General Operating Revenue and Expense. Reports Training Guide FY12

Transcription

1 General Operating Revenue and Expense Reports Training Guide FY12 For RAPS Support, send an message to or call K:\RAPS\Documentation Source\CMJ\Manuals\General Operating Revenue and Expense Reports Training Guide FY12 General Operating Revenue and Expense Reports Training Guide FY12 Version 02/28/11

2 Table of Contents Table of Contents Navigating to the GO Revenue & Expense Reports... 1 The Revenue and Expense Budgeting Page... 4 Navigating the Revenue and Expense Budgeting Page... 5 General Operating Revenue and Expense Report Prompts... 6 Organization Selection Options... 6 Alternate Hierarchy... 7 Report Period Selection Options... 7 Account Selection Options... 8 Additional Report Filter Options... 9 Columns Available to Display... 9 Report Format Options... 9 Additional Display Options Navigating a Report Running a Report Navigating the Report Screen Printing a Report Model Updates Reflected in Reports General Operating Revenue and Expense Reports CFU Budget Template Report Departmental Budget Analysis Report NY Budget Submission Analysis Report RUI and Computing Charges Allocation Balancing Report Allocation Detail Report R&E - Last Update by Node Report SP - Last Update by Node Report Tower Report Clinical Practice Overhead Report Compare Proposed FY OBUD to Current FY OBUD Compare Proposed FY OBUD to Prior FY Actual I&R Overhead Report ii General Operating Revenue and Expense Reports Training Guide FY12

3 Table of Contents Appendix A Saving Prompt Selections Setting Personal Preferences Exporting to Excel Format General Operating Revenue and Expense Reports Training Guide FY12 iii

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5 Navigating to the General Operating Revenue and Expense Reports Navigating to the GO Revenue & Expense Reports In this section, you will be shown how to access RAPS by logging in and navigating to the General Operating Revenue and Expense Reports page. At the Washington University intranet home page, select Cognos Connection Log on from your Favorites menu, or enter The RAPS Namespace selection displays. If you have applied for and received a WUSTL-KEY id, click OK when the WUSTL-KEY choice appears in the namespace drop-down. If you are using your WUSTL-KEY id for the first time in the reporting application, please contact the RAPS Support Group at to complete the reporting setup. Click OK. The RAPS logon screen displays. Enter your WUSTL-KEY. Press TAB, enter your password, and click OK. General Operating Revenue and Expense Reports Training Guide FY12 1

6 Navigating to the General Operating Revenue and Expense Reports The Cognos Welcome page or the Cognos Connection page will appear. If the Cognos Welcome page appears, please select My Home in the upper-left corner, and the Cognos Connection page will appear. If the Cognos Connection page appears, proceed to the next step. The Cognos Connection screen (Home Page) displays: Note: Your list of folders may only consist of one or two items. Click the Revenue and Expense Tab. 2 General Operating Revenue and Expense Reports Training Guide FY12

7 Navigating to the General Operating Revenue and Expense Reports The General Operating Revenue and Expense/Cognos Connection Reports Page displays with the General Operating Revenue and Expense Reports. Note the My Folders Tab shown above. You can click My Folders to see the information stored there. By clicking the New Folder icon on the toolbar, you can add a sub-folder to help you organize your files. For example, you could create one folder for saved views. In addition, by clicking on More to the far right of a file name, you can move or copy the file to another folder. Use this feature to organize your files, much like you would in a Windows folder such as My Documents. By clicking Financial Reports, Integrity Reports, Medical School PRB Reports, or Medical School Reports, you can see the various reports available. In this section, you explored how to access RAPS by logging in and navigating to the General Operating Revenue and Expense Reports page. General Operating Revenue and Expense Reports Training Guide FY12 3

8 The General Operating Revenue and Expense Reports Page The Revenue and Expense Budgeting Page In this section, you will become familiar with the Revenue and Expense Budgeting Reports section. As shown below, there are four report sections. Financial Reports: Integrity Reports: Medical School PRB Reports: Medical School Reports: 4 General Operating Revenue and Expense Reports Training Guide FY12

9 The General Operating Revenue and Expense Reports Page Navigating the Revenue and Expense Budgeting Page Icon Report Actions Home Returns to Cognos Connection Home My Area Sets General, Personal, and Portal Tab preferences. Run other applications Access Help Take a close look at the Home icon on the Cognos Connection toolbar. Notice the down arrow to the right of the Home icon. When you click it, you have two options. The top option lets you return to your Home page. The bottom option lets you set what will be your new Home page. For example, you could move to My Folders and select a sub-folder you frequently use. By clicking the down arrow and selecting Set View as Home, you make this setting your new Home page. In this section, you explored the Revenue and Expense Budgeting page. General Operating Revenue and Expense Reports Training Guide FY12 5

10 General Operating Revenue and Expense Report Prompts General Operating Revenue and Expense Report Prompts In this section, you will learn about the General Operating Revenue and Expense Report prompts you will utilize to get just the data you need. The initial set of RAPS General Operating Revenue and Expense reports gives you more reporting control by providing guided analysis in the form of optional prompt fields and filters, as well as optional column show/hide capabilities. The following describes common prompts used throughout the General Operating Revenue and Expense reports. Organization Selection Options Most of the General Operating Revenue and Expense reports have a hierarchical set of prompts, which helps you narrow the report to a logical grouping of departments. Selections made from a high-level prompt in the left column narrow available choices in lower-level prompts. For example, to run a report for all of Arts & Sciences, simply choose Arts & Sciences from the School level. The choices available in the Organization prompts are filtered to match your General Operating Revenue and Expense security to the HRMS system. 6 General Operating Revenue and Expense Reports Training Guide FY12

11 General Operating Revenue and Expense Report Prompts Alternate Hierarchy The alternate hierarchy appears only on some of the reports. Notice that by selecting Yes in the Show Alternate Hierarchy option box, Alternate Hierarchy Selections Options appear. Further, by selecting a Department, the Dept- Funds Included in Alternate Hierarchy list and the Reporting Levels are filtered based upon the Department(s) selected. Report Period Selection Options All of the General Operating Revenue and Expense reports have date selection prompts, which allow you to narrow the report to a specific fiscal year and month. Note the asterisk* denotes a required field. General Operating Revenue and Expense Reports Training Guide FY12 7

12 General Operating Revenue and Expense Report Prompts Account Selection Options Most reports have an Account Selection Options prompt which is designed to provide you with flexible account search options. The account has multiple tabs: Fund, Ledger, Class, SubClass, and Object. Criteria entered into these prompts will narrow the report results accordingly. Departments selected in the Organizational prompts filter information available in the Account Selection Options. Revenue & Expense Budget Type You can choose among General Operating, Specific Purpose, and Both (General Operating and Specific Purpose). The account selections listed below are optional and can be used to narrow the data on the report. The report will return all data if no filter selections are made. In order to filter your report by account components, you can use the simple type-in filters below or select account components with blue links below for more advanced filtering capabilities. Please note that you should only choose one method: Type-in or advanced for each individual account component. In order to use the type-in filters, type the desired value or combine with the percent sign % to use as a wildcard. Fund The fund tab provides two fund search options: Fund Range and Multiple Funds. You should only choose one fund search option. Do not enter criteria into multiple fund prompt options. There are also options to filter funds by Fund Category (a grouping of fund codes) and Cost-Sharing Funds. Ledger From the Ledger tab, you can choose between 1 General Operating & Carryforwards and 2 Specific Purpose. 8 General Operating Revenue and Expense Reports Training Guide FY12

13 General Operating Revenue and Expense Report Prompts Class From the Class tab, you can choose between 1 Revenue and 2 Expense. SubClass From the SubClass tab, you can choose SubClasses from Class 1 SubClass Revenue, Class 2 SubClass Expenses, and Class 7 SubClass subclasses. Object From the Object tab, you can choose Objects from Class 1 SCOB Revenue, Class 2 SCOB Expenses, and Class 7 SCOB Expenses. Additional Report Filter Options Some of the General Operating Revenue and Expense reports have optional filter prompts which allow you to narrow the report to specific criteria. These prompts are not required and will return all values for the data item if no selection is made. Columns Available to Display This set of prompts provides the ability to show or hide columns on the report as needed. Optimal report width has been set using the default columns selected. Selecting additional columns could force your report into a very small font when displayed or printed in PDF format. However, the ability to pick and choose columns could be very useful for on-line analysis or when exporting results to Excel. Report Format Options You have two choices for presenting report data: General Operating Revenue and Expense Reports Training Guide FY12 9

14 General Operating Revenue and Expense Report Prompts There are two primary ways of organizing the report data. One contains dynamic sorting, page breaking, and subtotaling options, and the other is an unformatted list of data, which is ideal for exporting to Excel. Some of the reports have a Section/Page Break choice available. In the screenshot above, you can have the report insert page breaks for each change in Department Number, Fund Category, Fund, or SubClass. A grouping and sorting option is also available on some of these reports. In the screenshot above, there are multiple ways to group and sort the report. You can also choose to show or hide subtotals. Additional Display Options Several General Operating Revenue and Expense reports have a set of optional prompts to control formatting or miscellaneous options. The Appendix page references all criteria entered on the report prompt page and is appended to the end of the report for reference. You can choose whether or not to print the Appendix page, but we recommend printing it. You can select whether or not to list individual departments or nodes in the report heading. When a large amount of information is selected, this could make the heading cumbersome. Normally, this option would be selected when a minimum amount of information will be displayed. You can also choose whether or not to display amounts with decimals. In this section, you learned about the General Operating Revenue and Expense Report prompts. 10 General Operating Revenue and Expense Reports Training Guide FY12

15 Navigating a Report Navigating a Report In this section, you will learn about running a report, navigating to the report screen, and printing a report. Running a Report Click the icon to run the Departmental Budget Analysis report. You may alternately click on the report title to bypass the Run with options screen. The default format for all reports is PDF. A Run with options screen appears: General Operating Revenue and Expense Reports Training Guide FY12 11

16 Navigating a Report Options: The Format options include HTML, PDF, Excel, Delimited (CSV), and XML. HTML is great for viewing a report. PDF is recommended for printing a report. Choose Excel to download the report to Excel for further analysis. Delimited allows downloading the report into other programs. XML is used for report authors. The Language option should use the default as English. The Delivery options let you specify whether to view the report or print it. However, the View the report now is the only functioning option. Do not select Print the report. The print option is only available with the PDF Format. If you view the report in HTML, you can convert the report to PDF to print it. The Prompt for values: option should always be checked. Select the desired options and click Run. The example runs the Departmental Budget Analysis report. If the report requires a selection from you, one or more prompts may display. 12 General Operating Revenue and Expense Reports Training Guide FY12

17 Navigating a Report Select the desired options. You then may select Additional Options to specify columns available to hide/show and formatting options. Make all desired selections. Note: You will not be able to select the Additional Options button unless all required fields (denoted by *) are selected. General Operating Revenue and Expense Reports Training Guide FY12 13

18 Navigating a Report The following screen displays while the report is being generated: Please do not click Select a delivery method. If you do, you will see the following screen: 14 General Operating Revenue and Expense Reports Training Guide FY12

19 Navigating a Report None of these options are currently available, and, unfortunately, clicking Cancel will abort the running of the report. Upon completion of processing, assuming you did not click Select a delivery method, the report displays: General Operating Revenue and Expense Reports Training Guide FY12 15

20 Navigating a Report Navigating the Report Screen Use the Vertical and Horizontal Scroll Bars. Use the Top / Bottom Buttons at the top of a page. Use the Page Up / Page Down Keys. Icon Description Home Returns to General Operating Revenue and Expense Reporting/Cognos Connection Home Page Run the Report with prior selections saved View options (HTML,XML, PDF and Excel) 16 General Operating Revenue and Expense Reports Training Guide FY12

21 Navigating a Report Printing a Report Because the default is PDF, no conversion is necessary for printing or saving. Click the printer icon on the PDF toolbar to print the document. Click the button to save, and choose a location on your network drive. Note: Printing in PDF is the recommended method of printing. Do not use File/Print from the Internet Explorer Menu Bar. In this section, you learned about running a report, navigating the report screen, and printing a report. General Operating Revenue and Expense Reports Training Guide FY12 17

22 Navigating a Report Model Updates Reflected in Reports In this section, you will learn how Model data is updated in reports. Changes to model data are not immediately reflected in reports. A process needs to run to move data from the model into the General Operating Revenue and Expense Datamart, at which time the updated data is available for reporting. At present, the General Operating Revenue and Expense model publishes to the reporting database every hour on the half hour, and once during a nightly maintenance window. If you want to know for sure that your data has been refreshed, you can run the RE - Last Update by Node report. Another method to verify the data refresh is to look on the Appendix page of a report. The Published Date indicates the time data was last moved out of the model. If the last save to the model data was prior to this date, then the data in the report would reflect those updates. In this section, you learned how Model data is updated in reports. 18 General Operating Revenue and Expense Reports Training Guide FY12

23 General Operating Revenue and Expense Reports General Operating Revenue and Expense Reports In this section, you will be given a tour of the General Operating Revenue and Expense Reports that are available. Financial Reports CFU Budget Template Departmental Budget Analysis NY Budget Submission Analysis RUI and Computing Charges Integrity Reports Allocation Balancing Allocation Detail R&E - Last Update by Node SP - Last Update by Node Medical School PRB Reports Tower Report Medical School Reports Clinical Practice Overhead Report Compare Proposed FY OBUD to Current FY OBUD Compare Proposed FY OBUD to Prior FY Actual I&R Overhead These reports present the General Operating Revenue and Expense data that are organized and displayed based on the data structure presented in the model. Where indicated in the description below, the totals on these reports match the total lines on model tabs. Some of these reports include additional options that allow you to sort or group in ways that the model does not allow. When should these reports be used? All of the reports can be used at different times during or after the budgeting process. You can use some of the reports to look at the budget information that was imported and/or entered into the model. Once the budget has been prepared, you can verify the correct amount has been budgeted by using a number of different views and measures. Some reports can be used after the budget has been finalized to write annual variance explanations. General Operating Revenue and Expense Reports Training Guide FY12 19

24 General Operating Revenue and Expense Reports CFU Budget Template Report What question does this report answer? What is the breakdown of my department s expenses by Category? When should this report be used? This report can be run during or at the end of the budgeting process. This reports breaks down expenses into three Categories: Category A Compensation Expense Category B Non-compensation Expense Category C Occupancy & Computing Costs Fields displayed include FY09 Actual, FY10 Actual, FY11 Orig Budget, OBUD + OAs, FY11 YTD Actual, FY12 Bud, and FY12 Base. The report can be run at several different levels of summary/detail: Category Summary Category Detail SubClass Object Accounts may be selected by Fund Range or Multiple Funds. 20 General Operating Revenue and Expense Reports Training Guide FY12

25 General Operating Revenue and Expense Reports Report Sample General Operating Revenue and Expense Reports Training Guide FY12 21

26 General Operating Revenue and Expense Reports Departmental Budget Analysis Report What questions does this report answer? What data is entered into the model for the following categories? o Estimated year-end outcome for current fiscal year (FY11 Est) o Next fiscal year s budget (FY12 Bud) What are my actual to actual variances for different levels of detail and different time periods? What are my actual to budget variances for different levels of detail and different time periods? What are my actual to estimate variances for different levels of detail and different time periods? What are my budget to estimate variances for different levels of detail and different time periods? What are my budget to projection variances for different levels of detail and different time periods? What are my projection to projection variances for different levels of detail and different time periods? When should this report be run? The report can be run during or at the end of the budgeting process. This report can be used for different types of analysis of budget, actual, estimate and projection data. It can be sorted and grouped in many different ways with differing levels of summary/detail. The report can be used in several different ways: Balance the budget by Department To summarize/break out budgets at multiple levels of detail Budget, actual, estimate and projection variance reporting The report can be run at several different levels of summary/detail: Ledger Class (Summary) Department (Summary) Department-Fund (Detailed) Subclass (More detail) Subclass Object (More detail) This report expands on the capabilities of the following existing reports: HBS Report 0710 School of Medicine (DBUD) Reports 505, 510 School of Medicine (Hyperion) Budget Comparison to Prior Year Budget 22 General Operating Revenue and Expense Reports Training Guide FY12

27 General Operating Revenue and Expense Reports Report Sample General Operating Revenue and Expense Reports Training Guide FY12 23

28 General Operating Revenue and Expense Reports NY Budget Submission Analysis Report What question does this report answer? What is the breakdown of my department s expenses by Fund and SubClass? When should this report be used? This report can be run during or at the end of the budgeting process. The Account Selection Options include: General Operating Specific Purpose Both General Operating and Specific Purpose In addition, you can further filter by Fund, Ledger, Class, SubClass, and Object. Fields displayed include FY10 Actual, FY11 Orig Budget, FY11 OBud OAs, FY12 AIS Bud, and FY12 Bud. 24 General Operating Revenue and Expense Reports Training Guide FY12

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30 General Operating Revenue and Expense Reports RUI and Computing Charges What question does this report answer? What is the breakdown of my department s expenses for Power Plant Purchases and Computing Services? When should this report be used? This report can be run during or at the end of the budgeting process. The Account Selection Options include: SubClass 37 - Power Plant Purchases SubClass 40 - Computer Services Fields displayed include Dept Number, Fund, Dept Name, and SubClass-Object. 26 General Operating Revenue and Expense Reports Training Guide FY12

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32 General Operating Revenue and Expense Reports Allocation Balancing Report What question does this report answer? How do I know if allocations are properly balanced across the University? o Note: This report has no selection prompts for Department or Fund. The report will return data to the extent of your individual security. When should this report be used? This report is meant to be used by central areas (Financial Services areas and School of Medicine Budget Office) at the end of the budgeting process. This report is used to balance allocations between departments across the University. The report will compare the Allocation Detail tab from all models and produce (optionally) accounts that match and accounts that do not match. The report will primarily be run by central areas (Financial Services areas and the School of Medicine Budget Office) at the end of the budgeting process it is one of the last steps before the budget is finalized and loaded into AIS. There are no rollups for this report. The report can be run for all departments since the primary purpose is to make sure that allocations are in balance across the University. 28 General Operating Revenue and Expense Reports Training Guide FY12

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34 General Operating Revenue and Expense Reports Allocation Detail Report What questions does this report answer? What is the detail behind the allocation amounts in the model? When should this report be used? The report can be run during or at the end of the budgeting process. This report is primarily a data listing of everything in the Allocation Detail tab of the R&E models. It will serve as a record of the detail behind allocations, which will help in next year s budget. It can also be used to verify the content of an allocation in case of disagreements between departments. 30 General Operating Revenue and Expense Reports Training Guide FY12

35 General Operating Revenue and Expense Reports Report Sample General Operating Revenue and Expense Reports Training Guide FY12 31

36 General Operating Revenue and Expense Reports R&E - Last Update by Node Report What question does this report answer? Did the latest Model update successfully transfer to the Data Mart? When should this report be used? The report can be used during the budget development process to see when your model changes will be reflected in reporting. This report displays the latest Model and Data Mart updates by Node. The report is sorted by Last Data Mart Update. 32 General Operating Revenue and Expense Reports Training Guide FY12

37 General Operating Revenue and Expense Reports Report Sample General Operating Revenue and Expense Reports Training Guide 33

38 General Operating Revenue and Expense Reports SP - Last Update by Node Report What question does this report answer? Did the latest Model update successfully transfer to the Data Mart? When should this report be used? The report can be used during the budget development process to see when your model changes will be reflected in reporting. This report displays the latest Model and Data Mart updates by Node. The report is sorted by Last Data Mart Update. 34 General Operating Revenue and Expense Reports Training Guide FY12

39 General Operating Revenue and Expense Reports Report Sample General Operating Revenue and Expense Reports Training Guide 35

40 General Operating Revenue and Expense Reports Tower Report What question does this report answer? What is the status of my PRB Initiatives? When should this report be used? This report can be run during or at the end of the budgeting process. Filters include: Approved Status Fund You can select a Comparison to a Previous Budget: Reporting Unit Level Division Level Section Level Dept Name Number Level Dept-Fund Level Fields displayed include FY11 Budget Dept-Fund, Priority, Initiative Description, Approved, Initiative, FY12 PRB Budget, Cumulative FY12 PRB Budget, and Compared to FY11 Budget: Dept-Fund. 36 General Operating Revenue and Expense Reports Training Guide FY12

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42 General Operating Revenue and Expense Reports Clinical Practice Overhead Report What question does this report answer? What is the status of my Clinical Overhead? When should this report be used? This report can be run during or at the end of the budgeting process. Fields displayed include Dept-Fund, Dept, SubClass Object, Fund, FY10 Income Actual, FY11 Income Budget, FY12 Income Budget, FY12 Total Budget, OH Rate, FY12 OH Computed, FY12 OH (9137), FY12 OH (9139), FY12 OH (9129), Computed minus Submitted, and FY12 OH (9147). 38 General Operating Revenue and Expense Reports Training Guide FY12

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44 General Operating Revenue and Expense Reports Compare Proposed FY OBUD to Current FY OBUD What question does this report answer? How does my Proposed FY OBUD compare to my Current FY OBUD data? When should this report be used? This report can be run during or at the end of the budgeting process. There are three Account Selection Options: General Operating Specific Purpose Both General Operating and Specific Purpose You may also select by Fund, Ledger, Class, SubClass, and Object. Fields displayed include LC, SubClass, Object, Dept Number, Fund Category, SubClass Title, FY12 Orig. Budget, FY11 Orig. Budget, $ Variance, and % Variance. 40 General Operating Revenue and Expense Reports Training Guide FY12

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46 General Operating Revenue and Expense Reports Compare Proposed FY OBUD to Prior FY Actual What question does this report answer? How does my Proposed FY OBUD compare to my Prior FY Actual data? When should this report be used? This report can be run during or at the end of the budgeting process. There are three Account Selection Options: General Operating Specific Purpose Both General Operating and Specific Purpose You may also select by Fund, Ledger, Class, SubClass, and Object. Fields displayed include LC, Dept, SubClass Object, Fund, FY10 Income Actual, FY10 OH (9147) Actual, FY11 Income Budget, FY12 OH (9147) Actual, FY12 Income Budget, OH Rate, FY12 OH Computed, FY12 OH (9147) Actual, and FY12 Clinical OH. 42 General Operating Revenue and Expense Reports Training Guide FY12

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48 General Operating Revenue and Expense Reports I&R Overhead Report What function does this report perform? This report is used by Med School departments to verify instruction and research overhead amounts budgeted equal computed amounts. If income is budgeted for a fund meeting certain criteria, then it checks the overhead expense (SCOB 9147) budgeted under the LC12 in the same account (dept/fund). When should this report be used? This report can be run during or at the end of the budgeting process. You may specify a Fund filter. Fields displayed include LC, Dept, SubClass, Fund, FY10 Income Actual, FY10 OH (9147). FY11 Income Budget, OH Rate, FY12 OH Computer, FY12 OH (9147) Actual, FY12 Clinical OH. 44 General Operating Revenue and Expense Reports Training Guide FY12

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50 General Operating Revenue and Expense Reports This completes the report training. 46 General Operating Revenue and Expense Reports Training Guide FY12

51 Appendix A Appendix A Saving Prompt Selections In this section, you will be shown how to save prompt selections to save time running reports. A Report View saves the responses to the various prompts that were used to generate the report. This allows you to avoid responding to the prompts every time you run the report. You will essentially save the prompt responses. Open Public Folders and navigate to Revenue and Expense Reports. Click the Create a report view of this report icon ( ) near the far right of the report name, in this case, Department Budget Analysis. The following screen appears: General Operating Revenue and Expense Reports Training Guide FY12 47

52 Appendix A Change/Edit the Name as desired. Enter a Description and Screen tip if desired. Click Select My Folders for the location. Click Finish. Click My Folders.Find the report you just saved and click the Set Properties icon ( ) to the far right of the report name. 48 General Operating Revenue and Expense Reports Training Guide FY12

53 Appendix A The following screen appears: Click the Report View tab. General Operating Revenue and Expense Reports Training Guide FY12 49

54 Appendix A Click Set under Prompt values. Select the prompt values as you normally would. Note: If you check Prompt for values, you will be prompted for values, but your choices made earlier will be intact. This allows you to change prompt values as necessary before running the report. If you clear the Prompt for values checkbox, assuming all required prompts are answered, the report will run without displaying the prompts. Click Additional Options, if necessary. Make any other changes, and then click Run Report. This takes you back to the Report View screen. Note: If you leave the Prompt for values option checked, the prompts will appear when you run the report. If you clear the checkbox, the report will run without user input. Click OK. Now, when you click this report in My Folders, the report will run using the saved prompts. In this section, you were shown how to save prompt selections to save time when running repetitive reports. 50 General Operating Revenue and Expense Reports Training Guide FY12

55 Appendix A Setting Personal Preferences In this section, you will be shown how to set your Personal Preferences. At the General Operating Revenue and Expense Reporting/Cognos Connection home page, click the My Area icon down arrow, and then select My Preferences. The Set Preferences General screen displays. General Operating Revenue and Expense Reports Training Guide FY12 51

56 Appendix A 52 General Operating Revenue and Expense Reports Training Guide FY12

57 Appendix A Enter and select your Report Preferences. Preference Number of entries in list view Report Format Separators in List View Style Show Welcome Page at Startup Show a summary of run option Default View Number of columns in details view Product Language Content Language Time Zone Click OK. The changes are in effect. Description Enter the number of reports to display on the List View. Recommend: 30. Select your default report format preference. Reports will always display in this format. Recommend: PDF. Select your preference for viewing the reports in List View. Grid Lines and Alternating Backgrounds separate the reports. Recommend: No Separator. Select the style preference for displaying the BI Reports Homepage. Select Preview to view the style. Recommend: Corporate. Select to display the Cognos Welcome Page at start up. Recommend: Unselecting. Select to show a summary of run options. Recommend: Selecting. Select List or Details. Recommend: List. Enter the number of columns for the Detail View. Recommend: 3. Use Default. Use Default. The default time zone is Mountain Standard Time. Select the correct time zone for your location. NOTE: CST = GMT-6 In this section, you learned how to set Personal Preferences. General Operating Revenue and Expense Reports Training Guide FY12 53

58 Appendix A Exporting to Excel Format In this section, you will be shown how to export the data in a report to Excel for further analysis. To export the report to Excel, click the down arrow to the right of the View in PDF Format button ( ) on the toolbar. Then, click View in Excel Options and select the version you desire. Note: For this option to work, you may need to hold down the CTRL key as you are selecting the Excel options and keep the CTRL key down until you click the Open or Save option. This issue relates to the Windows pop-up blocker. See below. Excel utilizes a new pop-up window to render a report. Therefore, one of several things could be causing a report to not appear properly. Here are a few common things to try. Note that you should be able to change these settings on your PC; however, if this is not the case, please contact your local PC support group. Try this first: Enable Downloads: Have Internet Explorer open (A Web page open) On the Menu, Select Tools From the drop down list, select Internet Options Select the Security Tab Click the Custom Level button Scroll down to the Downloads section. Make sure all 3 settings are Enabled as shown below: 54 General Operating Revenue and Expense Reports Training Guide FY12

59 Appendix A Click the OK button, and then click the OK button again to close all open windows you are done. If the above doesn t work, try these three alternate solutions: 1. Set Internet trusted site On the Menu, Select Tools From the drop down list, select Internet Options Select the Security Tab Click Local intranet, then the Sites button Click the Advanced button Add this Website to the zone: General Operating Revenue and Expense Reports Training Guide FY12 55

60 Appendix A 2. Allow pop-ups from this site On the Menu, Select Tools From the drop down list, select Internet Options Select the Privacy Tab If the Pop-up Blocker is enabled then click the Settings button. If the pop-up-blocker is not checked (enabled) then this is not your issue. Address of Website to allow: 3. Hold down the CTRL key: Hold down the CTRL key on your keyboard while converting or running a report to Excel. You must keep the CTRL key held down the entire time until the Excel download window appears, as shown below. While this method generally works, you will need to do this every time you run or convert a report to Excel. 56 General Operating Revenue and Expense Reports Training Guide FY12

61 Appendix A Note: To ensure/gain full Excel functionality, please choose to Save the output to Excel rather than Open it on this screen. If you have any additional questions, please contact RAPS at raps@wustl.edu or call the RAPS Support Group at The report is exported into Excel. In this section, you were shown how to export the data in a report to Excel for further analysis. That "wraps" it up! General Operating Revenue and Expense Reports Training Guide FY12 57