.. 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. top 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. top 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 (PC: ) search function to find the data you want. (See Getting Started: Matchcodes.) Many fields offer Multiple Selections 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 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. top Executing the Report Click the Execute button (F8) to run the report. top 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 top Using the SAP Report Buttons Button What it does For instructions on downloading reports, see Reports: Reporting Fundamentals: Downloading Reports: Using the Download 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. 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. top 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 to return to the research report. top Printing the Report 1. Click the Print button on the Toolbar. Result: The "Print Screen List" window appears. For more information on printing, see Reports: Reporting Fundamentals: Printing Reports. top Copyright 2001 © Massachusetts Institute of Technology SAP for MIT Documentation on the Web Valid From: 02/23/2001