1. 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

2. Business Services Course Content Objectives Report Toolbox Types of Reports Validating Reports Sharing Reports Report Security Questions

3. 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

4. Business Services BM Task Checklist http://www.purdue.edu/BS- BA/xls/TaskCheckList1.xls 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 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 http://www.purdue.edu/sps/xls/SPS%20Task% 20CheckList.xls Report Toolbox—Checklists

5. Business Services Report Toolbox—Training Understanding the Differences Between the Financial Ledgers for Reporting – http://www.purdue.edu/BS-BA/ppt/Differences_Ledgers.ppthttp://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.ppthttp://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.ppthttp://www.purdue.edu/BS- BA/ppt/HR%20Reporting%20Showcase.ppt

6. Business Services Report Toolbox—Resources OnePurdue/Finance & HR/Financial Reporting http://www.purdue.edu/onepurdue/FIHR/reporting.shtml http://www.purdue.edu/onepurdue/FIHR/reporting.shtml B@P Reporting https://www2.itap.purdue.edu/bs/BPP/public/view_moduleInf ormation.cfm?view=mod113&name=Financial%20Reports https://www2.itap.purdue.edu/bs/BPP/public/view_moduleInf ormation.cfm?view=mod113&name=Financial%20Reports B@P News http://www.purdue.edu/business/bpnews/News/Reports/Welco me.html http://www.purdue.edu/business/bpnews/News/Reports/Welco me.html Data Digest/OIR http://www.purdue.edu/DataDigest/Welcome.html http://www.purdue.edu/DataDigest/Welcome.html SPS Data http://www.purdue.edu/sps/data/Welcome.html http://www.purdue.edu/sps/data/Welcome.html

7. Business Services Report Toolbox—Resources Accounting ERP Account Info http://www.purdue.edu/account/ERP_Account _Info/Welcome.html http://www.purdue.edu/account/ERP_Account _Info/Welcome.html Payroll Validation http://www.purdue.edu/payroll/Policies_Proce dures/payrollValidation.html http://www.purdue.edu/payroll/Policies_Proce dures/payrollValidation.html Commonly Used T-Codes http://www2.itap.purdue.edu/BS/BusMgrs/Tip s/T-code%20reference%20guide.pdf http://www2.itap.purdue.edu/BS/BusMgrs/Tip s/T-code%20reference%20guide.pdf

8. Business Services Types of Reports What are the types of reports? –Exception/Tolerance –Status –Projection/Forecasting –Trend

9. Business Services 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 http://www.purdue.edu/hr/Spotlight/summer_2008/verify.shtml

10. Business Services Impact Who can be impacted by the outcomes? –Business Office –Central Office Comptroller SPS HR –Academic/Units

11. Business Services Impact cont’d Discussion Item #1—Expiring Account Report Portal>Financial Systems>Reports>GM>Expiring Accounts With Balances …

12. Business Services Business Office Impact Discussion 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

13. 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

14. Business Services 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

15. Business Services 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

16. 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

17. Business Services Types of Reports Discussion Item #3—Exception/Tolerance Report –Time Evaluation Messages Display (pt_erl00) http://www.purdue.edu/payroll/Policies_Procedures/payrollValidat ion.html

18. Business Services 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)

19. Business Services Types of Reports Discussion Item #4—Status Reports NTP report Portal>Financial Systems>Reports>GM>Grants on NTP

20. Business Services Types of Reports Examples of Projection/Forecasting Reports –Expiring Accounts –Account Projections –Five Year Plan –Salary Projections

21. Business Services 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?

22. Business Services Types of Reports Discussion Item #5—Projection/Forecasting Reports continued

23. Business Services Types of Reports Discussion Item #5—Projection/Forecasting Reports continued Answer:

24. Business Services Types of Reports Example of Trend Reports –Expenditure History –Submitted Proposals –Awarded Proposals –Operating Statements –Data Digest

25. Business Services Types of Reports Discussion Item #6—Trends Reports –Data Digest –http://www.purdue.edu/DataDigest/Welcome.htmlhttp://www.purdue.edu/DataDigest/Welcome.html

26. Business Services Validating Data Why is it important to validate your data? –Ensure accuracy of report –Avoid risk to University/College/School/Dept –Maintain your credibility

27. Business Services 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

28. Business Services 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?

29. Business Services Validating Data Discussion Item #7—Data Validation continued –FM5S

30. Business Services 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.

31. Business Services Validating Data Discussion Item #8—Data Validation continued AIMS displayed the following: Budget Overview was checked and displayed the following

32. Business Services Validating Data Discussion Item #8—Data Validation continued

33. Business Services 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

34. Business Services 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

35. Business Services 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 http://www.purdue.edu/onepurdue/FIHR/reporting.shtml Zfi_dis – List of Auto report delivery –Centrally Generated

36. Business Services Sharing Reports What reports do you review daily, weekly, monthly, quarterly, semi-annual, annually?

37. Business Services Report Security Secure Purdue http://www.purdue.edu/securepurdue/ http://www.purdue.edu/securepurdue/

38. Business Services Questions?