Instructions for Viewing the Monthly Budget Monitoring Flash Report for Managers

Transcription

1 Instructions for Viewing the Monthly Budget Monitoring Flash Report for Managers GETTING STARTED WITH VENA:... 2 BROWSER SELECTION... 2 VENA LOGIN... 2 CHANGE PASSWORD (IF DESIRED):... 2 VENA ADD-IN... 2 CONTRIBUTOR DASHBOARD... 3 ACCESSING THE MONTHLY BUDGET MONITORING FLASH REPORT FOR MANAGERS... 4 VIEWING MONTHLY BUDGET MONITORING FLASH REPORT FOR MANAGERS... 4 VENA TOOLBAR... 6 TROUBLESHOOTING OPENING THE WORKBOOK... 7 CONTENTS OF WORKBOOK... 7 SUMMARY... 7 DETAIL FOAP LEVEL... 7 DRILLDOWN TO TRANSACTION DETAIL... 7 CLOSING THE VENA DRILL SHEET... 8 CLOSING THE REPORT... 9 VENA LOG-OUT... 9 VENA ADD-IN UPDATES... 9 CLEARING YOUR BROWSER HISTORY NOTIFICATIONS SUPPORT TROUBLESHOOTING VENA DOESN T OPEN VENA TOOLBAR IS MISSING DATA DOES NOT APPEAR TO BE CORRECT INTERNET CONNECTION LOST WHILE VENA FORM IS OPEN Budget Monitoring Process Instructions Monthly Budget Monitoring Flash Report for Managers Page 1 of 13

2 Getting Started With Vena: Browser Selection Vena is web-based and therefore allows users access via a web browser, such as: Firefox. Chrome and Internet Explorer 9+. However, Chrome is preferred for the best performance. Please visit to download Chrome. Vena Login Visit enter your and the password you were provided. Change Password (if desired): 1. Click on the User Icon to access the drop-down menu. 2. Click on the Change Password button. 3. Enter the current password. 4. Enter the new password. 5. Enter the new password again for confirmation. 6. Click on the OK button. If you experience difficulties with your login, please contact Tracey Randem (5464) tracey.randem@smu.ca Vena Add-in To access the Monthly Budget Monitoring Flash Report for Managers or any of the Vena reports, you must have the Vena Excel Add-in tool installed on your system. When installed, a Vena tab will appear on your MS Excel toolbar like pictured to the right. You may have received instructions in the past from the ITSS Help Desk on how to install the Add-in. If not, you can now access the toolbar download in the same location that you changed your password above. Choose Vena Tools, and download the add-in and run the program. If you have done this and still do not see the Vena tab, please contact the ITSS helpdesk at HelpDesk@smu.ca Budget Monitoring Process Instructions Monthly Budget Monitoring Flash Report for Managers Page 2 of 13

3 Contributor Dashboard Within Vena, Contributors input, review and submit data. The Contributor Dashboard will provide a summary of all Tasks and Reviews that you have been assigned, along with the status of the task. In this instance, we are only using Report Tasks, so this is View Only, nothing to Check Out or Check In, nothing to submit or approve. The Dashboard provides an overview of your tasks 1. A list of processes for which you are a member. Active processes display a green icon (top left corner). Processes that display an orange icon are processes that have previously been started but are currently paused. Processes that display a grey icon are processes that currently in development and have not been started yet. 2. A graphical representation of your task status 3. A list of all tasks showing role, type and status a. Role: based on assigned responsibility for specific Task i. Owner: may enter data and submit the task upon completion ii. Support Worker: may enter and save data, but does not have access to submit the completed task iii. Watcher: may view the task but does not have access to input, save data or submit a task b. Type: Category of selection such as Input, Review, Report, etc. c. Status: filter task based on status (progress) category (Started, Not Reached, Work in Progress, Submitted Tasks, Approved, Rejected) Warning: There may be more than one active process (e.g. Budget Monitoring, Operating Budget Process). Click on Budget Monitoring. The My Tasks list will then be restricted to our live Budget Monitoring tasks only Budget Monitoring Process Instructions Monthly Budget Monitoring Flash Report for Managers Page 3 of 13

4 Accessing the Monthly Budget Monitoring Flash Report for Managers To access your Monthly Budget Monitoring Flash Report for Managers task, double click on Budget Manager Reports (for SMG members, click on SMG Budget Monitoring Reports) in the My Tasks area. This will open the details of the Task. Scroll down if necessary until you see the following. Note: this list may also include the Approved Budget Report. Also note the list may not be exactly in this order. A. Task Details a. Task Name Budget Manager Reports (SMG SMG Budget Monitoring Reports) b. Task Status Finished (unlike the Budget Input Task, there is nothing to submit here) c. All users are Watchers with respect to reports B. Task Instructions - Textual instructions associated with the Task. C. Task Forms - Lists all forms/reports connected to the Tasks. D. View Clicking View will download the Excel file (see below). If you are using Chrome, a link to the spreadsheet will be in the lower left hand corner. E. Supporting Documents Lists all documents provided to assist in completion of the Task. Viewing Monthly Budget Monitoring Flash Report for Managers Select the Monthly Budget Monitoring Flash Report for Managers and click the View button. The Monthly Budget Monitoring Flash Report for Managers will download in the browser, click to open (In Chrome - bottom left corner of browser screen) and the file will open in MS Excel (see below for troubleshooting). Since the file is view only, more than one user can access the report at the same time. Click on Enable Editing at the top of the page A Window will pop up. Choose your Org from the list of orgs displayed. Choose the appropriate Program from the pop up screen. It will default to All Programs. Be sure you select the appropriate Dimension before choosing. Note: if you only have security to access one Org, the report will default to that Org and the window will only provide access to select the Program Budget Monitoring Process Instructions Monthly Budget Monitoring Flash Report for Managers Page 4 of 13

5 Org Groups One of the great features of Vena is the ability to view rollups of Orgs into a Group and this report is designed to take advantage of that. The purpose of this report is to select a hierarchy of orgs and report on the entire group. However, it can also be run with only one org. Use search to quickly find your Org Group or Program. If you have access to multiple Orgs, you can view the Group results Program: Within Orgs, some operations maintain budget activity within a Program. Programs are used to group activities for reporting. The default Program Code is All Programs. Note: Users will only have access to those programs that they have been provided security permissions to access. The file will now initialize (Note: this may take several minutes to complete) Clicking on the List icon will provide a plain list of available Orgs and Programs. When the file has been initialized for use, you must click to enable content You will note that the description of the Org and Program selected will autofill based on "Title" selected. If the Org or Program in the title are not correct, you may have selected the wrong Org or Program, you may reselect by clicking the Choose button on the Vena toolbar. If you are selecting the correct Org/Program combination but are not seeing that on your report, please contact your Vena support person in Financial Services (see list in the Supporting Documents section of the Vena task) Budget Monitoring Process Instructions Monthly Budget Monitoring Flash Report for Managers Page 5 of 13

6 WARNING: If, when you Choose your Org/Program, you inadvertently select a higher level in the hierarchy (a Group rather than the org/program number), the data will be consolidated and reflect the combined results. If you want individual results, you need to select a unique org/program combination. Vena Toolbar To access the Monthly Budget Monitoring Flash Report for Managers, you must have the Vena Excel Add-in tool installed on your systems. When installed, a Vena tab will appear on your MS Excel screen. If you have already installed Vena but do not see the Vena tab in your header, please refer to the Troubleshooting section at the end of this document. Once the Vena Add-in is installed and a Vena worksheet is opened, you will have access to the Contributor Vena menu options. Note: options that are unavailable in the form, or due to security access levels, will be unavailable and show as greyed out in the toolbar or in some cases may be hidden. A. Close - Close active workbook. B. Settings - Vena Excel Add-in settings. C. DMode may not be enabled on your desktop it is not required to view the Report D. Go Offline since this file is View Only it is greyed out E. Form Details - Displays name of the Process, Form and User for the current Template. F. Save Data since this file is View Only it is greyed out G. Refresh Data - Updates data on the Report by synchronizing with central database. H. Comments - Will not be used Users can disregard for now I. Choose - Launches the Select Pages dialog box to allow for the select of the Org/Program. J. Cascade Not available for use in the Monthly Budget Monitoring Flash Report for Managers yet K. Line-Item Details - since this file is View Only it is greyed out L. Audit Trail since this file is View Only it is not used for this report M. Drill Can drill to transactions more details below N. My Functions - Not available for use in the Monthly Budget Monitoring Flash Report for Managers Budget Monitoring Process Instructions Monthly Budget Monitoring Flash Report for Managers Page 6 of 13

7 Please note that you do not need to remain logged into Vena while viewing the Monthly Budget Monitoring Flash Report for Managers. Troubleshooting opening the workbook Occasionally, you may see a file download successfully however it shows a blank black screen when you hold your mouse over the Excel icon in your taskbar at the bottom of your screen. If this happens, hold your mouse over the blank black mini view of the spreadsheet, right-mouse click and select Restore. Your report should appear at this point. If you still cannot view it, please contact your Financial Services support person. Contents of workbook This worksheet provides two tabs, a Summary and a Detail FOAP Level tab. Summary Provides the Monthly Budget Monitoring Flash Report for Managers at the major account category level Detail FOAP Level Provides the Monthly Budget Monitoring Flash Report for Managers at the postable or FOAP level Headings: This worksheet provides the following default information by column. 1. YTD Through xxxx Year to Date Actual and Variance to Adjusted Budget through the month indicated for each of the Financial Statement categories (Revenue, Salaries and Benefits, Other Expenses, Interfund Transfers and Net Operations). Note: the cells in blue are updated from the cells in purple and are not editable 2. Total Fiscal Year Through Mar FYxxxx Budget Remaining, Net of Encumbrances -Total Budget for the Year minus Actual spent to yesterday in the system minus any outstanding Encumbrances (POs issued) for each of the Financial Statement categories (Revenue, Salaries and Benefits, Other Expenses, Interfund Transfers and Net Operations) Note: the cells in purple are editable. You can select different parameters from drop down lists. Hitting Refresh will bring back the new requested data Drilldown to Transaction Detail Provides the transaction detail. Transactions in Actual can be drilled to. To Drill to Transactions: Select the cell in the appropriate column (actual, encumbrance) by clicking on it. Click and select Transaction (not Saves) from the drop down menu. A new tab will appear Budget Monitoring Process Instructions Monthly Budget Monitoring Flash Report for Managers Page 7 of 13

8 Here are the headings for the columns: YEAR Fiscal year ended March 31 PERIOD Apr - Mar ORG Org number in Banner ORG_DESCRIPTION Org Description ACCOUNT Account number in Banner ACCOUNT_DESCRIPTION Account Description PROGRAM Program number in Banner TRANSACTION_AMOUNT this is the detail of the amount we are drilling from DOCUMENT_NUMBER Banner document number VENDOR_NAME VENDOR_INVOICE_NUMBER DOCUMENT_DESCRIPTION from the Payment Request Form, pcard reconciliation or Journal Entry ENCUMBRANCE_REFERENCE PO # if applicable PROGRAM_DESCRIPTION TRANSACTION_DATE date transaction occurred VENDOR_INVOICE_DATE if different VENDOR_NUMBER A number of vendor FUND default is Operating Fund FUND_DESCRIPTION Operating Fund SCENARIO Actual, Adjusted Budget, Encumbrance or otherwise USERNAME name of person who input entry into Banner ACTIVITY_DATE BANNER_LEDGER BANNER_RULE_CODE BANNER_FIELD_CODE DEBIT_CREDIT_INDICATOR ENTITY POSITION MEASURE PLACEHOLDER_1 PLACEHOLDER_2 Closing the Vena Drill sheet Required to be included but may not be useful for all users It is not necessary to close the Vena drill sheet but you can by right mouse clicking on the sheet name VenaDrillSheet_x and selecting Delete from the list. You will receive a warning, click Delete again Budget Monitoring Process Instructions Monthly Budget Monitoring Flash Report for Managers Page 8 of 13

9 Closing the Report Close the report by clicking X in the top right hand corner. If you receive a message to Save Data, answer no. If you receive this message, please click Don t Save. Vena Log-out To logout of Vena 1. Click on the User Icon to access the drop-down menu (top right of screen). 2. Click on the Logout button. Vena Add-in Updates You will occasional receive a popup that a new version of Vena is available Please click OK to install. This is totally normal as there are several updates every month. Note: the Vena Add-in currently installs to all Microsoft Office products, therefore all MS Office products need to be closed for the Vena Add-in to install properly. If you encounter any issues with the installation of the Add-In, please contact the ITSS Help Desk at extension 8111 or helpdesk@smu.ca. Clearing your browser history Regularly it is a good idea to clear your browser cache. This helps Vena run better. You can clear your cache in Chrome by clicking on the 3 horizontal bars in the upper right hand corner of the web browser. Click on More Tools and select Clear Browsing Data. A window will pop up. Select your date range from the drop down list and click the Clear browsing data button Budget Monitoring Process Instructions Monthly Budget Monitoring Flash Report for Managers Page 9 of 13

10 Notifications Vena issues the following automated notifications: Process Event Message Action Required Play Process Process "Name of Process" has started. Notification - no action required Pause Process Process "Name of Process" has been paused. Notification - no action required Restart Process Process "Name of Process" has been restarted. Notification - no action required Task Started Process "Name of Process" - Task "Name of Input Task" has started. Complete Budget Input task Task Submitted Process "Name of Process" - Task "Name of Input Task" has been submitted for review. Notification - no action required Review Task Starts Process "Name of Process" - Review Task "Name of Review Task" is now active. Complete Review Review Task Approved Process "Name of Process" - Review Task "Name of Review Task" has been approved. Notification - no action required Review Task Rejected Process "Name of Process" - Review Task "Name of Review Task" has been rejected. The following task was rejected: "Name of Input Task". Notification - no action required. A Rejected Review will also generate an that says a Task has been started Support Please contact your assigned Financial Services support person if you have any question regarding any of the Vena processes or using the Vena tool Budget Monitoring Process Instructions Monthly Budget Monitoring Flash Report for Managers Page 10 of 13

11 Troubleshooting Vena Doesn t Open If after entering your login your browser gets stuck on the loading screen, you need to clear your browser cache. Please click the link below or copy/paste into your browser for details on how to clear your cache in Internet Explorer, Google Chrome or Firefox. Vena Toolbar is Missing Several issues may cause you to lose your Vena toolbar. If this happens: 1) Option 1: Close the Workbook. Return to Vena and check out the document again. Under most circumstances, this will resolve the issue. 2) Option 2: Check that the Vena Add-in is enabled in Excel. a. Select File/Options/Add-Ins b. Click on Excel Add-ins Go button Ensure that VenaXLL is checked Budget Monitoring Process Instructions Monthly Budget Monitoring Flash Report for Managers Page 11 of 13

12 3) Option 3: Reinstall the Vena Add-in a. Close all Microsoft Office programs b. Click on the Vena Add-in link or enter the Vena web address in a web browser c. Once the Add-In has been successfully installed, a new tab will appear on the Excel task bar as illustrated below; Please note: If you are a Mac user, please contact the ITSS Help Desk at 8111 or helpdesk@smu.ca 4) Option 4: Contact the ITSS Help Desk at extension 8111 or helpdesk@smu.ca. Data Does Not Appear to Be Correct If the data in your form or report does not appear correct: 1. Check that the correct Org and Program have been pulled into the form/report 2. Click Refresh Data in the Vena Toolbar 3. Check that your spreadsheet is auto calculating. The status bar on the bottom left of your excel window should indicate Ready If it shows Calculate the auto calculation feature has been switched off To turn it on select File/Options/Formulas o Under Calculation Options select Automatic Budget Monitoring Process Instructions Monthly Budget Monitoring Flash Report for Managers Page 12 of 13

13 Please contact your assigned Financial Services staff member for assistance with Vena issues you may encounter. Internet Connection Lost While Vena Form is Open If you have the Monthly Budget Monitoring Flash Report for Managers open and the internet goes down, the connection to Vena will be disrupted. The data will still be in the Excel file, however, you will get an error message if you try and Refresh the data again. There is nothing to be concerned about, you may close the file when you are finished Budget Monitoring Process Instructions Monthly Budget Monitoring Flash Report for Managers Page 13 of 13