WISDM Data View
Summarized Accounting Data
Name of the View: SUMMARIZED_ACCOUNTING_DATA.
Description: This view contains all of UW-Madison’s accounting data summarized at a chartfield level. All data is included in this view – Budgets, Expenses, Encumbrances and Revenue. The basis for this view is the WISDM database. MTD, YTD & ITD data is available for the end of each fiscal year starting with FY2001. It is also available for the current month and previous month of the current fiscal year.
Data Custodian: Accounting Services: Hua Ramer – phone: 262-4858, email: hramer@bussvc.wisc.edu
Authorization: You must receive approval to access this data view. Authorization forms and procedures can be found at the following web site: http://www.bussvc.wisc.edu/acct/sfs/data.html
Special Considerations:
- Accounting Period and Fiscal Year must be used in your Selection Criteria.
- When selecting data for GPR funds (i.e. funds 101-119), prior year requisitions that were brought forward to the new fiscal year will be included if you don’t take action to exclude them. They are identified with a project/grant number - for example, if you are querying FY 2003 data, 101A305 identifies FY 2002 fund 101 requisitions that were brought forward to fiscal year 2003.
- Fringe benefit and longevity payments for GPR funds will also be included at the Organization level unless you take action to exclude them.
- Starting with FY2003, these expenditures are recorded to the Organization and also to a project/grant (e.g. 101A000 for fringes and 101A001 for longevity). One way to exclude them would be to use the following statement in your selection: PROJECT GRANT EQ " ". Note that the spaces within the double quotes will have the effect of excluding all Project/Grants within the funds that you have selected.
- For FY2001 & FY2002, these expenditures were recorded to the Organization and no project/grant was used. They need to be excluded by their account code range (1800-1999).
- Fringe Benefit & Tuition/Fee Remission encumbrances for project/grants are calculated dynamically within WISDM based on the Salary encumbrances. There is a timing difference that is important for you to understand. Salary payments are made throughout a month causing the salary encumbrance to be reduced. The reduction in salary encumbrance also reduces the encumbrances for Fringe and Tuition/Fee Remission in WISDM. When the actual payments for Fringes and Tuition/Fee Remission are posted at the end of the month, the difference should disappear. Thus if you are running a before-the-end-of-month balance query, the fringe and tuition/fee remission encumbrances could be understated.
- For Brio users, please do not use the “Show Values” option whenever possible, because this option will slow down your query processing and your query may be “timed out”.
Data View Contents:
| Data Field | Lgth | Description | Example/Possible Values |
|---|---|---|---|
| ACCOUNTING_PERIOD | 3 | The period within the fiscal year. | 001 - July 002 – August 003 – September 004 – October 005 – November 006 – December 007 – January 008 – February 009 – March 010 – April 011 – May 012 – June 013 – FY End Cleanup |
| FISCAL_YEAR | 4 | The year that the budget covers on state funds. | 2001, 2002, etc. |
| FUND | 3 | A code identifying the source of funds being reported on. In all cases, except clearing accounts, it represents an appropriation by the state legislature. | 101, 128, 133, 144, etc. |
| PROJECT_GRANT | 7 | A code used by records that are organized by project. This code is made up of the fund and the proj/grant# – e.g. 144AB12. Normally used by gift and grant funds (133) Federal grant funds (144) and Trust funds (161). | e.g. 144GH01 |
| DIVISION | 2 | The first and second characters of the organization code. They define the college or division. | e.g. 03 |
| DEPARTMENT | 2 | The third and fourth characters of the organization code. They define the major department within a college or division. | e.g. 05 |
| SUBDEPARTMENT | 2 | The fifth and sixth characters of the organization code. They define a sub-department of the major department. | e.g. 00 |
| ORGANIZATION | 6 | A code identifying the combined codes for division, department and sub-department. | e.g. 030500 |
| ORG_DESCR | 30 | The name of the organization code. | e.g. Accounting Services |
| PROGRAM_CODE | 1 | A code that identifies the general purpose for which money is being spent. | 0-Student Services 1–General Operations & Services 2-Instruction 3-Educational activities 4-Research 5-Extension & Public Service 6-Library, Learning resources & Media 7-Physical Plant Maint & Svcs 8–Auxiliary Enterprises & Svcs 9-Student Aid F-Farm Operations R-Revenue |
| ACCOUNT | 4 | For Budgets, accounts identify the category to which a budget is recorded. In expense accounting, accounts are used to classify financial transactions according to the object of the expenditure. In revenue accounting, accounts are used to classify revenue transactions according to source. For Budgets, accounts identify the category to which a budget is recorded. For encumbrances, accounts identify the purpose for which the money is encumbered. | e.g. 3100 |
| ACCT_DESCR | 30 | Descriptive name associated with the account. | e.g. Supplies |
| TREE_NAME – Note that this field is not yet available. | 30(?) | Each fund is assigned to a default tree that organizes the account numbers into groups such as Salaries, Fringe Benefits, Services and Supplies and Capital. (Note: This field will not be available in the initial release of the data view). | e.g. MSN_GPR_DEFAULT |
| TREE_LEVEL_NAME– Note that this field is not yet available. | 30(?) | This identifies the “category” that the account number is assigned for the selected tree. This is very similar to a budget or summary category in the legacy system. (Note: This field will not be available in the initial release of the data view). | e.g. Salaries, Fringe Benefits, Services and Supplies, Capital |
| BUDGET_MTD | 17.2 | The sum of all expense budget and sales credit budget transactions posted in an accounting period. | 00000000000010000.00 |
| BUDGET_YTD | 17.2 | The sum of all expense budget and sales credit budget transactions posted in the fiscal year, up to and including the requested accounting period. | 00000000000010000.00 |
| BUDGET_ITD | 17.2 | The sum of all expense budget and sales credit budget transactions posted since the beginning of the fund, up to and including the requested accounting period. | 00000000000010000.00 |
| REVENUE_MTD | 17.2 | The sum of all revenue transactions (including sales credits) posted during an accounting period. | 00000000000010000.00 |
| REVENUE_YTD | 17.2 | The sum of all revenue transactions (including sales credits) posted to the fiscal year, up to and including the requested accounting period. | 00000000000010000.00 |
| REVENUE_ITD | 17.2 | The sum of all revenue transactions (including sales credits) posted since the beginning of the fund, up to and including the requested accounting period. | 00000000000010000.00 |
| EXPENSE_MTD | 17.2 | The sum of all payments posted during an accounting period. | 00000000000010000.00 |
| EXPENSE_YTD | 17.2 | The sum of all payments posted to the fiscal year, up to and including the requested accounting period. | 00000000000010000.00 |
| EXPENSE_ITD | 17.2 | The sum of all payments posted since the beginning of the fund, up to and including the requested accounting period. | 00000000000010000.00 |
| ENCUMBRANCE_MTD | 17.2 | This is the net result of all changes to the open encumbrance balance during the accounting period. | 00000000000010000.00 |
| ENCUMBRANCE_YTD | 17.2 | This is the net result of all changes to the open encumbrance balance that have occurred since the beginning of the fund. | 00000000000010000.00 |
| FRINGE_ENC_MTD | 17.2 | Used for project/grants – this is a calculated amount based on the salary encumbrance and the appropriate rate from ESIS. Please see the Special Considerations section of this document for more information. | 00000000000010000.00 |
| FRINGE_ENC_YTD | 17.2 | Used for project/grants – this is a calculated amount based on the salary encumbrance and the appropriate rate from ESIS. Please see the Special Considerations section of this document for more information. | 00000000000010000.00 |
| TUITION_ENC_MTD | 17.2 | Used for project/grants – this is a calculated amount based on the salary encumbrance and the appropriate rate from ESIS. Please see the Special Considerations section of this document for more information. | 00000000000010000.00 |
| TUITION_ENC_YTD | 17.2 | Used for project/grants – this is a calculated amount based on the salary encumbrance and the appropriate rate from ESIS. Please see the Special Considerations section of this document for more information. | 00000000000010000.00 |