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

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 Use Excel and pivot tables on a regular basis

Objectives Step-by-step writing a simple Budget vs. Actual Income Statement report using OfficeConnect Intro helpers

Report Output – live demonstration If your dept does not have budget or actual data, it will return zeros on your report

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

Professional look and feel Flexibility in report designs Advantages Professional look and feel Flexibility in report designs Design report format just like in Excel Use existing Excel functionality and format Formula, conditional formatting, logo and pictures Monthly updates as easy as a click of a button (Templates) Auto feed to Power Point and Word for Executive Summary or board report (Naming function)

Notes about OfficeConnect File extension for OfficeConnect files .xlsxai Save file as PDF or Excel for version tracking purposes Updates in Adaptive is refreshed in OfficeConnect real time Before we start, let’s review some notes about OC

Notes about OfficeConnect – Cont. Does not offer UNDO feature Start with the basic data selections Add new data set one at a time Save each time the desired output is returned Before we start, let’s review some notes about OC

Menu Ribbon OfficeConnect workbook has file extension of .xlsxai Click the OfficeConnect tab to display OfficeConnect menu items Because OC is using Excel platform, setting up the workbook properties and settings are important. The next few slides will cover some of the menu functions

Menu Ribbon Customize desired format output for your workbook under Workbook Properties Book Default setting is “Thousand”

Customize desired setup for your workbook here. Menu Ribbon Customize desired setup for your workbook here. The Default message under Security block result text is “N/A”. I changed the wording to remind end-user to Refresh for data

Menu Ribbon Labels could be created for Account, Subaccount, Project Code, Date, etc. to place on the report header. They can link to Filters and Time. We’ll be creating Label for department name and Time period in our demostration

Menu Ribbon Highlights cells on the worksheet that are pulling in data from Adaptive

Customize colors under User Settings Menu Ribbon Customize colors under User Settings

Basic 4 Elements in creating a report Left side of the worksheet Use the Search feature if you know the field that 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

Filters tab Level Account Subaccount Project Code Fund Group

Review tab Outlines selected elements, labels, and context applied to rows, columns, and cells on the worksheet

Design the desired report on the worksheet

Elements tab: Drag-and-drop each element onto the report row(s) or column(s) Accounts (Object Code) are generally reported on Rows while Time, Organization (aka Level), and Versions are reported on Columns

Save file as PDF – use the Export function

Save file as Excel – use the OfficeConnect menu

Live Demonstration Build a simple budget vs. actual income statement using OfficeConnect

Attendees to build their own report

Link to install OfficeConnect https://knowledge.adaptiveplanning.com/Reporting/OfficeConnect/0 000Using_OfficeConnect/9010_OfficeConnect_Installation%2C_Per_ User

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 Nathalia Garay ngaray@email.Arizona.edu

Thank you