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Search the FINAH Quick Start Guide pages:

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Table of Contents


Getting Started

Have a field name but not sure what view to look in?  Search the Activity Hub Field List.

Finance Office Hours Support

Data Loads

Data is loaded each night.  To see when the data completed being loaded by UCSD into FINAH see this report: Tableau > Public > AH Data Load Status Report.

FINAH Basics

Data in Oracle is separated into various modules.  FINAH focuses on General Ledger and PPM.  PPM data in Oracle is further broken down to Revenue and Costs (aka Expenditures).  

Ui expand
titleGL and PPM

FINAH displays General Ledger data at three levels: (1) at the ledger level, (2) at a summary level called Balances and (3) at the detail of the GL Interface.

Revenue data is available using the FINAH-ContractRevenue-View.  Cost data is available using the FINAH-ProjectCosts-View and includes Accounts Payable (AP) Invoices that apply to PPM records.


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titleProject Organization and Financial Unit

In FINAH the fields "Project Organization" and "Financial Unit" are available to you.  In most cases these fields will be the same, but in Oracle and FINAH these fields are physically not the same. 



Info
titleRecommended Knowledge

Read the Overview of Project Portfolio Management (PPM) with Attached PPM User Guide

Learn more about GL-PPM Reconciliation


Relationships

Types of Funds

Fund TypeDefinition
Derived Fund

The fund that is associated with the project-task based on award setup for sponsored projects or project setup for non-sponsored projects.

For Sponsored Projects:

  1. "Expenditure Funding Source Code" is internal / 5-digits, then use the "Expenditure Funding Source Code".

  2. If "Expenditure Funding Source Code" is not internal / 5-digits then used the match on the Award Type to find the Fund Code.

  3. If "Expenditure Funding Source Code" is not internal / 5-digits and "Award Type" = Special State Appropriations, then match on the "Award Sponsor REMS Code" to find the Fund Code.

Derived UC Path Fund

The Fund that should be used in UC Path chart strings based on the project/task/award accounting rules. Note, the Derived UC Path Fund and Derived Fund and Fund can differ.

See /wiki/spaces/IPAAS/pages/19596801

FundFund listed on the General Ledger Accounting lines.


Ui expand
titleRevenue and Cost for Sponsored and General

How Revenue and Cost data is displayed depends heavily on what items are attached to the transactions and the type of Contract the transaction is associated to.

Revenue

LevelSponsored / AwardsGeneralNote
Contract ID

Contracts can have multiple contract lines, but Contract Lines only apply to 1 Contract

Contract ID = Award ID

Sponsored Contract aka Award

Contracts can have multiple contract lines, but Contract Lines only apply to 1 Contract Sponsored Contracts are also known as Awards
Contract Line IDContract Lines should only have 1 project per line, if not, then this is a set up issue.  Projects can apply to multiple Contract Lines per Contract.Contract Lines should only have 1 project per line, if not, then this is a set up issue.  Projects can apply to multiple Contract Lines per Contract or multiple Contract Lines across multiple ContractsFINAH-Contract-View lives at this level
Project ID

Projects only apply to 1 Award but an Award can have multiple Projects.

A project should not be used between multiple awards. It does not apply to our business process. however, Oracle allows it and has happened in error.

Projects can apply to multiple Contract Lines per Contract or multiple Contract Lines across multiple Contracts
Task IDTasks only apply to 1 Project but a Project can have multiple Tasks. Tasks only apply to 1 Project but a Project can have multiple Tasks

Task Transactions include the Task Distribution + Revenue Distribution + Accounting Period + Contract ID + Contract Line ID

FINAH-ContractRevenue-View lives at this level

  • Revenue Transactions can come in connected to Contract ID (required) + Contract Line ID (required) + Project ID (optional) + Task ID (optional).
    • Because Task ID and Project ID are optional they are sometimes missing.  Therefore, you cannot add up the Task ID revenue to equal any of the other level's revenue.  You also cannot add up the Project ID revenue to equal any of the other level's revenue.  
    • Because Contract Line and Contract are required, you can add up the Contract Line Revenue to equal the related Contract Revenue.
  • If Revenue comes in at Contract ID or Contract Line ID level, the Contract/Contract Line can still have Projects and Tasks associated but the Revenue will be listed as $0 for those Tasks and Projects because Oracle does not distribute it to the lower levels.
    • Example where Project revenue total does not match Contract Line revenue as some revenue came in at Contract Line only: Contract 170010-00001, Version 5 Financial Summary
    • Example where Project revenue total does not match Contract Line revenue as some revenue came in at Contract Line only: Contract 111461-0001, Version 3 Financial Summary
  • If Revenue comes in at the Project ID level, the Project can still have Tasks associated but the Revenue will be listed as $0 for those Tasks because Oracle does not distribute it to the lower levels.
  • Going forward, it is expected that all revenue will come in attached to Project ID and Task ID.  FINAH reflects the same levels as seen in Oracle.


  • $$ BookingFINAH-Contract-ViewFINAH-ContractRevenue-View
    $$ booked at Contract 

    Contract = $$

    Contract Line = does not exist in Oracle, null in FINAH

    Project = not applicable for this view

    Task = not applicable for this view

    Contract = $$

    Contract Line = does not exist in Oracle, null in FINAH

    Project = does not exist in Oracle, null in FINAH

    Task = does not exist in Oracle, null in FINAH

    $$ booked at Contract Line

    Contract = $$

    Contract Line = $$

    Project = does not exist in Oracle, null in FINAH

    Task = not applicable for this view

    Contract = $$

    Contract Line = $$

    Project = does not exist in Oracle, null in FINAH

    Task = does not exist in Oracle, null in FINAH

    Project

    Contract = $$

    Contract Line = $$

    Project = $$ only if 1 Project per Contract Line

    Task = not applicable for this view

    Contract = $$

    Contract Line = $$

    Project = $$

    Task = does not exist in Oracle, null in FINAH

    TaskNot applicable for this view

    Contract = $$

    Contract Line = $$

    Project = $$

    Task = $$


Costs

LevelSponsoredGeneralNote
Contract ID

Contract ID = Award ID

Use Award ID from Project ID + Budget Period

Use Contract ID from Expenditure Transaction.

Sponsored Contracts are also know as Awards
Project IDProjects only apply to 1 Award but an Award can have multiple ProjectsProject can appear on multiple Contracts, so it's critical to use the Contract ID from the transaction info
Task IDTasks only apply to 1 Project but a Project can have multiple Tasks Tasks only apply to 1 Project but a Project can have multiple Tasks Expenditure Transactions include the Expenditure Distribution + Accounting Period + Contract ID



Ui expand
titleOther Relationships
  • Awards are also know as Sponsored Contracts or Sponsored Projects. 
  • All Awards are Contracts but not all Contracts are Awards. 
  • 1 Award can have 1 Contract (Sponsored) or 0 Contracts (General).
  • 1 Award can have multiple Projects but 1 Project can have 0 or 1 Award.
  • 1 Award can have multiple Award Budget Periods.
  • 1 Project can have multiple Tasks but 1 Task can only have 1 Project
  • 1 Project can have multiple Funding Issues.
  • 1 Project can have multiple Project Budget Periods.
  • 1 Funding Issue has 1 Project Budget Period and 1 Project Budget Period has only 1 Funding Issue.
  • 1 Task can have multiple Expenditures (transaction) but 1 Expenditure can only have 1 Task

Find the View You Need

In general, use the summary view and move to the detail view if needed.  Most popular views are highlighted in green.

View Name aka

Cognos Package / Tableau Data Source View

Use this view when you are looking for...Includes measures?Timestamp that indicates when the data was loaded
FINAH-Account-View

 All Accounts, even thoughts with no transactions, no measures. Helpful for speeding up Cognos prompts.

No measures
FINAH-Activity-ViewAll Activities, even thoughts with no transactions, no measures. Helpful for speeding up Cognos prompts.No measures

FINAH-Award-View

All Awards with Award and Award Budget Period level measures.Yes measures
FINAH-ChartStringCombination-ViewAll Chart Strings that exist in Oracle, even thoughts with no transactions.  This is only those with transactions and those created by the Oracle API.Yes measures
FINAH-Contract-ViewAll Contracts with Contract level measures.Yes measures
FINAH-ContractRevenue-ViewAll Contracts with revenue.  Includes Project information.Yes measures
FINAH-Entity-ViewAll Entities, even thoughts with no transactions, no measures. Helpful for speeding up Cognos prompts.No measures
FINAH-FinancialUnit-ViewAll Financial Units. Helpful for speeding up Cognos prompts.Yes measures
FINAH-FoundationAccount-ViewAll Foundation Accounts, no measures. Helpful for speeding up Cognos prompts.No measures
FINAH-FoundationInvestmentPool-ViewAll Foundation Investment Pools, no measures. Helpful for speeding up Cognos prompts.No measures
FINAH-Function-ViewAll Functions, no measures. Helpful for speeding up Cognos prompts.No measures
FINAH-Fund-ViewAll Funds, no measures. Helpful for speeding up Cognos prompts.No measures
FINAH-Interentity-ViewAll Interentities, no measures. Helpful for speeding up Cognos prompts.No measures
FINAH-Location-ViewAll Locations, no measures. Helpful for speeding up Cognos prompts.No measures
FINAH-PPM-TransactionDetail-ViewThis view brings together Project Cost Detail, Revenue Detail and Commitment data.  This is an extremely detailed view and can be slower that other views.
Yes, measuresTransaction Last Updated DateTime

FINAH-Project-View

All Projects. Helpful for speeding up Cognos prompts.

FINAH-ProjectCosts-View

All costs and expenditures from multiple levels of the Project. Includes Sponsored Contracts (aka Awards).

Lowest level transaction.

Cannot include tasks or non-sponsored contracts because Projects can have multiple Tasks or multiple non-sponsored Contracts.

Can answer: Where are my ______ charges?  What can you tell me about the Project? Which project classifications have contract revenue?  What is the Task Source Reference?

Yes measuresExpenditure Last Updated DateTime
FINAH-ProjectPersonnelRole-ViewAll personnel by role.

FINAH-TE-ExpenseTransactionDetail-ViewDetails about Travel & Expense transactionsYes measures
FINAH-UCSDGeneralLedger-View

General Ledger summary data.

Can answer:  Did my _______ money come in? Do the aggregated totals match?  Did expenditures get posted directly to the General Ledger? What have we spent this fiscal year?  Did items post where they were expected to?

Yes measuresTransaction System Date Time
FINAH-UCSDGeneralLedgerBalances-ViewGeneral Ledger summary data and Budget information.Yes measuresTransaction System Date Time
FINAH-UCSDGeneralLedgerInterface-View

All Transactions posted below UCSD General Ledger at the interface level.  Due to the many transactions, reports using this view will take longer to run.

When possible, use FINAH-UCSDGeneralLedger-View or FINAH-UCSDGeneralLedgerBalances-View for best performance. 

Yes measures

Transaction System Date Time and

SLA Event Last Updated Date Time


Related Views

Dats SourcesDescription

To match get "Award Budget Period Funding Amount" to match what I see in Oracle.

  • New enhancement: "Award Budget Period Funding Amount" is now includes both the supplemental and base amount. Therefore "Award Budget Period Funding Amount" from FinAH and "Award Funding Amount" from ORACLE should now match.