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Financial Reporting for Masses
- 1. Financial Reporting for the Masses Distributed Financial Reports A client case study University of South Carolina Foundations (USCF) Crohn's & Colitis Foundation of America (CCFA) Alan Eager, Managing Consultant, BI Practice, Blackbaud Kim Elliott, Finance Director, University of South Carolina Foundations Susan Smith, Financial Controller, University of South Carolina Foundations Javi Seera, Managing Director, Saralux Consulting Tuesday, November 18th 2008
- 2. Financial Reporting for the Masses Agenda Introductions Overview – Types of Financial Reports – Methods of Access – Access Considerations – The Building Blocks – Examples/Demo USCF Case Study (Kim & Susan) – University wide financial reporting by Department and College CCFA Case Study (Javi) – Organization wide financial reporting by Chapter Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #2
- 3. Financial Reporting for the Masses 3 Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #3
- 4. Financial Reporting for the Masses Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #4
- 5. Financial Reporting for the Masses Types of Financial Reports Standard - Income Statement & Balance Sheet Performance – Actual, Budget & Forecast Reporting – Financial Activity by Cost Center/Area/Department/etc Detailed (Sub-ledger) Reporting – Revenue/Contribution Detail (Donor Name, Date, Fund, $, etc) > – Expense Detail – Invoice Detail Functional Reporting – Events, Memberships – Mailings/Direct Response – Major Giving (Proposals) Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #5
- 6. Financial Reporting for the Masses Methods of Access Standard Application Reports & Exports Static Reports Custom Application Reports Subscription (Push) Reports> Clone Application (Operational Data Store) Data Warehouse Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #6
- 7. Financial Reporting for the Masses Methods of Access – Standard Application Access Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #7
- 8. Financial Reporting for the Masses Methods of Access – Static Reports/Exports > Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #8
- 9. Financial Reporting for the Masses Methods of Access – Custom Application Reports > Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #9
- 10. Financial Reporting for the Masses Methods of Access – Subscriptions (Push) > Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #10
- 11. Financial Reporting for the Masses Methods of Access – Clone Application > Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #11
- 12. Financial Reporting for the Masses Methods of Access – Data Warehouse > Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #12
- 13. Financial Reporting for the Masses > Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #13
- 14. Financial Reporting for the Masses Why the Data Warehouse approach? Integration of multiple, disparate data sources Optimized for Reporting and Analysis Adds value to data – Data Quality/Integrity Issues > – Summarization of data – Calculations and Analysis Off-line Querying & Analysis Security Management Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #14
- 15. Financial Reporting for the Masses It’s easier to write reports! Raiser’s Edge Schema (Gift Contributions) Vs Data Warehouse Edge Schema > And it runs faster! Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #15
- 16. Financial Reporting for the Masses Access Considerations Report Access – Windows Security – Web Portal Access – Database/OLAP Security – Report Security Data Driven Security > – Filtering done at Database or report level – Allows for one report applied to multiple filters/users – Maintain security within main source application (RE/FE) and/or Custom security Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #16
- 17. Financial Reporting for the Masses The Building Blocks Microsoft SQL Server 2005/2008 – Database – Querying & Analysis (Analysis Services) – Reporting (Reporting Services) Excel SharePoint > Blackbaud Solutions – Fundraising Data Warehouse (RE) – Finance Data Warehouse (FE) Minimal Software costs/investment Pre-built solutions Open standards in Data Access & Reporting Lower maintenance burden/overhead Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #17
- 18. Financial Reporting for the Masses Examples/Demo > Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #18
- 19. Financial Reporting for the Masses One Report, multiple filters/users > Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #19
- 20. Financial Reporting for the Masses > Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #20
- 21. Financial Reporting for the Masses Donor/Fund Statement > Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #21
- 22. Financial Reporting for the Masses – Distributed Financial Reports University of South Carolina Foundations 孀Ϸ Susan Smith, CPA, Accounting Manager Kim Elliott, Finance Director November 18,2008
- 23. Financial Reporting for the Masses University of South Carolina Foundations We are a 501c(3) The USC Educational Foundation supports the University in all of its educational, research, instructional, scientific, literary, service, charitable, and outreach endeavors. The Foundation aids the University in achieving its mission as the state’s flagship institution of higher education. 嵀 The USC Development Foundation acquires real estate and other special assets, either by purchase or gift, on behalf of the University of South Carolina and holds, develops, manages, and maintains these assets to serve the needs of the University. The Foundation helps the University to achieve its educational objectives and improve its facilities through ongoing physical expansion. Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #23
- 24. Financial Reporting for the Masses Educational Foundation Statistics for FY 2008 6,900 Number of Checks Written $25,054,332 Dollar amount of checks written 892 Number of Miscellaneous Deposits Processed $6,851,131 Dollar amount of Misc. Deposits Processed 欀 678 Number of Journal Entries Prepared 52,600 Number of Millennium Gift Trans Processed 82 Total Gift Annuities 15 CRUT/CRATs (9 Held by Others/6 EF as Trustee) $255,249,376 Investment Pool Market Value Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #24
- 25. Financial Reporting for the Masses Financial Edge View Only Issues Financial Edge had to be installed on each user’s desktop View Only users had to install each update or patch individually View Only was maintained on a separate server ꁀϵ Our View Only server was old resulting in very slow processing speed Financial Edge is an accounting system & our users range from CPAs to high school graduates Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #25
- 26. Financial Reporting for the Masses Why migrate to Web Reporting? Customer Service to departments Cost Benefit to the Foundation Efficiency for all parties (Foundation Staff, Departmental Staff, IT Department) ̈ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #26
- 27. Financial Reporting for the Masses University of South Carolina Foundations We have 49 “Colleges” which is the highest level in our reporting hierarchy We have approximately 180 “Departments” within the Educational and Development Foundations, the next level of reporting We have 3,250 open and active projects in the Educational and Development Foundations We have trained 116 users on web reporting Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #27
- 28. Financial Reporting for the Masses Types of Reports Available Project Summary Report Project Attribute Report Income Statement Project Activity Ӡ϶ Gift Detail by Project Check Register Media Files Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #28
- 29. Financial Reporting for the Masses User Security The reporting solution is only available on the University’s intranet Users must have a University username and password to access the network An 8 character minimum password for the web reporting solution is ϶ ॰ required We developed a user log to track unsuccessful login attempts and the IP address it originated from Users are required to sign a Confidentiality Statement Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #29
- 30. Financial Reporting for the Masses Confidentiality Statement WEB REPORTING SYSTEM STATEMENT OF CONFIDENTIALITY As a Web Reporting user, I understand that I have access to information, data, and files considered confidential and private. I agree to use the Web Reporting System to retrieve information considered vital and beneficial to 忰϶ my department and/or college. I am aware that seeking information not directly pertaining to my department and/or college is strictly prohibited. I will not distribute confidential information obtained from the Web Reporting System to unauthorized personnel, including, but not limited to, any persons or entities outside of the University of South Carolina. As a Web Reporting user, I will keep my user name and password private and for my individual use. My signature denotes that I have read and understand this Statement of Confidentiality and agree to abide by its terms. Printed Name Signature Date User ID: Password: __________________________ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #30
- 31. Financial Reporting for the Masses Preparation & Training We notified our users that a new reporting solution was being developed We created a training manual with screen prints When the solution was ready to goϰ live we informed our users of the last day View Only would be available and that training was required to receive a username and password for the new system We conducted training classes twice a week for about 4 weeks with additional classes as needed. The classes were for a maximum of 5 people which allowed personalized training. Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #31
- 32. Financial Reporting for the Masses User Feedback We have very positive feedback The users love the ease of use and the speed of web reporting There are no filters ϰ Reports are already filtered and ready to print Several of our reports have been generated by our user feedback (i.e. the Gift Report) Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #32
- 33. Financial Reporting for the Masses Login Page ﲠϳ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #33
- 34. Financial Reporting for the Masses Home Page ﲠϴ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #34
- 35. Financial Reporting for the Masses Project Attributes ﲠϴ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #35
- 36. Financial Reporting for the Masses Project Information 㤐ϴ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #36
- 37. Financial Reporting for the Masses Income Statement 㤐ϴ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #37
- 38. Financial Reporting for the Masses Media Files 㤐ϴ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #38
- 39. Financial Reporting for the Masses Project Activity 㤐ϴ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #39
- 40. Financial Reporting for the Masses Check Register 㤐ϴ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #40
- 41. Financial Reporting for the Masses Summary Report 㤐ϴ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #41
- 42. Financial Reporting for the Masses Questions? Susan Smith Accounting Manager sbsmith@mailbox.sc.edu Or 㤐ϴ Kim Elliott Director of Accounting kelliott@mailbox.sc.edu Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #42
- 43. Serving Financial Information on the CCFA Intranet Leveraging SharePoint 2007 㤐ϴ Javi Seera, Managing Director - Saralux November 18th, 2008
- 44. Financial Reporting for the Masses Introduction Saralux is a technology consulting firm based out of NYC, focused on serving the Not for Profit sector – Javi Seera, Managing Director • 25 Years in Technology Consulting • Served many NFP organizations • BPI, BI, Portals (SharePoint 2007), Web Development (www.saralux.com) 㤐ϴ Crohn’s and Colitis Foundation of America (CCFA) – Mission • To cure Crohn's disease and ulcerative colitis, and to improve the quality of life of children and adults affected by these diseases. – Based out of NYC (www.ccfa.org) – Saralux designed, developed and implemented the CCFA Intranet / Extranet using Microsoft Office SharePoint 2007 (MOSS 2007) Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #44
- 45. Financial Reporting for the Masses Strategic Goal drives the Project 㤐ϴ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #45
- 46. Financial Reporting for the Masses CCFA Operational Overview 㤐ϴ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #46
- 47. Financial Reporting for the Masses Application Landscape 㤐ϴ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #47
- 48. Financial Reporting for the Masses Architectural Overview ﲠΧ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #48
- 49. Financial Reporting for the Masses CCFA Intranet – Home Page 蘿ϴ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #49
- 50. Financial Reporting for the Masses Chapter Financials ﲠΧ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #50
- 51. Financial Reporting for the Masses Chapter Financials – Main Dashboard 蘿ϴ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #51
- 52. Financial Reporting for the Masses Chapter Comparison Report ) Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #52
- 53. Financial Reporting for the Masses Chapter Income Statement ﲠΧ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #53
- 54. Financial Reporting for the Masses Chapter Event Income Statements 蘿ϴ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #54
- 55. Financial Reporting for the Masses Select Event – SSAS Filter Web Part in SharePoint Χ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #55
- 56. Financial Reporting for the Masses Chapter Expense Drill Down 㾐ϸ Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #56
- 57. Financial Reporting for the Masses SharePoint – Reporting Options SQL Reporting Services (SRS) – Pros • Tight Integration with SharePoint and SSAS • Easy to write reports using SSAS Cubes – Cons • Need ability to create and modify SRS report (IT function) SharePoint Excel Services ﲠΧ – Pros • Easy to use • Built into SharePoint • Create and Deploy pivot reports and Charts from MS Office Excel 2007 – Cons • Formatting may be an issue for complicated reports Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #57
- 58. Financial Reporting for the Masses Leverage SSAS Security for Chapter Data CCFA Chart of Account – First segment is the Chapter – CCC CCC-AAAAA-SSSS-DDDD (e.g. 425425-36000-0404-0701) SSAS – Chapter is a dimension in SSAS Cube ﲠΧ – Security by dimension (Chapter) – Florida Chapter (425) has only access to GL data beginning with “425” – The Event list is managed by SSAS security and Filter Web Part Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #58
- 59. Financial Reporting for the Masses CFO’s Mandate CFO – “Only the closed periods should be available for financial reporting. Expenses should be available to the latest period.” Attribute in the Data dimension – “Closed Period” – Once the period is closed in Financial Edge, they become available in the Intranet for reporting. ﲠΧ – Attribute is updated with the cube refresh schedule Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #59
- 60. Financial Reporting for the Masses Planned for future President’s Dashboard More Charts in the Chapter Dashboard Deliver Board Reports via Board Intranet Site Research Naming Opportunity Χ Expense Reimbursement Workflow Check Request Workflow Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #60
- 61. Financial Reporting for the Masses Q&A Questions? 㾐ϸ Saralux 305 Madison Avenue, Suite 1166 New York, NY – 10165 888-778 2229 Toll Free 212-537-9224 Main 212 537-9225 Fax www.saralux.com Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #61
- 62. Financial Reporting for the Masses To Conclude Different considerations for “Mass Reporting” – Difference with 100’s vs 10’s of users Query performance is key Multi-user queries mean higher CPU/Memory loads on the server Χ Need to consider report deployment/maintenance Considerations in user security and security maintenance Consideration in delivery mechanism (e.g. Web, Excel, Application, etc) Consideration with user knowledge/expertise User training/education an essential part of the rollout Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #62
- 63. Financial Reporting for the Masses Questions? Alan Eager, Managing Consultant, Blackbaud alan.eager@blackbaud.com Susan Smith, Accounting Manager, USCF sbsmith@mailbox.sc.edu 㾐ϸ Kim Elliott, Director of Accounting, USCF Kelliott@mailbox.sc.edu Javi Seera, Director, Saralux javi.seera@saralux.com Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #63