1. Acronyms Part 1: AQAFRS, IF2, SRS Spring 2008 User Services Conference

2. What Is *AQAFRS? *AQAFRS is the University of Texas Automated Financial Report System. It is a system based upon The University of Houston's financial report program, which has been modified for UT's purposes. The original intent of the system has been to automate the annual financial report schedules. However, the system is used for producing other reports as well. http://www.utexas.edu/business/accounting/pubs/a qafrs.pdf

3. Testing in *AQAFRS? The AFR report writer consists of several applications. The production module (the most commonly used) is *AQAFRS. The BETA version is called *AQAFRB, which still reads production data. *AQAFRB works the same way as *AQAFRS. Enhancements and new features are developed and tested in *AQAFRB. If you are testing new features, make sure you submit your reports from *AQAFRB rather than *AQAFRS. After enhancements are thoroughly tested, they are moved to production. Any new enhancements to the program are tested using *AQAFRB with real data.

4. What You Need To Know About *AQAFRS Who Uses *AQAFRS? *AQAFRS is used by all UT institutions that use *DEFINE. The component code needs to be indicated in every screen in order to get accurate information and to avoid accidental updates of reports not belonging to your campus.

5. Authorizations for *AQAFRS Authorizations are given to *AQAFRS using *DPUSER. UT Austin provides these authorizations for all campus. The campuses may write to oa.acutaus@austin.utexas.edu requesting access. Please provide the name and logon ID of the individual needing access. Because this is a separate application from *DEFINE, there is a lower amount of security within *AQAFRS. Only those needing access for AFR financial reporting should be authorized. It is also possible to view other campuses’ reports as well.

6. *DEFINE and *AQAFRS What You Need To Know About *DEFINE Fund groups, Nacubo elements, unit codes, and report codes are assigned to each account using the CA3 screen in *DEFINE. Once a report has been written and is correct, modifications to the report should be few and far between. Changes necessary to make a report correct in most cases should be made to the account information (via CA3 or actual journal vouchers) only. There will be instances, however, where new object codes have been set up. In these instances the report needs to be modified to reflect these changes.

7. Future of *AQAFRS UT Austin will continue supporting the *AQAFRS application. Schedules will be added to Cognos for reporting needs to replace those in *AQAFRS. To address printer support issues, downloading capabilities are being added to *AQAFRS to extract the information for manipulation and formatting in other desktop tools, such as MS Excel. Reports will be available using the Secured Reports System (SRS) and will have the ability to suppress local printing. New download features will include report headings, footnotes, and the deletion of subtotals and totals.

8. Schedules Available in *AQAFRS Schedule A-1Schedule A-1—Schedule of Cash and Temporary Investments Schedule A-2Schedule A-2—Schedule of Long-Term Investments by Fund Group Schedule A-4Schedule A-4—Schedule of Deposits Held in Custody for Others - Agency Funds Schedule B-2Schedule B-2—Schedule of Changes in Fund Balances Unrestricted Current Funds - Designated Funds Schedule B-2aSchedule B-2a—Schedule of Changes in Fund Balances Unrestricted Current Funds - Service Departments Schedule B-3Schedule B-3—Schedule of Changes in Fund Balances Unrestricted Current Funds - Auxiliary Enterprises Funds Schedule B-4Schedule B-4—Schedule of Changes in Fund Balances - Restricted Current Funds Schedule B-5Schedule B-5—Schedule of Changes in Fund Balances - Loan Funds Schedule B-6aSchedule B-6a—Schedule of Changes in Fund Balances - Endowment and Similar Funds (Other than State)

9. Schedules Available in *AQAFRS Schedule B-7Schedule B-7—Schedule of Changes in Fund Balances - Annuity And Life Income Funds Schedule B-8Schedule B-8—Schedule of Changes in Fund Balances - Unexpended Plant Funds Schedule B-13Schedule B-13—Schedule of Transfers Schedule C-2Schedule C-2—Schedule of Current Funds Expenditures Schedule D-5Schedule D-5—Schedule of Expenditures of Federal Awards Schedule S-3aSchedule S-3a—Schedule of Revenues and Expenditures - Auxiliary Enterprises - Intercollegiate Athletics for Men Schedule S-3bSchedule S-3b—Schedule of Revenues and Expenditures - Auxiliary Enterprises - Intercollegiate Athletics for Women Schedule S-3cSchedule S-3c—Schedule of Revenues and Expenditures - Auxiliary Enterprises - Division of Housing and Food Schedule S-3dSchedule S-3d—Schedule of Revenues and Expenditures - Auxiliary Enterprises - Student Health Center

10. Schedules Available in *AQAFRS Schedule S-4aSchedule S-4a—Schedule of Changes in Fund Balances - Restricted Current Funds - Federal Agencies Schedule S-4a SUPPSchedule S-4a SUPP—Schedule of Changes in Fund Balances - Restricted Current Funds - Federal Agencies Sorted by Nacubo Element Schedule S-4bSchedule S-4b—Schedule of Changes in Fund Balances - Restricted Current Funds - State Agencies Schedule S-4cSchedule S-4c—Schedule of Changes in Fund Balances - Restricted Current Funds - Local Agencies Schedule S-4dSchedule S-4d—Schedule of Changes in Fund Balances - Restricted Current Funds - Private Gifts, Grants and Contracts Schedule S-8Schedule S-8—Schedule of Changes in Fund Balances - Unexpended Plant Funds and Expenditures Schedule S-13Schedule S-13—Schedule of Expenditures by Object Classification

11. REPS—Report Summary REPS lists all the reports set up for a specific component and fiscal year. Fiscal year and component code will default to what is entered in the main screen. Typing S for schedule or E for exhibit and a report code will start the list from that report. The short and long descriptions of the reports are displayed. Changing the component code field will display reports for the specified component. Changing the fiscal year will display reports for the specified fiscal year.

12. Questions

13. IF2 –Report Writer What is a report writer? A report writer is a tool that can be used to read and select transactions to be included on a report. The IF2 command gives you the ability to create a report from *DEFINE showing exactly what you need. The report you create will read transactions only. For detailed procedures, go to http://www.utexas.edu/business/accounting/pubs/de207.pdf http://www.utexas.edu/business/accounting/pubs/de207.pdf

14. New and Existing Reports Reports are created by desks and can only be accessed by people who are assigned to the same desk. New reports can be created or existing reports can be run. Available existing reports are listed on the right side of the IF2 main screen. To create a new report, a pop-up menu will prompt you for more information about the report.

15. Input Options Depending on the type of report you need, IF2 screens require you to specify the criteria needed to generate the data. Selection criteria include: –Type of transactions –Account selection –Date range information –Transaction selection Object codes Document IDs Voucher Numbers Vendor IDs Amount –Code field ranges

16. Formatting Options Once your report criteria is established, you will specify how your report will be presented. Formatting options include: –Printing or downloading –Headers and footers (print copies only) –Report type –Totals and subtotals

17. Questions

18. Secure Report System (SRS) The Secure Report System is a new application to download reports from *DEFINE PF15 jobs, AQAFRS, and IF2 reports. The report job will run during the day or overnight and generate an e-mail to the authorized user that created the report with a link to the Secure Report System (SRS). From the SRS application, the file can be downloaded to a personal computer and customized as needed. The file will be available in the SRS for at least two weeks, then purged automatically. The SRS link is https://utdirect.utexas.edu/srs/index.WBX.https://utdirect.utexas.edu/srs/index.WBX

19. SRS Authorizations SRS has two types of report authorizations that are independent of *DEFINE authorizations. Type 1 - An SRS report can be group accessible. The groups are set up in SRS, and authorizations for the groups are given in SRS. To request Type 1 access, summit your request via Issue Manager to AustinCST and include the name of the job group and the EID to be authorized. Type 2 - An SRS report is submitter-accessible; the report is available to only the submitter—no authorization is required. The submitter must have *DEFINE access to the desired command and the ability to run PF15 reports.

20. Sample SRS E-mail From: SRS Application [mailto:fis-noreply@utlists.utexas.edu]mailto:fis-noreply@utlists.utexas.edu Sent: Friday, March 14, 2008 9:40 AM To: Coleman, Robert E Subject: AQJGMGE Report(s) ready for download The following reports are now available for download at https://utdirect.utexas.edu/srs/index.WBX?next_jobgroup=QJGM GE&form_submitted=Y Jobgroup: AQJGMGE Jobgroup Title: EXPENDITURE REPORTS Report Title: AUSTIN EXPENSES This e-mail was programmatically generated by AQN$SRSM (comp 0). Responses are not monitored.

21. Currently Available Reports AQJGADF6—Update administration fee rate on 19 and 29 accounts AQJGCM21—Transactions for an account for a date range—direct and indirect AQJGGB17—Budget groups with contact and VP/Dean information AQJGGTDP—Plant fund transactions for a date range AQJGGTM—Download a dataset of transaction info AQJGIA11—*AQAFRS reports AQJGMGE—Expenditure reports AQJGRPT9—Find blank report code/types on budget groups AQJG0803—Roll forward AQJG8051—Foreign purchases for commerce department via UT System

22. SRS Web Site

23. Questions?