PRESENTED BY

KENNETH BRIDGES
&
DAWN GAMADANIS
KENNESAW STATE UNIVERSITY
 Agenda
 Session 1 – Learn about SAS® KSU Financial Data Mart (FDM)
 Discussion/Questions
 Break

 Session 2 – Budget Development and Position Management

 Discussion/Questions
 Break

 Session 3 – Comprehensive Financial Reports and Analytics

 Discussion/Questions

 Contact Us
 24,600 Students
 $347m Budget with over 600 department
accounts
 2,200+ employees
 Five Major Divisions
 Eight Academic Colleges
Business intelligence is about effectively managing
critical data assets and its transformation into
information in such a way that drives strategic planning,
executive decision-making, and management reporting
throughout your organization.

Thus, data drives our need to be well-informed.

The statement of purpose is about pursuing continuous

improvement to be well-informed, to provide self-
servicing of information on the desktop, and positively
effect decision support at all levels of the organization.
Grants Post-Award office spent routinely up to two weeks,
sometime longer, to data enter and reconcile grants in QuickBooks
and compile reports to send to Principal Investigators.

Business Managers ran multiple PeopleSoft reports and queries

daily, data enter into QuickBooks, to reconcile accounts and
summarize information into reports for Deans and Chairs.

Budget and Planning Office spent most of time in data entry mode
for Budget Prep instead of analyzing the data; lacked ability to track
position funding changes during the year and unable to provide
personal service changes to department managers.
With over 600 local public
queries plus hundreds of
private ones to choose from or
model from more than 300+
BOR delivered queries, pulling
data from PeopleSoft can be
somewhat challenging for
most users to navigate which
on occasion results in…well,
you know
 Establish a robust, scalable, and practical
alternative to meeting KSU’s institutional
demands for enterprise intelligence and analytics
 Provide easy access to financial information and
analytics for decision support, strategic initiatives,
and executive management reporting
 Provide self-service functionality for users to build,
customize, and share reports with common data
dictionary, dimensions, and measures through a
secure portal
 Enhance and streamline budget
development and reporting

Ability to perform financial analytics

for budget and planning

Easy-to-use self-service reporting

tools for enterprise

Manage financial data integration to

better enable decision support

Support budget management

tracking and accountability

Promote data quality and integrity

with “one version of the truth”
 ERPs lack robust reporting tools
and analytics
 Queries are hard to learn and very
often require exporting to Excel
for further aggregation and
analyses
 Shadows systems proliferate as a
means to track and reconcile
accounts for business managers
and grants post-award office
 Information not easily shared and
data not securely distributed
 Inability to obtain revenue,
expenditure, and budget data at
multiple organizational levels
 Budget managers were being
held accountable but lacked
adequate tools to track budgets
and spending
 PeopleSoft terminology
oftentimes misunderstood –
what’s in pre-encumbrance as
opposed to an encumbrance?
Why should I care?
 Inability to set aside/reserve
funds for future spending and
have it reflected in remaining
balances
 Accessibility
To multiple (unlimited) data sources
+
Transparency
For common version of the truth
+
Consistency
To strengthen data quality and data integrity
+
Safeguard
To secure data for confidentiality
on a need to know basis
+
Ease of Use
Transition is intuitive and familiar
2010 Financial Data Mart build began (ETL Loads, Tables, Metadata)

2011 Initial Cubes and Information Maps (metadata) developed

2012 Released Comprehensive Financial Report (CFR) and Budget Preparation report
set
2013 Released Position Management and Vacancy Lag report set

2013 Released Grants (Sponsored) report set

2013 Released Fraud Detection (encumbrances) report utilizing Forecast Server

2014 Planned release of new Key Performance Metrics dashboard analytics

2014 Planned completion of CFR Enhancements

 PeopleSoft
Financials
ADP

Banner

FINANCIAL
DATA MART
 EXTRACT
(PSFIN Table TRANSFORM LOAD OLAP
Copy/Link to (Apply Rules (Detail Data (Cube
Banner and and Filters) Store) Rebuilds)
ADP Schema)

* Nightly Refresh Monday - Friday

ETL Procedure Process Source Data
A - Foundation Tables Copy Account, Department, Fund, Class, Program,
Project Grants tables
B - Financial KK Copy KK Budget, Ledger KK, KK Activity, KK
Source, KK Referenced tables
C – GL Tables Copy PersServBOR, JGEN BOR Tables, GL Journals,
Ledger tables
D – Other PS Tables Copy Expense Sheet, PO, Receiver, Requisition,
Speed Chart, Speed Type tables
E – Accounts Payable Copy Voucher, Line, Acctg Line, Payments,
Payment Voucher XREF, Vendor tables
F – Budget Preparation Copy All Budget Prep tables
G, H1 – H3, J, M Transform Local copied source FIN tables
L – Position Management Package Local source FIN tables & ADP DW Schema

P – Integration Push data From FDM to other database systems

User Groups Data Perspective
Budget and Planning Budget, Actuals, Positions –
Budget Global, Financial Global
Finance and Accounting

Procurement and Contracting Actuals – Financial Global

Internal Audit
Office of Research – Post Awards Budget, Actuals, A/R Sponsored –
Grants Secure
Business Affairs Managers (Academic
Units)
Budget, Actuals, Positions –
Deans and Chairs (Academic Units)
Financial Secure

Administrators and Department

Managers
 Budget and
Planning
• Position
Management
• Budget Preparation Division/Units
Fact Book and • Budget to Actual
Surveys • Budget to Actuals
• Vendor Spend
• Financial Profiles • Proposed Budgets
• Survey Data • Position
Amendments
Comprehensive
Financial Services/
Procurement and
Financial
Contracting Reports (CFR) Inventory
• Vendor Profiles Management
• Vendor Risk Model • Distribution Analytics
• Open
Requisitions/Purchas
e Orders
Contract and Grants
• Vendor Spend
• Private Investigators
Risk Reports
Management • Grant Accountants &
• Internal Audit Control Reports
• Unit Assessments • Budget to Actuals
• Fraud Detection • Spend Activity
• Payroll Activity
BUDGET PREP
 Budget Prep
 ADP Code Exceptions
 Aggregate Detail
 Fringe Exceptions
 Grant Positions
 Lump Sum Variances
 OBP Fund by Expense
 OBP Fund by Function
 Personal Services
 Position Counts
 Position Employee Exception
 Budget Position Management
View (new)
BUDGET GLOBAL
 Comprehensive Financial
Report (CFR) Global
 CFR Budget Global
 CFR Encumbrance Global
 CFR Expenses Global
 CFR Payroll Global
 CFR Personnel Services
Global
 CFR Revenue Global
FINANCIAL SECURE FINANCIAL GLOBAL
 Comprehensive Financial  Financial Encumbrance
Report (CFR) Secure (Fraud Detection)
 CFR Budget Secure  Vendor Risk Payments Global
 CFR Encumbrance Secure  Transportation Global
 CFR Expenses Secure
 CFR Payroll Secure
 CFR Personnel Services
Secure GRANTS
 CFR Revenue Secure
 Grants Cube Global
 Vendor Risk Payments Secure
 Grants Cube Secure
 Transportation Secure
DIMENSION PERSPECTIVE HIERARCHY

FISCAL YEAR FINANCIAL FISCAL YR/DIV/DEPT/FUND/PROJNM/ACCT ROLLUP/ACCT NAME

FISCAL YR/FUND/CLASS/ACCT ROLLUP/ACCT NAME/DEPT

FISCAL YR/DIV/DEPT/FUND/CLASS NM/PROJ NM/ACCT

ROLLUP/ACCT NAME

FISCAL YR/FUND/CLASS NM/ACCT ROLLUP/ACCT NAME/DEPT

FISCAL YR/FUND/DEPT/CLASS NM/PROJ NM/ACCT ROLLUP/ ACCT

NAME
BUDGET PERIOD BUDGET BUDGET PERIOD/FUND/CLASS/DEPT

BUDGET PERIOD/DIV/DEPT/FUND

BUDGET PERIOD/POS NBR/EMPLID/EMP NAME/ACCT CD

PROJECT NAME GRANTS PROJ NM/BUD REF/ACCTG PERIOD

PROJ NM/BUD REF/ACCTG PERIOD/BUD ACCT TYPE/ACCT NAME

PROJ NM/BUD ACCT TYPE/ACCT ROLLUP/ACCT NAME

Budget
 Sum of Budget Amount
 Sum of Proposed Revenue
 Sum of Proposed APPROP
 Sum of Proposed ORG
 Sum of Proposed Budget
 FTE Counts
 Sum of Current Salary
 Sum of Temporary Amended
 Sum of Permanent Amended
 Sum of Next Year Base Budget
 Sum of Total Budget Amount
Financial
 Sum of Total Fund Balances
 Sum of Total Expenses
 Sum of Pre-encumbrance
Amount
 Sum of Encumbrance
Amount
 Sum of Expended Amount
 Sum of P-Card Amount
 Sum of Reserve Amount
(Departmental Set-Asides)
 Sum of Free Balance
 Sum of Payroll Expenses
Financial
 Sum of Personal Services
 Sum of Non-Personal
Services
 Sum of Revenue Amount
 Risk Transaction Count
 Sum of PO Quantity
 Sum of Quantity Received
 Sum of Quantity Remaining
BUDGET PREP
 Sum of APPROP Variance
 Sum of Current APPROP
 Sum of Current Grant
 Sum of Current ORG
 Sum of Current Revenue
 Sum of Current Salary
 Distributed Proposed Salary
 Sum of Equity Adjustment
 Distinct Count of FTE
 Sum of Total Fund Balance
 Sum of FTE
 Sum of Grant Variance
 Sum of ORG Variance
 Sum of Proposed APPROP
 Sum of Proposed Budget Salary
 Sum of Proposed Fringe
Estimate
 Sum of Proposed Grant
 Sum of Proposed ORG
 Sum of Proposed Revenue
 Sum of Proposed Employee
Salary
 Sum of Revenue to Expense
Variance
 Sum of Revenue Variance
 Sum of Supplement Amount
 Sum of Total Expenses
 Sum of Distributed Salary
 Sum of Distributed Budget
400
345
350
300 292

250
200
Last Year
150
This Year
100
50 20
16
0
Total users * Department Business Mgrs Project Mgrs * 3 Global Users
(+34%) Mgrs & staff (+23%) (+233%)
(+29%)
 Accountability
Regulatory
Strategic
Support

77 Total Active Projects

Budget and Planning

Finance and Accounting

Risk Management

Office of Research
(Grants Post-Award)
Procurement and
Contracting
Others
 Kenneth Bridges
Director
Enterprise Financial Reporting
kbridges@kennesaw.edu
770-499-3422

Dawn Gamadanis
Director
Budget and Planning
dgamadan@kennesaw.edu
770-499-3293