Transcript Project Work Streams through 2010

GFOASC Presentation
May 4, 2015
© State of South Carolina. All rights reserved.
SCEIS Reporting:
From Mechanic
to Analyst
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Reports? What do we mean?
Outputs from our systems
Financial & Non-financial
Important to all operations
Necessary part of all of our jobs either as builders
or reviewers
But
Are time consuming to build and maintain
Not always correct
Not in one place or one system
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So,
How do we get better
Reports and Processes?
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It Starts with the Basics
Who, What, Where & How?
But even before that, it really starts with the very
Basics:
WHY?
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Purpose of Accounting
Accounting Provides Information to Users for
Decision Making
We need to understand this before we address
any reports, whether they’re Financial or Non
financial
–Who are the Users?
–What Decisions are they making? What is
their purpose?
–What Information do they need?
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Where Do We Fit In?
Our responsibility is to figure these things out first.
Sometimes the Users don’t know what they want
but they do know what they are trying to accomplish
Remember:
– Reports are the Output of our systems
– They are the Information provided to Users
“Ask Why 5 times”
– (Answer is not because we always have gotten this
report)
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Questions to Ask Before You Start Building
Who is our Audience? Who are the Users?
What do they need? What Decisions are they trying
to make?
Where will the data come from?
How do we generate the report and deliver it?
What type of Report is needed? In What Format?
When do the users need the Reports?
What is the source of the information?
What is SCEIS’ (or any System’s) Role?
Do the Users understand the Information they will
be receiving (i.e. SCEIS vs. STARS)
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Users
Know Your Users
One size does not fit all
List of some Users:
– Citizens
– Politicians
– Central Authorities
– Regulators
– Executive Management
– Senior Management
– Supervisors
– Operational Staff
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Hierarchies within Reporting
Executive
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Multi-Dimensional Analysis
Cross Application Reporting
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Graphical Dashboards
Balanced Scorecards
Strategic
Standard Reports
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Line Item Listings
Journals
Audits/Change Logs
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Agency Reporting
Aging Reports
Cash Management
Budget
Transactional
Level
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Decision = Purpose
Why are you even running this Report?
What is the User going to do with the information?
As you explore this question, avoid:
– Don’t replicate what you’ve always done
– “Here is this Report we’ve gotten for 30 years, we want it
out of the new system”
– Too much Information
– Redundant Information
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Decisions: Why?
Different Users need different Information, or the
same information differently:
– State View
– Agency View
– Organizational Unit View
The Users are faced with making different
decisions:
– verifying a transaction
– managing budget or cash
– projecting the future
– measuring performance are some examples
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Where is the Decision on the Cycle?
Analyze
and
Control
Develop
Strategy
Act
Plan
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Decision Making Cycle
Reporting
and
Analysis
Historical
Data
Base
Projections
Controlling
Budget
Publication
Budget
Requests
Review and
Adoption
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What is the ruling convention?
Financial Accounting
(GAAP Reporting)
Budgetary
Accounting &
Control
Cost
Accounting
Grant Accounting Control & Billing
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Managerial Accounting
Accurately plan, assign, and aggregate costs along
defined cost structures
Allocation of Cost distributions
Structure the organization using hierarchies for
reporting purposes
Ensure transparency and clear audit trails
Trace all costs from the source event to the final
product, segment, or organizational area
Complete detailed variance analysis
Perform analyses including actual to planned or
forecast costs for deeper insights into variances
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Now What?
Once we know the decision to make or problem to
solve, we can proceed with the Report Building
Other areas to address:
– Source of data
– Security Roles
– Delivery of Report (Automated versus Manual; All versus
segments)
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Objectives of Good Reports
Timeliness of delivery and data
Accuracy of data
Understanding parameters
Understanding source system
Relevance of information: to the point
Secure if necessary
Flexible, dynamic when needed
Fixed, static when needed
Clear and Easy to Understand
Easy to generate, distribute and maintain
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How to Run a Report versus
What to Do with the Data
One Challenge in Reporting is not just to make
sure the User knows how to generate the Report,
but also knows what to do with the Information:
How do they know? User is not a Thermos
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SCEIS Overall Reporting Goals
Provide:
– Vital financial information, fiscal services and policy
support that the Governor, Legislature and state agencies
need to serve the people of South Carolina
– Agencies with the tools to understand and track the
performance of their programs against relevant
requirements
– Program managers and analysts with access to tools
which enable them to access timely and accurate data
– Provide financial and non-financial information that will
support the priorities of government in all areas
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SCEIS Reporting Objectives
Deploy solutions that can deliver value to Users
across all agencies
Reduce costs, improve services, and support
priorities within state government
Achieve better organizational continuity
Understand initiatives throughout state government
Help agencies report more efficiently
Provide ways to encourage Knowledge Sharing
and Best Practices
Reduce Re-work
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Why SCEIS
Using SCEIS for Reporting can
Generate value by analyzing, advising, organizing and
sharing information
Contribute to a knowledge network that allows growth and
progress
Provide a Single enterprise view of data
Allow Efficient use and management of data
Optimize use of reporting tools that allow User autonomy
Provide Data Integration & Data Quality
Integrate Administration
Improve Efficiencies & compliance
Decrease Reconciliations
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What is SCEIS Trying to Do?
Streamlining Reporting Operations
Developing Reports to meet Regulatory Compliance
Providing better Access to Information
Developing Integration across operational areas where
possible (1018 example)
Empowering Users to create or modify reports as needed
Enabling centralized and decentralized decision making
Creating knowledge bases
Developing processes as key building blocks
Providing the right Tools
Training Users
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Using the Right (Best) Tool
Operational Reporting
Summary Reporting
Scheduled Reports
Ad hoc Query Analysis
Dashboards and Data Visualization
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Hammer/Nail-Plumbing Wrench
“When all you have is a hammer, every problem is a nail.”
Reporting Tools: ECC, BEX, Business Objects (BOBJ),
Excel, Others
BEX Upgrade
BOBJ Upgrade
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Loading non SCEIS data into BOBJ: Excel Spreadsheets
Linking Business Objects Reports to PowerPoints
Building Reports from Cubes instead of BEX queries
Building Reports from ECC (Cautious approach to this)
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SCEIS Report Examples
Listing of BEX and BOBJ Reports are on SCEIS
Website
Operational Reports: Z_AGY_DOCLIST,
GAGLL03, ZGLA, KSB1, Vendor Actual, FM
Document List, Payment Register
Standard Reports: Open Encumbrances, AR
Aging, Expenditure Summaries, Available Cash,
Statement of Changes in Fund Balances
Strategic Reports: Budget versus Actual,
Appropriation Balances, Expenditure Comparisons
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SCEIS Initiatives & Projects in Reporting
Data Cleanup to improve Enterprise Reporting
Developing Basic Templates
Creating MM Reports
Dashboards
Establishing Performance Measurement Reports with
KPI and Targets (Speedometer example)
Switchboards
TRAINING!!
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ECC, BEX & BOBJ
On-Line and Classroom
Jump Start Users Group and Involvement: Knowledge Sharing
Workshops and Advanced Classes
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Scheduled Enterprise Reports
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Finance Templates Folder
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Grants Templates Folder
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FI Projects Folders
(Reports in Development)
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More
Useful Reporting
=
Trust
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Contact Info
John Taylor
– [email protected]
– 832-8040
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