FAQs

General Questions

Do I need to download the Brio Plug-in everytime I use Brio?
No. You only need to download the plug-in once. Please note that there is a bug in Internet Explorer v7 that asks users to download the plug-in every tome they run a report. If this happens, just cancel the download and you will be able to run your report.

Do I automatically have access to Brio?
On September 1, 2008 all current eReports users will automatically have access to Brio. Current Brio users will retain access. Anyone who does not currently have eReports or Brio will need to fill out a Security Authorization form which is available on the CDV web site at http://www.nyu.edu/cdv.

Can I use Brio on my home computer?
Yes, you must use a VPN client to access the NYUHome or NYU Reporting website. Then you can download the Brio plug-in and use Brio on your home computer. The VPN client can be obtained on the ITS website at http://www.nyu.edu/its/software/vpn/.

Can you save the navigation to the financial reports folder in Brio to your desktop?
You will need to navigate from the root folder to the financial reports folder in order view the available standard reports.

Why is Brio not directly compatible with a Macintosh?
Currently there are limited high-end financial reporting systems that are compatible with Macintosh that would meet NYU’s financial reporting needs. The systems available on the market for Macintosh users are not up to NYU’s standards.

Do MAC users need to download the Brio plug-in?
Yes, everyone must download the Brio plug-in.

Can I download the Brio Plug-in from the Reporting Website?
No, you must download the Brio Plug-in from NYUHome.

Will the Data Dictionary be available from NYUHome?
The Data Dictionary will be available through the NYU Reporting page (https://www.nyu.edu/financial.services/reporting) which will launch in September 2008. There will also be a direct link to the Data Dictionary from Administrative Services which is accessible from NYU Home.

Can I run more than one report at a time?
If you access Brio through the NYU Reporting page (https://www.nyu.edu/financial.services/reporting) you will be able to run more than one report at a time using different browser windows.

How will I load and obtain queries that I currently use?
The views have changed in the new reporting environment; therefore, you will not be able to access your current Brio queries after September 1st

Can I use Brio on a SAFARI browser?
No. Please use Internet Explorer 6 (IE6) or higher, or Netscape 7.0.1.

Will I be notified when historical data is migrated into Brio?
Yes, the FSUP team will communicate exact dates with the financial reporting community.

Can I see more examples of the standard reports?
Yes, as the standard reports are finalized, we will post to the FSUP website a demonstration of the report with an audio voiceover explaining the report details.

What definitions will be in the Data Dictionary on September 1, 2008?
All of the new Views/Objects will be defined, and all of the new reports will be defined. We will also define business terms and hope to have them complete by the go live date as well.

Report-specific Questions

Can we get a report for check clearing date/ notification when checks are issued to vendors?
Yes, this field will be available on at least one of the standard reports. This functionality is currently being developed.

If a check is paid on multiple projects will you be able to see the prices of the check per project?
Yes, as long as the Projects are added to your chartfield selections.

Can I combine and associate PO Activity with General Ledger Activity?
You cannot combine standard reports, but can create ad hoc queries in Brio to meet this need.

Will you be able to type in report variables and limits?
You will not be able to type in these fields or select from available variables and limits on the first release of Brio in September. However, we will be adding this feature as an enhancement to Brio at a later date.

Will indirect cost be encumbered in this new system?
Indirect costs does not get encumbered.

Where will the T & E Reports be?
T&E reports are available through fiscal year end in eReports and will then be available through a reporting mechanism with the new system, Maximus.

Can you pull a Salary Expense Report by Employee ID (especially useful when T & E is spread across multiple projects)?
The current structure of the Salary Expense Report has not changed.

Can you have the detailed report viewable from the summary report?
No. You will have to run the detailed report separately.

Can you run a report on individual on salaries?
Not in Brio financials. Instead, use the Salary Expense report for this information.

Is there a drill-down capability to determine the details of the OBR Summary Expense (SER, PO, etc)?
BISRAD is working on a solution to allow users to view the details of the OBR Summary Expense Report. Information on this feature will be communicated at a later date.

Will account descriptions be available in Brio?
Yes, you can view an account description in the Account Summary report.

Is it possible to have an option on the Checks Issued Report to search by vendor name instead of vendor ID?
Both Vendor Name and Vendor ID are available fields in the Checks Issued Report. An available parameter for this report is Vendor ID. You can also pen the bqy file to do a search based on Vendor Name.

Will there be an “account” field in the Summary Report (with the ability to limit)?
Account is a parameter field that you can limit on for all reports including the Budget Report.

Beginning Monday, March 16, 2009, support for the Standard Financial Reporting Library will be enhanced to provide more immediate and targeted answers to customer's requests. We have organized our new support solutions model into a multi-tiered structure with ITS Client Services (x8-3333) as the first point of contact for answers to issues in the BRIO reporting environment. As a result of this new support model, user inquiries can be directed to either askITS@nyu.edu or x83333, Option 3. ITS Client Services will log each inquiry into their tracking software to ensure all customer service requests are resolved in a timely manner.

When the answer is not within the purview of ITS Client Services, they will immediately route your issue or question to the appropriate department in Financial Operations and Treasury (CDV), or the Budget Office. These groups have committed to responding within designated timeframes (determined by the type of incident or question), and will either resolve your issue immediately, or provide you with an estimate of the amount of time a resolution will require.

Please go to http://www.nyu.edu/financial.services/cdv/resources-pg76 to find a description of standard services for the Financial Operations and Treasury and Budget Office teams.

Getting Help

Please contact ITS Client Services by calling x8-3333. Then select option "3" to reach their Administrative Systems Support team. If you wish to request help regarding the Financial Reporting environment via email, please send your inquiry to askITS@nyu.edu.

The Controller's Connection newsletter is issued each semester for the Office of the Controller at large and as Updates for each CDV division on an as-needed basis. The goal of this short publication is to provide updates and information about the Controller’s Division that have an impact on the University community. To sign up for the Controller's Connection, please email: cdv.training@nyu.edu.

Tax Services Update 12/13/11

Payroll Update 11/22/11

October 2011 Issue

Tax Services Update 9/19/11

August 2011 Issue

Payroll Update 7/26/11

Accounting & Reporting Update 7/21/11

Tax Services Update 7/18/11

Payroll Update 6/20/11

2011 Fiscal Year End Special Edition (FY End Calendar)

May 2011 Issue

Payroll Update 4/15/11

An account is a 5-digit number in fame that is used in recording online such financial transactions as revenue and expenses. The Account Description identifies that type or purpose of an account, which helps users to assign the most appropriate account code for a financial transaction.

Click here for a listing of all accounts in PDF form. (PDF 192kB)

FAME technical service outage status status messages are posted in the Admin Services information channel, accessible via NYUHome.

ITS also posts system status notifications on the department website. Please visit ITS Network & System Status page to stay abreast of system performance.

The Controller's Division recommends subscribing to ITS service alerts. These alerts are sent out through email: http://www.nyu.edu/its/status/notices/.

Download the 2011 Fiscal Year End Calendar [pdf]

Journal Entry Management System (JEMS) Support

The Journal Entry Management System (JEMS) was developed through a collaboration between the Controller's Division and ITS to improve the internal controls relating to the creation, approval, and validation of "Actuals" journal entries posted in the University's general ledger (FAME). JEMS is being implemented through a phased approach. Units currently utilizing JEMS are listed in the User Guide.

JEMS User Guide (PDF 148kB)
JEMS Access Form (PDF 848kB)

The 10 position payroll journal ID can be translated as follows:

Journal ID for Payroll Cycles:

1^st three positions denote type of action

4^th and 5^th positions denote the month

6^th position denotes the type of payroll

7^th to 10^th positions denote the calendar year of the transaction

Example: PED0192004 would translate to: Monthly payroll Actuals for January 2004

Journal ID for Daily Encumbrance Transactions:

1^st two positions denote type of action

Example: DB09240321 would translate to: Daily debit encumbrance adjustment for 09/24/03

Resources are now available online for Time and Effort Reporting using NYU's Effort Reporting System (ERS). A valid NYU NetID and password may be required to view some of the following:

Resources

Cost Transfer Interim Guidelines (PDF 8kB)

Cost Transfer Example in ERS for Employees with 9 over 12 Appointments (PDF 1MB)

T&E Faculty Announcement (PDF 73kB)

Policy on Effort Reporting for Sponsored Programs at Washington Square (PDF 384kB)

Faculty Effort Guidelines (Available on the OSP Web site under the Post-Award heading.)

Effort Reporting System Process Flowchart (PDF 227Kb)

Training on the Use of the Maximus ERS Presentation (PDF 500kB)
This overview of the ERS was presented at the training sessions held June 16–18, 2009.

Who, What, When, Where, Why and How Presentation (PDF 319kB)
This presentation was held on December 15, 2009.

Department Coordinator Quick Guide (PDF 271kB)

Certifier & PI Quick Guide (PDF 50kB)

Dental School Faculty Training Presentation (PDF 380kB)
This overview of the ERS was presented at the training session for Dental School faculty on January 18, 2012.

ERS Access Via the Internet (PDF 43kB)

Online Tutorials

The following courses are available via NYUiLearn, NYU's portal for employee learning and development. To start using NYUiLearn, just sign in to NYUHome at home.nyu.edu and look for the "NYUiLearn Login" button located on the Work tab. Once you have logged in, visit the Course Catalog to register for courses. Users will need a computer with Internet access, a web browser with Flash Player 7 or higher, and headphones or speakers.

FIN 200: An Introduction to the Effort Reporting System (Flash Player required; duration: 15 min.)
This course is an introduction to NYU's Effort Reporting System (ERS). It will answer questions about the system's features including: online certification, home departments, Certifiers, user roles, line certification, 9 over 12 conversion, salary caps, K-awards, and cost transfers.

FIN 201: All About the NYU Effort Reporting System (Flash Player required; duration: 30 min.)
This tutorial is a step–by–step review of the effort certification process using NYU's Effort Reporting System. It will cover the following scenarios: changing certifier assignments, pre-review of the effort form, certification by Principal Investigator, certification by faculty, post-review, reporting, and view/read-only pre-review.