Research Administration Reports: the Transition from RM3 to OBI

Contact

Questions about this topic can be answered by:

Marilou Hemenway

Director of Research Financial Reporting

Policy and Compliance

(650) 725-9107

CER OBI Overview

Directions

  • Using Firefox, the browser of choice, navigate to the CER Dashboard by going to bi.stanford.edu
  • Using the drop down menu in the blue banner labeled Dashboards select Consolidated Expenditure Reporting
  •  Find a dropdown list of reports you have access to
  • Select Consolidated Expenditure Reporting

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CER OBI Dashboard Overview

The new CER OBI dashboard is organized by tabs. If you hover over a tab it will provide you with more information. On the left navigation you will find help. Follow the specific instruction at the top of each page.

All but two reports are generated by using the tabs at the top of the page. The two reports reports run from this page are the CER Data Download report which is similar to the RM3-279 report and the MTDC Report.

Mouse over the dots to see which reports each tab contains.

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Transition from RM3-279 to Expenditure Detail Data Download

RM3 Report Description

Expenditure Details in 57 column report suitable for data download to be used for external analysis in applications like Excel.

Business questions

  • What are my expenditures for the time period I specify with as many attributes as possible and in a data format suitable for use in an Excel table or for upload to a database.
  • I want to view a report similar to the RM3 -279.

Sample use case

I need to download two years of expenditure details for use in an excel pivot table which merges actuals with soft commitments.

How to use

  • Click on Home tab
  • Click on Expenditure Detail Tab
  • Enter Selection Criteria - select an atribute from each of the three columns. The date prompt is either a single GL Period for FTD/PTD  plus the date drop down menu or any two periods for a range, beginning and end date)
  • Click on next for more selection criteria (including SPO number)
  • Click apply and you will see your data
  • Scroll to the bottom, middle of the page where you can select Print or Export

Report is 57 columns of details for each transaction in output suitable for download to Excel format or data file.

Mouse over the screen shot below and follow the steps:

Just like a pre- fix meal you must at choose at least one criteria from each of the three columns.

 

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RM3-275, RM3-276, RM3-277, RM3-278, RM3-281, RM3-285

RM3 Report Description

Budget vs Expenditure details from various perspectives and summary levels with hard commitments and remaining balance.

Business questions

  • How am I performing to budget?

  • Where is there a significant variance? What are the details of that variance?

  • What are the total expenditures on all of my projects and what is their Remaining Balance?

  • What is my Projected Remaining Balance and Budget Obligated Percent including expenditures and commitments?

  • What are my actual expenditures and remaining balance by Task Manager  or Task /Award Owner (PI)?

  • What are the total expenditures on all of my Sponsored Projects and what is their Remaining Balance?

  • Are my expenditures in the specified  GL Period  unusual? By Expenditure Category?

Sample use case

I need to reconcile and review all transactions  posted to my org  last month and compare budget to actual expenditures year to date.

New OBI Report

Expenditure Balance & Detail

CER Dashboard Tab

Expenditure Balance

 

Mouse over the screen shot below and follow the steps:

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RM3-280

RM3 Report Description

Expenditure Summary for one fiscal year by month and Exp Category Group

Business questions

  • What was the spending pattern for my organization, award or PTA over the periods specified?

  • What are the patterns in my expenditures over time (e.g., trending up, trending down, erratic)? By Expenditure High Level Group? By Tasks within my Award?

  • Are there unusual expenditures in this period (e.g., fiscal quarter, fiscal year) compared to the same period last year and what are the sources?

  • What is my rate of spending for the period specified (e.g., burn rate)? 

  • What are my PIs expenditures by year for the last three years?

Sample use case

What is the burn rate for one of my PIs by expenditure category based on the last two years transactions?

New OBI Report

Expenditure Trend Summary & Detail

CER Dashboard Tab

Expenditure Trend

 

Mouse over the screen shot below and follow the steps

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RM3-279

RM3 Report Description

Transaction detail expenditure information by PTA with many available search criteria to support expenditure analysis. Besides the transaction  detail report there is also a tab with JCC level salary expenditure information and a tab suitable for data download.

Business questions

  • What has been charged to my PTAs?

  • What are my total expenditures across organizations for a parent organization?

  • What are my actual expenditures by Expenditure Type or Expenditure Category? Award Type? Award or SPO Number?

  • What are my actual expenditures by Task Manager or Task/Award Owner (PI)?

  • Which of my Task Managers has the largest expenditures in a high risk Expenditure Category (e.g., Travel/Entertainment/Food)?

  • What are the transactions that I need to reconcile by source system?

Sample use case

I need to reconcile and review all transactions  posted to my org  last month.

New OBI Report

Expenditure Details Summary & Detail

CER Dashboard Tab

Expenditure Details

 

Mouse over the screen shot below and follow the steps:

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RM3-230 RM3-231

RM3 Report Description

Journal Inquiry with tabs for brief display, iJournal Detail, iFeeder Summary and Data Download-iJournal detail.

Business questions

  • Which journals posted in this specified period?
  • What are the iJournals including manual and feeder journals for a time period?
  • Where is my journal in the approval process?

Sample use case

I need to see all my journals for my organization which are currently in process but not fully approved.

New OBI Report

Ijournal, Headers, Details, Approvals

CER Dashboard Tab

Ijournals

 

Mouse over the screen shot below and follow the steps:

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RM3 285 commits column

RM3 Report Description

Outstanding hard commitments column data of the Expenditure Detail report.

Business questions

  • What are my hard commitments?

    What were the commitments as of a prior time period?

    What are the outstanding commitments as of today?

    What are my committed future expenses?

  • What are the commitment details by type (Salary, Requisitions, Purchase Orders, AP Invoices)?

Sample use case

I want to verify the open remaining amounts on Purchase Orders for my organization so I can close those which have no remaining work.

New OBI Report

Commitment Details, Salary, Requisition, Purchase Order, Invoice

CER Dashboard Tab

Commitment Details

 

Mouse over the screen shot below and follow the steps:

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New Report - Expenditure Variance Report

Business questions

  • What are my actual expenditures in this quarter compared to the same quarter last year?
  • What are my actual expenditures in this time period (e.g., fiscal month, fiscal quarter, fiscal year) compared to another time period?
  • How do my expenditure totals to-date compare to the previous year’s totals?
  • What are the largest sources of variances that require further analysis (for example, for high risk expenditure categories)?

Sample use case

In order to respond to the University Budget Office's annual query at year end I need to compare this years total expenditures with last year's making note of all major variations and their causes.

New OBI Report

Expenditure Variance Summary & Detail

CER Dashboard Tab

Expenditure Variance

 

Mouse over the screen shot below and follow the steps:

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