University of Hawaii ethority - Creating User DataBooks From Templates Version 1.0.0
Table of Contents Objectives... 3 Resources... 4 ethority Glossary... 5 Steps to Creating a Report:... 7 Learning Through an Example Creating an Account Status Report0F0F0F... 8 Step 1: Choose the Data - Select the Template... 9 Step 2: Select the Fields For a Report:... 11 Step 3: Select Certain Records by Adding Filter Criteria to a DataBook... 16 Step 4: Add Groups and Subgroups to a DataBook... 22 Step 5: Determine if the Query will be Run on a Periodic Basis and/or for Different Selection Criteria... 25 Step 6: Using PowerFields to Create a Calculated Field... 32 Step 7: Refine the Report Output by Moving / Hiding Columns & Displaying Totals... 42 Step 8: Confirming the Report Contains the Correct Results... 46 Appendix A: Quick Reference Chart:... 47 Appendix B: Miscellaneous Tips for DataBook Creation:... 48 Attachment 1... 50 Other Enhancements to the Account Status DataBook... 50 Selecting Additional Fields and Restructuring the DataBook... 51 Notes:... 54 Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 2
Objectives Determine which template to use for your DataBook Add fields to a DataBook Select certain records Add Groups or Subgroups Enter runtime criteria or Control Values Create calculated fields using PowerFields Add calculated fields and display totals to your report output Confirm your output contains the correct results Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 3
Resources Website: The FMO website has a Financial Systems page at http://www.fmo.hawaii.edu/financial_systems/index.html that focuses on specific material related to the systems with the following dedicated tabs Overview, FAQs, Contact Us, Policies and Guidelines, Forms and Training. Questions: For questions about ethority contact John Burke at: John25@hawaii.edu. Technical Issues: For technical issues submit a trouble ticket: Submit a Trouble Ticket. Listserv: If you are a member of the ethority listserv, you will receive information related to ethority such as announcements, system availability and training classes. To subscribe to the ETHORITY-USERS listserv, send an email to: listserv@lists.hawaii.edu, no subject, and in the body of the message subscribe ETHORITY-USERS your full name without the quotation marks. ethority Reference Guides: For a general overview on how to use ethority and the basic functions the tool offers refer to the Introduction to ethority and Report Viewers Training - Manual. The document can be located at: http://www.fmo.hawaii.edu/financial_systems/docs/introduction_to_ethority_and_report_viewer s.pdf For additional information into meaningful structures for reporting, graphing and distribution refer to the guide: ethority Enterprise Orientation Guide located at: http://www.fmo.hawaii.edu/financial_systems/docs/ethority_enterprise_end_user_orientation_ Guide_version_5.0.pdf For a detailed list of all Global DataBooks and Templates in ethority refer to the guide: ethority DataBook Descriptions located at: http://www.fmo.hawaii.edu/financial_systems/docs/ethority_databooks_descriptions.pdf This guide also provides potential uses for most of the DataBooks, possible Control Values needed, the information contained in the output and how the data is grouped. This reference guide is a living reference document with updates as new DataBooks are created in ethority. For a detailed list of all fieldnames and descriptions in the GL Financial Transactions- Template refer to the guide: ethority Fieldnames and Descriptions for the GL Financial Transactions Template document located at: http://www.fmo.hawaii.edu/financial_systems/docs/gl_fin_tran_temp_field_defs.pdf Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 4
ethority Glossary DataBook: a query of data that represents a report. A DataBook may contain a combination of sorting, grouping or calculated totals. DataBooks fall into three (3) categories or subsets: Templates, Global DataBooks and User DataBooks. 1. ethority Templates A Template is a core dataset that includes all of the available fields and all of the records. The data is not grouped, sorted or filtered in any way. Each Template in ethority is based on commonly referenced functional needs such as GL Financial Transactions, AR, Capital Assets, and Contracts & Grants to name a few. These Templates have the suffix -Template and can be used to create a specialized report by an ethority user. Templates cannot be merged or joined which means that fields from one Template cannot be used in conjunction with fields from another Template. Therefore, it is important to select the correct Template at the outset when creating a customized or specialized DataBook. All Templates are DataBooks but all DataBooks are not Templates. 2. Global DataBooks A Global DataBook is created by an ethority data architect to assist users in obtaining information about their fiscal activities. All users can run Global DataBooks, but they cannot be overwritten. Global Databooks have been developed for queries that are commonly used by campus users. A user can run a Global DataBook, save the DataBook as a User DataBook and alter the User DataBook to meet the user s specific reporting needs. 3. User DataBooks A User DataBook is created by an ethority user. User DataBooks are accessible only to the user who created the DataBook and those with whom it was explicitly shared. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 5
Data Architect Also referred to as the reporting team. Data architects create the Global DataBooks and are responsible for the back end data structures that drive the ethority DataBooks. PowerField A user-created custom expression/calculation (i.e., custom field) that is used in a DataBook. Control Value A parameter specified in a DataBook that prompts a user for values for use in the DataBook. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 6
Steps to Creating a Report: The list below is an outline or suggested steps to follow in order to successfully create a report, or a DataBook in ethority. 1. Choose the Data 2. From the source data, select the fields for report 3. Select which records should be returned or filter the data 4. Add any sorting or grouping (subtotals) 5. Determine if the query will be run on a periodic basis and/or for different selection criteria 6. Create calculated fields for your report 7. Refine your report output by moving / hiding fields and display totals 8. After you run your query, see if it contains the correct results Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 7
Learning Through an Example Creating an Account Status Report0F0F0F1 In our example the Dean has asked you to provide a status report of your accounts on a monthly basis. This would include the total expenditures and what has already been encumbered for all of your accounts by object code. The screenshot below shows the report that will be created. This guide will walk through the steps used to create this report by following the suggested outline. 1 Although the term report is in this training manual, ethority is not a reporting tool, per se. It is a data analytics tool that queries data and provides the DataBook query output in a form that represents a report. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 8
Step 1: Choose the Data - Select the Template The first step in creating a DataBook in ethority is choosing the data. Templates contain the data we use to build DataBooks in ethority. In our example you will need to provide a status of your accounts on a monthly basis. This would include the total expenditures and encumbrances for all of your accounts by object code. Account and object code transaction data is found in the General Ledger. For data related to all (CG and Non-CG) Accounts, the ethority DataBook Description reference document indicates that the GL Financial Transactions Template is useful for creating DataBooks that lists all transactions, transaction amounts and balances. This Template is in the KFS GL DataBooks section of ethority. 1. Click on the plus sign next to the KFS GL DataBooks folder to expand that section. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 9
2. To use one of the Templates, double click on the name which opens the Report Builder in a new browser window. For this exercise we will be using the GL Financial Transactions Template. Double click on GL Financial Transactions Template. Note: Some templates may take more time than others to open due to the amount of data or field attributes they contain. Note: Refer to the ethority DataBook Descriptions document for additional details on the data contained in a template to use to build your report. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 10
Step 2: Select the Fields For a Report: 3. After running the template, all of the fields contained in the Template will display in the new browser window. The second step in report creation is selecting the fields for your report. This is more easily accomplished in ethority by first removing all of the fields from the Template and then selecting only those fields to include in the DataBook. All fields or columns that may be used in a Template (or in a DataBook) are listed in the Field Selector. Navigation: VIEW > Field Selector Click on VIEW then click on Field Selector to access the list of columns in the Template. For more information on the Field Selector features, refer to the ethority Enterprise Orientation Guide at : http://www.fmo.hawaii.edu/financial_systems/docs/ethority_enterprise_end_user_orientati on_guide_version_5.0.pdf Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 11
4. The Select Fields for DataBook window opens that displays the Available Fields on the left and the Current DataBook Fields on the right. By default, the Available Fields are in the order in which the Template was created. Fieldnames in bold green font indicate the fields were selected in the current DataBook and those highlighted yellow indicate the fields are calculated fields. To remove all fields from the Template click the Remove All button at the bottom of the Current DataBook Fields section. In the next few steps we will select only those fields to include in the DataBook. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 12
5. The Available Fields is a listing of all the fields in the Template that are available for use in creating your DataBook. To make finding the desired fields easier, sort the list of Available Fields alphabetically by clicking on the Column Name header in the Available Fields section. Click on the Column Name to sort the list of available fields. Note: Because the fields were removed, after sorting the Available Fields, the field names are no longer in bold green font. Calculated fields remain highlighted in yellow. 6. To select the fields in the customized DataBook, either double click on the desired field, or select the field and click on the Add Field button. Note: Fields will appear on the reporting area in the order they appear in the Current DataBook Fields Section. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 13
7. In this example, select the fields that will provide the Dean with a monthly account status. Take a moment to consider the possible data that would need to be included in a monthly status report. Scrolling through the list of Available Fields the following fields in Template appear to be a reasonable selection: Account Number Budget Summary 1 Code-Name Encumbrances FYTD Expenditure FYTD Fiscal Period Code FO Code Object Code-Name University Fiscal Year Note: Refer to the: Field Definitions GL Financial Transactions Template reference document for field names and descriptions. 8. Note: Fields that contain -Name are concatenated fields or a combination of two fields together. For instance, Object Code-Name is a combination of the two fields: Object Code and Object Code Description. Object Code-Name displays both the Object Code and the Object Code Description. (e.g., 3200- SUPPLIES, OFFICE) Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 14
9. After clicking OK ethority displays the REFRESH NEEDED watermark across the reporting area to indicate that you have made changes that affect the results. Do not click on the Refresh button at this time as refreshing the DataBook increases processing time. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 15
Step 3: Select Certain Records by Adding Filter Criteria to a DataBook 10. The third step in report creation is selecting certain records or adding filter criteria. There are two ways to add filter criteria to the data that appears in the DataBook. 1) Drag and drop any column header to the Filter section of the Data Shaping Panel to open the Filter Builder Dialog box to define the criteria ( e.g., FO Code = 030) or 2) Click the Filter button in the Data Shaping Panel to select from a field listing in the Filter Records window. Once a fieldname is selected the Filter Builder Dialog Box opens. Note: In ethority any field in the Template can be used as a filter criterion, even if it was not selected to be included in the DataBook. 11. In this scenario add filter criteria to include data in University Fiscal Year 2015 and FO Code 030. Click on Filter in the Filter panel to open the Filter Records window. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 16
12. There are two ways to select a column or field name in the Filter Records window: 1) Double click on the name or 2) Click on the name and drag the column name into the section on the right of the Filter Records window. For this example, select FO Code and then specify a 3-digit FO Code to add as a filter to the DataBook. Scroll down the Column Names; double click on FO Code. Note: Sort the Column Names first to easily find the column name. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 17
13. After selecting the filter criteria from the Column Names, the Filter Builder Dialog Box opens in order to specify or define the filter criterion. For this exercise, select the radio button beside User Value. As a system default, the radio button beside the Pick List is pre-selected and a list of values appears in the section below. While the values are loading a please wait message appears under the Select Multiple Items heading. Note: In order to create the pick list, ethority will go through all records to determine which values have been previously used in KFS which is timeconsuming. Also, a value may be valid, but if the value has not previously been used in KFS, it will not display in the pick list. Therefore it is a good practice to select the radio button beside User Value when defining a Filter. Note: When the pick list radio button is selected the only comparison allowed is Equals. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 18
14. When the User Value radio button is selected: 1) More Comparisons are allowed: Equals, Less Than, Less Than or Equal To, Greater Than, Greater than or Equal To and Contains 2) The Values field is an open field to enter filter criteria 3) The Filter Description field contains a partial formula that the system completes based on the comparison selected and values entered. 15. The User Value can be a letter, a digit or a special character. Additionally, ethority allows the following: Begins with - the value of the field starts with the value entered Ends with - the value of the field ends with the value entered Contains - the value entered appears somewhere in the field value In range - the value is between the beginning and ending value, inclusive Is empty there is no value in the field 16. For this example enter the 3-digit FO Code 030 in the Values field and click the OK button in the Filter Builder window. 17. Note: The Exclude These From Results Set checkbox can be used to exclude certain data or to return only rows of data where all fields are populated. As an example, to exclude Non Imposed Fringe (Chart Code NI), the filter would be Data Field: Chart Code Comparison: Equals Values: NI Click the checkbox beside Exclude These From Results Set. This will return all other Chart Codes except NI. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 19
18. After defining your filter, the Filter Records window displays the filter criteria. Click the Close button at the top right of the Filter Records window. Note: To edit, delete or lock a filter, right click on the field name used in the filter and select from the options listed. Locking a filter prohibits users from removing the filter. 19. To include only University Fiscal Year 2015 data in the DataBook, add a second Filter. Repeat Steps 12 Step 18 to add additional filter criteria. Note: When the Filter Builder window opens, enter 2015 into the Values field and click the OK button. 20. Click the Refresh button at this time. Note: There is a checkbox beside Auto-Refresh Grid when saving a DataBook. This option not recommended during DataBook creation. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 20
21. The refreshed DataBook will only include data that was filtered and in this example the DataBook was filtered by FO Code 030 and University Fiscal Year 2015. Note: Displaying the FO Code and the University Fiscal Year columns in the reporting area is unnecessary information that can be added to the title when exporting or printing the DataBook. In later steps these columns will be hidden so they do not display in the final report. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 21
Step 4: Add Groups and Subgroups to a DataBook 22. After the data has been filtered to include only certain records, the next step in ethority DataBook creation is adding any sorting or grouping to the data. You can order the data using either the Group or Sort feature but fields can only be included in one or the other. The main difference is Group allows you to calculate subtotals at the different levels. Multiple field(s) may be selected for either a Group or Sort. If more than one field is specified, the Group or Sort is nested. Note: In ethority any field in the Template can be used as a Group or in the Sort, even if it was not selected to be included in the DataBook. Data can be grouped using one of the following methods: 1) Drag and drop the column header into the Group section of the Data Shaping Panel at the top of the tab. 2) Click on Group in the Data Shaping Panel at the top of the tab a. click and drag the desired field from the listing on the left, or b. double click on the fieldname Note: To un-group data, drag the desired column header from the Group section in the Data Shaping Panel and drop it over the rows of data in the reporting area. Note: For any field used in Group, ethority will not display the details below the column header. A unique value will display at the far left of the report. Multiples of the same value will not display beneath the column header within the body of the report. To display details below a column header, the field must be added a Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 22
second time. Typically, data architects move fields used in Group to the end of the reporting area so that they do not clutter the report columns. (VIEW > Field Selector) Note: The same steps above are used to add fields to the Sort section. 23. In this example the DataBook will be grouped by Account Number, Budget Summary 1 Code-Name and then by Object Code-Name. Drag and drop the Account Number and Budget Summary 1 Code-Name column headers into the Group section of the Data Shaping Panel at the top of the tab. Note: The default sort order is ascending represented by the up arrow. Note: Left click on the green arrow or down, to sort groups in ascending or descending order. to change the direction of the arrow from up Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 23
24. An alternative to dragging the column name up from the DataBook is to click the Group button in the Group section of the Data Shaping Panel. The Group Records window opens where you can either drag and drop or double click from the list of all column names. Note: You can Group on any field that in the Template even though you did not select the field to be in your DataBook. Add Object Code-Name to the DataBook grouping by double clicking on the Object Code-Name field and then click the Close button on the Group Records window. Note: To reorder the Groups, left click on and hold the Group to move, drag it to the desired location and unclick. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 24
Step 5: Determine if the Query will be Run on a Periodic Basis and/or for Different Selection Criteria 25. The fifth step in report creation is determining if the query will be run on a periodic basis and/or for different selection criteria. This step is accomplished in ethority using Control Values. Control Values give the creator of the DataBook the ability to build complex filters or expressions that may be changed easily each time the DataBook is run. Note: The user may be prompted for Control Values upon opening the DataBook if the Ask for Control Values checkbox is checked when the DataBook is saved. 26. In this example, since the Dean would like a monthly account status report, it makes sense to create a Control Value for Fiscal Period that can be changed at runtime each month the DataBook is run. Click POWERFIELDS then click on Configure Control Values to open the Configure Control Values Window. Note: Creating a Control Value filter for use in your DataBook is a two-step process 1) create the Control Value and 2) add the new Control Value to the filter section of the Data Shaping Panel. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 25
27. The Configure Control Values Window displays four fields that will be completed by the DataBook creator: 1) Control Value - The prompt presented to the user on running the DataBook. 2) Data Type - A dropdown selection of the data type appropriate to the user response (i.e., Date, Currency, Year, DataBook Column). 3) Column - If Data Type is DataBook Column, select the appropriate DataBook Column. The values from the column selected here will be presented to the user for selection. If any other Data Type is selected this field will remain blank. 4) Value - Enter a default Control Value. The user may edit this value on entry to the DataBook. If this value is a DataBook Column Data Type, the field will contain an ellipsis button. Click the button to select a value from a list of the column values. Otherwise enter a value directly into the field. Click the Add button to add a parameter to begin creating a Control Value. 28. The Control Value field populates with Item 1 after clicking the Add button. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 26
29. In this example we will create a Control Value for Fiscal Period, and we will set the Value to 01 or July. Click in the Control Value field and enter Fiscal Period Filter. This is the text that will be displayed to the user. Note: When creating Control Values it is helpful to include Filter in the Control Value field to distinguish it from a column name in your DataBook. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 27
30. To select the Data Type, click in the blank field to display the drop down selections for the Data Type. ethority allows the following Data Types: 1. Databook Column Do not use this takes a very long time to populate due to having to read the all entries in the table 2. Global Data Value is not currently being used 3. Currency used for fields containing monetary values 4. Date used for fields containing dates or requiring date function i.e. month name 5. Decimal used for numbers that have more than 2 decimal places, not generally used 6. Integer used for fields containing non-monetary values for use in mathematical calculations 7. String can either be numeric or non-numeric data but it cannot be used in mathematical calculations 8. Year - used to represent a year Click in the Data Type field and select the appropriate type. For this example, the Fiscal Period field is a string (character) so select String from the drop down list. 31. For the Column field, the Data Type is not DataBook Column so this field will remain blank. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 28
32. In the Value field enter a default Control Value. Users may edit this value on entry to the DataBook. Enter a valid Fiscal Period used in your DataBook. For this example enter 01 in the Value field. Note: The Value field contains an ellipsis button if the Data Type is DataBook Column. To make selections, click the ellipsis button to select a value from a list of the column values. ethority needs to determine all the values for the DataBook Column which is a time consuming process. 33. To add another Control Value click the Add button and enter the respective parameters for that Control Value. For this example we will not add another Control Value. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 29
34. The second step in creating a Control Value filter for use in your DataBook is adding the new Control Value to the Filter section of the Data Shaping Panel. To do so, you need to add a Filter with the DataBook Column (e.g., Fiscal Period Code) associated with the Control Value you created equaling your new Control Value field (e.g., Fiscal Period Filter) For this example we created a Fiscal Period Control Value so drag the Fiscal Period Code column heading into the Filter Panel. 35. In the Filter builder, select the radio button beside Data Field and select the appropriate operator for the filter, which in this example is Equals. The Data Field you select will be the Control Value filter you created. Note: All Control Values are listed in red text at the bottom of the Field dropdown. For this example, click the dropdown beside Field: scroll down the list and select Fiscal Period Filter ; then click the OK button on the Filter Builder window. 36. Click the Refresh Button to view the Groups and additional Filter applied to the DataBook. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 30
37. The output now displays data for FO Code 030, University Fiscal Year 2015 for Fiscal Period Code 01 and the data is grouped by Account Number, Budget Summary 1 Code-Name, and Object Code-Name. By setting up the Fiscal Period Filter as a Control Value Filter, a specific Fiscal Period can be selected when the DataBook is opened. Note: To display the Control Values prompt each time the DataBook is opened select Ask for Control Values when saving the DataBook Please refer to Appendix B or the Introduction to ethority and Report Viewers Training Manual for additional information on Control Values prompts. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 31
Step 6: Using PowerFields to Create a Calculated Field 38. Referring back to the Dean s request, we also need to provide a total of the expenditures and what has already been encumbered. Since this was not in the list of Available Fields we need to create a calculated field using PowerFields. Click POWERFIELDS then click on Edit PowerFields to open the Edit PowerFields Window. Note: Depending on how a PowerField is created, it may require excessive resources to calculate it. Simple calculations in PowerFields do not use a lot of system resources but Substitution PowerFields or PowerFields that calculate fiscal year or fiscal period are resource intensive and will greatly increase the DataBook runtime. Use of Control Values where feasible, is better for performance. Note: ITS will cancel DataBooks that utilize excessive resources. Click the Add button to display the list of PowerField types from which to choose. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 32
39. From the PowerField type prompt, select the radio button beside the type of PowerField you would like to create. The options are: 1. expression Build formulas similar to a spreadsheet and displays in a new column 2. Simple Substitution Translate existing data values (e.g., MA = Manoa) 3. +/- Margin - Automatically calculates Margins, Markups, and difference between columns 4. Tabulator Generate a running total or row-by row change for a column 5. Ranking Rank the values for a column 6. % of Total Compare an individual value to a Group and Grand Totals. For this example click the radio button beside expression since we are building a formula for our PowerField. Click the OK button to open the Edit PowerFields window to begin creating your PowerField. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 33
40. Field Name will be the header name for the new column that will contain the results of the expression. As mentioned earlier we will create a PowerField named FYTD Enc + Exp. Click in the Field Name field and enter FYTD Enc+Exp. 41. Data Type determines how the data in the expression will be displayed 1) Currency: Displays numerical data with $ and two digits after the decimal, and will round to the nearest two digits if more exist. (e.g., $1.73) 2) Date: Displays data in a date format. (i.e., mm/dd/yyyy) 3) Decimal: Displays numerical data with all available digits displayed after the decimal point. (e.g., 1.734628937) 4) Integer: Displays numerical data as a whole number, rounded up (e.g., 1.743 becomes 2) 5) List: Data will be available in a pick list format when filtered. 6) Percent: Displays numerical data in a percentage format. 7) String: May be non-numerical data or a number with no numerical significance 8) Year: Displays four digit numerical data as a year. 9) Yes/No: Displays data in Yes/No format (i.e., 0 becomes a No and a 1 becomes a Yes.) Click in the Data Type field and select Currency from the drop down options since the total amount should be represented as dollars and cents. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 34
42. In the next steps we will create the expression by selecting the fields used in the calculation. In this example we will calculate the expression FYTD Enc+Exp as the sum of the fields Encumbrances FYTD plus Expenditure FYTD. Click the Edit button under Use this Expression to open the expression Builder. 43. The grid on the left contains all the columns of the DataBook. You can double click or drag and drop or single click and then click the +ADD button them in the panel to the right. to place Constants may be added by entering a Custom Value or by selecting a pre-defined value from Math Value or Date Value in the User Values box on the bottom left. When selecting multiple fields, an operator dropdown displays. (The four possible operators are + (addition), - (subtraction), * (multiplication), or / (division) ). Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 35
44. In this example, drag and drop or double click the Encumbrances FYTD field from the Column Names section, then drag and drop or double click the Expenditure FYTD field into the panel on the right. When you select the second field, an operator dropdown displays. In this example FYTD Enc+Exp is the sum of the two fields selected so we do not have to change the operator. 45. Click the OK button on the expression Builder window. 46. In the next steps, we will determine whether to apply the expression just created to all records or to a select group of records. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 36
47. To specify whether the expression should be applied to each row or certain rows, click the Edit button under For these Records. The Condition Builder will display. 48. From the Condition Builder, drag and drop or double click fields to create a conditional filter. The Filter Builder Window opens where you can specify the values for the conditional filter. After specifying your filter conditions in the Filter Builder, click the OK button on the Filter Builder Window, then click the OK button on the Condition Builder Window. Beginning Balance is an example of a conditional filter such that if the University Fiscal Period Code = BB then the Actual Amount is included in the Beginning Balance, otherwise the Actual Amount is not included in the Beginning Balance. For this example, we will apply the FYTD Enc+Exp expression to ALL Records so there is no need to perform an Edit. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 37
49. In the Edit PowerFields window you can click on any of the buttons at the top of the window to Add, Duplicate, Edit or Delete a PowerField. After each PowerField has been created, ethority requires that you test the syntax by clicking the Test button For this example, we are only creating one PowerField so click the Test button. You should receive a message The expression syntax is valid. If you do not receive the valid message, your expression will need to be edited. Note: A common syntax error is failing to select a Data Type. 50. Click the OK button then click Save at the top of the Edit PowerFields Window. 51. Click the OK button at the bottom of the Edit PowerFields Window. Do not click the Refresh button at this time. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 38
52. Newly created PowerFields will appear at the end of the reporting area after refreshing the DataBook. 53. To view the results of your changes, click the Refresh button. 54. The sample report we have created has details at the transaction level (Object Code totals may be expanded). Another change to our report for the Dean is to provide a summary level view at the Object Code-Name level since the Dean does not need to view the transaction detail. The summary level view will suppress the details and remove the ability to drill down to the transaction level. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 39
55. To summarize data used in Group, right click on the field in the Group section of the Data Shaping Panel and select Summary Only. After selecting Summary Only, the word Summary will display to the right of the field name in the Group section of the Data Shaping Panel. Right click on the field Object Code-Name in the Group section and select Summary Only to summarize the data at the Object Code Name level. 56. Click the Refresh button. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 40
57. The reporting area of the DataBook created is now summarized at the object code level but no details display in the reporting area. Additionally, we have unneeded fields in the report, such as those used as filter criteria. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 41
Step 7: Refine the Report Output by Moving / Hiding Columns & Displaying Totals 58. The next step in creating a report is to further refine the report. Using the Field Selector you can add or remove fields, rename, rearrange or hide columns in your final DataBook. To add a field, select from the list of Available Fields. To rename a field so the column header displays differently from the original column name, click in the Display Text field and enter the desired text you choose to display in your report. To change the order of the fields displayed in the reporting area when reading left to right, highlight the desired field and click on the Move Up button or the Move Down button. To hide a column from displaying in the reporting area, click on the checkbox beneath the column heading Hide in the row beside the respective column you choose to hide from displaying in the reporting area. Hidden fields remain available for use in Filter, Group and Sort. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 42
59. In this example, it makes sense to hide the columns that were used as Filters (Fiscal Period Code, FO Code, and University Fiscal Year) and to move the fields used in Groups (Budget Summary 1 Code-Name and Object Code-Name) to the end of the reporting area. Also, it makes sense to display fields in the following order on a report when reading from left to right: Expenditures, Encumbrances followed by the sum of Expenditures + Encumbrances. Navigate to the Field Selector and hide the columns Fiscal Period Code, FO Code, and University Fiscal Year by clicking in the box beneath the column heading Hide. Using the Move Up and Move Down buttons move the Budget Summary 1 Code-Name and Object Code-Name fields to the bottom of the list of fields. Move the Expenditure FYTD, Encumbrance FYTD and FYTD Enc+Exp fields so they appear in the field list in this sequence. 60. For this example, we have no column header names to change in the Display Text field so click the OK button at the bottom of the Select Fields for DataBook window. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 43
61. Another refinement to make to the report is displaying totals for Expenditure FYTD, Encumbrances FYTD and FYTD Enc+Exp. 62. In ethority, displaying totals for a column is a column option. To select the column options, right click on the header and choose from the options provided. To display totals, select the Sum option. A small icon displays in the column header indicating the column measure is Sum. Note: A Grand Total for all rows will only display if the User Preference checkbox beside Show Grand Total has been checked. In this example, right click on the Expenditure FYTD column header and select the Sum option to display totals at all group levels for that fieldname. Repeat this step to display totals for the Encumbrances FYTD and FYTD Enc+Exp columns. 63. Click the Refresh button to view the structural changes to the DataBook. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 44
64. The reporting area of the DataBook created now displays July 2014 Total Expenditures, Encumbrances and the sum of Encumbrances and Expenditures for all accounts in FO Code 030 summarized at the object code level. When opened, the DataBook will prompt the user for the Fiscal Period so the DataBook can easily be run on a monthly basis. 65. For additional DataBook enhancements please refer to Attachments 1 and 2. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 45
Step 8: Confirming the Report Contains the Correct Results 66. The final step in report creation is determining whether the report contains the correct results. Data is fed from KFS on a nightly basis into ethority so the data in ethority reflects all posted transactions as of yesterday. In this example, since we used the ethority General Ledger Financial Transactions Template we can spot check the report output by using the KFS General Ledger Entry Lookup and entering the FY, Chart, Account Number and Fiscal Period. 67. The screenshots above show the ethority DataBook report matches the data in KFS for the Object Codes in one Account Number. Other spot checks to consider are summations and any calculated fields (PowerFields) you have created. 68. Click on FILE > Save As to save your new User DataBook. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 46
Appendix A: Quick Reference Chart: Action ethority Feature Reference Choosing Data Select Template Pg. 9-10 Selecting fields for report Field Selector Pg. 11-15 Selecting certain records Filters Pg. 16-21 Exclude certain records Filters Pg. 19 Sorting data Groups or Sorts Pg. 22-24, 51 Add Subgroups/Reorder Groups Groups Pg. 22-24 Entering values at runtime Control Values Pg. 25-31 Resorting columns Field Selector Pg. 42-43, 50 Hiding columns Field Selector Pg. 42-43, 50 Display Totals Sum Pg. 44-45 Create a filter Control Value Pg. 16-20, 25-31 Create New Field PowerField Pg. 32-38 Summarize Data in a Group *Summary Only Pg. 40 Rename Columns Display Text Pg. 42, 51 Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 47
Appendix B: Miscellaneous Tips for DataBook Creation: User Preferences Settings: Navigation: CONFIGURE>User Settings>My Preferences or VIEW>User Preferences A Grand Total for all rows will only display if the User Preference checkbox beside Show Grand Total has been checked. Page Size: Defines the number of rows displayed in a single DataBook from 100 to 20,000. By displaying more rows per page there are fewer pages on the screen that you have to change. When paging through the results ethority requires the DataBook to recalculate. This may improve performance if you have a very large report. Before creating a Control Value Filter Default the User Preference checkbox beside Allow Filters to be Subgrouped must be checked. Saving: Navigation: FILE > Save As or FILE > Save There is a checkbox beside Auto-Refresh Grid that displays when saving a DataBook. This option will refresh your DataBook every time the DataBook is changed (including a simple resort of your data) and is not recommended during DataBook creation. To display the Control Values prompt each time the DataBook is opened select Ask for Control Values when saving the DataBook. Printing: Navigation: FILE > Print ethority will attempt to fit the entire report onto an 8 ½ x 11 page by shrinking the font size until the contents fit the page width, which may render the report unreadable depending on the number of columns in the report. If there are too many columns in the report t print, the resulting print output will be a blank page. You may need to export the results to print your report on legal size paper. When printing a DataBook, the columns will be the width of the column header. If the data width exceeds the column header width the printed data may overlap into the next column. A work around is to add spaces to the column header to make the column header wider in VIEW > Field Selector >Display Text. (e.g., Exp may be changed to Exp where the underline _ represents spaces. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 48
In order to use the Print function in ethority, be sure to have your popup blocker disabled so it to allows popups from the ethority website. Reset Options: Navigation: VIEW > Reset Column Widths - This option will reset the column widths to ethority defaults. The default is the longest value within the data or the header. Navigation: VIEW > Reset All This option removes all Groups, Sorts, Totals and Filters from your DataBook. Control Values and PowerFields remain intact. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 49
Attachment 1 Other Enhancements to the Account Status DataBook Suppose for your own purposes, you need transaction level detail for the information provided in the DataBook you just created for the Dean. You can simply add a few additional fields (transaction description and the date the transaction posted) to the same DataBook, remove the Summary mode at the Object Code level, rerun the DataBook and save it with a different name. Suppose you would like your reporting area to look something like this: Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 50
Selecting Additional Fields and Restructuring the DataBook 69. In this example we will select additional fields, move them into the desired location to appear in the reporting area, and rename some column headings. To select transaction level detail, navigate to the Field Selector, scroll through the list of Available Fields and select the following fields: Transaction Ledger Entry Description Transaction Post Date 70. Use the Move Up Move Down buttons to move the newly added fields up the list of column names to display immediately before the Expenditure FYTD column. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 51
71. Rename the text that displays as the column header by typing over the name in the Display Text field. In this example rename Transaction Post Date as Trans Post Dt. 72. For transaction level detail to display in the reporting area, we no longer need the Object Code-Name in Summary mode. Right click on the field Object Code-Name in the Group section and click on * Summary Only to remove the summarization of the data at the Object Code- Name level. 73. To Sort the records in the DataBook by Transaction Post Date, click on Sort in the Data Shaping Panel to choose Transaction Post Date from the list of Column Names, then close the Sort Records window. Note: Alternatively, you can drag the column header fields into the Sort section of the Data Shaping Panel if the column is visible in your reporting area. Refer to Step #22 for additional details on Sorting. 74. Click the Refresh button. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 52
75. The new report now shows the same information in the Dean s report with additional transaction level detail that includes the Transaction Ledger Entry Description and is sorted by the Transaction Post Date. 76. Use the Save As feature to save your DataBook with a name different from the DataBook you created for the Dean. Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 53
Notes: Last Updated: 01/29/2016 ethority - Creating User DataBooks From Templates Page 54