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Obtaining Access to BEN Reports

BEN Reports provides standard web reports from several of the University's data collections. Access levels and required authorization may vary by collection.

Once you have obtained any necessary authorization (as described below), you need to have completed the following to be able run the reports:

  1. Obtained a PennKey and password. See the PennKey website for additional information.
  2. Installed a web browser, such as Netscape. Information about Netscape is available at ISC's supported products website.

Facilities Reports (includes Building Utility Charges and Work Requests)

  • Individuals with access to General Ledger data via BEN Financials, BEN Reports, or the Data Warehouse, will automatically be able to access Facilities reports within the BEN Reports application. Individuals who do not have access to General Ledger data, and would like to access the Work Request data, must submit a BEN Reports Access Request eForm for FRES Work Requests data. Note: once access is granted, users have the capability of retrieving information on all building utility costs and work requests from within the University.

Financial Reports (includes BEN Assets, Budget/Actual Variance, General Ledger detail, Salary Management)

  • Individuals with access to the BEN Financials and / or Salary Management online systems will be granted access automatically to the financial reports, GRAM, and AIS On-Line to view the data they are authorized to view in BEN Financials and Salary Management. For example, BEN Financials users may run the Budget / Actual Variance Reports for any organizations for which they can perform account inquiry or reporting functions in BEN Financials. BEN Assets users may run any of the BEN Assets reports in BEN Reports. Similarly, users with Salary Management online access will be able to view employee payment detail (where available in the financial reports) and run the Employee Funding and Employee Payment reports for those organizations to which they have access in Salary Management.
  • Those individuals who do not already have access to these source systems, and who only want to be able to use BEN Reports (rather than BEN Financials and/or Salary Management), must complete BEN Financials Chart of Accounts training along with the appropriate BEN Reports access request eForm. Chart of Accounts training schedules and registration information are available at http://www.finance.upenn.edu/ftd/). Note: individuals requesting to access BEN Assets reports must complete BEN Assets Knowledge Building training. Human Resources and Payroll signatures are required for access to the Salary Management reports.

ISC Newtorking and Telecommunications

  • Individuals with access to the BEN Financials, BEN Reports Financial Reports, and / or the Data Warehouse General Ledger collection will be granted access automatically to the ISC Networking and Telecommunications billing detail for ORGs they are authorized to view in those systems.For example, BEN Financials users may run the ISC Networking/Telecommunications reports, or drill down to ISC Networking//Telecommunications detail from other BEN Reports Financial reports.
  • Those individuals who do not already have access to these source systems, and who want to be able to use only the ISC Networking and/or ISC Telecommunications billing data via BEN Reports must complete the appropriate BEN Reports access request eForm. No additional training is required for this minimal level of access.

Express Mail Reports

  • Individuals with access to the BEN Financials, BEN Reports Financial Reports, and / or the Data Warehouse General Ledger collection will be granted access automatically to the Express Mail shipping detail for ORGs they are authorized to view in those systems.
  • Those individuals who do not already have access to these source systems, and who want to be able to use only the Express Mail shipping data via BEN Reports must complete a BEN Reports Access Request eForm for Express Mail data. No additional training is required for this minimal level of access.

Protocol Reports

  • Principal Investigators will be granted access to their own research protocols.
  • Business Administrators and others with a business need to view protocol status information must request access using the BEN Reports Access Request eForm for Protocol Status data.

Grant Reporting and Management System (GRAM)

  • Principal Investigators will be granted access to their own projects.
  • Business administrators and others with BEN Financials and Salary Management access will be able to view GRAM reports for organizations in their profiles for those source systems. For example, BEN Financials users may view GRAM reports for those funds managed by any organization (the Responsible Organization for the fund) for which they can perform account inquiry or reporting functions in BEN Financials. Similarly, users with Salary Management online access will be able to view employee payment detail for funds managed by any organization to which they have access in Salary Management.
  • Other users who are eligible to view grant data for a particular organization, and are authorized to view restricted data, but do not have BEN Financials and Salary Management access, must complete BEN Financials Chart of Accounts training along with the BEN Reports Access Request eForm for GRAM. Chart of Accounts training schedules and registration information are available at http://www.finance.upenn.edu/ftd/).

AIS On-Line

  • Those who have BEN Financials access will be able to view AIS On-Line reports for organizations in their BEN Financials profile. For example, BEN Financials users who can perform account inquiry or reporting functions for ORG 4102 in BEN Financials can view AIS On-Line reports for accounts that have 4102 in the second segment of the 26-digit account number.


  • Other users who are eligible to view account information for a particular organization, and are authorized to view restricted data, but do not have BEN Financials access, must complete BEN Financials Chart of Accounts training along with the BEN Reports Access Request eForm for General Ledger data. Chart of Accounts training schedules and registration information are available at http://www.finance.upenn.edu/ftd/).

Proposal Pipeline Reports

  • Those who wish to access the Proposal Pipeline Reports must submit a BEN Reports Access Request eForm for Pipeline and Grants.gov data. Users may request access to all Proposals for which their organization is responsible. Administrators are presented with a list of all Proposals within their assigned Orgs. Approval from the Director, Electronic Research Administration Systems in the Office of Research Services is required for approval of access.

 

University of Pennsylvania
Last modified:  12 February 2011