PROPHIX Reporting What is PROPHIX?

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1 ALA Financial System PROPHIX Reporting What is PROPHIX? ALA s Financial System upgrade is comprised of three new software solutions: 1. Bill Payment Process (BPP), a Microsoft SharePoint web-based platform that provides a paper-less workflow and supports a workflow approval process for encumbering budgeted funds for future expenditures and the ultimate payment of goods and services. As of November, 2011, BPP is being used by a group of early adopters comprised of the following units, with plans to roll-out to more units after Mid-Winter Meeting: a) Accounting b) Building Services c) ITTS d) Public Programs Office e) Publishing BPP is only available inside ALA Headquarters and cannot be accessed remotely. 2. Microsoft Dynamics GP 2010 (Great Plains) replaces Clarus and is accessed only by Finance& Accounting. GP is a mid-market business accounting software or ERP (Enterprise Resource Planning) Software package. 3. PROPHIX replaces FRX and will be used by Unit Managers to view reports that pull data from BPP, GP and other data sources, such as imis. According to our license agreement, licenses for PROPHIX have only been purchased for unit managers. Contact John Cuculich in Finance to discuss purchasing additional licenses for others in your unit. PROPHIX is only available inside ALA Headquarters and cannot be accessed remotely. System requirements for accessing PROPHIX 10 Your workstation and user account require special configuration in order to access PROPHIX 10 and eventually the MS SharePoint Bill Payment Process system. Make sure you understand this configuration by reading through the following sections at the end of this document: 1. Network User Credentials Changes; and 2. Required Novell and Active Directory Workstation Configuration and Synching Passwords Logging into PROPHIX Once all system requirements have been met and your user account has been established in PROPHIX, a blue cube icon, labeled PROPHIX 10 will appear on your desktop after a restart. If the PROPHIX icon doesn t appear follow the instructions for Installing PROPHIX Double-click the PROPHIX 10 icon on the desktop. (PROPHIX 10 will not be listed under Start> All Programs.) December 12, 2011 Page 1 of 14

2 2. Your default Web browser (IE or Firefox (Google Chrome is not compatible) will open for a moment and then you will see a Launching Application window. This is a smart client which verifies application requirements with the server every time it launches. 3. When verification completes the secure, Connect to PROPHIX window will appear. 4. Due to the Windows Domain/Active Directory/Novell PC configuration, your User name is automatically populated and no additional password is required. 5. Do not change the default for the Server drop-down menu. 6. Click on the Login button. 7. The application will launch in a full browser window. Since anyone can access your unit's financial reports by walking up to your workstation and clicking on the PROPHIX 10 icon. Never share your network login and password and always lock your workstation, when stepping away by pressing CTRL+ALT+DELETE >Lock Workstation PROPHIX user interface The Home tab of the PROPHIX user interface is divided into three panes: 1. Top: Assigned Workflow Tasks (it has not yet been determined how this will be used.) 2. Bottom: By default, shows here. 3. Left: The SmartPortal panel, includes Announcements, Favorites, Applications, and Administration areas) a) Selecting any item from the SmartPortal panel will launch a new working tab across the top pane, with the name of the item in the tab. December 12, 2011 Page 2 of 14

3 b) Regardless of how many working tabs are opened, the SmartPortal panel will remain. To increase/decrease the space of the working tab, collapse/expand the SmartPortal panel by clicking on the double arrow in the bottom-right corner of the panel. c) Once you build a report you interact with it by using the internal menus provided in each working tab. SmartPortal panel areas Announcements The Announcements area at the top of the SmartPortal panel will be used by the Finance staff to announce monthly and annual closing dates, so when you are viewing a report you will know if more data will be added or not. Favorites All users can add favorites to their own lists and administrators can add favorites for all users. Most likely you will see that the Grant and Performance Reports discussed here have been added by the administrators to the Favorites area when you first access PROPHIX but you can add and remove items to the Favorites area at will. Adding a report to the Favorites area 1. In the left SmartPortal panel, go to the Administration panel (bottom) and click on Document Explorer. 2. In the new working tab, there is an additional folder tree called PROPHIX-app 3. Click directly on the last folder in the tree called Report Templates 4. In the file list, select the report name, then right click and select the Add Favorite option. 5. You will now see this report in the Favorites area of the SmartPortal. 6. You can drag and drop items in the Favorites area to organize them in an order different then the order they were added. Alternatively, you can click the Run option to launch the report directly from the Report Templates list and it will open in a working tab. Removing a report from the Favorites pane 1. Right-click on a report in the Favorites pane of the SmartPortal panel and select Delete. 2. You will be asked to confirm the shortcut deletion, click YES or NO. 3. This does not delete the report from the Document Explorer>Report Templates and you can access it again December 12, 2011 Page 3 of 14

4 Applications You will find links to PROPHIX s Online Help documentation here. The PROPHIX Support Portal will be used by the Finance and Accounting Staff. Administration Document Explorer is the storage location for all PROPHIX templates and files, when launched from the Administration area, it opens as a working tab with its own navigational tree, labeled PROPHIX-app after the server. For now, you would go to the Document Explorer to locate Report Templates to add to the Favorites area or to run reports directly. Locating Performance reports As of November, 2011 there are two Performance reports ready for unit managers to review: 1. Perf(ormance) Report by Account: this is a standard Profit and Loss (P&L)report showing revenue and expenses 2. Perf(ormance) Report by with Subcategories: this is also standard Profit and Loss (P&L)report showing revenue and expenses with subtotals by line item groupings Links to these reports should appear under the Favorites pane in the left, SmartPortal panel. Click on the report name to open it in a new working tab. If you don t see this report in the Favorites pane, follow the instructions for Adding a report to the Favorites pane. Locating Grant reports As of November, 2011 there are seven Grant reports ready for unit managers to review. These reports were created by Jennifer Tam (JT) to reflect the structure of Grant Reports that she previously distributed in Excel format. Since those predecessor reports, contained multiple pages, each new PROPHIX report reflects an individual page within. 1. Grant Cumulative Report: This is similar to the top half of page 2 of a JT report for a private grant where expenses 1. Grant Info: Indicated by a Microsoft Internet Explorer icon, this report pulls data from an imis Grant Management record. (This information is similar to what was displayed on the right half of the first page of a JT report.) 2. Grant Status: This is the same report found on the left half of the first page of a JT report for both Government and Private grants which shows total budget and cumulative expenses to date with an expenses to budget ratio. 3. Govt Grant Summary Rpt December 12, 2011 Page 4 of 14

5 4. Govt Calendar Qt Report: Similar to what was previously found on page 3 of a JT report for Government Grants with cumulative monthly expenses totaled by month and quarter over multiple fiscal years. 5. Monthly Grant Summary Current Year 6. Monthly Grant Summary FY 2011 Building individual Performance reports based on General Ledger (GL) account string 1. Click on the report name that you want to view from the Favorites area and it will launch in a new working tab. 2. When a user account is created, each user is associated with their unit number in PROPHIX and if that unit has Grants, individual Grant Projects. 3. In the Report working tab, you will see a tan pane across the top: a) if you are responsible for only one unit, the second item in the pane, shows your unit number which is non-editable (see Fig. a below); b) if you are responsible for multiple units, there will be a drop-down list with multiple values instead (see Fig. b below). 4. Every report requires interaction from you in order to display data for your accounts. You need to supply a correct account GL string (and time period for Performance Reports) in order for the report to populate. Fig. a: Example for one unit Fig. b: Example for multiple units 5. The unit number is flanked by drop down lists for: a) Fund b) Project c) Time 6. If you don t see all these drop-down lists (due to your monitor resolution) hover over the black dots at the bottom of the tan frame until your cursor changes to a two headed arrow and drag down to see all three lists. December 12, 2011 Page 5 of 14

6 7. Use the drop-down lists to build a valid General Ledger (GL) account number for the default unit number. You are unable to type ahead to locate a value, you will need to scroll down the entire list to select a value. For those who have multiple units, the Fund, Unit and Project values will not filter to show logical matches for the value selected before it. 8. For Performance Reports, the default Time period is set at September 2010 and it is possible to view the monthly close numbers from that date to the last month close. 9. Once a valid GL string and Time has been indicated the report will display in the tab. Right-click cell options To get more information about the data in any cell located within a report, select that cell and then right-click on to view a short-cut menu. Cut, Copy and Paste You can select a range of cells in PROPHIX and then use the right-click menu options to copy that data and paste it into another source. In Reports the Cut and Paste options have been disabled. Drill Across and Relational Data Views When you select Drill Across you have 3 additional Relational Data Views that you can access to learn more about the supporting data pulled from the Microsoft Dynamics GP 2010 (Great Plains) General Ledger (GL) for that cell value. Monthly Budget Drill Across Drill Across to GL (General Ledger) YTD (Year To Date) Current Period Drill Across to GL (General Ledger) Every time you right-click in a cell within a report, you will always see that all three Relational Date Views are availlable but they will only display data if the context of the cell is logical for that type of view. December 12, 2011 Page 6 of 14

7 If a Relational Data View does not have a logical cell context it will display as an empty table. For example, if you selected a cell under a Budget column, the Current Period Drill Across to GL view doesn t make sense for a Budget cell value but it would for a cell in the Actual column. In this scenario, if a cell under Actual was selected and that same view selected, you would see all transaction records posted to the General Ledger for that month that created that value. Conversely, if you are in a cell under a Budget column, and select the Monthly Budget Drill Across view, then you would see the monthly distribution for that total for both your 2011 and 2012 Budget. Cell Comments The Cell Comments feature allows users to add supporting detail to any data, within Ad Hoc Analysis, data entry templates, and reports. In addition to text, cell comments can include up to three external file attachments, e.g. Word documents or Excel files. Note: The maximum acceptable file size per attachment is 15.0 MB. To add a cell comment: December 12, 2011 Page 7 of 14

8 1. In a Report, right-click on the cell to which you want to add a comment, and click Cell Comments On the Edit menu of Cell Comments, click Add. 3. Type a comment in the Comment column. 4. To add an attachment, click Add in the Attachment column. 5. Click Save, and then click Close. 6. Cell comments are indicated with red flags in the top-right corner of the cell. 7. To review a comment, right click on the flagged cell and select Cell Comments, under the File menu you will see a numbered list showing a time-stamped entry by user with comments. Line item details Rather than using this option, view details by using the Drill Across option. Display MDX Not being used at this time Cell Properties Shows the PROPHIX code that creates this cell. Interacting with working tabs Every item you launch from the left SmartPortal panel, will open in its own working tab. Every working tab has its own tri-part menu divided into File, Edit and View ribbons. The first group of icons on the ribbon for each menu is the same and includes Close, Page Setup, Print and Preview. Some of the most common tasks that you will perform with these tabs are outlined below. December 12, 2011 Page 8 of 14

9 Closing working tabs Regardless if you are in the File, Edit or View menu, the first icon is always Close which will close the individual working tab. Alternately, you can right-click on any working tab and select Close from the shortcut menu. When you exit PROPHIX, the working tabs that you interacted with during that session will close and you will have to re-build any report that you want to see the next time you enter PROPHIX. Displaying multiple working tabs side by side 1. Build the two reports you want to view. 2. Right-click on one working tab of a report. 3. Select either New Horizontal Tab Group or New Vertical Tab Group depending on how you want to arrange the windows. 4. You will now have two windows, with one working tab in each. 5. Use the scroll bars or right click on the scroll bars to navigate. 6. Windows do not move simultaneously. 7. To exit side by side view, right-click on either working tab, and select Move Previous. Print, Preview and Page Setup Like MS Excel spreadsheets, PROPHIX reports are designed to be viewed on a computer monitor and need to configured via Page Setup for print layout. 1. Build a report. 2. Click on Preview to see how your report will print, use the Excel-like configuration under Page Setup (available on the menus or within Preview itself, to prepare your report for printing. December 12, 2011 Page 9 of 14

10 3. On the File menu, click Print. 4. Select current page (even if your report extends to multiple pages, they will all print, do not use multiple pages at this time. 5. Click OK. Save as Excel 1. Build a report. 2. On the File menu, click Save Excel. 3. Select current page (even if your report extends to multiple pages, they will all save), do not use multiple pages at this time. 4. Browse to the location in your Windows file directory where you would like to save the file. 5. Click Save. 6. The Excel file will have two worksheets; one is a Table Of Contents that shows, your name, date of the report and criteria (same as GL String drop-down menus that you used to create the report. Worksheet 2 displays the report itself. Distribute Report as Excel or PDF We are not using this option at this time. If you need to share a report with someone else, use the Save as Excel option and then attach that file to an . SharePoint We are not using this option at this time. On-screen viewing options 1. Build a report. 2. On the View menu, click Options. 3. Select the Report tab. 4. To view row and column headings on the screen, select the Headers checkbox December 12, 2011 Page 10 of 14

11 5. To view gridlines on the screen, select the Gridlines checkbox. 6. Click OK. Network user credentials changes To configure Microsoft SharePoint, Microsoft Dynamics GP and PROPHIX, in which we must define and manage internal working groups, it became necessary to add Microsoft Active Directory to our technology stack. Simply put, Active Directory houses username and passwords within a Microsoft (MS) Windows environment in order to access Microsoft software solutions. As you know, we use Novell to manage access to the ALA Network, networked programs and network drives. Novell is not going away but rather Active Directory, which manages MS Windows usernames and passwords, is being layered on top. You will now have a Novell login and a Windows login which we can synchronize so that you are not prompted to enter another login to access any part of the Financial System for which you have been granted permission. With the adoption of Active Directory we are required to strengthen our password requirements. Novell passwords will be required to: Have at least eight characters Have three of the following four (3 of 4) attributes One upper case letter One lower case letter One number One symbol Furthermore, we can no longer offer a series of grace logins before you are required to change your Novell login based on the requirements of the Active Directory windows password which must synchronize when your Novell login is changed. When you are prompted to change your Novell Network password it must be done immediately and fit the requirements stated above. Required Novell and Active Directory workstation configuration and synching passwords Three steps Once you have completed the PROPHIX Reporting orientation, three steps need to be completed before you will be able to access the system from your workstation: 1. Your user account needs to be created in Active Directory (this is done by ITTS and has been completed for the majority of our existing employees; a two day turn-around is required for new employees.) 2. Your role within a workflow group needs to be defined in MS SharePoint and/or PROPHIX (this is done by ITTS; enter a Track-IT! work-order, when personnel change.) December 12, 2011 Page 11 of 14

12 3. Your workstation needs to be added to the Windows domain by our PC Tech during a deskside visit and afterwards your Novell login will need to be synchronized with Active Directory. The visual clue that your PC has been added to the Windows domain is that the Novell login prompt now looks like this: If you don t run away during the visit, PC Tech will assist you in this one time procedure. If you received a new PC this summer this process has already been completed. If you leave your desk before PC Tech is finished, you will return to a logged off workstation and you must complete the Synchronizing your Novell and Active Directory Password procedure. Synchronizing your Novell and Active Directory password This one time procedure ensures that initially your Novell and Active Directory passwords correctly synchronize so that in every subsequent Novell password change your Active Directory password automatically synchronizes without any intervention by you. 1. Login to your new Windows domain workstation with your Novell Network username and password 2. Upon entering your Novell password, a Windows Workstation window will open 3. Select the checkbox labeled Change your Windows password to match your Novell password after a successful login. 4. In the Password: field type the text: Default1 5. Click OK and return to your workstation. December 12, 2011 Page 12 of 14

13 6. Now that you have synchronized Novell and Active Directory passwords, you can proactively change your password to meet the more stringent requirements prior to them being enforced by Novell in the near future. Remember when you are prompted in the future to change your Novell password, do so immediately so your Novell and Active Directory passwords remain synchronized. One you are a Widows domain PC, grace logins are now a thing of the past. To change your password outside of the Novell password expiration routine: 1. Hold down the CTRL+ALT+ Delete keys on your keyboard in unison to open the Novell (Windows) Security screen. d) Click on the Change Password button. 2. In the Change Password dialog box, make sure both Resources: ALA and ALA_TREE are highlighted. Then enter your old network password and your new network password which should contain: at least 8 characters and must include 3 out of 4 of these types of characters; UPPERCASE letter December 12, 2011 Page 13 of 14

14 lowercase letter number symbol 3. Confirm the new password. When complete, click, OK. Thank you for protecting ALA data assets by utilizing password complexity rules. Installing PROPHIX On your Desktop, double-click the icon that says Application Explorer. 2. Double-click the All icon. If you don t see Application Explorer, an alternative path is to go to Start>All Programs>ZenWorks 3. Double-click the PROPHIX Install item to install and launch the application. a) If you do not see PROPHIX Install it means that a user account has not been established for you. b) According to our license agreement, licenses for PROPHIX have only been purchased for unit managers. Contact John Cuculich in Finance to discuss purchasing additional licenses for others in your unit. 4. If PROPHIX was installed but doesn t open correctly or was accidently deleted from the Desktop, follow the same path path (Application Explorer>All) and then right-click on the PROPHIX Install icon and select Verify from the shortcut menu. This should update and repair the application. December 12, 2011 Page 14 of 14