Financial Reporting Tools BTFA02

1. The Florida State University Controller’s Office Presents: Financial Reporting ToolsBTFA02

2. Overview OMNI Monthly Ledgers OMNI GL Module Reports OBI Reports Queries

3. Reporting Tool Pros & Cons

4. OMNI Monthly Ledgers • Official University ledgers • Generated monthly (static) • Navigation – Reporting Tools > Report Search Page

5. OMNI Monthly LedgersDepartmental Ledger Summary Excel format Organized by Budgetary Account Provides Budget, Encumbrance and Actual balances Report name is not “Departmental Ledger Summary” on search page

6. OMNI Monthly LedgersDepartmental Detail Ledgers • PDF format • Six separate reports: • Department Cash Journal Report • Department Outstanding Encumbrances Report • Department Expense Journal Report • Department Liabilities Journal Report • Department Other Assets Journal Report • Department Revenue Journal Report • Two versions of each – organized by Department or by Project • Reports include all University departments

7. OMNI GL Module ReportsGeneral Reports • Live / Up-to-Date • Customizable • Results in PDF Report format • Key reports: • Trial Balance • Ledger Summary • Ledger Activity • Navigation – General Ledger > General Reports

8. OMNI GL Module ReportsRunning the General Reports Establish a “Run Control ID” the first time report is run Once on the Report screen first click ‘Refresh’ button Select Fiscal Year, Period and Chartfields desired then click ‘Run’ Click Process Monitor link Refresh Process Monitor until report Run Status is “Success” and Distribution Status is “Posted” Click Details link for the report just run Click View Log/Trace link Click on the PDF file in the File List (this will be your report)

9. OMNI GL Module ReportsReview Financial Information – Journals Quick Journal Entry lookup tool View is customizable Document attachment available (see online tutorial) Navigation – General Ledger > Journals >Journal Entry > Create/Update Journal Entries

10. OBI ReportingWhat is OBI? • Oracle Business Intelligence – A web-based system that provides reporting of OMNI information • Data warehouse tool – A separate database for reporting & analysis • Database – A structured collection of records or data stored in a computer system • Data from certain tables in OMNI “production” database uploaded to OBI warehouse each night (so data in OBI is generally one day old) • Numerous reports available • On demand • Includes OBI versions of OMNI Departmental Ledgers • Can run reports for current period (unlike OMNI) • Link to OBI from OMNI Portal Page

11. OBI ReportingDepartmental Ledgers • Just like OMNI Ledgers but can be run for the current period on an on-demand basis • Six versions available • Auxiliary (AUX) • E&G (EG) • Carryforward (CF) • Sponsored Projects (CG) • Cost Share (CS) • Capital Projects (CAP) • Detail and Summary Ledgers • Detail Ledgers include all transaction types • Users are able to save search settings

12. OBI ReportingTransaction Details Report Same data as Departmental Detailed Ledgers Downloadable to Excel Ideal for electronic General Ledger reconciliations Searchable at Optional Chartfield level Separate report by transaction type (just like OMNI Detail Ledgers) Customization Options

13. OBI ReportingTrend Ledger Report • Revenue and Expense Totals • As of Accounting Period entered • Two types of reports • 3 Year Trend Ledger • Report of totals through the period run compared to the totals from the prior two fiscal years (through the same period) • Excellent tool for management • Month Trend Ledger • Includes monthly totals for the fiscal year, through the period selected • Excellent tool for ledger reconciliations to spot large changes in accounts, atypical/unusual balances, items obviously coded to inappropriate accounts, etc.

14. OBI Reporting • Other Useful OBI Reports • Available Balance – Budgetary report • HR-GL Detail – A detail of payroll transactions by Pay Period or Journal ID • OMNI Security • A detail of OMNI security roles by Department and/or Employee • Good tool for departments to use to help ensure sound internal controls • Online Tutorials available on OMNI Training site • OBI Analysis allows user to create and save their own OBI reports

15. Queries • A query is an “ad hoc” request of information from a database • Ad hoc – Literally = “for this” • Unlike “canned” reports in OMNI/OBI, queries can be created to pull any specific, customized information required by the user • OMNI has two separate databases • Financials • Human Resources • Every time a transaction is entered on the front end of OMNI, that data is stored in a table in one of these databases • Queries allow those users with proper security to directly access the data in these tables based on the criteria entered

16. Which queries should I use? • Controller’s Office’s Departmental queries • Categorized by area • FSU_DPT • DEPARTMENT folder • Complete listing available on Controller’s Office website • Other central offices’ query listings • Purchasing • Sponsored Research – SRAS folder in Query Viewer • Human Resources • If none of these queries provide the information you need, contact the appropriate central office

17. How do I run a query? • Query Viewer tool in OMNI • Navigation: Reporting Tools > Query Viewer • Tutorials available

18. Contact Information • Samantha Myrick– Quality Assurance • smyrick@admin.fsu.edu • 645-8611 • Slides available at: http://controller.vpfa.fsu.edu/Training-Job-Aids