Table of Contents
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Properties
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Report Description
This report contains both summary and detailed information about the spending on research or research-related work orders.
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.
*NEW* 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.
Summary Page
Note: The Parent view of this summary page looks the same as below except that the summary table shows the parent with children underneath.
(1) Research Work Order Summary
This table provides a high-level overview of your work orders, with fields including:
Work order and activity (code)
Work order and activity (name)
Expected expiry or end date
Unspent balance to date before and after commitments
Future budget (if any)
With a right-click on one of the work orders names the user can drill through to a Researcher Dashboard#dashboard containing details about the work order.
Filters on this visualization include:
Expiration date aging category
Expiration date
Work order/activity (code)
Work order/activity (name)
Unspent to date
Unspent with commitments
Future budget
With a left-click on a work order row, the Number of Work Orders by Expiration Date visual will highlight the aging category associated with the selection.
(2) Instructions
The instructions on the bottom left of the page show how to use some of the basic navigation functions in Power BI to drill through to a separate page showing specific work order information in greater detail, and to expand out or drill down into “tiered” or layered data in other parts of the report.
(3) Number of Work Orders by Expiration Date
This pie graph shows the number of work orders held by the researcher in different aging categories to easily see how close work orders are to expiry.
Filter on this visualization using:
Months remaining to expiry
(4) Individual View / Parent View
This is a toggle between a listing of the individual work orders, and a view showing the connection between parent work orders and their children (i.e., any work orders that have sub-grants inside of UW).
Note that the Parent View will really only be helpful to the lead researcher and have sub-grants held by others under your main work order(s). It will allow the researcher to see aggregated data for the Parent work order and any Child work orders that exist.
(5) Filter Pane
Filters applicable to the entire page include:
Fund
Additional filters may be relevant based on the visualization that is active at a point in time.
(6) Help Buttons *NEW*
The help buttons include links to:
The UW BI Notification App - a place for Finance to publish updates or information about service outages
Guidance and Instruction Documentation - a link to these Confluence page instructions for the report
Report an Issue in Jira - a link to submit a ticket to Finance about an issue with the report
Provide feedback on this report - a link to a Microsoft Form to submit feedback about the report
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Note: The Parent view of the dashboard page looks the same as below except that the tables show the parent with children underneath and figures represent totals for all related work orders.
(1) 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.
(2) 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 tooltip popup.
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).
(3) Research Spending by Expense Category
The visual is a donut 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) Transactions (in Unit4)
This table shows a list of the transactions in Unit4 for the work order/activity combination selected.
* NEW * Amounts (only on this visual) are represented as negative for outflows/expenses and positive for inflows/income
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Note that salary and scholarship entries are summarized in Unit4, so there may be payments to multiple individuals included in each line item. |
Columns in this table include:
Date
Account name
Transaction comments (includes supplier name and invoice number for items entered through Accounts Payable)
Amount
Transaction number
Filter on this visualization using:
Account (number or name)
Date
Period
Transaction Comments
Transaction number
Amount
Use the focus icon to expand the visual to full screen and avoid scrolling.
* NEW * 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 Salaries/Scholarships). Right-click on any green arrow in the Drill column, select Drill through > Details to see Transaction Details.
The drill through will take you to a separate Details screen:
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Note that depending on the type of transaction, the amount will appear in one of 3 columns depending on it's tax status/treatment. See the notes at the bottom of the page (highlighted above) for information on how each of the different types of transactions is presented. |
Click on the Back arrow button on the top left to return to the Summary page.
(5) 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.
Columns in this table include:
Date
Account name
Description (level of detail varies - for commitments relating to purchase orders, product lines have been included)
Amount
Supplier name
Requisition number
Purchase Order (PO) number
Transaction number (TransNo)
Filter on this visualization using:
Account (number or name)
Date
Description
PO
Requisition
Supplier name
Transaction number
Commitment type
Amount
(6) 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.
Filter on this visualization using:
Account (number or name)
Employee name
Fiscal year
Month
Amount
* NEW * View Salaries Paid on Different Year Bases
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.
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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. |
(7) 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 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.
Filter on this visualization using:
Student type
Student name
Fiscal year
Month
Amount
* NEW * 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.
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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. |
(8) Back (to main Summary screen)
Click on the Back arrow button on the top left to return to the Summary page.
(9) Work Order/Activity code and name
The top of the page includes a reference to the work order/activity number and name to which all of the information on the page relates.
Filter Pane
There are no filters applicable to the entire page.
Additional filters may be relevant based on the visualization that is active at a point in time, as noted in the sections above.