nvision Reports Reference Training Services Organizational Effectiveness

Transcription

1 nvision Reports Reference Training Services Organizational Effectiveness

2 nvision Reports Reference First printing The University of Minnesota is committed to the policy that all persons shall have equal access to its programs, facilities, and employment without regard to race, color, creed, religion, national origin, sex, age, marital status, disability, public assistance status, veteran status, or sexual orientation. This publication/material is available in alternative formats upon request. Please contact University of Minnesota Training Services, 260 West Bank Office Building, 1300 South 2nd Street, Minneapolis, MN, Printed on recycled and recyclable paper with at least 10 percent postconsumer material Regents of the University of Minnesota. All rights reserved.

3 Table of Contents Overview... 1 Key Components... 2 Step 1: Create a New Scope... 3 Step 2: Create the nvision Report Request... 9 Template Naming Conventions Step 3: Run and View the Report Accessing and Running a Report After It Is Created View an nvision Report Access nvision Drilldown Functionality Available Drilldown Options Sample Drilldowns Account All Chartfields by Periods AP Detail Business Unit Chartfield Chartfield Chartfield 3 (Fin EmplID) DeptID Fund Journal Lines Project Program Variance Other nvision Tasks... 43

4 Appendix A: Sample Reports by Layout UM_FGL_BUD_ACT_ACCT_BAL UM_FGL_REV_EXP_SUM UM_FGL_REV_EXP UM_FGL_DEPT_PROG_AVAIL_BAL UM_FGL_BUD_ACT_PROG UM_FGL_BUD_ACT_DEPT UM_FGL_BUD_ACT_CF UM_FGL_BUD_ACCT_BAL UM_FGL_AVAIL_SPEND_PP... 59

5 Overview The nvision reporting tool creates reports in Excel formats based on financial information from the General Ledger. These reports can be manipulated with all the standard Excel features. Additionally, the financial system and Excel interact to provide layers of drill-down detail for each nvision report. nvision can be used to view reports at a summarized level when additional detail may be needed (available through drill-down capabilities). A fundamental understanding of report definition and of Excel is needed to make best use the nvision tools. nvision provides flexibility in determining and building the filtration criteria (scope) for each report. That set of filtration criteria is then applied to a predefined output format (layout) to generate a report. There are several layouts to choose from. Excel and an nvision add-in must both be installed to run and/or view nvision reports. To access the add-in file and installation instructions, go to > Reporting (left menu) > Excel nvision Plug-in (right menu). All nvision reporting is done in a copy of the financial system called the reporting instance, which is updated nightly. Preapproved access and an M Key are required to log in to the EFS reporting instance. Financial system users (preparers and approvers) are automatically granted access rights to the reporting instance. Non-users of the financial system need to complete an Access Request Form (ARF) and the accompanying Financial Reporting Instance attachment, which must be signed by the cluster director. Information for accessing and completing the ARF and its attachments can be found at nvision Reports Reference Training Services, Organizational Effectiveness

6 Key Components There are three key components to an nvision report: Scope (user created) Scope Layout Report Request A scope is a user-defined set of filtration criteria. Each scope consists of scope field values that are based on specific ChartFields. For example, instead of viewing financial information from the entire University, the scope can be used to narrow the report to a specific DeptID(s). Each criterion can be either a specific value (e.g., DeptID 10006) or at a node level (Controller s Office). The scope can be further narrowed by defining scope field values for additional ChartFields. Existing scopes cannot be copied. Instead, each user (or group) should create his/her own scope(s). Once a scope is named and saved, it can be accessed, edited, and referenced at a later time by any user who has the scope name. Layout (User selected from predefined options) The layout is the output template for the report. It determines the header, row, and column information that will be generated in Excel. It also contains structural elements such as formulas, formatting, print options, etc. Types of layouts include Budget vs Actuals and Revenue & Expense. A layout name is required and is input on the Report Request page. An example of each layout is available later in this document (see appendix A). Report Request (User created) The report request brings together the scope (criteria) and layout (output template). It is also used to select the reporting date and to trigger the report generation. 2 Training Services, Organizational Effectiveness nvision Reports Reference

7 Step 1: Create a New Scope The first step in creating an nvision report is to create a scope. At least one scope field must be defined for each scope. The purpose of a scope is to identify the filters placed on the data. Once a scope or filter is defined, the scope can be used repeatedly across all nvision reports. A new scope does not have to be created for each report. 1. After logging in to the reporting instance, navigate to Reporting Tools > PS/nVision > Define Scope. 2. Select the Add a New Value tab. 3. In the SetID field, enter UMFIN. 4. In the Report Scope field, enter the name for the new scope. It must be a unique 10-character name; the name cannot be changed after it is saved. In order for the scope to be saved to the reporting instance, it must begin with the letters RP. When creating multiple scopes, use a naming convention to distinguish the scopes from one another. The naming convention should make sense to the group defining it (e.g., all scopes for the Office of Human Resources start with RPOHR ). 5. Click <Add>. Field Name Description Business Unit Field Combination Table Field Description Enter the scope description (it can be changed later). For best practice, use a description that indicates the filter/summary level of the scope. UMN01. Leave blank. nvision Reports Reference Training Services, Organizational Effectiveness

8 Step 1: Create a New Scope (cont.) Create a scope field for each ChartField for which limiting criteria is desired. One scope field should be defined for each ChartField by which to limit or summarize data. For example, if a report that limits the results to two funds and three particular DeptIDs is desired, then the scope would need to have two scope fields defined: one for fund and one for DeptID. A report will be created for each combination of scope field values. For example, if a scope is defined that contains three DeptIDs and two Funds, six reports will be generated one for each combination of DeptID and Fund. If the information being reported is at the RRC level for Fund 1000 for all programs except those that include the specific CF2 values of and , then scope fields would need to be set up for Fund, DeptID, and CF2. The components to be defined in the scope field are: Field Name How Specified Value Table Tree Name/Level Selected Values 4 Training Services, Organizational Effectiveness nvision Reports Reference

9 Step 1: Create a New Scope (cont.) Field Name Field Name Field Description For the particular ChartField being used to enter criteria, select the corresponding field name. Do not use the lookup list, because the majority of options are irrelevant. Use the chart below to identify the field name to enter. ChartField Fund DeptID Account Program Project CF1 CF2 Fin EmplID Field Name Fund_Code DeptID Account Program_Code Project_ID CHARTFIELD1 CHARTFIELD2 CHARTFIELD3 How Specified This option is going to identify what type of values or group of values will be selected. It is also going to determine how results are summarized. For example, if reports need to be at the individual DeptID level, then there are two options: All Detail Values Selected Detail Values If the resulting reports are to be summarized at a node (rollup) level, then one of the following options are available: All nodes at selected level nvision Reports Reference Training Services, Organizational Effectiveness

10 Step 1: Create a New Scope (cont.) Detail at selected parents Selected tree nodes Depending on which How Specified option is selected, the next option will be either Value Table or Tree Name/Level. See below examples for specifics on which selection requires what additional information. Value Table The value table is the table associated with the particular ChartField. This allows the system to see all the individual values (or numbers). Essentially, in what table the particular values will be found. This is the next option when All Detail Value or Selected Detail Value is selected. Field FUND_CODE DEPTID ACCOUNT PROGRAM_CODE PROJECT_ID CHARTFIELD1 CHARTFIELD2 CHARTFIELD3 (Fin EmplID) Value Table Fund_Table Deptid_Table GL_Account_Tbl Program tbl Project _ID_VW Chartfield1_tbl Chartfield2_Tbl Chartfield3_Tbl 6 Training Services, Organizational Effectiveness nvision Reports Reference

11 Step 1: Create a New Scope (cont.) Tree Name and Level This is the next option when any of the following are selected in How Specified: All nodes at selected levels Detail of selected parents Selected tree nodes Tree name parents and nodes refer to the tree structure, so the appropriate tree associated with the ChartField in the Field Name must be selected. Field FUND_CODE DEPTID ACCOUNT PROGRAM_CODE PROJECT_ID CHARTFIELD1 CHARTFIELD2 CHARTFIELD3 (Fin EmplID) Tree Name UM_CYFWD_FUNDS UM_FUND_CATEGORY UM_FUND_CLASS UM_FUND_GROUP UM_FUND_NETASSETS UM_DEPTID_FISCAL N/A N/A N/A N/A nvision Reports Reference Training Services, Organizational Effectiveness

12 Step 1: Create a New Scope (cont.) Then the summary level (or node) needs to be identified. Summary levels are as follows: All (all University) Vice Pres (vice president level) Campus (by campus) RRC (RRC level) Level 4 Level 5 Level 6 Levels 4 through 6 will vary depending on the RRC structure. Review the tree manager to determine the levels used by your RRC. Summary Field Name Field Name How Specified Selected Values Field Description What ChartFields do I want to limit or summarize by? How do I want to view my results? Specific values or specific nodes? If nodes, which node (level) do I want to view (RRC, level 4, 5, or 6)? Which specific values do I want to report on? The values available will be dependent on the previous selections. Review the table below to determine what information to fill in to the corresponding field. Remember, it is dependent on what was selected in How Specified as to whether a Value Table will be required or a Tree Name/Level. Field Value Table Tree Name FUND_CODE Fund_Table UM_CYFWD_FUNDS UM_FUND_CATEGORY UM_FUND_CLASS UM_FUND_GROUP UM_FUND_NETASSETS DEPTID Deptid_Table UM_DEPTID_FISCAL ACCOUNT GL_Account_Tbl PROGRAM_CODE Program tbl N/A PROJECT_ID Project _ID_VW N/A CHARTFIELD1 Chartfield1_tbl N/A CHARTFIELD2 Chartfield2_Tbl N/A CHARTFIELD3 (Fin EmplID) Chartfield3_Tbl 8 Training Services, Organizational Effectiveness nvision Reports Reference

13 Step 2: Create the nvision Report Request The second step in creating an nvision report is to create the nvision report request. After the scope has been defined, the report request is used to bring together various pieces needed to generate report results, such as: To begin: Layout Reporting Date Output Format Scope Report Naming Convention 1. Navigate to Reporting Tools > PS/nVision > Define Report Request. 2. Click the Add a New Value tab. Enter UMN01 for the Business Unit. In the Report ID field, enter a unique name (must be 8 characters). In order for the report request to be saved to the reporting instance, it must begin with RP. The report name cannot be changed after it is saved. However, the report can be deleted and re-created. 3. Click <Add>. 4. The nvision Report Request tab is displayed. nvision Reports Reference Training Services, Organizational Effectiveness

14 Step 2: Create the nvision Report Request (cont.) A. Report Request Head Field Name Report Title Layout Field Field Description This is the long description for the report request and results. Do not use any special characters (e.g., a backslash.) Enter one of the following layout names exactly. Each of these layouts can be seen in appendix A of this manual. UM_FGL_AVAIL_SPEND_PP (available spending by Program or Project) UM_FGL_DEPT_PROG_AVAIL_BAL (available spending by DeptID and Program) UM_FGL_REV_EXP (revenue and expense balances) UM_FGL_REV_EXP_SUM (revenue and expense summary by account) UM_FGL_ACCT_BAL (actual activity by period) UM_FGL_BUD_ACT_DEPT (budget vs actual department/ fund by account) UM_FGL_BUD_ACT_ACCT_BAL (budget vs actual YTD activity) UM_FGL_BUD_ACT_PROG (budget vs actual program by account) UM_FGL_BUD_ACT_CF3 (budget vs actual CF3 by account) 10 Training Services, Organizational Effectiveness nvision Reports Reference

15 Step 2: Create the nvision Report Request (cont.) Note: If the layout name is not entered correctly, the report will not generate or will error out. Copy to Another Business Unit/Clone Delete Report Request Transfer to Report Books Process Monitor Report Manager Share This Report Request Allows user to copy the report request. Allows user to delete this report request Not currently functioning Allows user to view the status of the report processing (processing, success, posted, etc..) Allows users to access the Report Manager to view the report once processing is complete. Report request default to being secured to your user id only. If other users should have access to running this report, click the share this report request link and enter their user IDs. Choose Public rather than the default of Secured in order to allow any user who has access to the reporting instance to run and modify this report request. Note that all users will have access to change the report as well. B. Report Date Selection Field Name As Of Reporting Date Tree As Of Date Field Description May be used to limit the date parameters of the report. In cases where a period through date is needed, the system converts the As of Reporting Date. For example, if 7/31/08 is entered, the system interprets that as Period 1. Specify Date Today s Date Note: If a specific date is entered, it is important to change this date as needed as the report continues to be run in the future. Leave at the default of Use as of Reporting Date. nvision Reports Reference Training Services, Organizational Effectiveness

16 Step 2: Create the nvision Report Request (cont.) c. Output Options Field Name Type Format Field Description Select Web. Select Microsoft Excel Files. Once the nvision Report Request tab is filled out, select the Advanced Options tab. Click <Enter Delivery Template Options View All>. The PS/nVision Report Templates page is displayed. 12 Training Services, Organizational Effectiveness nvision Reports Reference

17 Step 2: Create the nvision Report Request (cont.) D. Scope and Naming Conventions Field Name Report Scope Directory Name Template File Template Language Template Field Description Either enter or look up the report scope to use for the report. Leave blank. Used to name the files (.xls,.pdf, etc.) dynamically, based on the combination of report name, scope field values, and as-of date. In order for the report to generate correctly, the file must be named properly. See the template naming conventions section of this manual. Note: If the template name is not entered correctly, the report will not generate or will error out. If a report does not process, the template name should be checked. See template naming conventions. Leave blank. Content Description Enter the same naming convention used for the File Template field. Copy and paste functions can be used to save time. Note: This will uniquely name each of the generated reports in the Report Manager. See template naming conventions. Security Template Leave blank. nvision Reports Reference Training Services, Organizational Effectiveness

18 Template Naming Conventions Since multiple reports will frequently be generated, it is necessary to be able to identify which values are included in the report. The template naming convention allows the values included to show in the name. For example, if the scope includes DeptID fields and the values are and 10084, the naming convention will pull in the value dynamically. Naming convention pieces must begin and end with a percent sign (%). Naming convention pieces must be separated with an underscore (_). All fields included in the naming convention must exist in the scope. Note: If a naming convention is included in the template that is not also present in the scope being used for the report, the report will not process. For example if Program is not being used as a criteria in the scope the report is using, the naming convention piece that corresponds with Program cannot be used in the File Template name. The following table displays naming convention options available. Naming Convention %RTT% %RID% %SFV.FUND_CODE% %SFV.DEPTID % %SFV.PROGRAM_CODE% %SFV.ACCOUNT% %SFV.PROJECT_ID% %SFV.CHARTFIELD1% %SFV.CHARTFIELD2% %SFV.CHARTFIELD3% %ASD% Corresponding Value Report title (user entered on the nvision Report Request tab) Report ID (10-character, user-created name of report request) Fund value identified by the scope. DeptID value identified by the scope Program value identified by the scope Account value identified by the scope Project value identified by the scope ChartField 1 value identified by the scope ChartField 2 value identified by the scope ChartField 3 value identified by the scope As-of date (user entered on the nvision Report Request tab) 14 Training Services, Organizational Effectiveness nvision Reports Reference

19 Template Naming Conventions (cont.) For example, if the scope had scope field values (criteria) for DeptID and Fund fields, the naming convention would need to be entered as: %RTT%_%SFV.DEPTID%_%SFV.FUND_CODE%_%ASD% Review the scope created earlier in this manual: The DeptID scope value was tree node level 4: Employee Benefits and OHR System. The Fund scope value was tree node level 1: Centrally Allocated and Current Nonsponsored. Based on these scope field definitions, there would be four separate reports created (one for each combination of DeptID and Fund). The titles of the reports (which include the report title, DeptID, Fund, and as-of date) would be: Report Title DeptID Fund As-of Date OHR lvl 4: YTD Bud v actual_ Employee Benefits_Centrally Allocated_ xls OHR lvl 4: YTD Bud v actual_ Employee Benefits_Current Non Sponsored_ xls OHR lvl 4: YTD Bud v actual_ OHR_Systems_Centrally Allocated_ xls OHR lvl 4: YTD Bud v actual_ OHR_Systems_Current Non sponsored_ xls nvision Reports Reference Training Services, Organizational Effectiveness

20 Step 3: Run and View the Report The final steps in creating the nvision report request are: Click <OK>. The Advanced Options tab is displayed. Click <Save>. Select the nvision Report Request tab. Run and view the report (see later in this manual for the steps to do this). On the nvision Report Request tab, click <Run Report>. The Process Scheduler Request page is displayed. Accept all other defaults and click <OK>. The nvision Report Request tab is displayed again. If desired, click <Process Monitor> to view the Process List, which shows the run status of the report. 16 Training Services, Organizational Effectiveness nvision Reports Reference

21 Step 3: Run and View the Report (cont.) Click <Refresh> to update the Run Status. When the Run Status is listed as Success and the Distribution Status is Posted, the report can be viewed. Click <Go back to Report Request> to return to the main nvision Report Request page. Now click <Report Manager>. nvision Reports Reference Training Services, Organizational Effectiveness

22 Step 3: Run and View the Report (cont.) Select the Administration tab. A list of reports that have created is displayed. Click <Details> on the report line. The Report Detail page is displayed. Click the [report name].xls to launch the Excel file. Click <Open> at the prompt. Excel opens the nvision report. After the report is created, it can be accessed at any time by navigating to Reporting Tools > Report Manager until the expiration date is reached or until it is deleted. Click the Administration tab and change the Last: timeframe as needed. 18 Training Services, Organizational Effectiveness nvision Reports Reference

23 Step 3: Run and View the Report (cont.) Troubleshooting If the report either gets an error or does not complete successfully, there is a problem with the report request in one of two areas: The Layout name is not typed exactly so the system cannot find it. The File Template name is incorrect: This can be due to misspellings, failure to use the proper formatting (% before and after field names) or even inclusion of field names not identified in the scope definition. nvision Reports Reference Training Services, Organizational Effectiveness

24 Accessing and Running a Report After It Is Created 1. Navigate to Reporting Tools > PS/nVision > Define Report Request. 2. Select the Find an Existing Value tab. 3. Enter a Business Unit of UMN Enter the Report ID. 5. Click <Search>. 6. Change the As Of Reporting Date as needed. 7. Follow the instructions in the Step 3: Run and View the Report section of this manual. 20 Training Services, Organizational Effectiveness nvision Reports Reference

25 View an nvision Report Once a report has been created, navigate to Reporting Tools > Report Manager > Administration tab. A list of reports that have created is displayed. Click the report name in the Description column to select a specific report to view. The File Download dialog box is displayed. Click <Open>. The nvision report will open in Excel. nvision Reports Reference Training Services, Organizational Effectiveness

26 View an nvision Report (cont.) Note: Excel tools and capabilities can be used to manipulate nvision reports. The only difference from a standard Excel file is there is an nvision Drill menu item available on the main Excel toolbar. This feature enables users to look at the detailed information that supports a total in the nvision report. The nvision plug-in must be added to your compute before the nvision Drill menu is available; it is not automatically loaded when open an nvision report. For instructions on how to install this plug-in, go to 22 Training Services, Organizational Effectiveness nvision Reports Reference

27 Access nvision Drilldown Functionality Once the Excel file is open and the nvision menu is available, it is possible to drill down on certain cells within the report to see values that comprise summary figures. Select the cell that contains the information that is to be drilled into. Click a numerical field to select it. This field MUST be a number, not a calculation/formula. In the below example, cell F34 is selected. The formula bar shows that the field is based on a formula, =F17+F26+F32. Since cell F34 is referencing a formula, it cannot be drilled into. Only fields that contain a static number can be drilled into. nvision Reports Reference Training Services, Organizational Effectiveness

28 Access nvision Drilldown Functionality (cont.) If the selected cell references a column that is hidden: 1. Select the column to the left and right of the hidden column. 2. Right click and select Unhide from the drop-down menu. In the example below, column K is now unhidden. Select the cell on which to drill. In the example above, K38 is selected. Remember, the cell selected must be a static number, not a calculation. Navigate to nvision Drilldown > Drill, which will redirect to the financial system. A partial list of the drilldown options is displayed. 24 Training Services, Organizational Effectiveness nvision Reports Reference

29 Access nvision Drilldown Functionality (cont.) Determine the appropriate drilldown layout, and then click <Run Drilldown> to run the drilldown report. The Administration tab of the Report Manager is displayed. Click <Refresh> to update the list. Reports with a prefix of DR indicate a drilldown report. Click the report name in the Description column to launch the Excel file. The File Download dialog box is displayed. Click <Open>. The nvision drilldown report is opened in Excel. Note: When applicable, it is possible to run drilldown functionality on a report created through a drilldown. However, once a drilldown reaches the module level (e.g., accounts payable detail), no further drilling is possible. Drilldown results appear in a variety of colors. All colored drilldowns can be further drilled into. If the results appear with a white background, no further detail is available. nvision Reports Reference Training Services, Organizational Effectiveness

30 Available Drilldown Options The following section provides guidance on the use of available drilldown layouts. Drilldown Description Drilldown Description UM_ACTBGT Accounts by Actuals/Budget UM_PROPER Program by Period UM_ACTBUS Accounts by Business Unit UM_PROPRJ Program by Project UM_ACTCF1 Accounts by ChartField1 UM_VARACT Variance breakdown by Account UM_ACTCF2 Accounts by ChartField2 UM_VARBUS Variance breakdown by BU UM_ACTCF3 Accounts by ChartField3 UM_VARCF1 Variance breakdown by CF1 UM_ACTDEP Accounts by Department UM_VARCF2 Variance breakdown by CF2 UM_ACTFND Accounts by Fund UM_VARCF3 Variance breakdown by CF3 UM_ACTPER Accounts by Period UM_VARDEP Variance breakdown by Dept UM_ACTPRJ Accounts by Project UM_VARFND Variance breakdown by Fund UM_ACTPRO Accounts by Program UM_VARPRJ Variance breakdown by Project UM_ALLPER All Chartfields by Period UM_VARPRO Variance breakdown by Program UM_APVCHR AP Detail UM_CF2PRJ ChartField2 by Project UM_BUSACT Business Unit by Account UM_CF2PRO ChartField2 by Program UM_BUSCF1 Business Unit by ChartField1 UM_CF3ACT ChartField3 by Account UM_BUSCF2 Business Unit by ChartField2 UM_CF3BUS ChartField3 by Business Unit UM_BUSCF3 Business Unit by ChartField3 UM_CF3DEP ChartField3 by Department UM_BUSDEP Business Unit by Department UM_CF3FND ChartField3 by Fund UM_BUSFND Business Unit by Fund UM_CF3PER ChartField3 by Period UM_BUSPER Business Unit by Period UM_CF3PRJ ChartField3 by Project UM_BUSPRJ Business Unit by Project UM_CF3PRO ChartField3 by Program UM_BUSPRO Business Unit by Program UM_DEPACT Department by Account UM_CF1ACT ChartField1 by Account UM_DEPBUS Department by Business Unit UM_CF1BUS ChartField1 by Business Unit UM_DEPCF1 Department by ChartField1 UM_CF1DEP ChartField1 by Department UM_DEPCF2 Department by ChartField2 UM_CF1FND ChartField1 by Fund UM_DEPCF3 Department by ChartField3 UM_CF1PER ChartField1 by Period UM_DEPFND Department by Fund UM_CF1PRJ ChartField1 by Project UM_DEPPER Department by Period UM_CF1PRO ChartField1 by Program UM_DEPPRJ Department by Project UM_CF2ACT ChartField2 by Account UM_DEPPRO Department by Program UM_CF2BUS ChartField2 by Business Unit UM_FNDACT Fund by Account UM_CF2DEP ChartField2 by Department UM_FNDBUS Fund by Business Unit UM_CF2FND ChartField2 by Fund UM_FNDCF1 Fund by ChartField1 UM_CF2PER ChartField2 by Period UM_FNDCF2 Fund by ChartField2 UM_PRJDEP Project by Department UM_FNDCF3 Fund by ChartField3 UM_PRJFND Project by Fund UM_FNDDEP Fund by Department UM_PRJPER Project by Period UM_FNDPER Fund by Period 26 Training Services, Organizational Effectiveness nvision Reports Reference

31 Available Drilldown Options (cont.) Drilldown Description Drilldown Description UM_PRJPRO Project by Program UM_FNDPRJ Fund by Project UM_PROACT Program by Account UM_FNDPRO Fund by Program UM_PROBUS Program by Business Unit UM_JRNLLY Journal Lines UM_PROCF1 Program by ChartField1 UM_PRJACT Project by Account UM_PROCF2 Program by ChartField2 UM_PRJBUS Project by Business Unit UM_PROCF3 Program by ChartField3 UM_PRJCF1 Project by ChartField1 UM_PRODEP Program by Department UM_PRJCF2 Project by ChartField2 UM_PROFND Program by Fund UM_PRJCF3 Project by ChartField3 nvision Reports Reference Training Services, Organizational Effectiveness

32 Sample Drilldowns Account Drilldowns All the account drilldown options will show the Account numbers included along with the description down the left-hand column of the Excel results. Each Account will be broken down by the corresponding selection across the top of the page. For example: UM_ACTBGT UM_ACTBUS UM_ACTCF1 UM_ACTCF2 UM_ACTCF3 UM_ACTDEP UM_ACTFND UM_ACTPER UM_ACTPRJ UM_ACTPRO Accounts by Actuals/Budget Accounts by Business Unit Accounts by ChartField1 Accounts by ChartField2 Accounts by ChartField3 Accounts by Department Accounts by Fund Accounts by Period Accounts by Project Accounts by Program Account by Business Unit Drill shows your Account ChartField values down the left-hand side and the business unit across the top of the page. This allows for a subtotal for each business unit that is summarized by Account. 28 Training Services, Organizational Effectiveness nvision Reports Reference

33 Sample Drilldowns (cont.) Account by Department Drill shows your Account ChartField values down the left-hand side and the departments across the top of the page. This allows for a subtotal for departments that is summarized by Account. Sample Account by Period Drill shows your Account ChartField values down the left-hand side and the Periods across the top of the page. This allows for a subtotal for each period that is summarized by account. Drill shows ALL transactions including balance forward (Period 0). nvision Reports Reference Training Services, Organizational Effectiveness

34 Sample Drilldowns (cont.) All Chartfields by Periods (UM_ALLPER) Drill shows a summary by all ChartField strings: The total amount for this account is 10, This is broken out into a subtotal by each ChartField that hits this total. Note that the name of the ChartField and not the value is reported in this drilldown. Description Amount Central Cost Pool Allocation 10,364, ,364, Account 10,364, ,364, OHR Administration 3,622, ,622, Teaching & Learning, Ctr for 1,147, ,147, Organizational Effectiveness 1,754, ,754, Job Center 766, , HR Mgmt Sys/Payroll 2,680, ,680, Retirement 393, , Department 10,364, ,364, State Appr, Tuition and U Fee 10,364, ,364, Fund 10,364, ,364, (None) 10,364, ,364, Project 10,364, ,364, System Administration 6,392, ,392, CSC Staff Day 70, , Pres Emerging Leaders Program 86, , System Communications 216, , System Technology 112, , U Teaching and Service Awards 865, , IS Regents Professor 945, , HR Policy & Grad Employment 415, , IS System Employee Training 866, , Empl Ben Pre 63 Retiree Allow 393, , Program 10,364, ,364, (None) 10,364, ,364, Chartfield1 10,364, ,364, (None) 10,191, ,191, Supervisory Training Program 173, , Chartfield2 10,364, ,364, (None) 10,364, ,364, Chartfield3 10,364, ,364, Training Services, Organizational Effectiveness nvision Reports Reference

35 Sample Drilldowns (cont.) AP Detail The accounts payable detail drilldown provides more information than All Journal Lines but is only for AP transactions. List of Paid Vouchers Note: Some empty columns have been hidden in this example. Columns in the report: AP Unit Fund Affiliate Monetary Amount (+ line for total) Voucher Oper Unit Affiliate Invoice # Line Budget Reference Vendor ID Account Class Vendor Name Dept Fund Year (Fiscal) Product Oper Unit Per (Period) Project Program GL Unit Affiliate Currency nvision Reports Reference Training Services, Organizational Effectiveness

36 Sample Drilldowns (cont.) Business Unit Drilldowns All of the business unit drilldown options will show the business unit number along with the description down the left-hand column of the Excel results. The business Unit will be broken down by the corresponding selection across the top of the page. Most departments will only use one business unit (UMN01). These drilldowns will not be very helpful for such departments. UM_BUSACT UM_BUSCF1 UM_BUSCF2 UM_BUSCF3 UM_BUSDEP UM_BUSFND UM_BUSPER UM_BUSPRJ UM_BUSPRO Business Unit by Account Business Unit by ChartField1 Business Unit by ChartField2 Business Unit by ChartField3 Business Unit by Department Business Unit by Fund Business Unit by Period Business Unit by Project Business Unit by Program Business Unit by Account Business Unit by Department 32 Training Services, Organizational Effectiveness nvision Reports Reference

37 Sample Drilldowns (cont.) Chartfield 1 Drilldowns All of the ChartField 1 drilldown options will show the ChartField 1 numbers along with the description down the left-hand column of the Excel results. Each ChartField 1 value will be broken down by the corresponding selection across the top of the page. UM_CF1ACT UM_CF1BUS UM_CF1DEP UM_CF1FND UM_CF1PER UM_CF1PRJ UM_CF1PRO ChartField1 by Account ChartField1 by Business Unit ChartField1 by Department ChartField1 by Fund ChartField1 by Period ChartField1 by Project ChartField1 by Program ChartField 1 by Department nvision Reports Reference Training Services, Organizational Effectiveness

38 Sample Drilldowns (cont.) Chartfield 2 Drilldowns All of the ChartField 2 drilldown options will show the ChartField 2 numbers along with the description down the left-hand column of the Excel results. Each ChartField 2 value will be broken down by the corresponding selection across the top of the page. UM_CF2ACT UM_CF2BUS UM_CF2DEP UM_CF2FND UM_CF2PER UM_CF2PRJ UM_CF2PRO ChartField2 by Account ChartField2 by Business Unit ChartField2 by Department ChartField2 by Fund ChartField2 by Period ChartField2 by Project ChartField2 by Program ChartField 2 by Department 34 Training Services, Organizational Effectiveness nvision Reports Reference

39 Sample Drilldowns (cont.) Chartfield 3 (Fin EmplID) Drilldowns All of the ChartField 3 drilldown options will show the ChartField 3 numbers along with the description down the left-hand column of the Excel results. Each ChartField 3 value will be broken down by the corresponding selection across the top of the page. UM_CF3DEP UM_CF3FND UM_CF3PER UM_CF3PRJ UM_CF3PRO ChartField3 by Department ChartField3 by Fund ChartField3 by Period ChartField3 by Project ChartField3 by Program ChartField 3 by Department nvision Reports Reference Training Services, Organizational Effectiveness

40 Sample Drilldowns (cont.) DeptID Drilldowns All of the DeptID drilldown options will show the DeptID numbers along with the description down the left-hand column of the Excel results. Each DeptID value will be broken down by the corresponding selection across the top of the page. UM_DEPACT UM_DEPBUS UM_DEPCF1 UM_DEPCF2 UM_DEPCF3 UM_DEPFND UM_DEPPER UM_DEPPRJ UM_DEPPRO Department by Account Department by Business Unit Department by ChartField1 Department by ChartField2 Department by ChartField3 Department by Fund Department by Period Department by Project Department by Program Department by Account Drill shows department ChartField values down the left-hand side and the Account ChartField values across the top of the page. Columns in this report: Department Description Account Amount 36 Training Services, Organizational Effectiveness nvision Reports Reference

41 Sample Drilldowns (cont.) Department by Business Unit Drill shows department ChartField values down the left-hand side and the business unit values across the top of the page. Department by Period Drill shows department ChartField values down the left-hand side and the periods across the top of the page. nvision Reports Reference Training Services, Organizational Effectiveness

42 Sample Drilldowns (cont.) Fund Drilldown All of the Fund drilldown options will show the Fund numbers along with the description down the left-hand column of the Excel results. Each Fund value will be broken down by the corresponding selection across the top of the page. UM_FNDACT UM_FNDBUS UM_FNDCF1 UM_FNDCF2 UM_FNDCF3 UM_FNDDEP UM_FNDPER UM_FNDPRJ UM_FNDPRO Fund by Account Fund by Business Unit Fund by ChartField1 Fund by ChartField2 Fund by ChartField3 Fund by Department Fund by Period Fund by Project Fund by Program Fund by Account 38 Training Services, Organizational Effectiveness nvision Reports Reference

43 Sample Drilldowns (cont.) Journal Lines (UM_JRNLLY) Budget and actuals for prefixes beginning HRS, AR, PO, and SF, and internal journal entry prefixes beginning with zero. Does not include balance forward (Period 0). Accounts are in columns and departments are in rows. nvision Reports Reference Training Services, Organizational Effectiveness

44 Sample Drilldowns (cont.) Project Drilldown UM_PRJACT UM_PRJBUS UM_PRJCF1 UM_PRJCF2 UM_PRJCF3 UM_PRJDEP UM_PRJFND UM_PRJPER UM_PRJPRO Project by Account Project by Business Unit Project by ChartField1 Project by ChartField2 Project by ChartField3 Project by Department Project by Fund Project by Period Project by Program Project by Account 40 Training Services, Organizational Effectiveness nvision Reports Reference

45 Sample Drilldowns (cont.) Program Drilldown UM_PROACT UM_PROBUS UM_PROCF1 UM_PROCF2 UM_PROCF3 UM_PRODEP UM_PROFND UM_PROPER UM_PROPRJ Program by Account Program by Business Unit Program by ChartField1 Program by ChartField2 Program by ChartField3 Program by Department Program by Fund Program by Period Program by Project Program by Department nvision Reports Reference Training Services, Organizational Effectiveness

46 Sample Drilldowns (cont.) Variance Drilldown UM_VARACT UM_VARBUS UM_VARCF1 UM_VARCF2 UM_VARCF3 UM_VARDEP UM_VARFND UM_VARPRJ UM_VARPRO Variance breakdown by Account Variance breakdown by BU Variance breakdown by CF1 Variance breakdown by CF2 Variance breakdown by CF3 Variance breakdown by Dept Variance breakdown by Fund Variance breakdown by Project Variance breakdown by Program Variance by Department 42 Training Services, Organizational Effectiveness nvision Reports Reference

47 Other nvision Tasks: Delete a Scope Scopes can be edited at any point. If a scope is no longer needed, it can be deleted. 1. Navigate to Reporting Tools > PS nvision > Define Scope. 2. Enter the SetID (most likely UMFIN ). 3. Enter the report scope name, or enter part of the name and use the drop-down menu to select the appropriate operator (e.g., begins with, contains, etc.). 4. Click <Search>. 5. On the right side of the Scope Definition screen, click <Delete Scope>. 6. A confirmation message will display. If the scope should not be deleted, click <Cancel>. 7. To delete the scope, click <OK>. nvision Reports Reference Training Services, Organizational Effectiveness

48 Other nvision Tasks: ing Reports ing is an option for distributing reports during the run process. These instructions are specific to ing an nvision Excel file, which does not allow the recipient to use the drilldown feature. To use drilldown, the recipient needs to have access to the reporting instance and use the distribution option that copies the report directly into the recipient s Report Manager. The steps to follow to an nvision report are: 1. On the nvision Report Request page, click <Run Report>. 2. On the Process Scheduler Request page, change the Type to . Note: When the feature is being used, reports will not process/be available through Report Manager. In order to have access to these reports through Report Manager, the run process must be initiated a second time with Web selected as the Type. 3. Click <Distribution>. 4. On the Distribution Details page: Select the With Log checkbox. In case the report does not distribute properly, a log will be created. Enter a subject for the . Remember that the will come from the system, so it is good practice to include a note about who is sending the report. Enter a message that will be the body of the . Enter addresses in the address list (the list of recipients). Use a comma to separate multiple addresses. 44 Training Services, Organizational Effectiveness nvision Reports Reference

49 Other nvision Tasks: ing Reports (cont.) 5. Click <OK> to run the report request and return to the nvision Report Request page. 6. Click <Process Monitor> to watch the status of the run process. Note: Reports have been generated when the Status is Success and the Distribution is Posted. However, the report will not be available in the recipient s until the report has cleared the server. The timing depends on the batch processes. As a general note, the distribution/ settings are not saved with the report request; they must be entered each time a report request is run. However, if the distribution/ settings are created through generating a report book, those settings will be saved with the book. The next time the book is run, the settings will default and can be changed as needed at that time. nvision Reports Reference Training Services, Organizational Effectiveness

50 Other nvision Tasks: ing Reports (cont.) Receiving an ed Report Each report generated will create a separate with an Excel attachment. These s will have a From address that reflects the reporting instance; the subject and body message will consist of what was specified during the run process. Subject sender Note that the unique name of each report is not viewable from the . In order to view the names of the reports before opening each one, the user can either: Mouse-over the attachment to see the full name. Save all the attachments to a specific folder. At this point, the entire file name would be available. 46 Training Services, Organizational Effectiveness nvision Reports Reference

51 UM_FGL_BUD_ACT_ACCT_BAL (page 1 of report) Report ID: RPOHRXX1 UNIVERSITY OF MINNESOTA Report Title: OHR lvl 4 YTD Bud v actual ENTERPRISE FINANCIAL SYSTEMS Run Date: 02/10/2009 Scope: RPOHRXXX1 BUDGET VS ACTUAL - YTD ACTIVITY Run Time: 10:24:26 AM January 31, 2009 EMPLOYEE_BENEFITS Employee Benefits Project CENTRALLY ALLOCATED Centrally Allocated Funds Chartfield1 Chartfield2 Department Fund Program 2009 Chartfield3 Fiscal Year 7 Period Budget Variances Budget Total Actuals and Commitments $ Variance % Variance Future Commitments Pre- Encumbrances Approved Current Actual, Year-to-Date Encumbrances , , Carryforward Revenues State O&M Redistrib N/A Central Cost Pool Rev , , , , % Central CP ContraRev N/A Total Revenues 393, , , , % Appendix A: Sample Reports by Layout N/A Total Accounts Receivable 393, , , , (357,578.00) % Total Resources Expenses Salaries-Faculty (1,434,000.00) (1,434,000.00) (619,980.34) (370,404.60) - - (990,384.94) (443,615.06) 30.94% Salaries-CSBU (95,000.00) (95,000.00) (22,920.56) (14,348.20) - - (37,268.76) (57,731.24) 60.77% Enterprise Assessment (1,020.47) (1,020.47) 1, N/A Total Expenses (1,529,000.00) (1,529,000.00) (643,921.37) (384,752.80) - - (1,028,674.17) (500,325.83) 32.72% N/A Total Depreciation Capital Asset Purchases Capital Asset Purchase Actuals - - (953.00) (953.00) N/A Total Capital Asset Purchases - - (953.00) (953.00) N/A (1,529,000.00) (1,529,000.00) (644,874.37) (384,752.80) - - (1,029,627.17) (499,372.83) 32.66% Total Net Expenditures Transfers In NMTI-General ,529, ,529, ,087, ,087, , % Total Transfers In 1,529, ,529, ,087, ,087, , % Transfers Out NMTO-General (393,000.00) (393,000.00) (317,967.00) (317,967.00) (75,033.00) 19.09% NMTO-Specific (111,589.99) (111,589.99) 111, N/A Total Transfers Out (393,000.00) (393,000.00) (429,556.99) (429,556.99) 36, % 1,136, ,136, , , , % Total Net Transfers , (384,752.80) , (21,731.84) N/A , (384,752.80) , (379,309.84) N/A Ending Balance, not including Carryforward Ending Balance, including Carryforward 7:22 AM 2/20/09 Page 1 of 2 nvision Reports Reference Training Services, Organizational Effectiveness

52 Appendix A: Sample Reports by Layout (cont.) UM_FGL_BUD_ACT_ACCT_BAL (page 2 of report) Report ID: RPOHRXX1 Report Title: OHR lvl 4 YTD Bud v actual UNIVERSITY OF MINNESOTA ENTERPRISE FINANCIAL SYSTEMS Run Date: 02/10/2009 Scope: RPOHRXXX1 BUDGET VS ACTUAL - CURRENT ACTIVITY Run Time: 10:24:26 AM January 31, 2009 Department EMPLOYEE_BENEFITS Employee Benefits Project Fund Program CENTRALLY ALLOCATED Centrally Allocated Funds Chartfield1 Chartfield2 Fiscal Year 2009 Chartfield3 Period 7 Actual, Current Encumbrances Pre- Encumbrances Future Commitments Total Actuals and Commitments Carryforward 357, , Revenues State O&M Redistrib Central Cost Pool Rev Central CP ContraRev Total Revenues Total Accounts Receivable Total Net Expenditures 357, , Expenses Salaries-Faculty (73,935.48) 76, , Salaries-CSBU (2,869.64) 2, Enterprise Assessment Total Expenses (76,805.12) 79, , Total Depreciation Capital Asset Purchases Capital Asset Purchase Actuals Total Capital Asset Purchases Total Net Expenditures (76,805.12) 79, , Transfers In NMTI-General Total Transfers In Transfers Out NMTO-General NMTO-Specific Total Transfers Out Total Net Transfers Ending Balance, not including Carryforward Ending Balance, including Carryforward (76,805.12) 79, , , , , :22 AM 2/20/09 48 Training Services, Organizational Effectiveness nvision Reports Reference

53 Appendix A: Sample Reports by Layout (cont.) UM_FGL_REV_EXP_SUM Report ID: RPOHRXX1 Report Title: OHR lvl 4 rev Scope: RPOHRXXX1 UNIVERSITY OF MINNESOTA ENTERPRISE FINANCIAL SYSTEMS REVENUE AND EXPENSE SUMMARY BY ACCOUNT January 31, 2009 Run Date: 02/10/2009 Run Time: 10:31:05 AM Department OHR_SYSTEMS OHR Systems Program Fund CENTRALLY ALLOCATEDCentrally Allocated Funds Fiscal Year 2009 Period 7 Revenues Current Period Actual Current Period Encumbrances Total Revenues - - Accounts Receivable Total Accounts Receivable - - TOTAL NET RESOURCES - - Expenses Salaries-Professional & Admin (23,348.70) 23, Salaries - Undergrad Non-Acad (2,356.13) Salaries - Civil Service (96,180.19) 95, Salaries - AFSCME (46,044.74) 44, Fringe - Prof and Admin (7,068.90) 7, Fringe - Civil Service (31,441.92) 31, Fringe - AFSCME (15,044.24) 12, Published Materials (3,983.86) 3, Food and Provisions (136.54) Office Supplies (5,545.53) 4, Comp Tech Svcs (8.00) Temp Empl Agency (2,003.66) 2, Printing-Duplicating-Binding (590.39) Dues and Subscriptions (40.00) Addressing Mailing Services (2,176.31) Courier-Express Mail-Shipping (58.80) Training and Conf Registration (650.00) Other General Services (2,506.49) Telephone Long Distance (NTS) (31.24) Travel Domestic (517.00) Local Transportation (491.45) Repairs-Maint-Equip (161.16) - Total Expenses (240,385.25) 223, Depreciation Total Depreciation - - Capital Asset Purchases Total Capital Asset Purchases - - TOTAL NET EXPENDITURES (Expenses + Depreciation + Capital Assets) (240,385.25) 223, Transfers In NMTI - Diff Fund-Diff College 6, Total Transfers In 6, Transfers Out Total Transfers Out - - TOTAL NET TRANSFERS 6, TOTAL NET ACTIVITY FOR PERIOD (234,248.99) 223, :32 AM 2/20/09 Page 1 of 1 nvision Reports Reference Training Services, Organizational Effectiveness

54 Appendix A: Sample Reports by Layout (cont.) UM_FGL_REV_EXP (page 1 of report) Report ID: RPOHRXX1 Report Title: OHR lvl 4 revenue and expense Scope: RPOHRXXX1 UNIVERSITY OF MINNESOTA ENTERPRISE FINANCIAL SYSTEMS REVENUE AND EXPENSE BALANCES Run Date: 02/10/2009 January 31, 2009 Run Time: 10:27:52 AM Fund Department Program Project RENT NONSPONSONonsponsored Current Funds OHR_SYSTEMS OHR Systems Fiscal Year 2009 Period 7 Revenues Accounts Receivable Expenses Prior Periods Current Period Activity Total (YTD) Activity Central Cost Pool Allocation 3,447, ,447, Total Revenues Total Accounts Receivable 3,447, ,447, Salaries - Faculty (20,578.48) 8, (12,115.19) Salaries-Professional & Admin (206,326.23) (18,711.23) (225,037.46) Salaries-Grad/Pr Stdt-Tuit Ben 5, , Salaries-Grd/Pr Std-No TuitBen (3,093.89) 4, , Salaries - Undergrad Non-Acad (10,550.72) (2,356.13) (12,906.85) Salaries - Civil Service (711,495.88) (102,952.11) (814,447.99) Salaries - AFSCME (340,894.07) (46,027.94) (386,922.01) Salaries - Teamsters/Law Enfrc (2.61) - (2.61) Salaries-Wk Study UG Non-Acad (3,998.60) - (3,998.60) Fringe - Faculty (4,715.21) 1, (3,006.07) Fringe - Prof and Admin (56,420.11) (5,987.23) (62,407.34) Fringe - Graduate Student 2, , Fringe - Professional Student (651.35) Fringe-Undergrad NonAcad Stdnt (307.77) - (307.77) Fringe - Civil Service (230,803.61) (33,663.91) (264,467.52) Fringe - AFSCME (110,561.12) (15,038.75) (125,599.87) Fringe - Teamsters/Law Enfrcmt (0.84) - (0.84) Fringe - Teamster Empl Asst (6.25) - (6.25) Published Materials - (3,983.86) (3,983.86) Food and Provisions 1, (136.54) 1, Office Supplies (7,117.65) (5,545.53) (12,663.18) Promotional and Award Items (75.00) - (75.00) Other Supplies (92.75) - (92.75) Comp Tech Svcs (7,896.09) (8.00) (7,904.09) Temp Empl Agency (2,689.49) (2,003.66) (4,693.15) Printing-Duplicating-Binding (10,560.69) (590.39) (11,151.08) Software Maintenance Services (3,650.00) - (3,650.00) Dues and Subscriptions (999.05) (40.00) (1,039.05) Addressing Mailing Services (13,867.82) (2,176.31) (16,044.13) Courier-Express Mail-Shipping (442.75) (58.80) (501.55) Training and Conf Registration (4,646.00) (650.00) (5,296.00) Other General Services (14,922.53) (2,506.49) (17,429.02) Telephone Installation (NTS) (202.00) - (202.00) Telephone Long Distance (NTS) (181.90) (34.05) (215.95) Telecommunications - External (34.05) - (34.05) Travel Domestic (5,003.93) (517.00) (5,520.93) Local Transportation (1,561.07) (491.45) (2,052.52) 7:34 AM 2/20/09 Page 1 of 2 50 Training Services, Organizational Effectiveness nvision Reports Reference