UIC College of UIC College of MedicineMedicine

What Schools and Colleges What Schools and Colleges are Doing to Develop are Doing to Develop

Effective Management Effective Management Reports Reports

Need for Management Reporting Need for Management Reporting in the Wake of the Banner in the Wake of the Banner

ImplementationImplementation

► Financial reportsFinancial reports Detail transactionsDetail transactions Available balancesAvailable balances AccountingAccounting

► Income statements (period)Income statements (period)► Balance Sheets (snapshot)Balance Sheets (snapshot)

► HRHR Appointments (snapshot)Appointments (snapshot) Payroll (period)Payroll (period)

► Student SystemsStudent Systems

EDWEDW

► What a great idea!What a great idea! Finally an INTEGRATED data management and Finally an INTEGRATED data management and

reporting systemreporting system True relational databaseTrue relational database

► But…But… Lack of coordination of business rules with Lack of coordination of business rules with

technical implementationtechnical implementation e-Fashione-Fashion

► So…So… Attempt to define business rules and reporting Attempt to define business rules and reporting

needs within available dataneeds within available data

Financial Reporting – Fund Financial Reporting – Fund TypesTypes

►State funds (ledger 1)State funds (ledger 1)► Institutional Funds/ICR (ledger 2)Institutional Funds/ICR (ledger 2)►Self-supporting/Revolving (ledger 3)Self-supporting/Revolving (ledger 3)►Grants (ledger 4 & 5)Grants (ledger 4 & 5)►MSP & Gifts/Endowments (ledger 6)MSP & Gifts/Endowments (ledger 6)

The Other Parts of the The Other Parts of the “FOAP”“FOAP”

► Org – who is spending/making the moneyOrg – who is spending/making the money ORG_CD_HISTORG_CD_HIST If transaction recorded under your org, it’s yoursIf transaction recorded under your org, it’s yours

► Account – what type of transaction is it?Account – what type of transaction is it? ACCT_CD_HISTACCT_CD_HIST

► ProgramProgram Uniquely identify state and inst./icr fundsUniquely identify state and inst./icr funds Used to embed NACUBO function on grantsUsed to embed NACUBO function on grants

► Inconsistencies create rougenessInconsistencies create rougeness

Fund ManagementFund Management

► Fund Accounting (Budget Balance Available)Fund Accounting (Budget Balance Available) State appropriation (use it or lose it)State appropriation (use it or lose it) ICR Funds (budget entries)ICR Funds (budget entries) Ledger 1 and 2Ledger 1 and 2

► Cost Recovery (ITD Balances)Cost Recovery (ITD Balances) Grant fundsGrant funds Ledger 4 and 5Ledger 4 and 5

► Profit and Loss (Fund Balances)Profit and Loss (Fund Balances) MSP (maximize revenue, minimize expenses)MSP (maximize revenue, minimize expenses) Gifts/EndowmentsGifts/Endowments Revolving funds (“breakeven”)Revolving funds (“breakeven”) Ledger 3 and 6Ledger 3 and 6

BYODbBYODb

EDW

(Oracle) COM

(SQL)

COM - AD

► MS AccessMS Access Ad hoc queriesAd hoc queries Formatted reportsFormatted reports

► MS ExcelMS Excel Manipulate dataManipulate data Charts and Charts and

graphsgraphs

► IntranetIntranet Anywhere accessAnywhere access User-friendly User-friendly

interfaceinterface

FGIBDSR (ledger 1, 2)FGIBDSR (ledger 1, 2)

FZIGITD (ledger 4, 5)FZIGITD (ledger 4, 5)

FGITBSR (ledger 3, 6)FGITBSR (ledger 3, 6)

ALL Financial and HR data ALL Financial and HR data available in relatively few derived available in relatively few derived

tablestables

Underlying QueriesUnderlying Queries

Financial Reports DemoFinancial Reports Demo

►Excel SpreadsheetsExcel Spreadsheets Export from AccessExport from Access SubtotalsSubtotals

►Ad hoc Access QueriesAd hoc Access Queries

HR Reports DemoHR Reports Demo

►Formatted Positions ListingFormatted Positions Listing►Ad hoc queriesAd hoc queries

College of Medicine College of Medicine Student Services Student Services Warehouse UseWarehouse Use

► Medical StudentsMedical Students UINUIN Admissions verificationAdmissions verification Program CodeProgram Code Mailing Address ChangesMailing Address Changes Phone number ChangesPhone number Changes Registration StatusRegistration Status

► GPPA Students GPPA Students Application Data CaptureApplication Data Capture

► GEMS StudentsGEMS Students Application Data CaptureApplication Data Capture DemographicsDemographics

AMCAS

COMOracle

Medical School Applicant

Banner

GEMS Applicant

EDW

UIC Medical Student(Contact information changes)

Applicant Data

Applicant Data

Faculty and Staff

GPPA Applicant