SCOOP
for the department
business manager
Session 1. Intro to
Scoop Basics
Agenda
• Getting ready for SCOOP
• What is SCOOP and why would I use it?
• Getting around in SCOOP
• Hands-on Exercises 1 & 2– basic navigation warm-up
• Hints for customizing Excel
• Hands-on Exercises 3 & 4– refining queries
• Hands-on Exercises 5 & 6 – lists of Banner funds
• Hands-on Exercise 7 – Use Scoop to match a Banner
report
Getting ready for SCOOP
• Install SCOOP on your computer
• Scoop only runs in Microsoft Excel on Windows (if you have a Mac
you must run a Windows app inside it)
• You must have read access to Banner Finance at minimum; Banner
HR & Payroll are helpful too.
(If you can run standard Banner reports, you can run SCOOP
queries)
• You must have basic understanding of Banner Finance concepts
(fund, account, available balance, direct vs. indirect etc.)
• You must have reasonable proficiency in Excel
• No previous experience with SCOOP or other data query tools is
necessary for this training course
How do I get Scoop?
www.obfp.vt.edu/SCOOP
Install the
Oracle client
Install Scoop
Problems? Call
Chris Sherman
1-8778
What is SCOOP?
• Quick demo
• Developed at Virginia Tech in 2002; hosted and
maintained in the Budget Office
• Sits inside Excel and allows you to pull data from the
Banner data warehouse
• Provides an alternative to manually copying numbers
from a Banner report
• Scoop is a data-getter, NOT a report writer
• Allows you to ask YOUR question, such as…
Typical questions…
FINANCE
SUMMARY
Show a list of all my department’s funds with the current
direct balance
FINANCE
Show all budget actions on any state fund in FY15.
TRANSACTIONS
PAYROLL
EARNINGS
Show all earnings on fund 417282 since it began, by
person & pay period.
FUTURE
SALARY
COMMITMENTS
Show all salary commitments on Dr. Ekkad’s funds for
this semester, including fringe commitments; include
name, fiscal period, begin and end date of future funding
period.
FUND
DIMENSION
Show a list of all active Banner funds in my college (not
just my department)
More questions…
CURRENT JOBS
Show all the GRAs in my department and how they are
funded
CURRENT JOBS
Show everybody currently being charged to any returned
overhead fund in my department; include name, per-pay
salary, filled FTE, funding percentage.
CURRENT
EMPLOYEES
Show list of faculty and staff in my department with
salary, rank and tenure codes.
FINANCE
SUMMARY
Show my department’s expenses for telecommunications
charges for each fiscal period in the current fiscal year.
Why use SCOOP?
• Makes the simple questions easier and quicker to
answer
• Makes the complicated questions POSSIBLE to
answer
• Gives you data-gathering super power (you can
design your OWN reports)
• Puts data right into Excel where you want it
• It’s YOUR data – you should be able to get it
Everybody else
Scoop user
“Hey! Look what Zog do!”
Getting around in SCOOP
• Everything happens inside Excel
• A “query” is a single question that you ask
• You can have one query per tab (or sheet)
• All the queries get saved along with the Excel
workbook.
• The query returns data to Excel in “list” format
Excel “list” data
A
B
C
D
E
1
FUND CODE
FUND DESC
ACCOUNT
CODE
ACCOUNT DESC
ACTUAL AMT
2
121030
M E Salary
1110
Employee Fringe Benefits Bgt
3
121030
M E Salary
11110
Employer Retirement Contributions
4
121030
M E Salary
11120
FICA for Salaried Employees
5
121030
M E Salary
11130
FICA for Wage Employees
6
121030
M E Salary
11150
Medical/Hospitalization Insurance
7
121030
M E Salary
11153
Medical/Hosp. Ins. - Grad Std
13,369.69
8
121030
M E Salary
11160
Retiree Health Ins. Benefits
31,190.38
9
121030
M E Salary
11170
Long-Term Disability Insurance
17,144.21
10
121030
M E Salary
11180
Employer Retir. Contri - ORP
0.00
92,578.56
181,616.98
2,575.48
299,291.00
203,843.28
Put Excel data in a “list” and you can…
•Rearrange rows (SORT)
•Rearrange columns
•Sum values
•Compute new values
•Hide columns
•Augment the data
Get a little fancier and you can…
•Subtotal
•Hide rows (with filters)
•Sum values by groups (with pivot
tables)
•Make it presentation-quality
Get really fancy and you can…
•Getpivot
•Reference other sheets
•Vlookup and Hlookup
Hands-on Exercise 1:
Basic Navigation
https://vpf.bams.vt.edu/dbmp
1.
Open the Business Managers Portal:
2.
Click on SCOOP and find the sample workbook and open it
Scoop Session 1. xlsx
3.
Save to the desktop for the duration of this class. If prompted, agree to “Check Out”
and then “Discard Checkout”.
4.
Get on tab 1-Warmup.
5.
Click Add-Ins, then click the ice cream cone to open Scoop (use your BANNER
password).
5.
For now ignore the Scoop icon with the ‘X’ in front of it.
Hands-on Exercise 1:
Basic Navigation (continued)
6.
This is the SCOOP interface. In this first exercise, don’t do anything to
it. Just click on the Export to Excel icon to run the query.
The result should look like this…
Hands-on Exercise 2:
Build the query yourself
1.
Get on tab 2-Acct List (which is empty)
2.
Open SCOOP
3.
In the Choose Model screen, click on the Plus sign next to Finance
4.
Select Account Dimension
5.
This is a “data model”, which allows you to ask questions along a
particular line of inquiry, in this case getting lists of account codes and
descriptions.
6.
Double-click on Account Dimension
Select Account Dimension
and click OK
4. Click here to return
the data to Excel
1. These are the
columns you can
return to your
spreadsheet
2. The “GET” box –
drag the columns here
that you want in your
spreadsheet
3. The “CHECK” box –
specify exactly what
rows you want
Drag these
two columns
to the “GET”
box
Same result as before…
Where does the data come from?
BANNER
database
Banner
Authorization
Extracted
nightly
Banner
reports
Data
Warehouse
(WHDB)
Warehouse
Authorization
SCOOP + Excel
HINT: some handy commands to put on the
Excel Quick Access Toolbar
Sum
Sort descending
Sort ascending
Filter
Go straight to the Ice Cream Cone
Right-click in this white
space to customize the
Quick Access Toolbar
Customizing the Quick Access Toolbar
Move these to here
Hands-on Exercise 3:
Get a list of Labor account codes
The Question: Show me a list of Banner account codes for labor only (salary &
fringe); also include Account Subgroup and Object Code
1.
Create a new tab and call it 3-Labor.
2.
Open Scoop and select the Account Dimension.
3.
Get these columns:
Account_Subgroup_Code
Account_Subgroup_Desc
Object_Code
Object_Desc
Account_Code
Account_Desc
4.
Drag Account_Group_Code to the CHECK box.
5.
Click Values and select LD- Labor & Benefits etc..
6.
Run it.
This is what you’re trying to produce…
1. Drag these
six columns
to the “GET”
box
2. Then drag Account
Group Code to the
“CHECK” box
Click Values
Select the value LD
and click OK
The CHECK box
should look
like this; now
run the query
The result should look like this…
1.
2.
3.
Try sorting the results by Account Code.
Turn on Data.. Filter and display only the Fringe codes
HINT: Turn OFF Filtering before re-running your query
How Scoop behaves…
1. It returns
the columns in
the order you
put them
2. It also sorts
the rows by
the column
values in order
Some things you can do…
Search for
a column
by name
Change the
column order
with the UP
and DOWN
buttons
Remove a
column from
the list
Some no-no’s
1. Scoop doesn’t like FILTERS. Turn them off before re-running
your query
2. Don’t switch tabs while Scoop is open. It will lose track of
which tab is asking the question. Here’s the error message:
3. Open Excel only ONCE. Scoop doesn’t like it when you open
multiple instances of Excel. You’ll have to close down the
extra one, and possibly close Excel completely and open it
fresh.
Hands-on Exercise 4:
Refine your list of account codes
The Question: Notice how many rows are in the 3-Labor list. Also notice how many
account codes are in object code 1142; then create another list with only the
columns Account Subgroup and Object.
1.
Count the rows that were returned in the 3-Labor query.
2.
Filter the Labor results to display only the rows with Object Code 1142. How
many are there?
3.
Create a new tab and call it 4-Labor Refined.
4.
Open Scoop and copy the query from the 3-Labor tab.
5.
Remove these columns:
Account_Code
Account_Desc
6.
Run the query. How many rows are there now, for 1142 and altogether?
7.
Run the query again adding the Count Records feature.
To copy a query…
1. Create a new tab
2. Start Scoop and click
on the Copy tab instead
of selecting a data
model
3. Select the tab name
that holds the query
you want to copy
The results…
To use the Count Records feature…
Check this box
Scoop counted all the rows it found, then removed any duplicates.
Record Count tells you how many rows it found before collapsing the results.
While we’re in the Account Dimension, some handy columns:
1. REVENUES : Dept Acct Category Code = ‘R’
2. DIRECT:
Dept Acct Category Code = ‘D’
3. INDIRECT: Dept Acct Category Code = ‘I’
4. Use Account Subgroup to match the OSP budget categories:
The query to show the OSP budget categories…
5. Show the fringe account codes
and percentages associated
with each Labor account code
Account
11210
11211
11212
11213
11214
11220
11230
11231
11232
11240
11241
11242
11250
11260
11270
11280
11281
11282
11283
11284
11285
11290
11301
11302
11303
11304
11305
11306
11307
11308
11351
11352
11353
11410
11411
11412
1141G
11430
11490
11491
114GA
114MA
114SGA
11601
11602
11603
11604
11605
118GRA
118GTA
118MRA
118MTA
118SRA
118STA
Description
Classified Sal AY - IT - Univ
Classified Sal CY - IT - Univ
PT/TFT Classified Sal - IT - Univ
Admin. Faculty Sal AY - IT - Univ
Admin. Faculty Sal CY - IT - Univ
Salaries Appointed Official (pres.)
Classified Salaries AY
Classified Salaries CY
PT/TFT Classified Salaries
Classified Salaries AY - University
Classified Salaries CY - University
PT/TFT Classified Salaries - Univ
Classified Overtime
Class Sal, Va Law Officer - Univ
Classified Salaries, Va Law Officer
Classified Salaries AY - IT
Classified Salaries CY - IT
PT/TFT Classified Salaries - IT
Admin. Faculty Salaries AY - IT
Admin. Faculty Salaries CY - IT
PT/TFT Admin. Fac. Salaries - IT
Classified Salaries Overtime - IT
Teaching & Research Salaries AY
PT/TFT Tch. and Res. Faculty Sal AY
Teaching & Research Salaries CY
PT/TFT Tch. and Res. Faculty Sal CY
Spec Res Fac Teach & Res AY
Spec Res Fac PT/TFT Teach & Res AY
Spec Res Fac Teach & Res CY
Spec Res Fac PT/TFT Teach & Res CY
Administrative Salaries AY
Administrative Salaries CY
PT/TFT Admin. Fac. Salaries
General Wages
Administrative + Faculty Wages
Tips
Wages - Seasonal / Game Worker
Overtime Wages
General Wages - IT
Admin. Faculty Wages - IT
Graduate Assistant Wages
Graduate Asst Wages - Vet Med Res
Sr. Graduate Assistant Wages
Teaching & Research Adjunct Wages
T&R Continuing Educ. Wages
T&R Summer School Wages
T&R One-time Payments
Winter Session One-time Payments
Graduate Research Assist. Wages
Graduate Teaching Assist. Wages
Grad Research Assist. Wages - Vet M
Grad Teaching Assist. Wages - Vet M
Sr. Grad. Research Assist. Wages
Sr. Grad. Teaching Assist. Wages
Fringe
Account
111F3
111F3
111F3
111F1
111F1
111F1
111F3
111F3
111F3
111F3
111F3
111F3
111F2
111F3
111F3
111F3
111F3
111F3
111F1
111F1
111F8
111F2
111F1
111F8
111F1
111F8
111F6
111F8
111F6
111F8
111F1
111F1
111F8
111F2
111F2
111F2
111F2
111F2
111F2
111F2
111F4
111F4
111F4
111F2
111F2
111F5
111F2
111F2
111F4
111F4
111F4
111F4
111F4
111F4
Fringe
Pct
43.00
43.00
43.00
33.00
33.00
31.50
43.00
43.00
43.00
43.00
43.00
43.00
8.25
43.00
43.00
43.00
43.00
43.00
31.50
31.50
22.75
8.25
31.50
22.75
31.50
22.75
33.75
22.75
33.75
22.75
31.50
31.50
22.75
8.25
8.25
8.25
8.25
8.25
8.25
8.25
6.50
6.50
6.50
8.25
8.25
8.25
8.25
8.25
6.50
6.50
6.50
6.50
6.50
6.50
The query to show the fringe accounts and percentages…
Hands-on Exercise 5:
Run a list of Banner funds in your department
The Question: Show all active Banner funds in my department with the available
balance. Include the following:
Start & End date
Fund Class (shows federal vs. commercial)
Fund Source (more categories of federal vs. commercial and others)
Financial Manager (PI)
Agency (Sponsor)
OSP post-award admin
Organization code
Direct / Indirect / Total balance
1.
2.
3.
4.
5.
Get on the 5-Direct Bal tab and open Scoop.
In the CHECK box, change ‘0103’ to your department number.
Run it.
Create a tab called 5-Indirect Bal and create a query for just indirect.
Create a tab called 5-Total Bal and create a query for Direct + Indirect.
Change to
your
department
number
The result…
The three tabs (Direct, Indirect, Total)…
DIRECT
INDIRECT
TOTAL
Hands-on Exercise 6:
Customize your own list of funds
The Question: Add or remove columns as you like to the established list of
Banner funds & balances
1.
Create a new tab called 6-My Bal and open Scoop.
2.
Copy the query from 5-Direct Bal (just like in exercise 4).
3.
Add or remove the columns you like.
4.
Run it.
Hands-on Exercise 7:
Use Scoop to match a Banner report
The question – Show me the travel and supplies expenses during
August 2014 in each of the funds 121970, 233826, 450179
Run the Banner Account by Fund report for account 128 & 130 for the three
funds…
Hands-on Exercise 7 continued
Run the Banner Account by Fund report for account predecessors 128 & 130
for the three funds…
The Scoop
query…
Returns the same numbers…