Slide 1

FastFactsFeature Presentation

June 5th, 2008

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-322-9648 Participant code: 182500

Slide 2

Today’s Topic

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

Slide 3

Today’s PresenterChristine Napolitano Budget Analyst, Dana Center, SOM

Slide 4

Session Segments

PresentationChristine will show us a custom report she created on how to match BW balance to Real Time balance.During Christine’s presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Christine will answer as many of your questions as time allows.

Slide 5

Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: fastfacts@jhu.eduYou can also send us an instant message!

GoogleTalk – HopkinsFastFacts@gmail.comAOL Instant Messenger – HopkinsFastFactsMSN – FastFacts@jhu.edu

Slide 6

Survey

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

Slide 7

Matching BW Balance to Real Time Grant

Report Balance

Slide 8

AgendaToday, we’ll be taking a look at…

Customizing the Revenue and Expense report in BWGenerating a Real Time Grant report Explaining when the balances will match

Slide 9

The When & the Why

Have you ever wondered why the balance on the Revenue and Expense Summary Report doesn’t match the balance on the Real Time Grant Report?

This custom BW report will balance to the RTGR if it’s run after semi-monthly payroll has been updated in BW.

Be familiar with when the payroll jobs run… http://www.controller.jhu.edu/pubs/calendar/

Run the BW report by grant number instead of internal order number.

Slide 10

Executing the Report in BW

Slide 11

Executing the BW Report

Click the BW Report Center tab.

Slide 12

Executing the BW Report

Step 1: Click JH - Report Library.

Step 2: Click Sponsored Projects.

Step 3: Click Sponsored Rev-Exp Summary.

Slide 13

Executing the BW Report

Step 3: Click Execute.

Step 1: Enter the grant number.

Step 2: Enter the end date of the sponsored project in the “To Period /Fiscal Year(*)” field.

You may obtain the end of the grant from Master Data or Real Time Grant Report.

Slide 14

Sponsored Rev-Exp Summary

Click here to remove Sponsored Program information from the rows of your report.

Click here to remove Grant information from the rows of your report.

Slide 15

Filtering Sponsored ClassClick the Filter button (the funnel) for “Sponsored Class.”

Slide 16

Filtering Sponsored Class

Select all Sponsored Classes that begin with a “6”.

Click Transfer.

Slide 17

BW Balance Results

Slide 18

Generating a Real Time Grant Report

Slide 19

Real Time ReportGo to WinGUI ~ R/3. Enter ZSGM_GRANT_REPORT in the Command Field and hit Enter.

Under Period, select Inception to Date.

Under Report, select Detailed Report.

Under Fund, select Both.

Click the Execute button (the white clock with the check mark) to run the report.

Slide 20

Matching Transactions

Find the balance of the grant and match it to the BW Sponsored Rev-Exp Summary Report.

Slide 21

Conclusion

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

Slide 22

We’re going to open the phone lines now!

There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.

We’ll be answering questions in the order that we receive them.

We’ll also be answering the questions that were emailed to us during the presentation.

If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

Q&A

Slide 23

Thank You!

Thank you for participating!We would love to hear from you.

Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: fastfacts@jhu.edu

Slide 24

Survey

Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/

Thanks again!