How to Create, Save, & Schedule Budget Statements: A Quick Guide

Creating & Saving a Report:

  1. COGNOS>Cognos Connection>Project Café Reports>School>Monthly Financial (GL005 & GL008) or Sponsored Programs Management (GM045 & GL008)

GL005 Summary Budget Status Report – replaces FM160

GL008 Revenue & Expense Activity Report – replaces FM162

SC016 Open Encumbrance Report – replaces FM170

GM045 Sponsored Project Budget Statement – replaces NG32

GM044 Sponsored Project Portfolio (NEW) – Allows you to pull up a financial summary of all grant accounts for a PI by name.

  1. Save a copy of each report in “My Folders” (Attachment 1, also see Training Guides: FMS110, “How to Manage Options,”page 4-5)


  1. Click “My Folders.” On the far right under “Actions” select the icon “Set Properties” (it should be the first one).
  2. At the top of the page you should see 3 tabs. Click on “Report Views.”
  1. Under “Prompt Values” click “Set…”
  1. Set your Fiscal Year as 2009, desired accounting period (remember, you will have to change the accounting period each month you run the report), check the box next to your department name on the “Department Tree Node” and then click “Finish.”
    Note: For the GM045 you have the option of furthering narrowing the parameter by PI. Click “Next” instead of “Finish” and put in the PI’s name. Then click “Finish.”
  2. You will return to “Report View” – make sure that the “Prompt for values” box is checked.
  3. The easiest format in which to view the report is a pdf so under “Report options” check “override the default values,” and select your format as pdf and the orientation as landscape.
  4. Click OK- you will return to the “My Folders” page.

Scheduling a report:

  1. Although there is a schedule function, it is not an effective method for running monthly budget reports.
  1. You should log into COGNOS at a scheduled time each month (preferably between the 1st and the 7th) and run each report from “My Folders.” It might be helpful to set up a recurring Meeting Maker reminder for yourself. Remember, you will have to change the Accounting Period each month when prompted.

Some things to note:

  1. For all non-sponsored accounts you will have to run the GL005 & the GL008.
  2. For all sponsored accounts you will have to run the GM045 & the GL008.
  3. When you run the GL005 based on the prompts above you will only get the non-sponsored (appropriated, designated, gift, endowment, etc) chartstrings for your department.
  4. When you run the GM045 based on the prompts above you will only get the sponsored research charstrings in your department (or by PI).
  5. However, when you run the GL008 based on the prompts above, the report created will contain detail information for all chartstrings associated with your Department ID including sponsored and non-sponsored. This means that you do not have to run the GL008 separately for sponsored and non-sponsored chartstrings. The chartstrings are sorted by Fund and Project ID.

DISTRIBUTE (MANDATORY):

Copies of budget statements (GL005, GL008, GM045) must be distributed on a regular, monthly basis to account owners. For faculty with sponsored accounts, per auditing guidelines, you should obtain their dated signature on the space provided.