1. Slide 1 FastFacts Feature Presentation June 5 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648 Participant code: 182500

2. Slide 2 Todays Topic Well be taking a look at… How to customize a Revenue & Expense Summary report in BW that will match the balance on the Real Time Grant Report in SAP R/3.

3. Slide 3 Todays Presenter Christine Napolitano Budget Analyst, Dana Center, SOM

4. Slide 4 Session Segments Presentation Christine will show us a custom report she created on how to match BW balance to Real Time balance. During Christines presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Christine will answer as many of your questions as time allows.

5. Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can email us at: fastfacts@jhu.edu fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.comHopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6. Slide 6 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

7. Slide 7 Matching BW Balance to Real Time Grant Report Balance

8. Slide 8 Agenda Today, well be taking a look at… Customizing the Revenue and Expense report in BW Generating a Real Time Grant report Explaining when the balances will match

9. Slide 9 The When & the Why Have you ever wondered why the balance on the Revenue and Expense Summary Report doesnt match the balance on the Real Time Grant Report? This custom BW report will balance to the RTGR if its run after semi-monthly payroll has been updated in BW. Be familiar with when the payroll jobs run… http://www.controller.jhu.edu/pubs/calendar/ Run the BW report by grant number instead of internal order number.

10. Slide 10 Executing the Report in BW

11. Slide 11 Executing the BW Report Click the BW Report Center tab.

12. Slide 12 Executing the BW Report Step 1: Click JH - Report Library. Step 2: Click Sponsored Projects. Step 3: Click Sponsored Rev- Exp Summary.

13. Slide 13 Executing the BW Report Step 3: Click Execute. Step 1: Enter the grant number. Step 2: Enter the end date of the sponsored project in the To Period /Fiscal Year(*) field. You may obtain the end of the grant from Master Data or Real Time Grant Report.

14. Slide 14 Sponsored Rev-Exp Summary Click here to remove Sponsored Program information from the rows of your report. Click here to remove Grant information from the rows of your report.

15. Slide 15 Filtering Sponsored Class Click the Filter button (the funnel) for Sponsored Class.

16. Slide 16 Filtering Sponsored Class Select all Sponsored Classes that begin with a 6. Click Transfer.

17. Slide 17 BW Balance Results

18. Slide 18 Generating a Real Time Grant Report

19. Slide 19 Real Time Report Go to WinGUI ~ R/3. Enter ZSGM_GRANT_REPORT in the Command Field and hit Enter. Under Period, select Inception to Date. Under Report, select Detailed Report. Under Fund, select Both. Click the Execute button (the white clock with the check mark) to run the report.

20. Slide 20 Matching Transactions Find the balance of the grant and match it to the BW Sponsored Rev-Exp Summary Report.

21. Slide 21 Conclusion Youve learned how to match the balance on the Revenue & Expense Summary report to the Real Time Grant Report. BW and R/3 reports are accurate reporting tools and they were never designed to match. Each system updates at different times. Occasionally, after the payroll jobs run, the balances will match. This custom report is an additional tool and helps the user gain confidence in the reports. If you have any difficulties with this process, please contact your supervisor or your accountant in Sponsored Projects Shared Services.

22. Slide 22 Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants. Q&A

23. Slide 23 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu

24. Slide 24 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/ http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!