |
|
Project Attachment |
Click to access the Projects - Attachments page |
|
Reports |
Click to access the Administration page of the Report Manager option for Reporting Tools. |
Pages Used to View Project Data|
Page Name |
Definition Name |
Navigation |
Usage |
|
Project Summary |
Grants, Grants Portal, Project Information, Project Summary |
View summary information for projects. |
|
|
Project Detail |
Grants, Grants Portal, Project Information, Project Detail |
View detail information for projects. |
|
|
Project Detail - Demographics |
Grants, Grants Portal, Project Information, Project Detail, Demographics |
View demographic information for projects. |
|
|
Project Detail - Activities |
Grants, Grants Portal, Project Information, Project Detail, Activities |
View activities for projects. |
|
|
Project Detail - Subcontracts |
Grants, Grants Portal, Project Information, Project Detail, Subcontracts |
View subcontracts for projects. |
|
|
Project Detail - Budget Status |
Grants, Grants Portal, Project Information, Project Detail, Budget Status |
View budget status information for projects. |
Viewing Summary Information for Projects
Access the Project Summary page (Grants, Grants Portal, Project Information, Project Summary).
Use this page to view a complete list of projects that are unique to the user ID logged into the portal.
|
You have # new items in your worklist |
Displays the number of items in the user's worklist. |
|
Last Process Date/Time |
Displays the date and time derived from the completion of the application engine process used to update the information in the portal. |
|
Balances |
Select an option to control how the balances in the Financial tab are calculated. Options include:
|
|
Include F&A (include facilities and administration) |
Select to allow users to include F&A budget and expenditure totals in the Budget and Expenditure columns on the Financial tab. |
|
Budget Period From |
Select the budget period begin date to use when calculating balances on the Financial tab. |
|
Thru |
Select the budget period end date to use when calculating balances on the Financial tab. |
|
Bud Ref (budget reference) |
The label of this field is determined by the option selected in the Budget Group By field on the Installation Options – Grants Portal page. For example, if you select Budget Ref as the Budget Group By, then the system displays Bud Ref as the field label. If you select Account as the Budget Group By, then the system displays Account as the field label. Depending on the field label, the system displays the field value. |
|
Date Selection |
Select one of these options:
|
|
Recalculate |
Click to recalculate totals displayed in the grid and on the Financials tab if you change information in the Financial Information Calculation Options group box. |
|
Burn Rate Indicator |
Displays the burn rate indicator definitions. Burn rate indicator percentages are defined on the Burn Rate Indicator Setup page. |
Demographics
|
(check box) |
Select and then click the Calculate button to update the information displayed in the Total Amount of Selected Items group box. |
|
(burn rate indicator) |
Displays the burn rate indicator for the project. |
|
PC Bus Unit (project costing business unit) |
Displays the Project Costing business unit for the project. |
|
Project |
Displays the project as a link. Click the link to access the Project Details Inquiry page. |
|
Project Title |
Displays the title of the project as a link. Click the link to access the Project – General page. |
|
Award ID |
Displays the award of the project as a link. Click the link to access the Award Details Inquiry page. |
|
Award Title |
Displays the award title as a link. Click the link to access the Award Profile page. |
|
Sponsor |
Displays the sponsor for the award as a link. Click the link to access the Sponsor page. |
|
Contact PI (contact principal investigator) |
Displays the contact PI as a link. Click the link to access the Personnel Inquiry page. |
|
Department |
Displays the department of the project contact PI. |
|
Grant Administrator |
Displays the grant administrator of the project as a link. Click the link to access the Project Department Contact page |
Total Amount of Selected Items
|
Selected |
Displays the number of projects selected on the page. To update this value, select the check box to the left of the project and click the Update Total Amount button. |
|
Funded, Budgeted, Expended, Encumbered, Pre Encumbered, and Remaining Balance |
Displays the sum of the column, which is displayed on the Financial tab, for the selected items. |
|
Update Total Amount |
Click to recalculate the values in the Total Amount of Selected Items group box. |
Financial
|
Funded |
Displays the funded amount for the project. Click the amount link to access the Funding Inquiry page. This amount includes F&A regardless of whether the Include F&A check box is selected in the Financial Information Calculation Options group box. |
|
Budgeted |
Displays the budgeted amount for the project. Click the amount link to access the Project Details Inquiry - Budgets page. The calculation for this amount depends on the values in the Balances, Budget Period From, Thru, Date Selection, and Budget Group By fields in the Financial Information Calculation Options group box. Note. This may differ from the budget amount displayed on the Funding Inquiry page because the criterion is different when the amount is displayed. If the Include F&A check box is selected, then the amounts that are included in the accounts, which are selected in the FA Accounts section of the Facilities Admin Options page, are included in the budgeted amount. |
|
Expended |
Displays the expended amount for the project. Click the amount link to access the Expenditure Details Inquiry page. The calculation for this amount depends on the values in the Balances, Budget Period From, and Thru fields in the Financial Information Calculation Options group box. |
|
Encumbered |
Displays the encumbered amount for the project. Click the amount link to access the Encumbrance Details Inquiry page. The calculation for this amount depends on the values in the Balances, Budget Period From, and Thru fields in the Financial Information Calculation Options group box. F&A is not calculated for encumbrances. |
|
Pre Encumbered |
Displays the pre-encumbered amount for the project. Click the amount link to access the Pre Encumbrances Details Inquiry page. The calculation for this amount depends on the values in the Balances, Budget Period From, and Thru fields in the Financial Information Calculation Options group box. F&A is not calculated for preencumbrances. |
Viewing Detail Information for Projects
Access the Project Detail page (Grants, Grants Portal, Project Information, Project Detail).
|
Project |
Select the ID of the project that you want to view. After you select the project, the project short title appears to the right of the field as a link. Click the link to access the Projects page from the Awards components within PeopleSoft Grants. |
|
Search |
Click this button after selecting a project costing business unit and a project, to display the detail information for the project. |
|
Recalculate |
Click this button after entering values in the Financial Calculating Option group box, to recalculate the values displayed in the Project Detail group box. |
|
Award ID |
Displays the award ID as a link. Click the link to access the Award Details Inquiry page. |
|
Contact PI (contact principal investigator) |
Displays the contact PI as a link. |
|
Grant Administrator |
Displays the grant administrator as a link. Click the link to access the Project Department Contact page. |
|
Funded Amount |
Displays the funded amount as a link. Click the link to access the Award Funding Inquiry page. |
|
Award Title |
Displays the award title as a link. Click the link to access the Award Profile page. |
|
Sponsor |
Displays the sponsor as a link. Click the link to access the Sponsor page. |
Viewing Demographic Information for Projects
Access the Project Detail - Demographics page (Grants, Grants Portal, Project Information, Project Detail, Demographics).
|
Team Member |
Displays the team members for the project. |
|
Project Role |
Displays the role that the team member plays for the project. |
|
% Effort (percent of effort) |
Displays the percent of effort that the team member is assigned for the project. |
|
% Allocation |
Appears in descending order by the percent of award allocation. |
|
Indicator |
Displays the certification indicator. |
Viewing Activities for Projects
Access the Project Detail - Activities page (Grants, Grants Portal, Project Information, Project Detail, Activities).
|
Activity |
Displays activities in descending order as a link. Click the link to access the Project Activity - General Information page. |
Viewing Subcontracts for Projects
Access the Project Detail - Subcontracts page (Grants, Grants Portal, Project Information, Project Detail, Subcontracts).
Viewing Budget Status Information for Projects
Access the Project Detail - Budget Status page (Grants, Grants Portal, Project Information, Project Detail, Budget Status).
Use this page to view sponsor and cost share budgets for a project.
Sponsor
|
Budget Item |
Displays budget items for the project that fall within the budget period. |
|
Total Direct |
Displays the sum of Budgeted, Expended, Encumbered, Pre Encumbered, and Remaining Balance columns. |
|
Totals |
Displays the sum of Total Direct and Total FA for the column. The Total Expended, Total Encumbered, and Total Pre-Encumbered amounts link to corresponding inquiry pages. |
Cost Share
|
Budget Item |
Displays budget items for the project that fall within the budget period |
|
Total Direct |
Displays the sum of Budgeted, Expended, Encumbered, Pre Encumbered, and Remaining Balance columns. |
|
Totals |
Displays the sum of Total Direct and Total FA for the column. The Total Expended, Total Encumbered, and Total Pre-Encumbered amounts link to corresponding inquiry pages. |
Budget Totals
|
Budgeted, Expended, Encumbered, Pre Encumbered, and Remaining Balance |
Displays the sum of sponsor budget total and the cost share budget total amounts. |
Viewing Personnel DataThis section lists common elements used in this section and discusses how to:
View personnel data.
View detailed costs of personnel.
Common Elements Used in This Section|
Institution & Sponsor Links |
Click to access the Sponsor Websites page. |
|
Funding Allocations |
Click to access the Review Award Modifications page. |
|
Milestone Notifications |
Click to access the Milestone Notification History page. |
|
Protocols |
Click to access the Protocols page. |
|
Award Attachment |
Click to access the Contract - Attachments page. |
|
Reports |
Click to access the Administration page of the Report Manager option for Reporting Tools. |
Pages Used to View Personnel Data|
Page Name |
Definition Name |
Navigation |
Usage |
|
Personnel Cost Summary |
Grants, Grants Portal, Personnel Information, Personnel Cost Summary |
View personnel data. |
|
|
Personnel Cost Details |
Grants, Grants Portal, Personnel Information, Personnel Cost Detail |
View detailed costs of personnel. |
Viewing Personnel Data
Access the Personnel Cost Summary page (Grants, Grants Portal, Personnel Information, Personnel Cost Summary).
|
You have # new items in your worklist |
Displays the number of items in the user's worklist. |
|
Last Process Date/Time |
Displays the date and time derived from the completion of the application engine process used to update the information in the portal. |
|
Budget Period From |
Select the budget period begin date to use when calculating balances on the Financial tab. |
|
Thru |
Select the budget period end date to use when calculating balances. |
|
Bud Ref |
The label of this field is determined by the option selected in the Budget Group By field on the Installation Options - Grants Portal page. For example, if you select Budget Ref as the Budget Group By, then the system displays Bud Ref as the field label. If you select Account as the Budget Group By, then the system displays Account as the field label. Depending on the field label, the system displays the field value, |
|
Date Selection |
Select one of these values:
|
|
Recalculate |
Click to recalculate totals displayed in the Total Amount of Selected Items group box if you change information in the Financial Information Calculation Options group box. |
|
(check box) |
Select and then click the Recalculate button to update the information displayed in the Total Amount of Selected Items group box. |
|
Project |
Displays the project as a link. Click this link to access the Personnel Costs Detail page. |
|
Award |
Displays the award as a link. Click this link to access the Personnel Costs Detail page. |
|
Selected |
Displays the number of awards selected on the page. To update this value, select the award using the check box in the left column and click the Recalculate button. |
|
Total Paid |
Displays the sum of the Paid Amount column. |
|
Total Committed |
Displays the sum of the Committed Amount column. |
|
Personnel Total Costs |
Displays the sum of the Total Paid plus the sum of the Total Committed fields. |
Viewing Detailed Costs of Personnel
Access the Personnel Cost Detail page (Grants, Grants Portal, Personnel Information, Personnel Cost Detail).
Viewing Transaction DataThis section discusses how to view transaction information.
Pages Used to View Transaction Data|
Page Name |
Definition Name |
Navigation |
Usage |
|
Grants, Grants Portal, Transaction Inquiry, Expenditure Inquiry |
View expenditure information. |
||
|
Grants, Grants Portal, Transaction Inquiry, Encumbrance Inquiry |
View encumbrance information. |
||
|
Grants, Grants Portal, Transaction Inquiry, Pre Encumbrance Inquiry |
View preencumbrance information. |
||
|
Grants, Grants Portal, Transaction Inquiry, Invoice and Payment Inquiry |
View invoice and payment information. |
Viewing Transaction InformationAccess the Expenditure Details Inquiry, Encumbrance Details Inquiry, Pre Encumbrance Details Inquiry, and Invoice and Payment Details Inquiry pages to view transactional information for a single award or project based on a date range. The values in the Total Summary group box display the sum of the Amount column in the corresponding grid that appears in the Details section of the page.