Project Status Inquiry Summary

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Distribution

Comptroller

GM Award Manager^*

GM Billing Specialist ^*

GM GL Projects^*

GM Project Manager^*

GM Setup Specialist^*

GM OSP Setup Specialist^*

GM Transaction Specialist^*

GM Viewer

Related Procedures

Using Project Status Inquiry

Policy and Standards Resources

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 reference document 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 that is 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.

You can select [Totals] and view column totals. In cases where the project is funded by more than one award Totals can be very useful.

Project Information

3. 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.

End of Project Information window. Close the window and return to the Project Status window.

Commitments

4. Select [Commitments] from the Project Status window. The Find Commitments window opens.

Enter search parameters in the Find Commitments window.

Note: Cancel Query box will appear if a query will run for more than a few seconds, don’t cancel or x out if you want the query to run.

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

5. Select [Find].

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

End of Commitment Review.

Resource Status

6. Select [Resource Status].

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.

7. 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.

Effective: 03/30/09

Revision: 8 dhw5y

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