SUNY Management Resource Tool (SMRT) Training Manual

Transcription

1 SUNY Management Resource Tool (SMRT) Training Manual Contents adapted by Buffalo State December 2012 Original manual prepared by SUNY System Administration, February 2004

2 OVERVIEW The SUNY Management Resource Tool (SMRT) Application was developed to help campus managers monitor financial activity in state accounts. The application permits managers to monitor budgetary allocations and reallocations, purchasing and expenditure activity, and payroll activity including detail on individuals paid. SUNY System Administration continues to develop tools and applications which will assist managers in monitoring financial activity in campus accounts. A multi-year plan for administrative systems is underway which includes use of a Web-based Portal through which many SUNY business applications will be available to authorized users. The SUNY Portal is accessed through the Web-based SUNY Homepage. Authorized users can expect the look of the Portal and its screens to change from time to time as SUNY System Administration continues the development of SUNY-wide applications. The pages in this manual describe what an account manager needs to know in order to access the SMRT Application successfully. Users of the SMRT Application should note: Application Internet Address The application is accessed through SUNY System Administration s Internet Homepage: Single Sign-On Initial sign-on to the SMRT Application will register the user s LAN (Local Area Network) User ID and password and will confirm authorized campus users. At Buffalo State the LAN User ID and password are those entered by a user when signing on for a new or daily network session at the computer and are also referred to as the NT Username and NT Password. SUNY Manual SUNY System Administration issued a SMRT Training Document which can still be accessed via the SUNY Portal. Buffalo State has adapted those portions of the SUNY manual which are relevant for BSC managers; we encourage campus managers to use the Buffalo State SMRT Training Manual. Training: Training in the SMRT Application is offered periodically; individuals interested in training should contact the Budget Office at Buffalo State 2

3 SUNY Home Page URL - Select: Faculty & Staff SUNY secure sign on Buffalo State 3

4 SUNY Portal Web Page This is the main Web page for SUNY employees to access applications that are being used by SUNY System Administration. Buffalo State Users: A user may choose to bookmark either SUNY s Homepage or SUNY s Employee Services address for quick access to the SMRT Application. Select: Sign On >>> Buffalo State 4

5 SUNY User Validation Screen Select campus listing from drop down field and then Login. Buffalo State 5

6 SUNY User Validation Screen Select Buffalo State and then Login. Buffalo State 6

7 SUNY User Validation Screen This screen validates an authorized user as an employee of a specific campus. Complete fields with NT Username and NT Password; select Login o Login Violations thru the Portal If a user enters an invalid NT Username, one is allowed 20 invalid attempts. After the 20 th invalid attempt a user s computer will be denied access to the application for 2 hours. If a user enters a valid NT Username and an invalid NT Password, one is allowed 5 invalid attempts. After the 5 th invalid attempt, a user s NT Username will be denied access to the application for 15 minutes. o Timeout If the application window remains open, but a user is inactive for ~ 20 minutes, the application will return to the user validation screen when the user next tries to use the application. At that point one must sign-on again. Buffalo State 7

8 SCSO Login Screen The above screen may occur the first-time a user signs on for the SMRT Application. Part of the user authorization process is to create a security cross-walk permitting authorized users & passwords to be recognized in both the SUNY Portal and the network in which additional security authorizations may be granted to a user. For those who need to complete this screen it will appear only once, the first time the user accesses the SMRT Application. The campus security administrator will provide a user with the SCSO User ID and Password that allow this screen to be completed. From this point forward the SMRT Application will use one s NT Username and NT Password for employee validation purposes. Buffalo State 8

9 Employee Services Menu This screen will populate with one or more folders and visual tabs for different categories of SUNY administrative applications. A user will be able to access individual SUNY applications successfully only if authorized for the specific application. 1) First select the tab: SUNY Business Systems Applications 2) Next select the application: SMRT SUNY Management Resource Tool Please note that this screen also includes the Account Activity Quick View. This allows the user to track certain key accounts for quick access to the account balance screen in SMRT without having to go into the system for up-to-date account balance information. Accounts can be easily added to or deleted from the list and balances show for the current and lapsed fiscal years. By clicking on the account link the user can enter the SMRT application directly showing the account balance screen for the account chosen. This is a particularly useful feature for users who monitor more than one account. Buffalo State 9

10 SMRT Application Main Menu Navigation Criteria Account Structure The main menu of the SMRT Application is broken up into 3 areas (panels): Navigation This will help a user navigate through the application allowing a user to change from screen to screen, print, or export one s reports. Initial choices: o Management Reports This link will bring a user to the management reporting screen. Buffalo State Users: Any references to Management Reports or Account Structure utilizes a feature of the application which is presently not in place at the campus. The feature therefore, does not produce consistent or valid results if accessed. o Security This option appears only for Security Administrators. o Main Menu This will return a user to the main menu screen. Buffalo State 10

11 Criteria This is where a user will select the criteria and account(s) for which a report is desired. Initial choices: o Fiscal Year o SMRT Realtime - is a new field dropdown with the choices of No which is the default, or Yes. This will provide authorized users with account data in real-time, instead of data as of close of business from the previous day. The choice is saved in a cookie on the user s machine, so the next time the user login, it will keep the last setting the user made. The Realtime information only affects the Account Balance screen and its drilldown. o Year/Month used for month end reporting. Must also choose Month End report as a report choice to use this feature. o Account number used to enter an individual account number o Accounts by Name dropdown list of accounts in name order o Accounts by Number dropdown list of accounts in number order o Fund list of funds available o Object view list of object views assigned to user. This will only show if two or more views are assigned to a user o Pending flag used to exclude or only select pending information o Report choices are: Account Balance Month End Open PO s Payroll Summary Transaction Detail Transaction Criteria Account Structure This feature reflects an organization as it may be defined on a user s campus. The view of the campus structure is user defined and can be different from user to user. This will help a user look at groups of accounts for reporting purposes and is a new feature. Buffalo State Users: Any references to Management Reports or Account Structure utilizes a feature of the application which is presently not in place at the campus. The feature therefore, does not produce consistent or valid results if accessed. Buffalo State 11

12 Main Menu operation Choose the appropriate information from the criteria panel and press the submit button. A user will then be transferred to the appropriate report screen for viewing, printing, or exporting of one s data. Error messages: They will display in red at the top of the criteria panel and will remain until a user selects new criteria and submits the criteria. Screens / Reports Account Balance Month End Open PO s Payroll Summary Transaction Detail Transaction Criteria These screens are separated into a navigation panel area (on the left-hand side of the screen) and a scrollable report panel area (on the right-hand side). The navigation area now displays available reports for this account along with an option for printing, and exporting data to MS Excel. A user can also quickly change to the account balance screen for an individual account by entering the appropriate data in the account and fiscal year fields and press Go. Printing by pressing the print link in the navigation area one s report panel will be transferred to a PDF file and displayed for printing in one s browser via the Adobe application. If one s machine is not installed with adobe a user can download a free version by going to and following the appropriate instructions. To return to the SMRT Application from Adobe a user must press the back button. Buffalo State Users: Using the left-hand side Print command will invoke Adobe and allow the user to select associated print options. Should one select (likely, through habit) the print option identified on the Internet Browser toolbar, the results will not display screen contents intact since the program is designed to use the Adobe application for printing. Exporting to MS Excel In order to use this link, one s machine must have Microsoft Excel available as an installed application. To return to the SMRT Application from Excel a user must press the back button. Buffalo State 12

13 Account Balance The Account Balance report provides a one-page summary of transactions including allocation, expenditures, encumbrances, and balance. Transactions are updated overnight and those entered on a given business day can usually be viewed the next business day. Navigation Scrollable Report (if highlighted) Although the SMRT Application allows for several variations of reports, most managers will find the Account Balance report will satisfy most needs for monitoring account resources and financial transactions. Most highlighted numbers allow drill-down capability which will show the lowerlevel detail that summarizes to the Account Balance report. Buffalo State 13

14 Payroll Summary The Payroll Summary report provides employee position line item detail for payroll expenses posted to the account for the fiscal year Employee name listed with line no. Expenditures to date for employee Committed = Expended + Encumbered Budgeted salary for employee Encumbrances to year-end for Personal Service employee Position FTE for employee. Typically 1.0 FTE for fulltime employee and < 1.0 FTE for a part-time employee. Can be a fraction at year-end and beginning-of-year due to fiscal year split payrolls. Highlighted numbers will allow additional drill-down capability. Buffalo State 14

15 Transaction Detail The Transaction Detail report provides a chronological listing of transactions posted to the account during the fiscal year. This report can be useful if attempting to narrow a focus for transactions which may be defined by date or reviewing a year-to-year comparison for similar financial transactions. Note: All budgetary allocations established for beginning of year (July 1st) will be identified with the description Legislative Budget Request. This is true for all accounts and all categories of expense. Any business office transactions that occur after July 1 st should include descriptions particular to the given transaction. Buffalo State 15

16 Transaction Criteria Choosing the Transaction Criteria report adds an additional screen after the main menu which allows a user to choose a sub-object range, date range, or individual transaction code. After this screen is submitted, one s account data will display as a transaction detail report. This report can be useful when investigating discrete types of transactions and / or transactions within a discrete period of time. Buffalo State 16

17 IFR Cash Page (see next page for screen) Choosing an Income Fund Reimbursable (IFR) account on the Main Menu screen in combination with selecting the Account Balance report will take the user automatically to the IFR Cash Page. This immediate application response is due to the significant role that cash plays for any IFR account. While budget allocation for the account must be in place prior to expenditure, so must cash support the allocation prior to any expenditure being authorized. Expenditure authorization should occur ONLY to the extent that cash is available in the account. The IFR Cash Page will also reflect the following activity for an account: Cash to Start the Year Prior Year Ending Cash Balance Prior Year Obligations Yet to be Expensed Adjusted Beginning Year Cash Balance Revenue Collected for the Current Year Expenditures / Charges to Current Year Fringe Benefits Charged, Accrued Overheads Charged, Accrued Personal Service Expensed, Encumbered to Year-End Temporary Service Expensed OTPS Expensed, Encumbered Total Expensed, Encumbered The Bottom Line Current Cash Balance Additional information on the page will indicate which, if any, supplemental Reserve IFR accounts are associated with the given account. Also shown are assessment percentages which apply to the account including: Fringe Benefits Administrative Overhead Maintenance & Operation Overhead. Buffalo State 17

18 IFR Cash Page Account # and Title will be here (Note: This page was too large for just one screen print. The lower portion of page follows below.) Buffalo State 18

19 IFR Account Balance From the IFR Cash Page one can select the Account Balance report and the familiar format will appear. Note that the allocation, expenditure, and encumbrance detail, as shown on the IFR Cash Page for the current year, is summarized on the Account Balance report BUFFALO STATE - Account Status by Object Group INTERCOLLEGIATE ATHLETICS - Fiscal Year Cost Center R08 Charge Campus Account # and Title will be here Buffalo State 19

20 Multiple Accounts Reporting Multiple Accounts While on the main menu, instead of choosing an individual account, a user can choose 2, 3, or all accounts that are available within the scope of accounts authorized for a user. This can also, depending on the funds a user choose, show an all funds report which is what is used as the default when running multiple report accounting. A user chooses all accounts by clicking on the All Accounts Below choice within the Accounts by Name or Accounts by Number list boxes, or chooses 2 or more accounts within these list boxes by clicking on each account number while holding down the ctrl key on one s keyboard. Buffalo State Users The steps to printing summaries for Multiple Accounts are: 1) Hold down the Ctrl key on the keyboard 2) While holding down the Ctrl key, select (Click with mouse) those accounts a user would like summarized together. 3) Click Submit button. Buffalo State 20

21 Multiple Accounts Reporting Account list The selected accounts will summarize in the report format selected. Additionally, one can select account-level detail from screen by selecting the desired account and then the Go button. Buffalo State 21

22 Multiple Accounts Reporting Account Balance Screen + Month End The Month End report can be useful when a manager needs to review activity which has occurred through a month-end period or do a year-to-year comparison for a discrete period ending at monthend. This option can be selected for single accounts or Multiple Accounts. Note that if the Month End report option is selected, one must select concurrently an appropriate date from the Year Month field on the Main Menu. Account list Buffalo State 22

23 Open PO s [for Multiple Accounts Option] The Open PO s report will provide detail for open Purchase Orders for an account(s). Since the SMRT Application is updated daily for all transactions, using this feature will allow managers to monitor purchase requisitions. Please note: an individual account purchase requisition and charge might be included in a larger institutional purchasing requisition for a given vendor. If this is the case, a user will be able to view the entire Purchase Order detail, which will include the detail specific to the account in question. Users can confirm that the appropriate charge will be posted to the account by reviewing the Encumbrance detail for the account. Buffalo State 23

24 Management Reports Buffalo State Users: Any reference to this SUNY-wide feature of the application utilizes an accounts structure hierarchy which is presently not in place at the campus. The feature therefore, does not currently produce consistent or valid results if accessed. System Requirements: PC with browsers Internet Explorer (IE) 7.0+ or Mozilla Firefox 3.5+, on the Windows operating system Buffalo State 24