introduction to wisdm/wiser - rsp.wisc.edu · what is wiser? • wiser is the modernization and...
TRANSCRIPT
Introduction to WISDM/WISER
Spring 2016
Objectives• WISDM/WISER Features• Shared Financial System Overview• Basic Accounting Terminology Used• System Navigation –
• Log on to WISDM/WISER• Main Menu Structure• Managing Favorites• Pick and Move Columns• Download and Print Reports
• Next Steps and FAQ
4/20/2016 University of Wisconsin–Madison 3
What is WISDM?• WISDM stands for Wisconsin Data Mart• It is a web-based reporting system created by the Division of
Information Technology (DoIT) for all campuses in the UW System.
• Contains financial data from the Shared Financial System (SFS), Human Resources System (HRS) and some Legacy system transactions.
• Data is loaded into WISDM nightly from SFS and HRS.• WISDM can be used to query transactions and view reports
online. Options available to view as PDF or download to Excel.• WISDM contains transactions as well as demographic data on
projects/grants.
4/20/2016 University of Wisconsin–Madison 4
What is WISER?• WISER is the modernization and reimagining of WISDM.• It is a web-based reporting system currently in development by
DoIT for all campuses in the UW System.• Contains financial and demographic data from SFS, HRS and
some legacy transactions.• Reports and transactions can be viewed online.• First phase of development has been completed and expense
reporting transactions are available in WISER. • Next phase of development will be Division/Department
searches and transaction searches.• Ultimately WISER will replace WISDM when project is complete.
4/20/2016 University of Wisconsin–Madison 5
System Terminology• SFS – Shared Financial System
• SFS is the name for the PeopleSoft system used for all financial transactions. Financial transactions are posted directly or fed from bolt on systems into SFS. This is the official system of record for the UW System.
• HRS – Human Resources System• HRS is the name for the PeopleSoft system used for all employee
and payroll transactions. • ETL – Electronic Transmission Load
• ETL is the process that occurs each night to gather transactions posted to SFS and HRS and load them to the Wisconsin Data Mart (WISDM).
4/20/2016 University of Wisconsin–Madison 6
Shared Financial System Overview
4/20/2016 University of Wisconsin–Madison 7
SFSShared Financial System
• Accounts Payable• Travel Expenses• Purchasing• General Ledger
HRSHuman Resource
System• HR• Payroll
JETJournal Entry Tool
• Internal Billing• Cost Transfers• Revenue
transfers
ImageNow• Workflow &
Image Storage
Purchasing• Purchase Orders• Vendor Contracts
GETGuided Expense
Tool
WISDMWisconsin Data Mart
PeopleSoft ERP (Enterprise resource planning) system used by all UW System
Reporting tool/Database used by all UW System
Bolt-on systems developed by UW Madison
CTTCost Transfer
Tool
Salary Cost Transfer
Non-Salary Cost Transfer
Getting Started in WISDM• Requesting Access
• Download WISDM Authorization Form here: http://bussvc.wisc.edu/acct/sfs/wisdm.html
• Submit completed form to: SFS Team, 21 N Park Street, Suite 6101 or fax to (608)262-5060.
• Email will be sent out when authorization has been granted.• Accessing the System:
• https://wisdm2.doit.wisc.edu
4/20/2016 University of Wisconsin–Madison 8
Basic Accounting Terminology Used • Chartfield coding used in financial transactions: Fund, Department, Project, Program, Account, Sub
Class • Fund Code: represents an appropriate from state or federal government, or gifts and endowments to
the University.• Different funds have different restrictions/guidelines on spending and reporting
• Program Code: represents a classification of expenditures.• Account Code: a series of coding used to classify assets, liabilities, revenue, expenditures and equity:
• 1XXX: Salary and Fringe expenditures• 2XXX: Travel and Services• 3XXX: Supplies• 4XXX: Capital Expenditures• 5XXX: Aids to Students and Scholars• 6XXX: Cash• 7XXX: Liability• 8XXX: Equity or Fund balance• 9XXX: Revenue
• Chartfield definitions can be found here: http://bussvc.wisc.edu/acct/coding.html and here: https://www.wisconsin.edu/financial-administration/accounting-and-budget-control/chart-of-accounts/
4/20/2016 University of Wisconsin–Madison 9
Basic Accounting Terminology Used• Department ID: 6 digit number that represents the division or major
school/college, department and sub-department (if applicable)• Example: Department ID 485130• 48 = College of Letters and Science• 51 = School of Library & Information Studies• 30 = Photo Copy Center
• Accounting Period: time interval for the reporting and analysis of financial transactions. For general reporting purposes, there are 13 accounting periods.• Periods 1 through 12: represent each monthly period from July
through the following June• Period 13: represents the time period in early July used for final cost
transfers, internal billings and adjustment entries related to the fiscal year end. All period 13 transactions have a July 1 date.
• Fiscal Year runs from July 2nd through July 1st.
4/20/2016 University of Wisconsin–Madison 10
WISDM Logon Page – https://wisdm2.doit.wisc.edu
4/20/2016 University of Wisconsin–Madison 11
WISDM Menu Structure• Departments
• Search• Rollup
• Projects• My Projects• Project Search• Award Funding Action Report• WISPER Search• Grants Payment Activity Search• Old Project Search
• AP/PO• PO Search• PO Encumbrance Search• Voucher Search• Vendor Search
• Payroll• Encumbrance Search• Salary/Fringe Search• SFD Transaction Search• Tuition Remission Search
• Expense Reimbursement – link to WISER• Other
• Journal Search• Transaction Search• Custom Search• Create Custom Search• Funding Validation/Inquiry
• My Favorites• My Profile• Help
4/20/2016 University of Wisconsin–Madison 12
WISDM Main Page
4/20/2016 University of Wisconsin–Madison 13
Hold mouse over “Main Menu” to access menu
Important messages regarding WISDM will be posted on the main page
To change fiscal year, select a different year from the drop down
Sample Department Search• Enter fields to refine your search results. Click submit to view results.
4/20/2016 University of Wisconsin–Madison 14
Enter information in fieldsto refine search results
Search Tips• Search results will be more refined when there are more search criteria entered. • Many search fields have qualifiers to the field (e.g. “starts with” or “is exactly”) that can be changed to aid in your search.• Some searches require specific fields to be entered. You will receive a message if those fields are blank and they will need to be populated before the search can be successfully performed.• If you do not get the results you expect, check that the correct fiscal year is displayed in the upper right hand corner.• If you are unsure of the exact value for the field, try selecting “starts with” and entering a partial value.• Reset Search can be clicked to set all fields back to blank default values.
4/20/2016 University of Wisconsin–Madison 15
Favorites• Favorites allow for easy return to common search results or summary
reports in the future. The use of favorites is optional.
4/20/2016 University of Wisconsin–Madison 16
Click Add to Favorites to save search
Creating Favorites
4/20/2016 University of Wisconsin–Madison 17
Enter any name and description you would like and then click Save button.
Accessing Favorites
4/20/2016 University of Wisconsin–Madison 18
Link to “Favorites”, also an option in the Main Menu
Accessing and Modifying Favorites
4/20/2016 University of Wisconsin–Madison 19
Use options to manage Favorites:Up: Will go up to the prior folderNew Folder: creates new folderMove: use to move selected folders or favorites to new locationCopy: use to make copy of selected folders or favorites to a new locationShare: use to share favorites with another WISDM userDelete: use to delete selected favorites or folders
Customizing Columns in WISDMOn the drill down detail screens, you can customize the columns that are displayed. You can also move the location of columns right or left.
4/20/2016 University of Wisconsin–Madison 20
Customizing Columns in WISDM
4/20/2016 University of Wisconsin–Madison 21
• When you click the Pick Custom Columns link, a pop-up box with options appears. • Check the box next to the fields you’d like to see displayed. • Recommended custom fields:
• Journal Line Ref• Invoice Number• Vchr Vendor Name
• To save changes, you must click update. Once saved, custom columns will appear every time you drill into detail in WISDM.
Customizing Columns in WISDMAfter updating columns, you can see the results displayed. Use arrows if you want to shift a column left or right.
4/20/2016 University of Wisconsin–Madison 22
Use arrows to move columns left or right
New custom columns are displayed
Download and Print OptionsOptions for “View as:” are available in the upper right hand corner of the screen. Click to the dropdown to select between Web, Excel and PDF options.
4/20/2016 University of Wisconsin–Madison 23
Download and Print Options• Three ways to view or print the WISDM results:
• Web (view online)• Excel (will download the results to Excel if selected)• PDF (three size options available)
• Download to Excel• Can save the report on your PC• All the fields from your screen in WISDM will come into the Excel file• Can format fields as desired (some fields may need to be widened
when first opening Excel)• View in PDF
• Report is already formatted• Not all fields from screen in WISDM will be displayed on PDF report• Ledger size (11”x17”) will display more fields than letter or legal size
4/20/2016 University of Wisconsin–Madison 24
Download and Print OptionsHow to print more fields on a report from WISDM:• Printing from web browser:
1. Set page orientation to landscape 2. Make sure all the fields you want displayed are on the screen (if
not, use “Pick Custom Columns” to display the needed fields).3. If there are unneeded fields use the “Pick Custom Columns” to
remove those fields or use the arrows to move unnecessary columns to far right.
4. Decrease browser font size• Printing from PDF
1. Do steps 2 and 3 above to ensure all fields appear on PDF2. Select Ledger size (11”x17”) to ensure all fields appear on PDF
4/20/2016 University of Wisconsin–Madison 25
Help Features• WISDM contains a number of help features including:
• A glossary of commonly used terms• Help documents on many of the pages in WISDM
• Help options outside of WISDM:• WISDM FAQ page: http://bussvc.wisc.edu/acct/sfs/faq.html• Business Services Acronym website:
http://bussvc.wisc.edu/acct/sfs/faq.html• SFS Training Website: http://www.bussvc.wisc.edu/acct/sfs/train.html• UW System WISDM/WISER help website:
https://www.wisconsin.edu/sfs/reporting/wisdm-and-wiser/• Email SFS Project Team: [email protected]
4/20/2016 University of Wisconsin–Madison 26
Accessing Help Features in WISDM
4/20/2016 University of Wisconsin–Madison 27
Click to access main help page. Can also select help from the Main Menu drop down.
Accessing Help Features in WISDM
4/20/2016 University of Wisconsin–Madison 28
Clicking link opens glossary of WISDM terms
Glossary Page
4/20/2016 University of Wisconsin–Madison 29
Summary• Requesting Access
• Download WISDM authorization form: http://bussvc.wisc.edu/acct/sfs/wisdm.html
• Accessing the System:• https://wisdm2.doit.wisc.edu• E-mail SFS Project team with questions: [email protected]
• WISDM Training Sessions:• http://www.bussvc.wisc.edu/acct/sfs/wisdm.html• Recommended sessions are WISDM for Department/Division
Administration and WISDM for Grants Management
4/20/2016 University of Wisconsin–Madison 30
4/20/2016 University of Wisconsin–Madison 31