FIN FUND 253 YTD AWARD STATUS REPORT

Rev. 5, 12-NOV-2004

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Agenda

What are we talking about?

How do I run the new report?

What does it look like?

What do I do with it?

How do I get help?

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What are we talking about?

253 YTD Award Status report replaces the Legacy “YR END SPIRES” report

“YR END SPIRES” report was used by units to “close out” their operating budget accounts– Also used to indicate what fund transfers

should be done as part of the OB close out

Displayed, by account, OB Funding (i.e “Expense Control”), expenditures, restricted fund support– Units entered commitments, carryforwards,

transfer to other units/budget savings

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Legacy “SPIRES YR END” report

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How do I run the new report?

From Reportmart3:

Timing of the data:– All data comes from the new EDW, so it is all day-

old data

– Expenditures come from GA• But no capital equipment expenditures

• Capital Equipment acquisition represented as transfers

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Search prompts?

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What Data Is On the Report?Fund balance

(recorded at award level only)

Revenue “budget” (“revenue control”) for

PTA (if any)

Actual Revenue Posted (to project only; no

task)

GF Transfers posted to P-A combination (Objects 49110 &

49210)

All other transfers (except for 49190 & 49290, Cap Equip

transfers)

Cap Equip acquisition expenditures shown as

transfers out

“Top level” Award Info (project 1000000)

Project/Award Info

Project/Task/Award Info

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What Data Is On the Report (part 2)?

Current Expense Control

Total Expense (per GL) for the AWARD in total and per project (excluding Cap Equipment and other

“asset-type” expenditure types)

Expense (per GA) per PT within the award

There also are some “asset type expenses”

recorded(cap equipment exp

types plus other prepaid expenses)

Placeholder (for future use)

This GA data is to help reconcile numbers on

expenditure statements with the Expenses

shown on Fund Statements

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What do I do with the report?

Export to Excel:

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What do I do with the report (continued)?

In excel:– Add or hide columns to enable you to

manipulate the data• “Allocate” revenue and transfers from Project/Award

to individual tasks• “Allocate” out beginning balance from award level to

individual PTAs

iBudget “receipts” and “expenses” data:– Most current iBudget figures, based on

original Hyperion data load from September 2005, plus/minus any reallocations or increases/decreases• You need to decide how useful this data is for you• If it is not useful or if it is confusing, hide the columns

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What do I do with the report (continued)?

Use the report to indicate commitments, transfers to be done, year-end OB results– Add additional columns or rows

Use the report as part of the FY06 year-end results presentation to the UBO at the end of September

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How to Get Help

Contact Andrew Harker (aharker@stanford.edu, 5-0666) or Noel Hirst (nhirst@stanford.edu, 3-2298)