March 31, 2002 1

Overview

University of Pennsylvania

March 31, 2002 2

Overview of

• Business Enterprise Network– Penn’s business & financial

management systems

• Includes BEN applications• Includes:

– Web-enabled tools– Self-service applications– Support structure

March 31, 2002 3

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 4

Overview of

• Web Browser– Not platform dependant; PC or Mac– Netscape

• Version 4.06 or higher

– Internet Explorer• Internet Explorer 4.01 or higher

March 31, 2002 5

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

– No reports available early Monday (12:30am - 6am) during weekly Data Warehouse backup

March 31, 2002 6

Overview of

• Security– PennKey ID & Password

• www.upenn.edu/computing/netid/

– 2-hour session limit• Connection will be terminated when 2

hour limit reached• Need more time, just log-in again

– A dedicated browser window for a BEN Reports session is recommended

March 31, 2002 7

Overview of

• Running Reports– Use links to generate reports &

drilldown– Use standard web navigation - [Back]

& [Forward] browser buttons

• Cancelling Reports– Click on [Stop] browser button– Call Data Administration 898-2171

March 31, 2002 8

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 9

Financial

Salary Management

Sponsored Programs

March 31, 2002 10

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 11

Financial Reports

• Access to Financial Reports– 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 12

Financial Reports

• Budget/Actual Variance Reports• General Ledger Revenue/Expense

Detail• RCM Category Comparisons• Access to BEN or Salary

Management systems not required

March 31, 2002 13

Financial Reports

• Budget/Actual Variance Reports– 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 14

Financial Reports

• General Ledger Revenue/Expense Detail– Transaction level detail sorted by object– Data available from JUL-96– All Funds

• Rev/Exp detail within ORG

– Sponsored Project Funds• Rev/Exp detail within RESP ORG

March 31, 2002 15

Financial Reports

• RCM Category Comparisons– 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 16

Financial Reports

• Data Currency– Balances updated on a weekly basis

• Export results at any level to Excel• On-line demonstration

– Navigate through Financial Reports• Functionality• Documentation• Support

March 31, 2002 17

Questions?

Financial

March 31, 2002 18

Financial

Salary Management

Sponsored Programs

March 31, 2002 19

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 20

Salary Management Reports

• Access to Salary Management Reports– 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 21

Salary Management Reports

• Employee Payments by Fund• Employee Payments by Individual• Position Inventory Reports

March 31, 2002 22

Salary Management Reports

• Employee Payments by Fund– Chart of total payments by fund– Drill down directly to transaction level detail– Home ORG

• All payments to individuals by home ORG– Posted ORG

• All employee payments by COA posted ORG– Responsible ORG

• Payments to all individuals on funds by RESP ORG

March 31, 2002 23

Salary Management Reports

• Employee Payments by Individual– 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

– Posted ORG• All employee payments by COA posted ORG

March 31, 2002 24

Salary Management Reports

• Position Inventory– Allows University management to track

changes• Employee• Organizational affiliation• Job classification• Funding

March 31, 2002 25

Salary Management Reports

• Position Inventory features & benefits– 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

March 31, 2002 26

Salary Management Reports

• Position Inventory Reports available:– University Totals– Responsibility Center Groups– Responsibility Centers– Organizations Belonging to a Parent

March 31, 2002 27

Salary Management Reports

• Data Currency– 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 28

Questions?

Salary Management

March 31, 2002 29

Financial

Salary Management

Sponsored Programs

March 31, 2002 30

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 31

Sponsored Program Reports

• Grants Reporting and Management System (GRAM)

• Protocol Status Reports

March 31, 2002 32

GRAM

• 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 33

GRAM

• GRAM key elements– 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 34

GRAM

• GRAM data based on Data Warehouse– BEN for account balances & General

Ledger detail– Salary Management for salary detail– Research Services for award data

• Management of data is key– PI & BA must work together to ensure

data in source systems is correct

March 31, 2002 35

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 36

GRAM

• Data Currency– View updated through end of last

prior period

• On-line demonstration– Navigate through GRAM

• Functionality • Documentation• Support

March 31, 2002 37

Questions?

GRAM

March 31, 2002 38

• Sponsored Programs– Grant Reporting and Management

System (GRAM) – Protocol Status Reports

March 31, 2002 39

Protocol Reports

• PI & BA have greater access to current Protocol status information

• Assists in grant proposal preparation

• Assists in compliance

March 31, 2002 40

Protocol Reports• Faculty (PI)

– 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

– PI can e-mail Regulatory Affairs to change RESP Org

• Business Administrator (BA)– Access form with Senior Business Officer approval

March 31, 2002 41

Protocol Reports

• What is a Protocol?– Complete description of research plan

when using human and animal subjects

• Reviewed by– Institutional Review Board (IRB)– Institutional Animal Care and Use

Committee (IACUC)– Office of Regulatory Affairs (ORA)

March 31, 2002 42

Protocol Prior to

• Penn Protocol Manager (PPM)– 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 43

Protocol Today

• PPM continues as it always has• Protocol Status Report can be

accessed by both Faculty (PI) and Administrator Penn

Protocol

Manager

(PPM)

Data Warehous

e

Web Protocol

(PPM2WWW)

March 31, 2002 44

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– Navigate through Protocol Status Reports

• Functionality • Documentation• Support

March 31, 2002 45

Questions?

Protocol Reports

March 31, 2002 46

Questions?