October 2014 Edition. AFISM 2 KNOW - October 2014 Edition. Quick TIP COGNOS. Do you need Access to Student Reports in Cognos?

Transcription

1 October 2014 Edition AFISM is committed to providing a valuable knowledge base to the TTU employee infrastructure and our directive is to meet the individual needs of all our customers. You may or may not have heard of the changes that have occurred and new products that have been developed in the past few months. Below, you will find a highlight of the most recent items and the business need for each. Each month, our newsletter ends with a Quick-Tip of some useful tools that you may or may not be aware of. This month s newsletter contains information about adding Student Cognos Reporting Access for an employee, and a reminder about the new fiscal year. In addition, you will also find a schedule of trainings offered by AFISM during the month of October and a return of the section called The Question where we will discuss budget carry-forwards. AFISM 2 KNOW - October 2014 Edition Quick TIP COGNOS Do you need Access to Student Reports in Cognos? This week s quick tip will explain the employee training requirements and process to gain access to these reports. The Question:? How do I carry forward 2014 FY Budget to FY 2015? To do this, you will process a budget revision in the online Budget Revision System ( Use Option 2 Budget of Fund Balance. Indicate the FOP to carry forward the funds to, how much you are carrying forward, and which budget pool (account code(s)) you want to budget the related expenses in. 1

2 **Notes: Many Funds do not allow carrying forward unspent amounts from prior years. For questions about which Funds allow carry-forwards and which do not, please contact the appropriate Accounting office (FST/ORA). Approval from the Fund Manager is required for all carry-forwards. 2

3 New Fiscal Year - REMINDER Update your Available Budget tab on Raiderlink to 2015 With the start of a new fiscal year there are many tasks to be completed. Don t forget to update to FY 2015 in the Available Budget tab. To do this, follow the steps outlined below: 1. Access the Available Budget Tab 2. Click on the first icon within the upper right of the box 3. Enter 15 in the Fiscal Year Field 4. Click Apply and View Data to complete the update 3

4 Up Coming Trainings Offered By AFISM - For the Month of October - The following is a list of trainings offered by AFISM during the Month of October. If you are interested in attending one of the trainings offered please follow this link to SumTotal to register for a class as well as find up-to-date information about training offered by AFISM. Class Name Date All About HR and epaf 10/22/2014 Banner Student - Banner Basics 10/14/2014 Banner Student - Banner Basics 10/22/2014 Banner Student - Banner Basics 10/28/2014 Banner Student - Intermediate Training 10/15/2014 Banner Student - SFASRPO (Permit) Training 10/16/2014 Banner Student - Time Ticketing Workshop 10/16/2014 Budget Management and Revision 10/15/2014 Cognos Grant Reporting 10/21/2014 Finance INB Navigation and Exercises 10/7/2014 Financial Management 101: Introduction to the FOAP Codes 10/6/2014 Financial Management 101: Introduction to the FOAP Codes 10/21/2014 Financial Reporting - Budget Reports 10/16/2014 Financial Reporting - Transaction Reports 10/20/2014 HR Reporting - Employee Appointment Reports 10/9/2014 Intro to Financial Transactions System (FiTS) 10/20/2014 Introduction to Cognos 10/6/2014 Introduction to Cognos 10/30/2014 New Fund Request System Training 10/14/2014 Procure to Pay 10/28/2014 Procurement Reporting in Cognos 10/2/2014 TechBuy Shopper Training 10/28/2014 TechBuy Shopper Training 10/7/2014 Travel Training for Travel Preparer 10/7/2014 Xtender Basics 10/16/2014 Xtender Basics 10/30/2014 ** Class offerings vary from month to month and the date and time is subject to change. Please visit SumTotal for up-todate information. 4

5 Report Modifications FI009 Statement of Changes in Fund Balance By Fund The drill-through was modified on this report to drill down based on FOP and not Organization. Report of the Month FI033 Grant Information Worksheet This report was created to provide details regarding a Grant or Project. It is used to find the start and end dates of the project, the award amount, the Agency Name and Sponsor number, Indirect cost rate if applicable and to see the Match or Sub accounts tied to the grant. Enter Parameter Selection you may search by Grant ID, Fund Code, College/ Division. Search by first character if not known or if multiple ID or Codes are desired. FI033 Grant Information Worksheet: 5

6 FI033 Grant Information Worksheet: Definitions Chart of Account Identifies the Institution to which the sponsored project is awarded Grant Type Description Identifies the type of grant (i.e. federal start with 21, state start with 22, local start with 23) Principal Investigator (PI) Individual(s) designated by the applicant organization to have the appropriate level of authority and responsibility to direct the project or program to be supported by the award. Each PI is responsible and accountable to the applicant organization, or as appropriate, to a collaborating organization for the proper conduct of the project or program. Sponsor Number identifies the award number, provided by the funding agency Agency Name identifies the funding agency Award Amount the total amount of the award may not be the amount that is actually funded and budgeted. Status Description identifies whether the sponsored project and related funds are active or inactive in Banner Category Description identifies whether the sponsored project is a grant, contract, or cooperative agreement 6

7 CFDA Number-the number assigned to a federal program in the Catalog of Federal Domestic Assistance; used by SPAR for Federal reporting purposes Project Start Date the beginning date of the performance period for the sponsored project ORS Log Number: identifies where ORS logged the information and provides an identifier when communicating with them regarding the project Project End Date the ending date of the performance period for the sponsored project; as extensions are granted, the date is extended in Banner *The entire award budget can end at a date other than the project end date Indirect Cost Rate- a code assigned by the accounting office for the purposes of calculating the facilities and administrative (i.e., indirect charges) on the sponsored project. The F&A rate is provided by Office of Research Services and SPAR enters it into the system. Some Sub FOPs can have different F&A rates. F&A rates will not display in match FOPs if they are internally funded. Indirect Cost Rate Description detailed description of the award s indirect cost rate Responsible Organization Code - an alpha numeric code used to indicate who is responsible for monitoring the fund. Also used for reporting purposes Responsible Organization Description name of the Banner ORGN code assigned to the Project Quick TIP COGNOS To access Cognos Student Reports, you must: 1. Have a valid eraider account. Employee Access to Student Reports 2. Complete FERPA training. The Family Educational Rights and Privacy Act (FERPA) training is a requirement for accessing student information at TTU. To take the course online, visit SumTotal Systems: If you encounter issues with SumTotal, please HR Systems TTUS <hrs.systems@ttu.edu>. 7

8 3. Attend and complete Banner Student Basics Course provided by AFISM. Most employees will need both Banner Student and Cognos Student Report Access. Enroll via SumTotal using the link in provided for FERPA training. Access to both systems will be provided upon class completion. 4. Attend Cognos Student Report Shortcourse provided by Technology Support. Visit Technology Support Training and Shortcourses for more information. If classes are full or unavailable, please Ron Nail at Note: Cognos Report permissions are granted after appropriate training is completed and after current employee training attendance records are validated by a security coordinator. If one has access to these reports, then a folder titled student should appear. Open that folder and another vertical list of folders appear including one titled TTU, open that and in the next list is one folder titled ST Main, the 297 Student reports are located in that folder KNOW 8