PRESENTED BY KENNETH BRIDGES & DAWN GAMADANIS KENNESAW STATE UNIVERSITY Agenda Session 1 – Learn about SAS® KSU Financial Data Mart (FDM) Discussion/Questions Break Session 2 – Budget Development and Position Management Discussion/Questions Break Session 3 – Comprehensive Financial Reports and Analytics Discussion/Questions Contact Us 24,600 Students $347m Budget with over 600 department accounts 2,200+ employees Five Major Divisions Eight Academic Colleges Business intelligence is about effectively managing critical data assets and its transformation into information in such a way that drives strategic planning, executive decision-making, and management reporting throughout your organization. Thus, data drives our need to be well-informed. The statement of purpose is about pursuing continuous improvement to be well-informed, to provide selfservicing of information on the desktop, and positively effect decision support at all levels of the organization. Grants Post-Award office spent routinely up to two weeks, sometime longer, to data enter and reconcile grants in QuickBooks and compile reports to send to Principal Investigators. Business Managers ran multiple PeopleSoft reports and queries daily, data enter into QuickBooks, to reconcile accounts and summarize information into reports for Deans and Chairs. Budget and Planning Office spent most of time in data entry mode for Budget Prep instead of analyzing the data; lacked ability to track position funding changes during the year and unable to provide personal service changes to department managers. With over 600 local public queries plus hundreds of private ones to choose from or model from more than 300+ BOR delivered queries, pulling data from PeopleSoft can be somewhat challenging for most users to navigate which on occasion results in…well, you know Establish a robust, scalable, and practical alternative to meeting KSU’s institutional demands for enterprise intelligence and analytics Provide easy access to financial information and analytics for decision support, strategic initiatives, and executive management reporting Provide self-service functionality for users to build, customize, and share reports with common data dictionary, dimensions, and measures through a secure portal Enhance and streamline budget development and reporting Ability to perform financial analytics for budget and planning Easy-to-use self-service reporting tools for enterprise Manage financial data integration to better enable decision support Support budget management tracking and accountability Promote data quality and integrity with “one version of the truth” ERPs lack robust reporting tools and analytics Queries are hard to learn and very often require exporting to Excel for further aggregation and analyses Shadows systems proliferate as a means to track and reconcile accounts for business managers and grants post-award office Information not easily shared and data not securely distributed Inability to obtain revenue, expenditure, and budget data at multiple organizational levels Budget managers were being held accountable but lacked adequate tools to track budgets and spending PeopleSoft terminology oftentimes misunderstood – what’s in pre-encumbrance as opposed to an encumbrance? Why should I care? Inability to set aside/reserve funds for future spending and have it reflected in remaining balances Accessibility To multiple (unlimited) data sources + Transparency For common version of the truth + Consistency To strengthen data quality and data integrity + Safeguard To secure data for confidentiality on a need to know basis + Ease of Use Transition is intuitive and familiar 2010 Financial Data Mart build began (ETL Loads, Tables, Metadata) 2011 Initial Cubes and Information Maps (metadata) developed 2012 Released Comprehensive Financial Report (CFR) and Budget Preparation report set 2013 Released Position Management and Vacancy Lag report set 2013 Released Grants (Sponsored) report set 2013 Released Fraud Detection (encumbrances) report utilizing Forecast Server 2014 Planned release of new Key Performance Metrics dashboard analytics 2014 Planned completion of CFR Enhancements PeopleSoft ADP Financials Banner FINANCIAL DATA MART EXTRACT (PSFIN Table Copy/Link to Banner and ADP Schema) TRANSFORM LOAD OLAP (Apply Rules and Filters) (Detail Data Store) (Cube Rebuilds) * Nightly Refresh Monday - Friday ETL Procedure Process Source Data A - Foundation Tables Copy Account, Department, Fund, Class, Program, Project Grants tables B - Financial KK Copy KK Budget, Ledger KK, KK Activity, KK Source, KK Referenced tables C – GL Tables Copy PersServBOR, JGEN BOR Tables, GL Journals, Ledger tables D – Other PS Tables Copy Expense Sheet, PO, Receiver, Requisition, Speed Chart, Speed Type tables E – Accounts Payable Copy Voucher, Line, Acctg Line, Payments, Payment Voucher XREF, Vendor tables F – Budget Preparation Copy All Budget Prep tables G, H1 – H3, J, M Transform Local copied source FIN tables L – Position Management Package Local source FIN tables & ADP DW Schema P – Integration Push data From FDM to other database systems User Groups Data Perspective Budget and Planning Budget, Actuals, Positions – Budget Global, Financial Global Finance and Accounting Procurement and Contracting Actuals – Financial Global Internal Audit Office of Research – Post Awards Budget, Actuals, A/R Sponsored – Grants Secure Business Affairs Managers (Academic Units) Deans and Chairs (Academic Units) Administrators and Department Managers Budget, Actuals, Positions – Financial Secure Budget and Planning • Position Management • Budget Preparation • Budget to Actual Fact Book and Surveys • Financial Profiles • Survey Data Financial Services/ Procurement and Contracting Comprehensive Financial Reports (CFR) • Vendor Profiles • Vendor Risk • Open Requisitions/Purchas e Orders • Vendor Spend Risk Management • Internal Audit • Unit Assessments • Fraud Detection Model Division/Units • • • • Budget to Actuals Vendor Spend Proposed Budgets Position Amendments Inventory Management • Distribution Analytics Contract and Grants • Private Investigators Reports • Grant Accountants & Control Reports • Budget to Actuals • Spend Activity • Payroll Activity BUDGET PREP BUDGET GLOBAL Comprehensive Financial Budget Prep ADP Code Exceptions Aggregate Detail Fringe Exceptions Grant Positions Lump Sum Variances OBP Fund by Expense OBP Fund by Function Personal Services Position Counts Position Employee Exception Budget Position Management View (new) Report (CFR) Global CFR Budget Global CFR Encumbrance Global CFR Expenses Global CFR Payroll Global CFR Personnel Services Global CFR Revenue Global FINANCIAL SECURE FINANCIAL GLOBAL Comprehensive Financial Financial Encumbrance Report (CFR) Secure CFR Budget Secure CFR Encumbrance Secure CFR Expenses Secure CFR Payroll Secure CFR Personnel Services Secure CFR Revenue Secure Vendor Risk Payments Secure Transportation Secure (Fraud Detection) Vendor Risk Payments Global Transportation Global GRANTS Grants Cube Global Grants Cube Secure DIMENSION PERSPECTIVE HIERARCHY FISCAL YEAR FINANCIAL FISCAL YR/DIV/DEPT/FUND/PROJNM/ACCT ROLLUP/ACCT NAME FISCAL YR/FUND/CLASS/ACCT ROLLUP/ACCT NAME/DEPT FISCAL YR/DIV/DEPT/FUND/CLASS NM/PROJ NM/ACCT ROLLUP/ACCT NAME FISCAL YR/FUND/CLASS NM/ACCT ROLLUP/ACCT NAME/DEPT FISCAL YR/FUND/DEPT/CLASS NM/PROJ NM/ACCT ROLLUP/ ACCT NAME BUDGET PERIOD BUDGET BUDGET PERIOD/FUND/CLASS/DEPT BUDGET PERIOD/DIV/DEPT/FUND BUDGET PERIOD/POS NBR/EMPLID/EMP NAME/ACCT CD PROJECT NAME GRANTS PROJ NM/BUD REF/ACCTG PERIOD PROJ NM/BUD REF/ACCTG PERIOD/BUD ACCT TYPE/ACCT NAME PROJ NM/BUD ACCT TYPE/ACCT ROLLUP/ACCT NAME Budget Financial Sum of Total Fund Balances Sum of Total Expenses Sum of Pre-encumbrance Sum of Budget Amount Sum of Proposed Revenue Sum of Proposed APPROP Sum of Proposed ORG Sum of Proposed Budget FTE Counts Sum of Current Salary Sum of Temporary Amended Sum of Permanent Amended Sum of Next Year Base Budget Sum of Total Budget Amount Amount Sum of Encumbrance Amount Sum of Expended Amount Sum of P-Card Amount Sum of Reserve Amount (Departmental Set-Asides) Sum of Free Balance Sum of Payroll Expenses Financial Sum of Personal Services Sum of Non-Personal Services Sum of Revenue Amount Risk Transaction Count Sum of PO Quantity Sum of Quantity Received Sum of Quantity Remaining BUDGET PREP Sum of APPROP Variance Sum of Current APPROP Sum of Current Grant Sum of Current ORG Sum of Current Revenue Sum of Current Salary Distributed Proposed Salary Sum of Equity Adjustment Distinct Count of FTE Sum of Total Fund Balance Sum of FTE Sum of Grant Variance Sum of ORG Variance Sum of Proposed APPROP Sum of Proposed Budget Salary Sum of Proposed Fringe Estimate Sum of Proposed Grant Sum of Proposed ORG Sum of Proposed Revenue Sum of Proposed Employee Salary Sum of Revenue to Expense Variance Sum of Revenue Variance Sum of Supplement Amount Sum of Total Expenses Sum of Distributed Salary Sum of Distributed Budget 400 350 345 292 300 250 200 Last Year 150 This Year 100 50 16 20 0 Total users * (+34%) Department Mgrs & staff (+29%) Business Mgrs (+23%) Project Mgrs (+233%) * 3 Global Users Accountability Regulatory Strategic Support 77 Total Active Projects Budget and Planning Finance and Accounting Risk Management Office of Research (Grants Post-Award) Procurement and Contracting Others Kenneth Bridges Director Enterprise Financial Reporting kbridges@kennesaw.edu 770-499-3422 Dawn Gamadanis Director Budget and Planning dgamadan@kennesaw.edu 770-499-3293