State Analytical Reporting System (STARS)

Transcription

1

2 Table of Contents Financial Analytics Dashboards and Reports... 3 CASH FLOW:... 4 TRIAL BALANCE REVIEW... 5 Budgetary Control Analytics Dashboard and Reports... 7 BUDGETARY CONTROLS... 8 FUNDS ANALYSIS... 9 BUDGET JOURNALS JOURNAL TRANSACTION DETAILS SPENDING Exercises EXERCISE GENERAL LEDGER EXERCISE BUDGETARY CONTROL User Guide Financials Page 2

3 Financial Analytics Dashboards and Reports This workshop is to provide you an overview of Oracle Financial Analytics Dashboard how you can analyze and investigate business issues thru pre-built dashboards. Financial Analytics enables you to track AR, AP, Cash Flow, performance against budget, and more on a daily basis. This Document Covers the Financial Analytics: General Ledger Subject Area. The General Ledger exercise will consist of drilling into viewing the top 10 Departments by expense, drilling into one or the Departments and review trial balance information Log into Oracle BI Analytics User ID: Assigned User ID Password: Assigned Password General Ledger Overview Select > Dashboards > General Ledger The Overview Dashboard page contains the key financial indicators which top management looks at on a regular basis in order to gauge the overall health of the enterprise. User Guide Financials Page 3

4 Scroll down and view Top 10 Agencies by Expenses. This report displays the top ten Agencies by expense amount and is typically used by CFO s, Controllers, Strategic Analysts, VP of Finance. Notice you can select this analysis to present information as a Pivot Chart or a Graph from the Select View drop down. Click on Agency > DOC88000 and drill into Agency transactions. See the expenditure details for the Agency in a table. Select > Return to go back to the Overview Dashboard. Or click on the Breadcrumbs on the bottom of the page If desired, Select another Agency from the Top 10 Agencies by Expenses analysis and view that cost center s expense details. CASH FLOW: View Cash Flow dashboard Page. This Page displays the Monthly and Quarterly Cash Flow Statements based on the prompts you select on top of the page. Select Accounts Receivables Period 1 Amount and drill into the Account information. User Guide Financials Page 4

5 The drill down takes you to the Filtered AR Account Details report. This report provides each GL Account Codes related amounts. Select > Return. This brings you back to the Cash Flow Page Now, see the Quarterly Cash Flow report and select any amount to drill down to the Account Details. Here we see a report where we can select different account groupings. You can drilldown and see which account codes constitute the numbers. TRIAL BALANCE REVIEW Select > Trial Balance page. The Trial Balance dashboard page allows users to look up Debit/Credit Activity by specific GL Accounts, Funds, Departments and SID s User Guide Financials Page 5

6 From the Trial Balance, you can drill down to journal lines entries, Click on a Specific Ending Balance and it will take you to the Journal Details. Let s sort the Trial Balance by Closing Amount descending to see the Closing Amounts sorted from highest to lowest. See the Cash Account Name is the highest amount. Let s drill into the Closing Amount. See the Journal Line Entries that comprise the transaction amounts from the previous report. You don t need to go to the source system (PeopleSoft) See the Journal Line Entries match the Credit Amount from the previous page. Select > Return. This brings you back to the Budget vs. Actual page This ends the General Ledger Dashboard Navigation. User Guide Financials Page 6

7 Budgetary Control Analytics Dashboard and Reports This workshop is to provide you an overview of Oracle Financial Analytics Dashboard how you can analyze and investigate business issues through dashboards. Financial Analytics enables you to track performance against budget and expenses, and more on a daily basis. Today we will look at Financial Analytics Budgetary Controls analysis. In Overview page we want to look at what Departments have overspent their budget and where money was overspent. We can drill into the Departments to manage and monitor budget and spending effectively and identify top areas of spending and be able to detect exceptions in timely manner. The Current Budgetary Control Dashboard is restricted to Appropriation Budget, Bond Allocation and Bond Authorization. Log into Oracle BI 11g Analytics User ID: Assigned UserID Password: Assigned Password User Guide Financials Page 7

8 BUDGETARY CONTROLS When you login to the system you are presented with the Home Page. To change to the Budgetary Control Select > Dashboards >CT Financials > Budgetary Control KK Approp. After selecting Budgetary Control KK Approp you are taken to the Overview page, providing you a status of your department & Fund budgets. You can see there are few Departments that are over budget To investigate these Departments, Click on the Department Performance tile We can see Departments have commitments (Encumbrance) and obligations (Pre-Encumbrance) and Expenditures exceeding its annual budget. You can click on any amount (Expenditure in this example) and drill down to the Details level. User Guide Financials Page 8

9 Click on the Period 1 - Transaction Amount to see the Journal Entry Details. Select > Return. This brings you back to the Overview page FUNDS ANALYSIS Click on the Funds Available page User Guide Financials Page 9

10 Here we see Funds Available analysis by Period, Department, Fund and SID. You can track Budget Amounts, Encumbrances, Pre-Encumbrances, Expenditures and other Encumbrances. The Oracle development team defined these metrics with descriptions that conform to the US Federal terminology for commitment control: Pre-encumbrance, i.e., a Purchase Requisition Encumbrance, i.e., a Purchase Order Other Encumbrance = not typically used, but able to capture non PO obligations Expenditure = Expense, i.e., an AP Invoice We want to investigate the Budget Amount for the Department AES Click on a Budget Amount by specific department and drill into the Budget - Breakdown link User Guide Financials Page 10

11 This link takes you to the Budget Breakdown. You are shown an allocation of the budget and how it is divided amongst the various Periods, the Carry forward amount, Initial Budget and Adjustment Amount. Click on the Period 2 Adjustment amount to drill to the Journal Details Report. To return to the main Dashboard go all the way to the bottom of the screen and follow the breadcrumbs back to Budgetary Control: Funds Available User Guide Financials Page 11

12 BUDGET JOURNALS Click on the Budget Journals page. This page provides analysis on all budgetary transactions. The reports shows the Budget Transaction Amount based on the prompts you select on the top. Select any Transaction Amount to drill down to the Journal Details. In this case Fund 11000, Department APA11000 and SID It will take you to the Journal Details Report which shows the Journal ID s that constitute the Transaction amount. JOURNAL TRANSACTION DETAILS Select the Journal Transaction Details page The prompts in the previous dashboard page have been carried over into the Journal Transaction Details page. In this you can see the Transaction Amount for various combinations of Fund, Department and SID s User Guide Financials Page 12

13 Click on any transaction amount to drill down to the Journal Details. This will take you to the Journal Details report that show the Journal ID s that constitute the Transaction amount in the main report. The remaining Budgetary Control KK Approp Dashboard Pages Budget and Spending are similar to the Overview and Funds available pages. You have to drill down from the Top page to the detail transactions. This ends the Budgetary Control Exercise. User Guide Financials Page 13

14 SPENDING Click on Spending page There are 3 reports on the Spending page 1. Budget Vs Consumption Trend 2. Expenditure Trend 3. Consumption Trend We want to investigate the Budget Amount for the Department AES Click on the Budget Amount and drill into the Budget - Breakdown link This link takes you to the Budget Breakdown. You are shown an allocation of the budget and how it is divided amongst the various Periods, the Carry forward amount, Initial Budget and Adjustment Amount User Guide Financials Page 14

15 You can further drill down to the Journal Details level by clicking on the Adjustment Amount. To view the consumption breakdown, click on the consumption amount link that is available This link takes you to the Consumption Breakdown. The report shows the consumption and how it is divided amongst Encumbrance, Pre-Encumbrance and Expenditure amounts. Click on any amounts and the link will take us to the Journal Details report. In this case we have only Expenditures, Click on any Expenditure amount User Guide Financials Page 15

16 The Amount is broken down by different SID s Click on the Transaction Amount and the Details report will show the Journal Details that constituted the Expenditures from the previous Page. To return to the main Dashboard go all the way to the bottom of the screen and follow the breadcrumbs back to Budgetary Control KK Approp: Spending Expenditure Trend This report shows the Budget amounts and the Expenditure comparison to the prior year Click on the Expenditures for the Department APC11950 and the link Journal Details Report Expenditures. The details report is broken down by the Fund, SID and by clicking on any Transaction amount will take us to the Journal Details that make up the expenditure amount. To return to the main Dashboard go all the way to the bottom of the screen and follow the breadcrumbs back to Budgetary Control KK Approp: Spending User Guide Financials Page 16

17 Consumption Trend This report shows the Budget amounts and the Consumption comparison to the prior year. Click on the Consumption for the Department CCY11600 and the link Consumption Breakdown. The details report is broken down by the Encumbrance, Pre-Encumbrance and Expenditures Amounts. You can further drilldown to the Journal details by clicking on the links available. In this case we only have Expenditures. Clicking on any Expenditure amount will take us to the corresponding Journal Details report. To return to the main Dashboard go all the way to the bottom of the screen and follow the breadcrumbs back to Budgetary Control KK Approp: Spending User Guide Financials Page 17

18 Exercises EXERCISE GENERAL LEDGER Let s work on a simple exercise in General Ledger Dashboard 1) Select > Dashboards > General Ledger 2) Navigate to the GL Balance Page 3) On the top of the page you can see the Prompts that can be used to select different criteria 4) Select the Ledger Name, Fund, SID, Department, Fiscal Year, Period and Group Account Number There are multiple ways you can feed the information Prompts in the i) By Selecting the check boxes in the drop down menu User Guide Financials Page 18

19 ii) By typing the values separated by semicolon (;) iii) By Clicking on Search at the bottom of the drop down A window will popup as below Select the required values and click on the > arrow and click OK to close the popup User Guide Financials Page 19

20 You can also select the pattern and click the values you want to select 5) Pass the following parameters Ledger Name Modified Accrual Fund SID 43426, 43427, 40001, 43440, Department is Like OSC% Fiscal Year 2014 Fiscal Period Period 1 Then Click on Apply User Guide Financials Page 20

21 You will see the report will start running and give the results with different Account codes and their balances Sorting:- This can be done in two ways:- (a) Click on the icon which is at the corner of the column header. There will be two icon s one ascending and other descending. (b) Right click on the column header and you can sort from the available options This is the end of General Ledger Exercise User Guide Financials Page 21

22 EXERCISE BUDGETARY CONTROL In general Ledger Exercise we saw how to change the criteria in the prompts and different ways to select the prompt values and sort the results. In Budgetary control Exercise let us look into i) Select Different Views ii) Move Columns iii) Adding Sub Totals 1) Select > Dashboards >CT Financials > Budgetary Control KK Approp 2) Click on the Spending Page 3) Pass the following parameters Ledger Name Appropriation Budget Defin Fund SID 43426, 43427, 40001, 43440, Fiscal Year 2014 Fiscal Period Period 1 Department is Like OSC% User Guide Financials Page 22

23 Then Click on Apply The results will look like the below screenshot User Guide Financials Page 23

24 4) On the Budget vs Consumption Trend Report Change the View from Department to SID Now the department column will be replaced by SID (Above screenshot) 5) Similarly in the Expenditure Trend Report on the Bottom of the Spending page You can change the view from Pivot Table to Graph 6) Move Columns On the Budget vs Consumption Trend Report Right Click on the SID column Hover on the Move Column and see another extended view Click on the To Columns User Guide Financials Page 24

25 See the Report view changed and the SID column is moved from Rows to Columns Similarly you can move the column to right or to prompts or To Sections You can also exclude Column which you don t need in the report 7) Adding Sub Totals: From the same report above Right Click on the Fiscal Year column and Hover on to the Show Row Level Grand Total and Click on After Values User Guide Financials Page 25

26 Now the Sub Totals will be added to the report view This way we can Select Different Views, Move Columns and Add Sub Totals to the reports on the dashboard page This is the end of Budgetary Control Exercise. User Guide Financials Page 26