Financial Dashboard Quick Reference

Financial Dashboard Quick Reference

Overview 

  1. Tied to FIS information.
  2. Most charts/graphs/tables allow you to click to look at the transactions that make up the various chart/graph/table. 
  3. Expenditures and Revenues are based on the PDE Chart of Accounts function classes.
  4. Updates nightly (Day Old data, but can be refreshed by clicking the arrows in the left panel). 
  5. Current Year Cash amount formula
    1. Beginning Cash Balance + Receipts – Expenses = CYT Cash
    2. Beginning Cash Balance comes from Begin Balance journals with a function of 0100 to 0119

Left Panel and Descriptions of Areas 

The left panel is the main navigation. You can also add custom menus and give access to specific staff. 
Dashboard – Gives you an overview of your:
    1. Cash position for All Bank Accounts, GF, and Top 10 Funds
    2. MOE - Maintenance of Effort – gives a comparison of amounts used this year and last year and breaks that down by percent or dollar amounts. 
      1. Federal money based on the IDEA-B funds
        1. https://www.education.pa.gov/K-12/Special%20Education/FundingGrants/Pages/IDEA-Part-B-Section-611.aspx
    3. Cash amounts by day for YTD Rev and YTD Expense in a pie chart format
    4. Monthly Revenue compared with prior years.
    5. Salary comparisons for prior year.
    6. Right most panel are widgets (ex. PLIGIT and PSDLAF investments).
Total Revenue for GF – gives you a more detailed look than the main dashboard screen.
    1. YTD revenues with comparisons for: 
      1. Last year
      2. Also Forecasted
    2. Breaks things out by Functions.
Total Expense for GF – gives you a more detailed look than the main dashboard screen. 
    1. YTD expenses with comparisons for: 
    2. Last year
    3. Breaks things out by Objects.
Report Writer
  1. Allows you to build a custom report based off of the Account Code Dimensions.
Five-Year Forecast
  1. Allows you to enter data so you can simulate up to 5 years of expenditure and revenue amounts. 
    1. Revenues is by Function 
    2. Expenditures is by Object
  2. Gives you the ability to:
    1. Create multiple simulations.
    2. Export to XLS
General Fund Report
  1. Generates a PDF version for: 
    1. Revenues with Budgeted Amounts
    2. Expenditures with Budgeted Amounts
    3. Compares current year with last year and increase/decrease as well as percent changes from current to prior year. 
    4. Summary of Cash Flow with comparison of prior year to current year. 
Project Cash Report 
  1. Report with filters to show your cash results based on dimension filters. NOT Yet working in PA. 
Data Dive 
  1. Think of Transaction Inquiry in FIS. 
  2. Houses all of the transactions tied to the dashboard in detailed and summary formats. 
  3. More of a research tool. 
Administration
  1. Create custom menu options
  2. Give staff access
  3. Widget configuration
  4. Set up notifications (located on left panel of dashboard)
  5. Set up customized reports to be emailed out to staff. Set these up by filters on dimensions.

Verify Data from FIS Reports

Beginning Cash
• Beginning Cash total comes from your 0100 to 0119 Functions that are flagged as Beginning Balance Journals in FIS. 
• Generate the Gen Ledger > Reports – Gen Ledger > Balance Sheet report
o Select a Fund 
o Enter 7/1/20XX as the Cutoff Date
o Select the Beginning Balance Only checkbox
Expenditures/Encumbrances 
• Generate the Gen Ledger > Reports – Misc > Flex Reports > 01-YTD: Expenditures and Revenue report. (Note that you can also generate the 04-Expenditures report). 
• Set up your groups and sorting area (ex. Full Fund, Full Function, Full Object with subtotals for each).
InfoSet up a query for specific funds to narrow down the report.
  1. Enter 7/1/20XX to yesterday’s date (remember the Financial Dashboard data is typically a day old) in the Transaction Start/End Date fields.  
  2. Select the Include Encumbrances checkbox option. 
  3. Look at the end of the report or Fund Section and you’ll see Total Lines for Total Expenditures, Total Other Expenditures (add these up to get the Total Expenditures). 
  4. Look at the end of the report or Fund Section and you’ll see a column for the Outstanding Encumbrances. 
Info
The total revenue lines probably won’t match with what is in the dashboard if you use the FIS > Accounts Receiving > Billing module. This is because FIS does not encumber revenue. 

NotesIf you use ARs with an expenditure account code, you might see mismatched totals. You’ll want to generate the Gen Ledger > Reports – Misc > Condensed Transaction report instead to verify your expenditure totals. 

Revenues
• Generate the Gen Ledger > Reports – Misc > Condensed Transactions report. 
o Select your Fund
o Enter yesterday’s date as the Cut-off Date. Remember the Financial Dashboard is day old data. 
o Select Revenue from the Include on Report drop-down. 
o Look at the end of the report or Fund Class Totals section and you’ll see total Lines for Revenue and Other Revenue (add these up to get the Total Revenue). 

Setting up Filters

Filters allow you to narrow your results down by account code dimensions that equal, between, less than (among other) values. The filters are available in the Data Dive and Administrator areas. Filters use connectors: 
• Use AND when the condition and the prior condition must be true.
  1. Think of these as additional conditions.
• Use OR when the condition or the prior condition must be true.
  1. Think of these as optional (either/or) conditions.
Idea
Example of setting up a filter that has ALL Expenditure account codes in Fund 53 with Objects that begin with 6 and ALL Revenue account codes in Fund 53.