CI Financial Exception Report. User Reference Guide & Frequently Asked Questions (FAQ)

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Eleanore Elliott
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1 CI Financial Exception Report User Reference Guide & Frequently Asked Questions (FAQ)

2 CONTENTS THE CI FINANCIAL EXCEPTION REPORT... 2 ACCESSING ANU INSIGHT... 2 LOGGING INTO ANU INSIGHT... 3 NAVIGATING TO THE REPORT... 4 THE INSIGHT HOMEPAGE... 4 NAVIGATING TO THE CI FINANCIAL EXCEPTION REPORT... 4 INITIATING THE REPORT... 5 RUNNING THE REPORT... 6 THE PROMPT PAGE... 6 Step 1: Select an Accounting Period... 7 Step 2: Select Areas and Grant Types... 7 Step 3: Select Your Report... 9 THE REPORT PAGE The Report Title Section The Filter Information Section The Data Records Section ADDITIONAL FUNCTIONALITIES TERMS AND DEFINITIONS FREQUENTLY ASKED QUESTIONS (FAQ) Version 1.1 1

Contains customisable filters that enable users to define and produce their own detailed exception reports.

3 THE CI FINANCIAL EXCEPTION REPORT Contains a series of predefined detailed reports that help users identify potential data issues in CI reporting. Contains customisable filters that enable users to define and produce their own detailed exception reports. ACCESSING ANU INSIGHT Important If you are using Internet Explorer, please make sure that Compatibility View is turned ON. To do so: And add anu.edu.au to the list: Version 1.1 2

4 Logging into ANU Insight The CI Financial Exception Report is accessed via ANU Insight: Single sign-on has been enabled so most users will be automatically directed to the portal page without the need to provide login credentials. Hint: The single sign-on may not work and an error message may appear if you have signed into other ANU enterprise systems (e.g. HRMS) or local intranet with a different domain to UDS (e.g. CBE\u instead of UDS\u ) using the same browser session. Please sign out and close all browser windows to clear existing credentials, open a new browser window and then visit again. A small number of users may be prompted to enter a username and password as a result of their network configurations or the browser they are using. If you are one of the few users affected, please log in with your UDS/HORUS user ID and password in the following format: User Name: UDS\User ID (e.g. UDS\u ) Password: Your UDS/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: Version 1.1 3

NAVIGATING TO THE REPORT The Insight Homepage When you first access ANU Insight, you will be directed to the portal home page: The portal is available and has been tested on Mac, PC and mobile

5 NAVIGATING TO THE REPORT The Insight Homepage When you first access ANU Insight, you will be directed to the portal home page: The portal is available and has been tested on Mac, PC and mobile devices and for different versions of various web browsers. However, if you experience any issues in terms of how the portal renders or 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 to the CI Financial Exception Report The navigation menu shown below is how you navigate to report content. To access the CI Financial Exception Report, left click once on the Financial menu header on the navigation menu: Version 1.1 4

6 This would open and display the Financial submenu: The CI Financial Exception Report can be found on the CI Reporting page. Left click once on the submenu item called CI Reporting: This would take you to the CI Reporting page: Initiating the Report The CI Financial Exception Report can be found at the top of the list in the Reports section on the left hand side of the screen. Version 1.1 5

7 To initiate the CI Financial Exception Report, left click once on the report name. RUNNING THE REPORT The Prompt Page The first thing you will see after initiating the report is a page that asks for user inputs. This page is called the Prompt Page and it is designed to allow you to specify your criteria for running the CI Financial Exception Report: Version 1.1 6

8 Step 1: Select an Accounting Period This is a compulsory step. The CI Financial Exception Report is run for a specific financial year and an accounting period. Therefore, you must tell the report which financial year and accounting period to run for. Step 2: Select Areas and Grant Types This is an optional step. The CI Financial Exception Report can be run for all colleges and service division or for one college/service division and one or more of the college/service division s school(s)/local area(s). The report can also be run for one or more specific grant type(s). To run the report for all colleges and service divisions, leave the College/Service Division dropdown menu as it is, or select All Colleges and Service Divisions if you have made another selection previously: Version 1.1 7

Areas list box after the parent college/service division has been selected: To run the report for more than one

9 To run the report for a college/service division, left click once on one of the colleges/service divisions in the College/Service Division list: To run the report for a school/local area, left click once on one of the areas in the Areas list box after the parent college/service division has been selected: To run the report for more than one schools/local areas, press Ctrl (PC) or Command (Mac) on your keyboard and then left click once on each of the preferred areas: Version 1.1 8

Hint: To select multiple adjacent items, left click once on the first item and drag your mouse to the last item without releasing the left mouse button.

To run the report for more than one grant types, press Ctrl (PC) or Command (Mac) on your keyboard and then left click once on each of the preferred areas: Step 3: Select Your Report This is a

10 Hint: To select multiple adjacent items, left click once on the first item and drag your mouse to the last item without releasing the left mouse button. Similarly, to run the report for one grant type, left click once on one of the grant types in the Grant Type list box. To run the report for more than one grant types, press Ctrl (PC) or Command (Mac) on your keyboard and then left click once on each of the preferred areas: Hint: To select multiple adjacent items, left click once on the first item and drag your mouse to the last item without releasing the left mouse button. Step 3: Select Your Report This is a compulsory step. To run a predefined report, make sure that the I want to choose from a list of predefined reports option is selected, and then click on the name of one of the reports. The title of the report you have selected and clicked on will be shown in the Report to Be Run field: Hint: No report will be run if the Report to Be Run field is empty (i.e. no report is selected). You also need to respecify the report to be run by clicking on the name of one of the predefined reports if you choose to run a new report using the button. Version 1.1 9

One of the most useful feature of the CI Financial Exception Report is that you can mixedand-matched filters to specify your own customised exception report.

11 One of the most useful feature of the CI Financial Exception Report is that you can mixedand-matched filters to specify your own customised exception report. By using the customised exception report, you will be able to produce exception reports that are not found in the redefined reports. To run a customised exception report, select the I want to create my own report by customising the filters option. A group of filterable items will appear. Simply select the preferred option in the dropdown menu for each of the items that needs to be filtered. The Report to Be Run field will show that a Customised Report will be run: In addition, you can choose to show/hide records relevant to discretionary Q funds and show/hide subprojects: When all required options have been selected, you can left click once the Finish button at the bottom of the prompt page to run the report. Important The Finish button must be pressed before a report can be run. The Finish button will remain greyed out until all required prompts have valid values selected. After clicking the Finish button, you may see a dialogue like this: Version

12 When ANU Insight has processed your report, the dialogue will disappear and the report will be displayed. The Report Page The CI Financial Exception Report will look similar to the following: The Report Title Section The report title section shows the name of the report. For example: The Filter Information Section The filter information section shows details of the filters applied. For example: Version

13 By default only the selected financial year, accounting period, College(s)/Service Division(s) and School(s)/Local Area(s) are shown upfront. If you want to see detailed information for other filters, left click once on the Show/hide more filters hyperlink. To hide detailed information for other filters, simply left click once the Show/hide filters hyperlink again: Notice that some of the filters may have been disabled and appear greyed-out. These filters are referred to as the key filters for the report you have chosen to run. They are disabled to maintain the minimum level of consistency in the logic of data extraction and reporting for the same type of report, regardless of the additional filters one chooses to apply. The filters that are not greyed out are customisable for your convenience so that you can filter the results to your needs. If you want to filter the results to your needs, simply select the required options and press the Apply Filters button at the bottom right corner of the section. The same operations apply to selecting an option in the dropdown menus and one or more options in the list box. The report will rerun using the updated filters. When the report has been processed by ANU Insight, you will find that the updated report will carry a (Customised) suffix. This suffix is to inform the users that the current report they are viewing is based on one of the predefined reports and has additional filters applied: You can customised a report as many times as you like by applying different combinations of filters. Version

The Data Records Section The data records section shows detailed information of projects that have been identified by the selected report as potential exceptions: Please note that a maximum of 20

14 The Data Records Section The data records section shows detailed information of projects that have been identified by the selected report as potential exceptions: Please note that a maximum of 20 data rows are displayed on one page in the browser by default, so the Data Records Section may span more than one page. To navigate through the report, left click once on the navigation buttons at the bottom left corner of the browser window: takes you to the first page of the report allows you to scroll up to the previous page allows you to scroll down to the next page takes you to the last page of the report Greyed-out Top and Page up buttons imply that you are already at the first page of the report, while greyed-out Bottom and Page down buttons imply that you are already at the last page of the report. Additional Functionalities Once a report is generated, you can Save, Print, Send or Annotate (change) the Report. If you wish to Save, Print or Send the report, it is best to re-run the report in PDF format. If you wish to change the Report or use part of the report information, it is best 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: The Report Output button will by default look like Excel icon depending on the format chosen. but will change to show a PDF or Version

15 The Report Output button allows report users to change the output format of the report. If you left click once on the down facing arrow next to the report action button the output format choice menu will appear. The report can be run in HTML, PDF, XML or Excel. On most computers there will be 4 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-written. 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 2007 Data Excel 2007 Format Excel 2002 View in CSV Format Choose this option if you want a data-only, no-formatting report. Choose this option if you want to retain the formatting of the report. Choose this option if you have an older version of Microsoft Excel. Choose this option if you want a data-only, no-formatting report in comma-separated format. Version

16 TERMS AND DEFINITIONS Non-Reportable Projects Non-reportable projects (GLC) are the projects that do not fall into the reportable projects (GLC) category. Please Reportable Projects for more information. Projected Available Funds Projected Available Funds = Original Funds Awarded (Expenses Paid to Date + Commitments) Reportable Projects The term reportable project (GLC) is used to identify the cohort of reports that are bulk issued to Chief Investigators by the burst process at the end of each accounting period. In order to be classified as reportable project (GLC) the project must: Note: Be a Q or S funded project; Have a Chief Investigator record in Finance and who is employed in a capacity that makes them eligible to receive a Chief Investigator report; Have current available funds for the accounting period and remains active in Finance; and Have Start and End dates that fall within the window of interest for an accounting period. Any lead project that may not currently be reportable BUT has sub projects that are reportable is also regarded as reportable. Projects that do not have current available funds AND are inactive are not reportable regardless of their start and end dates. Version

17 FREQUENTLY ASKED QUESTIONS (FAQ) Question: What is the difference between 11. Projects with CI not active in HR and Active projects with lead CI who is no longer employed by the ANU? Answer: Report 11 focuses on projects whose CI are not currently associated with the ANU in any way, regardless whether the CI for a project is a lead CI and whether the project is active. Report 12.3 focuses on active projects only and CI that are not employed by the ANU but may be associated with the ANU because of their honorary status (e.g. emeritus and adjunct). Question: When running 5. Projects inactive but accounts are not closed, would transferred projects show in the report? Answer: No. Projects that are transferred to another project are excluded in Report 5. Question: I ran 6. Closed projects with current available funds not equal to 0 and the results included projects that would have been Active (ARIES end date in future) at the time. Can these results be filtered out? Answer: A project is considered closed if its status is Inactive and its description starts with CLOSED (case insensitive). Although it is possible to filtered out projects that have not reach their end dates in the period specified, doing so would also filter out projects that are ongoing (e.g. end date in 2099) or will continue for many years (e.g. end date in 2021 or 2030). Exclusion of such projects whose end dates extend into the future may introduce the risk of being unable to discover potential exceptions. Question: I think the information of CI's full name and role is from HR system? If it is the case, which Uni ID is used? CI ARIES ID or CI University ID? Answer: The CI s university ID in Finance is used to extract HR-related information. Question: What criterion the system uses to decide whether indexation has applied to these projects? Answer: If the budget-income variance is within 5% then there is a possibility that indexation is not applied. The budget-income variance is listed in the rightmost column in Report 13. Version

CI Financial Exception Dashboard. User Manual

CI Financial Exception Dashboard User Manual CONTENTS THE CI FINANCIAL EXCEPTION DASHBOARD... 2 ACCESSING ANU INSIGHT... 2 LOGGING INTO ANU INSIGHT... 3 NAVIGATING TO THE DASHBOARD... 4 THE INSIGHT HOMEPAGE...