nVision Reporting Office of the Controller

Objective 1.Budget Inquiries & Budget Status Report 2.Overview of some useful Queries 3.nVision Financial Reports: Define nVision Variance Analysis Available Budget 4.Demo Office of the Controller

Crystal Reports Inventory: Available Balance Budget Status Report * Organizational Unit Ledger GroupDescription CC_DEP (Department Child) Expense budgets, expenses, encumbrances & pre- encumbrances for Departments* or Activity Numbers by detail Budget Account CC_PRD (Department Parent) Expense budgets, expenses, encumbrances & pre- encumbrances for Departments* or Activity Numbers by Parent Department CC_REVBudgeted, collected and recognized revenues CC_PG (Project Child) Expense budgets, expenses, encumbrances & pre- encumbrances for project by detail Budget Account CC_PID Expense budgets, expenses, encumbrances & pre- encumbrances for Departments* or Activity Numbers by detail Faculty Allocation CC_PRP (Project Parent) Expense budgets, expenses, encumbrances & pre- encumbrances for projects by Parent Project ID

On-Line Inquiries - Reports Inventory: Available Balance Budget Overview Detail View Office of the Controller

On-Line Inquiries - Reports Inventory: Reconciliation Budget Overview: Drill to Activity Log

Office of the Controller Reports Inventory: Reconciliation Budget Overview: Drill to Activity Log

On-Line Inquiries - Reports Inventory: Available Balance Budget Overview Parent View Office of the Controller

On-Line Inquiries - Reports Inventory: Available Balance Budget Overview Detail View Office of the Controller

Reports Inventory: Reconciliation Budget Overview: Drill to Activity Log

SQR Reports Inventory: Available Balance Budget Status Report Office of the Controller

SQR Reports Inventory: Available Balance Budget Status Report

Objective 1.Budget Inquiries & Budget Status Report 2.Overview of some useful Queries 3.nVision Financial Reports: Define nVision Variance Analysis Available Budget 4.Demo Office of the Controller

Useful Queries Query NameDescription REQUISITION_WORKFLOW_ROUTING List of employees involved in approving a requisition by Requisition ID FIU_DEPT_APPROVERS_BY_DEPT Lookup Expense Managers 1 & 2 (Approvers) and Organizational department by Dept ID FIU_GL_TRANDATA_BYDATE Detail transaction data for committed (enc & pre)/ paid expenses as well as budget by Dept ID/Activity Nbr/Project ID FIU_GL_ACTIVE_SPDTP_CF1_PROJ Access the most current chartfield values associated with Activity Nbrs or Project IDs: department/site/fund/Program code, etc...

Office of the Controller Query Data

Objective 1.Budget Inquiries & Budget Status Report 2.Overview of some useful Queries 3.nVision Financial Reports: Define nVision Variance Analysis Available Budget 4.Demo Office of the Controller

The nVision reporting tool Provides real-time financial reporting capability. Extracts requested financial data from PeopleSoft. Places it into an Excel spreadsheet where it can easily be reviewed and manipulated. Office of the Controller Report Request Layout Scope Keyed to Business Unit Includes saved parameters Rules for generating reports for slices of the data The Scope feature allows you to create multiple instances of a report using a single report request. Template or style sheet

Reporting nVision – Elements Microsoft Excel Microsoft Excel is the backbone of nVision reporting. nVision facilitates the retrieval of information from PeopleSoft databases into a Microsoft Excel spreadsheet. The Layout of the Report The Layout of the Report is a Matrix or Tabular Excel spreadsheet. The Ledger Tables Layouts retrieve data from a ledger. This could be Actual, Budget or Forecast Ledgers. The ledger tables have five major data components: Business Unit Ledger Chartfields (Account, Department, Activity Number and Project ID, Program, Fund, Site or Class. Additionally for Projects PC Business Unit and Activity) Period and Year Net Posted Amount Office of the Controller

Reporting nVision – Elements Continued Actual transactions and Budget Transactions are stored on two separate tables. Actuals data is on the LEDGER table Budget data is on the LEDGER_KK table Time Spans Time Spans control the number of data periods extracted from the ledger table and summarized. Trees Trees are used to create hierarchical structures that visually represent a set of summarization rules for a particular field. The summarization rules depicted in a tree apply to the detail values of a particular field – departments, accounts, funds, vendors, customers or other values the University defines. Office of the Controller

Reporting nVision – Variables Report Variables Provide information about the current nVision report such as the Business Unit, Report ID/name, Title, Layout Name, Operator ID, etc. Date and Time Variables Provide information about the Date of the Report, the Fiscal Year Accounting Period, etc. Scope Variables Provide information related to the scope definition used in the nVision report such as the Scope Field Value or description (i.e., department id or name) Office of the Controller

Reporting nVision – Time Spans Time Spans The Time Span controls the number of data periods extracted from the ledger tables and summarized. Typical Time spans provided with PeopleSoft General Ledger include: PER – Period – Retrieves only activity for the period selected (1=July, 2=Aug, etc.) YTD – Year to Date – Includes year-to-date amount for items selected. BAL – Balance – Retrieves life-to-date amounts (balance forward amounts) for balance sheet accounts. Time spans are often expressed relative to current period, so that they automatically adapt the content of a report to the “As of Reporting Date” specified when the report is executed. Office of the Controller

Reporting nVision – Scope Scope A Scope can be on one Chartfield and one value as well as many Chartfields and any values A Scope can be built on single values or tree nodes. This is a single value scope: Office of the Controller

Reporting nVision – Scope Scope This Scope includes Activity and Fund Trees: Office of the Controller * This Scope can be copied to another and change the fund node to: OTHER_UNRESTRIC_FUND

Office of the Controller CFO / BOT OFP EABM ABM DeptID E&G : DI report Non E&G: XA report Fund College/Unit Non Athletics: AS report Athletics: AI Report Fund Exec Area E&G and Non E&G: AS report* Fund VA Report UsersReport Aggregate level *A modified version of the AS showing subtotals per EA and College is being tested

Office of the Controller nVision Financial Reports Variance (Budget vs. Actual) Reports Type of ReportDescription of the ReportName Detail Transaction Reports Detail transaction data for committed (enc & pre)/ paid expenses as well as budget by Dept ID DT Summary Reports Detail variance by account with a subtotal by account rollups ( S&B, OCO,OPS, OOE) for a single Dept ID DI Detail variance by account with a subtotal by account rollups ( S&B, OCO,OPS, OOE) for a single E&G Dept ID Detail Inflow (revenue, fund balance & transfers in) and Outflow (Expenses and transfers out) variance with subtotals account and account rollups XA Detail Inflow (revenue, fund balance & transfers in) and Outflow (Expenses and transfers out) variance with subtotals account and account rollups for an Athletics dept AI

nVision Financial Reports Variance (Budget vs. Actual) Reports Type of ReportDescription of the ReportName Office of the Controller Executive Summary Actual and budget information for Salaries & Benefits for a range of Dept ID with a subtotal by Dept ID and funding source AS* Actual and budget information for Other Capital Outlay for a range of Dept ID with a subtotal by Dept ID and funding source Actual and budget information for Other Personnel Services for a range of Dept ID with a subtotal by Dept ID and funding source Actual and budget information for Other Operating Expenses for a range of Dept ID with a subtotal by Dept ID and funding source Actual and budget information for all expenses for a range of Dept ID with a subtotal by Dept ID and funding source Actual and budget information for revenues for a range of Dept ID with a subtotal by Dept ID and funding source *Note: The revenue section is collapsed

Reports Inventory: Variance Analysis The VA Report Office of the Controller The Columns come from Ledgers and use Time Spans The Rows come from Chartfields

Office of the Controller Variance Categories: Perm. SalariesOPS OCOOOE Total Expenses Revenue Reports Inventory: Variance Analysis The AS report

Office of the Controller Reports Inventory: Variance Analysis The XA report

Office of the Controller Reports Inventory: Variance Analysis The DI report

Office of the Controller CFO OFP EABM ABM DeptID Budget Overview Budget Status Report Fund College/Unit Fund Exec Area E&G and Non E&G: DS Report Fund DS Report AudienceReport E&G and Non E&G: DS Report Aggregate level Reports Inventory: Available Balance

Office of the Controller Reports Inventory: Available Balance DS Report

Office of the Controller Reports Inventory: Available Balance DS Report Budget Reconciliation

Office of the Controller Reports Inventory: Available Balance ES Report

Office of the Controller nVision Financial Reports Available Budget Detail Budget status ReportAvailable Balance detail by Budget accountDI Budget Status* Salaries Executive SummarySalaries & Benefits Available BalanceES OCO Executive SummaryOther Capital Outlay Available BalanceEC OPS Executive summaryOther Personnel Services Available BalanceEO OOE Executive SummaryOther Operating Expenses Available BalanceEE Executive SummaryExec Sum by DeptDS *Note: The Budget status report is NOT an nVision report. A tutorial is available online (UPK) on how to run it

Objective 1.Budget Inquiries & Budget Status Report 2.Overview of some useful Queries 3.nVision Financial Reports: Define nVision Variance Analysis Available Budget 4.Demo Office of the Controller

Reports Inventory: The DT report Using nVision

Office of the Controller Reports Inventory: The DT report

Office of the Controller Reports Inventory: The DT report You can choose either a Department Area or Activity Number for this report. Whichever you choose, your report will reflect all selections for the report.

Office of the Controller Reports Inventory: The DT report

Office of the Controller Reports Inventory: The DT report Be sure to “ENABLE” the Macros for you to adjust and retrieve the item details from PantherSoft.

Office of the Controller Reports Inventory: The DT report

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