Analytics User Guide

Please follow the instructions below to access endowment data via the GW Analytics System. If you do not see your normal reports or have any problems, please contact Leah Kaba at [email protected] or 571-553-1910 so she can identify and correct any access issues.

Chapter 1: Log In

Chapter 2: Dashboard Panel

Chapter 3: Worksheets

Chapter 4: Reports

Chapter 5: Users with Multiple Assignments

Log In

  1. To access Analytics, you must first be on the GW network.  If you are physically at a GW location,  you should be able to reach the launch page without using VPN.  If you are at a remote location,  you must be signed on through a GW VPN profile so that you are on the GW network.
  2. Once you are on the GW network, open the Internet Explorer browser and enter:  https://etsanalytics.it.gwu.edu/Default.aspx?PORTALID=GWANALYTICS  
  3. You will see the following log in page:  

Serenic Navigator homepage screenshot

  1. Your Username will be your GW Net ID (portion of your GW email address before @gwu.edu).  Please contact Leah Kaba at [email protected] or Lauren Bain at [email protected] for the initial log on password. 

  2. You will be prompted to update your password the first time you log in.  Analytics has the following password requirements:

  • Must be at least 8 characters long

  • Must contain at least one letter

  • Must contain at least one number

  • May only contain [email protected]#$%^&*(\)-_=+,.<>?[\]{\}\|

If you require a password reset or any other user updates, please contact Leah Kaba at [email protected] or 571-553-1910,  or Lauren Bain at [email protected] or 571-553-0159.

  1. Once you enter your username and password, click the blue arrow to proceed.

Serenic Navigator homepage screenshot with enter button highlighted

  1. Another window will open. Click on the “Analytics” icon to launch the application. You will also
    see a “Reports” icon, but will not need to use this icon. 

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Dashboard Panel

Dashboard Panel Contents

The Dashboard Panels appear on the GW Analytics main page and include fiscal year to date (FYTD)
data for the current year and full fiscal year data for the past two years. Fiscal year dates are noted on
the X‐axis of each panel and start with “A”, meaning “Actuals”. For example, FY20 shows as “A2020”.

Screenshot of GW Analytics main page Dashboard Panels

There are eight transaction types used on the Dashboard Panels. Certain transaction types may be used on multiple Panels.

  • Gifts and Pledge Payments – This category captures donor payments. The donor payment
    information flows from Advance.
  • Transfers to Endowment – This category captures internal GW funds transferred into the
    endowment as well as endowment inflows resulting from termination of a split‐interest
    agreement.
  • Reinvested Endowment Payout – This category captures all payout reinvestments, whether the
    reinvestment was manually requested or was automatically triggered by a threshold or donor
    agreement.
  • Market Value Allocated to Payout – This category captures payout which is distributed from
    market value and made available for spending based on the approved annual payout rate.
  • Investment Return – This category captures all market gains or losses.
  • Spending – Transfers – This category represents spending that was processed as a
    reimbursement back to the non‐endowment school / division org where the expense was
    initially incurred.
  • Spending – Direct Payments – This category represents spending that was paid directly from the
    endowment (does not flow through to a non‐endowment school / division org). Stipends and
    scholarships are included in this category.
  • Adjustments to Unspent Payout – This category is used infrequently in the event a transfer of
    payout is needed between endowment funds.

Each panel is designed such that transaction types which add to the value will show as positive and
transaction types which subtract from the value will show as negative.

  • Change in Corpus – Gifts and Pledge Payments, Transfers to Endowment Fund, and Reinvested Endowment Payout all are normally positive because they increase the corpus.
  • Change in Market Value – Gifts and Pledge Payments, Transfers to Endowment Fund, and Reinvested Endowment Payout all are normally positive because they increase the market value. Market Value Allocated to Payout is negative because it decreases the market value. Investment Return may be either positive or negative, depending on market conditions.
  • Change in Unspent Payout – Market Value Allocated to Payout is positive because it increases available payout. Spending – Transfers, Spending – Direct Payments, and Reinvested Endowment Payout are negative because they decrease available payout. Adjustments to Unspent Payout may be either positive or negative.

Dashboard Panel Refresh Timing

  • The Dashboard Panels will be refreshed on or around the 6th business day after each month end to include the prior month’s cumulative FYTD information. For example, November data/transactions will be imported into Analytics on or around the 6th business day of December.
  • The Dashboard Panels will be refreshed with June through September data once the annual audit is complete (generally in early October). See the monthly schedule.

Dashboard Panel Functionality

  1. Highlight a single Dashboard Panel transaction type – Within each Dashboard Panel you may select to limit the view to a single transaction type. To do so, you must deselect the transaction types you do not want to show by clicking the transaction type in the Dashboard Panel’s legend area.
  • Dashboard Panel with all transaction types shown:

Chnage in corpus - multi year dashboard screenshot

  • Dashboard Panel with “Transfers to Endowment Fund FYTD” and “Reinvested Endowment Payout FYTD” deselected (transaction types turn light grey when deselected):

Change in Corpus - multi year screenshot with options deselected

  1.  Zoom in on a Dashboard Panel - The Dashboard Panel can be enlarged by clicking the magnifying glass with the “+” sign located at the top left of the panel.
  • Click the magnifying glass with the “+”:

Change in Corpus - multi year screenshot

  • After clicking the “+” icon, a new window will open with an enlarged version of the chart:

Change in corpus enlarged chart version screenshot

  1. How to open values for transaction types – You can drill down on the transaction types within a Dashboard Panel to review the underlying accounts and associated dollar values.
  • To drill down, double click on the bar of the transaction type you wish to view:

Selecting transfers to endowment fund FYTD screenshot

  • The annual values will appear in a new window as follows:

Showing transfers annual values screenshot

  • To expand the annual values to see the underlying accounts, select the triangle to the left of the transaction type name:

Screenshot of expanding annual values to see underlying accounts

Note:  The underlying accounts use their general ledger natural sign. Revenue/income will show as a negative (credit) and expenses/losses will show positive (debit).

  1. How to review the dashboard panel for a single fund:
  • To review the dashboard panels for a single endowment fund (not at the default “Grouper” level) select the drop down menu next to the “Fund” field on the main dashboard window pane:

Reviewing dashboard panel for single endowment fund screenshot

  • To expand the Grouper to see the underlying endowment funds, select the triangle to the left of the Grouper code and name, and then select the desired endowment to view:

Screenshot of expanding Grouper to see underlying endowment funds

  • Once the endowment has been selected it will appear in the “Fund” field and the dashboard panels will update automatically with the data for the individual fund selected:

Individual fund data screenshot

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Worksheets

Worksheet Contents

The Worksheets within Analytics are:

  • Worksheets
    • Corpus Rollforward - Current View
    • Corpus Rollforward - Prior Years
    • Balances Worksheet - Current Year
    • Balances Worksheet - Prior Years
    • Payout Rollforward - Current Year
    • Payout Rollforward - Prior Years

The components of each worksheet are as follows (for definitions of each component, see the “Dashboard Panel Contents” section of this document on page 4):

  • Corpus Rollforward – Current Year and Corpus Rollforward – Prior Years
    • Corpus Beginning Balance
    • Gifts and Pledge Payments FYTD
    • Transfers to Endowment Fund FYTD
    • Reinvestment Endowment Payout FYTD
    • Corpus Ending Balance
    • Corpus Units
  • Balances Worksheet – Current Year and Balances Worksheet – Prior Years
    • Units
    • Book Value
    • Market Value
    • Unspent Payout
  • Payout Rollforward – Current Year and Payout Rollforward – Prior Years
    • Unspent Payout Beginning Balance
    • Market Value Allocated to Payout FYTD
    • Spending Transfers – FYTD
    • Spending – Direct Payments FYTD
    • Reinvested Endowment Payout FYTD
    • Release of Restrictions FYTD
    • Adjustments to Unspent Payout FYTD
    • Accumulated Unspent Payout
    • Units

Note: The Current Year version of each Worksheet will include partial year data / data as of the most recent month end, whereas the Prior Year version of each Worksheet will include full year data / data as of fiscal year end.

Worksheet Data Refresh Timing

  • Current Year Worksheets
    • The refresh timing schedule for the current year Worksheets is consistent with the Dashboard Panel refresh timing schedule (see the “Dashboard Panel Refresh Timing”).
  • Prior Year Worksheets
    • The prior year Worksheets will include full prior year activity (regardless of the month end through which data is included in the current year Worksheets).

Worksheet Functionality

  1. How to expand data to fund level:
  • To open a Worksheet, click the name of the Worksheet you would like to view under the “Worksheets” heading. When the Worksheet opens, the data will show in total by Grouper:

screenshot of worksheet opened showing data by Grouper

  • To view the Worksheet at the individual endowment fund level, click the triangle to the left of the Grouper code name:

Screenshot of worksheet showing individual fund level data

  1. How to expand an individual column within a worksheet:
  • To expand an individual column of the worksheet place your mouse on the line in between the columns until the double sided arrow appears:

Screenshot showing how to expand columns on worksheet

  • Then, drag to expand the column as necessary:

Screenshot showing columns of worksheet expanded

  1. How to copy data and export data to Excel:
  • To copy data from the Worksheet, highlight the data to export (or use CTRL + A to highlight all data), right click and select the option “Copy”. Then open Excel and paste the data. Using this method, the header row of the Worksheet will not copy.
  • To export Worksheet data to Excel, highlight the data to export (or use CTRL + A to highlight all data), right click, select the option “Export to Excel”, and save the file to the desired location. Using this method, the header row will be copied.

Screenshot showing highlighting of data to copy

Screenshot showing selection of Export to Excel

Screenshot showing sacing of Excel spreadsheet

  1. How to calculate payout to be allocated for the remainder of the fiscal year:
  • Payout to be allocated for the remainder of the fiscal year can be calculated by opening the “Payout Rollforward” and applying the following formula:

Units * (X/12) * Annual Payout Rate

  • X = Number of remaining months in fiscal year
    If September data is the most recent data included in Analytics, X would equal “9” as there are 9 more months when payout will be allocated in the fiscal year (October – June). Refer to monthly refresh announcement email to determine the most recent data included in Analytics.
  • For example, to calculate the payout to be allocated for EQ10007 for the remainder of the FY20 fiscal year, when data through September 2019 has been imported into Analytics, the calculation would be as follows: 32,423.00 * (9/12) * $3.24 = $78,787.89. Add this to the “Accumulated Unspent Payout” to arrive at the total amount available to spend during the remainder of FY20. $78,787.89 + $26,262.63 = $105,050.52
  • Remember, if there is a threshold on the fund, payout will be automatically reinvested each month and therefore will not be available to spend.

Screenshot showing data to be calculated for payout for remainder of fiscal year

  1. How to review prior fiscal year data:
  • Open the desired “Prior Years” Worksheet.
  • At the top of the window, select the fiscal year you would like to review by selecting the drop down next to the field “TIME”.
  • Once the desired fiscal year has been selected, the Worksheet will update with the selected year’s data.

Screenshot showing Prior Years Worksheet

Worksheet showing selection of specific prior fiscal year

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Reports

Types of Reports

There are two reports included in Analytics. The reports and their contents are:

  • Fund Information:
    • Fund Number
    • Fund Name
    • Designated Purpose
    • Type
    • Payout Threshold – Indicates payout is automatically reinvested monthly
    • Reinvest Payout (Yes/No) – Indicates whether unused payout will be automatically reinvested at fiscal year end
    • Grouper Code
    • Subgrouper Code – Not used for all funds, so may show as blank
  • Transaction Report – Includes transaction‐level details of:
    • Gifts and Pledge Payments
    • Transfers to Endowment
    • Spending of Endowment Payout

Screenshot showing Report Viewer choices

Report Data Period

  • The data contained in the Reports is on a real time basis and is not limited to the prior month end date like the Dashboard Panels and Worksheets.

To reconcile data contained in the Transaction Report to the Dashboard Panels and/or Worksheets, the transactions with a posting date later than the month that has been imported for the Dashboard Panels and Worksheets must be excluded. For example, if data through September 2019 has been imported into Analytics for the Dashboard Panels and Worksheets, exclude any transactions with a posting date after 9/30/2019 to tie the Transaction Report details to the Dashboard Panels and/or Worksheets.

Report Functionality

  • Click on “Fund Information” under Report Viewer:

Screenshot showing Report Viewer Fund Information choice

  • The Fund Information Report can be limited to one or more specific “Fund Type” codes by using the checkbox next to each fund type in the drop down menu on the left:

Screenshot showing fund type code selections

  • Once the desired Fund Types have been selected, click “Run Report” to generate a list of all
    endowments that match the Fund Types requested within your population of endowment
    funds:

Screenshot showing Run Report button

  • The Fund Information Report output will generate as follows:

Screenshot showing Fund Information report output

  1. How to run a Transaction Report:
  • Select “Transaction Report” under Report Viewer:

Screenshot showing Transaction Report selection

  • Select the Report Type on the left hand side of the window pane that generates:

Screenshot showing report selections

  • Once the Report Type is selected, click “Run Report”.

Screenshot showing Run Report button

  • The Transaction Report output Report should generate as follows:

Screenshot showing Transaction Reports results

Note 1: The “Amount” column in the Transaction Report uses the general ledger natural sign for the transaction. Revenue/income will show as a negative (credit) and expenses/losses will show positive (debit).
Note 2: To run another “Report Type”, close the Transaction Report window completely. Launch the Transaction Report again and select a new “Report Type”.

  1. How to view the next page of Report data:
  • The Fund Information Report and Transaction Report may contain multiple pages. To view additional pages, use the arrows at the top of the window pane to navigate:
    Screenshot showing how to view the additional report pages
  1. How to export Reports to PDF and Excel:
  • Reports can be exported to Excel or PDF by selecting the red arrow icon at the top left of the window and selecting Excel or PDF:

Screenshot showing export options dropdown

  • You will then be prompted to choose a location where the report will be saved.

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Users with Multiple Assignments

A limited number of users will have multiple Groupers assigned to them. In these cases the user must be aware of what data they are reviewing in the Dashboard Panels, Worksheets, and Reports.

  1. Dashboard Panels
  • To review the dashboard panels for a specific assignment select the drop down menu next to the “Fund” field on the main dashboard window pane:

Screenshot showing dropdown to select specific assignment

  • Select the desired Grouper assignment:

Screenshot showing dropdown to select Grouper assignment

  • Once the Grouper assignment has been selected it will appear in the “Fund” field and the
    dashboard panels will update automatically:

Screenshot showing updated dashboard panels

  1. Worksheets
  • When a Worksheet is selected all Grouper assignments will appear:

Screenshot showing Grouper assignments on selected Worksheet

  • To expand the Grouper to see the underlying endowment funds, select the triangle to the left of the Grouper code and name:

Screenshot showing expansion of Grouper name to see underlying endowment funds

Screenshot showing Grouper expansion screen

  1. Reports
  • For each Grouper assigned to the user there will be a Fund Information and Transaction Report. The Grouper will be noted in the report name as follows:
    • Report Viewer
      • GSPM Fund Information
      • VSTC Fund Information
      • GSPM Transaction Report
      • VSTC Transaction Report

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