Create a simple Budget vs. Actual Income and Expense Report in Adaptive Rosa Fung Director, Business and Financial Analysis College of Medicine - Tucson

Health Science Instance Using Adaptive for almost two years Introductions Health Science Instance Using Adaptive for almost two years Commitment management All Funds Budgeting Banner transaction data collections Data entry View data only Budget information in Adaptive Already writing reports Attempted to write reports but have difficulties Knowledge on Versions and Level Knowledge on Accounts and Time

Objective Step-by-step writing a simple Budget vs. Actual Income Statement report in Adaptive Intro Helpers Things you need to know I’m going to show you a sample output that I’m going to build with you You will build your own with a group of helpers in the room (Intro of the helpers – name and Instance)

Report Output – live demonstration

Adaptive Data Actuals loaded weekly by the Budget Office On Mondays All Instances except for Grants and Contracts which are loaded daily. Budget Budget Data in Adaptive Data Entry Import After this slide, start the actual step-by-step presenation

Matrix Report Commonly used Build reports with dimensions on both the rows and columns of the report Generally, Account dimension in the rows and Time dimension in the columns We’ll only be focusing on Matrix Report for this class.

Basic 4 Elements in creating a report Left side of the report page Use the Search feature if you know the key word of the field you are looking for

Basic 4 Elements in creating a report – Cont. Accounts GL (Object Code), Modeled, Assumptions Time Annual, Monthly, FYTD Levels Use Worksheet Filters to change report levels check with your Instance Administrator for Level structure Versions Time periods or versions check with your Instance Administrator for Versions structure This report is using GL for the Account Time – Annual and FYTD Levels – Org code, Filter on the highest level, ability to set parameter to filter for lower levels Version – we use both: Fiscal Years and versions

Report Pane Similar to pivot tables select the appropriate field from each of the Elements Drag-and-Drop onto the Report Pane

Remember Adaptive does not offer UNDO feature Save report frequently Start with the basic data selections Add new data or formatting one at a time Save each time the desired output is returned

Report Properties

Report Properties - Default setting Know where they are and play with the tabs to customize your report

Filters and Parameters Use for flexibility in selecting or limiting the desired report output Can have multiple Filters and Parameters This sample report is setting up so the user can filter by Level

Parameter Properties Check off this box for a Prompt before running the report

Parameters Prompts before the report is run

Right click on the Element to bring up the Properties menu Element Properties We talked about Properties for the whiole Report, Now this Properties implies to the Element Right click on the Element to bring up the Properties menu

Option to customize the header description Element Properties Option to customize the header description The Code will be the Header if left blank

Element Properties – Cont. Customize header and data on the report output

Another useful Element - Calculations Subtotal sum of rows or columns

Another useful Element - Calculations Difference Subtract from row or column Can be reversed via Difference Options

Another useful Element - Calculations Custom Use Formula Assistance

Other features Segment Blank Space Custom Header

Other features - Segment Generally used when multiple years or versions on the same report

Other features – Blank Space Generally used for formatting for a cleaner report output

Other features – Custom Header (Label) Right click on the Element to bring up Properties to modify the Label

Pros and Cons with Adaptive reports Quick and easy to view data Format less attractive when exported to Excel/PDF OfficeConnect offers flexible formatting and formula writing in Excel Delivers professional-feel presentation We offer a separate class for OfficeConnect report writing class

Live Demonstration Build a simple budget vs. actual income statement in Adaptive

Attendees to build their own report

Contacts Academic Instance Grants and Contracts Instance Brian Berrellez bberrell@email.arizona.edu Tara Mysak tmysak@email.arizona.edu Grants and Contracts Instance Chris Duggan cduggan@email.arizona.edu Jason Von Fange vonfange@email.arizona.edu Health Science Instance Rosa Fung rmfung@email.arizona.edu Student Affairs Instance Erik Reinold ereinold@email.arizona.edu

Thank you