Acquisitions Homepage

The Library Materials Budget Report provides information from both the Sirsi Acquisitions system and the Banner Financial system to show how much money is available in the various university funds versus the amounts in the Sirsi funds.  The Banner side of the report  includes the account numbers, the original allocated amounts, the amounts paid and encumbered for invoices, and the remaining balances.  The Sirsi side shows the amounts budgeted for various types of materials, the amounts paid, invoiced, encumbered and remaining free balance. The report is also designed to show how much is remaining to be paid according to the Sirsi accounts and how much is left in the Banner accounts to cover those resources.

More specifically, this report is a combination of information from Banner from the Cognos Budget Availability Ledger on the left side and information from the Sirsi Fund Nesting Report of All Acquisitions Funds on the right side.

At the bottom on the left side is how much money is left in each account, in the middle is the estimated Sirsi amounts remaining to be paid, and on the right side is the Banner account balance minus the Sirsi left to be paid amount with the shortage or surplus for each group of materials (Firm Orders, Journals, Standing Orders, and Databases & E-book Subscriptions.)

Ideally, this report should be created every month or at least quarterly so that the Library Director can have an idea of how the overall library materials budget is doing. Near the end of the fiscal year, the report should be created more frequently, perhaps weekly.

These reports have been saved on the Tech Services drive in the folder: Materials Budget & Repts by fiscal year.

Introduction:

The Cognos Budget Availability Ledger report can be run and saved as an Excel file which will show all of the library FOAPS (funds, organizations, account codes, program codes) and amounts in each one. The data is current as of the day before the report is run.

This report should be run and saved when updating the Library Materials Budget Report .

The accounts used by Acquisitions will need to be extracted from this report since it will include accounts used by others in the library such as the Library Business Manager.

Instructions for Running the Report:

Access Cognos reports from MySam>Employees>Cognos Reports>click on report link

Select Budget and Finance>Budget Availability Ledger|FINDMR001

In the Organization field enter: 47 (this will bring up all of the organizations that begin with 47.) Select Finish.

After the report appears, click on drop down arrow next to the icon in the upper right that looks like a circle inside a square

Select "View in Excel Options", then select "View in Excel 2007 Format"

Options will appear to Open, Save, or Save as.  You can open and view it first (this may take a couple of minutes.) I usually delete the Sam Houston banner at the top of the report

Then save the file on the Tech Services server in folder Materials Budget & Repts>fiscal year>folder for day the budget balancing data is being collected (e.g.: Library Materials Budget 2015 as of Aug 4). 

File name format: FY2015 Cognos Budget Availability Ledger 2015.08.05 (report run date yyyy.mo.dd)

Cognos Upgrade: Great News for Cognos Users! 

We are pleased to announce the upgrade to Cognos 11 beginning Friday, July 16, 2021 at 6 p.m. 

On Monday, July 19, 2021 you can access this enhanced version of Cognos by simply using your existing Cognos links!

Benefits:

Cognos 11 provides a modernized screen layout that is easier to use and incorporates advanced predictive analytic capabilities.

Version 11 also integrates reporting, modeling, analysis, dashboards, stories, and event management functions to help you understand your organization’s data and make effective business decisions.

For questions regarding Cognos, please contact the IT@Sam Service Desk.

Thank you, 
Cognos Upgrade Project Team
Institutional Effectiveness & Technology Solutions

This report should be run on the day before the Cognos Budget Availability Ledger is run so that Sirsi fund information will coordinate with Banner budget information.

Both reports are needed to create the Library Materials Budget report.

(Explain how Sirsi FNR is run and sorted)

(Save example of Excel file of the report here)

SIRSI PO Detail and Fund Reports and Uses for Budgeting

Introduction:

Sirsi acquisition reports can be used in conjunction with the Sirsi fund nesting report to provide a more detailed look at titles that are have are still on order and not paid versus those that have been paid.  These reports help to verify the information that is seen on the fund nesting reports and can be manipulated to provide more precise pictures of the budget.