FISCAL AFFAIRS, SF STATE UNIVERSITY

User’s Guide Finance Reporting

Using Oracle Business Intelligence Enterprise Edition (OBIEE)

Corazon Wong Updated 9/9/2011

User Guide for accessing Finance Reporting with links to other documents providing detail instructions and/or information.

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Table of Contents

Overview 1 Benefits 3 2 Dashboard and OBIEE Answers 3 3 Dashboard Landing Page 4 4 Reporting Security 4 5 Access Requirements 5 6 Acronymn 5 7 Report Column Definitions 5 -6

Dashboards

1 Fund Types/Dashboard 7-10 2 Available Balance Calculation

a. General Fund 11 b. Capital Outlay 12 c. Grants and Contracts 12 d. Trust Funds 13 e. University Corporation/SF State Foundation 14

Reports 15

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OVERVIEW 1. Benefits

• Web-based, Secure and Easy to use • Performance – time and effort involved in generating reports are

significantly reduced • Interactive Reporting and Drill-down to details • Facility to export / download report to Excel, PowerPoint, data, and web

page • Minimal learning curve

See announcement dated September 15, 2009.

2. OBIEE Answers and Dashboards

Oracle Answers o Report-building interface provided by Oracle Business Intelligence

Enterprise Edition (OBIEE) o Used for the construction of both Queries (the data) and Reports (the

presentation)

Dashboards o Visual display of the most important information, consolidated and

arranged on a single screen o Repository for reports and other links o Contain data summarized at a high level with the ability to “drill down”

to levels of detail

Click here for SF Finance Reporting Dashboard

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3. Dashboard – Landing Page

4. Reporting Security

Shibolleth web single sign-on o SF State ID and Password

Data Authorization – o Using FMS data security on Business Unit, Departmental Level and Fund

Code o CSU Sponsored Program

• Associated Project – PI and PIA Information

OBIEE Presentation Server Permissions – o Control access to Web Catalogs, Folders, Dashboards, etc…

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5. Access Requirements

SF State ID – University identification number (aka employee ID, UIN, etc)

SF State Password – same as SF State email password

Completed ESIP (Employee/Student Information Privacy) Training

FMS Account with permissions for either Department or Project reports

6. Acronyms

MTD – Month-to-Date. Current month’s activity for the accounting period specified in the criteria

YTD – Year-to-Date activities in accounting period between 1 – 12

PTD – Project-to-Date (Period 0 + YTD activities)

FY – Fiscal Year

POs – Purchase Orders

REQs – Requisitions

CFs- PeopleSoft (PS) Chartfield

Visit the following Fiscal Affairs web page: http://fiscaff.sfsu.edu/services/fms/training/tutorials/tutorials_big.jsp

7. Report Column Definitions

Original Budget – Total amount for initial budget transactions

Revised Budget – Amount reflects the sum of all budget transactions; includes Initial-Budget Total plus Year-to-Date Budget Adjustments

MTD (Month-to-Date) Amount – Sum of the transactions for the selected accounting period

YTD (Year-to-Date) Amount – Sum of the journal activities from Period 1 (July) up to the selected Accounting Period from the prompted fiscal year

PTD (Project-to-Date) Amount – Includes the roll-over amount from the previous fiscal year, i.e. Period 0 plus all the YTD activities

Open POs – Total for all outstanding purchase order/s

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Open REQs – Total amount of approved requisitions not sourced to POs

Beginning Balance (for SFCMP Trust Fund type use only) – The net of the previous fiscal year’s total revenue and expenditure amounts are posted into the PeopleSoft (PS) Account 305002; use for the available balance calculation (Note: Business Units UCorp and SF State Foundation should not use this account; prior years’ total is rolled forward in Revenue and Expenditure accounts in period o)

Available Balance - The default calculated amount is based on the type of fund. For budgeted accounts such as General Fund, Capital Outlay and Grants & Contracts, positive amount indicates availability of funds while negative amount signifies deficit balance. For Trust and Revenue Funds (self-support operation), it is the other way around. Negative balance for the department or project equates to having money left, and positive amount suggests having insufficient funds

MTD PO – Provides a listing of all transactions affecting encumbrance (purchase order) ledger (ie. Ledger_KK-Enc) within the selected accounting period. It is grouped and sorted by PO number

YTD PO – Provides a listing of all transactions affecting encumbrance (purchase order) ledger (ie. Ledger_KK-Enc) within the selected fiscal year. It is grouped and sorted by PO number.

MTD REQ – Provides a listing of all transactions affecting pre-encumbrance (requisitions) ledger (ie. Ledger_KK-Pre) within the selected accounting period. It is grouped and sorted by Requisition number

YTD PO – Provides a listing of all transactions affecting pre-encumbrance (requisitions) ledger (ie. Ledger_KK-Pre) within the selected fiscal year. It is grouped and sorted by Requisition number.

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DASHBOARD

Dashboards were created based on Fund Types 1. Fund Type/Dashboard for SFCMP

Fund Type Fund Code/s Dashboard

Capital Outlay

[BH000 - BP999]

[GC001 - GC999] Capital Outlay

General Fund

[GS108] - 2008-09 General Fund Transfer

[NG001] - General Support & Student Fees General Fund

Grants & Contracts

[SG001 - SG999] Grants & Contracts

Trust Fund

[NG002 - NG999]

[NS001] - ARRA Stimulus Fund

[SC002 - SC003]

[SP001 - SP999]

[TA001 - TA999]

[TC001 - TC999]

[TD001 - TD999]

[TG001 - TG999]

[TH001 - TH999]

[TL001 - TL999]

[TM001 - TM999]

[TP001 - TP999]

[TR102 - TR104]

[TS001 - TS999]

[TT101 - TT999]

[TU001 - TU999]

[UL003] - Tf-R Uribe Memor S-T Loan

[UM001 - UM999]

[US001 - US999]

[WF001 - WF999]

[WL001 - WL999]

[WS001 - WS999]

Trust Fund

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Revenue Funds CEL, Hsng, Parking

[DC101] - Dcf-Hsg Sf Prop Acq Ban Exp

[DC102] - Dcf-Hsg Sf Res Apt Bldg

[DC103] - Dcf-Hsg Prop Acq 03/04

[DC104] - Dcf-Res Apt Bldg Imprv Proj

[DC105] - Dcf-Student Housing Acq Lot 42

[DC106] - Dcf-Stu Housing Acq Stonestown

[DC401] - Dcf-Sf Camp Union Expansion

[DC402] - Dcf-Sf Camp Union Series B

[DC403] - Dcf-Stu Union Local Proj 2006

[DH104] - Drf-Housing Revenue

[DH201] - Drf-Housing Expenditure

[DH303] - Drf-Housing SMIF PY

[DH304] - Drf-Housing SMIF CY

[DM104] - Dbm-Housing Revenue

[DM113] - Dbm-SMIF Interest PY

[DM114] - Dbm-SMIF Interest CY

[DM201] - Dbm-Housing Expenditure

[DM202] - Dbm-Parking Expenditure

[DM203] - Dbm-Aux Facilities Expend

[DM204] - Dbm-Sf Camp Union Expend

[DM205] - Dbm-Sf Camp Union Revenue

[DU201] - Drf-Sf Camp Union Expend

[FF201] - Frf-Health Facilities Fee Exp

[FM201 - FM299]

[PF104 - PF999]

[PM104 - PM999]

[PR104 - PR999]

Trust Fund

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2. Fund Type/Dashboard for Auxiliary Units

Fund Type

SFASI SFCSC SFPFD SFFDN Dashboard

-

[AS001 -

AS999]

[SC001 -

SC999]

General Fund

General Fund

[PF110] -

GENERAL FUND

[FN100 -

FN110]

[FN199] -

FUND NOT

DEFINED

General Fund

Unrestricted

[FN111] - WORKING CAPITAL

[FN112] - GENERAL CONTINGENCIES RESERVE

[FN113] - BD APPROP & OTHER UNRESTRICTED

[FN114] - PLANT FUND

[FN115] - BUSINESS SERVICES

UCorp/SF State FDN

Grants & Contracts

[FN120] - FEDERAL GRANTS

[FN121] - STATE GRANTS

[FN122] - LOCAL GOVERNMENT

[FN123] - PRIVATE FOUNDATION

[FN124 - FN129]

Grants & Contracts

Campus Programs

[FN130 - FN139]

UCorp/SF State FDN

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Scholarship [FN140 - FN149]

UCorp/SF State FDN

Endowments

[PF150] - TEMPORARY ENDOWMENT

[PF151] - QUASI ENDOWMENT

[PF152] - PERM. ENDOWMENT

[FN150] - TEMPORARY ENDOWMENT

[FN151] - QUASI ENDOWMENT

[FN152] - PERM. ENDOWMENT

UCorp/SF State FDN

Interest Bearing

[PF160] - INTEREST-BEARING

[FN160] - INTEREST-BEARING

UCorp/SF State FDN

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2. Available Balance Calculation

Type of Fund /

Dashboard

Business Unit:

Fund Code

Default

Account

Type Used Default Calculation

Available

Balance (e)

General Funds

SFCMP: NG001

SFASI: AS###

SFCSC: SC###

SFPFD: PF110

SFFDN:

FN100-FN110

FN199

Expense

(6#####)

(a) Revised Budget

Less:

( b ) YTD Actuals (Rev&Exp)

( c ) Open POs

(Encumbrance)

( d) Open REQs

(Pre-Encumbrance)

Positive – there is

money left

Negative – deficit

Business Units: SFCMP, SFFDN, SFPFD,

SFASI, SFCSC (a) (b) (c) (d) (e)

A B C D E

Cab A

Cab

Deficit

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Type of Fund

/DashBoard

Bus Unit:

Fund

Code/s*

Default

Account

Type Used Default Calculation

Available

Balance (e)

Capital Outlay

SFCMP:

BH###

BP###

GC###

Expense

(6#####)

( a ) Revised Budget

Less:

( b ) PTD Actuals (Rev& Exp)

( c ) Open POs (Encumbrance)

( d ) Open REQs

(Pre-Encumbrance)

Positive – there’s

money left

Negative - deficit

Business Unit: SFCMP (a) (b) (c) (d) (e)

Type of Fund

/DashBoard

Bus Unit:

Fund Code/s*

Default

Account

Type Used Default Calculation

Available

Balance (e)

Grants &

Contracts

SFCMP :

SG###

SFFDN :

FN120- FN124

Expense

(6#####)

( a ) Revised Budget

Less:

( b ) PTD Actuals

( c ) Open POs (Encumbrance)

( d ) Open REQs (Pre -

Encumbrance)

Positive – there’s

money left

Negative - deficit

Business Units: SFCMP and SFFDN

( a ) ( b ) ( c ) ( d ) ( e )

Cab 11 1 Cab 2

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Type of Fund

/DashBoard

Bus Unit:

Fund Code/s*

Default

Account

Type Used Default Calculation

Available

Balance (e)

Trust &

Revenue

Funds

SFCMP:

See Fund

Reporting

Tree below

Equity

(305002),

Revenue

(5#####),

Expense

(6#####)

(a) Revised Budget

Less:

(b) Beg Balance (305002)

+ (c) YTD Actuals

(Revenue + Expenses)

+ (d) Open POs (Enc)

+ (e) Open REQs (Pre-Enc)

Positive – there’s

money left

Negative - deficit

(a) (b) (c) (d) (e)

TRUST FUNDS -REVENUE FUNDS - Cel, Hsg, Prkg

[TC001 - TC999] CEL [DH104] - Drf-Housing Revenue [DH201] - Drf-Housing Expenditure [DH303] - Drf-Housing SMIF PY [DH304] - Drf-Housing SMIF CY [DM104] - Dbm-Housing Revenue [DM113] - Dbm-SMIF Interest PY [DM114] - Dbm-SMIF Interest CY [DM201] - Dbm-Housing Expenditure [DM202] - Dbm-Parking Expenditure

[DM203] - Dbm-Aux Facilities Expend [DM204] - Dbm-Sf Camp Union Expend [DM205] - Dbm-Sf Camp Union Revenue [DU201] - Drf-Sf Camp Union Expend

[FF201] - Frf-Health Facilities Fee Exp [FM201 - FM299]

[PF104 - PF999] [PM104 - PM999] [PR104 - PR999]

TRUST FUNDS - Trust, Lottery,Fin Aid, WS

[NG002 - NG999] [NS001] - ARRA Stimulus

Fund [SC002 - SC003] [SP001 - SP999] - Special

Projects [TA001 - TA999] [TD001 - TD999] [TG001 - TG999] [TH001 - TH999] [TL001 - TL999] [TM001 - TM999] [TP001 - TP999] [TR102 - TR104] [TS001 - TS999] [TT101 - TT999] [UL003] - Tf-R Uribe Memor

S-T Loan [UM001 - UM999] [US001 - US999] [WF001 - WF999] [WL001 - WL999] [WS001 - WS999]

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Type of Fund

/Dashboard

Bus Unit:

Fund

Code/s*

Default

Account

Type Used Default Calculation

Available

Balance (d)

Unrestricted,

Campus Programs

Scholarhip

Endowments

Interest Bearing

UCorp /

SF State

Foundation

Dashboard

SFFDN:

FN111-FN115

FN130-FN139

FN140-FN149

FN150-FN152

FN160

SFPFD

PF150-PF152

PF160

Revenue

(5#####),

Expense

(6#####)

(a) PTD Actuals

(Revenue + Expenses)

+ (b) Open POs

(Encumbrance)

+ (c) Open REQs (Pre-Enc)

Negative – there’s

money left

Positive - deficit

Business Unites: SFFDN and SFPFD ( a ) (b) (c) (d)

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Reports

Dashboard Fund Type : Code/s Default

Sort/Grouping:

Other

Reports/URL

General Funds General Funds :

SFCMP : NG001 SFASI: AS###

SFCSC: SC###

SFPFD: PF110

SFFDN:

FN100-FN110

FN199

Cabinet

Division

Dept Group

Department

Financial Summary

Report

Grants & Contracts: SFCMP

SFFDN

Grants & Contracts :

SG001

FN120- FN124

Project ID

Trust Fund SF Campus : SFCMP

Trust & Revenue

Funds (see list under

Available Balance Calculation)

Project ID and/or

DeptID

Capital Outlay Capital Outlay : BH### - BP###; GC###

Cabinet

Division

Dept Group

Department

Trust

Fund/Endowment

for: UCorp: SFFDN

SF State

Foundation: SFPFD

FN111-FN115

FN130-FN139

FN140-FN149

FN150-FN152

FN160

PF150-PF152

PF160

Project ID and/or

DeptID