Web Based Reports
Index of Reports

These reports require CIW User ID. If you do not have a CIW User ID, go to www.cu.edu/irm/CUonly/dwhse/signup/. To change your CIW password visit: www.cu.edu/irm/CUonly/dwhse/orapass/. If you have questions about how to log-on or what your password is, call the IRM Helpline 303/492-9222.

BAE (Budgets, Actuals, and Encumbrances), Select By Org Node [Report ID: 262]
This report allows you to select fund group(s) and Org within an org tree (from Campus down to Org level). Data provide an income statement for projects, including revenue, expenditures, and transfers. Summary includes budget (continuing and temporary), actual expenditures, encumbrances and balance available. . For general fund data, expenditures are fiscal year to date, For projects, expenditures are project to date. F & A encumbrances are optional. This query can be run at an entire campus org node level. The lowest level of detail that can be provided is account level 6. This query is probably most useful for budget office, dean’s level, and accounting office staff.

BAE (Budgets, Actuals, and Encumbrances), Programs Select By Org Node [Report ID: 264]
This report allows you to select fund group(s) and Org within an org tree (from level 4 on the org tree - for example, College, down to Org level). Data provide program detail or department detail for the org specified level. Data provide an income statement for projects, including revenue, expenditures, and transfers. Summary includes budget (continuing and temporary), actual expenditures fiscal year to date, encumbrances and balance available for each program. F & A encumbrances are optional. Because this query forces you to a lower organizational level within the campus, it is able to display detail at the account code level. This query is probably most useful for department and dean’s office staff.

Worksheet tabs are available for

1) Program summary
2) Department summary
Depending on the breadth of organizations and funds for which you are requesting data, to optimize query performance you might want to run this at level 5 on the org tree.

BAE (Budgets, Actuals, and Encumbrances), Select By Project Manager [Report ID: 260]
This report allows you to select by campus, active/inactive projects, and project manager. The data provided show all projects assigned to a particular project manager, providing an income statement for projects including revenue, expenditures, and transfers. F & A encumbrances are optional. Projects have been separated into general grants and clinical trials using a clinical trial flag indicator stored in PeopleSoft. Project begin and end dates are displayed for each project.
For each project manager, two summaries are available, each on a separate worksheet tab.

Grant summary non clinical trial - budget, actual expenditures project to date, encumbrances and balance available. Drilldown is available to the account code level.

Clinical trial summary with cash - actual expenditures project to date, encumbrances, and total. Includes a cash analysis. No budgets are established in this summary. Drilldown is available to the account code level.
For persons who have both types of grants, the departmental administrator will need to use both the grants and the clinical trials summaries to get a complete analysis of that project manager’s activity.

BAE (Budgets, Actuals, and Encumbrances), Grants Summary Select By Project ID [Report ID: 327]
This report allows you to select data by campus and by specific project ID. For that project, data show two levels of summary: 1) budget, actual expenditures project to date, encumbrances, and balance available; 2) project to date expenditures detail by month for a selected # of months (default for detail is 6 months). F & A encumbrances are optional. Drilldown is available to the account code level.

Boulder Property Accounting Report [Report ID: 585]
The Property Accounting System (PAS) Current Inventory Report is designed to extract data for any piece of equipment ever catalogued in the Boulder campus Property Management database, using standard Property Accounting System classifications. The query cannot be run for Denver, Health Sciences, or Colorado Springs campuses because each campus has an independent property management accounting data base.

Data can be pulled for either a single unit by entering a Tag ID or for all the property in an entire Area/Department. Data can also be collected by entering a particular Speed Type or Grant/Award number, as well as by Building, Class, and To and From dates.

Data is returned as an Excel spreadsheet which gives the user the advantage of easily sorting the data into categories which include: tag ID, a description of the property, serial #, speed type or project # used to purchase the property, acquisition date, purchase order #, book value, and location information.

Note: when needing the property inventory of an individual within a department, you must first enter the Area, at which time the appropriate names will appear in under Department.

For questions regarding data returned by this query, please contact: Tzuyea Yu , Boulder Assistant Controller, 303-492-2396

BRS To GL -- All SubCode Summary [Report ID: 246]
Note: Requires CIW BRS security access. Please check the BRS box on the CIW request form when submitting your request for a new CIW user ID, or to get BRS access added to your CIW security. Select by campus and accounting period. Data summarizes BRS transaction dollar amounts by subcode. Data is fiscal year up to and including the accounting period selected.

BRS To GL -- All FOPPS Summary [Report ID: 242]
Note: Requires CIW BRS security access. Please check the BRS box on the CIW request form when submitting your request for a new CIW user ID, or to get BRS access added to your CIW security. Select by campus and accounting period. Data summarizes the BRS transaction dollar amounts by Fund, Org, Program or Project, and Subclass (FOPPS). Data is fiscal year up to and including the accounting period selected.

BRS To GL -- Detail [Report ID: 241]
Note: Requires CIW BRS security access. Please check the BRS box on the CIW request form when submitting your request for a new CIW user ID, or to get BRS access added to your CIW security. Select by a program, project, student ID, or journal ID. Provides BRS transaction level detail for date range selected. Example: On the Budget Summary report, if you see a journal line that represents a BRS feed, you can use this report to see the detail by individual student.

Cash Accounts by Month (Projects Only) [Report ID: 247]
Select by campus and project ID. Query results display cash balances for the selected project, by accounting period over the life of the project.

Greater than 1.0 FTE [Report ID: 484]
This report was developed in order to assist campuses in identifying and reviewing FTE greater than 1.0 budgeted for an individual across all appointments and all campuses. Additionally, it can be used to trigger a review of positions that are still active but beyond the appointment end date, and should be terminated.

Data are pulled from the PS HR system. Selection parameters include department node, job group, and employment status (defaults to active only; option of selecting active, leave of absence, and leave with pay). Summary information is by home department and by individual; detail information includes employee ID and name, home department, employee record number, job effective date and sequence, appointment end date, job code, job description, compensation rate, FTE, % time, and compensation frequency.

NOTE: FTE are currently optional in PeopleSoft HR. Change Management is coordinating a HR Operations Advisory Group review of FTE definitions across employee groups and campuses that will be reviewed by the System HR Policy Group.

Pay Detail Select By Project Manager [Report ID: 190]
This report allows you to select data by campus and project manager, and displays all projects assigned to a particular project manager. For each project, detail shows salary and benefit costs associated with each employee, for a particular accounting period (month). Expenditures data are taken from the payroll detail table, and therefore do reflect PET’s.

Encumbrances for salary and benefits also displayed. It is important to note that payroll and benefits encumbrances are a function of several things: appointment end date, funding end date, and funding distribution.

When running this report, be aware of payroll deadlines and how they might affect the data you will see. If payroll has not run for a current month, please change the selection parameters to reflect the previous month’s activity. (example: You want to run the report on January 4, 2002. The selection parameters default to January 2002. However, January monthly payroll has not yet run. Change your selection parameters to December 2001 to see the last payroll.)

Pay Detail Select by Program Manager [Report ID: 227]
This report allows you to select data by campus and program manager. It displays all programs assigned to a particular program manager. For each program, detail shows salary and benefit costs associated with each employee, for a particular accounting period (month). Expenditures data are taken from the payroll detail table, and therefore do reflect PET’s.

Encumbrances for salary and benefits also displayed. It is important to note that payroll and benefits encumbrances are a function of several things: appointment end date, funding end date, and funding distribution. When running this report, be aware of payroll deadlines and how they might affect the data you will see. If payroll has not run for a current month, please change the selection parameters to reflect the previous month’s activity. (example: You want to run the report on January 4, 2002. The selection parameters default to January 2002. However, January monthly payroll has not yet run. Change your selection parameters to December 2001 to see the last payroll.)

Percent of General Fund Budget Spent [Report ID: 156]
Data can be selected by campus and department. Includes a multi-year graph of monthly percent of budget spent by accounting period. Both the data and the graph can be limited by fiscal year, account ranges (account level 4) and programs. Summary information gives percentages of budget spent by accounting period. The data detail shows budget, actuals, encumbrances, available amount, and percent spent by accounting period over multiple fiscal years (currently, since July 1999).

Personnel Roster (Excludes Vacancies) [Report ID: 252]
Note: Requires CIW HR security approval from your campus PeopleSoft security coordinator.

This report allows you to select data by Org Tree level (from individual department up to the University level), as well as to limit the job group or job code. This report is similar to the PeopleSoft Personnel Roster, but with added flexibility in data format/download. Future dating functionality is included

Personnel Funding Distribution (Excludes Vacancies) [Report ID: 274]
Note: Requires CIW HR security approval from your campus PeopleSoft security coordinator.

This report allows you to select data by a single position number or Org Tree level (from individual department up to the University level), as well as to limit the job group or job code. This report is similar to the data retrieved by selecting current data only in the PeopleSoft Employee Job Data and Funding Distribution report, but with added flexibility of Excel manipulation and a more condensed initial layout. Future dating functionality is also included.

Position Budget Report [Report ID: 457]
NOTE: Requires CIW HR security approval from your campus PeopleSoft security coordinator.

This report is designed to monitor position budgets, a process followed at Boulder, Denver, and Colorado Springs campuses. Selection parameters include speedtype (or FOPPS combination), department ID, or position number. Data are clustered and subtotaled by salary type (faculty, exempt, staff, hourly). Summary worksheets analyze various components of the budget and expenditures for each position. Expenditures data are taken from the payroll detail table, and therefore do reflect PET’s.

Summary - for each position, budgeted FTE, budget (continuing and temporary), total pay, encumbrances, and balance available. Name displayed is for the incumbent in the position. If the position is vacant when the report is run, the name field is blank. If the position holds multiple staff, the name displays as “multiple.”

Pay detail - pay detail by accounting period within the current fiscal year, for anyone holding the position during the year. The pay detail will show changes in incumbents across the accounting periods, reflected in change in name in the position (example: Smith in accounting period 1,2; Jones in periods 5,6). If no pay has occurred in the pay period (either because of vacancy or because the payroll has not run for that pay period), “no pay” will appear in the employee ID and name. Pay is aggregated in this summary into one pay amount in the pay period. To see the separate $ values for vacation, sick, and regular pay, see the drilldown tab and description below.

Drilldown - A summary worksheet tab that utilizes Excel grouping functionality. This tab includes data from the 2 tabs listed above, as well as detail by budget journal and line for continuing and temporary budget adjustments. Pay detail on this sheet splits out regular pay from vacation and sick leave within a pay period. This allows a more advanced Excel user to reference only one worksheet tab to get drilldown on pay and budget detail.

How to use the grouping function:

Pay detail and budget detail data roll up within employee, by accounting period. Data can be expanded to detail level anywhere on the spreadsheet that a “+” appears, either by individual (by using the “+” function) or for the entire spreadsheet by opening the spreadsheet to levels 5 in the column area, and level 2 in the row area Data can be re-aggregated by closing the detail (clicking on the “-“ by individual, or by choosing level 4 in the column area and level 1 in the row area).

Position Budget by Org Node [Report ID: 481]
NOTE: Requires CIW HR security approval from your campus PeopleSoft security coordinator.

This report is designed to monitor position budgets, a process followed at Boulder, Denver, and Colorado Springs campuses. Selection parameters include speedtype (or FOPPS combination), org tree node, or position number. Data are clustered and subtotaled by salary type (faculty, exempt, staff, hourly). Expenditures data are taken from the payroll detail table, and therefore do reflect PET’s.

Drilldown provides a summary worksheet tab that utilizes Excel grouping functionality. For each position within the org or department, this report includes summary, pay detail by accounting period, and detail by budget journal and line for continuing and temporary budget adjustments. Pay detail on this sheet splits out regular pay from vacation and sick leave paid within a pay period.

NOTE: In some instances, due to the volume of data being returned by the query, you may want to run this for level 5 on the org tree rather than level 4. Your choice will depend on the size of the organization that you are requesting, and the time of year, which effects the volume of data being returned (the later in the fiscal year, the more detail by employee by pay period.)

How to use the grouping function:

Pay detail and budget detail data roll up within employee, by accounting period. Data can be expanded to detail level anywhere on the spreadsheet that a “+” appears, either by individual (by using the “+” function) or for the entire spreadsheet by opening the spreadsheet to levels 5 in the column area, and level 2 in the row area Data can be re-aggregated by closing the detail (clicking on the “-“ by individual, or by choosing level 4 in the column area and level 1 in the row area). function: Pay detail and budget detail data roll up within employee, by accounting period. Data can be expanded to detail level anywhere on the spreadsheet that a “+” appears, either by individual (by using the “+” function) or for the entire spreadsheet by opening the spreadsheet to levels 5 in the column area, and level 2 in the row area Data can be re-aggregated by closing the detail (clicking on the “-“ by individual, or by choosing level 4 in the column area and level 1 in the row area).

Speedtypes Select by Org Node [Report ID: 298] (LAST UPDATED 02/07/2003)
This report provides a look-up listing of all speedtypes within the org node selected. Selection parameters are by org node and active/inactive speedtype. Includes speedtype number, effective date, description, fund, department, department manager, and associated program or project information. Contact information is listed for department manager, program or project manager, and program or project key contacts.

Student Work Study Balances [Report ID: 454] (LAST UPDATED 01/16/2003)
NOTE: Requires CIW HR security approval from your campus PeopleSoft security coordinator.

This report was developed in order to assist departments in monitoring their students on work-study. Data are derived from the PS finance and PS HR systems. Selection parameters include speedtype or Finance department ID. In all cases, the data pulled is the current row of data for that employee. For an individual, the total work study award will be one line, and all $ earned across all jobs will be totaled into a single amount for each speedtype from which the individual is paid.

NOTE: Students will not appear on this report if they have work study awards but no earnings; or if their position has been terminated.

If you are having problems with these queries, contact Information Resource Management (IRM) via E-mail: irmhelp@cusys.edu or IRM Helpline: 303-492-9222.