End User Reports. September Office of Budget & Planning

Transcription

1 End User Reports September 2013 Office of Budget & Planning

2 Table of Contents 1. Access Report in Adaptive Planning Report Viewing Available Budget Reports... 5 Proposed FY14 Budget vs. Base FY Budget by Level... 5 Proposed FY14 Budget vs. Base FY Budget Account... 6 Budget Detail w/cell Notes... 6 Monthly Variance... 7 Monthly Expense By Category... 7 Monthly Actuals... 8 Monthly Variance Report with Non-Personnel Transaction Data... 8 Monthly Variance Report Summary By FRS Account... 9 Overtime Report Personnel Roster Dashboard Reports Reports from Budget Entry Sheets P age

3 1. Access Reports in Adaptive Planning To log in to Adaptive Planning, go to in with your University address and the password provided by the administrator. 2. Report Viewing Budget reports are available under the Report Tab: Report Folders -To view available budget reports, click on the Reports tab and then click on the Shared Reports folder. 3 P age

4 The Favorites Folder is for reports that the user has identified as a Favorite by right-clicking on a report name and selecting Add to Favorites. Users can create their own reports if they have been given access. These reports can be created in the Personal Reports folder. Shared Reports are created by administrators for standard and analysis users to view. The Adaptive Planning Training folder includes end user guides for budget managers and copies of training slide presentations. This folder also contains a detailed User Guide for Reporting. The Budget Reports folder includes a summary report of your department or division s proposed budget request, a personnel roster (if you have been granted access by the administrator), and monthly budget variance reports. Dashboard Reports include budget data that has been used to create graphical reports on the Dashboard page (see Section 3). The Budget Guidelines folder includes copies of the Budget Call memorandum and other budget process instructions. Viewing Reports Users will only be able to view data for which they have been given access to by the administrator. To run a report, click on the report name that you wish to run. The report will default to what the administrator has chosen, but the user can choose to run it in HTML, Excel, or PDF. For some reports, you may be prompted to select the report parameters, such as Ledger type, organizational level, or time period. Make your selection and click Run Report. 4 P age

5 To export a report to Excel to print, you can right-click on the report before you run it, and choose Run as Excel. Click on Run as PDF or Run as HTML if you wish to run the report in a different format. From the report in HTML, you also can run the report as Excel by clicking the icon on the tool bar. When you run a HTML report, you can also print the report by clicking on the Printable View icon. 3. Available Budget Reports: The FY14 Budget Reports folder includes department budget information developed during the annual budget process and monthly variance reports. FY14 Budget Reports The Proposed FY14 Budget vs. Base FY13 Budget by Level report provides users with a top level summary report of Ledger 2 and Ledger 3 budgets completed by budget managers. This report is useful when checking department or division total against budget targets given to you by the division head or Budget Office. You can drill down into the report by clicking on the plus sign. 5 P age

6 The Proposed FY14 Budget vs. Base FY13 Budget by Account report provides users with a summary report of proposed budgets for accounts (object codes). The Budget Detail w/cell Notes report captures all footnotes added to the Budget Entry Sheet during the annual budget process. You must run the report at the 6-digit FRS account level; no footnotes will appear on the report if it is run at a roll-up level. 6 P age

7 Monthly Budget Reports The Monthly Variance and Monthly Expense By Category reports can be run by Ledger type (2 or 3) and by any level within your organization. 7 P age

8 The Monthly Actuals report lists actual revenues and expenditures by month. Users have the option to select Ledger type, Level and Fiscal Year. The Monthly Variance Report with Non-Personnel Transaction Data lists year-to-date FRS transactions (encumbrances, journal entries, journal vouchers) for non-personnel accounts (object codes). To run this report, first choose the Level that you wish to view transactions. After you run the report, click on the Revised Budget or Encumbrance dollar amount of the account (object code) that you want to view transactions for. In the example above, you would click on 327,030 in the Revised Budget column or 19,427 in the Encumbrance column under 2450-Other Mat L Supplies. You will then see an Explore Cell box. Click on Drill Into Transactions in the upper right hand corner. 8 P age

9 You will get the following Transaction Detail Report: The report will, by default, list transactions for the current month only. If you would like to see transactions for a different month or for the entire fiscal year, choose the month, quarter or year in the lower left hand corner of the Explore Cell box (as shown on page 8): Please note that transactions imported into Adaptive Planning from FRS may not tie to actuals due to accounting adjustments or due to timing of imported transactions. 9 P age

10 Monthly Variance Report Summary By FRS Account summarizes budget versus actual by FRS account. Overtime Report Overtime expenditures vs. budget The Personnel Roster includes a list of all full-time employee in your department or division. Access to personnel and salary information is limited based on the role you have been assigned to by the Administrator based on information received from the division head. 10 P age

11 4. Dashboard Reports: Various budget dashboard reports have been created for your department or division. To access these reports, click on Dashboards tab on the Home page and then click on the MSU Dashboard tab. Data on your dashboard reflects the Level that you have been given access to. 5. Reports From Budget Entry Sheet: The Budget Entry Sheets are an easy way to produce reports. These are the sheets that were developed for the annual budget process. You can access historical budget data, actual data or encumbrance data and create your own reports. To access the data that you are interested in, go to the Budget Entry sheet under the Sheets tab. You will then need to select the Version where you will pull the data from. Versions are created by the administrator and represent different planning scenarios. There may be a version with the FY2014 budget, a version with Actuals data, a version with historical budget data, etc. The administrator determines which version is the default working version. If more than one version is available, a dropdown list will be available. 11 P age

12 In the example below, The Board Approved Original Budget FY2014 version is selected, which includes the FY2013 and FY2014 budgets. To print out the data, click on printable view on the tool bar. To drill down into an account (object code), right click on the account (e.g., 4010-Building Maintenance). You will then get a report of all budgets in your Level with the account that you selected (see below). You can run the same reports using a different version, such as in the example below, where the Actuals version has been chosen. The report below shows monthly actuals for the period Dec 2012 through May P age

13 Again, by right clicking on an account (object code 4010 in the example), you will get a report of monthly actuals for 4010 for all departments in you Level. 13 P age