the eData Faculty User Manual
Contents
1. Excel Click the green Excel button to download the customized report to your desktop This can be useful to further arrange modify or review the data PDF Click the green PDF button to download the customized report to your desktop as a PDF This can be helpful when communicating specific report results with others without any change in the data 12 IOWA STATE UNIVERSITY Information Technology Services eData Faculty Guide SPA Financial Portal eData Financial Reporting has many portals with reports associated with accounting information and transactions at the university There is group of reports specifically designed for sponsored programs account information called the SPA Financial Portal This portal is updated daily and will be helpful to view balances account totals the budget EASE Summary ICR Distribution and more Navigation How to get there Follow these steps to generate SPA Financial Reports 1 Log into Access Plus Click UBusiness then eData IOWA STATE UNIVERSITY e Data tr Home Public Folders My Folders Financial Report Portal 2 Click Financial Reporting on the blue f eere zs Financial Summary Object Summary home screen Click Here for SPA Financial Reports Enter your account number without dashes and click Select then Run a Alternatively search for an account or click an underlined blue link 5 You are now on the SPA Financial Report in the SPA Financial Po2. tj gt gt 74 lt L D L IOWA STATE UNIVERSITY KITETT Information Technology Services Understanding the eData Interface Job Aid Summary Reports rsm on etail Report baward D Awards Award Report investigator Org Unit Lend Org Une Search by Award Titles Program Sponsor Report Title or CFDA IDC DC Report pregame Graphs by Count Graphs by Dollars eData Map Sponsored Programs Reporting Portal npm Reports eData Reporting Portals IOWA STATE UNIVERSITY Information Technology Services Understanding the eData Interface Job Aid Report Filters eData Portals contain prompts that allow you to filter information The portals have different Report Filters each with drop down menus to create specific and detailed reports to meet your specific needs Here you can filter information by any or all of the following e Sub Fund Group e Fund Group e Org Unit e Org Department e Resource Unit e Account Report Details The middle section of the screen displays your selections from the Report Filters At the bottom half of the screen a report is displayed in table form To view all results be sure to use the Top Page up Page down and Bottom prompts if these appear at the bottom left hand corner of the screen Sub Fund Group All Sub Fund Groups Fund Grou m Fund Groups s Org Unit Resou
3. account 1s selected Shows the accounts that you have consolidated and allows you to sort the accounts 1n several ways WebFM Sponsored Programs Award Listing Other Report Types This table explains a second set of underlined blue links and drop down boxes found in the results section of the SPA Financial Portal The table lists these report types the legacy equivalent and a description of the expected data results Report Type Blue Links Description Expected Data Results Summarizes a selected account its attributes and related reporting codes Transaction Detail The detail for a single account s transactions including Tran Date Description Doc Type Sub Accounts etc WebFM Transaction Detail Transaction Download Download the transaction detail to Excel for the multiple accounts selected Encumbrance Detail Summarizes commitments of unpaid amounts for Payroll Purchase Orders Travel and Telecom for the single account selected WebFM Encumbrance Pre Encumbrance Detail Summarizes the manually created commitments of unpaid amounts created by the user for the single account selected WebFM Account Detail Departmental Commitments Budget Browse Shows each budget that has been entered for the selected account WebFM Award Bdgt Browse 14 IOWA STATE UNIVERSITY Information Technology Services eData Faculty Guide SPA Financial Portal ort Type Blue Li 1 ks De Its RMM ICR Distribution Shows the In
4. gain or illegal activities or unauthorized purposes Must not use e Data information for academic research purposes Will be appropriately disciplined for unacceptable use of e Data up to and including dismissal e Data User Confidentiality Agreement By clicking Continue and accessing e Data information I agree to the requirements above and agree to comply with the Information Technology Security Policy the Data Warehouse e Data Policy and all other applicable university policies such as ISU Student Records Confidentiality Information and federal state privacy laws pertaining to student medical and financial information Please click on the Continue button to open the e Data application in a new browser window Your AccessPlus session is still active in this window Please remember to logoff and close both browser windows when you are done Continue User name Password Domain IASTATE Remember my credentials IBM Cognos Viewer Home M Student This portal contains a variety of Official Census Day enrollment reports for each term M Employee This portal contains faculty and staff headcount and full time equivalent FTE reports for each month M Financial This portal contains a collection of financial reports based on KFS data as well as SPA financial reports based on KFS and KC data Data is updated nightly Financial reports begin with July 2013 FY14 data Information prior to July 2013 is availab
5. For a full description of the reports and expected data results please see Reporting Help Generating SPA Object Reports SPA Object Reports include e Trans by Reports To Level and Object e Trans by Unit Dept and Object Instructions Use the following steps to help you create a SPA Object Report 1 Log into AccessPlus and enter your Access e A R out Logout Employee uBusiness University ID and Password Business e Data QA had Enter keyword CA eE Delica a E a EGEE cyBUY SHOPPER KFS 2 C lick the uBu sin ess t ab Student Employment e Data users have access to confidential sensitive and or private information Prior to WebFM accessing e Data information all e Data users must read and accept the following e Data Confidentiality Statement e Data users Human Resources x 2 P Are obligated to keep e Data and password information confidential and secure bel e 3 A C lick eD ata then C 0 ntinue Link to HR Have an obligation to report security breaches loss of copies of e Data and unauthorized 9 access to confidential sensitive or private information General May only access share add or amend data required for university work related purposes within their assigned duties Must exercise care in viewing downloading e Data information Emergency Plan Must not use e Data information for personal use or monetary gain or illegal activities or Faculty Activity unauthorized purposes Must not use e Data inform
6. STATE UNIVERSITY e Data Report Portal from the blue Ci ame poemi eera T ee ea homepage a graphic display of five PESE boxes appear and contains seven Fiscal Year 2003 types of eData reports within the EE portals e Financial Summary Reports e Sub Account Reports e Object Reports e Labor Reports Glick Here For Financial Summary Reports e SPA Financial Reports e SPA Object Reports e Budget Reports These portals allow you to access and display information in different zamane See eee it Click Here For SPA Financial Reports V 1e W S Glick Here For SPA Object Reports IOWA STATE UNIVERSITY Information Technology Services Understanding the eData Interface Job Aid Selection Page Each portal contains a Selection OWA STATE Financial Summary Portal Page where you can select and search for data by accounts keywords fund groups sub fund select groups resource units org units or n Keywords org departments panam a meanen paa n mt some nanena Options AG amp BIOSYSTEMS ENGINEERING Results z AG 450 FARM AG COMMUNICATIONS AG EDUCATION amp STUDIES AGRICULTURE CAREER SERVICES AGRONOMY AIR FORCE AEROSPACE STUDIES AIRWORTHINESS ASSURANCE CTR FOR EXCELLNC ALUMNI SERVICE Select all Deselect all Select all Deselect all AMES INTERMODAL FACILITY AMES LABORATORY ANIMAL SCIENCE Select by Sub Fund Group Select by Resour
7. ation for academic research purposes Training KFS Will be appropriately disciplined for unacceptable use of e Data up to and including dismissal e Reports Data Warehouse e Data e Data User Confidentiality Agreement e Data QA By clicking Continue and accessing e Data information I agree to the requirements above and agree to comply with the Information Technology Security Policy the Data Warehouse e Data Policy and all other applicable university policies such as ISU Student Records Confidentiality Information and federal state privacy laws pertaining to student medical and financial information Please click on the Continue button to open the e Data application in a new browser window Your AccessPlus session is still active in this window Please remember to logoff and close both browser windows when you are done Continue 4 Click Financial on the blue IOWA _ IBM Cognos Viewer Home homepage to enter the Financial Report Portal PERE July 19 2013 Full This portal contains a variety of Official Census Day enrollment reports for each term refresh of KFS KC data is scheduled for this evening The system will be intermittently available during this time i M Financial e This portal contains a collection of financial reports based on KFS data as well as SPA financial reports based on KFS and KC data Data is July 18 20 n updated nightly Financial reports begin with July 2013 FY14 data Information p
8. ce Unit Select RUName Nbr Nbr RU ADMINISTRATIVE SUPPORT 160 ADMINISTRATION PROGRAMS AG EXPERIMENT STATION AMES LABORATORY COLLEGE OF AGRICULTURE amp SELF SUPPORTING GEN UNIV OTHER F LEE Skei Es SPONSORED FUNDING GEN UNIV PERSONNEL COLLEGE OF BUSINESS SE GEN UNIV BLDG REPAIR RU ENGINEERING eee ae eee COLLEGE OF ENGINEERING GEN UNIV CAPITAL PROJ RU EXEC VICE PRESIDENT AND PROVOST FEDERAL APPROPRIATIONS RU AG EXPERIMENT STATION RU AGRICULTURE amp LIFE AUXILIARY i MI CVTENCTAM Portal and Report Titles Each screen has a Portal Title gt displayed at the top in bold IOWA STALE Financial Summary Reports UNIVERSIT YW Account List by Role Directly underneath the Portal Title a you will find the Report Title These Financial Sum titles correspond to the menu or Object Summyfy by Consolidation Report List on the top left side of the T Object Surfary by Level Sub Fund screen By clicking one of the radio Object mmay Dy Ougeck All Sub buttons on the Report List you can Amn aa nid RRC CON select and generate that report 2 z A ue GEN UN Account List by Role The maps below illustrate each portal T Labor and Object Consolidation Summary and corresponding report available in eData Year Calendar Type 2012 Fiscal gt jun gt Understanding the eData Interface Job Aid N 2 gt ta eb 7 ez Q d G E e 3 i
9. direct Cost Recovery ICR distribution in percentage WebFM RMM IDC Distributn EASE Summary A link to the current Employee Activity Summary of Effort EASE report in WebFM WebFM EASE Summary Sub Account Summary Shows a summary for all sub accounts tied to the selected account For a full description of the SPA Financial Portal please go to Report Help SPA Financial Portal 15 IOWA STATE UNIVERSITY Information Technology Services eData Faculty Guide Budget Browse Purpose In this document you will find information about the following topics e How to View the Budget Browse Link e Create Correct or Resubmit a Budget e Budget Template Information SPA eta See How to View the Budget Browse Link To view the budget browse link follow these te lee amma l l 3 166 113 98 instructions 6 218 165 43 1 Navigate to AccessPlus in your web 29 849 940 72 browser and enter your University ID 20 067 903 14 and password 23 298 413 48 2 Click on uBusiness then eData then 20 686 330 14 Continue 25 623 752 97 l l 2 306 902 50 3 Financial Reporting on the blue 227 987 784 67 omepage Click Here For SPA Financial Reports 4 Click Here for SPA Financial Reports TRENTE AE under the SPA Summary graph 5 Enter an Account Number and then click the green Select button 6 Click the Run button which appears after you click Transaction Detail PEEL Encumbrance Detail 7 Click Budget Browse on the right side
10. e and agree to comply with the Information Technology Security Policy the Warehouse e Data Policy and all other applicable university policies such as Student Records Confidentiality Information and federal state privacy laws pertaining to student medical and financial information IT Services Help IOWA STATE UNIVERSITY Information Technology Services How to Log In and Out of eData Job Aid How to Log Out of eData Tabs in AccessPlus will remain open while you work in eData When you are done working on reports follow the numbered steps to safely log out of the eData and AccessPlus 1 Close all open eData tabs 2 Click Log off in the red area on the top right of the eData screens 3 Logout of AccessPlus 4 Close the tab and browser IOWA STATE UNIVERSITY Information Technology Services Understanding the eData Interface Job Aid Purpose The purpose of this job aid is to help you understand the eData Interface This job aid will provide an overview of tools and visual cues for navigating the eData screens In this job aid you will learn about eData Reporting Portal Descriptions Graphic Summary Screen Selection Page Portal and Report Titles Map Financial Reporting Portal Map Sponsored Programs Reporting Portal Report Filters Report Details Other Portal Links and Report Options Export Options eData Reporting Portal Descriptions When you first click Continue to open eData from Acce
11. eData Faculty User Manual lt T REV 13 09 20 IOWA STATE UNIVERSITY Information Technology Services eData Faculty User Manual Table of Contents Faculty Fact Sheet WebFM to eData Crosswalk 0 cc cece ecce cence cece eee e eee nceeceeeeeneennenenoes l How to Eog Na an Oui or Dal essere rE aE ausdoasaseesseeecoenaandesenes 3 Understanding the eData Interface 00 ccc ccc cece E EEE EEE EEE EEE EE Ee 6 eData Faculty Guide SPA Financial Portal 0 e eee e eee e ene e ee eee eee eee ee ends 13 eData Faculty Guide Budget BrowSe ccc cecee eee nen n eee ee enn n EDEL DEES Eee EE een EEE EEE EEE 16 Generating SPA Object Reports Quick Reference Guide ccc cece cece cence ene eee eee enneeeen ne ens 18 eData Faculty Guide Proposal Searches by Program or Title cc cece ccc ccc eeeee ee eeese eee eesee endl eData Faculty Guide Proposal Reports by Investigator cece cece cence eee e eee e ects ee enteen ness De eData Faculty Guide Award Reports by Investigator ccc cece ccc cece cece cnet snes eeeeeesnseeteennsesDAt IOWA STATE UNIVERSITY Information Technology Services Faculty Fact Sheet WebFM to eData Crosswalk This table shows the Sponsored Programs Financial menu items in WebFM and their eData equivalent Now WebFM New eData Reporting How to Navigate Sponsored Programs Financial Report Sponsored Programs Financial Report Accou
12. ear The role of the investigator is included in the report The underlined blue account numbers link to the SPA Financial Report For a full description of the Proposals By Investigator Portal please go to Report Help Award Reports by Investigator 25
13. ere For SPA Financial Reports Glick Here For SPA Object Reports Budget Summary Gsuasc gM cUOTHG curer GH currc REVENE IOWA STATE SPA Object Portal UNIVERSITY __ Selection Page INTRAMURAL INCOME INVESTMENT INCOME INDIRECT COSTS RECOVERY MISC OTHER INCOME GRANTS amp CONTRACTS GIFTS TIN GENERAL AG EXPERIMENT STATION AMI RATORY COLLEGE OF AGRICULTURE amp LIFE SCIENCES COLLEGE IN COLLEGE OF DESIGN COLLEGE OF ENGINEERING COLLEGE OF HUMAN SCIENCES COLLEGE OF LIBERAL ARTS amp SCIENCES COLLEGE OF VETERINARY MEDICINE FACILITIES PLANNING amp GRC GFT GENL TIN DEBT MANAGEMENT DEBT 19 ENGINEERING AG EDUCATION amp STUDIES AGRONOMY AIRWORTHINESS ASSURANCE CTR FOR EXCELLNC AMES LABORATORY ANIMAL SCIENCE ANTHROPOLOGY BURDENABLE SUB ROLLUP MI Ni P DOMESTIC TRAVEL ROLLUP EQUIPMENT ROLLUP FOREIGN TRAVEL ROLLUP HON SERVICES ROLLUP HOURLY ROLLUP INDIRECT COST ROLLUP LAB RESEARCH SUPPLIES ROLLUP NONBURDENABLE SUB ROLLUP OTHER DIRECT EXP ROLLUP CAPITAL APPROPRIATIONS OTHER TUITION DEFERRED BILLING FEE SPECIAL COURSE FEE OTHER FEES DELIVERY FEE STUDY ABROAD PROGRAM FEE MISC SALES amp SERVICES SALE OF CAPITAL ASSETS ROYALTY INCOME INDIRECT COST MI ER I E IOWA STATE UNIVERSITY Information Technology Services Quick Reference Guide Generating SPA Object Reports 7 Select one Report Title from the Report List in the top left corner o
14. f the screen IVERSITY 8 Select one or more Report Filters from the dropdown menus Year Calendar Trans by Reports To Level and Object Trans by Unit Dept and Object IOWA STATE SPA Object Reports Trans by Reports To Level and Object Level All Level Codes Re to Object All Reports To Codes z Period 2012 Fiscal Month Periodic 9 Click the yellow Run button to produce a report 10 Click one of the other underlined blue links to view detailed information or link to other portals f f 9 Resource Unit f AJI Account All Transaction Download 20 All Org Departments SPA Object Portal Financial Summary Portal Labor Portal Sponsored Programs Portal Browse Lists Custom Reports He IOWA STATE UNIVERSITY Information Technology Services eData Faculty Guide Proposal Searches by Program or Title Through eData Investigators are able to search existing proposal or program titles to enable collaborative research on campus with other investigators and departments colleges as well as partner institutions Follow these steps to search proposals by program or title 1 Log into Access Plus Click UBusiness then eData 2 Click Sponsored Programs Reporting on the blue home screen 3 Click Here for Activity Detail Reports 4 Click Here to Search for Proposals by Title or Program 5 Change the Search In selection 6 Enter your search criteria and clic
15. gator Investigator TIP For more detailed information go to Quick Reference Guide Generating Award Reports by Investigator All Awards Description This report generates a list of awards by investigator including award amounts indirect and direct costs and counts Current Awards Description A report to view current awards for the selected investigator sorted by award number assigned by Kuali Coeus The report provides details such as the award count direct and indirect cost summary and award total 24 IOWA STATE UNIVERSITY Information Technology Services eData Faculty Guide Award Reports by Investigator Investigator Contribution Description This report shows the awarded investigator contribution and amount or select Show All Investigators to view all investigators on the award Summary by Fiscal Year Description A report viewing a summary of indirect and direct cost and total award amount by fiscal year The role of the investigator is included in the report Note For this report Incremental Award Count is the number of actions that can be attributed to a particular investigator in a specific fiscal year for a specific role PI or COI Awards can have multiple actions during their life span including additional monies extensions of time or reductions of funding Acct Mngmnt Summary Description This report shows a summary of indirect direct and total award amount by fiscal y
16. ha i PEERS obeert ood pytt b Sophy mAh the infeeraien Tcro iiy Ploy the erences Date Posy ard ad othar soeacasaurovarsy pokes ech a8 Sher Racor Confers rekperrepticeri aad Searels privacy Lined E SLU repeal IOWA STATE UNIVERSITY Information Technology Services Understanding the eData Interface Job Aid eData is made up of reporting portals that allow you to access information based on your selection The five main portals include the Portal Titles Student This portal contains a variety of Official Census Day enrollment reports for each term Employee This portal contains faculty and staff headcount and full time equivalent FTE reports for each month Financial This portal contains a collection of financial reports based on KFS data as well as SPA financial reports based on KFS and KC data Data is updated nightly Financial reports begin with July 2013 FY 14 data Information prior to July 2013 is available in the legacy systems Sponsored Programs This portal contains reports Proposals and Awards in KC as well as a link to SPA financial reports Data is updated nightly Proposal amp Award information begins with July 2010 FY11 data Proposal amp Award data prior to July 2010 1s still available using InfoMaker Resource Management Model RMM This portal contains a collection of reports designed specifically to assist RMM managers and decision makers Graphic Summary Screen Once you select the Financial OWA
17. ick Select Run Select the underlined blue link report titled Account Overview Sponsored Programs Award Detail Terms amp Terms amp Conditions Conditions IOWA STATE UNIVERSITY Information Technology Services How to Log In and Out of eData Job Aid Purpose The purpose of this job aid is to help you log in and out of eData In this aid you will find information regarding e Supported Browsers for eData e How to Log In to eData e How to Log Out of eData Supported Browsers for eData Use one of the following browsers to log into eData e Internet Explorer 9 or up e Firefox 12 e Safari 6 or up optional for Macs How to Log In to eData Follow the numbered steps to get to the eData screen 1 Open Internet Explorer or Firefox 4 2 Navi gate to About Demo FAQ Contact www accessplus iastate edu es University ID Login Method 3 Enter your University ID and Password Password to log into AccessPlus 4 Click on the uwBusiness tab on the far right of Student Employee this screen H Add Favorite e Contact I Print Help a EE IOWA STATE UNIVERSITY Information Technology Services How to Log In and Out of eData Job Aid 5 Click eData under the Data Warehouse menu item on the left 6 Click Continue 6a If you receive this prompt enter your ISU Email Address and Password then click OK to enter the eData Reporting Portals screen 7 Click the a
18. k Search TIP If only a few results were returned click Options to further define your Search 7 Highlight your result and click Insert IOWA STATE Sponsored Programs Activity Detail Proposals Title Search UNIVERSITY Search in Proposal Title Keywords Type one or more keywords separated by spaces Search Options Results Insert 4 Remove 8 Click the green Select button when your selections are in the choice list 9 Click the yellow Run button this will only appear after clicking Select You can now generate reports based on your selection If you would like to generate reports on data other than your selection return to the Activity Detail Proposal Portal Selection Page by closing your current tab 21 IOWA STATE UNIVERSITY Information Technology Services eData Faculty Guide Proposal Reports by Investigator eData Sponsored Programs Reporting has many portals with information associated with proposals that were submitted through the GoldSheet and awards The Proposal Reports by Investigator portal is updated daily to find to any proposal information submitted through the Goldsheet after July 1 2010 pending proposals proposed investigator contribution and summary of proposal activity for the fiscal year Navigation How to get there Follow these steps to generate Proposal Reports by Investigator Reports 1 Log into Access Plus Click UBusiness the
19. le in the legacy systems M Sponsored Programs This portal contains reports for Proposals and Awards in KC as well as a link to SPA financial reports Data is updated nightly Proposal amp Award information begins with July 2010 FY11 data Proposal amp Award data prior to July 2010 is still available using InfoMaker M Resource Management Model RMM This portal contains a collection of reports designed specifically to assist RMM managers and decision makers e Data Confidentiality Statement e Data users have access to confidential sensitive and or private information Prior to accessing e Data information all e Data users must read and accept the following e Data users e Are obligated to keep e Data and password information confidential and secure e Have an obligation to report security breaches loss of copies of e Data and unauthorized access to confidential sensitive or private information May only access share add or amend data required for university work related purposes within their assigned duties Must exercise care in viewing downloading e Data information Must not use e Data information for personal use or monetary gain or illegal activities or unauthorized purposes Must not use e Data information for academic research purposes Will be appropriately disciplined for unacceptable use of e Data up to and including dismissal e Data Confidentiality Agreement By accessing e Data information I agree to the requirements abov
20. lick Here for SPA Financial Reports Enter your Account number Click Select Run View the report header or click Account Overview After logging into eData 1 Click Financial Reporting 2 Click Here for SPA Object Reports 3 Click Indirect Cost 0631 under the Object heading No equivalent this report will remain in WebFM A link to this report is available in eData 1 Click Financial Reporting 2 Click Here for SPA Financial Reports 3 Enter your Account number Click IOWA STATE UNIVERSITY Information Technology Services Faculty Fact Sheet WebFM to eData Crosswalk Now WebFM New eData Reporting How to Navigate Select Run 4 Select the underlined blue link report titled EASE Summary After logging into eData 1 Click Financial Reporting Sponsored Programs Sponsored Bromame Panel 2 Click Here for SPA Financial Reports Indirect Cost Detail Reports SPA Financial Report 3 Enter your Account number Click Select Run View the report header for indirect cost detail on the SPA Financial Report After logging into eData Click Financial Reporting Sponsored Programs Click Here for SPA Financial Reports RMM IDC Distributn RMM IDC Distribution Enter your Account number Click Select Run RMM IDC Summary Select the underlined blue link report titled RMM ICR Distribution Link After logging into eData Click Financial Reporting Click Here for SPA Financial Reports Enter your Account number Cl
21. n eData ey A SEE A E 2 Click Sponsored Programs Reporting on the blue AeA eere home screen Funded 9 436 000 Pending 7 11 820 427 3 Choose an Investigator s name from the drop down Rejected 1 20 000 Funded 7 532 998 menu under the heading Investigator Detail Pending 1 473 218 99 Rejected 3 1 588 424 Reports 28 14 871 067 4 Click Here for Investigator Detail Reports after the page refreshes 5 Select Here for Proposal Reports by Investigator ci a i a Click Here for Proposal Reports by Investigator TIP For more detailed information go to Quick Reference Guide Generating Proposal Reports by Investigator All Proposals Description This report generates a list of proposals by investigator including administrative information proposal title number status start and end dates Investigator s role etc and proposed financial information proposal amounts counts direct and indirect cost Pending Proposals Description A report to view proposals that are pending approval Note To update this information please speak to OSPA http ospa iastate edu Investigator Contribution Description This report shows the proposed investigator contribution and amount or select Show All Investigators to view all proposed investigators on the proposal 22 IOWA STATE UNIVERSITY Information Technology Services eData Faculty Guide Proposal Reports by Investigator Summar
22. nt Totals Sponsored Programs Award Bdgt Browse Award Budgets Sponsored Programs Award Listing Sponsored Programs Award Summary Sponsored Programs Class Tot by Bdgt Cd Sponsored Programs EASE Summary Sponsored Programs Financial Reports SPA Financial Report Sponsored Programs Financial Reports SPA Financial Report Award Budget Browse Sponsored Programs Financial Reports Account Listing Sponsored Programs Financial Reports Account Overview SPA Object Reports Trans by Reports To Level and Object Sponsored Programs Financial Reports EASE Summary After logging into eData 1 Click Financial Reporting 2 Click Here for SPA Financial Reports 3 Enter your Account number Click Select Run You are viewing the SPA Financial Report After logging into eData Click Financial Reporting Click Here for SPA Financial Reports Enter your Account number Click Select Run Select different reports such as Account Totals Since Inception or Account Totals by Month After logging into eData Click Financial Reporting Click Here for SPA Financial Reports Enter your Account number Click Select Run Click the underlined blue link titled Budget Browse After logging into eData Click Financial Reporting Click Here for SPA Financial Reports Enter your Account number Click Select Run Select the underlined blue link report titled Account Listing After logging into eData Click Financial Reporting C
23. of the screen Pre Encumb Detai 8 Select a date budget on the Award Budget Browse Budget Browse screen to view the budget broken down by category RMM ICR Distribution EASE Summary Create Correct or Resubmit a Budget If you need to create correct or resubmit a budget use the Budget Templates provided by OSPA here http www ospa iastate edu forms budget 16 IOWA STATE UNIVERSITY Information Technology Services eData Faculty Guide Budget Browse Budget Template Information The budget information is collected from the OSPA budget templates located at http www ospa iastate edu forms budget The Browse Budget format can be found on the last worksheet of the budget templates on a locked tab titled BA Upload These fields are automatically pulled from the Summary and Tuition worksheets There are a few exceptions noted below BA Upload Line Data Fields C21 on BA Upload Printing Copying Category Populates from Publication Cost line on Summary Sheet C19 Telecom Charges Not Auto Populated Instead Change C89 to read Telecom Charges and contact our SPA Accountant Postage Not Auto Populated Instead Change C90 re to read Postage and contact your SPA Accountant 17 IOWA STATE UNIVERSITY Information Technology Services Quick Reference Guide Generating SPA Object Reports Purpose The purpose of this guide is to assist you in generating SPA Object Reports in eData
24. ppropriate Reporting Portal to begin viewing reports in eData Portals written in blue include e Student e Employee e Financial e Sponsored Programs e Resource Management Model Note For training purposes we will be using the Financial and Sponsored Programs portals only IOWA LCESS About Logout Business cyBUY SHOPPER KFS Student Employment WebFM Human Resources Link to HR General e Reports Emergency Plan Faculty Activity Training KFS Data Warehouse e Data e Data QA July 19 2013 Full refresh of KFS KC data is scheduled for this evening The system will be intermittently available during this time July 18 2013 No new data in e Data to allow for loads of Object Codes in KFS ha Enter keyword CA e Data Confiden ity Statement e Data users have access to confidential sensitive and or private information Prior to accessing e Data information all e Data users must read and accept the following e Data users Are obligated to keep e Data and password information confidential and secure Have an obligation to report security breaches loss of copies of e Data and unauthorized access to confidential sensitive or private information May only access share add or amend data required for university work related purposes within their assigned duties Must exercise care in viewing downloading e Data information Must not use e Data information for personal use or monetary
25. rce Unit Al Org Units Al Resource Units Org Department Account fm Org Departments al Accounts Consolidated Accounts Org Unit Resource Unit COLLEGE OF All Org Department b Fund Group All All Fiscal 2012 YTD thru Period 12 Account Sub Account Name Name 2010002 AN SCI 473 932 24 245 442 85 ABATTOIR FUND Yearly Forward YTD Balance i 2010003 MEAT SCI 1 143 001 30 17 136 98 LAB AN SCI 2010026 AG 450 FARM 112 585 54 453 914 81 Sek Top Page up Page down Bottom 11 IOWA STATE UNIVERSITY Information Technology Services Understanding the eData Interface Job Aid Other Portal Links and Report Options Other report options are also available in most of the portals These options appear as blue links and lead to e Other Portals e Transaction Detail e Browse Lists e Account Overview e Custom Reports e Encumbrance Detail e Help e Pre Encumbrance Detail When you click a link to another Portal information from the filters you already SPA Financial Portal selected will be carried over Object Portal Browse Lists allows you to choose a report from a drop down list of specific Sub Acct Portal ac Budget Portal Labor Portal Browse Lists Export Options eData provides two download options on most reports EXCEL or PDF These options have specific advantages based on your business purpose The table below lists the term and offers a description and visual cue for each option
26. rior to July 2013 is available in the legacy systems A Employee This portal contains faculty and staff headcount and full time equivalent FTE reports for each month th Sponsored Programs This portal contains reports for Proposals and Awards in KC as well as a link to SPA financial reports Data is updated nightly Proposal amp Award information begins with July 2010 FY11 data Proposal amp Award data prior to July 2010 is still available using InfoMaker A Resource Management Model RMM This portal contains a collection of reports designed specifically to assist RMM managers and decision makers e Data Confidentiality Statement e Data users have access to confidential sensitive and or private information Prior to accessing e Data information all e Data users must read and accept the following e Data users e Are obligated to keep e Data and password information confidential and secure Have an obligation to report security breaches loss of copies of e Data and unauthorized access to confidential sensitive or private information May only access share add or amend data required for university work related purposes within their assigned duties Must exercise care in viewing downloading e Data information Must not use e Data information for personal use or monetary gain or illegal activities or unauthorized purposes Must not use e Data information for academic research purposes will be appropriately disciplined for unacceptable
27. rtal TIP For more detailed information go to the Quick Reference Guide Generating SPA Financial Reports SPA Financial Report Description View reports with information about Sponsored Programs accounts inception to date expenses and balances in each budget category Especially useful if an award has re budget requirements WebFM Sponsored Programs Financial Report Account Totals Since Inception Report Description Shows inception to date expenses in each budget category as well as cumulative total revenue or expenses based on selected dates WebFM Sponsored Programs Account Totals Monthly Incept Date 13 IOWA STATE UNIVERSITY Information Technology Services eData Faculty Guide SPA Financial Portal Account Totals by Month Report Description Shows monthly totals in each budget category as well as monthly total expenses or monthly total revenue A zero 0 in the field means total transactions net to 0 A blank field means that there are no transactions for that budget category WebFM Sponsored Programs Account Totals Monthly Periodic Cash Recap Report Description Represents the bottom line of the report Shows the totals from inception to current date for expenses and receipts the current cash balance and the percentage of funding spent Offers an overview of accounts at a glance Account Listing Report Description Available when more than one
28. ssPlus you will see the blue homepage a duly ii it Pa kawa IEM Coyos Vaw Hok Student This portal cortege of id Secs Coy rimer reporia for mach tere i cm ployed The portal pomis na kuy acd eet hadont and Full bres equevaient FTO reports for mach manii t Financial This portal pormisia a B coatin of fn sipah Frp neers on KFS and KC dete Daia in spei Prei DPA Financial hep mh ha Lay 2017 Prd dual stn peor ieee S13 E miui in bee Lege sponsored ee eee eee ee cg ede ce tro eg cae Data is u painin a Fru nel ard indormation begini with Juy BOLO PL daa be duly POLO m we avediabie i Aeioure Management Model RMP Tha porta onlara a oMieclion of reports degre apeciicely io mant AHM managers and decieen maker Data ee Pet L Puree OoREE aiaeei feces edfor pirat Information Prio to acomeing Oats information ol aa ubani sunt rand and pomapt tha fallemingn Date were a Am chine ic beg Duis ed geod infenucon confidential and ecu Haws aa ga pi ddil beii Neal Pei biii jf Caper ol e Card eee ed dels he papa deere ie rete oer a By ashy Ace where kij or areed cabs required for unbeeriby eorkeleed purgcess within Ter eeigred dabaa Barit fies Chii b3 weer eta aa te ere s Whit Dif id Ola kirn Mer iriti Lak er metei pi or Biel ede or eerie arret e Bust pot oe Oe biomaten for cadence ENC pape A eb LN Gamba Poet ede ri cl EM aD el habag Creal e Data ity Agreement By iiig p kytt ba
29. use of e Data up to and including dismissal e Data Confidentiality Agreement By accessing e Data information I agree to the requirements above and agree to comply with the Information Technology Security Policy the Warehouse e Data Policy and all other applicable university policies such as Student Records Confidentiality Information and federal state privacy laws pertaining to student medical and financial information IT Services Help 18 IOWA STATE UNIVERSITY Information Technology Services Quick Reference Guide Generating SPA Object Reports 5 Click Here for SPA Object Reports on the SPA Summary graph IOWA STATE UNIVERSITY e Data Gi Home Public Folders My Folders Employee Portal Financial Portal Financial Report Portal Fiscal Year 2013 Financial Summary Object Summary REVENUE GB EXPENSES 6 Click one of the underlined blue links in the boxes Select by Org Unit Org Department Level Report To Object or Object on the Selection Page to enter the SPA Object Reports page Revenue Glick Here For Financial Summary Reports Click Here For Sub Account Reports Expenses Click Here For Object Reports Labor Summary x GSALARIES WAGES QB BENEFITS Merit Other 69 941 155 84 2 545 746 02 4 607 387 31 28 766 506 59 14 821 852 37 16 890 271 40 16 106 397 63 18 181 342 38 2 072 439 62 173 933 099 16 Click Here For Labor Reports Click H
30. y by Fiscal Year Description This report shows a summary of indirect direct and total proposal amount by fiscal year The role of the investigator is included in the report For a full description of the Proposals By Investigator Portal please go to Report Help Proposal Reports by Investigator 23 IOWA STATE UNIVERSITY Information Technology Services eData Faculty Guide Award Reports by Investigator eData Sponsored Programs Reporting has many portals with information associated with awards as well as proposals that were submitted through the GoldSheet process The Award Reports by Investigator portal is updated daily and will be helpful to any sponsored program awarded after July 1 2010 current awards investigator contribution a summary of award activity for the fiscal year and a list of all accounts associated with that investigator Navigation How to get there Follow these steps to generate Award Reports by Investigator Reports 1 Log into Access Plus Click UBusiness then Awards by Investigator eData 2 Click Sponsored Programs Reporting on the Role Award Status Award Count Award Amount PI Active 4 blue home screen COI Active 2 3 Choose an Investigator s name from the drop Total 6 down menu under the heading Investigator Detail Reports 4 Click Here for Investigator Detail Reports after the page refreshes 5 Select Here for Award Reports by Click Here for Award Reports by Investi
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