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SUNY Management Resource
Tool (SMRT)
Training Manual
Contents adapted by Buffalo State
December 2012
Original manual prepared by SUNY System Administration, February 2004
SMRT TRAINING MANUAL
Buffalo State 2
OVERVIEW
The SUNY Management Resource Tool (SMRT) Application was developed to help campus
managers monitor financial activity in state accounts. The application permits managers to monitor
budgetary allocations and reallocations, purchasing and expenditure activity, and payroll activity
including detail on individuals paid.
SUNY System Administration continues to develop tools and applications which will assist
managers in monitoring financial activity in campus accounts. A multi-year plan for administrative
systems is underway which includes use of a Web-based “Portal” through which many SUNY
business applications will be available to authorized users. The SUNY Portal is accessed through
the Web-based SUNY Homepage. Authorized users can expect the “look” of the Portal and its
screens to change from time to time as SUNY System Administration continues the development of
SUNY-wide applications.
The pages in this manual describe what an account manager needs to know in order to access the
SMRT Application successfully.
Users of the SMRT Application should note:
Application Internet Address The application is accessed through SUNY System Administration‟s Internet Homepage:
www.suny.edu
Single Sign-On Initial sign-on to the SMRT Application will register the user‟s LAN (Local Area Network)
User ID and password and will confirm authorized campus users. At Buffalo State the LAN
User ID and password are those entered by a user when signing on for a new or daily network
session at the computer and are also referred to as the “NT Username” and “NT Password”.
SUNY Manual SUNY System Administration issued a SMRT Training Document which can still be accessed
via the SUNY Portal. Buffalo State has adapted those portions of the SUNY manual which are
relevant for BSC managers; we encourage campus managers to use the Buffalo State SMRT
Training Manual.
Training: Training in the SMRT Application is offered periodically; individuals interested in
training should contact the Budget Office at 878-4312.
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SUNY Home Page
URL - WWW.SUNY.EDU
Select: Faculty & Staff
SUNY secure sign on
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SUNY Portal Web Page
This is the main Web page for SUNY employees to access applications that are being used
by SUNY System Administration.
Buffalo State Users: A user may choose to bookmark either SUNY‟s Homepage or SUNY‟s
Employee Services address for quick access to the SMRT Application.
Select: Sign On >>>
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SUNY User Validation Screen
Select campus listing from drop down field and then Login.
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SUNY User Validation Screen
Select Buffalo State and then Login.
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SUNY User Validation Screen
This screen validates an authorized user as an employee of a specific campus.
Complete fields with NT Username and NT Password; select Login
o Login Violations thru the Portal
If a user enters an invalid NT Username, one is allowed 20 invalid attempts.
After the 20th
invalid attempt a user‟s computer will be denied access to the
application for 2 hours.
If a user enters a valid NT Username and an invalid NT Password, one is
allowed 5 invalid attempts. After the 5th
invalid attempt, a user‟s NT
Username will be denied access to the application for 15 minutes.
o Timeout
If the application window remains open, but a user is inactive for ~ 20
minutes, the application will return to the user validation screen when the
user next tries to use the application. At that point one must sign-on again.
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SCSO Login Screen
The above screen may occur the first-time a user signs on for the SMRT Application. Part of the
user authorization process is to create a “security cross-walk” permitting authorized users &
passwords to be recognized in both the SUNY Portal and the network in which additional security
authorizations may be granted to a user. For those who need to complete this screen it will appear
only once, the first time the user accesses the SMRT Application.
The campus security administrator will provide a user with the SCSO User ID and Password that
allow this screen to be completed.
From this point forward the SMRT Application will use one‟s NT Username and NT Password for
employee validation purposes.
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Employee Services Menu
This screen will populate with one or more “folders” and visual tabs for different categories
of SUNY administrative applications. A user will be able to access individual SUNY
applications successfully only if authorized for the specific application.
1) First select the tab: SUNY Business Systems Applications
2) Next select the application: SMRT – SUNY Management Resource Tool
Please note that this screen also includes the „Account Activity Quick View‟. This allows the user
to track certain key accounts for quick access to the account balance screen in SMRT without
having to go into the system for up-to-date account balance information. Accounts can be easily
added to or deleted from the list and balances show for the current and lapsed fiscal years. By
clicking on the account link the user can enter the SMRT application directly showing the account
balance screen for the account chosen. This is a particularly useful feature for users who monitor
more than one account.
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SMRT Application Main Menu
The main menu of the SMRT Application is broken up into 3 areas (panels):
Navigation – This will help a user navigate through the application allowing a user to
change from screen to screen, print, or export one‟s reports.
Initial choices:
o Management Reports – This link will bring a user to the management reporting
screen.
Buffalo State Users: Any references to „Management Reports‟ or „Account Structure‟
utilizes a feature of the application which is presently not in place at the campus. The
feature therefore, does not produce consistent or valid results if accessed.
o Security – This option appears only for Security Administrators.
o Main Menu – This will return a user to the main menu screen.
Navigation
Criteria
Account Structure
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Criteria – This is where a user will select the criteria and account(s) for which a report is desired.
Initial choices:
o Fiscal Year
o SMRT Realtime - is a new field dropdown with the choices of „No‟ which is the
default, or „Yes‟. This will provide authorized users with account data in real-time,
instead of data as of close of business from the previous day. The choice is saved in
a cookie on the user‟s machine, so the next time the user login, it will keep the last
setting the user made. The Realtime information only affects the Account Balance
screen and its drilldown.
o Year/Month – used for month end reporting. Must also choose „Month End‟ report
as a report choice to use this feature.
o Account number – used to enter an individual account number
o Accounts by Name – dropdown list of accounts in name order
o Accounts by Number – dropdown list of accounts in number order
o Fund – list of funds available
o Object view – list of object views assigned to user. This will only show if two or
more views are assigned to a user
o Pending flag – used to exclude or only select pending information
o Report – choices are:
Account Balance
Month End
Open PO‟s
Payroll Summary
Transaction Detail
Transaction Criteria
Account Structure – This feature reflects an organization as it may be defined on a user‟s
campus. The view of the campus structure is user defined and can be different from user to
user. This will help a user look at groups of accounts for reporting purposes and is a new
feature.
Buffalo State Users: Any references to „Management Reports‟ or „Account Structure‟
utilizes a feature of the application which is presently not in place at the campus. The
feature therefore, does not produce consistent or valid results if accessed.
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Main Menu operation
Choose the appropriate information from the criteria panel and press the submit
button. A user will then be transferred to the appropriate report screen for viewing,
printing, or exporting of one‟s data.
Error messages: They will display in red at the top of the criteria panel and will
remain until a user selects new criteria and submits the criteria.
Screens / Reports
Account Balance
Month End
Open PO‟s
Payroll Summary
Transaction Detail
Transaction Criteria
These screens are separated into a navigation panel area (on the left-hand side of the screen) and a
scrollable report panel area (on the right-hand side).
The navigation area now displays available reports for this account along with an option for
printing, and exporting data to MS Excel. A user can also quickly change to the account balance
screen for an individual account by entering the appropriate data in the account and fiscal year
fields and press „Go‟.
Printing – by pressing the print link in the navigation area one‟s report panel will be transferred to a
PDF file and displayed for printing in one‟s browser via the Adobe application. If one‟s machine is
not installed with adobe a user can download a free version by going to www.adobe.com and
following the appropriate instructions. To return to the SMRT Application from Adobe a user must
press the back button.
Buffalo State Users: Using the left-hand side “Print” command will invoke Adobe and allow the
user to select associated print options. Should one select (likely, through habit) the print option
identified on the Internet Browser toolbar, the results will not display screen contents intact since
the program is designed to use the Adobe application for printing.
Exporting to MS Excel – In order to use this link, one‟s machine must have Microsoft Excel
available as an installed application. To return to the SMRT Application from Excel a user must
press the back button.
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Account Balance
The Account Balance report provides a one-page summary of transactions including allocation,
expenditures, encumbrances, and balance. Transactions are updated overnight and those entered on
a given business day can usually be viewed the next business day.
Although the SMRT Application allows for several variations of reports, most managers will find
the Account Balance report will satisfy most needs for monitoring account resources and financial
transactions. Most highlighted numbers allow drill-down capability which will show the lower-
level detail that summarizes to the Account Balance report.
Navigation Scrollable
Report (if
highlighted)
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Payroll Summary
The Payroll Summary report provides employee position line item detail for payroll expenses
posted to the account for the fiscal year
Highlighted numbers will allow additional drill-down capability.
Employee name listed
with line no.
Expenditures to date for
employee
Encumbrances to year-end for
Personal Service
employee
Committed =
Expended +
Encumbered
Budgeted
salary for
employee
Position FTE for employee.
Typically 1.0 FTE for full-
time employee and < 1.0 FTE for a part-time employee.
Can be a fraction at year-end
and beginning-of-year due to fiscal year split payrolls.
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Transaction Detail
The Transaction Detail report provides a chronological listing of transactions posted to the account
during the fiscal year. This report can be useful if attempting to narrow a focus for transactions
which may be defined by date or reviewing a year-to-year comparison for similar financial
transactions.
Note: All budgetary allocations established for beginning of year (July 1st) will be identified with
the description “Legislative Budget Request”. This is true for all accounts and all categories of
expense. Any business office transactions that occur after July 1st should include descriptions
particular to the given transaction.
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Transaction Criteria
Choosing the Transaction Criteria report adds an additional screen after the main menu which
allows a user to choose a sub-object range, date range, or individual transaction code. After this
screen is submitted, one‟s account data will display as a transaction detail report. This report can be
useful when investigating discrete types of transactions and / or transactions within a discrete period
of time.
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IFR Cash Page (see next page for screen)
Choosing an Income Fund Reimbursable (IFR) account on the Main Menu screen in combination
with selecting the Account Balance report will take the user automatically to the IFR Cash Page.
This immediate application response is due to the significant role that cash plays for any IFR
account. While budget allocation for the account must be in place prior to expenditure, so must cash
“support” the allocation prior to any expenditure being authorized. Expenditure authorization
should occur ONLY to the extent that cash is available in the account.
The IFR Cash Page will also reflect the following activity for an account:
Cash to Start the Year
Prior Year Ending Cash Balance
Prior Year Obligations Yet to be Expensed
Adjusted Beginning Year Cash Balance
Revenue Collected for the Current Year
Expenditures / Charges to Current Year
Fringe Benefits Charged, Accrued
Overheads Charged, Accrued
Personal Service Expensed, Encumbered to Year-End
Temporary Service Expensed
OTPS Expensed, Encumbered
Total Expensed, Encumbered
“The Bottom Line”
Current Cash Balance
Additional information on the page will indicate which, if any, supplemental Reserve IFR accounts
are associated with the given account.
Also shown are assessment percentages which apply to the account including:
Fringe Benefits
Administrative Overhead
Maintenance & Operation Overhead.
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(Note: This page was too large for just one screen print. The lower portion of page follows below.)
IFR Cash Page
Account # and Title will be here
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IFR Account Balance
From the IFR Cash Page one can select the Account Balance report and the familiar format will
appear. Note that the allocation, expenditure, and encumbrance detail, as shown on the IFR Cash
Page for the current year, is summarized on the Account Balance report.
28160 BUFFALO STATE - Account Status by Object Group
901210-00 INTERCOLLEGIATE ATHLETICS - Fiscal Year 08 - 09
Cost Center - 28-316168-0R08 Charge Campus - 28160
Account # and
Title will be here
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Multiple Accounts Reporting
While on the main menu, instead of choosing an individual account, a user can choose 2, 3, or all
accounts that are available within the scope of accounts authorized for a user. This can also,
depending on the funds a user choose, show an all funds report which is what is used as the default
when running multiple report accounting. A user chooses all accounts by clicking on the „All
Accounts Below‟ choice within the “Accounts by Name” or “Accounts by Number” list boxes, or
chooses 2 or more accounts within these list boxes by clicking on each account number while
holding down the ctrl key on one‟s keyboard.
Buffalo State Users
The steps to printing summaries for Multiple Accounts are:
1) Hold down the ‟Ctrl‟ key on the keyboard
2) While holding down the „Ctrl‟ key, select (Click with mouse) those accounts a user would
like summarized together.
3) Click „Submit‟ button.
Multiple Accounts
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Multiple Accounts Reporting
The selected accounts will summarize in the report format selected. Additionally, one can select
account-level detail from screen by selecting the desired account and then the “Go” button.
Account list
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Multiple Accounts Reporting
Account Balance Screen + Month End
The Month End report can be useful when a manager needs to review activity which has occurred
through a month-end period or do a year-to-year comparison for a discrete period ending at month-
end. This option can be selected for single accounts or Multiple Accounts. Note that if the “Month
End” report option is selected, one must select concurrently an appropriate date from the “Year
Month” field on the Main Menu.
Account list
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Open PO’s [for Multiple Accounts Option]
The Open PO‟s report will provide detail for open Purchase Orders for an account(s). Since the
SMRT Application is updated daily for all transactions, using this feature will allow managers to
monitor purchase requisitions.
Please note: an individual account purchase requisition and charge might be included in a larger
institutional purchasing requisition for a given vendor. If this is the case, a user will be able to view
the entire Purchase Order detail, which will include the detail specific to the account in question.
Users can confirm that the appropriate charge will be posted to the account by reviewing the
“Encumbrance” detail for the account.
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Management Reports
Buffalo State Users: Any reference to this SUNY-wide feature of the application utilizes an accounts
structure hierarchy which is presently not in place at the campus. The feature therefore, does not
currently produce consistent or valid results if accessed.
System Requirements:
PC with browsers Internet Explorer (IE) 7.0+
or Mozilla Firefox 3.5+, on the Windows operating system