Financial Reporting Common Financial System (CFS) California Maritime Academy Data Warehouse Training Fiscal Year 2012/ 2013

August 2012Financial Reporting 101 – Data Warehouse2 Agenda Log In Procedures Navigation Setting Dashboard Defaults on the Home Page Save your settings as defaults Setting up your reports Overview of Funds Departments & Accounts Generating Reports Reading and Understanding Reports Financial Reporting 101

August Overview Managers will be able to generate and print or save departmental reports Review and analyze results Make proactive decisions that ensure the most effective and efficient use of funds Identify data errors and take appropriate action to resolve with the designated departments Objective Financial Reporting 101 – Data Warehouse

August Data Warehouse The Common Financial System (CFS) Data Warehouse is the financial reporting system that provides campuses with a set of interactive dashboards that can be manipulated to create reports based upon parameter options selected. Some of the capabilities of the “Manage My Budget” dashboard include; A standard selection of reports showing revenue and expense Ability to select different chart field criteria; fund, department, accounts, class codes, etc Drill down into a line item to see the transactions that make up a specific revenue, expense, encumbrance, or budget transaction Option to print/ save/ download reports in PDF/ Word/ Excel formats Financial Reporting 101 – Data Warehouse

August Sign In Step 1: Accessing the Data Warehouse The CSU Portal will be the mechanism for logging in to the data warehouse for financial reporting purposes. Department level security defines individual user access To initiate login; Copy and Paste link into the browser address box Use either FireFox or Google Chrome browsers. Browser issues have been reported with the version of Explorer since it does not always sync due to compatible issues with the Calstate.edu website. If you are using Explorer, there are sync instructions at the back of this presentation. The link to access the data warehouse is: Financial Reporting 101 – Data Warehouse

August Save Link Step 2: Save to Favorites Select Favorites from browser tool bar, Add Favorites, and type in a name for the linked site. Alternatively, you can hit CTNL+J and type in the name. To pin an icon on your browser tool bar or your desktop, highlight at the front of the link in the address bar and drag it Financial Reporting 101 – Data Warehouse

August Sign In Step 3: Select Maritime Financial Reporting 101 – Data Warehouse

August Sign In Note: The login password is the same one that you use to log into the CMA Network on your computer. Click OK Step 4: Enter Maritime\User ID and Password Financial Reporting 101 – Data Warehouse X Check

August Dashboard Settings Step 5: Select Financial Reports and click Login CLIK CLICK Financial Reporting 101 – Data Warehouse

August Dashboard Settings Step 6: Set Dashboard Defaults on Home Page 1.Select “Manage My Budget” dashboard 2.Select dropdown MACMP-CMA, Standard Budget, Original CLICK On the next login you will not have to repeat this step CLICK Financial Reporting 101 – Data Warehouse

August Dashboard Settings Step 7: Save your dash board settings as default 1.Select Page Options 2.Select Save Current Selections 3.Select For Me and Make this my Default and OK CLICK * On the next login you will not have to repeat this step CLICK Financial Reporting 101 – Data Warehouse X X

August Access Issues Troubleshooting Access Issues: If you are not able to move beyond this screen……. c) Log out properly from both the Data Warehouse and the CSU Portal a) Access rights may not have been set up. Contact the Budget Office for assistance. b) There may be compatibility issues with your browser, you may be using an “older” software version. Firefox (vs Explorer) is the preferred browser since it more consistently provides CFS access. Refer to the end of this presentation for syncing access instructions if CFS is still not accessible. Financial Reporting 101 – Data Warehouse * To request access to the DW for new employees, send the employee’s name and department (s) that they need access to. The Budget Office will send resources links to employee and schedule training as needed.

August Generating Reports Step 8: Creating a Report Department Tab (generates one department at time) Fund Tab (generates only one fund at a time with all departments in that fund) Organization (multiple funds & departments–Senior Officers, Deans & above to view Divisional Reports) 1. Select Manage My Budget 2. Fund tab 3. Revenue and Expense Summary by Organization (3 Column) Financial Reporting 101 – Data Warehouse

Step 9: Setting Filters 1.Select Fiscal Year and Period 2.Select Fund and set filter 3.Repeat for Department 4.Once all filters are set, Click Go August Generating Reports Financial Reporting 101 – Data Warehouse Note: will see all funds Note: will see Departments for which you have been granted security Before After filters are set CLICK

August Generating Reports Step 10: Setting Filters – Criteria search 1.Double click on ChartField on the right and move to report filter to the left 2.Search box is available in upper right. Search results will appears in window below. Move selection to the left and click OK to set filter Financial Reporting 101 – Data Warehouse Double arrow = selects all items in list Single arrow = move only selected items ‘ Use Match to expedite criteria search i.e. equal to, contains. Ensure to click “Go” Tip: Hold down the SHIFT key to select contiguous ranges or CTRL Key to select non-contiguous ranges Note: Double Click on the ‘X’ to eliminate from criteria Move selection into this box i.e. Fund or Department CLICK

August Generating Reports Step 11: Setting Report Views 1.Select report view Standard with Original Budget 2.Select Fund Fdescr, Dept Fdescr, Acct Fdescr Financial Reporting 101 – Data Warehouse Note: Additional column data elements are available via the drop down. Selecting “Acct Cat Fdescr” rolls up by 3 digits of an account number CLICK

August Reporting Categories 1.MTD Actuals – Current month’s actual revenue and expenditures 2.MTD Enc – Current month’s encumbrances (which are new purchase orders issued in the current month) 3.Orig Budget – Approved Base (Permanent) Budget as of the current Fiscal period 4.Rev Budget – Approved one-time adjustments to Original Budget for the current Fiscal year 5.PY Actuals – Prior year Actual results for revenue and expenditures (only shows in Grant & Bond Funds) 6.YTD Actuals – Year to Date Actual results for revenue and expenditures 7.Tot Actuals – Total Prior Year + Current Year Actual revenue and expense 8.Tot Enc – Total Encumbrances for the current fiscal year (outstanding purchase orders) 9.BBA – Budget Balance Available is Revised Budget less YTD Actuals less Encumbrances 10.% Used – % Used is YTD Actuals divided by Revised Budget. Greater than 100% represents spending in excess of available funds Financial Reporting 101 – Data Warehouse

August Generating Reports Step 12: Hyperlinks (data drill down) 1.Double clicking on an numeric value that is hyperlinked will take you to the details of that transaction Financial Reporting 101 – Data Warehouse Double click on numeric value

August Generating Reports Step 12: Hyperlinked Data at the lowest level Financial Reporting 101 – Data Warehouse Doc Src = AP (accounts payable), MJE (manual journal entry) Doc ID = PO #, Journal #, Voucher #, etc Doc Ln Descr = short description of expenditure Period Abbr = Period the transaction occurred

August Transaction Research Need additional financial details……… Contacts for Fiscal Report Questions: Sylvia Kipp or Steve Mastro, Budget Susan Foft or Sasha Bordokoff, Actuals Revenue & Expense Accounts Donald Johnson or Susan Foft, Accounts Payable Arpan Grewal or Vineeta Dhillon, Encumbrances Kathy Theobald or Gay Kvilhaug, Invoice/ Accounts Receivable Financial Reporting 101 – Data Warehouse

August Generating Reports Step 13: Printing Reports 1.Scroll down to the bottom of the report and click the Print and PDF 2. Printing options will show in a grey bar at the bottom of the page. Click on the Print icon. Financial Reporting 101 – Data Warehouse

August Generating Reports Step 14: Saving Reports 1.Scroll down to the bottom of the report and click the Print and PDF 2. The Save options will show in a grey bar at the bottom of the page. Click on the save file icon. Financial Reporting 101 – Data Warehouse

August Generating Reports Step 15: Download to Excel 1.Scroll down to the bottom of the report and click the Download button to create an Excel file of your data Financial Reporting 101 – Data Warehouse Note: Formulas Totals & Hyperlinks do not download

August Log Out Step 16: Exiting the Database properly 1.Click on Log Out and not the ‘X’ Financial Reporting 101 – Data Warehouse

August Log Out Step 16: Exiting the Database properly (continued) 1.On CSU Portal page click Log Out Financial Reporting 101 – Data Warehouse

August Reporting Categories Budget Original Budget is the Approved Permanent Base Budget Allocation Adjustments to base would be; new permanent funds for a new program or activity Revised Budget is the Original Budget revised by One-Time adjustments. The Revised Budget is the funding level that is available for the Departments to spend. One-time adjustments include; an allocation order from the CO for faculty travel, etc, VP transferring funds to a department to fund a one-time expense Budget Balance Available Financial Reporting 101 – Data Warehouse Revised Budget - minus Encumbrances - minus Year-to-date Actuals = Equals Budget Balance Available

SCO, CO & Campus August 2012Financial Reporting 101 – Data Warehouse ChartFields SAM Reporting Data Warehouse Firms Reporting 31

August Reviewing Reports Financial Reporting 101 – Data Warehouse Interpreting transactions Revenue accounts starts with a ‘5’ and red is positive, an increase to revenue Expense accounts start with a ‘6’ and black reflects an increase to expense, red could be a vendor credit entered by Accounts Payable or a reversing journal entry booked by the Accounting

August Reviewing Reports Financial Reporting 101 – Data Warehouse Interpreting transactions (continued) % Used < 100% indicates available funds to spend % Used > 100% expenses have exceeded available Budget (per Revised column) Data entered today in CFS will be reflected in the next day Data Warehouse reports as the database refreshes overnight

August Reviewing Reports Financial Reporting 101 – Data Warehouse Interpreting transactions (continued) Discussion…… BBA and % Used Original versus Revised Budget with regards to BBA MTD Encumbrance reduction

Main Dashboard Tabs Open PO tab will provide drill down detail of PO transactions Enterprise & Auxiliary departments will find the Cash and Trial Balance tabs useful to manage the Balance Sheet accounts (cash) August Main Dashboard Financial Reporting 101 – Data Warehouse CLIK

Operating Trust The Operating Trust supports the CSU educational mission Funding provided by: General Fund Allocations Student Tuition Fees CO Special Allocations Cost Recovery Departments Financial Reporting 101 – Data WarehouseAugust

Enterprise Funds Enterprise Funds are used to report any activity for which a fee is charged to external users for goods or services CSU policies, standards, and definitions may also require utilization of Enterprise Funds to meet accounting or reporting requirements These are self supporting funds – revenue supports their operational expense Departments Financial Reporting 101 – Data WarehouseAugust

August Access Issues Resolving 9.0 Explorer Browser Compatibility Issues: 1.Open up Explorer 2.Select Tools/ Capability View Settings 3.Type in calstate.edu 4.Click Add CLICK Financial Reporting 101 – Data Warehouse