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Overview

University of Pennsylvania. Overview. Overview of . B usiness E nterprise N etwork Penn’s business & financial management systems Includes BEN applications Includes: Web-enabled tools Self-service applications Support structure. Overview of . is part of

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Overview

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  1. University of Pennsylvania Overview

  2. Overview of • Business Enterprise Network • Penn’s business & financial management systems • Includes BEN applications • Includes: • Web-enabled tools • Self-service applications • Support structure

  3. Overview of • is part of • New architecture for delivering business and financial information • Mid-tier product between system reports & Data Warehouse • Extends accessibility of information via web-based applications

  4. Overview of • Web Browser • Not platform dependant; PC or Mac • Netscape • Version 4.06 or higher • Internet Explorer • Internet Explorer 4.01 or higher

  5. Overview of • Reports availability same as Data Warehouse • 8am - 8pm Monday - Friday • Some reports available when others are unavailable due to data collection refresh • Financial Reports unavailable Saturdays, you can still use Salary Management & Protocol • No reports available early Monday (12:30am - 6am) during weekly Data Warehouse backup

  6. Overview of • Security • PennKey ID & Password • www.upenn.edu/computing/netid/ • 2-hour session limit • Connection will be terminated when 2 hour limit reached • Need more time, just log-in again • A dedicated browser window for a BEN Reports session is recommended

  7. Overview of • Running Reports • Use links to generate reports & drilldown • Use standard web navigation - [Back] & [Forward] browser buttons • Cancelling Reports • Click on [Stop] browser button • Call Data Administration 898-2171

  8. Getting Started in • Location of Ben Reports • http://benapps.isc-seo.upenn.edu/ • Location of Ben Reports Guide • http://www.upenn.edu/computing/da/dw/benreports/guide.html

  9. Financial Salary Management Sponsored Programs

  10. Financial Reports • Web-based and easy to use • Business Objects knowledge is not required • Able to export data into MS-Excel (helps with budget planning & analysis)

  11. Financial Reports • Access to Financial Reports • Access to Financial Reports is the same access as for BEN & Salary Management systems • Individuals without access to BEN & Salary Management systems need to complete COA training & access form with appropriate signatures to obtain access

  12. Financial Reports • Budget/Actual Variance Reports • General Ledger Revenue/Expense Detail • RCM Category Comparisons • Access to BEN or Salary Management systems not required

  13. Financial Reports • Budget/Actual Variance Reports • Budget to Actual comparisons • Drill through RCM categories to detail from BEN or Salary Management • Fiscal funds (General Operating and Service Centers) • Sponsored Project funds

  14. Financial Reports • General Ledger Revenue/Expense Detail • Transaction level detail sorted by object • Data available from JUL-96 • All Funds • Rev/Exp detail within ORG • Sponsored Project Funds • Rev/Exp detail within RESP ORG

  15. Financial Reports • RCM Category Comparisons • Chart providing Budget Balance Available (BBA) by RCM category • Drill down to RCM rows, object level detail • Fiscal Funds (General operating & service center funds) • Sponsored Project (Grants & Contracts)

  16. Financial Reports • Data Currency • Balances updated on a weekly basis • Export results at any level to Excel • On-line demonstration • Navigate through Financial Reports • Functionality • Documentation • Support

  17. Financial Questions?

  18. Financial Salary Management Sponsored Programs

  19. Salary Management Reports • Web based and easy to use • Business Objects knowledge is not required • Able to export data into MS-Excel very quickly (helps with Salary Plans) • Access to Salary Management system not required

  20. Salary Management Reports • Access to Salary Management Reports • Access to Salary Management Reports is the same access as for Salary Management system • Individuals without access to Salary Management system need to complete COA training & access form with appropriate signatures to obtain access

  21. Salary Management Reports • Employee Payments by Fund • Employee Payments by Individual • Position Inventory Reports

  22. Salary Management Reports • Employee Payments by Fund • Chart of total payments by fund • Drill down directly to transaction level detail • Home ORG • All payments to individuals by home ORG • Posted ORG • All employee payments by COA posted ORG • Responsible ORG • Payments to all individuals on funds by RESP ORG

  23. Salary Management Reports • Employee Payments by Individual • Total payments by employee • First level returns employees only (no $) • Drill down by employee to detail • Home ORG • All payments to individuals by Home ORG • Posted ORG • All employee payments by COA posted ORG

  24. Salary Management Reports • Position Inventory • Allows University management to track changes • Employee • Organizational affiliation • Job classification • Funding

  25. Salary Management Reports • Position Inventory features & benefits • Managers can • Track position trends • Track expenditures for temporary employees • Report on positions in FTE terms • Run predefined reports against Data Warehouse • Monthly snapshots • Summary - ORG level • Detail - Status of each position

  26. Salary Management Reports • Position Inventory Reports available: • University Totals • Responsibility Center Groups • Responsibility Centers • Organizations Belonging to a Parent

  27. Salary Management Reports • Data Currency • HR data updated daily; Sal Mgmt weekly • Export results at any level to Excel • On-line demonstration • Navigate through Salary Management • Functionality • Documentation • Support

  28. Salary Management Questions?

  29. Financial Salary Management Sponsored Programs

  30. Sponsored Program Reports • Web based and very easy to use • Information directly available to PI • Allows more effective management of sponsored programs • Access to BEN or Salary Management systems not required

  31. Sponsored Program Reports • Grants Reporting and Management System (GRAM) • Protocol Status Reports

  32. GRAM • PI view of grants & contracts • PI has greater access to information • High level summarized balances • “Burn rate” and elapsed time charts • Ability to drill down to detail transaction level whether BEN or Salary Management data

  33. GRAM • GRAM key elements • PI information • Award information • Budget periods • Project-to-date vs. Project Year-to-date vs. Fiscal Year-to-date • Different expense categories & Object Code roll-ups than RCM

  34. GRAM • GRAM data based on Data Warehouse • BEN for account balances & General Ledger detail • Salary Management for salary detail • Research Services for award data • Management of data is key • PI & BA must work together to ensure data in source systems is correct

  35. GRAM • PI’s have access to all information related to their sponsored projects • BA’s have same access in GRAM as in BEN & Salary Management • For GRAM access individuals without BEN or Salary Management access need to complete COA training & access form with appropriate signatures

  36. GRAM • Data Currency • View updated through end of last prior period • On-line demonstration • Navigate through GRAM • Functionality • Documentation • Support

  37. GRAM Questions?

  38. Sponsored Programs • Grant Reporting and Management System (GRAM) • Protocol Status Reports

  39. Protocol Reports • PI & BA have greater access to current Protocol status information • Assists in grant proposal preparation • Assists in compliance

  40. Protocol Reports • Faculty (PI) • Access to all of their own Protocols • Each Protocol has a RESP Org • For old Protocols, Resp Org is Home Org of PI • For new Protocols, Resp Org is now captured in submission process • PI can e-mail Regulatory Affairs to change RESP Org • Business Administrator (BA) • Access form with Senior Business Officer approval

  41. Protocol Reports • What is a Protocol? • Complete description of research plan when using human and animal subjects • Reviewed by • Institutional Review Board (IRB) • Institutional Animal Care and Use Committee (IACUC) • Office of Regulatory Affairs (ORA)

  42. Protocol Prior to • Penn Protocol Manager (PPM) • Letter and e-mail to Principal Investigator (PI) when status of protocol is changed • Administrator is NOT formally informed of protocol • Administrator calls Office of Regulatory Affairs for status of protocol

  43. Protocol Today • PPM continues as it always has • Protocol Status Report can be accessed by both Faculty (PI) and Administrator Penn Protocol Manager (PPM) Web Protocol (PPM2WWW) Data Warehouse

  44. Protocol Reports • Data Currency • Information updated nightly • Will not see terminated protocols that have an expiration date of over 1 year ago • On-line demonstration • Navigate through Protocol Status Reports • Functionality • Documentation • Support

  45. Protocol Reports Questions?

  46. Questions?

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