Introduction to WISDM/WISER

Transcription

1 Accounting Services 1 Introduction to WISDM/WISER Last Updated: December, 2014

2 Objective 2 WISDM/WISER Features Shared Financial Systems Overview Basic Accounting Terminology Used at UW System Navigation Log on to WISDM/WISER Main Menu Structure Managing My Favorites Pick and Move Columns Down Load and Print Reports Where Do I Go from Here Questions and Answers

3 What is WISDM? 3 Stands for Wisconsin Data Mart Web based reporting system created by the Division of Information Technology (DoIT) for all UW campuses. Contains financial data from Legacy, HRS, GL, AP/PO and SFS. Data is loaded into WISDM nightly. View reports on line, in PDF or down load to Excel. Demographic data on projects/grants.

4 What is WISER? 4 Is the modernization of WISDM as a data warehouse Web based reporting system created by the Division of Information Technology (DoIT) for all UW campuses. Contains financial data from Legacy, HRS, GL, AP/PO and SFS. View reports on line, in PDF or down load to Excel. Demographic data on projects/grants. The first development stage of WISER was to provide detailed expense reporting submitted from Employee E-Reimbursement. WISER displays fully approved and paid expense reports submitted through e-reimbursement. Search flexibilities include Division, Department or individual Employee.

5 Basic Terms 5 SFS An abbreviation for Shared Financial System, the name UW- System has given to the PeopleSoft software used for processing financial transactions. Legacy The mainframe that was replaced by SFS. Legacy is commonly accessed through the application Accounting Period Represents a specific time interval (usually a month) for which each transaction is assigned. Madison uses accounting periods 1 through 13. Fiscal Year A fiscal year lasts from July 2 nd to July 1 st of the following year.

6 Shared Financial Systems Overview 6

7 Getting Started in WISDM 7 Requesting access Download WISDM Authorization Form from: Submit completed form to: SFS Team, 21 N. Park St, Suite 6101 or fax to (608) An will be sent out when authorization has been granted. Accessing the system

8 Basic Accounting Terminology Used at UW 8 Coding (or Chartfield) used in UW financial transactions: Fund, Department, Project, Program, Account, Sub Class. Fund Code: A code to represent an appropriation from state or federal government, or gifts and endowment to the University. Different funds have different restrictions/guidelines on spending and reporting. UW System Fund List: Program Code: Classification of expenditures. Account Code: A series of coding to classify assets, liability, revenue, expenditure and equity. 1XXX: Salary and fringe expenditures; 2XXX: Travel and services; 3XXX: Supplies; 4XXX: Capital expenditures; 5XXX: Aid to students and scholars; 6XXX: Cash; 7XXX: Liability; 8XXX: Equity or fund balance; 9XXX: Revenue.

9 Basic Accounting Terminology Used at UW (Continued) 9 Department ID: We use 6-digit numbers for department IDs. First 2-digit represents a division or major school/college. First 4-digit represents a department or school. For example: Photo Copy Center, School of Library & Information Studies 48 = College of Letters and Science 4851 = School of Library & Information Studies Accounting Period: A time interval for the reporting and analysis of financial activities. For general reporting purpose, there are 13 time periods in WISDM reporting: Periods 1 to 12: From July to June. Period 13: Early to mid July for cost transfers, internal billing and adjustment entries, but all period 13 transactions are dated July 1. Our fiscal year accounting date range is from July 2 to July 1.

10 System Navigation: Logging on 10 WISDM URL: UW-Madison should be selected as the campus.

11 System Navigation WISDM Menu Structure 11 Departments Search Rollup Projects My Projects Project Search Award Funding Action Report WISPER Search (Old Project Search) AP/PO PO Search PO Encumbrance Search Voucher Search Vendor Search Appointments Encumbrance Search Salary/Fringe Search SFD Transaction Search Tuition Remission Search Other Journal Search Transaction Search Custom Search Create Custom Search Funding Validation/Inquiry Tools My Favorites My Profile Account Tree Levels Change Password Help

12 System Navigation The Main Menu Hold mouse over Main Menu text to access the menu. The black bar will be available on almost every WISDM page. 12 To change the Fiscal Year, select a different year from the drop down. Important messages regarding WISDM will be posted on the main page. Be sure to check for new messages after you logon.

13 Favorites: Introduction 13 Favorites allow for the easy return to search results or summary reports in the future. The use of Favorites is optional.

14 Favorites: Adding a Favorite To save the search, click on Add to Favorites 14

15 Favorites: Adding a Favorite 15 You are free to enter any name and description here. Click Save

16 Favorites: Accessing a Favorite 16 Access Favorites by clicking on this icon or use the Main Menu

17 Favorites: Accessing a Favorite 17 Link to Favorites in the Main Menu.

18 Favorites: Accessing and Modifying Favorites 18 Click on a check box to select a favorite or folder for modification. More than one favorite or folder can be selected at a time. Click on the link to view saved searches. Note: Accounting Period and Fiscal Year should be changed on the summary page if you want reports for different month or fiscal year.

19 Favorites: Accessing and Modifying Favorites 19 Up: To go back to previous folder. New Folder: Use to create a new folder. Move: To move selected folders or favorites to a new location. Copy: To make a copy of selected folders or favorites to a new location Share: To share selected favorites with another WISDM user. Delete: To delete selected favorites or folders.

20 Manage Columns/Data Fields in WISDM 20 On drill down detail screens, you can add and delete columns/fields to your report. You can also move columns to the right and left. Click on left or right arrow to move columns. Click on Pick Custom Columns to add or delete columns.

21 Manage Columns/Data Fields in WISDM (continued) 21 Check mark the fields you want to add to the report. Click on Update to save the change.

22 Manage Columns/Data Fields in WISDM (continued) 22 Columns Added.

23 Manage Columns/Data Fields in WISDM (continued) 23 What Fields to Select? We recommend that first you use the default fields by click on Reset to Defaults. Then check mark the additional fields you want to add. We recommend that you also check mark the following frequently used fields: Journal Line Ref Invoice Nbr VO Vendor Name. Make sure you save your changes by click on Update.

24 Download and Print Reports 24 Three ways to view or print a WISDM Report: View as Web Download to Excel View as PDF. Download to Excel: Can save the report on your PC. You can get all the fields you see on the screen into your report. Can format the columns, add title to your report. Some columns may need to be widened if data is not displayed properly. View in PDF: Report is already formatted for you. Not all fields you see on screen will show on PDF report. Ledger (11 x17 ) size will display more fields than letter or legal size.

25 Download and Print Reports 25 How Can I See More Fields on the Screen? Decrease the font (text) size of your web browser or, Increase the PC screen resolution setting. For example, by changing the PC screen resolution to 1024 by 768 pixels, you ll see more fields than 800 by 600 pixels. How Can I Print out More Fields on a Report? Printing from a browser: 1. Set page orientation to landscape (from File, Page Setup menu on the browser). 2. Make sure all the fields you want on the report are displayed on the screen. If not, use Pick Custom Columns to select more columns. 3. Also use Pick Custom Columns to unmark the fields you do not want on the report or move these fields to the right side of the screen. If still does not work, then 4. Decrease the browser font (text) size. Printing from PDF: 1. Do steps 2 and 3 above. If still does not work, then 2. Select ledger size PDF and print to 11 by 17 paper.

26 Help Features: Introduction 26 WISDM contains a number of help features including: A glossary of commonly used terms Help documents on many of the pages in WISDM Where to get help outside of WISDM Contact a Divisional WISDM Expert in your division: ist.html Visit SFS Training Website: Visit Business Services Acronym website: Visit FAQ page on the SFS website: SFS Project Team: sfsmsn@bussvc.wisc.edu.

27 Help Features: Accessing the Help Features 27 Click to view the Help document on the page you are at. Click to access main help page.

28 Help Features: Glossary Page 28 Click The glossary page will contain many common WISDM and accounting terms.

29 Help Features: Glossary Page 29

30 Review and Questions 30 Requesting access Down load WISDM Authorization Form from: Submit completed form to: SFS Team, 21 N. Park St, Suite 6101 or fax to Accessing the system SFS Project Team: What Questions Do You Have? Go to the Account Services