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PRESENTED BY KENNETH BRIDGES & DAWN GAMADANIS KENNESAW STATE UNIVERSITY.

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Presentation on theme: "PRESENTED BY KENNETH BRIDGES & DAWN GAMADANIS KENNESAW STATE UNIVERSITY."— Presentation transcript:

1 PRESENTED BY KENNETH BRIDGES & DAWN GAMADANIS KENNESAW STATE UNIVERSITY

2 Agenda  Session 1 – Learn about SAS® KSU Financial Data Mart (FDM)  Discussion/Questions  Break  Session 2 – Budget Development and Position Management  Discussion/Questions  Break  Session 3 – Comprehensive Financial Reports and Analytics  Discussion/Questions  Contact Us

3 24,600 Students $347m Budget with over 600 department accounts 2,200+ employees Five Major Divisions Eight Academic Colleges

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5 Business intelligence is about effectively managing critical data assets and its transformation into information in such a way that drives strategic planning, executive decision-making, and management reporting throughout your organization. Thus, data drives our need to be well-informed. The statement of purpose is about pursuing continuous improvement to be well-informed, to provide self- servicing of information on the desktop, and positively effect decision support at all levels of the organization.

6 Grants Post-Award office spent routinely up to two weeks, sometime longer, to data enter and reconcile grants in QuickBooks and compile reports to send to Principal Investigators. Business Managers ran multiple PeopleSoft reports and queries daily, data enter into QuickBooks, to reconcile accounts and summarize information into reports for Deans and Chairs. Budget and Planning Office spent most of time in data entry mode for Budget Prep instead of analyzing the data; lacked ability to track position funding changes during the year and unable to provide personal service changes to department managers.

7 With over 600 local public queries plus hundreds of private ones to choose from or model from more than 300+ BOR delivered queries, pulling data from PeopleSoft can be somewhat challenging for most users to navigate which on occasion results in…well, you know

8 Establish a robust, scalable, and practical alternative to meeting KSU’s institutional demands for enterprise intelligence and analytics Provide easy access to financial information and analytics for decision support, strategic initiatives, and executive management reporting Provide self-service functionality for users to build, customize, and share reports with common data dictionary, dimensions, and measures through a secure portal

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10 Enhance and streamline budget development and reporting Ability to perform financial analytics for budget and planning Easy-to-use self-service reporting tools for enterprise Manage financial data integration to better enable decision support Support budget management tracking and accountability Promote data quality and integrity with “one version of the truth”

11 ERPs lack robust reporting tools and analytics Queries are hard to learn and very often require exporting to Excel for further aggregation and analyses Shadows systems proliferate as a means to track and reconcile accounts for business managers and grants post-award office Information not easily shared and data not securely distributed Inability to obtain revenue, expenditure, and budget data at multiple organizational levels Budget managers were being held accountable but lacked adequate tools to track budgets and spending PeopleSoft terminology oftentimes misunderstood – what’s in pre-encumbrance as opposed to an encumbrance? Why should I care? Inability to set aside/reserve funds for future spending and have it reflected in remaining balances

12 Accessibility To multiple (unlimited) data sources + Transparency For common version of the truth + Consistency To strengthen data quality and data integrity + Safeguard To secure data for confidentiality on a need to know basis + Ease of Use Transition is intuitive and familiar

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14 2010Financial Data Mart build began (ETL Loads, Tables, Metadata) 2011Initial Cubes and Information Maps (metadata) developed 2012Released Comprehensive Financial Report (CFR) and Budget Preparation report set 2013Released Position Management and Vacancy Lag report set 2013Released Grants (Sponsored) report set 2013Released Fraud Detection (encumbrances) report utilizing Forecast Server 2014Planned release of new Key Performance Metrics dashboard analytics 2014Planned completion of CFR Enhancements

15 Banner ADP PeopleSoft Financials

16 EXTRACT (PSFIN Table Copy/Link to Banner and ADP Schema) TRANSFORM (Apply Rules and Filters) LOAD (Detail Data Store) OLAP (Cube Rebuilds) * Nightly Refresh Monday - Friday

17 ETL ProcedureProcessSource Data A - Foundation TablesCopyAccount, Department, Fund, Class, Program, Project Grants tables B - Financial KKCopyKK Budget, Ledger KK, KK Activity, KK Source, KK Referenced tables C – GL TablesCopyPersServBOR, JGEN BOR Tables, GL Journals, Ledger tables D – Other PS TablesCopyExpense Sheet, PO, Receiver, Requisition, Speed Chart, Speed Type tables E – Accounts PayableCopyVoucher, Line, Acctg Line, Payments, Payment Voucher XREF, Vendor tables F – Budget PreparationCopyAll Budget Prep tables G, H1 – H3, J, MTransformLocal copied source FIN tables L – Position ManagementPackageLocal source FIN tables & ADP DW Schema P – IntegrationPush dataFrom FDM to other database systems

18 User GroupsData Perspective Budget and PlanningBudget, Actuals, Positions – Budget Global, Financial Global Finance and Accounting Actuals – Financial Global Procurement and Contracting Internal Audit Office of Research – Post AwardsBudget, Actuals, A/R Sponsored – Grants Secure Business Affairs Managers (Academic Units) Budget, Actuals, Positions – Financial Secure Deans and Chairs (Academic Units) Administrators and Department Managers

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21 Comprehensive Financial Reports (CFR) Model Budget and Planning Position Management Budget Preparation Budget to Actual Division/Units Budget to Actuals Vendor Spend Proposed Budgets Position Amendments Inventory Management Distribution Analytics Contract and Grants Private Investigators Reports Grant Accountants & Control Reports Budget to Actuals Spend Activity Payroll Activity Risk Management Internal Audit Unit Assessments Fraud Detection Financial Services/ Procurement and ContractingProcurement and Contracting Vendor Profiles Vendor Risk Open Requisitions/Purchas e Orders Vendor Spend Fact Book and Surveys Financial Profiles Survey Data

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23 BUDGET PREP BUDGET GLOBAL Budget Prep ADP Code Exceptions Aggregate Detail Fringe Exceptions Grant Positions Lump Sum Variances OBP Fund by Expense OBP Fund by Function Personal Services Position Counts Position Employee Exception Budget Position Management View (new) Comprehensive Financial Report (CFR) Global CFR Budget Global CFR Encumbrance Global CFR Expenses Global CFR Payroll Global CFR Personnel Services Global CFR Revenue Global

24 FINANCIAL SECURE FINANCIAL GLOBAL Comprehensive Financial Report (CFR) Secure CFR Budget Secure CFR Encumbrance Secure CFR Expenses Secure CFR Payroll Secure CFR Personnel Services Secure CFR Revenue Secure Vendor Risk Payments Secure Transportation Secure Financial Encumbrance (Fraud Detection) Vendor Risk Payments Global Transportation Global GRANTS Grants Cube Global Grants Cube Secure

25 DIMENSIONPERSPECTIVEHIERARCHY FISCAL YEARFINANCIALFISCAL YR/DIV/DEPT/FUND/PROJNM/ACCT ROLLUP/ACCT NAME FISCAL YR/FUND/CLASS/ACCT ROLLUP/ACCT NAME/DEPT FISCAL YR/DIV/DEPT/FUND/CLASS NM/PROJ NM/ACCT ROLLUP/ACCT NAME FISCAL YR/FUND/CLASS NM/ACCT ROLLUP/ACCT NAME/DEPT FISCAL YR/FUND/DEPT/CLASS NM/PROJ NM/ACCT ROLLUP/ ACCT NAME BUDGET PERIODBUDGETBUDGET PERIOD/FUND/CLASS/DEPT BUDGET PERIOD/DIV/DEPT/FUND BUDGET PERIOD/POS NBR/EMPLID/EMP NAME/ACCT CD PROJECT NAMEGRANTSPROJ NM/BUD REF/ACCTG PERIOD PROJ NM/BUD REF/ACCTG PERIOD/BUD ACCT TYPE/ACCT NAME PROJ NM/BUD ACCT TYPE/ACCT ROLLUP/ACCT NAME

26 Budget Financial Sum of Budget Amount Sum of Proposed Revenue Sum of Proposed APPROP Sum of Proposed ORG Sum of Proposed Budget FTE Counts Sum of Current Salary Sum of Temporary Amended Sum of Permanent Amended Sum of Next Year Base Budget Sum of Total Budget Amount Sum of Total Fund Balances Sum of Total Expenses Sum of Pre-encumbrance Amount Sum of Encumbrance Amount Sum of Expended Amount Sum of P-Card Amount Sum of Reserve Amount (Departmental Set-Asides) Sum of Free Balance Sum of Payroll Expenses

27 Financial Sum of Personal Services Sum of Non-Personal Services Sum of Revenue Amount Risk Transaction Count Sum of PO Quantity Sum of Quantity Received Sum of Quantity Remaining

28 BUDGET PREP Sum of APPROP Variance Sum of Current APPROP Sum of Current Grant Sum of Current ORG Sum of Current Revenue Sum of Current Salary Distributed Proposed Salary Sum of Equity Adjustment Distinct Count of FTE Sum of Total Fund Balance Sum of FTE Sum of Grant Variance Sum of ORG Variance Sum of Proposed APPROP Sum of Proposed Budget Salary Sum of Proposed Fringe Estimate Sum of Proposed Grant Sum of Proposed ORG Sum of Proposed Revenue Sum of Proposed Employee Salary Sum of Revenue to Expense Variance Sum of Revenue Variance Sum of Supplement Amount Sum of Total Expenses Sum of Distributed Salary Sum of Distributed Budget

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33 Budget and Planning Budget Preparation CURRENT Budget Preparation - Fund Balance Detail CURRENT Budget Preparation - Fund Balance Summary CURRENT Budget Preparation - Fund Balance Department Rollup CURRENT Budget Preparation - Fund Balance Department Detail CURRENT Budget Preparation - Distribution Percents less than 100 CURRENT Budget Preparation - Inactive Positions CURRENT Budget Preparation - Lump Variances CURRENT Budget Preparation - Fund Balance Personal Services Detail CURRENT Budget Preparation - Fund Position Counts REV Budget Preparation - Revenue Changes APPROP Budget Preparation - Non-Personal Services Changes PSV Budget Preparation - Personal Services Charges Budget and Planning (continued) AGGREGATE Budget Preparation - Fund Balance Summary AGGREGATE Budget Preparation - Fund Balance Detail AGGREGATE Budget Preparation - Department Fund Balance AGGREGATE Budget Preparation - Department with Negative Account Balances AGGREGATE Budget Preparation - Department with non-zero Balances by PeopleSoft Chartfields AGGREGATE Budget Preparation - Grant Positions AGGREGATE Budget Preparation - Summer Faculty Positions AGGREGATE Budget Preparation - Part Time Faculty Positions AGGREGATE Budget Preparation - Year over Year Comparison AGGREGATE Budget Preparation - Active Budgeted Positions AGGREGATE Budget Preparation - OPB Fund by Expense AGGREGATE Budget Preparation - OPB Fund by Function

34 Budget and Planning (continued) Budget Preparation EXCEPTIONS Budget Preparation - ADP Code Exceptions EXCEPTIONS Budget Preparation - Fringe Cube Exceptions EXCEPTIONS Budget Preparation - Fringe Exceptions EXCEPTIONS Budget Preparation - Position EMPLID Exceptions EXCEPTIONS Budget Preparation - ZERO APPROP/ALL PROJGRT Budget - Proposed Budget Schedules Notes and Instructions Department Budget Summary Detail Personal Services Division Budget Summary Budget - Amendment Postings Format Status Budget - CFR Global CFR Statistics CFR Consolidated CFR Fund Balance CFR Fund Balance by Account Category CFR Budget CFR Revenue CFR Revenue by Period CFR Expenditures CFR Expenditures by Period CFR Travel Expenditures CFR Personal Services Expenditures CFR Operating and Equipment Expenditures CFR Pre-Encumbrances and Reserves CFR ADP Payroll Information CFR Indirects

35 Budget and Planning (continued) Budget Preparation EXCEPTIONS Budget Preparation - ADP Code Exceptions EXCEPTIONS Budget Preparation - Fringe Cube Exceptions EXCEPTIONS Budget Preparation - Fringe Exceptions EXCEPTIONS Budget Preparation - Position EMPLID Exceptions EXCEPTIONS Budget Preparation - ZERO APPROP/ALL PROJGRT Budget - Proposed Budget Schedules Notes and Instructions Department Budget Summary Detail Personal Services Division Budget Summary Budget - Amendment Postings Format Status Budget - CFR Global CFR Statistics CFR Consolidated CFR Fund Balance CFR Fund Balance by Account Category CFR Budget CFR Revenue CFR Revenue by Period CFR Expenditures CFR Expenditures by Period CFR Travel Expenditures CFR Personal Services Expenditures CFR Operating and Equipment Expenditures CFR Pre-Encumbrances and Reserves CFR ADP Payroll Information CFR Indirects

36 Kenneth Bridges Director Enterprise Financial Reporting Dawn Gamadanis Director Budget and Planning


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