UBC’s Financial Management System is being replaced with Workday on November 2, and the information on these pages will be archived.
The PeopleSoft database holds all of UBC’s transaction data. Reporting tools such as the month end and over/under reports and the PeopleSoft tools of nVision and Query are key to monitoring the financial aspect of all areas of UBC.
Structure of FMS Reporting System
The financial reporting system at UBC is made up of the following key components:
- Detailed transactions are the individual expense or revenue entries made in the course of teaching or providing a service.
- These transactions are recorded in a field called an Account.
- The Account segregates the various transactions by their purpose or type.
- An example of an expense transaction would be a travel claim made by a professor who was on a field trip with some students.
- Project/Grants (PGs) are used to accumulate all of the detailed transactions for an activity or project.
- An example is a PG to capture all of the costs associated with a specific course.
- It is recommended that a PG be created anytime you want to separately report or track an activity.
- Requests for new non-Research PGs can be made to Finance by completing the PG Application form.
- Budget transfers are initiated by the department in consultation with the Budget Office.
- Department Numbers (Dept IDs) group the activity of several projects (PGs) into one overall area (the Dept ID). Please refer to the UBC’s Dept ID tree under “Faculty Groupings” below.
- An example is several different courses (PGs) in Anthropology could be rolled up to one Dept ID representing all Anthropology activity.
- The Dept ID is effective at summarizing the activity of multiple PGs.
- Requests for new non-Specific Purpose DeptIDs can be made to Finance by completing the Chartfield Application form.
- Faculty Groupings (or Nodes) summarize the activity of many different departments (Dept Ids).
- For example, if Arts & Sciences was a faculty grouping then several departments (Dept Ids), such as Anthropology, Biology, Chemistry, etc. would roll up to that grouping (node).
- Faculty Groupings are effective at summarizing the activity of several different departments.
- Requests for new groupings can be made through the Finance Manager.
Available Reporting Tools
UBC has developed several reports and programs to assist users in monitoring and managing the activity in their areas. The following are some of the significant elements:
- FMS nQuery is a web-based program that allows you to review the activity of a specific PG.
- The information is summarized by account.
- Up to twelve months can be displayed at once.
- The underlying transaction detail of an account balance can be viewed by ‘drilling down’ on the number in question.
- FMS nQuery is good for monitoring the day to day activity for a single PG.
- Access to the FMS nQuery program can be obtained from Finance by completing the FMS nQuery Access Form.
- Month-end reports are produced by Finance each month.
- There are eight reports each with a varying level of detail.
- The most detailed report is the Report of Transactions.
- Summarization of the transactions progresses throughout the reports until it reaches the Rollup reports.
- These reports can be found in the Management Systems Portal (MSP).
- Over/under reports are a series of reports that summarize activity for an area by PG and also by Dept ID.
- The reports project the budget balance that will be available for spending by the end of the year.
- The reports are in the Management Systems Portal.
- nVision and Query are PeopleSoft-delivered reporting tools.
- nVision is good at summarizing data for a single PG or for an entire unit.
- Query is a tool used to extract detailed transaction data from the system.
- Existing queries can be used by finance staffs across the campus.