Accounting Services. WISDM for Project/Grant Administration

Transcription

1 Accounting Services WISDM for Project/Grant Administration Last Updated: May 2007

2 Agenda 2 What is WISDM? Basic Terms Getting Started in WISDM System Navigation Report Options Project Search Canned Project/Grant Reports ESIS Project Summary Appointment Searches AP/PO Searches Favorites Help Features Account Trees 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 both Legacy and SFS. Data is loaded into WISDM nightly.

4 Basic Terms 4 SFS An abbreviation for Shared Financial System, the term UW System has given to the PeopleSoft software used for processing financial transactions. Legacy The mainframe that is being replaced by SFS. It 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.

5 Getting Started in WISDM 5 Requesting access Download WISDM Authorization Form from: Submit completed form to: SFS Team, 21 N. Park St, Suite 6101 or fax to An will be sent out when authorization has been granted. Accessing the system

6 System Navigation: Logging on 6 UW Madison should be selected as the campus. WISDM should be selected as the application. Select check box to have campus and NetID remembered for 30 days.

7 System Navigation: The Main Menu 7 Hold mouse over Main Menu text to access the menu. The black bar will be available on almost every WISDM page. 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.

8 System Navigation: Search Pages 8 Click to minimize search criteria box. Many searches allow for the format of the results to be selected before running the search. The options will usually be Web, Excel, or PDF.

9 Report Options: Introduction 9 This section will cover many of the available searches in WISDM. Including: Project Search ESIS Project Summary Salary Encumbrance Search SFD Transaction Search Tuition Remission Search Voucher and Vendor Searches Journal Search PO Encumbrance Search

10 Report Options: Project Search 10 Click

11 Report Options: Project Search 11 When the box is unchecked, searching by a department will not limit the transactions displayed in the Summary Report to only those that have also been posted to the department. Click When the entered search criteria will return only one project, WISDM will automatically go to the Summary Report for that project.

12 Report Options: Project Search Non Financial Information 12 Financial Information Non Financial Information When the entered search criteria will return multiple projects, WISDM will return a list of the matching projects.

13 Report Options: Project Search Non Financial Information 13 Contact RSP for expenditures and encumbrances beyond project end date. Example: Coding on Direct Payment Form

14 Reporting Options: Project Search Financial Information 14 ITD: Used for project funds 133, 135 (partial), 138, 142, 144, 145, 146 & 148. YTD: Used for all other project funds not listed above. Change accounting period here.

15 Reporting Options: Project Search Financial Information 15 Use to export Summary Report to either Excel or PDF format. Select the desired format from the drop down and click on the Go button. Current Month Totals Inception to Date (ITD) Totals Click amounts in blue to view detail transactions.

16 Reporting Options: Project Search Summary Detail 16 Data can be exported to either Excel or PDF When checked, payroll detail will be included in the Summary Detail. Click on a heading to sort data by that column.

17 Report Options: Edit Custom View 17 Click

18 Report Options: Edit Custom View 18 Click on a check box to select that column. Not used at Madison yet. Recommended Fields in Your Detail Reports. Note: You only have to do this once. Click

19 Report Options: How to Identify Transactions Legacy PO vendor payment names appear here. Also employee names for payroll. MW: Legacy PO payments. JR: Internal transfers & MDS purchases. AP: Direct payments. PJ: Payroll payments. PT: Salary Cash Transfers. SFS direct payment vendor payment names appear here. 19

20 Report Options: How to Identify Transactions Legacy & SFS 20 Legacy PO Number Legacy Voucher ID SFS direct payment voucher ID

21 Report Options: How to Identify Transactions Purchase Cards 21 P Card Transactions look for card holder s name in PO field or Jrnl Line Ref field.

22 Report Options: Canned Project/Grant Report 22 Step 2: Select Project/Grant Report. Step 1: Select reporting period and hit Apply.

23 Report Options: Canned Project/Grant Report 23

24 Report Options: ESIS Project Summary 24 Click

25 Report Options: ESIS Project Summary Ways to Search 25 Search by Fund and Department Search by Principal Investigator s name (also know as PI name) Search by range of Project Numbers

26 Report Options: ESIS Project Summary Fund and Department 26 Optional: Enter a fund code if you want projects/grants within that fund only. Enter a Department code. Click Submit

27 Report Options: ESIS Project Summary Fund and Department 27 Click to view Project 133AE72 detail.

28 Report Options: ESIS Project Summary Fund and Department 28

29 Report Options: ESIS Project Summary PI Name 29 Last name, comma (no space), followed by first name. Click Submit

30 Report Options: ESIS Project Summary PI Name 30 Click to view all projects with Scott T Sanders as PI or Co PI.

31 Report Options: ESIS Project Summary Range of Project Numbers 31 Click

32 Report Options: Appointment Searches Salary Encumbrance Search 32 Click

33 Report Options: Appointment Searches Salary Encumbrance Search 33 Make sure this box is checked. Click

34 Report Options: Appointment Searches Salary Encumbrance Search 34

35 Report Options: Appointment Searches SFD Transaction Search 35 Click

36 Report Options: Appointment Searches SFD Transaction Search 36 Click

37 Report Options: Appointment Searches SFD Transaction Search 37 Click

38 Report Options: Appointment Searches SFD Transaction Search 38 Note: You only have to do this once.

39 Report Options: Appointment Searches SFD Transaction Search 39 Note: Re deposited or re issued payroll checks do not show on this report. Document IDs here are for salary cash transfers.

40 Report Options: Appointment Searches Tuition Remission Search 40 Click

41 Report Options: Appointment Searches Tuition Remission Search 41 Can limit search results to a specific semester. Names will have the following format: last, first

42 Report Options: Appointment Searches Tuition Remission Search 42 Note: the Surcharge Adjustment Statement (covered on the next slide) will contain all the appointments for an individual. Click on the Semester ID to go to the Surcharge Adjustment Statement. The two numbers in the middle indicate the Fiscal Year. The last number is used to indicate the semester (2 = fall, 4 = spring).

43 Report Options: Appointment Searches Tuition Remission Search 43 Select one of the available dates to limit the data displayed. Only transactions and calculations that occurred on or before the selected date will be displayed. The statement can also be viewed in one of three available PDF options. The amount displayed for each month is the cumulative surcharge earned at that time.

44 Report Options: Appointment Searches Tuition Remission Search 44 The total surcharge that has been earned for the individual. The amount of the surcharge that has been paid. The surcharge amount that has yet to be paid..

45 Report Options: Appointment Searches Tuition Remission Search 45 Click to view individual payment transactions. Click to view individual surcharge transactions

46 Report Options: Appointment Searches Tuition Remission Search 46 The Payments and Adjustments Detail will display individual salary payments and corrections. The Surcharges Detail page will display individual fee remission payments.

47 Report Options: AP/PO Searches Search for Direct Payments 47 Select Voucher to search by voucher number; Select Vendor to search by vendor name or vendor number. Click Types of payments you can search under AP/PO Searches menu: TER PIR Payments on Direct Payment Form.

48 Report Options: AP/PO Searches Search for Direct Payments 48 Note Employee s or a person s name always starts with last name; the format is last,first (no space after the comma). You can not use this screen to search for employee payroll payments.

49 Report Options: AP/PO Searches Search for Direct Payments 49 Click on Vouchers to view payment detail information.

50 Report Options: AP/PO Searches Search for Direct Payments 50 Click

51 Report Options: AP/PO Searches Search for Direct Payments 51 Check Number Check Date

52 Report Options: AP/PO Searches Search for Legacy Vouchers 52 Click

53 Report Options: AP/PO Searches Search for Legacy Vouchers 53 Legacy Voucher Number. Click

54 Report Options: AP/PO Searches Search for Legacy Vouchers 54

55 Report Options: Purchase Order Searches Searching for Legacy POs 55 Enter the PO number in the PO field to get detail transactions for the PO.

56 Report Options: Purchase Order Searches 56 Click

57 Report Options: Purchase Order Searches 57 Click

58 Report Options: Purchase Order Searches 58 Click to view details.

59 Report Options: Purchase Order Searches 59

60 Report Options: AP/PO Searches External Purchase Order Information 60 Requisition Summary Add On Tool ps/reqsummary.cfm Purchasing System Inquiry q.html Please contact Purchasing Services with any questions about the Purchasing System Inquiry Tools

61 Favorites: Introduction 61 Favorites allow for the easy return to search results or summary reports in the future. The use of Favorites is optional.

62 Favorites: Adding a Favorite 62 To save the search, click on Add to Favorites

63 Favorites: Adding a Favorite 63 You can also create file folders for different groups of reports. See slides on how to create and organize file folders. You are free to enter any name and description here. Click Save

64 Favorites: Accessing a Favorite 64 Access Favorites by clicking on this icon or use the Main Menu

65 Favorites: Accessing a Favorite 65 Link to Favorites in the Main Menu.

66 Favorites: Accessing and Modifying Favorites 66 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.

67 Favorites: Accessing and Modifying Favorites 67 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.

68 Help Features: Introduction 68 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: E Mail SFS Project Team: sfsmsn@bussvc.wisc.edu.

69 Help Features: Accessing the Help Features 69 Click to view the Help document on the page you are at. Click to access main help page.

70 Help Features: Glossary Page 70 Click The glossary page will contain many common WISDM and accounting terms.

71 Help Features: Glossary Page 71

72 Help Features: Accessing Terms on a Search Page 72 Click Click on the search field name will cause the definition of the term to appear in a pop up window.

73 Account Trees Use system default tree whenever possible. Ignore other trees that are not listed in the table below. 73 Project Grant Trees Tree Name MSN_GPR_DFLT MSN_FUNDORG_DFLT MSN_RSP_PJ_GT_DFLT MSN_142_PJ_GT_DFLT MSN_GRAD_SCH_PJ_GT Explanation GPR funds department reports (D or DP). GPR funds organization rollup. No revenue reported. PR funds department reports (D or DP). PR funds organization rollup. With revenue reported. RSP project/grant reports. Project reports for other funds not listed here. Without tuition remission accounts. For fund 142 project/grant reports, but fund 142 can also use MSN_RSP_PJ_GT_DFLT. Graduate School funds 135 and 101 project/grant reports. Accounts are organized into categories according to Graduate School reporting requirement.

74 Account Trees: Tree Drilldown Levels 74 Tree levels are organized based on summary of account categories. Level 1 is the highest level of summary (not used for WISDM reporting); Level 2 is fund total by (revenue and by) expenditures; Level 5 is the most detailed reporting by each account total. In most cases, level 4 is default for project/grant summary reports. At Level 5, accounts with no transactions on the project are not listed in the reports.

75 Account Trees: Tree Drilldown Example Level 2 75

76 Account Trees: Tree Drilldown Example Level 3 76

77 Account Trees: Tree Drilldown Example Level 5 77 Account Codes

78 Review 78 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 Where to get help Contact a Divisional WISDM Expert in your division: ml Visit SFS Training Website: Visit Business Services Acronym website: Visit FAQ page on the SFS website: E Mail SFS Project Team: sfsmsn@bussvc.wisc.edu.

79 What Questions Do You Have? 79 E Mail: sfsmsn@bussvc.wisc.edu