Finance Systems Training Notes

Core Tools Overview

• Four primary systems: Banner, Finance Dashboard (VCU Reporting Center), Smartsheet, WISP
• Banner + Finance Dashboard = University-wide standards (carry to any VCU role)
• Smartsheet + WISP = Massey-specific, internal efficiency tools
• $95\%$ of daily finance work handled in these four systems

Banner Essentials

• Key screens used most:
  • $FGIBDST$ – Organization Budget Status (budget vs. actuals)
  • $PHA\text{RED}$ – Labor distribution inquiry (if access)
  • $FGAJVCM$ – Journal Voucher (Mass Entry)
  • $FGAJVCD$ – Journal Voucher for clearing encumbrances (PO/travel)
• Workflow on $FGIBDST$: enter Fiscal Year + Index → hit Go; leave other fields blank
• Toggle “Include Revenue” ONLY when analyzing carry-forward or cash balances; otherwise leave unchecked to avoid confusion
• Favorites reset each fiscal year (deadline $6/30$); rebuild as needed

Finance Dashboard (Reporting Center)

• Path: Reporting Center → Finance Dashboard → “Certify Monthly Expense Report”
• Monthly tasks:
  • Audit Non-Personnel Spending (matches Smartsheet NPS log)
  • Review Labor charges (from payroll reports)
  • Click Certify or Certify with Flag (issue)
• Dashboard totals include revenue automatically—do not rely on them for cash-only views

Smartsheet

• Central hub for Massey internal tracking
  • NPS audit sheets (monthly backup for certification)
  • JV submission forms
  • Chart of Accounts lookup (find analyst by index)
• Export for bulk analysis or cross-checks

WISP

• Massey-built data warehouse; mirrors Banner info with added flexibility
• Key reports:
  • Advanced Payroll Report – quick fringe-inclusive payroll detail
  • Expense Report – consolidated personnel + NPS by PI/index
  • Transaction Report – line-item history across years
• Choose WISP vs. Banner based on level of detail needed

Labor & Payroll Reports

• Navigate via Reporting Center → List Available Stored Processes → Labor Distribution
  • Employee List by Labor Distribution: enter Index → Excel output of all current employees on index (percent, salary, home org)
  • Split-Fund Employees: enter V-number → pay-period level history (effective dates, percent splits, retro changes)
• Use split-fund report when reconciling personnel moves or retro JVs

Best Practices & Tips

• Ignore revenue lines during first-pass budget checks; revisit only for carry-forward analysis
• Compare Smartsheet NPS total to Dashboard total monthly to spot missing transactions
• Use M-Drive → Budget → Commitments folder for startup & endowment documentation (context not visible in Banner)
• Banner + Dashboard mastery transfers to any VCU unit; Smartsheet & WISP knowledge vital within Massey
• When uncertain which report to run: group question → Employee List by Labor Distribution; individual detail → Split-Fund report