“All About Me” Staff Development Day ISRS Reports Presented by Ron Beckstrom Director of Finance “All About Me” Staff Development Day April 6, 2017

If you do not have access to ISRS or Web Accounting, request access using forms available on the MinnState web site at http://www.its.mnscu.edu/security/securityforms/mnscuinfosystems/index.html Request for MinnState Systems User ID is required to have an account created in ISRS. If access to other data services is required (i.e. CAP server, EPM11, or other data warehouse retrieval tools), complete Operational Data Security form located at Minnesota State ISRS Security Administration Module web site, http://www.its.mnscu.edu/reportanddataservices/index.html Much ISRS documentation and other system-wide topics have moved to SharePoint, log in using your STARID@minnstate.edu and STAR ID password.

ISRS Reports ISRS reports can be produced by two different methods: Uniface ISRS, represented by an ISRS icon on your desktop, or Web Accounting, available through web browser(s) at https://webproc.mnscu.edu/employee/public/ Both applications use the same data tables in ISRS, the Web Accounting is a more user-friendly interface. For purposes of this training, we will use the Web Accounting module. NOTE: On January 26, 2017, the log in site for Web Accounting changed to https://webproc.mnscu.edu/employee/public/ Make sure to change the link if you have bookmarked the site on your PC.

Requesting ISRS Security If you already have an ISRS account and have Web Accounting on your desktop, you can request security via the online security request: From Web Accounting home page, click on Security Administration, Dashboard, and select Uniface or Web. Expand the Uniface or web accounts available to you, and click on Add (Uniface/Web) Groups. Select the group you wish access to, and click on “Add Checked Groups” An email is automatically sent to the role manager for that group indicating you have requested access. The appropriate role manager will review the request and determine if granting access is appropriate. Once approved, the new group is available immediately. Users may need to log out of ISRS and log back in for changes to take effect.

Begin by logging in using your Star ID and password. At the opening page, you will see the modules that you have access to:

To view and/or print reports, select the Reports tab at the top right side of the page:

Table of Useful Accounting Reports in ISRS   Report If you want to know: Number Report Name Notes What to look for How much you have spent versus budget for the current year AC0516CP Actual Expenditures vs Spending Plan Since salaries and benefits are budgeted centrally, report may not provide information on personnel costs vs budget. Review for cost centers that are near budget or over budget, compare to expected spending to the end of the year. Determine if unspent funds can be released, or if additional funds are needed. How much money is encumbered on PO's AC0519CP Open Commitments Report In the parameters, set object code range to 0999-7999 for nonpersonnel only. Review older PO's…if funds have not been spent later in the year, can the PO be canceled and funds released for other use? Should invoices have been paid against PO but do not show up? Call vendor for any invoices not paid yet, expecially near year end (June 30) List of transactions for a period. Useful for Grants and Projects AC0531CP Transactions by Fund/GL/CCObject Run for specific cost center(s) or grants, report may be lengthy Review transactions charged to cost center, are they appropriate? Are the object codes correct? Are the expenses in accordance with grant agreement(s)? Whose salary and benefits are being charged to a cost center HR2240CP Projected Salary/Ben vs Budget Used to note assignments charged to cost centers, or show allocation of assignments by person Review salary and benefit charges to cost centers, are the appropriate persons charged to the cost center? Are the split(s) of assignments appropriate? Have encumbrances been released for staff no longer working at HTC? Other reports similar to above: Budget vs Actual comparisons AC0510CP Budget Balance by Fund/Campus/GL For reviewing budget vs actual spending in different formats. AC0511CP Budget Balance by Fund/GL/Campus AC0512CP Budget Balance by Budget Authority Table (BAT) Note that for most ISRS reports (Web and Uniface) adding “2x” after the Print Form will produce a 2-sided report. HR reports are being converted to PDF files and 2-sided printing for those is not yet available.

AC0516CP – Actual Expenditures vs Spending Plan When report parameters screen opens, review each parameter. Those with “Yes” under Required MUST have something entered.

AC0519CP Open Commitments Report- review for open POs with remaining unspent funds

Click on “Process Monitor” to find out whether report has finished running (Status field is Complete) or is still processing (Status field is blank). When Status is “Complete”, report has been distributed according to your selection (Printed, Emailed, or available Online). To view Online or Emailed reports, click on the blue Report field. If a report is sent to Print, the blue field will return an error that the report was not retained; you can only get the printed copy from your printer.

To look up specific transactions in ISRS, go to Accounting Queries Transactions

View transactions screen can be used to look up activity within a cost center by: Serial Number Account (cost center or general ledger) Object code PO number Processed date range Customer ID Use caution when selecting criteria, if you are using too broad a range, the query may take a long time to run. Query results can normally be sent to an Excel worksheet for further analysis.

Presentation will be posted to Finance web site after this session QUESTIONS??? Presentation will be posted to Finance web site after this session Ron Beckstrom Ronald.Beckstrom@hennepintech.edu 763-488-2463