Payments and Approvals Dashboards

Add a new payments or approvals dashboard. 

1. Click Dashboards in the navigation menu, and then click Payments & Approvals.
2. Click Add New Dashboard.
   
    
3. Enter the applicable information for the dashboard properties, and then click Next.
   • Name - Enter a descriptive name for the dashboard to help identify its purpose.
   • Dashboard Type - Select either Payments or Approvals to determine the type of data to be used in this dashboard.
   • Description - Optionally add a description to further identify the purpose of the dashboard.
   • Visibility - Select an option to configure who has access to this dashboard. The Dashboard Visibility Options section below contains more details.
   • Set as My Default Dashboard - If checked, this will be the dashboard that automatically displays when you navigate to the payments and approvals dashboard. If the My Default Dashboard widget is added to your home page, this will also be the dashboard that displays in that widget.
      
4. Select the applicable information for the dashboard view options, and then click Next.
   • View Dashboard By - Select a code type. Data on the dashboard will be viewed through this lens. Once the dashboard is created, this selection cannot be edited.
     • If the budget code type is selected here, you can choose whether or not to display the budget on the dashboard.
   • Filter Dashboard By - By default, the dashboard data includes all codes within the selected code type. To only include data within a specific code or subcode, select it from this dropdown.
   • View Allocations By - If a specific code is selected in the Filter Dashboard By dropdown, this dropdown appears. This controls the view in the allocation summary table, and the selection can also be adjusted directly on the dashboard. 
   • Exclude Statuses - Select any payment or request statuses to exclude from the data on this dashboard.
     • Payment or approval amounts for requests within excluded statuses are not included in the dashboard totals, and the requests do not appear in any lists of records within the dashboard.
   • Display Budget - This option is only available if the budget code type is selected in the View Dashboard By dropdown above. If Yes is selected, the fiscal year budget is included on the dashboard and in the upper-right corner of the page.
      
5. Add any additional criteria to filter the data included on the dashboard, and then click Save.
    

On the new dashboard, adjust the timespan for the included data.

• Select Fiscal Year and then select a specific fiscal year.
• Select Fiscal Year Range and then select the range of years.
• Select Date Range and then select the specific range of dates.
  • While this date range determines the included data on the dashboard, the Payments Summary or Approvals Summary still groups payments or approvals based on fiscal year.

Dashboard Visibility Options

The following visibility options are available:

• Private - The dashboard is only accessible to the user who created it.
• Shared - Select one or more specific users or roles who can access the dashboard. 
• Public - The dashboard is accessible to all users in the site.

When giving a dashboard shared visibility, filter by one or more roles if needed, and then select one or more users from the dropdown. Users are not notified when added to a dashboard, but it immediately displays in their list of available dashboards. 
 

Manage an existing dashboard at any time to edit its visibility. Alternatively, click the visibility icon next to the dashboard’s name in the list of dashboards.

 

The properties, view options, and criteria for an existing dashboard can be edited as needed. The dashboard can also be deleted.

1. Click Dashboards in the navigation menu, and then click Payments & Approvals.
2. Click the dashboard name.
   
    
3. Click Manage Dashboard, and then click an option to edit or delete the dashboard.
   • Edit Properties - Edit the name, description, or visibility of the dashboard. The type (payments or approvals) cannot be changed once a dashboard is created.
   • Manage Dashboard View Options - Edit the code by which the dashboard is filtered, the code type by which allocations are viewed, or the excluded statuses. The overall code type for the dashboard cannot be changed once the dashboard is created.
   • Manage Criteria - Add new criteria for filtering the dashboard or edit existing criteria. After making changes to criteria, you are prompted to choose from several options:
     • Save as the Current Dashboard - Update the existing dashboard with the new criteria. A user without the Manage Public Dashboards permission does not have this option when editing a public dashboard.
     • Save as a New Dashboard - Create a new dashboard with the new criteria, without affecting the existing dashboard.
     • Don’t Save Dashboard - View the existing dashboard with the new criteria, but do not save the changes.
   • Set as My Default Dashboard - If selected, this will be the dashboard that automatically displays when you navigate to the payments and approvals dashboard. If the My Default Dashboard widget is added to your home page, this will also be the dashboard that displays in that widget. 
   • Delete Dashboard - Delete the dashboard. It will no longer be available to any users.

Once a payments or approvals dashboard is built, multiple tables, graphs, and filtering options are available to work with the included data.

Payments Summary

On a payments dashboard, payments for requests not yet approved are categorized by the status of the request. Payments for approved requests are categorized by the payment status. Payments for requests in the Exploring or Declined dispositions are not included in payments dashboard totals. 

 

For payments with the Paid status, the Payment Date determines which payments are included in the dashboard data. For other payment statuses, the Scheduled Date is the determining field.

If the dashboard is set to a fiscal year, the payments summary can be viewed in a yearly, quarterly, or monthly format.

 

If the code selected for the dashboard is the same as the budget code type, the payments budget and balance numbers can be displayed here.
 

Click the horizontal lines icon to print or export the payments summary chart.

Approvals Summary

On an approvals dashboard, grant amounts are categorized by the status of the request. Expand a request disposition (Planning, Pending, or Approved) in the table to view the included request statuses. Requests in the Exploring or Declined dispositions are not included in approvals dashboard totals.

For Planning and Pending dispositions: 

• The Anticipated Approval Date determines which requests are included in the dashboard data.
  • This date populates based on the Meeting Date field by default, but can be configured to populate based on a different date. Manage Requests contains details.
• The Pending Amount for requests in these dispositions populates based on either the Request Amount or Recommended Amount field for requests, depending upon how your site is configured. Contact your CSM to make changes to this configuration.

For the Approved disposition:

• The Approval Date determines which requests are included in the dashboard data.
• The Grant Amount for requests in this disposition populates based on the Approved Amount field for requests.

If the dashboard is set to a fiscal year, the approvals summary can be viewed in a yearly, quarterly, or monthly format.

 

If the code selected for the dashboard is the same as the budget code type, the approvals budget and balance numbers can be displayed here.
 

Click the three dots icon to print or export the approvals summary chart.

Allocation Summary 

The allocation summary table on payments and approvals dashboards displays payment or request amount data across each code and subcode for the selected code type.

In the View dropdown, choose the data to view in the allocation summary: 

• Dollar amounts
• The number of payment records with each code assigned
• The percentage by total for each code
   

In the By dropdown, choose the code type by which to view the allocation summary. Any code type available in your site can be selected.
 

Click a code to view the allocations across its subcodes.
 

Click any number within the table to access a list view of the included records.

Primary and Secondary Codes in Payments and Approvals Dashboards

If the code type selected for filtering a dashboard or the allocation summary allows more than one code to be assigned per record, there are details to consider.  

If the code type does not track percentages, amounts on the dashboard reflect a record’s full value by its primary code assignment only. Secondary code assignments are not reflected in the amounts. 

• For example, consider a request with Education assigned as the primary code and Arts as the secondary code. When viewing the allocation summary table with the program area code type selected, the full value of the request is reflected within the Education program area. No value for the request is reflected within the Arts program area.

If the code type does track percentages, amounts on the dashboard do reflect the percentage assignments across codes. 

• For example, consider a request with 75% assigned to the Education code and 25% to Arts. When viewing the allocation summary table with the program area code type selected, 75% of the request’s value is reflected within the Education program area and 25% within the Arts program area.