SMRT. SUNY Management Resource Tool. Revised 11/24/15

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1 SMRT SUNY Management Resource Tool Revised 11/24/15

2 SMRT SUNY Management Resource Tool Basis for a fully integrated reporting tool Will include real-time, Human Resource and Finance activity Move toward a single sign-on atmosphere with SUNY Portal integration New User Interface Printer Friendly Reporting Excel Download capabilities System Requirements Internet Explorer 4.x or greater (IE 6.x recommended) or Netscape 4.75 or greater (Netscape 7.0 recommended) Adobe Acrobat Reader to print reports Microsoft Excel to download reports Pentium III processors or greater (Pentium 4 preferred) Security issues/changes Single sign-on application o The SMRT application is designed to use your Brockport Web Mail user-id and password for authentication. o You will no longer need a different user-id and password to sign on to SMRT. Questions or Problems For the SMRT application call Crystal Hallenbeck, x2393 or Mary Covell, x2516. For Brockport Web Mail user id and password call Brockport s IT Support Services, x2368 2

3 SUNY Employee Services Portal Login The purpose of this documentation is to provide an outline on logging into the SUNY Employee Services Portal. The screenshots are labeled to highlight important areas of the application and include step by step instructions for pieces that require multiple actions from the user. SUNY Employee Services Portal Overview The initial SUNY Employee Services Portal consists of a non-secure but SSL (Secure Socket Layer) encrypted pre-login page that will contain non-specific links and content relative to all SUNY employees as well as a log in form. After the user logs in under the SUNY Employee Services Login and is validated, the SUNY Employee Services Portal will generate personalized links and access to applications based on the user s credentials. Logging into the Portal 1) In a web browser, the user should access the URL: They will be given a web page similar to that found in Figure 1. 2) To access the portal, the user should locate and click on the Faculty, Staff link, indicated in figure 1. Figure 1 SUNY home page, at 3

4 3) The user should then locate the Sign On button located at the gold key on the right of the screen of the SUNY page. See figure 2, for the location. Figure 2 To access the secure area of the portal, click the Sign On button at the gold key. 4

5 4) Next, the user should locate their campus or institution from the drop down box pictured in figure 3. Figure 3 Accessing the Security Login screen for the first time. 5

6 5) The user should provide their User ID, and password they use to access the portal. The text to the left side of the User ID and password provides additional information that helps the user identify which User ID to provide. See figure 4 for the location of these fields. 6) Finally, the user should click the Login button to begin the authentication process. Figure 4 The identifying fields required to authenticate a user. 6

7 Login Assistance Help is provided for users, by clicking on the Do You Need Help? link on the left side of the page. Information is available about gaining access to the portal and its applications. Information is also provided in the event a user has forgotten their password and needs the password reset. See figure 5 for the information provided to users. Figure 5 Clicking on the Do you need help? link reveals Frequently Asked Questions. Identifying the User s User ID The user can determine what their User ID is by clicking on the What s my User ID? link on the left side of the page. Contact information will be provided for the technical contact at the user s campus. 7

8 Figure 7 - Employee Services Page To access the SMRT application, the user will click on Business Systems Applications, and then click on SMRT SUNY Management Resource Tool. 8

9 SMRT Application Main Menu Screen Navigation Account Structure Criteria The main menu of the SMRT application is broken up into 3 areas (panels): Navigation This will help you navigate through the application allowing you to change from screen to screen, print, or export your reports. Initial choices: o Management Reports This link will bring you to the management reporting screen. o Security This link will bring you to the security maintenance and reporting screens. This will only be available to users that are security administers. o Main Menu This will return you to your main menu screen. 9

10 Criteria This is where you will select the criteria and account(s) you want to report on. Initial choices: o Fiscal Year. o Year/Month used for month end reporting. Must also choose Month End report as a report choice to use this feature. o Account number used to enter an individual account number. o Account by Name dropdown list of accounts in name order. o Account by Number dropdown list of accounts in number order. o Fund list of funds available. o Object view list of object views assigned to user. This will only show if two or more views are assigned to a user. o Pending flag used to exclude or only select pending information. o Report choices are: Account Balance summarizes the allocations, expenditures, encumbrances and balances by expenditure category. Month End similar to the Account Balance report, but reports amounts as of the month end requested. Open PO s lists all open (unpaid) requisitions, purchase orders and contracts. Payroll Summary lists all personnel charged to the account including expenditures to date, encumbrances for future payrolls for PSR lines only, and total committed (expenditures + encumbrances). Transaction Detail lists all transactions for the account. Transaction Criteria lists specific transactions based on the criteria selected. Account Structure This is a new feature to SMRT and reflects your organization as it is defined on your campus. The view of the campus structure is user defined and can be different from user to user. This will help you look at groups of accounts for reporting purposes and is a new feature. Main Menu operation 1) Select a choice from the Account Structure panel. This will update the account by name and account by number fields in the criteria panel with the accounts assigned to this account group. 2) Choose the appropriate information from the criteria panel and press the submit button. You will then be transferred to the appropriate report screen for viewing, printing, or exporting of your data. Error messages: They will display in red at the top of the criteria panel and will remain until you select new criteria and submit. 10

11 Report Screen Account Balance, Open PO s, Payroll Summary, Month End, and Transaction Detail Scrollable Report Navigation These screens are separated into a navigation panel area and a scrollable report panel area. The navigation area now displays available reports for this account along with an option for printing, and exporting data to MS Excel. You can also quickly change to the account balance screen for an individual account by entering the appropriate data in the account and fiscal year fields and press Go. Printing by pressing the print link in the navigation area your report panel will be transferred to a PDF file and displayed for printing in your browser via the Adobe application. If your machine is not installed with Adobe, you can download a free version by going to and following the appropriate instructions. To return to the SMRT application from Adobe you must press the back button. Do not use the Print button on the browser toolbar at the top of the screen. This will not print the report in a good format. 11

12 Exporting to MS Excel To use this link your machine must have Microsoft Excel available as an installed application. To return to the SMRT application from Excel you must press the back button. The Transaction Criteria report adds an additional screen after the main menu that allows you to choose a sub object range, date range, or individual transaction code. After this screen is submitted, your account data will display as a transaction detail report. 12

13 Multiple Account reporting Multiple Accounts This is a new feature to the SMRT application. While on the main menu, instead of choosing an individual account, you can choose 2, 3, or all accounts that are available within the organizational structure you are currently working with. This can also, depending on the funds you choose, show an all funds report that is used as the default when running multiple report accounting. You choose all accounts by clicking on the All accounts below choice within the accounts by name or accounts by number list boxes, or choose 2 or more accounts within these list boxes by clicking on each account number while holding down the ctrl key on your keyboard. 13

14 The report screens will have a different look and feel when running the reports using the multiple account feature. Account Balance Report (includes Month End) Account list The Account Balance report initially shows totals for all accounts chosen on a single page, sort of an all funds view. If you would like to see the same report for one of the individual accounts making up the group totals, at the bottom of the Account Balance report there is a list box of the multiple accounts chosen. It will initially say summary, but by clicking on the arrow you can expand the list and choose the account you would like to see. Then press the go button to see the individual report. You can also step through the list by pressing the next link at the bottom and this will bring you to the next account on the list. 14

15 Open PO s and Payroll Summary for Multiple Accounts Option When choosing either of these reports when viewing multiple accounts, you will see the above screen format that will provide a list of accounts and their associated amounts. To see the activity for each account, you can click on the amount field and you will see the appropriate report format with the individual account detail. 15

16 Management Summary Reporting This looks a lot like our account main menu with a few differences. The organizational tree on the right works primarily the same way, it selects the accounts you will work with by their organization structure, this is reported on the criteria panel next to the line account group. You can now choose a fiscal year, you can choose all funds, or a combination thereof, and an object group or line or combination thereof. There are 3 management reports to choose from and they can be printed via Adobe or exported to Excel: Management Summary summarizes allocations, expenditures, encumbrances, and balances by account. IFR Summary summarizes IFR revenues, expenditures, and cash balances by account. Campus Summary summarizes allocations, expenditures, encumbrances, and balances by VP unit and fund (available only to selected individuals). 16

17 PDF print format for Management Reports When you want to print the PDF Management report, printing to legal sized paper is best. To do this you click on the print icon under the address line at the top left. The printer properties panel displays and you need click on the properties tab to get to the changeable properties. Click the layout tab and change the paper orientation to landscape. Press the paper tab and change the paper source to the tray that will hold the legal sized paper. Then change the paper size to legal, save (apply) all these changes and print your report. 17