Step by Step Instructions

Transcription

1 Step by Step Instructions Running the Subproject Report Pack The Subproject Chief Investigator Report Pack The subproject Chief Investigator Report contains 3 reports on 3 pages. Page 1 - Subproject Financial Summary Report Lists the main project account, and all subprojects that collectively make up one project. List the Chief Investigators responsible for the project and subprojects. Provides summary financial information from the start of the project or subproject to the current financial period, with Current and Projected Available Funds Page 2 - Project Life Financial Summary by Budget Class for the Consolidated Project Report Provides a summary of income and expense by budget categories from the start of the project to the current financial period. Quick reference showing: the current financial status of the project, % of funds spent, and Current and Projected Available Funds at this point in time. Page 3 - Consolidated Project Transactions Report Lists project transactions for the current period, and project commitments for the whole project (except for salary commitments, which only extend to 31 Dec of the year). Provides a description of the transactions for the selected financial period (income or expense) and relevant budget class. Quick reference showing: the current period opening balance, income and expense transactions, and closing balance. Version 1.3 1

2 Logging into Insight The Subproject report pack is accessed via the University s Information Management System known as ANU Insight. The ANU Insight portal from where the reports can be accessed can be found below: If you are one of the few users affected please log in with your UDS/HORUS user ID and password in the format: User Name: UDS\User ID (e.g. UDS\u ) Password: your UDS or HORUS password Step by step instructions on how to do this can be found in the How to log into ANU Insight document. If you are experiencing issues please contact the ANU Insight team via: insight@anu.edu.au Phone: Insight home page When you first access the portal you will be directed to the ANU Insight portal home page as shown below: Version 1.3 2

3 The portal is available and has been tested on both Mac and PC and on many browser versions and mobile devices. However if you are experiencing any issues in terms of how the portal functions please contact us on For a full list of supported web browsers, please refer to the frequently asked questions in the FAQ ANU Insight document. Detailed information on how to navigate all the functionalities available to ANU Insight users is available at: Navigating the portal The Navigation menu shown below is how you navigate to report content. To access the Subproject report pack, first left click once on the Navigation menu on the Financial Menu Header as shown below. This would then open and display the Financial sub menu. The Subproject report pack can be found on the CI Reporting page. Left click once on the sub menu item called CI Reporting as shown below. This would then access the Chief Investigator Reporting Page as shown following. Version 1.3 3

4 The Subproject report pack can be seen at the bottom of the Reports list on the left hand side of the screen. To run the Subproject report left click once on the report name. The first thing which will run is the Subproject Report Prompt page. The Subproject report pack is run for an individual Chief Investigator for a specific financial period. Therefore a user must tell the report which Chief Investigator and which financial period to run the report for. The prompt page is used to do this. On the prompt page the user must make two selections before they can move to the next page. The first selection asks the user if they wish to select a Chief Investigator by their University ID or by their name. The Chief Investigator UID is used to generate a list of relevant project accounts from which one can be selected for which the report will be run. Version 1.3 4

5 o Most Chief Investigators will know their own University ID and should select this option. You can select an option by left clicking once in the radio button (circle) next to the option you would like to choose. Once selected you will be asked on the next screen to enter your ID as shown below: o For Finance Officers or Administrators who may not know the Chief Investigator s University ID, they will need to select the option to look up a Chief Investigator by name. If this option is selected a search prompt appears as shown following. To use this search prompt enter the name of the Chief Investigator into the Keywords field and left click the search button on the right. This will bring up a list of possible choices in the choice box below. To select a Chief Investigator left click on the name of the Chief Investigator in the choice box for whom you wish to run the report. The second option a user of the report needs to select on the first page is which financial period to run the report for. o If a user selects the current period the report will automatically run for the latest period without the need for further selection. o If a user wants to run the report for a period other than the current period the user needs to select the Other Periods option. Version 1.3 5

6 If the other periods option is selected the user will be presented on the next prompt page with Two drop down menus: Financial Periods are grouped into years. In the first list select the year in which the period occurs and the second list will automatically be updated with the periods available in that year. The period shows in the following format: Period Year Period Number (Period Start Date to Period End Date) If you are unsure of which period number to run you can use the period start and end dates to guide you as to which period to pick. Navigating the prompt page At all times at the very bottom of the prompt page the prompt navigation buttons will show. Cancel Back Next Finish cancels the running of the report and will return you to the portal page allows you to go back and change prompt values on a previous prompt page allows you to skip a prompt page must be pressed to run the report Important The Finish button must be pressed before a report can be run and will remain greyed out until all required prompts have valid values selected. After you press Finish you will see a report is running dialog box as shown following. Version 1.3 6

7 Once the system has retrieved the data, the Portfolio Report will be displayed. Detailed information regarding the meaning of the fields and how to use the report can be found in the CI Financial Reporting User Reference Guide Stage 1. Using the report Once the report has been generated, the most common thing users will want to do it Save, Print, Send or Annotate (change) the Report. If you wish to Save, Print or Send the report it is best to choose to re-run the report in PDF format. If you wish to Annotate (change) the Report it is best to choose to re-run the report in Excel Format. To run the report into other output formats like PDF or Excel you will need to access the Report Output button which can be found on the Report Action Menu shown below: The report action menu can be found on the upper right of the screen under the Report Viewer header. Repot Output refers to the application that will be used to produce the report format. Report Output button will be default look like icon depending on the format chosen. but will change to show a PDF or Excel The Report Output button allows report users to change the output format of the report. If you left click on the down facing arrow next to the report action button the output format choice menu till appear. Version 1.3 7

8 The report can be run in HTML, PDF, XML or Excel. On most computers there will be four alternative Excel output formats. PDF is the preferred output format for , distribution, saving and printing. Once the report has been generated as a PDF it is pre-formatted for printing, pagination is handled correctly and it can be distributed without risk of numbers being easily over-ridden. Excel is the best format if a user wants to make notes or incorporate additional data. There are four options to choose from explained below: Excel 2002 should be used for users with older computers. Excel 2007 Data extracts the data from the reports but does not export the formatting. & CSV Excel 2007 format extracts the report into Excel but retains the report formatting. Version 1.3 8