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Business Information Services (BIS) - FAS Universe Help

This article explains information about the Financial Reporting Universe in the IRF data warehouse.

The Financial Reporting universe (also known as the "FR universe") provides access to financial data residing in the IRF data warehouse. The Financial Reporting universe is intended to support financial analysis.

The source system for the transaction data in IRF is the Financial Accounting System (FAS). IRF contains 5 years of summary and detail data, and year-end close data going back to 1989.

Overview of Objects

There are three types of classes in the FR universe: key dimension classes, data classes and report grouping classes.

Key Dimension Classes

Calendar

The Calendar class contains objects for selecting and reporting on financial data according to time periods. Every query must be qualified with a calendar condition.

There are three subclasses in the Calendar class: Calendar Yr, Fiscal Yr, and IRF Status.

The Calendar Yr subclass contains objects referencing the calendar year (i.e., January through December).

The Fiscal Yr subclass contains objects referencing the fiscal year (i.e., July through June). For example, July 2001 is the month of fiscal year 2002.

The Calendar Yr and Fiscal Yr subclasses contain some objects with names labeled ‘...(short display)' or ‘...(long display)'. These objects can only be used for displaying data; they cannot be used for sorting or constructing a condition.

The objects in the IRF Status subclass do not really refer to the Calendar dimension, but to the current status of the IRF data. Values of objects in this class change as IRF database events occur (e.g., when new data is loaded from FAS).

The IRF Status objects may be used in conditions, but should not be used as Result Objects in combination with objects from other classes.

SL FAS Organization

The SL FAS Organization class contains objects for selecting and reporting on SL financial data based on the University's organizational structure: Exec Level, Department, SubDepartment, and SubSubDepartment.

This organizational structure is the one represented in FAS data.  Other collections of University data (e.g., Human Resources) use organizational structures that often differ from that of the FAS.

The SL FAS Organization class contains some objects with names labeled ‘...(display)'. These objects can only be used for displaying data; they cannot be used for sorting or constructing a condition.

Do not use objects within the SL FAS Organization class when reporting on GL data; use GL FAS Organization objects.

NOTE: The division of FAS Organization into SL FAS Organization and GL FAS Organization has no parallel in the FAS data itself. This division is for purposes of improving the performance of BusinessObjects queries against FAS data.

GL FAS Organization

The GL FAS Organization class contains objects for selecting and reporting on GL financial data based on The University's organizational structure: Exec Level, Department, SubDepartment, and SubSubDepartment.

The GL FAS Organization class contains some objects with names labeled ‘...(display)'. These objects can only be used for displaying data; they cannot be used for sorting or constructing a condition.

 

Do not use objects within the GL FAS Organization class when reporting on SL data; use SL FAS Organization objects.

NOTE: The division of FAS Organization into SL FAS Organization and GL FAS Organization has no parallel in the FAS data itself. This division is for purposes of improving the performance of BusinessObjects queries against FAS data.

Data Classes

The most important classes that appear in the FR universe are the data classes: SL Acct6, SL Acct10, SL Transaction, SL Encumbrance, SL Person, and the GL counterparts to all of these classes (GLAcct6, GL Acct10, etc.).

SL Acct6

The SL Acct6 class contains objects referencing SL account attributes. The term, Acct6, is defined as the 6-digit number consisting of the ledger code and the 5-digit account number, e.g. 4-12345. The SL Acct6 is the basic element of the FAS and is used to record financial activity for a specific purpose or project. Each SL Acct6 belongs to an organization. Thus, SL Acct6 can function as a data qualifier, similar to the way objects from the SL FAS Organization class function.

The SL Acct6 Amt Details subclass contains measure objects whose values are SL dollar amounts recorded in the FAS.

The SL Acct6 Amt Totals subclass contains SL dollar amount measure objects whose values are calculated by the database server at query time. If your query is running up against the row limit, try using amounts from this Totals class instead of the Details class. Instead of returning detail rows, to be summed by Business Objects locally on your desktop, the Amt Total measures return only the totals from the detail rows and not the detail rows themselves.

The FAS Codes and Flags subclass contains objects that describe SL accounts. The values for these objects indicate special conditions, status, purpose, type of funds, and other important descriptive information about SL accounts.

The Links to Other Accts subclass contains objects that relate an SL account to other SL and GL accounts (e.g., Map Code, Master Account Number).

The Restricted Fund Award subclass contains objects that are specific to federal and non-federal gift, grant, and contract accounts in the FAS.

The Restricted Fund Financial Management subclass contains objects used primarily by the Restricted Funds section of the Comptroller's office to monitor accounts.

The Restricted Fund Reporting subclass contains objects related to account closing deadlines and reporting deadlines.

The Capital Fund Attributes subclass contains objects referencing attributes associated with SL capital fund accounts.

The Acct People by Acct subclass contains objects that identify the account administrators, acct signers and PI/Co-PI associated with an account. Use this class in queries where each result row represents one SL Acct6, for example, when you want a list of accounts and their attributes, including the names of each account's account administrators. See also "Acct People by Role + Auth ID."

Use the objects in the Acct People by Role + Auth ID subclass to identify the accounts for which a specified Authorized ID has been assigned for the account in a specified capacity, e.g., Authorized Signer, Account Administrator, Principal or Co-Principal Investigator.

The GL Acct6 via Map Code subclass contains objects referencing the GL Acct6 corresponding to the SL Acct6. Use these objects when information about the GL account to which an SL account is mapped must be included in a report on the SL account (see Warning under GL FAS Organization above).

SL Acct10

The SL Acct10 class contains objects that assist retrieval and arrangement of SL data by subaccount number.

The SL Acct10 Amt Details subclass contains measure objects whose values are SL10 dollar amounts recorded in the FAS.

The SL Acct10 Amt Totals subclass contains SL10 dollar amount measure objects whose values are calculated by the database server at query time.

SL Transaction

The SL Transaction class contains objects for referencing FAS transaction data in the subsidiary ledger.

The SL Transaction Amount Totals subclass contains SL transaction dollar amount measure objects. The values of these objects are calculated by the database server at query time.

SL Encumbrance

The SL Encumbrance class contains objects referencing open encumbrances in the subsidiary ledger. An encumbrance in the IRF database is a snapshot of the state of the encumbrance at the time of the FAS update or close.  (In the FAS, encumbrances are stored in the Open Commitment File.)

The SL Encumbrance Amt Detail subclass contains measure objects whose values are encumbrance dollar amounts recorded in the FAS.

The SL Encumbrance Amt Totals subclass contains encumbrance measure objects whose values are calculated by the database server at query time.

SL Person

The SL Person class is a snapshot of the person data in the Payroll/Personnel System as of the most recent pay distribution load.  Most individuals have one and only one person record, identified uniquely by Employee ID, which in most cases is the individual's SSN (temporary or actual).

The Employment subclass contains various codes and dates pertaining to an individual's employment.

GL Acct6

The GL Acct6 class contains objects referencing six-digit GL account attributes. The GL Acct6 is the basic element of the FAS general ledger and is used to record financial activity for a specific purpose or project. Each GL Acct6 belongs to an organization. Thus, GL Acct6 can function as a data qualifier, similar to the way objects from GL FAS Organization function.

With one exception below, the subclasses of the GL Acct6 class are identical to those found in the SL Acct6 class, though they are specifically designed for GL Acct6 analysis. Their names are followed by (GL), for example, FAS Codes & Flags (GL).

The SL Acct6 via Map Code subclass contains objects referencing the SL Acct6(s) corresponding to the GL Acct6. These objects are used when referencing an SL account in a GL report (see Warning under SL FAS Organization above). More than one SL account can map to a single GL account.

GL Acct10

The GL Acct10 class contains objects that assist retrieval, arrangement, and analysis of GL data by account control number.

GL Transaction

The GL Transaction class contains objects for displaying FAS transactions in the general ledger.

The GL Transaction Amount Totals subclass contains GL transaction dollar amount measure objects. The values of these objects are calculated by the database server at query time.

Report Grouping Classes

The SubAcct Report Group Def and SL Acct6 Report Group Def classes are useful if there is a need to organize information into groups for analysis and display on a report (e.g., expense and revenue categories, or projects and sub-projects according to account purpose).

See Report Group Help for additional information on report groups.

Overview of Conditions

Conditions may be built by the user using any of the objects in the universe (except where noted). However, much time can be saved by using predefined conditions where they apply.

Predefined Conditions

Calendar\Calendar Year

YrMo(s)

Selects data for one or more calendar months.

Range of Months

Selects data for a range of calendar months.

Curr Yr

Selects data for the calendar year (i.e., January to December) of the most recent month for which FAS update or close data is available in IRF.

Rolling 12 Months

Selects data for the 12-month period ending with the month of the latest FAS update or close.

In the middle of a month, this condition selects the previous 11 COMPLETE months and the current PARTIAL month. After a monthly close and before the first weekly update of the new month, this condition selects 12 COMPLETE months.

Rolling 13 Months

Selects data for the 13-month period ending with the month of the latest FAS update or close.

In the middle of a month, this condition selects the previous 12 COMPLETE months and the current PARTIAL month.  After a monthly close and before the first weekly update of the new month, this condition selects 13 COMPLETE months.

Calendar\Fiscal Year

Fiscal Yr Thru Latest Update

Selects data for EVERY month of the current fiscal year, up to and including the most recent FAS update.

Example: If the most recent FAS update is August 2002, this object will return data for July AND August 2002.

Fiscal Yr Thru Latest Close

Selects data for every month of the current fiscal year up to and including the most recent FAS close.

Example: If the most recent FAS close is October 2002, this object will bring back data for four months, July through October 2002.

Latest Update Month

Selects data for the calendar month of the most recent FAS update or close.

Latest Close Month

Selects data for the calendar month of the most recent FAS close.

SL FAS Organization

Do not use objects within the SL FAS Organization class when reporting on GL transactions; use GL FAS Organization objects.

NOTE: The division of FAS Organization into SL FAS Organization and GL FAS Organization has no parallel in the FAS data itself. This division is for purposes of improving the performance of BusinessObjects queries against FAS data.

Exec Level(s)

Selects data for one or more SL Exec Levels.

Dept No(s)

Selects data for one or more SL Departments.

Dept+SubDept No(s)

Selects data for one or more SL SubDepartments within one SL Department.

Range of Exec Levels

Selects data for a range of Exec Levels. The endpoints are included within the range.

Range of Dept Numbers

Selects data for a range of Departments. The endpoints are included within the range.

Range of SubDept Numbers

Selects data for a range of SubDepartments. The endpoints are included within the range.

SL Acct6

SL Accts by Acct6 No(s)

Selects data for SL accounts by one or more six-digit account numbers.

SL Accts by (Acct6 No + Ver No)s

Selects data for SL accounts using combined six-digit account number and version number.

SL Accts by Ledger Cd(s)

Selects SL accounts by one or more ledger code(s).

SL Accts with Create Date in Curr Mo

Selects data from SL Acct6s created within the current calendar month.

SL Acct6\FAS Codes and Flags

Active SL Accts

Selects accounts with Delete Flag = 0 and Drop Flag = N and Freeze Flag = N.

SL Accts that are NOT Closed

Selects accounts with Delete Flag not equal to 2 and Drop Flag = N. Any Freeze Flag value is included.

Project Accts

Selects accounts with Yr End Processing Cd = 'P'

Fiscal Accts

Selects accounts with Yr End Processing Cd = 'F'

SL Acct6\Links to Other Accts

SL Accts by Master Acct6 No(s)

Selects SL accounts associated with one or more master account(s). The master account is also included.

SL Accts by Master Acct6 No Range

Selects SL accounts within a range of six-digit account numbers. The range includes its endpoints.

SL Accts by Map Code(s)

Selects SL accounts associated with one or more map code(s).

When entering the map code to search on, IT IS NECESSARY TO ENTER THE LEADING ZERO, followed by the 5-digit map code.

SL Accts by Map Code Range

Selects SL accounts within a range of map codes.

When entering the map code to search on, IT IS NECESSARY TO ENTER THE LEADING ZERO, followed by the 5-digit map code.

SL Acct6\Restricted Fund Award

Award Period End Date Range

Selects accounts for which the award period ends during a date range you specify. Values entered at the prompts must be expressed as MM/DD/YYYY.

Budget Period End Date Range

Selects accounts for which the budget period ends during a date range you specify. Values entered at the prompts must be expressed as MM/DD/YYYY.

Gifts Accts

Selects accounts with a Gift Grant Contract code = RG or UG.

Grants and Contracts

Selects accounts with a Gift Grant Contract code = NG, FG, NC, FC, NA, FA, FB, FD.

SL Acct6\Acct People by Role + Auth ID

Role(s)

Use this condition, together with one of the Auth ID conditions, to find the SL accounts where an Authorized ID has been assigned to a particular role (e.g. Acct Admin 1).

Auth ID(s) (Numeric)

Use this condition to specify the numeric Authorized ID(s) whose accounts you are looking for. Works only for numeric Auth IDs.  No need to type in leading zeros.

SHOULD BE USED IN CONJUNCTION WITH THE Role(s) CONDITION.  If used without the Role(s) condition to select Account 6 (or Account 10) information, will return more than one row for the account if the Person ID fills more than one role for that account.  If the returned account information includes dollar amounts, their totals will be incorrect.

Auth ID (Alphanumeric)

Use this condition to specify one only alphanumeric Authorized ID whose accounts you are looking for. Can be either numeric or non-numeric Authorized ID. No need to type leading zeros.

SHOULD BE USED IN CONJUNCTION WITH THE Role(s) CONDITION. If used without the Role(s) condition to select Account 6 (or Account 10) information, will return more than one row for the account if the Person ID fills more than one role for that account.  If the returned account information includes dollar amounts, their totals will be incorrect.

SL Acct 10

10-digit Accts by SubAcct No(s)

Selects Account10 accounts by one or more subaccount numbers.

10-digit Accts by Sub Acct Range

Selects Account10 accounts within a range of subaccount numbers.

Last 2 digits of SubAcct No

Selects Account10 accounts by the last two digits of the subaccount number.

Indirect Costs

Selects Account10 accounts within the subaccount range of 9100 through 9179.

Direct Costs

Selects Account10 accounts NOT within the subaccount range of 9100 through 9179.

SL Transaction

SL Trans by SubAcct No(s)

Selects SL transactions by one or more sub-accounts.

SL Trans by SubAcct Range

Selects SL transactions within a range of subaccount numbers. The range includes its endpoints.

SL Trans by SubAcct Last 2 Digits

Selects SL transactions by the last two digits of the subaccount number.

SL Encumbrance

Encumbrances by SubAcct No(s)

Selects Open Encumbrance transactions with a Purchase Order / Encumbrance Number associated with the specified SubAccount(s).

Encumbrances by SubAcct Range

Selects Open Encumbrance transactions with a Purchase Order / Encumbrance Number falling within a specified range of SubAccount(s). The range includes its endpoints.

GL FAS Organization

Do not use objects within the GL FAS Organization class when reporting on SL transactions; use SL FAS Organization objects.

NOTE: The division of FAS Organization into SL FAS Organization and GL FAS Organization has no parallel in the FAS data itself. This division is for purposes of improving the performance of BusinessObjects queries against FAS data.

Exec Level(s) (GL)

Selects data for one or more GL Exec Levels.

Dept No(s) (GL)

Selects data for one or more GL Departments.

Dept+SubDept No(s) (GL)

Selects data for one or more GL SubDepartments within one GL Department.

Range of Exec Levels (GL)

Selects data for a range of Exec Levels. The endpoints are included within the range.

Range of Dept Numbers (GL)

Selects data for a range of Departments. The endpoints are included within the range.

Range of SubDept Numbers (GL)

Selects data for a range of SubDepartments. The endpoints are included within the range.

GL Acct6

GL Accts by Acct6 No(s)

Selects data for GL accounts by one or more six-digit account numbers.

GL Accts by Acct6 No Range

Selects GL accounts within a range of six-digit account numbers. The range includes its endpoints.

GL Accts by (Acct6 No + Ver No)s

Selects data for GL accounts using combined six-digit account number and version number.

GL Accts by Fund Group

Selects data for GL Acct 6 accounts for a single fund group, using the second digit of the six-digit account.

This condition will treat ALL accounts from 0-00001 through 0-09999 as Memo Bank Accounts. That is, it includes in that fund group ALL accounts with a second digit of ‘0', even though the precise definition of Memo Bank Accounts is only 0-00001 through 0-00099.

GL Accts with Create Date in Curr Mo

Selects data from GL Acct6s created within the current calendar month.

GL Acct6\FAS Codes and Flags (GL)

Active GL Accts

Selects accounts with Delete Flag = 0 and Drop Flag = N and Freeze Flag = N.

GL Accts that are NOT Closed

Selects accounts with Delete Flag not equal to 2 and Drop Flag = N. Any Freeze Flag value is included.

Project Accts (GL)

Selects accounts with Yr End Processing Cd = 'P'

Fiscal Accts (GL)

Selects accounts with Yr End Processing Cd = 'F'

GL Accts\Restricted Fund Award (GL)

Award Period End Date Range (GL)

Selects accounts for which the award period ends during a date range you specify. Values entered at the prompts must be expressed as MM/DD/YYYY.

Budget Period End Date Range (GL)

Selects accounts for which the budget period ends during a date range you specify. Values entered at the prompts must be expressed as MM/DD/YYYY.

Gifts Accts (GL)

Selects accounts with a Gift Grant Contract code = RG or UG.

Grants and Contracts (GL)

Selects accounts with a Gift Grant Contract code = NG, FG, NC, FC, NA, FA, FB, FD.

GL Acct6\Acct People by Role + Auth ID (GL)

Role(s) (GL)

Use this condition, together with one of the Auth ID conditions, to find the GL accounts where an Authorized ID has been assigned to a particular role (e.g. Acct Admin 1).

Auth ID(s) (Numeric) (GL)

Use this condition to specify the numeric Authorized ID(s) whose accounts you are looking for. Works only for numeric Auth IDs.  No need to type in leading zeros.

 

SHOULD BE USED IN CONJUNCTION WITH THE Role(s) CONDITION.  If used without the Role(s) condition to select Account 6 (or Account 10) information, will return more than one row for the account if the Person ID fills more than one role for that account. If the returned account information includes dollar amounts, their totals will be incorrect.

Auth ID (Alphanumeric) (GL)

Use this condition to specify one only alphanumeric Authorized ID whose accounts you are looking for. Can be either numeric or non-numeric Authorized ID. No need to type leading zeros.

SHOULD BE USED IN CONJUNCTION WITH THE Role(s) CONDITION.  If used without the Role(s) condition to select Account 6 (or Account 10) information, will return more than one row for the account if the Person ID fills more than one role for that account. If the returned account information includes dollar amounts, their totals will be incorrect.

GL Acct10

GL Acct 10s by Acct Control(s)

Selects GL ten-digit accounts by one or more account control numbers.

GL Acct 10s by Acct Control Range

Selects GL ten-digit accounts within a range of account control numbers.

GL Transaction

GL Trans by Acct Control No(s)

Selects GL transactions by one or more Account Control Numbers.

GL Trans by Acct Control Range

Selects GL transactions within a range of Account Control Numbers. The range includes its endpoints.

GL Trans by Acct Control Last 2 Dig

Selects GL transactions by the last two digits of the account control number

SubAcct Report Grp Def

SubAcct Rpt Grp Def ID

Used to group data according to one of the Report Group definitions for SubAccounts. See Report Group HELP for additional information.

SL Acct6 Report Grp Def

SL Acct6 Rpt Grp Def ID

Used to group data according to one of the Report Goup definitions for subledger six-digit accounts. See Report Group Help for additional information.

System Interactions and Data Update Frequency

FAS data is loaded into the IRF database within 1-2 days after the FAS month-end close, and after most FAS weekly updates.

Note: To view the calendar for FAS Update schedules, see http://event.uchicago.edu/fas/

Additional Help Resources

When working in the BusinessObjects query panel, Help for most classes and objects is available. When a class or object is selected from the Classes and Objects list, the Help for that particular item is displayed in the Help box at the bottom of the screen, just above the Options button.

If you do not see the Help box at the bottom of the screen, click on the second icon from the right on the Query Panel toolbar at the top of the screen. This icon toggles Show/Hide Help on Selected Item on and off.

If you do not see the list of Classes and Objects, click on the first icon of the Query Panel toolbar, which toggles the display of the Classes and Objects list on and off.




Keywords:bis irf deski "BO" FR   Doc ID:19632
Owner:James I.Group:University of Chicago
Created:2011-08-07 18:00 CSTUpdated:2014-03-04 15:59 CST
Sites:University of Chicago, University of Chicago - Sandbox
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