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1 QUICK GUIDE for running nvision Reports (Statement of Operations) Step 1: Install DrillToPIA macro The DrillToPIA macro is an excel.xla file used to support look up information on the new statement of operations (reports). This file is required for a user to be able to use the nvision drill down feature. NOTE this is a one time installation procedure for the excel software you will use when reviewing reports. You can get DrillToPIA.xla from 1. Save the DrillToPIA.xla file to any location on your pc (e.g. your desktop) and leave this file closed 2. If you are using Microsoft Office 2010, open excel and go to File, Options, Add Ins 3. Click on Add ins on the left hand menu, then click Go located in the bottom centre of the Addins screen, see below: 1

2 2 4. If you are using Microsoft Office 2007 you would follow the screen shots below for steps 3 and 4.

3 NOTE THAT THE FOLLOWING STEPS ARE APPLICABLE WHETHER YOU ARE USING MISCROSOFT OFFICE 2007 OR MICROSOFT OFFICE Click on Browse 6. Navigate to where the DrillToPIA.xla file is saved and select the file and then click open 3

4 7. Confirm you can see the Drill to PIA macro in the Add Ins list (see below). Ensure the checkbox is checked and then click OK. 8. You are now ready to run the Statement of Operations report and will be able to drill down to see detailed sub ledger information making up a revenue or expense object (code). 4

5 9. Confirm under Add Ins you can see nvisiondrill (see below). Creating and Running a Report Book The first step to running a report is the creation of a report book. Please note: The instructions below are for our interim reporting strategy, therefore reporting will be done in the live environment and may impact system performance if many users are running reports and drills at the same time (as well as in parallel to transaction processing). This interim strategy is in place until a Data Warehouse is delivered at which time reporting should occur in the warehouse for all closed periods. During the Interim Reporting Strategy period please consider running reports during non core transaction processing hours: before 10am and between 3pm. 8 pm. Please end between 8 pm. And 3 am. to allow for nightly batch updating of the system. How to create and run a report book 1. Log into Mosaic, navigate to Main Menu, Finance, Reporting Tools, PS/nVision, Define Report Book, then click Add a New Value (see red box below) 5

6 You should only have to build a report book once. The next time you want to run a report you would reuse the one already built by going to find an existing value, search. (see screen shot below) 2. Add a New Value (NOTE that you will add a Report Book the first time you run a report, after that you will click on the link to find an Existing Value (see screen shot above) and reuse the same Report Book each time you run a report). Enter a report name (eg Report ) under Run Control ID, then Add 6

7 3. Enter the following information: As of Date: Select Specify from the drop down menu, and then enter the data that you want to run the report as of (e.g. run a December 31, 2013 report in mid March) Reports can always be re run as of a month end date, however, if you need to save a copy of a report at a point in time (e.g. mid month) make sure you save a copy of the report locally or on your shared network drive Tree Effective Date: Use As of Reporting Date Retention Days : leave blank Ignore Runtime Errors: If this is checked, then the process will try and produce all listed reports and will not stop even if one of them goes to error. This should be unchecked. Under the Report Requests section, add all the reports that you want to run. Click the + button to add reports that you want to run, and the button to delete a report request from your report book 7

8 For Business Unit, you will normally choose MAC01 (note other GL Business Units such as Divinity College would choose their business unit) Click the search icon to see a list of available reports. Note that reports may be run for department/program combinations or at any level in the Department Tree (see supplemental handout for instructions on how to view trees). 8

9 4. To look up a Report ID click the search button, then click on Advanced Look Up 5. Type in OPS for the report ID and choose contains for the description. Type in either the department number or tree node name. The example below contains eng in order to see the roll up reports available for the Faculty of Engineering. Hit the Look Up icon. 9

10 6. Click on the blue hyperlink for the Report ID you wish to run and then click run (see below) Click OK Note: If the report request is based off a rollup and the user wants to verify the departments that make up the rollup, then the user can use Tree Viewer or refer to a copy of the department tree. The name of the tree is DEPT_CF (see supplement handout on using tree viewer). 10

11 7. Click the blue hyperlink for Report Manager, and go to the Administration Tab 8. Hit the Refresh icon (above). When your report has finished processing, the excel file will appear as shown below. Click on the excel file to open the report. 11

12 How to drill down in an nvision report 1. With the excel Statement of Operations open (called a nvision report) you will be able to see a summary of the statement and you will be able to expand revenue and expense lines to drillable revenue and expense code lines (see the summary in the example below). The plus signs along the left hand margin and top bar are areas that can be clicked to expand. 12

13 2. Expand lines until you get to the fully expanded revenue or expense line and select the cell amount that you want to drill down on. PLEASE NOTE: drill down to the detail transactional report only works on cells that are not formulas. (I.e. if you select a $ amount cell, and the value is a result of an Excel formula, you will not be able to drill down.) 3. To drill the line item: Click on Add Ins > nvisiondrill > Drill. This will open up a PS/Mosaic window NOTE: if already logged into PS, then when PS is opened, it should NOT prompt to log in again. If it does, then please confirm that the browser that opened for drilling down, is the same as the browser from which the initial log on to PS was performed. The drill down will always open the default browser (as assigned on the computer), so to avoid the log in page a second time, ensure that the initial log in is also from the default browser. A browser can be made default by going to the browser s Tools > Options menu. 13

14 4. Click the Run Definition button for Journal and Subsystem Entries 5. Once the report has been generated, the report will appear in the Report List starting with the text DR 14

15 6. Click the details link 7. Click on the link for the.xlsx file to open the drill down report 15

16 Additional Notes: A user can drill down to a detail transactional report from a saved copy of the nvision report as long as they have access to PS and the drill down Add In If drilling down to the transactional level report from the source report which was run for an open period, please note that there may be additional entries in the detail report and the number may not tie to the main Statement of Operations report. The additional entries would be a result of additional entries being posted in the open period. A user will not experience this issue when drilling down from a legacy report, if the legacy report was run for a closed period. How to use nvision nplosion for additional details nplosion, is a term used for nvision reports which groups data together, but when expanded, allows the user to get more detailed data for analysis. For the Statement of Operations, the following two nplosion options are provided: Row nplosion: get a detailed breakdown of account $ values by going through the account hierarchy/tree Initial View 16

17 Click on the plus sign on the left hand side to get additional details Click on the + sign again to see additional details at the account level Column nplosion: get a detailed breakdown by funds (10, 20, 30, 45, 72, 78) Click the plus sign on the top part of the Excel menu (as shown below) to expand the columns to see detail breakdown by funds 17

18 18

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