Introduction to WISDM/WISER

Spring 2016

Objectives• WISDM/WISER Features• Shared Financial System Overview• Basic Accounting Terminology Used• System Navigation –

• Log on to WISDM/WISER• Main Menu Structure• Managing Favorites• Pick and Move Columns• Download and Print Reports

• Next Steps and FAQ

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What is WISDM?• WISDM stands for Wisconsin Data Mart• It is a web-based reporting system created by the Division of

Information Technology (DoIT) for all campuses in the UW System.

• Contains financial data from the Shared Financial System (SFS), Human Resources System (HRS) and some Legacy system transactions.

• Data is loaded into WISDM nightly from SFS and HRS.• WISDM can be used to query transactions and view reports

online. Options available to view as PDF or download to Excel.• WISDM contains transactions as well as demographic data on

projects/grants.

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What is WISER?• WISER is the modernization and reimagining of WISDM.• It is a web-based reporting system currently in development by

DoIT for all campuses in the UW System.• Contains financial and demographic data from SFS, HRS and

some legacy transactions.• Reports and transactions can be viewed online.• First phase of development has been completed and expense

reporting transactions are available in WISER. • Next phase of development will be Division/Department

searches and transaction searches.• Ultimately WISER will replace WISDM when project is complete.

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System Terminology• SFS – Shared Financial System

• SFS is the name for the PeopleSoft system used for all financial transactions. Financial transactions are posted directly or fed from bolt on systems into SFS. This is the official system of record for the UW System.

• HRS – Human Resources System• HRS is the name for the PeopleSoft system used for all employee

and payroll transactions. • ETL – Electronic Transmission Load

• ETL is the process that occurs each night to gather transactions posted to SFS and HRS and load them to the Wisconsin Data Mart (WISDM).

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Shared Financial System Overview

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SFSShared Financial System

• Accounts Payable• Travel Expenses• Purchasing• General Ledger

HRSHuman Resource

System• HR• Payroll

JETJournal Entry Tool

• Internal Billing• Cost Transfers• Revenue

transfers

ImageNow• Workflow &

Image Storage

Purchasing• Purchase Orders• Vendor Contracts

GETGuided Expense

Tool

WISDMWisconsin Data Mart

PeopleSoft ERP (Enterprise resource planning) system used by all UW System

Reporting tool/Database used by all UW System

Bolt-on systems developed by UW Madison

CTTCost Transfer

Tool

Salary Cost Transfer

Non-Salary Cost Transfer

Getting Started in WISDM• Requesting Access

• Download WISDM Authorization Form here: http://bussvc.wisc.edu/acct/sfs/wisdm.html

• Submit completed form to: SFS Team, 21 N Park Street, Suite 6101 or fax to (608)262-5060.

• Email will be sent out when authorization has been granted.• Accessing the System:

• https://wisdm2.doit.wisc.edu

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Basic Accounting Terminology Used • Chartfield coding used in financial transactions: Fund, Department, Project, Program, Account, Sub

Class • Fund Code: represents an appropriate from state or federal government, or gifts and endowments to

the University.• Different funds have different restrictions/guidelines on spending and reporting

• Program Code: represents a classification of expenditures.• Account Code: a series of coding used to classify assets, liabilities, revenue, expenditures and equity:

• 1XXX: Salary and Fringe expenditures• 2XXX: Travel and Services• 3XXX: Supplies• 4XXX: Capital Expenditures• 5XXX: Aids to Students and Scholars• 6XXX: Cash• 7XXX: Liability• 8XXX: Equity or Fund balance• 9XXX: Revenue

• Chartfield definitions can be found here: http://bussvc.wisc.edu/acct/coding.html and here: https://www.wisconsin.edu/financial-administration/accounting-and-budget-control/chart-of-accounts/

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Basic Accounting Terminology Used• Department ID: 6 digit number that represents the division or major

school/college, department and sub-department (if applicable)• Example: Department ID 485130• 48 = College of Letters and Science• 51 = School of Library & Information Studies• 30 = Photo Copy Center

• Accounting Period: time interval for the reporting and analysis of financial transactions. For general reporting purposes, there are 13 accounting periods.• Periods 1 through 12: represent each monthly period from July

through the following June• Period 13: represents the time period in early July used for final cost

transfers, internal billings and adjustment entries related to the fiscal year end. All period 13 transactions have a July 1 date.

• Fiscal Year runs from July 2nd through July 1st.

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WISDM Logon Page – https://wisdm2.doit.wisc.edu

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WISDM Menu Structure• Departments

• Search• Rollup

• Projects• My Projects• Project Search• Award Funding Action Report• WISPER Search• Grants Payment Activity Search• Old Project Search

• AP/PO• PO Search• PO Encumbrance Search• Voucher Search• Vendor Search

• Payroll• Encumbrance Search• Salary/Fringe Search• SFD Transaction Search• Tuition Remission Search

• Expense Reimbursement – link to WISER• Other

• Journal Search• Transaction Search• Custom Search• Create Custom Search• Funding Validation/Inquiry

• My Favorites• My Profile• Help

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WISDM Main Page

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Hold mouse over “Main Menu” to access menu

Important messages regarding WISDM will be posted on the main page

To change fiscal year, select a different year from the drop down

Sample Department Search• Enter fields to refine your search results. Click submit to view results.

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Enter information in fieldsto refine search results

Search Tips• Search results will be more refined when there are more search criteria entered. • Many search fields have qualifiers to the field (e.g. “starts with” or “is exactly”) that can be changed to aid in your search.• Some searches require specific fields to be entered. You will receive a message if those fields are blank and they will need to be populated before the search can be successfully performed.• If you do not get the results you expect, check that the correct fiscal year is displayed in the upper right hand corner.• If you are unsure of the exact value for the field, try selecting “starts with” and entering a partial value.• Reset Search can be clicked to set all fields back to blank default values.

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Favorites• Favorites allow for easy return to common search results or summary

reports in the future. The use of favorites is optional.

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Click Add to Favorites to save search

Creating Favorites

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Enter any name and description you would like and then click Save button.

Accessing Favorites

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Link to “Favorites”, also an option in the Main Menu

Accessing and Modifying Favorites

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Use options to manage Favorites:Up: Will go up to the prior folderNew Folder: creates new folderMove: use to move selected folders or favorites to new locationCopy: use to make copy of selected folders or favorites to a new locationShare: use to share favorites with another WISDM userDelete: use to delete selected favorites or folders

Customizing Columns in WISDMOn the drill down detail screens, you can customize the columns that are displayed. You can also move the location of columns right or left.

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Customizing Columns in WISDM

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• When you click the Pick Custom Columns link, a pop-up box with options appears. • Check the box next to the fields you’d like to see displayed. • Recommended custom fields:

• Journal Line Ref• Invoice Number• Vchr Vendor Name

• To save changes, you must click update. Once saved, custom columns will appear every time you drill into detail in WISDM.

Customizing Columns in WISDMAfter updating columns, you can see the results displayed. Use arrows if you want to shift a column left or right.

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Use arrows to move columns left or right

New custom columns are displayed

Download and Print OptionsOptions for “View as:” are available in the upper right hand corner of the screen. Click to the dropdown to select between Web, Excel and PDF options.

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Download and Print Options• Three ways to view or print the WISDM results:

• Web (view online)• Excel (will download the results to Excel if selected)• PDF (three size options available)

• Download to Excel• Can save the report on your PC• All the fields from your screen in WISDM will come into the Excel file• Can format fields as desired (some fields may need to be widened

when first opening Excel)• View in PDF

• Report is already formatted• Not all fields from screen in WISDM will be displayed on PDF report• Ledger size (11”x17”) will display more fields than letter or legal size

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Download and Print OptionsHow to print more fields on a report from WISDM:• Printing from web browser:

1. Set page orientation to landscape 2. Make sure all the fields you want displayed are on the screen (if

not, use “Pick Custom Columns” to display the needed fields).3. If there are unneeded fields use the “Pick Custom Columns” to

remove those fields or use the arrows to move unnecessary columns to far right.

4. Decrease browser font size• Printing from PDF

1. Do steps 2 and 3 above to ensure all fields appear on PDF2. Select Ledger size (11”x17”) to ensure all fields appear on PDF

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Help Features• WISDM contains a number of help features including:

• A glossary of commonly used terms• Help documents on many of the pages in WISDM

• Help options outside of WISDM:• WISDM FAQ page: http://bussvc.wisc.edu/acct/sfs/faq.html• Business Services Acronym website:

http://bussvc.wisc.edu/acct/sfs/faq.html• SFS Training Website: http://www.bussvc.wisc.edu/acct/sfs/train.html• UW System WISDM/WISER help website:

https://www.wisconsin.edu/sfs/reporting/wisdm-and-wiser/• Email SFS Project Team: sfsmsn@bussvc.wisc.edu

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Accessing Help Features in WISDM

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Click to access main help page. Can also select help from the Main Menu drop down.

Accessing Help Features in WISDM

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Clicking link opens glossary of WISDM terms

Glossary Page

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Summary• Requesting Access

• Download WISDM authorization form: http://bussvc.wisc.edu/acct/sfs/wisdm.html

• Accessing the System:• https://wisdm2.doit.wisc.edu• E-mail SFS Project team with questions: sfsmsn@bussvc.wisc.edu

• WISDM Training Sessions:• http://www.bussvc.wisc.edu/acct/sfs/wisdm.html• Recommended sessions are WISDM for Department/Division

Administration and WISDM for Grants Management

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