slide 1 fastfacts feature presentation april 9, 2012 to dial in, use this phone number and...
TRANSCRIPT
Slide 1
FastFactsFeature Presentation
April 9, 2012
To dial in, use this phone number and participant code…
Phone number: 888-651-5908 Participant code: 182500
To participate via VoIP…
You must have a sound card
You must have headphones or computer speakers
© 2012 The Johns Hopkins University. All rights reserved.
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Today’s TopicWe’ll be taking a look at…
Changes to SponsoredBW Security
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Today’s PresenterArt KennedyFinancial Quality Control
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Session Segments
PresentationArt Kennedy will address changes to BW Sponsored Security.During Art’s presentation, your phone will be muted.
Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Art will answer as many of your questions as time allows.
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Contact Us
If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected] can also send us an instant message!
GoogleTalk – [email protected] Instant Messenger – HopkinsFastFactsMSN – [email protected]
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Survey
SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.
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How To View Full Screen
Click Here
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BW Sponsored Security Changes
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AgendaWhat’s newBW Sponsored Data CriteriaBW ReportsSaved FavoritesOptimizing QueriesAdministrators
Security and ZSR
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What’s new
• Effective 4/16/2012, Sponsored Security in BW will be opened to allow users to view revenue and expense information for all grants.
• This modification ensures that users have access to all allocations
on their grants.
• With this security change, users will have to change their approach to executing BW reports to:• Minimize run time• Provide more useful results• View data relevant to their job responsibilities
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What’s new
• The security was changed by removing a filter that enables your ZSR security.
• Sponsored Program Auth Group was added as both a variable and a free characteristic to the following reports:• GM Actuals• List of Billings Due• Sponsored Invoice Detail • Sponsored Open Commitment Report
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BW Sponsored Data Criteria
The data in the GM table was recently cleaned, which will be transparent to the user because it removed data that did not meet the criteria for being sponsored.BW Sponsored data must contain at least one of the following criteria:
Fund that begins with a “9”Grant ≠ “Not Relevant Grant”Sponsored program that begins with a “9”
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BW ReportsThe reports listed below, all found in the BW Sponsored Projects folder, will have open security effective 4/16/2012:
Award FolderDeficit/Cash Balance Report for GrantsSponsored Program Auth Group
Transaction FolderGM ActualsList of Billings DueSponsored Open CommitmentsSponsored Rev-Expense Detail – Multiple PeriodsSponsored Rev-Expense Detail – Single PeriodSponsored Rev-Expense SummarySubrecipient Reporting Grants
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BW Reports con’t
Closeout FolderForm 272 Final Cash (For Shared Services Only)Number of Closeout Completions
There will be no change to the reports in the Finance, Supply Chain or Human Resources folders.
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Saved Favorites
Depending on how your saved favorites are setup, these may need to be updated. We will look at 4 examples:
1. Saved favorite executed by your current security with no filters or conditions
2. Saved favorite executed by your current security with a filter set on a specific GL
3. Saved favorite with sponsored program conditions set and no filters or conditions
4. View a grant with allocations to different departments
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Saved Favorite, 1st Example
This saved favorite executes based on user’s security without any filters or conditions to exclude data.
The below example may time out because it is attempting to return data for all grants having activity from inception to March 2012.
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Saved Favorite, 1st Example con’t
Executing the report with conditions set on the variable screen will produce better results with a faster run time.Below is an example of how to set your variable screen for a range of sponsored programs while excluding the sponsored program not relevant to your job.
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Saved Favorite, 2nd Example
Similar to the first example, the saved favorite executes based on the user’s security and only the required fields are filled in on the variable screen.This favorite has two filters set inside the report to show only travel expense for the current period.
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Saved Favorite, 2nd Example con’t
The report now returns all JH domestic travel expense, previously it was filtered by the user’s security settings.In this case, the saved favorite should be recreated to limit the report to data that is relevant to the user’s job.
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Saved Favorite, 3rd Example
In this saved favorite, the report has filters applied on the variable screen to limit the data to a specific range of sponsored programs.
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Saved Favorite, 3rd Example con’t
The saved favorite will execute as it previously had. It will only display the results for the selected Sponsored Programs.No change is required for this saved favorite.
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Saved Favorite, 4th Example
To view a grant with allocations to multiple departments, enter by Grant number on the variable screen.
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Saved Favorite, 4th Example
Grants allocated to different departments are displayed
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Optimizing QueriesSearching a wide amount of data for narrow results. Setup your report using a single grant, format the report then run the report for the department.
For example, to find all domestic travel commitments for the Department of Medicine.1. First run the report for a single grant2. Then, apply a filter for sponsored class 6520003. Also, apply a filter to “Key Figures” to display
commitments only
4. Remember to remove any Free Characteristics that should not be included
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Optimizing Queries5. Click the variable screen button, remove the grant and
insert 17046* in the Sponsored Program Auth Group field.
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Security/ZSR
How to get access to Sponsored Reports: Use ZSR - SAP Roles Action Type
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Security/ZSRWhat changed?
Action Type, “BW Roles with CC/IO Security Assignments” no longer has "Grants Management" listed as an option under Report AreaCorrectly assigning the role will give the user BW Sponsored access.
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ConclusionSponsored Security in BW will be opened April 16, 2012 to allow users to view revenue and expense information for all grants. This modification ensures that users always have access to all allocations on their grants.
Users may need to enter additional data on query screens to avoid “runaway queries.”
Users may need to recreate their saved favorites.
Administrators will not have to make any changes to current SAP access.
Users have the responsibility to limit their activities to viewing grants and sponsored programs relevant to their job.
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We’re going to open the phone lines now!
There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.
We’ll be answering questions in the order that we receive them.
We’ll also be answering the questions that were emailed to us during the presentation.
If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.
Q&A
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Thank You!
Thank you for participating!We would love to hear from you.
Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: [email protected]
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Survey
Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/
Thanks again!