Project Status Inquiry

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Project Status Inquiry: Flowchart

Scope

This procedure covers using Project Status Inquiry (PSI) in Grants Accounting (GA) to monitor projects.

This procedure does not cover using Award Status Inquiry (ASI) to monitor projects and awards.

System References

PSI - Viewing

Policy

University policy requires that administrators monitor financial aspects of activities for which they are responsible. Refer to UVa Financial Accounting Policy: General

Responsibility

The GM Viewer is responsible for reviewing and monitoring the status of all projects and awards assigned to him or her.

The GM Transaction Specialist is responsible for reviewing and monitoring the status of all projects and awards assigned to him or her.

The GM Project Manager is responsible for reviewing and monitoring the status of all projects and awards assigned to him or her.

The GM GL Projects is responsible for reviewing and monitoring the status of all projects and awards assigned to him or her.

The GM Award Manager is responsible for reviewing and monitoring the status of all projects and awards assigned to him or her.

The GM OSP Setup Specialist is responsible for reviewing and monitoring the status of all Grants and Contracts projects and awards assigned to him or her.

The GM Setup Specialist is responsible for reviewing and monitoring the status of all projects and awards assigned to him or her.

The GM Setup & Billing Specialist is responsible for reviewing and monitoring the status of all projects and awards assigned to him or her.

The GM Administrator is responsible for running processes and reports.

Distribution

Comptroller

GM Administrator^*

GM Award Manager^*

GM Billing Specialist^*

GM GL Projects^*

GM Project Manager^*

GM Setup Specialist^*

GM OSP Setup Specialist^*

GM Transaction Specialist^*

GM Viewer^*

Ownership

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

Activity Preface

This activity is performed to obtain information by project, resource, or task.

To view (all current) information in Project Status Inquiry (PSI), the PRC:Project Status Summary Amounts process must have been run first. This will be a nightly process run by the GA Administrator. The Project Status window provides a view of the data that is summarized by this process. If this process is not run, the latest figures will not be available in the Project Status window.

The three main features of PSI are:

View project summary amounts
View task summary amounts
View resource summary amounts

Several features facilitate searches in PSI:

Limit search for projects by entering search criteria
Drill down from the highest level (project) to the lowest level (lowest level task expenditures)
Review current and original budgeted amounts and compare them to actual and commitment amounts

It is possible to view project summary amounts by project, task and resource for:

Costs
Billable raw costs
Burdened costs
Commitments
Cost budget amounts

Project summary amounts can be viewed as:

Period-to-date (PTD)
Prior period (PP)
Project inception-to-date (ITD)

PSI screens can be customized into personal “folders” to fit the specific requirements needed to monitor projects. There are 126 summarization categories that can be configured into 33 columns for the PSI window.

The job title GA Specialist refers to the following:

GM Viewer
GM Award Manager
GM Project Manager
GM Transaction Specialist
GM GL Projects
GM OSP Setup Specialist
GM Setup Specialist
GM Billing Specialist

This procedure continues from:

Creating & Revising a Project

Creating & Revising an Award

GA Specialist

1. Choose the appropriate responsibility to access GA database.

2. Navigate to the Find Project Status window.

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

Refer to Viewing PSI

If a message appears that there are no accumulations for the project, goto task #3. Otherwise, goto task #4.

GM Administrator

3. Run all processes to update the project status on a nightly basis.

4. Review the Project Status window and scroll over to view project details.

If you need a different arrangement of the columns that you are reviewing a customized folder can be quickly created.

If customized folder is needed, stop and complete Creating a Customized Folder. Otherwise, goto task #5.

5. Determine what additional information needs review.

6. Select [Task Status].

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

7. Select [Commitments]. [Actuals], [Resource Status], or [Task Information], depending on the sort of information that you need.

End of activity.

Effective: 05/14/09

Revision: 7 dhw

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