Step by Step Instructions

Transcription

1 Step by Step Instructions Running the Project Report Pack The Project Chief Investigator Report Pack The project Chief Investigator Report pack contains 2 reports on 2 pages. Page 1 - Project Life Financial Summary by Budget Class 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 as at the selected financial period end. Page 2 - 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 current period (income or expense) and relevant budget class. Quick reference showing, for the selected financial period: opening balance, income and expense transactions, and closing balance. Logging into Insight The Project 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: Single sign-on has been enabled so most users will be automatically directed to the portal page. However, a small number of users as a result of their network configurations or the browser they are using will be prompted to enter a username and password. 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 Version 1.1 1

2 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: Phone: Insight home page When you first access the portal you will be directed to the ANU Insight portal home page as shown below: 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 insight@anu.edu.au. 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 Project report pack, first left click once on the Navigation menu on the Financial Menu Header as shown below. Version 1.1 2

3 This would then open and display the Financial sub menu. The Project report pack can be found on the CI (Chief Investigator) 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. Research project reporting Run a report The Project report can be seen as the second report in the Reports list on the left hand side of the screen. To run the Project report pack left click once on the report name. Version 1.1 3

4 The first thing which will run is the Project Report Prompt page. The Project report is run for a project for a specific financial period. Therefore a user must tell the report which project 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. 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 below. Version 1.1 4

5 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. Once either a Chief Investigator is selected by Name or by University ID a list of their project accounts will need to be generated for the user to select from. This is done by clicking on the Generate Project List. The accounts will display for projects which are active in the period (see notes on selecting a period below). A project is determined active in the period, if the project start date in ARIES is earlier or in the current period, and if the project end date in ARIES is either in the period selected or in a future period. An account can be closed in Finance but the project may still be active in ARIES. To help explain this, each account is post fixed with the words Active or Inactive to indicate if the account is still active or closed in ARIES. This can be seen in the example above. Project accounts closed in Finance have the word Closed in the project account name. Version 1.1 5

6 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 o If a user selects the current period the report will automatically run for the latest period without the need for further selection and the user will only be able to choose projects which are active in the current period (see definition of active projects above). If a user wants to run the report for a period other than the current period or for a project which is no longer active then the user needs to select the Other Periods option. If the Other Periods option is selected the user will be presented on the next prompt page with Two drop down menus as shown below 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 1.1 6

7 Once the system has retrieved the data the Project reports 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. REMEMBER the report has 2 reports on a number of pages. When it generates the report you will need to use the PAGE DOWN link at the lower left bottom of the page to access the second page of the report. Using the report Once the report has been generated, the most common thing users will want to do is 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 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 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 Version 1.1 7

8 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. 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 1.1 8