Business Services Management Reports Policy Training Program for the Lifecycle of an Account Delivered by: Kristi Mickle & Tonya Yoder Content Experts: Matt Clawson Crystal Dombkowski Susie Geswein Heather Toro February 2009

Business Services Course Content Objectives Report Toolbox Types of Reports Validating Reports Sharing Reports Report Security Questions

Business Services Upon completion of this course you will: Know the reporting resources available Be able to identify management reports used by staff at the University Understand why these reports are important Understand how different staff positions may use the same reports Course Objectives

Business Services BM Task Checklist BA/xls/TaskCheckList1.xls BA/xls/TaskCheckList1.xls –BM Task Checklist Training BA/ppt/Qtrly_BM_Meeting_%282%29.ppt BA/ppt/Qtrly_BM_Meeting_%282%29.ppt SPS Task Checklist 20CheckList.xls 20CheckList.xls Report Toolbox—Checklists

Business Services Report Toolbox—Training Understanding the Differences Between the Financial Ledgers for Reporting – Enhanced Reporting Showcase –Includes details on income statements, operating statements, project financial reports and transaction listings – HR Reporting Showcase –List of basic HR t-codes – BA/ppt/HR%20Reporting%20Showcase.ppthttp:// BA/ppt/HR%20Reporting%20Showcase.ppt

Business Services Report Toolbox—Resources OnePurdue/Finance & HR/Financial Reporting Reporting ormation.cfm?view=mod113&name=Financial%20Reports ormation.cfm?view=mod113&name=Financial%20Reports News me.html me.html Data Digest/OIR SPS Data

Business Services Report Toolbox—Resources Accounting ERP Account Info _Info/Welcome.html _Info/Welcome.html Payroll Validation dures/payrollValidation.html dures/payrollValidation.html Commonly Used T-Codes s/T-code%20reference%20guide.pdf s/T-code%20reference%20guide.pdf

Business Services Types of Reports What are the types of reports? –Exception/Tolerance –Status –Projection/Forecasting –Trend

Business Services Risks What are the risks of not using management reports? –Unallowable Costs –Loss of Sponsor Funds –Under recovery –Cost to Department or College –Errors (e.g. overpaying someone) –Fraud

Business Services Impact Who can be impacted by the outcomes? –Business Office –Central Office Comptroller SPS HR –Academic/Units

Business Services Impact cont’d Discussion Item #1—Expiring Account Report Portal>Financial Systems>Reports>GM>Expiring Accounts With Balances …

Business Services Business Office Impact Discussion Item #1—Expiring Account Report Business Office –Account Clerk pulls report, checks with PI –Account Clerk researches items and notifies Business Manager and SPS of problem accounts –Business Manager reviews issues, continues research and communication –Business Manager forwards problem accounts to DFA, informs Department Head

Business Services Discussion Item #1—Expiring Account Report SPS –Account Clerk pulls report, checks with BO –Account Clerk researches items and notifies Account Manager of problem accounts –Account Manager reviews issues, continues research and communication –Account Manager forwards problem accounts to Asst Director SPS Impact

Business Services Faculty Impact Discussion Item #1—Expiring Account Report Faculty –Request extension –Identify source of funds for overdrafted accounts –Indicate changes in expenditures that need to be processed –Discussion of future payroll management

Business Services Types of Reports Examples of Exception/Tolerance Reports –Overdraft Report –I-9 Report –Blocked Invoice/Tolerance Report –Open PO Report –Unspent Funds –Time Evaluation Report

Business Services Types of Reports Discussion Item #2—Exception/Tolerance Report –Open PO Report (zfir_srm_open_po_sum)

Business Services Types of Reports Discussion Item #3—Exception/Tolerance Report –Time Evaluation Messages Display (pt_erl00) ion.html

Business Services Types of Reports Examples of Status Reports –Account Balance Listing –Employee Listing –Payroll Posting –Open PO –Standard Monthly User Reports –Financial Status Summary Reports –Notice to Proceed –Expired/Expiring Report –Endowment Report (Tcode: zfi_endow_rpt)

Business Services Types of Reports Discussion Item #4—Status Reports NTP report Portal>Financial Systems>Reports>GM>Grants on NTP

Business Services Types of Reports Examples of Projection/Forecasting Reports –Expiring Accounts –Account Projections –Five Year Plan –Salary Projections

Business Services Types of Reports Discussion Item #5—Projection/Forecasting Reports A business manager is preparing their monthly general fund projection. While comparing actual expenses (from income statement) to projected expenses (salary projection), the business manager realizes that ~$20,000 more posted in salaries than expected. What can you do?

Business Services Types of Reports Discussion Item #5—Projection/Forecasting Reports continued

Business Services Types of Reports Discussion Item #5—Projection/Forecasting Reports continued Answer:

Business Services Types of Reports Example of Trend Reports –Expenditure History –Submitted Proposals –Awarded Proposals –Operating Statements –Data Digest

Business Services Types of Reports Discussion Item #6—Trends Reports –Data Digest –

Business Services Validating Data Why is it important to validate your data? –Ensure accuracy of report –Avoid risk to University/College/School/Dept –Maintain your credibility

Business Services Validating Data How Do You Validate Data? –Consistently review reports –Compare against other reports –Compare against previous reports –Understand effect of fields in the system –Realize reports pull data from separate ledgers/modules –Verify reasonableness

Business Services Validating Data Discussion Item #7—Data Validation Last month I prepared the master data forms to set up a new recharge center fund. This fund is not showing up on my fund centers Account Balance Listing. What should I do?

Business Services Validating Data Discussion Item #7—Data Validation continued –FM5S

Business Services Validating Data Discussion Item #8—Data Validation In reviewing over-drafted accounts, the account clerk noticed that PI Mr. X’s grant 1XXXXX was over-drafted by $29, She notified the PI to set up a plan to review the overdraft and the PI said my FSSR report says I have $26,

Business Services Validating Data Discussion Item #8—Data Validation continued AIMS displayed the following: Budget Overview was checked and displayed the following

Business Services Validating Data Discussion Item #8—Data Validation continued

Business Services Validating Data Discussion Item #8—Data Validation continued Answer: –S_PLN_ – GM line item display Filter for Commitments –Value Type = 51, 52, 60 and 81 –Stat Ind = R

Business Services Sharing Reports Why is it important to share reports? –Make sound financial decisions –Academic contacts have first hand knowledge and may be able to easily identify issues –Ensure all parties on the same page with regards to financial status –Open lines of communications

Business Services Sharing Reports What are the types of report delivery? –User Generated T-code Portal Ad Hoc –Auto Generated OnePurdue/Finance & HR/Financial Reporting Zfi_dis – List of Auto report delivery –Centrally Generated

Business Services Sharing Reports What reports do you review daily, weekly, monthly, quarterly, semi-annual, annually?

Business Services Report Security Secure Purdue

Business Services Questions?