Report Description
This report contains both summary and detailed information about the spending on research or research-related work orders.
In addition, department-level information on research activity (spending, unspent, budget vs. actuals) and pages to analyze expenses and view recently created work orders are included.
Work orders must have an individual designated as a PI associated with it to be considered "research or research-related" and can include work orders in other funds (operating, trust, and endowment).
Data Security
This report is subject to the reporting access data control hierarchy used in Unit4. An individual’s position in the data control hierarchy, as well as the level of access (HR/Scholarship details or not) will determine how much or how little information will be returned when viewing this report.
Research Administrators are administrators assigned at the work order level.
Department Administrators have any role classification at the org unit level and above.
NOTE: Dual-layer data security has been added as of August 2022 so that all individuals with reporting access as PIs can see the dashboard itself, but those who do not have salary/scholarship details access will simply see blank visuals where salary/scholarship detail data is represented.
Report Contents
This report shows only Active or Parked (temporarily closed) work orders. Closed work orders are excluded.
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Filters can exist for a single visual (visible when that visual is selected, unless filters are specifically hidden), for the whole page, and for all pages.
The main pages in this report have page level filters activated, allowing the viewer to filter all elements on a page according to the desired criteria. These are available without having to click into specific visuals.
Most visual level filters are hidden, as the fields contained within them are available to filter at the page level.
Additional filters may be relevant based on the visualization that is active at a point in time.
Filters applicable to the entire report include:
OrgUnit
Researcher name
Work Order
Work Order/Activity name
Business Unit
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On the left side of the report in the App, there is a navigation pane to direct to certain pages in the report. Other pages can only be accessed via buttons on the report itself.
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The info buttons are available on many of the pages in the report and include links to:
1) Power BI Report Instructions/Page Specific Information
On the landing page this directs to an instruction page in the report that gives high level guidance on the use and navigation of Power BI Reports.
On report pages, this button brings up page specific information and context to help the user better understand what is being displayed.
2) The UW BI Notification App - a place for Finance to publish updates or information about service outages.
3) Guidance and Instruction Documentation - a link to this Confluence page instructions for the report.
4) Report an Issue in Jira - a link to submit a ticket to Finance about an issue with the report.
5) Provide feedback on this report - a link to a Microsoft Form to submit feedback about the report.
Summary
1) Research-Related Work Order Summary
This table provides a high-level overview of work orders, with fields including:
Work Order/Activity (code)
Work Order/Activity (name)
Expected expiry or end date
Unspent balance to date before and after commitments
Future budget (if any)
**NEW - RFA (Research Financial Analyst) Name added to table.
Clicking on a Work Order/Activity row will light up the Drill Through Buttons (2), with the option to drill through to a number of supplementary pages containing details about the Work Order/Activity:
Clicking on a Work Order/Activity row will impact the Number of Work Orders by Expiration Date visual and highlight the aging category associated with the selection. The Research Spending by Expense Category visual will also filter to show only the spending for that one work order/activity.
2) Drill Through Buttons
Clicking on a particular work order in the table will activate the drill through buttons (they will turn yellow). The user can then click on one of the buttons to navigate to the drill through page.
3) Research Spending by Expense Category
This bar graph shows the sum of spending by category for the work order(s) included in the current filter or selected in the table.
The expenses are categorized by equipment, interfund transfers, overhead, salaries & benefits, supplies and travel.
4) Number of Work Orders by Aging Category
This pie graph shows the number of work orders (for the work order(s) included in the current filter/selection) in different aging categories to easily see how close work orders are to expiry.
Clicking on a slice in this chart will filter the summary table, to only show Work Order/Activity rows that have the selected Months to Expiry.
5) Terms of Use
This button directs to a report page with the terms of use for this report as well as data context and caveats.
6) Help Buttons
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1) Work Order/Activity Banner
Cards at the top the page that inform the viewer what Cost Centre they are viewing, depending on what was selected for drill through on the Summary page.
2) Cards
The upper portion of the Dashboard shows cards displaying various total balances and information for the work order/activity that was selected. Information includes unspent balances, future budget, expiry date, and workflow approvers.
**NEW - RFA (Research Financial Analyst) Name added as a card.
3) Research Spending by Expense Category
The visual is a bar chart showing the spending by high-level research expense category. By hovering over the individual sections, the user can see the category and actual dollars in a tooltip popup. This is particularly helpful if the numbers are too large to appear on the main visual.
4) Amount Spent Towards Total Budget
The visual is a compound bar graph showing the balances of actual spending, commitments, and unspent budget to-date in percentage values relative to the to-date budget. By hovering over the segments of the bar, the user can see the dollars for the segment in a tool tip popup.
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Note: If the selected work order/activity relates to a Trust or Endowment, this visual will not populate as no budget is set in those funds. Also, results for Operating work order/activity combinations will not be meaningful until carryforward entries are completed by Faculties (generally late summer/early fall). |
5) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
6) Return to Summary Page
Will direct the viewer back to the Summary page.
7) Help Buttons
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1) Work Order/Activity Banner
Cards at the top the page that inform the viewer what Cost Centre they are viewing, depending on what was selected for drill through on the Summary page.
2) Actual Transactions (in Unit4)
This table shows a list of the transactions in Unit4 for the work order/activity combination selected.
Amounts (only on this page) are represented as negative for outflows/expenses and positive for inflows/income
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Note: salary and scholarship entries are summarized in Unit4, so there may be payments to multiple individuals included in each line item. |
Transactions: Drill through to Details
A connection has been added from the summary transaction(s) in Unit4 to the details from Workday/Quest/CentreSuite and purchase order information. Rows with a green arrow in the drill column have additional details available (subject to the user's reporting access level for transactions).
When a transaction with drill through details is selected the Drill Through Button (4) will light up. Click on the button to be taken to a separate details page for the selected transaction.
The details include information from the transaction source (as described in the note at the bottom of the page), the amount of each detail line, the source of the transaction (Salary/Scholarship, P-Card or Purchase Order), any other information, as well as the delivery location and product notes for POs.
Click on the Back arrow button on the top left to return to the transaction/commitments page.
3) Posted Date Slicer
Viewers can control the date range for which they would like to see transactions (by posted date).
By default it is set to show transactions posted in the last 4 weeks.
4) Drill Through Button
This button will light up when a transaction is selected that has additional details.
Click on the button to see the details for the selected transaction.
5) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
6) Return to Summary Page
Will direct the viewer back to the Summary page.
7) Help Buttons
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1) Work Order/Activity Banner
Cards at the top the page that inform the viewer what Cost Centre they are viewing, depending on what was selected for drill through on the Summary page.
2) Salaries Paid by Fiscal Year (since Unit4)
This table shows the salaries paid since the implementation of Unit4 (May 1, 2017) broken down at a high level by account name and fiscal year.
Hovering over the table will make the drilling interaction menu appear.
Users can drill down on both rows (from salary account categories down to individual employee names) and on columns (from fiscal years down to individual months) by changing the Drill on via the dropdown and using the forked down arrow. Users can also right-click on a row or column header and select Drill down.
**NEW - View Salaries by Account (Posting vs. Source) (3)
Buttons have been added to allow the user to flip between seeing salaries broken down by posting account (where benefits is its own section), or by source account (where benefits are included in the related salary account).
View Salaries Paid on Different Year Bases (4)
Buttons have been added to allow the user to flip between seeing salaries broken down in a fiscal year presentation (default), a calendar year presentation (Jan-Dec), or a government year presentation (Apr-Mar).
The Salaries Paid by XXX Year table below will change accordingly.
3) **NEW - View Salaries by Account (Posting vs. Source)
This button will change the table between seeing salaries broken down by posting account (where benefits is its own section), or by source account (where benefits are included in the related salary account).
The button with the dark background shows what account type is being displayed.
4) Change Year Type Selector
These buttons change the year type in the table.
The year options are:
Government Year: April 1 - March 31.
Calendar Year.
Fiscal Year: May 1 - April 30.
The button with the dark background shows what category is being displayed (the title of the table also displays specific information about category and year type).
5) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
6) Return to Summary Page
Will direct the viewer back to the Summary page.
7) Help Buttons
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NOTE: Dual-layer data security has been added as of August 2022 so that all individuals with reporting access as PIs can see the dashboard itself, but those who do not have salary/scholarship details access will simply see blank visuals where salary/scholarship detail data is represented. |
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1) Work Order/Activity Banner
Cards at the top the page that inform the viewer what Cost Centre they are viewing, depending on what was selected for drill through on the Summary page.
2) Scholarships Paid by Fiscal Year (since Unit4)
This table shows the scholarships paid since the implementation of Unit4 (May 1, 2017) broken down at a high level by student type name and fiscal year.
Hovering over the table will make the drilling interaction menu appear.
You can drill down on both rows (from student type categories down to individual student names) and on columns (from fiscal years down to individual months) by changing the Drill on via the dropdown and using the forked down arrow. You can also right-click on a row or column header and select Drill down.
View Scholarships Paid on Different Year Bases
Buttons have been added to allow the user to flip between seeing scholarships broken down in a fiscal year presentation (default), a calendar year presentation (Jan-Dec), or a government year presentation (Apr-Mar).
The Scholarships Paid by XXX Year table below will change accordingly.
3) Change Year Type Selector
These buttons change the year type in the table.
The year options are:
Government Year: April 1 - March 31.
Calendar Year.
Fiscal Year: May 1 - April 30.
The button with the dark background shows what category is being displayed (the title of the table also displays specific information about category and year type).
4) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
5) Return to Summary Page
Will direct the viewer back to the Summary page.
6) Help Buttons
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NOTE: Dual-layer data security has been added as of August 2022 so that all individuals with reporting access as PIs can see the dashboard itself, but those who do not have salary/scholarship details access will simply see blank visuals where salary/scholarship detail data is represented. |
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1) Work Order/Activity Banner
Cards at the top the page that inform the viewer what Cost Centre they are viewing, depending on what was selected for drill through on the Summary page.
2) Open Commitments (in Unit4)
This table shows a list of the commitments in Unit4 for the work order selected.
Note that the salary entries are summarized, so there may be payments to multiple individuals included in each line item.
**NEW Commitment: Drill through to Details
A connection has been added from the summary salary commitment(s) in Unit4 to the salary commitment details for individual employees. Rows with a green arrow in the drill column have additional details available (subject to the user's reporting access level for commitments).
When a salary commitment with drill through details is selected the Drill Through Button (4) will light up. Click on the button to be taken to a separate details page for the selected commitment.
Salary commitment details are shown by account and month for individual employees.
Click on the Back arrow button on the top left to return to the Summary page.
3) Account & Supplier Slicers
Search for and filter the table account or supplier by clicking in the dropdown. Ctrl + click for multi-select.
4) Drill Through Button
This button will light up when a commitment is selected that has additional details.
Click on the button to see the salary details for the selected commitment.
5) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
6) Return to Summary Page
Will direct the viewer back to the Summary page.
7) Help Buttons
Non-Salary Details
1) Non-Salary Transactions
This page shows a list of the non-salary transactions specified by the slicers at the top of the page (2, 3, and 4) and the Filter Pane.
2) Posted Date Slicer
By default, this page shows transactions in the last 4 weeks. Use the date slicer to change the date range shown.
3) Amount Slicer
By default, this page shows transactions over $20,000. The range can be adjusted using the either the or by changing the amounts in the to/from boxes.
4) Expense Category Visual/Slicer
This visual can be used as a slicer and allows a user to filter by a specific category of expense by clicking on the bar segment or the category description.
5) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
6) Return to Summary Page
Will direct the viewer back to the Summary page.
7) Help Buttons
Department Summary
This page contains only Fund 105 information by default. Using filters, users can opt to include Fund 100 information. As Trust and Endowment funds (103/106) do not have budgets, they have been excluded from this page to avoid data misrepresentations. If a user doesn't have department-level access, they will only see the information they have access to.
1) Unspent Research Budget by Department (Fund 105 only)
This bar graph shows the side-by-side comparison of budget vs actuals plus commitments to date by department for Fund 105 only.
This visual will allow the user to drill down into the data all the way to work orders. As the user drills down, the other reports on this page will also filter to show the corresponding drilled data, as they are linked.
2) Research Spending Breakdown by Department (Fund 105 only)
This stacked bar graph visual shows actual spending in Fund 105 by high-level research expense category by department.
3 & 4) Deficits by Researcher/Surpluses by Researcher - Research Funds Only/All Funds
Researchers will appear in either the Deficits or Surpluses visual based on the net remaining balance in their Work Orders. There is a Button (5) to flip between Research Only (default) and All Funds (net of Fund 105 and Funds 100/103/106 as applicable). Drill down on the bar for a particular researcher (right-click) to see the balances (including commitments) for the high level funding sponsor categories, then again to see individual Work Orders making up the net Surplus or Deficit.
5) Research Funds Only/All Funds Button
This button flips between Research Only (default) and All Funds (net of Fund 105 and Funds 100/103/106 as applicable) for the Deficits/Surpluses by Researcher charts.
6) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
7) Return to Summary Page
Will direct the viewer back to the Summary page.
8) Help Buttons
Department Research
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NOTE: "Funding" for the purposes of this report is represented by the budgeted revenue recorded in Unit4 for a given fiscal year for a given grant (work order). This is noted as the Award Year in this report. |
1) Total Federal, Provincial, Industry, and Other Funding
This visual shows the amount of Funding by sponsor. The default view shows All Sponsors based on the overall sponsor groups (Federal, Provincial, Industry, Other). The Buttons (3) below the visual can be used to change the view to exclude Tri-Agency (from the Federal group) or to see only Tri-Agency (broken down by the different agencies).
Hovering over a datapoint in the visual will bring up a tooltip showing the amount in each category for that year.
Left-clicking on a datapoint in the visual will filter the visual to the right.
2) Total Federal, Provincial, Industry, and Other Funding
This visual is a tabular version of Visual (1) which also shows the actual sponsor name and amounts by sponsor by award year. The Buttons (3) below the visual can be used to change the view to exclude Tri-Agency (from the Federal group) or to see only Tri-Agency (broken down by the different agencies).
The visual is filtered based on selections made for visual
3) Funding Type Buttons
These Buttons change the view to exclude Tri-Agency (from the Federal group) or to see only Tri-Agency (broken down by the different agencies). The default view shows All Sponsors based on the overall sponsor groups (Federal, Provincial, Industry, Other).
4) Net Funds Available (Overspending) by Sponsor/Type
This visual shows the net funds available (budget minus actuals minus commitments) and future budget information for the sponsor category chosen. This visual is also affected by the Button (3) selection above Visual (1).
By default, this visual will show only information for non-closed work orders only.
As a matrix visual, the user is able to expand into several layers of detail from overall sponsor > sponsor type > sponsor > researcher.
5) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
6) Return to Summary Page
Will direct the viewer back to the Summary page.
7) Help Buttons
Researcher Funding
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NOTE: "Funding" for the purposes of this report is represented by the budgeted revenue recorded in Unit4 for a given fiscal year for a given grant (work order). This is noted as the Award Year in this report. |
1) Total Funding by Researcher and Overall Sponsor/Sponsor Type
This visual shows the amount of funding by sponsor for each researcher. The default view shows sponsors based on the overall sponsor groups (Federal, Provincial, Industry, Other). The Buttons (3) above the visual can be used to change the view to split out Tri-Agency (from the Federal group).
Hovering over a segment of the bar in the visual will bring up a tooltip showing the amount in that category for that year.
Left-clicking on a datapoint in the visual will filter the other visuals on the page.
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Note: to filter for an entire Researcher, click on the researcher name to the left of the bar graph or use the Filter pane (6). To filter for a Researcher AND a specific sponsor category, click on the bar graph segment or use the Filter pane (6). |
2) Fiscal/Award Year Slicer
The slicer allows the user to filter the page to look at the data for a single fiscal year.
3) Overall Sponsor/Split out Tri-Agency Selector
The user can change between overall sponsor groups (Federal, Provincial, Industry, Other) and split out Tri-Agency (from the Federal group) with these buttons.
This impacts the Visual (1) below.
4) Number of Researchers with Funding by Year
This visual shows the trend in number of researchers with funding (budgeted revenue) by fiscal year the budgeted funding is recorded against.
5) Researcher Metrics by Year and Funding Type/Researcher Grants by Sponsor Type and Work Order Name
Change between the visuals using the Buttons (6) above.
Researcher Metrics by Year and Funding Type:
This matrix visual displays the total funding, maximum amount of individual grant funding, average of grant funding, and the median of grant funding by year, by researcher, by funding type.
Researcher Grants by Sponsor Type and Work Order Name:
This table lists each Unit4 work order with funding (budgeted revenue) in a given award year along with information about the Researcher, overall sponsor, sponsor type, and sponsor name.
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Average and Median calculations exclude zero years. |
6) Research Metrics/Grants Selector
The user can change the Visual (5) displayed below with these buttons.
7) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
8) Return to Summary Page
Will direct the viewer back to the Summary page.
9) Help Buttons
Created
1) Work Orders Created
This page shows a list of the non-salary transactions specified by the Created Date Slicer (2) and the Filter Pane.
2) Created Date Slicer
By default, this page shows work orders created in the last 4 weeks. Use the date slicer to change the date range shown.
3) Work Orders Created Card
The card shows the number of work orders created in the time period defined, either by the slicer or by a filter. It also represents the number of work orders in the table list.
4) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
5) Return to Summary Page
Will direct the viewer back to the Summary page.
6) Help Buttons
Related How-To Articles:
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Related Troubleshooting Articles:
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