Management Reports

1. Policy Training Program for the Lifecycle of an Account Management Reports Delivered by: Kristi Mickle & Tonya Yoder Content Experts: Matt Clawson Crystal Dombkowski Susie Geswein Heather Toro February 2009

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

3. 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. BM Task Checklist 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 SPS Task Checklist http://www.purdue.edu/sps/xls/SPS%20Task%20CheckList.xls Report Toolbox—Checklists

5. Understanding the Differences Between the Financial Ledgers for Reporting http://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.ppt HR Reporting Showcase List of basic HR t-codes http://www.purdue.edu/BS-BA/ppt/HR%20Reporting%20Showcase.ppt Report Toolbox—Training

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

7. Accounting ERP Account Infohttp://www.purdue.edu/account/ERP_Account_Info/Welcome.html Payroll Validation http://www.purdue.edu/payroll/Policies_Procedures/payrollValidation.html Commonly Used T-Codes http://www2.itap.purdue.edu/BS/BusMgrs/Tips/T-code%20reference%20guide.pdf Report Toolbox—Resources

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

9. 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 Risks

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

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

12. 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 Business Office Impact

13. 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. 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 Faculty Impact

15. Examples of Exception/Tolerance Reports Overdraft Report I-9 Report Blocked Invoice/Tolerance Report Open PO Report Unspent Funds Time Evaluation Report Types of Reports

16. Discussion Item #2—Exception/Tolerance Report Open PO Report (zfir_srm_open_po_sum) Types of Reports http://www.purdue.edu/purchasing/SRM/srmInstructionsManual.html

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

18. 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) Types of Reports

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

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

21. 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? Types of Reports

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

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

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

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

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

27. 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 Validating Data

28. 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? Validating Data

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

30. 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. Validating Data

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

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

33. 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 Validating Data

34. 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  Sharing Reports

35. 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 Zfi_dis – List of Auto report delivery Centrally Generated Sharing Reports

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

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

38. Questions?