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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Last Updated: 3/14/2016
AFD Finance
Finance Dashboard Training Guide
General Information (Applies to all pages of the Dashboard)
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
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
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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Last Updated: 3/14/2016
AFD Finance
Finance Dashboard Training Guide
Seven Pages of the Finance Dashboard
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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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AFD Finance
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:
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.
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AFD Finance
Finance Dashboard Training Guide
My Revenue and Expense Page
Report Results drilling on the Account Category “603-Benefits”
Note the Return and Back options
Report Results drilling on 603001 – OASDI Actual amount of $35,656.48
Report Results drilling on July transaction total of $12,049.14
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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AFD Finance
Finance Dashboard Training Guide
My Revenue and Expense Page
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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AFD Finance
Finance Dashboard Training Guide
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:
Report results:
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AFD Finance
Finance Dashboard Training Guide
Sample #3: Summary by Org Lvl 2
(Summary of College of Ag Revenue and Expenses)
Report results when you drill on Dept Lvl2:
Note the “return” choice
now that you have
drilled
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AFD Finance
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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AFD Finance
Finance Dashboard Training Guide
Sample #5: Summary by College Based Fees
College of Science and Math College-Based Fees Summary
Report results:
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AFD Finance
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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AFD Finance
Finance Dashboard Training Guide
Sample #6: Activity Summary by Accounting Period
College of Science and Math Summary
Report Results:
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AFD Finance
Finance Dashboard Training Guide
Example of Summary Available for Download:
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AFD Finance
Finance Dashboard Training Guide
Sample #6: Activity Summary by Accounting Period
College of Science and Math Summary
Example of Activity Summary by Year for Dept ID 117500:
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AFD Finance
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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AFD Finance
Finance Dashboard Training Guide
Sample #1: Open PO by Fund
Report results:
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AFD Finance
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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AFD Finance
Finance Dashboard Training Guide
Sample #2: Open PO by Program (College-Based Fees)
Report results:
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AFD Finance
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:
Report results:
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AFD Finance
Finance Dashboard Training Guide
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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AFD Finance
Finance Dashboard Training Guide
Sample #1: Summary of all transactions in one academic department for Period 4 (October 2008)
Report Results:
Note: There are 476 total
records. Currently viewing
1-25.
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AFD Finance
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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AFD Finance
Finance Dashboard Training Guide
Sample #1 – View Open Purchase Orders for one Academic Department
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
View all Trial Balance Transactions for October 2008 in Dept ID 115100
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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AFD Finance
Finance Dashboard Training Guide
View Budget Allocations for FY 2008/2009 to date for College of Science & Math
Report results:
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AFD Finance
Finance Dashboard Training Guide
Sample Trees used for h-drill fields
Department
Program
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AFD Finance
Finance Dashboard Training Guide
Project – “P-projects”
Projects – “G-Grants”
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AFD Finance
Finance Dashboard Training Guide
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AFD Finance
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
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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