GWA Publication Form and Process Overview Updated 02/11/2013

Overview This document will review the GWA Publication Form, associated reports and publication process.

Form Layout

The Form consists of 4 sections. The sections are Publish by Period, Publish Listings, Report Type and the MTS Report Tabs. Each section is covered below.

Form Sections

Publish by Period When opening the Form, enter the Report Year (Fiscal) or click on the List of Values to select a Report Year. Then click the Load button. This will load any previously created Publications for the Report Year selected.

The Period Name section has one unique record per GL period. This is shown in YYYY-MM format with MM 01 being October and 12 being September, etc... To create a new Period Name record, enter the Period Name or click on the List of Values to select periods for the selected Report Year.

Publish Listings Publish Listings is the parent record to the MTS Report Tabs below and a child record of the Publish Period record. The user can select the type of listing to create and once created, the Date/Time will be populated. The Published Flag defaults to ‘N’ and can be changed to ‘Y’ by clicking the Publish button.

The Create button is used to kick off a request to create the desired listing. This request is retrieving GWA Trial Balance data as of the current date and time and storing this data in the database. The MTS reports are based off this collection of data.

The Refresh button is used to look for the completed listing creation request to complete. Once complete, the MTS Report Tabs will be populated.

To create a new listing, start by selecting the type (MTS, COMBINED or CURRENT). For each Period Name, there is a unique Publish Listing record by Type and Publish Flag. For instance, in 2012-12 you can create and publish an MTS Report Type and then also create another MTS report. The Form will restrict publication of a second MTS for that Period.

There is a 4th button called Republish that becomes visible when the user selects a published listing. When the user clicks on the republish button the published listing selected will be archived in the database and cleared from the form. Then the user can create and publish a new listing for that period.

Report Type This section lists the available report output formats. The default is Excel but we also support PDF, HTML, RTF and XML. This is a static section and does not tie to any specific Period or Listing records. The report requests are kicked off by clicking on the Generate Button on each MTS report tab.

MTS Report Tabs MTS 6, MTS 6A, MTS 7 and Combined are the 4 reporting tabs. Combined is only visible when creating a Listing with a COMBINED type. Each Report tab has a Generate button. This button is clicked when the user wants to generate the report output formatted in the Report Type selected. This kicks off a request and the report is available in the output of the request.

MTS Reports MTS Table 6

This report displays data by Program Sequence Number and Title. The table below shows each reporting column and how we calculate each amount:

Column Calculation

Net Transactions This Month Current Year Account Ending Balance Month – Current Year Account Beginning Balance Month

Net Trans Fiscal Year to Date This Year

Current Year Account Ending Balance Month - Current Year Beginning Balance

Net Trans Prior Fiscal Year to Date

Prior Year Account Ending Balance Month – Prior Year Beginning Balance

Acct Balances Beginning This Fiscal Year Current Year Beginning Balance

Acct Balances Beginning This Month Current Year Account Beginning Balance Month

Acct Balances Close of This Month Current Year Account Ending Balance Month

MTS Table 6A

This report displays data by Program Sequence Number and Title. The Prior MTS Published field and the Current Collection Date are displayed to the user at the top of this report tab. This date range is used in backdated calculations.

The table below shows each reporting column and how we calculate each amount:

Sequence Column Calculation 5 This Month Seq 15 Seq10 for This Month

This Year Seq 15 Seq10 for This Year Prior Year Seq 15 Seq10 for Prior Year

10 This Month All Backdated Transactions posted to Periods prior to the selected Period between the Last MTS Published Date and the Current Listing Date.

This Year All Backdated Transactions posted to Periods prior to the selected Period between the September MTS Published Date and the Current Listing Date.

Prior Year All Backdated Transactions posted to Periods prior to the selected Period between the Prior September MTS Published Date and the Current Listing Date.

15 This Month Current Year Account Beginning Balance Month This Year Current Year Beginning Balance of the Year Prior Year Prior Year Beginning Balance of the Year

20 This Month This Month Transactions This Year This Year Transactions Prior Year Prior Year Transactions

25 This Month This Month Transactions This Year This Year Transactions Prior Year Prior Year Transactions

30 This Month This Month Transactions with On/Off Budget Indicator of ON.

This Year This Year Transactions with On/Off Budget Indicator of ON.

Prior Year Prior Year Transactions with On/Off Budget Indicator of ON.

35 This Month This Month Transactions with On/Off Budget Indicator of OFF.

This Year This Year Transactions with On/Off Budget Indicator of OFF.

Prior Year Prior Year Transactions with On/Off Budget Indicator of OFF.

55 This Month This Month Transactions This Year This Year Transactions Prior Year Prior Year Transactions

60 This Month This Month Transactions This Year This Year Transactions Prior Year Prior Year Transactions

65 This Month Current Year Beginning Balance Month + This Month Closing Balance

This Year Current Year Beginning Balance Year + This Year Closing Balance

Prior Year Prior Year Beginning Balance Year + Prior Year Closing Balance

MTS Table 7

The MTS Table 7 report displays transactions to date for the given month, along with Fiscal Year to Date and Prior Fiscal Year to Date.

Column Calculation OCT October Transactions this year to date NOV November Transactions this year to date DEC December Transactions this year to date JAN January Transactions this year to date FEB February Transactions this year to date MAR March Transactions this year to date APR April Transactions this year to date MAY May Transactions this year to date JUN June Transactions this year to date JUL July Transactions this year to date AUG August Transactions this year to date SEP September Transactions this year to date

Column Calculation

Fiscal Year to Date Current Year Acct End Balance Month – Current Year Beginning Balance Fiscal Year

Comparable Period Prior Fiscal Year

Prior Year Acct End Balance Month – Prior Year Beginning Balance Fiscal Year

Combined vs (MTS)

The Combined report tab allows the user to compare the COMBINED listing selected to another Listing in the same Period. The options are Published MTS, Non Published MTS or Current. If the Listing being compared does not exist, no data will be returned. The user clicks the Refresh button after selecting the report to compare.

For each USSGL account/title, the MTS Balance (comparison balance), Combined Balance, Amount Change and % Change are returned to the user.

Column Calculation

MTS Balance Shows the activity posted to the given USSGL for the Listing being compared to.

Combined Balance Shows the activity posted to the given USSGL for the COMBINED listing.

Amount Change MTS Balance – Combined Balance % Change % Difference of MTS Balance and Combined Balance

Publishing process: Choose the GWA Publisher Function.

Under the Publish by Period section, choose the Report Year and Period Name you wish to produce the reports from, then hit save.

Under the Publish Listings Section, choose the Report Type and hit Create.

After hitting Create a Transactions complete message will pop up (hit ok). Then a Request ID will pop up (take note of the Request ID and hit ok).

Review your request status by checking the Request ID.

Once your request has completed, click the Refresh button in the Publish Listings section.

After pressing the Refresh button, notice that the MTS Tabs are now populated with the data from the period requested. At this point the reports are not yet published. To publish you can click on the Publish button.

When publishing the MTS reports, you may choose the media you want to publish the reports with. Also, after you have published notice that the Publish button changes to say Republish.

You can review the output of the selected report by hitting the Generate button at the bottom right.

For this example the request was ran to see the MTS 6 report output.

Following the path of View>Requests>All My Requests you will find the Request ID.

Click on the View Output button.

This is an example of what the report looks like.

To produce reports for the other tabs you will follow the same process, except you will choose the MTS 6A or MTS 7 tab before beginning.

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