BUBS/Business Intelligence Open Session

September 4th, 2013
10:00 - 10:10 Introduction (John Cordi)
10:10 - 10:25 Purchasing/AP (Matt Schofield/Ken Waskie)
10:25 – 10:35 Audience Feedback/Questions for Purchasing/AP
10:35 – 10:45 Travel & P-card (Matt Schofield)
10:45 – 10:50 Audience Feedback/Questions for Travel/P-card
10:50 – 11:05 BI & General Accounting (Scott Hatch)
11:05 – 11:20 Audience Feedback/Questions for BI/GA
11:20 – 11:30 HR (Vicki Metritikas/Bonnie Jenson)
11:30 – 11:40 Audience Feedback/Questions for HR
When doing a requisition:
 The Detailed Item Specification Field needs to contain any and all pertinent
information for the purchase order. Do NOT enter detailed information in
the comment field. Doing so leads to delays and questions from the
vendor. Enter "confirming" or the invoice number if you already have
received the commodity/service; otherwise you may see a duplication of
the item.
 Always search AND select the vendor in which you are doing business with
 Make sure your item amount matches your funding amount
If an approved requisition under $2,500 is received by
Purchasing through SUNY Web Procurement prior to 2:00
P.M., it will be reviewed for appropriateness that day
If passing the review, the requisition will be assigned a
purchase order number no later than close of business (5:00
P.M.) on this day. The requesting department will be able to
access and print the newly created purchase order, sign the
purchase order using a pre-determined departmental
signatory and then mail/fax/scan/email the purchase order
to the vendor
The same procedure will be followed for purchases
over $2,500. However, purchase orders $2,500 or
more will be sent to the vendor by the Purchasing
 Once requisitions over $2,500 are approved by the
approver, please send appropriate backup (with requisition
on top) to the Purchasing office ASAP to be reviewed
If a department receives a Purchasing action rejecting
their requisition and does not plan on re-submitting a
corrected/updated requisition, it is the responsibility of
the user in the department to cancel the funding of the
rejected requisition
If this step is not completed the identified funding will
remain as an open encumbrance against their budget
If the department is going to re-submit, they must go
through the same process as previously done
If you need to cancel a PO, please contact the
Purchasing department so they can release your funds
For those departments encumbering funds or adding a
change order increasing the encumbered amount
against an existing contract (prefixes C,CM,T,L or X)
please complete an approved requisition to Purchasing
 This approved requisition will provide us with the appropriate
accounting stream to which we'll encumber the funds against the
identified contract
 Purchasing will reject the requisition back to the department with a
note that the funds have been encumbered against the contract which
establishes an accounting trail for your reference
 Please reference the cancelled requisition number when the
contracted vendor asks for your PO
If you are unsure of where a requisition is hung up
in the system, remember to check the workflow
details. This will tell you if it has not been
completed by yourself, your approver or the
Purchasing department
If you are buying an item off of a NYS contract
please enter the contract number in the item
description field
 Ex. Enterprise Car Rental (PS65506)
 Ken Waskie
 Ext. 7-2184
 [email protected]
 Matt Schofield
 Ext. 7-4526
 [email protected]
 Mickey Loveria
 Ext. 7-2184
 [email protected]
 John Williams
 Ext. 7-2184
 [email protected]
 Charlene Richner
 Ext. 7-2184
 [email protected]
 Connie Naccarato
 Ext. 7-2938
 [email protected]
Please remember that personal reimbursements, hosting,
fellowship payments and stipends are processed without a
requisition/purchase order. The employee must be assigned
a SUNY “N” number before reimbursement can take place. The
new procedures can be found on the Accounts Payable
Moving expense reimbursements are also processed without
a requisition/purchase order. The new procedure can be
found on the Accounts Payable website
 http://www2.binghamton.edu/accounts-payable/meals.html
 http://www2.binghamton.edu/accounts-payable/hosting.html
 http://www2.binghamton.edu/accounts-payable/moving.html
Reminder: Short form receipts must be
completed for all invoices to be paid. This is our
only way of knowing that the items are received
and that the goods/services are okay to pay
 If paying an invoice against a blanket purchase order
please be as specific as possible with the receipt (include
invoice number, amount to be paid, etc.)
If you receive an invoice and would like to
send it to accounts payable please write “okay
to pay” on the invoice, as well as the receipt
number created in the system. This helps
speed up the process for Accounts Payable
 Matt Schofield
 [email protected]
 Ext. 7-4526
 Rose Hassett
 [email protected]
 Ext. 7-4660
 Patty Szczepanski
 [email protected]
 Ext. 7-4453
 Shana White
 [email protected]
 Ext. 7-3980
 Amy Cordi
 [email protected]
 Ext. 7-3747
To help you identify a travel payment in Business
Intelligence, we are utilizing a uniform naming
convention for all travel vouchers
The invoice number is TRAVEL, the first date of the
travel, a space and the first seven characters of the
traveler’s last name. For example, Joe Suny
traveled 8/1-8/5/13 so his travel voucher would
be named: TRAVEL080113 Suny
Please remember that if a new employee
travels immediately a NYS “N” number will not
be assigned for nearly two pay periods.
Therefore, you cannot submit a travel
voucher for reimbursement until this number
is assigned
 This number will be available on the employee’s
first pay check
 Matt Schofield
 [email protected]
 Ext. 7-4526
 Rose Hassett
 [email protected]
 Ext. 7-4660
 Tricia Wooden
 [email protected]
 Ext. 7-2039
Please use your p-cards whenever
possible for purchases $2,500 and
 However, please remember the p-card policy has
not changed
 We are seeing too many requisitions being
created through the system for low dollar, p-card
eligible purchases
P-Card holders now have the ability to
change accounts in AEPC
 You can change accounts throughout the month or right
before you certify, but it must be done before certifying for
the month
 Training is available on this process through the UCTD, or
please call the Business Office if assistance is needed
 http://www2.binghamton.edu/uctd/
 Matt Schofield
 [email protected]
 Ext. 7-4526
 Meghan Dold
 [email protected]
 Ext. 7-3556
 A set of theories, methodologies, processes,
architectures and technologies that
transform raw data into meaningful and
useful information for business purposes.
 All of NY State including SUNY have adopted Oracle
Business Intelligence Enterprise Edition (OBIEE) as
their BI tool. The way SUNY uses BI is to load all of
their data from the SUNY financial system into a
data warehouse and we then use BI as a modern
query tool to access that data
 Dashboards can be created to extract the
information from the data warehouse in a format
that is desired
SUNY is in the early stages of implementing BI and
the reporting possibilities are very extensive
Binghamton has taken the lead role in the creation
of dashboards. Also, the improvement of existing
dashboards and development of new ones are
In our role as the pilot campus we encourage all
users to report any inaccuracies and improvements
to Scott Hatch so that they can be discussed with
Systems Administration
We have plans to create a BI User’s Group including
people from all divisions of campus who will
become BI experts and be able to create
The BI User’s Group will meet monthly and other
users can request new dashboards that are needed
from Scott, their division rep, or by attending the
meeting themselves
Question: How do I sign onto Business
 Answer:
 1. Go to the Business System Portal:
 2. Under the Business Intelligence block click on
“Reporting System Sign-on” link
Question: If I try to sign onto BI but discover
that I don’t have access who should I contact?
 Answer: You should first attend BI training. Please
contact the University Center for Training &
Development for a schedule of training sessions
 If you’ve already had training and still don’t have
access then please contact our Security Administrator –
Connie Naccarato at extension 2938 – to obtain BI
Question: I’m having trouble determining what my
SUNY account numbers are. How can I find them?
 Answer:
 The first way is to go to the Account Summary Dashboard and
then the Reporting Structure Page within that dashboard and
search for your department. These instructions are available at
the beginning of page 17 of the Training Manual which can be
accessed via the BUBS Portal
 The second way is to go to the BUBS Portal and under the
Business Intelligence block click on “Oracle to SUNY Account
Crosswalk”. This is an Excel file where you can search for your
Org number (last 4 digits of rollup) or Org name and find your
Oracle and corresponding SUNY accounts
Question: I’m able to get into BI but am having
basic problems getting it to work properly
 Answer: BI doesn’t work well with Internet Explorer (IE)
version 10. Either use IE9 or lower, Firefox or Chrome.
Question: I have taken BI training and am having
trouble understanding how to use a particular
dashboard or have discovered a problem with the
dashboard or data. Who should I contact for help?
 Answer: Please contact Scott Hatch in General
Accounting at ext. 2099 or email him at
[email protected]
Question: When I access BI my dropdown for
“Dashboards” has disappeared. How do I resolve
 Answer: We have found that occasionally the cache for your
browser needs to be cleared in order to successfully access
BI. The method for this varies depending on the browser,
and is explained on the general accounting website
Question: My IFR ending balance in Oracle doesn’t equal my
beginning balance in Business Intelligence. Why is this the
case and what should I do?
 Answer: In BI to get the beginning balance you must subtract the
second column from the first (Beginning Cash Balance - Prior Yr
Disbursements). O/H and Fringe are on a one month lag in SUNY
so this also must be taken into account.
 At the end of the lapsing period the BI beginning balance will equal the
Oracle ending balance with the exception of the above timing
differences, so please be patient
Question: I enter my account number into the
Account Summary and get no results. What could
the problem be?
 Answer: If you are searching for results for the rollup -00
sub account then you should only enter the 6 digit account
and do not enter the -00. If you choose the -00 sub
account you will get no results. This is a function of how
the data warehouse is structured and unavoidable at this
1. Sub accounts can be created at any time during the year.
However, it is strongly encouraged to set them up only as
2. To request a sub account, send an email to Scott Hatch in
the Business Office stating the desired account and sub
account. Be sure to copy the finance representative in your
Vice Presidential area on the email
3. If an account is sub accounted, then the budget will be
entered to the -99 default sub account. If an organization
wants a budget allocation moved to a -01 through -98 sub
account, contact the financial representative for your VP area
to make the move
4. If an account is sub accounted, then revenue will be
entered to the -99 default sub account
5. To see the total balance for an account, ALWAYS
enter the first six digits only
6. If labor expenditures default to -99 then transfers to
a specific sub account will not be completed until the
employee has been successfully coded and charged
directly to the specific sub account
 Scott Hatch – General Accounting Manager
 [email protected]
 Ext. 7-2099
 Desera Johnson – Business Office/General
 [email protected]
 Ext. 7-5154
HR data: implementation planned to be in
Phase II of BI
 Tentatively available April 1st 2014
 Warehouse to be updated nightly (current
 Minimal 5 years of information will be retained. The
ultimate goal is to retain 10 years of information.
 Pending (Not yet OSC approved) transactions will be
Staff summary
 Able to filter by entity,
 Appointment type or
Turnover analysis
Age analysis
More (tbd)…
Reports should allow users
to drill down to person
level detail
Most BI users should have the
Payroll Dashboard already.
In development while addressing the following
 Security
 Inputting of data to query tables still in
process (ex: commitment department for
students, supervisor e-mail)
 All data two pay periods behind
As soon as our campus is done testing this dashboard – it will be rolled out to HR
Master employees only (due to current BI security settings)
As soon as our campus is done testing this dashboard – it will be rolled out to
HR Master employees only (due to current BI security settings).
 Can I get a current report of active employees for my area?
 Yes, You may request this data through the HR web site.
Federal College Work Study:
How do I find out how much my department has
spent on our FCWS students?
This is available by requesting the “Employee View for
Student Assistant and College Work Study Payrolls” report
This report will list all current student employees with
commitment account(s), hourly rate(s) and expenditures
(two pay periods old)
How can I get access to the HR dashboards
when they are available?
 Access may be requested by an email from your supervisor
to Vicki or Bonnie in HR
 The HR dashboards access will be made available based on
campus business needs
 An updated signed confidentiality agreement will be
 Additional training may be required
Bonnie Jenson
Associate Director of Human Resources:
 Ext. 7-6613
 [email protected]
Vicki Metritikas
Manager of HR Systems and Customer Service
 Ext. 7-4463
 [email protected]