What is a Grant Summary Report with Awards and Encumbrances?

Grant Summary Reports are considered grant analysis tools and are used by financial officers and grant managers to analyze financial metrics for grants. Some of the main functionality in this type of report is that it shows grant awards by school with grouping and sub-totals by grant type. In the columns, you find Granted Award, Encumbered Amount, and Balance. The chart on top of the report shows the total granted awards by grant type. You find an example of this type of report below.

Purpose of Grant Summary Reports

Universities and colleges use Grant Summary Reports to provide managers with an easy to read financial status of grants by school. When used as part of good business practices in a Financial Planning & Analysis (FP&A) department, a higher education institution can improve its grant strategies and related decisions, and it can reduce the chances that the grants are over- or under-encumbered because managers don’t keep a keen eye on grant balances.

Grant Summary Report Example

Here is an example of a Grant Summary Report with granted awards, encumbered amount and balances.

Higher Education Reporting - Grant Summary Report with Awards and Encumbrances

Higher Education Reporting – Grant Summary Report with Awards and Encumbrances

You can find hundreds of additional examples here

Who Uses This Type of Report?

The typical users of this type of report are: Financial officers, grant managers.

Other Reports Often Used in Conjunction with Grant Summary Reports

Progressive Financial Planning & Analysis (FP&A) departments sometimes use several different Grant Summary Reports, along with  grant dashboards, encumbrance reports, grant detail reports, financial statements, grant budgets and other management and control tools.

Where Does the Data for Analysis Originate From?

The Actual (historical transactions) data typically comes from dedicated grant management systems or enterprise resource planning (ERP) systems like: Microsoft Dynamics 365 (D365) Finance, Microsoft Dynamics 365 Business Central (D365 BC), Microsoft Dynamics AX, Microsoft Dynamics NAV, Microsoft Dynamics GP, Microsoft Dynamics SL, Sage Intacct, Sage 100, Sage 300, Sage 500, Sage X3, SAP Business One, SAP ByDesign, Acumatica, Netsuite and others.

In analyses where budgets or forecasts are used, the planning data most often originates from in-house Excel spreadsheet models or from professional corporate performance management (CPM/EPM) solutions.

What Tools are Typically used for Reporting, Planning and Dashboards?

Examples of business software used with the data and ERPs mentioned above are:

  • Native ERP report writers and query tools
  • Spreadsheets (for example Microsoft Excel)
  • Corporate Performance Management (CPM) tools (for example Solver)
  • Dashboards (for example Microsoft Power BI and Tableau)

Corporate Performance Management (CPM) Cloud Solutions and More Examples