Contact Us
Level Reports are reports that provide financial transaction details and financial balances of revenues, expenditures, and balance sheet activities for specifically designed groupings of departments.
University staff and faculty, with the approval of their respective “Responsibility Center (RC) Financial Data Approver”, have the capability to review financial activity online via IBM’s Cognos reporting system. The reporting system provides monthly distribution of pre-formatted reports, the capability for users to run their own versions of any report for any time period at any time, and the availability of producing data files based on the reported data for use in ancillary systems.
FGAR (Financial General Accounting Reports): reports provide details for revenue, expense, and balance sheet activities.
RPAR (Research Project Accounting Reports): reports provide summary level revenue and expense detail for research grants.
HLDR (Historical Labor Distribution Reports): reports provide transaction details and summary level totals for labor expenses.
FGAR Header Information
FGAR Reports (Financial General Accounting Reports) provide transaction level and summary level details on revenue, expense, and balance sheet activity. Report titles with asterisks next to them denote that they are also available in a data feed format (no column headings or totals) for loading data into other systems.
(FGAR) Columnar Information
FGAR310 – Level I Balance Sheet
- Subcode – classification of transactions as assets (1xxx), liabilities (2xxx) or net assets (3xxx).
- Reference – additional classification of transactions determined by each department.
- Description – information that helps identify the nature of a transaction (vendor name, item description, journal line description field, etc.).
- Current Month Actual – actual transaction amount where positive values are debits and negative values are credits.
- Identifier – additional information to help identify the nature of a transaction (invoice number, journal entry reference field, etc.).
- Batch Name – unique name assigned to the journal batch which identifies the department that entered the transaction into the system.
FGAR320 – Level II Balance Sheet
- Subcode – classification of transactions as assets (1xxx), liabilities (2xxx) or net assets (3xxx).
- Reference – additional classification of transactions determined by each department.
- Description – subcode description.
- Prior Year Balance – ending balance (project-to-date) of the prior fiscal year (6/30/xxxx).
- Prior Months Actual – total actual activity of the current fiscal year excluding the current month.
- Current Month Actual – total actual activity for the current month.
- Fiscal Year To Date Actual – total actual activity for the current fiscal year.
- Current Balance – ending balance (project-to-date) of the current fiscal year.
FGAR311 – Level I Financial Report
- Subcode – classification of transactions as revenues (4xxx) or expenses (5xxx-9xxx).
- Reference – additional classification of transactions determined by each department.
- Description – information that helps identify the nature of a transaction (vendor name, item description, journal line description field, etc.).
- Current Month Budget – budget modification request (BMR) transaction where positive values are debits (expense budget increase or revenue budget decrease) and negative values are credits (expense budget decrease or revenue budget increase).
- Current Month Actual – actual transaction amount where positive values are debits and negative values are credits.
- Current Month Encumbrance* – all amounts are shown as zero.
- PO/REQ# - purchase order number or purchase requisition number associated with a transaction that originated in the Purchasing module of Prism.
- Identifier – additional information to help identify the nature of a transaction (invoice number, journal entry reference field (e.g. IDC code), etc.).
- Batch Name – unique name assigned to the journal batch which identifies the department that entered the transaction into the system.
FGAR321 – Level II Financial Report
- Subcode – classification of transactions as revenues (4xxx) or expenses (5xxx-9xxx).
- Reference – additional classification of transactions determined by each department.
- Description – subcode description.
- Budget – fiscal-year-to-date budget (entities 02 and 03) or project-to-date budget (entity 04 and 06).
- Current Month Actual – total actual activity for the current month.
- Fiscal Year To Date Actual – total actual activity for the current fiscal year.
- Project To Date Actual – total actual activity since the creation of the account (entities 04 and 06).
- Outstanding Encumbrances* – all amounts are shown as zero.
- Budget Balance – calculated as follows:
Entities 02 and 03: Budget less Fiscal Year To Date Actual
Entity 04 and 05: Budget less Project To Date Actual
Please note that the Budget Balance column on the FGAR321 level report is not relevant for Entities 04 and 06 since the University does not budget for these entities. A net asset rollforward is provided at the end of the report that summarizes beginning net assets, fiscal year to date revenues and expenses, and ending net assets.
FGAR322 – Level II Financial Report
Same columnar information as FGAR321 except Reference is the first column and Subcode is the second column.
FGAR332 – RC Level III Financial Report
Same columnar information as FGAR321.
*Note: Effective in FY05, the University eliminated the encumbrance activity feature in PRISM. The encumbrance column on the various level reports now contains zeros. Consideration is being given to whether the level reports will be altered to take advantage of the extra space created by the elimination of encumbrances.
This level report provides current month transaction detail of asset, liability and net asset subcodes for a specified University account number (e.g. 04.34010.xxxx.22540.xxxxxx). Information includes subcode, reference number, transaction description, actual amount, “identifier” and batch name. Sort is by subcode then reference number with subtotals provided for both.
This level report provides cumulative balances for asset, liability and net asset subcodes for a specified University account number. Information includes subcode, reference number, subcode description and the following amounts: prior year ending balance (project-to-date), prior months of the current fiscal year, current month, current fiscal-year-to date and current balance (project-to-date). Sort is by subcode then reference number with subtotals provided for both.
Note: This is NOT an “area summary” report.
Same as the FGAR320A report except that it summarizes all accounts for a specified department number (e.g. 04.03020.xxxx.xxxxx.xxxxxx.xxxxx.xxxxx).
This level report provides current month transaction detail for revenue and expense subcodes for a specified university account number. Information includes subcode, reference number, transaction description, budget, and actual amounts, PO/Req #, “identifier” and batch name. Sort is by subcode then reference number with subtotals provided for both.
Same as FGAR311 except that it provides financial data for master grant accounts within one’s security rules, along with sub accounts, regardless of what RC/department the sub account is housed in.
This level report provides cumulative balances for revenue and expense subcodes for a specified University account number. Information includes subcode, reference number, subcode description and the following amounts: fiscal-year-to date/project-to-date budget, current month actual, fiscal-year-to-date-actual, project-to-date actual, and budget balance (budget less fiscal year-to-date actual). Sort is by subcode then reference number with subtotals provided for both.
Note: FGAR32x reports do NOT display values for Grant accounts (see RPAR reports for that activity).
Same as the FGAR321P report except that it summarizes all accounts for a specified department number (e.g. 04.03020.xxxx.xxxxx.xxxxxx.xxxxx.xxxxx).
Same as the FGAR321P report except that it summarizes all accounts for a specified area number (e.g. 04.03xxx.xxxx.xxxxx.xxxxxx.xxxxx.xxxxx).
Same as the FGAR321P report except sort is by reference number first, and then subcode.
Same as the FGAR321A report except sort is by reference number first, and then subcode.
Same as the FGAR321A report except sort is by reference number first, and then subcode.
This level report provides total revenue and total expense amounts for all accounts assigned to a specified Responsibility Center. Amount types are the same as those on the Level II reports (FGAR32x).
While this report is intended to provide totals for all activity in a responsibility center, the output will be limited based on your security settings (if you are only permitted to see data for one department, then the report will only display data for that particular department, and not the entire responsibility center.
Note: This report provides details for all accounts, but NOT for RDF, Grant, or Plant Fund accounts (which are reported on the FGAR332R report).
This level report provides total revenue and total expense amounts for all grant (entity 05), Plant Fund (entity 06) and RDF accounts assigned to a specified Responsibility Center. Amount types are the same as those on the Level II reports (FGAR32x).
While this report is intended to provide totals for all activity in a responsibility center, the output will be limited based on your security settings (if you are only permitted to see data for one department, then the report will only display data for that particular department, and not the entire responsibility center.
This level report provides current month activity from the Integrated Student Information System (ISIS). Information includes account number (including subcode and reference number), fee code, abbreviation, student name, social security number, transaction date, term, and actual amount.
Note: Due to the implementation of the Peoplesoft student administration system, this report has been replaced by the Department Aid Report available through Peoplesoft.
Research Project Accounting Reports (RPAR) Header Information
Research Project Accounting Reports (RPAR) also provide transaction level and summary level details on revenues and expenses, while also providing additional information specific to research grants (Principal Investigator, Funding Agency, Award Start Date, Award End Date, etc.). Report titles with asterisks next to them denote that they are also available in a data feed format (no column headings or totals) for loading data into other systems.
This monthly report provides financial information by project in entity 05 grant accounts and entity 04 RDF accounts in summary form. Financial information includes budget, current month activity, fiscal-year-to-date activity, grant-to-date expenses, and budget available. Sort is by subcode then reference number. (One can consider this a “Level II” for grant and RDF accounts, as their data is not provided here instead of in the FGAR32x reports.)
Same as RPAR001 except that it provides financial data for master grant accounts within one’s security rules, along with sub accounts, regardless of what RC/department the sub accounts housed in.
This report summarizes projects that are over drafted within a specific area/department. Information includes project number, department number, principal investigator name, and agency name, method of payment code, project end date, amount overdrawn and remarks.
Since one billing number can have multiple projects tied to it, this report provides a one-line summary for each project including budget, grant-to-date expenses, and budget available.
This report summarizes all sponsored programs for a specific area/department. The report has three sections:
- project-to-date budget, direct and indirect expenses, and budget available
- current month direct and indirect expenses and total
- fiscal-year-to-date direct and indirect expenses.
This level report provides information on projects that have been closed but have not reached a zero balance. Departments use Sponsored Projects Accounting Contact List to work with a Post Award Administrator to reach a closeout condition.
Notification that a sponsored project is ending and closeout documents are due.
Notes: Due to the implementation of the Cognos Reporting System, this report is embedded within RPAR001 for accounts that near termination.
Notification that total expenses exceed total budget.
Note: Due to the implementation of the Cognos Reporting System, this report is embedded within RPAR001 for accounts that near termination
Historical Labor Distribution Reports (HLDR) Header Information
Historical Labor Distribution Reports (HLDR) provide transaction level and summary level totals for labor expenses, including the payee’s name. Report titles with asterisks next to them denote that they are also available in a data feed format (no column headings or totals) for loading data into other systems.
This level report provides current month payroll detail (subcode 5xxx) for a specified University account number. Information includes subcode, employee name, employee number, current month actual, adjustments, and fiscal-year-to-date actual. Sort is by subcode.
Same as HLDR310 except that it provides financial data for master grant accounts within one’s security rules, along with sub accounts, regardless of what RC/department the sub accounts are housed in.
The University of Pittsburgh uses IBM’s Cognos Analytics reporting system to provide access to data that is stored in the General Ledger Mart, or “GL Mart”. Users can view FGAR, RPAR, and HLDR reports that are automatically generated each month, run their own versions of the reports, download reports in data file formats for transferal into other systems, and query data warehouse and mart data that includes all information that is provided on the reports.
The security used for the on-line level reports application is very similar to that used when defining access to the PRISM system. Users may request access to reports and data using one of the following roles. All access within a particular RC must be approved by the RC Approver. A list of the RC Approvers also exists on the University Information Portal Training/Help page.
Each of the following roles can be further defined as having or NOT having access to Payroll reports and data (HLDR 310 & HLDR 310S).
- Responsibility Center User: allows a user to view GL reports and data for all departmental accounts within entities 02, 03, 04, 05, 06, 07, 08, 09, 47, and 48 for a specific responsibility center.
- Business Administrator: allows a user to view GL reports and data for all departmental accounts within entities 02, 03, 04, 05, 06, 07, 08, 09, 47, and 48 for a specific division (one or more departments).
- Operating: allows a user to view GL reports and data for all departmental accounts within entities 02, 03, and 06 for a specific division (one or more departments).
- Grants: allows a user to view GL reports and data for all departmental accounts within entities 04 (RDF only) and 05 for a specific division (one or more departments).
- Restricted: allows a user to view GL reports and data for all departmental accounts within entities 04 (non-RDF) and 09 for a specific division (one or more departments).
| User Type | Level Report - Report Groupings & Access Security Roles |
|---|---|
| Super User | All University Responsibility Centers / All Entities / Business Admin Role |
| Senior Officer User | All RC's Reporting to Senior Officer / All Entities / Business Admin Role - Example: SVC & Provost |
| Responsibility Center User | All Departments within a Division / Reporting Group - Example: Arts & Science (RC 06) |
| Division/Group User | All Departments within a Division / Reporting Group
- Example: Religious Studies (12214, 12219) |
| Department User | One Department
- Example: Jewish Studies (12214) |
| Roles* Available for User Types | |||
|---|---|---|---|
|
Business Admin. (BsnAdm) |
Operating
(Opr) |
Restricted
(Rst) |
Grant
(Grant) |
| Payroll (PR) | Payroll (PR) | Payroll (PR) | Payroll (PR) |
| No Payroll | No Payroll | No Payroll | No Payroll |
*Roles & Entity Details:
Business Admin.: Entities 02, 03, 04, 05, 06, 08, 09, 47, 48.
Operating: Entities 02, 03, 06.
Restricted: Entities 04, 09 excluding RDF.
Grant: Entities 05, RDF(Entity 04. purpose code 3xxxx)
Payroll: Access to Labor and payroll detail data.
Non-Payroll: No access to payroll detail.
Access to the General Ledger Mart (GL) and Cognos Reports (Level Reports) is governed by a “Federated Authorization” process that is designed to ensure users have access only to the data they require to fulfill their University responsibilities. To request access, submit a General Ledger (GL) Mart Request through the Federated Authorization Community website (via the GL Mart Users tile). For a current list of existing GL Mart Group names, please contact your Responsibility Center Business Manager.
NOTE: If a new GL Mart Group is needed, please submit a General Ledger (GL) Mart Groups Request through the Federated Authorization Community website (via the GL Mart Groups tile) prior to the associated access request noted above.
Instructions, training videos, and request submissions can be found at the Federated Authorization Community website.
A request is usually made for access to an existing GL Mart Group or Groups. (For a current list of existing GL Mart Group names, please contact your Responsibility Center Business Manager.) However, if the Group does not yet exist, a request can be made to create it by submitting a General Ledger (GL) Mart Groups Request through the Federated Authorization Community website (via the GL Mart Groups tile).
Note: Submitting a General Ledger (GL) Mart Groups Request does not automatically provide access to the related information. Submission of a General Ledger (GL) Mart Access Request through the Federated Authorization Community website (via the GL Mart Users tile) is also required.
The financial data that is presented on the financial “level reports” is also available in data format that can be queried using the Cognos Analytics Report Query Tool. The tool provides the user with the ability to analyze the financial data over a range of months and/or fiscal years, and across multiple departments and subcodes. It is strongly suggested that one first review the training manual before accessing the system.
The training manual, along with recorded webinars, are available via the GL Practice Group SharePoint site at pi.tt/bipg (click the “Documents and Documentation” tab and select the document titled “Cognos Analytics – Reports Intro (GL)”). Recorded webinars are at that location also, entitled “Cognos Analytics – Reports Intro.mp4”.
Note: You must log into the SharePoint site using your Pitt credentials to access the content at pi.tt/bipg.
Business units and/or new users can request hands-on training by logging a request at the Pitt IT Help desk.
The Cognos Analytics Author Tool requires access to an existing GL Mart Group or Groups. To obtain Cognos Analytic Author functions, submit a General Ledger (GL) Mart Request through the Federated Authorization Community website (via the GL Mart Users tile), being careful to request “Author Reports Access for Cognos” at the bottom of the form.
On a monthly basis, sets of Financial “Level” reports are automatically generated for all existing Cognos CDS Reporting Groups. A registered user can easily view reports for the most recently “closed” fiscal month, along with a couple of months prior to that. One can also run a version of a report for any time period in question, and any combination of entities, departments, purpose codes, or project codes to which he/she has access.
Access instructions are available online by going to this link (https://pittit-analytics.atlassian.net/wiki/spaces/PUB/pages/438042831/Cognos), and navigating to the particular content in the Frequently Asked Questions section that matches the topic with which you need assistance.
If you need further assistance, contact Peter DeNardis, Office of the Controller, at pdenardis@pitt.edu or 412-624-1092.
NOTE: You cannot access the COGNOS system without first using the PittNet VPN software. The steps for doing so are:
- Download and install the appropriate required software (if you don’t already have it installed): PittNet VPN (Pulse Secure) or PittNet VPN (GlobalProtect).
- Open and log in using the above mentioned software.
- Then go to my.pitt.edu to access Cognos.
If you need further assistance accessing the PittNet VPN and/or Cognos, please contact the 24/7 IT Help Desk at technology.pitt.edu, or at 412-624-HELP (4357).
A “Job” is a group of executable entries, such as reports ore report view that can be executed as a batch. When the job is run, all of the reports of the job execute.
Jobs are useful mechanisms by which one can automate a process by which one more reports narrowed down to a specific set of departments, purpose codes, and/or project codes can be sent via email attachment to a particular staff member, Principal Investigator, Department Chair, etc. The job can be set up to run automatically on a monthly basis, without any further action required on your part.
Once a job is created you can easily modify the schedule and the settings for the reports it contains. For example, if you initially selected an HLDR310 report and an FGAR311 report for your job and in a subsequent month you find that you also need an RPAR001 report, you can easily edit the job to run the report. You can also add more projects for a particular RPAR001 report in a job by changing the prompts.
Instructions for reviewing the level reports are available via the GL Practice Group SharePoint site at pi.tt/bipg (click the “Documents and Documentation” tab and select the document titled “Cognos Analytics – Creating and Running Jobs”).
Note: you have to log into the SharePoint site using your Pitt credentials.