1. OpenGov Quarterly Report Training
Presented By:
Carlos Sanchez, Budget
Veronica Schornack, Business Improvement & Performance Office

2. Agenda
OpenGov Login
Customize Homepage
Dashboard Navigation
Stories Navigation
Quarterly Report Navigation
Position Report Navigation

3. 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

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

5. OpenGov Login cont.
Login using Bernco 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

6. Google Chrome Shortcut
Always use Google Chrome to launch OpenGov
Download Google Chrome to computer
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

7. Report Transparency Report Icon Report Type Report Description
Transparent
Reports are available to the public through Bernco.gov, the direct link is:
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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. Stories – positions New positions questions
Shows filled and vacant positions against budget positions (target line)
FTE/Term: answer how many vacants, where vacants are in process, if position count is wrong explain variance
Technical Services Story
Going to talk about each section of the story before we head into the detailed navigation of the reports
Temp PT/FT: answer how many temps and explain how positions are used

19. Stories – Needs List/Issue and Follow Up
Track issues and follow up items for each quarter
Keep department updates for needs list
Budget has master list of all department needs
Technical Services Story
Going to talk about each section of the story before we head into the detailed navigation of the reports

20. Stories – Additional Graphs
Department specific views for Contracts, Purchase Orders, Invoices, Travel, and Bi- Weekly Position Counts
Click on link below each graph to see detailed department view in report
See link for training powerpoint on each report:
Technical Services Story
Going to talk about each section of the story before we head into the detailed navigation of the reports
Bi-weekly report contains detailed listing of departments vacant and filled positions organized by title…report has 2 views per dept:
Vacant & Filled
Vacant Only

21. Stories – Additional Graphs cont.
Opened/closed POs by Vendor
# of invoices by days paid
Approved travel expenses by employee
Approved Contracts by Vendor
Technical Services Story

22. Quarterly 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)
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

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

24. Quarterly Reports – Saved Views
Created by report administrators
List of common or favorite views, like a bookmark
Good starting point before you apply filters
Saved views contains yearly expense/revenue. Quarterly expense/revenues, IOs, general fund, non- general fund, projects, overtime, salary savings

25. Quarterly Reports – Show
Select revenues, expenses, or revenues vs expenses
Expense type (GL accounts) change based on selections

26. Quarterly Reports – Broken Down By
‘Slice’ data by chart of account elements
Fund
Grant
Funded Program (Internal Order)
Value Type
Division/Dept (Cost Centers)
Functional Area
Expense Type (GL Acct)
Legend and Summary table change when Broken Down By is selected
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

27. Quarterly Reports – Broken Down By cont.
To open next layer without drilling, click on the arrow in the legend to expand section
Click on legend or graph to drill into next layer

28. Quarterly Reports – broken down by cont.
Change Broken Down By to view salary in each Cost Center
Click on salary to drill into GL acct

29. Quarterly Reports – Fiscal year/quarterly views
Yearly View
Quarterly View
View multiple fiscal years and through quarter
Select month to view data through specific quarter
View single fiscal year and all 4 quarter
Select single fiscal year at a time

30. Quarterly Reports - Filters
Black Check: all account elements are on in filter section
Apply filter to chart of account elements
Check on/off specific items
Ex. Cost Centers
Outlined Check: some account elements are checked off in filter section
Ex. Funds
Gray: Does not have actual or budget
Check on/off account elements by clicking the check box
Black: has actuals and/or budget

31. Quarterly Reports – Summary Table
Shows data by the selection from the Broken Down By
Adds data by cumulative totals
Columns are shown by quarter or fiscal year
Click on titles to expand sections
Each quarter is added to the next
Q4 = Q1+Q2+Q3+Q4
Travel data
Variance is the difference between Budget minus Actuals

32. Quarterly Reports – Transactions table
Enter text, date, or number to search the entire dataset, searches all columns
Click on arrow to search each column
Travel
Searching the entire table vs single column

33. Quarterly Reports – Graph
Click on legend or graph to drill
Switch between graph types
Change Sort Order
Hover on legend to see dollar amount and percent change from bar to bar
Change graph type
Click to drill

34. There are 3 position count reports for the quarterly budget process:
Position reports
There are 3 position count reports for the quarterly budget process:
FTE
Term
Temp (Full-time and Part-time)

35. Position Reports – Show
Select numerical column to sum/total data
Totals can include counts or dollar amounts
# of employees
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 ( =22002), it WILL NOT subtotal by fund like SAP
Show $ of airfare vs total cost of trip vs
Screen shot from travel report

36. Position Reports – Broken Down By
‘Slice’ data by categories
Department
Division
Section
Category
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

37. Reports – Broken Down By cont.
Click on 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

38. Reports – Broken Down By cont.
Slice the pie by changing Broken Down By Category
You are only looking at the Assessor’s
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’

39. Position 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

40. Position Reports – Filter By cont.
Report shows all Cost Centers EQUAL TO ‘220110’
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

41. Position 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

42. Position reports – 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

43. Position reports – Detail Table
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

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

45. Position reports – Graph
Change graph type
Click on legend or graph to drill
Drill to monthly view by clicking on fiscal year
Switch between graph types
Change Sort Order
Open and close graph visualization to view data table
Click to drill
Click to open monthly view

46. 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

47. Contact Information
Budget Office
Carlos Sanchez
Jennifer Gallegos
Mario Ruiz
Business Improvement & Performance Office
Maria Zuniga
Angela Montano
Veronica Schornack