Reports - Financial Services

Owned by Melanie Hoven
Last updated: Oct 21, 2021 by Elizabeth Acebu
6 min read

Departments and research units can find funding reports on their associated students and funding programs in the Reports tab. The reports have been built to assist in fund management and graduate student funding eligibility verification.

  1. Report Set - Just like in the Student Profile, funding reports are split between Financial and Employment data. Select the type of report you need and click the View button to retrieve the reports.

  2. Toggle Size - Expands the view size of the report on screen for easier reading.

  3. Information - When clicked, the information icon displays the date and time that the reports data was last updated. The data tables that reports are built from is scheduled to refresh twice a day between the hours of 8 and 9am and again between 1 and 2pm. This is important to know that the reports are not “up to the minute” when using report data for your analysis.

 

Filtering and Sorting Data

Filtering

All reports in GradPoint have built-in filters, with the most common filters found in the header bar. Use one or multiple filters to narrow data as needed by clicking a filter and selecting an option from the dropdown menu. To check multiple selections from a dropdown, hold the CTRL key down while selecting.

To view what filters are currently on a report, click on the report name and you will see the filter icon to the right of the report header. Clicking on the filter icon will display a list of filters currently affecting the report.

There are 2 ways to clear filters:

1. Eraser - Hover your curser over the filter until you see the eraser. Click the eraser to clear the individual filter.

 

 

2. Reset Data - Next to the information button on the right end of the header bar, click the return arrow to clear all report filters and reset data to its original state. Note that some filters are included in the default report data.

 

 

In addition to the common filters in the header bar, filters can be added from the filters menu located to the right of the report. To expand the menu, click the filter bar. The menu has additional data points that can be filtered. To view filter options, click the down caret to expand the filter options.

Note: Do not use both filter options at the same time. Using filters from the header and the filters menu at the same time may lead to unexpected data results.

Caution: The data points on the menu are separated into 3 lists:

  • Filters on this visual - This list displays when there are more than one report using the same data (e.g. PAR Quarter Summary and PAR Quarter Detail display on the same page). Selecting these filters affects data for only the report selected.

  • Filters on this page - Selecting these filters only affect the report that is currently on the screen.

  • Filters on all pages - Selecting these filters will affect all reports during your web session, not just the report currently on the screen.

Once you are done viewing data with filters, it is good practice to clear all data filters by clicking the Reset Data (arrow at the top of the report header bar) to return data to its original state.

 

Here’s a list of useful filters:

IAC_PNDAPV - Pending Approval, displays commitments that require approval based on the type of commitment entry: A=Add, C=Change

IAC_STATCD - Commitment Status, select either Current (most recent sequence of the commitment) or Historical (the original commitment and all edited commitments before the current): C=Current (default), H=Historical.

Sorting

Each of the data points in the header bar can be sorted. Hover your curser over the header and an up caret symbol will appear. Click the header to sort. Click again to reverse the sort.

 

Exporting Report Data

While the GradPoint reports were created to retrieve and view current data online, sometimes it’s helpful to download the data to further analyze.

To download a report, click on the report name and you will see the ellipsis (3 dots) to the right of the report header. Click the ellipsis and select the Export data option.

In the pop-window, select preferred File format (either .xlxs to open in Excel or .csv for other data bases) and click the Export button.

The data file link will show at the bottom of the screen. Click the data file link to open. You can also find the file in your computer’s download folder.

To work with the data in Excel, you must first click the Enable Editing button. Also, note the Applied filters in the first row. These are the filters that were applied to the data in the downloaded report. This can greatly affect your data analysis. If this is not what was expected, click the Data Reset in GradPoint and download the report again.

 

Comparing Committed / Awarded / Paid Amounts

To get the total funding amount that has not been paid out to students in an AidID (e.g. Block Grant):

  1. Using the Commitment Details report, select only one AIDID before download the report.

  2. Download report and click the Enable Editing button.

  3. Click to highlight the “Committed” column (column N). The sum of the column will display at the bottom of the spreadsheet.

  4. Repeat step 3 for “Awarded” (column O), and “Paid” (column P) to get the the sum of each.

 

You can use the report to check if a student was paid less than what you committed to them by comparing the student’s committed / awarded / paid amounts. Possible reasons for this are:

  • Graduate student must be registered in 8+ units, in good standing to be eligible for campus funding.

  • Fees may have been paid by another commitment, to the maximum of the fee assessed.

  • The commitment was awarded but not yet disbursed since the disbursement date for the commitment has not yet passed. Consult the Graduate Division Annual Support Calendar for disbursement dates.