Research Volume Report

Reports
Research Volume Report

Contents
Overview
Displaying the Volume Report
Entering the Fields on the Volume Report
Executing the Report
Reading the Volume Report
Contract Layout
Project Layout
All Cost Group Values Layout
Using the SAP Report Buttons
Drilling Down to the Summary Statement
Printing the Report

Overview
This report shows expenses incurred by sponsored research accounts such as salary and wages, employee benefits, overhead, and operating expenses. It also shows the authorized total, expenses, and balance for the WBS element. It displays information at the profit-center level and requires departmental authorization to run. The report has a choice of three layouts based upon project, contract, or major expense groups for the WBS element. After the report is run, you can drill down to the Summary Statement for a WBS element by clicking on a line item in the report.

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Displaying the Volume Report

Use the following navigation path from the SAP User Menu screen or type in the transaction code from any screen:

Navigation Path:

- User Menu
- Role ZMIT
- Reports
- Research Reports
- Volume Report

Transaction Code :

/nzvol

Result: The "Research Expenditures by Sponsor" entry screen is displayed.

screen capture:  Research Expenditures by Sponsor entry screen

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Entering the Fields on the Volume Report

Type in or select one or more of the fields listed in the following table. Remember, more precisely defined reports generally take less time to run.
In some fields, you can use the Matchcode Matchcode button (Mac) (PC: Matchcode button (PC) ) search function to find the data you want. (See Getting Started: Matchcodes .) Many fields offer Multiple Selections Multiple Selection button for entering nonconsecutive numbers or multiple ranges of data. (See Reporting Fundamentals: Selection Options for Setting Report Parameters .)

Field Name

Description

Sponsor Code
(required)

Accept or change the default sponsor codes by typing them in or selecting them using the Matchcode button.

WBS Elements
(WBS, Profit Center, or Project is required)

Accept or change the default WBS elements by typing them in or selecting them using the Matchcode button.

Profit Centers
(WBS, Profit Center, or Project is required)

Type in or select the profit center (your department number prefaced by the letter "P" ) or a range of profit centers.

Projects
(WBS, Profit Center, or Project is required)

Type in or select the project or a range of projects.

Supervisor
(optional)

Type in or select a supervisor's MIT ID. Show research expenditures only for a selected supervisor.

Important

You must use the Matchcode button to select a supervisor's ID. The report will not run if you just type in the name.

Fiscal Period
(required)

Type in the fiscal month and year you want to review. Defaults to the last business day of the previous month, or current month if it is the last working day.

Month Ending
(display only)

This field will change to the ending date of the fiscal period if different from the default date when the report is run. It cannot be changed on the entry screen.

Term Code
(optional)

Status of the WBS element. Click to include WBS element on the report by term code; deselect to omit them.

Open

=

fully active

1

=

active, but in the closing period

2

=

no longer in use

3

=

completely closed, and no charges are allowed

WBS Element Type
(required )

Click to select the type of WBS elements.

Change Layout
(optional)

Select from three report layouts; Contract, Project, or All Cost Group Values. To change the default:

1. Click the Matchcode button in the Change Layout field.

Result: The Select Line Layout window is displayed.

2. (optional) Click the Display Results button Display Results button to list the fields included in the layout if you select it.

3. Click the name of the layout to select it.

Sort field
(optional)

Select a field to sort the report on. To change the default:

1. Click the Matchcode button in the Sort field.

Result: The Select Sort Field box is displayed.

2. Click on a field to select it.

Show subtotals on sorted field
(optional)

Click to display a subtotal for each sorted field.

Show Report Grand Total
(optional)

Click to display a final total at the bottom of the report.

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Executing the Report

Click the Execute button Execute button (F8) to run the report.

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Reading the Volume Report

After executing the report, a second "Research Expenditures by Sponsor" screen will be displayed. The initial screen contains entry information but by scrolling down one screen at a time, you will find a full report displayed .

The Volume Report displays research activity by sponsor code and WBS element number in that order. Scroll to the right to see all the the columns. The column headings vary depending upon which layout you chose.

Contract Layout

Column Name

Description

WBS Element

Displays the WBS elements assigned to the research project

Contract

The contract number of the WBS element that is receiving payments from the sponsor

Ty

Agreement type. Values:

01

Grant

02

Contract

03

Fixed Price

04

Facility/Construction

05

Training (NIH)

06

Fellowship

99

Not applicable

Sponsor

The sponsor code and name

Begin Date

The date the WBS element became effective

End Date

Date the WBS element expires

ON/OFF

Indicates whether the research project takes place on or off campus

C

Termination code of the WBS element. Values:

Open

=

fully active

1

=

active, but in the closing period

2

=

no longer in use

3

=

completely closed, and no charges are allowed

Authorized Total

Amount of funding available for the WBS element from a research sponsor. It does not represent actual income but a promise from a sponsor or donor to support a particular project.

Fiscal YTD Expenses

Expenses on the WBS element from the beginning of the fiscal year to the run date of the report

Cumulative Expenses

Total expenses on the WBS element since the beginning of the WBS element

Unexpended Balance

Amount remaining on the WBS element

Project Layout

Column Name

Description

WBS Element

Displays the WBS elements assigned to the research project

Project

The project number of the WBS element

Supervisor

Supervisor of the WBS element

Profit Center

The profit center under which the WBS element falls

Sponsor

The sponsor code and name

End Date

Date the WBS element expires

ON/OFF

Indicates whether the research project takes place on or off campus

C

Termination code of the WBS element. Values:

Open

=

fully active

1

=

active, but in the closing period

2

=

no longer in use

3

=

completely closed, and no charges are allowed

Authorized Total

Amount of funding available for a WBS element from a research sponsor. It does not represent actual income but a promise from a sponsor or donor to support a particular project.

Fiscal YTD Expenses

Expenses on the WBS element from the beginning of the fiscal year to the run date of the report

Cumulative Expenses

Total expenses on the WBS element since the beginning of the project

Unexpended Balance

Amount remaining on the WBS element

All Cost Group Values Layout

Column Name

Description

WBS Element

Displays the WBS elements assigned to the research project

ON/OFF

Indicates whether the research project takes place on or off campus

Faculty Regular

Salaries of the regular faculty

Faculty Summer

Salaries of the summer faculty

Graduate Students

Salaries of the graduate students

Other Salary

Other salary expenses

Employee Benefits

Expenses for employee benefits

Operating Expenses

Operating expenses for the fiscal period

Indirect Expenses

Overhead expenses

Authorized Total

Amount of funding available for a WBS element from a research sponsor. It does not represent actual income but a promise from a sponsor or donor to support a particular project.

Fiscal YTD Expenses

Expenses on the WBS element from the beginning of the fiscal year to the run date of the report

Cumulative Expenses

Total expenses on the project since the beginning of the WBS element

Unexpended Balance

Amount remaining on the WBS element

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Using the SAP Report Buttons

Button

What it does

Download button

For instructions on downloading reports, see Reports: Reporting Fundamentals: Downloading Reports: Using the Download Button .

Change Layout button

Changes the layout of the report after it is run.

1. Click the Change Layout button.

2. (optional) Click the Display Results button to preview the fields that will be included in the layout you select.

3. Click the name of the layout to select it.

Result: The report is rerun and the data arranged according to the layout you selected.

Sort ascending button

1. Click on the Sort Ascending button. The Select Sort Field window is displayed.

2. Click on a field to select a field to sort the report on.

Result: The report is rerun and sorted by the field you selected.

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Drilling Down to the Summary Statement

1. Click on a line item for a WBS element to display the corresponding Summary Statement for that WBS element. For more information on the Summary Statement, see Reports: Summary Statement .

2. Click the Back button Back button to return to the research report.

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Printing the Report

1. Click the Print button Print button on the Toolbar.

Result: The "Print Screen List" window appears.

For more information on printing, see Reports: Reporting Fundamentals: Printing Reports.

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