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DATA IN…DATA OUT…

DATA IN…DATA OUT…. Vanessa Peoples Office of the Vice Provost for Research & Graduate Studies Amy Connell General Accounting. OBJECTIVES. Review Data Structure Reporting Tools Web Statement EZQ GMQ Where’s My Cash?. DATA STRUCTURE. Speedtype Usually mirrors purpose

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DATA IN…DATA OUT…

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  1. DATA IN…DATA OUT… Vanessa Peoples Office of the Vice Provost for Research & Graduate Studies Amy Connell General Accounting Office of the Vice Provost for Research & Graduate Studies

  2. OBJECTIVES • Review Data Structure • Reporting Tools • Web Statement • EZQ • GMQ • Where’s My Cash?

  3. DATA STRUCTURE • Speedtype • Usually mirrors purpose • Auto populates chartfields Fund – identifies the type of UD funding to which a certain purpose belongs; implies a set of budgetary and accounting rules that pertain to those purposes(eg. OPBAL: Operating Balance; OPBAS: Operating Basic Budget) Department - identifies the administrative budget unit responsible for the purpose

  4. DATA STRUCTURE Program - identifies the origination of revenue or the destination of expenses (eg. INST1: Instruction) Project ID - identifies contract and grant activities and facilities projects (eg. ARTC37211199000) Purpose - identifies a discrete block of money used to make expenditures, collect revenue, or track assets and liabilities (eg. PLSC42XXXX) Source - tags and tracks contract and grant agency information, and capital projects (eg. 33041101: Office of Education)

  5. REPORTING FLOWCHART Grant transactions happen.... General Ledger tables updated in FIPRD Grants Management tables updated in FIPRD FIPRD tables copied to FIRPT Query tables/views overnight • Grants Management data found in: • UOD_PROJ_RES_VW UOD_PRJ_VW UOD_PRP_ATRB_VW UOD_PRP_BUD_VWUOD_AWD_ATRB_VW UOD_PROJ_FUND_VW • GMQs • General Ledger data found in: • UOD_BALANCES • UOD_TRANS_DTL • EZQs

  6. EZQ’s • Row level security by purpose • Provides purpose fund balances and transaction details • Purpose is “king” • 2 main tables • UOD_TRANS_DTL • UOD_BALANCES

  7. GMQ’s • Row level security by DeptID or purpose • Provides project balances, project transaction details, proposal and award data • Project is “king”

  8. GMQ’s • Created by combining most commonly used grants tables • 6 main tables • UOD_AWD_ATRB_VW • UOD_PRP_BUD_VW • UOD_PBUD_DTL_VW • UOD_PRJ_VW • UOD_PRJ_RES_VW • UOD_PROJ_FUND_VW

  9. WHY IS PROJECT IMPORTANT? • All grant transactions MUST have a project id • Grant billing is based on project id • Revenue recognition is based on project id • F&A is based on project Id

  10. WHY IS PROJECT IMPORTANT? • Non grant purpose with a grant project will be treated as cost share • Future of the journal voucher webform

  11. JV WEBFORM(Current)

  12. JV WEBFORM(Future)

  13. WEB STATEMENT(YTD)

  14. WEB STATEMENT(PTD)

  15. WEB STATEMENT(TRANS)

  16. WHICH QUERY SHOULD I USE? • Balances • EZQ_BAL_PROJ_QUERY • EZQ_BAL_PROJ_SUMMARY • EZQ_BAL_PROJ_TOTAL • GMQ_CLOSE_OUT_REPORT_BAL

  17. EZQ - BALANCES

  18. EZQ - BALANCES

  19. EZQ vs GMQ

  20. WHY ARE THERE DISCREPANCIES? • F&A • Updated in project resources nightly on every transaction • Updated in GL once at month end close • Purpose/project error

  21. WHICH QUERY SHOULD I USE? • Transactions • EZQ_TRANS_ALL • EZQ_TRANS_BUDGET_QUERY • EZQ_TRANS_NONBUDGETPURP • GMQ_TRANSACTIONS

  22. GMQ_TRANSACTIONS

  23. WHERE’S MY CASH? • Legacy system: grant revenue recognized when cash was received • PS: grant revenue is recognized when expenses are incurred

  24. REVENUE RECOGNITION

  25. WHERE’S MY CASH? • 3 GMQ queries provide the total cash for a project or contract • GMQ_CASH_THRU_2002 • Total Cash as of 7/1/02 • Prompt: purpose • GMQ_CASH_NOT_PS_BILLED • Cash rcvd outside of PS billing • Prompt: purpose • GMQ_CASH_PS_BILLED • Sum of PS billing activity • Prompt: Award number

  26. GMQ_CASH_THRU_2002

  27. GMQ_CASH_NOT_PS_BILL

  28. GMQ_CASH_PS_BILLED

  29. QUESTIONS???????

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