Transcript Accounting Services - University of Wisconsin–Madison

Accounting Services
WISDM for Project/Grant Administration
Last Updated: May 2007
Agenda
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What is WISDM?
Basic Terms
Getting Started in WISDM
System Navigation
Report Options
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Favorites
Help Features
Account Trees
Questions and Answers
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Project Search
Canned Project/Grant Reports
ESIS Project Summary
Appointment Searches
AP/PO Searches
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What is WISDM?
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• 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.
Basic Terms
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• SFS
– An abbreviation for Shared Financial System, the term UWSystem 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.
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
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System Navigation: Logging on
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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
Hold mouse over “Main
Menu” text to access the
menu.
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The black bar will be
available on almost every
WISDM page.
To change
the Fiscal
Year, select a
different year
from the
drop down.
Important messages regarding
WISDM will be posted on the main
page. Be sure to check for new
messages after you logon.
System Navigation: Search Pages
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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:
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Project Search
ESIS Project Summary
Salary Encumbrance Search
SFD Transaction Search
Tuition Remission Search
Voucher and Vendor Searches
Journal Search
PO Encumbrance Search
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Report Options: Project Search
Click
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Report Options: Project Search
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When the entered
search criteria will
return only one
project, WISDM
will automatically
go to the Summary
Report for that
project.
Click
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 Non Financial
Information Information
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When the entered
search criteria will
return multiple
projects, WISDM
will return a list of
the matching
projects.
Report Options: Project Search – Non Financial Information
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Contact RSP for
expenditures and
encumbrances
beyond project end
date.
Example: Coding on Direct Payment Form
Reporting Options: Project Search – Financial Information
•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.
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Reporting Options: Project Search – Financial Information
Use to export Summary
Report to either Excel or
PDF format. Select the
desired format from the
drop down and click on
the “Go” button.
Current
Month
Totals
Click amounts in
blue to view detail
transactions.
Inception
to Date
(ITD)
Totals
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Reporting Options: Project Search – Summary Detail
Data can be exported to
either Excel or PDF
When checked, payroll
detail will be included in
the Summary Detail.
Click on a heading to sort
data by that column.
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Report Options: Edit Custom View
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Click
Report Options: Edit Custom View
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Click on a check
box to select that
column.
Not used at
Madison
yet.
Recommended Fields in Your
Detail Reports.
Note: You only have to do this
once.
Click
Report Options: How to Identify Transactions
•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.
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SFS direct payment
vendor payment
names appear here.
Report Options: How to Identify Transactions – Legacy & SFS
Legacy PO Number
SFS direct payment
voucher ID
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Legacy Voucher ID
Report Options: How to Identify Transactions – Purchase Cards
P-Card Transactions – look for card
holder’s name in “PO” field or “Jrnl
Line Ref” field.
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Report Options: Canned Project/Grant Report
Step 2:
Select Project/Grant
Report.
Step 1:
Select reporting
period and hit Apply.
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Report Options: Canned Project/Grant Report
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Report Options: ESIS Project Summary
Click
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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
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Report Options: ESIS Project Summary – Fund and Department
Optional: Enter a
fund code if you want
projects/grants within
that fund only.
Enter a
Department code.
Click Submit
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Report Options: ESIS Project Summary – Fund and Department
Click to view
Project
133AE72 detail.
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Report Options: ESIS Project Summary – Fund and Department
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Report Options: ESIS Project Summary – PI Name
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Last name, comma (no
space), followed by first
name.
Click Submit
Report Options: ESIS Project Summary – PI Name
Click to view all projects
with Scott T Sanders as
PI or Co-PI.
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Report Options: ESIS Project Summary – Range of Project Numbers
Click
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Report Options: Appointment Searches – Salary Encumbrance Search
Click
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Report Options: Appointment Searches – Salary Encumbrance Search
Make sure this
box is checked.
Click
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Report Options: Appointment Searches – Salary Encumbrance Search
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Report Options: Appointment Searches – SFD Transaction Search
Click
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Report Options: Appointment Searches – SFD Transaction Search
Click
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Report Options: Appointment Searches – SFD Transaction Search
Click
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Report Options: Appointment Searches – SFD Transaction Search
Note: You only have to
do this once.
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Report Options: Appointment Searches – SFD Transaction Search
Note:
Re-deposited or re-issued
payroll checks do not show on
this report.
Document IDs
here are for
salary cash
transfers.
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Report Options: Appointment Searches – Tuition Remission Search
Click
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Report Options: Appointment Searches – Tuition Remission Search
Can limit search results to
a specific semester.
Names will have the
following format:
last, first
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Report Options: Appointment Searches – Tuition Remission Search
Note: the Surcharge
Adjustment Statement
(covered on the next
slide) will contain all the
appointments for an
individual.
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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).
Report Options: Appointment Searches – Tuition Remission Search
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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.
Report Options: Appointment Searches – Tuition Remission Search
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..
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Report Options: Appointment Searches – Tuition Remission Search
Click to view individual
payment transactions.
Click to view individual
surcharge transactions
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Report Options: Appointment Searches – Tuition Remission Search
The Payments and
Adjustments Detail will
display individual salary
payments and corrections.
The Surcharges Detail
page will display individual
fee remission payments.
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Report Options: AP/PO Searches – Search for Direct Payments
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•Select Voucher to search by
voucher number;
•Select Vendor to search by vendor
name or vendor number.
Click
Types of payments you can search
under AP/PO Searches menu:
•TER
•PIR
•Payments on Direct
Payment Form.
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.
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Report Options: AP/PO Searches – Search for Direct Payments
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Click on Vouchers to
view payment detail
information.
Report Options: AP/PO Searches – Search for Direct Payments
Click
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Report Options: AP/PO Searches – Search for Direct Payments
Check Number
Check Date
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Report Options: AP/PO Searches – Search for Legacy Vouchers
Click
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Report Options: AP/PO Searches – Search for Legacy Vouchers
Legacy Voucher
Number.
Click
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Report Options: AP/PO Searches – Search for Legacy Vouchers
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Report Options: Purchase Order Searches – Searching for Legacy POs
Enter the PO number in
the PO field to get detail
transactions for the PO.
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Report Options: Purchase Order Searches
Click
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Report Options: Purchase Order Searches
Click
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Report Options: Purchase Order Searches
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Click to view
details.
Report Options: Purchase Order Searches
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Report Options: AP/PO Searches – External Purchase Order Information
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• Requisition Summary Add-On Tool
– http://www.rsp.wisc.edu/services/admin/o
ps/reqsummary.cfm
• Purchasing System Inquiry
– http://www.bussvc.wisc.edu/purch/purchin
q.html
– Please contact Purchasing Services with
any questions about the Purchasing
System Inquiry Tools
Favorites: Introduction
• Favorites allow for the easy return to
search results or summary reports in
the future.
• The use of Favorites is optional.
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Favorites: Adding a Favorite
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To save the search, click
on “Add to Favorites”
Favorites: Adding a Favorite
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You can also create file
folders for different groups of
reports. See slides 66 – 67 on
how to create and organize
file folders.
You are free to enter any
name and description here.
Click “Save”
Favorites: Accessing a Favorite
Access “Favorites” by
clicking on this icon or
use the Main Menu
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Favorites: Accessing a Favorite
Link to “Favorites”
in the Main Menu.
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Favorites: Accessing and Modifying Favorites
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.
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Favorites: Accessing and Modifying Favorites
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
location
Share: To share selected favorites with another WISDM user.
Delete: To delete selected favorites or folders.
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Help Features: Introduction
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• 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_l
ist.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].
Help Features: Accessing the Help Features
Click to view the
Help document on
the page you are at.
Click to access main
help page.
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Help Features: Glossary Page
Click
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The glossary page will contain
many common WISDM and
accounting terms.
Help Features: Glossary Page
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Help Features: Accessing Terms on a Search Page
Click
Click on the search field name
will cause the definition of the
term to appear in a pop up
window.
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Account Trees
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•Use system default tree whenever possible.
•Ignore other trees that are not listed in the table below.
Tree Name
MSN_GPR_DFLT
MSN_FUNDORG_DFLT
MSN_RSP_PJ_GT_DFLT
Project
Grant
Trees
MSN_142_PJ_GT_DFLT
MSN_GRAD_SCH_PJ_GT
Explanation
•GPR funds department reports (D or DP).
•GPR funds organization rollup.
•No revenue reported.
•PR funds department reports (D or DP).
•PR funds organization rollup.
•With revenue reported.
•RSP project/grant reports.
•Project reports for other funds not listed
here.
•Without tuition remission accounts.
•For fund 142 project/grant reports, but
fund 142 can also use
MSN_RSP_PJ_GT_DFLT.
•Graduate School funds 135 and 101
project/grant reports.
•Accounts are organized into categories
according to Graduate School reporting
requirement.
Account Trees: Tree Drilldown Levels
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 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.
Account Trees: Tree Drilldown Example – Level 2
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Account Trees: Tree Drilldown Example – Level 3
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Account Trees: Tree Drilldown Example – Level 5
Account Codes
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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.ht
ml
– 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].
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What Questions Do You Have?
E-Mail: [email protected]
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