Online Reports Overview
Once a project has been established, HJF will provide the principal investigator (PI) and authorized personnel with online access to financial reports. These financial reports will be accessible via the company's secure website, HJFOnline. Depending on the type of HJF project that you are associated with (grant, contract, cooperative agreement, education fund, endowment, "M" account and/or clinical trial), you may have access to some or all of the many reports available to you online.
Reports can be printed easily from your desktop, although printed monthly financial statements are also available by special request.
For more information, or if you have questions about your reports, call the Information Systems Help Desk at 301-294-8138.
Gaining Access to Online Reports
Available Reports
Getting Started
Time Periods Covered by the Reports
Page Numbering
Download
TOC
Search
Gaining Access to Online Reports
If you are a PI, you have the authority to access most web-based financial reports. To view your reports, you will need an HJFOnline account. To register, go to HJFOnline and click on the registration button on the main page, or call HJF's Information Systems Help Desk at 301-294-8138. Someone from IT Services will contact you with your user ID and password. If you would also like access to detailed payroll information and personnel projections, you will have to submit a signed Confidentiality Agreement (HJF #366) to IT Services.
If you are not a PI, you can gain access to your project's reports with the PI's approval. Complete the PeopleSoft Account Access/Signature Authority form (HJF #369) and submit it to HJF's IT Services department. If you do not already have an HJFOnline account, someone from the department will contact you with a user ID and password. If the PI authorizes you to have access to detailed payroll information and personnel projections, you will also have to submit a signed Confidentiality Agreement (HJF #366) to IT Services.
Available Reports
The following online financial reports are available to authorized users:
| Project Budget Summary | Displays the available balance by budget category. |
| Account Detail | Displays details of a project's funds, sorted by expense account code. |
| Transaction Summary | Provides a history of each transaction from the time it was entered into the PeopleSoft system to the present, for all transactions with activity in the current fiscal year. Updated nightly. |
| Open Requisition Report | Shows outstanding purchase requisitions that are still committing budgeted funds. Requisitions are requests to purchase goods and services and are the first stage in the procurement cycle. |
| Open Purchase Order Report | Displays details of all outstanding purchase orders that are still committing funds. Purchase orders are the second stage of the procurement cycle. Once a good or service is received and paid, a purchase order is liquidated and an expense is incurred by your project. |
| Transaction Detail | A monthly report that lists transactions that had any impact on the commitment of funds. This includes pre-encumbrances (requisitions), encumbrances (purchase orders) and expense activities that occurred during the month. |
| Statement of Account | A report for HJF education programs (including endowments), clinical trials and "M" accounts that displays available balances and details for receipts and disbursements for the period covered by the report (monthly or fiscal year-to-date). |
| Fixed Assets Report | Lists all "in service" equipment for the project. |
| Expense Detail | Displays expenditures incurred during the fiscal year-to-date. |
| Payroll Detail | A monthly report (beginning December 2003) that displays detailed salary charges to projects. This report is updated bi-weekly. Access to this report must be authorized by the PI. |
| Personnel Projections | The Personnel Projections tool shows the personnel budget, year-to-date personnel spending and remaining personnel balance. It includes direct access to related forms such as the rebudget and personnel action forms. |
| Monthly Expenses & Cumulative Obligations (MECO) | This report summarizes your expenditures by month, by budget category, for your HJF project(s). It also subtotals the expenditures, displays a monthly average by category, shows the amount of outstanding purchase orders that have not yet been paid by HJF (open POs), and displays the total amount of funds obligated to date. Please note that the report summarizes data by HJF fiscal year (October through September) and is available for fiscal years 2003 and after. |
Getting Started
Once you have your user ID and password, log on to HJFOnline and select "My Reports" from the navigation menu. You will have the following options:
Access to all HJFOnline features requires a recent browser with 128-bit encryption, JavaScript and session cookies enabled.
On Windows, use Internet Explorer 5.5 or newer, or Netscape 6 or newer. On the Macintosh, use Internet Explorer 5.1, Netscape 7.0 or newer or Mozilla 1.1 or newer.
- View My Project Reports. Displays a list of the HJF projects to which you have access. Project titles, numbers, begin and end dates and a list of the available reports for each project for both the current and previous month are included. You can also access fiscal year-to-date activity reports.
- View My Archive. Displays a list of the HJF projects to which you have access, as well as drop-down menus to access archived financial reports dating back to the beginning of the specific project, through the month prior to last month. For example, if it is February 10, 2004 and your project began on October 1, 2002, you will be able to access financial reports from October 2002 through December 2003 using "View My Archive."
- HQ Report Access. Display for HJF headquarters staff to view online financial reports.
Time Periods Covered by the Reports
You can access pre-formatted reports covering the following time periods:
- Current. To the end of the previous business day. Note that certain costs may not be reflected in these reports because they are run daily. Examples include personnel costs (posted bi-weekly) and F&A (indirect) charges (posted periodically).
- Previous Month. To the end of the previous "closed" month. To determine if all costs (e.g., payroll and F&A costs) have been posted to a particular month, and the month has been closed, look for the note that appears at the bottom of the Budget Summary or Account Detail report. This note also appears on the top left side of the education programs and clinical trials reports. If the note is not displayed on the reports, that indicates that the month is closed.
- Archive Reports. Monthly financial reports for the months preceding the previous month's reports, dating back to the latter of either the inception date of the project or October 2001.
- Fiscal Year-To-Date Reports. Transaction reports covering an entire fiscal year (HJF's fiscal year runs from October 1 through September 30). Statement of Account reports are updated daily. Expense Detail reports are updated weekly, over the weekend.
Page Numbering
While in a report, you will notice that the report tells you that you are on page "x" of "y." The "y" will be the number of pages you have access to depending on the number of HJF projects you can access. You can refer to these page numbers if you want to download or print your reports.
Download
While in a report, you can click on "Download" to view the report in Adobe PDF format and also print a hard copy report. You can set the "Page Range" parameters to view or print multiple pages at once. Do not attempt to print directly from your browser by clicking on the browser's print button. Use the Download feature to convert the report to a PDF file and print from the PDF.
After you have opened the desired report, determine which pages you would like to print. The page numbers appear in the top blue bar area of the report.
If you want to print all pages, select the radio button "All." If you want to print just the current page, select the radio button "Current Page." If you want to print a range of pages, or specific pages, select the radio button "Pages," and indicate the numbers of the pages you would like to print (e.g., "1–5" would print pages one through five).
After you have selected the page(s) you would like to download, click on the "View PDF" button and the selected pages will be converted into a PDF file. You can then print your pages from the PDF file.
TOC
On the top left side of all reports is a link called "TOC," for Table of Contents. This link allows you to view all of the projects to which you have access. This can be helpful if you want to quickly pull up reports for other projects without going back to the "View My Project Reports" screen on HJFOnline. If you have access to several projects, it may be easier to use the "Search" feature, which is detailed below.
Search
The "Search" feature (the link above your reports next to "Download") will allow you to search the report you are in for various fields. For example, if you have access to multiple projects and know the project ID (the last six digits of the project number), you can click "Search," then click the project ID within the report and perhaps the project title. Enter the project ID (six digits) in the search area and click on "Search Now." This will return links to reports that met your search criteria. You can use the "*" (asterisk) character as a wildcard. You can also use this function to search on keywords like vendor names and item descriptions. Just be sure to use the "*" (asterisk) key as a wildcard when searching non-numerical fields.