Viewing PSI

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Viewing PSI

Distribution

Comptroller

GM Viewer

Related Procedures

Using Project Status Inquiry

Ownership

The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Prerequisite

The Project Status window uses the data that is summarized by the process, Update Project Summary Amounts. This process is included in those scheduled to run nightly at UVa. If you review your project for data that has been entered, but before this process has been run, you will not see updated numbers in the Project Status window. In that case, simply wait until the next day and review again.

PSI will only give you information for and up to the current reporting period (month) as established in the set up options. This period is displayed in the upper right hand corner of the Project Status Window.

Note: Review the Policy and Standards Resources for links to web sites that provide policy and standards information related to UVA IS Users.

There are several key points contained in the procedure, which are summarized below:

Departments must review their activity at least monthly.
Proof of the monthly review needs to be retained in the department. There must be a reviewer’s signature and a separate approver’s signature.
Departments are responsible for retaining original documentation (except for travel and petty cash where copies need to be retained), and for making it immediately available in the case of an audit.

Reviewing Project Status Inquiry

Grants Accounting
N® Project Status ® Find Project Status ® B ® Find ®
Project Status

1. Navigate to the Project Status window.

You can limit your search in the following ways:

If you know the project number you can enter it manually and click [Find], or use the List of Values (LOV) to select it.
You can use the LOV and/or wildcards to search on any of the fields shown.
You can also limit your search by a key member (employee name or name and role.

2. Select [Find].

The Project Status window opens.
Scroll across the columns to view the information in the Project Status window.
All columns referring to Revenue will always have $0.00. Revenue is recognized in the GL application. These columns can be moved or hidden utilizing the folder tools, as seen later in this chapter.
PSI displays only the project(s) with a current budget that is summarized or with summarized actuals and commitments.
This window displays the Current Month as the current reporting period by which GA calculates the period-to-date values for projects. UVa identifies "period-to-date" as "month-to-date."
Scroll across the columns to view the information in the Project Status window.

Project Status window opens.

3. Select [Totals]. To view column totals.

Project Information

4. Select [Project]. The Project Information window opens.

This window shows when the project was last summarized as well as other basic project information.

Project Information window opens.

Use the alternative region (tabs) to view Key Members, Classifications.

Classifications appears when the Project Information window is opened
Customers region is not being used.

5. Close Project Information.

Commitments in PSI

6. Select [Commitments].

The Find Commitments window opens.

Enter search parameters in the Find Commitments window.

Note: If no parameters are input the search will bring up all commitments for the Project selected.

7. Select [Find].

The Commitment Details window opens.
Scroll to the right to see the details.

8. Close Commitment Details.

Resource Status

9. Select [Resource Status].

The Resource Status window opens.

Double click in the resource categories with a plus sign (+) in front of the resource name to drill down to the resource types.

Scroll across the columns to view the information.

10. Close Resource Status.

Note: [Events] and [Invoices] will not be used at the Project level. All events and invoices are at the Award level for UVa.

Task Status - Drill Down

11. Select [Task Status]. The Task Status window opens.

Task Status window opens.

You can review Commitments, Actuals and Resource Status for all tasks shown in the Task Status window.

12. Select [Commitments].

Find Commitments window opens.

13. Enter search parameters in the Find Commitments window and select [Find].

Note: If no parameters are input the search will bring up all commitments for the Task selected.

Commitment Details window opens. Scroll to the right to see all columns.

14. Close Commitment Details.

15. Select [Actuals].

Find Expenditure Items window appears

Enter search parameters in the Find Expenditure Items window.

Note: If no parameters are input the search will bring up all expenditures for the Award selected.

16. Select [Find].

Expenditure Item Details window opens.
Scroll across the columns to view the information.

Note: If the actual expenditure is for an expenditure item whose expenditure type class is Supplier Invoices [AP Invoice] will be available.

17. Select [AP Invoice]

Invoice Overview window opens.

Note: From Invoice Overview the following departmental responsibilities can view [Payment Overview], [View PO] and [Supplier]. [Invoices] is not available to Departmental Responsibilities.

UVA GA Award Manager
UVA GA Project Manager
UVA GA Transaction Specialist

18. Close Payment Overview.

19. Close Expenditure Item Details.

20. Select [Task].

Task Information window opens.

21. Close Task Information.

Review Actuals

22. Select [Resource Status].

Resource Status window opens.
Double click in the resource categories with a plus sign (+) in front of the resource name to drill down to the resource types.
Scroll across the columns to view the information.

From the Resource you can drill down to:

[Commitments] for each resource type
[Actuals] for each resource type
From Actuals [AP Invoice] for each resource type.

23. Select [File], [Close Form] to return to the Navigator window.

End of activity.

Effective: 08/18/04

Revision: 6 05/18/05

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