FM_Project BBA Summary Focus on Reports Session 21 To print: Right click Choose “Print” Change option “Print What?” from “slides” to “note pages” Click ok The FM_Project BBA Summary report was created in conjunction with the FUSS Usability team and provides a more streamlined Budget Balance Available report for Non-Sponsored Program that gives a project manager a complete picture of how actual expenses are tracking to approved budgets. Note: The IS.FM_PI Funds Available Report is the Sponsored Program equivalent of this report. The combination of the IS.FM_Project BBA Summary report (for non-sponsored program projects) and the IS.FM_PI Funds Available report (for sponsored projects only) is intended to serve as a replacement to the existing FM_Project BBA by Expenditure Type report. FM_Project BBA Summary

Report Purpose Streamline BBA reporting Saves printing/storage costs Reports only non-Sponsored Program PTAs FM_PI Funds Available report is used for Sponsored Program PTAs Data summarized at the expenditure category vs. expenditure type level Fits on one page Saves printing/storage costs Eliminates zero dollar lines/pages Signature lines with dates and text Reviewer & Approver As opposed to the IS.FM_Poject BBA by Expenditure Type report, this version is has been streamlined as follows: Only non-sponsored program awards are included Totals are summarized at a higher level (expenditure category vs. expenditure type) – streamlining/simplifying the report. Zero dollar lines are eliminated The combination of the higher level summarization allows the BBA for a single PTA to print on one page and the elimination of zero lines reduces paper/storage costs for schools and departments in conjunction with the required month-end reconciliation process. The report also provides a designated space for both the review and approver signature and date along with text that states what they are attesting to with their signatures.

PTA number & name combined in page items 12345 UV-Department 234567 UV-Project SG12345 UV-Award Use in place of FM_Project BBA by Expenditure Type UV_Dept UV_MBU Note: SOM YY awards are shown separately on tab: “YY BBA with Prj-to-date”. PTA number & name combined in page items Note: The project, award and task number/ names are concatenated and are shown in the page items. Data is summarized at the expenditure category vs. expenditure type level. The Budget type indicates whether the budget-to-actual comparison is done on a Fiscal year-to-date (YTD) or Project inception-to-date (PTD) basis. Zero Dollar lines are excluded from the report based on the budget-type of the Award in the PTA combination as follows. YTD - Fiscal year-to-date Expenditure Category summary lines are excluded if all of the following are true*: Current Period expenditures are zero and PTD budget is zero and Commitments are zero and YTD expenses are zero PTD - Project inception-to-date Expenditure Category summary lines are excluded if all of the following are true: YTD expenses are zero and PTD expenses are zero *Note: The exception if YY awards owned by the School of Medicine. These awards are shown on a separate tab as they are treated like PTD - Project inception-to-date and PTD expenses must also be zero.

YY BBA with Prj-to-date The ‘YY BBA with Prj-to-date’ tab was designed specifically to accommodate SOM YY awards. It has a project-to-date expense column in addition to the year-to-date expense column located on the right hand side of the page. Even though YY awards normally carry a fiscal year-to-date budget type, this tab takes into account that the SOM YY awards are normally project-to-date in nature, and therefore, zero dollar lines are only eliminated if all of the following are true: Current Period expenditures are zero and PTD budget is zero and Commitments are zero and YTD expenses are zero, and PTD expenses are zero Note: All YY awards are shown on this tab regardless of whether they are owned by the School of Medicine or not in case other orgs also have a need to see project-to-date expenditures for YY awards as well.

Parameters 1 2 Flexible selection options exist. For a given accounting period, enter one value in any of the following selection options and leave a ‘%’ in all the others: Project Carrying Out Org Project Number MBU Dept The “Default to prior period? Y/N” option when set to yes, overrides any period entered in the first parameter and automatically defaults to the prior period. This parameter is especially useful for required month-end review and reconciliation reports. By setting this option to “Y” you can schedule the report to run on a recurring cycle for example: the 1st of every month sometime between 4 and 7am to have the results ready for you when you arrive at your desk.

Questions Contact the IS Help Desk if you have questions.