Insight - Financial reporting. Overview of Running Reports. User guide

Transcription

1 Insight - Financial reporting Overview of Running Reports User guide Current: August 2018

2 Contents 1 Introduction Background Accessing the new reports Access Security Access Help Running and viewing reports Running reports via the portal...5 Running reports via Team content HTML output Other outputs Run as Select a delivery method while the report is running Save as Report view Report Save reports to My content My content - what is it? Saving a report view to My content Running reports saved in My content Creating folders in My content Saving reports in folders in My content Other features on My content" ing reports ing HTML view reports via Select a delivery method ing any output format via My content Printing reports...12 Scheduling reports delivered by Prompts About prompts...13 Navigation through prompt screens Compulsory prompts Resetting/ changing prompts Optional prompts Prompt pages First prompt page Reporting type/ level Second & Third prompt pages report context/ layout List of available prompts...15 GLC projects prompts Reporting by projects (search for projects) Reporting by projects (browse projects by organisational areas) Page 2 of 17

3 1 Introduction 1.1 Background ANU Insight - Financial Reporting Overview of running reports In the course of ANU s strategic planning process it was agreed that University s Financial Management Reporting Framework (FMRF) required further development. The overall aim is to establish standardised comparative budgeting, forecasting and financial reporting practices using the current enterprise data management systems. A suite of new financial management reports will be developed using the enterprise ANU Insight Reporting tools which would appear under the Financial reporting heading. The current (As at May 2018) reports include: Income statement report pack (IS Pack) Department summary report(dsr) Income statement(is) Transaction report Salary report 1.2 Accessing the new reports The ANU Insight web page provides general information logging into the Insight. If you have not used Insight before, please refer to the guides located at: Upon logging in to Insight ( on the home page click on the Financial reporting link under the Financial section. Figure 1-Insight home page The current new reports are displayed under two headings Monthly reporting and Financial reporting as below: Figure 2 - FMRF Reports portal The DSR, IS, Transaction report and Salary report under Financial reporting can be run independently using the respective links. The IS Pack under Monthly reporting enables users to run IS, Transaction and Salary reports together as a pack. Page 3 of 17

4 1.3 Access ANU Insight - Financial Reporting Overview of running reports You can log into ANU Insight with your employee ID and password by visiting: Note: Chrome is the most compatible browser for using insight Security Security settings have been applied to the Salary report based on Departmental security using the current Organisational tree in ES-Financials. Users can access Salary report only for their area of responsibility and is subject to approval by their College General Manager/Service Division Director/Divisional director. If a user who runs this report for a Departmental node that is not part of their user security (e.g. User A security is restricted to Research School of Biology and they run a Salary report for College of Science), they will receive a nil report. Non-Salary reports (e.g. Income Statement) will not have any security, allowing for an open and transparent financial reporting model Access Access to the reports can be obtained by gaining access to ES financials by completing the user form available at which should be authorised by College General Manager/Service Division Director/Divisional director Help Detailed instructions on accessing ANU Insight and its contents can be found on: In case of issues with access or general report functionality, please contact your local Finance team or Finance & Business Services at: fbs-bso@anu.edu.au ; Phone: Ext 54321, option 1, option 3 then option 1. 2 Running and viewing reports There are 2 ways of running reports in Insight: a) Via the portal. These reports will always default to a HTML view directly to the screen. You can choose an alternative format by running each report a second time. b) Via team content. From here you can choose which output format you require (HTML, Excel, PDF) The available output formats are: HTML This is the default format of the report, all reports are displayed in this format when initially run PDF This is the preferred output format for distribution, saving and printing as it includes correct pagination and is preformatted for printing to one page wide. Excel Extracts the data from the report into Excel along with the report formatting. The data is tabulated into separate worksheets in Excel where there is more than one tab in the HTML format. Note: Depending on your prompt choices for each report, the Insight system may be required to sort through millions of data points to retrieve your selections. This is most likely for multi-page detailed reports run for large Org Areas with numerous projects. Instead of waiting for your report to run to your screen, you can nominate to the report to yourself (or others), or schedule it to run later. Information on how to use these functions is detailed in this user guide below (see 2.5 and 2.6 below). Page 4 of 17

5 2.1 Running reports via the portal ANU Insight - Financial Reporting Overview of running reports Reports can be run via the Insight portal by clicking on the hyperlink for the report you want to run from the homepage of Insight portal as shown in Figure 2 above. All reports run from the portal output on the screen in HTML format by default, however you can choose to run the report in PDF or Excel. To run the report in a different format, you will need to run the report to HTML first and then select the Run as on the top left (Beside Edit in authoring option) and select the preferred format from the dropdown. Please choose only the following from the available options: Run PDF: to run the report as a PDF file. Run Excel: The report will be presented as an Excel 2007 file. Figure 3 - Output formats Note: When the report is run in Excel format in a Google Chrome browser, the system automatically prompts you to choose a location on your machine to save. For PDF format click download option on the top right hand side of the report which enables you to save the report to your preferred location. 2.2 Running reports via Team content Team content is an alternative to the portal and enables users to run reports directly to Excel or PDF as well as the default HTML to the screen. Team content is a menu item located under the My content on left hand side menu. Tip - click on Home at any time to return to this side bar menu. Figure 4- Team content Navigate your way to the new reports by clicking through the following folders that will appear: A series of reports will be available in the Reports folder HTML output To run the reports to HTML automatically, click on the blue hyperlink for the relevant report. This will take you through the relevant prompt pages for selection and the report will be displayed on screen Other outputs Run as If you wish to run the report to PDF or Excel, click on the name. which appears when you hover to the right of the report Page 5 of 17

6 Click on the option and this will open the Run as options menu. From here you can select the output format you require. Please choose only Excel, PDF or HTML. Figure 5- Run as menu Note: The reports run via the Run as menu are defaulted to take you through each prompt screen. The prompt selections will be saved from the last time you saved the report view, but you now have the opportunity to change them. This may be required if you wish to change the Actuals or Forecast periods (months) you wish to see in the report. If you wish to disable this, you can uncheck the Prompt me option in this menu. selected.. The report will then run directly to the output you 2.3 Select a delivery method while the report is running While the report is running via the portal and before the output is displayed, the system prompts the user with a dialog box below. You can now can chose to get the report output delivered instead of waiting for it to appear on the screen in HTML view. If you click on the Select a delivery method link in the box you can see the available options Save as Report view This option enables users to save the report as a report view into the My Content space on ANU Insight portal. Please refer to below for information and steps on how to use this function Report You can set the report output to be ed to single or multiple users using this option. Further details on ing reports is discussed at 2.5 below. 2.4 Save reports to My content My content - what is it? My content is a user specific folder, where any report can be saved as a report view for running in future. Note: The reports saved in My content will be unique to each user and cannot be shared between users Saving a report view to My content Save as Report View is a feature available for users to save reports with specific prompts pre-selected and run the report in future without the need to re-select the required prompts. This can be useful for reports that you run regularly for a particular Org area/projects. Note: The period prompts may need to be re-selected every time you run these reports as periodic prompts (such as actuals months) will not roll forward as each month closes in the system. Step 1: Once the report is run and the output appears on screen, click on the save button View option will appear.. The Save as Report Step 2: Then click on. The Save a report view dialog box will appear with options to save your report. Page 6 of 17

7 Step 3: In the Save a report view window follow these steps: a) Give the report a new name in the Name section. Ensure the name is meaningful to the report content. b) Select My Folders and click OK for the report to save directly to My content. Figure 6 - Save a Report view window Figure 7 - Save a Report view - rename report/ folder Notes: The report view saved, creates a static copy of the report run at that point in time. If you wish to re-run the report with refreshed data in the database, ensure you use the Run as option (refer below). If you try to save a report with the same name of an existing saved report in My content, you will receive an error message (below). You can now re-name the report so that it can be saved Running reports saved in My content You can access the My content tab on the ANU Insight portal home page within the left hand side menu. Step 1: Click on My content. This will open up any reports you have previously saved. Note it may take 1-2 minutes for saved reports to appear. Step 2: Click on the blue hyperlink to run the static copy of the report you saved at a point in time. The data in this static report will not be refreshed from the database. The report will run in the same output format as it was saved. Eg. If you ran it to Excel last time, it will open in Excel when clicking on the hyperlink. Figure 8 - My Content window Note: You must use the Run as option, not the blue hyperlink (refer above), if you wish to: a) Refresh the data in the report; and/ or b) Review/ change the prompt selections; and/or c) Run the report to another format output (eg. Excel or PDF). Page 7 of 17

8 2.4.4 Creating folders in My content You can create additional folders under My content to separate different report types. ANU Insight - Financial Reporting Overview of running reports Step 1: Click on My content on the left hand menu. This will open the list of reports you have previously saved. Step 2: Click on the + sign. This will automatically create a New Folder in the list. Give the folder a meaningful name once it appears. A message saying New Folder was created should also appear in the top right corner. Figure 9 - My Content - creating folder Saving reports in folders in My content If you have created your own folders in My content, you can now save your report views in these folders. Step 1: Follow Step 1 and Step 2 of Saving a report view in My content refer above. Step 2: In the Save a report view window follow these steps: a) Give the report a new name in the Name section. Ensure the name is meaningful to the report content. b) Select My Folders and click Select another location. This will open all the folders you have created previously in My content space. c) Select the desired folder you want to save the report to and click OK. Figure 10 - My Content save in new folders Other features on My content" Other features on My Content also enable users to re-name, move, copy or delete the saved reports and folders. A few of these are discussed below: a) Properties - renaming folders and report names Right click on the report or folder and choose the Properties option. The properties will appear to the right and you can edit the name by clicking on the pencil icon when you hover near the name. Figure 11 - My Content - rename folders Page 8 of 17

9 b) Properties - review prompt values saved Right click on a report and select the Properties option. This will bring up a properties box on the right. Select Report (in between General and Permissions ) and this will return a blue hyperlink next to Current Values. Click on the hyperlink and this will display the prompt selections of the report. Figure 12 Prompt selections saved c) Copy or move/ Delete You can also copy or move reports between folders or delete them by right clicking and using the options available. Note: Other options available when right clicking are not advised to be used currently ing reports There are 2 methods available for ing reports directly to yourself or another stakeholder: a) Via the Select a delivery method while the report is running via the portal refer above. b) Via My content after you have saved a view of the report refer above ing HTML view reports via Select a delivery method This option is only useful if the report takes more than 30 seconds to run. This report will only be available in HTML format as an image to view on screen. If the report is expected to run less than 30 seconds, or you wish to it in Excel or PDF format, please use the ing via My content option below. Page 9 of 17

10 Step 1: Run your report from the portal and click on Select a delivery method in the pop up window. This will open a second window. Step 2: Select Report in the second window. A Set the options window will appear. Step 3: Complete the fields in Set the options window as detailed below and click OK. Figure 13 Set the options window To: Enter a valid address/addresses to which the report is to be sent in the To field and CC field as required. Subject: Edit the subject to something specific you want to, the default subject would be Report: report name Body: Add a message in the body of the if required. Make sure Attach the report box is checked. Once the report is ready, the system generates an with the report attached in HTML format. This can be opened to view on the screen only as an image ing any output format via My content Once you have saved a report view in My content, the report can be re-run from My content direct via in any format. Step 1: Select the required report from your My content list/ folder, right click on the open the Run as window below. and select Run as. This will Page 10 of 17

11 Step 2: In the Run as window, make the required as detailed below: Figure 14 Run as window ANU Insight - Financial Reporting Overview of running reports Run in background Click once on the grey circle and it will become blue with a tick. This open the Advanced option below. Report format Select the output format you require for the attachment Prompt me Deselect the prompt me if the prompts do not need changing. If you keep this checked you will be taken to the prompt page before sending the . Leave the default at Now, or choose Later if you want to schedule the report to run/ later. Refer 2.6 below. Delivery Click on the > Delivery section. This will open up the Delivery window below Step 3: In the Delivery window, make the required changes as detailed in Figure 15 and click Done when finished. This will take you back to the Run as window (above). Step 4: Back in the Run as window, click. If you have left the prompt me checked, you will be taken to the prompt screens to select the required parameters. If you have unchecked the prompt me, the report will run in the background and an will be sent to the nominated recipient/s. Figure 15 Delivery window Check the Send report by box and this will open the options for you to complete. Make sure Attach the report box is checked. To: Enter a valid address/addresses to which the report is to be sent in the To field and CC field as required. Subject: Edit the subject to something specific you want to, the default subject would be Report: report name Body: Add a message in the body of the if required. Include a link The recipient will receive a link to the report that can be run to screen directly in Insight if the recipient has the required access. Note the format of this report link will be HTML view only. Save report Will save an updated report view into My content. Note this will override the previous report view. Refer above. Once the report has run, the recipient will receive an similar to the one below. Note: the report attached will be titled with the name you have given the saved report in My content. Page 11 of 17

12 Figure 16 Sample and saved report attached 2.6 Printing reports The default page size for pdf copies for all reports is defaulted to A3. While printing select "Fit" under Page Sizing &Handling section of printer settings to print on A4 vs A3.If the printer does not have A3, the report will automatically shrink to fit to A4 size. 2.7 Scheduling reports delivered by Reports can also be scheduled to be run and ed at a future date/time via My content. This is a one-off schedule and cannot be set to run periodically. Within the Run as menu for the reports you saved in My content there is an option called Run in background. When this option is ticked system enables Advanced features where you can select for the report to run Now or Later. You can choose to schedule the report to run once on a later date by selecting Later and choosing a date and time in the relevant fields. Ensure you have completed the Delivery options required (refer above). Figure 17 Run later scheduling via My content Page 12 of 17

13 3 Prompts 3.1 About prompts ANU Insight - Financial Reporting Overview of running reports Most ANU Insight reports will have prompt pages that require user input. A prompt page allows you to specify the criteria for running a report. Different reports are likely to have different prompt pages and different selection criteria. There may be more than one prompt page per report. For reports with multiple prompt pages, click Next > to proceed to the next page or < Back to return to the previous page. 3.2 Navigation through prompt screens To navigate between the prompt screens, use the Back and Next buttons at the bottom of the page until you get to the Run Report button on the last prompt page. Note: The navigation buttons will be greyed out if you have not completed all the compulsory prompt on each page refer below. Enabled navigation buttons Disabled navigation Compulsory prompts Prompts with a red asterisk are compulsory prompts where a selection must be made before the report can be run. Incomplete prompt Complete prompt An incomplete prompt will display a red arrowhead and red dash line, indicating that the prompt requires input. Once a prompt is complete, the red arrow and red dash line will disappear, while the red asterisk remains to indicate a compulsory prompt 3.3 Resetting/ changing prompts Once you have run a report the prompt selections are saved within the report window in your browser. To change one or more prompt selections and re-run the report click on and choose the Reset prompts and run option. The prompt pages will be displayed with the previously selected option/criteria selected for all the prompts. You can now change criteria for any of the prompts as required and re-run the report. 3.4 Optional prompts Prompts without a red asterisk are optional prompts and will usually have default values selected. When prompt criteria is not changed for these prompts report is run with default values. Page 13 of 17

14 3.5 Prompt pages ANU Insight - Financial Reporting Overview of running reports All reports include 2 main prompt pages, and a 3 rd prompt page depending on the selection made on 1st prompt page First prompt page Reporting type/ level The first prompt page: Defines the level of your report, based on the Department structure (e.g. by college or school, or department, or project etc.). Enables different search options for projects in the third prompt screen. Determines the report header format that will display i.e. combination of Fund/ Organisational Area/ Project(s) Figure 18 - First prompt page When you click the? beside this prompt a brief information about the report you have selected to run is displayed. The table below outlines each option on the 1 st prompt page. Table 1 Options on first prompt page No Option When to use Report header display 1 Reporting by organisational areas For any level other than project (eg. School/ Dept)_ Fund/ Organisational Area 2 Reporting by projects (search for projects) Project level only - when you know the project code or name Fund/ Project(s) 3 Reporting by projects (browse projects by organisational areas) Project level, when you want to find the project code by searching via the Org area it belongs to Fund/ Organisational Area/ Project(s) The pictures below which show the 2 nd and 3 rd prompt pages that will return for each selection on the 1 st prompt page. For guidance in selecting GLC projects refer to 3.7 below. Option 1 Reporting by organisational areas This selection will return 2 prompt pages, where you can select the Org Area/ department on the 2 nd page: 1 st prompt page 2 nd prompt page Option 2 Reporting projects (search for projects) This selection will return 3 prompt pages. To select projects you will need make the required selections on the 2 nd prompt page and then navigate to the 3 rd page: 1 st prompt page 3rd prompt page Page 14 of 17

15 Option 3 Reporting by projects (browse projects by organisational areas) This selection will return 3 prompt pages, where you can select the relevant Org Area on the 2nd page and the projects on the 3 rd page. 1 st prompt page 2 nd prompt page 3rd prompt page Second & Third prompt pages report context/ layout The second prompt page provides a series of options for the context and layout of the report, such as the periods for actuals and forecasts. Refer to 3.6 below for the list of available prompts and their usage. 3.6 List of available prompts Below is the list of all the prompts currently available on Insight to run the new suite of reports. Table 2 Prompt list Prompt name Image Description Required Report this applies to 1. Reporting type Report by organisational areas or projects. All reports. 2. Fund Fund type (currently on R available) All reports. 3. Period - actuals Period selection for YTD actuals. Income Statement, IS Pack. And DSR.(Manual period selection) 4. Published forecast Period selection for the available published forecasts. 5. Period range Single period or Year to Date transactions data Income Statement, DSR (Manual period selection) and IS Pack. Transaction report and IS pack. Page 15 of 17

16 Prompt name Image Description Required Report this applies to 6. Display options Report columns and output options No IS, Salary Report and IS pack. 7. Summary and detail pages Single (summary) or multi page (detail) reports depending on Org Area selection Income Statement and IS Pack. 8. Expand to account structure Account Structure levels displayed in the Income Statement Income Statement and IS Pack 9. Sort data by Sort order of transaction data 10. Org Areas Org Areas per ANU Org Structure. Transaction report and IS pack. All reports. 11 GLC Projects (search) Search for project/s to report on. Requires you to know the project number - when reporting by project - search All reports 12. GLC Projects (select) Select required projects based on the Org Area selected in Org Areas refer prompt 10. Above. when reporting by project org area All reports. Note: Please see on details of this prompt. 13. Account selection Transaction data returned for specific account/s only No Transaction report. 14. Display Forecast Select display of forecast current or periodic. Only current available now. DSR only. Page 16 of 17

17 Prompt name Image Description Required Report this applies to 15. Period selection 16. Expand to level Current period selected automatically or manual selection of period actuals. One level display or All levels display below the area selected when DSR is run for an org area. DSR only. DSR only. 3.7 GLC projects prompts Reporting by projects (search for projects) To use the prompt that appears for this selection, the following steps are required: 1. Type in the whole, or part of the project code, and/ or description. 2. Click on Search. Matching results will appear in the Results window. 3. Click on the project/s you require. Multiple selections can be made by holding down the Ctrl key and click right mouse. 4. Click on the button to move the projects from the Results window to the Choice window. 5. Use the button if you want to deselect project from the Choice window. This can be used in combination with Select all/deselect all blue link Reporting by projects (browse projects by organisational areas) To use the prompt that appears for this selection, the following steps are required: Step 1: Select the relevant Organisational area that the project you are searching for belongs to. E.g. - choose the relevant Department (if known) rather than a School or College. Step 2: Click on the Next button. This should return a 3 rd prompt page with projects that belong to the Org Area chosen. The projects are sorted in alpha numerical order of the project code, however all closed projects will be at the bottom. Figure 19 - GLC projects by Search by Org Area Note: Both the Org Areas and GLC projects list prompts allow multiple selections. You can use select all and deselect any projects not required. Page 17 of 17