Financial Reporting In Peoplesoft California Maritime Academy Data Warehouse Training Fiscal Year 2011/2012

12/2011Data Warehouse Training2 Introduce FDW The Finance Data Warehouse (FDW) is the financial reporting system that provides campuses with a set of interactive dashboards that can be manipulated to create reports based upon parameter options selected. Some of the capabilities include; A standard selection of reports showing revenue and expense Ability to select different criteria; fund, department, accounts, etc Drill down into a line item to see the transactions that make up a specific revenue or expenditure Option to download into Excel

12/2011Data Warehouse Training3 Sign In Activity 1 – Log into the Data Warehouse 1.Go to the CSU Portal. Copy and paste the link. bindex%3d1%26tabid%3d8&tabindex=1&tabid=8 2.Select Maritime 3.Click Login 4.Enter Maritime\user name 5.Enter password (this is your login password when you turn on you computer)

12/2011Data Warehouse Training4 Dashboard Settings Activity 2 – Enter the Data Warehouse module 1.Select tab Financial Reports and click Login

12/2011Data Warehouse Training5 Dashboard Settings Activity 3 – Set Dashboard Defaults on Home Page 1.Go to Manage My Budget Home page 2.Select MACMP-CMA, Standard Budget, Original values 3.Click Go Note: If you are not able to move beyond this screen then there may be compatibility issues with the version of your browser. You will need to click the sync button. Another reason may be that you did not log out properly at some point. Refer to page 18 for instructions on how to correct these issues. Please contact the Budget Office if you are not able to resolve. Sylvia Kipp x1029

12/2011Data Warehouse Reporting6 Dashboard Settings Activity 4 – Save your dash board settings as default 1.Page Options – select dropdown arrow 2.Select Save Current Selections 3.Select For Me 4.Check Make this my default for this page 5.Type in a label for your report 6.Select OK X

12/2011Data Warehouse Reporting7 Generating Reports Activity 5 – Creating the Report 1.Select Manage My Budget 2.Select Organization tab and click Login 3.Pick Revenue and Expense Summary by Organization (3 Column)

12/2011Data Warehouse Reporting8 Generating Reports Activity 6 – Setting Report Filters 1.Select Year, Period, Fund and Department (later on you may want to also select Account if you want to narrow report parameters further)

12/2011Data Warehouse Reporting9 Generating Reports Activity 6 (continued) – Setting Report Filters 1.Double click on an item from the drop down list moving it to your report selection on the left or highlight item and use the arrow buttons 2.Click OK Note that the dash on the left side should always be moved to the list on the right side Match can be used to expedite your criteria search i.e. ‘equal to’ or ‘contains’ Tip: hold down the Shift Key to select contiguous ranges or Ctrl Key to select non contiguous ranges Double arrow = selects all items in list Single arrow = move only selected items

12/2011Data Warehouse Reporting10 Generating Reports Activity 6 (continued) – Setting Report Filters 1.Once all report filters are set then click on Go to generate the report

12/2011Data Warehouse Reporting11 Generating Reports Activity 7 – Report Views 1.Report Fund Fdescr, Dept Fdescr, Acct Fdescr and report view Standard with Original Budget Note that you can also select other column data via the drop down i.e. instead of Acct Fdescr you could select Acct Cat Fdescr which will produce a report rolled up or similarly grouped by the first 3 digits of an account number. For example, instead of every payroll benefit account (6 digits), you will see only the one total for all benefits accounts(3 digits) since they all start with the same 3 digits.

12/2011Data Warehouse Reporting12 Dashboard Settings Activity 7 (continued) – Save your dash board settings as default 1.Page Options – select dropdown arrow 2.Select Save Current Selections 3.Select For Me 4.Check Make this my default for this page 5.Type in a label for your report 6.Select OK X

12/2011Data Warehouse Reporting13 Generating Reports Activity 8 – Hyperlinks 1.Double clicking on an numeric value that is hyperlinked will take you to the details of that item Data results detail below Double click on numeric value

12/2011Data Warehouse Reporting14 Generating Reports Activity 8 (continued)– Hyperlinks 1.Additional drill down will have to be provided by Accounting and Budgeting. A primary driver for data research is the Doc Src (document source). The source could be a number of references. i.e. AP = Accts Payable, MJE is a journal entry, etc. Jrnl Descr provides specific high level information to identify the purpose of the transaction Doc ID lists the P.O. number Vendor lists the specific vendor name Doc Ln Descr provides a short description of the expenditure Column 2 – document source

12/2011Data Warehouse Reporting15 Generating Reports Activity 9 – Download to Excel 1.Scroll down to the bottom of the report and click the Download button to create an Excel file of your data. Note that formulas and hyperlinks are not downloaded when you move data into Excel.

12/2011Data Warehouse Reporting16 Generating Reports Activity 9 – Printing Report 1.Scroll down to the bottom of the report and click the Print and PDF 2. Printing options will show in a grey bar at the bottom of the page

12/2011Data Warehouse Reporting17 Logging Out Activity 10 – Exiting the Database properly 1.Click on Log Out and not the ‘X’ 2.Click on CSU Portal to open window 3.Click on Log Out 1 2 3

12/2011Data Warehouse Reporting18 Generating Reports Addendum – Defining Financial Results Columns 1.MTD Actuals – Current month’s actual revenue and expenditures 2.MTD Enc – Current month’s encumbrances (with are purchase orders pending payment) 3.Orig Budget – Approved Budget as of the beginning of the current fiscal period 4.Rev Budget– Approved revisions incremental to the Original Budget – One time adjustments 5.PY Actuals – Prior year Actual results for revenue and expenditures 6.YTD Actuals – Year to Date Actual results for revenue and expenditures 7.Tot Actuals – Total Actual revenue and expenditures for the current fiscal year 8.Tot Enc – Total Encumbrances for the current fiscal year (outstanding purchase orders) 9.BBA – Budget Balance Available is the difference between Revised Budget and YTD Actuals 10.% Used – % Used is YTD Actuals divided by Revised Budget Note: revenues in red with brackets are a positive value

12/2011Data Warehouse Reporting19 Generating Reports Addendum – Data Refresh 1.Data entered today will be reflected in the next day financial reports as the database refreshes overnight.

12/2011Data Warehouse Reporting20 Database Access

12/2011Data Warehouse Reporting21 Database Access http :// windows.microsoft.com/en-US/windows7/How-to-use-Compatibility-View-in-Internet-Explorer-9

Syncing version of Internet Explorer The video will guide you as follows: open up Internet Explorer and select Tools/ Capability View Settings, fill in calstate.edu and Add. March 2010CFS Training - Common Code22

12/2011Data Warehouse Reporting23 Database Access When logging out of the Data Warehouse……