SMRT. SUNY Management Reporting Tool. SUNY Plattsburgh

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1 SMRT SUNY Management Reporting Tool SUNY Plattsburgh

2 Table of Contents What is SMRT? SUNY WEB Portal Access SMRT Application (It s use and new features) Main Menu Report Screen Multiple Account Reporting Open P.O. s and Payroll Summary for Multiple Accounts Option

3 What is SMRT? SUNY Management Resource Tool Basis for a fully integrated reporting tool Move toward a single sign-on atmosphere with SUNY Portal integration Printer Friendly Reporting Excel Download capabilities

4 SUNY Portal Web Page URL - This will be the main Web page to access applications that are being developed through the 5-year initiative. Click on the Employee Services link to gain access to the Campus login screen.

5 Select your campus from the dropdown field at the top right of the screen and press login.

6 Enter your user id and password and press the login button. o Login Violations thru the Portal If you enter an invalid user id, you are allowed 20 invalid attempts. After the 20 th invalid attempt your computer will be denied access for 2 hours If you enter a valid user id and an invalid password, you are allowed 5 invalid attempts. After the 5 th invalid attempt, your user id will be denied access for 15 minutes. The only way to gain access before the 15 minutes has ended is to contact Security Administration for manual intervention.

7 Under the area of Finance and Business you will find links to the new SMRT application and the old ABB WEB application. Press on the link you want to execute ( in this case SMRT). ABB WEB will be deactivated and unavailable after May 01, 2004.

8 SCSO Login Screen The above screen will only be seen by those users whose portal login user id is different from their current ABB Web Application user id. You will be asked to enter your current ABB WEB Application user id and password. The system will internally build new security for your portal user id based off your ABB security. From that point on, your security will be based off your portal user id. Any future changes need to be made using this user id. The old user id and security will still be in system and can be removed at a later date.

9 SMRT Application Main Menu Screen Navigation Criteria Account Structure The main menu of the SMRT application is broken up into 3 areas (panels): Navigation This will help you navigate through the application allowing you to change from screen to screen, print, or export your reports. Initial choices: o Management Reports this link will bring you to the management reporting screen. o Main Menu This will return you to your main menu screen.

10 Criteria This is where you will select the criteria and account(s) you want to report on. Initial choices: o Fiscal Year o Year/Month used for month end reporting. Must also choose Month End report as a report choice to use this feature. o Account number used to enter an individual account number o Account by Name dropdown list of accounts in name order o Account by Number dropdown list of accounts in number order o Fund list of funds available o Object view list of object views assigned to user. This will only show if two or more views are assigned to a user o Pending flag used to exclude or only select pending information o Report choices are: Account Balance Month End Open PO s Payroll Summary Transaction Detail Transaction Criteria Account Structure This is a new feature to SMRT and reflects your organization as you have defined it on your campus. The view of the campus structure is user defined and can be different from user to user. This will help you look at groups of accounts for reporting purposes and is a new feature. Main Menu operation 1) Select a choice from the Account Structure panel. This will update the account by name and account by number fields in the criteria panel with the accounts assigned to this account group. 2) Choose the appropriate information from the criteria panel and press the submit button. You will then be transferred to the appropriate report screen for viewing, printing, or exporting of your data. Error messages: They will display in red at the top of the criteria panel and will remain until you select new criteria and submit.

11 Report Screen Account Balance, Open PO s, Payroll Summary, Month End, and Transaction Detail Scrollable Report avigation Their screens are separated into a navigation panel area and a scrollable report panel area. The navigation area now displays available reports for this account along with an option for printing, and exporting data to MS Excel. You can also quickly change to the account balance screen for an individual account by entering the appropriate data in the account and fiscal year fields and press Go. Printing by pressing the print link in the navigation area your report panel will be transferred to a PDF file and displayed for printing in your browser via the Adobe application. If you machine is not installed with adobe you can download a free version by going to and following the

12 appropriate instructions. To return to the SMRT application from Adobe you must press the back button. Exporting to MS Excel In order to use this link, your machine must have Microsoft excel available as an installed application. To return to the SMRT application from Excel you must press the back button. The Transaction Criteria report adds an additional screen after the main menu and allows you to choose a sub object range, date range, or individual transaction code. After this screen is submitted, your account data will display as a transaction detail report.

13 Multiple Account reporting Multiple Accounts This is a new feature to the SMRT application. While on the main menu, instead of choosing an individual account, you can choose 2, 3, or all accounts that are available within the organizational structure you are currently working with. This can also, depending on the funds you choose, show an all funds report that is used as the default when running multiple report accounting. You choose all accounts by clicking on the All accounts below choice within the accounts by name or accounts by number list boxes, or choose 2 or more accounts within these list boxes by clicking on each account number while holding down the ctrl key on your keyboard.

14 The report screens will have a different look and feel when running the reports using the multiple account feature. Account Balance Report (includes Month End) Account list The Account Balance report initially shows totals for all accounts chosen on a single page, sort of an all funds view. If you would like to see the same report for one of the individual accounts making up the group totals, at the bottom of the Account Balance report there is a list box of the multiple accounts chosen. It will initially say summary, but by clicking on the arrow to it s right you can expand the list and choose the account you would like to see. Then press the go button to see the individual report. You can also step through the list by pressing the next link at the bottom and this will bring you to the next account on the list.

15 Open PO s and Payroll Summary for Multiple Accounts Option When choosing either of these reports when viewing multiple accounts, you will see the above screen format will provide a list of accounts and their associated amounts. To see the activity for each account, you can click on the amount field and you will see the appropriate report format with the individual account detail.

16 Management Summary Reporting This looks a lot like our account main menu with a few differences. The organizational tree on the right works primarily the same way, it selects the accounts you will work with by their organization structure, this is reported on the criteria panel next to the line account group. You can now choose a fiscal year, you can choose all funds, or a combination thereof, and an object group or line or combination thereof. We have 3 management reports to choose from and they can be printed or exported to excel.

17 PDF print format for Management Reports When you want to print the PDF Management report, printing to legal sized paper is best. To do this you click on the print icon under the address line at the top left. The printer properties panel displays and you need click on the properties tab to get to the changeable properties. Click the layout tab and change the paper orientation to landscape. Press the paper tab and change the paper source to the tray that will hold the legal sized paper. Then change the paper size to legal, save (apply) all these changes and print your report. QUESTIONS??? Diane Wyand Phone: