SCOOP Training -- April 2014 2/15/2018 SCOOP for the department business manager Session 5. Advanced Topics in Scoop

Agenda Review of new features in Scoop models Direct vs. Indirect vs. Revenue State vs. Sponsored vs. Overhead vs. Various etc. A simpler way to get Inception to Date figures Demonstrations of Scoop use Kathy Atkins, Electrical & Computer Engineering Christie Thompson, HUME Center Jim Foreman, OIRED Carolyn Furrow, College of Science Gene Ball, OIRED Activity Codes Payroll & HR Dates Tuition Charges Review & Questions

What’s new in Scoop? Then… Now… Direct, Indirect or Revenue REVENUE: Account-Type-Code = ‘AR’ DIRECT: Account-Group-Code in (‘LD,’OD’,T1’,’T5’) INDIRECT: Account-Group-Code = ‘OH’ TOTAL Direct & Indirect: Account-type ‘EL’,’EO’,’TR’ Now… Dept-Acct-Category-Code has the values: Direct, Indirect or Revenue

What’s new in Scoop? Then… Overhead: 2xxxxx Various: Fund-Source-Codes 23387 & 23393 VTF Research: Fund-Source-Codes 23384, 23386, 23389 Cost Share: Fund-Source Code 10100 State: Fund-Class-Codes 1000, 1085 and Fund-Detail-Code C90300 Federal: Fund-Detail-Code F90301 Sponsored: forget it…

What’s new in Scoop? Now… Dept-Fund-Category-Code has the values: Sponsored VTF Research Various Overhead Cost Share State Federal Other

What’s new in Scoop? Finance ITD Summary This new Scoop Model automatically: Selects only Inception-to-Date fund numbers Includes past fiscal years Omits year-end budget & encumbrance rolls Omits revenue Includes only the correct ITD figures for: Budget Actual Encumbered Balance plus… Salary Projections & Projected Balance

Demonstrations of Scoop Use Kathy Atkins, Electrical & Computer Engineering Christie Thompson, HUME Center Jim Foreman, OIRED Carolyn Furrow, College of Science Gene Ball, OIRED

SCOOP Training -- April 2014 2/15/2018 What’s an ACTIVITY CODE? The ACTIVITY is one of the six Banner FOAPAL elements that fully define a transaction in the Chart of Accounts: Fund Organization Account Program Activity Location

SCOOP Training -- April 2014 What’s an ACTIVITY CODE? 2/15/2018 An ACTIVITY Code can further define a financial transaction, such as: Activity CLASS -- AOEENGFEE: AOE Engineering Fee Activity ORGANIZATION – 010100: Aerospace & Ocean Engineering Activity CODE -- EF1450: Sailbot --- OR --- Activity CLASS -- CONFTR: Conference Travel Activity ORGANIZATION – 010300: Civil & Environmental Engineering Activity CODE -- EMACTR: Edwards Conference Travel Activity CLASS -- EMBA: Executive MBA Program Activity ORGANIZATION – 034301: Executive MBA Program (College of Business) Activity CODE -- MEMSHI: EMBA Memberships-Admin

SCOOP Training -- April 2014 2/15/2018 Athletic Department Facilities Admin & Supervision Central - Facility Use Agreements Central Budgeted Leases Dean - Engineering Undergraduate Admissions Chemistry ICTAS Crop & Soil Environmental Science Biological Sciences Civil & Environmental Engineering ICTAS-NCFL Dept. of Engineering Education Engineering Development VTU Concerts Power Electronic Systems VBI Core Laboratory Facility Electrical and Computer Engineering VBI - Facilities Executive MBA Program Ctr Enhancement Engr Diversity Dean - Architecture Panhellenic Council Industrial and Systems Engineering VTU Lively Arts Engineering-Distance Learning & Com Center for the Arts at VT Aerospace and Ocean Engineering Where are Activity Codes used?

SCOOP Training -- April 2014 Hands-on Exercise 30, 31, 32: Use Activity Codes 2/15/2018 The Question: Show financial summaries and transactions by Banner Activity Code Open the workbook Scoop Session 5.xlsx. Get on tab 30-Activity Codes and run the query. Try changing the Activity Organization Code to limit the results. Get on tab 31-Actv YTD Sum, edit the Scoop for your department and run. This will break down financial summary figures by Activity. Get on tab 32-Actv YTD Trans, edit the Scoop for your department and run. This shows transactions by Activity. Try adding the Activity code to any query from the other training sessions that pulls data using the models for Finance Summary, ITD Finance Summary, or Finance Transactions.

SCOOP Training -- April 2014 HR, Job and Payroll Dates 2/15/2018 See the handout “Description of Date columns in HR warehouse tables.xlsx” TABLE COLUMN COLUMN_DESC EMPLOYEE CURRENT_HIRE_DATE Current date employee began Virginia Tech employment (DD-MON-YYYY). EMPLOYEE_STATUS_DATE Effective begin date for employee record (DD-MON-YYYY). For example, if looking for the status of an employee that was current in the warehouse on 01-JUN-1999, limit query by using ... EMPLOYEE_STATU EMPLOYEE_STATUS_END_DATE Effective end date for employee record (DD-MON-YYYY). For example, if looking for the status of an employee that was current in the warehouse on 01-JUN-1999, limit query by using ... EMPLOYEE_STATUS_D EXTRACT_DATE Date record extracted from Banner (DD-MON-YYYY) PERSONAL_IDENTIFIER_END_DATE The date the PID becomes invalid for an individual DD-MON-YYYY. RETIREMENT_DATE Date the person retired from state employment. SALARY_HIRE_DATE Current date employee began Virginia Tech salary employment (DD-MON-YYYY). STATE_HIRE_DATE State of Virginia hire date. Represents no break in service between original state employment and Virginia Tech employment. State hire date is used to determine total state service for retirement be TENURE_DATE Date faculty employee received tenure (DD-MON-YYYY). TENURE_REVIEW_DATE Date faculty tenure review is due (DD-MON-YYYY). TERMINATION_DATE Date employee ended Virginia Tech salary employment (DD-MON-YYYY). WAGE_ANNIVERSARY_DATE Date employee began most recent wage employment. Established the wage year used to monitor the 1500 hour rule (a wage employee is allowed to work 1500 hours in a 365 day time period-rolling year) (DD

SCOOP Training -- April 2014 HR, Job and Payroll Dates 2/15/2018 JOB_FUNDING FUNDING_EFFECTIVE_DATE Date funding is actually effective in production Banner (DD-MON-YYYY). Use this field for reporting only, not for selection. In order to select specific funding, use funding_transaction_date and fun FUNDING_TRANS_END_DATE End date that, when used with funding transaction date, determines range for requesting detail from the warehouse; (e.g., 7/1/99 funding transaction date through 12/31/99 funding trans end date will p FUNDING_TRANSACTION_DATE Begin date (DD-MON-YYYY) that when used with funding trans end date, determines range for requesting fund detail from the warehouse; (e.g., 7/1/99 funding transaction date through 12/31/99 funding tra JOBS_CURRENT JOB_BEGIN_DATE This field contains the date that the position is funded to begin (DD-MON-YYYY). JOB_EFFECTIVE_DATE Contains the payroll effective date for the corresponding job change reason/personnel action. JOB_END_DATE This field contains the ending date of the position. PERSONNEL_CHANGE_DATE The true effective date of the action. Critical identifier when job effective date is limited to current pay period. SYSTEM_ACTIVITY_DATE Date system change was made (DD-MON-YYYY) JOBS_HISTORY TRANSACTION_DATE Begin date that, when used with job transaction end date, determines range for requesting detail from the warehouse. For example, if looking for the status of job transaction that was current in the TRANSACTION_END_DATE End date that, when used with job transaction date, determines range for requesting detail from the warehouse. For example, if looking for the status of job transaction that was current in the wareho

SCOOP Training -- April 2014 HR, Job and Payroll Dates 2/15/2018 PAYROLL_EARNINGS ACTIVITY_DATE Date of production Banner activity on the transaction. TIMECARD_EFFECTIVE_DATE Effective date of the last job record change or labor distribution change that was in effect when the timecard was created. SALARY_ENCUMBRANCE_DETAIL FUND_BUDGET_END_DATE The end date of the period for which this particular job is charged to this fund. For 'FY' funds this will be no later than June 9th of the current fiscal year because the process only looks that far FUNDING_BEGIN_DATE The begin date of the period for which this particular job is charged to this fund. Because the salary encumbrance process only looks forward at payroll periods that have not already been posted, the FUNDING_END_DATE

SCOOP Training -- April 2014 2/15/2018 Tuition Charges You can pull Tuition charges using the Finance_Transactions model in Scoop, with the following criteria: Specific ACCOUNT codes Transaction description begins with “20” Transaction Description is entered in this format: 201307-Tuit Remiss-905679833 0718

SCOOP Training -- April 2014 Hands-on Exercise 33: Get Tuition Charges 2/15/2018 The Question: Show tuition charges on graduate students on assistantships. Get on tab 33-Tuition , edit the department and run the query. This one can take several minutes to return. Note that you could get fancy with Excel text functions to separate the ID number and Term code, and even VLOOKUP to connect the ID with a name.