Budget with the Business Improvement & Performance Office Present: OpenGov Quarterly Report Training

Agenda OpenGov Login Customize Homepage Report Navigation Dashboards Navigation Stories Navigation

OpenGov Overview Cloud based software Available on any computer with login Build reports using data from any system that extracts to excel Data must be ‘machine readable’ Analyze financial and non-financial data through easy-to-understand, interactive graphs Utilize reports for public/transparent or internal use Create Stories to add context to data using graphs, pictures, text, videos, or embedded documents Takes data from different sources (excel spreadsheet, SAP, other systems) to create easy/interactive graphs

OpenGov Login To access OpenGov, navigate from BC Insider -> Applications -> OpenGov: OpenGov is internet based and can be accessed from anywhere Go to https://opengov.com/ and click Login in the top right hand corner To directly access OpenGov Reports, click the link below OpenGov Reports (login required): https://controlpanel.opengov.com

OpenGov Login cont. Login using Bernco email address If you need your password reset, click on ‘Forgot your password?’ For additional help logging in or requesting new user access contact Business Improvement & Performance Office, contact information on the last slide

Google Chrome Shortcut Always use Google Chrome to launch OpenGov Download Google Chrome to computer https://www.google.com/chrome/ Add OpenGov as an icon on your computer desktop Navigate to OpenGov Login and follow the screen shot Explain google chrome vs internet explorer Different internet browsers Internet Explorer is probably the default browser Best thing to do is download chrome and save the shortcut so every time you open OpenGov you are already in Google Chrome X

Report Transparency Report Icon Report Type Report Description Transparent Reports are available to the public through Bernco.gov, the direct link is: https://bernalillocountynm.opengov.com/transparency# Network Reports are available to OpenGov Customers through the “Network” tab on the left hand corner of the screen. OpenGov customers can share and view each other’s reports to compare data or view unique reports. All users with a login can utilize the Network tab. Organization Reports are available to all users with an OpenGov login. If a blue report tile is on your homepage you can review the data Private Reports can be created and set private to include individual users. Only users who are invited will see the report on the homepage

OpenGov Homepage Navigate between Reports, Dashboards, and Stories OpenGov always defaults to Reports Click here to open Stories Click here to open Dashboards Reports will always be defaulted Each blue tile is a Report

OpenGov remembers selection after you log out OpenGov Homepage cont. Customize homepage to show frequently used reports by setting Filters by Keyword Click the checkboxes that apply to reports you want to see based on job duties, interests, department needs, etc. OpenGov remembers selection after you log out None selected means you see everything Listen to feedback and OpenGov has developed a way for departments to limit the amount of information they see at once by adding filters to the homepage Click on… All departments, department name, quarterly reports, positions

OpenGov Functionality Detailed drillable graphs Break down or ‘slice’ data by different categories (i.e., name, division, department, etc.) Custom Filters Saved Views Summary table/detailed dataset Report Simple graphs created from Saved Views built in Reports Click to drill to Saved View in Report Combine multiple Saved Views from different Reports Dashboard Simple graphs created from Saved View built in Reports Add context and narrative to graphs/data Story OpenGov has 3 main components: reports, dashboards, and stories Reports are the main area and all the graphs from reports populate stories and dashboards – you can’t have a story or dashboard without building a report Dashboards are high level views of the detailed graphs/saved views in a report Stories are similar to dashboards and have the same simple graphs, the main difference is that Stories contain text to explain the graphs

Simplified, high-level view of Report data What are Dashboards? Simplified, high-level view of Report data Contains data from multiple Reports: budget vs actuals, positions, purchase order details, contract listing, invoice aging, and travel data Easy to print for meetings or management Clicking on the graph directly links to the Report Graphs/Saved Views are department specific for easy navigation Technical Services Story

Dashboards Use ctrl+f to search for department name or business area Technical Services Story Graphs relate to Saved View in Report, click to see Report

Simplified, high-level view of Report data What are Stories? Simplified, high-level view of Report data Contains data from multiple Reports: budget vs actuals, positions, purchase order details, contract listing, invoice aging, and travel data Ability to add context/narrative to the data/graphs Easily communicate with budget analyst by providing questions/answers directly in the Story Technical Services Story

Stories - Expenses Technical Services Story Going to talk about each section of the story before we head into the detailed navigation of the reports Each Story has a link to the dashboard and Quarterly Budget report, along with links to each saved view Click on link to look at view and answer the question from the budget analyst Answer questions from budget analyst directly in Story

Stories - Revenues Technical Services Story Going to talk about each section of the story before we head into the detailed navigation of the reports Additional revenue views: depts that collect revenue outside of their business areas/cost centers

Stories – Revenues Cont. Complete revenue questions for each source of revenue Each quarter, answer if revenue is over/under budget and if revenue is higher than the previous year Budget will ask additional questions if needed Technical Services Story Show this saved view to look at yearly for higher than previous year Link to each source of revenue

Stories - Overtime New overtime question layout Complete questions for all overtime expenses Technical Services Story Going to talk about each section of the story before we head into the detailed navigation of the reports

Stories – Needs List Technical Services Story Going to talk about each section of the story before we head into the detailed navigation of the reports

Stories – Additional Graphs Technical Services Story Going to talk about each section of the story before we head into the detailed navigation of the reports

Reports - Navigation Saved Views: prebuilt views for frequently asked questions or common searches Filter Panel: apply custom filters such as, date ranges, greater than/less than, key words, include/exclude data Data Table: view summary data by Broken Down By selection or line item detail (i.e., spreadsheet view) Search Bar: search for any term throughout the entire dataset Graph: drill to data by clicking on the graph or legend Now we are going to look at all the components that make up a Report Saved view example: view per department Filter panel example: search for specific fund, cost center, etc Data table example: has summary and detailed view that allows you to drill and filter data Search bar example: search for any information like name of a contract or person without know the specific field Graph example: click on anything in the graph to drill and filter data

1. 4. 2. 5. Screen shot from contract listing 3.

Reports - Navigation Saved Views: pre-filtered views of data/graph, usually by department Filters: customize data/graph to view specific information Screen shots from contract listing Saved Views are a good starting point before applying filters

Reports – Saved Views Created by report administrators List of common or favorite views, like a bookmark Good starting point before you apply filters Most reports have saved views by division or dept Example: Contract Listing - Assessor Screen shot from contract listing Can you find your department??

Reports – Show Select numerical column to sum/total data Totals can include counts or dollar amounts # of trips Total cost of trip ($) Airfare ($) NOTE: do not use any column to total/subtotal – columns like cost center or fund will add together all the funds (11001 + 11001=22002), it WILL NOT subtotal by fund like SAP Show $ of airfare vs total cost of trip vs Screen shot from travel report

Reports – Broken Down By ‘Slice’ data by categories Department Division Name Screen shots from travel Simple way, change broken down by without drilling – if I’m unfamiliar with the data and want to know what is in each section you can change the broken down by to see the different slices – then you can apply filters by drilling into the graph or adding filters to the specific column

Reports – Broken Down By cont. Click on pie slice to drill into a single division - Finance You are only looking at costs associated with Finance Division Change Broken Down By to see the pie slice by Department – click Assessor Screen shots from travel Show breaking down by division then by department

Reports – Broken Down By cont. You are only looking at the Assessor’s Slice the pie by changing Broken Down By Conference Name Filters Screen shots from travel Show breaking down by division then by department As you click on each slice of the pie the graph shows the filters that you have applied ‘finance’, ‘assessor’s office’

Reports – Filter By Filtered By: add new filter to analyze data Select column to apply filter Select type of filter (i.e., contains, equal to, not equal) Enter key word to filter by Screen shots from Contract listing Filter will change based on the data (text, numerical, date) Numerical will have greater/less than Date will have greater/less than, calendar selection Example above is text NOT is case sensitive Equal to is case sensitive

Reports – Filter By cont. Report shows all Contractors containing ‘sandia’ Any filter that’s applied will show up under the search bar Screen shot from contract listing Click on filter to open window to show you exactly what the filter is, such as contains, equal to, etc

Reports - Amounts Incremental - view data per period (total per month or year) Cumulative - view data year to date (adding all periods together) Use for bar charts and line graphs, pie charts and tree maps will show you the cumulative total on the filter panel summary table to incremental and cumulative amounts Total for All Years or Months PO Report

Summary Table Shows data by the selection from the Broken Down By Adds data by incremental and cumulative totals Columns are shown by month or fiscal year Click on titles to drill to data Click on a division to drill Adds data across all fiscal years for a single division Travel data Adds data across all fiscals years and divisions Adds data for all divisions per fiscal year

Detail Table Text Search Numerical Search Date Search Shows line item information for dataset, ‘spreadsheet view’ Add filters to any columns by clicking on arrow Filters will change based on date, text, or numerical data within the column Click on a single cell in the table to search Text Search Numerical Search Date Search Single Cell Search Easy to use column filters vs filter panel for numerical and date

Search Bar Enter text, date, or number to search the entire dataset, searches all columns Travel Searching the entire table vs single column

Graph Click on legend or graph to drill Change graph type Drill to monthly view by clicking on fiscal year Switch between graph types Pie chart, bar graph, line graph, treemap, horizontal stacked bar graph Change Sort Order Open and close graph visualization to view data table Change graph type Click to drill Click to open monthly view

Credit Card Information Shows card holder, amount, and vendor name Transparent Report: commissioners, county manager, & assistants Internal Report: all credit card holders http://www.bernco.gov/Bernco-view/credit-card.aspx POP quiz: are all opengov reports transparent??? Transparent reports are located on Bernco.gov There are 5 transparent reports: Credit Card, Checkbook Register, Tax Dollars at Work, Position Counts, Budget vs Actuals

Contract Listing Shows approved contract by the commission Contract Listing is updated 2x per year Quarter 4 Sept Adjustments Search for contracts by… Show Totals Broken Down By Saved Views Contract Amount ($) Cost Assignment information (cost center, fund, GL account) Cost per Contractor for each Division Department/Division Cost per Contractor for each Departments Contractor CCN# Can you find your department or specific contract?

Contract Listing Scenario Find non general fund contracts for the Assessor’s Office Broken Down By Contractors Exclude General Fund 11001 Two ways to get there, using the Saved View or Filtering from scratch Saved View Click on saved view for Assessor (B. FY19 Approved Contracts – Assessor) Fund is NOT 11001 or Fund Name is NOT General Fund Filters/Drill through graph Click on Finance in graph Broken Down By Department Click on Assessor Broken Down By Contractor Fund is NOT 11001

Purchase Order (PO) Report Shows open and closed PO’s Line item listing of PO’s from FY12 to present Search for PO’s by… Show Totals Broken Down By Saved Views Net Order Value ($) Vendor number and name PO’s by State (including/excluding govt agencies) Item # (NOTE: you must filter by Item# = 1) Cost Assignment information (cost center) PO’s by County (including/excluding gov agencies) PO number Department PO’s by Vendor Procurement Method Status (Open/Closed PO’s) Number of open PO #’s

Find open PO’s for Fleet & Facilities PO Report Scenario Find open PO’s for Fleet & Facilities By month PO’s over $150,000 PO’s broken down by Vendor Saved View Click on saved view for Fleet & Facilities (C. POs by Vendor - Fleet & Facilities) Change to bar graph Click on fiscal year 2017-18 to open monthly view Look at Detail Table to find column name for Open/Closed, Status column add filter ‘open’ Add filter to Net Order Value ($) Greater than > 150,000 in Details table Filters Click on Open PO’s Department CONTAINS Fleet Net Order Value is AT LEAST 150,000 in Filter Broken Down By Vendor Name

Invoice Aging Shows invoices paid within 30 days Line item listing of invoices from FY12 to present View data by # of invoices or $ of invoices Search for invoices by… Show Totals Broken Down By Saved Views Count (# of Invoices) Vendor number and name # of Invoices Paid by Days Line Item Amount ($) Invoice aging (# of days to pay invoice) # of Invoices Paid by Division Payment method (Warrant, ACH, ePayables) # of Invoices Paid by Payment Method Department/Division $ of Invoices Paid by Days Cost Assignment information (cost center, fund, GL/commitment item) $ of Invoices Paid by Payment Method PO #, Invoice Doc #

Invoice Aging Find the # of invoices for the Sheriff’s Office Invoices paid to Grainger During May, FY18 Greater than 90 days Invoices broken down by vendor (Payee Name 1) Saved View Click on saved view A2. # Invoices Paid - Invoice Aging by 0-30, 31- 60, 61-90, 91+ days (Mth) Add Filter for Department CONTAINS Sheriff Click on Over 90 days Broken Down By Payee Name, # = 13 invoices (flip to pie graph to see 1 month at a time) Filters Flip to bar chart and click on FY18 to drill to monthly view Broken Down By Payee Name, # = 13 invoices

Travel Shows approved expenses from the Travel/Reimbursement Form (TRF) in SAP Portal Search for travel/trips by… Show Totals Broken Down By Saved Views Total Cost of Trip ($) Employee #/$ of Trips by Division # of Trips Type of Training (Conference, Certification) $ of Trips per Department by Employee Cost Categories (Meals, Conference, Airfare, Lodging, etc.) Executive Review Thresholds (Code of Conduct, Foreign Travel, Over $2000 Threshold, Lodging Over $215) #/$ of Trips by Type of Travel Department/Division #/$ of Trips over $5000 by City Type of Travel (In-State, Out-of-State, Local) # of Code of Conduct Trips by Dept Conference Name

Find the cost of trips and number of trips for Fire & Rescue Travel Scenario Find the cost of trips and number of trips for Fire & Rescue Out-of-State travel During FY18 Trips below $2000 threshold Trips broken down by Conference Name Saved View Click on saved view D. Travel – Fire & Rescue Flip to Pie Chart, slide to FY18 Broken Down By Type of Travel Click on Out of State Broken Down By Conference Name Add filter in Total Cost of Trip < 2000 or use 2000 Threshold CONTAINS Below 2000 Have dollar amount – Change Show to # of trips for count Filter/Drill using Graph Flip to Pie Chart Click on Health & Public Safety Broken Down By Department Click on Fire & Rescue Filter by Out of State – use table to search by cell Filter by Below $2000 – use table to search by cell

Bi-weekly Positions Shows # of positions for FTE, Term, and Temp positions Includes filled and vacant positions Search for positions by… Show Totals Broken Down By Saved Views FTE Count Department/Division # of Positions by Department (All) Total Salaries & Benefits ($) Cost Assignment information (cost center, fund, business area) # of Vacant Positions by Department Pay Categories (Annual Salary, PERA, Insurance, etc.) Position Type (FTE=FR, PR; Term=TB, TN; Temp= FT, PT) Job Title Employee Group (Seasonal, Blue, NREX, etc.)

Bi-weekly Positions Scenario Find the # of seasonal positions for Parks & Rec at the community centers From April to June Excluding Vacant Positions Broken Down By Cost Center Description Saved View Click on saved view E1. Positions Bi-Weekly All – Parks Add filter to Group CONTAINS ‘seas’ – look through detail table Add filter to Date 4/1/18< >6/30/18 Add filter to Employee Name is NOT BLANK Broken Down By Cost Center Desc

Dashboards High level, at-a-glance view of report data Combines data from any report in one place Click on graph to get to report (detail information)

Stories Add content and narrative to graphs/data Stories can be transparent to the public or internal, send link to share Combines data from any report in one place Search Stories by key word or business area Stories are located in Draft or Published versions

Stories are primarily used for Quarterly Budget Reports, so they include the following reports: Quarterly Budget Report, containing revenues, expenses, overtime Positions Quarterly FTE, Term, Temp reports Bi-weekly PO Report Contract Listing Travel Coming soon…Needs List

Future Reports Do you have any reporting needs? What questions do you get asked the most? Is there reports/data you review/share each month? Do you have data you would like to share with the public? Is there internal tracking you would like to share with your department at monthly staff meetings? Do you have data in spreadsheets or systems? Most recent, Indigent Program – Explain the process, typing and printing word doc, counting the data, adding to spreadsheet Took less than a day to get data in OpenGov with all the totals/subtotals they needed Helped with story in the paper, IPRA request—use data to answer questions

What’s Coming Next? Quarterly Budget Training hosted by Carlos Sanchez & Veronica Schornack Training will take place in September Review Quarterly Budget Report in OpenGov Review new functionality Stories Google Doc Department specific trainings, upon request

Contact Information Maria Zuniga mzuniga@bernco.gov 468-1684 Angela Montano Amontano@Bernco.gov 468-7005 Veronica Schornack vschornack@Bernco.gov 468-7066