e-Activity Proposal Report

To access both the legacy reports and the Tableau reports, navigate to https://osp.osu.edu/, hover over the Resources tab, and then select eTools. Under the e-Activity heading, you will see links for both legacy data and tableau. You will also find a link for requesting access to the RAE, Ohio State’s Reporting and Analytics Environment, which is required to view e-Activity.

The Crosstab download option allows you to select either Excel or CSV outputs. The CSV option is the most useful for routine monitoring because all values are listed in each row, supporting filtering, sorting, and other Excel data functions.

There are also two downloads of the report data accessible from the “Data” option of the Downloads tab. The Full Data tab includes the most detailed data available and will be the option many users will find more useful. Be sure to select “Show all columns” before clicking the “Download all rows as a text file” link. If you do not select “Show all columns” first, important information, such as the sponsor delta amounts, will not be included.

In the legacy reports, you could drill down on proposal data using the org value, whereas in Workday, org values have been mapped and renamed to cost centers. The ability to refine search results by these values remained unchanged.

A translation table is available if you need to review mapping from specific org values to new cost centers.

Data mapping was only intended to be current through go-live on 12/31/20, and mapping has not been updated since: https://fintranslator.osu.edu/translate

In the legacy reports, the amount of intellectual contribution that a department or PI provided for a specific proposal was broken down into award allocations, whereas in Workday this function is called award credit allocation.

In the legacy reports, once an ePA-005 is transferred, a version 1 proposal record would be created in PeopleSoft containing the data that the eTools query would pull.

In Workday, proposals can be queried through Tableau e-Activity data tool, providing a wider range of data points for you to review.

In Workday, you can pull either a Summary Level report or a Detail Level report. The Summary Level report can be used to answer high level questions, such as “how many proposals did we submit to NIH last year and for how much,” or “how many proposals did a particular PI submit last year?” The Detail Level report can be used to answer more complex questions and provides a lot of rich details from the proposal record.

The Summary Level report breaks data down by college (with the ability to expand further to look at cost center/department), the number of proposals submitted during a specified time period, cost share total, direct cost, F&A cost, sponsor total, and proposal total (which is the sum of the sponsor, direct cost, and F&A cost.)

You may choose to filter on criteria such as start date, end date, college, department, prime sponsor name, prime sponsor type, sponsor name, sponsor type, award proposal code, and PI name. Note that if you are searching for a specific sponsor(s), you must first deselect all, then enter the sponsor(s) name and select the checkbox for all that apply.

Lastly, you may hover over any data point to get additional insights into that data.

The Detail Level report provides significantly more data points when compared to the Summary Level and can provide insights into more complex questions.

It is recommended that you run this report for the time period you are looking for and download to Excel for further manipulation, as this will give you more flexibility on filtering your data.

To download this report, you will need to click into the dataset and then click out of the dataset, and then select the download button in the top toolbar. It is important that you follow this step, as the “Data” option you will need for the next step will be greyed out unless you click into and then out of the dataset first.

Click the “Data” option, and on the following page select the tab “Full Data,” and be sure to also select the box that says “Show all columns.” Click “Download all rows as a text file” to begin your download.

Once you have opened your Excel file, it is recommended that you add a filter row on the top of the data. From here, you can make the data into a table, or even create a pivot table, for further manipulation of the data.

Review the table below for specific information on the various fields that will be available to you in the Detail Level report.