Cal Poly Corporation BiTech User’s Guide for Principal Investigators (PI)
IFAS BiTech Financial Reporting Database
Grant Management Reports for Sponsored Projects & Centers and Institutes
Cal Poly Foundation
Sponsored Programs Department Cal Poly University Foundation Building 38 Room 102 San Luis Obispo, CA 93407 (805) 756-1123 FAX (805) 756-5588 http://www.calpolycorporation.com/sponsoredprograms/
Revised 10/2010 Page 1 of 35 05508c2c2f8533a8c22c7072475921b4.doc TABLE OF CONTENTS
INTRODUCTION 3
LOG IN 3
PRINCIPAL INVESTIGATOR ACTIVE PROJECTS 5
SPONSORED PROJECT ACTIVITY BY FISCAL PERIOD 6
SPONSORED PROJECT DETAIL 12
ACCOUNT BALANCE BY ORG KEY 15
ACCOUNT ENCUMBRANCE BALANCE 17
DEPOSIT AND WITHDRAWAL REPORT 17
TRANSACTION ENCUMBRANCE REPORT 19
TRANSACTION REPORT 20
LOG OFF INSTRUCTIONS 23
CENTERS AND INSTITUTES 23
QUICK REFERENCE 27
TYPES OF REPORTS AVAILABLE 29
APPENDIX A
WINDOWS 2000 IFAS (BITECH) SET UP 31
NETWORK SETTINGS 32
Revised 10/2010 Page 2 of 35 05508c2c2f8533a8c22c7072475921b4.doc Bitech User’s Guide for Principal Investigators (PI) Sponsored Programs, Centers and Institutes Grant Management Reports Cal Poly Foundation
INTRODUCTION
The BiTech database has been running since May of 2003 and is still under construction. If you experience a technical problem or have technical questions, please call the MIS Helpline. If you have questions about your project, please call your grant analyst. These numbers are listed on the Table of Contents page.
These instructions are formatted as a step-by-step guide to accessing account information about projects assigned to you. “Principal Investigator Active Projects” gives you a quick method to view a list of your projects and current account information.
The financial information shown in the BiTech reports is tied to the most up-to-date information posted by the Foundation Business Office. NOTE: Indirect costs are posted halfway through the following month.
For your convenience, a quick reference list and screen prints of the BiTech report options appear at the end of these instructions (p. 29).
LOG IN
TO GET YOUR PASSWORD: Initially you must submit a ‘Request for BiTech Access’ form available on our website: http:www.cpfoundation.org/docs/finance/BiTechAccts.doc. Please submit the form to Sponsored Programs. Your password should be available in approx. 3 days.
Launch your Internet Explorer Type http://ifas.calpoly.edu/ifas7/ in the Address field and press
You should see the following login box. Make sure it says “Connect to IFAS” on the BiTech toolbar, otherwise select “Change Connection” and select the IFAS database.
Login using your user ID and your Password. Press Enter or click on Login
Revised 10/2010 Page 3 of 35 05508c2c2f8533a8c22c7072475921b4.doc NOTE: You may need to configure your PC to accept the IFAS server. Instructions for these steps are explained in Appendix A (page 31). After successfully logging into Bitech, you will see this screen:
IMPORTANT! When Logging Off use the pull down menu on the home page. DO NOT USE “X” to Log Off. Once you click on “Log Off,” you will see “You have been logged off as requested”. Then close the window with the “X” on the Explorer tool bar.
Click on Reports CENTERS & INSTITUTES (Org Key 82000 to 82980)
Please go to instructions starting on page 28.
Then click on CPSU. This is the list of department reports and report details available to you.
Revised 10/2010 Page 4 of 35 05508c2c2f8533a8c22c7072475921b4.doc PRINCIPAL INVESTIGATOR ACTIVE PROJECTS (Org Key 45000 to 59999)
Click on Sponsored Programs and then on the plus sign at Principal Investigator Active Projects. (Disregard “No Criteria; Select All).
Revised 10/2010 Page 5 of 35 05508c2c2f8533a8c22c7072475921b4.doc If you click on the plus sign (+) at “Active Org Keys” and then click on “Submit”, you will open a report that shows all active projects, by org key, that are assigned to you as PI.
NOTE: You may see a message box when you first try to submit a report. The message will ask you to download. Click yes.
Page forward or back Pull down menu to print report Revised 10/2010 Page 6 of 35 05508c2c2f8533a8c22c7072475921b4.doc The Project number and Org Key number are not always the same. When a project has several components, the “parent “ has the project number and the associated tasks are assigned Org Key numbers. When a project is re- funded, the initial Project number represents the first year of the project. The Org Key number is assigned to each of the components or refunded years of the project.
You can advance one page forward or back, or go to the first page or last page by using the arrows at the top left side of the report on the BiTech tool bar.
Do not use the Printer icon on the browser tool bar. You can Print this report by clicking on the options icon. A drop down menu will appear; click on Print.
NOTE: If you experience difficulty printing, you may need to upgrade to Explorer v6 or better. Please call the MIS Helpline for assistance.
To View a Sponsored Activity Report:
When you place the curser on an org key number, the arrow turns into a drill. By clicking on the number with the drill, you can “drill down” to a Sponsored Activity Report” on this project. This report shows activity in this account for object codes 800000 to 999999 for the month you indicate in the current fiscal year.
Before the Sponsored Activity Report appears, you will be asked to select a fiscal period (i.e., a month during a fiscal year): Fiscal Periods 01 through 12 = July through June. NOTE: This is a change from the previous Criteria Selection of requesting the Calendar Month for the current Calendar Year.
NOTE: This report will only show data from the current fiscal year. To view data from a different fiscal year, follow the instructions in the next section, “Sponsored Project Activity by Calendar Year”. NOTE: Invoice and PO activity and details are not available prior to May 2003. If you need detailed information, please call you grant analyst.
Revised 10/2010 Page 7 of 35 05508c2c2f8533a8c22c7072475921b4.doc Request the Fiscal period (month) for the current fiscal year FY. (This is a change from the previous Criteria Selection of requesting the Calendar Month for the current Calendar Year).
Fiscal Periods 01-12 = July-June
Example: Period 3 for FY2002-03 = Sept ’03 reporting
Click on “Run Report”. This screen shows page one of this report:
To View a Specific Invoice or PO:
Revised 10/2010 Page 8 of 35 05508c2c2f8533a8c22c7072475921b4.doc You can view a specific invoice or PO by placing the curser on the PO number or invoice number under Reference. When you see the drill, click and a menu pops up. Click on the appropriate command: Invoice Detail, PO Detail, or PO Activity.
You can only use the drill down feature on invoices and PO’s. References that begin with DF (Payroll) or JF (Journal) cannot be drilled down.
NOTE: Invoice and PO activity and details are not available prior to May 2003. If you need detailed information, please call you grant analyst.
SPONSORED PROJECT ACTIVITY BY CALENDAR MONTH
Revised 10/2010 Page 9 of 35 05508c2c2f8533a8c22c7072475921b4.doc Click on the + sign next to “Sponsored Activity by Calendar Month” and you will see this screen. This option allows you to view the activity on a specific project or a group of projects for a specific fiscal year and period (month). (Disregard the “No Criteria; Select All” option.)
The first and second fields that pop-up on the right will default to all projects assigned to you. To narrow the range, enter a five-digit org key number in the first field.
In the second field, type the same org key number for a report on that project alone, or enter another org key number to view an activity report for this range.
NOTE: The org key is the number assigned to the project by Sponsored Programs. The org key is listed in the Principal Investigator Active Projects.
In the third field, enter the fiscal period (month) you are interested in viewing. Be sure to use two digits, e.g. 06 for January or 11 for May.
In the fourth field, enter the fiscal year, i.e., FY 2002-2003 would be entered as 2003.
In the fifth field, enter A for Awarded, AR Archived, CL Closed, D Destroyed, IP In Progress, PR Proposed or S Stopped, or enter an * to get all reports.
NOTE: This report allows you to choose the fiscal year. In the Sponsored Project Activity Report that is a drill down feature of the Principal Investigator Active Projects, you are limited to viewing only the current fiscal year.
Revised 10/2010 Page 10 of 35 05508c2c2f8533a8c22c7072475921b4.doc Click on Submit to view the report (shown in “Full Screen” view):
Page forward or back Print report Tells you how many pages are in the report.
Revised 10/2010 Page 11 of 35 05508c2c2f8533a8c22c7072475921b4.doc You can advance one page forward or back, or go to the first page or last page by using the arrows at the top left side of the report.
Do not use the Print icon on the browser tool bar. You can Print this report by clicking on the report icon. A drop down menu will appear; click on Print.
Revised 10/2010 Page 12 of 35 05508c2c2f8533a8c22c7072475921b4.doc To View an Invoice or PO Detail Report:
When you place the curser on an invoice or PO number under References, the arrow turns into a drill. By clicking on the number with the drill, you can “drill down” to a detail report on the invoice or PO.
You can only use the drill down feature on invoices and PO’s. References that begin with DF (Payroll) or JF (Journal) cannot be drilled down.
When you click on the drill, a menu pops up. Click on the appropriate command: Invoice Detail, PO Detail, or PO Activity.
This is an example of a drill down (PO Detail) for a PO:
NOTE: Invoice and PO activity and details are not available prior to May 2003. If you need detailed information, please call you grant analyst.
Revised 10/2010 Page 13 of 35 05508c2c2f8533a8c22c7072475921b4.doc SPONSORED PROJECT DETAIL
This series of screens provides reports which list projects according to their status: Closed and Stopped, Proposed, Archived, Destroyed, Awarded or In Progress. (Disregard the “No Criteria; Select All” option.)
After clicking on any of these options, two fields pop up on the right. You can check a specific project by entering an * in the Project Number field and the org key in the second field.
Revised 10/2010 Page 14 of 35 05508c2c2f8533a8c22c7072475921b4.doc You can check a project number and all the org key numbers associated with it by entering the Project number and an * in the Org Key field.
NOTE: Project numbers and Org Key numbers can be found in the “Principal Investigator Active Reports”.
Revised 10/2010 Page 15 of 35 05508c2c2f8533a8c22c7072475921b4.doc ACCT – ACCOUNT BALANCE BY ORG KEY Click on ACCT – Account Balance by Org Key to get a report of all or some account balances by fiscal period (month) and year. (Disregard “No Criteria; Select All)
The first field should read “FD” for Foundation. The second field should read “FN” for Final Budget.
Use the 4-digit fiscal year in the third field and the 2-digit fiscal month for the fourth field, e.g. 01 for July, 12 for June.
If the fifth and sixth fields show the same Org Key, only one project will show. To run a range of reports, enter a different Org Key in the sixth field.
Revised 10/2010 Page 16 of 35 05508c2c2f8533a8c22c7072475921b4.doc The seventh and eighth fields give you the range of object codes that will appear in the report. The default will give you the entire budget, including direct and indirect expenses, assets, liabilities and income. Enter 800000 in the seventh field and 999999 in the eighth field to view only the account balances of your approved budget.
Click on “Submit” and you will see this report:
Revised 10/2010 Page 17 of 35 05508c2c2f8533a8c22c7072475921b4.doc ACTE – ACCOUNT ENCUMBRANCE BALANCE
Access this report the same way as the ACCT – Account Balance by Org Key shown above.
When you click on Submit, you will see this screen:
NOTE: There are no drill down options on this report.
DEPOSIT AND WITHDRAWAL REPORT
NOTE: Using this report is not recommended for Sponsored Projects with Org Keys 45000 through 59999. This report is only helpful for Restricted Gifts and Center accounts.
Click on the “Deposit & Withdrawal Report”. (Disregard “No Criteria; Select All”.)
Revised 10/2010 Page 18 of 35 05508c2c2f8533a8c22c7072475921b4.doc The first field defaults to “FD”. The second field is the 4-digit fiscal year. The third and fourth fields are Org Key numbers, either for one report or a range. The fifth field is the 2-digit fiscal month, e.g. 06 is December and 12 is July.
Click on “Submit” and this report appears:
Revised 10/2010 Page 19 of 35 05508c2c2f8533a8c22c7072475921b4.doc TRNE – TRANSACTION ENCUMBRANCE REPORT
Click on TRNE – Transactions Encumbrance Report.
The first field defaults to “FD” (Foundation).
Enter the Org Key numbers in the second and third fields.
The object codes in the fourth and fifth fields default to 000000 and 999999. If you want to narrow the range, enter those account object codes in the fourth and fifth fields. (Example shows 800000 to 899999.)
Enter a beginning and end date for your report in the sixth and seventh fields using the pull down calendars.
Revised 10/2010 Page 20 of 35 05508c2c2f8533a8c22c7072475921b4.doc Click Submit and see this report.
Revised 10/2010 Page 21 of 35 05508c2c2f8533a8c22c7072475921b4.doc TRNS – TRANSACTION REPORT
Click on TRNS – Transaction Report to open the pop up fields.
The first field defaults to “FD” (Foundation).
The second field is the 4-digit fiscal year and the third and fourth fields are the 2-digit fiscal months.
The fifth and sixth fields allow you to enter the project org key for one project or a range.
The seventh and eighth fields default to show all the object codes. You can narrow the range by entering different account codes in these fields. (Example shows object codes 800000 to 899999.)
The ninth and tenth fields default to ‘0’ (zero) and ‘ZZ’, which will give you the most complete information.
Revised 10/2010 Page 22 of 35 05508c2c2f8533a8c22c7072475921b4.doc Click on Submit and you will see the following screen:
Revised 10/2010 Page 23 of 35 05508c2c2f8533a8c22c7072475921b4.doc LOG OFF INSTRUCTIONS
Return to the HOME PAGE using the Windows toolbar at the bottom of your screen. Click on the icon at the top of the BiTech home page Choose “Log Off” and click.
DO NOT USE THE “X” IN THE UPPER RIGHT CORNER TO LOG OUT.
You can now close the window using the “X” on the Explorer tool bar. CENTERS & INSTITUTES (Org Key 82000 to 82980)
If you manage a Center or Institute, open “Centers & Institutes” (Disregard the “No Criteria; Select All”)
NOTE: You may view “Deposit and Withdrawals Reports” for Centers & Institutes by following instructions on page 13.
Revised 10/2010 Page 24 of 35 05508c2c2f8533a8c22c7072475921b4.doc For Account Activity reports, Click on the Center & Institutes Accounts folder.
In the fields that pop-up on the right, enter the five-digit org key number. This is the number assigned to the project by Sponsored Programs.
Next enter the 2-digit calendar month you are interested in viewing, e.g. 06 for December and 12 for July. In the third field, enter the 4-digit calendar year.
Click on Submit to view the report. This is how the report will appear (example shows “Full Screen” view):
Revised 10/2010 Page 25 of 35 05508c2c2f8533a8c22c7072475921b4.doc Page forward or back Pull down menu to print report
You can advance one page forward or back, or go to the first page or last page by using the arrows at the top left side of the report. The example above shows page 2 of a 4-page report.
Do not use the Print icon on the browser tool bar. You can Print this report by clicking on the report icon. A drop down menu will appear; click on Print.
To View an Invoice or PO Detail Report:
When you place the curser on an invoice or PO number under References, the arrow turns into a drill. By clicking on the number with the drill, you can “drill down” to a detail report on the invoice or PO.
You can only use the drill down feature on invoices and PO’s. References that begin with DF (Payroll) or JF (Journal) cannot be drilled down.
When you click on the drill, a menu pops up. Click on the appropriate command: Invoice Detail, PO Detail, or PO Activity.
NOTE: Invoice and PO activity and details are not available prior to May 2003. If you need detailed information, please call you grant analyst.
Revised 10/2010 Page 26 of 35 05508c2c2f8533a8c22c7072475921b4.doc This is an example of a drill down (Invoice Activity) for an invoice:
Revised 10/2010 Page 27 of 35 05508c2c2f8533a8c22c7072475921b4.doc LOG OFF INSTRUCTIONS
Return to the HOME PAGE using the Windows toolbar at the bottom of your screen. Click on the icon at the top of the BiTech home page Choose “Log Off” and click.
DO NOT USE THE “X” IN THE UPPER RIGHT CORNER TO LOG OUT.
You can now close the window using the “X” on the Explorer tool bar. QUICK REFERENCE
TO GET YOUR PASSWORD: Initially you must submit a BiTech Account form available on our website: http://www.cpfoundation.org/docs/finance/BiTechAccts.doc. Please submit the form to Sponsored Programs. Your password should be available in approx. 3 days.
LOG IN: Launch Explorer. Go to http://ifas/ifas7. Enter user ID and password.
LOG OFF: DO NOT USE “X” IN UPPER RIGHT CORNER TO LOG OUT! Log off ONLY from BiTech Home page. Use pull down menu from options icon on the BiTech tool bar. Once you click on “Log Off,” you will see “You have been logged off as requested”. Then close the window with the “X” on the Explorer tool bar.
View All transactions to date: Reports>CPSU>Sponsored Projects>TRNS – Transaction Report
View Account Balances: Reports>CPSU>Sponsored Projects>ACCT – Account Balance by Org Key Account Balance with Encumbrances: Reports>CPSU>Sponsored Projects>ACTE – Account Encumbrance Balance
Get a List of projects: Revised 10/2010 Page 28 of 35 05508c2c2f8533a8c22c7072475921b4.doc Reports>CPSU>Sponsored Projects>Principal Investigator Active Projects
Centers and Institutes Information: Reports>CPSU>Centers & Institutes>Centers and Institutes Accounts
See a specific PO or Invoice: Reports>CPSU>Sponsored Projects>Principal Investigator Active Reports; Click on the Org Key of a project>Click on the PO or Invoice number under References.
View projects that are closed: Reports>CPSU>Sponsored Projects>Sponsored Project Detail>Closed and Stopped Projects
View projects that are proposed: Reports>CPSU>Sponsored Projects>Sponsored Project Detail>Proposed Projects
How to find out a “project number” or “org key”: Reports>CPSU>Sponsored Projects>Principal Investigator Active Projects
Revised 10/2010 Page 29 of 35 05508c2c2f8533a8c22c7072475921b4.doc TYPES OF REPORTS AVAILABLE: All reports accessible to PI’s are shown below:
The “Centers & Institutes” option only shows up for PI’s who have Center or Institute projects.
Revised 10/2010 Page 30 of 35 05508c2c2f8533a8c22c7072475921b4.doc Revised 10/2010 Page 31 of 35 05508c2c2f8533a8c22c7072475921b4.doc Revised 10/2010 Page 32 of 35 05508c2c2f8533a8c22c7072475921b4.doc APPENDIX A
WINDOWS 2000 IFAS SETUP
Open Internet Explorer (must be using v5.5 or 6.0)
Click on Tools > Internet Options > Security Tab
Select Trusted Sites then click the Sites button.
Add these sites (make sure “Require server verification…” is Unchecked).
Then click OK and OK to close these windows. Close Internet Explorer. Revised 10/2010 Page 33 of 35 05508c2c2f8533a8c22c7072475921b4.doc NETWORK SETTINGS
On the Windows Desktop you should have an icon labeled My Network Places >Right Click My Network Places icon >Properties >Right Click Local Area Connection icon
Properties
Revised 10/2010 Page 34 of 35 05508c2c2f8533a8c22c7072475921b4.doc Select Internet Protocol (TCP\IP) >Click Properties >Advanced… >DNS Tab
Check the box for Append these DNS suffixes
In the pop up window, type in fdn.calpoly.edu and click Add. Now the Foundation address and the Cal Poly addresses show in the lower box.
Click OK, OK and OK. Close the networking window.
Return to Page 1 and follow LOG IN.
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