Adaptive Insights Reporting

Agenda You will learn how to: Create a Matrix Reports Do calculations in a Matrix Report Generate Excel & PDF reports Hear about additional functionality

Adaptive Insights Reporting: Has the LOOK & FEEL of Excel Uses CLICK & DRAG functionality for report building

Going online – General Information We’re going to log on to Adaptive now… The historical data we are using is real. We are in a sandbox environment. 2019-2020 Actuals may have been altered. You will see detailed information in your cost centres (security has been setup to align with what you have access to in Workday). Don’t worry about playing around - go ahead and enter, and change the data. Run reports. We will send out a new URL when we go live in the Production environment. Unlike the first 3 training modules, we will log directly into Adaptive for this session and you can follow along with the instructions. Caveat: if you’re exploring and then run into an error… we may not be able to identify what you’ve done. Not to worry – it’s a sandbox. Let us know, and we’ll try and recreate the error to see what’s going on.

https://login.adaptiveinsights.com/app Please Log On: https://login.adaptiveinsights.com/app User Name: <your Algonquin UserID>@algonquinsandbox.com Initial Password: to be provided in class You will be prompted to change your password – we’re currently working on an SSO solution.

Data in Adaptive Insights Actuals by Month back to April 1, 2016 Approved Budget for 2019-2020 No previous approved budgets in Adaptive Insights 100% if the 2019-2020 Approved ANNUAL budget values are populated in the March 2020 column NOTE: The 2020-2021 budget will be populated by month.

Create a Matrix Report

First… Identify: Intention of the report – how is the information to be used What information is needed What is the reporting time frame (fiscal years, quarters, months, etc.) Will you use Actuals or Budget data? Do you wish to have variances reported? Are you using Year-to-Date (YTD) totals?

Navigate 1. Left Click on the main Menu Open the navigation menu Go to Sheets Select Full Time Salaries – Employee Data

Navigation Left Click on Reports 1 Open the navigation menu 3 Left Click on Reports Open the navigation menu Go to Sheets Select Full Time Salaries – Employee Data

Navigate to “Matrix” Reports Using the Navigation task bar, Click on New Report Click on Matrix

Reviewing the Tool Bar Save Report - Explore options Run Report Using the Navigation task bar, Click on New Report Click on Matrix

Reviewing the Tool Bar Report Properties: - Explore all the tabs & options available Using the Navigation task bar, Click on New Report Click on Matrix

Exploring the New Matrix Report Options Select GL accounts Select reporting dates Select hierarchical reporting level Select data set (Actuals, Budget, etc.) Using the Navigation task bar, Click on New Report Click on Matrix Chose Subtotal, Difference (Variance)

Navigate to “Accounts” Using the Navigation task bar, Click on New Report Click on Matrix

Navigate to “GL Accounts” Click & Drag GL Accounts (Elements) into the same row blue-shaded box Using the Navigation task bar, Click on New Report Click on Matrix

Navigate to “Back to Elements” Click the arrow “Back to Elements” Using the Navigation task bar, Click on New Report Click on Matrix

Navigate to “Versions” Used to compare two data sets In this example, comparing Actuals to 2019-2020 Annual Budget Click & Drag Data Sets (Versions) into the same Column blue-shaded box Using the Navigation task bar, Click on New Report Click on Matrix

Navigate to “Back to Elements” Click the arrow “Back to Elements” Using the Navigation task bar, Click on New Report Click on Matrix

Navigate to “Time” Click & Drag Fiscal Year (Time) into the same Column blue-shaded Box ON TOP of the Version columns Using the Navigation task bar, Click on New Report Click on Matrix

Navigate to “Back to Elements” Click the arrow “Back to Elements” Using the Navigation task bar, Click on New Report Click on Matrix

Navigate to “Level” Click & Drag chosen Level (Area, school, department or cost centre) into the same blue-shaded box ON TOP of the Account (GL) row Using the Navigation task bar, Click on New Report Click on Matrix

Navigate to “Back to Elements” Click the arrow “Back to Elements” Using the Navigation task bar, Click on New Report Click on Matrix

Navigate to “Calculations” Click on Calculations Using the Navigation task bar, Click on New Report Click on Matrix

Navigate to “Difference” Click & Drag chosen Calculation (Difference) into the same blue-shaded Box TO THE RIGHT OF the two Version columns Using the Navigation task bar, Click on New Report Click on Matrix

Navigate to “PROPERTIES” to Change Column Headers Using the Navigation task bar, Click on New Report Click on Matrix Right Click in the Column heading you wish to change. This will result in the Drop Down menu of options

Navigate to “PROPERTIES” to Change Column Headers Update the Label Press: Apply Using the Navigation task bar, Click on New Report Click on Matrix

Navigate to “PROPERTIES” of the Element, “Calculation” Right Click in the Column heading, “Change Between Budget 2019-2020 Final and Actuals”. This will result in the Drop Down menu of options Using the Navigation task bar, Click on New Report Click on Matrix

Other Options in “PROPERTIES” : Element Properties Left Click on, DIFFERENCE OPTIONS. This will various options Using the Navigation task bar, Click on New Report Click on Matrix

Other Options in “PROPERTIES” : Style Using the Navigation task bar, Click on New Report Click on Matrix

Other Options in “PROPERTIES”: Conditional Formatting Using the Navigation task bar, Click on New Report Click on Matrix

Other Options in “PROPERTIES”: Numbers Using the Navigation task bar, Click on New Report Click on Matrix

It’s time to RUN REPORT

The Report You can drill down when you see this icon: Using the Navigation task bar, Click on New Report Click on Matrix

The Drill Down Using the Navigation task bar, Click on New Report Click on Matrix

Exploring the Tool Bar in the Report: SAVE Recommend saving file as HTML to retain drill down functionality Using the Navigation task bar, Click on New Report Click on Matrix

Exploring the SAVE Options Using the Navigation task bar, Click on New Report Click on Matrix Save in Personal Folders Shared Folder files can be viewed by all who have access to the same cost centres as you

Exploring the Tool Bar in the Report: SAVE AS Recommend saving a file version as HTML to retain drill down functionality Using the Navigation task bar, Click on New Report Click on Matrix

Exploring the Tool Bar in the Report: SAVE AS Using the Navigation task bar, Click on New Report Click on Matrix Explore the Drop Down Menu

Exploring the Tool Bar in the Report: SAVE AS SNAP SHOT Using the Navigation task bar, Click on New Report Click on Matrix

Exploring the Tool Bar in the Report: MODIFY REPORT Using the Navigation task bar, Click on New Report Click on Matrix Modify Report brings you back to the report creation menu options

Exploring the Tool Bar in the Report: PRINTABLE VIEW Using the Navigation task bar, Click on New Report Click on Matrix Print Report offers the option to “Save As”, Print, etc. See the menu below.

Exploring the Tool Bar in the Report: EXPORT REPORT Offers 2 options: 1. Export to Excel 2. Export to PDF NOTE: expand the hierarchy/account structure if you wish to have those details in Excel Using the Navigation task bar, Click on New Report Click on Matrix

Exploring the Tool Bar in the Report: EMAIL REPORT You must first enter an email address in your profile to enable email. Allows you to email the report. Using the Navigation task bar, Click on New Report Click on Matrix

Exploring the Tool Bar in the Report: EXPLORE DETAILS, FREEZE/UNFREEZE HEADERS Using the Navigation task bar, Click on New Report Click on Matrix

Exploring the Tool Bar in the Report: SHOW INFORMATION Using the Navigation task bar, Click on New Report Click on Matrix

Next, exploring Parameters Parameters: creates a drop down menu for selecting specific reporting elements Using the Navigation task bar, Click on New Report Click on Matrix

Return to: MODIFY REPORT Using the Navigation task bar, Click on New Report Click on Matrix Modify Report brings you back to the report creation menu options

Navigate to “Parameter” Click & Drag chosen Level into the Parameter box Using the Navigation task bar, Click on New Report Click on Matrix

Setting the Parameter Properties Right click on “Level” in Parameter, Setting the Parameter Properties What is the default, Kunal, so drill down isn’t necessary in the setting of Properties. Using the Navigation task bar, Click on New Report Click on Matrix

It’s time to RUN REPORT

Review the “Parameter” Change Note the addition of the drop down option. Click on the drop down menu. Using the Navigation task bar, Click on New Report Click on Matrix

Don’t forget to… SAVE

Don’t forget about… HELP

Parameter definition from AI “HELP” URL Using the Navigation task bar, Click on New Report Click on Matrix

Future Reporting Training Topics Filters OfficeConnect Additional reporting features Using the Navigation task bar, Click on New Report Click on Matrix

Cheat Sheet Use: Adaptive Insights Element: Notes: Revenue Expenses, Net Contribution Enrolment Etc. Accounts *Revenue is called “Income” *Net Contribution = Income-Expenses *PnL or PandL= Income Statement Fiscal Years Quarters Months Time *Connect “Parameters” to reporting period * Hierarchical: Top Level to Individual Cost Centre level Levels *Refers to cost centres *Groupings of cost centres *Departmental, Area groupings Actuals/Budget Reporting Version *Use which ever data set relevant to your report Updating Q2, Enrolment or Annual budget *Use the Version that you have been instructed to use by Finance or Academic Operations and Planning

Additional Resources until further notice: Email: Adaptive@algonquincollege.com Expert Users: Doreen Jans Teri Kinnunen Marina Spivak Emily Woods Rob Powell Sarah Aiken-Ayre Nicole Sampson Denis Lefebvre Cristy Montgomery Shawn Qu

Additional Resources Future Drop-In Sessions (will be provided during the 2019-2020 Q2 update and during the 2020-2021 budget process – details will be provided in future communications) Email: Adaptive@algonquincollege.com Training documents: Slide decks Recordings of training sessions Deloitte documents

Exercise: create a report: Create a variance report for a level Compare the Actuals for April 2019 to the Full Year Approved Budget for 2019-2020 Show the Variance Change the Variance Column Header label Add a drop down menu for cost centre selection Note: If you have access to specific cost centres only, you will not be able to create the drop down menu

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