1. Financial Reporting for the Masses
Distributed Financial Reports
A client case study
University of South Carolina Foundations (USCF)
Crohn's & Colitis Foundation of America (CCFA)
Alan Eager, Managing Consultant, BI Practice, Blackbaud
Kim Elliott, Finance Director, University of South Carolina Foundations
Susan Smith, Financial Controller, University of South Carolina Foundations
Javi Seera, Managing Director, Saralux Consulting
Tuesday, November 18th 2008

2. Financial Reporting for the Masses
Agenda
Introductions
Overview
– Types of Financial Reports
– Methods of Access
– Access Considerations
– The Building Blocks
– Examples/Demo
USCF Case Study (Kim & Susan)
– University wide financial reporting by Department and College
CCFA Case Study (Javi)
– Organization wide financial reporting by Chapter
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #2

3. Financial Reporting for the Masses
3
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4. Financial Reporting for the Masses
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5. Financial Reporting for the Masses
Types of Financial Reports
Standard - Income Statement & Balance Sheet
Performance
– Actual, Budget & Forecast Reporting
– Financial Activity by Cost Center/Area/Department/etc
Detailed (Sub-ledger) Reporting
– Revenue/Contribution Detail (Donor Name, Date, Fund, $, etc)
>
– Expense Detail
– Invoice Detail
Functional Reporting
– Events, Memberships
– Mailings/Direct Response
– Major Giving (Proposals)
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #5

6. Financial Reporting for the Masses
Methods of Access
Standard Application Reports & Exports
Static Reports
Custom Application Reports
Subscription (Push) Reports>
Clone Application (Operational Data Store)
Data Warehouse
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #6

7. Financial Reporting for the Masses
Methods of Access – Standard Application Access
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8. Financial Reporting for the Masses
Methods of Access – Static Reports/Exports
>
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9. Financial Reporting for the Masses
Methods of Access – Custom Application Reports
>
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10. Financial Reporting for the Masses
Methods of Access – Subscriptions (Push)
>
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11. Financial Reporting for the Masses
Methods of Access – Clone Application
>
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12. Financial Reporting for the Masses
Methods of Access – Data Warehouse
>
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13. Financial Reporting for the Masses
>
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14. Financial Reporting for the Masses
Why the Data Warehouse approach?
Integration of multiple, disparate data sources
Optimized for Reporting and Analysis
Adds value to data
– Data Quality/Integrity Issues >
– Summarization of data
– Calculations and Analysis
Off-line Querying & Analysis
Security Management
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #14

15. Financial Reporting for the Masses
It’s easier to write reports!
Raiser’s Edge Schema (Gift Contributions) Vs Data Warehouse Edge Schema
>
And it runs faster!
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #15

16. Financial Reporting for the Masses
Access Considerations
Report Access
– Windows Security
– Web Portal Access
– Database/OLAP Security
– Report Security
Data Driven Security
>
– Filtering done at Database or report level
– Allows for one report applied to multiple filters/users
– Maintain security within main source application (RE/FE) and/or Custom security
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #16

17. Financial Reporting for the Masses
The Building Blocks
Microsoft SQL Server 2005/2008
– Database
– Querying & Analysis (Analysis Services)
– Reporting (Reporting Services)
Excel
SharePoint
>
Blackbaud Solutions
– Fundraising Data Warehouse (RE)
– Finance Data Warehouse (FE)
Minimal Software costs/investment
Pre-built solutions
Open standards in Data Access & Reporting
Lower maintenance burden/overhead
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #17

18. Financial Reporting for the Masses
Examples/Demo
>
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19. Financial Reporting for the Masses
One Report, multiple filters/users
>
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20. Financial Reporting for the Masses
>
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #20

21. Financial Reporting for the Masses
Donor/Fund Statement
>
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #21

22. Financial Reporting for the Masses –
Distributed Financial Reports
University of South Carolina Foundations
孀Ϸ
Susan Smith, CPA, Accounting Manager
Kim Elliott, Finance Director
November 18,2008

23. Financial Reporting for the Masses
University of South Carolina Foundations
We are a 501c(3)
The USC Educational Foundation supports the University in all of its
educational, research, instructional, scientific, literary, service,
charitable, and outreach endeavors. The Foundation aids the University
in achieving its mission as the state’s flagship institution of higher
education. 嵀
The USC Development Foundation acquires real estate and other
special assets, either by purchase or gift, on behalf of the University of
South Carolina and holds, develops, manages, and maintains these
assets to serve the needs of the University. The Foundation helps the
University to achieve its educational objectives and improve its facilities
through ongoing physical expansion.
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #23

24. Financial Reporting for the Masses
Educational Foundation Statistics for FY 2008
6,900 Number of Checks Written
$25,054,332 Dollar amount of checks written
892 Number of Miscellaneous Deposits Processed
$6,851,131 Dollar amount of Misc. Deposits Processed
欀
678 Number of Journal Entries Prepared
52,600 Number of Millennium Gift Trans Processed
82 Total Gift Annuities
15 CRUT/CRATs (9 Held by Others/6 EF as Trustee)
$255,249,376 Investment Pool Market Value
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #24

25. Financial Reporting for the Masses
Financial Edge View Only Issues
Financial Edge had to be installed on each user’s desktop
View Only users had to install each update or patch individually
View Only was maintained on a separate server
ꁀϵ
Our View Only server was old resulting in very slow processing speed
Financial Edge is an accounting system & our users range from CPAs
to high school graduates
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #25

26. Financial Reporting for the Masses
Why migrate to Web Reporting?
Customer Service to departments
Cost Benefit to the Foundation
Efficiency for all parties (Foundation Staff, Departmental Staff, IT
Department) ̈
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #26

27. Financial Reporting for the Masses
University of South Carolina Foundations
We have 49 “Colleges” which is the highest level in our reporting
hierarchy
We have approximately 180 “Departments” within the Educational and
Development Foundations, the next level of reporting
We have 3,250 open and active projects in the Educational and
Development Foundations
We have trained 116 users on web reporting
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #27

28. Financial Reporting for the Masses
Types of Reports Available
Project Summary Report
Project Attribute Report
Income Statement
Project Activity Ӡ϶
Gift Detail by Project
Check Register
Media Files
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #28

29. Financial Reporting for the Masses
User Security
The reporting solution is only available on the University’s intranet
Users must have a University username and password to access the
network
An 8 character minimum password for the web reporting solution is
϶ ॰
required
We developed a user log to track unsuccessful login attempts and the
IP address it originated from
Users are required to sign a Confidentiality Statement
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #29

30. Financial Reporting for the Masses
Confidentiality Statement
WEB REPORTING SYSTEM
STATEMENT OF CONFIDENTIALITY
As a Web Reporting user, I understand that I have access to information,
data, and files considered confidential and private. I agree to use the Web
Reporting System to retrieve information considered vital and beneficial to
忰϶
my department and/or college. I am aware that seeking information not
directly pertaining to my department and/or college is strictly prohibited. I
will not distribute confidential information obtained from the Web Reporting
System to unauthorized personnel, including, but not limited to, any persons
or entities outside of the University of South Carolina. As a Web Reporting
user, I will keep my user name and password private and for my individual
use.
My signature denotes that I have read and understand this Statement of
Confidentiality and agree to abide by its terms.
Printed Name
Signature Date
User ID:
Password: __________________________
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #30

31. Financial Reporting for the Masses
Preparation & Training
We notified our users that a new reporting solution was being
developed
We created a training manual with screen prints
When the solution was ready to goϰ live we informed our users of the
last day View Only would be available and that training was required to
receive a username and password for the new system
We conducted training classes twice a week for about 4 weeks with
additional classes as needed. The classes were for a maximum of 5
people which allowed personalized training.
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #31

32. Financial Reporting for the Masses
User Feedback
We have very positive feedback
The users love the ease of use and the speed of web reporting
There are no filters ϰ
Reports are already filtered and ready to print
Several of our reports have been generated by our user feedback (i.e.
the Gift Report)
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #32

33. Financial Reporting for the Masses
Login Page
‫ﲠ‬ϳ
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34. Financial Reporting for the Masses
Home Page
‫ﲠ‬ϴ
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35. Financial Reporting for the Masses
Project Attributes
‫ﲠ‬ϴ
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36. Financial Reporting for the Masses
Project Information
㤐ϴ
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37. Financial Reporting for the Masses
Income Statement
㤐ϴ
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38. Financial Reporting for the Masses
Media Files
㤐ϴ
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #38

39. Financial Reporting for the Masses
Project Activity
㤐ϴ
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #39

40. Financial Reporting for the Masses
Check Register
㤐ϴ
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #40

41. Financial Reporting for the Masses
Summary Report
㤐ϴ
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42. Financial Reporting for the Masses
Questions?
Susan Smith
Accounting Manager
sbsmith@mailbox.sc.edu
Or 㤐ϴ
Kim Elliott
Director of Accounting
kelliott@mailbox.sc.edu
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #42

43. Serving Financial Information on the
CCFA Intranet
Leveraging SharePoint 2007
㤐ϴ
Javi Seera, Managing Director - Saralux
November 18th, 2008

44. Financial Reporting for the Masses
Introduction
Saralux is a technology consulting firm based out of NYC, focused on
serving the Not for Profit sector
– Javi Seera, Managing Director
• 25 Years in Technology Consulting
• Served many NFP organizations
• BPI, BI, Portals (SharePoint 2007), Web Development (www.saralux.com)
㤐ϴ
Crohn’s and Colitis Foundation of America (CCFA)
– Mission
• To cure Crohn's disease and ulcerative colitis, and to improve the quality of life
of children and adults affected by these diseases.
– Based out of NYC (www.ccfa.org)
– Saralux designed, developed and implemented the CCFA Intranet /
Extranet using Microsoft Office SharePoint 2007 (MOSS 2007)
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #44

45. Financial Reporting for the Masses
Strategic Goal drives the Project
㤐ϴ
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #45

46. Financial Reporting for the Masses
CCFA Operational Overview
㤐ϴ
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #46

47. Financial Reporting for the Masses
Application Landscape
㤐ϴ
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #47

48. Financial Reporting for the Masses
Architectural Overview
‫ﲠ‬Χ
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49. Financial Reporting for the Masses
CCFA Intranet – Home Page
蘿ϴ
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50. Financial Reporting for the Masses
Chapter Financials
‫ﲠ‬Χ
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #50

51. Financial Reporting for the Masses
Chapter Financials – Main Dashboard
蘿ϴ
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #51

52. Financial Reporting for the Masses
Chapter Comparison Report
)
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #52

53. Financial Reporting for the Masses
Chapter Income Statement
‫ﲠ‬Χ
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #53

54. Financial Reporting for the Masses
Chapter Event Income Statements
蘿ϴ
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #54

55. Financial Reporting for the Masses
Select Event – SSAS Filter Web Part in SharePoint
Χ
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #55

56. Financial Reporting for the Masses
Chapter Expense Drill Down
㾐ϸ
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #56

57. Financial Reporting for the Masses
SharePoint – Reporting Options
SQL Reporting Services (SRS)
– Pros
• Tight Integration with SharePoint and SSAS
• Easy to write reports using SSAS Cubes
– Cons
• Need ability to create and modify SRS report (IT function)
SharePoint Excel Services ‫ﲠ‬Χ
– Pros
• Easy to use
• Built into SharePoint
• Create and Deploy pivot reports and Charts from MS Office Excel 2007
– Cons
• Formatting may be an issue for complicated reports
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #57

58. Financial Reporting for the Masses
Leverage SSAS Security for Chapter Data
CCFA Chart of Account
– First segment is the Chapter
– CCC
CCC-AAAAA-SSSS-DDDD (e.g. 425425-36000-0404-0701)
SSAS
– Chapter is a dimension in SSAS Cube
‫ﲠ‬Χ
– Security by dimension (Chapter)
– Florida Chapter (425) has only access to GL data beginning with “425”
– The Event list is managed by SSAS security and Filter Web Part
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #58

59. Financial Reporting for the Masses
CFO’s Mandate
CFO – “Only the closed periods should be available for financial
reporting. Expenses should be available to the latest period.”
Attribute in the Data dimension – “Closed Period”
– Once the period is closed in Financial Edge, they become available in the
Intranet for reporting.
‫ﲠ‬Χ
– Attribute is updated with the cube refresh schedule
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #59

60. Financial Reporting for the Masses
Planned for future
President’s Dashboard
More Charts in the Chapter Dashboard
Deliver Board Reports via Board Intranet Site
Research Naming Opportunity
Χ
Expense Reimbursement Workflow
Check Request Workflow
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #60

61. Financial Reporting for the Masses
Q&A
Questions?
㾐ϸ
Saralux
305 Madison Avenue, Suite 1166
New York, NY – 10165
888-778 2229 Toll Free
212-537-9224 Main
212 537-9225 Fax
www.saralux.com
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #61

62. Financial Reporting for the Masses
To Conclude
Different considerations for “Mass Reporting”
– Difference with 100’s vs 10’s of users
Query performance is key
Multi-user queries mean higher CPU/Memory loads on the server
Χ
Need to consider report deployment/maintenance
Considerations in user security and security maintenance
Consideration in delivery mechanism (e.g. Web, Excel, Application, etc)
Consideration with user knowledge/expertise
User training/education an essential part of the rollout
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #62

63. Financial Reporting for the Masses
Questions?
Alan Eager, Managing Consultant, Blackbaud
alan.eager@blackbaud.com
Susan Smith, Accounting Manager, USCF
sbsmith@mailbox.sc.edu
㾐ϸ
Kim Elliott, Director of Accounting, USCF
Kelliott@mailbox.sc.edu
Javi Seera, Director, Saralux
javi.seera@saralux.com
Blackbaud’s Conference for Nonprofits — Charleston | Alan Eager| Page #63