FY14 Final Commitments Report Memo

Date:        October 22, 2014

To:            H&S Department and Program Administrators

From:       Margaret Fox

Subject:  FY14 Final Commitments Report in the Repository

Download the Memo:  https://finance-humsci.stanford.edu/sites/default/files/fy14_final_commitments_report_memo.pdf

The FY14 Final Commitments report is available in the Repository.  Finance will generate reports three times during the fiscal year and place them in the repository on the H&S Finance website:  after the close of each fiscal year, after the November upload, and in August for fiscal year-end close.  Only the report by Primary Recipient will be saved in the repository at the close of the fiscal year.

All commitments reports are available for department and program administrators in HandSOn.  They include five PDF reports and an Excel data download.  The reports provide flexible options for reviewing and distributing commitments data.     

As a reminder, the five available PDF reports present your commitments sorted by different fields in the commitments database.  The five reports are:

1.     Primary Recipient

2.     Transfer Status

3.     Award

4.     Category

5.     Sub-Category

We hope you find the suite of reports helpful.  We plan to continue to make improvements to the reports, including a multi-year commitments report, and would appreciate any suggestions you might have.  If you have questions about the report or individual commitments, please contact your cluster liaison:

The suite of reports are:

1.     Primary Recipient report

o    to display a complete record of all commitments for specific faculty and the department/program

o    each commitment record includes the commitment number, commitment category, commitment description, and commitment line item information

o    page breaks by recipient for ease of use and to facilitate the distribution of this information to the faculty

2.     Transfer Status report

o    to facilitate reconciliation to fund statement information and to focus attention on any expected action by the administrator

o    commitment line items sorted by the fund transfer status to identify the funding that has been transferred, the fund transfers that are outstanding, and why

o    additional sorting by recipient and commitment number

o    line item information that include notes and transfer reference information

o    page breaks by transfer status

3.     Award report

o    to facilitate reconciliation to fund statement information and display anticipated fund transfers

o    commitment line item information sorted by project within each award

o    page breaks by award

4.     Category report

o    to provide a high level view of why funding is being transferred to faculty and the department/program

o    commitment line item information sorted by the major categories of Dean’s Office one-time support (recruitment, retention, governance, research, etc)

o    page breaks and totals by category

5.     Sub-Category report

o    to provide a detailed view of why funding is being transferred and to focus attention on specific areas, such as extra teaching or summer ninths, that may require action

o    page breaks and totals by sub-category

6.     Data Download file

o    an Excel file of the commitment data to allow for ad-hoc analysis