Finance
Dashboard
ROCKS!
Finance Dashboard Training Guide
November 2008
AFD Finance
Finance Dashboard Training Guide
General Information (Applies to all pages of the Dashboard)
Hierarchical Drill
Department Levels
Dept Lvl 1 – Administration & Finance (Larry Kelley)
Dept Lvl 2 - AFD Finance (Rick Ramirez)
Dept Lvl 3 - Fiscal Services (Lorlie Leetham)
Dept Lvl 4 – Student Financial Services (Brett Holman)
Dept
– Cashiering (Betty Allen)
Account Levels
Acct Type (Expenditure)
Acct Cat Type (Operating Expense)
Acct Cat (Travel)
FIRMS Object (606001)
Account (6068XX)
Program Levels
Prog Cat (College-Based Fees)
Program (AA001)
Project Levels
Proj Typ (Projects)
Proj Cat (MCF – Misc. Course Fees)
Project (MCF196)
Fund Levels
SCO Fund (0948)
CSU Fund (485)
Fund (SL001)
Page Prompts
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Will default Funds / Deptids you oversee
Can select any Fund / Deptid using multi-select function
Prompt values are filtered
Displays only values which have data attached to them
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Finance Dashboard Training Guide
24 Column Selectors
Other Actions
Page Options
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Return – returns you to initial report
Back – takes you back one step
Print – Choose HTML or PDF
Download – Excel, PowerPoint, CSV, HTML
Refresh – clears data to start over
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Save current layout
Apply a saved layout
Save as default
Clear all selections (start over)
Save as bookmark in Internet browser
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AFD Finance
Finance Dashboard Training Guide
Seven Pages of the Finance Dashboard
1. My Revenue and Expense
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13 Page Prompts
Two Column Selectors
Seven Views:
o Summary Pivot
o Summary by Fund Category Pivot
o Summary by Org Level 1 Pivot
o Summary by Org Level 2 Pivot
o Summary by Account Category Pivot
o Summary by College Based Fees Pivot
o Activity Summary by Accounting Period
Revenue and Expense Summary for Download
Activity Summary by Year
2. My Open POs
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Four Page Prompts
No Column Selectors
Seven Views:
o Open PO by Fund
o Open PO by Department
o Open PO by Account
o Open PO by Program
o Open PO by Project
o Open PO by Class
o Open PO by Vendor
3. My Trial Balance
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Three Page Prompts
One Column Selector
Two Views:
o Summary by Fund Pivot
o Summary by CSU Fund Pivot
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Finance Dashboard Training Guide
4. My Revenue and Expense Transactions
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12 Page Prompts
Three Column Selectors
Table View
5. My PO Transactions
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12 Page Prompts
Three Column Selectors
Table View
6. My Trial Balance Transactions
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12 Page Prompts
Three Column Selectors
Table View
7. My Budget Transactions
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14 Page Prompts
Three Column Selectors
Table View
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Finance Dashboard Training Guide
My Revenue and Expense Page
Sample #1 – Summary Pivot
(Account Summary for Single Academic Department)
Page Prompts:
Fiscal Year = 2008
Fund (blank = all)
Department = 115100
Acctg Period <=04 Oct
Column Selectors:
Column 1 = Deptid
Column 2 = Acct Cat
Select a View:
Summary Pivot
Fund = SL001
Review selections:
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Finance Dashboard Training Guide
Report Results:
Additional Information: At this point, the Account Category can be drilled down for Account. The Budget,
Actual, and Encumbrance amounts can also be drilled to get transaction detail.
Report Results drilling on the Account Category “603-Benefits”
Note the Return and Back options
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Finance Dashboard Training Guide
Report Results drilling on 603001 – OASDI Actual amount of $35,656.48
Report Results drilling on July transaction total of $12,049.14
View all records
Next 25 records
Note: Choose “Return” at any point to go back to the original report.
Sample #2: Summary by Fund Category
(Summary of PeopleSoft Funds by Category for selected Deptid’s)
Page Prompts:
Fiscal Year = 2008
Dept = 115100
Acctg Period = 04 October
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Finance Dashboard Training Guide
Column Selectors:
Column 1 = Fund
Column 2 = Acct Type
Select a View:
Summary by Fund Category
Select a Value from drop down box:
Contracts & Grant Trust (465)
Review selections:
Report results:
Additional Information: At this point, the Account Type can be drilled down for Account, and the Budget, Actual,
and Encumbrance amounts can be drilled on to get to transaction detail.
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Sample #3: Summary by Org Lvl 2
(Summary of College of Ag Revenue and Expenses)
Page Prompts:
Fiscal Year = 2008
Fund = SL001
Acctg Period = 04 October
All other page prompts left
blank
Column Selectors:
Column 1 = Prog Cat
Column 2 = Dept Lvl 2
Select a View: Summary by Org Lvl 2
Select a Value from drop down box:
College of Ag
Review selections:
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Finance Dashboard Training Guide
Report results:
Report results when you drill on Dept Lvl2:
Note the “return” choice
now that you have
drilled
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Finance Dashboard Training Guide
Sample #5: Summary by College Based Fees
College of Science and Math College-Based Fees Summary
Page Prompts:
Fiscal Year = 2008
Dept Lvl 2 = 117500
Accounting Period = 4
All other prompts are blank
Column Selectors:
Column 1 = Deptid
Column 2 = Prog Cat
Select a View:
Summary by College Based
Fees Pivot
Select a Value from filters drop-down
box:
SL001-948-485 CSU
Operating Fund
Review selections:
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Finance Dashboard Training Guide
Report results:
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Finance Dashboard Training Guide
Sample #6: Activity Summary by Accounting Period
College of Science and Math Summary
Page Prompts:
Fiscal Year = 2008
Dept Lvl 2 = 117500
Accounting Period = 4
All other prompts are blank
Column Selectors:
Column 1 = Dept Lvl 2
Column 2 = Account
View:
Activity Summary by
Accounting Period
Select Fund:
SL001
Review Selections:
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Finance Dashboard Training Guide
Report Results:
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Finance Dashboard Training Guide
Example of Summary Available for Download:
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Finance Dashboard Training Guide
Example of Activity Summary by Year for Dept ID 117500:
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Finance Dashboard Training Guide
My Open POs
Sample #1: Open PO by Fund
Page Prompts:
Fund = blank
Dept = 132900
Select a View:
Open PO by Fund
Select a Value from filter drop-down
box:
SL001-948-485 CSU
Operating Fund
Review selections:
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Finance Dashboard Training Guide
Report results:
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Finance Dashboard Training Guide
Sample #2: Open PO by Program (College-Based Fees)
Page Prompts:
Fund = blank
Dept = All departments in
COSAM
Select a View:
Open PO by Program
Select a Value from the filter
drop-down box:
AA006-CSM College Based
Fee
Review selections:
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Finance Dashboard Training Guide
Report results:
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Finance Dashboard Training Guide
My Trial Balance
Sample #1 – Summary by Fund Pivot
Page Prompts:
Fiscal Year = 2008
Acctg Period = 04-October
Fund = MX001
Column Selectors:
Column 1 = Acct Cat
Select a View:
Summary by Fund Pivot
Select a Value from filter drop-down
box:
MX001
Review selections:
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Finance Dashboard Training Guide
Report results:
My Revenue and Expense Transactions
Sample #1: Summary of all transactions in one academic department for Period 4 (October 2008)
Page Prompts:
Fiscal Year = 2008
Acctg Period = 04-October
Fund = Blank
Dept = 100400
Column Selectors:
Column 1 = Deptid
Column 2 = Account
Column 3 = Customer Name
Review selections:
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Finance Dashboard Training Guide
Report Results:
Note: There are 476 total
records. Currently viewing
1-25.
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Finance Dashboard Training Guide
My PO Transactions Page
Sample #1 – View Open Purchase Orders for one Academic Department
Page Prompts:
Fiscal Year = 2008 (default)
Acctg Period = 04- October
Dept = 115100
(Leave all other prompts blank)
Column Selectors:
Column 1 = Deptid
Column 2 = Account
Column 3 = Vendor Short
Select a View: Transactions Table
Review your selections:
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Finance Dashboard Training Guide
Report Results:
Note: Account column was sorted by clicking on column header.
My Trial Balance Transactions
View all Trial Balance Transactions for October 2008 in Dept ID 115100
Page Prompts:
Fiscal Year = 2008
Acctg Period = 04 - October
Dept = 115100
(Leave all other fields blank)
Column Selectors:
Column 1 = Deptid
Column 2 = Account
Column 3 = Customer Name
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AFD Finance
Finance Dashboard Training Guide
Select a View: Transactions Table
Review your selections:
Report Results:
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AFD Finance
Finance Dashboard Training Guide
My Budget Transactions Page
View Budget Allocations for FY 2008/2009 to date for College of Science & Math
Page Prompts:
Fiscal Year = 2008
Dept Lvl 2= 117500
Ledger Group = OPER_BUDG
(Leave all other prompts
blank)
Column Selectors:
Column 1 = Dept Lvl 3
Column 2 = Account
Column 3 = Scenario
Select a View: Transactions Table
Review your selections:
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Finance Dashboard Training Guide
Report results:
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Finance Dashboard Training Guide
Sample Trees used for h-drill fields
Department
Program
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Finance Dashboard Training Guide
Project – “P-projects”
Projects – “G-Grants”
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Finance Dashboard Training Guide
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Finance Dashboard Training Guide
Definitions:
SCO Fund – State Controller’s Office Funds (0580 Dorm Revenue, 0948 State University Trust)
CSU Fund – California State University Funds (261 DRF Housing, 0463 Instructionally Related Activity)
Fund – PeopleSoft chartfield value (HA001, MO002)
Dept Level 1 – Top Academic or Non-Academic Divisions of the University such as Academic Affairs, and
Administration & Finance
Dept Level 2 – These are College levels such as College of Liberal Arts and College of Science & Math or in nonacademic divisions like AFD Finance
Dept Level 3 – Departments under the supervision of a College such as Biological Sciences or non-academic
department such as Fiscal Services
Dept Level 4 – Typically this level applies to non-academic departments such as General Accounting, which
reports directly to Fiscal Services
Dept ID – PeopleSoft chartfield value (125100)
Account Type – Identifies Assets, Liabilities, Revenue, Expense and Equity
Account Category Type – 1 is Salaries and Wages, 2 is Benefits, 3 is Operating Expense , 4 is Revenue, and 5 is
Salaries and Wages/Student
Account Category – Breaks accounts into more specific categories than Category Type. Samples are 604 is
communications, 606 is Travel, 616 IT Costs, 608 is Library Acquisitions.
FIRMS – Account number used to report to the Chancellor’s Office.
Account – PeopleSoft Account – lowest level of account. Examples, 606001 is Travel in-state, 619001 is
equipment, etd
Program Category – Categorized the Program Code values. Examples are College Based Fee, Miscellaneous
Course Fee, Reimbursed Activity, etc
Program - PeopleSoft Program code value.
Project Type – Identifies the Project chartfield value as a Grant or a Project
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Finance Dashboard Training Guide
Project Category – Categorized the Project Chartfield values. Examples are SR is Special Repair, MJ is Major
Capital Outlay, etc
Project – Project Chartfield Code value
Class – Class Chartfield Code Value
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