FastFacts Feature Presentation

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FastFactsFeature Presentation

• June 5th, 2008

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Todays Topic

• Well be taking a look at
• How to customize a Revenue Expense Summary
  report in BW that will match the balance on the
  Real Time Grant Report in SAP R/3.

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Todays Presenter

• Christine Napolitano Budget Analyst, Dana
  Center, SOM

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Session Segments

• Presentation
• Christine will show us a custom report she
  created on how to match BW balance to Real Time
  balance.
• During Christines presentation, your phone will
  be muted.
• QA
• After the presentation, well hold a QA session.
  
• Well open up the phone lines, and youll be able
  to ask questions.
• Christine 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 youre having technical
  difficulties, you can email us at
  fastfacts_at_jhu.edu
• You can also send us an instant message!
• GoogleTalk HopkinsFastFacts_at_gmail.com
• AOL Instant Messenger HopkinsFastFacts
• MSN FastFacts_at_jhu.edu

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Survey

• Survey
• At the end of this FastFacts session, well ask
  you to complete a short survey.
• Your honest comments will help us to enhance and
  improve future FastFacts sessions.

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Matching BW Balance to Real Time Grant Report
Balance
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Agenda

• Today, well be taking a look at
• Customizing the Revenue and Expense report in BW
• Generating a Real Time Grant report
• Explaining when the balances will match

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The When the Why

• Have you ever wondered why the balance on the
  Revenue and Expense Summary Report doesnt match
  the balance on the Real Time Grant Report?
• This custom BW report will balance to the RTGR if
  its run after semi-monthly payroll has been
  updated in BW.
• Be familiar with when the payroll jobs run
• http//www.controller.jhu.edu/pubs/calendar/
• Run the BW report by grant number instead of
  internal order number.

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Executing the Report in BW
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Executing the BW Report
Click the BW Report Center tab.
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Executing the BW Report
Step 1 Click JH - Report Library.
Step 2 Click Sponsored Projects.
Step 3 Click Sponsored Rev-Exp Summary.
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Executing the BW Report
Step 1 Enter the grant number.
Step 2 Enter the end date of the sponsored
project in the To Period /Fiscal Year() field.
You may obtain the end of the grant from Master
Data or Real Time Grant Report.
Step 3 Click Execute.
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Sponsored Rev-Exp Summary
Click here to remove Grant information from the
rows of your report.
Click here to remove Sponsored Program
information from the rows of your report.
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Filtering Sponsored Class

• Click the Filter button (the funnel) for
  Sponsored Class.

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Filtering Sponsored Class
Select all Sponsored Classes that begin with a
6.
Click Transfer.
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BW Balance Results
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Generating a Real Time Grant Report
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Real Time Report

• Go to WinGUI R/3. Enter ZSGM_GRANT_REPORT in
  the Command Field and hit Enter.

Under Period, select Inception to Date.
Under Fund, select Both.
Click the Execute button (the white clock with
the check mark) to run the report.
Under Report, select Detailed Report.
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Matching Transactions
Find the balance of the grant and match it to the
BW Sponsored Rev-Exp Summary Report.
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Conclusion

• Youve learned how to match the balance on the
  Revenue Expense Summary report to the Real Time
  Grant Report.
• BW and R/3 reports are accurate reporting tools
  and they were never designed to match.
• Each system updates at different times.
  Occasionally, after the payroll jobs run, the
  balances will match.
• This custom report is an additional tool and
  helps the user gain confidence in the reports.
• If you have any difficulties with this process,
  please contact your supervisor or your accountant
  in Sponsored Projects Shared Services.

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QA

• Were 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.
• Well be answering questions in the order that we
  receive them.
• Well also be answering the questions that were
  emailed to us during the presentation.
• If theres a question that we cant answer, well
  do some research after this session, and then
  email the answer to all participants.

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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 fastfacts_at_jhu.edu

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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!