Business Intelligence Center

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I continue to be overwhelmingly impressed by the vision, the implementation, the capabilities and the responsiveness of you and your team, and thankful that OSU made such a great decision to support CORE.
Melora Park, College of Forestry Research Office
New systems to help us better integrate knowledge are necessary, and I’m glad to help lead the way and bring others with me.
Iset Todayah Sevilla-Bazan, AMBC and a recognized CORE Superuser
FIN1900 is working like a charm. I particularly like the drill down capability with NOLIJ. You guys are the best! Thank you for taking such good care of us.
Laura Tilley, School of Arts and Communication - Music
Congratulations to the team winning the Hackathon! I really appreciate the ability of CORE to give widespread access to needed information.
C.J. Clevinger, Public Health and Human Sciences

Researchers & PI's

Grant Reporting System (GRS)

My Grants (Login)

What is GRS?

Who uses GRS?

How do I get Access?

GRS Help

GRS Training

CORE

What is CORE?

The Cooperative Open Reporting Environment (CORE) Initiative kicked off in May 2013 with an OSU community event hosted by the Senior Vice Provost for Academic Affairs and Vice Provost for Information Services/CIO. Co-Sponsors for the Initiative were the Provost/Executive Vice President and the Vice President for Finance & Administration. The Initiative going forward was to establish a new way of working at OSU by guiding the development of a university-wide reporting environment with support for the University's strategic plan and operations. One year later, 200 initial reports were released to the OSU community.

CORE Login


From summary to details
Course statistics across all prior sections
Detailed course roster for one section
Student profile of a student in a course section
Student's GPA by term

Who Uses CORE, How Can I Get Access?

All OSU employees have access to CORE reports and dashboards.  Access is granted automatically when an employment record is entered into Banner.  Employee Security Access level is based on each individual's employment classification or Job Profile. 

CORE Security is divided into three major divisions, Student (STU1 through STU5), Finance (FIN1 through FIN4), and HR (HR1 through HR4).   Employment classification or Job Profile access levels are determined by the data area custodian.

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CORE Access and Security Structure

Access to the Cooperative Open Reporting Environment (CORE) system is an automatic assignment-based process as determined by your employee classification or job profile.  All employees, with an active employment record in Banner have access to select types of departmental CORE uReports, charts, and udashboards.

Access levels for employee classifications or job profiles were developed through discussions with the university records custodians. For Finance, Research, Human Resource and Payroll data areas, access levels also incorporate overrides based on Banner access security groups.  Employee access to the Student1 and Course data areas are based on job classification or job profile. If you have questions or concerns about your current access, contact the BIC Team.

  Finance Data Research Data Human Resources,
Payroll & Benefits

Security Level 1a
All OSU Employees

Aggregate
Summary
Finance Aggregate Summary
General Ledger & Operating
Ledger
Aggregate Research Data Aggregate Summary

Security Level 2b
By Role

Summary
with targeted
detail
Finance Transaction Summary
General Ledger & Transaction
Ledger
Grants Summary Proposal Summary Human Resources         Payroll Only
Security Level 3c
By Role
Summary
with more
sensitive detail
Finance Transaction Summary
General Ledger and Transaction
Ledger with subset of more
sensitive detail
Grants
Summary
Proposal
Summary
Human Resources Payroll Summary Data Only
Security Level 4d
By Role
Transaction
Detail
Finance Detail
General Ledger, Transaction
Ledger, Payroll Ledger, Fixed
Assets and Nolij Invoices
Grants
Detail
Proposal
Detail
Human Resources Payroll Detail Summary OPE
Security Level 5e
By Role
Sensitive Data
GPA
No Security Level 5 No Security Level 5 Human Resources Payroll Detail & Benefits Detail

aAssigned to all active OSU Employees. Reports which aggregate data by high level classifications (Fund/ORG, Employee Classification Ux Cx Xx, College, Major, Student Level/Residency). Examples are total Student headcount/credit hours by Campus or College, Budget/Expense reports by Org Code, Student enrollment by Major.

bAccess assigned by Position Classification. Reports aggregates data by mid-level classifications (Index, Department/ORG, Student Level). Budget/Expense reports by Index/Account Code, average student GPA by College/Major. Reports also have targeted detail. Users at this security level also have access to security level 1.

cAccess assigned by Position Classification. Reports with summary and a subset of more sensitive detail transactions by classifications (Index, Department/ORG, Student Level). Budget/Expense reports by Index/Account Code, Course Rosters, Payroll transactions, Nolij Images, etc.  Users at this security level also have access to security levels 1 & 2.

dAccess assigned by Position Classification. Reports with summary and detail transactions by Index/Account Code, Transactions, Employee, Student. Budget/Expense reports include drill down to expense and payroll transactions, Class Rosters, Student registration, GPA, including relevant Nolij images. Users at this security level also have access to security levels 1, 2 & 3.

eAccess assigned by Position Classification. Reports with summary and detail transactions by Index/Account Code, Transactions, Employee, Student. Budget/Expense reports include drill down to expense and payroll transactions,relevant Nolij image Class Rosters, Student registration, GPA, Student Profile information. Users at this security level also have access to security levels 1, 2, 3 & 4

eDashboard - High level administrative dashboards and scorecards which aggregate data according to University metrics that track overall University performance measures and strategy. Dashboards have the ability to drilldown or drill through to detail data. Executive security level has access to all University data.

uDashboard - University-wide Dashboards and scorecards which aggregate data according to University metrics that track overall University performance measures and strategy. Examples are total Student headcount/credit hours by Campus or College, University Financial Statements, total enrollment by program.

CORE Data Analytics Tool - Requires Data Steward approval via Request for Access form. Users have access to detailed transaction data within their approved Data Domain (Finance, Human Resources, Student, Financial Aid). User requests for access to the Data Analytics tool, must include a clearly defined business need and an explanation as to why CORE reports or the Ad Hoc Lite feature do not meet current data needs.

1An important note about Student Data - The OSU Registrar is the Data Steward responsible for all student data. Requests for access to student data require completion of the Registrar's Student Data Request for Access form. Completion and approval of the Registrar's access request form is required for all security levels beyond the default access level in CORE. User requests must clearly define the business need and an explanation as to why the data is needed for the particular position.

Related Topics

FERPA

CORE Training

NEW - CORE Data Analytics - Jaspersoft Open Lab

The Barnard computer lab in the Valley Library, will be open for Jaspersoft help sessions in February, March & April. Drop by for assistance with your Jaspersoft queries, functions and challenges. These open lab sessions are not for new users who have not attended the training series. No need to preregister, just show up.

Open Lab Location: Valley Library - Barnard Classroom, Room 5420

Session Dates:

  • Tuesday, March 21, 2017 - 2 pm-4 pm
  • Wednesday, April 19, 2017 - 9 am - 11 am

CORE Data Analytics (Jaspersoft) Training Series - Preregistration Required

Prior to attending a Data Analytics (Jaspersoft) training two date series, you must submit a Request for Access form with information that demonstrates why neither CORE reports or the Ad Hoc Lite feature do not meet current business needs. The Request for Access must have a status of Approved-Pending Training prior to the first class date. Also, it is important you able to attend both dates of the same 90-minute training session series.

  • Wednesday, April 12 & Thursday, April 13, 2017 - 10:00 am-11:30 am - Bernard Classroom, 5420 Valley Library (5th Floor)

30 minute CORE WebEx Training Sessions

Periodically, Diana Lindsley, BIC Operations Manager, hosts a CORE WebEx training session on Wednesday from 2:00 pm to 2:30 pm. There is never a need to pre-register for the training session.  When a WebEx training is announced, all you will need to do is copy and paste the following link into your favorite browser, https://oregonstate.webex.com/oregonstate/j.php?MTID=mfcfaac9ba569864fb4a49a0a2c14d4e7. When prompted you will enter the following meeting number 923 272 920.

If Diana Lindsley is hosting a CORE WebEx on an upcoming Wednesday, the information and topic will be published in OSU Today.


Introduction to CORE - Preregistration Requested

In the 90 minute session, Business Intelligence Center team members will introduce new employees to the Cooperative Open Reporting Environment system. The face-to-face session includes information about the development of CORE, data security, access roles, the system structure and the highlights for reports, features and functions. This course may also be helpful for users who access the system infrequently.

The live (face-to-face) CORE introductory session will be offered at least one time per quarter. Subscribe to the BIC calendar feed, check back or look for the announcement in OSU Today as periodically brief CORE intro sessions may be offered during a Weekly Wednesday WebEx.

CORE Introductory Session: Next session will be held during Spring Term 2017.

OSU Training Days, November 8 & 9, 2016 - CORE Classes PowerPoint Presentations & Handouts

 

CORE Updates

Weekly News ~ CORE Updates

The Business Intelligence Center endeavors to provide CORE users each Friday afternoon a weekly CORE Update. Topics covered in these "mini newsletters" include upcoming training sessions for all the BIC supported systems, CORE improvements, new features, milestones, statistics, new reports, report changes, and anticipated system outages. The BIC team is always interested in hearing from readers, so please do not hesitate to contact us with your thoughts and ideas for how to improve our content or delivery.

Not a subscriber? There are two options available for receiving the weekly CORE Updates:

  • Subscribe to the BIC Blog (link)
  • Email Distribution List: lists.oregonstate.edu
    • Type the following into List Name box: OSU_CORE_Reports (do not forget to include the underscores in between words as demostrated)
    • Click Go To List
    • Follow the instructions under Subscribing to OSU_CORE_Reports

Annual CORE Updates Live

The Business Intelligence Center provides live updates at least one time per year. The live session content includes reports on CORE progress, the latest features, user tips and more. These sessions are recorded for later viewing.

CORE Update - April 2016

CORE Update - May 2015

image CORE Update May 2015

CORE FAQ's

CORE Frequently Asked Questions

CORE

BI Query/Data Warehouse

Data Analytics

CORE FAQs

What is CORE?

CORE = Cooperative Open Reporting Environment.

The CORE initiative, launched in May 2013, is a new way of working at Oregon State University; the development of a university-wide reporting environment that supports the OSU strategic plan and operations.  The Business Intelligence Center (BIC) Team is responsible for CORE and ensuring the university community has access to consistent and timely data for analysis and reporting.

CORE is a web based interface from which users access the CORE Library of Reports. CORE is built on an open data architecture design concept, allowing access to data across traditional data silos. The CORE data warehouse is the primary data source used in development of reports. CORE data warehouse normalizes views of multiple OSU data sources including Banner and the Operational Data Store (ODS), Institutional Research (IR) data warehouse, and other sources of record and sources of differentiation.

CORE uReports are designed to be a single source access point for OSU data and information. The report data is exportable to Excel and CSV for further analysis if desired.

How often does the data refresh in ODS and CORE date warehouse?

Most of the information in ODS and the CORE data warehouse refreshes nightly.  If you have a need for a real time report, you will need to use Appworx.

How do I get access to CORE? 

Access is granted based on your position classification or job profile, as determined by the appropriate Data Steward. Access levels may incorporate overrides for certain Banner security classes.  If your supervisor determines a need for you to have access beyond your default security level, contact the BIC Team for assistance.

Does CORE replace Appworx?

No.  CORE reports replace the standard administrative reports found in BI Query. Both the uReport and the CORE data warehouse pull data from ODS, the data is not real-time but refreshed nightly. For real time data, it is necessary to access Appworx, which pulls data directly from Banner tables.

BI Query/Data Warehouse FAQ's

Is BI Query/Data Warehouse going away?

The BI Query reporting tool has not been supported by Enterprise Computing Services for a number of years. The system is antiquated on multiple levels and no longer meets the data access and reporting needs of Oregon State University. Nightly the Human Resources, Student and financial aid data is refreshing and will continue to do so until either the data source access is terminated or the system fails. BI Query and the applicable data domains will remain operational for one year following the linkage of the CORE data warehouse domain (HR, financial aid, student) to Jaspersoft. NOTE: The BI Query Finance data warehouse was decommissioned on December 31, 2016.

I have been using BI Query, will I receive automatic access to Jaspersoft?

Automatic access to the data analytics tool is not granted for BI Query users.  Access to Jaspersoft is provided on an "as needed basis" and requires approval from the applicable  Data Steward.  Interested users are required to submit a Request for Access form and attend a three-hour Jaspersoft training (90 minutes, 2 dates) before receiving access to the system. User requests for Jaspersoft access, must include a clearly defined business need and an explanation as to why CORE does not meet current reporting needs.

Are my current queries and reports compatible with Jaspersoft?

No, existing queries and reports are not compatible in Jaspersoft. The Operational Data Store (ODS), the new data warehouse supporting CORE, has a different data structure and naming style than the BI Query data warehouse.  The BIC Team has identified options for redesigning your current queries in Jaspersoft. In most cases however, there may be an existing report in CORE or the CORE Ad Hoc Lite feature may have the query parameters you used in BI Query. 

Data Analytics FAQ's - Coming Soon

In the meantime, see the Data Analytics Page for frequently asked questions about the sunset of BI Query.

 

CORE Help

The resources below, provide you with more information about the CORE reports structure, the BI Query/Data Warehouse style reports now in CORE and step-by-step guides CORE functions and features. As the evolution of CORE continues, additional help documents and resources will be added to this page for your reference.

CORE Help Guides

Document Document Document
What is My Reports? Search for OSU ID CORE Quick Tips - Payroll
Saving or Sharing Reports using Firefox Search for Name CORE Quick Tips - Grants
Saving or Sharing Reports using Google Chrome Directory Information Search CORE Quick Tips - Finance
Printing & Exporting CORE Reports Searching with Wildcards (%)  
Understanding Parameters Search for BI Query, Data Warehouse Report  
Using a Multiple Values Parameter Box  Adding & Removing Reports to My Favorites  
Understanding Parameters Function    
CORE Parameters Defined    

CORE Help Presentations (videos)

Introduction to CORE

BI Query/DW Help Resources

Human Resources Student
Simple Search-BIQ DW Reports Visual: BI Query vs. CORE

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CORE Report Structure

Prefix (Alpha): Functional Area

Prefix Functional Area Prefix Functional Area
ADV Academic Advising GRD Graduate School
ANA Analytics HLP Help
ALM Alumni Association HNR Honors College
BIC Business Intelligence Center HRS Human Resources
BUD Budget Office IRM Institutional Research
CRS Course Management PAY Payroll
ENM Enrollment Management RES Research Management
FAC Facilities Services SSM Student Success Metrics
FIN Finance STU Student
FIA Financial Aid VAL Validation Tables
FND OSU Foundation    

Suffix (Numeric Range): Report Category

Range Report Category Range Report Category
0001-0049 Admin/General 1500-1549 Tenure
0050-0099 Business Center 1550-1599 Employee
0100-0149 Metrics/Ratios 1800-1849 General Ledger
0150-0199 University Wide 1850-1899 Operating Ledger
0200-0249 College 1900-1949 Transaction Ledger
0300-0349 Enrollment 1950-1999 Budgets
0350-0399 Admissions 2000-2049 Accounts Receivable / Accounts Payable
0400-0449 Degrees   2000-2010 | Scholarships
0450-0499 Student Progress 2050-2099 Fixed Assets
0500-0549 Student Characteristics 2100-2149 Space / Capital Planning / Maintenance
0550-0599 ID Cards 2150-2199 Purchasing
0800-0849 Bacc Core 2200-2249 Tuition
0850-0899 Class Rosters 2250-2299 Student Fees
0900-0949 Majors/Minors 2300-2349 Encumbrances
0950-0999 Course Catalog 2400-2449 Travel
1000-1049 Course Registration & Scheduling 2550-2599 Data Dump
1200-1249 Faculty/PI 2700-2749 Student Validation Tables
1250-1299 FTE 2750-2799 Finance Validation Tables
1300-1349 Calendar Year 2800-2849 Human Resources Validation Tables
1350-1399 Fiscal Year 2850-2899 Data Audit
1400-1449 Jobs 2900-2949 Security Audit
1450-1499 Positions 5300-5399 Operational Metrics

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History of the CORE Initiative

The Cooperative Open Reporting Environment (CORE) Initiative kicked off in May 2013, establishing a new way of working at Oregon State University. The guiding principle was the development of a university-wide reporting environment that supports the University strategic plan and operations.

With data being identified as a strategic asset of the University, it was imperative data be available, true and actionable. The multi-year information initiative set forward to improve access to current and accurate data needed to inform university planning and initiatives, and to understand outcomes and progress toward goals. The undertaking was large and some doubted it was surmountable; shifting the way of thinking about data access. The system design was to be based on the needs of and input from the user community, and informed by best practices in analytics and business intelligence.

Goals for the CORE Initiative:

  • Provide university-wide tools and data that give members of the university immediate access to information that allows informed decisions, planning and actions.
  • Promote an environment of open access to data and information while ensuring the security of confidential or proprietary information.
  • Create a single truth: Establish data standards and definitions to apply to a central database, so all parts of the University are using the same references.
  • Create a culture of data stewardship in all parts of the University, rather than data ownership. Records Custodians maintain the quality and integrity of data but encourage its use by anyone in the community who needs information based on that data for their work.
  • Encourage cross-unit solutions, partnerships, and tools to connect disparate sources and uses of information across campus.

The Initiative defined the elements for new ways of working at OSU. With multiple data sources maintained across the institution, access to and integration of data had to become the norm. A culture of trust was necessary for opening access to university data along with an expectation of appropriate care and usage. Data custodians had to be responsible for data accuracy and policies and practices that permitted open access while protecting highly sensitive data. The investment in a common data warehouse and reporting system minimized the need and in some cases eliminated the need for departmental data retrieval systems and time required to hand-compile target reports. All of these elements have and continue to drive the University toward a single version of correct data.

OSU Community Presentation - May 9, 2013

CORE Initiative Presentation (runtime 20:15)

CORE Initiative co-chairs, Senior Vice Provost Becky Warner and Vice Provost Lois Brooks, explain the purpose of the initiative (approximately 5 minutes) and Michael Hansen delivers a presentation illustrating the issues with data and reporting at OSU, and discusses the planned solutions in more depth (approximately 20 minutes).

CORE Data Analytics

Transitioning from BI Query to the CORE Data Analytics Tool, Jaspersoft

Flowchart - Do I need Jaspersoft? (pdf)

BI Query (BIQ) Frequently Asked Questions

I developed a query/report using BI Query. I shared this query and/or report with other BI Query users in my department. What are my options for creating the report after the BI Query, Data Warehouse is no longer available?

  • CORE, check to see if a similar report exists in the CORE Library of Reports.
    • Use the Search Box. Type in a few key words descriptive of your report such as, transactions, index and click the search icon. Immediately, a list of existing reports with those key words will appear.
    • Locate the Data Area of interest. Click to populate the report subgroups; expand the subgroup to view the reports list. Scroll down the list to locate similar reports by reviewing report names and details.
    • Can’t find a similar report in CORE? Contact the BIC and ask them to analyze your BIQ query/report to determine if it can be used by a larger audience and included in the CORE Library of Reports.
  • If the report is used only by you, it will be necessary for you to use either the CORE Ad Hoc Lite feature or the data analytics tool, Jaspersoft.

Note: Queries developed for use with BIQ are not directly transferrable to Jaspersoft as the data format is different and exists in two different warehouses.

Over the years, I have developed numerous BIQ queries/reports and for uses specific to my job. What are my options using CORE?

  • The BI Query queries/reports you developed are not transferrable to Jaspersoft. If CORE does not have comparable reports, try using CORE Ad Hoc Lite or recreate all your queries in Jaspersoft.

I have modified BI Query Administrative reports and saved them as new reports with my default settings. How do I save default reports in CORE?

  • In CORE, reports are easily saved or shared using the Save/Share feature. Locate your report, once it appears select Link to CORE Help Documents. Reports in CORE are easily saved in your browser for easy access later or in a reports folder using the Save this Report feature.

There is a CORE report that fits my needs but I need to add or delete fields. What can I do?

  • Contact the BIC to see if the field can be added to the CORE report. Fields cannot be deleted in a CORE report.
  • Export the CORE report to Excel or CSV, and then delete unwanted column(s). Note: This step requires close examination of the Excel layout to ensure data you need is not accidently deleted. The BIC Team highly recommends exporting your report to CSV rather than as an Excel document.

I have located a CORE report that meets my needs but I need the data in a Pivot Table. How do I get a CORE report to this format?

  • Simply select Export to CSV, open with Excel and create your Pivot Table.

I need to filter fields that do not include filters in CORE Ad Hoc Lite. How do I further filter my report?

  • In CORE, some reports have been grouped by functions that may provide similar functionality, run a report that includes the fields you need to filter. Once the report populates on the screen, select Export to CSV, open with Excel and create your new filters.
  • Use CORE Ad Hoc Lite to create a report using high level filters and Export to CSV opening with Excel for further filtering.
  • Submit a New Idea for the report requesting parameters or filters be added to Ad Hoc Lite.

In my unit, we use special colors and formats for Departmental reports. What is the process for making these adjustments to CORE reports?

  • CORE reports are based on OSU’s Brand Identity Guidelines and cannot be modified.
  • In Excel, export the report and customize as needed. Note some versions of Excel will change colors whe copying worksheets tabs.

In my position, I am required to do financial data analysis for my department. What are the tools available to me?

  • In CORE, the Finance Data Area, there is a section labeled Ad Hoc Lite. This feature has options for querying data in three Ledgers, General, Operating, Transaction plus others. Identify the desired data, select the filters and parameters desired and click View Report. Once the report populates on the screen you have the option to Export to CSV opening with Excel, making it possible for you to further analyze the data.
  • Another option for data analysis is to use Jaspersoft.

In my position, I am responsible for designing and running reports for my department. I need to have the ability to populate departmental Excel report templates. Can I do this using CORE?

  • In CORE, there are many reports that may meet your needs. Use the Search Box and search using key words relevent to your report or look through the CORE Library of Reports.
  • Using CORE Ad Hoc Lite, you can create and save your own queries for later use, much like a template.
  • Using Jaspersoft, create an ad hoc view and export to Excel.

One of the tasks I am responsible for in my job is reporting on all transactions over a certain dollar amount. How is this easily accomplished using CORE?

  • In CORE, there is a reporting feature called Ad Hoc Lite. You will find this feature at the top of the list in the Finance Data Area.
    • Using the applicable ledger query, select the desired filters and parameters. Once the report populates on the screen, you can sort on the Amount column. Note: It may be necessary to click twice on the arrows in order to get the desired order (largest to smallest).
    • If an electronic or hard copy is required, you can select one of the report export formats or print. Also, you can also save the query/report for later use.

CORE reports meet my needs but I’d rather not reenter the same parameters each time I run the report. What are my options for saving?

  • CORE is a web-based reporting program, saving queries or reports for later use is easy. Once your report appears on the screen, select Save this Report located just above the report title. The process saves your reports as bookmarks for easy access at a later date.

I send the exact same reports to my Department Head because they do not know what parameters select. How can I make it easy for them to access this report whenever they need it?

  • If the department head is unfamiliar with CORE, user training on system operation is available. The BIC offers many different training options throughout the year. See the CORE Training page for face-to-face sessions or the CORE Help page for guides and resources. In some cases, one-on-one training may be possible. Contact the BIC for more information.
  • In CORE, if the department head is familiar with the system, use the Save this Report feature. Run and save the report you want to share and email the URL to the department head. This option makes it possible for the department head to open the report, change the parameter(s) and run the report as needed.

I need to create custom reports because I remove account codes and amounts the end user does not understand. How can I do this in a CORE report?

  • In CORE, use the Export to CSV opening in Excel for easy removal of data elements.

I have been running reports for someone else because they don’t want access to BI Query. How can I shift this responsibility back?

  • In CORE, all OSU employees have access as soon as they have an active position record in Banner. The CORE data and reports available to users has been pre-determined based on the general needs for position classifications or job categories. The Business Intelligence Center offers a number of CORE training sessions each year. The information is found on the BIC Training webpage.
  • As a co-worker, you can provide CORE introductory training with your colleague, where to login, the location of the desired reports in the CORE directory, the search feature, how to print or export, etc. Once they become familiar with CORE, they can run the report. If you have the same CORE security access, you can share your queries you have rewritten in CORE.

I have been running queries and preparing reports in BI Query for a colleague because they do not have access to the desired data. Is it possible for me to continue doing this in CORE?

  • As an OSU employee of OSU, you “...have a responsibility to protect the information entrusted to the institution,” (OSU, Information Security Manual, 102: University Community Responsibilities). You will need to determine if your action is in violation of an OSU data security policy. Is the data you are querying for your colleague available to them based on the CORE security structure? The easiest way to make this determination is to have them login to CORE and run the report. If they have access to the data based on their job classification, they can run the report. If they do not have the applicable security access level for the data, it will be necessary to contact the BIC to determine if an exception is possible.

CORE Login

[Should be a direct link]

Grant Reporting

From desktop to mobile device, the Grant Reporting System (GRS) was developed to be a tool for use any day, anywhere. The GRS provides principal investigators (PIs), co-PIs (co-principal investigators), grant account managers and business managers with the current financial status of grant funds. Gone are the days of pulling information from desparate data sources and spending countless hours collapsing it all into a useable report format. Additionally, GRS offers numerous reporting formats and views at your fingertips from anywhere in the world where there is an internet connection.


Grant Reporting Security Structure

The Grant Reporting System (GRS) is available from anywhere in the world where there is an internect connection. GRS is authenticated through an OSU onsite security process. To access your grant reports remotely, you will first need to login to a Virtual Personal Network (VPN).

The Grant Reporting System...

  • updates data daily

  • reflects current transaction information

  • access to My Grant activity is limited to only the Principal Investigator (PI), Co-PI, and Business Center staff

    • principal investigators, co-PI's & fund financial managers are automatically added to GRS when the applicable grant code is added to Banner

    • research assistants can only view grant indexes to which they are assigned, See Grant FAQ's

    • Business Center staff with GRS roles, Business Manager, Deputy Business Manager and Accountant, can view Grant Reports and create Non-FIS Encumbrances

  • errors in transactions, payroll or encumbrances found? contact your Grant Accountant for assistance

  • lost access to GRS? See Grant FAQ's

Grant Reporting Training

Hands-on Training: Grant Reporting System (GRS) - Focus on Grant Reports

This will be a great training session for Principal Investigators, Co-Principal Investigators, Grant Accountants or PI/Co-PI support staff who have access to GRS. In this hands-on session, the newly expanded reports will be featured, with plenty of time for questions.

No training events are scheduled at this time. Please contact the Business Intelligence Center for individual assistance with GRS.

Grant Reporting FAQ's

Grant Reporting System (GRS) - Frequently Asked Questions

GRS Access

  • What is the process for adding a Research Assistant (RA) to the Grant Reporting System?
    • The Research Assistant role allow RA’s, which the PI has delegated fiscal review authority over his/her grants, to view grant index reports that have been manually assigned in the Grant Reporting System.   
    • You need to request access to the System using a Request for Access form. Complete the form as directed. Under the Grant Reporting & Reimbursement System heading, check the Research Assistant box, and include the Grant Index/Org information under Other.
  • How do I add a Co-Principal Investigator (Co-PI) to the Grant Reporting System?
    • An after-hours process automatically adds Principal Investigators (PI), Co-PI’s and Fund Financial Managers to the Grants Reporting System when a grant code is added to Banner.
  • How do I add a new grant to a PI’s list of grants? 
    • An after-hours process automatically adds new grants to the Grants Reporting System when the grant code is added to Banner.
    • All other Grants for which the person is not assigned as a PI or Co-Pi in Banner must be manually added by the BIC.
  • I have changed departments and no longer have access to the Grant Reporting System. What do I need to do to restore my access?
    • Each night the Grants Reporting System performs a security audit, disabling user access when there has been a change in employment status or Home Org.
    • To restore your access, you will need to contact your Business Center for assistance with completion and submission of an updated Request for Access form. They will specify on the form which Orgs you are authorized to access in the Grants Reporting System.
  • I need to access My Grants from an off-campus location. What do I do?
    • Access to the Grant Reporting System is authenticated through an OSU onsite security process. In order to access your grant reports remotely, you will need to first login to a Virtual Personal Network (VPN). If you need assistance with VPN, please contact your unit’s IT support personnel.

GRS Reports

  • My Grants report does not show any of my closed grants. Is there a report for closed grants?
    • Grants are included in My Grants and PI Lookup reports for 90 days after the grant end date. You can view a closed grant by entering the Grant Index in the Index Search feature.
  • How do I view account detail in a grant report?
    • Per OSU HR Policy, PI’s are limited to viewing Grant Detail by account rollup only.  Account detail is not available in the “Grant Reports” format which is the only format available for PI’s to view.
    • Grant Accountants have the option of viewing grant reports by Account Rollup (Grant Reports) or by Account Detail (Index Account Reports).
  • What is a non-FIS Encumbrance?
    • These encumbrances are entered manually into the Grant Reporting System by either the Business Center’s grant accountant or PENDING documents in FIS (Fund Types 31-39). The PENDING FIS documents are distinguished by the DocCode ID.
  • The payroll expense encumbrances are too high. Also, the encumbrances are beyond the grant end date. Why is this and is it possible to have the encumbrances modified?
    • Payroll expenses are often encumbered beyond the grant end date for many reasons.
    • The Parameter “Payroll Encumbrances” gives the user the option to view the report with or without Payroll encumbrances that extend beyond the Grant End Date.
    • For more assistance, contact your Business Center payroll representative for more information about the payroll encumbrances.
  • Why is the payroll expense encumbrance detail total higher than what is reported in the Grant Summary?
    • Banner payroll expense encumbrances are posted once a month at month end, therefore, the totals may not be the same in instances where the expense was moved off the grant at mid-month.
  • How do I access My Grant reports when I am away from Corvallis?
    • Access to the Grant Reporting System is authenticated through an OSU onsite security process. In order to access your grant reports remotely, you will need to first login to a Virtual Personal Network (VPN). If you need assistance with VPN, please contact your unit’s IT support personnel.

Printing GRS Reports

  • How do I print a Grant report?
    • In the top right corner of the report, click either the printer icon or the pdf icon. This action exports the report as a pdf which you can then print using your local printer.
  • The wide-format Grant Reports do not print on a single sheet of paper. What do I need to do?
    • The wide format reports are formatted to print as a pdf so all the report columns fit on a single sheet. To print a report on letter-size or legal-size paper, follow the instructions provided in the Printing Wide Format Reports help guide.

Grant Reporting Help

The Business Intelligence Center team periodically offers live (face-to-face) training for the Grant Reporting System (GRS). During the interim period however, there are a number of self-help resources available. If you are unable to locate the answer to your question, please contact the BIC Team for assistance.

The references to URL's, Office of Budget & Fiscal Planning and GRRS in these guides is outdated, however, the content remains relevant. These resources will be modified as time permits.

Department: Business Intelligence Center (BIC)

  • BIC Administration - 510 Kerr Administration Building (Office of Budget & Fiscal Planning)
  • BIC Analytics Unit - A0012 Kerr Administration Building
  • BIC web address: fa.oregonstate.edu/bic

 

GRS - Help Guides

GRS - Principal Investigator Login Reading a Grant Summary Report
Printing a Wide-Format Report Reading a Grant Index Summary Report
Creating a Non-FIS Encumbrance in GRS Reading X-Walk Report-Index Summary-Actual Balance
  Reading X-Walk Report-Index Summary-Actual Balance-Encumbrance Detail
  Reading X-Walk Report-Index Summary-Banner Encumbrances

GRS Help Presentations (videos)

Grant Reporting for Principal Investigators  Grant Reporting for Accountants

Grant Reporting Login

[should be a direct link]

OSUF Systems

Oregon State University Foundation Systems

FS Index Reimbursement System

  • System for reimbursing OSU Indexes or Funds beginning with FS/FE/438/8
  • Only for reimbursing expenses which are allowable on OSU Financial Statements (FIS-400)
  • Expense as it relates to, but not limited to, instruction, research, administration, Extension, outreach programs, and campus infrastructure

Scholarship System

  • System for creating Scholarship Plans, including those outside of OSUF purview
  • Electronic management of the scholarship distribution process

Direct Payment System

  • System for directly paying/reimbursing employees, individuals and organizations from OSUF funds for OSU-related expenses
  • Allowable expenses are identified in the OSUF Distribution Policy, Article 6
  • Expenses are often those which are not allowed for payment under OSU policy, i.e. fundraising and alcohol expense

OSUF Reports


OSU Foundation Information

OSU Foundation Distribution Policy, Article 5: OSU Foundation Reimbursement Types (pdf)

FS Index Reimbursements: The Foundation reimburses approved OSU business-related expenses through the OSU FS Index Reimbursement System. OSU business-related expenses are generally all expenses reflected on OSU Financial Statements. This includes all expenses related to, but not limited to, instruction, research, administration, extension, outreach programs, and campus infrastructure.

Direct/Personal Reimbursements: The OSU Foundation processes direct reimbursement requests for other OSU non-business expenses, which include expenses related to OSU public relations and fundraising.

OSU Foundation Financial Systems Access Policy (link): This policy covers the guidelines governing OSU access to Financial Edge (FE) and related OSU Foundation reporting systems.


FS Index Reimbursement

FS Index Reimbursement System (login)fs index reimbursement request routing

The OSU FS Index Reimbursement System is used for processing OSU Foundation reimbursements to Oregon State University. These expenses are initially paid and processed through OSU’s accounts payable system and recorded using the following Index/Fund types:

  • FSxxxx—OSU Foundation pass-through funds
  • FExxxx and 438xxx—Endowment Earnings
  • 8xxxxx—Plant Construction Funds

Which System to use?  FS Index Reimbursement or Direct Payment*

  • FS Index Reimbursement Requests
    • Expense is paid through the Oregon State University accounts payable system
    • The Index charged for the expense started with FS
    • An invoice was received and paid directly by Oregon State University
    • The expense is representative of an OSU cost of doing business
    • Expense-types excluded: Alcohol and Fundraising
  • Direct Payment Requests
    • Payment for the expense will be paid directly to the payee (employee, individual or organization)
    • Expense is not allowable for payment by Oregon State University
    • Expense-types paid using the Direct Payment System: Alcohol and Fundraising

*See the Direct Payment System for more information

OSUF Reimbursement System Reports
 

Scholarship

Scholarship System (login)scholarship system award process

The OSU Scholarship System is the used for processing ALL student scholarship awards, including those scholarships that are not funded by the OSU Foundation. The Scholarship System is an electronic process, for routing the funding and distribution of scholarship awards.

NOTE: The OSU Scholarship System is not a function of the Scholarship Management System (SMS).

 

OSUF Scholarship System Reports


 

Direct Payment

Direct Payment System (login)direct payment system request routing

The Direct Payment System is for processing OSU Foundation (OSUF) payments directly to employees, individuals or organizations. The Payment Request is initiated electronically and is complete when the transaction has been approved and printed.  Printing the Payment Request initiates, the electronic routing of requests to the OSUF Fund Approver and the OSU Foundation.

Which System to use? Direct Payment or FS Index Reimbursement

  • Direct Payment Requests
    • Payment for the expense will be paid directly to the payee (employee, individual or organization)
    • Expense is not allowable for payment by Oregon State University
    • Expense-types paid using the Direct Payment System: Alcohol and Fundraising
  • FS Index Reimbursement Requests
    • Expense is paid through the Oregon State University accounts payable system
    • The Index charged for the expense started with FS
    • An invoice was received and paid directly by Oregon State University
    • The expense is representative of an OSU cost of doing business
    • Expense-types excluded: Alcohol and Fundraising

What types of expense must be paid using the Direct Payment System?

  • OSU non-business expenses (OSU non-allowable expense)
  • Alcohol
  • Travel expenses in excess of allowable Per Diem
  • Excess lodging expense
  • Hosting
  • Flowers
  • Receptions
  • Non-employee gifts
  • Fundraising & Donor Relations

 

OSUF Direct Payment System Reports

 

OSUF Systems Security Structure

OSU Foundation Systems - Roles and Access

Role Reimbursement Scholarship Direct Payment

Business Manager

X X X

Deputy Business Manager

X X X

Accountant

X X X

Scholarship Administrator

  X  
Role Descriptions
  • Business Manager - Can create Index Reimbursements and signer requests and has ability to manage access at the unit level. Can assign Indexes, Orgs and Scholarship Detail Codes to users. Intended for OSU employees with titles like Business Center Manager, Finance & Accounting Manager or Finance Coordinator.
  • Deputy Business Manager - Has the same user rights as the Business Manager. If delegated by the Business Manager, the Deputy Business Manager can manage the systems access for their unit.
  • Accountant - Can create Index Reimbursement and Direct Payment requests for their assigned Orgs, with transaction details including account numbers and non-aggregate Other Payroll Expense data. Can create Authorized Signer requests and may view Nolij images if available. Intended for OSU employees with titles like Accountant, Fiscal Coordinator, Office Manager, Administrative Assistant or Office Specialist.
  • Scholarship Administrator - Can create, revise and submit Scholarship Plans; Administer FS Index Reimbursements Requests; Manage scholarship awards and approvals, Detail Code X-Walk; Prepare and submit new Authorized Signer requests.
Profile Data Needed for Access to OSUF Systems

A related automatic process copies the following profile data from Banner to the OSUF Systems.

  • OSU ID Number
  • ONID Username
  • First, Middle & Last Name
  • Home ORG
  • Department
  • Email Address
Automatic User Deactivation

User access is automatically deactivated when either of the following events occur:

  • The user's employment at Oregon State University is terminated
  • The user changes positions and the first two digits of their Home ORG change
  • This process does not remove the user. To permanently remove a user account it must be deactivated by the Business Manager in the User Administration utility.

OSUF Systems Training

Periodically, the Business Intelligence Center will offer OSUF Systems hands-on training sessions for new users or those users who want a system refresher. The training events are often scheduled when there is a spike in the number of new users. You will often find OSUF Systems presentation style training sessions offered during OSU Training Days. If you have an immediate need, there are a number of step-by-step instruction guides and Power Point presentations available. Please see OSUF Systems Help for more information.

No training sessions are scheduled at this time. Please contact the Business Intelligence Center for individual assistance.

OSUF Systems FAQ's

Frequently Asked Questions

FS Index Reimbursement System FAQ's

Q. How do I add a new Index to the FS Index Reimbursement System?

A. FS, FE and Fund 438 Indexes are added to the reimbursement system automatically and does not require any action by you, the user.

Q. An FS Index transaction appears on my xx report but is not appearing in the OSUF system, why?

A. There are several reasons this might occur.

  1. The transaction reimbursement request is complete. Verify by searching for the Doc Code in Search Reimbursement Request Advanced Search box.
  2. The transaction is for a prior fiscal year. All prior year transactions, that have not been added to a reimbursement request by the published Fiscal Year End deadline, are no longer available for processing.
  3. The transaction is a new but has not posted to the FS Index Reimbursement System. Transactions are posted Monday through Friday every 2 hours during regular business hours.
  4. After verifying that none of the above conditions exist, please contact the BIC for assistance.

Q. My Reimbursement Request was disapproved by the OSU Foundation. What do I do now?

A. You will need to edit the reimbursement and make any necessary changes. Once you have completed the edits, resubmit the reimbursement and it will routed for approval. See the Help document, Revising (Editing) a FS Index Reimbursement Request for more  information.

Q. I made a mistake on a Reimbursement Request which has been approved by the OSU Foundation. How to I correct this reimbursement?

A. If the reimbursement status is set to OSUF_APPROVED or PAID, you cannot make changes to the Reimbursement Request.

To correct an FS Index Reimbursement transaction for expense paid from the wrong ProjectID, you will need to recreate your original transaction following the steps below:

  1. JV the expense out to another Index and then back to the FS Index.
  2. Prepare and submit the resulting debit and credit (two separate) Reimbursement Requests. This action reimburses the incorrectly charged ProjectID and charges the correct ProjectID for the expense.

Q. Can someone else with the same access to the FS Index Reimbursement System edit or delete my Reimbursement Requests?

A. No only you, the originator of the reimbursement, can edit or make changes to the Reimbursement Request.

Q. Is it possible for me to approve those Reimbursement Requests I submitted?

A. No. You as the reimbursement originator cannot approve requests you submit.

Q. I entered a Reimbursement Request for the Approver has not gotten the email notice.

A. Approver Notification email messages are not sent out immediately on originator submission. Instead, they are batched and sent out the next work day morning. For example, any changes made today that trigger an email notification will not be delivered until the following work day morning.

Q. I am located in a one person office, and need to submit and have approved Reimbursement Requests. Will the system allow me to be the Originator and Approver?

A. No, audit requirements do not allow the Reimbursement Request Originator and Approver to be the same person regardless of office size. Your Business Center can help you, so please contact them for assistance. OSU Foundation requires no less than two Signers per ProjectID. Prior to submitting a Reimbursement Request, you will want to be sure your Authorized Signers form is current.

Q. Can I change the Approver on a Reimbursement Request?

A. Yes, you can change the Signer/Approver but the transaction status can be no further along than PENDING or after it has been DISAPPROVED.

Q. What is the deadline for entering Payroll expenses to an FS Index for reimbursement?

A. The deadline is the day prior to the last working day of the month.

Q. Can I process a Scholarship Award as a Reimbursement Request using the FS Index Reimbursement System?

A. No, all Scholarship Awards/Reimbursements must be must go through the Scholarship System (no exceptions). The FS Index Reimbursement System will automatically disapprove Scholarship Award transactions.

Q. I am trying to provide a stipend to an international student who has a Laurels Scholarship. Can I add this to the existing Scholarship Award or should I pay them as a student employee?

A. You will need to discuss this circumstance with the Office of Financial Aid to verify the student is eligible for a stipend payment. There are special requirements and regulations for hiring international students. Please check with your Business Center's Human Resources unit for more information and assistance with student employment.

Q. What do I do about credit transactions posted to an FS Index?

A. All transactions (Debit or Credit) properly posted to an FS Index must be processed through the FS Index Reimbursement System prior to the Fiscal Year End. The OSU Foundation posts credit memos to the originating ProjectID, which increases the balance at the OSU Foundation.

Q. How do I calculate the Cash Balance or Drawdown amount?

A. The FS Cash Drawdown report lists the current Cash Drawdown amount. The amount is presumed to be allowable expense which will be reimbursed by a OSU Foundation ProjectID

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Scholarship System FAQ's

Q. How do I add Detail Codes to the Scholarship System?

A. See the Scholarship System help document, Creating a Detail Code Request, for more information.

Q. How long does it take to get a new Detail Code Request approved?

A. Depending on the time of year, please allow up to 2 days for the Office of Financial Aid to review and approve your Detail Code request.

Q. I want to change the Project ID associated with a Detail Code. Can I do this?

A. You can change the ProjectID as long as the Detail Code has not been used or a Scholarship Plan approved in the award year. The Detail Code ProjectID cannot be changed after a Scholarship Plan is approved in any given year.

Q. Can I use a Detail Code on more than one Scholarship Plan?

A. No, Detail Codes can only be used once in each award year, i.e.EC23-2010, EC23-2011, EC23-2012. You can however, edit a Scholarship Plan multiple times in an award year.

Q. How do I add a backup funding source to a Scholarship Plan?

A. You can manage Scholarship Detail Code funding sources through the Scholarship/Manager Detail Code X-Walk submenu. See the Scholarship System help document, Adding a Scholarship Backup Funding Source, for more information.

Q. The OSU Foundation disapproved my Scholarship Plan Awards because the Budget is less than the total scholarship awards. How do I increase the Budget?

A. You have two options for increasing a Scholarship Budget:

  1. Transfer one-time unrestricted funds into the applicable OSU Foundation account. Foundation Funds Transfer
  2. Add other funding sources to the Scholarship Detail Code. Note that adding backup only allows the OSU Foundation to approve the Scholarship Plan. The Scholarship ProjectID must have sufficient funding at the time of award, which may require an OSU Foundation Funds Transfer to cover the cost of the awards. You can add up to 3 funding sources to a single Detail Code via the Scholarship/Manager Detail Code X-Walk submenu.

Q. The Scholarship budget is $0.00. Can I still submit a Scholarship Plan?

A. The system will not prevent you from submitting the Scholarship Plan.  The system will provide a warning message when the Scholarship Award amount is greater than the Budget, but the Plan can be submitted for OSU Foundation approval. Note that the scholarship reimbursement will be placed on HOLD by the OSU Foundation (not at approval) if there is insufficient funding in the primary Project ID when the reimbursement is processed.

Q. How is a scholarship budget calculated?

A. The OSU Foundation determines the Scholarship Budget. These Budgets are based on one of the following:

  1. Fund Balance minus (-) Encumbrances plus (+) Projected Endowment earnings (when applicable). Scholarship Budgets are locked each year at the first instance of Scholarship Plan approval, which typically is the fall term award. 
  2. Set amount as identified by the Donor.

Q. Can I award a student his/her total scholarship award in fall term?

A. While not recommended, the Scholarship System will allow the entire award Fall Term.

Q. I want to enter the award amount by term in the scholarship worksheet. Why does it redistribute the awards when I load it?

A. For compatibility, the worksheet load process uses the Banner process to distribute awards across terms. You can change the term amounts after the worksheet has been loaded.

Q. Can I change a scholarship award that has already been approved and awarded?

A. Yes, you can edit an approved Scholarship Award. Open the Scholarship Plan, edit the award amount and route for approval.

Q. I awarded a scholarship in May to a student that did not enroll for classes.  What do I do?

A. The Scholarship System will not distribute awards to students who are not enrolled or do not meet the minimum GPA or Credit Hour requirements. You will need to manually clear the award from the Scholarship System by editing the Scholarship Plan award amount to $0.00 and route for approval. Note: Students cannot be deleted from a Scholarship Plan after it has been approved. Changing the award to $0.00 indicates that the student did not receive a Scholarship award.

Q. I am trying to use an OSU Foundation account for a scholarship, but it is not showing up in the Scholarship System. How do I add it to the Scholarship System?

A. Generally, only ProjectID’s that have been designated by the OSU Foundation as Scholarship or Unrestricted can be used in the Scholarship System. OSU Foundation Funds (Project ID) typically are restricted by the donor and in some cases cannot be used to fund scholarships. Contact the Foundation for more information.

Q. The term has started and a student’s account does not show the scholarship amount awarded. What do I tell them?

A. Scholarship Awards are posted to Student Accounts at the beginning of each term. Verify the Scholarship Award Payment Status is BANNER in the Scholarship System (main menu Scholarship/Search Scholarship Plan).

Contact the Office of Financial Aid if the award does not appear in the student’s account by the second week of the term. Scholarship payments in a status other than BANNER are either in process or have been disapproved.

Q. The OSU Foundation has contacted me about a scholarship reimbursement they disapproved because of insufficient funds. Is this going to stop the student from receiving the award?  

A. The OSU Foundation only reimburses Scholarship Awards after the award has posted to the student’s account. It is the Departments responsibility to ensure there are sufficient funds in the scholarship fund at the time of reimbursement to cover the award cost.

Q. The OSU Foundation approved the scholarship in August. They put a HOLD on the Fall Term scholarship reimbursement because of Insufficient Funds? Why are they not reimbursing the scholarship based on the August approval?

A. The August approval was based on sufficient funds being available at that time to cover the scholarship award expense. This situation may be due to the Department having identified backup funding sources (Detail Codes X-Walk Management) or the OSU Foundation Fund (Project ID) balance was higher in August and subsequent expenses were processed bringing the new balance below the award level.  Note: The OSU Foundation does not encumber future scholarship awards. It is the Departments responsibility to cover the expense through Foundation Fund Transfers. In the event where the Department does not have sufficient funds available at the OSU Foundation, other sources will be needed to cover the award expense.

Q. I missed the Year End deadline for submitting scholarship awards. How do I process the award?

A. You cannot submit Scholarship Awards for a prior fiscal year through the Scholarship System. Submit a Direct Payment Request to the OSU Foundation along with a completed IRS Form I-9.  The payment will be handled as a vendor payment and is subject to withholding and tax reporting.

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OSUF Systems Reports FAQ's

Q. How do I print a report?

A. On the top left corner of the report, click on either the printer icon or PDF icon. The report is exported as a PDF file that you can print using your office printer.

Q. The wide format reports do not print on a single sheet of paper. What do I do?

A. The wide format reports are formatted to print as PDF, so all the report columns fit on a single sheet of paper. To print the report on letter- or legal-size paper, follow the instructions in the OSUF Systems help document, Printing a Wide Format Report.

Q. How do I access the reports from an off-campus computer?

A. Access to the reports requires an on-campus internet connection or access through a Virtual Personal Network (VPN). If you are unfamiliar with this connection type, please contact your IT support for assistance.

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OSUF Signer Sheet FAQ's

Q. What is a Signer Sheet?

A. The Signer Sheet is the document which identifies the authorized signers for each OSU Foundation equity account, ProjectID. The OSU Foundation requires all Signer Sheets be kept current and on file. The Signer Sheets are used to verify a transaction approver’s signature when ProjectID funds are distributed, they are also used to determine who can approve Requests. Note: An out of date Signer Sheet will result in a delay of funds disbursement and reimbursement requests.

Q. How do I print a Signer Sheet?

A. Please see the OSU Foundation Systems help document, Printing and Submitting a Signer Sheet.

Q. How do I add a new signer to an OSU Foundation account?

A. Please see the OSU Foundation Systems help document, Creating and Editing a Signer Sheet.

Q. How do I change Signers on an OSU Foundation account?

A. Please see the OSU Foundation Systems help document, Creating and Editing a Signer Sheet.

Q. How do I add a non-OSU employee as an authorized signer on an OSU Foundation Account?

A. The OSUF Systems do not allow for a non-OSU employee to be an authorized signer on a ProjectID (OSUF account). All ProjectID’s with the OSU Foundation are required to have at least two authorized signers, and at least one must be a current OSU employee. If you need to add a non-OSU employee as an authorized signer for a ProjectID, please contact the OSU Foundation for assistance.

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OSU Foundation Systems - General/Miscellaneous FAQ's

Q. What is a ProjectID?

A. A ProjectID is the identifier for a unit account at the OSU Foundation.

Q. How do I get access to the OSU Foundation Financial Edge (FE) System?

A. You will need to contact the OSU Foundation to request access to OSUF reports and Financial Edge.

Q. What expenses will the OSU Foundation reimburse?

A. The OSU Foundation reimburses expenses incurred primarily to promote and further the interests of OSU or the OSUF. These are responsible and necessary expenses which do not confer a personal benefit and are in line with the exempt purpose of the OSUF. Please see the OSU Foundation Distribution Policy for more information.

Q. Can I access the OSU Foundation Systems from an off-campus location?

A. Access to the Systems requires an on-campus internet connection or through a Virtual Personal Network (VPN). If you are unfamiliar with this connection type, please contact your IT support for assistance. Note: Approvers can access their approval queues through any secure internet connection.

 

OSUF Systems Help

Below is a collection of help documents and PowerPoint training presentations for each of the OSU Foundation Systems. Although the URL's and references to GRRS and the Office of Budget & Fiscal Planning are no longer correct in the documents and presentations, the content of these help resources is still relevant and valid. Below is the current information applicable to all documents. These items will be modified as time permits.

Department: Business Intelligence Center (BIC)

  • BIC Administration - 510 Kerr Administration Building (Office of Budget & Fiscal Planning)
  • BIC Analytics Unit - A0012 Kerr Administration Building
  • CORE: core.oregonstate.edu/
  • BIC web address: fa.oregonstate.edu/bic

Systems Help Guides and Presentations (videos)

FS Index Reimbursement System Help Guides (pdf)

Creating a FS Index Reimbursement Request Flowchart: FS Index Reimbursement Request
Revising (Edit) a FS Index Reimbursement Request Reading FS Index Reimbursement System Reports
Deleting a FS Index Reimbursement Request Reading FS Index Reimbursement System Reports-FS Clearing Funds
FS Index Reimbursement Request Disapprovals & Errors OSU Foundation FS Index Reimbursement Request Disapproval Messages
Flowchart: FS Fund Cash Balance Drawdown Process  

FS Index Reimbursement System Help Presentations (videos)

Creating a FS Index Reimbursement Request Deleting a FS Index Reimbursement Request
Editing a FS Index Reimbursement Request  

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Scholarship System Help Guides (pdf)

Adding a New Scholarship Plan  Reading Scholarship System Reports
Creating a Detail Code Request  Flowchart: OSUF Scholarship Approval & Reimbursement Process
Linking a ProjectID to a Detail Code  Flowchart: Scholarship Award & FS Index Reimbursement Process
Adding a Scholarship Backup Funding Source  Flowchart: OSUF Scholarship Budget Process

Scholarship System Help Presentations (videos)

Scholarship System Overview Editing a Scholarship Plan
Creating a Scholarship Plan Requesting a Detail Code

Direct Payment System Help Guides (pdf)

Creating a Direct Payment System Request Reading a Direct Payment System Request
Revising (editing) a Direct Payment System Request OSU Foundation Guidelines for Direct Payment Requests
Reviewing & Approving/Disapproving Direct Payment System Requests  

Direct Payment System Help Presentations (videos)

 Direct Payment System Overview  Direct Payments - Understanding Duplicate Invoices
 Creating a Direct Payment Request  Adding a New Vendor to the Direct Payment System

OSU Signer Sheets Help Guides (pdf)

 Creating and Editing a Signer Sheet  Printing and submitting a Signer Sheet

OSU Signer Sheets Help Presentation (video)

Creating through Printing a Signer Sheet  

Data Governance

OSU Data Governance Council

The Provost is designated as the policy officer for all data, university-wide. The governance council acts on behalf of the Provost to recommend a balanced, strategic approach to data practices and policy. The Council is advisory to the Vice Provost for Information Services, and through her, to the Provost. Membership is by invitation and substitutes are not appropriate. Expertise including legal counsel and audit is available to the council, and it may seat task forces and invite community input as it chooses.

The Data Governance Council will...

  • Recommend policies for access, distribution and use of university data
  • Recommend accountabilities and responsibilities for members of the university community as related to university data
  • Recommend priorities for investment and effort as related to university data and information

There is a subordinate committee that will work in conjunction with the Data Governance Council. The Data Management Committee will focus on quality, and on determining process that enacts policy decisions made in the Data Governance Council. For example, if the Data Governance Council makes a recommendation on levels of access across the university to personnel or grade information, the Data Management Committee will recommend the processes by which this can happen.


Goals

  • OSU strives to be a data-driven university, giving members of the community immediate access to information that allows informed decisions, planning and action.
  • We must balance an environment of university-wide access to data and information while ensuring the security and appropriate use.
  • There should be a single truth so that all parts of the university are using the same references.


Principles

  • Data is a strategic asset of the university, but only to the extent that it is available, accurate and actionable.
  • All data and information are owned by the university.
  • We will trust our employees, and also have the highest expectations for appropriate use and care of data.


Data Governance Committee Members

  • Lois Brooks, Vice Provost for Information Services/CIO (Chair)
  • Sherm Bloomer, Director - Office of Budget & Fiscal Planning
  • Jack Breen, Manager - University Administrative Business Center
  • Susie Brubaker-Cole, Vice Provost for Student Affairs
  • Susan Capalbo, Senior Vice Provost for Academic Affairs
  • Sal Castillo, Director - Institutional Research
  • Helen Diggs, Director - Laboratory Animal Resources Center/Campus Attending Veterinarian
  • John Edwards, Director - School of Psychological Science
  • Michael Hansen, Director - Business Intelligence Center
  • Kate Peterson, Associate Provost - Enrollment Management
  • Susana Rivera-Mills, Vice Provost for Undergraduate Studies
  • Larry Rodgers, Dean - College of Liberal Arts
  • Kelly Sparks, Associate Vice President - OSU Cascades

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Data Security

Your Responsibilities - An Introduction to OSU Information Security

Oregon State University takes the responsibility for information security seriously. The policies outlined in the manuals for Acceptable Use for University Information & University Computing Resources, and the Information Security Policies and Procedures Manual (InfoSec) are the documents governing information security for OSU. Key points from these policies and procedures manuals are referenced throughout the Business Intelligence Center website.

Information Security policies apply to all members of the OSU Community. There are circumstances which may require specific restrictions on information due to the terms of a grant, federal law or departmental policy. The policies and procedures apply regardless of the media on which the information resides. Specifically they apply to paper and traditional hard copy information, electronic, microfiche/microfilm, CD/DVD, internal and external computer data storage drives, or other types of media. The information form is not limited to text but includes graphics, video or audio or their presentation.

Protected Information and Sensitive Information includes, as noted in Appendix A: Data Classification by Data Element in the InfoSec manual, 000 Introduction, the following:

Protected Information includes

  • Social Security Number
  • Driver’s License/State-issued Identification Number
  • Visa/Passport Number
  • Credit Card Number
  • Bank Account Number
  • Health Insurance Policy Number
  • Income Tax Records
  • Personally Identifiable Health Information, including Personally Identifiable Genetic Information
  • Classified Research Data
  • Personal Finance Disclosure/Information
  • Identifiable Human Subjects Research Data designated as Level 3 by the Institutional Review Board (IRB)
  • Research Data with Export Control/ITAR limitations

Sensitive Information includes

  • Data defined as confidential by the Family Educational Rights & Privacy Act (FERPA)
  • Employment Applications
  • Employee Performance Evaluations
  • Confidential Donor Information
  • Identifiable Human Subjects Research Data designated as Level 2 by the Institutional Review Board (IRB)
  • Minutes from Confidential Meetings
  • Accusations of Misconduct and records from investigations
  • Common Identifiers: Date of Birth, Place of Birth, Mother’s Maiden Name
  • Demographic Information such as race, ethnicity, gender, sexual orientation or identity when personally identifiable
  • Admission Applications
  • Privileged Attorney-Client Communications
  • ID Photos

Responsibilities for Information Security

At OSU, all individuals with access to University information are responsible for care and security of this important resource. Lois Brooks, Vice Provost for Information Services states, “Data is a strategic asset of the University, but only to the extent that it is available, true and actionable. “ With the web-based systems offered by the Business Intelligence Center, keeping data security in the forefront is extremely important.

Related Topics

Data Resources

EAB Document: How to be Data Informed

 

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Awards & Recognition

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EAB IT Forum1,2

A Common Curreny ~ Achieving Excellence in Data Governance & Adoption of Analytics

Oregon State University's CORE Project recognized for Hallmarks in the A Common Currency research publication.

1IT Forum is "Research [and Insights] for CIOs on leveraging information and technology to further higher education."

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BI & Analytics
on a Limited Budget

TDWI Announces 2016 Best Practices Awards Winners

 

 

2015 NACUBO Innovation Award

 

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2015 NACUBO Innovation Award

National Association of College & University Business Officers ~ Business Officer Magazine, March 2016

DIY Data

By Margo Vanover Porter, Locust Grove, Va., covers higher education business issues for the NACUBO's Business Officer magazine.

Oregon State University’s CORE initiative standardizes reporting and makes data accessible to all employees, with the end goal of improving student successNACUBO Magazine Image

Back in 2012, Michael Hansen had a dream: To open access to data, making information available to all Oregon State University (OSU) employees, dependent on their need to know and based on their job duties. 

Today, that dream has come true.

"Rather than have each unit doing its own thing, we sought to standardize and open up access to everyone on campus," says Hansen, OSU's director of the business intelligence center in Corvallis. "Access went from about 900 people to almost 7,000. Rather than having to go to an individual in your department for information, you can get it yourself."

Prior to 2012, the institution lacked standardized reporting across the 30,000-student campus. "Everybody came up with his or her own reports," he explains. "Every department and college would create its own reports and numbers based on its metrics, which were correct for each of its own operations, but didn't match another college's operation. Once you put all these reports together, none of them matched our numbers for the university. We needed to standardize reporting across the university so that everybody understood what the data meant and [what] metrics the university would use to make decisions."

About the same time, Lois Brooks, vice provost and chief information officer, attended meeting after meeting where participants all had "an incredible hunger for operational data and information to manage the university and ensure student success," she recalls. "As I sat through conversation after conversation about what we were trying to achieve with our programs, the question of data kept coming up. It occurred to me that if we could get data to people's fingertips—and they could trust that the data were accurate—we could really transform the conversations we were having."

Innovation Award Honorees

Both Brooks and Hansen soon became transformative leaders in the resulting Cooperative Open Reporting Environment (CORE) initiative, which was recognized with a NACUBO 2015 Innovation Award. "We spent about four months in information technology, planning our architecture before we actually wrote a line of code," Brooks recalls. "We really sat back and looked at what we already owned, where the data came from, how it would flow, and who needed it. We then walked the plan by security, audit, and other key stakeholders to make sure that they felt comfortable with where we were going."

To keep the project affordable, OSU relied on existing technology and an open source system. "The entire incremental spend on this has been $36,000," Brooks says. "All of it was done with existing staff by understanding where we had the expertise and tapping people to say, 'We need you to work on this now.'"

The business intelligence center development team consists of six handpicked developers and analysts, plus Hansen, who put the hodgepodge of systems together and built the reports needed to make everyday decisions. "We took the approach that data, no matter where it resides, is a university asset," Hansen says. "Therefore, we would all have access to data, depending on our roles, rather than keeping all the data stored in silos." 

To accomplish this, the business intelligence team merged the disparate information sources involving finance, students, HR, and payroll into a central data warehouse and then added housing, auxiliary, and foundation facts and figures to the mix. "Rather than having a warehouse that was strictly Banner data, we have a warehouse with data from many, many sources," he says.

A Standard Reference

After its fall 2013 rollout, CORE fundamentally changed the way campus units use information, explains Sherman Bloomer, director of budget and fiscal planning. "We're seeing units, both academic and business, using the reports generated by the CORE group as the standard reference for measuring anything you can think of—from credit hours to majors to expenditures. Student affairs is using it to identify students at risk."

For example, he says, if a unit is struggling with balancing a budget, he can now sit at his desk and pull up a standard way of looking at the unit's expenditure patterns, history, and anomalies relative to this year versus the last two years. Prior to CORE's rollout, he would be sorting through spreadsheets.

"We use the information in how we budget so that we have a consistent way of comparing units in terms of how many credit hours they generate, how many majors they have, and how many credit hours they teach for students outside their college," he says. "This is an institutional resource, not owned by any particular group, which makes it possible to have common information to make decisions. People have confidence that what Michael and his team have produced is an accurate representation of their units, which saves a tremendous amount of time in working through problems."

With more than 600 reports, dashboards, and visualizations to choose from, users have already collected favorites. Class roster reports are popular, especially at the start of the term, explains Jeff Merth, business intelligence analyst, because of the hyperlinks. "You can click on the instructor and see what he or she is teaching this term or any term," he says. "You can click on a student and see his or her schedule for the term. When you see the schedule, there are more hyperlinks."

Student profile reports have also proven popular because they consolidate information that used to be spread across two or three other systems. "Advisers campuswide have latched onto this report because it shows in one place a student's name, address, phone number, current class standing, and GPA, as well as where he came from, if she transferred, and all grades in all classes," Merth says.

Not Without Challenges

Although CORE team members now daily churn out detailed reports with apparent ease, the mission to open access to data at OSU was not accomplished without challenges.

"We had a number of kumbaya moments," Brooks says. This usually occurred once people realized that they would get to see not only more information—but everyone would be able to view their previously protected storehouse of statistics. They then wondered, "Do I want everybody to see that data? Is my job threatened because it's my job to hand out that data?" 

During the process, Brooks admits she learned how incredibly important governance is to this process. "Part of the change is the decision-making structure of who gets to see what," she says. "You need to have a formal way in which those decisions are made." 

Bloomer believes data control and access were probably the most difficult issues to overcome because departments interpreted FERPA rules locally, sometimes coming to conclusions that were overly restrictive or permissive. Changing that was largely a matter of conversation and education, although once in a while, a manager was told, "I'm sorry, but you're not in charge of that anymore." 

"Fortunately, we didn't have very many of those," Bloomer acknowledges.

Student Profile Reports have proven popular because they consolidate information that used to be spread across two or three other systems.

In addition to access rules, the subject of shadow systems occasionally arose in the early days. "Some people were hesitant to give up historical practices," Bloomer says. "By and large, we took the approach that you could keep running shadow systems, but they wouldn't be the system of record, and they wouldn't give you the right answer. People let them die because they weren't useful anymore." 

For Jeff Merth, who developed the behind-the-scenes database, the biggest challenge was to make the system so easy that someone could sit down and use it with very little training. First-time users can go to the quick-tips page, which tells them how to run reports, how to export them to a PDF or Excel, and how to contact the CORE team.

"With CORE, we deliberately kept it very simple, and we have tips or hints that will pop up for first-time users," he adds. "We have video help so that instead of reading manuals or documentation, you can sit down with a two-minute help video that explains some aspect of the system."

Another challenge: Once all the data were consolidated, it became apparent that cleanup needed to become a priority.  "There had been errors in the data all along," Brooks says, "so the business office, the registrar's office, HR, and finance made an effort to clean up the data and to retool business processes to catch errors on the way in. Data only hold value in as much as they are available, actionable, and true."

Hard-won Advice

In Merth's opinion, developing a custom interface and embedding OSU reporting, rather than just going with the stock product "and being stuck with whatever," was a differentiator that he recommends to other institutions. "We have been able to make the interface look, feel, and behave the way we want it to."

The interface, he says, is a custom Web application designed and built using Visual Studio and other Microsoft technologies. "You can access CORE anywhere in the world that you have a browser available. People access CORE from home or from our research vessels at sea. If you need to know what the current balance of one of your grants is, you can pull up CORE while out in the ocean."

Other advice from Oregon State University leaders includes:

  • Offer training. The business intelligence team participates in several campuswide training days on CORE throughout the year and offers individual instruction as requested. "We will go out to any unit on campus, no matter how big or small, and present customized training," Merth says. "We also have people stop by the office and say, 'Hey, I need a little help.' Then we work one-on-one with people."
  • Determine consequences. "When you make a lot more information available—and appropriately available—the chances of somebody doing something inappropriate do change," Bloomer says. He advises institutions to discuss how to hold people accountable—and what the consequence would be—for unauthorized access or misappropriation of data. "You need senior leaderships saying, 'Yes, we endorse this. This has our seal of approval.'"
  • Involve users. At every step, the business intelligence team lets users know they are part of the development process and that their input greatly influences the outcome. "Wherever we go, Michael always says, 'This is your system. We're designing it for you, so please let us know how you want it to work.'"

In fact, a feedback loop is built into CORE. If users are in the system, and notice that a report could be improved by adding a particular field, they simply push a button, and type in "Please add this field." The request—including all the information about the report, who the user was, and the parameters they ran—goes directly to the business intelligence team and gets triaged.

"We can see exactly what they were looking at and decide if [the request is] possible," Hansen says. "There may be restrictions on the data that don't allow it, but in most cases, we can make the change and send it back."   

  • Select visual software. To create the reports, members of the business intelligence team use SQL Server Reporting Services, to which they already had access because of OSU's sitewide license for Microsoft software. "We bought Jaspersoft, which is a Web-based tool that you use to drag and drop your rows and columns on a page, and it makes a report for you," Merth says. "We were able to embed that in the CORE interface as well." 
  • Keep on keeping on. "If you decide to go down this road, you have to be persistent," Hansen insists. "Keep moving forward, and improving and adapting the system to user needs. Your reports can never become stagnant."

The Next Step

Although she "donated" three staffers to the CORE team, Brooks doesn't worry if she will ever get them back. "I don't think of it that way," she says. "This is a strategic IT project for the university. Technology is not the reason we exist, but it does have the power to transform the university. We're aggregating data now with strategic implications. We are understanding things we never could before."

The goal is student success, which Brooks compares to an ocean with different tributaries of data and activities feeding into it. "Amassing all the data is the first step. We can now see very clearly, for example, our wait list and when it is time to open up more courses. The next generation of analytics will be to understand more fully how each of these tributaries affects or does not affect student success. For example, are students who study abroad more likely to graduate on time? Or what influences a student's migration through changing majors?"

She anticipates that OSU's next step will be more sophisticated modeling, folding in predictive analytics with historic analytics to better forecast the recipe for student success. "That's the core business of our university. It's hard to envision much that is more important."

 

A License to Innovate

The multiyear business intelligence project by Oregon State University, Corvallis, that won a NACUBO 2015 Innovation Award, took several innovative twists and turns:

Only high performers with agility need apply. "Normally these types of projects get passed off to IT and thrown over the wall. They have to go through a process of designing specs, building out the project, assigning programmers, and—in six or eight months—you come up with a prototype for people to look at," says Michael Hansen, director of the business intelligence center. "I didn't want to do that. I wanted to be very responsive. I wanted to react to people's needs."

Instead, a team of six developers and analysts from across campus were handpicked and co-located in the budget office so that they could work together. "We call it agile programming, but I think it's a little more chaotic because we move very fast," he says. "I allow my staff to dream and figure out what they would like to do and look at all the possibilities. We had the interface built and a set of baseline reports done in six months." 

Hansen recruits additional functional specialists for short-term projects. For example, an employee from agricultural science is currently spending six months with business intelligence to develop detailed reports for his area. "Both sides benefit because both sides gain additional knowledge," he says.

Lois Brooks, vice provost and chief information officer, calls this collaboration a "don't be constrained by the org chart" approach because Hansen's reporting relationship goes through the budget office, but he's leading this IT project for the university while still retaining some of his other job responsibilities. 

"I put three people in CORE, very carefully chosen for their skill set," she says. "We moved their offices to sit with Michael even though they are still in my organization. Six people, all contributed by their supervisors, were handchosen to create a CORE team. They report to him in practice. They have no other job duties."

Jeff Merth, a business intelligence analyst who developed the Web application that serves reports to users, considers himself lucky to be chosen as part of the development team. "I thank my stars every day that I've been able to be a part of this," he says. "Michael is a creative genius who can come up with ideas and lets others come up with ideas. There's a license—or expectation—to innovate."

Although this was the first project in which OSU has pulled people out of their functional areas and asked them to focus only on a designated campus priority, now all major technical projects will be handled this way, Hansen indicates.

NACUBO Magazine Table Image

Access is defined by the need to know. Replacing a paper-based process with automations to determine information access for each university position has reduced the time frame of two to four weeks to assign user access to as short as overnight.

"Data access is really based on the need to know, and the need to know is based on your job duties," Hansen explains. "We decided what each position's security level would be, based on data aggregation levels-one being very highly aggregated data and five being very detailed data. We split up the data into major groups, such as student accounts, finance, and HR. We then went through table by table and field by field and determined that a position would have a designated access level for this data point. It took about two months." (See figure, "Identifying Position Security Levels.")

Before coming up with this tiered structure, Brooks made it a point to talk to—and reach agreement with—business units and stakeholders about the principles of access. "We're quite careful with data that is fully used across the university," she says. "For example, the number of students taking a math class is not sensitive data. How a student did on a test in that math class is a sensitive piece of data. This is not just access to the data. It's also care for the individual. Where do we need to protect privacy more carefully?"

Full- and part-time regular employees have some level of access, according to Merth, but student employees are excluded. Deans, department heads, and executive assistants tend to have very high access. 

"The data is open to everyone, but there is still a security principle called the principle of least privilege," Merth explains. "If you're an adviser, you may not need to see HR and finance data, so we're not giving it you by default, in order to protect you and us. If your computer gets hacked or infected with a virus, without access to student data, no one can grab names and grades. You have [access to] the most [data] that you need to get your job done."

 

BI Query Transition

BI Query, Finance Data Warehouse Transition

The BI Query Finance Data Warehouse was decommissioned on December 31, 2016. The Student, Financial Aid & Human Resources data warehouses will remain available for a period of one year following the release of these data sources in CORE Data Analytics.

BI Query Information & Help Documents

With the development and release of the Cooperative Open Reporting Environment (CORE) system, implementation of the Data Analytics tool (Jaspersoft) and the decommissioning of the BI Query Finance Data Warehouse the first phase in the deactivation of old reporting systems if complete. Below are links to resources which may be of help navigating CORE, more help docs are located on the CORE help page, and do not hesitate to contact the BIC Team for assistance.


Locating BI Query Finance reports in CORE

All of the existing standard finance reports that were in BI Query are available in CORE, and are easily located using the BI Query Reports link at the top of the uReports window as demonstrated  below.

BI Query Reports quick link

Once you have accessed CORE, click uReports which will populate the header above and display the CORE Library of Reports. Locate the BI Query Reports box and click, which automatically directs you to the BIQ reports tables.

BIQ Finance Reports

For example, when you click on the Finance Transaction Ledger Reports link the following window opens which is similar to what was available in BI Query.

BIQ Finance Transaction Ledger Window

Contact the BIC

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