Data Warehouse Manual

Data Warehouse
Database Reference Manual
Columbia University Information Technology (CUIT)

April 17, 2006
The CUIT Data Warehouse comprises a set of databases containing data extracted and
regularly refreshed from the following host systems: Financial Accounting System (FAS),
Accounts Payable (AP/CAR), Student Information System (SIS), Purchasing (CAPS),
Sponsored Project and Tracking System (SPOTS), Labor Distribution System (LDS), and
People @ Columbia Systems (PAC). Some of these databases contain operational data
and are available only or mainly through pre-defined, Web-based reports.
This manual is a detailed guide to the data elements stored in the relational databases
that constitute the Data Warehouse. The one exception is the data in the SIS database;
that documentation is developed and maintained by the Student Services SIS Client
Services Group.

April 17, 2006
TABLE OF CONTENTS
INTRODUCTION
TABLE OF CONTENTS..............................................................................................................................................................................................................1
CONFIDENTIALITY OF DATA ...................................................................................................................................................................................................6
ACCOUNTS PAYABLE (AP/CAR) DATA..................................................................................................................................................................................7
FINANCIAL ACCOUNTING SYSTEM (FAS) DATA ..................................................................................................................................................................9
LABOR DISTRIBUTION SYSTEM (LDS).................................................................................................................................................................................13
PEOPLE @ COLUMBIA SYSTEM (PAC) ................................................................................................................................................................................14
PURCHASING (CAPS) DATA ..................................................................................................................................................................................................15
STUDENT INFORMATION SYSTEM (SIS) ..............................................................................................................................................................................17
SPONSORED PROJECTS ONLINE TRACKING SYSTEM (SPOTS).....................................................................................................................................18
RELATIONAL DATABASE TERMINOLOGY ..........................................................................................................................................................................21
Database...............................................................................................................................................................................................................................21
Table .....................................................................................................................................................................................................................................21
Row .......................................................................................................................................................................................................................................21
Column..................................................................................................................................................................................................................................22
Join........................................................................................................................................................................................................................................22
Outer Join .............................................................................................................................................................................................................................22
View ......................................................................................................................................................................................................................................23
Index .....................................................................................................................................................................................................................................23
Primary Key...........................................................................................................................................................................................................................23
Foreign Key...........................................................................................................................................................................................................................24
Null Value..............................................................................................................................................................................................................................24
Metadata ...............................................................................................................................................................................................................................24
Client/Server Technology .....................................................................................................................................................................................................25
Structured Query Language (SQL).......................................................................................................................................................................................25
TABLES AND TABLE DESCRIPTIONS - REFERENCE TABLES .........................................................................................................................................27
COLUMN_DEFINITION ........................................................................................................................................................................................................27
COLUMN_MEANING............................................................................................................................................................................................................27
DEPARTMENT .....................................................................................................................................................................................................................27
TABLE_CONTROL_DATA ...................................................................................................................................................................................................28
TABLE_DEFINITION ............................................................................................................................................................................................................28
TABLES AND TABLE DESCRIPTIONS - DATA TABLES .....................................................................................................................................................29
EMPLOYEE ..........................................................................................................................................................................................................................29
EMPLOYEE_DISTRIBUTED_PAY.......................................................................................................................................................................................29
EMPLOYEE_LEAVE.............................................................................................................................................................................................................30
EMPLOYEE_POSITION .......................................................................................................................................................................................................30

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FA_DISBURSEMENT_SUMMARY ......................................................................................................................................................................................31
FAS_TRANSACTIONS.........................................................................................................................................................................................................31
GL_ACCOUNT_DESCRIPTION...........................................................................................................................................................................................32
GL_ACCOUNT_DETAIL_DOLLAR ......................................................................................................................................................................................32
GL_ACCOUNT_SUMMARY_DOLLAR ................................................................................................................................................................................33
GRANTING_AGENCY..........................................................................................................................................................................................................33
OPEN_COMMITMENTS.......................................................................................................................................................................................................34
RESEARCH_PROJECT .......................................................................................................................................................................................................34
RESEARCH_STAFF_MEMBER...........................................................................................................................................................................................35
RES_AWARD_ACCOUNT ...................................................................................................................................................................................................35
RES_AWRD_AND_EXPECTD_AWRD................................................................................................................................................................................36
RES_PRINCIPAL_INVESTIGATOR.....................................................................................................................................................................................36
RES_PROPL_AWARD_AND_SUPPL .................................................................................................................................................................................37
RES_PROPOSAL_AND_AWARD........................................................................................................................................................................................37
RES_PRORATED_AWARD .................................................................................................................................................................................................38
RES_SUBCONTRACT .........................................................................................................................................................................................................38
RES_SUBCONTRACT_DOCU ............................................................................................................................................................................................38
RES_SUBCONTRACTOR....................................................................................................................................................................................................39
RES_SUBCONTRACTOR_STAFF ......................................................................................................................................................................................39
RES_AWARD_SUBCONTRACT..........................................................................................................................................................................................39
RES_EXPECTED_AWARD_................................................................................................................................................................................................40
RES_AWARD_AND_SUPPLEMENT ...................................................................................................................................................................................40
RES_PROPL_AND_SUPPLEMENT ....................................................................................................................................................................................41
SL_ACCOUNT_DESCRIPTION ...........................................................................................................................................................................................41
SL_ACCOUNT_DOLLAR .....................................................................................................................................................................................................42
STUDENT_CHARGE_ITEM_SUMMARY ............................................................................................................................................................................42
DATA WAREHOUSE DATA EXTRACTED FROM THE PEOPLE @ COLUMBIA SYSTEM.................................................................................................43
Limited Scope of PAC data in the Data Warehouse----------------------------------------------------------------------------------------------------------------------------- 43
Data Quality ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 43
Multiple Positions------------------------------------------------------------------------------------------------------------------------------------------------------------------------- 43
Employee Leaves ------------------------------------------------------------------------------------------------------------------------------------------------------------------------ 44
Major Categories of Employees ------------------------------------------------------------------------------------------------------------------------------------------------------ 44
DATA WAREHOUSE DATA EXTRACTED FROM THE PEOPLE @ COLUMBIA SYSTEM: TABLES ................................................................................46
EMPLOYEE ..........................................................................................................................................................................................................................46
EMPLOYEE_LEAVE.............................................................................................................................................................................................................47
EMPLOYEE_POSITION .......................................................................................................................................................................................................48
DATA WAREHOUSE DATA EXTRACTED FROM THE PEOPLE @ COLUMBIA SYSTEM: COLUMNS ............................................................................50
Academic_Rank_Code .........................................................................................................................................................................................................50
Academic_Rank_Code1 .......................................................................................................................................................................................................50
Academic_Rank_Code2 .......................................................................................................................................................................................................50
Action_Effective_Date...........................................................................................................................................................................................................51
Action_Type_Code ...............................................................................................................................................................................................................51
Appointment_End_Date........................................................................................................................................................................................................51
April 17, 2006
Base_Salary_Amount ...........................................................................................................................................................................................................52
Benefits_Eligibility_Flag ........................................................................................................................................................................................................52
Department_Number ............................................................................................................................................................................................................54
Admin_Department_Number ................................................................................................................................................................................................54
Employee_Position_Number ................................................................................................................................................................................................54
Employee_Record_Number .................................................................................................................................................................................................55
First_Tenurable_Position_Date ............................................................................................................................................................................................55
Hours_Per_Week_Count......................................................................................................................................................................................................55
Job_Code..............................................................................................................................................................................................................................55
Job_Family_Code .................................................................................................................................................................................................................56
Job_Function_Code..............................................................................................................................................................................................................56
Original_Hire_Date ...............................................................................................................................................................................................................56
PS_Employee_Id ..................................................................................................................................................................................................................57
Racial_Ethnic_Category_Code.............................................................................................................................................................................................57
Tenure_Status_Code............................................................................................................................................................................................................57
Tenure_Status_Name...........................................................................................................................................................................................................57
Tenure_Granted_Date ..........................................................................................................................................................................................................57
Term_Calendar_Year ...........................................................................................................................................................................................................58
Term_Code ...........................................................................................................................................................................................................................58
DATA WAREHOUSE DATA EXTRACTED FROM THE LABOR DISTRIBUTION SYSTEM: TABLES ................................................................................60
EMPLOYEE_DISTRIBUTED_PAY.......................................................................................................................................................................................60
DATA WAREHOUSE DATA EXTRACTED FROM THE LABOR DISTRIBUTION SYSTEM: COLUMNS ............................................................................62
Admin_Department_Number ................................................................................................................................................................................................62
Earnings_Type_Code ...........................................................................................................................................................................................................62
Fiscal_Year ...........................................................................................................................................................................................................................65
Fiscal_YTD_Salary_Amount.................................................................................................................................................................................................65
Reporting_Month_Salary_Amt..............................................................................................................................................................................................65
Fiscal_YTD_Fringe_Amount.................................................................................................................................................................................................66
Reporting_Month_Fringe_Amt..............................................................................................................................................................................................66
Organization_Code ...............................................................................................................................................................................................................66
DATA WAREHOUSE DATA EXTRACTED FROM THE FINANCIAL ACCOUNTING SYSTEM: TABLES...........................................................................69
GL_ACCOUNT_DETAIL_DOLLAR ......................................................................................................................................................................................69
GL_ACCOUNT_SUMMARY_DOLLAR ................................................................................................................................................................................71
GL_ACCOUNT_DESCRIPTION...........................................................................................................................................................................................73
SL_ACCOUNT_DESCRIPTION ...........................................................................................................................................................................................74
SL_ACCOUNT_DOLLAR .....................................................................................................................................................................................................76
FAS_TRANSACTIONS.........................................................................................................................................................................................................78
OPEN_COMMITMENTS.......................................................................................................................................................................................................80
DATA WAREHOUSE DATA EXTRACTED FROM THE FINANCIAL ACCOUNTING SYSTEM: COLUMNS.......................................................................82
Beginning_Fund_Balance_Amount ......................................................................................................................................................................................82
Current_Month_Activity_Amount ..........................................................................................................................................................................................82
Current_Month_Addition_Amount ........................................................................................................................................................................................83
April 17, 2006
Current_Month_Deduction_Amount .....................................................................................................................................................................................83
Current_Month_Expense_Amount .......................................................................................................................................................................................83
Current_Month_Revenue_Amount .......................................................................................................................................................................................84
Current_Month_Transfer_Amount ........................................................................................................................................................................................84
Cur_Mth_Fund_Balance_Amount ........................................................................................................................................................................................84
Ending_Balance_Amount .....................................................................................................................................................................................................85
Fiscal_Year ...........................................................................................................................................................................................................................86
FY_Reporting_Period_Code.................................................................................................................................................................................................86
FY_Beginning_Balance_Amount..........................................................................................................................................................................................87
GL_Map_Code......................................................................................................................................................................................................................87
Last_Year_Cur_Mth_Actual_Amount ...................................................................................................................................................................................87
Last_Year_Ytd_Actual_Amount............................................................................................................................................................................................88
Project_Acct_FY_End_Amt ..................................................................................................................................................................................................88
YTD_Addition_Amount .........................................................................................................................................................................................................88
YTD_Deduction_Amount ......................................................................................................................................................................................................89
YTD_Expense_Amount ........................................................................................................................................................................................................89
YTD_Revenue_Amount ........................................................................................................................................................................................................89
YTD_Transfer_Amount .........................................................................................................................................................................................................90
DATA WAREHOUSE DATA EXTRACTED FROM THE STUDENT INFORMATION SYSTEM: TABLES ............................................................................91
FA_DISBURSEMENT_SUMMARY ......................................................................................................................................................................................91
STUDENT_CHARGE_ITEM_SUMMARY (By Department or School Only)........................................................................................................................93
DATA WAREHOUSE DATA EXTRACTED FROM THE STUDENT INFORMATION SYSTEM: COLUMNS ........................................................................95
Fiscal_Year ...........................................................................................................................................................................................................................95
SIS_Identification_Number ...................................................................................................................................................................................................95
School_Code ........................................................................................................................................................................................................................95
DATA WAREHOUSE DATA EXTRACTED FROM THE SPONSORED PROJECTS ONLINE TRACKING SYSTEM: TABLES .........................................98
GRANTING_AGENCY..........................................................................................................................................................................................................98
RESEARCH_PROJECT .......................................................................................................................................................................................................99
RESEARCH_STAFF_MEMBER...........................................................................................................................................................................................99
RES_AWARD_ACCOUNT .................................................................................................................................................................................................102
RES_PRINCIPAL_INVESTIGATOR...................................................................................................................................................................................103
RES_AWRD_AND_EXPECTD_AWRD..............................................................................................................................................................................104
RES_PROPL_AWARD_AND_SUPPL ...............................................................................................................................................................................105
RES_PROPOSAL_AND_AWARD......................................................................................................................................................................................107
RES_PRORATED_AWARD ...............................................................................................................................................................................................108
RES_SUBCONTRACT .......................................................................................................................................................................................................109
RES_SUBCONTRACT_DOCU ..........................................................................................................................................................................................110
RES_SUBCONTRACTOR..................................................................................................................................................................................................111
RES_SUBCONTRACTOR_STAFF ....................................................................................................................................................................................112
DATA WAREHOUSE DATA EXTRACTED FROM THE SPONSORED PROJECTS ONLINE TRACKING SYSTEM: COLUMNS ...................................113
Account_Mapping_Flag ......................................................................................................................................................................................................113
Account_TOT_Revised_Budget_Amt.................................................................................................................................................................................113
April 17, 2006
Account_Indirect_Cost_Amount .........................................................................................................................................................................................113
Award_Or_Proposal_Role_Code .......................................................................................................................................................................................114
Scope_Role_Code..............................................................................................................................................................................................................114
Award_Or_Propl_Rsby_Order_Cd .....................................................................................................................................................................................114
Scope_Responsibility_Order_Code ...................................................................................................................................................................................114
Budget_Period_Code..........................................................................................................................................................................................................115
Budget_Admin_Action_Code..............................................................................................................................................................................................115
Project_Admin_Action_Code..............................................................................................................................................................................................115
Department_Number ..........................................................................................................................................................................................................116
Expected_Award_Sequence_Number ...............................................................................................................................................................................116
Extended_Budget_End_Date .............................................................................................................................................................................................117
Extended_Participation_End_Dt.........................................................................................................................................................................................117
Project_Status_Flag............................................................................................................................................................................................................117
Proposal_Award_Status_Flag ............................................................................................................................................................................................117
Scope_Flag.........................................................................................................................................................................................................................118
Scope_Indicator_Code .......................................................................................................................................................................................................118
INDEX......................................................................................................................................................................................................................................119
UNIVERSITY RANK CODES..................................................................................................................................................................................................122
JOB FAMILY TABLE..............................................................................................................................................................................................................125
RACIAL ETHNIC CATEGORY CODES .................................................................................................................................................................................126

April 17, 2006
CONFIDENTIALITY OF DATA
The Information Security Policy Statement issued by Columbia University and the Presbyterian Hospital states in
part:
"Information resources are vital Columbia University and Presbyterian Hospital assets in the same way that physical
facilities and equipment are assets. Any person/organization that uses or provides information resources has a
responsibility to maintain and safeguard these assets. ... It is unacceptable for anyone to use University or Hospital
information resources to perform unethical or unlawful academic or business acts or to violate any law." ...
"While the need for security and the vulnerability of information resources must be recognized, it is also important to
assess the value of the resources and the need to share them. The effort and cost of providing protection must be
balanced against the value or sensitivity of the resources. However, at a minimum, this statement says that ... using
information resources to violate any law [or] committing a breach of confidentiality ... is prohibited and shall be
cause for discipline up to and including dismissal and for possible legal action."
The complete text of the Information Security Policy Statement is available on the Human Resources web page,
http://www.hr.columbia.edu/hr/policies/policymanual/operatingpolicies/, Operating Policies, #608.

April 17, 2006
Accounts Payable (AP/CAR) Data
The Accounts Payable Department is responsible for payments for goods and services to vendors. In addition, it is responsible for
reimbursements to individuals for costs incurred as part of University business. The Accounts Payable /Controlled Analytic
Review System (AP/CAR) is the University’s automated invoice processing system. Click here for further information on
AP/CAR.
The Data Warehouse contains the entire invoice and vendor disbursement transaction history, as well as the status of working
invoices for specified department(s). Data elements include voucher, vendor, invoice number, account number, check date, check
number. They are refreshed daily and pertain to the current fiscal year plus two prior fiscal years. Previous years’ data is archived
and made available on request.
Accounts Payable Tables
APC_VENDOR
Vendor information such as vendor remit name and address as well as year-to-date
payment information
INVOICE_ACCOUNT
Distribution of an invoice payment by account number and account subcode
INVOICE_CHECK_AND_ADVICE
Check number, check amount, check issued date, check picked up flag and identifying text
INVOICE_DISTRIBUTION_X
Department number, processing location code, voucher and vendor number
(for working invoices only)

April 17, 2006
PAYABLE_INVOICE
Invoice gross and net amounts, vendor invoice number and processing locations
PAYABLE_INVOICE_X
Invoice gross and net amounts, voucher number, vendor name and vendor
number (for working invoices only)
TRAVEL_INVOICE_DETAIL
Airline ticket number, travel advance number and travel description
UTILITY_INVOICE_DETAIL
Actual usage measure, estimated usage measure, unit of measure name and recipient
address
Data in Accounts Payable (AP/CAR) tables is available only through predefined reports in the DWR reporting system.
For more detailed information on AP/CAR tables, go to https://dwr.ais.columbia.edu/info/APCTBLS.pdf.

April 17, 2006
Financial Accounting System (FAS) Data
The Financial Accounting System (FAS) creates, tracks, and maintains the University’s financial records, which are updated daily
and monthly. Click here for further information on FAS.
The Data Warehouse contains fiscal year-to-date balances, current month amounts, and budgetary information for the FAS General
Ledger (GL) and Subsidiary Ledger (SL) accounts. FAS data is stored for the current fiscal year and two prior fiscal years.
Previous years’ data has been archived and is available on request.
FAS Tables
FAS_TRANSACTIONS
Current transactions for a SL and GL account by account subcode and account
control respectively for a given fiscal reporting period and year
GL_ACCOUNT_DESCRIPTION
Attribute data for each GL account
GL_ACCOUNT_DETAIL_DOLLAR
Fiscal year beginning balance, ending balance and current month amount for an
account and account control within a given GL for a given fiscal
reporting period and year
GL_ACCOUNT_SUMMARY_DOLLAR
Summarized amounts (current month and year-to-date) for a given GL
account within six categories: fund balance, revenues, expenses, additions, deductions, and transfers

April 17, 2006
OPEN_COMMITMENTS
Encumbrances for specified account and subcode within a given SL
for a given fiscal reporting period and year
SL_ACCOUNT_DESCRIPTION
Attribute data for each SL account
SL_ACCOUNT_DOLLAR
Year-to-date budget and actual amounts for an account and subcode within a given
SL for a given fiscal reporting period
SL_ACCOUNT_SUMMARY_DOLLAR
Summarized amounts for a given SL account
For more detailed information on Management Reporting Tables, go to https://dwr.ais.columbia.edu/info/COBTBLS.pdf.
FUND_CAT_SUBCAT_RULE
FUND_CATEGORY
FUND_SUB_CATEGORY
EXPENSE_CATEGORY
EXPENSE_CATEGORY_GROUP
REVENUE_SOURCE_CODE
REVENUE_SOURCE_GROUP
SL_SUBCODE
April 17, 2006
SL_SUBCODE_CATEGORY
SL_SUBCODE_SUB_CATEGORY
GL_CONTROL_CODE
GL_CONTROL_CODE_CATEGORY
BUDGET_UNIT_CODE,
MANAGEMENT_UNIT_LEVEL1
FFE_DEPT_BUMU_XREF
FAS_FINDPT_BUMU_XREF
REVENUE_SOURCE_GROUP
MANR_UNIT_ROLLUP
MANR_UNIT_ROLLUP_CRITERIA
MANR_UNIT_ROLLUP_GROUP_01
April 17, 2006
MANR_UNIT_ROLLUP_BUDGET_UNIT
MANR_UNIT_ROLLUP_BU_TRUSTEE
COB_LINE
COB_LINE_ROLLUP
COB_LINE_ROLLUP CRITERIA
MANR_FAS_ATTRIB_CHANGE
MANR_FAS_AMOUNT_CHANGE
Data in FAS tables is available through ad hoc reporting and through pre-defined reports in the DWR reporting system. For more
detailed information on FAS tables, click here.
For more detailed information on Managerial Reporting Tables, go to https://dwr.ais.columbia.edu/info/COBTBLS.pdf.

April 17, 2006
Labor Distribution System (LDS)
The Payroll Division of the Office of Treasurer and Controller is responsible for entering and tracking employee payroll
information in the Labor Distribution System (LDS). Click here for further information on LDS.
The Data Warehouse contains the distribution information for an employee’s salary and fringe amount by earnings type charged to
a given Subsidiary Ledger (SL) account and subcode. This includes the year-to-date and most recent month’s charges for a given
fiscal year and for a given reporting period. The data is stored month-by-month from July 2001 to the present. From 1990, prior
years’ data is stored by fiscal year-end only.
LDS Tables
EMPLOYEE_DISTRIBUTED_PAY
Distribution of an employee’s salary and fringe benefit by earnings type
For more detailed information on LDS tables, go to https://dwr.ais.columbia.edu/info/Xldstlbs.pdf.

April 17, 2006
People @ Columbia System (PAC)
The People @ Columbia System (PAC) is used by the Human Resources Department to maintain the University's personnel
records. Through PAC, Human Resources keeps information on regular employees and retirees accurate and up to date by
registering personnel changes as they occur. Click here for further information on PAC.
The Data Warehouse contains employment status information for individual employees and retirees. Data is updated monthly and
is available from 1995 to present; prior years’ data is archived and available on request.
PAC Tables
EMPLOYEE
Data specific to the individual and unrelated to his or her position
EMPLOYEE_LEAVE
Data on leaves of absence from a specific position taken by a specific
employee for a specific period of time
EMPLOYEE_POSITION
Data specific to the individual employee, and specific to the position
held at that time
For more detailed information on PAC tables, go to https://dwr.ais.columbia.edu/info/XPISTBLS.pdf.

April 17, 2006
Purchasing (CAPS) Data
The Purchasing Office purchases goods, non-personal services (e.g., repair, maintenance, and delivery), consultant services, and
construction goods and services. These transactions are entered, tracked and maintained in the Computer Augmented Purchasing
System (CAPS). Click here for further information on CAPS.
CAPS data in the Data Warehouse includes purchase order, contract purchase order, change order, and vendor attribute data. The
data replicates the current content of the CAPS system and is refreshed daily. Data is available from 1984 to present.
Purchasing Tables
CHANGE_ORDER_ACCOUNT
Account number and subcode by requisition and change order number(s)
CHANGE_ORDER_ITEM_SEQUENCE
Requisition number and affiliated change orders by item sequence number
COMMODITY
A product or service which can be requested for use by the University
CONTRACT
Requisition and purchase order number with associated contract
for specified begin and end dates

April 17, 2006
PURCHASE_ORDER
Requisition, departmental and vendor data for a given purchase order
PURCHASE_ORDER_ACCOUNT
Department number, account number, account subcode and requisition number
of a purchase order
PURCHASE_ORDER_ACQUISITION
Purchase order acquisition type code and description
PURCHASE_ORDER_LINE_ITEM
Individual items ordered on a given purchase order
PURCHASE_ORDER_STATUS
Status code and status description for a given purchase or change order
VENDOR
Vendor data
VENDOR_ADDRESS
Vendor address data
Data in the Purchasing tables is available only through predefined reports in the DWR reporting system.
For more detailed information on Purchasing tables, go to https://dwr.ais.columbia.edu/info/PURTBLS.pdf.

April 17, 2006
Student Information System (SIS)
The Student Information System (SIS) is an integrated mainframe computing system that includes admission, financial aid,
registration, transcripts, billing, and housing functions for all schools and offices at the University. Click here for further
information on SIS.
In addition to the tables that replicate the SIS operational data, the Data Warehouse contains some tables derived from base SIS
tables that carry details of all charges and payments to student accounts for each academic term. These details include transaction
identifications, credit and debit account and subcode, charge or payment amounts, and financial department. (Financial department
information is added for cross referencing other tables in the Data Warehouse.) The SIS data is refreshed daily.
For information on SIS-derived tables in the Data Warehouse, call 212-854-2989 or write infoline@columbia.edu.
SIS Tables
DIN_STUDENT_CHG_ITEM_SUMMARY
Charge code, charge type name, balance type code, balance type name, account
number and account subcode (limited to dept 880 only)
FA_DISBURSEMENT_SUMMARY
List SIS identification number, award fund code, award fund description, net
payment amount, account number and account subcode
SPH_STUDENT_CHG_ITEM_SUMMARY
(same as Din_Student_Chg_Item_Summary but limited to department 588 only)
For more detailed information on SIS tables, go to https://dwr.ais.columbia.edu/info/XSISTBLS.pdf.

April 17, 2006
Sponsored Projects Online Tracking System (SPOTS)
Sponsored research is the awarding of funds from outside sources for research activity performed by University faculty and staff.
The Office of Projects & Grants and the Office of Grants & Contracts are responsible for entering this award information into the
Sponsored Project Online Tracking System (SPOTS). Please click here for further information on SPOTS.
The Data Warehouse contains descriptive and budgetary information about sponsored research activity. Included are proposal and
award attribute data by budget period, proposed and awarded budget amounts by budget period, staff participation in proposal and
awards, anticipated award funding, subcontract and subcontractor data. The data is stored from 1985 to the present and is updated
daily.
SPOTS Tables
GRANTING_AGENCY
An external organization (federal agency, foundation, corporation, etc.) that
provides funding for specific research or training proposals submitted by
principal investigators at the University
RES_AWARD_ACCOUNT
Account description and budget amounts for those subsidiary ledger accounts
that are funded by a sponsored project and includes the budget period of the
award from which the budgets are derived
RES_AWARD_AND_EXPECTED_AWARD
Funding and anticipated funding information of a proposal made by a principal
investigator at the University; includes current or expected award amount and
award or expected award begin and end dates

April 17, 2006
RES_PRINCIPAL_INVESTIGATOR
Name and PS_Employee_Id of a University employee who participates as a
principal investigator in a sponsored research project
RES_PROPL_AWARD_AND_SUPPL
Contains the same data as the Research Proposal and Award table as
well as data on supplemental awards made by a grantor (sponsoring organization)
RES_PROPOSAL_AND_AWARD
Data about a proposal by a principal investigator and award made by a grantor
(sponsoring organization) including inclusive budget total direct cost and indirect
cost amounts, budget dates and grantor information
RES_PRORATED_AWARD
Allocation of award budget period dollars prorated to the current and prior
three fiscal years
RES_SUBCONTRACT
Subcontract agreement information such as subcontract number and subcontract
amount
RES_SUBCONTRACT_DOCU
Substantiation (audit, technical, patent etc.) of a subcontract; document
type name, code and expected completion date
RES_SUBCONTRACTOR
Subcontractor name, address and subcontract ID number
RES_SUBCONTRACTOR_STAFF
Name, title, and role code of staff member associated with a subcontractor

April 17, 2006
RESEARCH_PROJECT
Data on a sponsored research activity that takes place over several years;
included are project begin and end dates, project direct and indirect cost amounts,
revenue source, project title and grantor description
RESEARCH_STAFF_MEMBER
Name and PS_Employee_Id of Columbia University employee who participated
as a principal investigator or other capacity in a sponsored research project
For more detailed information on SPOTS tables, go to https://dwr.ais.columbia.edu/info/XRESTBLS.pdf.

April 17, 2006
RELATIONAL DATABASE TERMINOLOGY
Database
A collection of related tables (or files) that documents an area of business information within an organization.
Example: A set of information about students is stored in a student database while personnel information is
stored in an employee database.
Table
A computer file with many rows (or records), each containing multiple columns (or fields) of information
about a given subject.
Example: The EMPLOYEE table in the Data Warehouse contains static information about all employees at
Columbia.
Row
A given record of information within a table; each row represents one occurrence of the business item being
documented.
Example: For static personnel information, each row represents information about one Employee; for
personnel information which changes over time, each row represents information about a given Employee for
a given Position during a given time period (specific academic term).

April 17, 2006
Column
Each column represents one specific piece of information documented in a table.
Example: Several pieces of static information are maintained about employees, including Social Security
Number, Employee Name, and Original Hire Date. Each of these is a column within the EMPLOYEE table.
Join
Combining or bringing together two or more tables. Once tables have been joined, they may be used together
in a query. In order to join tables together, they must have a column in common to both of them. The most
common join is an "equal inner join," which matches up rows between tables that have an exact counterpart in
the joined column. Other comparison operators include: not equal, less than, and greater than.
Example: Static information about employees is stored in the EMPLOYEE table while information which
may change is stored on the EMPLOYEE POSITION table. To get the full picture of an employee for a
report, these two tables are joined, using an equal inner join, on the employee's PS_Employee_Id (the column
which they both share).
Outer Join
A "left (or right) outer join" is similar to an equal inner join but differs in that the outer join also selects every
row in the left (or right) table even if there is no counterpart in the joined column.
Example: To create a report which would list the Course Number, School Bulletin Prefix Code, and Section
Number of every course offered for a given academic term in a given subject area, together with the Instructor
ID Number of the individual who taught that course, the CLASS table (left) would be joined to the CLASS
INSTRUCTOR table, using a left outer join. In that way classes for which no specific instructor was assigned
would still appear on the report.

April 17, 2006
View
A logical grouping of related tables, created for ease of use, which is stored for future access to the database.
A view may contain only a simple joining of multiple tables, presenting all columns on each table, or it may
include filtering out some columns or screening rows for some condition.
Example: A view might be established called Tenured Employees which would join EMPLOYEE to
EMPLOYEE POSITION and screen the Tenure Status Code to return records for only those employees who
have tenure.
Index
A reference pointer to quickly locate rows in a table. Similar to the concept of an index in a book, instead of
scanning all the rows of a given table, the index is used by the database management system to quickly
identify the rows needed for a particular report.
Example: In the Data Warehouse, indices are placed on several fields that are used for retrieving information.
For example, PS_Employee_Id is indexed on several tables to locate a given employee quickly.
Primary Key
A column or set of columns that uniquely identifies a row on a table. The primary key is always indexed.
Example: In the EMPLOYEE POSITION table, a combination of PS_Employee_Id, Term Calendar Year,
Term Code, and Position Number is used to identify a unique row.

April 17, 2006
Foreign Key
A column on one table that corresponds to the primary key of another table and is used to join the two tables
together.
Example: Department Number on the EMPLOYEE POSITION table is a foreign key which enables a link to
be established to the DEPARTMENT table, whose primary key is Department Number.
Null Value
A null value results when there is no data for a given column in a given row. Not every column is permitted
to be empty, i.e., to allow null values.
Example: While Employee Name will always contain an entry for all employees, Bargaining Unit Code will
not. Only employees covered under a collective bargaining agreement will have a bargaining unit; for all
other employees the value in this column will be null.
Metadata
Definitions for the tables and columns that make up a database system; metadata is data about data.
Example: Metadata is available online for the Data Warehouse to assist the user in understanding the
meaning of the various tables and columns. The following Data Warehouse tables contain metadata:
• COLUMN_DEFINITION
• COLUMN_MEANING
• TABLE_DEFINITION.

April 17, 2006
Client/Server Technology
The interaction between personal computers (client) and larger computers (server) to access and retrieve data
for reporting and other purposes.
Example: In the Data Warehouse the data is on a e-Server (p series UNIX machine), using Sybase SQL
Server, a relational database management system (RDBMS). Access to the data may be gained either through
CUIT’ Web based reporting application or through a desktop query tool.
Structured Query Language (SQL)
The database programming language supported by most relational database management systems. Sybase
uses a dialect of SQL called Transact-SQL. Any Sybase compatible desktop query tool should be able to
convert the various selections made by a user into Transact-SQL to communicate with SQL Server.
Example: To obtain a report of faculty members, with their titles, who are on tenure track, the SQL would
read as follows:
SELECT distinct PS_Employee_ID, Employee_Name, Title_Name

FROM EMPLOYEE, EMPLOYEE_POSITION
WHERE EMPLOYEE.PS_Employee_Id=
EMPLOYEE_POSITION.PS_Employee_Id
AND Term_Calendar_Year = '2004' and Term_Code = '1'
AND Tenure_Status_Code = '3'.

April 17, 2006
DATA WAREHOUSE TABLES USED FOR ADHOC QUERIES
Employee Open FAS

Commitment Transactions
GL
SL Account
Account Description
Description
Employee
Distributed
Pay
SL GL Account GL Account
Employee
Account Summary Detail
Position
Dollar Dollar Dollar
Research Res Award Research Res Prorated

Staff Member Account Project Award
Employee
Leave
Res Propl
Res Principal Res Proposal Res Awrd and
Award and Expectd Awrd
Investigator and Award
Suppl
Res_
Subcontract
Res Res_
Res
Subcontractor Subcontract
Subcontractor
Staff Docu
dss-tables.vsd

April 17, 2006
TABLES AND TABLE DESCRIPTIONS - REFERENCE TABLES
COLUMN_DEFINITION
Contains the name and description of each column in the Data Warehouse database.
Primary Key: Table_Name

Column_Name
COLUMN_MEANING
Provides descriptive text for each of the values associated with a column in which the data is encoded. One
row exists for each column name and permissible value.
Primary Key: Column_Name

Coded_Value
DEPARTMENT
An administrative and/or accounting unit established to carry on specific activities. (Source: Financial
Accounting System).
Primary Key: Department_Number

April 17, 2006
TABLE_CONTROL_DATA
Contains the current number of rows on the table and the date the table was last updated.

Latest_Extract_Date
TABLE_DEFINITION
Lists the name and a description of each table included in the Data Warehouse.

April 17, 2006
TABLES AND TABLE DESCRIPTIONS - DATA TABLES
EMPLOYEE
An individual with whom the University maintains an employment relationship; i.e., one who on a regular
basis provides services of benefit to the University. The EMPLOYEE table documents static demographic
information, unrelated to the individual’s position. (Source: People @ Columbia System)
Primary Key: PS_Employee_Id
The distribution of an employee's salary and fringe by earnings type to a given sub ledger account and sub
code. Each row contains the year-to-date and most recent month's charges to one account and subcode for one
earnings type for one employee for a given fiscal year and for a given reporting period. (Source: Labor
Distribution System)

Social_Security_Number
Fiscal_Year
FY_Reporting_Period_Code
Account_Number
Account_Subcode
Earnings_Type_Code
Organization_Code

April 17, 2006
EMPLOYEE_LEAVE
The record, if any, of leaves of absence by a particular employee from a specific position within the
University. The EMPLOYEE LEAVE table documents leave information for a particular point in time.
(Source: People @ Columbia System)
Primary Key: Financial_Department_Number

PS_Employee_Id
Employee_Record_Number
Term_Calendar_Year
Term_Calendar_Code
Leave_Of_Absence_Type_Code
Leave_Of_Absence_Begin_Date
EMPLOYEE_POSITION
The fulfillment by an employee of a specific position within the University. The EMPLOYEE POSITION
table documents information at a specific point in time (a point which is identified on each row), specific to
the individual, and specific to the position which he or she held at that time. (Source: People @ Columbia
System)

PS_Employee_Id
Term_Calendar_Year
Term_Calendar_Code
Employee_Position_Number

April 17, 2006
This table summarizes the various financial aid payments on behalf of a student for a particular academic term
and financial aid fund. (Source: Student Information System)

Award_Fund_Code
SIS_Identification_Number
Term_Identifier
Award_Year
School_Code
FAS_TRANSACTIONS
This table summarizes the current transactions for an account and subcode within a Subsidiary Ledger for a
given fiscal year and fiscal year reporting period.

Sub_Department_Number
Sub_Sub_Department_Number
Fiscal_Year
Update_Account_Number
Update_Account_Subcode

April 17, 2006
Each row provides descriptive information about a given General Ledger account (identified by a five-digit
number, GL_Map_Code, which, when preceded by a zero, indicates the General Ledger account number) for
a given fiscal year and given fiscal reporting period. This table is applicable only for assets, liabilities, and
fund balances.
(Source: Financial Accounting System)

Fiscal_Year
GL_Map_Code
Each row provides fiscal year beginning fund balance, fiscal year-to-date fund balance and current month
amounts for a given General Ledger account and account control number for a given fiscal reporting period
and year. (Source: Financial Accounting System)

GL_Map_Code
Account_Control_Number
Fiscal_Year

April 17, 2006
Each row provides summarized amounts (current month and year-to-date) for a given General Ledger account
within six categories: fund balance, revenues, expenses, additions, deductions, and transfers. (Source:
Financial Accounting System)

GL_Map_Code
Fiscal_Year
GRANTING_AGENCY
An External Organization (federal agency, foundation, corporation, etc.) that provides funding for specific
research or training proposals submitted by Principal Investigators at the University. (Source: Research
Management System)
Primary Key: Granting_Agency_Code

April 17, 2006
OPEN_COMMITMENTS
Encumbrances for specified accounts and subcodes within a given Subsidiary Ledger for a given fiscal year
and fiscal year reporting period.

Account_Number
Account_Subcode
OC_Reference_ID
OC_Reference_Number
Fiscal_Year
RESEARCH_PROJECT
A sponsored research activity which takes place over several years and which may include multiple Grants,
Awards, Proposals and Grantors. (Source: Sponsored Projects Online Tracking System)

Project_Number
Project_Status_Flag

April 17, 2006
A Columbia University employee who participates, as a Principal Investigator or other capacity, in a

sponsored research project. (Source: Sponsored Projects Online Tracking System)

PS_Employee_Id
Project_Number
Budget_Period_Code
Scope_Indicator_Code
Proposal_Award_Status_Flag
RES_AWARD_ACCOUNT
Account description and budget amounts for those subsidiary ledger accounts that are funded by sponsored
projects. Includes the budget period of the award from which the budgets are derived. (Source: Sponsored
Projects Online Tracking System)

Project_Number
Budget_Period_Code

April 17, 2006
RES_AWRD_AND_EXPECTD_AWRD
The funding, together with the anticipated funding, by a Grantor (sponsoring organization) of a Proposal
made by a Principal Investigator at the University. (Source: Sponsored Projects Online Tracking System)

Project_Number
Budget_Period_Code
Expected_Award_Sequence_Number
A Columbia University employee who participates, as a Principal Investigator, in a sponsored research

project. (Source: Sponsored Projects Online Tracking System)

PS_Employee_Id
Project_Number
Budget_Period_Code

April 17, 2006
This table contains information about (1) an Award made by a Grantor (sponsoring organization) to fund a
Proposal made by a Principal Investigator at the University, (2) any supplements to the Award, and (3) the
Proposal itself. (Source: Sponsored Projects Online Tracking System)

Project_Number
Budget_Period_Code
Supplement_Sequence_Number
This table contains information about (1) an Award made by a Grantor (sponsoring organization) to fund a
Proposal made by a Principal Investigator at the University and (2) the Proposal itself. (Source: Sponsored

Project_Number
Budget_Period_Code

April 17, 2006
RES_PRORATED_AWARD
Allocation of Award budget period’s dollar amounts, prorated to the affected fiscal years. (Source: Sponsored

Project_Number
Budget_Period_Code
RES_SUBCONTRACT
This table describes an agreement, the Subcontract, by which an external agency agrees to render services for
the performance of part or all of a Project awarded by a Granting Agency to the University.

Subcontract_ID_Number
The documentation as to the requirements, if any, for a substantiation (audit, fiscal, patent, technical other)
that may be imposed on a Subcontractor as part of the Subcontract agreement.


April 17, 2006
RES_SUBCONTRACTOR
This table contains information about an individual or organization with whom a Subcontract agreement
exists.

An individual who is associated with a subcontractor, either as a contact person or a principal investigator, on
a particular Subcontract.

RES_AWARD_SUBCONTRACT
exists.
Primary Key: Fiscal_Year

Project_Number
Award_Department_Number
Budget_Period_Code
Account_Number
Account_Subcode

April 17, 2006
RES_EXPECTED_AWARD_
The anticipated funding, by a Grantor (sponsoring organization) of a Proposal made by a Principal
Investigator at the University. (Source: Sponsored Projects Online Tracking System)

Project_Number
Budget_Period_Code
RES_AWARD_AND_SUPPLEMENT
The funding and supplemental funding, by a Grantor (sponsoring organization) of a Proposal made by a
Principal Investigator at the University. (Source: Sponsored Projects Online Tracking System)

Project_Number
Budget_Period_Code

April 17, 2006
RES_PROPL_AND_SUPPLEMENT
This table contains information about a Proposal made by a Principal Investigator at the University, (2) any
supplements to the Proposal itself. (Source: Sponsored Projects Online Tracking System)

Project_Number
Budget_Period_Code
Each row provides descriptive information about a given Subsidiary Ledger account (which is identified by a
five-digit number preceded by a number that indicates a particular Subsidiary Ledger) for a given fiscal
reporting period and year. This table is applicable only for expense and revenue accounts. (Source:

Account_Number
Fiscal_Year

April 17, 2006
SL_ACCOUNT_DOLLAR
Fiscal year-to-date budget and actual amounts for an account and subcode within a given Subsidiary Ledger
for a given fiscal reporting period and year; for multi-year projects an account balance row contains project-
to-date budget and actual amounts. This table is applicable only for expense and revenue accounts.

Account_Number
Account_Subcode
Fiscal_Year
STUDENT_CHARGE_ITEM_SUMMARY
This table summarizes the various charges to a student for a particular academic term

Term_Calendar_Year
Term_Code
Charge_Code

April 17, 2006
DATA WAREHOUSE DATA EXTRACTED FROM THE PEOPLE @ COLUMBIA SYSTEM
Limited Scope of PAC data in the Data Warehouse
Not all the data maintained for employees in PAC is included in the Data Warehouse. Furthermore, the scope
of the Data Warehouse is limited to employees who were active or on leave during specific periods of time
(from 1995 to the present), chosen to correspond to the University’s academic calendar.
Data Quality
As is true for any sizable database, the data in PAC may not be completely accurate at a given point in time.
Departmental administrators may make errors in completing a personnel form, or the Personnel Department
may make errors in entering the data from the form into the computer. While errors may be corrected
subsequently, a particular extract for Data Warehouse may have been produced prior to the correction and
thus reflect inaccurate data. Users of the Data Warehouse are asked to report any obvious errors in the data to
the dwhmgrs@CUVMC.AIS.COLUMBIA.EDU.
Multiple Positions
While more than 90 per cent of all Columbia employees have only one active or on-leave position at a given
time, there are some academic employees (i.e., faculty and researchers) who hold more than one. Only
academic employees hold multiple positions, but not all of the positions need be academic (i.e., an employee
may have an academic title in one position and a nonacademic title in another).
Employee_Position_Number is used in the Data Warehouse to distinguish the positions of multiple-position

employees, and in the Data Warehouse the 'primary' position is assigned to Employee_Position_Number 1.
'Primary' position determination is in accordance with the designations made on the Affirmative Action report
each year. The 'primary' position may or may not be a full-time position, and the 'primary' position may or
may not be salaried.

April 17, 2006
When joining the EMPLOYEE_POSITION table (e.g., EMPLOYEE_DISTRIBUTED_PAY), the selection
should always be limited on Employee_Position_Number to be sure that employees are not double or triple
counted.
Employee Leaves
Information on the EMPLOYEE_LEAVE table may not be complete in every instance, i.e., the
Leave_Of_Absence_Type_Code and other data may not be available at the time of the extract from the People
@ Columbia System.
Major Categories of Employees
Users of the Data Warehouse may wish to classify Columbia employees according to differing criteria, and
certain codes used in PAC will assist in selecting employees by various classifications. Major categories of
employees are determined by Job Code, Job Description and Job Function Code. In addition, Bargaining Unit
Code will identify employees who are represented by a union or other organization that bargains collectively
Appendix A of the Data Warehouse manual lists the Job Code, Job Function Code, Academic Rank Code,
Academic Rank Code1, and Academic Rank Code2, along with their meanings.

April 17, 2006
DATA WAREHOUSE TABLES EXTRACTED FROM PAC
Open FAS
Employee
GL
SL Account
Account Description
Description
Employee
Distributed
Pay
Employee
Position

Employee
Leave
Res Propl
Suppl
Res_
Subcontract
Res Res_
Res
Subcontractor
Staff Docu
dss-tables.vsd

April 17, 2006
DATA WAREHOUSE DATA EXTRACTED FROM THE PEOPLE @ COLUMBIA SYSTEM:
TABLES
EMPLOYEE
An individual with whom the University maintains a regular employment relationship, i.e., one who on a
regular basis provides services of benefit to the University. The EMPLOYEE table contains static
demographic information, unrelated to the individual's position.
Primary Key: PS_Employee_Id
Data Warehouse Table Joins: EMPLOYEE_LEAVE

EMPLOYEE_POSITION
Extract Logic and Frequency:

Data in the EMPLOYEE table is static; that is: (a) changes normally are not made during an individual's employment at the
University (e.g., gender, date of birth) or (b) when changes are made, only the revised data need be stored for the Data Warehouse.
There is one, and only one, row on the EMPLOYEE table for each individual who currently holds, or who held an active position
or was on leave of absence from a position, any time during the period September, 1990 to the present. If a value for a particular
employee changed in PAC during that period, the EMPLOYEE table reflects the last value in PAC for the period. Previous values
are not stored in Data Warehouse on the EMPLOYEE table..
The EMPLOYEE table is updated as part of the PAC extract procedure which occurs daily.

April 17, 2006
EMPLOYEE_LEAVE
The record, if any, of leaves of absence by a particular employee from a specific position within the
University. The EMPLOYEE LEAVE table documents leave information for a particular point in time.
(Source: People @ Columbia System)

PS_Employee_Id
Term_Calendar_Year
Term_Code
Leave_Of_Absence_Type_Code
Leave_Of_Absence_Begin_Date
Data Warehouse Table Joins: EMPLOYEE

EMPLOYEE_POSITION

For each row on the EMPLOYEE_POSITION table where the employee has taken an authorized leave from that position during
the specified academic term, there is a corresponding row on the EMPLOYEE_LEAVE table with information about the leave. It
is possible for an employee to have more than one leave during a particular academic term; in that situation each of the leaves will
be represented. For an employee who concurrently held multiple positions and was on leave in each of those positions, there would
be two or three rows for each academic term the employee was on leave.
The EMPLOYEE_LEAVE table is updated as part of the PAC extract procedure which occurs daily.

April 17, 2006
EMPLOYEE_POSITION
The fulfillment by an employee of a specific position within the University. The EMPLOYEE_POSITION
table contains information at a specific point in time, which is identified on each row, specific to the
individual, and specific to the position which he or she held at that time.

PS_Employee_Id
Term_Calendar_Year
Term_Calendar_Code
Employee_Position_Number

EMPLOYEE_LEAVE

On the EMPLOYEE_POSITION table in Data Warehouse, there are multiple rows for each employee: at least one row for each
employee active or on leave during each academic term from the autumn term, 1990, through the most recently concluded term.
There would be several rows, therefore, for someone who was employed during the entire period. If neither the employee's
position nor data about the position (e.g., salary) changed during the period, the rows would be identical (except for the term
identifier. For an employee who concurrently held multiple positions, there would be two or three rows for each specific period of
time, resulting in a greater number of rows for that individual. The data has been arranged so that if an employee has more than
one active or on-leave position in a given period of time, the 'primary'** position will always have a value of '1' in the
Position_Number column. A join from the EMPLOYEE_POSITION table based on PS_Employee_Id, may produce double or
** Determination of which of an employee's position is the primary position follows the designation made on the Affirmative Action report each year.

April 17, 2006
triple counts in the results unless the selection is limited. The EMPLOYEE_POSITION table is updated as part of the PAC extract
procedure which occurs daily.

April 17, 2006
DATA WAREHOUSE DATA EXTRACTED FROM THE PEOPLE @ COLUMBIA SYSTEM:
COLUMNS
Academic_Rank_Code
The Academic_Rank_Code provides a way to distinguish employees within the same Job_Function_Code.
For example, within Job_Function_Code “01” (Officers of Instruction), the Academic_Rank_Code
differentiates between Professors, Associate Professors, etc. [Format: 3-digit number (see appendix A)]
Table Reference: EMPLOYEE_POSITION
Academic_Rank_Code1
Academic_Rank_Code1 is the first digit of the Academic Rank Code and distinguishes between “Of
Clinical”, “Clinical”, “University”, etc. titles , [Format: 1-digit number (see appendix A)]
Academic_Rank_Code2
Academic_Rank_Code2 is the second and third digit of the Academic Rank Code and provides a way to
further limit employee selection i.e. Visiting, Adjuncts, Named Professors, etc. [Format: 2-digit number (see
appendix A)]

April 17, 2006
Action_Effective_Date
The date on which any actions to an employee’s status is recorded. For example, promotions, transfers and
terminations during the referenced TERM_CALENDAR_YEAR and TERM_CODE. [Format: MM/DD/YY
Action_Type_Code
The code representing the reason for action (promotions, transfers, terminations) during the referenced
TERM_CALENDAR_YEAR and TERM_CODE. [Format: 2-digit number]
Appointment_End_Date
For nontenured Officers of Instruction and Research who are appointed for a specified period of time, this
column indicates the last day of the particular appointment. For all other employees the column is null.
[Format: MM/DD/YY]

April 17, 2006
Base_Salary_Amount
This represents the employee's annual or appointment-period salary paid for performance of regular duties for
the position. Base_Salary_Amount does not include overtime pay, additional compensation, summer/winter
compensation, or shift differential. If the employee holds an appointment at no salary, the
Base_Salary_Amount = zero. If the Base_Salary_Amount is null, the employee is on the senior executive
payroll. [Format: numeric, no decimals]
Benefits_Eligibility_Flag
PAC programming logic determines in a detailed manner whether an employee is eligible for Columbia
benefits and, if so, the type and extent of benefits which apply. For the Data Warehouse only a Yes/No flag is
stored to indicate if the employee is eligible for any benefit. For a multiple position employee who is eligible
for benefits through one position, the flag will remain set to Y for all positions.
The Data Warehouse extract logic for setting this flag is as follows (the conditions are processed in the order
listed, and once the flag has been set, processing ends):
• If the employee is a Student Appointee (Job_Function_Code 41),* set the flag to N.
• If the employee is a member of any of the following unions, set the flag to N:
Maritime Union, MEBA or MMP (Bargaining Units 62 or 63)

Service Employee International Union, Local 32B or 32B-TC (Bargaining Units 51
through 57)
* In any position

April 17, 2006
District 1199, Clerical or Dining Halls or Harlem Hospital (Bargaining Units 21, 22, or
23).
• If the employee is a full-time monthly employee (overall), set the flag to Y.
• If the employee is a part-time monthly employee (overall) and is a member of UDHHC

(Bargaining Unit 31) with a Percent of Effort UDHHC greater than 49%, set the flag to Y;
otherwise, set to N.
• If the employee has no salary in any position, set the flag to N.
• If the employee is a full-time weekly or biweekly employee, set the flag to Y.
• If the employee is a part-time weekly or biweekly employee and:
works less than 20 hours per week, set the flag to N;

works 20 or more hours per week, set the flag to Y.
• If the employee is an Officer of Research (Job_Function_Code 11) * and neither a Post-Doc

Research Fellow nor a Post-Doc Clinical Fellow (Academic Rank codes 61, 62) and works at a
location other than Harlem Hospital (Work location = 03), set the flag to N;
otherwise, set the flag to Y.
• If none of the above logic applies to the employee, set the flag to N [Format: Y/N]
* In any position

April 17, 2006
Department_Number
Admin_Department_Number
Department_Number on the EMPLOYEE_POSITION and EMPLOYEE_LEAVE tables follows the FAS

numeric coding system. The Department_Number represents the department in which an employee holds or
held a position. The Admin_Department_Number for an employee represents the department with
administrative responsibility for that employee. For most employees the administrative department is the
same as the position department. [Format: 3-digit number]

EMPLOYEE_LEAVE
Employee_Position_Number*
Employee_Position_Number is used in the Data Warehouse to distinguish the positions of multiple-position

employees, and in the Data Warehouse the 'primary' position is assigned to Position_Number 1. 'Primary'
position determination is in accordance with the designation made on the Affirmative Action report each year.
When joining the EMPLOYEE_POSITION table to a table on PS_Employee_Id (e.g.,
EMPLOYEE_DISTRIBUTED _PAY), the selection should always be limited to be sure that employees are
not double or triple counted.
[Format: 1, 2, or 3]

EMPLOYEE_LEAVE
* Derived: not maintained in P.A.C.

April 17, 2006
The Employee_Record_Number is used in PAC to keep track of each successive position held by the
Columbia employee during the period of his or her employment. Each position keeps its unique number
throughout the employee's service, even after that particular position is terminated.
Employee_Record_Numbers are assigned sequentially to each position as it is added to the employee's record.
[Format: 2-digit number]

EMPLOYEE_LEAVE
First_Tenurable_Position_Date*
Data in this column is not stored per se in PAC but was derived by searching PAC historical data to determine
the position which first made the employee eligible for tenure and to record the date that position became
effective. [Format: MM/DD/YY]
Table Reference: EMPLOYEE
Hours_Per_Week_Count
The column is null for Officers of Instruction. [Format: numeric, with one place after the decimal (e.g.,
17.5)]

Job_Code
* Derived from P.A.C. history file.

April 17, 2006
The Job_Code is composed of the Job_Function_Code, a portion of the Academic_Rank_Code and the
Job_Family_Code. [Format: 6-digit number (see appendix A)]
Job_Family_Code
The Job_Family_Code describes the category of employment of each employee (Each category is grouped
into one of 17 Job Families in PAC, such as Human Resources, Technical/Technology, etc). Currently the
Job_Family_Code applies only to Administrative and Support Staff positions. [Format: 2-digit number (see
appendix A)]
Job_Function_Code
The Job_Function_Code distinguishes between major categories of employees (Officers of Administration,
Officers of the Libraries, Officers of Instruction, etc.) [Format: 2-digit number (see appendix A)]
Original_Hire_Date∗
Data in this column is not stored per se in PAC but was derived by searching PAC historical data to determine
the date on which the employee was first hired at Columbia. [Format: MM/DD/YY]
∗ Derived from P.A.C. history file.

April 17, 2006
PS_Employee_Id
An employee's unique PS_Employee_Id Number is used as a Primary Key for the EMPLOYEE table and as
the first part of the Primary Key on the EMPLOYEE_POSITION and EMPLOYEE_LEAVE tables. .
[Format: 11-digit number]
Table Reference: EMPLOYEE (Primary Key)

EMPLOYEE_POSITION (part of Primary Key)
EMPLOYEE_LEAVE (part of Primary Key)
Racial_Ethnic_Category_Code
The code values in Data Warehouse are not the same as the values in PAC. They have been changed to
conform to the Racial_Ethnic_Category_Codes used in the Student Information System. The actual code
values used in PAC are included in the appendix. [Format: 1 character, upper case (see appendix C)]
Tenure_Status_Code
Tenure_Status_Name
Tenure_Granted_Date
Although data regarding tenure relates to the individual and not to his or her position, information about
tenure is included in the EMPLOYEE_POSITION table to maintain changes in tenure status over periods of
time. [Format: Tenure_Status_Code: 1, 2, 3, or 4; Tenure_Granted_Date: MM/DD/CCYY]

April 17, 2006
Term_Calendar_Year
Term_Code
The value used for this column reflects the usage in the Student Information System, i.e., the
Term_Calendar_Year is the actual calendar year, [Format: 4-digit number] and the Term_Codes are as
follows:
• Spring = 1
• Summer = 2
• Autumn = 3
When joining the EMPLOYEE_POSITION table to a table on PS_Employee_Id (e.g.,

EMPLOYEE_DISTRIBUTED_PAY), the selection should always be limited.
Table Reference: EMPLOYEE_POSITION (part of Primary Key)

EMPLOYEE_LEAVE (part of Primary Key)

April 17, 2006
DATA WAREHOUSE TABLE FROM LABOR DISTRIBUTION SYSTEM (LDS)
Employee Open FAS
GL
SL Account
Account Description
Description
Employee
Distributed
Pay
Employee
Position

Employee
Leave
Res Propl
Suppl
Res_
Subcontract
Res Res_
Res
Subcontractor
Staff Docu
dss-tables.vsd

April 17, 2006
DATA WAREHOUSE DATA EXTRACTED FROM THE LABOR DISTRIBUTION SYSTEM:
TABLES
The distribution of an employee's salary and fringe by earnings type to a given sub ledger account and
subcode. Each row contains the year-to-date and most recent month's charges to one account and subcode for
one earnings type for one employee for a given fiscal year during a given reporting period code.

Fiscal_Year
Account_Number
Account_Subcode
Earnings_Type_Code
Organization_Code

EMPLOYEE_POSITION
EMPLOYEE_LEAVE
SL_ACCOUNT_DOLLAR
Extract Logic:
For each employee on the EMPLOYEE table (except for those whose salaries are confidential), there is at least one row (usually
more than one row) on the EMPLOYEE_DISTRIBUTED_PAY table. In addition, the EMPLOYEE_DISTRIBUTED_PAY table
contains rows for individuals who receive compensation from the University through casual or work-study employment. Those
individuals are not represented on the EMPLOYEE table.

April 17, 2006
In deriving data from the LDS Master database for the Data Warehouse for a particular extract, the logic is to create a row for each
unique set of the following: Social_Security_Number, Account_Number, Account_Subcode, Earnings_Type_Code, and
Organization_Code, where any of the following columns has a value other than zero:
• Reporting_Month_Salary_Amt
• Reporting_Month_Fringe_Amt
• Fiscal_Ytd_Salary_Amount
• Fiscal_Ytd_Fringe_Amount.
Because usually there are many rows for one Social_Security_Number, special care should be taken when using the
EMPLOYEE_DISTRIBUTED_PAY table for reports. The selection should always be limited by Fiscal_Year and
FY_Reporting_Period_Code.
Extract Frequency:
Extracts from LDS for the EMPLOYEE-DISTRIBUTED_PAY table are downloaded to the Data Warehouse daily. Note that data
is retained in the Data Warehouse by FY_Reporting_Period_Code within each fiscal year for three fiscal years prior to the current
fiscal year beginning with 2001-2002 fiscal year. The data for earlier fiscal year is maintained as follows: for the final
FY_Reporting_Period_Code only, data is stored in the Data Warehouse; for all other reporting periods, data will be archived in the
Data Warehouse beginning fiscal year 2004-2005 and will be available upon request.

April 17, 2006
DATA WAREHOUSE DATA EXTRACTED FROM THE LABOR DISTRIBUTION SYSTEM:
COLUMNS
Department_Number
Admin_Department_Number
The number which appears in the Department_Number column represents the University department
(according to FAS) which 'owns' the account to which salary/fringe dollars have been charged. The number
which appears in the Admin_Department_Number column represents the University department which had
administrative responsibility for the employee at the time of the extract. [Format: 3-digit number]
Earnings_Type_Code
Earnings_Type_Codes in the Labor Distribution System mirror the codes used in the Payroll System. While
some earnings types reflect different types of pay, such as Clothing Allowance, others are used by the Payroll
System to allow for different tax withholding schedules or to provide faculty members appointed for a nine-
month period to be paid over twelve months. [Format: Either RG, CR, CS or 3-digit number (001 through
026, 085, 086,088)]
Some original codes have been revised and the following is a conversion table for those fields that have
changed.

April 17, 2006
Conversion Table
PAC Geac PAC Description

Earnings DOE
Code
0MG MG PP Tier 2 No Pension
0MH MH PP Tier 2 No Pension – STx
0MJ MJ PP Tier 2 with Pension
5DY A1 5th Day Pay with Pension
8T8 T8 TT Addl Comp no Pension
9T8 T8 TT Addl Comp no Pension
ADV 14 Advance
FCV A3 CVN with Pension
FEX A7 Exec Edu Prg with Pension
FRE A9 Research with Pension
HOA A5 Housing Allowance
HOU HG Housing Grant
LIB B3 Library Work
MMA ME Meal Money Allowance
PCV A4 CVN
PEX A8 Exec Education Program
PRE B1 Research
RAS RS Retirement Agreement
REA RA Retirement Agreement
S99 005 Stipend 1099 – Organization Code =3
SCK 12 Sick Pay
SRE A2 Summer Research with Pension
STI 004 Stipend Payment – Organization Code =3
SUM B2 Summer Session with Pension
TEL TE Telephone Reimbursement

April 17, 2006
TEN A6 Tenure Research Program
TSL B4 Rapporteur/Translation
VAC 19 Vacation Pay

April 17, 2006
Fiscal_Year
In the Data Warehouse, the year during which a fiscal year begins is used to identify that fiscal year. For
example, the Fiscal_Year value for the 1998-99 fiscal year is '1998.' [Format: 4-digit number]
Fiscal_YTD_Salary_Amount
Reporting_Month_Salary_Amt
The YTD for each row represents the amount of gross pay distributed to the particular account and subcode
for the particular Earnings_Type_Code for the employee for the fiscal year, and the
Reporting_Month_Salary_Amt represents the amount of gross pay distributed to the particular account and
subcode for the particular earning type for the employee for the calendar month identified by the
Source_File_Data column. Because accounting adjustments are made throughout a fiscal year (and even
beyond it), negative dollar amounts occasionally appear in these columns. Negative amounts are perfectly
valid.
{Please note Where the same employee is represented in LDS by two Social Security Numbers (because, for
example, a temporary number may have been assigned by the Controller's Office pending assignment by the
Social Security Administration of the official number or an Social Security Number may have been
incorrectly keyed).), they have been combined in the Data Warehouse; discrepancies may occur, therefore, in
Reporting Month/YTD Salary and Fringe Amounts between the Data Warehouse and an individual
department's PAD report.} [Format: numeric, with 2 places after the decimal]

April 17, 2006
Fiscal_YTD_Fringe_Amount
Reporting_Month_Fringe_Amt
The dollar values in the YTD column are the result of a calculation that multiplies the distributed salary
amount for a particular account and subcode for a particular fiscal year by the fringe rate for the subcode, and
the dollar values in the Reporting_Month_Fringe_Amount column are the result of a calculation which
multiplies the distributed salary amount for a particular account and subcode for a particular reporting month
by the fringe rate for the subcode. Because of accounting adjustments, negative amounts may appear in this
column and are valid. [Format: numeric, with 2 places after the decimal]
Organization_Code
Organization_Codes were devised for use with the Payroll System and represent certain groupings of
employees. They have nothing to do with the University's official organization structure. The
Organization_Code for most Columbia employees is '1'. [Format: 1, 2, 3, or 4]

April 17, 2006
DATA WAREHOUSE TABLES FROM FINANCIAL ACCOUNTING SYSTEM (FAS)
Employee Open FAS
GL
SL Account
Account Description
Description
Employee
Distributed
Pay
Employee
Position

Employee
Leave
Res Propl
Suppl
Res_
Subcontract
Res Res_
Res
Subcontractor
Staff Docu
dss-tables.vsd

April 17, 2006
DATA WAREHOUSE TABLES FROM FAS - Relationship Diagram
SL_ACCOUNT_DOLLAR OPEN COMMITMENTS

SL_ACCOUNT DESCRIPTION
Department_Number Department_Number
Department_Number
Account_Number Account_Number
Account_Number
Account_Subcode Account_Subcode
Fiscal_Year
Fiscal_Year OC_Reference_ID
FY_Reporting_Period_Code OC_Reference_Number
Fiscal_Year
GL_Map_Code FY_Reporting_Period_Code
GL_Map_Code
FAS_TRANSACTIONS
Department_Number
Department_Number
GL_Map_Code Department_Number
GL_Map_Code
Fiscal_Year
Fiscal_Year
When joining a row on the Subsidiary Ledger table to a row on the General Ledger table
Department_Number using the value in the Department_Number column as a common link, there may or may not be
GL_Map_Code a resultant row.
Fiscal_Year

April 17, 2006
DATA WAREHOUSE DATA EXTRACTED FROM THE FINANCIAL ACCOUNTING SYSTEM:
TABLES
Each row provides fiscal year beginning fund balance, fiscal year-to-date fund balance and current month
amounts for a given General Ledger account and account control number for a given fiscal reporting period
and year.
Primary Key: Department Number

GL_Map_Code
Fiscal_Year
Data Warehouse Table Joins: GL_ACCOUNT_DESCRIPTION

SL_ACCOUNT_DOLLAR
RES_AWARD_ACCOUNT

Data on the GL_ACCOUNT_DETAIL_DOLLAR table is extracted from dollar records of the General Ledger file of the Financial
Accounting System as of the close of each reporting period (see FY_Reporting_Period_Code) of each fiscal year since FY1990-
91.

April 17, 2006
For each account number on the GL_ACCOUNT_DESCRIPTION table, there are many rows on the
GL_ACCOUNT_DETAIL_DOLLAR table, one row for each account control number for which dollars have been funded. The
General Ledger account is identified by the GL_Map_Code on all General Ledger tables in order to facilitate joins to the
GL_Map_Code column on the SL_ACCOUNT_DESCRIPTION table.
In deriving data from the General Ledger for the Data Warehouse for a particular reporting period of a particular fiscal year, the
extract logic is to create a row for each unique GL_Map_Code + Account_Control_Number (9 digits), where any of the following
columns has an occurrence of a value other than zero: FY_Beginning_Balance_Amount, Current_Month_Activity_Amount,
Ending_Balance_Amount.
Because there are many rows for each account, special care should be taken when using the GL_ACCOUNT_DETAIL_DOLLAR
table for reports. The selection should always be limited by FISCAL_YEAR and FY_REPORTING_PERIOD_CODE when
joining to the GL_ACCOUNT_DESCRIPTION table. Additional limits are required when joining to the
SL_ACCOUNT_DESCRIPTION and SL_ACCOUNT_DOLLAR tables. Extracts for the GL_ACCOUNT_DETAIL_DOLLAR
table are downloaded to the Data Warehouse daily and monthly. The monthly data is downloaded each month following the FAS
monthly reporting period. Note that data is retained in the Data Warehouse by FY_Reporting_Period_Code within each fiscal year
for three fiscal years prior to the current fiscal year. The data for earlier fiscal years is maintained as follows: for the final
FY_Reporting_Period_Code only, data is stored in the Data Warehouse; for all other reporting periods, data is archived and is
available upon request.

April 17, 2006
Each row provides summarized amounts (current month and year-to-date) for a given General Ledger account
within six categories: fund balance, revenues, expenses, additions, deductions, and transfers. (Source:

GL_Map_Code
Fiscal_Year
Fiscal_Year_Final_Flag
Data Warehouse Table Joins: SL_ACCOUNT_DESCRIPTION

SL_ACCOUNT_DOLLAR
RES_AWARD_ACCOUNT

Data on the GL_ACCOUNT_SUMMARY_DOLLAR table was created by summarizing the data on the
GL_ACCOUNT_DETAIL_DOLLAR table following the extract of data for that table from the Financial Accounting System
(FAS) as of the close of each reporting period.
Each account for which accounting information is maintained by FAS is represented by one row on the
GL_ACCOUNT_SUMMARY_DOLLAR table. The General Ledger account is identified by the GL_Map_Code on all General
Ledger tables in order to facilitate joins to the GL_Map_Code column on the SL_ACCOUNT_DESCRIPTION table.
In creating the GL_ACCOUNT_SUMMARY_DOLLAR table, the logic is to summarize the monthly and year-to-date financial
activity into the following categories: fund balance, revenues, expenses, additions, deductions, and transfers. The categories are
based on a range of account control numbers.
April 17, 2006
Because there will be more than one row for each account (one for the current reporting period of a fiscal year and those for prior
years), special care should be taken when using the GL_ACCOUNT_SUMMARY_DOLLAR table for reports. The selection
should always be limited by FISCAL_YEAR and FY_Reporting_Period_Code when joining to the
GL_ACCOUNT_DESCRIPTION table. Additional limits are required when joining to the SL_ACCOUNT_DESCRIPTION and
SL_ACCOUNT_DOLLAR tables.

April 17, 2006
Each row provides descriptive information about a given General Ledger account (identified by a five-digit
number, GL_Map_Code, which, when preceded by a zero, indicates the General Ledger account number) for
a given fiscal year and given fiscal reporting period. This table is applicable only for assets, liabilities, and
fund balances.
GL_Account_Number
GL_Map_Code
Fiscal_Year
Data Warehouse Table Joins: SL_ACCOUNT_DOLLAR

RES_AWARD_ACCOUNT
Data on the GL_ACCOUNT_DESCRIPTION table is extracted from the attribute records of the General Ledger File of the
Financial Accounting System as of the close of each reporting period (see FY_Reporting_Period_Code) of each fiscal year since
FY 1990-91.
Each account number for which accounting information is maintained by the Financial Accounting System is represented by one
row on the GL_ACCOUNT_DESCRIPTION table. The row contains columns with information describing the attributes of the
table, such as account name, related department number, et cetera, but does not contain any dollar amounts.
In deriving data from the Subsidiary Ledger File for the Data Warehouse for a particular reporting period of a particular fiscal
year, the extract logic is to create a row for each unique Account_Number. Extracts for the GL_ACCOUNT_DESCRIPTION
table are downloaded to the Data Warehouse daily and monthly. The monthly data is downloaded following the FAS monthly
reporting period. Note that data is retained in the Data Warehouse by FY_Reporting_Period_Code within each fiscal year for three
fiscal years prior to the current fiscal year.

April 17, 2006
Each row provides descriptive information about a given Subsidiary Ledger account (which is identified by a
five-digit number preceded by a number that indicates a particular Subsidiary Ledger) for a given fiscal
reporting period and year. This table is applicable only for expense and revenue accounts.

Account_Number
Fiscal_Year

RES_AWARD_ACCOUNT

April 17, 2006
Data on the SL_ACCOUNT_DESCRIPTION table is extracted from the attribute records of the Subsidiary Ledger File of the
Financial Accounting System as of the close of each reporting period (see FY_Reporting_Period_Code) of each fiscal year since
FY 1990-91.
Each account number for which accounting information is maintained by the Financial Accounting System is represented by one
row on the SL_ACCOUNT_DESCRIPTION table. The row contains columns with information describing the attributes of the
table, such as account name, related department number, et cetera, but does not contain any dollar amounts.
In deriving data from the Subsidiary Ledger File for the Data Warehouse for a particular reporting period of a particular fiscal
year, the extract logic is to create a row for each unique Account_Number which has not been physically or logically deleted
(delete flag set to ‘2’) from the file during the particular fiscal year. Please note that there is not always a row on the
SL_ACCOUNT_DESCRIPTION table for an account number (for the same reporting period) represented on the
SL_ACCOUNT_DOLLAR table. If these tables are joined for a particular report, be sure to use an outer join
(SL_ACCOUNT_DOLLAR, ACCOUNT_NUMBER, *= SL_ACCOUNT_DESCRIPTION, ACCOUNT_NUMBER) to retrieve
all rows.
Because there are many rows for one Account_Number (one for each reporting period of each fiscal year since FY 1990-91),
special care should be taken when using the SL_ACCOUNT_DESCRIPTION table for reports. The selection should always be
limited by Fiscal_Year and FY_Reporting _Period_Code(s).
Extracts for the SL_ACCOUNT_DESCRIPTION table are downloaded to the Data Warehouse daily and monthly. The monthly
data is downloaded following the FAS monthly reporting period. Note that data is retained in the Data Warehouse by
FY_Reporting_Period_Code within each fiscal year for three fiscal years prior to the current fiscal year. The data for earlier fiscal
years is maintained as follows: for the final FY_Reporting_Period_Code only, data is stored in the Data Warehouse; for all other
reporting periods, data is archived in the Data Warehouse and is available upon request.

April 17, 2006
SL_ACCOUNT_DOLLAR
Fiscal year-to-date budget and actual amounts for an account and subcode within a given Subsidiary Ledger
for a given fiscal year and fiscal year reporting period; for multi-year projects an account balance row
contains project-to-date budget and actual amounts. This table is applicable only for expense and revenue
accounts.
Primary Key: Department Number

Account_Number
Account_Subcode
Fiscal_Year
Data Warehouse Table Joins: SL_ACCOUNT_DESCRIPTION

RES_AWARD_ACCOUNT

April 17, 2006
Data on the SL table is extracted from dollar records of the Subsidiary Ledger file of the Financial Accounting System as of the
close of each reporting period (see FY_Reporting_Period_Code) of each fiscal year since FY1990-91.
For each account number on the SL_ACCOUNT_DESCRIPTION table, there are many rows on the SL_ACCOUNT_DOLLAR
table, one row for each subcode for which dollars have been budgeted or expended.
In deriving data from the Subsidiary Ledger for the Data Warehouse for a particular reporting period of a particular fiscal year, the
extract logic is to create a row for each unique Account_Number + Account_Subcode (10 digits), where any of the following
columns has a value other than zero: Revised_Budget_Amount, Current_Month_Actual_Amount, Current_YTD_Actual_Amount,
Project_To_Date_Actual_Amt, Current_Encumbered_Amount, Budget_Available_Amount, Last_Year_Cur_Mth_Actual_Amt,
Last_Year_YTD_Actual_Amt.
Because there are many rows for one Account_Number, special care should be taken when using the SL_ACCOUNT_DOLLAR
table for reports. The selection should always be limited by Account_Subcode, Fiscal_Year, and FY_Reporting _Period_Code.
Extracts for the SL_ACCOUNT_DOLLAR table are downloaded to the Data Warehouse daily and monthly. Month data is
downloaded following the FAS monthly reporting period. Note that data is retained in the Data Warehouse by
FY_Reporting_Period_Code within each fiscal year for two fiscal years prior to the current fiscal year. The data for earlier fiscal
years is maintained as follows: for the final FY_Reporting_Period_Code only, data is stored in the Data Warehouse; for all other
reporting periods, data is archived in the Data Warehouse and is available upon request.

April 17, 2006
FAS_TRANSACTIONS
Current month transactions for an account and subcode within a given Subsidiary Ledger for a given fiscal
year and fiscal year reporting period. This table is applicable only for expense and revenue accounts.

Sub_Sub_Department_Number
Update_Account_Number
Update_Account_Subcode
Fiscal_Year
Trans_Sequence_Number

OPEN_COMMITMENTS

April 17, 2006
Data on FAS table is extracted from dollar records of the Subsidiary Ledger file of the Financial Accounting System monthly as of
the close of each reporting period (see FY_Reporting_Period_Code) of each fiscal year.
In deriving the FAS transaction data from Subsidiary Ledger information for the Data Warehouse for a particular reporting period
of a particular fiscal year, the extract logic is to create a row for each unique Account_Number + Account_Subcode (10 digits).
Because there are many rows for one Account_Number, special care should be taken when using the FAS table for reports. The
selection should always be limited by Update_Account_Subcode, Department_Number, Fiscal_Year, and FY_Reporting
_Period_Code.
Extracts for the FAS_Transactions table are downloaded to the Data Warehouse daily and monthly. Monthly data is downloaded
following the FAS monthly reporting period. Note that data is retained in the Data Warehouse by FY_Reporting_Period_Code
within each fiscal year for two fiscal years prior to the current fiscal year. The data for earlier fiscal years is maintained as follows:
for the final FY_Reporting_Period_Code only, data is stored in the Data Warehouse; for all other reporting periods, data is
archived in the Data Warehouse and is available upon request.

April 17, 2006
OPEN_COMMITMENTS
Current and fiscal year-to-date encumbrances for specified accounts and subcodes within a given General
Ledger and Subsidiary Ledger for a given fiscal year and fiscal year reporting period. This table is applicable
only for expense accounts.

Account_Number
Account_Subcode
Fiscal_Year
OC_Reference_ID
OC_Reference_Number

April 17, 2006
Data on the Open Commitment table is extracted monthly from the open commitment file of the Financial Accounting System as
of the close of each reporting period (see FY_Reporting_Period_Code) of each fiscal year.
In deriving data from the open commitment for the Data Warehouse for a particular reporting period of a particular fiscal year, the
extract logic is to create a row for each unique Account_Number + Account_Subcode (10 digits), Department_Number,
Fiscal_Year and FY_Reporting_Period_Code.
Extracts for the Open_Commitment table are downloaded to the Data Warehouse daily and monthly. Monthly data is downloaded
following the FAS monthly reporting period. Note that data is retained in the Data Warehouse by FY_Reporting_Period_Code
within each fiscal year for two fiscal years prior to the current fiscal year. The data for earlier fiscal years is maintained as follows:
for the final FY_Reporting_Period_Code only, data is stored in the Data Warehouse; for all other reporting periods, data is
archived in the Data Warehouse and is available upon request.

April 17, 2006
DATA WAREHOUSE DATA EXTRACTED FROM THE FINANCIAL ACCOUNTING SYSTEM:
COLUMNS
Beginning_Fund_Balance_Amount
This column contains an amount that represents the balance of a particular General Ledger account at the
beginning of the month. [Format: numeric with 2 places after the decimal]
The equation (using columns from the GL_ACCOUNT_DETAIL_DOLLAR table) that results in the value of
this column for a particular account is as follows:
Ending_Balance_Amount
minus: Current_Month_Activity_Amount
equals: Beginning_Fund_Balance
where values in the Account_Control_Number column

range from 3000-3999.
Table Reference: GL_ACCOUNT_SUMMARY_DOLLAR
Current_Month_Activity_Amount
The net amount added to or subtracted from a given account for the current fiscal period. [Format: numeric
with 2 places after the decimal]
Table Reference: GL_ACCOUNT_DETAIL_DOLLAR

April 17, 2006
Current_Month_Addition_Amount
This column contains the total amount added during the current month to a particular General Ledger account.
It is derived by totaling dollar values in the Current_Month_Activity_Amount column of the
GL_ACCOUNT_DETAIL_DOLLAR table for the account where values in the Account_Control_Number
column range from 4000-4799. [Format: numeric, with 2 places after the decimal]
Current_Month_Deduction_Amount
This column contains the total amount subtracted during the current month from a particular General Ledger
account. It is derived by totaling dollar values in the Current_Month_Activity_Amount column of the
GL_ACCOUNT_DETAIL_DOLLAR table for those rows for the account where values in the
Account_Control_Number column range from 5000-5799. [Format: numeric, with 2 places after the
decimal]
Current_Month_Expense_Amount
This column contains an amount that represents the current month expenses for a particular General Ledger
account. This amount is derived by totaling dollar values in the Current_Month_Activity_Amount column of
the GL_ACCOUNT_DETAIL_DOLLAR TABLE for those rows for the account where values in the
decimal]

April 17, 2006
Current_Month_Revenue_Amount
This column contains an amount that represents the current month revenues for a particular General Ledger
the GL_ACCOUNT_DETAIL_DOLLAR table for those rows for the account where values in the
decimal]
Current_Month_Transfer_Amount
This column contains the total amount transferred during the current month for a particular General Ledger
the GL_ACCOUNT_DETAIL_DOLLAR table for those rows for the account where values in the
Account_Control_Number column range from 4800-4999, 5800-5999. [Format: numeric, with 2 places after
the decimal]
Cur_Mth_Fund_Balance_Amount
This column contains an amount that represents the current month fund balance for a particular General
Ledger account. This amount is derived by totaling dollar values in the Current_Month_Activity_Amount
column of the GL_ACCOUNT_DETAIL_DOLLAR table for those rows for the account where values in the
Account_Control_Number column range from 3000-3999 [Format: numeric, with 2 places after the decimal]

April 17, 2006
Department_Number
Department_Number follows the FAS numeric coding system. Each account number is associated with only
one department, but departments have many account numbers. [Format: 3-digit number]
Table Reference: GL_ACCOUNT_DESCRIPTION

SL_ACCOUNT_DOLLAR
Ending_Balance_Amount
Please note that on the GL_ACCOUNT_DETAIL_DOLLAR table, the ending balance amount is calculated at
the account control level of a given account whereas on the GL_ACCOUNT_SUMMARY_DOLLAR table,
the column represents the ending balance amount of a given fund account for the fiscal year through the
current reporting period. This differs from the usage in FAS, where the year-to-date actual amount for a given
reporting period excludes the amount for that reporting period. [Format: numeric with 2 places after decimal]


April 17, 2006
Fiscal_Year
In the Data Warehouse the year during which a fiscal year begins is used to identify that fiscal year. For
example, the Fiscal_Year value for the 1994-95 fiscal year is '1994.' The fiscal year begins on July 1 and ends
on June 30. [Format: 4-digit number]
SL_ACCOUNT_DOLLAR
FAS data in the Data Warehouse is maintained in chronological order by fiscal year and the
FY_Reporting_Period_Code. Format: [2-digit number (01 through 12)] Code values are as follows:
FY Reporting Period Data Extracted from July 1 through:
01 August 31 (current month = July and August)
02 September 30 (current month = September)
03 October 31 (current month = October)
04 November 30 (current month = November)
05 December 31 (current month = December)
06 January 31 (current month = January)
07 February 28 (current month = February)
08 March 31 (current month = March)
09 April 30 (current month = April)
10 May 31 (current month = May)
11 June 30 (current month = June - preliminary)
12 June 31 (current month = June - FY Final)

SL_ACCOUNT_DOLLAR

April 17, 2006
FY_Beginning_Balance_Amount
Please note that on the GL_ACCOUNT_DETAIL_DOLLAR table, the balance is calculated at the account
control level of a given account whereas on the GL_ACCOUNT_SUMMARY_DOLLAR table, the column
represents the balance amount of the given account. The balance of a given fund account at the end of the
prior fiscal year, before any activity for the current year. It relates to balance sheet accounts and is used
primarily for multi-year sponsored projects. [Format: numeric with 2 places after the decimal]

GL_Map_Code
A five-digit number which, when preceded by a zero, identifies the General Ledger account number to which
a particular Subsidiary Ledger account maps. Many Subsidiary Ledger accounts map to one General Ledger
account. [Format: 5-digit number]

Last_Year_Cur_Mth_Actual_Amount
The amount charged to a given account and subcode for the current reporting period of the prior fiscal year.
[Format: numeric, with 2 places after the decimal]
Table Reference: SL_ACCOUNT_DOLLAR

April 17, 2006
Last_Year_Ytd_Actual_Amount
The amount charged to a given account and subcode for the prior fiscal year up to and including the current
reporting period. The usage of this column in the Data Warehouse is consistent with that in FAS. [Format:
numeric, with 2 places after the decimal]
Project_Acct_FY_End_Amt
For accounts and subcodes which represent multi-year projects, the actual amount charged to the account and
subcode as of the end of the previous fiscal year. To determine the total amount charged to the particular
project account and subcode to date, it is necessary to add this column to the Current YTD Actual Amount
column. [Format: numeric, with 2 places after the decimal]
YTD_Addition_Amount
This column contains the total amount added year-to-date to a particular General Ledger account. It is derived
by totaling dollar values in the Ending_Balance_Amount column of the
decimal]

April 17, 2006
YTD_Deduction_Amount
This column contains the total amount subtracted year-to-date from a particular General Ledger account. This
amount is derived by totaling dollar values in the Ending_Balance_Amount column of the
decimal]
YTD_Expense_Amount
This column contains an amount that represents the year-to-date expenses for a particular General Ledger
account. This amount is derived by totaling dollar values in the Ending_Balance_Amount column of the
decimal]
YTD_Revenue_Amount
This column contains an amount that represents the year-to-date revenues for a particular General Ledger
account. This amount is derived by totaling dollar values in the Ending_Balance_Amount column of the
decimal]

April 17, 2006
YTD_Transfer_Amount
This column contains the total amount transferred year-to-date for a particular General Ledger account. This
amount is derived by totaling dollar values in the Ending_Balance_Amount column of the
Account_Control_Number column range from 4800-4999, 5800-5999. [Format: numeric, with 2 places after
the decimal]

April 17, 2006
DATA WAREHOUSE DATA EXTRACTED FROM THE STUDENT INFORMATION SYSTEM:
TABLES
This table summarizes the various financial aid payments on behalf of a student for a particular academic term
and financial aid fund.

Award_Fund_Code
Term_Identifier
Award_Year
School_Code
Data Warehouse Table Joins: STUDENT_CHARGE_ITEM_SUMMARY

Data on the FA_DISBURSEMENT_SUMMARY table is extracted from the following tables in the sis database in the University
Data Warehouse:
TDET_STUDENT_TRAN_DETAIL
MONY_FINANCIAL_AID_FUND

April 17, 2006
Payment amounts which represent award funds (Award_Fund_Code) are accumulated within unique combinations of:
Term_Identifier
Fiscal_Year
Award_Year
School_Code
Award_Fund_Code
Account_Number
Account_Subcode
Department_Number
Each row on FA_DISBURSEMENT_SUMMARY is created by the above summarization process. The table is recreated at the
beginning of each calendar month.

April 17, 2006
STUDENT_CHARGE_ITEM_SUMMARY (By Department or School Only)
This table summarizes the various charges to a student for a particular academic term.

Term_Calendar_Year
Term_Code
Charge_Code


Data on the STUDENT_CHARGE_ITEM_SUMMARY table is extracted from the following tables in the sis database in the
University Data Warehouse and is customized by department or school:
TDET_STUDENT_TRAN_DETAIL
CHRG_CHARGE_CODE
BTYP_BALANCE_TYPE

April 17, 2006
Transaction amounts which represent charges (Charge Code) are accumulated within unique combinations of:
Term_Identifier
Charge_Code
Balance_Type_Code
Account_Number
Account_Subcode
Department_Number
Each row on the STUDENT_CHARGE_ITEM_SUMMARY tables is created by the above summarization process. The tables are
recreated at the beginning of each calendar month.

April 17, 2006
DATA WAREHOUSE DATA EXTRACTED FROM THE STUDENT INFORMATION SYSTEM:
COLUMNS
Fiscal_Year
The Fiscal Year is not stored in SIS but is derived based on the Term_Calendar_Year and Term_Code. If the
Term_Code is ‘2’ or ‘3’ (i.e., summer or fall terms), the Fiscal Year is the same as the Term_Calendar_Year;
otherwise, the Fiscal_Year is the year prior to the Term_Calendar_Year. [Format: 4- digit number]
Table Reference: MULTIPLE
The value in this column (a 9-digit number preceded by the letter C) uniquely identifies a given individual in
SIS, whether that individual is a student, an alumnus, or a faculty member. In SIS the number is system-
generated. On the Data Warehouse tables, this number refers to a present or former student. [Format: C + 9
numbers]
Table Reference: FA_DISBURSEMENT_SUMMARY

School_Code
In the Data Warehouse School_Code is used to identify a self-governing academic unit which admits
students, offers programs, and sets and monitors academic standards. This differs from the usage in SIS,
where these academic units are designated by the term Division Code. It is consistent, however, with the
usage in the SRS. [Format: 2 characters, all upper case (e.g., CC)]

April 17, 2006
DATA WAREHOUSE TABLES FROM SPOTS
Employee Open FAS

GL
SL Account
Account Description
Description
Employee
Distributed
Pay
Employee
Position

Employee
Leave
Res Propl
Suppl
Res_
Subcontract
Res Res_
Res
Subcontractor
Staff Docu
dss-tables.vsd

April 17, 2006
DATA WAREHOUSE TABLES FROM SPOTS - Relationship Diagram
governs RES_PROPL_AWARD_AND_SUPPL
RES_PROPOSAL_AND_AWARD Department_Number
Project_Number
governs
Department_Number Budget_Period_Code
Project_Number RESEARCH_PROJECT Supplement_Sequence_Number
Budget_Period_Code Proposal_Award_Status_Flag
Department_Number
Project_Number ..
Project_Status_Flag .
..
. ..
.
is staffed by
is divided into RESEARCH_STAFF_MEMBER

Department_Number
may have
is associated with Sub_Department_Number is associated with
Project_Number
Budget_Period_Code
is associated with Scope_Indicator_Code is associated with
..
.
RESEARCH_AWARD_ACCOUNT RES_AWARD_AND_EXPECTD_AWRD
Department_Number Department_Number
Sub_Department_Number Project_Number
Project_Number Budget_Period_Code
Budget_Period_Code Expected_Award_Sequence_Number
..
.. .
.

April 17, 2006
DATA WAREHOUSE DATA EXTRACTED FROM THE SPONSORED PROJECTS ONLINE
TRACKING SYSTEM: TABLES
GRANTING_AGENCY
An External Organization (federal agency, foundation, corporation, etc.) that provides funding for specific
research or training proposals submitted by Principal Investigators at the University. (Source: Sponsored
Primary Key: Granting_Agency_Code
Data Warehouse Table Joins: RESEARCH_PROJECT

Data on the GRANTING_AGENCY table is extracted from the Agency file of the Sponsored Projects Online Tracking System
(SPOTS) daily. When new results are downloaded, to the Data Warehouse, they replace the prior existing data.
A row is created on the Data Warehouse GRANTING_AGENCY table for each agency that sponsors research activity. Each row
contains columns showing the unique identifier for a specific agency, the type of agency (federal, state, city, private), the category
to which the agency belongs (the Granting_Agency_Category_Code also appears on the SL_ACCOUNT_DESCRIPTION table),
and the complete name of, as well as an acronym for, the agency.
The table may be used as a reference for limiting the values in the Granting_Agency_Code column in the RESEARCH_PROJECT
table.

April 17, 2006
RESEARCH_PROJECT
A sponsored research activity which takes place over several years and which may include multiple Grants,
Awards, Proposals and Grantors. (Source: Sponsored Projects Online Tracking System)

Project_Number
Project_Status_Flag
Data Warehouse Table Joins: RES_PROPOSAL_AND_AWARD

RES_AWARD_ACCOUNT

Data on the RESEARCH_PROJECT table is extracted from the Budget-General file of the Sponsored Projects Online Tracking
System (SPOTS) daily. When new results are downloaded, they replace the prior existing data.
For each sponsored project, there are either one or two rows on the RESEARCH_PROJECT table. If the proposed project has
been rejected or has not yet been acted upon, only one row will exist for the project, showing attribute values for the proposal. (A
null value in the Project_Admin_Action_Flag column indicates that an award has not yet been made, and any value other than “A”
or “B” indicates that the project has been rejected for a given reason.) If an award has been made, there will be two rows for the
project: one with information describing the attributes of the proposal, the other describing the attributes of the award.
Since a funded project may take place over several years and thus have more than one budget period, the attributes on the
RESEARCH_PROJECT table reflect those of the latest budget period. Thus, the values in the Project_Total_Direct_Cost_Amt
and the Project_Indirect_Cost_Amt columns represent the most recent dollar amounts for the project. In certain cases the
Granting_Agency_Code on the RESEARCH_PROJECT table identifies a secondary granting agency. For example, if the NIH, a
primary granting agency, awarded project funds to another institution, and that institution subcontracted part of the award to
Columbia, the Granting_Agency_Code would refer to that institution, not to the NIH.
April 17, 2006
A Columbia University employee who participates, as a Principal Investigator or other capacity, in a
sponsored research project. (Source: Sponsored Projects Online Tracking System)

PS_Employee_Id
Project_Number
Budget_Period_Code
Proposal__Award_Status_Flag

EMPLOYEE
EMPLOYEE_POSITION

Data on the RESEARCH_STAFF_MEMBER table is extracted from the Staff File, Budget-General File and Budget-Detail File of
the Sponsored Projects Online Tracking System (SPOTS) daily. When new results are downloaded to the Data Warehouse, they
replace the prior existing data.
Each row contains columns with information describing a staff member’s participation in a given proposal, award, or scope
(subdivision of award by account) for a given budget period. Thus, there may be one or multiple rows for a particular staff
member associated with a given project, with each row describing a particular proposal, award, or scope. The
Scope_Indicator_Code is used to connote whether the row represents the proposal/award (where the value is blank) or a scope
(where the value is a three-character code defining the scope).
Since the RESEARCH_STAFF_MEMBER tables includes staff information for pending proposals, awarded proposals, and
scopes, it is usually advisable to limit the value in the Proposal_Award_Status_Flag column to “PR” (proposal) or “AW “ (award)

April 17, 2006
in query selection. It should be noted also that the value in the Department_Number column for a given row represents the
department responsible for administering the proposal, award, or scope. It may or may not be equal to the value in the
Staff_Department_Number column, which represents the department to which the staff member is primarily assigned.

April 17, 2006
RES_AWARD_ACCOUNT
Descriptive and budgetary information, budget period by budget period, for those subsidiary ledger accounts
that are funded by sponsored projects. (Source: Sponsored Projects Online Tracking System)

Project_Number
Budget_Period_Code

SL_ACCOUNT_DOLLAR

Data on the RES_AWARD_ACCOUNT table is extracted from the Budget-General File and Budget-Detail File of the Sponsored
Projects Online Tracking System (SPOTS) daily. When new results are downloaded to the Data Warehouse, they replace the prior
existing data.
Each row contains columns with account information for a given budget period for an award or scope (subdivision of award by
account). It should be noted that for awards administered by departments on the Morningside campus, there are gaps in the data
for some budget periods that ended prior to 1993.

April 17, 2006
A Columbia University employee who participates, as a Principal Investigator in a sponsored research project.
(Source: Sponsored Projects Online Tracking System)
PS_Employee_Id
Project_Number
Budget_Period_Code
EMPLOYEE
EMPLOYEE_POSITION

Data on the RES_PRINCIPAL_INVESTIGATOR table is extracted from the Staff File, Budget-General File and Budget-Detail
File of the Sponsored Projects Online Tracking System (SPOTS) daily. When new results are downloaded to the Data Warehouse,
they replace the prior existing data.
Each row contains columns with information describing a Principal Investigator’s participation in a given proposal or award for a
given budget period. Thus, there may be one or multiple rows for a particular staff member associated with a given project, with
each row describing a particular proposal or award.
Since the RES_PRINCIPAL_INVESTIGATOR tables includes staff information for pending proposals and awarded proposals, it
is usually advisable to limit the value in the Proposal_Award_Status_Flag column to “PR” (proposal) or “AW” (award) in query
selection. It should be noted also that the value in the Department_Number column for a given row represents the department
responsible for administering the proposal or award. It may or may not be equal to the value in the Staff_Department_Number
column, which represents the department to which the staff member is primarily assigned.
April 17, 2006
The funding, together with the anticipated funding, by a Grantor (sponsoring organization) of a Proposal
made by a Principal Investigator at the University. (Source: Sponsored Projects Online Tracking System)

Project_Number
Budget_Period_Code

RES_AWARD_ACCOUNT

Data on the RES_AWRD_AND_EXPECTD_AWRD table is extracted from the Budget-General File of the Sponsored Projects
Online Tracking System (SPOTS) daily. When new results are downloaded to the Data Warehouse, they replace the prior existing
data.
Each row contains columns with dollar and date information for a given award budget period or expected future award. There may
be up to four rows for a given award budget period depending upon the number of records with information about expected awards
that were extracted from SPOTS. The value in the Expected_Award_Sequence_Number column indicates the sequence in which
the future awards are expected: “0” indicates the currently awarded budget period; “1”, the budget period immediately following
the current budget period; “2”, the next budget period, etc. The information on a current award for a given budget period, i.e.,
where the Expected_Award_Sequence_Number column has a value of “0”, duplicates that on the corresponding row (award and
budget period) on the RES_PROPOSAL_AND_AWARD table.
Supplemental dollar amounts awarded by the granting agency within a budget period are included in both the
Inclv_Or_Expected_Awrd_TDC_Amt and the Inclv_Or_Expected_Awrd_IC_Amt columns.

April 17, 2006
Information about (1) an Award made by a Grantor (sponsoring organization) to fund a Proposal made by a
Principal Investigator at the University, (2) any supplements to the Award, and (3) the Proposal itself.
(Source: Sponsored Projects Online Tracking System

Project_Number
Budget_Period_Code

RES_AWARD_ACCOUNT

Data on the RES_PROPL_AND_SUPPL table is extracted from the Budget-General File of the Sponsored Projects Online
Tracking System (SPOTS) daily. When new results are downloaded to the Data Warehouse, they replace the prior existing data.
For each budget period for each award and/or proposal, one or more rows are created on the
RES_PROPL_AWARD_AND_SUPPL table. If the proposal for the budget period has not yet been funded (indicated by a null
value in the Budget_Admin_Action_Code) or has been rejected (indicated by a value other than “A” or “B”), there will be only
one row for the particular budget period.
If an award has been made for the budget period, there will be at least two rows: one with dollar and attribute information on the
proposal, and a second with like information on the award. In addition, there can be up to 99 rows (usually less than 30) with
information on each supplement awarded within the budget period

April 17, 2006
The RES_PROPL_AWARD_AND_SUPPL table is similar to the RES_PROPOSAL_AND_AWARD table, since they are both
derived from the same sources in SPOTS. The difference is that the dollar amounts in the Inclusive_Budget_TDC_Amount and
the Inclusive_Budget_IC_Amount columns on the RES_PROPOSAL_AND_AWARD table include dollar amounts awarded to
supplements within a budget period, whereas the dollar amounts in the Budget_Total_Direct_Cost_Amt and
Budget_Indirect_Cost_Amount columns on the RES_PROPL_AWARD_AND_SUPPL table represent the dollar amounts
awarded to the budget period or one of its supplements.

April 17, 2006
Information about (1) an Award made by a Grantor to fund a Proposal made by a Principal Investigator at the
University and (2) the Proposal itself. (Source: Sponsored Projects Online Tracking System

Project_Number
Budget_Period_Code


Data on the RES_PROPOSAL_AND_AWARD table is extracted from the Budget-General File of the Sponsored Projects Online
Tracking System (SPOTS) daily. Each new results replace the prior existing data.
For each budget period, one or two rows are created on the RES_PROPOSAL_AND_AWARD table. If the proposal for the
budget period has not yet been funded (indicated by a null value in the Budget_Admin_Action_Code) or has been rejected
(indicated by a value other than “A” or “B”), there will be only one row for the particular budget period. If an award has been
made for the budget period, there will be two rows: one with dollar and attribute information on the proposal; the other with like
information on the award.
The RES_PROPOSAL_AND_AWARD table is similar to the RES_PROPL_AWARD_AND_SUPPL table, since they are both
derived from the same sources in SPOTS. The difference is that the dollar amount columns on the
RES_PROPOSAL_AND_AWARD table include dollar amounts awarded to supplements within a budget period, whereas the
dollar amount columns on the RES_PROPL_AWARD_AND_SUPPL table represent the dollar amounts awarded to the budget
period or one of its supplements.

April 17, 2006
RES_PRORATED_AWARD
Information about an Award made by a Grantor to fund a Proposal made by a Principal Investigator at the
University. The dollar amounts awarded for each budget period are prorated to specific fiscal years.

Fiscal_Year
Project_Number
Budget_Period_Code


Data on the RES_PRORATED_AWARD table is derived daily from the award data on the RES_PROPOSAL_AND_AWARD
table. Each new results replace the prior existing data.
For each budget period, the dollar amounts awarded are prorated to a specific fiscal year. The formula for the prorated amount is a
calculated monthly amount of the award multiplied by the number of months the award is active in a specified University fiscal
year. Data for each award is prorated to the current fiscal year, the prior fiscal year and the next fiscal year. For each budget
period of an award, there is one row for each fiscal year to which the award amount is prorated.

April 17, 2006
RES_SUBCONTRACT
This table describes an agreement, the Subcontract, by which an external agency agrees to render services for
the performance of part or all of a Project awarded by a Granting Agency to the University.


RES_SUBCONTRACTOR
RES_SUBCONTRCTOR_STAFF

Data on the RES_SUBCONTRACT table is extracted from the Subcontract file of the Sponsored Projects Online Tracking System
(SPOTS) daily.
There is one row for each Subcontract identified by its sponsoring award, budget period, scope (subdivision of the award by
account), sequence number and amendment number.

April 17, 2006
The documentation as to the requirements, if any, for a substantiation (audit, fiscal, patent, technical other)
that may be imposed on a Subcontractor as part of the Subcontract agreement.

Documentation_Type_Code
Data Warehouse Table Joins: RES_SUBCONTRACT

RES_SUBCONTRACTOR
RES_SUBCONTRACT_STAFF

Data on the RES_SUBCONTRACT_DOCU table is extracted from the Subcontract file of the Sponsored Projects Online Tracking
System (SPOTS) daily.
For each Subcontract, there may be one or more rows indicating the documentation requirement imposed by the Subcontract
agreement. The Subcontract is identified by a Subcontract_ID_Number comprised of its sponsoring award, budget period, scope
(subdivision of the award by account), sequence number and amendment number.

April 17, 2006
RES_SUBCONTRACTOR
exists.


RES_SUBCONTRACT_STAFF

Data on the RES_SUBCONTRACTOR table is extracted from the Subcontract file of the Sponsored Projects Online Tracking
System (SPOTS) daily.
There is one row for each Subcontract that describes its subcontractor (name, address, and type of ownership) The Subcontract is
identified by a Subcontract_ID_Number comprised of its sponsoring award, budget period, scope (subdivision of the award by
account), sequence number and amendment number.

April 17, 2006
An individual who is associated with a subcontractor, either as a contact person or a principal investigator, on
a particular Subcontract.

Staff_Member_Role_Code

RES_SUBCONTRACTOR

Data on the RES_SUBCONTRACTOR_STAFF table is extracted from the Subcontract file of the Sponsored Projects Online
Tracking System (SPOTS) daily.
For each Subcontract, there is one row for each staff member’s role on the Subcontract. The Subcontract is identified by a
Subcontract_ID_Number comprised of its sponsoring award, budget period, scope (subdivision of the award by account), sequence
number and amendment number.

April 17, 2006
DATA WAREHOUSE DATA EXTRACTED FROM THE SPONSORED PROJECTS ONLINE
TRACKING SYSTEM: COLUMNS
Account_Mapping_Flag
When set to “Y,” the Account_Mapping_Flag indicates that an award has been scoped (subdivided by
account). The RESEARCH_STAFF_MEMBER table contains multiple rows for a particular staff member
for a particular award if that staff member is associated with both the award and one or more of its scopes.
This flag is useful in tracking awards and their related scopes, especially when an award is administered by
one department and a related scope by another. But some scopes have the same account number as the award,
and where a staff member is associated with each, multiple news might be returned for that person if this
column is not limited to “Y”. Therefore, to avoid duplicate rows when joining to the
EMPLOYEE_DISTRIBUTED_PAY, EMPLOYEE, or EMPLOYEE_POSITION tables, this column should
be limited to “Y.”. [Format: (Y or N)]
Table Reference: RESEARCH_STAFF_MEMBER
Account_TOT_Revised_Budget_Amt
Account_Indirect_Cost_Amount
When an award has been scoped (subdivided by account), a portion of the total direct costs, as well as a
portion of the indirect costs, of the award is allocated to a specific account. The
Account_Tot_Revised_Budget_Amt column reflects the total direct costs across subcodes for that account,
exclusive of the amount allocated for overhead costs. The latter costs are reflected in the
Account_Indirect_Cost_Amount, which contains indirect costs across subcodes for the account. [Format:
numeric, no decimals]
Table Reference: RES_AWARD_ACOUNT

April 17, 2006
Award_Or_Proposal_Role_Code
Scope_Role_Code
A staff member can have one or multiple roles with respect to a given research project. These roles are
tracked by a 2-digit code, where “01” indicates a Principal Investigator, “02”, a Co-Principal Investigator, etc.
The Award_Or_Proposal_Role_Code signifies the role of the staff member in a particular award and should
be assessed with reference to the Budget_Period_Code. The Scope_Role_Code signifies the role of the staff
member in a particular scope (subdivision by account) of the award and should be assessed with reference to
the related account. [Format: 2-digit number]
Award_Or_Propl_Rsby_Order_Cd
Scope_Responsibility_Order_Code
Sometimes there are multiple Principal Investigators on a proposal, award, or scope. In these situations the
first Principal Investigator is identified by a value of “1” in the Award_Or_Propl_Rsby_Order_Cd or
Scope_Responsibility_Order_Code, the second Principal Investigator, by a value of “2,” and the third, by a
value of “3.” [Format: 1-digit number]
The Award_Or_Propl_Rsby_Order_Code signifies the order of the Principal Investigator in a particular award
and should be assessed with reference to the Budget_Period_Code. The Scope_Responsibility_Order_Code
signifies the order in a particular scope (subdivision by account) of the award and should be assessed with
reference to the particular account. [Format: 2-digit number]

April 17, 2006
Budget_Period_Code
Projects are usually funded over more than one time period (e.g., year), and thus a particular award can be
identified by its Budget_Period_Code, a 2-digit code beginning with “01” for the initial budget period and
incremented by one for each subsequent time period during the life of the project. [Format: 2-digit number ]
Table Reference: RES_AWARD_ACCOUNT

Budget_Admin_Action_Code
Project_Admin_Action_Code
The values in these two columns convey information as to the action, if any, taken by the granting agency
with respect to an award or proposal (Budget_Admin_Action_Code) or project
(Project_Admin_Action_Code). A null value indicates that no action has yet been taken; “A” or “B,” that an
award has been made; and all other codes, a rejection for a given reason. [Format: 1 character]
Table Reference: RES_PROPOSAL_AND_AWARD

RESEARCH_PROJECT

April 17, 2006
Department_Number
Since a scope account can be administered in a department different from the one administering the entire
project, when joining the RESEARCH_STAFF_MEMBER or RES_AWARD_ACCOUNT tables (whose lowest
common denominator are scope accounts) with tables whose lowest common denominator are the whole
award (i.e., RESEARCH_PROJECT, RES_AWRD_AND_EXPECT_AWRD,
RES_PROPOSAL_AND_AWARD, RES_PROPL_AWARD_AND_SUPPL, RES_PRORATED_AWARD and
RES_PRINCIPAL_INVESTIGATOR) be certain the Department_Number columns in each table are NOT
joined. [Format: 3-digit number]

RES_AWARD_ACCOUNT
RESEARCH_PROJECT
RES_PRORATED_AWARD
In evaluating project funding, it is useful to consider anticipated awards, which are identified by the
Expected_Award_Sequence_Number. For example, in a three-year project where the granting agency has
actually awarded funding for the first budget period, the second and third years are considered anticipated
awards and would be identified by a “1” and “2,” respectively, in this column; a “0” value indicates the
current award budget period. [Format: 1-digit numeric ]
Table Reference: RES_AWRD_AND_EXPECTD_AWRD

April 17, 2006
Extended_Budget_End_Date
Extended_Participation_End_Dt
From time to time a granting agency may extend the end of an award (one or more times) beyond the original
date without awarding additional funds for the extended budget period. In those instances the last day of the
extended budget period is identified by the Extended_Budget_End_Date column, and the last day of the staff
member’s participation in the award is identified by the Extended_Participation_End_Dt. [Format:
MM/DD/YY]
Table Reference: RES_PROPOSAL_AND_AWARD

RES_STAFF_MEMBER
Project_Status_Flag
The status of both a project and each of its related budget period awards is indicated by a flag where “PR”
designates the proposal stage and “AW” indicates that the award has been made. [Format:2-character]
Table Reference: RESEARCH_PROJECT


April 17, 2006
Scope_Flag
When set to “Y,” the Scope_Flag indicates that a particular project has been funded and that the resulting
award has been scoped (subdivided by account into separately administered units). [ Format: Y/N]
Table Reference: RESEARCH_PROJECT

The Scope_Indicator_Code is used on the RES_AWARD_ACCOUNT and RESEARCH_STAFF_MEMBER

tables to connote whether a particular row contains information on the award itself (where the value is blank,
“ ”) or one of its related scopes (where the value is a 3-character code). [Format:3-character]
Table Reference: RES_AWARD_ACCOUNT


April 17, 2006
INDEX
DATA EXTRACTED FROM THE LABOR DISTRIBUTION SYSTEM: COLUMNS,
57
—A— DATA EXTRACTED FROM THE LABOR DISTRIBUTION SYSTEM: TABLES, 55
ACADEMIC_RANK_CODE, 45 DATA EXTRACTED FROM THE PEOPLE @ COLUMBIA SYSTEM, 38
ACADEMIC_RANK_CODE1, 45 DATA EXTRACTED FROM THE PEOPLE @ COLUMBIA SYSTEM
ACADEMIC_RANK_CODE2, 45 : COLUMNS:, 45
ACCOUNT_INDIRECT_COST_AMOUNT, 109 DATA EXTRACTED FROM THE PEOPLE @ COLUMBIA SYSTEM: TABLES, 41
ACCOUNT_MAPPING_FLAG, 109 DATA EXTRACTED FROM THE SPONSORED PROJECTS ONLINE TRACKING
ACCOUNT_TOT_REVISED_BUDGET_AMT, 109 SYSTEM: COLUMNS, 109
ACTION_EFFECTIVE_DATE, 46 DATA EXTRACTED FROM THE SPONSORED PROJECTS ONLINE TRACKING
ACTION_TYPE_CODE, 46 SYSTEM: TABLES, 93
ADMIN_DEPARTMENT_NUMBER, 49, 57 DATA EXTRACTED FROM THE STUDENT INFORMATION SYSTEM:
APPOINTMENT_END_DATE, 46 COLUMNS, 90
AWARD_OR_PROPL_RSBY_ORDER_CD, 110 DATA EXTRACTED FROM THE STUDENT INFORMATION SYSTEM: TABLES,
AWARD_OR_PROPOSAL_ROLE_CODE, 110 86
Data Warehouse TABLE FROM LDS - Diagram, 54
Data Warehouse TABLES EXTRACTED FROM FAS - Diagram, 62
—B— Data Warehouse TABLES EXTRACTED FROM FAS - Relationship Diagram, 63
BASE_SALARY_AMOUNT, 47 Data Warehouse TABLES EXTRACTED FROM PAC - Diagram, 40
BEGINNING_FUND_BALANCE_AMOUNT, 77 Data Warehouse TABLES FROM SPOTS - Diagram, 91
BENEFITS_ELIGIBILITY_FLAG, 47 Data Warehouse TABLES FROM SPOTS - Relationship Diagram, 92
BUDGET_ADMIN_ACTION_CODE, 111
BUDGET_PERIOD_CODE, 111 —E—
EARNINGS_TYPE_CODE, 57
—C— EMPLOYEE, 24, 41
CLIENT/SERVER TECHNOLOGY, 20 EMPLOYEE LEAVE, 25, 42
COLUMN, 17 EMPLOYEE_DISTRIBUTED_PAY, 24, 55
CURRENT_MONTH_ADDITION_AMOUNT, 78 EMPLOYEE_POSITION, 25, 43
CURRENT_MONTH_DEDUCTION_AMOUNT, 78 EMPLOYEE_POSITION_NUMBER, 49
CURRENT_MONTH_EXPENSE_AMOUNT, 78 EMPLOYEE_RECORD_NUMBER, 50
CURRENT_MONTH_REVENUE_AMOUNT, 79 ENDING_BALANCE_AMOUNT, 80
CURRENT_MONTH_TRANSFER_AMOUNT, 79 EXPECTED_AWARD_SEQUENCE_NUMBER, 112
CURRENT_MONTH_ACTIVITY_AMOUNT, 77 EXTENDED_BUDGET_END_DATE, 113
CUR_MTH_FUND_BALANCE_AMOUNT, 79 EXTENDED_PARTICIPATION_END_DT, 113
—D— —F—
DATA QUALITY, 38 FA_DISBURSEMENT_SUMMARY, 26, 86
DATABASE, 16 FIRST_TENURABLE_POSITION_DATE, 50
DEPARTMENT_NUMBER, 49, 57, 80, 112 FISCAL_YEAR, 60, 81, 90

April 17, 2006
FISCAL_YTD_FRINGE_AMOUNT, 61 —O—
FISCAL_YTD_SALARY_AMOUNT, 60
FOREIGN KEY, 19 ORGANIZATION_CODE, 61
FY_BEGINNING_BALANCE_AMOUNT, 82 ORIGINAL_HIRE_DATE, 51
FY_REPORTING_PERIOD_CODE, 81 OUTER JOIN, 17
—G— —P—
GL_ACCOUNT_DESCRIPTION, 27, 68 PEOPLE @ COLUMBIA SYSTEM, 38
GL_ACCOUNT_DETAIL_DOLLAR, 27, 64 PRIMARY KEY, 18
GL_ACCOUNT_SUMMARY_DOLLAR, 28, 66 PROJECT_ACCT_FY_END_AMT, 83
GL_MAP_CODE, 82 PROJECT_ADMIN_ACTION_CODE, 111
GRANTING_AGENCY, 28, 93 PROJECT_STATUS_FLAG, 113
PROPOSAL_AWARD_STATUS_FLAG, 113
PS_EMPLOYEE_ID, 52
—H—
HOURS_PER_WEEK_COUNT, 50 —R—
RACIAL_ETHNIC_CATEGORY_CODE, 52, 122
—I— REPORTING_MONTH_FRINGE_AMT, 61
INDEX, 18, 115 REPORTING_MONTH_SALARY_AMT, 60
RES_PRINCIPAL_INVESTIGATOR, 31, 98
RES_AWARD_ACCOUNT, 30, 97
—J— RES_AWRD_AND_EXPECTD_AWRD, 31, 99
JOB CODE, 51 RES_PROPL_AWARD_AND_SUPPL, 32, 101
JOB FAMILY_CODE, 51 RES_PROPOSAL_AND_AWARD, 32, 103
JOB FAMILY TABLE, 121 RES_PRORATED_AWARD, 33, 104
JOB_FUNCTION_CODE, 51 RES_SUBCONTRACT, 33, 105
JOIN, 17 RES_SUBCONTRACT_DOCU, 33, 106
RES_SUBCONTRACTOR, 34, 107
RES_SUBCONTRACTOR_STAFF, 34, 108
—L— RESEARCH_PROJECT, 29, 94
RESEARCH_STAFF_MEMBER, 30, 95
LAST_YEAR_CUR_MTH_ACTUAL_AMOUNT, 82
ROW, 16
LAST_YEAR_YTD_ACTUAL_AMOUNT, 83
LIMITED SCOPE OF PAC DATA IN THE DATA WAREHOUSE, 38
—S—
—M— SCHOOL_CODE, 90
SCOPE_FLAG, 114
MAJOR CATEGORIES OF EMPLOYEES, 39
SCOPE_INDICATOR_CODE, 114
METADATA, 19
SCOPE_RESPONSIBILITY_ORDER_CODE, 110
MULTIPLE POSITIONS, 38
SCOPE_ROLE_CODE, 110
SIS_IDENTIFICATION_NUMBER, 90
—N— SL_ACCOUNT_DESCRIPTION, 36, 69
SL_ACCOUNT_DOLLAR, 37, 71
NULL VALUE, 19 STRUCTURED QUERY LANGUAGE (SQL), 20
STUDENT_CHARGE_ITEM_SUMMARY, 37, 88
Columbia University Page 120
Administrative Information Services
April 17, 2006
—T—
TABLE, 16
TENURE_GRANTED_DATE, 52
TENURE_STATUS_CODE, 52
TENURE_STATUS_NAME, 52
TERM_CALENDAR_YEAR, 53
TERM_CODE, 53
—U—
UNIVERSITY RANK CODES, 118
—V—
VIEW, 18
—Y—
YTD_ADDITION_AMOUNT, 83
YTD_DEDUCTION_AMOUNT, 84
YTD_EXPENSE_AMOUNT, 84
YTD_REVENUE_AMOUNT, 84
YTD_TRANSFER_AMOUNT, 85

Administrative Information Services
April 17, 2006
University Rank Codes
Job Position
Job Function Code Job Code Job Description Academic Rank
Academic Rank_Code1 Academic Rank_Code2
01 Instruction 010100 Professor 0 Unmodified 01 Unmodified

011100 Associate Professor 1 University 11 Named
012100 Assistant Professor 2 Of Clinical 21 Visiting
013100 Instructor 3 Clinical 22 Named Visiting
014100 Senior Lecturer 4 Professional 31 Adjunct
015100 Lecturer 5 In Discipline 32 Named Adjunct
016100 Associate 6 Affiliate 41 Teaching Fellow
017100 Assistant 51 Music Performance
019900 Other 61 Attending
62 Assoc Attending
63 Asst Attending
71 Special/Retired
72 Sp Serv/Retired
81 Emeritus
82 Named Emeritus
83 Adj Emeritus
91 Retired
99 Other
11 Research 110100 Senior Research Scientist 0 Unmodified 01 Unmodified

110200 Senior Research Scholar 11 Named
111100 Research Scientist 21 Visiting
111200 Research Scholar 22 Named Visiting
112100 Associate Research Scientist 31 Adjunct
112200 Associate Research Scholar 71 Special/Retired
113100 Postdoctoral Research Scientist 98 Grandfathered
113200 Postdoctoral Research Scholar
114100 Senior Staff Associate
115100 Staff Associate
116100 Postdoctoral Research Fellow
116200 Postdoctoral Clinical Fellow
116300 Postdoctoral Residency Fellow

Administrative Information Services APPENDIX A
April 17, 2006
Job Position
21 Libraries 210100 Deputy University Librarian 1 Pos Category 01 Rank I

210200 Director 2 Pos Category 02 Rank II
210300 Associate Director 3 Pos Category 03 Rank III
210400 Assistant Director 4 Pos Category 04 Rank IV
210500 Department Head 5 Pos Category 71 Special/Retired
210600 Assistant Department Head 6 Pos Category 81 Emeritus
210700 Cataloger 82 Named Emeritus
210800 Reference Librarian
210900 Subject Specialist
211000 Functional Specialist
211100 Curator
211200 Archivist
211300 System Librarian
31 Administration 3101XX Pres, VP, Provost * 0 Unmodified 01 Unmodified

3111XX Other Execs (Secy, Contrl, * 1 Vice/Deputy/Exec/Sr/Special 11 Acting
Treasurer, Etc.)
3121XX Dean * 2 Associate 61 Dual Title
3131XX Chairperson * 3 Assistant 71 Special/Retired
3141XX Director * 4 Attending 81 Emeritus
3151XX Mgr/Dept Admin * 9 Other 91 Maritime
3161XX Supv/Coord * 92 Athletics
3171XX Admin Asst/Exec Asst/Asst To * 98 Grandfathered
3181XX Officer *
3191XX Professional *
3199XX Other *
41 Student Appointments 410100 Preceptor 0 Unmodified 01 Unmodified

411100 Teaching Asst 1 I 11 Res Fellow
411200 Teaching Fellow 2 II 21 Science
412100 Reader 3 III 99 Other
413100 Asst Curator
413200 Curator
414100 GRA
415100 DRA
416100 Associate
419900 Other (Stipends)

April 17, 2006
Job Position
51 Supporting Staff 510100 Casual/Work Study Employee 0 Unmodified 01 Unmodified

5101XX Administrative Employee *
510214 Research Employee
510308 Health Related Technicians
510405 Facilities/Trades Employee
510415 Security
510507 Food Service Employee
61 Others 610100 Honorarium 0 Unmodified 01 Unmodified

612100 Special Fellow
613100 Retired Officer
614100 Retired Supporting Staff
615100 Surviving Spouse
* Further modified by Job Family Table (see Appendix B).

April 17, 2006
Job Family Table
Job Family Descr Short Desc

01 ADMN General Administration Gen Admin
02 ADSP Administrative Support Admn Supp
03 COMM Commun/PR/Comm Affairs/Mrktng Comm/PR
04 DVAR Development/Alumni Relations DevAlmRel
05 FAC Facilities/Maint/Trades/RealEs Fac/Maint
06 FINC Finance/Accounting Fin/Accntg
07 FOOD Food Services Food Srvcs
08 HLTH Health Health
09 HMRS Human Resources Human Res
10 LEGL Legal Legal
11 LIBR Libraries Llibraries
12 OTHR Other Other
13 PPGD Pubs/Printing/Graphic Design PubPrGrDes
14 RSCH Research (Lab and Non-Lab) Research
15 SCRT Security Security
16 STUA Stdnt Affairs/Educational Admn StdAf/EdAd
17 TECH Technical/Technology Tech/Tech

Administrative Information Services APPENDIX B
April 17, 2006
Racial Ethnic Category Codes
Racial/Ethnic Description Data Warehouse/SIS PAC Code

Code
A Asian or Pacific Islander A B
B Black B A
E East Indian or Indian Subcontinent E J
H Hispanic H D
I American Indian or Alaskan Native I C
White W E

Administrative Information Services APPENDIX C
April 17, 2006

Data Warehouse Manual

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Database Reference Manual

Columbia University Information Technology (CUIT)

Columbia University Information Technology (CUIT)

Columbia University Information Technology (CUIT)

Columbia University Information Technology (CUIT)

Columbia University Information Technology (CUIT)

Accounts Payable Tables

Columbia University Information Technology (CUIT)

Columbia University Information Technology (CUIT)

Columbia University Information Technology (CUIT)

For more detailed information on Management Reporting Tables, go to https://dwr.ais.columbia.edu/info/COBTBLS.pdf.

For more detailed information on Managerial Reporting Tables, go to https://dwr.ais.columbia.edu/info/COBTBLS.pdf.

Columbia University Information Technology (CUIT)

For more detailed information on LDS tables, go to https://dwr.ais.columbia.edu/info/Xldstlbs.pdf.

Columbia University Information Technology (CUIT)

For more detailed information on PAC tables, go to https://dwr.ais.columbia.edu/info/XPISTBLS.pdf.

Columbia University Information Technology (CUIT)

Columbia University Information Technology (CUIT)

Columbia University Information Technology (CUIT)

For more detailed information on SIS tables, go to https://dwr.ais.columbia.edu/info/XSISTBLS.pdf.

Columbia University Information Technology (CUIT)

Columbia University Information Technology (CUIT)

Columbia University Information Technology (CUIT)

For more detailed information on SPOTS tables, go to https://dwr.ais.columbia.edu/info/XRESTBLS.pdf.

Columbia University Information Technology (CUIT)

Columbia University Information Technology (CUIT)

Each column represents one specific piece of information documented in a table.

Columbia University Information Technology (CUIT)

Columbia University Information Technology (CUIT)

Columbia University Information Technology (CUIT)

Structured Query Language (SQL)

SELECT distinct PS_Employee_ID, Employee_Name, Title_Name

Columbia University Information Technology (CUIT)

Employee Open FAS

Research Res Award Research Res Prorated

Columbia University Information Technology (CUIT)

Primary Key: Table_Name

Primary Key: Column_Name

Primary Key: Department_Number

Columbia University Information Technology (CUIT)

Primary Key: Table_Name

Primary Key: Table_Name

Columbia University Information Technology (CUIT)

Primary Key: PS_Employee_Id

Primary Key: Department_Number

Columbia University Information Technology (CUIT)

Primary Key: Financial_Department_Number

Primary Key: Department_Number

Columbia University Information Technology (CUIT)

Primary Key: Department_Number

Primary Key: Department_Number

Columbia University Information Technology (CUIT)

Primary Key: Department_Number

Primary Key: Department_Number

Columbia University Information Technology (CUIT)

Primary Key: Department_Number

Primary Key: Granting_Agency_Code

Columbia University Information Technology (CUIT)

Primary Key: Department_Number

Primary Key: Department_Number

Columbia University Information Technology (CUIT)

A Columbia University employee who participates, as a Principal Investigator or other capacity, in a

Primary Key: Department_Number