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HR-Finance C.P.R. Come Practice Reporting Budget Operating Statement - Detail Expenditures listing October 2006 Goals: By the end of today’s session, you should be able to: Be familiar with the set up for the HRFIN BOS Expenses Universe Create a report in the HRFIN BOS Expenses Universe

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hr finance c p r come practice reporting budget operating statement detail expenditures listing

HR-Finance C.P.R.Come Practice ReportingBudget Operating Statement -Detail Expenditures listing

October 2006

goals
Goals:

By the end of today’s session, you should be able to:

  • Be familiar with the set up for the HRFIN BOS Expenses Universe
  • Create a report in the HRFIN BOS Expenses Universe
  • Be familiar with why and which conditions you will need for most queries in the HRFIN BOS Universe
  • Be better prepared to track your expenses
slide4

BOS 3 Data Overview

  • Contains ALL Finance expenses at the detail level including Payroll transactions. Similar to OL detail, but with the ability to augment payroll transactions with person, position and job information from HR/Pay data.
  • Contains expense data from the current and previous fiscal year. Older fiscal year data will be deleted on September 1.
  • Current load schedule is once per week during the weekend. If load times allow, we may increase the frequency to daily in the future.
slide5

BOS 3 Data Overview

  • The data is shown to you when the expenditure hits your CFOAPAL.
    • When you make a payroll adjustment today, it can be applied to a previous period.
    • That expense hits your CFOAPAL today, even though it may apply to a previous month or year.
    • You will see the expense, in this Universe and associated tables, in the current month based on the OL transaction date.
consider your conditions state fiscal year fiscal period
Consider your Conditions: State Fiscal Year & Fiscal Period
  • State Fiscal Year:
    • 2006: four-digit year(s)
  • State Fiscal Periods:
    • 00: “trail-in”, such as rollover balances from previous year
    • 01-12: the twelve monthly periods - where 01= July and 12= June
    • 14: a period open after period 12 closes (to regular activity) that will hold the final adjustments to a fiscal year.
consider your conditions time
Consider your Conditions: Time

For BOS Expense detail transactions, remember:

Transaction date (ex: July 1 -31)

Posted Period (ex: 01 – 12)

Fiscal Year ( ex: 2007)

consider your conditions cfoapal
Consider your Conditions: CFOAPAL

What Campus? – Urbana, Chicago, Springfield, UA

What kind of $ - State, ICR, Grant, Gift, etc

Who am I? – the College of XYZ

What am I receiving or buying? – Office supplies, Travel, Cash (Designates whether this is a revenue, expense, asset, etc transaction)

What NACUBO function? What long term activity? (over 1 year)

What short term activity am I tracking? – example: concert at the Assembly Hall

Where is this item physically located? – primarily for Fixed Assets

slide10

You will access Business Objects normally

You can go directly to EDDIE.DS.UILLINOIS.EDU or select ‘To EDDIE’ from the DS Main Menu

slide17

The BOS Expenses Universe

  • The new Universe is called EDW – HRFIN BOS Expenses

Then Click on Finish

slide19

The BOS Universe is set up similarly to the Financial Ledgers OL GL Universe

Make sure all three buttons are pressed. The first button allows the Classes and Objects window to be seen (usually depressed).The second button allows you to see the definitions for the objects that are selected.The third button will have your selected objects wrap in the “Result Objects” window.

slide21

The BOS Expenses Universe

Operating Ledger Detail Expenses are found here

The HR Detail, for the Payroll Expenses, found in the OL Summary, are found here

slide22

The BOS Expenses Universe

CFOAPAL Codes and Titles are in the next two Classes

slide23

The BOS Expenses Universe

The CFOAPAL Hierarchies are in the next Class

slide24

The BOS Expenses Universe

For the BOS Expense Universe, we created a “Report Quick Start” class.This class contains the most common objects that users will use when reporting in this Universe.All the of the objects in this class are duplicated from the classes above.

slide25

The BOS Expenses Universe

For the BOS Expense Universe, we created several predefined prompts to use in your conditions:Select State Fiscal Year – Prompts users for four digit state fiscal year.Select State Fiscal Period – Prompts users for a two digit Fiscal PeriodSelect Chart of Accounts Code – Prompts users for a 1 digit Chart of Accounts CodeSelect College Level 3 Code – Prompts users for a two character College CodeSelect Department Level 5 Code – Prompts users for a 3 digit organization codeSelect Organization Code – Prompts users for a 6 digit organization code

consider your question
Consider your Question:

‘I’ is most likely defined with a Chart and an Organization

When you describe what you spend money on, you will want to see all of the details.

How much did I spend last month on what and whom?

When you use the phrase ‘last month’, you will most likely need a condition on year and month.

By asking on what AND on whom, the BOS Expense Universe is the only Universe that contains both detail level data.

slide28

The BOS Expenses Universe – Report 1

Click on the Basic Report Quick Start Folder and drag it into the Results Object window. All of the objects, in this folder, will appear in the Results Object window. The contents of this folder are listed in the left hand window pane.

slide29

The BOS Expenses Universe – Report 1

By pulling over the Basic Report Quick Start folder, you get all of the objects that are in that folder

slide30

The BOS Expenses Universe – Report 1

We are going to use four of the predefined prompts. Usage Note:You may substitute Department code or College code for the Organization code. Please chooseonly 1of the three available organization prompts.

slide31

The BOS Expenses Universe – Report 1

Click Run once you have your conditions finalized.

slide32

The BOS Expenses Universe – Report 1

Enter the one digit Chart Codetwo digit State Fiscal Periodfour digit State Fiscal Yearand Organization code. Then press OK.

slide33

The BOS Expenses Universe – Report 1

You will then get your basic report that you can format any way you want to.

slide34

The BOS Expenses Universe – Report 1

Use the Slice and Dice button to open the slice and dice panel.

the bos expenses universe basic formatting
The BOS Expenses Universe – basic formatting

Use the slice & dice panel apply sorts, breaks, and sums. Once you have selected your format, you must click the Apply button!

A to Z sort

Sum or Calculator

Section Break

USAGE NOTE:Be sure you apply section breaks BEFORE you apply the sum/calculator. If you don’t, you may get strange format results.

3 options for saving your document
3 Options for Saving your document

Option 1: File > Save

  • This is the Business Objects default. This saves the document to your hard drive. The location is under: My Documents > My Business Objects Documents > User Docs

Option 2: File > Save As

  • This allows you to choose the location to save the document. This location could be on your hard drive, on a CD or USB drive or on a network share, for example. This is also the option used to save to a different file format – like an Excel .xls file.

Option 3: File > Send To > Personal Documents

  • This sends the document to be stored on the Decision Support server. You can then retrieve the document from any location or computer.
  • This option is very useful when you have created the document at a workstation that is not your own and you want to be able to retrieve it back at your desk or you create the document at your desk and want to be able to retrieve it in a lab setting.
slide38

Option 3: Send to Personal Documents

Select ‘File’

Select ‘Send To’

Select ‘Personal Documents’

You will then be able to retrieve this document from any desk.

slide39

To send to Personal Documents

Give it a name and click on Save.

slide41

To retrieve a Personal Document

Select ‘File’

Select ‘Retrieve From’

Select ‘Personal Documents’

You will then be able to retrieve a saved document.

slide42

To Retrieve a Personal Document

Select the report you want then Click on “Open,”

slide43

Custom Practice Lab Evaluation

  • Please go to the web and complete the course evaluation form at the below URL
    • http://www.ds.uillinois.edu/training/evaluations/custom_lab.asp
    • Please ask your instructor for the course id
what is solution library
What is Solution Library?

DS Solution Library

  • DS Authored step by step instructions and sample Business Objects reports designed to meet specific reporting needs

Solution Library link: http://www.ds.uillinois.edu/web/Home/SolLib.aspx

what is qch
What is QCH?

DS Query Clearinghouse

  • A place to share report templates
  • Any EDW user can post Business Objects files for others to use as a starting point
  • Share and work together!
  • Query Clearinghouse link: https://www.ds.uillinois.edu/Reports/Authentication/Login.aspx?ReturnUrl=%2freports%2fQCH%2fQCHBrowser.aspx
slide52

Query Clearinghouse – Finance or HR

Want to play with these sample reports?

Want something similar for your use?

Then go visit Query Clearinghouse and get a sample report with which to begin!

bos 3 tables views and universes
Tables

New (1)

T_OL_EXPS_SRC_DETL

Modified (3)

T_JOB_LBR_DISTR_AUD_DETL

T_PAYR_ACCTG_DETL

T_JOB_LBR_DISTR

Views

Modified (1)

V_PAYR_ACCTG_DETL

Universes

New (1)

EDW – HRFIN BOS Expense

BOS 3 Tables & Views and Universes