Data Warehouse Manual - Columbia...

Columbia University Information Technology (CUIT) April 17, 2006

Data Warehouse Database Reference Manual


The CUIT Data Warehouse comprises a set of databases containing data extracted and regularly refreshed from the following host systems: Financial Accounting System (FAS), Accounts Payable (AP/CAR), Student Information System (SIS), Purchasing (CAPS), Sponsored Project and Tracking System (SPOTS), Labor Distribution System (LDS), and People @ Columbia Systems (PAC). Some of these databases contain operational data and are available only or mainly through pre-defined, Web-based reports. This manual is a detailed guide to the data elements stored in the relational databases that constitute the Data Warehouse. The one exception is the data in the SIS database; that documentation is developed and maintained by the Student Services SIS Client Services Group.


TABLE OF CONTENTS

INTRODUCTION TABLE OF CONTENTS..............................................................................................................................................................................................................1 CONFIDENTIALITY OF DATA ...................................................................................................................................................................................................6 ACCOUNTS PAYABLE (AP/CAR) DATA..................................................................................................................................................................................7 FINANCIAL ACCOUNTING SYSTEM (FAS) DATA ..................................................................................................................................................................9 LABOR DISTRIBUTION SYSTEM (LDS).................................................................................................................................................................................13 PEOPLE @ COLUMBIA SYSTEM (PAC) ................................................................................................................................................................................14 PURCHASING (CAPS) DATA..................................................................................................................................................................................................15 STUDENT INFORMATION SYSTEM (SIS) ..............................................................................................................................................................................17 SPONSORED PROJECTS ONLINE TRACKING SYSTEM (SPOTS).....................................................................................................................................18 RELATIONAL DATABASE TERMINOLOGY ..........................................................................................................................................................................21

Database...............................................................................................................................................................................................................................21 Table .....................................................................................................................................................................................................................................21 Row.......................................................................................................................................................................................................................................21 Column..................................................................................................................................................................................................................................22 Join........................................................................................................................................................................................................................................22 Outer Join .............................................................................................................................................................................................................................22 View ......................................................................................................................................................................................................................................23 Index .....................................................................................................................................................................................................................................23 Primary Key...........................................................................................................................................................................................................................23 Foreign Key...........................................................................................................................................................................................................................24 Null Value..............................................................................................................................................................................................................................24 Metadata ...............................................................................................................................................................................................................................24 Client/Server Technology .....................................................................................................................................................................................................25 Structured Query Language (SQL).......................................................................................................................................................................................25

TABLES AND TABLE DESCRIPTIONS - REFERENCE TABLES .........................................................................................................................................27 COLUMN_DEFINITION........................................................................................................................................................................................................27 COLUMN_MEANING............................................................................................................................................................................................................27 DEPARTMENT .....................................................................................................................................................................................................................27 TABLE_CONTROL_DATA ...................................................................................................................................................................................................28 TABLE_DEFINITION ............................................................................................................................................................................................................28

TABLES AND TABLE DESCRIPTIONS - DATA TABLES .....................................................................................................................................................29 EMPLOYEE ..........................................................................................................................................................................................................................29 EMPLOYEE_DISTRIBUTED_PAY.......................................................................................................................................................................................29 EMPLOYEE_LEAVE.............................................................................................................................................................................................................30 EMPLOYEE_POSITION.......................................................................................................................................................................................................30


FA_DISBURSEMENT_SUMMARY ......................................................................................................................................................................................31 FAS_TRANSACTIONS.........................................................................................................................................................................................................31 GL_ACCOUNT_DESCRIPTION...........................................................................................................................................................................................32 GL_ACCOUNT_DETAIL_DOLLAR ......................................................................................................................................................................................32 GL_ACCOUNT_SUMMARY_DOLLAR ................................................................................................................................................................................33 GRANTING_AGENCY..........................................................................................................................................................................................................33 OPEN_COMMITMENTS.......................................................................................................................................................................................................34 RESEARCH_PROJECT .......................................................................................................................................................................................................34 RESEARCH_STAFF_MEMBER...........................................................................................................................................................................................35 RES_AWARD_ACCOUNT ...................................................................................................................................................................................................35 RES_AWRD_AND_EXPECTD_AWRD................................................................................................................................................................................36 RES_PRINCIPAL_INVESTIGATOR.....................................................................................................................................................................................36 RES_PROPL_AWARD_AND_SUPPL .................................................................................................................................................................................37 RES_PROPOSAL_AND_AWARD........................................................................................................................................................................................37 RES_PRORATED_AWARD .................................................................................................................................................................................................38 RES_SUBCONTRACT .........................................................................................................................................................................................................38 RES_SUBCONTRACT_DOCU ............................................................................................................................................................................................38 RES_SUBCONTRACTOR....................................................................................................................................................................................................39 RES_SUBCONTRACTOR_STAFF ......................................................................................................................................................................................39 RES_AWARD_SUBCONTRACT..........................................................................................................................................................................................39 RES_EXPECTED_AWARD_................................................................................................................................................................................................40 RES_AWARD_AND_SUPPLEMENT...................................................................................................................................................................................40 RES_PROPL_AND_SUPPLEMENT ....................................................................................................................................................................................41 SL_ACCOUNT_DESCRIPTION...........................................................................................................................................................................................41 SL_ACCOUNT_DOLLAR .....................................................................................................................................................................................................42 STUDENT_CHARGE_ITEM_SUMMARY ............................................................................................................................................................................42

DATA WAREHOUSE DATA EXTRACTED FROM THE PEOPLE @ COLUMBIA SYSTEM.................................................................................................43 Limited Scope of PAC data in the Data Warehouse-----------------------------------------------------------------------------------------------------------------------------43 Data Quality -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------43 Multiple Positions-------------------------------------------------------------------------------------------------------------------------------------------------------------------------43 Employee Leaves ------------------------------------------------------------------------------------------------------------------------------------------------------------------------44 Major Categories of Employees ------------------------------------------------------------------------------------------------------------------------------------------------------44

DATA WAREHOUSE DATA EXTRACTED FROM THE PEOPLE @ COLUMBIA SYSTEM: TABLES ................................................................................46 EMPLOYEE ..........................................................................................................................................................................................................................46 EMPLOYEE_LEAVE.............................................................................................................................................................................................................47 EMPLOYEE_POSITION.......................................................................................................................................................................................................48

DATA WAREHOUSE DATA EXTRACTED FROM THE PEOPLE @ COLUMBIA SYSTEM: COLUMNS ............................................................................50 Academic_Rank_Code .........................................................................................................................................................................................................50 Academic_Rank_Code1 .......................................................................................................................................................................................................50 Academic_Rank_Code2 .......................................................................................................................................................................................................50 Action_Effective_Date...........................................................................................................................................................................................................51 Action_Type_Code ...............................................................................................................................................................................................................51 Appointment_End_Date........................................................................................................................................................................................................51


Base_Salary_Amount ...........................................................................................................................................................................................................52 Benefits_Eligibility_Flag ........................................................................................................................................................................................................52 Department_Number ............................................................................................................................................................................................................54 Admin_Department_Number ................................................................................................................................................................................................54 Employee_Position_Number ................................................................................................................................................................................................54 Employee_Record_Number .................................................................................................................................................................................................55 First_Tenurable_Position_Date ............................................................................................................................................................................................55 Hours_Per_Week_Count......................................................................................................................................................................................................55 Job_Code..............................................................................................................................................................................................................................55 Job_Family_Code.................................................................................................................................................................................................................56 Job_Function_Code..............................................................................................................................................................................................................56 Original_Hire_Date ...............................................................................................................................................................................................................56 PS_Employee_Id ..................................................................................................................................................................................................................57 Racial_Ethnic_Category_Code.............................................................................................................................................................................................57 Tenure_Status_Code............................................................................................................................................................................................................57 Tenure_Status_Name...........................................................................................................................................................................................................57 Tenure_Granted_Date..........................................................................................................................................................................................................57 Term_Calendar_Year ...........................................................................................................................................................................................................58 Term_Code ...........................................................................................................................................................................................................................58

DATA WAREHOUSE DATA EXTRACTED FROM THE LABOR DISTRIBUTION SYSTEM: TABLES ................................................................................60 EMPLOYEE_DISTRIBUTED_PAY.......................................................................................................................................................................................60

DATA WAREHOUSE DATA EXTRACTED FROM THE LABOR DISTRIBUTION SYSTEM: COLUMNS ............................................................................62 Department_Number ............................................................................................................................................................................................................62 Admin_Department_Number ................................................................................................................................................................................................62 Earnings_Type_Code ...........................................................................................................................................................................................................62 Fiscal_Year ...........................................................................................................................................................................................................................65 Fiscal_YTD_Salary_Amount.................................................................................................................................................................................................65 Reporting_Month_Salary_Amt..............................................................................................................................................................................................65 Fiscal_YTD_Fringe_Amount.................................................................................................................................................................................................66 Reporting_Month_Fringe_Amt..............................................................................................................................................................................................66 Organization_Code...............................................................................................................................................................................................................66

DATA WAREHOUSE DATA EXTRACTED FROM THE FINANCIAL ACCOUNTING SYSTEM: TABLES...........................................................................69 GL_ACCOUNT_DETAIL_DOLLAR ......................................................................................................................................................................................69 GL_ACCOUNT_SUMMARY_DOLLAR ................................................................................................................................................................................71 GL_ACCOUNT_DESCRIPTION...........................................................................................................................................................................................73 SL_ACCOUNT_DESCRIPTION...........................................................................................................................................................................................74 SL_ACCOUNT_DOLLAR .....................................................................................................................................................................................................76 FAS_TRANSACTIONS.........................................................................................................................................................................................................78 OPEN_COMMITMENTS.......................................................................................................................................................................................................80

DATA WAREHOUSE DATA EXTRACTED FROM THE FINANCIAL ACCOUNTING SYSTEM: COLUMNS.......................................................................82 Beginning_Fund_Balance_Amount ......................................................................................................................................................................................82 Current_Month_Activity_Amount ..........................................................................................................................................................................................82 Current_Month_Addition_Amount ........................................................................................................................................................................................83


Current_Month_Deduction_Amount .....................................................................................................................................................................................83 Current_Month_Expense_Amount .......................................................................................................................................................................................83 Current_Month_Revenue_Amount .......................................................................................................................................................................................84 Current_Month_Transfer_Amount ........................................................................................................................................................................................84 Cur_Mth_Fund_Balance_Amount ........................................................................................................................................................................................84 Department_Number ............................................................................................................................................................................................................85 Ending_Balance_Amount .....................................................................................................................................................................................................85 Fiscal_Year ...........................................................................................................................................................................................................................86 FY_Reporting_Period_Code.................................................................................................................................................................................................86 FY_Beginning_Balance_Amount..........................................................................................................................................................................................87 GL_Map_Code......................................................................................................................................................................................................................87 Last_Year_Cur_Mth_Actual_Amount ...................................................................................................................................................................................87 Last_Year_Ytd_Actual_Amount............................................................................................................................................................................................88 Project_Acct_FY_End_Amt ..................................................................................................................................................................................................88 YTD_Addition_Amount .........................................................................................................................................................................................................88 YTD_Deduction_Amount ......................................................................................................................................................................................................89 YTD_Expense_Amount ........................................................................................................................................................................................................89 YTD_Revenue_Amount........................................................................................................................................................................................................89 YTD_Transfer_Amount.........................................................................................................................................................................................................90

DATA WAREHOUSE DATA EXTRACTED FROM THE STUDENT INFORMATION SYSTEM: TABLES ............................................................................91 FA_DISBURSEMENT_SUMMARY ......................................................................................................................................................................................91 STUDENT_CHARGE_ITEM_SUMMARY (By Department or School Only)........................................................................................................................93

DATA WAREHOUSE DATA EXTRACTED FROM THE STUDENT INFORMATION SYSTEM: COLUMNS ........................................................................95 Fiscal_Year ...........................................................................................................................................................................................................................95 SIS_Identification_Number ...................................................................................................................................................................................................95 School_Code ........................................................................................................................................................................................................................95

DATA WAREHOUSE DATA EXTRACTED FROM THE SPONSORED PROJECTS ONLINE TRACKING SYSTEM: TABLES .........................................98 GRANTING_AGENCY..........................................................................................................................................................................................................98 RESEARCH_PROJECT .......................................................................................................................................................................................................99 RESEARCH_STAFF_MEMBER...........................................................................................................................................................................................99 RES_AWARD_ACCOUNT .................................................................................................................................................................................................102 RES_PRINCIPAL_INVESTIGATOR...................................................................................................................................................................................103 RES_AWRD_AND_EXPECTD_AWRD..............................................................................................................................................................................104 RES_PROPL_AWARD_AND_SUPPL ...............................................................................................................................................................................105 RES_PROPOSAL_AND_AWARD......................................................................................................................................................................................107 RES_PRORATED_AWARD ...............................................................................................................................................................................................108 RES_SUBCONTRACT .......................................................................................................................................................................................................109 RES_SUBCONTRACT_DOCU ..........................................................................................................................................................................................110 RES_SUBCONTRACTOR..................................................................................................................................................................................................111 RES_SUBCONTRACTOR_STAFF ....................................................................................................................................................................................112

DATA WAREHOUSE DATA EXTRACTED FROM THE SPONSORED PROJECTS ONLINE TRACKING SYSTEM: COLUMNS ...................................113 Account_Mapping_Flag ......................................................................................................................................................................................................113 Account_TOT_Revised_Budget_Amt.................................................................................................................................................................................113


Account_Indirect_Cost_Amount .........................................................................................................................................................................................113 Award_Or_Proposal_Role_Code .......................................................................................................................................................................................114 Scope_Role_Code..............................................................................................................................................................................................................114 Award_Or_Propl_Rsby_Order_Cd .....................................................................................................................................................................................114 Scope_Responsibility_Order_Code ...................................................................................................................................................................................114 Budget_Period_Code..........................................................................................................................................................................................................115 Budget_Admin_Action_Code..............................................................................................................................................................................................115 Project_Admin_Action_Code..............................................................................................................................................................................................115 Department_Number ..........................................................................................................................................................................................................116 Expected_Award_Sequence_Number ...............................................................................................................................................................................116 Extended_Budget_End_Date .............................................................................................................................................................................................117 Extended_Participation_End_Dt.........................................................................................................................................................................................117 Project_Status_Flag............................................................................................................................................................................................................117 Proposal_Award_Status_Flag ............................................................................................................................................................................................117 Scope_Flag.........................................................................................................................................................................................................................118 Scope_Indicator_Code .......................................................................................................................................................................................................118

INDEX......................................................................................................................................................................................................................................119 UNIVERSITY RANK CODES..................................................................................................................................................................................................122 JOB FAMILY TABLE..............................................................................................................................................................................................................125 RACIAL ETHNIC CATEGORY CODES .................................................................................................................................................................................126


CONFIDENTIALITY OF DATA

The Information Security Policy Statement issued by Columbia University and the Presbyterian Hospital states in part: "Information resources are vital Columbia University and Presbyterian Hospital assets in the same way that physical facilities and equipment are assets. Any person/organization that uses or provides information resources has a responsibility to maintain and safeguard these assets. ... It is unacceptable for anyone to use University or Hospital information resources to perform unethical or unlawful academic or business acts or to violate any law." ... "While the need for security and the vulnerability of information resources must be recognized, it is also important to assess the value of the resources and the need to share them. The effort and cost of providing protection must be balanced against the value or sensitivity of the resources. However, at a minimum, this statement says that ... using information resources to violate any law [or] committing a breach of confidentiality ... is prohibited and shall be cause for discipline up to and including dismissal and for possible legal action." The complete text of the Information Security Policy Statement is available on the Human Resources web page, http://www.hr.columbia.edu/hr/policies/policymanual/operatingpolicies/, Operating Policies, #608.


Accounts Payable (AP/CAR) Data

The Accounts Payable Department is responsible for payments for goods and services to vendors. In addition, it is responsible for reimbursements to individuals for costs incurred as part of University business. The Accounts Payable /Controlled Analytic Review System (AP/CAR) is the University’s automated invoice processing system. Click here for further information on AP/CAR. The Data Warehouse contains the entire invoice and vendor disbursement transaction history, as well as the status of working invoices for specified department(s). Data elements include voucher, vendor, invoice number, account number, check date, check number. They are refreshed daily and pertain to the current fiscal year plus two prior fiscal years. Previous years’ data is archived and made available on request. Accounts Payable Tables

APC_VENDOR

Vendor information such as vendor remit name and address as well as year-to-date payment information

INVOICE_ACCOUNT

Distribution of an invoice payment by account number and account subcode

INVOICE_CHECK_AND_ADVICE Check number, check amount, check issued date, check picked up flag and identifying text

INVOICE_DISTRIBUTION_X Department number, processing location code, voucher and vendor number (for working invoices only)


PAYABLE_INVOICE Invoice gross and net amounts, vendor invoice number and processing locations

PAYABLE_INVOICE_X Invoice gross and net amounts, voucher number, vendor name and vendor

number (for working invoices only)

TRAVEL_INVOICE_DETAIL Airline ticket number, travel advance number and travel description

UTILITY_INVOICE_DETAIL Actual usage measure, estimated usage measure, unit of measure name and recipient

address Data in Accounts Payable (AP/CAR) tables is available only through predefined reports in the DWR reporting system. For more detailed information on AP/CAR tables, go to https://dwr.ais.columbia.edu/info/APCTBLS.pdf.


Financial Accounting System (FAS) Data

The Financial Accounting System (FAS) creates, tracks, and maintains the University’s financial records, which are updated daily and monthly. Click here for further information on FAS. The Data Warehouse contains fiscal year-to-date balances, current month amounts, and budgetary information for the FAS General Ledger (GL) and Subsidiary Ledger (SL) accounts. FAS data is stored for the current fiscal year and two prior fiscal years. Previous years’ data has been archived and is available on request. FAS Tables

FAS_TRANSACTIONS Current transactions for a SL and GL account by account subcode and account control respectively for a given fiscal reporting period and year

GL_ACCOUNT_DESCRIPTION

Attribute data for each GL account GL_ACCOUNT_DETAIL_DOLLAR

Fiscal year beginning balance, ending balance and current month amount for an account and account control within a given GL for a given fiscal reporting period and year

GL_ACCOUNT_SUMMARY_DOLLAR

Summarized amounts (current month and year-to-date) for a given GL account within six categories: fund balance, revenues, expenses, additions, deductions, and transfers


OPEN_COMMITMENTS

Encumbrances for specified account and subcode within a given SL for a given fiscal reporting period and year

SL_ACCOUNT_DESCRIPTION Attribute data for each SL account

SL_ACCOUNT_DOLLAR

Year-to-date budget and actual amounts for an account and subcode within a given SL for a given fiscal reporting period

SL_ACCOUNT_SUMMARY_DOLLAR

Summarized amounts for a given SL account For more detailed information on Management Reporting Tables, go to https://dwr.ais.columbia.edu/info/COBTBLS.pdf. FUND_CAT_SUBCAT_RULE

FUND_CATEGORY FUND_SUB_CATEGORY EXPENSE_CATEGORY EXPENSE_CATEGORY_GROUP REVENUE_SOURCE_CODE REVENUE_SOURCE_GROUP SL_SUBCODE


SL_SUBCODE_CATEGORY SL_SUBCODE_SUB_CATEGORY GL_CONTROL_CODE GL_CONTROL_CODE_CATEGORY BUDGET_UNIT_CODE, MANAGEMENT_UNIT_LEVEL1 FFE_DEPT_BUMU_XREF FAS_FINDPT_BUMU_XREF REVENUE_SOURCE_GROUP MANR_UNIT_ROLLUP MANR_UNIT_ROLLUP_CRITERIA MANR_UNIT_ROLLUP_GROUP_01 MANR_UNIT_ROLLUP_GROUP_02 MANR_UNIT_ROLLUP_GROUP_03 MANR_UNIT_ROLLUP_GROUP_04 MANR_UNIT_ROLLUP_GROUP_05


MANR_UNIT_ROLLUP_BUDGET_UNIT MANR_UNIT_ROLLUP_BU_TRUSTEE COB_LINE COB_LINE_ROLLUP COB_LINE_ROLLUP CRITERIA MANR_FAS_ATTRIB_CHANGE MANR_FAS_AMOUNT_CHANGE

Data in FAS tables is available through ad hoc reporting and through pre-defined reports in the DWR reporting system. For more detailed information on FAS tables, click here. For more detailed information on Managerial Reporting Tables, go to https://dwr.ais.columbia.edu/info/COBTBLS.pdf.


Labor Distribution System (LDS)

The Payroll Division of the Office of Treasurer and Controller is responsible for entering and tracking employee payroll information in the Labor Distribution System (LDS). Click here for further information on LDS. The Data Warehouse contains the distribution information for an employee’s salary and fringe amount by earnings type charged to a given Subsidiary Ledger (SL) account and subcode. This includes the year-to-date and most recent month’s charges for a given fiscal year and for a given reporting period. The data is stored month-by-month from July 2001 to the present. From 1990, prior years’ data is stored by fiscal year-end only. LDS Tables

EMPLOYEE_DISTRIBUTED_PAY Distribution of an employee’s salary and fringe benefit by earnings type

For more detailed information on LDS tables, go to https://dwr.ais.columbia.edu/info/Xldstlbs.pdf.


People @ Columbia System (PAC)

The People @ Columbia System (PAC) is used by the Human Resources Department to maintain the University's personnel records. Through PAC, Human Resources keeps information on regular employees and retirees accurate and up to date by registering personnel changes as they occur. Click here for further information on PAC. The Data Warehouse contains employment status information for individual employees and retirees. Data is updated monthly and is available from 1995 to present; prior years’ data is archived and available on request. PAC Tables

EMPLOYEE Data specific to the individual and unrelated to his or her position

EMPLOYEE_LEAVE

Data on leaves of absence from a specific position taken by a specific employee for a specific period of time

EMPLOYEE_POSITION

Data specific to the individual employee, and specific to the position held at that time

For more detailed information on PAC tables, go to https://dwr.ais.columbia.edu/info/XPISTBLS.pdf.


Purchasing (CAPS) Data

The Purchasing Office purchases goods, non-personal services (e.g., repair, maintenance, and delivery), consultant services, and construction goods and services. These transactions are entered, tracked and maintained in the Computer Augmented Purchasing System (CAPS). Click here for further information on CAPS. CAPS data in the Data Warehouse includes purchase order, contract purchase order, change order, and vendor attribute data. The data replicates the current content of the CAPS system and is refreshed daily. Data is available from 1984 to present. Purchasing Tables

CHANGE_ORDER_ACCOUNT

Account number and subcode by requisition and change order number(s) CHANGE_ORDER_ITEM_SEQUENCE

Requisition number and affiliated change orders by item sequence number

COMMODITY A product or service which can be requested for use by the University

CONTRACT

Requisition and purchase order number with associated contract for specified begin and end dates


PURCHASE_ORDER

Requisition, departmental and vendor data for a given purchase order PURCHASE_ORDER_ACCOUNT

Department number, account number, account subcode and requisition number of a purchase order

PURCHASE_ORDER_ACQUISITION

Purchase order acquisition type code and description PURCHASE_ORDER_LINE_ITEM

Individual items ordered on a given purchase order PURCHASE_ORDER_STATUS

Status code and status description for a given purchase or change order

VENDOR Vendor data VENDOR_ADDRESS Vendor address data

Data in the Purchasing tables is available only through predefined reports in the DWR reporting system. For more detailed information on Purchasing tables, go to https://dwr.ais.columbia.edu/info/PURTBLS.pdf.


Student Information System (SIS)

The Student Information System (SIS) is an integrated mainframe computing system that includes admission, financial aid, registration, transcripts, billing, and housing functions for all schools and offices at the University. Click here for further information on SIS. In addition to the tables that replicate the SIS operational data, the Data Warehouse contains some tables derived from base SIS tables that carry details of all charges and payments to student accounts for each academic term. These details include transaction identifications, credit and debit account and subcode, charge or payment amounts, and financial department. (Financial department information is added for cross referencing other tables in the Data Warehouse.) The SIS data is refreshed daily. For information on SIS-derived tables in the Data Warehouse, call 212-854-2989 or write [email protected]. SIS Tables

DIN_STUDENT_CHG_ITEM_SUMMARY

Charge code, charge type name, balance type code, balance type name, account number and account subcode (limited to dept 880 only)

FA_DISBURSEMENT_SUMMARY

List SIS identification number, award fund code, award fund description, net payment amount, account number and account subcode

SPH_STUDENT_CHG_ITEM_SUMMARY

(same as Din_Student_Chg_Item_Summary but limited to department 588 only) For more detailed information on SIS tables, go to https://dwr.ais.columbia.edu/info/XSISTBLS.pdf.


Sponsored Projects Online Tracking System (SPOTS)

Sponsored research is the awarding of funds from outside sources for research activity performed by University faculty and staff. The Office of Projects & Grants and the Office of Grants & Contracts are responsible for entering this award information into the Sponsored Project Online Tracking System (SPOTS). Please click here for further information on SPOTS. The Data Warehouse contains descriptive and budgetary information about sponsored research activity. Included are proposal and award attribute data by budget period, proposed and awarded budget amounts by budget period, staff participation in proposal and awards, anticipated award funding, subcontract and subcontractor data. The data is stored from 1985 to the present and is updated daily. SPOTS Tables

GRANTING_AGENCY

An external organization (federal agency, foundation, corporation, etc.) that provides funding for specific research or training proposals submitted by principal investigators at the University

RES_AWARD_ACCOUNT

Account description and budget amounts for those subsidiary ledger accounts that are funded by a sponsored project and includes the budget period of the award from which the budgets are derived

RES_AWARD_AND_EXPECTED_AWARD

Funding and anticipated funding information of a proposal made by a principal investigator at the University; includes current or expected award amount and award or expected award begin and end dates


RES_PRINCIPAL_INVESTIGATOR Name and PS_Employee_Id of a University employee who participates as a principal investigator in a sponsored research project

RES_PROPL_AWARD_AND_SUPPL

Contains the same data as the Research Proposal and Award table as well as data on supplemental awards made by a grantor (sponsoring organization)

RES_PROPOSAL_AND_AWARD

Data about a proposal by a principal investigator and award made by a grantor (sponsoring organization) including inclusive budget total direct cost and indirect cost amounts, budget dates and grantor information

RES_PRORATED_AWARD

Allocation of award budget period dollars prorated to the current and prior three fiscal years

RES_SUBCONTRACT

Subcontract agreement information such as subcontract number and subcontract amount

RES_SUBCONTRACT_DOCU

Substantiation (audit, technical, patent etc.) of a subcontract; document type name, code and expected completion date

RES_SUBCONTRACTOR

Subcontractor name, address and subcontract ID number RES_SUBCONTRACTOR_STAFF

Name, title, and role code of staff member associated with a subcontractor


RESEARCH_PROJECT

Data on a sponsored research activity that takes place over several years; included are project begin and end dates, project direct and indirect cost amounts, revenue source, project title and grantor description

RESEARCH_STAFF_MEMBER

Name and PS_Employee_Id of Columbia University employee who participated as a principal investigator or other capacity in a sponsored research project

For more detailed information on SPOTS tables, go to https://dwr.ais.columbia.edu/info/XRESTBLS.pdf.


RELATIONAL DATABASE TERMINOLOGY

Database

A collection of related tables (or files) that documents an area of business information within an organization. Example: A set of information about students is stored in a student database while personnel information is stored in an employee database.

Table A computer file with many rows (or records), each containing multiple columns (or fields) of information about a given subject. Example: The EMPLOYEE table in the Data Warehouse contains static information about all employees at Columbia.

Row A given record of information within a table; each row represents one occurrence of the business item being documented. Example: For static personnel information, each row represents information about one Employee; for personnel information which changes over time, each row represents information about a given Employee for a given Position during a given time period (specific academic term).


Column Each column represents one specific piece of information documented in a table. Example: Several pieces of static information are maintained about employees, including Social Security Number, Employee Name, and Original Hire Date. Each of these is a column within the EMPLOYEE table.

Join Combining or bringing together two or more tables. Once tables have been joined, they may be used together in a query. In order to join tables together, they must have a column in common to both of them. The most common join is an "equal inner join," which matches up rows between tables that have an exact counterpart in the joined column. Other comparison operators include: not equal, less than, and greater than. Example: Static information about employees is stored in the EMPLOYEE table while information which may change is stored on the EMPLOYEE POSITION table. To get the full picture of an employee for a report, these two tables are joined, using an equal inner join, on the employee's PS_Employee_Id (the column which they both share).

Outer Join A "left (or right) outer join" is similar to an equal inner join but differs in that the outer join also selects every row in the left (or right) table even if there is no counterpart in the joined column. Example: To create a report which would list the Course Number, School Bulletin Prefix Code, and Section Number of every course offered for a given academic term in a given subject area, together with the Instructor ID Number of the individual who taught that course, the CLASS table (left) would be joined to the CLASS INSTRUCTOR table, using a left outer join. In that way classes for which no specific instructor was assigned would still appear on the report.


View A logical grouping of related tables, created for ease of use, which is stored for future access to the database. A view may contain only a simple joining of multiple tables, presenting all columns on each table, or it may include filtering out some columns or screening rows for some condition. Example: A view might be established called Tenured Employees which would join EMPLOYEE to EMPLOYEE POSITION and screen the Tenure Status Code to return records for only those employees who have tenure.

Index A reference pointer to quickly locate rows in a table. Similar to the concept of an index in a book, instead of scanning all the rows of a given table, the index is used by the database management system to quickly identify the rows needed for a particular report. Example: In the Data Warehouse, indices are placed on several fields that are used for retrieving information. For example, PS_Employee_Id is indexed on several tables to locate a given employee quickly.

Primary Key A column or set of columns that uniquely identifies a row on a table. The primary key is always indexed. Example: In the EMPLOYEE POSITION table, a combination of PS_Employee_Id, Term Calendar Year, Term Code, and Position Number is used to identify a unique row.


Foreign Key A column on one table that corresponds to the primary key of another table and is used to join the two tables together. Example: Department Number on the EMPLOYEE POSITION table is a foreign key which enables a link to be established to the DEPARTMENT table, whose primary key is Department Number.

Null Value A null value results when there is no data for a given column in a given row. Not every column is permitted to be empty, i.e., to allow null values. Example: While Employee Name will always contain an entry for all employees, Bargaining Unit Code will not. Only employees covered under a collective bargaining agreement will have a bargaining unit; for all other employees the value in this column will be null.

Metadata Definitions for the tables and columns that make up a database system; metadata is data about data. Example: Metadata is available online for the Data Warehouse to assist the user in understanding the meaning of the various tables and columns. The following Data Warehouse tables contain metadata: • COLUMN_DEFINITION • COLUMN_MEANING • TABLE_DEFINITION.


Client/Server Technology The interaction between personal computers (client) and larger computers (server) to access and retrieve data for reporting and other purposes. Example: In the Data Warehouse the data is on a e-Server (p series UNIX machine), using Sybase SQL Server, a relational database management system (RDBMS). Access to the data may be gained either through CUIT’ Web based reporting application or through a desktop query tool.

Structured Query Language (SQL) The database programming language supported by most relational database management systems. Sybase uses a dialect of SQL called Transact-SQL. Any Sybase compatible desktop query tool should be able to convert the various selections made by a user into Transact-SQL to communicate with SQL Server. Example: To obtain a report of faculty members, with their titles, who are on tenure track, the SQL would read as follows: SELECT distinct PS_Employee_ID, Employee_Name, Title_Name FROM EMPLOYEE, EMPLOYEE_POSITION WHERE EMPLOYEE.PS_Employee_Id= EMPLOYEE_POSITION.PS_Employee_Id AND Term_Calendar_Year = '2004' and Term_Code = '1' AND Tenure_Status_Code = '3'.


DATA WAREHOUSE TABLES USED FOR ADHOC QUERIES

dss-tables.vsd

Employee

EmployeePosition

SLAccount

Description

EmployeeDistributed

PaySL

AccountDollar

ResearchStaff Member

GLAccount

Description

GL AccountDetailDollar

GL AccountSummary

Dollar

EmployeeLeave

Res AwardAccount

ResearchProject

Res Awrd andExpectd Awrd

Res Proposaland Award

Res ProplAward and

Suppl

Res_Subcontract

ResSubcontractor

ResSubcontractor

Staff

Res_Subcontract

Docu

Res PrincipalInvestigator

Res ProratedAward

OpenCommitment

FASTransactions


TABLES AND TABLE DESCRIPTIONS - REFERENCE TABLES

COLUMN_DEFINITION Contains the name and description of each column in the Data Warehouse database. Primary Key: Table_Name Column_Name

COLUMN_MEANING Provides descriptive text for each of the values associated with a column in which the data is encoded. One row exists for each column name and permissible value. Primary Key: Column_Name Coded_Value

DEPARTMENT An administrative and/or accounting unit established to carry on specific activities. (Source: Financial Accounting System). Primary Key: Department_Number


TABLE_CONTROL_DATA Contains the current number of rows on the table and the date the table was last updated. Primary Key: Table_Name Latest_Extract_Date

TABLE_DEFINITION Lists the name and a description of each table included in the Data Warehouse. Primary Key: Table_Name


TABLES AND TABLE DESCRIPTIONS - DATA TABLES

EMPLOYEE An individual with whom the University maintains an employment relationship; i.e., one who on a regular basis provides services of benefit to the University. The EMPLOYEE table documents static demographic information, unrelated to the individual’s position. (Source: People @ Columbia System) Primary Key: PS_Employee_Id

EMPLOYEE_DISTRIBUTED_PAY The distribution of an employee's salary and fringe by earnings type to a given sub ledger account and sub code. Each row contains the year-to-date and most recent month's charges to one account and subcode for one earnings type for one employee for a given fiscal year and for a given reporting period. (Source: Labor Distribution System) Primary Key: Department_Number Social_Security_Number Fiscal_Year FY_Reporting_Period_Code Account_Number Account_Subcode Earnings_Type_Code Organization_Code


EMPLOYEE_LEAVE The record, if any, of leaves of absence by a particular employee from a specific position within the University. The EMPLOYEE LEAVE table documents leave information for a particular point in time. (Source: People @ Columbia System) Primary Key: Financial_Department_Number PS_Employee_Id Employee_Record_Number Term_Calendar_Year Term_Calendar_Code Leave_Of_Absence_Type_Code Leave_Of_Absence_Begin_Date

EMPLOYEE_POSITION The fulfillment by an employee of a specific position within the University. The EMPLOYEE POSITION table documents information at a specific point in time (a point which is identified on each row), specific to the individual, and specific to the position which he or she held at that time. (Source: People @ Columbia System) Primary Key: Department_Number PS_Employee_Id Term_Calendar_Year Term_Calendar_Code Employee_Position_Number


FA_DISBURSEMENT_SUMMARY This table summarizes the various financial aid payments on behalf of a student for a particular academic term and financial aid fund. (Source: Student Information System) Primary Key: Department_Number Award_Fund_Code SIS_Identification_Number Term_Identifier Award_Year School_Code

FAS_TRANSACTIONS This table summarizes the current transactions for an account and subcode within a Subsidiary Ledger for a given fiscal year and fiscal year reporting period. Primary Key: Department_Number Sub_Department_Number Sub_Sub_Department_Number FY_Reporting_Period_Code Fiscal_Year Update_Account_Number Update_Account_Subcode


GL_ACCOUNT_DESCRIPTION Each row provides descriptive information about a given General Ledger account (identified by a five-digit number, GL_Map_Code, which, when preceded by a zero, indicates the General Ledger account number) for a given fiscal year and given fiscal reporting period. This table is applicable only for assets, liabilities, and fund balances. (Source: Financial Accounting System) Primary Key: Department_Number Fiscal_Year FY_Reporting_Period_Code GL_Map_Code

GL_ACCOUNT_DETAIL_DOLLAR Each row provides fiscal year beginning fund balance, fiscal year-to-date fund balance and current month amounts for a given General Ledger account and account control number for a given fiscal reporting period and year. (Source: Financial Accounting System) Primary Key: Department_Number GL_Map_Code Account_Control_Number Fiscal_Year FY_Reporting_Period_Code


GL_ACCOUNT_SUMMARY_DOLLAR Each row provides summarized amounts (current month and year-to-date) for a given General Ledger account within six categories: fund balance, revenues, expenses, additions, deductions, and transfers. (Source: Financial Accounting System) Primary Key: Department_Number GL_Map_Code Fiscal_Year FY_Reporting_Period_Code

GRANTING_AGENCY An External Organization (federal agency, foundation, corporation, etc.) that provides funding for specific research or training proposals submitted by Principal Investigators at the University. (Source: Research Management System) Primary Key: Granting_Agency_Code


OPEN_COMMITMENTS Encumbrances for specified accounts and subcodes within a given Subsidiary Ledger for a given fiscal year and fiscal year reporting period. Primary Key: Department_Number Account_Number Account_Subcode OC_Reference_ID OC_Reference_Number Fiscal_Year FY_Reporting_Period_Code

RESEARCH_PROJECT A sponsored research activity which takes place over several years and which may include multiple Grants, Awards, Proposals and Grantors. (Source: Sponsored Projects Online Tracking System) Primary Key: Department_Number Project_Number Project_Status_Flag


RESEARCH_STAFF_MEMBER A Columbia University employee who participates, as a Principal Investigator or other capacity, in a sponsored research project. (Source: Sponsored Projects Online Tracking System) Primary Key: Department_Number Sub_Department_Number PS_Employee_Id Project_Number Budget_Period_Code Scope_Indicator_Code Proposal_Award_Status_Flag

RES_AWARD_ACCOUNT Account description and budget amounts for those subsidiary ledger accounts that are funded by sponsored projects. Includes the budget period of the award from which the budgets are derived. (Source: Sponsored Projects Online Tracking System) Primary Key: Department_Number Sub_Department_Number Project_Number Budget_Period_Code Scope_Indicator_Code


RES_AWRD_AND_EXPECTD_AWRD The funding, together with the anticipated funding, by a Grantor (sponsoring organization) of a Proposal made by a Principal Investigator at the University. (Source: Sponsored Projects Online Tracking System) Primary Key: Department_Number Project_Number Budget_Period_Code Expected_Award_Sequence_Number

RES_PRINCIPAL_INVESTIGATOR A Columbia University employee who participates, as a Principal Investigator, in a sponsored research project. (Source: Sponsored Projects Online Tracking System) Primary Key: Department_Number PS_Employee_Id Project_Number Budget_Period_Code Proposal_Award_Status_Flag


RES_PROPL_AWARD_AND_SUPPL This table contains information about (1) an Award made by a Grantor (sponsoring organization) to fund a Proposal made by a Principal Investigator at the University, (2) any supplements to the Award, and (3) the Proposal itself. (Source: Sponsored Projects Online Tracking System) Primary Key: Department_Number Project_Number Budget_Period_Code Supplement_Sequence_Number Proposal_Award_Status_Flag

RES_PROPOSAL_AND_AWARD This table contains information about (1) an Award made by a Grantor (sponsoring organization) to fund a Proposal made by a Principal Investigator at the University and (2) the Proposal itself. (Source: Sponsored Projects Online Tracking System) Primary Key: Department_Number Project_Number Budget_Period_Code Proposal_Award_Status_Flag


RES_PRORATED_AWARD Allocation of Award budget period’s dollar amounts, prorated to the affected fiscal years. (Source: Sponsored Projects Online Tracking System) Primary Key: Department_Number Project_Number Budget_Period_Code Proposal_Award_Status_Flag

RES_SUBCONTRACT This table describes an agreement, the Subcontract, by which an external agency agrees to render services for the performance of part or all of a Project awarded by a Granting Agency to the University. Primary Key: Department_Number Subcontract_ID_Number

RES_SUBCONTRACT_DOCU The documentation as to the requirements, if any, for a substantiation (audit, fiscal, patent, technical other) that may be imposed on a Subcontractor as part of the Subcontract agreement. Primary Key: Department_Number Subcontract_ID_Number


RES_SUBCONTRACTOR This table contains information about an individual or organization with whom a Subcontract agreement exists. Primary Key: Department_Number Subcontract_ID_Number

RES_SUBCONTRACTOR_STAFF An individual who is associated with a subcontractor, either as a contact person or a principal investigator, on a particular Subcontract. Primary Key: Department_Number Subcontract_ID_Number

RES_AWARD_SUBCONTRACT This table contains information about an individual or organization with whom a Subcontract agreement exists. Primary Key: Fiscal_Year Project_Number Award_Department_Number Budget_Period_Code Account_Number Account_Subcode


RES_EXPECTED_AWARD_ The anticipated funding, by a Grantor (sponsoring organization) of a Proposal made by a Principal Investigator at the University. (Source: Sponsored Projects Online Tracking System) Primary Key: Department_Number Project_Number Budget_Period_Code Expected_Award_Sequence_Number

RES_AWARD_AND_SUPPLEMENT

The funding and supplemental funding, by a Grantor (sponsoring organization) of a Proposal made by a Principal Investigator at the University. (Source: Sponsored Projects Online Tracking System) Primary Key: Department_Number Project_Number Budget_Period_Code Supplement_Sequence_Number


RES_PROPL_AND_SUPPLEMENT This table contains information about a Proposal made by a Principal Investigator at the University, (2) any supplements to the Proposal itself. (Source: Sponsored Projects Online Tracking System) Primary Key: Department_Number Project_Number Budget_Period_Code Supplement_Sequence_Number

SL_ACCOUNT_DESCRIPTION Each row provides descriptive information about a given Subsidiary Ledger account (which is identified by a five-digit number preceded by a number that indicates a particular Subsidiary Ledger) for a given fiscal reporting period and year. This table is applicable only for expense and revenue accounts. (Source: Financial Accounting System) Primary Key: Department_Number Account_Number Fiscal_Year FY_Reporting_Period_Code


SL_ACCOUNT_DOLLAR Fiscal year-to-date budget and actual amounts for an account and subcode within a given Subsidiary Ledger for a given fiscal reporting period and year; for multi-year projects an account balance row contains project-to-date budget and actual amounts. This table is applicable only for expense and revenue accounts. (Source: Financial Accounting System) Primary Key: Department_Number Account_Number Account_Subcode Fiscal_Year FY_Reporting_Period_Code

STUDENT_CHARGE_ITEM_SUMMARY This table summarizes the various charges to a student for a particular academic term Primary Key: Department_Number SIS_Identification_Number Term_Calendar_Year Term_Code Charge_Code


DATA WAREHOUSE DATA EXTRACTED FROM THE PEOPLE @ COLUMBIA SYSTEM

Limited Scope of PAC data in the Data Warehouse Not all the data maintained for employees in PAC is included in the Data Warehouse. Furthermore, the scope of the Data Warehouse is limited to employees who were active or on leave during specific periods of time (from 1995 to the present), chosen to correspond to the University’s academic calendar. Data Quality As is true for any sizable database, the data in PAC may not be completely accurate at a given point in time. Departmental administrators may make errors in completing a personnel form, or the Personnel Department may make errors in entering the data from the form into the computer. While errors may be corrected subsequently, a particular extract for Data Warehouse may have been produced prior to the correction and thus reflect inaccurate data. Users of the Data Warehouse are asked to report any obvious errors in the data to the [email protected]. Multiple Positions While more than 90 per cent of all Columbia employees have only one active or on-leave position at a given time, there are some academic employees (i.e., faculty and researchers) who hold more than one. Only academic employees hold multiple positions, but not all of the positions need be academic (i.e., an employee may have an academic title in one position and a nonacademic title in another). Employee_Position_Number is used in the Data Warehouse to distinguish the positions of multiple-position employees, and in the Data Warehouse the 'primary' position is assigned to Employee_Position_Number 1. 'Primary' position determination is in accordance with the designations made on the Affirmative Action report each year. The 'primary' position may or may not be a full-time position, and the 'primary' position may or may not be salaried.


When joining the EMPLOYEE_POSITION table (e.g., EMPLOYEE_DISTRIBUTED_PAY), the selection should always be limited on Employee_Position_Number to be sure that employees are not double or triple counted. Employee Leaves Information on the EMPLOYEE_LEAVE table may not be complete in every instance, i.e., the Leave_Of_Absence_Type_Code and other data may not be available at the time of the extract from the People @ Columbia System. Major Categories of Employees Users of the Data Warehouse may wish to classify Columbia employees according to differing criteria, and certain codes used in PAC will assist in selecting employees by various classifications. Major categories of employees are determined by Job Code, Job Description and Job Function Code. In addition, Bargaining Unit Code will identify employees who are represented by a union or other organization that bargains collectively Appendix A of the Data Warehouse manual lists the Job Code, Job Function Code, Academic Rank Code, Academic Rank Code1, and Academic Rank Code2, along with their meanings.


DATA WAREHOUSE TABLES EXTRACTED FROM PAC

dss-tables.vsd

Employee

EmployeePosition

SLAccount

Description

EmployeeDistributed

PaySL

AccountDollar


GLAccount

Description


GL AccountSummary

Dollar

EmployeeLeave

Res AwardAccount

ResearchProject



Res ProplAward and

Suppl

Res_Subcontract

ResSubcontractor

ResSubcontractor

Staff

Res_Subcontract

Docu


Res ProratedAward

OpenCommitment

FASTransactions


DATA WAREHOUSE DATA EXTRACTED FROM THE PEOPLE @ COLUMBIA SYSTEM: TABLES

EMPLOYEE An individual with whom the University maintains a regular employment relationship, i.e., one who on a regular basis provides services of benefit to the University. The EMPLOYEE table contains static demographic information, unrelated to the individual's position. Primary Key: PS_Employee_Id Data Warehouse Table Joins: EMPLOYEE_LEAVE EMPLOYEE_POSITION EMPLOYEE_DISTRIBUTED_PAY RESEARCH_STAFF_MEMBER

Extract Logic and Frequency: Data in the EMPLOYEE table is static; that is: (a) changes normally are not made during an individual's employment at the University (e.g., gender, date of birth) or (b) when changes are made, only the revised data need be stored for the Data Warehouse. There is one, and only one, row on the EMPLOYEE table for each individual who currently holds, or who held an active position or was on leave of absence from a position, any time during the period September, 1990 to the present. If a value for a particular employee changed in PAC during that period, the EMPLOYEE table reflects the last value in PAC for the period. Previous values are not stored in Data Warehouse on the EMPLOYEE table.. The EMPLOYEE table is updated as part of the PAC extract procedure which occurs daily.


EMPLOYEE_LEAVE The record, if any, of leaves of absence by a particular employee from a specific position within the University. The EMPLOYEE LEAVE table documents leave information for a particular point in time. (Source: People @ Columbia System) Primary Key: Department_Number PS_Employee_Id Employee_Record_Number Term_Calendar_Year Term_Code Leave_Of_Absence_Type_Code Leave_Of_Absence_Begin_Date Data Warehouse Table Joins: EMPLOYEE EMPLOYEE_DISTRIBUTED_PAY EMPLOYEE_POSITION RESEARCH_STAFF_MEMBER

Extract Logic and Frequency: For each row on the EMPLOYEE_POSITION table where the employee has taken an authorized leave from that position during the specified academic term, there is a corresponding row on the EMPLOYEE_LEAVE table with information about the leave. It is possible for an employee to have more than one leave during a particular academic term; in that situation each of the leaves will be represented. For an employee who concurrently held multiple positions and was on leave in each of those positions, there would be two or three rows for each academic term the employee was on leave. The EMPLOYEE_LEAVE table is updated as part of the PAC extract procedure which occurs daily.


EMPLOYEE_POSITION

The fulfillment by an employee of a specific position within the University. The EMPLOYEE_POSITION table contains information at a specific point in time, which is identified on each row, specific to the individual, and specific to the position which he or she held at that time. Primary Key: Department_Number PS_Employee_Id Term_Calendar_Year Term_Calendar_Code Employee_Position_Number Data Warehouse Table Joins: EMPLOYEE EMPLOYEE_DISTRIBUTED_PAY EMPLOYEE_LEAVE RESEARCH_STAFF_MEMBER

Extract Logic and Frequency: On the EMPLOYEE_POSITION table in Data Warehouse, there are multiple rows for each employee: at least one row for each employee active or on leave during each academic term from the autumn term, 1990, through the most recently concluded term. There would be several rows, therefore, for someone who was employed during the entire period. If neither the employee's position nor data about the position (e.g., salary) changed during the period, the rows would be identical (except for the term identifier. For an employee who concurrently held multiple positions, there would be two or three rows for each specific period of time, resulting in a greater number of rows for that individual. The data has been arranged so that if an employee has more than one active or on-leave position in a given period of time, the 'primary'** position will always have a value of '1' in the Position_Number column. A join from the EMPLOYEE_POSITION table based on PS_Employee_Id, may produce double or

** Determination of which of an employee's position is the primary position follows the designation made on the Affirmative Action report each year.


triple counts in the results unless the selection is limited. The EMPLOYEE_POSITION table is updated as part of the PAC extract procedure which occurs daily.


DATA WAREHOUSE DATA EXTRACTED FROM THE PEOPLE @ COLUMBIA SYSTEM: COLUMNS

Academic_Rank_Code The Academic_Rank_Code provides a way to distinguish employees within the same Job_Function_Code. For example, within Job_Function_Code “01” (Officers of Instruction), the Academic_Rank_Code differentiates between Professors, Associate Professors, etc. [Format: 3-digit number (see appendix A)] Table Reference: EMPLOYEE_POSITION

Academic_Rank_Code1 Academic_Rank_Code1 is the first digit of the Academic Rank Code and distinguishes between “Of Clinical”, “Clinical”, “University”, etc. titles , [Format: 1-digit number (see appendix A)] Table Reference: EMPLOYEE_POSITION

Academic_Rank_Code2 Academic_Rank_Code2 is the second and third digit of the Academic Rank Code and provides a way to further limit employee selection i.e. Visiting, Adjuncts, Named Professors, etc. [Format: 2-digit number (see appendix A)] Table Reference: EMPLOYEE_POSITION


Action_Effective_Date The date on which any actions to an employee’s status is recorded. For example, promotions, transfers and terminations during the referenced TERM_CALENDAR_YEAR and TERM_CODE. [Format: MM/DD/YY Table Reference: EMPLOYEE_POSITION

Action_Type_Code The code representing the reason for action (promotions, transfers, terminations) during the referenced TERM_CALENDAR_YEAR and TERM_CODE. [Format: 2-digit number] Table Reference: EMPLOYEE_POSITION

Appointment_End_Date For nontenured Officers of Instruction and Research who are appointed for a specified period of time, this column indicates the last day of the particular appointment. For all other employees the column is null. [Format: MM/DD/YY] Table Reference: EMPLOYEE_POSITION


Base_Salary_Amount This represents the employee's annual or appointment-period salary paid for performance of regular duties for the position. Base_Salary_Amount does not include overtime pay, additional compensation, summer/winter compensation, or shift differential. If the employee holds an appointment at no salary, the Base_Salary_Amount = zero. If the Base_Salary_Amount is null, the employee is on the senior executive payroll. [Format: numeric, no decimals] Table Reference: EMPLOYEE_POSITION

Benefits_Eligibility_Flag PAC programming logic determines in a detailed manner whether an employee is eligible for Columbia benefits and, if so, the type and extent of benefits which apply. For the Data Warehouse only a Yes/No flag is stored to indicate if the employee is eligible for any benefit. For a multiple position employee who is eligible for benefits through one position, the flag will remain set to Y for all positions. The Data Warehouse extract logic for setting this flag is as follows (the conditions are processed in the order listed, and once the flag has been set, processing ends): • If the employee is a Student Appointee (Job_Function_Code 41),* set the flag to N. • If the employee is a member of any of the following unions, set the flag to N:

Maritime Union, MEBA or MMP (Bargaining Units 62 or 63) Service Employee International Union, Local 32B or 32B-TC (Bargaining Units 51 through 57)

* In any position


District 1199, Clerical or Dining Halls or Harlem Hospital (Bargaining Units 21, 22, or 23).

• If the employee is a full-time monthly employee (overall), set the flag to Y. • If the employee is a part-time monthly employee (overall) and is a member of UDHHC (Bargaining Unit 31) with a Percent of Effort UDHHC greater than 49%, set the flag to Y; otherwise, set to N. • If the employee has no salary in any position, set the flag to N. • If the employee is a full-time weekly or biweekly employee, set the flag to Y. • If the employee is a part-time weekly or biweekly employee and:

works less than 20 hours per week, set the flag to N; works 20 or more hours per week, set the flag to Y.

• If the employee is an Officer of Research (Job_Function_Code 11) * and neither a Post-Doc Research Fellow nor a Post-Doc Clinical Fellow (Academic Rank codes 61, 62) and works at a location other than Harlem Hospital (Work location = 03), set the flag to N; otherwise, set the flag to Y.

• If none of the above logic applies to the employee, set the flag to N [Format: Y/N]

Table Reference: EMPLOYEE_POSITION

* In any position


Department_Number Admin_Department_Number

Department_Number on the EMPLOYEE_POSITION and EMPLOYEE_LEAVE tables follows the FAS numeric coding system. The Department_Number represents the department in which an employee holds or held a position. The Admin_Department_Number for an employee represents the department with administrative responsibility for that employee. For most employees the administrative department is the same as the position department. [Format: 3-digit number] Table Reference: EMPLOYEE_POSITION EMPLOYEE_LEAVE

Employee_Position_Number* Employee_Position_Number is used in the Data Warehouse to distinguish the positions of multiple-position employees, and in the Data Warehouse the 'primary' position is assigned to Position_Number 1. 'Primary' position determination is in accordance with the designation made on the Affirmative Action report each year. When joining the EMPLOYEE_POSITION table to a table on PS_Employee_Id (e.g., EMPLOYEE_DISTRIBUTED _PAY), the selection should always be limited to be sure that employees are not double or triple counted. [Format: 1, 2, or 3] Table Reference: EMPLOYEE_POSITION EMPLOYEE_LEAVE

* Derived: not maintained in P.A.C.


Employee_Record_Number The Employee_Record_Number is used in PAC to keep track of each successive position held by the Columbia employee during the period of his or her employment. Each position keeps its unique number throughout the employee's service, even after that particular position is terminated. Employee_Record_Numbers are assigned sequentially to each position as it is added to the employee's record. [Format: 2-digit number] Table Reference: EMPLOYEE_POSITION EMPLOYEE_LEAVE

First_Tenurable_Position_Date*

Data in this column is not stored per se in PAC but was derived by searching PAC historical data to determine the position which first made the employee eligible for tenure and to record the date that position became effective. [Format: MM/DD/YY] Table Reference: EMPLOYEE

Hours_Per_Week_Count The column is null for Officers of Instruction. [Format: numeric, with one place after the decimal (e.g., 17.5)] Table Reference: EMPLOYEE_POSITION

Job_Code

* Derived from P.A.C. history file.


The Job_Code is composed of the Job_Function_Code, a portion of the Academic_Rank_Code and the Job_Family_Code. [Format: 6-digit number (see appendix A)] Table Reference: EMPLOYEE_POSITION

Job_Family_Code The Job_Family_Code describes the category of employment of each employee (Each category is grouped into one of 17 Job Families in PAC, such as Human Resources, Technical/Technology, etc). Currently the Job_Family_Code applies only to Administrative and Support Staff positions. [Format: 2-digit number (see appendix A)] Table Reference: EMPLOYEE_POSITION

Job_Function_Code The Job_Function_Code distinguishes between major categories of employees (Officers of Administration, Officers of the Libraries, Officers of Instruction, etc.) [Format: 2-digit number (see appendix A)] Table Reference: EMPLOYEE_POSITION

Original_Hire_Date∗ Data in this column is not stored per se in PAC but was derived by searching PAC historical data to determine the date on which the employee was first hired at Columbia. [Format: MM/DD/YY] Table Reference: EMPLOYEE

∗ Derived from P.A.C. history file.


PS_Employee_Id An employee's unique PS_Employee_Id Number is used as a Primary Key for the EMPLOYEE table and as the first part of the Primary Key on the EMPLOYEE_POSITION and EMPLOYEE_LEAVE tables. . [Format: 11-digit number] Table Reference: EMPLOYEE (Primary Key) EMPLOYEE_POSITION (part of Primary Key) EMPLOYEE_LEAVE (part of Primary Key)

Racial_Ethnic_Category_Code The code values in Data Warehouse are not the same as the values in PAC. They have been changed to conform to the Racial_Ethnic_Category_Codes used in the Student Information System. The actual code values used in PAC are included in the appendix. [Format: 1 character, upper case (see appendix C)] Table Reference: EMPLOYEE

Tenure_Status_Code Tenure_Status_Name Tenure_Granted_Date

Although data regarding tenure relates to the individual and not to his or her position, information about tenure is included in the EMPLOYEE_POSITION table to maintain changes in tenure status over periods of time. [Format: Tenure_Status_Code: 1, 2, 3, or 4; Tenure_Granted_Date: MM/DD/CCYY] Table Reference: EMPLOYEE_POSITION


Term_Calendar_Year Term_Code

The value used for this column reflects the usage in the Student Information System, i.e., the Term_Calendar_Year is the actual calendar year, [Format: 4-digit number] and the Term_Codes are as follows: • Spring = 1 • Summer = 2 • Autumn = 3 When joining the EMPLOYEE_POSITION table to a table on PS_Employee_Id (e.g., EMPLOYEE_DISTRIBUTED_PAY), the selection should always be limited. Table Reference: EMPLOYEE_POSITION (part of Primary Key) EMPLOYEE_LEAVE (part of Primary Key) Table Reference: EMPLOYEE_POSITION


DATA WAREHOUSE TABLE FROM LABOR DISTRIBUTION SYSTEM (LDS)

dss-tables.vsd

Employee

EmployeePosition

SLAccount

Description

EmployeeDistributed

PaySL

AccountDollar


GLAccount

Description


GL AccountSummary

Dollar

EmployeeLeave

Res AwardAccount

ResearchProject



Res ProplAward and

Suppl

Res_Subcontract

ResSubcontractor

ResSubcontractor

Staff

Res_Subcontract

Docu


Res ProratedAward

OpenCommitment

FASTransactions


DATA WAREHOUSE DATA EXTRACTED FROM THE LABOR DISTRIBUTION SYSTEM: TABLES

EMPLOYEE_DISTRIBUTED_PAY The distribution of an employee's salary and fringe by earnings type to a given sub ledger account and subcode. Each row contains the year-to-date and most recent month's charges to one account and subcode for one earnings type for one employee for a given fiscal year during a given reporting period code. Primary Key: Department_Number Social_Security_Number Fiscal_Year FY_Reporting_Period_Code Account_Number Account_Subcode Earnings_Type_Code Organization_Code Data Warehouse Table Joins: EMPLOYEE EMPLOYEE_POSITION EMPLOYEE_LEAVE SL_ACCOUNT_DESCRIPTION SL_ACCOUNT_DOLLAR RESEARCH_STAFF_MEMBER

Extract Logic: For each employee on the EMPLOYEE table (except for those whose salaries are confidential), there is at least one row (usually more than one row) on the EMPLOYEE_DISTRIBUTED_PAY table. In addition, the EMPLOYEE_DISTRIBUTED_PAY table contains rows for individuals who receive compensation from the University through casual or work-study employment. Those individuals are not represented on the EMPLOYEE table.


In deriving data from the LDS Master database for the Data Warehouse for a particular extract, the logic is to create a row for each unique set of the following: Social_Security_Number, Account_Number, Account_Subcode, Earnings_Type_Code, and Organization_Code, where any of the following columns has a value other than zero: • Reporting_Month_Salary_Amt • Reporting_Month_Fringe_Amt • Fiscal_Ytd_Salary_Amount • Fiscal_Ytd_Fringe_Amount. Because usually there are many rows for one Social_Security_Number, special care should be taken when using the EMPLOYEE_DISTRIBUTED_PAY table for reports. The selection should always be limited by Fiscal_Year and FY_Reporting_Period_Code. Extract Frequency: Extracts from LDS for the EMPLOYEE-DISTRIBUTED_PAY table are downloaded to the Data Warehouse daily. Note that data is retained in the Data Warehouse by FY_Reporting_Period_Code within each fiscal year for three fiscal years prior to the current fiscal year beginning with 2001-2002 fiscal year. The data for earlier fiscal year is maintained as follows: for the final FY_Reporting_Period_Code only, data is stored in the Data Warehouse; for all other reporting periods, data will be archived in the Data Warehouse beginning fiscal year 2004-2005 and will be available upon request.


DATA WAREHOUSE DATA EXTRACTED FROM THE LABOR DISTRIBUTION SYSTEM: COLUMNS

Department_Number Admin_Department_Number

The number which appears in the Department_Number column represents the University department (according to FAS) which 'owns' the account to which salary/fringe dollars have been charged. The number which appears in the Admin_Department_Number column represents the University department which had administrative responsibility for the employee at the time of the extract. [Format: 3-digit number]

Earnings_Type_Code Earnings_Type_Codes in the Labor Distribution System mirror the codes used in the Payroll System. While some earnings types reflect different types of pay, such as Clothing Allowance, others are used by the Payroll System to allow for different tax withholding schedules or to provide faculty members appointed for a nine-month period to be paid over twelve months. [Format: Either RG, CR, CS or 3-digit number (001 through 026, 085, 086,088)] Some original codes have been revised and the following is a conversion table for those fields that have changed.


Conversion Table PAC Earnings Code

Geac DOE

PAC Description

0MG MG PP Tier 2 No Pension 0MH MH PP Tier 2 No Pension – STx 0MJ MJ PP Tier 2 with Pension 5DY A1 5th Day Pay with Pension 8T8 T8 TT Addl Comp no Pension 9T8 T8 TT Addl Comp no Pension ADV 14 Advance FCV A3 CVN with Pension FEX A7 Exec Edu Prg with Pension FRE A9 Research with Pension HOA A5 Housing Allowance HOU HG Housing Grant LIB B3 Library Work MMA ME Meal Money Allowance PCV A4 CVN PEX A8 Exec Education Program PRE B1 Research RAS RS Retirement Agreement REA RA Retirement Agreement S99 005 Stipend 1099 – Organization Code =3 SCK 12 Sick Pay SRE A2 Summer Research with Pension STI 004 Stipend Payment – Organization Code =3SUM B2 Summer Session with Pension TEL TE Telephone Reimbursement


TEN A6 Tenure Research Program TSL B4 Rapporteur/Translation VAC 19 Vacation Pay


Fiscal_Year In the Data Warehouse, the year during which a fiscal year begins is used to identify that fiscal year. For example, the Fiscal_Year value for the 1998-99 fiscal year is '1998.' [Format: 4-digit number]

Fiscal_YTD_Salary_Amount Reporting_Month_Salary_Amt

The YTD for each row represents the amount of gross pay distributed to the particular account and subcode for the particular Earnings_Type_Code for the employee for the fiscal year, and the Reporting_Month_Salary_Amt represents the amount of gross pay distributed to the particular account and subcode for the particular earning type for the employee for the calendar month identified by the Source_File_Data column. Because accounting adjustments are made throughout a fiscal year (and even beyond it), negative dollar amounts occasionally appear in these columns. Negative amounts are perfectly valid. {Please note Where the same employee is represented in LDS by two Social Security Numbers (because, for example, a temporary number may have been assigned by the Controller's Office pending assignment by the Social Security Administration of the official number or an Social Security Number may have been incorrectly keyed).), they have been combined in the Data Warehouse; discrepancies may occur, therefore, in Reporting Month/YTD Salary and Fringe Amounts between the Data Warehouse and an individual department's PAD report.} [Format: numeric, with 2 places after the decimal]


Fiscal_YTD_Fringe_Amount Reporting_Month_Fringe_Amt

The dollar values in the YTD column are the result of a calculation that multiplies the distributed salary amount for a particular account and subcode for a particular fiscal year by the fringe rate for the subcode, and the dollar values in the Reporting_Month_Fringe_Amount column are the result of a calculation which multiplies the distributed salary amount for a particular account and subcode for a particular reporting month by the fringe rate for the subcode. Because of accounting adjustments, negative amounts may appear in this column and are valid. [Format: numeric, with 2 places after the decimal]

Organization_Code Organization_Codes were devised for use with the Payroll System and represent certain groupings of employees. They have nothing to do with the University's official organization structure. The Organization_Code for most Columbia employees is '1'. [Format: 1, 2, 3, or 4]


DATA WAREHOUSE TABLES FROM FINANCIAL ACCOUNTING SYSTEM (FAS)

dss-tables.vsd

Employee

EmployeePosition

SLAccount

Description

EmployeeDistributed

PaySL

AccountDollar


GLAccount

Description


GL AccountSummary

Dollar

EmployeeLeave

Res AwardAccount

ResearchProject



Res ProplAward and

Suppl

Res_Subcontract

ResSubcontractor

ResSubcontractor

Staff

Res_Subcontract

Docu


Res ProratedAward

OpenCommitment

FASTransactions


SL_ACCOUNT DESCRIPTION

Department_NumberAccount_Number

Fiscal_YearFY_Reporting_Period_Code

GL_Map_Code

SL_ACCOUNT_DOLLAR

Department_NumberAccount_NumberAccount_Subcode

Fiscal_YearFY_Reporting_Period_Code

GL_Map_Code

OPEN COMMITMENTS

Department_NumberAccount_NumberAccount_SubcodeOC_Reference_ID

OC_Reference_NumberFiscal_Year

FY_Reporting_Period_Code

GL_ACCOUNT_DESCRIPTION

Department_NumberGL_Map_Code

Fiscal_Year

GL_ACCOUNT_DETAIL_DOLLAR


Account_Control_NumberFiscal_Year


FAS_TRANSACTIONS

Department_Number

GL_ACCOUNT_SUMMARY_DOLLAR


Fiscal_Year

DATA WAREHOUSE TABLES FROM FAS - Relationship Diagram

When joining a row on the Subsidiary Ledger table to a row on the General Ledger tableusing the value in the Department_Number column as a common link, there may or may not bea resultant row.


DATA WAREHOUSE DATA EXTRACTED FROM THE FINANCIAL ACCOUNTING SYSTEM: TABLES

GL_ACCOUNT_DETAIL_DOLLAR Each row provides fiscal year beginning fund balance, fiscal year-to-date fund balance and current month amounts for a given General Ledger account and account control number for a given fiscal reporting period and year. (Source: Financial Accounting System) Primary Key: Department Number GL_Map_Code Account_Control_Number Fiscal_Year FY_Reporting_Period_Code Data Warehouse Table Joins: GL_ACCOUNT_DESCRIPTION SL_ACCOUNT_DESCRIPTION SL_ACCOUNT_DOLLAR RES_PROPOSAL_AND_AWARD RES_PROPL_AWARD_AND_SUPPL RES_AWARD_ACCOUNT RESEARCH_STAFF_MEMBER

Extract Logic and Frequency: Data on the GL_ACCOUNT_DETAIL_DOLLAR table is extracted from dollar records of the General Ledger file of the Financial Accounting System as of the close of each reporting period (see FY_Reporting_Period_Code) of each fiscal year since FY1990-91.


For each account number on the GL_ACCOUNT_DESCRIPTION table, there are many rows on the GL_ACCOUNT_DETAIL_DOLLAR table, one row for each account control number for which dollars have been funded. The General Ledger account is identified by the GL_Map_Code on all General Ledger tables in order to facilitate joins to the GL_Map_Code column on the SL_ACCOUNT_DESCRIPTION table. In deriving data from the General Ledger for the Data Warehouse for a particular reporting period of a particular fiscal year, the extract logic is to create a row for each unique GL_Map_Code + Account_Control_Number (9 digits), where any of the following columns has an occurrence of a value other than zero: FY_Beginning_Balance_Amount, Current_Month_Activity_Amount, Ending_Balance_Amount. Because there are many rows for each account, special care should be taken when using the GL_ACCOUNT_DETAIL_DOLLAR table for reports. The selection should always be limited by FISCAL_YEAR and FY_REPORTING_PERIOD_CODE when joining to the GL_ACCOUNT_DESCRIPTION table. Additional limits are required when joining to the SL_ACCOUNT_DESCRIPTION and SL_ACCOUNT_DOLLAR tables. Extracts for the GL_ACCOUNT_DETAIL_DOLLAR table are downloaded to the Data Warehouse daily and monthly. The monthly data is downloaded each month following the FAS monthly reporting period. Note that data is retained in the Data Warehouse by FY_Reporting_Period_Code within each fiscal year for three fiscal years prior to the current fiscal year. The data for earlier fiscal years is maintained as follows: for the final FY_Reporting_Period_Code only, data is stored in the Data Warehouse; for all other reporting periods, data is archived and is available upon request.


GL_ACCOUNT_SUMMARY_DOLLAR Each row provides summarized amounts (current month and year-to-date) for a given General Ledger account within six categories: fund balance, revenues, expenses, additions, deductions, and transfers. (Source: Financial Accounting System) Primary Key: Department_Number GL_Map_Code Fiscal_Year Fiscal_Year_Final_Flag FY_Reporting_Period_Code Data Warehouse Table Joins: SL_ACCOUNT_DESCRIPTION SL_ACCOUNT_DOLLAR GL_ACCOUNT_DESCRIPTION RES_PROPOSAL_AND_AWARD RES_PROPL_AWARD_AND_SUPPL RES_AWARD_ACCOUNT RESEARCH_STAFF_MEMBER

Extract Logic and Frequency: Data on the GL_ACCOUNT_SUMMARY_DOLLAR table was created by summarizing the data on the GL_ACCOUNT_DETAIL_DOLLAR table following the extract of data for that table from the Financial Accounting System (FAS) as of the close of each reporting period. Each account for which accounting information is maintained by FAS is represented by one row on the GL_ACCOUNT_SUMMARY_DOLLAR table. The General Ledger account is identified by the GL_Map_Code on all General Ledger tables in order to facilitate joins to the GL_Map_Code column on the SL_ACCOUNT_DESCRIPTION table. In creating the GL_ACCOUNT_SUMMARY_DOLLAR table, the logic is to summarize the monthly and year-to-date financial activity into the following categories: fund balance, revenues, expenses, additions, deductions, and transfers. The categories are based on a range of account control numbers.


Because there will be more than one row for each account (one for the current reporting period of a fiscal year and those for prior years), special care should be taken when using the GL_ACCOUNT_SUMMARY_DOLLAR table for reports. The selection should always be limited by FISCAL_YEAR and FY_Reporting_Period_Code when joining to the GL_ACCOUNT_DESCRIPTION table. Additional limits are required when joining to the SL_ACCOUNT_DESCRIPTION and SL_ACCOUNT_DOLLAR tables.


GL_ACCOUNT_DESCRIPTION Each row provides descriptive information about a given General Ledger account (identified by a five-digit number, GL_Map_Code, which, when preceded by a zero, indicates the General Ledger account number) for a given fiscal year and given fiscal reporting period. This table is applicable only for assets, liabilities, and fund balances. Primary Key: Department_Number GL_Account_Number GL_Map_Code Fiscal_Year FY_Reporting_Period_Code Data Warehouse Table Joins: SL_ACCOUNT_DOLLAR GL_ACCOUNT_DETAIL_DOLLAR GL_ACCOUNT_SUMMARY_DOLLAR RES_AWARD_ACCOUNT

Extract Logic and Frequency: Data on the GL_ACCOUNT_DESCRIPTION table is extracted from the attribute records of the General Ledger File of the Financial Accounting System as of the close of each reporting period (see FY_Reporting_Period_Code) of each fiscal year since FY 1990-91. Each account number for which accounting information is maintained by the Financial Accounting System is represented by one row on the GL_ACCOUNT_DESCRIPTION table. The row contains columns with information describing the attributes of the table, such as account name, related department number, et cetera, but does not contain any dollar amounts. In deriving data from the Subsidiary Ledger File for the Data Warehouse for a particular reporting period of a particular fiscal year, the extract logic is to create a row for each unique Account_Number. Extracts for the GL_ACCOUNT_DESCRIPTION table are downloaded to the Data Warehouse daily and monthly. The monthly data is downloaded following the FAS monthly reporting period. Note that data is retained in the Data Warehouse by FY_Reporting_Period_Code within each fiscal year for three fiscal years prior to the current fiscal year.


SL_ACCOUNT_DESCRIPTION Each row provides descriptive information about a given Subsidiary Ledger account (which is identified by a five-digit number preceded by a number that indicates a particular Subsidiary Ledger) for a given fiscal reporting period and year. This table is applicable only for expense and revenue accounts. Primary Key: Department_Number Account_Number Fiscal_Year FY_Reporting_Period_Code Data Warehouse Table Joins: SL_ACCOUNT_DOLLAR GL_ACCOUNT_DETAIL_DOLLAR EMPLOYEE_DISTRIBUTED_PAY GL_ACCOUNT_SUMMARY_DOLLAR FA_DISBURSEMENT_SUMMARY STUDENT_CHARGE_ITEM_SUMMARY GL_ACCOUNT_DESCRIPTION RES_AWARD_ACCOUNT


Extract Logic and Frequency: Data on the SL_ACCOUNT_DESCRIPTION table is extracted from the attribute records of the Subsidiary Ledger File of the Financial Accounting System as of the close of each reporting period (see FY_Reporting_Period_Code) of each fiscal year since FY 1990-91. Each account number for which accounting information is maintained by the Financial Accounting System is represented by one row on the SL_ACCOUNT_DESCRIPTION table. The row contains columns with information describing the attributes of the table, such as account name, related department number, et cetera, but does not contain any dollar amounts. In deriving data from the Subsidiary Ledger File for the Data Warehouse for a particular reporting period of a particular fiscal year, the extract logic is to create a row for each unique Account_Number which has not been physically or logically deleted (delete flag set to ‘2’) from the file during the particular fiscal year. Please note that there is not always a row on the SL_ACCOUNT_DESCRIPTION table for an account number (for the same reporting period) represented on the SL_ACCOUNT_DOLLAR table. If these tables are joined for a particular report, be sure to use an outer join (SL_ACCOUNT_DOLLAR, ACCOUNT_NUMBER, *= SL_ACCOUNT_DESCRIPTION, ACCOUNT_NUMBER) to retrieve all rows. Because there are many rows for one Account_Number (one for each reporting period of each fiscal year since FY 1990-91), special care should be taken when using the SL_ACCOUNT_DESCRIPTION table for reports. The selection should always be limited by Fiscal_Year and FY_Reporting _Period_Code(s). Extracts for the SL_ACCOUNT_DESCRIPTION table are downloaded to the Data Warehouse daily and monthly. The monthly data is downloaded following the FAS monthly reporting period. Note that data is retained in the Data Warehouse by FY_Reporting_Period_Code within each fiscal year for three fiscal years prior to the current fiscal year. The data for earlier fiscal years is maintained as follows: for the final FY_Reporting_Period_Code only, data is stored in the Data Warehouse; for all other reporting periods, data is archived in the Data Warehouse and is available upon request.


SL_ACCOUNT_DOLLAR Fiscal year-to-date budget and actual amounts for an account and subcode within a given Subsidiary Ledger for a given fiscal year and fiscal year reporting period; for multi-year projects an account balance row contains project-to-date budget and actual amounts. This table is applicable only for expense and revenue accounts. Primary Key: Department Number Account_Number Account_Subcode Fiscal_Year FY_Reporting_Period_Code Data Warehouse Table Joins: SL_ACCOUNT_DESCRIPTION EMPLOYEE_DISTRIBUTED_PAY GL_ACCOUNT_DESCRIPTION GL_ACCOUNT_SUMMARY_DOLLAR FA_DISBURSEMENT_SUMMARY RES_AWARD_ACCOUNT


Extract Logic and Frequency: Data on the SL table is extracted from dollar records of the Subsidiary Ledger file of the Financial Accounting System as of the close of each reporting period (see FY_Reporting_Period_Code) of each fiscal year since FY1990-91. For each account number on the SL_ACCOUNT_DESCRIPTION table, there are many rows on the SL_ACCOUNT_DOLLAR table, one row for each subcode for which dollars have been budgeted or expended. In deriving data from the Subsidiary Ledger for the Data Warehouse for a particular reporting period of a particular fiscal year, the extract logic is to create a row for each unique Account_Number + Account_Subcode (10 digits), where any of the following columns has a value other than zero: Revised_Budget_Amount, Current_Month_Actual_Amount, Current_YTD_Actual_Amount, Project_To_Date_Actual_Amt, Current_Encumbered_Amount, Budget_Available_Amount, Last_Year_Cur_Mth_Actual_Amt, Last_Year_YTD_Actual_Amt. Because there are many rows for one Account_Number, special care should be taken when using the SL_ACCOUNT_DOLLAR table for reports. The selection should always be limited by Account_Subcode, Fiscal_Year, and FY_Reporting _Period_Code. Extracts for the SL_ACCOUNT_DOLLAR table are downloaded to the Data Warehouse daily and monthly. Month data is downloaded following the FAS monthly reporting period. Note that data is retained in the Data Warehouse by FY_Reporting_Period_Code within each fiscal year for two fiscal years prior to the current fiscal year. The data for earlier fiscal years is maintained as follows: for the final FY_Reporting_Period_Code only, data is stored in the Data Warehouse; for all other reporting periods, data is archived in the Data Warehouse and is available upon request.


FAS_TRANSACTIONS Current month transactions for an account and subcode within a given Subsidiary Ledger for a given fiscal year and fiscal year reporting period. This table is applicable only for expense and revenue accounts. Primary Key: Department_Number Sub_Department_Number Sub_Sub_Department_Number Update_Account_Number Update_Account_Subcode Fiscal_Year FY_Reporting_Period_Code Trans_Sequence_Number Data Warehouse Table Joins: SL_ACCOUNT_DOLLAR GL_ACCOUNT_DETAIL_DOLLAR OPEN_COMMITMENTS


Extract Logic and Frequency: Data on FAS table is extracted from dollar records of the Subsidiary Ledger file of the Financial Accounting System monthly as of the close of each reporting period (see FY_Reporting_Period_Code) of each fiscal year. In deriving the FAS transaction data from Subsidiary Ledger information for the Data Warehouse for a particular reporting period of a particular fiscal year, the extract logic is to create a row for each unique Account_Number + Account_Subcode (10 digits). Because there are many rows for one Account_Number, special care should be taken when using the FAS table for reports. The selection should always be limited by Update_Account_Subcode, Department_Number, Fiscal_Year, and FY_Reporting _Period_Code. Extracts for the FAS_Transactions table are downloaded to the Data Warehouse daily and monthly. Monthly data is downloaded following the FAS monthly reporting period. Note that data is retained in the Data Warehouse by FY_Reporting_Period_Code within each fiscal year for two fiscal years prior to the current fiscal year. The data for earlier fiscal years is maintained as follows: for the final FY_Reporting_Period_Code only, data is stored in the Data Warehouse; for all other reporting periods, data is archived in the Data Warehouse and is available upon request.


OPEN_COMMITMENTS Current and fiscal year-to-date encumbrances for specified accounts and subcodes within a given General Ledger and Subsidiary Ledger for a given fiscal year and fiscal year reporting period. This table is applicable only for expense accounts. Primary Key: Department_Number Account_Number Account_Subcode Fiscal_Year FY_Reporting_Period_Code OC_Reference_ID OC_Reference_Number Data Warehouse Table Joins: SL_ACCOUNT_DOLLAR


Extract Logic and Frequency: Data on the Open Commitment table is extracted monthly from the open commitment file of the Financial Accounting System as of the close of each reporting period (see FY_Reporting_Period_Code) of each fiscal year. In deriving data from the open commitment for the Data Warehouse for a particular reporting period of a particular fiscal year, the extract logic is to create a row for each unique Account_Number + Account_Subcode (10 digits), Department_Number, Fiscal_Year and FY_Reporting_Period_Code. Extracts for the Open_Commitment table are downloaded to the Data Warehouse daily and monthly. Monthly data is downloaded following the FAS monthly reporting period. Note that data is retained in the Data Warehouse by FY_Reporting_Period_Code within each fiscal year for two fiscal years prior to the current fiscal year. The data for earlier fiscal years is maintained as follows: for the final FY_Reporting_Period_Code only, data is stored in the Data Warehouse; for all other reporting periods, data is archived in the Data Warehouse and is available upon request.


DATA WAREHOUSE DATA EXTRACTED FROM THE FINANCIAL ACCOUNTING SYSTEM: COLUMNS

Beginning_Fund_Balance_Amount This column contains an amount that represents the balance of a particular General Ledger account at the beginning of the month. [Format: numeric with 2 places after the decimal] The equation (using columns from the GL_ACCOUNT_DETAIL_DOLLAR table) that results in the value of this column for a particular account is as follows: Ending_Balance_Amount minus: Current_Month_Activity_Amount equals: Beginning_Fund_Balance where values in the Account_Control_Number column range from 3000-3999. Table Reference: GL_ACCOUNT_SUMMARY_DOLLAR

Current_Month_Activity_Amount The net amount added to or subtracted from a given account for the current fiscal period. [Format: numeric with 2 places after the decimal] Table Reference: GL_ACCOUNT_DETAIL_DOLLAR


Current_Month_Addition_Amount This column contains the total amount added during the current month to a particular General Ledger account. It is derived by totaling dollar values in the Current_Month_Activity_Amount column of the GL_ACCOUNT_DETAIL_DOLLAR table for the account where values in the Account_Control_Number column range from 4000-4799. [Format: numeric, with 2 places after the decimal] Table Reference: GL_ACCOUNT_SUMMARY_DOLLAR

Current_Month_Deduction_Amount This column contains the total amount subtracted during the current month from a particular General Ledger account. It is derived by totaling dollar values in the Current_Month_Activity_Amount column of the GL_ACCOUNT_DETAIL_DOLLAR table for those rows for the account where values in the Account_Control_Number column range from 5000-5799. [Format: numeric, with 2 places after the decimal] Table Reference: GL_ACCOUNT_SUMMARY_DOLLAR

Current_Month_Expense_Amount This column contains an amount that represents the current month expenses for a particular General Ledger account. This amount is derived by totaling dollar values in the Current_Month_Activity_Amount column of the GL_ACCOUNT_DETAIL_DOLLAR TABLE for those rows for the account where values in the Account_Control_Number column range from 9500-9599. [Format: numeric, with 2 places after the decimal] Table Reference: GL_ACCOUNT_SUMMARY_DOLLAR


Current_Month_Revenue_Amount This column contains an amount that represents the current month revenues for a particular General Ledger account. This amount is derived by totaling dollar values in the Current_Month_Activity_Amount column of the GL_ACCOUNT_DETAIL_DOLLAR table for those rows for the account where values in the Account_Control_Number column range from 9300-9399. [Format: numeric, with 2 places after the decimal] Table Reference: GL_ACCOUNT_SUMMARY_DOLLAR

Current_Month_Transfer_Amount This column contains the total amount transferred during the current month for a particular General Ledger account. This amount is derived by totaling dollar values in the Current_Month_Activity_Amount column of the GL_ACCOUNT_DETAIL_DOLLAR table for those rows for the account where values in the Account_Control_Number column range from 4800-4999, 5800-5999. [Format: numeric, with 2 places after the decimal] Table Reference: GL_ACCOUNT_SUMMARY_DOLLAR

Cur_Mth_Fund_Balance_Amount This column contains an amount that represents the current month fund balance for a particular General Ledger account. This amount is derived by totaling dollar values in the Current_Month_Activity_Amount column of the GL_ACCOUNT_DETAIL_DOLLAR table for those rows for the account where values in the Account_Control_Number column range from 3000-3999 [Format: numeric, with 2 places after the decimal] Table Reference: GL_ACCOUNT_SUMMARY_DOLLAR


Department_Number Department_Number follows the FAS numeric coding system. Each account number is associated with only one department, but departments have many account numbers. [Format: 3-digit number] Table Reference: GL_ACCOUNT_DESCRIPTION GL_ACCOUNT_DETAIL_DOLLAR GL_ACCOUNT_SUMMARY_DOLLAR SL_ACCOUNT_DESCRIPTION SL_ACCOUNT_DOLLAR

Ending_Balance_Amount Please note that on the GL_ACCOUNT_DETAIL_DOLLAR table, the ending balance amount is calculated at the account control level of a given account whereas on the GL_ACCOUNT_SUMMARY_DOLLAR table, the column represents the ending balance amount of a given fund account for the fiscal year through the current reporting period. This differs from the usage in FAS, where the year-to-date actual amount for a given reporting period excludes the amount for that reporting period. [Format: numeric with 2 places after decimal] Table Reference: GL_ACCOUNT_DETAIL_DOLLAR GL_ACCOUNT_SUMMARY_DOLLAR


Fiscal_Year

In the Data Warehouse the year during which a fiscal year begins is used to identify that fiscal year. For example, the Fiscal_Year value for the 1994-95 fiscal year is '1994.' The fiscal year begins on July 1 and ends on June 30. [Format: 4-digit number]

Table Reference: GL_ACCOUNT_DESCRIPTION GL_ACCOUNT_DETAIL_DOLLAR GL_ACCOUNT_SUMMARY_DOLLAR SL_ACCOUNT_DESCRIPTION SL_ACCOUNT_DOLLAR


FAS data in the Data Warehouse is maintained in chronological order by fiscal year and the FY_Reporting_Period_Code. Format: [2-digit number (01 through 12)] Code values are as follows: FY Reporting Period Data Extracted from July 1 through: 01 August 31 (current month = July and August) 02 September 30 (current month = September) 03 October 31 (current month = October) 04 November 30 (current month = November) 05 December 31 (current month = December) 06 January 31 (current month = January) 07 February 28 (current month = February) 08 March 31 (current month = March) 09 April 30 (current month = April) 10 May 31 (current month = May) 11 June 30 (current month = June - preliminary) 12 June 31 (current month = June - FY Final)

Table Reference: GL_ACCOUNT_DETAIL_DOLLAR SL_ACCOUNT_DESCRIPTION SL_ACCOUNT_DOLLAR


FY_Beginning_Balance_Amount Please note that on the GL_ACCOUNT_DETAIL_DOLLAR table, the balance is calculated at the account control level of a given account whereas on the GL_ACCOUNT_SUMMARY_DOLLAR table, the column represents the balance amount of the given account. The balance of a given fund account at the end of the prior fiscal year, before any activity for the current year. It relates to balance sheet accounts and is used primarily for multi-year sponsored projects. [Format: numeric with 2 places after the decimal] Table Reference: GL_ACCOUNT_DETAIL_DOLLAR GL_ACCOUNT_SUMMARY_DOLLAR

GL_Map_Code A five-digit number which, when preceded by a zero, identifies the General Ledger account number to which a particular Subsidiary Ledger account maps. Many Subsidiary Ledger accounts map to one General Ledger account. [Format: 5-digit number] Table Reference: GL_ACCOUNT_DESCRIPTION GL_ACCOUNT_DETAIL_DOLLAR GL_ACCOUNT_SUMMARY_DOLLAR SL_ACCOUNT_DESCRIPTION

Last_Year_Cur_Mth_Actual_Amount The amount charged to a given account and subcode for the current reporting period of the prior fiscal year. [Format: numeric, with 2 places after the decimal] Table Reference: SL_ACCOUNT_DOLLAR


Last_Year_Ytd_Actual_Amount The amount charged to a given account and subcode for the prior fiscal year up to and including the current reporting period. The usage of this column in the Data Warehouse is consistent with that in FAS. [Format: numeric, with 2 places after the decimal] Table Reference: SL_ACCOUNT_DOLLAR

Project_Acct_FY_End_Amt For accounts and subcodes which represent multi-year projects, the actual amount charged to the account and subcode as of the end of the previous fiscal year. To determine the total amount charged to the particular project account and subcode to date, it is necessary to add this column to the Current YTD Actual Amount column. [Format: numeric, with 2 places after the decimal] Table Reference: SL_ACCOUNT_DOLLAR

YTD_Addition_Amount This column contains the total amount added year-to-date to a particular General Ledger account. It is derived by totaling dollar values in the Ending_Balance_Amount column of the GL_ACCOUNT_DETAIL_DOLLAR table for those rows for the account where values in the Account_Control_Number column range from 4000-4799. [Format: numeric, with 2 places after the decimal] Table Reference: GL_ACCOUNT_SUMMARY_DOLLAR


YTD_Deduction_Amount This column contains the total amount subtracted year-to-date from a particular General Ledger account. This amount is derived by totaling dollar values in the Ending_Balance_Amount column of the GL_ACCOUNT_DETAIL_DOLLAR table for those rows for the account where values in the Account_Control_Number column range from 5000-5799. [Format: numeric, with 2 places after the decimal] Table Reference: GL_ACCOUNT_SUMMARY_DOLLAR

YTD_Expense_Amount This column contains an amount that represents the year-to-date expenses for a particular General Ledger account. This amount is derived by totaling dollar values in the Ending_Balance_Amount column of the GL_ACCOUNT_DETAIL_DOLLAR table for those rows for the account where values in the Account_Control_Number column range from 9500-9599. [Format: numeric, with 2 places after the decimal] Table Reference: GL_ACCOUNT_SUMMARY_DOLLAR

YTD_Revenue_Amount This column contains an amount that represents the year-to-date revenues for a particular General Ledger account. This amount is derived by totaling dollar values in the Ending_Balance_Amount column of the GL_ACCOUNT_DETAIL_DOLLAR table for those rows for the account where values in the Account_Control_Number column range from 9300-9399. [Format: numeric, with 2 places after the decimal] Table Reference: GL_ACCOUNT_SUMMARY_DOLLAR


YTD_Transfer_Amount This column contains the total amount transferred year-to-date for a particular General Ledger account. This amount is derived by totaling dollar values in the Ending_Balance_Amount column of the GL_ACCOUNT_DETAIL_DOLLAR table for those rows for the account where values in the Account_Control_Number column range from 4800-4999, 5800-5999. [Format: numeric, with 2 places after the decimal] Table Reference: GL_ACCOUNT_SUMMARY_DOLLAR


DATA WAREHOUSE DATA EXTRACTED FROM THE STUDENT INFORMATION SYSTEM: TABLES

FA_DISBURSEMENT_SUMMARY This table summarizes the various financial aid payments on behalf of a student for a particular academic term and financial aid fund. Primary Key: Department_Number Award_Fund_Code SIS_Identification_Number Term_Identifier Award_Year School_Code Data Warehouse Table Joins: STUDENT_CHARGE_ITEM_SUMMARY

Extract Logic and Frequency: Data on the FA_DISBURSEMENT_SUMMARY table is extracted from the following tables in the sis database in the University Data Warehouse: TDET_STUDENT_TRAN_DETAIL MONY_FINANCIAL_AID_FUND


Payment amounts which represent award funds (Award_Fund_Code) are accumulated within unique combinations of: SIS_Identification_Number Term_Identifier Fiscal_Year Award_Year School_Code Award_Fund_Code Account_Number Account_Subcode Department_Number Each row on FA_DISBURSEMENT_SUMMARY is created by the above summarization process. The table is recreated at the beginning of each calendar month.


STUDENT_CHARGE_ITEM_SUMMARY (By Department or School Only) This table summarizes the various charges to a student for a particular academic term. Primary Key: Department_Number SIS_Identification_Number Term_Calendar_Year Term_Code Charge_Code Data Warehouse Table Joins: SL_ACCOUNT_DOLLAR SL_ACCOUNT_DESCRIPTION

Extract Logic and Frequency: Data on the STUDENT_CHARGE_ITEM_SUMMARY table is extracted from the following tables in the sis database in the University Data Warehouse and is customized by department or school: TDET_STUDENT_TRAN_DETAIL CHRG_CHARGE_CODE BTYP_BALANCE_TYPE


Transaction amounts which represent charges (Charge Code) are accumulated within unique combinations of: SIS_Identification_Number Term_Identifier Charge_Code Balance_Type_Code Account_Number Account_Subcode Department_Number Each row on the STUDENT_CHARGE_ITEM_SUMMARY tables is created by the above summarization process. The tables are recreated at the beginning of each calendar month.


DATA WAREHOUSE DATA EXTRACTED FROM THE STUDENT INFORMATION SYSTEM: COLUMNS

Fiscal_Year The Fiscal Year is not stored in SIS but is derived based on the Term_Calendar_Year and Term_Code. If the Term_Code is ‘2’ or ‘3’ (i.e., summer or fall terms), the Fiscal Year is the same as the Term_Calendar_Year; otherwise, the Fiscal_Year is the year prior to the Term_Calendar_Year. [Format: 4- digit number] Table Reference: MULTIPLE

SIS_Identification_Number The value in this column (a 9-digit number preceded by the letter C) uniquely identifies a given individual in SIS, whether that individual is a student, an alumnus, or a faculty member. In SIS the number is system-generated. On the Data Warehouse tables, this number refers to a present or former student. [Format: C + 9 numbers] Table Reference: FA_DISBURSEMENT_SUMMARY STUDENT_CHARGE_ITEM_SUMMARY

School_Code In the Data Warehouse School_Code is used to identify a self-governing academic unit which admits students, offers programs, and sets and monitors academic standards. This differs from the usage in SIS, where these academic units are designated by the term Division Code. It is consistent, however, with the usage in the SRS. [Format: 2 characters, all upper case (e.g., CC)]


DATA WAREHOUSE TABLES FROM SPOTS

dss-tables.vsd

Employee

EmployeePosition

SLAccount

Description

EmployeeDistributed

PaySL

AccountDollar


GLAccount

Description


GL AccountSummary

Dollar

EmployeeLeave

Res AwardAccount

ResearchProject



Res ProplAward and

Suppl

Res_Subcontract

ResSubcontractor

ResSubcontractor

Staff

Res_Subcontract

Docu


Res ProratedAward

OpenCommitment

FASTransactions


DATA WAREHOUSE TABLES FROM SPOTS - Relationship Diagram

Department_NumberProject_NumberBudget_Period_CodeProposal_Award_Status_Flag

RES_PROPOSAL_AND_AWARD

Department_NumberProject_NumberProject_Status_Flag

RESEARCH_PROJECT

Department_NumberProject_NumberBudget_Period_Code

RES_PROPL_AWARD_AND_SUPPL

Supplement_Sequence_NumberProposal_Award_Status_Flag

Department_NumberProject_NumberBudget_Period_Code

RES_AWARD_AND_EXPECTD_AWRD

Expected_Award_Sequence_Number

Department_Number

Project_NumberBudget_Period_Code


Proposal_Award_Status_Flag

Sub_Department_NumberSocial_Security_Number

Scope_Indicator_Code is associated with

is associated with may have

is associated with

Department_Number

Project_NumberBudget_Period_Code

RESEARCH_AWARD_ACCOUNT

Sub_Department_Number

Scope_Indicator_Code

is staffed by

is divided into

is associated with

governs

governs

.

..

.

..

.

..

.

..

.

.....


DATA WAREHOUSE DATA EXTRACTED FROM THE SPONSORED PROJECTS ONLINE TRACKING SYSTEM: TABLES

GRANTING_AGENCY An External Organization (federal agency, foundation, corporation, etc.) that provides funding for specific research or training proposals submitted by Principal Investigators at the University. (Source: Sponsored Projects Online Tracking System) Primary Key: Granting_Agency_Code Data Warehouse Table Joins: RESEARCH_PROJECT

Extract Logic and Frequency: Data on the GRANTING_AGENCY table is extracted from the Agency file of the Sponsored Projects Online Tracking System (SPOTS) daily. When new results are downloaded, to the Data Warehouse, they replace the prior existing data. A row is created on the Data Warehouse GRANTING_AGENCY table for each agency that sponsors research activity. Each row contains columns showing the unique identifier for a specific agency, the type of agency (federal, state, city, private), the category to which the agency belongs (the Granting_Agency_Category_Code also appears on the SL_ACCOUNT_DESCRIPTION table), and the complete name of, as well as an acronym for, the agency. The table may be used as a reference for limiting the values in the Granting_Agency_Code column in the RESEARCH_PROJECT table.


RESEARCH_PROJECT A sponsored research activity which takes place over several years and which may include multiple Grants, Awards, Proposals and Grantors. (Source: Sponsored Projects Online Tracking System) Primary Key: Department_Number Project_Number Project_Status_Flag Data Warehouse Table Joins: RES_PROPOSAL_AND_AWARD RES_PROPL_AWARD_AND_SUPPL RESEARCH_STAFF_MEMBER RES_AWARD_ACCOUNT RES_AWRD_AND_EXPECTD_AWRD

Extract Logic and Frequency: Data on the RESEARCH_PROJECT table is extracted from the Budget-General file of the Sponsored Projects Online Tracking System (SPOTS) daily. When new results are downloaded, they replace the prior existing data. For each sponsored project, there are either one or two rows on the RESEARCH_PROJECT table. If the proposed project has been rejected or has not yet been acted upon, only one row will exist for the project, showing attribute values for the proposal. (A null value in the Project_Admin_Action_Flag column indicates that an award has not yet been made, and any value other than “A” or “B” indicates that the project has been rejected for a given reason.) If an award has been made, there will be two rows for the project: one with information describing the attributes of the proposal, the other describing the attributes of the award. Since a funded project may take place over several years and thus have more than one budget period, the attributes on the RESEARCH_PROJECT table reflect those of the latest budget period. Thus, the values in the Project_Total_Direct_Cost_Amt and the Project_Indirect_Cost_Amt columns represent the most recent dollar amounts for the project. In certain cases the Granting_Agency_Code on the RESEARCH_PROJECT table identifies a secondary granting agency. For example, if the NIH, a primary granting agency, awarded project funds to another institution, and that institution subcontracted part of the award to Columbia, the Granting_Agency_Code would refer to that institution, not to the NIH.



A Columbia University employee who participates, as a Principal Investigator or other capacity, in a sponsored research project. (Source: Sponsored Projects Online Tracking System) Primary Key: Department_Number Sub_Department_Number PS_Employee_Id Project_Number Budget_Period_Code Scope_Indicator_Code Proposal__Award_Status_Flag Data Warehouse Table Joins: RESEARCH_PROJECT RES_PROPOSAL_AND_AWARD RES_PROPL_AWARD_AND_SUPPL EMPLOYEE EMPLOYEE_POSITION EMPLOYEE_DISTRIBUTED_PAY

Extract Logic and Frequency: Data on the RESEARCH_STAFF_MEMBER table is extracted from the Staff File, Budget-General File and Budget-Detail File of the Sponsored Projects Online Tracking System (SPOTS) daily. When new results are downloaded to the Data Warehouse, they replace the prior existing data. Each row contains columns with information describing a staff member’s participation in a given proposal, award, or scope (subdivision of award by account) for a given budget period. Thus, there may be one or multiple rows for a particular staff member associated with a given project, with each row describing a particular proposal, award, or scope. The Scope_Indicator_Code is used to connote whether the row represents the proposal/award (where the value is blank) or a scope (where the value is a three-character code defining the scope). Since the RESEARCH_STAFF_MEMBER tables includes staff information for pending proposals, awarded proposals, and scopes, it is usually advisable to limit the value in the Proposal_Award_Status_Flag column to “PR” (proposal) or “AW “ (award)


in query selection. It should be noted also that the value in the Department_Number column for a given row represents the department responsible for administering the proposal, award, or scope. It may or may not be equal to the value in the Staff_Department_Number column, which represents the department to which the staff member is primarily assigned.


RES_AWARD_ACCOUNT Descriptive and budgetary information, budget period by budget period, for those subsidiary ledger accounts that are funded by sponsored projects. (Source: Sponsored Projects Online Tracking System) Primary Key: Department_Number Sub_Department_Number Project_Number Budget_Period_Code Scope_Indicator_Code Data Warehouse Table Joins: RESEARCH_PROJECT RES_PROPOSAL_AND_AWARD RESEARCH_STAFF_MEMBER SL_ACCOUNT_DOLLAR SL_ACCOUNT_DESCRIPTION GL_ACCOUNT_DESCRIPTION GL_ACCOUNT_DETAIL_DOLLAR GL_ACCOUNT_SUMMARY_DOLLAR

Extract Logic and Frequency: Data on the RES_AWARD_ACCOUNT table is extracted from the Budget-General File and Budget-Detail File of the Sponsored Projects Online Tracking System (SPOTS) daily. When new results are downloaded to the Data Warehouse, they replace the prior existing data. Each row contains columns with account information for a given budget period for an award or scope (subdivision of award by account). It should be noted that for awards administered by departments on the Morningside campus, there are gaps in the data for some budget periods that ended prior to 1993.


RES_PRINCIPAL_INVESTIGATOR

A Columbia University employee who participates, as a Principal Investigator in a sponsored research project. (Source: Sponsored Projects Online Tracking System)

Primary Key: Department_Number PS_Employee_Id Project_Number Budget_Period_Code Proposal_Award_Status_Flag

Data Warehouse Table Joins: RESEARCH_PROJECT RES_PROPOSAL_AND_AWARD RES_PROPL_AWARD_AND_SUPPL EMPLOYEE EMPLOYEE_POSITION EMPLOYEE_DISTRIBUTED_PAY

Extract Logic and Frequency: Data on the RES_PRINCIPAL_INVESTIGATOR table is extracted from the Staff File, Budget-General File and Budget-Detail File of the Sponsored Projects Online Tracking System (SPOTS) daily. When new results are downloaded to the Data Warehouse, they replace the prior existing data.

Each row contains columns with information describing a Principal Investigator’s participation in a given proposal or award for a given budget period. Thus, there may be one or multiple rows for a particular staff member associated with a given project, with each row describing a particular proposal or award.

Since the RES_PRINCIPAL_INVESTIGATOR tables includes staff information for pending proposals and awarded proposals, it is usually advisable to limit the value in the Proposal_Award_Status_Flag column to “PR” (proposal) or “AW” (award) in query selection. It should be noted also that the value in the Department_Number column for a given row represents the department responsible for administering the proposal or award. It may or may not be equal to the value in the Staff_Department_Number column, which represents the department to which the staff member is primarily assigned.


RES_AWRD_AND_EXPECTD_AWRD The funding, together with the anticipated funding, by a Grantor (sponsoring organization) of a Proposal made by a Principal Investigator at the University. (Source: Sponsored Projects Online Tracking System) Primary Key: Department_Number Project_Number Budget_Period_Code Expected_Award_Sequence_Number Data Warehouse Table Joins: RESEARCH_PROJECT RES_AWARD_ACCOUNT RESEARCH_STAFF_MEMBER

Extract Logic and Frequency: Data on the RES_AWRD_AND_EXPECTD_AWRD table is extracted from the Budget-General File of the Sponsored Projects Online Tracking System (SPOTS) daily. When new results are downloaded to the Data Warehouse, they replace the prior existing data.

Each row contains columns with dollar and date information for a given award budget period or expected future award. There may be up to four rows for a given award budget period depending upon the number of records with information about expected awards that were extracted from SPOTS. The value in the Expected_Award_Sequence_Number column indicates the sequence in which the future awards are expected: “0” indicates the currently awarded budget period; “1”, the budget period immediately following the current budget period; “2”, the next budget period, etc. The information on a current award for a given budget period, i.e., where the Expected_Award_Sequence_Number column has a value of “0”, duplicates that on the corresponding row (award and budget period) on the RES_PROPOSAL_AND_AWARD table.

Supplemental dollar amounts awarded by the granting agency within a budget period are included in both the Inclv_Or_Expected_Awrd_TDC_Amt and the Inclv_Or_Expected_Awrd_IC_Amt columns.


RES_PROPL_AWARD_AND_SUPPL Information about (1) an Award made by a Grantor (sponsoring organization) to fund a Proposal made by a Principal Investigator at the University, (2) any supplements to the Award, and (3) the Proposal itself. (Source: Sponsored Projects Online Tracking System Primary Key: Department_Number Project_Number Budget_Period_Code Supplement_Sequence_Number Proposal_Award_Status_Flag Data Warehouse Table Joins: RESEARCH_PROJECT RESEARCH_STAFF_MEMBER RES_AWARD_ACCOUNT GL_ACCOUNT_DESCRIPTION GL_ACCOUNT_DETAIL_DOLLAR GL_ACCOUNT_SUMMARY_DOLLAR

Extract Logic and Frequency: Data on the RES_PROPL_AND_SUPPL table is extracted from the Budget-General File of the Sponsored Projects Online Tracking System (SPOTS) daily. When new results are downloaded to the Data Warehouse, they replace the prior existing data. For each budget period for each award and/or proposal, one or more rows are created on the RES_PROPL_AWARD_AND_SUPPL table. If the proposal for the budget period has not yet been funded (indicated by a null value in the Budget_Admin_Action_Code) or has been rejected (indicated by a value other than “A” or “B”), there will be only one row for the particular budget period. If an award has been made for the budget period, there will be at least two rows: one with dollar and attribute information on the proposal, and a second with like information on the award. In addition, there can be up to 99 rows (usually less than 30) with information on each supplement awarded within the budget period


The RES_PROPL_AWARD_AND_SUPPL table is similar to the RES_PROPOSAL_AND_AWARD table, since they are both derived from the same sources in SPOTS. The difference is that the dollar amounts in the Inclusive_Budget_TDC_Amount and the Inclusive_Budget_IC_Amount columns on the RES_PROPOSAL_AND_AWARD table include dollar amounts awarded to supplements within a budget period, whereas the dollar amounts in the Budget_Total_Direct_Cost_Amt and Budget_Indirect_Cost_Amount columns on the RES_PROPL_AWARD_AND_SUPPL table represent the dollar amounts awarded to the budget period or one of its supplements.


RES_PROPOSAL_AND_AWARD Information about (1) an Award made by a Grantor to fund a Proposal made by a Principal Investigator at the University and (2) the Proposal itself. (Source: Sponsored Projects Online Tracking System Primary Key: Department_Number Project_Number Budget_Period_Code Proposal_Award_Status_Flag Data Warehouse Table Joins: RESEARCH_PROJECT RESEARCH_STAFF_MEMBER GL_ACCOUNT_DESCRIPTION GL_ACCOUNT_DETAIL_DOLLAR GL_ACCOUNT_SUMMARY_DOLLAR

Extract Logic and Frequency: Data on the RES_PROPOSAL_AND_AWARD table is extracted from the Budget-General File of the Sponsored Projects Online Tracking System (SPOTS) daily. Each new results replace the prior existing data. For each budget period, one or two rows are created on the RES_PROPOSAL_AND_AWARD table. If the proposal for the budget period has not yet been funded (indicated by a null value in the Budget_Admin_Action_Code) or has been rejected (indicated by a value other than “A” or “B”), there will be only one row for the particular budget period. If an award has been made for the budget period, there will be two rows: one with dollar and attribute information on the proposal; the other with like information on the award. The RES_PROPOSAL_AND_AWARD table is similar to the RES_PROPL_AWARD_AND_SUPPL table, since they are both derived from the same sources in SPOTS. The difference is that the dollar amount columns on the RES_PROPOSAL_AND_AWARD table include dollar amounts awarded to supplements within a budget period, whereas the dollar amount columns on the RES_PROPL_AWARD_AND_SUPPL table represent the dollar amounts awarded to the budget period or one of its supplements.


RES_PRORATED_AWARD Information about an Award made by a Grantor to fund a Proposal made by a Principal Investigator at the University. The dollar amounts awarded for each budget period are prorated to specific fiscal years. Primary Key: Department_Number Fiscal_Year Project_Number Budget_Period_Code Data Warehouse Table Joins: RESEARCH_PROJECT RESEARCH_STAFF_MEMBER

Extract Logic and Frequency: Data on the RES_PRORATED_AWARD table is derived daily from the award data on the RES_PROPOSAL_AND_AWARD table. Each new results replace the prior existing data. For each budget period, the dollar amounts awarded are prorated to a specific fiscal year. The formula for the prorated amount is a calculated monthly amount of the award multiplied by the number of months the award is active in a specified University fiscal year. Data for each award is prorated to the current fiscal year, the prior fiscal year and the next fiscal year. For each budget period of an award, there is one row for each fiscal year to which the award amount is prorated.


RES_SUBCONTRACT

This table describes an agreement, the Subcontract, by which an external agency agrees to render services for the performance of part or all of a Project awarded by a Granting Agency to the University. Primary Key: Department_Number Subcontract_ID_Number Data Warehouse Table Joins: RESEARCH_PROJECT RES_PROPOSAL_AND_AWARD RES_SUBCONTRACT_DOCU RES_SUBCONTRACTOR RES_SUBCONTRCTOR_STAFF

Extract Logic and Frequency: Data on the RES_SUBCONTRACT table is extracted from the Subcontract file of the Sponsored Projects Online Tracking System (SPOTS) daily. There is one row for each Subcontract identified by its sponsoring award, budget period, scope (subdivision of the award by account), sequence number and amendment number.


RES_SUBCONTRACT_DOCU

The documentation as to the requirements, if any, for a substantiation (audit, fiscal, patent, technical other) that may be imposed on a Subcontractor as part of the Subcontract agreement. Primary Key: Department_Number Subcontract_ID_Number Documentation_Type_Code Data Warehouse Table Joins: RES_SUBCONTRACT RES_SUBCONTRACTOR RES_SUBCONTRACT_STAFF

Extract Logic and Frequency: Data on the RES_SUBCONTRACT_DOCU table is extracted from the Subcontract file of the Sponsored Projects Online Tracking System (SPOTS) daily. For each Subcontract, there may be one or more rows indicating the documentation requirement imposed by the Subcontract agreement. The Subcontract is identified by a Subcontract_ID_Number comprised of its sponsoring award, budget period, scope (subdivision of the award by account), sequence number and amendment number.


RES_SUBCONTRACTOR This table contains information about an individual or organization with whom a Subcontract agreement exists. Primary Key: Department_Number Subcontract_ID_Number Data Warehouse Table Joins: RES_SUBCONTRACT RES_SUBCONTRACT_DOCU RES_SUBCONTRACT_STAFF

Extract Logic and Frequency: Data on the RES_SUBCONTRACTOR table is extracted from the Subcontract file of the Sponsored Projects Online Tracking System (SPOTS) daily. There is one row for each Subcontract that describes its subcontractor (name, address, and type of ownership) The Subcontract is identified by a Subcontract_ID_Number comprised of its sponsoring award, budget period, scope (subdivision of the award by account), sequence number and amendment number.


RES_SUBCONTRACTOR_STAFF An individual who is associated with a subcontractor, either as a contact person or a principal investigator, on a particular Subcontract. Primary Key: Department_Number Subcontract_ID_Number Staff_Member_Role_Code Data Warehouse Table Joins: RES_SUBCONTRACT RES_SUBCONTRACTOR RES_SUBCONTRACT_DOCU

Extract Logic and Frequency: Data on the RES_SUBCONTRACTOR_STAFF table is extracted from the Subcontract file of the Sponsored Projects Online Tracking System (SPOTS) daily. For each Subcontract, there is one row for each staff member’s role on the Subcontract. The Subcontract is identified by a Subcontract_ID_Number comprised of its sponsoring award, budget period, scope (subdivision of the award by account), sequence number and amendment number.


DATA WAREHOUSE DATA EXTRACTED FROM THE SPONSORED PROJECTS ONLINE TRACKING SYSTEM: COLUMNS

Account_Mapping_Flag When set to “Y,” the Account_Mapping_Flag indicates that an award has been scoped (subdivided by account). The RESEARCH_STAFF_MEMBER table contains multiple rows for a particular staff member for a particular award if that staff member is associated with both the award and one or more of its scopes. This flag is useful in tracking awards and their related scopes, especially when an award is administered by one department and a related scope by another. But some scopes have the same account number as the award, and where a staff member is associated with each, multiple news might be returned for that person if this column is not limited to “Y”. Therefore, to avoid duplicate rows when joining to the EMPLOYEE_DISTRIBUTED_PAY, EMPLOYEE, or EMPLOYEE_POSITION tables, this column should be limited to “Y.”. [Format: (Y or N)] Table Reference: RESEARCH_STAFF_MEMBER

Account_TOT_Revised_Budget_Amt Account_Indirect_Cost_Amount

When an award has been scoped (subdivided by account), a portion of the total direct costs, as well as a portion of the indirect costs, of the award is allocated to a specific account. The Account_Tot_Revised_Budget_Amt column reflects the total direct costs across subcodes for that account, exclusive of the amount allocated for overhead costs. The latter costs are reflected in the Account_Indirect_Cost_Amount, which contains indirect costs across subcodes for the account. [Format: numeric, no decimals] Table Reference: RES_AWARD_ACOUNT


Award_Or_Proposal_Role_Code Scope_Role_Code

A staff member can have one or multiple roles with respect to a given research project. These roles are tracked by a 2-digit code, where “01” indicates a Principal Investigator, “02”, a Co-Principal Investigator, etc. The Award_Or_Proposal_Role_Code signifies the role of the staff member in a particular award and should be assessed with reference to the Budget_Period_Code. The Scope_Role_Code signifies the role of the staff member in a particular scope (subdivision by account) of the award and should be assessed with reference to the related account. [Format: 2-digit number] Table Reference: RESEARCH_STAFF_MEMBER

Award_Or_Propl_Rsby_Order_Cd Scope_Responsibility_Order_Code

Sometimes there are multiple Principal Investigators on a proposal, award, or scope. In these situations the first Principal Investigator is identified by a value of “1” in the Award_Or_Propl_Rsby_Order_Cd or Scope_Responsibility_Order_Code, the second Principal Investigator, by a value of “2,” and the third, by a value of “3.” [Format: 1-digit number] The Award_Or_Propl_Rsby_Order_Code signifies the order of the Principal Investigator in a particular award and should be assessed with reference to the Budget_Period_Code. The Scope_Responsibility_Order_Code signifies the order in a particular scope (subdivision by account) of the award and should be assessed with reference to the particular account. [Format: 2-digit number] Table Reference: RESEARCH_STAFF_MEMBER


Budget_Period_Code Projects are usually funded over more than one time period (e.g., year), and thus a particular award can be identified by its Budget_Period_Code, a 2-digit code beginning with “01” for the initial budget period and incremented by one for each subsequent time period during the life of the project. [Format: 2-digit number ] Table Reference: RES_AWARD_ACCOUNT RES_AWRD_AND_EXPECTD_AWRD RES_PROPOSAL_AND_AWARD RES_PROPL_AWARD_AND_SUPPL RESEARCH_STAFF_MEMBER

Budget_Admin_Action_Code Project_Admin_Action_Code

The values in these two columns convey information as to the action, if any, taken by the granting agency with respect to an award or proposal (Budget_Admin_Action_Code) or project (Project_Admin_Action_Code). A null value indicates that no action has yet been taken; “A” or “B,” that an award has been made; and all other codes, a rejection for a given reason. [Format: 1 character] Table Reference: RES_PROPOSAL_AND_AWARD RES_PROPL_AWARD_AND_SUPPL RESEARCH_PROJECT


Department_Number Since a scope account can be administered in a department different from the one administering the entire project, when joining the RESEARCH_STAFF_MEMBER or RES_AWARD_ACCOUNT tables (whose lowest common denominator are scope accounts) with tables whose lowest common denominator are the whole award (i.e., RESEARCH_PROJECT, RES_AWRD_AND_EXPECT_AWRD, RES_PROPOSAL_AND_AWARD, RES_PROPL_AWARD_AND_SUPPL, RES_PRORATED_AWARD and RES_PRINCIPAL_INVESTIGATOR) be certain the Department_Number columns in each table are NOT joined. [Format: 3-digit number] Table Reference: RESEARCH_STAFF_MEMBER RES_AWARD_ACCOUNT RESEARCH_PROJECT RES_AWRD_AND_EXPECTD_AWRD RES_PRINCIPAL_INVESTIGATOR RES_PROPOSAL_AND_AWARD RES_PROPL_AWARD_AND_SUPPL RES_PRORATED_AWARD

Expected_Award_Sequence_Number In evaluating project funding, it is useful to consider anticipated awards, which are identified by the Expected_Award_Sequence_Number. For example, in a three-year project where the granting agency has actually awarded funding for the first budget period, the second and third years are considered anticipated awards and would be identified by a “1” and “2,” respectively, in this column; a “0” value indicates the current award budget period. [Format: 1-digit numeric ] Table Reference: RES_AWRD_AND_EXPECTD_AWRD


Extended_Budget_End_Date Extended_Participation_End_Dt

From time to time a granting agency may extend the end of an award (one or more times) beyond the original date without awarding additional funds for the extended budget period. In those instances the last day of the extended budget period is identified by the Extended_Budget_End_Date column, and the last day of the staff member’s participation in the award is identified by the Extended_Participation_End_Dt. [Format: MM/DD/YY] Table Reference: RES_PROPOSAL_AND_AWARD RES_PROPL_AWARD_AND_SUPPL RES_STAFF_MEMBER

Project_Status_Flag Proposal_Award_Status_Flag

The status of both a project and each of its related budget period awards is indicated by a flag where “PR” designates the proposal stage and “AW” indicates that the award has been made. [Format:2-character] Table Reference: RESEARCH_PROJECT RES_PROPOSAL_AND_AWARD RES_PROPL_AWARD_AND_SUPPL


Scope_Flag When set to “Y,” the Scope_Flag indicates that a particular project has been funded and that the resulting award has been scoped (subdivided by account into separately administered units). [ Format: Y/N] Table Reference: RESEARCH_PROJECT

Scope_Indicator_Code The Scope_Indicator_Code is used on the RES_AWARD_ACCOUNT and RESEARCH_STAFF_MEMBER tables to connote whether a particular row contains information on the award itself (where the value is blank, “ ”) or one of its related scopes (where the value is a 3-character code). [Format:3-character] Table Reference: RES_AWARD_ACCOUNT RESEARCH_STAFF_MEMBER


INDEX

—A— ACADEMIC_RANK_CODE, 45 ACADEMIC_RANK_CODE1, 45 ACADEMIC_RANK_CODE2, 45 ACCOUNT_INDIRECT_COST_AMOUNT, 109 ACCOUNT_MAPPING_FLAG, 109 ACCOUNT_TOT_REVISED_BUDGET_AMT, 109 ACTION_EFFECTIVE_DATE, 46 ACTION_TYPE_CODE, 46 ADMIN_DEPARTMENT_NUMBER, 49, 57 APPOINTMENT_END_DATE, 46 AWARD_OR_PROPL_RSBY_ORDER_CD, 110 AWARD_OR_PROPOSAL_ROLE_CODE, 110

—B— BASE_SALARY_AMOUNT, 47 BEGINNING_FUND_BALANCE_AMOUNT, 77 BENEFITS_ELIGIBILITY_FLAG, 47 BUDGET_ADMIN_ACTION_CODE, 111 BUDGET_PERIOD_CODE, 111

—C— CLIENT/SERVER TECHNOLOGY, 20 COLUMN, 17 CURRENT_MONTH_ADDITION_AMOUNT, 78 CURRENT_MONTH_DEDUCTION_AMOUNT, 78 CURRENT_MONTH_EXPENSE_AMOUNT, 78 CURRENT_MONTH_REVENUE_AMOUNT, 79 CURRENT_MONTH_TRANSFER_AMOUNT, 79 CURRENT_MONTH_ACTIVITY_AMOUNT, 77 CUR_MTH_FUND_BALANCE_AMOUNT, 79

—D— DATA QUALITY, 38 DATABASE, 16 DEPARTMENT_NUMBER, 49, 57, 80, 112

DATA EXTRACTED FROM THE LABOR DISTRIBUTION SYSTEM: COLUMNS, 57

DATA EXTRACTED FROM THE LABOR DISTRIBUTION SYSTEM: TABLES, 55 DATA EXTRACTED FROM THE PEOPLE @ COLUMBIA SYSTEM, 38 DATA EXTRACTED FROM THE PEOPLE @ COLUMBIA SYSTEM : COLUMNS:, 45 DATA EXTRACTED FROM THE PEOPLE @ COLUMBIA SYSTEM: TABLES, 41 DATA EXTRACTED FROM THE SPONSORED PROJECTS ONLINE TRACKING

SYSTEM: COLUMNS, 109 DATA EXTRACTED FROM THE SPONSORED PROJECTS ONLINE TRACKING

SYSTEM: TABLES, 93 DATA EXTRACTED FROM THE STUDENT INFORMATION SYSTEM:

COLUMNS, 90 DATA EXTRACTED FROM THE STUDENT INFORMATION SYSTEM: TABLES,

86 Data Warehouse TABLE FROM LDS - Diagram, 54 Data Warehouse TABLES EXTRACTED FROM FAS - Diagram, 62 Data Warehouse TABLES EXTRACTED FROM FAS - Relationship Diagram, 63 Data Warehouse TABLES EXTRACTED FROM PAC - Diagram, 40 Data Warehouse TABLES FROM SPOTS - Diagram, 91 Data Warehouse TABLES FROM SPOTS - Relationship Diagram, 92

—E— EARNINGS_TYPE_CODE, 57 EMPLOYEE, 24, 41 EMPLOYEE LEAVE, 25, 42 EMPLOYEE_DISTRIBUTED_PAY, 24, 55 EMPLOYEE_POSITION, 25, 43 EMPLOYEE_POSITION_NUMBER, 49 EMPLOYEE_RECORD_NUMBER, 50 ENDING_BALANCE_AMOUNT, 80 EXPECTED_AWARD_SEQUENCE_NUMBER, 112 EXTENDED_BUDGET_END_DATE, 113 EXTENDED_PARTICIPATION_END_DT, 113

—F— FA_DISBURSEMENT_SUMMARY, 26, 86 FIRST_TENURABLE_POSITION_DATE, 50 FISCAL_YEAR, 60, 81, 90

Columbia University Page 120 Administrative Information Services April 17, 2006

FISCAL_YTD_FRINGE_AMOUNT, 61 FISCAL_YTD_SALARY_AMOUNT, 60 FOREIGN KEY, 19 FY_BEGINNING_BALANCE_AMOUNT, 82 FY_REPORTING_PERIOD_CODE, 81

—G— GL_ACCOUNT_DESCRIPTION, 27, 68 GL_ACCOUNT_DETAIL_DOLLAR, 27, 64 GL_ACCOUNT_SUMMARY_DOLLAR, 28, 66 GL_MAP_CODE, 82 GRANTING_AGENCY, 28, 93

—H— HOURS_PER_WEEK_COUNT, 50

—I— INDEX, 18, 115

—J— JOB CODE, 51 JOB FAMILY_CODE, 51 JOB FAMILY TABLE, 121 JOB_FUNCTION_CODE, 51 JOIN, 17

—L— LAST_YEAR_CUR_MTH_ACTUAL_AMOUNT, 82 LAST_YEAR_YTD_ACTUAL_AMOUNT, 83 LIMITED SCOPE OF PAC DATA IN THE DATA WAREHOUSE, 38

—M— MAJOR CATEGORIES OF EMPLOYEES, 39 METADATA, 19 MULTIPLE POSITIONS, 38

—N— NULL VALUE, 19

—O— ORGANIZATION_CODE, 61 ORIGINAL_HIRE_DATE, 51 OUTER JOIN, 17

—P— PEOPLE @ COLUMBIA SYSTEM, 38 PRIMARY KEY, 18 PROJECT_ACCT_FY_END_AMT, 83 PROJECT_ADMIN_ACTION_CODE, 111 PROJECT_STATUS_FLAG, 113 PROPOSAL_AWARD_STATUS_FLAG, 113 PS_EMPLOYEE_ID, 52

—R— RACIAL_ETHNIC_CATEGORY_CODE, 52, 122 REPORTING_MONTH_FRINGE_AMT, 61 REPORTING_MONTH_SALARY_AMT, 60 RES_PRINCIPAL_INVESTIGATOR, 31, 98 RES_AWARD_ACCOUNT, 30, 97 RES_AWRD_AND_EXPECTD_AWRD, 31, 99 RES_PROPL_AWARD_AND_SUPPL, 32, 101 RES_PROPOSAL_AND_AWARD, 32, 103 RES_PRORATED_AWARD, 33, 104 RES_SUBCONTRACT, 33, 105 RES_SUBCONTRACT_DOCU, 33, 106 RES_SUBCONTRACTOR, 34, 107 RES_SUBCONTRACTOR_STAFF, 34, 108 RESEARCH_PROJECT, 29, 94 RESEARCH_STAFF_MEMBER, 30, 95 ROW, 16

—S— SCHOOL_CODE, 90 SCOPE_FLAG, 114 SCOPE_INDICATOR_CODE, 114 SCOPE_RESPONSIBILITY_ORDER_CODE, 110 SCOPE_ROLE_CODE, 110 SIS_IDENTIFICATION_NUMBER, 90 SL_ACCOUNT_DESCRIPTION, 36, 69 SL_ACCOUNT_DOLLAR, 37, 71 STRUCTURED QUERY LANGUAGE (SQL), 20 STUDENT_CHARGE_ITEM_SUMMARY, 37, 88

Columbia University Page 121 Administrative Information Services April 17, 2006

—T— TABLE, 16 TENURE_GRANTED_DATE, 52 TENURE_STATUS_CODE, 52 TENURE_STATUS_NAME, 52 TERM_CALENDAR_YEAR, 53 TERM_CODE, 53

—U— UNIVERSITY RANK CODES, 118

—V— VIEW, 18

—Y— YTD_ADDITION_AMOUNT, 83 YTD_DEDUCTION_AMOUNT, 84 YTD_EXPENSE_AMOUNT, 84 YTD_REVENUE_AMOUNT, 84 YTD_TRANSFER_AMOUNT, 85

Columbia University Page 122 Administrative Information Services APPENDIX A April 17, 2006

University Rank Codes

Job Position Job Function Code Job Code Job Description Academic Rank Academic Rank_Code1 Academic Rank_Code2 01 Instruction 010100 Professor 0 Unmodified 01 Unmodified 011100 Associate Professor 1 University 11 Named 012100 Assistant Professor 2 Of Clinical 21 Visiting 013100 Instructor 3 Clinical 22 Named Visiting 014100 Senior Lecturer 4 Professional 31 Adjunct 015100 Lecturer 5 In Discipline 32 Named Adjunct 016100 Associate 6 Affiliate 41 Teaching Fellow 017100 Assistant 51 Music Performance 019900 Other 61 Attending 62 Assoc Attending 63 Asst Attending 71 Special/Retired 72 Sp Serv/Retired 81 Emeritus 82 Named Emeritus 83 Adj Emeritus 91 Retired 99 Other 11 Research 110100 Senior Research Scientist 0 Unmodified 01 Unmodified 110200 Senior Research Scholar 11 Named 111100 Research Scientist 21 Visiting 111200 Research Scholar 22 Named Visiting 112100 Associate Research Scientist 31 Adjunct 112200 Associate Research Scholar 71 Special/Retired 113100 Postdoctoral Research Scientist 98 Grandfathered 113200 Postdoctoral Research Scholar 114100 Senior Staff Associate 115100 Staff Associate 116100 Postdoctoral Research Fellow 116200 Postdoctoral Clinical Fellow 116300 Postdoctoral Residency Fellow


Job Position Job Function Code Job Code Job Description Academic Rank Academic Rank_Code1 Academic Rank_Code2 21 Libraries 210100 Deputy University Librarian 1 Pos Category 01 Rank I 210200 Director 2 Pos Category 02 Rank II 210300 Associate Director 3 Pos Category 03 Rank III 210400 Assistant Director 4 Pos Category 04 Rank IV 210500 Department Head 5 Pos Category 71 Special/Retired 210600 Assistant Department Head 6 Pos Category 81 Emeritus 210700 Cataloger 82 Named Emeritus 210800 Reference Librarian 210900 Subject Specialist 211000 Functional Specialist 211100 Curator 211200 Archivist 211300 System Librarian 31 Administration 3101XX Pres, VP, Provost * 0 Unmodified 01 Unmodified 3111XX Other Execs (Secy, Contrl, * 1 Vice/Deputy/Exec/Sr/Special 11 Acting Treasurer, Etc.) 3121XX Dean * 2 Associate 61 Dual Title 3131XX Chairperson * 3 Assistant 71 Special/Retired 3141XX Director * 4 Attending 81 Emeritus 3151XX Mgr/Dept Admin * 9 Other 91 Maritime 3161XX Supv/Coord * 92 Athletics 3171XX Admin Asst/Exec Asst/Asst To * 98 Grandfathered 3181XX Officer * 3191XX Professional * 3199XX Other * 41 Student Appointments 410100 Preceptor 0 Unmodified 01 Unmodified 411100 Teaching Asst 1 I 11 Res Fellow 411200 Teaching Fellow 2 II 21 Science 412100 Reader 3 III 99 Other 413100 Asst Curator 413200 Curator 414100 GRA 415100 DRA 416100 Associate 419900 Other (Stipends)


Job Position Job Function Code Job Code Job Description Academic Rank Academic Rank_Code1 Academic Rank_Code2 51 Supporting Staff 510100 Casual/Work Study Employee 0 Unmodified 01 Unmodified 5101XX Administrative Employee * 510214 Research Employee 510308 Health Related Technicians 510405 Facilities/Trades Employee 510415 Security 510507 Food Service Employee 61 Others 610100 Honorarium 0 Unmodified 01 Unmodified 612100 Special Fellow 613100 Retired Officer 614100 Retired Supporting Staff 615100 Surviving Spouse * Further modified by Job Family Table (see Appendix B).

Columbia University Page 125 Administrative Information Services APPENDIX B April 17, 2006

Job Family Table

Job Family Descr Short Desc 01 ADMN General Administration Gen Admin 02 ADSP Administrative Support Admn Supp 03 COMM Commun/PR/Comm Affairs/Mrktng Comm/PR 04 DVAR Development/Alumni Relations DevAlmRel 05 FAC Facilities/Maint/Trades/RealEs Fac/Maint 06 FINC Finance/Accounting Fin/Accntg 07 FOOD Food Services Food Srvcs 08 HLTH Health Health 09 HMRS Human Resources Human Res 10 LEGL Legal Legal 11 LIBR Libraries Llibraries 12 OTHR Other Other 13 PPGD Pubs/Printing/Graphic Design PubPrGrDes 14 RSCH Research (Lab and Non-Lab) Research 15 SCRT Security Security 16 STUA Stdnt Affairs/Educational Admn StdAf/EdAd 17 TECH Technical/Technology Tech/Tech

Columbia University Page 126 Administrative Information Services APPENDIX C April 17, 2006

Racial Ethnic Category Codes

Racial/Ethnic Description Data Warehouse/SIS Code

PAC Code

A Asian or Pacific Islander A B B Black B A E East Indian or Indian Subcontinent E J H Hispanic H D I American Indian or Alaskan Native I C White W E

Date post:	05-Oct-2020
Category:	Documents
Upload:	others
View:	0 times
Download:	0 times

Data Warehouse Manual - Columbia...

Documents