EFinance

1
EFinance Reporting Dashboard User Training
Manual
January 2009
2
Agenda

• Accessing your reports
• Security
• New Functionality/Terminology
• Reporting Basics
• New Hierarchies
• For Accounts
• For Orgs (Area Org Combinations)
• New Reports
• Temporary Report View
• Medical Center Financial Reporting

3
Accessing Your EFinance Reports

• Access thelink
• www.nyumc.net/nyu/index.jsp
• Select Web Applications
• EFinance
• Login with Kerberos Id and Email password
• Bookmark the address

4
Accessing Your EFinance Reports

• The default screen will
  appear upon logging in as shown below

• New feature allows the ability to toggle
  between the standard reports and the Medical
  Center variance report

5
Accessing Your EFinance Reports

• This new screen allows you to select which view
  you would like to see
• the default view of standard reports
• or
• the Medical Center variance report

6
Accessing Your EFinance Reports

• Standard reports available as of January
• Accounts Payable Paid
• Accounts Payable Unpaid
• AP Activity Detail
• Journal Entry Detail
• SOM Fiscal Year to Date Detail Report
• Payroll by Fund
• Payroll Distribution
• Croswalk - CUFS to FAME
• Crosswalk FAME to CUFS

7
Accessing Your EFinance Reports

• Now available Medical Center variance report
• Medical Center view of data
• Please note Hospital should continue to use MFR

8
New Functionality/Terminology
Icons

• Run Report Buttons
• Each of these give you the ability to run your
  selected report
• If in doubt about the data in the screen re-run
  the report

• Report Run formats
• HTML on Screen
• PDF Adobe PDF format For printing
• Excel Spreadsheet
• Active Reports - HTML with the ability for sorts
  and subtotal. Online data view and manipulation
  with no ability to save. Training coming soon!

9
New Functionality/Terminology
Selection Panes

• Standard Reports
• Access is limited to Chart field security
• Click down arrow twice for selection criteria
• All selection will result in all available
  within your access
• Always enter a start date Preferable from the
  calendar selection Note pre 9/1 should
  be accessed from eReports

10
New Functionality/Terminology

• Medical Center Variance reports
• Budget Variance YTD, Budget Variance Matrix BV
  Account
• Default view is all data that your security makes
  available
• Default criteria is not represented in the
  selection pane when you first enter the report

• Begin selection criteria in upper left of the
  selection pane
• Each subsequent selection will be limited by the
  previous selection
• If Fund 11 is selected only those Units,
  Departments, Divisions, Orgs under that fund
  will be available for selection.

11
New Functionality/Terminology
Selection Panes

• Medical Center Variance reports
• Net Income (Loss) Summary by Org
• Simplified selection criteria
• Allows the ability to manually key in an Org

12
New Functionality/Terminology
Defining SOMPG SOMPJ

• These values represent when an Org has no program
  and no project associated with it
• The system does not allow blank values
• All EFinance reports utilize these values

13
New Functionality/Terminology
Breadcrumbs

• Each report will leave a trail of your selection
  criteria in the upper left hand corner of the
  report
• Should you lose your way in the report it leaves
  youre a trail to understand where you came from

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Reporting Basics Report Footers

• HTML version of reports have a footer included if
  you scroll to the end of the report in light grey
  as shown below
• They identify
• The source reporting system
• Last update date of the data
• Who ran the report
• And the rundate
• The same footer is included in all printed
  Efinance reports.
• Reminder all reports should be printed via the
  PDF run report selection

15
Reporting Basics Drill Downs

• The Medical Center variance reporting has the
  ability to drill down on available data via blue
  highlight fields

16
Reporting Basics Drill Downs

• There are two kinds of drill downs
• Those that give greater details of data

17
Reporting Basics Drill Downs

• There are two kinds of drill downs, continued
• Those that give data selection criteria

18
Medical Center Financial Reporting

• The new Medical Center financial data warehouse
  reports are available via the
• Medical center Financial reporting View

19
Medical Center Financial Reporting

• Each tab that is shown in the reporting window
  represent a different report
• Budget Variance
• BV Account
• Budget Variance YTD
• Net Income

20
Medical Center Financial Reporting

• Budget Variance Tab
• This represents a new way to view your business
  within the Medical Center. The presentation is a
  rollup of all chartfield combinations you are
  able to access with each Fund Group variance
  presented vertically.
• The presentation defaults to this view, allowing
  you to drill down in a variety of different ways.
• By selecting the Show Budget/Actual checkbox or
  hyperlink, the report will break out the
  respective Actual and Budget activity.
• By Selecting the Account Category hyperlink you
  can expand all of the categories to the next
  level, Account Class. Similarly, selecting an
  individual Account Category (i.e. Salaries and
  Wages), will expand each account class within
  that category.
• By selecting the corp., unit, department,
  division or org hyperlinks, the presentation will
  expand horizontally by the field selected.
• By selecting an individual Fund Group, the report
  will expand vertically for all funds associated
  with that group.

21
Medical Center Financial Reporting

• BV Account Tab
• Similar to your Monthly and YTD Summary reports,
  this tab references each of your chartfield
  combinations rolled up by Fund Group variances.
  
• The presentation awaits your selection of
  individual chartfield values to generate the
  variances specific to your selection.
• By selecting the Show Budget/Actual checkbox or
  hyperlink, the report will break out the
  respective Actual and Budget activity.
• By Selecting the Account hyperlink you can drill
  down to the detail level for the each accounts
  associated to your selection. Similarly,
  selecting an individual Account (i.e. 0100 or
  53100), will drill to only that accounts detail.
• By selecting the corp., unit, department,
  division, org, program or project hyperlinks, the
  presentation will expand horizontally by the
  field selected.

22
Medical Center Financial Reporting

• Budget Variance YTD Tab
• This represents a new way to view your business
  within the Medical Center. The presentation is a
  rollup of all chartfield combinations you are
  able to access with each Fund group presented
  horizontally.
• The presentation summarizes the Monthly and YTD
  Budget and Actual amounts as well as the Annual
  Budget.
• The presentation defaults to this view, allowing
  you to drill down in a variety of different ways.
• By selecting the Show Budget/Actual checkbox or
  hyperlink, the report will break out the
  respective Actual and Budget activity.
• By Selecting the Account Category hyperlink you
  can expand all of the categories to the next
  level, Account Class. Similarly, selecting an
  individual Account Category (i.e. Salaries and
  Wages), will expand each account class within
  that category.
• By selecting the corp., unit, department,
  division or org hyperlinks, the presentation will
  expand horizontally by the field selected.
• By selecting an individual Fund Group, the report
  will expand vertically for all funds associated
  with that group.
• .

23
Medical Center Financial Reporting

• Net Income (Loss) Tab
• Similar to your Trial Balance reports for your
  chartfields, this tab references each of your
  chartfield combinations Net Income or Loss for
  the period selected.
• The presentation awaits your selection of
  individual chartfield values or a direct input of
  an Org to generate the variances specific to
  your selection.
• By selecting the specific, org, program or
  project hyperlinks, the presentation will expand
  horizontally by the field selected.
• This is a quick access report that minimizes the
  selection criteria to access information.

24
Account Hierarchy

• The account hierarchy has been updated for the
  financial reporting presentation based on the
  direction of General Accounting. Each account is
  nested within several levels to determine its
  appropriate classification. Please see below for
  the levels and examples of the values.
•  
• Level 1 Account Type gtgt Operating Expense
• Level 2 Account Category gtgt Salaries and Wages
• Level 3 Account Class gtgt Casual Employees
• Level 4 Account gtgt 53600 - Casual

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Organizational Hierarchy

• The org hierarchy has been updated for the
  financial reporting presentation of the Medical
  Center based on the direction of Budget office.
  Each org is nested within several levels to
  determine its appropriate classification. Please
  see below for the levels and examples of the
  values.
•  
• Level 1 Business Unit gtgt NYU Hospitals Center or
  NYU School of Medicine
• Level 2 Corp gtgt NYU Tisk/Rusk Hospitals or
  Hospital for Joint Diseases
• Level 3 Unit gtgt Clinical Departments
• Level 4 Department gtgt Medicine
• Level 5 Division gtgt Cardiology
• Level 6 Org gtgt C1050 Med/Cardiology Div

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Medical Center Financial Reporting
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Prepared by MC Financial Systems
Group som_fin_sys_support_at_nyumc.org
mcfinsysgrp_at_nyumc.org