SUNY Business Intelligence BI Access and Navigation of

SUNY Business Intelligence (BI) Access and Navigation of Downstate’s Financial Information 10/19 – 10/25/18 Presented by: Department of Finance

SUNY Downstate Medical Center Financial Management Department BI Training & Education 10/19/18 – 10/25/18 Content: 1) Introduction 2) How to access and navigate BI 3) Variance Report Analysis (Hospital AUs ONLY) 4) Questions 5) Survey 2

Why BI Training? v It replaces Lawson for your overall budget management needs v Understand the “Req to Check” Check Process Requisition PO Packing Slip/ Invoice submitted to AP Payment to vendor BUDGET IMPACTE D v How to access data needed to manage and explain budget variances 3

Account Managers should be able to retrieve all the information they need to manager their Accounts from the SUNY Business Intelligence (BI) System. Though we are initially training primarily on the BI Account Summary dashboard, other types of queries can be utilized. Training for those will occur at a later date. Here all of the Finance dashboards currently available: Extended view Current access The five initial dashboards to which you will have access are Account Summary, End of Mont Management Summary, Reference, and Transaction Summary. Note: Any/all managerial accounting information that you need to do your job, you ought to be able to get from one of the BI dashboards. 4

How to Request Access to the BI System Go to: http: //downstate. edu/finance/forms. html Click Complete all Fields 5

How to Access SUNY Before opening. BI a browser, please note that SUNY recommends the Firefox browser, but Chrome also works. Please DO NOT use Internet Explorer to access BI as it does not work well with the program. • Open the Firefox or Chrome browser and navigate to: http: //downstate. edu • Click the Self Service menu option. • Click the SUNY Secure Login button. • If prompted, select Downstate Medical Campus, and login. • Enter Net. ID (username and password used to access computers). For detailed information, access the Job Aid at: http: //connect. downstate. edu/bi-login/ 6

After you sign in with your Net. ID, the following screen displays. • Click the Reports option. 7

1. Make sure the Business Intelligence tab is selected. 2. Click the Dashboards button. 8

1. Click the Dashboards drop-down arrow. 2. Expand the Financials section and select Account Summary. 9

Click the Account Summary tab. You can also navigate by clicking the links on this page. Details are listed next to each link. 10

Steps to Access Designated SUNY Accounts/AUs 1. Remove the zeros and replace them with your Account number (AU). Enter 6 digit Account (leave out the sub-00). If sub-Account, make sure to include the dash (e. g. , 670002 -01) Only accounts assigned to you can be viewed with your sign-on. 2. The current Fiscal Year displays. Click the drop-down arrow to view the previous Fiscal Years if needed. 3. Click the Apply button. 11

Viewing the Account Summary Definitions • PSR – Personal Service Regular/FTEs • TS – Temporary Service/internal temp staff • OTPS – Other Than Personal Service • • Allocation Total = Approved Budget Expenditure Total = Actual Expense Encumbrance Total = Purchase Orders and Requisition Available Balance = Allocation - Expenses - Encumbran For detailed definitions, please see the Glossary of Terms on pages 1719. PLEASE NOTE: Pending transactions take approximately three days to post. Icon Key Percentage of available balanced used. Between 90% & 100% < 90% > 100% 12

Viewing a Detailed Summary 1. Click the Select View drop-down arrow. 2. Select the Summary by Detailed Object option. 13

Comparison Summary View Vs. Detailed View 14

1. 2. click an item select Document Detail The Document Detail Window Displays Document Detail View The first 25 rows are visible. Click the double arrows to display all. NOTE: Check number info can be referenced, indicating that an item has been paid. You can click on any blue link for additional details. NOTE: 15

Document Detail Window Navigation Links • Use the Return link to go back to the previous page. If you use the browser’s back button, it may clear the previous search parameters. • Click the Export link to export the data to another program. 16

Viewing Detailed Payroll Information Payroll Search contains the original payroll entries but DOES NOT contain journal entries transfers or corrections. To view Payroll Journal Entries (including transfers and corrections): 1. Click on a payroll item. 2. Select the Payroll Info option. Detailed Payroll Information 17

Viewing the Sub-Objects Table The Finance Data Warehouse uses various Support Tables. To view the Sub-Objects table with various hierarchies and groupings: 1. Click the Dashboards drop-down arrow. 2. Expand the Financials section and select Reference. 3. Click the Sub-Objects option. Continued on next page 18

Viewing the Sub-Objects Table After you click the(Cont. ) Sub-Objects option from the Reference list, the following screen displays. 1. Query the table by using the search parameters, or 2. Download an Excel Spreadsheet with a complete listing by clicking the For Expenditure Object Listing, click here option. 19

Budget and Finance Glossary of Terms – Page 1 20

Budget and Finance Glossary of Terms – Page 2 21

Budget and Finance Glossary of Terms – Page 3 22

Take For Your Monthly Budget Review, Always Away Remember to View the Available Balance = Allocation – Expenditures - Encumbrances 23

Hospital Monthly Budget Variance Presentation

Changes to the Budget Variance Reporting Process IS: Reports: Follow-up: Review: WILL BE: Lawson on 25 th of month, from FIS Informal UHB-only level w/ no f/u meetings BI on the 2 nd business day, FIS Rule bound Formal meetings at AU and divisional levels 25

Monthly Budget Variance Calendar (Business Days) Task Activities Participants Day # Pre-BI Cutoff Perform closing entries prior to cutoff for: -000 Y 00 account -P-cards -positions requiring re-class -Reclass agency temp expend. -Required OTPS reclasses (MMS, etc. ) -Campus and Hospital Finance staff Pre –Closing (typically before the 26 th of the prior month) Closing -Tie to CER/SUNY close -Campus and Hospital Finance staff Day 1 (typically the 26 th of prior month) Publish Reports -Produce and distribute reports to AVPs and departmental managers -Hospital Budget staff Day 2 Departmental Variance Explanations -Review expenditures and budgets for instances of variance over allowable percentage -Prepare written reports to Hospital Budget staff -Hospital Departmental Managers/AVPs Day 7 Technical Review/Preparation for Variance Committee -Review departmental variance explanations -Prepare abstract for Variance Committee -Hospital Budget staff Day 13 26

Expectations: v Where do I find variances on which I must submit a report? You will receive two reports via email on the second business day after month-end closing; one with an annual projection and one YTD variance report. v On which variances will I need to report? If your actual in either report is more than 10% over budget at the major object level within any AU (eg. PS within AU # 361320) you must submit an explanation. v When is my explanatory report due and to whom? The explanation is due within 5 business days of receipt of report to: • For PSMilton Lewis 27

What Constitutes Good Explanations For Variances? Ø Processing issues, such as errors, miscoding, timing, delays, etc. not requiring departmental operational response, such as: • • • Your vendor(s) have not been paid or there is a delay in paying your vendors Accounts Payable has paid bills from last year in this fiscal year There are employees who are not in your department being coded to your AU or some or one of your employees is coded to another departmental AU Ø Operational issues that require action to resolve, such as: • This is an item that had to be procured but for which you did not budget (need to explain why it had to be procured) • The volume/usage that is materializing this fiscal year is not the volume/usage that was assumed when preparing the budget • You have several positions remaining vacant for which you must use 28 previously unplanned overtime

Information Available in Performing Research for Explanations v What should I be looking at to perform the necessary research? BI- provides detailed information on expenditures/actuals LBP-provides budget detail v What else should I be looking at? You should be familiar with volume actuals, trends and budgets for your department(s), which will lead to a much more meaningful explanation of variances. Each month’s report packages will include a report on monthly charge actuals and budget by department for your use. 29

YTD Variance Report Template 30

Annual Variance Report 31

Issues Types University Hospital of Brooklyn Downstate Medical Center System Access Robert Robinson – 718 -270 -2540 Allocation/Variance PS: Milton Lewis – 718 -270 -6303 OTPS: Sharad Kumar – 718 -826 -4953 Sergio Maffettone – 718 -270 -2790 Expenditures Peter Wolf – 718 -270 -4377 Franci Scharf – 718 -270 -3045 Encumbrances Maureen Crystal – 718 -270 -1976 Raul Tosado – 718 -613. 8723 IT/Hardware Issues Help Desk – 718 -270 -4357 General questions or issues: Jeff Rosen, 718 -613 -8721 http: //downstate. edu/finance/ BI Training 32