HR-Finance C.P.R. Come Practice Reporting Budget Operating Statement - Detail Expenditures listing

1. HR-Finance C.P.R.Come Practice ReportingBudget Operating Statement -Detail Expenditures listing October 2006

2. Goals: By the end of today’s session, you should be able to: • Be familiar with the set up for the HRFIN BOS Expenses Universe • Create a report in the HRFIN BOS Expenses Universe • Be familiar with why and which conditions you will need for most queries in the HRFIN BOS Universe • Be better prepared to track your expenses

3. BOS 3 Overview

4. BOS 3 Data Overview • Contains ALL Finance expenses at the detail level including Payroll transactions. Similar to OL detail, but with the ability to augment payroll transactions with person, position and job information from HR/Pay data. • Contains expense data from the current and previous fiscal year. Older fiscal year data will be deleted on September 1. • Current load schedule is once per week during the weekend. If load times allow, we may increase the frequency to daily in the future.

5. BOS 3 Data Overview • The data is shown to you when the expenditure hits your CFOAPAL. • When you make a payroll adjustment today, it can be applied to a previous period. • That expense hits your CFOAPAL today, even though it may apply to a previous month or year. • You will see the expense, in this Universe and associated tables, in the current month based on the OL transaction date.

6. Consider your Conditions: State Fiscal Year & Fiscal Period • State Fiscal Year: • 2006: four-digit year(s) • State Fiscal Periods: • 00: “trail-in”, such as rollover balances from previous year • 01-12: the twelve monthly periods - where 01= July and 12= June • 14: a period open after period 12 closes (to regular activity) that will hold the final adjustments to a fiscal year.

7. Consider your Conditions: Time For BOS Expense detail transactions, remember: Transaction date (ex: July 1 -31) Posted Period (ex: 01 – 12) Fiscal Year ( ex: 2007)

8. Consider your Conditions: CFOAPAL What Campus? – Urbana, Chicago, Springfield, UA What kind of $ - State, ICR, Grant, Gift, etc Who am I? – the College of XYZ What am I receiving or buying? – Office supplies, Travel, Cash (Designates whether this is a revenue, expense, asset, etc transaction) What NACUBO function? What long term activity? (over 1 year) What short term activity am I tracking? – example: concert at the Assembly Hall Where is this item physically located? – primarily for Fixed Assets

9. Business Objects Sample Report:

10. You will access Business Objects normally You can go directly to EDDIE.DS.UILLINOIS.EDU or select ‘To EDDIE’ from the DS Main Menu

11. Click Log In

12. Type in your NetId (Name) and Password

13. Click on “Create a new document using BO

14. Do nothing…

15. We want to generate a standard report Click on Begin>

16. We want to use a Universe Click on Next>

17. The BOS Expenses Universe • The new Universe is called EDW – HRFIN BOS Expenses Then Click on Finish

18. BOS 3 Universe Overview

19. The BOS Universe is set up similarly to the Financial Ledgers OL GL Universe Make sure all three buttons are pressed. The first button allows the Classes and Objects window to be seen (usually depressed).The second button allows you to see the definitions for the objects that are selected.The third button will have your selected objects wrap in the “Result Objects” window.

20. The BOS Universe is set up similarly to the Financial Ledgers OL GL Universe

21. The BOS Expenses Universe Operating Ledger Detail Expenses are found here The HR Detail, for the Payroll Expenses, found in the OL Summary, are found here

22. The BOS Expenses Universe CFOAPAL Codes and Titles are in the next two Classes

23. The BOS Expenses Universe The CFOAPAL Hierarchies are in the next Class

24. The BOS Expenses Universe For the BOS Expense Universe, we created a “Report Quick Start” class.This class contains the most common objects that users will use when reporting in this Universe.All the of the objects in this class are duplicated from the classes above.

25. The BOS Expenses Universe For the BOS Expense Universe, we created several predefined prompts to use in your conditions:Select State Fiscal Year – Prompts users for four digit state fiscal year.Select State Fiscal Period – Prompts users for a two digit Fiscal PeriodSelect Chart of Accounts Code – Prompts users for a 1 digit Chart of Accounts CodeSelect College Level 3 Code – Prompts users for a two character College CodeSelect Department Level 5 Code – Prompts users for a 3 digit organization codeSelect Organization Code – Prompts users for a 6 digit organization code

26. BOS 3 Reporting Example

27. Consider your Question: ‘I’ is most likely defined with a Chart and an Organization When you describe what you spend money on, you will want to see all of the details. How much did I spend last month on what and whom? When you use the phrase ‘last month’, you will most likely need a condition on year and month. By asking on what AND on whom, the BOS Expense Universe is the only Universe that contains both detail level data.

28. The BOS Expenses Universe – Report 1 Click on the Basic Report Quick Start Folder and drag it into the Results Object window. All of the objects, in this folder, will appear in the Results Object window. The contents of this folder are listed in the left hand window pane.

29. The BOS Expenses Universe – Report 1 By pulling over the Basic Report Quick Start folder, you get all of the objects that are in that folder

30. The BOS Expenses Universe – Report 1 We are going to use four of the predefined prompts. Usage Note:You may substitute Department code or College code for the Organization code. Please chooseonly 1of the three available organization prompts.

31. The BOS Expenses Universe – Report 1 Click Run once you have your conditions finalized.

32. The BOS Expenses Universe – Report 1 Enter the one digit Chart Codetwo digit State Fiscal Periodfour digit State Fiscal Yearand Organization code. Then press OK.

33. The BOS Expenses Universe – Report 1 You will then get your basic report that you can format any way you want to.

34. The BOS Expenses Universe – Report 1 Use the Slice and Dice button to open the slice and dice panel.

35. The BOS Expenses Universe – basic formatting Use the slice & dice panel apply sorts, breaks, and sums. Once you have selected your format, you must click the Apply button! A to Z sort Sum or Calculator Section Break USAGE NOTE:Be sure you apply section breaks BEFORE you apply the sum/calculator. If you don’t, you may get strange format results.

36. Saving your Document in Business Objects

37. 3 Options for Saving your document Option 1: File > Save • This is the Business Objects default. This saves the document to your hard drive. The location is under: My Documents > My Business Objects Documents > User Docs Option 2: File > Save As • This allows you to choose the location to save the document. This location could be on your hard drive, on a CD or USB drive or on a network share, for example. This is also the option used to save to a different file format – like an Excel .xls file. Option 3: File > Send To > Personal Documents • This sends the document to be stored on the Decision Support server. You can then retrieve the document from any location or computer. • This option is very useful when you have created the document at a workstation that is not your own and you want to be able to retrieve it back at your desk or you create the document at your desk and want to be able to retrieve it in a lab setting.

38. Option 3: Send to Personal Documents Select ‘File’ Select ‘Send To’ Select ‘Personal Documents’ You will then be able to retrieve this document from any desk.

39. To send to Personal Documents Give it a name and click on Save.

40. Retrieving your Document

41. To retrieve a Personal Document Select ‘File’ Select ‘Retrieve From’ Select ‘Personal Documents’ You will then be able to retrieve a saved document.

42. To Retrieve a Personal Document Select the report you want then Click on “Open,”

43. Custom Practice Lab Evaluation • Please go to the web and complete the course evaluation form at the below URL • http://www.ds.uillinois.edu/training/evaluations/custom_lab.asp • Please ask your instructor for the course id

44. Questions? Discussion? Thank You!

45. Query Clearing House & Solution Library

46. What is Solution Library? DS Solution Library • DS Authored step by step instructions and sample Business Objects reports designed to meet specific reporting needs Solution Library link: http://www.ds.uillinois.edu/web/Home/SolLib.aspx

47. Accessing Solution Library

48. Available Solutions

49. What is QCH? DS Query Clearinghouse • A place to share report templates • Any EDW user can post Business Objects files for others to use as a starting point • Share and work together! • Query Clearinghouse link: https://www.ds.uillinois.edu/Reports/Authentication/Login.aspx?ReturnUrl=%2freports%2fQCH%2fQCHBrowser.aspx

50. Press on the “Login Using Bluestem”