1. March 31, 20021 Overview University of Pennsylvania

2. March 31, 20022 Overview of Business Enterprise Network – Penn’s business & financial management systems Includes BEN applications Includes: – Web-enabled tools – Self-service applications – Support structure

3. March 31, 20023 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

4. March 31, 20024 Overview of Web Browser – Not platform dependant; PC or Mac – Netscape Version 4.06 or higher – Internet Explorer Internet Explorer 4.01 or higher

5. March 31, 20025 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

6. March 31, 20026 Overview of Security – PennKey ID & Password www.upenn.edu/computing/netid/ – 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

7. March 31, 20027 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 898-2171

8. March 31, 20028 Getting Started in Location of Ben Reports – http://benapps.isc-seo.upenn.edu/ Location of Ben Reports Guide – http://www.upenn.edu/computing/da/dw/ benreports/guide.html

9. March 31, 20029 Financial Salary Management Sponsored Programs

10. March 31, 200210 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)

11. March 31, 200211 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

12. March 31, 200212 Financial Reports Budget/Actual Variance Reports General Ledger Revenue/Expense Detail RCM Category Comparisons Access to BEN or Salary Management systems not required

13. March 31, 200213 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

14. March 31, 200214 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

15. March 31, 200215 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)

16. March 31, 200216 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

17. March 31, 200217 Questions? Financial

18. March 31, 200218 Financial Salary Management Sponsored Programs

19. March 31, 200219 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

20. March 31, 200220 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

21. March 31, 200221 Salary Management Reports Employee Payments by Fund Employee Payments by Individual Position Inventory Reports

22. March 31, 200222 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

23. March 31, 200223 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

24. March 31, 200224 Salary Management Reports Position Inventory – Allows University management to track changes Employee Organizational affiliation Job classification Funding

25. March 31, 200225 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

26. March 31, 200226 Salary Management Reports Position Inventory Reports available: – University Totals – Responsibility Center Groups – Responsibility Centers – Organizations Belonging to a Parent

27. March 31, 200227 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

28. March 31, 200228 Questions? Salary Management

29. March 31, 200229 Financial Salary Management Sponsored Programs

30. March 31, 200230 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

31. March 31, 200231 Sponsored Program Reports Grants Reporting and Management System (GRAM) Protocol Status Reports

32. March 31, 200232 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

33. March 31, 200233 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

34. March 31, 200234 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

35. March 31, 200235 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

36. March 31, 200236 GRAM Data Currency – View updated through end of last prior period On-line demonstration – Navigate through GRAM Functionality Documentation Support

37. March 31, 200237 Questions? GRAM

38. March 31, 200238 Sponsored Programs – Grant Reporting and Management System (GRAM) – Protocol Status Reports

39. March 31, 200239 Protocol Reports PI & BA have greater access to current Protocol status information Assists in grant proposal preparation Assists in compliance

40. March 31, 200240 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 e-mail Regulatory Affairs to change RESP Org Business Administrator (BA) – Access form with Senior Business Officer approval

41. March 31, 200241 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)

42. March 31, 200242 Protocol Prior to Penn Protocol Manager (PPM) – Letter and e-mail 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

43. March 31, 200243 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)

44. March 31, 200244 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

45. March 31, 200245 Questions? Protocol Reports

46. March 31, 200246 Questions?