1. 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

2. 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

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

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

5. 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

6. 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)

7. 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

8. 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

9. 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

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

11. 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

12. 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

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

14. Customize colors under User Settings
Menu Ribbon
Customize colors under User Settings

15. 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

16. 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

17. Filters tab
Level
Account
Subaccount
Project Code
Fund Group

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

19. Design the desired report on the worksheet

20. 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

21. Save file as PDF – use the Export function

22. Save file as Excel – use the OfficeConnect menu

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

24. Attendees to build their own report

25. Link to install OfficeConnect
000Using_OfficeConnect/9010_OfficeConnect_Installation%2C_Per_ User

26. Contacts Academic Instance Grants and Contracts Instance
Brian Berrellez
Tara Mysak
Grants and Contracts Instance
Chris Duggan
Jason Von Fange
Health Science Instance
Rosa Fung
Student Affairs Instance
Erik Reinold
Nathalia Garay

27. Thank you