accounting services wisdm for project/grant administration last updated: may 2007

Accounting Services

WISDM for Project/Grant Administration

Last Updated: May 2007

Agenda

• What is WISDM?• Basic Terms• Getting Started in WISDM• System Navigation• Report Options

– Project Search– Canned Project/Grant Reports– ESIS Project Summary– Appointment Searches– AP/PO Searches

• Favorites• Help Features• Account Trees• Questions and Answers

2

What is WISDM?

• Stands for “Wisconsin Data Mart”• Web based reporting system created by

the Division of Information Technology (DoIT) for all UW campuses.

• Contains financial data from both Legacy and SFS.

• Data is loaded into WISDM nightly.

3

Basic Terms

• SFS– An abbreviation for Shared Financial System, the term UW-

System has given to the PeopleSoft software used for processing financial transactions.

• Legacy– The mainframe that is being replaced by SFS. It is commonly

accessed through the application 3270.

• Accounting Period– Represents a specific time interval (usually a month) for

which each transaction is assigned. Madison uses accounting periods 1 through 13.

• Fiscal Year– A fiscal year lasts from July 2nd to July 1st of the following year.

4

Getting Started in WISDM

• Requesting access– Download WISDM Authorization Form from:

http://www.bussvc.wisc.edu/acct/sfs/wisdm/wisdm2.doc– Submit completed form to: SFS Team, 21 N. Park St, Suite

6101 or fax to 262-5060.– An email will be sent out when authorization has been

granted.

• Accessing the system– https://wisdm2.doit.wisc.edu

5

http://www.rsp.wisc.edu/services/admin/ops/reqsummary.cfm

System Navigation: Logging on 6

UW-Madison should be selected as the campus.

WISDM should be selected as the application.

Select check box to have campus and NetID remembered for 30 days.

System Navigation: The Main Menu 7The black bar will be available on almost every WISDM page.

Important messages regarding WISDM will be posted on the main page. Be sure to check for new messages after you logon.

To change the Fiscal Year, select a different year from the drop down.

Hold mouse over “Main Menu” text to access the menu.

System Navigation: Search Pages 8

Click to minimize search criteria box.

Many searches allow for the format of the results to be selected before running the search. The options will usually be Web, Excel, or PDF.

Report Options: Introduction

• This section will cover many of the available searches in WISDM.

• Including:– Project Search– ESIS Project Summary– Salary Encumbrance Search– SFD Transaction Search– Tuition Remission Search– Voucher and Vendor Searches– Journal Search– PO Encumbrance Search

9

Report Options: Project Search

Click

10

Report Options: Project Search

Click

When the entered search criteria will return only one project, WISDM will automatically go to the Summary Report for that project.

11

When the box is unchecked, searching by a department will not limit the transactions displayed in the Summary Report to only those that have also been posted to the department.

Report Options: Project Search – Non Financial Information

Financial Information

Non Financial Information

When the entered search criteria will return multiple projects, WISDM will return a list of the matching projects.

12

Report Options: Project Search – Non Financial Information 13

Contact RSP for expenditures and encumbrances beyond project end date.

Example: Coding on Direct Payment Form

Reporting Options: Project Search – Financial Information 14

•ITD: Used for project funds 133, 135 (partial), 138, 142, 144, 145, 146 & 148.•YTD: Used for all other project funds not listed above.

Change accounting period here.

Reporting Options: Project Search – Financial Information

Click amounts in blue to view detail transactions.

Current Month Totals

Inception to Date (ITD) Totals

15Use to export Summary Report to either Excel or PDF format. Select the desired format from the drop down and click on the “Go” button.

Reporting Options: Project Search – Summary Detail 16

When checked, payroll detail will be included in the Summary Detail.

Data can be exported to either Excel or PDF

Click on a heading to sort data by that column.

Report Options: Edit Custom View

Click

17

Report Options: Edit Custom View

Click on a check box to select that column.

Click

Not used at Madison yet.

Recommended Fields in Your Detail Reports.Note: You only have to do this once.

18

Report Options: How to Identify Transactions 19•Legacy PO vendor payment names appear here.•Also employee names for payroll.

•MW: Legacy PO payments.•JR: Internal transfers & MDS purchases.•AP: Direct payments.•PJ: Payroll payments.•PT: Salary Cash Transfers.

SFS direct payment vendor payment names appear here.

Report Options: How to Identify Transactions – Legacy & SFS 20

Legacy PO Number Legacy Voucher ID

SFS direct payment voucher ID

Report Options: How to Identify Transactions – Purchase Cards21

P-Card Transactions – look for card holder’s name in “PO” field or “Jrnl Line Ref” field.

Report Options: Canned Project/Grant Report 22

Step 1:Select reporting period and hit Apply.

Step 2:Select Project/Grant Report.

Report Options: Canned Project/Grant Report 23

Report Options: ESIS Project Summary

Click

24

Report Options: ESIS Project Summary – Ways to Search

• Search by Fund and Department• Search by Principal Investigator’s name

(also know as PI name)• Search by range of Project Numbers

25

Report Options: ESIS Project Summary – Fund and Department26

Click Submit

Optional: Enter a fund code if you want projects/grants within that fund only.

Enter a Department code.


Click to view Project 133AE72 detail.

Report Options: ESIS Project Summary – PI Name 29

Last name, comma (no space), followed by first name.

Click Submit

Report Options: ESIS Project Summary – PI Name 30

Click to view all projects with Scott T Sanders as PI or Co-PI.

Report Options: ESIS Project Summary – Range of Project Numbers 31

Click

Report Options: Appointment Searches – Salary Encumbrance Search32

Click

Report Options: Appointment Searches – Salary Encumbrance Search 33

Make sure this box is checked.

Click

Report Options: Appointment Searches – Salary Encumbrance Search34

Report Options: Appointment Searches – SFD Transaction Search 35

Click

Report Options: Appointment Searches – SFD Transaction Search

Click

36


Click


Note: You only have to do this once.


Note:

Re-deposited or re-issued payroll checks do not show on this report.

Note:

Re-deposited or re-issued payroll checks do not show on this report.

Document IDs here are for salary cash transfers.

Report Options: Appointment Searches – Tuition Remission Search 40

Click


Can limit search results to a specific semester. Names will have the

following format: last, first

Report Options: Appointment Searches – Tuition Remission Search

Click on the Semester ID to go to the Surcharge Adjustment Statement. The two numbers in the middle indicate the Fiscal Year. The last number is used to indicate the semester (2 = fall, 4 = spring).

Note: the Surcharge Adjustment Statement (covered on the next slide) will contain all the appointments for an individual.

42


The statement can also be viewed in one of three available PDF options.

Select one of the available dates to limit the data displayed. Only transactions and calculations that occurred on or before the selected date will be displayed.

The amount displayed for each month is the cumulative surcharge earned at that time.

43


The total surcharge that has been earned for the individual.

The amount of the surcharge that has been paid.

The surcharge amount that has yet to be paid..


Click to view individual surcharge transactions

Click to view individual payment transactions.

45


The Payments and Adjustments Detail will display individual salary payments and corrections.

The Surcharges Detail page will display individual fee remission payments.

46

Report Options: AP/PO Searches – Search for Direct Payments47

Types of payments you can search under AP/PO Searches menu:

•TER

•PIR

•Payments on Direct Payment Form.

•Select Voucher to search by voucher number;•Select Vendor to search by vendor name or vendor number.

Click

Report Options: AP/PO Searches – Search for Direct Payments

Note

•Employee’s or a person’s name always starts with last name; the format is last,first (no space after the comma).

•You can not use this screen to search for employee payroll payments.

48


Click on Vouchers to view payment detail information.

49


Click

50


Check DateCheck Number

51

Report Options: AP/PO Searches – Search for Legacy Vouchers

Click

52

Report Options: AP/PO Searches – Search for Legacy Vouchers53

Click

Legacy Voucher Number.

Report Options: AP/PO Searches – Search for Legacy Vouchers54

Report Options: Purchase Order Searches – Searching for Legacy POs55

Enter the PO number in the PO field to get detail transactions for the PO.

Report Options: Purchase Order Searches 56

Click

Report Options: Purchase Order Searches

Click

57


Click to view details.

Report Options: AP/PO Searches – External Purchase Order Information

• Requisition Summary Add-On Tool– http://www.rsp.wisc.edu/services/admin/

ops/reqsummary.cfm• Purchasing System Inquiry

– http://www.bussvc.wisc.edu/purch/purchinq.html

– Please contact Purchasing Services with any questions about the Purchasing System Inquiry Tools

60

Favorites: Introduction

• Favorites allow for the easy return to search results or summary reports in the future.

• The use of Favorites is optional.

61

Favorites: Adding a Favorite 62

To save the search, click on “Add to Favorites”

Favorites: Adding a Favorite 63

You are free to enter any name and description here.

You can also create file folders for different groups of reports. See slides 66 – 67 on how to create and organize file folders.

Click “Save”

Favorites: Accessing a Favorite 64

Access “Favorites” by clicking on this icon or use the Main Menu

Favorites: Accessing a Favorite 65

Link to “Favorites” in the Main Menu.

Favorites: Accessing and Modifying Favorites 66

Click on a check box to select a favorite or folder for modification. More than one favorite or folder can be selected at a time.

Click on the link to view saved searches.Note: Accounting Period and Fiscal Year should be changed on the summary page if you want reports for different month or fiscal year.

Favorites: Accessing and Modifying Favorites 67

Up: To go back to previous folder.New Folder: Use to create a new folder.Move: To move selected folders or favorites to a new location.Copy: To make a copy of selected folders or favorites to a new locationShare: To share selected favorites with another WISDM user.Delete: To delete selected favorites or folders.

Help Features: Introduction

• WISDM contains a number of help features including:– A glossary of commonly used terms– Help documents on many of the pages in WISDM

• Where to get help outside of WISDM– Contact a Divisional WISDM Expert in your division: http://

www.bussvc.wisc.edu/acct/sfs/wisdm/wisdm_expert_list.html– Visit SFS Training Website:

http://www.bussvc.wisc.edu/acct/sfs/train.html– Visit Business Services Acronym website:

http://www.bussvc.wisc.edu/acronym/acronym.html

– Visit FAQ page on the SFS website: www.bussvc.wisc.edu/acct/sfs/faq.html

– E-Mail SFS Project Team: [email protected].

68

http://www.bussvc.wisc.edu/purch/purchinq.html






Help Features: Accessing the Help Features

Click to access main help page.

Click to view the Help document on the page you are at.

69

Help Features: Glossary Page

ClickThe glossary page will contain many common WISDM and accounting terms.

70

Help Features: Glossary

Help Features: Accessing Terms on a Search Page

ClickClick on the search field name will cause the definition of the term to appear in a pop up window.

72

Account Trees 73

Tree Name Explanation

MSN_GPR_DFLT•GPR funds department reports (D or DP).•GPR funds organization rollup.•No revenue reported.

MSN_FUNDORG_DFLT•PR funds department reports (D or DP).•PR funds organization rollup.•With revenue reported.

MSN_RSP_PJ_GT_DFLT•RSP project/grant reports.•Project reports for other funds not listed here.

MSN_142_PJ_GT_DFLT

•Without tuition remission accounts.•For fund 142 project/grant reports, but fund 142 can also use MSN_RSP_PJ_GT_DFLT.

MSN_GRAD_SCH_PJ_GT

•Graduate School funds 135 and 101 project/grant reports.•Accounts are organized into categories according to Graduate School reporting requirement.

•Use system default tree whenever possible.•Ignore other trees that are not listed in the table below.

ProjectGrantTrees

Account Trees: Tree Drilldown Levels

Tree levels are organized based on summary of account categories.

Level 1 is the highest level of summary (not used for WISDM reporting); Level 2 is fund total by (revenue and by) expenditures; Level 5 is the most detailed reporting by each account total.

In most cases, level 4 is default for project/grant summary reports.

At Level 5, accounts with no transactions on the project are not listed in the reports.

74

Account Trees: Tree Drilldown Example – Level 2 75

Account Trees: Tree Drilldown Example – Level 3 76

Account Trees: Tree Drilldown Example – Level 5

Account Codes

77

Review

• Requesting access– Down load WISDM Authorization Form from:

http://www.bussvc.wisc.edu/acct/sfs/wisdm/wisdm2.doc– Submit completed form to: SFS Team, 21 N. Park St, Suite 6101 or fax to

262-5060.• Accessing the system

– https://wisdm2.doit.wisc.edu• Where to get help

– Contact a Divisional WISDM Expert in your division: http://www.bussvc.wisc.edu/acct/sfs/wisdm/wisdm_expert_list.html

– Visit SFS Training Website: http://www.bussvc.wisc.edu/acct/sfs/train.html

– Visit Business Services Acronym website:http://www.bussvc.wisc.edu/acronym/acronym.html

– Visit FAQ page on the SFS website: www.bussvc.wisc.edu/acct/sfs/faq.html

– E-Mail SFS Project Team: [email protected].

78

What Questions Do You Have?

E-Mail: [email protected]

79

accounting services wisdm for project/grant administration last updated: may 2007

Documents

project searchclickwhen

project funds

wisdm page

financial data

search pages

search criteria box

project end date

shared financial system