Transcript Slide 1

Financial Information and Reporting Project
Making Finance Reports work for you
Overview of the Financial Information and Reporting Project
Presentation to AdminNet members
Wednesday 10th August 2011
Rob Young
Project Manager| Finance
Email : [email protected]
Financial Information and Reporting Project
Finance Systems
Student
Administration
Calumo
Executive Management
Reporting
Monthly Business Unit
Reporting, Quarterly
Forecasts, Annual Budget
NS Financials
General Ledger updates overnight
(nVision)
HRMS / Payroll
Operational Reporting
Business Unit Reporting,
Project Reporting,
Transaction Level Detail
Financial Information and Reporting Project
Project Objectives
User Needs
Concise set
of reports
Embrace
Change
Support
and
Guidance
Financial Information and Reporting Project
Customer Driven Solutions
Science Pilot Study
Focus Groups
Academic Staff
One On Ones
School Managers
Executive Officers
Admin Officers
Faculty / Division
Finance Teams
Researchers
Financial Information and Reporting Project
Reporting Support Model
Finance Training
-Online
- Classroom
- Faculty Specific
Finance Expert
Advice
- Central Finance
- Faculty /Division
Users of
Financial
Information
Continuous
Improvement
-responsive to
changes in needs
of the business
Reporting Guides
-Finance website
- Reference info.
Financial Information and Reporting Project
Contacts?
Unit
Finance Manager
Management Accountant
ADFA – Australian Defence Force Academy
Mark Van Poppel
(Phone: 02 6268 8710)
Vicki King
(Phone: 02 6268 8719)
Australian School of Business
Robert Owens (ext. 59767)
Anna Polykarpou (ext. 57973)
Katie Szuprytowski (ext. 55983)
COFA – College of Fine Arts
Betty Romero (ext. 50753)
Swati Srivastava (ext. 50796)
Division of Deputy Vice-Chancellor (Academic)
Mahamoodur Bhuiyan (ext. 52604)
Asim Shabbir (ext. 52673)
Albert Tang (ext. 51907)
Division of Deputy Vice-Chancellor (Research)
Andrea Burns (ext. 53126)
Division of the Executive Director, Facilities
Management
Achamma Kurlekar (ext. 52075)
Division of the Executive Director, Finance
Andrea McHugh (ext. 57790)
Ritika Lall (ext. 53629)
Harry Ziazias (ext. 51785)
Alicia Teran (ext. 53124)
Division of the Executive Director, IT @UNSW
Edison Bayas (ext. 53443)
Sarrah Huang (ext. 51909)
Nikolay Mitkov (ext. 51257)
Division of the Executive Director, University
Services
Tania Maiolo (ext. 58425)
Michael Ho (ext. 53105)
Division of the Vice-Chancellor (including Academic
Board & Chancellor)
Harry Ziazias (ext. 51785)
Alicia Teran (ext. 53124)
Financial Information and Reporting Project
Contacts?
Unit
Finance Manager
Management Accountant
Donate UNSW
Sujeet Jena (ext. 53275)
Amol Ghoddke (ext. 51269)
Ankit Mehta (ext. 58334)
Faculty of Arts & Social Science
Urania Stamios (ext. 58297)
Daniel Low (ext. 58468)
Faculty of Built Environment
Margaret Noble (ext. 57910)
Diana Hill (ext. 57171)
Vicki Zhou (ext. 56275)
Faculty of Engineering
Michael Innes-Brown (ext. 54609)
Patricia Xu (ext. 58447)
Nirav Solanki (ext. 57394)
Faculty of Law
Kenny Parajes (ext. 53612)
Rajinder Cullinan (ext. 52978)
Faculty of Medicine
Tony Gardner (ext. 52703)
Iris Huang (ext. 52316)
Faculty of Science
Darren Parkinson (ext. 58111)
Lynette McIntyre (ext. 59586)
Susana Widjaja (ext. 57921)
Research Finance Office
Phil Kringas (ext. 59807)
Alan Edmunds (ext. 57237)
Jim Sialepis (ext. 55007)
Moufid Atme (ext. 57234)
Li Zhang (ext. 57242)
Zac Liu (ext. 57243)
Steve Josanto (ext. 59803)
Financial Information and Reporting Project
Finance Training
nVision Basics
Learn how to use the Financial Reporting tool (nVision) to report on Financial information including the capability of drilling
down to detail into the NS Financials database.
Thursday, 22nd September
Thursday, 3rd November
1:00pm - 4:00pm
1:00pm - 4:00pm
Finance NSF Training Team
[email protected]
nVision Intermediate
Once you know how to use the Finance Reporting Tool (nVision) learn which reports to run for Projects versus Departments
and/or Faculties and Divisions. Learn how to interpret the reports, understanding encumbrances, expenses and revenue as
well as Actuals vs Accruals.
Monday, 10th October
Tuesday, 8th November
1:00pm - 4:00pm
1:00pm - 4:00pm
Calumo Workshops
Covers the basics of management reporting from Calumo including Basic Calumo excel functionality, Running standard Calumo
reports, Browsing and extracting financial and non-financial data. (Calumo workshop is two hours each).
Friday 26th August
Friday 30th September
Friday 28th October
Friday 25th November
10am – 12 noon
10am – 12 noon
10am – 12 noon
10am – 12 noon
Finance Calumo Training
[email protected]
Financial Information and Reporting Project
Who Needs Reports ?
Head of a
Faculty
Division
School
Administrative
Staff
Head of a Centre
School Depart
Project
Managers
Researchers
Financial Information and Reporting Project
Key Questions
How much do I have to spend ?
How much have I spent ?
What have I spent it on ?
What have I committed to spend?
How much do I have left?
What can I spend it on?
When do I have to spend it by?
Financial Information and Reporting Project
Financial Information and Reporting Project
Recommended Reports
Old Reports
1
F1 – Standard Financial Statement
No change
2
F3 – Financial Statement by Fund Group
No change
3
F4 - Trial Balance
Trial Balance
4
F5 – Financial Statement with Commitments
No change
5
D2 – Financial Statement by Department
No change
6
PrjStatS
PrjStatB , PrjStatG
7
PrjStatD
PrjStat G&NGF
8
PCSumLTD
PrjStatL
9
Res_Stat
No change
10
General Ledger Financial Statement (GLFS)
No change
Financial Information and Reporting Project
Ref.
F1
Report Name
Description /Purpose
Frequency
Faculty /
Division
Manager
Head of
School /
Depart.
School
Manager
Researcher
Project
Manager
Financial Statement
Revenue and Expenditure report for a
business unit or a project, comparing actual
results with budget for the month , year to
date and previous year’s results
Monthly
P
P
P
P
P
Monthly
P
P
P
P
P
How much have I spent this year against
my budget, and what have I spent it on ?
F3
Financial Statement
by Fund Group
Revenue and Expenditure report,
comparing actual results with budget by
major fund groups (Operating, Commercial,
Restricted, Strategic)
How much have I spent this year
summarised by the main funding groups ?
F4
Trial Balance
A listing of each general ledger account
showing opening balance, movement and
closing balance for the period.
How much have I spent on individual
accounts and what were the transactions ?
Monthly
P
Financial Information and Reporting Project
Ref.
F5
D2
PrjStatS
Report Name
Full Year Financial
Statement with
Commitments
Summary Financial
Statement by
Department
Projects Summary
Report
Description /Purpose
Frequency
Faculty /
Division
Manager
Head of
School /
Depart.
School
Manager
Researcher
Project
Manager
Monthly
P
P
P
P
P
Monthly
P
P
P
Weekly & as
required
P
P
P
P
P
P
P
P
Revenue and Expenses with commitments to
the end of the year, showing budget
remaining
How much have I spent this year, what am I
still committed to spend, how much of my
original budget is left?
Summarised revenue and expenditure report
for sub departments within a selected
Faculty or Division
How much have each of my departments
spent this year against their budget ?
Summary of results for projects within a
selected department or fund group
What are the budget funds remaining for
each of the projects in my School ?
Detailed project financials, including budget
costs, revenue and commitments
PrjStatD
Project Detailed
Report
For an individual project , what have I spent
my funds on and how much budget is
remaining ?
Weekly & as
required
Financial Information and Reporting Project
Ref.
PCSUMLTD
RES_Stat
Report Name
Projects
Summary
Report- Life to
date
Research
Statement
Description /Purpose
General ledger
financial
statement
Head of
School /
Depart.
School
Manager
Researcher
Project
Manager
P
P
P
P
P
Mthly email
by GMO, &
report can
be run as
required
P
P
Weekly & as
required
P
P
Summary of financial results for projects
within a selected department or fund group
for the current year and the entire project
Weekly & as
life
required
How much have I spent on my projects for
the life of the project and how much
budget is remaining to spend this year ?
Financial summary of revenue , expense
and budget information for Research
projects, with the capability to drill through
to transaction level data
How much have I received and spent on
my research project, what have I spent it
on, how much is left to spend ?
GLFS
Faculty /
Division
Manager
Frequency
Report listing all revenue / expenses for a
specific project with transaction detail
available on Purchase Orders, Accounts
Receivable, Procurement Card and/or
Salary Details
What are the specific transactions
supporting the expenditure on my project
P
Financial Information and Reporting Project
What benefits do the new reports bring ?
 Reduced number of reports
 Alignment of NSF and Calumo account
categories
 Cash and Accrual information
Consistent Terminology
 NSF numbers reconcilable to Calumo
 Consistent “look and feel”
 Improved Training and Support
5
2
3
Actual
Month
Budget
F1
UNSW
Financial Statement
ZOO - Faculty of Zoology
3 - 2011
Year to Date
Actual
Budget
Variance
1
4
Variance
Last Yr YTD
Actual
Financial Statement
Last Yr Full Yr
Actual
Traditional Income Statement format showing
Revenue less Costs arriving at Operating Result
Revenue:
Teaching Revenue:
DEEWR Fee
Local Fee
13,835,275
13,569,567
265,708
13,835,275
13,569,567
265,708
6,683,184
26,175,955
136,650
139,546
(2,896)
136,650
139,546
(2,896)
109,125
386,625
3,828,810
3,637,071
191,739
3,828,810
3,637,071
191,739
1,801,179
7,277,382
148,000
133,333
14,667
148,000
133,333
14,667
56,678
206,193
17,948,735
17,479,517
469,218
17,948,735
17,479,517
469,218
8,650,165
34,046,155
RTS/IGS
95,560
101,382
(5,822)
334,459
304,145
30,314
362,848
1,399,377
RIBG
14,590
21,296
(6,706)
51,065
63,889
(12,824)
41,401
168,514
Other Research Revenue
33,754
324,163
(290,409)
430,795
419,662
11,133
775,020
2,007,590
143,904
446,841
(302,937)
816,319
787,696
28,623
1,179,269
3,575,481
Investment Income
-
-
-
-
-
-
-
-
Learning and Teaching
-
-
-
-
-
-
-
-
Scholarships
-
-
-
600
-
600
-
900
International Fee
Other Teaching
Total Teaching Revenue
This report can be run at any level (i.e., Faculty or
Division, Department, School, Fund or Project).
Research Revenue:
Total Research Revenue
Other Revenue:
Sundry Grant Programs
-
-
-
-
-
-
-
106,280
Sundry Other Revenue
87,776
41,393
46,383
104,502
86,893
17,609
154,924
956,931
Internal Income
Total Other Revenue
Total Revenue:
47,634
38,745
8,889
245,096
200,190
44,906
121,401
451,610
135,410
80,138
55,272
350,198
287,083
63,115
276,325
1,515,721
18,228,050
18,006,496
221,553
19,115,252
18,554,296
560,956
10,105,760
39,137,357
Costs:
People Cost:
Academic
1,541,132
1,377,528
(163,604)
2,790,899
2,908,348
117,449
2,299,946
12,160,573
598,012
598,854
843
1,458,095
1,422,061
(36,034)
1,336,421
6,140,968
4,192
860
(3,332)
7,389
860
(6,529)
9,895
34,258
2,143,335
1,977,242
(166,093)
4,256,383
4,331,269
74,886
3,646,261
18,335,798
Scholarship Expenses
27,689
33,907
6,218
51,529
40,866
(10,663)
41,027
211,820
Contract & Consulting Services
52,157
88,010
35,853
98,713
130,510
31,797
109,037
552,860
General
Other Peoples Cost
Total People Cost
Other Costs:
Entertainment
2,987
7,650
4,663
4,750
14,650
9,900
896
109,367
Marketing
4,552
20,280
15,728
12,645
24,180
11,535
9,068
106,556
Utilities
930
600
(330)
6,949
1,800
(5,149)
891
10,681
Repairs and Maintenance
854
7,089
6,235
854
11,028
10,174
7,462
32,430
Consumables
35,715
69,970
34,256
54,510
172,322
117,812
78,412
500,702
Travel
34,853
52,325
17,472
62,712
72,225
9,513
60,366
594,951
Equipment Non Capital
22,604
38,667
16,063
27,561
95,817
68,256
25,821
577,553
9,698
500
(9,198)
21,218
72,798
51,580
14,443
118,889
Softw are License Fees
License Fees - Other
-
383
383
-
1,153
1,153
-
318
16,637
16,964
327
50,653
40,892
(9,761)
57,114
261,289
Grants Exp - External
-
4,750
4,750
-
4,750
4,750
2,980
48,571
Commissions to Agents
-
-
-
-
-
-
-
-
Other Expenses
11,114
32,034
20,921
69,846
88,958
19,112
111,151
317,023
Internal Expense
30,258
20,488
(9,770)
43,723
26,913
(16,810)
127,915
593,491
Interest Expense
-
-
-
-
-
-
-
-
250,047
393,618
143,571
505,663
798,862
293,198
646,582
4,036,502
2,393,382
2,370,860
(22,522)
4,762,046
5,130,131
368,084
4,292,843
22,372,301
15,834,667
15,635,636
199,031
14,353,205
13,424,166
929,040
5,812,916
16,765,056
Hire/Rental/Lease (Exp)
Total Other Costs
Total Costs:
Result before Depreciation
Depreciation
Operating Result
22,311
18,341
(3,969)
66,430
55,024
(11,406)
50,801
293,777
15,812,357
15,617,295
195,062
14,286,776
13,369,142
917,634
5,762,115
16,471,279
1
Headings denote the business unit and time
period for which amounts are displayed
2
Actual – amounts recorded for transactions from
both the Actuals and Accruals ( Accrue_Add)
ledgers.
3
Budget - this column displays relevant budget
amounts from the annual UNSW budgeting
process.
4
Variance - the difference between actual and
budgeted transactions.
Positive amounts
indicate
a ‘favourable’ variance ,(negative)
amounts indicate an unfavourable variance.
5
Expand/Collapse – Expand or collapse ( + / -)
the rows to see more or less detail
Notes: :
• This report does not include commitment information
• Please use the columns to the right of the display
area to drill down to underlying transactional details
• Amounts exclude GST
4
3
1
UNSW
Financial Statement by Fund Group
ZOO - Faculty of Zoology
9 - 2011
5
Consolidated Operating
Revenue:
Teaching Revenue:
DEEWR Fee
Local Fee
International Fee
Other Teaching
Total Teaching Revenue
Research Revenue:
RTS/IGS
RIBG
Other Research Revenue
Total Research Revenue
Other Revenue:
Investment Income
Learning and Teaching
Scholarships
Sundry Grant Programs
Sundry Other Revenue
Internal Income
Total Other Revenue
Total Revenue:
Costs:
People Cost:
Academic
General
Other Peoples Cost
Total People Cost
Other Costs:
Scholarship Expenses
Contract & Consulting Services
Entertainment
Marketing
Utilities
Repairs and Maintenance
Consumables
Travel
Equipment Non Capital
Softw are License Fees
License Fees - Other
Hire/Rental/Lease (Exp)
Grants Exp - External
Commissions to Agents
Other Expenses
Internal Expense
Interest Expense
Total Other Costs
Total Costs:
Result before Depreciation
Depreciation
Operating Result
2
6
Year to Date
Budget
Actual
Restricted
Variance
Sco p e ID : Z OO
Z OO
R un o n: 2 7 A p ril 2 0 11 at 12 :2 9
Commercial Actiities
Year to Date
Budget
Actual
R ep o rt ID : 0 5_ F 3 Y T D
Layo ut ID : U N SW _ F 3 _ Y T D
Variance
Year to Date
Budget
Actual
Strategic
Variance
Total University
Year to Date
Budget
Actual
Variance
Actual
Year to Date
Budget
Variance
36,543,811
1,006,228
18,774,960
2,079,546
58,404,545
68,224,399
2,203,832
34,578,578
5,125,018
110,131,827
(31,680,588)
(1,197,604)
(15,803,617)
(3,045,472)
(51,727,282)
-
-
-
23,952
23,952
-
23,952
23,952
-
-
-
36,543,811
1,006,228
18,774,960
2,103,498
58,428,497
68,224,399
2,203,832
34,578,578
5,125,018
110,131,827
(31,680,588)
(1,197,604)
(15,803,617)
(3,021,520)
(51,703,330)
-
11,739,075
5,346,399
17,085,474
(11,739,075)
(5,346,399)
(17,085,474)
18,251,113
18,251,113
36,341,684
36,341,684
(18,090,571)
(18,090,571)
-
-
-
-
-
-
18,251,113
18,251,113
11,739,075
5,346,399
36,341,684
53,427,158
(11,739,075)
(5,346,399)
(18,090,571)
(35,176,045)
539,212
61,514
600,726
59,005,271
1,207,848
33,750
1,241,598
128,458,899
(668,636)
27,764
(640,872)
(69,453,628)
3,050
827,857
4,456,834
5,287,741
23,538,854
148,790
523,322
3,831,587
4,501,714
9,005,413
45,347,097
(145,740)
(523,322)
(3,003,730)
(44,880)
(3,717,672)
(21,808,243)
450
825,903
99,189
925,542
949,494
60,000
1,767,906
164,634
1,992,541
1,992,541
(60,000)
450
(942,004)
(65,445)
(1,066,999)
(1,043,047)
-
-
-
3,050
450
2,192,972
4,617,537
6,814,009
83,493,619
148,790
60,000
523,322
6,807,342
4,700,098
12,239,552
175,798,537
(145,740)
(60,000)
450
(523,322)
(4,614,370)
(82,562)
(5,425,543)
(92,304,918)
11,927,040
5,933,855
72,787
17,933,682
31,076,037
13,633,365
19,065
44,728,467
19,148,998
7,699,510
(53,722)
26,794,785
6,924,894
2,371,521
30,549
9,326,964
18,954,527
5,701,094
119,847
24,775,468
12,029,633
3,329,573
89,298
15,448,504
35,369
408,033
4,334
447,736
101,128
929,637
11,762
1,042,527
65,759
521,604
7,428
594,791
1,265,474
385,762
7,775
1,659,011
4,954,421
599,775
1,262
5,555,458
3,688,947
214,013
(6,513)
3,896,447
20,152,777
9,099,171
115,445
29,367,393
55,086,114
20,863,870
151,936
76,101,920
34,933,337
11,764,699
36,490
46,734,526
714,400
153,113
48,964
28,579
41,337
157,739
676,374
378,208
251,733
21,148
916
268,952
240,139
(32,752)
(524,857)
2,423,993
20,357,675
1,821,557
729,815
140,259
214,220
52,828
474,851
1,602,695
847,595
847,240
47,849
19,055
557,654
123,607
224,798
236,478
7,940,499
52,668,966
1,107,157
576,701
91,295
185,641
11,491
317,112
926,321
469,387
595,506
26,701
18,139
288,702
(116,532)
257,550
761,335
5,516,506
32,311,291
1,094,994
190,444
19,805
26,471
17,702
71,017
1,111,502
800,529
1,541,755
18,838
844
70,569
404,740
42,703
1,291,063
6,702,975
16,029,939
2,428,675
685,759
67,965
11,511
102,952
247,500
3,719,876
2,378,087
1,861,091
32,866
15,843
97,548
638,600
308,561
1,208,680
84,562
13,890,077
38,665,545
1,333,681
495,315
48,160
(14,960)
85,251
176,483
2,608,374
1,577,558
319,336
14,028
14,999
26,978
233,860
265,858
(82,383)
84,562
7,187,102
22,635,606
(19,801)
15,850
14,727
4,414
12,803
27,046
185,345
53,573
33,249
1,132
163
10,689
12,847
(116,183)
235,854
683,590
35,442
22,682
40,581
10,265
16,233
55,310
377,983
135,627
72,048
3,750
6,269
1,290
(3,913)
(98,025)
1,688
677,228
1,719,754
55,243
6,832
25,854
5,850
3,429
28,264
192,638
82,054
38,799
2,618
6,107
(9,399)
(16,760)
18,159
1,688
441,374
1,036,165
125,399
14,681
2,871
836
5,971
4,480
156,819
218,154
60,495
14,872
146,637
2,319
541,585
1,295,120
2,954,131
186,375
326,587
1,376
150
2,578
188,094
768,190
163,469
423,772
6,489
750
52,460
85,899
1,979,235
4,185,424
9,740,882
60,976
311,907
(1,495)
(686)
(3,393)
183,614
611,370
(54,685)
363,276
(8,383)
750
(94,176)
83,580
1,437,650
2,890,304
6,786,751
1,914,992
374,088
86,367
60,300
77,813
260,282
2,130,040
1,450,463
1,887,232
55,990
1,922
350,211
791,516
25,117
1,191,608
10,657,942
40,025,335
4,472,048
1,764,842
250,182
236,146
174,590
965,755
6,468,744
3,524,778
3,204,150
90,954
41,167
657,241
814,667
615,345
3,326,369
86,250
26,693,228
102,795,148
2,557,056
1,390,755
163,814
175,846
96,777
705,473
4,338,704
2,074,315
1,316,917
34,964
39,245
307,030
23,151
590,228
2,134,761
86,250
16,035,286
62,769,812
38,647,595
75,789,932
(37,142,337)
7,508,915
6,681,552
827,363
265,904
272,787
(6,883)
(2,954,131)
(9,740,882)
6,786,751
43,468,283
73,003,389
(29,535,106)
732,790
2,139,878
1,407,089
196,973
471,826
274,853
23,304
64,307
41,002
71,893
181,048
109,155
1,024,960
2,857,059
1,832,099
37,914,805
73,650,054
(35,735,249)
7,311,942
6,209,726
1,102,216
242,600
208,480
34,120
(3,026,024)
(9,921,930)
6,895,906
42,443,323
70,146,330
(27,703,007)
1
Expand/Collapse – Expand or collapse the sections to
see more or less detail. (Note that drill downs can be
performed from columns to the right (look for green
shaded headers).
2
Funds – Year to date Actuals, Budget and Variance by
Fund Group, with a total of all Funds in the end columns.
F3
Standard Financial
Statement by Fund
Group
This report can be run at any level (i.e.,
Faculty or Division, Department, School,
Fund or Project.
The month to date (MTD) version of this
report displays amounts for the selected
month only.
The year to date (YTD) version of this
report displays amounts for the periods up
to the selected period for that year.
Reported Amounts:
Positive numbers = credit (income)
(Negative) numbers = debit (expenditure)
Variance Amounts:
Positive numbers = favourable
Negative numbers = unfavourable
3
Actual – amounts recorded for actual transactions from
both Actuals and Accruals ledgers. Total Revenue
and/or Total Costs in these colums should balance to
other reports run for the same paramaters (except P2
Report which excludes amounts recorded in the Accruals
ledger).
5
Variance - the difference between actual and budgeted
amounts displayed. Positive amounts indicate a
‘favourable’ variance whereas (negative) amounts
indicate an ‘unfavourable’ variance.
4
Budget - this column displays relevant budget amounts
established through the official UNSW budgeting process.
6
Traditional Income Statement format showing Revenue
Less Costs arriving at Operating Result.
Notes: :
• amounts are the
combination of the
amounts recorded in the
ACTUALS and
ACCRUE_ADD ledgers
• this report does not
include commitment
information
• amounts exclude GST
• Please use the columns
to the right of the display
area to drill down to
underlying transactional
details.
5
2
Full Year
Budget
Revenue:
Teaching Revenue:
DEEWR Fee
Local Fee
International Fee
Other Teaching
Total Teaching Revenue
Research Revenue:
RTS/IGS
RIBG
Other Research Revenue
Total Research Revenue
Other Revenue:
Investment Income
Learning and Teaching
Scholarships
Sundry Grant Programs
Sundry Other Revenue
Internal Income
Total Other Revenue
Total Revenue:
Costs:
People Cost:
Academic
General
Other Peoples Cost
Total People Cost
Other Costs:
Scholarship Expenses
Contract & Consulting Services
Entertainment
Marketing
Utilities
Repairs and Maintenance
Consumables
Travel
Equipment Non Capital
Softw are License Fees
License Fees - Other
Hire/Rental/Lease (Exp)
Grants Exp - External
Commissions to Agents
Other Expenses
Internal Expense
Interest Expense
Total Other Costs
Total Costs:
Result before Depreciation
Depreciation
Operating Result
UNSW
Full Year View with Commitments
ZOO - Faculty of Zoology
9 - 2011
Year to Date
Actual
Budget
Variance
3
R ep o r t ID : 0 7_ F 5
1
4
Layo ut ID : U N SW _ F 5.X N V
Sco p e ID : Z OO
6
7
Z OO
R un o n: 2 7 A p r il 2 0 11 at 13 :4 5
Commitments
F5
Financial Statement with Commitments
Budget
Uncommitted
25,863,638
260,038
7,386,830
253,414
33,763,919
13,835,275
136,650
3,828,810
148,000
17,948,735
25,863,638
260,038
7,386,830
253,414
33,763,919
(12,028,363)
(123,388)
(3,558,020)
(105,414)
(15,815,184)
-
12,028,363
123,388
3,558,020
105,414
15,815,184
1,216,581
255,556
1,678,646
3,150,783
755,166
755,166
912,436
191,667
1,258,986
2,363,089
(912,436)
(191,667)
(503,820)
(1,607,922)
-
1,216,581
255,556
923,480
2,395,617
922,659
607,781
1,530,440
38,445,143
600
153,260
245,592
399,452
19,103,354
703,903
525,946
1,229,849
37,356,857
600
(550,643)
(280,354)
(830,397)
(18,253,503)
-
(600)
769,399
362,189
1,130,988
19,341,789
This report can be run at any level (i.e., Faculty or
Division, Department, School, Fund or Project).
1
Headings denote the business unit and time
period for which amounts are displayed
2
Actual – amounts recorded for transactions from
both the Actuals and Accruals ( Accrue_Add)
ledgers.
3
Budget - this column displays relevant budget
amounts from the annual UNSW budgeting
process.
4
13,236,353
6,512,815
10,600
19,759,769
3,878,522
1,878,314
9,236
5,766,072
10,053,663
4,854,539
8,020
14,916,222
6,175,141
2,976,225
(1,216)
9,150,150
6,962,929
3,185,847
2,018
10,150,794
2,394,903
1,448,654
(654)
3,842,902
336,831
564,815
149,567
206,212
7,200
73,112
634,129
789,850
471,013
143,298
6,600
242,769
29,000
439,272
291,106
4,384,773
24,144,542
79,380
116,973
5,259
27,003
7,681
3,677
90,286
78,587
199,239
56,537
56,182
119,616
63,774
904,194
6,670,265
243,709
449,310
96,067
135,372
5,400
52,823
473,210
592,703
423,551
94,798
3,451
167,176
19,750
320,127
216,311
3,293,759
18,209,981
164,330
332,337
90,808
108,369
(2,281)
49,146
382,924
514,116
224,312
38,261
3,451
110,994
19,750
200,511
152,537
2,389,565
11,539,715
136,129
113,658
3,723
6,249
72,636
3,771
30,998
4,813
162,408
138,482
672,867
10,823,661
121,322
334,185
144,308
179,209
(4,205)
63,186
471,206
707,493
240,776
81,948
6,600
24,180
29,000
181,174
227,331
2,807,713
6,650,615
14,300,601
12,433,088
19,146,876
(6,713,788)
220,095
66,430
165,072
98,642
-
14,080,506
12,366,659
18,981,804
(6,615,146)
(10,823,661)
5
Variance - the difference between actual and
budgeted transactions.
Positive amounts
indicate
a ‘favourable’ variance ,(negative)
amounts indicate an unfavourable variance.
Full Year Budget - represents the budget for
the full twelve months which agrees to the
Calumo system
6
Commitments – orders for supplies of goods
and services, salary payments expected to be
made for continuing staff, casuals not included
7
Budget Uncommitted - amount of budget
available to spend after allowing for actual and
predicted/ committed expenditure
Notes: :
• amounts are the combination of the amounts
recorded in the ACTUALS and ACCRUE_ADD
ledgers
• this report does not include commitment information
• amounts exclude GST
• Please use the columns to the right of the display
area to drill down to underlying transactional details.
D2
3
1
4
5
6
Standard Financial
Statement by Fund
Group
This report can be run at any
level (i.e., Faculty or Division,
Department, School, Fund or
Project.
2
The month to date (MTD)
version of this report displays
amounts for the selected month
only.
The year to date (YTD) version
of this report displays amounts
for the periods up to the
selected period for that year.
Notes: :
1
2
Expand/Collapse – Expand or collapse the
sections to see more or less detail. (Note
that drill downs can be performed from
columns to the right (look for green shaded
headers).
Funds – Year to date Actuals, Budget and
Variance by Fund Group, with a total of all
Funds in the end columns.
3
4
Revenue – Actual, Budget and Variance
revenue by Department ID. Actuals data is
a combination of Actuals and Accruals and
can be expanded to see the details.
People Costs– Actual, Budget and
Variance People Costs by Department ID.
Actuals data is a combination of Actuals
and Accruals and can be expanded to see
the details.
5
6
• amounts are the
combination of the
amounts recorded in the
ACTUALS and
ACCRUE_ADD ledgers
• this report does not
include commitment
information
• amounts exclude GST
• Please use the columns to
the right of the display
area to drill down to
underlying transactional
Other Costs– Actual, Budget and Variance details.
Other Costs by Department ID. Actuals data
is a combination of Actuals and Accruals (
Accrue-Add ledger)) and can be expanded to
see the details.
Results– Actual, Budget and Variance
Results by Department ID. Revenue less
People Costs less Other Costs equal
Results. Actuals data is a combination of
Actuals and Accruals and can be
expanded to see the details.
Trial Balance
1
5
2
3
4
A trial balance is a list of all the
general ledger accounts for a
business unit or a project. It includes
assets, liabilities, revenue and
expenses.
Notes: :
• amounts are the combination of the
amounts recorded in the ACTUALS
and ACCRUE_ADD ledgers
• this report does not include
commitment information
• amounts exclude GST
• Please use the columns to the right of
the display area to drill down to
underlying transactional details.
• If an account appears that has nil
totals, there have been transactions
for that account
1
Expand/Collapse – Expand or collapse the
sections to see more or less detail. (Note that
drill downs can be performed from columns to
the right (look for green shaded headers).
2
Opening Balance – balance as at the beginning
of the year. For Assets, Liabilities and Equity
accounts, the amount equals the previous years
closing balance. For Revenue and Expense
accounts the opening balance is nil.
3
Movement – the difference between the closing
balance and the opening balance. For Revenue
and Expense accounts this equates to the YTD
amounts.
4
Closing Balance- the balance of the accounts as
at the selected date.
5
Expand and collapse by Account, Fund and
Department ID.
• Please note that the numbers do not
add up due to rows being hidden in
order to fit the report into this Quick
Reference Guide).
PRJSTATS
Project Summary Report
9
3
1
1
2
Project ID
2
Description – Title of the
project
3
Project Manager – identifies
the project manager.
4
Fund – the activity of fund
that this project is linked to.
3
4
5
5
Depart– the department the project
belongs to.
6
Income Funded – Is this project
income funded? If Yes then the
available amount is limited to
revenue received, and no budget
allocated funds
7
Status - identifies if the project is
marked as active “A” or inactive “I”.
8
Budget B/Fwd – Brought forward
balance – balance remaining from
the prior year carried over to the
current year
6
7
8
9
11
10
12
13
14
15
16
17
9
Budget Current – the budget
allocation amount for the current
year plus revenue transactions for
the current year.
13
Budget Remaining – The balance which is
determined by subtracting expenses and
commitments from the budget amount
17
Cash Balance - the actual balance (bank)
amount of a project not including
Commitments and Debtors amounts.
10
Total Budget– the combination of
Budget B/Fwd plus Current budget
14
Revenue–bills invoiced. Note: amount is
excluded in the estimated end of year
project value.
18
Debtors - Bills invoiced but not been
received.
15
Actuals Var. to Bud – The difference
between the Budget Current and
Revenue.
16
Costs - the result of the current
year expenditure that is posted
in the general ledger.
11
12
Budget Expended – the result of the
current year expenditure that is
budget checked against the Total
Budget
Commitments – The combination of
commitments and pre-commitments
eg salary payments expected to be
made..
Notes: :
18
• amounts are those recorded in the ACTUALS ledger
only
• amounts exclude GST
• Please use the columns to the right of the display area
to drill down to underlying transactional details (as
shown by green shaded column headers)
PRJSTATD
Project Detail Report
3
1
4
5
6
7
8
9
10
1
Expand/Collapse – Expand or collapse the sections to see
more or less detail. (Note that drill downs can be
performed from columns to the right (look for green shaded
headers).
2
Account Type – A name and code given to an account that
indicates the account’s purpose.
3
Budget B\Fwd– It is taking the balance from the previous
year and moving forward to the current year.
4
Budget Current- The awarded amount within the calendar
year. It can be either revenue or budget allocated.
5
Total Budget- The combination of Budget B/Fwd plus
Current budget
6
Budget Expended– The result of the current year
expenditure that is budget checked against the Total
Budget
7
Commitments- The combination of commitments and precommitments.eg orders for goods and services and salary
payments expected to be made for continuing staff,
excluding casuals
8
Budget Remaining- The balance which is determined by
subtracting expenses and commitments from the budget
amount.
2
9
11
Actuals - The result of the current year expenditure that
is posted in the general ledger.
10
Accruals- Transactions that are brought to account
as they are earned or incurred (not necessarily when
cash is received or paid)
11
Closing Cash Balance- The actual balance (bank) amount
of the project and it does not include Commitments and
Debtors (including GST) amounts.
Notes: :
• amounts are those recorded in the ACTUALS ledger only
• amounts exclude GST
• Please use the columns to the right of the display area to drill down to
underlying transactional details (as shown by green shaded column
headers)
PCSUMLTD
Life to Date Project Report
9
3
1
2
3
4
6
5
1
Project ID
5
6
Income Funded – Is this project
income funded? If Yes then the
available amount is limited to
revenue received. and no budget
allocated funds
10
11
12
Description – Title of the
project
3
Project Manager – identifies
the project manager.
7
Status - identifies if the project is
marked as active “A” or inactive “I”.
4
Fund – the activity of fund
that this project is linked to.
8
LTD– Brought forward balance –
balance remaining from the prior year
carried over to the current year
9
10
11
12
13
14
15
16
7
Depart– the department the project
belongs to.
2
8
9
Budget Expended – the result of the
current year expenditure that is
budget checked against the Total
Budget
Commitments – The combination of
commitments and pre-commitments
eg salary payments expected to be
made..
Budget Remaining – The balance
which is determined by
subtracting expenses and
encumbrances from the budget
amount
Revenue– revenue
outstanding from bills invoiced.
13
Actuals Var. to Bud – The difference
between the Budget Current and
Revenue.
14
Costs - the result of the current
year expenditure that is posted
in the general ledger.
15
Cash Balance - the actual balance (bank)
amount of the project and it does not include
Commitments and Debtors (including GST)
amounts.
16
Debtors - Outstanding revenue from
bills invoiced
Notes: :
• amounts are those recorded in the ACTUALS ledger
only
• amounts exclude GST
• Please use the columns to the right of the display area
to drill down to underlying transactional details (as
shown by green shaded column headers)
1
Total movement by category for
the month (see “As at” date in header).
2
Calendar year.
3
1
4
5
2
3
4
7
6
Allocated budget for the year.
8
10
11
8
9
10
12
12
1
Does not include any Commitment or Accrual amounts.
2
For amounts in the Payment and Income sections of the statement the YTD column represents all actual expenditure incurred or project revenue billed. It does not include any
Commitment or Accrual amounts.
All budget amounts are annual figures and only relate to the Year to Date column.
3
4
Occurs where a Granting body pays a fixed rate for a researcher, if the researcher’s wages exceed the fixed rate the faculty pays the shortfall from Operating Funds.
5
Including GST.
Direct salary costs (incl superannuation,
long service leave and payroll tax.)
Reductions in project salary
expenses received from faculties.
4
Non salary related costs.
Total of People Payments, Salary
Supplementation Payments &
Other Payments.
Purchase Orders & salary
commitments. 3
Balance remaining after deducting
the Total Project Payments and the
Budget Commitments from the
Total Budget amount.
Income received from the granting
body or billed to the granting body.
14
Represents all the income received
that did not come from the
granting body.
15
15
3
13
13
14
Life to Date. Balances from the
project start date to the run date
on the report
Budget brought forward from last
year. 3
9
11
2
5
7
6
1
Unpaid Invoices for the year.
5
Is the total actual cash received to
date less the total actual expenses
to date.
GLFS*
Project Transaction List
APRIL 2011
PROJECT ID:
RM08755 Page NO. 1
PROJECT Name:
MANGEMENT OF MUS IN VIETNAM
Run Date 25 July 2011 AT 10:50
Journal ID
1
2
General Ledger Financial Statement
Transaction Detail Report
3
Date
Account
Journal Header Description
Journal Line Description
Monetary Amount
Employee Name
14-APR-2011
28-APR-2011
14-APR-2011
28-APR-2011
14-APR-2011
28-APR-2011
01-MAY-2011
14-APR-2011
28-APR-2011
14-APR-2011
28-APR-2011
4101
4101
4104
4104
4108
4108
4108
4109
4109
4162
4162
External Loaded Journals
External Loaded Journals
External Loaded Journals
External Loaded Journals
External Loaded Journals
External Loaded Journals
PRT on Super General
External Loaded Journals
External Loaded Journals
External Loaded Journals
External Loaded Journals
3,025.62
3,025.62
136.15
136.15
164.90
164.90
29.68
6.05
6.05
277.68
277.68 P
7,250.48
Phan,Thuy
Phan,Thuy
Phan,Thuy
Phan,Thuy
Phan,Thuy
Phan,Thuy
Thi
Thi
Thi
Thi
Thi
Thi
Bich
Bich
Bich
Bich
Bich
Bich
3,025.62
3,025.62
136.15
136.15
164.90
164.90
Phan,Thuy
Phan,Thuy
Phan,Thuy
Phan,Thuy
Thi
Thi
Thi
Thi
Bich
Bich
Bich
Bich
6.05
6.05
277.68
277.68
Employee Benefits
0000959618
0000965993
PAGE#: 1101 LINE#: 2
PAGE#: 1125 LINE#: 2
PAGE#: 1101 LINE#: 2
PAGE#: 1125 LINE#: 2
PAGE#: 1101 LINE#: 2
PAGE#: 1125 LINE#: 2
PRT ON SUPER GENERAL
PAGE#: 1101 LINE#: 2
PAGE#: 1125 LINE#: 2
PAGE#: 1101 LINE#: 2
PAGE#: 1125 LINE#: 2
Total General Payroll
14-APR-2011
28-APR-2011
4839
4839
External Loaded Journals
External Loaded Journals
272.31
272.31
544.62
Phan,Thuy Thi Bich
Phan,Thuy Thi Bich
272.31
272.31
Equipment
APV0955909
APV0955909
PAGE#: 1101 LINE#: 2
PAGE#: 1125 LINE#: 2
Total Employee Benefits
07-APR-2011
07-APR-2011
5260
5260
Accounts Payable
Accounts Payable
Other Expenses
APV0955909
Vietnamese travel software
Vietnamese language software
Total Equipment
22.14
11.81
33.95
07-APR-2011
6611
Accounts Payable
Contract Services
APV0961451
Introuction Gifts for Vietnam
Total Other Expenses
211.60
211.60
14-APR-2011
6101
Accounts Payable
Consumables
APV0962206
APV0955909
Invoice No. 322WHOQOL--Que
Total Contract Services
303.05
303.05
21-APR-2011
07-APR-2011
6486
6500
Accounts Payable
Accounts Payable
Travel Domestic
APV0955909
AMAZON.COM
Commision fee
Total Consumables
60.13
30.00
90.13
07-APR-2011
7010
Accounts Payable
Travel international
APV0955909
APV0955909
APV0955909
Taxis
Total Travel Domestic
112.08
112.08
07-APR-2011
07-APR-2011
07-APR-2011
7107
7110
7110
Accounts Payable
Accounts Payable
Accounts Payable
1 night accommodation
Taxis--Hong Kong
Overseas visa application
Total Travel international
497.20
61.59
140.00
698.79
Total PAYMENT
9,244.70
PAYMENT
General Payroll
0000959618
0000965993
0000959618
0000965993
0000959618
0000965993
PRT0000010
0000959618
0000965993
0000959618
0000965993
1
General Ledger Account (4 Series Payroll, 5 Series Assets, 6 Series Goods & Services,
7 Series Travel).
2
The description field of the General Ledger Header, (External Loaded Journals are
journals loaded via an interface with an external product – i.e.: HRMS.) 1
3
The description field of the General Ledger Journal Line.
1
*
HRMS journals will not display employee specific details.
The GLFS report is run through NSFinancials and not nVision
Amount
Note –
(1) The system will only produce a
transaction list if there is
activity in the month you run
the statement