Costs amp Commitments 322021 IMSS Institute Business Systems 2 OBI Security Cost Details Data Warehouse Redesign Financial Subject Areas Data Concepts and Logic Accessing Reports Tips and Hints ID: 1003768
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2. Caltech FinancialsData WarehouseCosts & Commitments3/2/2021IMSS | Institute Business Systems2
3. OBI Security: Cost DetailsData Warehouse RedesignFinancial Subject AreasData Concepts and LogicAccessing ReportsTips and HintsFAQ3/2/2021IMSS | IBS3Agenda
4. OBI Security:Cost Details3/2/2021IMSS | Institute Business Systems4
5. OBI Security: Cost DetailsOBI User Roles determine access to reportsFinancial data mart has three main rolesFinancial Campus UserAccess to a specific set of reportsFinancial Division UserSame access as Campus User, plus additional reportsFinancial Finance UserSame access as Division User, plus additional reports3/2/2021IMSS | IBS5
6. OBI Security: Cost DetailsRow-level security controls specific data accessPTA-level access determines to which PTAs a user can seeCan be given by Organization, PI, Award, Award-Project, Project, Project-Task, and PTASpecific values can also be excludedSalary-level access determines if the user can see Expenditure Types flagged in setups as compensation-relatedAble to mix and match the PTA and Salary access3/2/2021IMSS | IBS6
7. Data Warehouse Redesign3/2/2021IMSS | Institute Business Systems7
8. Integrates a comprehensive set of Financials dataDesign based on campus users’ data needsCost Incurred For logicProvider logicEnhanced Expenditure CommentTax lines linked to item linesDrill to detail (e.g., GA line item to AP/PO detail)You will have more information availableLess reliant on Finance staff to research items3/2/2021IMSS | IBS8Data Warehouse Redesign
9. FinancialSubject Areas3/2/2021IMSS | Institute Business Systems9
10. Financial Subject AreasSubject Areas represent each group of numbers that you are analyzingCosts and CommitmentsAward InstallmentsLabor DistributionSummariesToday’s session covers Costs and Commitments3/2/2021IMSS | IBS10
11. Financial Subject AreasAward InstallmentsReports related to the full budgeting processAward Installment to Project Funding to BudgetingLabor Distribution (LD)LD Schedule LinesLabor Distributions (Query and LDAs)Compliance ReportsEffort Commitments and NIH Salary CapSummariesPTA Summaries, both FY and ITDAward Summaries (in testing)IMSS | IBS113/2/2021
12. Financial Subject AreasCosts and CommitmentsCost Details (Drill and Export)Cost TransferOutstanding CommitmentsGA Invoice Detail and GA PO DetailAdditional reports based on Expenditure Categories and TypesEndowment OverheadEquipment PurchasesFund Transfers3/2/2021IMSS | IBS12
13. Data Conceptsand Logic3/2/2021IMSS | Institute Business Systems13
14. What is a Commitment?Caltech has its own logic for commitmentsCommitment amount includes estimated sales taxMay also be a separate line for estimated burdenCommitments come from two sourcesOraclePurchase Orders and InvoicesCardQuestGoods and Services and Travel3/2/2021IMSS | IBS14
15. What is a Commitment?Purchase Order CommitmentsWhen a PO Distribution is created on an Approved PO, it is a commitmentOnce an invoice is matched to the PO Line, the commitment is now associated with the invoiceInvoice CommitmentsWhen an Invoice is created and validated it becomes a commitmentIt remains a commitment until it is accounted and interfaced to Grants and becomes a costNote: If there is an error in the interface from AP to Grants, then the Commitment will remain on the Invoice3/2/2021IMSS | IBS15
16. What is a Commitment?CardQuest CommitmentsAn allocated line on a Report that is Not Sent for Payment is a commitmentIt remains a commitment until the Report is sent for PaymentNote: If the Report is submitted during the dark period, the allocated lines are no longer commitmentsThis can be an issue for GB PTAs at the end of the fiscal yearUnlike Cognos, OBI only includes commitment detail for the Current and Previous periods3/2/2021IMSS | IBS16
17. New Data ConceptsCost Incurred For (CIF)Every attempt made to tie each transaction back to an individual or group, for example:Payroll: Person who was paidInternal Charges: Customer NameManual Invoices: PO’s PI or RequestorP-Card: Uses invoice distribution description to get the name between the first and second slash /131796/Corey Campbell/THE HOME DEPOT #6610/Goods (simple)/1/4 x 25ft Air Hose Plumb-ShopNote: Logic isn’t magic3/2/2021IMSS | IBS17
18. New Data ConceptsSuppliers and ProvidersFor everything but CardQuest, Supplier = ProviderValues depend on the source of the transactionInternal Charges = IC - ORGANIZATION NAMEFor example, IC - Biology AdministrationPayroll = CALTECH PAYROLLBurdening (e.g., IDC) = CALTECH BURDENINGManual Usages is dependent on the expenditure typeNon-CardQuest Invoices = Vendor NameMore Info: See user guide Data Logic Guide - Providers3/2/2021IMSS | IBS18
19. New Data ConceptsSuppliers and ProvidersP-Card Provider is the Merchant for the costLogic is used to determine after which slashFirst determination is if the cost is for Goods and Services OR TravelSecond determination is if the item is for sales tax131796/Corey Campbell/THE HOME DEPOT #6610/Goods (simple)/1/4 x 25ft Air Hose Plumb-ShopNote: Logic isn’t magic3/2/2021IMSS | IBS19
20. New Data ConceptsFull Exp Comment vs Exp CommentFull Exp Comment = Cognos Expenditure CommentExp Comment logic depends on the source of the costInternal Charges: Actual IC expenditure commentPayroll: Payroll period name, and, if LDA, the commentCLAS: Characters between Ref: and the first pipe ( | )KNI Billing = KNI Service FeeTechMart Invoices: Sales tax distributions have the same Exp Comment as the item that was taxedWhen you see Cost Transfer- it’s a tax line3/2/2021IMSS | IBS20
21. New Data ConceptsCardQuest / P-CardWhich slash? Depends if it is Goods and Services (Tax or Not) or Travel131796/Corey Campbell/THE HOME DEPOT #6610/Goods (simple)/1/4 x 25ft Air Hose Plumb-ShopFor more information, see the user guide, Data Logic Guide - Cost DetailsNote: Logic isn’t magic3/10/2021IMSS | IBS21
22. 3/2/2021IMSS | IBS22New Data Concepts
23. 3/2/2021IMSS | IBS23New Data ConceptsClick on blue text to drill
24. 3/2/2021IMSS | IBS24New Data Concepts
25. New Data ConceptsActive?Y = ALL costs and Current Period commitmentsN = Commitments from the Previous PeriodReference #: Identifier for a transactionPO # and Invoice # for ProcurementWIC # for items entered via the Web Internal ChargesWork Order # for items coming from AiMYear, Payroll Name, and Payroll # for PayrollIC Contact or Debit PTA: One columnCredit Transaction = Debit PTADebit Transaction = IC Contact25
26. 3/2/2021IMSS | IBS26New Data Concepts
27. Accessingthe Reports3/2/2021IMSS | Institute Business Systems27
28. Accessing the ReportsIMSS | IBS28OBI is Part of access.caltech Single Sign-OnLink: Data Warehouse (OBI)VPN is RequiredPop-up Windows Must be Allowed for OBIobi-proxy-prod-a.caltech.edu
29. Accessing the ReportsIMSS | IBS29OBI Home Page has Three SectionsData Warehouse Status at the top-centerScrolling announcements are at the bottom-centerUser roles under MY DASHBOARDS link to Report Listings
30. Accessing the ReportsClicking on the user role will open the Report Listing for that user roleEach Report Listing has several tabsTabs are used to organize the reports and other information3/2/2021IMSS | IBS30
31. Accessing the ReportsEach Subject Area has a tabCosts & CommitmentsSummariesInstallmentsLabor DistributionInfo: Reports about data rather than numbersAwardsExp Categories and TypesFunding SourcesFuture reports will include information about PTAs and HR Organizations3/2/2021IMSS | IBS31
32. Accessing the ReportsNewList of latest enhancements to OBI FinancialsNew or modified reportsNew user documentationHelpTraining Slides and VideoUser and Data Logic GuidesQuick GuidesReport GuidesTips of the DayTroubleshooting Guides3/2/2021IMSS | IBS32
33. Tips, Hints, andFrequently Asked Questions3/2/2021IMSS | Institute Business Systems33
34. Tips and HintsEmbrace the User DocumentationFor example, learn how to customize your reportsThis investment could save you time overallExplore the versions of views within a reportExport reports have multiple versions of the data shownGet to know them before customizing the report34
35. Tips and HintsUsing PromptsSometimes Less is MoreSearching for a specific PTA? Don’t also enter Project #.Too many prompts can decrease performance with no benefitUse Search for the PromptsExportingStick to Excel or CSVExcel: 2,000,000 cells (# of columns X # of rows)CSV: 500,000 rows35
36. FAQHow Do I Save My Prompts/Filters?Please see Quick Guide - Saving Prompts and Customizing ReportsAvailable both on the Help tabs and IMSS web siteHow Do I Schedule a Report to be Emailed?This functionality is not available in OBIEnhancement request submitted to Oracle36
37. FAQWhat is the Cognos Timeline?GA and LD Reports in Cognos are No Longer SupportedThis includes reports such as PTA Cost Details, PTA Summaries, LD Query, and LD Schedule LinesHR and PO/AP Continue to be Supported37
38. CaltechFinancials Data Warehousehelp-datawarehouse@caltech.eduOBI Training DocumentationOBI Training Schedule3/2/2021IMSS | Institute Business Systems38
39. Information Management Systems and ServicesInstitute Business Systems