Feinberg School of Medicine FY17 Financial Administrator s Meeting. Date: 2/22/17

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1 Feinberg School of Medicine FY17 Financial Administrator s Meeting Date: 2/22/17

2 Financial Management Presentation Agenda Office of Finance and Administration Overview NUFIN Security Access Training Resources Chart Strings My NUPortal Reports Budget Overview 2

3 Office of Finance & Administration Overview

4 Overview of Office of Finance and Administration Craig Johnson Vice Dean & Chief Operating Officer Casey Reynoso Administrative Assistant Heather Campbell Senior Executive Director, Administration Amanda Distel Senior Director, Finance Kathleen Dunne Balducci Administrator, Dean s Operations Marsha McClellan Director of Financial Management Christy Wirig Director of Budget and Analysis Donna Kostel Assistant Director, Financial Management Maggie Akkari Department Assistant majd.akkari@northwestern.edu Melody Delfosse Manager of Financial Analysis m delfosse@northwestern.edu Michael Drennon Manager of Financial Analysis michael.drennon@northwestern.edu Rachel Rufer Manager, Finance & Administration rrufer@northwestern.edu Keith Olenik Senior Financial Administrator keith.olenik@northwestern.edu Anisha Crite Senior Financial Administrator a brooks@northwestern.edu Jenny Bynes Financial Administrator jennifer.bynes@northwestern.edu 4

5 Overview of Office of Finance and Administration Responsibilities All FSM departments have been assigned a specific financial representative to serve as a point of contact in the Office of Finance and Administration. The assignments can be found on our website, Your financial representatives should be contacted for financial and budget related topics, including, finance forms, general account questions, budget and forecasting, level 3 approvals. Contact the Department Assistant, Maggie Akkari, for contracts, travel and entertainment exceptions, 90 day expense related issues. Payroll related matters can be directed to the Financial Administrator, Jenny Bynes. 5

6 NUFIN Security Access

7 NUFIN Security Access Access Forms What Access Form and When to Use it: Express Access Form New Users, Transfers, Inactivation Groups access based on suggested user roles (see job aid) General Security Access Form New Users, Transfers, Inactivation, Modify Access Pick customized access or specialized access Row Level Security Form Multiple existing users getting access to same Node, Dept or Project Each individual getting access must sign the form Non NU Employee Security Access Any FFRA User who is not an NU employee Must accompany any Express or General Access Form for non NU employees 7

8 NUFIN Security Access Express Access Job Aid 8

9 NUFIN Security Access Express Access Form Example of what access is requires for financial person from the Express Access Job Aid (plus optional access depending on InfoEd requirements). 9

10 NUFIN Security Access General Security Access Form Used to customize access as well as modify existing access. 10

11 NUFIN Security Access Row Level Security Form For multiple users to request access to same Node, Dept or Project. 11

12 NUFIN Security Access Tree Node & DeptID FSM_Surgery A Tree Node can have multiple deptids or one deptid, example: FSM_Surg (Surgery and all divisions), if you wanted just Plastic Surgery you could enter the deptid or the Node FSM_Surg_Plastic. *If entering a Node no DeptID is necessary; if entering a DeptID the Node is not necessary. Nodes: Login to NUFin > Tree Manager > Tree Viewer Search for NU_DEPTID_MASTER (use the most recent effective date ) Expand All (FSM is listed under Provost) 12

13 NUFIN Security Access Non NU Employee Security Access Form FFRA or your FSM Financial Administrator can provide you with the Non NU Employee Security Access Form as it is not listed on the FFRA website. 13

14 NUFIN Security Access Security Access Forms FFRA General Security Access Form: FFRA Express Access Form: Express Form Job Aid: FFRA Row Level Security for Multiple Users Form: 14

15 Training

16 Training How to Determine Security Access and Training Needs There are five Cognos reports that are used to view a users access: - GE007 User Security Profile - GE008 Department Workflow Approval Security Profile - GE010 Department Row Level Security Profile - GE011 Project Workflow Approval Security Profile - GE012 Project Data Security Profile 16

17 Training How to Determine Security Access and Training Needs Use the GE007 to determine what training a current user should have: Courses: systems/training/financial/getting started.html: - Approvals: FMS804 Approvals and Workflow - Requester: FMS803 Requester Basic Topics & FMS815 Requester Advanced Topics - Vouchers: FMS832 Online Vouchers 17

18 Training How to Determine Security Access and Training Needs For any new user, or user moving to a new role, consult the FFRA Training for New Users Spreadsheet: Users.xls All FFRA Systems Users Your Business Role Your Learning Needs Your Security Access Needs Will you be If yes, your learning needs are Request these roles on the Express Access Form: Request these roles on thes on the General Security Access Form: approving financial transactions? FMS804 Approvals and Workflow Approvals: Workflow Levels and Special Approvals as applicable Section C: Workflow Levels, Dept Budget Approval, and Project Pre Approval, as applicable Expense Reporting and Reimbursement Will you be If yes, your learning needs are Request these roles on the Express Access Form: Request these roles on thes on the General Security Access Form: involved in expense reporting and reimbursement? Expense Reimbursement Overview submitting your own expense reports for reimbursement? FMS807 Employee Expense Reports Expense Entry and ibuynu Shopper, or Expense Entry, Requester and GL Journals Travel and Expense Entry Expense Entry, Expense Inquiry Procurement (Purchasing) Will you be If yes, your learning needs are Request these roles on the Express Access Form: Request these roles on thes on the General Security Access Form: involved in procuring goods or services? Procurement Overview identifying goods or services for purchase exclusively from FMS801 Shopping ibuynu Expense Entry and ibuynu Shopper Procurement Access Shopper ibuynu? submitting a request for goods or services for review and approval? FMS803 Requester Basic Topics Expense Entry, Requester and GL Journals Procurement Access Requester 18

19 Training Training Curriculum 19

20 Training Open Labs Help with real transactions. Guidance of training staff. Open Labs Chicago Campus Tarry st and 3 rd Tuesday, 2:30pm 4:30pm Please contact your FSM Financial Admin if you would like us at the open lab with you to answer any specific questions. 20

21 ChartFields or Chart Strings? Overview, Creation, & Inactivation

22 Chart of Accounts (COA) Overview The Chart of Accounts (COA) is a string of informational fields that identifies, segregates, and categorizes transactional and budget data. ChartFields are individual valid values (e.g. Fund) used in unique combinations called Chart Strings (e.g. Fund + Department) to capture data for management and financial accounting. ChartField Maintenance is the activity of managing the structure of the COA and establishing the valid values used to record financial transactions. 22

23 ChartField Categories What they are and function Fund Department Project Activity Program Code ChartField1 Account Code 3 Digits Indicates the type of funding for a transaction or budget 7 Digits Identifies the financial entity, or management unit, that is responsible for the activity 8 Digits Used to identify financial activity for a distinct un/restricted purpose 2 Digits Required when a Project ID is used. Generally, 01 is used 4 Digits Used to unite collaborative activities across units; Rarely used in FSM 4 Digits Used for activity within the department 5 Digits Classifies a transaction as revenue, expense or balance sheet 23

24 ChartField Categories Fund: The Fund code is the first three (3) digits of a chart string and indicates the type of funding for a transaction or budget. Example fund types include: 100 series which are unrestricted (e.g. 110, 171, 172, etc.), gifts that are the 300 series (e.g. 320, etc.), or grants which are the 600 series. (e.g. 610, etc.), There are also the 400 series which are endowments or the 700 series which are agency funds. (e.g. 450, 710, etc.). Department ID: The Department ID (seven (7) digits) identifies the financial entity, or management unit, that is responsible for the activity. Also called DeptID, the first two digits identify the grouping of units within which DeptIDs belong. For example departments with prefixes of are under the Feinberg School of Medicine umbrella. This is different than the 6 digit HR Department ID. Project ID: The Project ID (eight (8) digits) is used to identify financial activity for a distinct unrestricted or restricted purpose. The first digit of the Project ID is generally particular to the fund; for example, Project IDs used with fund 100s starts with a 1, Project IDs used with fund 300s starts with a 3; there are exceptions such as Project IDs start with 6 for cost share funds 191, 192 or 193. Activity ID: The Activity ID (two (2) digits) is required when a Project ID is used. Generally, 01 is used; certain grant and plant funds Project IDs may use other activity ids to represent the grant year or phase of construction. 24

25 ChartField Categories Program Code: The Program Code (four (4) digits) can be used to unite collaborative activities across units (e.g. conference hosted by two schools and Office of Research); it provides multiple user access and reporting. However, this is not frequently used here in FSM. ChartField 1: The ChartField1 value is for the activity within the unit (e.g. it provides the granularity for reporting or analysis). For example, there is a ChartField 1 value 1134 Faculty #1. If you wanted to track the spending of a particular faculty member on a chartstring that may be used by multiple faculty members, you could use 1134 to note this when reconciling your accounts. You can request to open a new ChartField1 Value, however, there is a lengthy list available that shows the current existing chartfield1 values. We advise that you look here first to find a chartfield1 value or values that will fit your needs. To obtain this list, feel free to contact your financial administrator. - Please, keep in mind that when using Chartfield 1 or even Program Code they cannot be budgeted. - They are a means to track expenses and revenue at a level of granularity not otherwise captured in NUFinancials thus providing a finer level of granularity for reporting and analysis. 25

26 ChartField Categories - They are not required ChartFields so the users must consistently remember to use it as part of the chart string and have to keep track of its use/function within their own department. - They are available in Cognos AdHoc Reports and can be drilled down to in NUFinancials. ChartField1 appears on the GL008 and is an available prompt/filter. Account Code: The Account Code (five (5) digits) classifies a transaction as revenue, expense or balance sheet. Most commonly used account groupings: 40000's Revenues (from external entities) 50000's Internal revenues (intra university sales) s Personnel Expenses (e.g. salary and benefits) 70000's Non personnel expenses (e.g. services and supplies) 80000's Transfers (intra university movement of funds) 26

27 Resources Resources Available on the Web - Chart of Accounts (COA) General Information & Procedures services/chartfieldmaintenance/overview definitions.html - Chart of Accounts Quick Reference - Fund Descriptions services/chartfieldmaintenance/docs/fund descriptions.pdf - Additional Information services/chartfieldmaintenance/resources forms.html 27

28 ChartField Creation Documents Needed ChartField Request Form Supporting Documentation of Funds to be Received: - - Award Letter Budget 28

29 ChartField Creation ChartField Request Form 29

30 ChartField Creation There are ChartField Request Forms that support the request for new Department IDs, Project IDs (non grant), Program Codes, ChartField 1 values, or even Account codes. The Project ID form, on the previous slide, is what most departments turn in to our office for creation. Two things to keep in mind when submitting this form: This form is only used for non grant (non sponsored) projects. If you have a grant (sponsored) request this should go to the Office of Sponsored Research. Also, if you are opening a gift account, you will need to get in contact with the Development office to work with them on a Project ID request. They have documents needed for set up and they record new gifts in CATRACKS. Filling out this form is pretty straightforward. However, we do receive some questions about a few pieces of the form. One common question is the difference between selecting Designated and Self Supporting: For some depts they use 171/172 for both designated and self supporting but for others they use 171 for designated and 172 for self supporting. Self supporting in most cases means support from outside the department. Fund Attribute this should match up with the type of project that you have chosen. So if you chose 172 then your fund attribute would be 172 self supporting. 30

31 ChartField Creation Description of new value and Long Description for these two fields it provides you an option of using the Long Description to give a more granular or specific title for your project. However, if you want to make both the new value and long description the same you can. Just keep in mind that the Description of the new value has a character limit of 30, which means your title must fit within that amount. The long description has a 69 character limit. Class to help you with choosing a class, you can use the link provided on the form called link to class coding guide. This will help you determine what class your project ID request falls under. This form can only be used for one project ID request at a time. But, if multiple departments or projects need to be opened at one time, there is an excel template called Add Multiple Departments and Add Multiple Projects that can be used. 31

32 ChartField Inactivation Forms & Templates The same form that is used for requesting (adding) ChartFields can be used to inactivate a department or project. To inactivate multiple projects at one time, one can use the Inactivation of Multiple Projects template. - This template can be found by accessing the ChartField Request Form within NUPortal and click the link Inactivation of Multiple Projects. To inactivate a project that is housed in more than one department or linked to more than one fund, then the Inactivation of Chart String Combinations excel template must be used. - This template can be found by accessing this link: services/chartfieldmaintenance/request inactivate chartfield.html#inactivate 32

33 ChartField Inactivation Additional Information A GL005 report showing no encumbrances and a zero balance for the project must be submitted in addition to the forms or excel templates. A ChartField (i.e. project id) inactivation can be submitted at any time. A Chart String (Combination) inactivation can only be submitted on a quarterly basis. 33

34 NUPortal Basic Information and Customizing mynu

35 NUPortal Getting to Know Your NUPortal The NUPortal is the University s secure, central point of online access for more than 70 essential academic, research, and administrative enterprise systems at Northwestern, including NUFinancials. Anyone with a valid University NetID can access the NUPortal. Menu items are based on your role(s) at the University and may vary from person to person. Everyone at the University, regardless of role, has access to their own customizable mynu page. To access NUPortal, you can login at For general assistance with the NUPortal, contact the NUIT Support Center at (HELP) or consultant@northwestern.edu. 35

36 NUPortal Customizing your mynu and the NUPortal 36

37 Customizing NUPortal Once in NUPortal, there is a way to customize so that you have quick access to your most used items. You can add, rearrange, minimize, maximize, or remove any portlets on your mynu page. On all the other NUPortal pages, you can only minimize or maximize portlets. If you have never customized your screen, when you first login to NUPortal, your screen will look like this picture in the slide above. To add and arrange content on your mynu Page, you will need to do the following: - Click mynu on the menu on the left side of the page. - Click Customize mynu Page and a new menu will appear at the top of the page. - Click Customize Services and a new menu will appear at the top of the page. This menu shows all the available portlets you can choose from to add to your page. - You can Click the + symbol next to the portlet you wish to add and it will appear below on your mynu page. Note that the portlets will not contain content. They will blank until after you save and exit the customization. 37

38 Customizing NUPortal - To find and add additional portlets, click the Previous Next buttons at the bottom of the menu. A good thing to know is that prior to saving your customizations you can arrange the portlets on your screen any way you like. - Click Save & Exit Customization once you have added or arranged all of your chosen content. If for any reason you need to add or rearrange your portlets on your mynu page, just repeat the steps. If you need to delete content, just click the X located in the upper right hand corner of the portlet. If you need to minimize the portlet just click the triangle in the upper right hand corner, click it again to maximize again. To find these step by step instructions click on NUPortal Help link in the menu on the left of the screen. 38

39 NUPortal Customizing your mynu and the NUPortal 39

40 Customizing NUPortal Once you have customized and arranged your mynu page to your liking, it will bring you to your mynu page and look like that every time you log into NUPortal. The slide above shows how my mynu page looks currently. In figuring out what you should put on your customized Portal, just think of your role. - If you are an approver, you may want to add the Approval Inbox that way you see your To Dos right there on the screen. - If you handle Vouchers, Expense Reports, or even Journals, there are portlets that you can add to your customized screen for easy access on a daily basis. Also, there is a useful portlet called my Bookmarks that you can add to your customized page. By adding this portlet to you are able to save the links to other websites (such as myhr or external sites). You may consider this quite handy if you spend a lot of your time in the Portal. This way you can access whatever you need by clicking the link on your mynu page. Please note, that you still have access to all the other portlets. You just have to go into the actual links listed in the menu on the left of the screen under mynu to get to them. So if you want to see other Financial portlets, just click Financial or if you want to see Research portlets you can click Research. 40

41 Cognos Reports How to Access & Run Cognos Reports

42 Cognos Reports Most Common Reports GL068 Financial Summary (Excluding Agency and Multi Year Funds) Displays summarized expense and revenue financial information for a department or school. GL005 Summary Budget Status Report Displays the budget amounts and remaining balances for non sponsored (non grant) chart strings. GL008 Revenue and Expense Status Report Displays all transactions affecting the budget balance for both sponsored and non sponsored funds for a given accounting period. GM045 Sponsored Project Budget Statement Displays high level monthly budget statement for grants Used mostly by Principal Investigator s (PI) and Research Admin to review status of expenditures against total budget. 42

43 Cognos Reports Access & Running Reports 1. Click My home (uncheck the Show this page in the future box to skip this step). 2. Click the Finance Facilities and Research Administration folder 3. School 4. Monthly Financial 43

44 Cognos Reports Running a Report (GL005) 44

45 Cognos Reports Running a Report (GL005) *Can use tree or enter department ID *Optional *Status should usually be All Projects 45

46 Cognos Reports Scheduling Cognos Reports for Delivery 46

47 Cognos Reports Scheduling Cognos Reports for Delivery 47

48 Cognos Reports Scheduling Cognos Reports for Delivery 48

49 Cognos Reports Scheduling Cognos Reports for Delivery 49

50 Cognos Reports Scheduling Cognos Reports for Delivery Select a report and Copy to My Folders 1. Click the checkbox next to the desired report. 2. Click the Copy icon (papers). Note: keyboard shortcut CtrlC does not work. 3. Click the My Folders tab. Paste copied report in My Folders and Set Properties 4. Click the Paste icon (clipboard). Note: keyboard shortcut CtrlV does not work. 5. Under the Actions column, click the first icon, Set Properties. Set Properties General tab 6. Optionally, you may wish to rename the report, using the Name: field You are not able to save more than one copy of a report with the same exact name. To save another copy of the same report, rename the report here or use folders to organize your copies. Renaming the report will allow you to have versions by month, PI, department, etc. 50

51 Cognos Reports Scheduling Cognos Reports for Delivery 7. Click the Report View tab. Set Properties Report View tab 8. Under Report Options, click the checkbox 'Override the default values'. 9. Select a Format from drop down menu. 10. Under Prompt Values, click Set. Enter Prompt Values On some reports you may select a Date Option from the following choices: Select Current Period if you are scheduling reports to be delivered on a weekly basis Select Previous Period if you are scheduling budget statements to be delivered after the account period closes User Defined Period is not recommended for reports you will schedule for delivery. Date Options are available on the following Cognos reports: GL005, GL008, GM044, GM045, GL068, GL069, GL070, GL071, GL072, GL073, GL074, GM Click Finish (at the bottom of prompt page) when all prompts are entered. This will save the prompts but not run the report. 51

52 Cognos Reports Scheduling Cognos Reports for Delivery Set Properties Report View tab Prompt Values are now saved. The Edit link will allow you to update saved prompt values. Leave Prompt for values checked. Click OK to return to My Folders. Schedule the report for automatic delivery Under the Actions column, click the third icon, Schedule. Setup the Schedule, Options and Delivery 1. Set the delivery Frequency. Refer to the Monthly Closing Calendar on the for report availability and schedule reports on or after the latest date listed for the year. 2. Optionally, a Start date may be used select the time of day the report will be delivered. Times must be between 8:00 AM and 6:00 PM. Do not select an End date unless one is known, such as the closing date for a grant. 52

53 Cognos Reports Scheduling Cognos Reports for Delivery 3. Click the checkbox Overide the default values. The Format you selected should be pre checked. 4. Uncheck Save the Report. 5. Click the checkbox Send a link to the report by . Then click Edit the Options. Other Delivery Formats (Save, Print, Mobile) are not available Enter the Recipients 1. The To field is pre populated with NetID and is linked to your Northwestern address. You will be listed as the sender on the . You may add additional recipients by typing their addresses into the To and Cc fields, separated by semi colons. Recipients do not need Cognos access to receive and view the report. The Subject line is pre populated with the report name and can be edited. Optionally, a message may be entered in the Body. 2. Uncheck Include a Link to the report and check Attach the report. HTML format appears in the Body. All other formats appear as attachments. 3. Click OK to save and return to the Schedule page. 53

54 Cognos Reports Reading a Cognos Report (GL068) A Fund Code B Fund description C Department D Department Desc E Project F Project Description G Carryforward H FY Expense Budget I Total Expense Budget K Total Actual Expenses L Total Encumbrances M Total Obligations P Fiscal Year Revenue Budget Q Recognized Revenue R Over/(Under) Rev Column J Benefits Budget (optional) N Benefits Obligations O Under/(Over) Expense Budget S FY Surplus (Deficit) T Cumulative Surplus/(Deficit) 54

55 Cognos Reports Reading a Cognos Report (GL068) A Fund Code Three digit value; the part of the chart string that that identifies the type of funding source. B Fund Description (optional The description of the fund such as General Unrestricted, or Designated column) C Department Seven digit DeptID value; the part of the chart string that identifies the unit responsible for the activity. D Department Description A description of the specified DeptID number. E Project Unique eight digit value; part of the chart string that links the activity to a distinct restricted or unrestricted purpose. F Project Description The description of the project number. G Carryforward Expense Budget This is the amount of actuals dollars remaining from the prior fiscal year. These are not budget dollars. H Fiscal Year Expense Budget This is the expense budget for the chart string. This includes the base budget plus any budget adjustments that have been made. I Total Expense Budget This amount is the carryforward dollars from the prior fiscal year added to the expense budget for this fiscal year, which is your total amount of spending authority. = columns G plus H J Benefits Budget (optional column) Not used by FSM 55

56 Cognos Reports Reading a Cognos Report (GL068) K Total Actual Expenses Total expenses posted against the chart string from fiscal year beginning through the selected accounting period. L Total Encumbrances Total encumbrances and pre encumbrances posted against the chart string from fiscal year beginning through the selected accounting period. M Total Obligation The sum of the total actual expenses, encumbrances, and preencumbrances from fiscal year beginning through the selected accounting period. = columns K plus L N Benefits Obligation (optional column) Not used by FSM O Under/(Over) Expense Budget (optional column) This is the total expense budget including carryforward dollars minus all expenses, encumbrances, and pre encumbrances (total expense budget minus total obligation). = columns I minus M P Fiscal Year Revenue Budget This is the amount budget for revenue for the fiscal year. This includes the base budget plus any adjustments that have been made. Q Recognized Revenue This is the actual revenue that has been posted for this chart string from fiscal year beginning through the selected accounting period. R Over/(Under) Revenue Budget (optional column) The difference between the amount of revenue that was budgeted and actual revenue received for the chart string. = columns Q minus P 56

57 Cognos Reports Reading a Cognos Report (GL068) S Fiscal Year Surplus/(Deficit) Revenue surplus or deficit plus Expense surplus or deficit provides the net position which includes benefits and excludes any carryforward dollars from prior years. = columns H minus M plus R T Cumulative Surplus/(Deficit) Revenue surplus or deficit plus Expense surplus or deficit, provides the net position which includes benefits and any carryforward dollars from prior years. = columns O plus R OR I minus M plus Q U Fringe Benefits Surplus/(Deficit) (optional column) Not used by FSM = column J minus N 57

58 Cognos Reports Reading a Cognos Report (GL005) A Accounting Period B Detail Drill (GL076) C Account D Current Period Summary E Fiscal Year to Date F Current Budget G (Un)Favorable Balance H Subtotals I Net Position: Rev less Expense 58

59 Cognos Reports Reading a Cognos Report (GL005) A Accounting Period Parentheses next to the Accounting Period indicate whether that period was open or closed at the time the report was run. Look for the word closed to verify that this is the final report for the period. If open, there may be outstanding transactions not captured on the report. B Detail Drill This link launches the GL076 Revenue and Expense Activity report (a clone of the GL008). C Account The account code and description. Accounts appear when they have financial activity over the course of the fiscal year. Revenue appears first, then expense. D Current Period Summary Accounting Period in the report header. Under Current Period Summary, you see three columns: Pre Encumbrance/Encumbrance indicates whether the amount is currently encumbered if it is positive. Negative amounts are indicated by (parentheses) and mean unencumbered. Encumbrances do not apply to revenue. Actual displays posted transaction amounts, such as recognized revenue or expenses paid. Total is the sum of the Pre Enc/Enc and Actual columns. E Fiscal Year to Date The same three columns: Pre Enc/Enc, Actual, and Total. The difference from the Current Period Summary is that the span of time is from the beginning of the fiscal year (Sept.1) to the date in the accounting period for which the report was run. 59

60 Cognos Reports Reading a Cognos Report (GL005) F Current Budget The cumulative budget for the fiscal year including any adjustments made to the original amount. G (Un)Favorable Balance The account balance column. Notice the prefix (Un) is in parentheses. Parentheses around any figure mean the budgeted item is negative, or in deficit. Revenue Balance = FYTD Total Budget. In Revenue, parentheses indicate the amount you have yet to bring in. Positive numbers indicate you have brought in more than you budgeted for revenue. Expense Balance = Budget FYTD Total. In Expenses, parentheses indicate an excess of expenses over the budget. For expenses a positive number is the remaining balance available to spend at the account level. H Subtotals For Revenue and each type of expense: Salary, Benefits, and Non Personnel expenses. Non personnel is the subtotal for all non salary/benefits expenses on account codes in the (other expenses) or (transfers) series. I Expense Total The sum of all Salary, Benefits, and Non Personnel expenses. J Net Position: Revenue less Expense Compares total revenue to total expenses. Net Position: Revenue less Expense = Revenue Total Expense Total. 60

61 Cognos Reports Reading a Cognos Report (GL008) A Accounting Period B Account/Transaction Type C Transaction ID D Line/Schedule/Distribution E Budget Line F Description G Pre Enc/Encumbrances H Account Beginning Balance I Transactions J Account Ending Balance K GL Post Date L Chartfield 61

62 Cognos Reports Reading a Cognos Report (GL008) A B Accounting Period Account/Transacti on Type Parentheses next to the Accounting Period indicate whether that period was open or closed at the time the report was run. "Closed" indicates this report has "final" amounts. If "open", the totals and balances are not final. In bold you see the Account number and name where transactions were posted. Below it you see the Transaction types charged to this Account. The Transaction Type corresponds to the Transaction ID to the right. C Transaction ID shows you the number of the original transaction. If you're viewing this report online in Cognos, the transaction number hyperlink can be clicked to open a window with additional information about the transaction. The Transaction ID can also be used in NUFinancials inquiries. D E Line/Schedule /Distribution Budget Check Date The first number, Line identifies the line number of the transaction. The second number, Schedule is not being used and can be ignored. The third number, Distribution tells you which line this chart string is on (assuming the amount was distributed among more than one chartstring). Identifies when the transaction was originally budget checked. Normally, this happens on the day a transaction is created/entered. This date is important for actuals transactions that do not have a GL post date because it is the date the funds were encumbered (reserved). F Description Varies by transaction type. In general, the description is a combination of the description a user enters, along with numbers, dates, and codes from NUFinancials. 62

63 Cognos Reports Reading a Cognos Report (GL008) G Pre Enc/Enc Pre Encumbrance/Encumbrance indicates whether the transaction amount is currently encumbered with a positive amount. An encumbrance commits funds in the budget to that transaction so that the money cannot be spent elsewhere. The budget checking process encumbers the funds. The Pre/Enc total appears in bold with the amounts listed below. Pre Encumbrances only apply to unapproved requisitions. Encumbrances apply to approved requisitions/purchase Orders and Travel Authorizations/Advances. Amounts move out of this column and into the Transactions column when they become paid expenses. This column does not apply to Revenue. H Account Beginning Balance Displays the cumulative total for the fiscal year through the period for which the report was run. This amount carries over from the previous accounting period and indicates a starting total for this period. I Transactions The amount of actual revenue or expenses during the accounting period for which the report was run. The Transactions total appears in bold with the amounts listed below. Transactions whose amounts appear in this column include Revenue deposits, Expense Reports, Journals, and Vouchers/Payments. The GL Post Date corresponds to these amounts. J Account Ending Balance The sum of Account Beginning Balance and Transactions. The total Account Ending Balance appears in bold with the subtotals listed below. At month end/close, this balance carries forward into the next period as the account beginning balance. K GL Post Date The date Transactions were paid/posted to the General Ledger. Their amounts appear in the Transactions column. The column is blank if the expense has yet to be paid. L Chartfield Refers to ChartField1, a 4 digit code used (optionally) to categorize and track transactions at a finer level of granularity for reporting/analysis. It also serves to track payroll transactions that are in suspense by displaying SUSP in the column. The Chartfield column is left blank if your department does not use it. 63

64 Budget Overview

65 Budget Overview Budget overview is a real time view of your chartstring. What you can see with Budget Overview Budget, actuals, encumbrances, and balances for revenue and expense (but not at the same time). Transaction level detail. You can drill to the source journal, requisition, etc. There are two ways to access From the Financial Related Links section in the portal 65

66 Budget Overview Or from Commitment Control in NUFinancials 66

67 Budget Overview Go to the Add a New Value tab and enter a name (of your choosing) in the Inquiry Name field and click Add This comes up 67

68 Budget Overview First you add the Ledger Group For Expense use KK_DPT_DT For Revenue use KK_REV_DT For Grants us KK_PRJ_DT Then choose Detailed Budget Period for type of calendar, you could also use Detailed Accounting Period if you want to run for certain periods only. Enter the to and from fiscal years (Budget Periods). You can save now or after entering chartfield information. Once you save, this value will be in the Find an Existing Value tab. From here you can choose account, fund, department, and project. You can just enter the Chartfield From Value. You can leave ChartField To blank or populated with the %. You don t need to enter all of them, it helps to narrow down your results. 68

69 Budget Overview Double click on any amount in Budget, Expense, or Encumbrance to get more detail. 69

70 Budget Overview 70

71 Budget Overview Budget Details Budget Details is a great place to look up accounts, funds, department ID, chartfield 1 values, or projects. Just use the magnifying glass icon next to any field. The Look Up window will pop up and you can search by the number or description. 71

72 Next Meeting In our next meeting we will be covering Updates on NUFIN 9.2 upgrade PED (myhr) reports in Cognos Payroll Queries Financial reports in Cognos Ad Hoc reporting in Cognos If there is a topic you would like to see covered in a future meeting please let us know. 72