Business Procedures Manual

Fiscal Affairs Division

13.7 Financial Reporting System/Data Warehouse

(Last Modified on October 18, 2012)

The Financial Reporting System (FRS) is the portion of the University System’s data warehouse that maintains summary financial data. Information is used for year-end reporting on a consolidated or by institution basis, as well as management reporting for analysis during the fiscal year. Data is collected on budgets, revenues, and expenditures and is aggregated at the account balance level based on the Chart of Accounts approved by the University System Office ( (login required)).

Institutions should submit data to the FRS by the tenth (10th) day of the month. Before submitting the period, the data should be reviewed for errors utilizing the provided system error reports. The period can be extracted as many times as necessary before being submitted. After all errors have been corrected, the institution should then submit the period to the FRS to be reviewed at the System Office. Data is reviewed for unacceptable errors including the use of accounts or other fields not listed in the official Chart of Accounts, missing required fields, and missing required processes. After the period is accepted, the next period is then available to be populated by the institution. The accepted period should be closed for all ledgers in PeopleSoft to ensure that the data warehouse and PeopleSoft remain synchronized.

Year-end reports include annual financial reports mandated by GASB, such as the Statement of Net Assets, and the Statement of Revenues, Expenses and Changes in Net Assets (SRECNA), as well other financial reports required by the USO and the state Department of Audits and Accounts. Management reports include the Statement of Financial Position reports, which provide state budgetary position data, and the Annual Expenditure Reports required by the USO Budget department. The Financial Position Reports for each institution are presented to the Board of Regents quarterly. These reports compare revenues and expenditures to budget for educational and general, other organized activities, auxiliary enterprises, and student activities.

Access to data and standardized reports are available to the general public and expanded access is available to all state agencies. These expanded access levels are determined by a secure login. Query access can also be utilized for ad-hoc inquiries on financial data not available in the standard reports.

The data warehouse also contains information other than financial, such as student and employee data. Future changes will be made to include facilities, curriculum, and other information.

Note: For more information on these data and processes, please refer to the Guidelines for the Use of the University System of Georgia Data Warehouse document and the User Documentation section of the data warehouse, which are available at:

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