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Comprehensive Guide to Accessing UCLA Fund Manager Tools for School of Medicine

This guide outlines how to access essential financial management tools, including QDB and the SOM Financial Projection Module, at UCLA's School of Medicine. It covers login procedures, application dashboards, and the functionalities of each tool. You'll learn how to create financial statements, manage accounts, enter projected expenses, and generate reports, such as the Monthly Overdraft Report and NIH Salary Cap Exceptions Report. This resource is vital for fund managers and faculty responsible for financial oversight and reporting.

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Comprehensive Guide to Accessing UCLA Fund Manager Tools for School of Medicine

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  1. Fund Manager Tools

  2. School of Medicine FPM/QDB • Access: QDB login and password • How do I access it? • In Excel, under Tools, Dean’s Office Programs or QDB/GLPPP FPM Ad Hoc Reporting • What do I use it for? • In conjunction with FPM, SOM QDB is used to produce monthly financial statements • Used to create Closing Packet to close all contract and grant funds • Use to sort data quickly • Use to search data quickly

  3. School of Medicine QDB

  4. SOM Financial Projection Module • Access: QDB login and password • How do I access it? • Dean’s Office Application Dashboard icon installed on your desktop • What do I use it for? • Enter projected staff salary and non-salary expenses to appear in SOM QDB financial statements • Add Closing To-Appear projections for Close Out Packet • View Chart of Accounts for your division • Assign Internal PI Name • Assign Fund Manager • MSOs use to enter Faculty Worksheet data

  5. SOM Financial Projection Module

  6. UCLA Financial Web Reports • Access: UCLA Login and password • Otherwise known as campus QDB • How do I access it? • Accounting’s Website – FS Applications • What do I use it for? • Reports: Fund Balances, Account Summary, Detail General Ledger, Recharge Activity & ID, Open Commitment, Consolidated Gift Fund, Table of Funds, Table of Accounts, Sub-Object Code Listing

  7. UCLA Financial Web Reports

  8. SOM Fiscal Reporting Application • Access: QDB login and password • How do I access it? • Dean’s Office Application Dashboard icon installed on your desktop • What do I use it for? • Monthly Overdraft Report • List of all Account/Funds in your Division you are responsible for (current or historical)

  9. SOM Fiscal Reporting Application

  10. ORA Online Resource Center (ORA Portal) • Access: UCLA Login + Request access through the portal • How do I access it? • ORA Portal • What do I use it for? • C&G, and ERS statistics • Award Status & Synopsis • Submission of Smart Closeout Package to EFM • FSRs due reports • NIH Salary Cap Exceptions Report • Links to other UCLA C&G related forms and information

  11. NIH Salary Cap Exceptions Report • Access: ORA Portal – Compliance - Salary Cap Overpayment/Disallowance Report • Use your UCLA Logon • Run report: • Quarterly • By Department FS Code • Report will show original amount paid over the cap AND any corrections • Make sure the Debits and Credits zero out • Ability to export to Excel

  12. ORA Online Resource Center (ORA Portal)

  13. PI Portal • Access: UCLA Login + PI MUSTgrant access to the Fund Manager (via the Settings menu) • How do I access it? • PI Portal • What do I use it for? • View what the PI sees • Generally the FM will use FPM/QDB, or other tools, instead of PI Portal • View Burn Rate for expenditures vs. time lapsed • View linked account balances & expenditures • View linked account Payroll details

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