suny management resource tool (smrt) training manual - suny buffalo … · 2013. 1. 3. · buffalo...

SUNY Management Resource

Tool (SMRT)

Training Manual

Contents adapted by Buffalo State

December 2012

Original manual prepared by SUNY System Administration, February 2004

SMRT TRAINING MANUAL

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OVERVIEW

The SUNY Management Resource Tool (SMRT) Application was developed to help campus

managers monitor financial activity in state accounts. The application permits managers to monitor

budgetary allocations and reallocations, purchasing and expenditure activity, and payroll activity

including detail on individuals paid.

SUNY System Administration continues to develop tools and applications which will assist

managers in monitoring financial activity in campus accounts. A multi-year plan for administrative

systems is underway which includes use of a Web-based “Portal” through which many SUNY

business applications will be available to authorized users. The SUNY Portal is accessed through

the Web-based SUNY Homepage. Authorized users can expect the “look” of the Portal and its

screens to change from time to time as SUNY System Administration continues the development of

SUNY-wide applications.

The pages in this manual describe what an account manager needs to know in order to access the

SMRT Application successfully.

Users of the SMRT Application should note:

Application Internet Address The application is accessed through SUNY System Administration‟s Internet Homepage:

www.suny.edu

Single Sign-On Initial sign-on to the SMRT Application will register the user‟s LAN (Local Area Network)

User ID and password and will confirm authorized campus users. At Buffalo State the LAN

User ID and password are those entered by a user when signing on for a new or daily network

session at the computer and are also referred to as the “NT Username” and “NT Password”.

SUNY Manual SUNY System Administration issued a SMRT Training Document which can still be accessed

via the SUNY Portal. Buffalo State has adapted those portions of the SUNY manual which are

relevant for BSC managers; we encourage campus managers to use the Buffalo State SMRT

Training Manual.

Training: Training in the SMRT Application is offered periodically; individuals interested in

training should contact the Budget Office at 878-4312.

http://www.suny.edu/


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SUNY Home Page

URL - WWW.SUNY.EDU

Select: Faculty & Staff

SUNY secure sign on

http://www.suny.edu/


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SUNY Portal Web Page

This is the main Web page for SUNY employees to access applications that are being used

by SUNY System Administration.

Buffalo State Users: A user may choose to bookmark either SUNY‟s Homepage or SUNY‟s

Employee Services address for quick access to the SMRT Application.

Select: Sign On >>>


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SUNY User Validation Screen

Select campus listing from drop down field and then Login.


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Select Buffalo State and then Login.


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This screen validates an authorized user as an employee of a specific campus.

Complete fields with NT Username and NT Password; select Login

o Login Violations thru the Portal

If a user enters an invalid NT Username, one is allowed 20 invalid attempts.

After the 20th

invalid attempt a user‟s computer will be denied access to the

application for 2 hours.

If a user enters a valid NT Username and an invalid NT Password, one is

allowed 5 invalid attempts. After the 5th

invalid attempt, a user‟s NT

Username will be denied access to the application for 15 minutes.

o Timeout

If the application window remains open, but a user is inactive for ~ 20

minutes, the application will return to the user validation screen when the

user next tries to use the application. At that point one must sign-on again.


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SCSO Login Screen

The above screen may occur the first-time a user signs on for the SMRT Application. Part of the

user authorization process is to create a “security cross-walk” permitting authorized users &

passwords to be recognized in both the SUNY Portal and the network in which additional security

authorizations may be granted to a user. For those who need to complete this screen it will appear

only once, the first time the user accesses the SMRT Application.

The campus security administrator will provide a user with the SCSO User ID and Password that

allow this screen to be completed.

From this point forward the SMRT Application will use one‟s NT Username and NT Password for

employee validation purposes.


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Employee Services Menu

This screen will populate with one or more “folders” and visual tabs for different categories

of SUNY administrative applications. A user will be able to access individual SUNY

applications successfully only if authorized for the specific application.

1) First select the tab: SUNY Business Systems Applications

2) Next select the application: SMRT – SUNY Management Resource Tool

Please note that this screen also includes the „Account Activity Quick View‟. This allows the user

to track certain key accounts for quick access to the account balance screen in SMRT without

having to go into the system for up-to-date account balance information. Accounts can be easily

added to or deleted from the list and balances show for the current and lapsed fiscal years. By

clicking on the account link the user can enter the SMRT application directly showing the account

balance screen for the account chosen. This is a particularly useful feature for users who monitor

more than one account.


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SMRT Application Main Menu

The main menu of the SMRT Application is broken up into 3 areas (panels):

Navigation – This will help a user navigate through the application allowing a user to

change from screen to screen, print, or export one‟s reports.

Initial choices:

o Management Reports – This link will bring a user to the management reporting

screen.

Buffalo State Users: Any references to „Management Reports‟ or „Account Structure‟

utilizes a feature of the application which is presently not in place at the campus. The

feature therefore, does not produce consistent or valid results if accessed.

o Security – This option appears only for Security Administrators.

o Main Menu – This will return a user to the main menu screen.

Navigation

Criteria

Account Structure


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Criteria – This is where a user will select the criteria and account(s) for which a report is desired.

Initial choices:

o Fiscal Year

o SMRT Realtime - is a new field dropdown with the choices of „No‟ which is the

default, or „Yes‟. This will provide authorized users with account data in real-time,

instead of data as of close of business from the previous day. The choice is saved in

a cookie on the user‟s machine, so the next time the user login, it will keep the last

setting the user made. The Realtime information only affects the Account Balance

screen and its drilldown.

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 Accounts by Name – dropdown list of accounts in name order

o Accounts 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

Month End

Open PO‟s

Payroll Summary

Transaction Detail

Transaction Criteria

Account Structure – This feature reflects an organization as it may be defined on a user‟s

campus. The view of the campus structure is user defined and can be different from user to

user. This will help a user look at groups of accounts for reporting purposes and is a new

feature.

Buffalo State Users: Any references to „Management Reports‟ or „Account Structure‟

utilizes a feature of the application which is presently not in place at the campus. The

feature therefore, does not produce consistent or valid results if accessed.


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Main Menu operation

Choose the appropriate information from the criteria panel and press the submit

button. A user will then be transferred to the appropriate report screen for viewing,

printing, or exporting of one‟s data.

Error messages: They will display in red at the top of the criteria panel and will

remain until a user selects new criteria and submits the criteria.

Screens / Reports

Account Balance

Month End

Open PO‟s

Payroll Summary

Transaction Detail


These screens are separated into a navigation panel area (on the left-hand side of the screen) and a

scrollable report panel area (on the right-hand side).

The navigation area now displays available reports for this account along with an option for

printing, and exporting data to MS Excel. A user 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 one‟s report panel will be transferred to a

PDF file and displayed for printing in one‟s browser via the Adobe application. If one‟s machine is

not installed with adobe a user can download a free version by going to www.adobe.com and

following the appropriate instructions. To return to the SMRT Application from Adobe a user must

press the back button.

Buffalo State Users: Using the left-hand side “Print” command will invoke Adobe and allow the

user to select associated print options. Should one select (likely, through habit) the print option

identified on the Internet Browser toolbar, the results will not display screen contents intact since

the program is designed to use the Adobe application for printing.

Exporting to MS Excel – In order to use this link, one‟s machine must have Microsoft Excel

available as an installed application. To return to the SMRT Application from Excel a user must

press the back button.

http://www.adobe.com/


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Account Balance

The Account Balance report provides a one-page summary of transactions including allocation,

expenditures, encumbrances, and balance. Transactions are updated overnight and those entered on

a given business day can usually be viewed the next business day.

Although the SMRT Application allows for several variations of reports, most managers will find

the Account Balance report will satisfy most needs for monitoring account resources and financial

transactions. Most highlighted numbers allow drill-down capability which will show the lower-

level detail that summarizes to the Account Balance report.

Navigation Scrollable

Report (if

highlighted)


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Payroll Summary

The Payroll Summary report provides employee position line item detail for payroll expenses

posted to the account for the fiscal year

Highlighted numbers will allow additional drill-down capability.

Employee name listed

with line no.

Expenditures to date for

employee

Encumbrances to year-end for

Personal Service

employee

Committed =

Expended +

Encumbered

Budgeted

salary for

employee

Position FTE for employee.

Typically 1.0 FTE for full-

time employee and < 1.0 FTE for a part-time employee.

Can be a fraction at year-end

and beginning-of-year due to fiscal year split payrolls.


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Transaction Detail

The Transaction Detail report provides a chronological listing of transactions posted to the account

during the fiscal year. This report can be useful if attempting to narrow a focus for transactions

which may be defined by date or reviewing a year-to-year comparison for similar financial

transactions.

Note: All budgetary allocations established for beginning of year (July 1st) will be identified with

the description “Legislative Budget Request”. This is true for all accounts and all categories of

expense. Any business office transactions that occur after July 1st should include descriptions

particular to the given transaction.


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Choosing the Transaction Criteria report adds an additional screen after the main menu which

allows a user to choose a sub-object range, date range, or individual transaction code. After this

screen is submitted, one‟s account data will display as a transaction detail report. This report can be

useful when investigating discrete types of transactions and / or transactions within a discrete period

of time.


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IFR Cash Page (see next page for screen)

Choosing an Income Fund Reimbursable (IFR) account on the Main Menu screen in combination

with selecting the Account Balance report will take the user automatically to the IFR Cash Page.

This immediate application response is due to the significant role that cash plays for any IFR

account. While budget allocation for the account must be in place prior to expenditure, so must cash

“support” the allocation prior to any expenditure being authorized. Expenditure authorization

should occur ONLY to the extent that cash is available in the account.

The IFR Cash Page will also reflect the following activity for an account:

Cash to Start the Year

Prior Year Ending Cash Balance

Prior Year Obligations Yet to be Expensed

Adjusted Beginning Year Cash Balance

Revenue Collected for the Current Year

Expenditures / Charges to Current Year

Fringe Benefits Charged, Accrued

Overheads Charged, Accrued

Personal Service Expensed, Encumbered to Year-End

Temporary Service Expensed

OTPS Expensed, Encumbered

Total Expensed, Encumbered

“The Bottom Line”

Current Cash Balance

Additional information on the page will indicate which, if any, supplemental Reserve IFR accounts

are associated with the given account.

Also shown are assessment percentages which apply to the account including:

Fringe Benefits

Administrative Overhead

Maintenance & Operation Overhead.


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(Note: This page was too large for just one screen print. The lower portion of page follows below.)

IFR Cash Page

Account # and Title will be here


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IFR Account Balance

From the IFR Cash Page one can select the Account Balance report and the familiar format will

appear. Note that the allocation, expenditure, and encumbrance detail, as shown on the IFR Cash

Page for the current year, is summarized on the Account Balance report.

28160 BUFFALO STATE - Account Status by Object Group

901210-00 INTERCOLLEGIATE ATHLETICS - Fiscal Year 08 - 09

Cost Center - 28-316168-0R08 Charge Campus - 28160

Account # and

Title will be here


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Multiple Accounts Reporting

While on the main menu, instead of choosing an individual account, a user can choose 2, 3, or all

accounts that are available within the scope of accounts authorized for a user. This can also,

depending on the funds a user choose, show an all funds report which is what is used as the default

when running multiple report accounting. A user chooses all accounts by clicking on the „All

Accounts Below‟ choice within the “Accounts by Name” or “Accounts by Number” list boxes, or

chooses 2 or more accounts within these list boxes by clicking on each account number while

holding down the ctrl key on one‟s keyboard.

Buffalo State Users

The steps to printing summaries for Multiple Accounts are:

1) Hold down the ‟Ctrl‟ key on the keyboard

2) While holding down the „Ctrl‟ key, select (Click with mouse) those accounts a user would

like summarized together.

3) Click „Submit‟ button.

Multiple Accounts


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The selected accounts will summarize in the report format selected. Additionally, one can select

account-level detail from screen by selecting the desired account and then the “Go” button.

Account list


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Account Balance Screen + Month End

The Month End report can be useful when a manager needs to review activity which has occurred

through a month-end period or do a year-to-year comparison for a discrete period ending at month-

end. This option can be selected for single accounts or Multiple Accounts. Note that if the “Month

End” report option is selected, one must select concurrently an appropriate date from the “Year

Month” field on the Main Menu.

Account list


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Open PO’s [for Multiple Accounts Option]

The Open PO‟s report will provide detail for open Purchase Orders for an account(s). Since the

SMRT Application is updated daily for all transactions, using this feature will allow managers to

monitor purchase requisitions.

Please note: an individual account purchase requisition and charge might be included in a larger

institutional purchasing requisition for a given vendor. If this is the case, a user will be able to view

the entire Purchase Order detail, which will include the detail specific to the account in question.

Users can confirm that the appropriate charge will be posted to the account by reviewing the

“Encumbrance” detail for the account.


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Management Reports

Buffalo State Users: Any reference to this SUNY-wide feature of the application utilizes an accounts

structure hierarchy which is presently not in place at the campus. The feature therefore, does not

currently produce consistent or valid results if accessed.

System Requirements:

PC with browsers Internet Explorer (IE) 7.0+

or Mozilla Firefox 3.5+, on the Windows operating system

http://www.suny.edu/System_Links/Web_Accessibility/web_accessibility.cfm

suny management resource tool (smrt) training manual - suny buffalo … · 2013. 1. 3. · buffalo...

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