Financial Systems Quick Reference: Systems Overview

Systems Overview
COEUS
Data Warehouse
LDS
MITSIS & WebSIS
NIMBUS
Roles Database
SAP
SumMIT Payroll
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NOTE: This table includes some systems that are not primary financial or supporting systems at MIT and therefore are not outlined in detail in this quick reference. Primary financial systems are listed in bold and are linked to their corresponding sections in this quick reference.

*Primary Authorizers in DLCs are responsible for maintaining authorizations over the resources of the DLC. For further information, see Primary Authorizers' Responsibilities.

Systems Overview

SYSTEM	SYSTEM OF RECORD FOR	FEEDS	AUTHORIZATIONS & HELP	NOTES
COEUS	Sponsored Awards	Daily to SAP	AUTHORIZATIONS & HELP: Contact the COEUS Help team (coeus-help@mit.edu).	MIT application for acquiring and managing sponsored awards. Feeds to SAP for master data (e.g., new WBS elements), authorized total changes.
CYBORG	Human resources data	Nightly to Data Warehouse (Employment and demographic data)	AUTHORIZATIONS & HELP: Use restricted to Human Resources staff.	CYBORG data originates either with the department or the employee.
Data Warehouse	None: All data is fed from other administrative systems of record.	Nightly from SAP, MITSIS, CYBORG, and Libraries Monthly from Telecom Weekly keys Quarterly space	AUTHORIZATIONS: Fill out and submit the web form Request for Access. HELP: Contact warehouse-help@mit.edu.	See the MIT Data Warehouse web site for more information.
ECAT	None	Real-time link to SAP	AUTHORIZATIONS: SAP requisitioning authorization required. HELP: See the Getting Help web page for ECAT.	Notes: Web-based front end to SAP for Purchasing from vendor partners BOC Gases, NECX, Office Depot, and VWR. See the ECAT web site for more info.
Facilities Charges / Maximo	None	Real-time link to SAP	AUTHORIZATIONS & HELP: Use restricted to Facilities staff.	Facilities processing distributes Facilities charges to departmental cost objects monthly. Maximo is the system used to manage work orders.
LDS	None	Monthly from Payroll (MIT Payroll feed is announced via aac-aoquery. To check status of monthly feeds to SAP: From ZMIT menu: Reports >> Closing Status Rep Then click the Execute button.) Nightly from ESANDI Real-time link to SAP/CO module	AUTHORIZATIONS: DLC Primary Authorizer* must contact business-help@mit.edu at 252-1177. HELP: Contact Fred Diphillipo fdiphill@mit.edu 258-8879 or Bob Davine rdavine@mit.edu 253-2970.	The Labor Distribution System (LDS) is used for salary commitments, planning and projections within SAP. LDS month-end process refreshes all salary commitments.
MITSIS & WebSIS	Student Services	Nightly to Data Warehouse	AUTHORIZATIONS: For access to MITSIS, contact mitsis-accounts@mit.edu. Access to WebSIS is obtained through the WebSIS web site. HELP: Email to mitsis-accounts@mit.edu, or see the Student Services Information Technology organization contact list.	MITSIS is the MIT Student Information System. WebSIS is the web front-end to MITSIS for use by students.
NIMBUS	MIT Budgets (for General and Auxiliary budgets)	Nightly from 6:30-7:30 PM to SAP	AUTHORIZATIONS: Contact your Primary Authorizer*, or your area Budget Officer. NIMBUS uses MIT web certificates for user authentication. HELP: For help with Kerberos userids and web certificates, contact the Business Liaison Team: business-help@mit.edu (617) 252-1177. For other help, contact your Budget Officer.	NIMBUS feeds data for General and Auxiliary budgets to SAP nightly.
Roles Database	Authorizations	Nightly to SAP	AUTHORIZATIONS: Contact your Primary Authorizer*, or contact business-help@mit.edu (617) 252-1177. HELP: Contact your School or Area Business Consultant, or contact business-help@mit.edu (617) 252-1177.	Controls authorizations for spending and reporting in: - Data Warehouse - Graduate Admissions System financial reporting - LDS - MIT ID Database - NIMBUS - Roles Database "meta" authorizations - SAP
SAP	Financial Accounting and Reporting	Nightly to Data Warehouse (To check status of monthly feeds to SAP: From ZMIT menu: Reports >> Closing Status Rep Then click the Execute button.)	AUTHORIZATIONS: Contact your Primary Authorizer*, or contact business-help@mit.edu (617) 252-1177. HELP: Contact business-help@mit.edu (617) 252-1177.	See the SAP for MIT web site for more info.
SAPweb	None	Real-time link to SAP	AUTHORIZATIONS: SAP requisitioning authorization required. HELP: Contact business-help@mit.edu (617) 252-1177.	Notes: Web-based front end to SAP for Purchasing from external vendors and internal providers. See the SAPweb web site for more info.
SumMIT Payroll E-TIME ESANDI	Payroll	MIT Payroll feeds monthly to SAP. (The feed is announced via aac-aoquery. To check status of monthly feeds to SAP: From ZMIT menu: Reports >> Closing Status Rep Then click the Execute button.)	AUTHORIZATIONS: Contact Diane Monahan dianem@mit.edu 253-6730. HELP: Contact Diane Monahan dianem@mit.edu 253-6730 or Marie Ludwig mludwig@mit.edu 253-1132.	Feeds summary payroll information to SAP on the first business day of the month for the prior month. Changes to monthly payroll distributions are done in ESANDI, which feeds nightly to LDS.
VIP Card Charges	None	Daily to SAP	AUTHORIZATIONS & HELP: Contact VIP administration vipcard@mit.edu 253-8366	Master vendor sends MIT a file of VIP card charges each business day. Procurement processes this feed to SAP.