Accounting Services

1
Accounting Services

• WISDM for Project/Grant Administration

Last Updated May 2007
2
Agenda
2

• What is WISDM?
• Basic Terms
• Getting Started in WISDM
• System Navigation
• Report Options
• Project Search
• Canned Project/Grant Reports
• ESIS Project Summary
• Appointment Searches
• AP/PO Searches
• Favorites
• Help Features
• Account Trees
• Questions and Answers

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What is WISDM?
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• Stands for Wisconsin Data Mart
• Web based reporting system created by the
  Division of Information Technology (DoIT) for all
  UW campuses.
• Contains financial data from both Legacy and SFS.
• Data is loaded into WISDM nightly.

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Basic Terms
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• SFS
• An abbreviation for Shared Financial System, the
  term UW-System has given to the PeopleSoft
  software used for processing financial
  transactions.
• Legacy
• The mainframe that is being replaced by SFS. It
  is commonly accessed through the application
  3270.
• Accounting Period
• Represents a specific time interval (usually a
  month) for which each transaction is assigned.
  Madison uses accounting periods 1 through 13.
• Fiscal Year
• A fiscal year lasts from July 2nd to July 1st of
  the following year.

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Getting Started in WISDM
5

• Requesting access
• Download WISDM Authorization Form from
  http//www.bussvc.wisc.edu/acct/sfs/wisdm/wisdm2.d
  oc
• Submit completed form to SFS Team, 21 N. Park
  St, Suite 6101 or fax to 262-5060.
• An email will be sent out when authorization has
  been granted.
• Accessing the system
• https//wisdm2.doit.wisc.edu

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System Navigation Logging on
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UW-Madison should be selected as the campus.
WISDM should be selected as the application.
Select check box to have campus and NetID
remembered for 30 days.
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System Navigation The Main Menu
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The black bar will be available on almost every
WISDM page.
Hold mouse over Main Menu text to access the
menu.
To change the Fiscal Year, select a different
year from the drop down.
Important messages regarding WISDM will be posted
on the main page. Be sure to check for new
messages after you logon.
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System Navigation Search Pages
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Click to minimize search criteria box.
Many searches allow for the format of the results
to be selected before running the search. The
options will usually be Web, Excel, or PDF.
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Report Options Introduction
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• This section will cover many of the available
  searches in WISDM.
• Including
• Project Search
• ESIS Project Summary
• Salary Encumbrance Search
• SFD Transaction Search
• Tuition Remission Search
• Voucher and Vendor Searches
• Journal Search
• PO Encumbrance Search

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Report Options Project Search
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Click
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Report Options Project Search
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When the entered search criteria will return only
one project, WISDM will automatically go to the
Summary Report for that project.
Click
When the box is unchecked, searching by a
department will not limit the transactions
displayed in the Summary Report to only those
that have also been posted to the department.
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Report Options Project Search Non Financial
Information
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When the entered search criteria will return
multiple projects, WISDM will return a list of
the matching projects.
Financial Information
Non Financial Information
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Report Options Project Search Non Financial
Information
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Contact RSP for expenditures and encumbrances
beyond project end date.
Example Coding on Direct Payment Form
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Reporting Options Project Search Financial
Information
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• ITD Used for project funds 133, 135 (partial),
  138, 142, 144, 145, 146 148.
• YTD Used for all other project funds not listed
  above.

Change accounting period here.
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Reporting Options Project Search Financial
Information
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Use to export Summary Report to either Excel or
PDF format. Select the desired format from the
drop down and click on the Go button.


Inception to Date (ITD) Totals
Current Month Totals
Click amounts in blue to view detail transactions.
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Reporting Options Project Search Summary Detail
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Data can be exported to either Excel or PDF
When checked, payroll detail will be included in
the Summary Detail.
Click on a heading to sort data by that column.
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Report Options Edit Custom View
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Click
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Report Options Edit Custom View
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Click on a check box to select that column.
Not used at Madison yet.
Recommended Fields in Your Detail Reports. Note
You only have to do this once.
Click
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Report Options How to Identify Transactions
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• MW Legacy PO payments.
• JR Internal transfers MDS
  
  purchases.
• AP Direct payments.
• PJ Payroll payments.
• PT Salary Cash Transfers.

• Legacy PO vendor payment names appear here.
• Also employee names for payroll.

SFS direct payment vendor payment names appear
here.
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Report Options How to Identify Transactions
Legacy SFS
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Legacy PO Number
Legacy Voucher ID
SFS direct payment voucher ID
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Report Options How to Identify Transactions
Purchase Cards
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P-Card Transactions look for card holders name
in PO field or Jrnl Line Ref field.
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Report Options Canned Project/Grant Report
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Step 2 Select Project/Grant Report.
Step 1 Select reporting period and hit Apply.
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Report Options Canned Project/Grant Report
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Report Options ESIS Project Summary
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Click
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Report Options ESIS Project Summary Ways to
Search
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• Search by Fund and Department
• Search by Principal Investigators name (also
  know as PI name)
• Search by range of Project Numbers

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Report Options ESIS Project Summary Fund and
Department
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Optional Enter a fund code if you want
projects/grants within that fund only.
Enter a Department code.
Click Submit
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Report Options ESIS Project Summary Fund and
Department
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Click to view Project 133AE72 detail.
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Report Options ESIS Project Summary Fund and
Department
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Report Options ESIS Project Summary PI Name
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Last name, comma (no space), followed by first
name.
Click Submit
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Report Options ESIS Project Summary PI Name
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Click to view all projects with Scott T Sanders
as PI or Co-PI.
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Report Options ESIS Project Summary Range of
Project Numbers
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Click
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Report Options Appointment Searches Salary
Encumbrance Search
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Click
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Report Options Appointment Searches Salary
Encumbrance Search
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Make sure this box is checked.
Click
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Report Options Appointment Searches Salary
Encumbrance Search
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Report Options Appointment Searches SFD
Transaction Search
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Click
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Report Options Appointment Searches SFD
Transaction Search
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Click
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Report Options Appointment Searches SFD
Transaction Search
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Click
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Report Options Appointment Searches SFD
Transaction Search
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Note You only have to do this once.
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Report Options Appointment Searches SFD
Transaction Search
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Note Re-deposited or re-issued payroll checks do
not show on this report.
Document IDs here are for salary cash transfers.
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Report Options Appointment Searches Tuition
Remission Search
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Click
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Report Options Appointment Searches Tuition
Remission Search
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Can limit search results to a specific semester.
Names will have the following format last, first
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Report Options Appointment Searches Tuition
Remission Search
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Click on the Semester ID to go to the Surcharge
Adjustment Statement. The two numbers in the
middle indicate the Fiscal Year. The last number
is used to indicate the semester (2 fall, 4
spring).
Note the Surcharge Adjustment Statement (covered
on the next slide) will contain all the
appointments for an individual.
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Report Options Appointment Searches Tuition
Remission Search
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The statement can also be viewed in one of three
available PDF options.
Select one of the available dates to limit the
data displayed. Only transactions and
calculations that occurred on or before the
selected date will be displayed.
The amount displayed for each month is the
cumulative surcharge earned at that time.
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Report Options Appointment Searches Tuition
Remission Search
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The total surcharge that has been earned for the
individual.
The amount of the surcharge that has been paid.
The surcharge amount that has yet to be paid..
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Report Options Appointment Searches Tuition
Remission Search
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Click to view individual surcharge transactions
Click to view individual payment transactions.
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Report Options Appointment Searches Tuition
Remission Search
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The Payments and Adjustments Detail will display
individual salary payments and corrections.
The Surcharges Detail page will display
individual fee remission payments.
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Report Options AP/PO Searches Search for
Direct Payments
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• Select Voucher to search by voucher number
• Select Vendor to search by vendor name or vendor
  number.

Click

• Types of payments you can search under AP/PO
  Searches menu
• TER
• PIR
• Payments on Direct Payment Form.

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Report Options AP/PO Searches Search for
Direct Payments
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• Note
• Employees or a persons name always starts with
  last name the format is last,first (no space
  after the comma).
• You can not use this screen to search for
  employee payroll payments.

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Report Options AP/PO Searches Search for
Direct Payments
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Click on Vouchers to view payment detail
information.
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Report Options AP/PO Searches Search for
Direct Payments
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Click
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Report Options AP/PO Searches Search for
Direct Payments
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Check Date
Check Number
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Report Options AP/PO Searches Search for
Legacy Vouchers
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Click
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Report Options AP/PO Searches Search for
Legacy Vouchers
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Legacy Voucher Number.
Click
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Report Options AP/PO Searches Search for
Legacy Vouchers
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Report Options Purchase Order Searches
Searching for Legacy POs
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Enter the PO number in the PO field to get detail
transactions for the PO.
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Report Options Purchase Order Searches
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Click
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Report Options Purchase Order Searches
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Click
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Report Options Purchase Order Searches
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Click to view details.
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Report Options Purchase Order Searches
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Report Options AP/PO Searches External
Purchase Order Information
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• Requisition Summary Add-On Tool
• http//www.rsp.wisc.edu/services/admin/ops/reqsumm
  ary.cfm
• Purchasing System Inquiry
• http//www.bussvc.wisc.edu/purch/purchinq.html
• Please contact Purchasing Services with any
  questions about the Purchasing System Inquiry
  Tools

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Favorites Introduction
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• Favorites allow for the easy return to search
  results or summary reports in the future.
• The use of Favorites is optional.

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Favorites Adding a Favorite
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To save the search, click on Add to Favorites
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Favorites Adding a Favorite
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You can also create file folders for different
groups of reports. See slides 66 67 on how to
create and organize file folders.
You are free to enter any name and description
here.
Click Save
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Favorites Accessing a Favorite
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Access Favorites by clicking on this icon or
use the Main Menu
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Favorites Accessing a Favorite
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Link to Favorites in the Main Menu.
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Favorites Accessing and Modifying Favorites
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Click on the link to view saved searches. Note
Accounting Period and Fiscal Year should be
changed on the summary page if you want reports
for different month or fiscal year.
Click on a check box to select a favorite or
folder for modification. More than one favorite
or folder can be selected at a time.
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Favorites Accessing and Modifying Favorites
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• Up To go back to previous folder.
• New Folder Use to create a new folder.
• Move To move selected folders or favorites to a
  new location.
• Copy To make a copy of selected folders or
  favorites to a new location
• Share To share selected favorites with another
  WISDM user.
• Delete To delete selected favorites or folders.

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Help Features Introduction
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• WISDM contains a number of help features
  including
• A glossary of commonly used terms
• Help documents on many of the pages in WISDM
• Where to get help outside of WISDM
• Contact a Divisional WISDM Expert in your
  division http//www.bussvc.wisc.edu/acct/sfs/wisd
  m/wisdm_expert_list.html
• Visit SFS Training Website
• http//www.bussvc.wisc.edu/acct/sfs/train.html
• Visit Business Services Acronym website
• http//www.bussvc.wisc.edu/acronym/acronym.html
• Visit FAQ page on the SFS website
• www.bussvc.wisc.edu/acct/sfs/faq.html
• E-Mail SFS Project Team sfsmsn_at_bussvc.wisc.edu.

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Help Features Accessing the Help Features
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Click to view the Help document on the page you
are at.
Click to access main help page.
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Help Features Glossary Page
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The glossary page will contain many common WISDM
and accounting terms.
Click
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Help Features Glossary Page
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Help Features Accessing Terms on a Search Page
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Click on the search field name will cause the
definition of the term to appear in a pop up
window.
Click
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Account Trees
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• Use system default tree whenever possible.
• Ignore other trees that are not listed in the
  table below.

Tree Name Explanation
MSN_GPR_DFLT GPR funds department reports (D or DP). GPR funds organization rollup. No revenue reported.
MSN_FUNDORG_DFLT PR funds department reports (D or DP). PR funds organization rollup. With revenue reported.
MSN_RSP_PJ_GT_DFLT RSP project/grant reports. Project reports for other funds not listed here.
MSN_142_PJ_GT_DFLT Without tuition remission accounts. For fund 142 project/grant reports, but fund 142 can also use MSN_RSP_PJ_GT_DFLT.
MSN_GRAD_SCH_PJ_GT Graduate School funds 135 and 101 project/grant reports. Accounts are organized into categories according to Graduate School reporting requirement.
Project Grant Trees
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Account Trees Tree Drilldown Levels
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• Tree levels are organized based on summary of
  account categories.
• Level 1 is the highest level of summary (not used
  for WISDM reporting) Level 2 is fund total by
  (revenue and by) expenditures Level 5 is the
  most detailed reporting by each account total.
• In most cases, level 4 is default for
  project/grant summary reports.
• At Level 5, accounts with no transactions on the
  project are not listed in the reports.

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Account Trees Tree Drilldown Example Level 2
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Account Trees Tree Drilldown Example Level 3
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Account Trees Tree Drilldown Example Level 5
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Account Codes
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Review
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• Requesting access
• Down load WISDM Authorization Form from
  http//www.bussvc.wisc.edu/acct/sfs/wisdm/wisdm2.d
  oc
• Submit completed form to SFS Team, 21 N. Park
  St, Suite 6101 or fax to 262-5060.
• Accessing the system
• https//wisdm2.doit.wisc.edu
• Where to get help
• Contact a Divisional WISDM Expert in your
  division http//www.bussvc.wisc.edu/acct/sfs/wisd
  m/wisdm_expert_list.html
• Visit SFS Training Website
• http//www.bussvc.wisc.edu/acct/sfs/train.html
• Visit Business Services Acronym website
• http//www.bussvc.wisc.edu/acronym/acronym.html
• Visit FAQ page on the SFS website
• www.bussvc.wisc.edu/acct/sfs/faq.html
• E-Mail SFS Project Team sfsmsn_at_bussvc.wisc.edu.

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What Questions Do You Have?
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E-Mail sfsmsn_at_bussvc.wisc.edu