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TSPA, Fiscal Affairs, Administration & Finance ORSP, Academic Affairs

CSU Data Warehouse Training June 2020: Sponsored Programs 1. Logging into Finance Data Warehouse

a. Go to Fiscal Affair Website fiscaff.sfsu.edu b. Select “Finance Data Warehouse” on the left column

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c. Under FDW Login, select “Finance Data Warehouse (FDW)” (Note: If you’d like, you may explore other training materials under “Video Guides”)

d. Select “San Francisco“ on the dropdown list and click “Login”

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e. Input SFSU ID or SFSU Email and input your password

f. You will be prompted to use Two-Factor Authentication by either selecting “Send Me a Push” where a prompt will show on your phone or “Enter a Passcode” where you will enter a code from your Duo Hardware Token. (Note: Select “Remember me for 12 hours” to avoid this process for the next 12 hours.)

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g. Click on “CFS Data Warehouse” button, located on the top right

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2. Data Warehouse Main Home Page

a. Once you are logged in you will arrive at the home page. You may access your “Dashboards” either by clicking the Dashboard buttons or accessing the drop-down menu on the top right.

b. Selecting the drop-down menu will display a list of available dashboards which you may access throughout the website

c. From anywhere in the Data Warehouse, you can click the Home link to return to the main Home page.

Access a Dashboard by Clicking the Dashboard Button Indicates date and time of

current data refresh

The Dashboards Menu is Available throughout Data Warehouse

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3. Sponsored Programs Dashboard – Manage My Grant

a. Sponsored Programs Home

b. Manage My Grant tab - This page produces reports with budget, actuals, encumbrance, pre-encumbrances and available balance data based on a wide number of filters

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c. The Summarized report view shows the account line items for the Current Budget, Inception to Date Actuals, Encumbrances, and Balance Available by a specific accounting period

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d. The Standard with Original Budget & Pre-Encumbrance report view is a comprehensive report by a specific accounting period with the Current Budget, Prior Year Actuals, Current FY’s Actuals, Inception to Date Actuals, Pre-Encumbrances (Requisition), Encumbrances (Purchase Order), and the current accounting period’s Actuals by Account Category and Account Line Item.

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4. Sponsored Programs Dashboard – Grant Admin

a. Select Budget to Actual Summary Between Periods page. Activity Summary by Period report view: Filters similar to Manage My Grant tab but have the ability to choose a specific accounting period range for Actuals. You can include period 0 (zero) which is the total Actuals from prior periods

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5. Labor Cost Distribution Dashboard

a. Payroll Detail Tab - Provides Employee by Name and UIN for each Accounting Period and LCD Charge Period for Salary, Benefits, Total Payroll by Account Code. This report does not provide RRT salary or RRT benefits, and payroll local charges (i.e., worker’s comp aka Insurance Premium-660010); these are not processed through the Budget Office’s LCD team via the payroll warrant tape provided by the State Controller’s Office but are processed through Fiscal Affairs.

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6. Transaction Inquiry Dashboard – Actuals Report

a. Select Actuals Transaction Page: Displays actuals transactions activity by specific accounting period (select Periods from 1 to 12). Search Account or Account Category to filter specific expenditure (go to https://fiscaff.sfsu.edu/forms-and-documents and select Chart of Accounts for a list of account codes).

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7. Helpful Functions a. Save Dashboard Settings as a Default Customization

Using Save Customizations, you can store the dashboard settings as a default so that you do not have to reset them every time you log into the data warehouse.

i. From the Page Options menu, choose Save Current Customization [The Page Options Feature]

ii. Enter a descriptive customization name.

iii. Choose Make this my default for this page. [Saving the Dashboard Settings as Default]

iv. Click OK

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b. To include or exclude a column i. Click on the header to select the whole column (the column is shaded).

ii. Right click to select Exclude column to exclude that shaded column or select the Include column to add another column.

iii. Select what you want to include. This particular “Project CF Start Dt” column has 9

choices you can add.

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c. To move a column

i. Right click on the header to select the whole column (the column is shaded).

ii. Left click so menu appears.

iii. Select Move column to move selected column. Alternatively, hover over the header column until you see a 4 way arrow, hold and drag the column to desired location.

or

iv. drag until you see a bar and let go

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d. To Show Subtotal

i. Right click on the header to select the whole column (the column is shaded).

ii. Left click so menu appears.

iii. Select Show Subtotal for that selected/shaded column.

iv. None: no subtotal

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v. After Values: subtotal after each of the items on that selected column

vi. Before Values: subtotal before each of the items on that selected column

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vii. At the Beginning: subtotal at the beginning of the selected column

viii. At the End: subtotal at the end of the selected column

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8. Resources and Special Thank You

◦ Special thank you to David Liou/ITS and Sally Lei/Fiscal Affairs!!

◦ Training materials, Training videos, and FDW Login: https://fiscaff.sfsu.edu/content/finance-data-warehouse-training-materials

◦ Contact Information: Rowena Manalo, Information & Reporting Specialist / Senior Grant Administrator, ORSP,

MAMARADL@sfsu.edu Cathy Liu, Associate Controller, Trust & Special Project Accounting (TSPA), Fiscal Affairs,

CATHYLIU@sfsu.edu Kari Wong, Senior Grant Human Resources Administrator, ORSP, KARI@sfsu.edu

Created on 6/3/2020 by Cathy, Kari and Rowena