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BEN Reports Definitions - Facilities Reports

These reports display facilites-related information, including building utility costs and work request data. If you already have access to General Ledger data via BEN Financials, BEN Reports, or the Data Warehouse, you will automatically be able to access these reports within the BEN Reports application. If you do not have access to General Ledger data, and would like to access one or more of the Facilities reports, them you must submit a BEN Reports Access Request Form. Note: once access is granted, you will have the capability of retrieving information on all building utility costs and work requests from within the University.

Overview

Building Utility Charges: This report allows schools and centers to view utility charges that are captured in CNAC 960 (FRES) in BEN and, therefore, not generally accessible via General Ledger reporting. The report can be run for a single building program and accounting period.

Open and Closed Work Requests: Displays header and phase information for open and closed Facilities and Real Estate Services (FRES) work requests - i.e., those with a status of 10-OPEN,70-CANCEL,80-WRK-CMP,or 90-CLOSED.

Work Request Status History: Displays work request history over time. Phases are grouped under each work request, with rows ordered by history status date. The last record will always show the current information for the work request.

Parameters

Facilities reports utilize some or all of the following parameters. You may type exact values directly into the fields provided, or click the icon to the right of the field to access a list of possible values. For date fields, be sure to enter the values in DD-MON-YYYY format (e.g., 01-JUL-2009, to designate July 1, 2009). The individual screens will indicate whether parameters are optional.

  • Building Utility Charges report (both parameters required):
    • Program
    • Period
  • Work Request reports (dates parameters required, others optional):
    • Building
    • Customer Center
    • History Status Since
    • Work Request Category
    • Work Request Entry Date from; Work Request Entry Date to

Definitions

The Building Utility Charges report (or its Excel output) displays the following data elements:

Actual FYTD: The total amount of the actual dollars from the beginning of the fiscal year through the end of the parameter accounting period.

Actual Month: The amount of the actual dollars for the parameter accounting period.

Fiscal Year/Month and Accounting Period:  The General Ledger fiscal year and month to which the transaction was processed. The accounting period is also provided in MON-YY format.

Program: The 4-character building chart of accounts PROGRAM code. PROGRAM is the sixth segment of the Accounting Flexfield.

Program Long Desc: The long description that corresponds to the PROGRAM code.

Utility Charge Type: The full description of the charge combining the description of the object code, fund and center reference (CREF) fields. (OH is an abbreviation for overhead.)

 

Work Request reports include descriptive information about the work requests and their phases, as appropriate to the purpose of the report. You'll find some or all of the following elements in the various report results, and their Excel output.

Building, Building Name: The unique identifier and name of the building site that requires the work being requested.

Cont Svcs Cost Est: Estimated contracted services cost, at the phase level.

Contact Email, Name, Penn ID, Phone: The email address, name, Penn ID and phone of the point of contact for the work to be completed. For work requests generated via customer requests, the Penn ID field contains the Penn ID of the contact person for the work request; for work requests from other sources, the value for that column will be null.

Customer Center Code, Center Name: The center code and name associated with the work request. For work requests initiated by students, these columns will be null.

Customer ORG, ORG Desc: The organization code and name associated with the work request. For work requests initiated by students, these columns will be null.

Customer Penn ID: The student Penn ID associated with the work request. For work requests initiated by faculty or staff, this column will be null.

History Status: The 1-character code that indicates whether the record is Current (C) or History (H). Records with a History_Status of "C" reproduce the WORK_REQUEST_PHASE records as they currently exist in the Facility Focus system. Records with a History_Status of "H" represent earlier versions of the data. (See also History_Status_Date.)

History Status Date: Date on which the record became history, generated upon the record load to the Warehouse.

Labor Cost Est: Estimated labor cost, at the phase level.

Labor Hrs Est: Estimated labor hours, at the phase level.

Materials Cost Est: Estimated materials cost, at the phase level.

Phase: Phases define the tasks and costs involved in performing the requested work. Each phase is associated with one trade or housekeeping shop. Although not mandatory, phase one should occur before phase two, and so on, as a logical way of ordering the steps in a job. The number of phases in a single work request is unlimited.

Phase Days Open: For open work request phases, the number of days since the Phase Est Start Date.

Phase Desc: The explanation of the task required for each particular phase.

Phase Est Start Date, Phase Est End Date: The estimated start and end dates for the work defined in the phase.

Phase Floor: Identifies the floor within the building associated with the work request.

Phase Priority: An order or sequence in which work takes place or processed based on importance or urgency. Priority 1 = emergency; Priority 2 = High Priority; 3 = Normal Maintenance; 4 = Special Events

Phase Room: Identifies the room associated with the work request. This may contain letters, numbers, and symbols.

Phase Status: The status of the phase. Statuses are defined by FRES based on the way work is processed within the organization. Statuses are selected by the authorized user of the system as the work changes from first being opened to lastly being closed out. Statuses are specific to each category of work in the Work Management module, such as maintenance, corrective, or events, and thus mirror a specific workflow process. The work request itself has a set of statuses as does each phase.

Problem Code: A code which helps define the situation involved in the request for work.

Shop: The trade (e.g., CARP, AC, ELEC) to which the phase has been assigned.

Total Amount: Total cost, at the phase level.

Work Code: An identifier of the kind of work to be performed, such as core change, filters, etc. It is the granularity of a skilled set or craft.

WR Accounting Period, Fiscal Month, Fiscal Year Created: The GL accounting period, fiscal month sequence and fiscal year in which the work request was created.

WR Category: A grouping of types of work requests. Example categories are Corrective Maintenance, Events and Small Projects.

WR Days Open: For open work request phases, the number of days since the WR Entry Date.

WR Entry Date: The date the work request was originally created.

WR Number: The unique number for the work request. It is the number the customer will receive, via email from a FRES customer service rep, letting him/her know that the work has been approved and is going to be placed on a schedule. It remains with the work request through its life.

WR Status: The status of the work request as a whole. Statuses are defined by FRES based on the way work is processed within the organization. Statuses are selected by the authorized user of the system as the work changes from first being accepted to lastly being closed out. Statuses are specific to each category of work in the Work Management module, such as maintenance, corrective, or events, and thus mirror a specific workflow process. The work request itself has a set of statuses as does each phase.

WR Title: A description of the situation. For example, ‘my bathroom sink is clogged’. If this is a request for chargeable work, the account that is being charged is also in this field.

WR Type: The type denotes the funding source of the request. Most maintenance requests are Type N or non-allocated cost. There is no direct charge to the client. If work is performed in a customer owned building, the Type is C or COM for customer. If your request requires that you pay for the work requested, it will be Type P or CPW for customer paid work.


BEN Reports Navigation

If your browser’s Back button does not appear when you are viewing a report, use your browser’s View / Toolbars feature to make it visible. In Internet Explorer, enable Standard Buttons; in Firefox, enable the Navigation Toolbar.

  • To return to the BEN Reports main menu from any screen, click on the BEN Reports logo in the upper left corner of the screen.
    • Although the BEN Reports logo in the upper left corner of the screen is a link, the one in the lower left corner is not.
    • This link takes you to the BEN Reports main menu, not to the Facilities Reports menu.
  • You can use your browser’s Back button to move back to the parameter screen.

If you notice any problems with the data in any of these reports, please send e-mail to benreports@pobox.upenn.edu.


 

University of Pennsylvania
Last modified:  27 July 2009