University of Pennsylvania
Overview
March 31, 2002
1
Overview of
• Business Enterprise Network
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Penn’s business & financial management
systems
• Includes BEN applications
• Includes:
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Web-enabled tools
Self-service applications
Support structure
March 31, 2002
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Overview of
•
is part of
• New architecture for delivering business
and financial information
• Mid-tier product between system
reports & Data Warehouse
• Extends accessibility of information via
web-based applications
March 31, 2002
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Overview of
• Web Browser
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Not platform dependant; PC or Mac
Netscape
• Version 4.06 or higher
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Internet Explorer
• Internet Explorer 4.01 or higher
March 31, 2002
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Overview of
• Reports availability same as Data Warehouse
– 8am - 8pm Monday - Friday
– Some reports available when others are
unavailable due to data collection refresh
• Financial Reports unavailable Saturdays, you
can still use Salary Management & Protocol
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No reports available early Monday
(12:30am - 6am) during weekly Data
Warehouse backup
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Overview of
• Security
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PennKey ID & Password
• www.upenn.edu/computing/netid/
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2-hour session limit
• Connection will be terminated when 2 hour limit
reached
• Need more time, just log-in again
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A dedicated browser window for a BEN
Reports session is recommended
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Overview of
• Running Reports
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Use links to generate reports & drilldown
Use standard web navigation - [Back] &
[Forward] browser buttons
• Cancelling Reports
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Click on [Stop] browser button
Call Data Administration 898-2171
March 31, 2002
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Getting Started in
• Location of Ben Reports
– http://benapps.isc-seo.upenn.edu/
• Location of Ben Reports Guide
– http://www.upenn.edu/computing/da/dw/
benreports/guide.html
March 31, 2002
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Financial
Salary Management
Sponsored Programs
March 31, 2002
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Financial Reports
• Web-based and easy to use
• Business Objects knowledge is not
required
• Able to export data into MS-Excel (helps
with budget planning & analysis)
March 31, 2002
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Financial Reports
• Access to Financial Reports
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Access to Financial Reports is the same
access as for BEN & Salary Management
systems
Individuals without access to BEN & Salary
Management systems need to complete
COA training & access form with
appropriate signatures to obtain access
March 31, 2002
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Financial Reports
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Budget/Actual Variance Reports
General Ledger Revenue/Expense Detail
RCM Category Comparisons
Access to BEN or Salary Management
systems not required
March 31, 2002
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Financial Reports
• Budget/Actual Variance Reports
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Budget to Actual comparisons
Drill through RCM categories to detail from
BEN or Salary Management
Fiscal funds (General Operating and
Service Centers)
Sponsored Project funds
March 31, 2002
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Financial Reports
• General Ledger Revenue/Expense Detail
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Transaction level detail sorted by object
Data available from JUL-96
All Funds
• Rev/Exp detail within ORG
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Sponsored Project Funds
• Rev/Exp detail within RESP ORG
March 31, 2002
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Financial Reports
• RCM Category Comparisons
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Chart providing Budget Balance Available
(BBA) by RCM category
Drill down to RCM rows, object level detail
Fiscal Funds (General operating & service
center funds)
Sponsored Project (Grants & Contracts)
March 31, 2002
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Financial Reports
• Data Currency
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Balances updated on a weekly basis
• Export results at any level to Excel
• On-line demonstration
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Navigate through Financial Reports
• Functionality
• Documentation
• Support
March 31, 2002
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Questions?
Financial
March 31, 2002
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Financial
Salary Management
Sponsored Programs
March 31, 2002
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Salary Management Reports
• Web based and easy to use
• Business Objects knowledge is not
required
• Able to export data into MS-Excel very
quickly (helps with Salary Plans)
• Access to Salary Management system
not required
March 31, 2002
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Salary Management Reports
• Access to Salary Management Reports
–
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Access to Salary Management Reports is
the same access as for Salary Management
system
Individuals without access to Salary
Management system need to complete
COA training & access form with
appropriate signatures to obtain access
March 31, 2002
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Salary Management Reports
• Employee Payments by Fund
• Employee Payments by Individual
• Position Inventory Reports
March 31, 2002
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Salary Management Reports
• Employee Payments by Fund
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Chart of total payments by fund
Drill down directly to transaction level detail
Home ORG
• All payments to individuals by home ORG
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Posted ORG
• All employee payments by COA posted ORG
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Responsible ORG
• Payments to all individuals on funds by RESP ORG
March 31, 2002
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Salary Management Reports
• Employee Payments by Individual
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Total payments by employee
First level returns employees only (no $)
Drill down by employee to detail
Home ORG
• All payments to individuals by Home ORG
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Posted ORG
• All employee payments by COA posted ORG
March 31, 2002
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Salary Management Reports
• Position Inventory
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Allows University management to track
changes
• Employee
• Organizational affiliation
• Job classification
• Funding
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Salary Management Reports
• Position Inventory features & benefits
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Managers can
• Track position trends
• Track expenditures for temporary employees
• Report on positions in FTE terms
• Run predefined reports against Data Warehouse
– Monthly snapshots
» Summary - ORG level
» Detail - Status of each position
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Salary Management Reports
• Position Inventory Reports available:
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University Totals
Responsibility Center Groups
Responsibility Centers
Organizations Belonging to a Parent
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Salary Management Reports
• Data Currency
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HR data updated daily; Sal Mgmt weekly
• Export results at any level to Excel
• On-line demonstration
–
Navigate through Salary Management
• Functionality
• Documentation
• Support
March 31, 2002
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Questions?
Salary Management
March 31, 2002
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Financial
Salary Management
Sponsored Programs
March 31, 2002
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Sponsored Program Reports
• Web based and very easy to use
• Information directly available to PI
• Allows more effective management of
sponsored programs
• Access to BEN or Salary Management
systems not required
March 31, 2002
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Sponsored Program Reports
• Grants Reporting and Management
System (GRAM)
• Protocol Status Reports
March 31, 2002
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GRAM
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PI view of grants & contracts
PI has greater access to information
High level summarized balances
“Burn rate” and elapsed time charts
Ability to drill down to detail transaction
level whether BEN or Salary
Management data
March 31, 2002
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GRAM
• GRAM key elements
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PI information
Award information
Budget periods
Project-to-date vs. Project Year-to-date vs.
Fiscal Year-to-date
Different expense categories & Object
Code roll-ups than RCM
March 31, 2002
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GRAM
• GRAM data based on Data Warehouse
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BEN for account balances & General Ledger
detail
Salary Management for salary detail
Research Services for award data
• Management of data is key
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PI & BA must work together to ensure data
in source systems is correct
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GRAM
• PI’s have access to all information
related to their sponsored projects
• BA’s have same access in GRAM as in
BEN & Salary Management
• For GRAM access individuals without
BEN or Salary Management access need
to complete COA training & access form
with appropriate signatures
March 31, 2002
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GRAM
• Data Currency
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View updated through end of last prior
period
• On-line demonstration
–
Navigate through GRAM
• Functionality
• Documentation
• Support
March 31, 2002
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Questions?
GRAM
March 31, 2002
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• Sponsored Programs
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Grant Reporting and Management System
(GRAM)
Protocol Status Reports
March 31, 2002
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Protocol Reports
• PI & BA have greater access to current
Protocol status information
• Assists in grant proposal preparation
• Assists in compliance
March 31, 2002
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Protocol Reports
• Faculty (PI)
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Access to all of their own Protocols
Each Protocol has a RESP Org
• For old Protocols, Resp Org is Home Org of PI
• For new Protocols, Resp Org is now captured in
submission process
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PI can e-mail Regulatory Affairs to change RESP Org
• Business Administrator (BA)
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Access form with Senior Business Officer approval
March 31, 2002
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Protocol Reports
• What is a Protocol?
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Complete description of research plan
when using human and animal subjects
• Reviewed by
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Institutional Review Board (IRB)
Institutional Animal Care and Use
Committee (IACUC)
Office of Regulatory Affairs (ORA)
March 31, 2002
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Protocol Prior to
• Penn Protocol Manager (PPM)
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Letter and e-mail to Principal Investigator
(PI) when status of protocol is changed
Administrator is NOT formally informed of
protocol
Administrator calls Office of Regulatory
Affairs for status of protocol
March 31, 2002
42
Protocol Today
• PPM continues as it always has
• Protocol Status Report can be accessed
by both Faculty (PI) and Administrator
Penn
Protocol
Manager
(PPM)
March 31, 2002
Data
Warehouse
Web Protocol
(PPM2WWW)
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Protocol Reports
• Data Currency
– Information updated nightly
• Will not see terminated protocols that have
an expiration date of over 1 year ago
• On-line demonstration
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Navigate through Protocol Status Reports
• Functionality
• Documentation
• Support
March 31, 2002
44
Questions?
Protocol Reports
March 31, 2002
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Questions?
March 31, 2002
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