March 31, Overview University of Pennsylvania

March 31, Overview of Business Enterprise Network – Penn’s business & financial management systems Includes BEN applications Includes: – Web-enabled tools – Self-service applications – Support structure

March 31, Overview of is part of New architecture for delivering business and financial information Mid-tier product between system reports & Data Warehouse Extends accessibility of information via web-based applications

March 31, Overview of Web Browser – Not platform dependant; PC or Mac – Netscape Version 4.06 or higher – Internet Explorer Internet Explorer 4.01 or higher

March 31, Overview of Reports availability same as Data Warehouse – 8am - 8pm Monday - Friday – Some reports available when others are unavailable due to data collection refresh Financial Reports unavailable Saturdays, you can still use Salary Management & Protocol – No reports available early Monday (12:30am - 6am) during weekly Data Warehouse backup

March 31, Overview of Security – PennKey ID & Password – 2-hour session limit Connection will be terminated when 2 hour limit reached Need more time, just log-in again – A dedicated browser window for a BEN Reports session is recommended

March 31, Overview of Running Reports – Use links to generate reports & drilldown – Use standard web navigation - [Back] & [Forward] browser buttons Cancelling Reports – Click on [Stop] browser button – Call Data Administration

March 31, Getting Started in Location of Ben Reports – Location of Ben Reports Guide – benreports/guide.html

March 31, Financial Salary Management Sponsored Programs

March 31, Financial Reports Web-based and easy to use Business Objects knowledge is not required Able to export data into MS-Excel (helps with budget planning & analysis)

March 31, Financial Reports Access to Financial Reports – Access to Financial Reports is the same access as for BEN & Salary Management systems – Individuals without access to BEN & Salary Management systems need to complete COA training & access form with appropriate signatures to obtain access

March 31, Financial Reports Budget/Actual Variance Reports General Ledger Revenue/Expense Detail RCM Category Comparisons Access to BEN or Salary Management systems not required

March 31, Financial Reports Budget/Actual Variance Reports – Budget to Actual comparisons – Drill through RCM categories to detail from BEN or Salary Management – Fiscal funds (General Operating and Service Centers) – Sponsored Project funds

March 31, Financial Reports General Ledger Revenue/Expense Detail – Transaction level detail sorted by object – Data available from JUL-96 – All Funds Rev/Exp detail within ORG – Sponsored Project Funds Rev/Exp detail within RESP ORG

March 31, Financial Reports RCM Category Comparisons – Chart providing Budget Balance Available (BBA) by RCM category – Drill down to RCM rows, object level detail – Fiscal Funds (General operating & service center funds) – Sponsored Project (Grants & Contracts)

March 31, Financial Reports Data Currency – Balances updated on a weekly basis Export results at any level to Excel On-line demonstration – Navigate through Financial Reports Functionality Documentation Support

March 31, Questions? Financial

March 31, Financial Salary Management Sponsored Programs

March 31, Salary Management Reports Web based and easy to use Business Objects knowledge is not required Able to export data into MS-Excel very quickly (helps with Salary Plans) Access to Salary Management system not required

March 31, Salary Management Reports Access to Salary Management Reports – Access to Salary Management Reports is the same access as for Salary Management system – Individuals without access to Salary Management system need to complete COA training & access form with appropriate signatures to obtain access

March 31, Salary Management Reports Employee Payments by Fund Employee Payments by Individual Position Inventory Reports

March 31, Salary Management Reports Employee Payments by Fund – Chart of total payments by fund – Drill down directly to transaction level detail – Home ORG All payments to individuals by home ORG – Posted ORG All employee payments by COA posted ORG – Responsible ORG Payments to all individuals on funds by RESP ORG

March 31, Salary Management Reports Employee Payments by Individual – Total payments by employee – First level returns employees only (no $) – Drill down by employee to detail – Home ORG All payments to individuals by Home ORG – Posted ORG All employee payments by COA posted ORG

March 31, Salary Management Reports Position Inventory – Allows University management to track changes Employee Organizational affiliation Job classification Funding

March 31, Salary Management Reports Position Inventory features & benefits – Managers can Track position trends Track expenditures for temporary employees Report on positions in FTE terms Run predefined reports against Data Warehouse –Monthly snapshots »Summary - ORG level »Detail - Status of each position

March 31, Salary Management Reports Position Inventory Reports available: – University Totals – Responsibility Center Groups – Responsibility Centers – Organizations Belonging to a Parent

March 31, Salary Management Reports Data Currency – HR data updated daily; Sal Mgmt weekly Export results at any level to Excel On-line demonstration – Navigate through Salary Management Functionality Documentation Support

March 31, Questions? Salary Management

March 31, Financial Salary Management Sponsored Programs

March 31, Sponsored Program Reports Web based and very easy to use Information directly available to PI Allows more effective management of sponsored programs Access to BEN or Salary Management systems not required

March 31, Sponsored Program Reports Grants Reporting and Management System (GRAM) Protocol Status Reports

March 31, GRAM PI view of grants & contracts PI has greater access to information High level summarized balances “Burn rate” and elapsed time charts Ability to drill down to detail transaction level whether BEN or Salary Management data

March 31, GRAM GRAM key elements – PI information – Award information – Budget periods – Project-to-date vs. Project Year-to-date vs. Fiscal Year-to-date – Different expense categories & Object Code roll-ups than RCM

March 31, GRAM GRAM data based on Data Warehouse – BEN for account balances & General Ledger detail – Salary Management for salary detail – Research Services for award data Management of data is key – PI & BA must work together to ensure data in source systems is correct

March 31, GRAM PI’s have access to all information related to their sponsored projects BA’s have same access in GRAM as in BEN & Salary Management For GRAM access individuals without BEN or Salary Management access need to complete COA training & access form with appropriate signatures

March 31, GRAM Data Currency – View updated through end of last prior period On-line demonstration – Navigate through GRAM Functionality Documentation Support

March 31, Questions? GRAM

March 31, Sponsored Programs – Grant Reporting and Management System (GRAM) – Protocol Status Reports

March 31, Protocol Reports PI & BA have greater access to current Protocol status information Assists in grant proposal preparation Assists in compliance

March 31, Protocol Reports Faculty (PI) – Access to all of their own Protocols – Each Protocol has a RESP Org For old Protocols, Resp Org is Home Org of PI For new Protocols, Resp Org is now captured in submission process – PI can Regulatory Affairs to change RESP Org Business Administrator (BA) – Access form with Senior Business Officer approval

March 31, Protocol Reports What is a Protocol? – Complete description of research plan when using human and animal subjects Reviewed by – Institutional Review Board (IRB) – Institutional Animal Care and Use Committee (IACUC) – Office of Regulatory Affairs (ORA)

March 31, Protocol Prior to Penn Protocol Manager (PPM) – Letter and to Principal Investigator (PI) when status of protocol is changed – Administrator is NOT formally informed of protocol – Administrator calls Office of Regulatory Affairs for status of protocol

March 31, Protocol Today PPM continues as it always has Protocol Status Report can be accessed by both Faculty (PI) and Administrator Penn Protocol Manager (PPM) Data Warehouse Web Protocol (PPM2WWW)

March 31, Protocol Reports Data Currency – Information updated nightly Will not see terminated protocols that have an expiration date of over 1 year ago On-line demonstration – Navigate through Protocol Status Reports Functionality Documentation Support

March 31, Questions? Protocol Reports

March 31, Questions?