Business Services Management Reports Policy Training Program for the Lifecycle of an Account...
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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
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Transcript of Business Services Management Reports Policy Training Program for the Lifecycle of an Account...
Business Services
Management Reports
Policy Training Program for the Lifecycle of an Account
Delivered by:Kristi Mickle & Tonya Yoder
Content Experts:Matt ClawsonCrystal DombkowskiSusie GesweinHeather 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 http://www.purdue.edu/BS-BA/xls/TaskCheckList1.xls– BM Task Checklist Training
http://www.purdue.edu/BS-BA/ppt/Qtrly_BM_Meeting_%282%29.ppt
• SPS Task Checklist http://www.purdue.edu/sps/xls/SPS%20Task%20CheckList.xls
Report Toolbox—Checklists
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Report Toolbox—Training • Understanding the Differences Between the Financial
Ledgers for Reporting– http://www.purdue.edu/BS-BA/ppt/Differences_Ledgers.ppt
• Enhanced Reporting Showcase – Includes details on income statements, operating statements, project
financial reports and transaction listings– http://www.purdue.edu/bs-ba/ppt/Enhanced_Reporting_Showcase.ppt
• HR Reporting Showcase – List of basic HR t-codes– http://www.purdue.edu/BS-BA/ppt/HR%20Reporting%20Showcase.pp
t
Business Services
Report Toolbox—Resources• OnePurdue/Finance & HR/Financial Reporting
http://www.purdue.edu/onepurdue/FIHR/reporting.shtml• B@P Reporting
https://www2.itap.purdue.edu/bs/BPP/public/view_moduleInformation.cfm?view=mod113&name=Financial%20Reports
• B@P News http://www.purdue.edu/business/bpnews/News/Reports/Welcome.html
• Data Digest/OIR http://www.purdue.edu/DataDigest/Welcome.html
• SPS Data http://www.purdue.edu/sps/data/Welcome.html
Business Services
Report Toolbox—Resources• Accounting ERP Account Info
http://www.purdue.edu/account/ERP_Account_Info/Welcome.html
• Payroll Validation http://www.purdue.edu/payroll/Policies_Procedures/payrollValidation.html
• Commonly Used T-Codes http://www2.itap.purdue.edu/BS/BusMgrs/Tips/T-code%20reference%20guide.pdf
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Types of Reports• What are the types of reports?
–Exception/Tolerance
–Status
–Projection/Forecasting
–Trend
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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
http://www.purdue.edu/hr/Spotlight/summer_2008/verify.shtml
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Impact• Who can be impacted by the outcomes?
– Business Office– Central Office
• Comptroller
• SPS
• HR
– Academic/Units
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Impact cont’d• Discussion Item #1—Expiring Account Report
• Portal>Financial Systems>Reports>GM>Expiring Accounts With Balances …
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Business Office ImpactDiscussion 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
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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
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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)
http://www.purdue.edu/purchasing/SRM/srmInstructionsManual.html
Business Services
Types of Reports• Discussion Item #3—Exception/Tolerance Report
– Time Evaluation Messages Display (pt_erl00)
http://www.purdue.edu/payroll/Policies_Procedures/payrollValidation.html
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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)
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Types of Reports• Discussion Item #4—Status Reports • NTP report
• Portal>Financial Systems>Reports>GM>Grants on NTP
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Types of Reports
• Examples of Projection/Forecasting Reports – Expiring Accounts– Account Projections– Five Year Plan– Salary Projections
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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
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Types of Reports
• Discussion Item #6—Trends Reports– Data Digest– http://www.purdue.edu/DataDigest/Welcome.html
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Validating Data
• Why is it important to validate your data? – Ensure accuracy of report– Avoid risk to University/College/School/Dept– Maintain your credibility
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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
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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?
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Validating Data• Discussion
Item #7—Data Validation continued– FM5S
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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 $29,819.06. She notified the PI to set up a plan to review the overdraft and the PI said my FSSR report says I have $26,548.47.
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Validating Data• Discussion Item #8—Data Validation continued
• AIMS displayed the following:
• Budget Overview was checked and displayed the following
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Validating Data• Discussion Item #8—Data Validation continued
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Validating Data• Discussion Item #8—Data Validation
continued• Answer:
– S_PLN_16000269 – GM line item display• Filter for Commitments
– Value Type = 51, 52, 60 and 81– Stat Ind = R
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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
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Sharing Reports• What are the types of report delivery?
– User Generated• T-code
• Portal
• Ad Hoc
– Auto Generated• OnePurdue/Finance & HR/Financial Reporting
http://www.purdue.edu/onepurdue/FIHR/reporting.shtml
• Zfi_dis – List of Auto report delivery
– Centrally Generated
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Sharing Reports• What reports do you review daily, weekly,
monthly, quarterly, semi-annual, annually?
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Report Security
• Secure Purdue http://www.purdue.edu/securepurdue/
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Questions?
