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Table of Contents:

  1. Purpose

  2. Fact Amounts

  3. Examples

  4. User Notes

  5. Additional Reports

1. Purpose – Grant expenditure data is loaded into the UDW+ data warehouse from Fame. Data in the Departmental Metrics dashboard matches the data on the Grants page of the Financial Indicators dashboard when the corresponding Departmental Metrics department and Fame financial org are selected. Grant expenditure data is loaded into the UDW+ Data Warehouse from Fame. Data in the Departmental Metrics dashboard matches the data on the Grants page of the Financial Indicators dashboard when the corresponding Departmental Metrics department and Fame financial org are selected. Grants data is updated nightly. Total prior-year expenditure and year-to-date expenditure in the current fiscal year are reported.

2. Fact Amounts –

  • Grants Activity: Grant activity is measured by total expenditure. Clicking on a bar segment displays a list of the grants included.


  • Expenditure:Year-to-Date (YTD) actual expense classified by the budget control hierarchy, which counts student aid as an expense. Encumbered and pending amount are not included. Expenditure on subcontracts for NYU grants and expenditure on projects for which NYU is a subcontractor are included.


  • Grant Expenditure per Faculty: Two ratios of grant expenditure per faculty are provided: per the number of tenure-track faculty in the department (or other reporting unit) and per the number of sponsored project active tenure-track faculty. In each case, the denominator is the number of faculty whose primary HR appointment is in the reporting unit as reported on the Faculty page.


  • Expenditure by Sponsor Category: Grants are classified into two categories: federal or other. The classification is based on the original sponsor so that a federal grant, to another university on which NYU is a subcontractor, is classified as federal. This classification is implemented using the CFDA number recorded by the Sponsored Programs Administration (SPA). Clicking on a bar segment displays grant detail including the specific sponsor.


  • Expenditure by Purpose: Grants are classified as "organized research" or "other." "Other" includes clinical trials and research training segregated from research to provide consistency with federal reporting categories. Clicking on a bar segment displays a list of the grants included.


  • New and Continuing Grants: To track the initiation of new projects, grants activity is categorized as "new" or "continuing" according to the project start date recorded in fame. Clicking on a bar segment displays a list of the grants included.


  • Multidisciplinary Grants: Grants are categorized as multidisciplinary when the PI and CoPI are in different departments. Grants in which a CoPI's department cannot be determined are also counted as multidisciplinary, which include, for example, grants with a CoPI in the medical school. Clicking on a bar segment in the graph displays a list of the grants it comprises, including the disciplines of the PI and CoPI.
    • Note – A project will generate more than one row in the detail table if there is more than one CoPI. In that case, the expense is shown on both rows so the table is not totaled.


  • Direct and Indirect Expense: Indirect expense is identified as recorded in account 76450, overhead applied.


  • Direct Expense by Type: Direct expense is categorized into personnel expense, 'OTPS-equipment" and "OTPS-other." Personnel expense is identified by that account category. "OTPS-equipment" includes all expense in the account subcategories: computer hardware/software, furniture and equipment, and rental of equipment. All other expense in the account categories OTPS and uncontrollable OTPS are classified as "OTPS-other."


  • Personnel Expense Trend: Personnel expense is segregated by account. For example, the post docs and fellows category is expense in account 51542 – Salaries-Instruc. Post Doc & Fell. All expense in accounts for purposes other than salaries is shown in the "Fringe Benefits and Other" category. Drill to detail is not provided.


  • Personnel Expense by Staff Type: This graph shows the same data as "Personnel Expense Trend" in a different way. The trend graph shows how a single personnel expense type has changed over four fiscal years. This graph shows the distribution by type within a fiscal year.

3. Examples –

4. User Notes – Please note that the Tandon School of Engineering data for fiscal year 2015 and forward is accurate. Due to the conversion of the Tandon School of Engineering research expenditures into fame, prior years contain possible discrepancies.

The following filters have been applied via the loading of the data in the specific analyses that use the UDM-Projects subject area (an explanation of each is provided in the chart below it):

  • Fund Code in (24,25) and BU = WSQ01
  • Fund Code in (26,27) and BU = PLT01
  • Fund Code in (72, 73) and BU = ADH01
  • Project id starts with F, G, N, R, or S
  • Project id does not start with F9
  • Exclude Anticipated Spend
  • Exclude Student Aid/Loans

A description of the abbreviations used can be found via this link to the CDV Fund Dictionary.

  • Assigning Grants to Departments: Grants are assigned to departments (and other reporting units) in three ways, including those administered by the department on the "Grants by Administering Department" or "Grants by Department Investigators" pages, grants by principal investigators in the department (principal investigators view), or grants by principal or co-principal investigators in the department (Pls and CoPls view). The investigator's department is the department of her/his primary appointment in HRIS or PeopleSync. These alternative selections are also provided for proposals.
    • Example– If the Arts and Sciences dean's office retains fiscal responsibility for a grant for which a chemistry faculty member is the principal investigator, the chemistry department receives credit for the grant expenditures on the "Grants by Department Investigators" page but not on the "Grants by Administering Department" page. If the principal investigator for that grant were in physics and a co-principal investigator in chemistry would only be attributed to chemistry in the Pls and CoPls view.
    • Note– If there are investigators in different departments each department receives full credit for the grant. If there is more than one investigator in a department (or other unit), the grant is not double-counted. Where there are multiple CoPls within a department (or other unit), the grant expenditure is distributed equally among the CoPls in the drill-to-detail report so that the amounts listed sum to the department total.


  • Identifying the Principal Investigator: The principal investigator is assigned to a project for a specific period. If there is more than one principal investigator assignment during a fiscal year, the grant is attributed to the last principal investigator. Grants for which no principal investigator is assigned during a fiscal year are omitted from "Grants by Department of Principal Investigator" metrics for that year and, instead, listed in the detail report for "Grants by Administering Department" with missing data for the principal investigator name and department.
    • Note – If there is risk-account expenditure before the project period, it is attributed to the first principal investigator. If there is expenditure in the grace period after the project period, they are attributed to the last principal investigator.

5. Additional Reports – The Departmental Metrics dashboard provides aggregate measures supported by limited grant-level summary data. Detail is available in the Grants Management dashboard and Budget Detail report.

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