Student Guide
TABLE OF CONTENTS OBJECTIVE... 3 DATA MART... 3 ACTIVITY REPORTS... 8 Ambulatory Care Activity Report... 8 Average Hours Per Discharge... 12 Census Reports... 12 Charges and Usage... 13 DEPARTMENTAL REPORTING... 15 Fringe Benefits... 15 Page Options... 16 FTE Reports... 18 HR (Human Resources)... 18 Inventory & SUB... 19 Payroll... 20 Phone Activity... 20 Statement of Activity... 22 EXECUTIVE DASHBOARD... 25 STRUCTURE... 27 Accounting Structure... 27 Department Structure... 28 STATUS... 30 Status... 30 MY DASHBOARD... 31 Add Dashboard Pages... 31 Rename Dashboard... 38 Log Out... 40
Objective By the end of the class the user will understand the various Data Mart Dashboards, learn to produce UMHS departmental reports such as ACAR, Payroll, SOA, Charges & Usages, etc. and view detailed transactions of departmental activity. Data Mart Double-click the Internet Explorer icon on the desktop. The University of Michigan Internal Home Page is displayed. Type http://www.med.umich.edu/i/hfs/ in the URL address text box. Press Enter. 3
D A T A M A R T ( C O N T I N U E D ) The Hospital Financial Services web page is displayed. Click on the Data Mart button. The Hospital Financial Services Data Mart page is displayed. This page has a description of the Hospital Finance Data Mart system, Finance contacts, and other assistance information. The Data Mart is an inquiry and reporting mechanism it is not a data entry system. Click on the Enter Data Mart hyperlink. Note: If you need assistance using the Data Mart system, the contacts are listed. 4
D A T A M A R T ( C O N T I N U E D ) The Data Mart Log In screen is displayed. Enter your User ID or unique name, then enter your Password. Click Log In or press Enter. 5
D A T A M A R T ( C O N T I N U E D ) The Data Mart is used to inquire and run reports. How does this information get here? MPath ways Health Quest Charfields, Financial & Space Data (Payroll, Voucher, Journal, Inventory) Charges & Usage, PASS JEs (GME, BW Payroll Accrual, ACU Allocations, ACU Utilities, Radiology Overhead Allocation, ACU Depreciation, ACU Contractual, SBC SUB) IDX CDM / Rate Setting Accounting Anne Burns ProFee Data Research Discount Rates, PPAs,CIP OBIEE PORTAL EPSi Extracts (Dept X Ref, CDM Codes, Cost Centers, G/L, Payroll, Budget Categories, Fin Class, Hosp Svc ) ACAR User Input through Web Form MedHub ORMIS/ ORDB GME Operating Room Data FINP DATABASE Action O-I solucient extract RIS AT&T Radiology Stats Phone Data DATA MART PAWS Net Revenue Camp us HR DB Appointed FTEs (Headcount) HYPERION FDM OB / Gyn DB OB Stats HSDW Lead Patient Appt, ACU Scorecard SCAP MSIS MS Faculty FTE 6
D A T A M A R T ( C O N T I N U E D ) The Dashboard page is displayed. The dashboard pages are grouped together by activity. The hyperlinks below the group title represent different reports on the dashboard page. Reports may be accessed via the hyperlinks or clicking on the tab once the page is displayed. 7
Activity Reports Ambulatory Care Activity Report The Ambulatory Care Activity Report is a report of clinic visits recorded for a given month. The data is keyed in via a web form. Users have the first five business days of the month to key information into the web form. To narrow your search, select a Fiscal Year, Fiscal Month or Department from the text boxes, then click Go. Use the Scroll bar to go to the bottom of the page. The following links are displayed at the bottom of a report. ALTERNATE METHOD Press the CTRL + END keys to go to the bottom of the page. Press the CTRL + HOME keys together to go to the top of the page. 8
A C T I V I T Y R E P O R T S ( C O N T I N U E D ) Modify Refresh or Print or Clicking this link opens the report in Answers. The report can be modified and saved to an accessible folder. Refreshes the report. HTML opens a Web page to print. PDF displays report in Adobe PDF window. Selecting this icon will create reports with a column heading at the top of each page. Download Download to Excel (preferred) makes report results available in Microsoft Excel in HTML format. This report is formatted and can be saved as a Microsoft Excel (xls) file. Download Data displays results as a tab-separated list of values. Download Web Page (MHTML) downloads results as a Web page. To download files: Click Download, then select Download to Excel. The File Download dialog box is displayed. Click Open. 9
A C T I V I T Y R E P O R T S ( C O N T I N U E D ) The Ambulatory Care Activity Summary Report is displayed in an Excel Spreadsheet format. To save the file: Click File in the Menu bar, select Save As. 10
A C T I V I T Y R E P O R T S ( C O N T I N U E D ) The Save As dialog box is displayed. Click the drop down arrow in the Save In: text box, then choose the correct folder to save the file in. Click the drop down arrow in the Save as type: text box. Select Microsoft Excel Workbook (xls) as the file type. Click Save. Click Close in the Title bar to close the document and return to Data Mart. 11
A C T I V I T Y R E P O R T S ( C O N T I N U E D ) Average Hours Per Discharge The Average Hours per Discharge Report compares inpatient hours to discharge hours by hospital. Narrow your search by selecting the hospital you want to view, then select a Fiscal Year and Fiscal Month (optional). Census Reports The HHC Monthly Bed Census is the default report for this dashboard. Click the tabs to view the Daily Census by Hospital, Quarterly Bed Complement, Monthly Census Occupancy%, Birth Center Stats, and Census by PCC reports. The Census Report shows daily, monthly, quarterly occupancy, and bed complement statistics. This report is uploaded into the Data Mart daily. To narrow your search and view specific data, click the drop down arrows. Click the Fiscal Year text box arrow to select a year. Click the Fiscal Month text box arrow to select a month. Click Go. 12
A C T I V I T Y R E P O R T S ( C O N T I N U E D ) Charges and Usage The Charges & Usage dashboard displays inpatient and outpatient revenue billings through the HealthQuest system. Click the Charges & Usage dashboard. The Monthly & Yearly Charges and Usage Report page is displayed. Click the CDM Lookup tab. Select All Choices in the Dept ID text box, key CDM #35760 in the CDM # text box, then click GO. Note: Charge Description Master (CDM) is an inventory file containing hospital charge codes that describe individual department charges, payments, and adjustments for facility services. These codes generate the hospital charges and are generally department and site specific. 13
A C T I V I T Y R E P O R T S ( C O N T I N U E D ) The CDM Lookup report is displayed. You can see the Dept ID and other information regarding a specific CDM #. Click the CDM Forms tab. CDM Forms are used to make changes to CDM s such as; request new CDM s, activate or inactivate CDM s, etc 14
Departmental Reporting The Departmental Reporting dashboard contains various dashboard pages. Click the dashboard to view various dashboard names. Fringe Benefits Click the Fringe Benefits dashboard. The Fringe Benefits report is displayed. To view specific departmental data, click the desired tab, key in your Department ID, Fiscal Year, and/or Fiscal Month, then click Go. 15
Page Options Here you can save selections and name them. When you return to this report, the system will come directly to the saved options. Select your desired Department ID first. Click Go. Click the Page Options button. Select Save Current Selections, then select For Me 16
D E P A R T M E N T A L R E P O R T I N G ( C O N T I N U E D ) The Save Current Selections dialog box is opened. Name your selection or input the Department ID. Place a checkmark in Make this my default for this page, then click OK. To remove Saved Selections click Page Options, Save Current Selections, then select Edit Saved Selections and Defaults... The Edit Saved Selections and Defaults page is displayed. Click the Delete button, then click OK. 17
D E P A R T M E N T A L R E P O R T I N G ( C O N T I N U E D ) FTE Reports Click the FTE Reports dashboard. The FTE Reports report is displayed. Here you can view FTE data by Payroll Group, FTE hours, etc. HR (Human Resources) Click the HR dashboard. Select the tab you want to view first. Enter the desired Department ID. Click Go. 18
D E P A R T M E N T A L R E P O R T I N G ( C O N T I N U E D ) The Listing of Staff Information by Funding Department report is displayed. Inventory & SUB The Inventory & SUB data is input by the Material Services and Pharmacy departments. The inventory report contains inventory detail of Medical/Surgical and Linen & Laundry supplies. Click the Inventory & SUB dashboard. The Inventory Detail Expense report is displayed. 19
D E P A R T M E N T A L R E P O R T I N G ( C O N T I N U E D ) Payroll Click the Payroll dashboard. The Payroll dashboard contains payroll information, Gross Payroll Registers (GPR), FTE reports, staff listings, and departmental overtime information. Phone Activity Click the Phone Activity dashboard. You will get a prompt to key in the desired Department ID. Select the tab for the type of report you want first. Click Next Prompt. 20
D E P A R T M E N T A L R E P O R T I N G ( C O N T I N U E D ) Note: If you entered a Department ID in the first prompt, you may select Skip Prompt for this prompt. Do not apply both. Enter your Fiscal Year. Click Next prompt. Enter a Fiscal Month. Click Go. 21
D E P A R T M E N T A L R E P O R T I N G ( C O N T I N U E D ) The desired Phone Inventory Report is displayed. Statement of Activity Click the Statement of Activity dashboard. The Statement of Activity Detail report is displayed. 22
D E P A R T M E N T A L R E P O R T I N G ( C O N T I N U E D ) The Statement of Activity dashboard is a report of revenue and expense transactions listed by month or year-to-date. Note: There are many Statement of Activity reports. By selecting various tabs at the top of the page you can run different SOA reports. Include Department ID, Fiscal Year, and Fiscal Month to narrow your search. Activity Category The Journal ID number is preceded by a three letter prefix. To find out what the prefix stands for click the Journal ID Reference Guide hyperlink to display the Journal ID Reference Guide. 23
D E P A R T M E N T A L R E P O R T I N G ( C O N T I N U E D ) Statement of Activity column header detail. COLUMN HEADER Account Journal Date Journal ID Journal Line Description Vendor Info Voucher Info Journal Line Reference Project ID Amount DESCRIPTION Account number Date entry hit M-Pathways Journal reference number Description of charge Name of reference or Vendor name Invoice number Reference number for charge (PY Payroll, Employee phone number, etc.) Project Grant ID number Dollar amount of entry rounded off to nearest whole dollar Click the blue hyperlink to drill down to the detail of a journal entry, invoice, Pcard, etc. The Voucher Detail (Drill) is displayed. Note: The Statement of Activity displays the rounded dollar amount for the expense. The Voucher Detail Drill displays the actual dollar amount. Click the Return hyperlink to return to the previous page. 24
Executive Dashboard The Executive Dashboard is a compilation of dashboards in the Data Mart. Most of the dashboards you have access to are on the Executive Dashboard. This dashboard allows you to view the dashboard pages in a spreadsheet form. You may want to make this Executive Dashboard your default dashboard. Click on the My Account link in the upper-right part of the screen. 25
E X E C U T I V E D A S H B O A R D ( C O N T I N U E D ) The My Account window is displayed. Go to Default Dashboards under the Preferences section. Click the drop down arrow and select Executive Dashboard. Click Finished. 26
Structure Accounting Structure Click Structure, then select Accounting Structure. Accounting Structure is used for Journal Entry or Purchase Order generation. This report displays the Budget Category, account rollups and descriptions. The user will be able to select account numbers according to description. The search can be narrowed down by selecting a specific Budget Category with Description, Account, or Fiscal Year. The first page of the Accounting Structure page displays 25 account records. Use the Scroll bar on the right or CTRL+End to go to the bottom of the page. Click the Next button to display the next 25 account records or click the All Pages button to display all account records. 27
S T R U C T U R E ( C O N T I N U E D ) Department Structure Click Structure, then select Department Structure. Departmental Structure is a listing of all hospital departments by hospital hierarchy. Here you will find detailed information regarding hospital departments and management responsibility such as Financial Contacts, Department Status, Hospital or Ambulatory Care Group, etc. The Department Structure report is displayed. Some areas still use the Shortcode to place orders; food services, onsite or offsite conferences and seminars, etc If you are not sure what your Shortcode is, click on the Shortcode Lookup tab. 28
S T R U C T U R E ( C O N T I N U E D ) The Shortcode Lookup page is displayed. Enter your Department ID, then click Go. The Shortcode listing for your Department ID is displayed. 29
Status Status The Status dashboard contains latest news, most recently loaded reports, and links to Data Mart Dashboard Index, Finance Website, Accounting Cutoff Dates, and most recent Payroll dates. Most recently loaded reports Most recently loaded Payroll Additional Finance Links REPORT SOA/budget Variance Charges and Usage PASS ACAR Phone Activity CDM Codes HR (Human Resources) Census Cost Accounting Operating Room Activity LOADED Monthly Monthly Extracts loaded 1 st of month, 10 th day of month and 20 th day of month Monthly Monthly Weekly HR is updated with Payroll Daily Quarterly Monthly 30
My Dashboard The My Dashboard page is for users to set up their own reports. Reports that are used most often can be added to the My Dashboard page. When you open this page, just run the report to get the most current information. Add Dashboard Pages Click My Dashboard. Go to Click here to add content or click Page Options, then select Edit Dashboard. The Dashboard Editor is displayed. Select the Dashboard you want to add to My Dashboard. Make sure it is a dashboard that contains other reports. 31
M Y D A S H B O A R D ( C O N T I N U E D ) Find the dashboard you want to add in the Dashboard Objects task pane. Click the folder by the dashboard you want to add. Select Departmental Reporting. All pages in Departmental Reporting are displayed. 32
M Y D A S H B O A R D ( C O N T I N U E D ) Click on the Statement of Activity folder. All the reports in the Statement of Activity are displayed. Click on the indented Statement of Activity folder. A plus sign is displayed next to Statement of Activity. Click the plus sign. The plus sign becomes a minus sign. 33
M Y D A S H B O A R D ( C O N T I N U E D ) Click on the minus sign. Hold and drag to Gray section on the Dashboard page until the background color turns blue, then release. The SOA prompt has three sections connected to it. 34
M Y D A S H B O A R D ( C O N T I N U E D ) Click Properties in the bottom Statement of Activity prompt. Click on Display Results, make sure there is a checkmark next to Embedded in Section. Click Report Links The Report Links dialog box is displayed. Click to place a checkmark in each row. Do not click the last box. Click OK. 35
M Y D A S H B O A R D ( C O N T I N U E D ) Click Save. The Dashboard Editor page will close and the new My Dashboard page is displayed. The new My Dashboard page is displayed. 36
M Y D A S H B O A R D ( C O N T I N U E D ) Add additional Dashboard pages. Click the Page Options button, then select Edit Dashboard The Dashboard Editor is displayed. Click on the Add Dashboard Page button. The Add Dashboard Page prompt is displayed. Give your new dashboard a name (Page Description is optional). Click OK. 37
M Y D A S H B O A R D ( C O N T I N U E D ) You are returned to the Dashboard Editor. Set up your second Dashboard page. Remember to save the changes. Note As you begin to add pages to My Dashboard, notice the tabs across the top of the dashboard page. Rename Dashboard Click the Page Options button, then select Edit Dashboard. The Dashboard Editor is displayed. 38
M Y D A S H B O A R D ( C O N T I N U E D ) Click on the Dashboard Properties button. The General Properties window is displayed. TO DELETE A DASHBOARD PAGE Follow the same procedure to rename a dashboard page. Click the Delete button in the Dashboard Pages section. Click YES to confirm. Click on the Rename button in the Dashboard Pages section. Type the new name in the Name text box (a Description is optional). Click the button. 39
M Y D A S H B O A R D ( C O N T I N U E D ) The new name is displayed. Click the button. The Dashboard Editor page is displayed. Click Save. Log Out Click Log Out to exit Data Mart. 40