WSIPC Guide to Budgetary Data Mining

Transcription

1 WSIPC Guide to Budgetary Data Mining

2 TERMS OF USE The information contained herein is licensed, trade-secret and proprietary and may not be used, disclosed or reproduced without permission of the licensing authorities, WSIPC and/or Skyward, Inc. As a condition of use, the User agrees to protect and keep the information from disclosure or falling into the public domain. The failure to comply with this agreement may result in the immediate termination of the User s right to access the information. COPYRIGHT Copyright 2014 by Washington School Information Processing Cooperative. All rights reserved. Reproduction of any part of this manual in any medium without the express and written permission of Washington School Information Processing Cooperative (WSIPC) is prohibited by law. This edition is printed in the United States of America. The contents may be corrected or modified by revisions without prior notice. Pages may be added, deleted, or changed as required. The WSIPC logo is a registered trademark of Washington School Information Processing Cooperative. Skyward is the registered trademark for Skyward, Inc. located in Stevens Point, Wisconsin.

3 Contents Introduction...1 What s New in This Edition...3 Overview of Budgetary Data Mining...4 Using Report Formats...4 Using Security Features to Simplify Template Development...4 Scheduling and Accessing Reports...4 Developing a Report Template...5 Accessing the Budgetary Data Mining Templates Screen...5 Adding a Report Template...6 Configuring the Report Information Screen...7 Understanding Report Name...9 Understanding Report Title...10 Selecting the Correct Report Type...10 Configuring the Report Parameters Screen...13 Notes Box...14 Consolidate Funds...14 Budget Status...16 Print Detail...17 Detail Spacing...20 Print Totals...21 Suppress Zero Amounts...21 Account Exclusions...22 Report Access for Other Users...27 Addt l Printing Prompt for Current User...28 Configuring the Breaks Screen...29 Understanding Sequences...30 Understanding Breaks...31 Understanding Break Level Attributes...32 Configuring the Account Ranges Screen...34 Configuring the Report Fields Screen...36 Selecting Fields...37 Adding Multiple Instances of a Field...41 Removing a Field...41 Sorting Selected Fields...42 Configuring Field Parameters...43 Saving Your Report Fields Screen Configuration...61 Configuring the Sources Screen...62 Selecting Detail for Your Sources...64 Selecting Additional Sources Options...67 Generating Reports...74 Generating a Summary Report...74 WSIPC Guide to Budgetary Data Mining i

4 Generating a Detail Report...77 Assigning Account Clearance Groups to Users...80 Configuring WESPaC for Reporting...81 Displaying the Account Code Description...81 Impact on Other Modules...84 Considering Your Audience...85 Setting Account Description Display Options...85 Assigning Security...86 Additional Report Security...87 Users Only Printing Reports...87 Security for Creating Report Templates...88 Security for Temporarily Modifying Read-only Templates...88 Granting Access to the District Report Template Option...88 Creating Account Sequences...89 Setting Up Account Code Clearance...89 Appendix A Sample Report Templates...90 FYTD Activity Trend Report for MSOC By Location...90 Report Information Screen...91 Parameters Screen...91 Breaks Screen...91 Account Ranges Screen...92 Sources and Field Selection Screens...92 ASB Fund Balance Report...93 Report Information Screen...95 Parameters Screen...95 Breaks Screen...95 Account Ranges Screen...96 Sources and Field Selection Screens...96 Project to Date Reports...99 Project to Date Detail...99 Project to Date Expenditures Project to Date PO Summary Project to Date Status Project to Date Summary Appendix B Q&A Why are the FYTD amounts not matching? What is the benefit of using the District Report Template Option? What security access/configuration is needed to be able to add a new District Report Template? How can a new employee take ownership of reports belonging to a user who no longer is at the district? WSIPC Guide to Budgetary Data Mining ii

5 Introduction This Guide explains Budgetary Data Mining in Financial Management. Who This Guide is For This Guide is designed for decision-makers who monitor financial and budgetary activity for a district, school, department, or program. While district administrators typically develop reports, this Guide will help anyone who creates a Budgetary Data Mining Report. What This Guide Contains This Guide shows you how to use Budgetary Data Mining to create custom financial report templates that you use to produce reports or Excel spreadsheets. You ll also learn how to schedule these reports to run automatically and how to let others use the templates you create. This Guide also shows you how to configure the system before using Budgetary Data Mining. The Guide s appendix provides helpful examples of report templates. What You Should Know Before You Read This Guide Before using this Guide, be sure you are familiar with all of the information in the WSIPC Guide to Skyward s School Management System, which discusses the system s basic features. The procedures in this Guide begin with navigation menu paths. If you're using Skyward s School Management System, select the Display Navigation Menu Paths check box in User Preferences to ensure that you can follow these paths. The option is not available in User Preferences if it is already enabled for the entire district. To learn more about setting User Preferences, see the WSIPC Guide to Skyward s School Management System. If you re using this Guide electronically, you can click any text in blue font to move to the section of the Guide that the text refers to. Before using this Guide, you should also have a good understanding of the following: Skyward s School Management System Account Code structure and the different Account Types Account Sequences (refer to the WSIPC Guide to Account Sequences) It is also helpful if you know the following concepts before you use this Guide: How to use Microsoft Excel and a PDF reader. Washington State accounting principles and codification. How to use widgets and dashboards. To learn more about widgets and dashboards, see the WSIPC Guide to Skyward s School Management System. This Guide is intended to be read while you are working in Budgetary Data Mining, so be sure you are signed in. WSIPC Guide to Budgetary Data Mining 1

6 What You Need to Get Started This Guide references the following WSIPC Guides, so it may help to have these Guides available before you begin: WSIPC Guide to Account Sequences WSIPC Guide to Financial Management Budgeting WSIPC Guide to Skyward s School Management System Goal of WSIPC Guides WSIPC Guides are designed to provide readers with everything they need to know to safely and effectively use the software and processes that WSIPC supports. These readers include district personnel who are implementing a module for the first time and need implementation tips and configuration guidance; Information Service Center Coordinators who are well-versed in the topic and need advanced information about features; seasoned end users who know the processes well; and new end users who have never used the module. WSIPC strives to make Guides that address the diverse needs of these audiences. WSIPC Guide to Budgetary Data Mining 2

7 What s New in This Edition This section highlights the significant changes to the Guide since the last edition such as content about new features, important notes and warnings, and sections of the Guide that have been expanded or moved. Description of Change Page # Updated all screen shots and examples for N/A Added a section summarizing the new Project to Date Report Templates. 99 Added the Appendix B Q& A section 109 WSIPC Guide to Budgetary Data Mining 3

8 Overview of Budgetary Data Mining With Budgetary Data Mining, you can create templates that generate custom reports based on the district s Account Codes. These reports, whose templates you can share with other administrators, contain real-time financial information. You can use the reports to review and analyze budget, balances, activity, transactions, and the characteristics of Account Codes such as Crosswalks. NOTE Budgetary Data Mining is the Skyward s School Management System version of the Revenue/Expense Summary and Detail Reporting (FM\AM\RE\RE) and the Balance Sheet Summary (FM\AM\RE\BS) features in WESPaC. Using Report Formats When you run a report, you can produce either a PDF document or a Microsoft Excel spreadsheet. If you produce a Microsoft Excel spreadsheet, you can use the tools in Excel to format the data. Using Security Features to Simplify Template Development A user s Account Code Clearance determines which Account Codes are included on a report. As a result, the district can create a template that several administrators, such as principals, can use to generate reports with different information. Although the administrators use the same template, only information related to the Account Codes to which they have clearance appears on their reports. This customized Account Code access eliminates the need to create several templates. Scheduling and Accessing Reports You can schedule reports to run automatically. Scheduled tasks can send you or other stakeholders messages with links to the newly generated reports. Because print jobs appear in the My Print Queue widget, you can conveniently access your reports right after signing in. You can also access reports from your smart phone or mobile device. WSIPC Guide to Budgetary Data Mining 4

9 Developing a Report Template To create a report that helps you analyze the financial condition of your district, building, or department, you first create a report template. This template determines how the report sorts and subtotals financial information. A template determines which fields appear on the report and which Account Codes are included. You can include transaction detail for each Account Code or summarize the financial information by selected dimensions or partial dimensions. While you can use other modules such as Employee Data Mining to view budgetary data by employee, Budgetary Data Mining provides information by Account Code. For example, if you want to review year-to-date travel expenses by Location, create a report template that displays expenses by the Account Code s Location dimension. NOTE Although you create Budgetary Data Mining templates in Skyward s School Management System, you can access them using the applicable Account Management Reporting option (FM\AM\RE) in WESPaC. You can also use Skyward s School Management System to access templates created in WESPaC. To develop a Budgetary Data Mining Report template, you perform the following processes: Accessing the Budgetary Data Mining Templates Screen Adding a Report Template Configuring the Report Information Screen Configuring the Report Parameters Screen Configuring the Breaks Screen Configuring the Account Ranges Screen Configuring the Report Fields Screen Configuring the Sources Screen This section explains each process. Accessing the Budgetary Data Mining Templates Screen Before adding a report template, you must go to the Budgetary Data Mining screen (Figure 1). To access the Budgetary Data Mining screen: Go to Financial Management\Account Management\RP\DM. NOTE If the Filter Option screen appears, select a filter and click Apply Filter. See the WSIPC Guide to Skyward s School Management System to learn more about filters. WSIPC Guide to Budgetary Data Mining 5

10 Figure 1 - Budgetary Data Mining screen The Budgetary Data Mining screen shows existing report templates. From this screen, you can add and manage your report templates. You can also print reports or schedule reports to run automatically at a certain time. Pause your mouse pointer over a column header, such as Access or DT, to learn more about the column and its contents. You can also use the Filters option to create filters that group report templates and create custom libraries. Depending on your security level and other configuration settings, you may also be able to access report templates created by other people. Adding a Report Template After opening the Budgetary Data Mining screen, you can add a new report template if the existing templates don t meet your needs. To add a report template: Click Add. The Report Information screen appears (Figure 2). NOTE The Report Information screen is also called the Report Template Maintenance screen. WSIPC Guide to Budgetary Data Mining 6

11 Figure 2 shows that tabs appear on the left side of the screen. You use these tabs to develop the report template. Figure 2 - Report Information screen As you complete each tab, you automatically advance to the next tab. As this Guide takes you through the process of creating a report template, each section continues the process of creating the template where the previous section left off. To return to a previous tab, click Back and select a tab. Once you click Back, you must manually select each tab to continue developing the report template. To begin developing your new template, go to Configuring the Report Information Screen below. Configuring the Report Information Screen To begin creating a report template, you configure the Report Information screen. On this screen, you give the report a name and title. You also select the Report Type, which determines which Account Types are available and whether detail transactions are included. You also can choose to assign this report to another user. To configure the Report Information screen: 1. In the Report Name box, type a report name that conforms to your district s report naming convention. To learn more about how to use the Report Name box, see Understanding Report Name (page 9). 2. In the Report Title box, retain the title that defaults from the report name you entered in Step 1. The title appears on reports produced using this template. To learn more about how to use the Report Title box, see Understanding Report Title (page 10). 3. In the Report Type box, select a Report Type. To learn more about each Report Type, see Selecting the Correct Report Type (page 10). WSIPC Guide to Budgetary Data Mining 7

12 4. In the Add Report For box, do one of the following: To create the report template for only yourself, leave your name selected. To create it for someone else, click the Add Report For link and select the person s name. 5. To display this report in the District Report Templates browse Filter, select District Report Templates in the Filter box. NOTE TIP You only see the District Report Templates filter option if you have the necessary security level. Selecting the District Report Templates filter option makes the template accessible to others. If you don t select this option, you can also make this template accessible to others by selecting other browse Filters. 6. Click Save and Add Parameters. The Parameters screen appears. 7. To continue developing your template, go to Configuring the Report Parameters Screen (page 13). Figure 3 - Report Information screen. On the Report Information screen, you configure parameters such as Report Name and Report Title. WSIPC Guide to Budgetary Data Mining 8

13 Understanding Report Name The Report Name is a description that appears only on the Budgetary Data Mining browse screen (Figure 4), not on report headers. You can sort and filter the browse screen by Report Name. The Report Name must be unique for the Report Type and assigned user. TIP Grouping reports using report names and filters Develop report names that group similar report templates. You might group them by target audience, fund, or purpose. For example, Figure 4 shows report templates that begin with CRDC to group reports related to CRDC. Once you implement this naming convention to group the reports, create a filter for each group. For example, you might create a filter with a Report Name Low Value of Principal - and a High Value of Principal zzzzzzzzzzzzzz to see reports for principals. To group report templates by user, create a filter for each user by using the Created By field as your filter criteria. Figure 4 - Budgetary Data Mining screen with a list of report templates. The template with the Report Name and Report Title is selected. WSIPC Guide to Budgetary Data Mining 9

14 Understanding Report Title The Report Title s main purpose is to provide a title that appears in the header of the report, such as the one shown in Figure 5. Like the Report Name, the Report Title appears on the Budgetary Data Mining browse screen for sorting and filtering. Unlike the Report Name, you can replicate the Report Title on several reports for the same Report Type and assigned user. For example, you can create four Revenue/Expense Summary Report templates with the Report Title of Building Expenses. The Report Name must be unique for each report template. Figure 5 -This figure shows the Report Title ( Building Expenses ) created in Figure 3. Selecting the Correct Report Type The Report Type determines which options and fields are available as you configure the template. For example, if you choose a Revenue/Expense Summary Report Type, the Revised Budget field is available but not the Beginning Balance field. Your security level determines which Report Types are available to you. Table 1 lists the Report Types, briefly describes each Report Type, and lists which kind of Account Codes can be displayed for the Report Type. Report Type Revenue/Expense Detail Revenue/Expense Summary Balance Sheet Detail Balance Sheet Summary Combined B/S and O/S Detail Description Includes detailed transactions for each Account Code in a specified posting period. Displays information by individual Account Codes or summarizes information to specific dimensions. Detail transactions are not available with this Report Type. Includes detailed transactions for each Account Code in a specified posting period. Displays information by individual Account Codes or summarizes information to specific dimensions. Detail transactions are not available with this Report Type. Includes detailed transactions for each Account Code in a specified posting period. Account Types Available Revenue, Expense Revenue, Expense Asset, Liability, Equity Asset, Liability, Equity Asset, Liability, Equity, Revenue, Expense WSIPC Guide to Budgetary Data Mining 10

15 Report Type Description Account Types Available Combined B/S and O/S Summary Displays information by individual Account Codes or summarizes information to specific dimensions. Detail transactions are not available with this Report Type. Asset, Liability, Equity, Revenue, Expense Table 1 - List of Report Types, including a description of each Report Type and which types of Account Codes are available for each Report Type. Understanding Detail Reports Detail Report Types display transactions under each Account Code. As Figure 6 and Figure 7 show, detail transactions include AP and AR invoices, historical payroll information, inventory disbursements and other transaction types. NOTE You would select a Detail Report Type to create a Transaction Recap Report. Figure 6 - Detail Report Type. A sample Revenue/Expense Detail Report displaying individual payroll expenses beneath the salary Account Code. Figure 7 - Detail Report Type. A sample Revenue/Expense Detail Report displaying AP invoices and Journal Entries for the expense Account Code. WSIPC Guide to Budgetary Data Mining 11

16 Understanding Summary Reports Summary Reports show activity and balances at individual Account Code levels. In Figure 8, a sample Revenue/Expenditure Summary Report template generates a report with activity and balances summarizing at the individual Account Code level and at the Program level. You can also configure Summary Report templates to summarize specific dimensions of the Account Codes, omitting the individual Account Code for an aggregate display. To learn more about how to summarize specific dimensions of Account Codes, see Print Detail (page 17). Figure 8 - In this Revenue/Expense Summary Report sample, the individual Account Codes appear without transactions. WSIPC Guide to Budgetary Data Mining 12

17 Configuring the Report Parameters Screen After configuring the Report Information screen, you configure the Parameters screen (Figure 9). This screen determines how the report template shows information. For example, you can exclude Account Codes under certain conditions. On this screen, you can also determine whether others can access the report template. Figure 9 - Report Parameters screen. Options on this screen impact which Account Codes are included, how the report looks, and whether other users can view or modify the report template. To configure the report Parameters screen: 1. Select options to customize how information appears on the report. For an explanation of each option on the screen, see the sections after this procedure. 2. Click Save and Add Breaks. You are advanced automatically to the Breaks screen. 3. To continue developing your report template, go to Configuring the Breaks Screen (page 29). WSIPC Guide to Budgetary Data Mining 13

18 Notes Box Text in the Notes box describes the report template. To review a Note: Expand the Report Parameters section on the Budgetary Data Mining screen (Figure 10). Notes also appear in the title page you print the title page. Figure 10 - From the Budgetary Data Mining screen, you can expand report templates and see the content in the Notes box. In this example, a note explains what data appears on a report produced by this template. Consolidate Funds The Consolidate Funds option determines whether the report template identifies the Fund dimension as a grouping and sorting factor in the resulting report. When you set Consolidate Funds to No, the report template separates Account Codes and their related activity by Fund. In Figure 11, the report template includes all cash Account Codes (from all Funds). The report template is not consolidating Funds. As a result, you can see that the Fund 10 Account Codes are listed first, followed by Fund 20 Account Codes, and finally Fund 30 Account Codes. Figure 11 - In this example, the report template is not consolidating Funds. As a result, the Account Codes are separated and sorted by their Fund values. WSIPC Guide to Budgetary Data Mining 14

19 By contrast, when you set the Consolidate Funds option to Yes, the report template ignores the Fund dimension and groups Account Codes by other dimensions as determined by the report template s Sequences and Breaks. The report template used to generate the report shown in Figure 12 is changed to consolidate Funds. As a result, the report sorts the Account Codes by Account Type and GL rather than by Fund. The report in this example shows the district s total cash position for Imprest Cash and Cash On Hand. Figure 12 - In this example, the report template is consolidating Funds. As a result, Account Codes from different Funds are commingled. The report groups Account Codes by GL Code, disregarding their Fund values. Typically, the Consolidate Funds option is set No because districts want reports to group information by Fund (that is, they want to use fund accounting). However, coupled with other configuration settings such as Breaks and Sequences, this option provides useful district-wide balance sheet reports that show financial information such as total cash balance and liability. WSIPC Guide to Budgetary Data Mining 15

20 Budget Status The Budget Status box provides options that include Account Codes based on whether their individual balances are over or under budget. The Budget Status options are available only for Revenue/Expense and Combined BS and OS Report Types. TIP The unencumbered balance and unexpended balance are calculated as follows: Unexpended Balance = Revised Budget Activity Unencumbered Balance = Revised Budget Activity Outstanding Encumbrances The Help button and the equation. next to the Budget Status box also shows this explanation Budgetary Data Mining assesses each Account Code s budget status before summarizing to the report s Breaks. Table 2 describes the Budget Status options. Option All Accounts Over Budget Only - Unencumbered Balance Under Budget Only - Unencumbered Balance Over Budget Only - Unexpended Balance Description Includes all Account Codes regardless of whether or not they are over budget or under budget. Includes only Account Codes with negative unencumbered balances. Includes only Account Codes with positive unencumbered balances. Includes only Account Codes with negative unexpended balances. Under Budget Only - Unexpended Balance Includes only Account Codes with positive unexpended balances. Table 2 - Description of Budget Status options in the Budget Status box WSIPC Guide to Budgetary Data Mining 16

21 Print Detail The Print Detail option determines whether Account Codes appear on reports or whether the report is summarized to specific dimensions. To display each Account Code within your Account Range (and your Account Clearance): Set the Print Detail option to Yes. Figure 13 shows a report generated from a report template with the Print Detail set to Yes. Individual Account Codes comprise the detail. Figure 13 - In this example, the report template s Print Detail option is set to Yes To display only activity and balances summarized at specific dimensions: Set the Print Detail option to No. Individual Account Codes aren t displayed. NOTE You must set at least one Break to see data on the related reports. To learn more about Breaks, see Configuring the Breaks Screen (page 29). WSIPC Guide to Budgetary Data Mining 17

22 Figure 14 shows the report generated from the report template in Figure 13 which has the Print Detail option set to No. The Account Codes are not included on the report, and the activity is summarized at the Object and Location dimensions. Figure 14 - In this example, the report template s Print Detail option is set to No. WSIPC Guide to Budgetary Data Mining 18

23 Interaction with Report Types You may find setting Print Detail to No useful for certain Summary Report Types. By selecting the optimal Sequence, Break, and Field, you can create reports that provide clear, summarized information as shown in Figure 14. Because detail transactions don t summarize to the selected dimensions, this option is typically set to Yes for Detail Report Types. Figure 15 shows the results of setting the Print Detail option to No for a Revenue/Expenditure Detail Report. While the Account Codes disappear, the transactions still group and total as if the Account Codes were present. Figure 15 - In this example, the template for this Revenue/Expense Detail Report has its Print Detail option set to No. WSIPC Guide to Budgetary Data Mining 19

24 Interaction with Budget Status Option The Print Detail option doesn t change the selected Budget Status option s logic. Regardless of the Print Detail option s setting, the Budgetary Data Mining assesses each Account Code s budget status to determine whether its data should be included on the report. If you set the Print Detail option to No, each Account Code s budget status is still assessed before all the Account Codes are summed to the specified dimensions. NOTE If you set the Print Detail option to No, select All Accounts in the Budget Status box. Detail Spacing The Detail Spacing option determines spacing between Account Code lines. You can add up to three spaces between Account Code lines. Both Summary Report Type Reports and Detail Report Type Reports apply your spacing selection between Account Codes. On Detail Report Type Reports, the detail transactions are still single-spaced, as shown in Figure 16. Figure 16 - A sample Revenue/Expense Detail Report with Detail Spacing set to Triple. While the Account Code level groups are triple-spaced, the detail transaction lines are single-spaced. WSIPC Guide to Budgetary Data Mining 20

25 Print Totals The Print Totals option determines whether report totals are included at the end of the report. Set Print Totals to Yes if you want the report template to generate reports with grand totals (Figure 17). Grand totals may or may not be applicable based on the purpose and layout of the reports. For example, a traditional balance sheet does not contain a grand total at the end of the report. Figure 17 - Print Totals. In this example, the report template is set to Print Totals. Report totals appear at the end of the report. Suppress Zero Amounts The Suppress Zero Amounts option displays or suppresses zeroes when the report s monetary fields return totals netting to zero or no activity or balances. BEST PRACTICE Districts typically set Suppress Zero Amounts to No because blank spaces make reports seem incomplete. TIP Setting Suppress Zero Amounts to No displays zeroes (Figure 18). Figure 18 -The report template s Suppress Zero Amounts option is set to No, so 0.00 appears on the report. WSIPC Guide to Budgetary Data Mining 21

26 In contrast, setting Suppress Zero Amounts to Yes shows spaces for instances where the report s monetary fields return totals netting to zero or no activity or balances (Figure 19). Figure 19 - The report template s Suppress Zero Amounts option is set to Yes, so spaces now appear on the report instead of Account Exclusions The Account Exclusions option excludes Account Codes based on activity, balances, or zero amounts. This option is useful for excluding Account Codes based on their level of activity and for generating concise reports with only relevant data. For example, reports can exclude Account Codes that are dormant because OSPI closed the related Program code. To exclude accounts: 1. Select the Exclude accounts that have check box. 2. Select an exclude option from the list to filter out Account Codes. Table 3 lists the exclude options and their impact on reports. Because not all options are available with all Report Types, the table also shows which Report Types the option can be used with. When the option includes the word activity, this means only actual activity is used. Encumbrance from Purchase Orders, Budget Transfers, and Budget Revisions do not determine whether an Account Code has activity. WSIPC Guide to Budgetary Data Mining 22

27 Option Impact Report Type No Activity for the Month selected No Year-To-Date Activity No Activity for Year Selected No Beginning Balance and No FY Activity Report includes only Account Codes with activity posted in the Selected Reporting Month. An Account Code is still included if the monthly activity (debits minus credits) nets to zero. You can use this option even if the report doesn t include a Month or Monthly field. Report includes only Account Codes with activity posted between the beginning of the Fiscal Year (September 1) and the selected reporting month. An Account Code is still included if the Year-to-Date Activity (debits minus credits) nets to zero. You can use this option even if the report doesn t include a Year-To-Date field. Report includes only Account Codes with activity posted in the Fiscal Year (September 1 to August 31). An Account Code is still included if the Fiscal Year activity (debits minus credits) nets to zero. You can use this option even if the report doesn t include a Fiscal Year field. Report includes only Account Codes with beginning balances and/or activity posted in the Fiscal Year (September 1 to August 31). An Account Code is still included if the Fiscal Year activity (debits minus credits) nets to zero. Combined B/S and O/S Summary Revenue/Expense Summary Combined B/S and O/S Summary Revenue/Expense Summary Combined B/S and O/S Summary Revenue/Expense Summary Balance Sheet Summary Combined B/S and O/S Summary WSIPC Guide to Budgetary Data Mining 23

28 Option Impact Report Type Report includes only Account Codes with amounts other than zero in at least one of the selected monetary fields (such as Revised Budget, Beginning Balances). No Amount in Fields Selected This option helps if you want to include only Account Codes that impact the financial information on the report. All If you use this option with Detail Report Type reports, see Understanding How Account Exclusions Work With Detail Report Types (page 25). Table 3 - Account Exclusion Options for excluding Account Codes based on Report Type The following example may help you understand how to use the Account Exclusions option. Example: Figure 20 shows a report that is produced when the Print Detail option is set to Yes and the Account Exclusions check box is not selected. The report shows each Account Code, including Account Codes with zero amounts in all monetary fields. Figure 20 - Print Detail option is set to Yes and the Account Exclusions check box is not selected. Note the detail lines with zeroes in all columns. WSIPC Guide to Budgetary Data Mining 24

29 The report shown in Figure 21 uses the same report template used to produce the report in Figure 20. However, in this case the Account Exclusions option of No Amount in Fields Selected is selected (to learn more about the No Amount in Fields Selected option, see Table 3 above). Consequently, the Account Codes with zero amounts in all selected monetary fields are excluded from the report. This setting shortens the report by five lines, removing Account Codes that had no impact on the aggregate balance. Figure 21 - Report template that excludes Account Codes if there are no amounts in fields selected Understanding How Account Exclusions Work With Detail Report Types Detail Report Type Report templates require you to select the Print All Accounts in Filter Range option on the Sources screen when you select the No Amount in Fields Selected option (to learn more about the No Amount in Fields Selected option, see Table 3 above). These options work together to print all Account Codes (if they have non-zero amounts in one of the fields selected) regardless of whether or not detail transactions were posted in the reporting Start Date and End Date range. This configuration still includes Account Codes if they have detail transactions posted in the selected date range, regardless of the amounts showing in their fields. Table 4 summarizes the reporting results based on several accounting scenarios, when the Print All Accounts in Filter Range and No Amount in Fields Selected options are selected. Scenario Zero amounts in all selected fields Detail transactions in selected date range Zero amounts in at least one of the selected fields No Detail transactions in selected date range Non-zero amounts in at least one of the selected fields No Detail transactions in selected date range Report Results Account Code and related data are included. Account Code and related data are excluded. Account Code and related data are included. WSIPC Guide to Budgetary Data Mining 25

30 Scenario Report Results Non-zero amounts in at least one of the selected fields Detail transactions in selected date range Account Code and related data are included. Table 4 - Effects on reports, by accounting scenario, when the Print All Accounts in Filter Range and No Amount in Fields Selected options are selected Example: Figure 22 shows the report that is produced when the report template uses the Print All Accounts in Filter Range option on the Sources screen and the No Amount in Fields Selected option on the Parameters screen, and when the report template includes the Fiscal Year Activity field which shows all activity for the year regardless of the selected date range. Figure 22 - The Print All Accounts in Filter Range option and the No Amount in Fields Selected option are selected on a Revenue/Expenditure Detail Report template. For the report in Figure 22, the source transactions for three of the Account Codes were posted outside the date range specified in the report template and therefore have no detail transactions. However, the Account Codes are included on the report because they have balances. The Account Codes and their related data would not appear on the report if the Print All Accounts in Filter Range option and the No Amount in Fields Selected option were not selected. WSIPC Guide to Budgetary Data Mining 26

31 The last Account Code on in this example is included because its detail transactions are posted in the selected date range even though the Account Code s Fiscal Year Activity is zero (which is the only monetary field on the report). If the Print All Accounts in Filter Range option and the No Amount in Fields Selected option were not selected, then the Account Code would still appear because it has transactions posted within the selected date range. Understanding How Account Exclusions Work With Combined Summary Report Templates The Combined B/S and O/S Summary Report Type allows you to select any of the Account Exclusion options. No Amount in Fields Selected is the only option that applies to all Account Types. The other Account Exclusions options are limited to either Operating Statements Account Codes (Revenue and Expenditure Account Types) or Balance Sheet Account Types (Assets, Liability, and Equity Account Types). For example, the option No Year-To-Date Activity excludes only Operating Statement Account Codes. The option labels identify the applicable Account Type group in parentheses. Report Access for Other Users The Report Access For Other Users area determines whether your report template is accessible to others. In tandem with this option s setting, the system applies the users Security levels to determine whether they can see, clone, and edit the report template. Table 5 describes each option in this area. Option No Access Read Only Results Other users can t see the report template regardless of their Security level. (The district can reassign or delete your report templates.) Users with a high enough security level to at least view the report template s Report Type, can view and print the report template. These users can also clone your report template and make changes to their copies. This setting is popular when creating report templates so that other users can print reports from the templates. Based on your district s Account Clearance scheme, multiple users can run the same report template and run reports for only their Account Codes. Modify Users with the appropriate security level for Budgetary Data Mining can save changes to your report template without having to clone it. Table 5 - Description of options for the Report Access for Other Users option WSIPC Guide to Budgetary Data Mining 27

32 Addt l Printing Prompt for Current User If you select the Open Account Range Filter screen check box, the Account Ranges screen (Figure 23) opens when you click Print to generate the report. The report template s Account Ranges can be modified only by the current owner (that is, the Created By user). TIP Don t select this option if you want to skip this step in the printing process. You can still edit a template s Account Ranges before clicking Print. Figure 23 - Account Ranges screen. The Account Ranges screen opens when a user prints a report template with the Open Account Range Filter Screen option selected. WSIPC Guide to Budgetary Data Mining 28

33 Configuring the Breaks Screen After configuring the Parameters screen, you configure the Breaks screen where you select a Sequence and configure Breaks. The Sequence determines how the Account Codes are sorted and provides a mask to set Breaks. Breaks determine where the report will subtotal, and also determine report attributes such as section headings and spacing. To learn more about Sequences and Breaks, see Understanding Sequences (page 30) and Understanding Breaks (page 31). To configure the Breaks screen: 1. In the Sequence box, select a Sequence. TIP If the Sequence that you want to select was just added or reactivated, and this screen remained open during the Sequence s creation or activation, press the F5 key on your keyboard (or the appropriate refresh option for your internet browser) to refresh the screen. Repeat step In the Break mask below the Sequence box, select each check box where you want a Break Level (that is, where you want a subtotal to appear on the report). NOTE For Balance Sheet Report Types, the Break mask is based on the Asset Account Type s Sequence. For Revenue/Expense and Combined B/S and O/S Report Types, the Break mask is based on the Expense Account Type s Sequence. 3. In the Break Levels to include in processing list, verify it is populated based on the dimension positions selected in the Break mask. To learn more about Break Levels to include in processing, see Understanding the Break Levels to Include in Processing List (page 33). 4. Configure the Break Level Attributes area: a. Select a Break Level in the Break Levels to include in processing list. b. In the Break Level Attributes area, select Break Level Attributes. c. Repeat these steps for additional Break Levels. 5. When you finish configuring Breaks, click Save Breaks and Add Ranges. 6. If you re ready to set Account Ranges, proceed to Configuring the Account Ranges Screen (page 34). WSIPC Guide to Budgetary Data Mining 29

34 Understanding Sequences In Budgetary Data Mining, Account Sequences determine how a report sorts Account Codes. You can create Sequences that sort an account by any of its dimensions or by a portion of any of its dimensions. Taking time to develop the best Sequence makes the report much easier to analyze and greatly improves the way data appears on the report. Example: Figure 24 shows a Sequence for a Revenue/Expense Summary Report template. This Sequence sorts the Account Codes in following order: Fund, Location, Object, and Activity. Figure 24 - Sequence for a Revenue/Expense Summary Report template The following report shows the results of the Sequence shown in Figure 24. Since the Account Codes are in Fund (10), Location is the next sort. Within a Location, the Account Codes are sorted by Object. Within each Object, the Account Codes are sorted by Activity. Figure 25 - This report excerpt sorts Account Codes using the Sequence in Figure 24. When selecting a Sequence, the description should describe the order and purpose of the Sequence. However, to help ensure the Sequence is correct, review the Breaks mask. The mask indicates the sort order for Expenses and Assets. While a Sequence s sort order can be set differently for each Account Type, Sequences are typically configured so all Account Types have the sort order. To learn more about Sequences and how to develop Sequences, see the WSIPC Guide to Account Sequences. WSIPC Guide to Budgetary Data Mining 30

35 Understanding Breaks Breaks determine where subtotals appear on the report. You can select multiple Breaks using the Break mask (Figure 26). In Figure 26, the Break mask causes the report to subtotal at the entire Location (third digit), the Object digit for the Object dimension, and finally the entire Object-Subobject (fourth dimension). Figure 26 - Break Mask Selection Figure 27 shows a sample report based on the Breaks in Figure 26. The report subtotals at the Location value, 402, which shows above the double line. Within the Location, the FYTD Activity subtotals by the first digit of the Object dimensions, 5 and 7, and then by entire Object dimension values. Figure 27 - Report with Breaks that subtotal at the Breaks selected in Figure 26. WSIPC Guide to Budgetary Data Mining 31

36 Understanding Break Level Attributes Step 4 in the procedure above instructed you to select Break Level Attributes. Break Level Attributes allow the data on the report to appear in way that is easier to read. For each Break selection, you can add a page break or additional spacing, group headings, and lines. Table 6 describes each Break Level Attribute option. Break Break Level Attribute Heading Separator Description Adds a single space, double space, or page break when a subtotal occurs. When you set this option to Double or Page, readers can easily find the subtotal points. Adds a heading for the each change at the related Break. A heading provides a clear, distinctive introduction to each new section (Break) in the report, making it easier for readers to analyze the report. Inserts a single line above each Break. Dbl Underline Table 6 - Break Level Attribute options Inserts a double line below the Break s subtotal. The Separator and Dbl Underline options showcase the subtotal lines and make it easier for readers to analyze chunks of information. Figure 28 shows the Break Level Attributes configured for the Location dimension. Figure 28 - Break Level Attributes configuration WSIPC Guide to Budgetary Data Mining 32

37 Figure 29 shows a report generated using the Break Level Attributes shown in Figure 28. Header Underline Double Underline Break Figure 29 - Report with Break Level Attributes set Understanding the Break Levels to Include in Processing List The Break Levels to include in processing list identifies the relative position of a dimension in the selected Sequence. Consequently, the listed position of a dimension doesn t match its standard position in the Regular Sequence when the selected Sequence includes a subsection of the dimension beginning in the second or greater position. The report still groups and subtotals correctly when the related reports are created. Example: The selected Sequence in Figure 30 only includes the third and fourth digits in Program-Subprogram dimension. This is identified by the Sequence description (SubProg FF, GGG, PPSS (3-4), AA, OBBB. A Break is set in the second check box in the Breaks mask of this PPSS dimension. The Break Levels to include in processing list displays the selected Break as PPSS Position 2. However, the report still accurately groups and subtotals on the third and fourth digits in the Program-Subprogram dimension. Figure 30 - Break Levels to include in processing WSIPC Guide to Budgetary Data Mining 33

38 Configuring the Account Ranges Screen After selecting the Sequence and Breaks, you select the Account Codes to include on the report. You use the Account Ranges screen to set these ranges (Figure 31). Figure 31 - The Account Ranges screen lets you set ranges that interact with your Account Clearance and other parameters. These Account Ranges use your Account Clearance and Parameter options to determine which Account Codes and related data are included on the report. If other users print from a report template, their Account Clearance works together with the template s Account Ranges. As a result, several users can use the same template and generate reports with customized information based on their clearance. On the Account Ranges screen, you can set several filters for a given Group, Category, or Dimension. You can set a filter to exclude the designated range, which may be more efficient than setting a greater number of include filters. TIP Because most dimension and code filters are joined as or clauses, add an include filter with the broadest range for a given dimension or code. Then, create exclude filters within the dimensions of Account Codes in the include range. WSIPC Guide to Budgetary Data Mining 34

39 To configure the Account Ranges screen: 1. In the Category ranges area, type the lowest value for the range in the Low box and the highest value for the range in the High box. 2. In the Group ranges area, type the lowest value for the range in the Low box and the highest value for the range in the High box. NOTE The Dimension area is unavailable for Groups and Categories as well as the Fund and GL Dimensions. For the other Dimensions, specific options are available based on Report Type. 3. For Account Status, select one of the following options: Active. Includes only active Account Codes. Inactive. Includes only inactive Account Codes. Active and Inactive. Includes all Account Codes regardless of their Active statuses. 4. Select the required Account Types. By default, all Account Types applicable to the designated Report Type are selected. NOTE Balance Sheet Accounts apply to Asset, Liability, and Equity Account Types. Operating Statement Accounts apply to Revenue and Expense Account Types. 5. In the Dimension Low/High area, type the lowest value for the range in the Low boxes and the highest value for the range in the High boxes. 6. Click Include and/or Exclude Filters to add or exclude filters (optional). 7. Click Save. 8. Repeat Steps 1 through 7 of this procedure to create more filters. NOTE To edit or delete a filter you ve added, click the Edit or Delete link next to a filter. 9. When you finish creating filters, click Save Ranges and Add Fields. 10. To select fields, proceed to Configuring the Report Fields Screen (page 36). WSIPC Guide to Budgetary Data Mining 35

40 Configuring the Report Fields Screen After adding filters on the Account Ranges screen, the Field Selection screen appears (Figure 32). You select which fields appear on the report, and you sort them in the order you want them to appear. You can include multiple instances of a field. Figure 32 - Field Selection screen You can perform several actions while configuring this screen. This section is divided into the following sub-sections to explain each action you perform: Selecting Fields Adding Multiple Instances of a Field Removing a Field Sorting Selected Fields Configuring Field Parameters Saving Your Report Fields Screen Configuration WSIPC Guide to Budgetary Data Mining 36

41 Selecting Fields By selecting fields, you decide which information appears on the related reports. By default, the Account Number field is selected, but you can remove this field if it is not needed in the report template. The list of available fields changes based on the Report Type. For example, the Beginning Balance field is available only for Balance Sheet and Combined B/S and O/S Report Types, while Revised Budget field is available only for Revenue/Expense and Combined B/S and O/S Report Types. To select fields: 1. Click Select Fields. TIP Combined B/S and O/S Report templates provide the greatest number of available fields. To see all fields without loading another set of records, in the records displayed box in the lower left corner of the browse screen change the number of records to display. 2. In the Select Fields list, do any of the following: Select the check box next to fields you want to include on the report. Clear the check box next to fields you want to omit from the report. Click Select All to select all check boxes at once. Click Unselect All to clear all check boxes at once. TIP BEST PRACTICE If you click on a field on the Field Selection screen, the Field Description screen appears. This screen provides detailed information about the field, including how a calculation is performed for a calculated monetary field. If you set the Print Detail option to Yes on the Parameters screen, select the Account Number field here to distinguish lines from each other. To learn more about the fields, such as the difference between Fiscal Year (FY) and FYTD, read Code Fields (page 38) and Monetary Fields (page 40). NOTE The order in which you select the fields determines the initial sequence. You can re-sort the fields after saving your selections. WSIPC Guide to Budgetary Data Mining 37

42 NOTE For Combined Report Types, the Select Fields screen provides additional columns, BS and OS, to identify if the field contains data for the following: Balance Sheet Account Types only Operating Statement Account Types only Both Account Types You can select a field regardless of the Account Codes selected for the report. However, the field displays data for only the applicable Account Types. 3. Click Save. As you save your field selections, the Report Width box in the lower-right corner shows the character width total of your template. When the report template reaches 133 characters, the report is produced in landscape orientation. When the template exceeds 172 characters, the report truncates on the right side, omitting data. However, if you convert the report to an Excel spreadsheet, all of the data exports regardless of total character width. Code Fields Code Fields are fields that describe or categorize a line of information. They identify the Account Code record or aggregation of data on reports. For most Code Fields, you can choose to show the alphanumeric or numeric code or to display the code s Description and Short Description. Because the software allows multiple instances of the same field, you can display the code and its description on the same report. The Account Number, specific Dimension, Group, and Category fields are the most common Code Fields. NOTE Code Fields is a conceptual term used in this Guide to help categorize a subset of Fields with a common purpose and features, such as Field Parameters. The Budgetary Data Mining module doesn t use this term. WSIPC Guide to Budgetary Data Mining 38

43 Revenue and Expense Fields When selecting fields for a Revenue/Expense or Combined Report Type template, several Code Fields are prefaced with REVENUE or EXPENSE, such as EXPENSE PPSS/Prj/Club and REVENUE PPSS/Prj/Club (Figure 33). The fields display the same information regardless of the Account Types of the Account Codes displayed on the report. Figure 33 - Dimension fields. In this example, the Available Fields list shows several Dimension fields that you can use to display code and descriptions specific to the dimensions. A Combined B/S and O/S Report template includes the REVENUE Rev Source/User field and General Fund Account Type Account Codes. The related reports still display the Activity values for the Expenditure Account Code and the User 1 values for the Balance Sheet Account Types, which are fifth-dimension equivalents to the Revenue Account Type s Rev Source. While you can select multiple instances of an EXPENSE or REVENUE field to display its number and its Short Description concurrently, you only need to select one instance of the desired Dimension to display the values for all Account Types on the reports. NOTE For Combined Report Types, the balance sheet equivalent fields, such as PPSS/Prj/Club and User 1 (Figure 33), also display values for all Account Types. WSIPC Guide to Budgetary Data Mining 39

44 Monetary Fields Monetary fields display balances, activity, budget, and other financial amounts. These fields have special parameters. For example, you can round to the nearest dollar and combine fields (see Creating a Combination Field (page 43) to learn how to combine monetary fields). NOTE Monetary fields is a term used in this Guide to help categorize a subset of fields that have a common purpose and common features, such as Field Parameters. The Budgetary Data Mining module doesn t use this term. Fiscal Year (FY) and FYTD Fields Several field names are prefaced with Fiscal Year (or FY or Fis Yr), or FYTD. You should understand the difference between these terms when you determine which fields are applicable for your report template. Table 7 explains the difference between the two sets of fields. For an example of how to use these fields, see Appendix A. Term Fiscal Year/FY/Fis Yr Result Fiscal Year fields show all activity or balances from September 1 to August 31 regardless of the Reporting Month (Summary Report Types) or End Date (Detail Report Types) selected when printing the related reports. Example: You select the Fiscal Year Activity field and run the report with a Reporting Month of March. The Fiscal Year Activity field shows the net total of debits and credits for entire Fiscal Year. FYTD Table 7 - Difference between Fiscal Year and FYTD FYTD (Fiscal Year-to-Date) fields display all activity or balances from September 1 to the end of the month identified by the Reporting Month (Summary Report Types) or End Date (Detail Report Types). Example: You select the FYTD Activity field and run the report with a Reporting Month of March. The Fiscal Year Activity field shows the net total of debits and credits from September 1 to March 31. WSIPC Guide to Budgetary Data Mining 40

45 Adding Multiple Instances of a Field You may want to include multiple instances of a field to display different descriptions or multiple years of activity. For example, you can add the FYTD Activity field three times and configure the Year Field Parameter for each instance so the current year and the last two years of data appear on the report. To add multiple instances of a field: 1. From the Fields to include in processing list on the Field Selection screen, select the field that you want to create multiple instances of. 2. Click Clone Field. 3. Repeat steps 1 and 2 to add more instances of this field or other fields. For an example of a report with multiple instances of a field, see Appendix A. Removing a Field After you select or clone a field, you may decide that you no longer want it to appear on reports produced by this template. To remove a field: 1. From the Fields to include in processing list on the Field Selection screen, select the field that you want to remove. 2. Click Remove Field. The following message appears: Click OK to continue with the removal. 3. Click OK. WSIPC Guide to Budgetary Data Mining 41

46 Sorting Selected Fields You can sort fields in any order. Fields listed top to bottom in the Fields to include in processing list (Figure 34) appear left to right on the report. To sort the selected fields: 1. In the Fields to include in processing list on the Field Selection screen, select a field (Figure 34). 2. Do one of the following: To move the field to the left on the report, click Up. To move the field to the right on the report, click Down. 3. Repeat steps 1 and 2 to reposition other fields. Figure 34 - Field Order. The fields appear on the report based on their order in the Fields to include processing list. WSIPC Guide to Budgetary Data Mining 42

47 Configuring Field Parameters After you select fields for your template, you can change the fields Field Parameters, such as the column label and length. You can also combine monetary fields with other monetary fields. The following sub-sections explain the Field Parameters: Creating a Combination Field Printing Budget Detail Creating More Detailed Headings (Heading 1 and Heading 2) Determining a Field Length Adding a Comment Determining the Display of a Code Field Selecting Signage for Monetary Values Selecting a Relative Year Selecting Edited Option (Thousand Separator) Selecting Whole Number Option (Rounding) Setting the Month-To-Use Parameter Setting the Fiscal Year Option Parameter After you select and configure the fields, see Saving Your Report Fields Screen Configuration (page 61) to learn how to save your work. Creating a Combination Field The Type parameter includes an option of Combination (Figure 35). The Combination option allows you to combine a monetary field with another field. For example, you can add an instance of the Fiscal Year Activity field for the Current Year and add it to the previous year s Fiscal Year Activity value. The following procedure assumes you have the Field Selection screen active. To create a Combination field: 1. Add the first field that you want to combine. For instructions on adding a field to your template, see Selecting Fields (page 37). The Combo Calculation option that you want to use can determine which field to select first. (Table 8 on page 45 shows the available options). 2. In the Fields to include in processing list, select the first field. 3. In the Field Parameters area, select Combination (Figure 35). 4. In Combo Parameters area s Description box (Figure 35), select the second field that you want to use in this combination calculation. NOTE You can combine only two fields. WSIPC Guide to Budgetary Data Mining 43

48 5. In the Year box (in the Combo Parameters area), click the arrows to select the year for the second field. TIP With a Year parameter for both areas, you can select a field and then combine it with itself for a different year, creating a two-year total, difference, or percent change. 6. In the Combo Calculation area, select an option. See Table 8 for a description of each option. 7. When you have configured all fields, proceed to Configuring the Sources Screen (page 62). Figure 35 - The Combination option is selected, which opens the Combo Parameters area WSIPC Guide to Budgetary Data Mining 44

49 Combo Calculation Options The Combo Calculation area provides options for how the two fields are combined. Table 8 provides information on the available options. Option Amount Total Amount Difference (Amt 1- Amt 2) Percent (Amt 2/Amt 1)* 100 Description Adds the Field Parameters field and the Combo Parameters field together. Subtracts the Combo Parameters field from the Field Parameters field. Example: A Field Parameters field value is $5,500, and the related Combo Parameters field value is $4,000. The Amount Difference is $1,500. Calculates the percentage of the Combo Parameters field compared to the Field Parameters field. Example: A Field Parameters field value is $1,000, and the related Combo Parameters field value is $400. The Percent is 40. Percent (Amt 1-Amt 2)/Amt 2)* 100 Table 8 - Combo Calculation options Calculates the percentage change between the Field Parameters field and Combo Parameters field. The Field Parameters field is considered the old or original value. Example: A Field Parameters field value is $1,000, and the related Combo Parameters field value is $400. The percent is 150. WSIPC Guide to Budgetary Data Mining 45

50 Example of how to use Combo Calculation options: Figure 35 shows a template with the Batch Activity field selected. This field is combined with the Encumbered Amount field using the Amount Total option, which means that the two fields are added together. In Figure 36, the report shows the two fields individually (the two fields are both explicitly selected again for the template) and the Combination field, Encumbrance + Batch Activity, from Figure 35. Figure 36 - Results of a Combination Field. This report shows the results of the Combination field from Figure 35. You can use these options to create a customized field, or make a report more efficient and to save space on the width of the report, such as the example in Figure 35 and Figure 36. WSIPC Guide to Budgetary Data Mining 46

51 Printing Budget Detail The Type parameter may include an option of Print Budget Detail (Figure 37). The Print Budget Detail option shows budget detail lines (itemizing Account Codes budget) that your district may have created when developing its budget. The Budget Details, such the employees, position, and assignments, appear after the related Account Code (if Budget Details exists for the Account Code and the Fiscal Year on the Runtime Parameter screen). Figure 37 - Print Budget Detail is a Type option The Print Budget Detail option is available only for the Revenue/Expense Summary Report Type. Furthermore, this option is available for the Original Budget and Budget Type fields only (denoted with (Budget Type) after the Short Description of the Budget Type). Creating More Detailed Headings (Heading 1 and Heading 2) The Heading 1 and Heading 2 parameters appear at the top of reports pages as column headers. These boxes are common Field Parameters that every selected field has. Figure 38 shows an example of the selected Account Level Description field s Heading 1 and Heading 2 boxes. The Heading 1 value is Account Level, and the Heading 2 value is Description. Figure 38 - Heading 1 and Heading 2 boxes WSIPC Guide to Budgetary Data Mining 47

52 Changing Heading Defaults When you select a field, the values default into Heading 1 and Heading 2. To change the heading default: 1. Select a field in the Fields to include in processing list. 2. In the Field Parameters box, type the titles into the Heading 1 or Heading 2 box. TIP BEST PRACTICE You don t have to type values in both boxes. If you only need one box to title the field s column, type the title in the Heading 2 box because it s the closer of the two boxes to the body of a report. Enter titles that are meaningful for the report s audience. Example: The EXPENSE Object/User 2 field defaults with the heading OBBB. Your audience may appreciate a heading of Object or Description, if you are displaying the Object values Short Descriptions or Descriptions. Determining a Field Length The Length or # of Digits parameter determines the character width of the field on the report. While available for all fields, the Field Parameter is called Length when used for non-monetary fields. It is called # of Digits when used for monetary fields. For monetary fields, the # of Digits parameter value determines the number of digits to the right of the decimal point. To learn how to change the value to a whole number, see Selecting Whole Number Option (Rounding) (page 56). At a minimum, set a field s length to show the entire set of values in the column (that is, don t truncate values) or to show all of the Heading 1 or Heading 2 value. Consider increasing the length to add space between adjacent fields values. Spaces between fields make it easier to determine where one column ends and another column begins. NOTE For a monetary field, reports display question marks (?????) for values with digits that exceed the width defined in the # of Digits box. If you see this condition, increase the value in the # of Digits box. WSIPC Guide to Budgetary Data Mining 48

53 Adding a Comment The value entered in the Comment parameter box, which is limited to thirty characters, appears in the Comment column on each line. Figure 39 shows a template with its Budget Status option set to Over Budget Only Unexpended Balance, so only Account Codes with negative unencumbered balances appear on the report. Select the Comment field to show a message next to each line, with directions on what to do if the Account Code is Over Budget. Figure 39 - In this example, the Comment field s Heading 2 is changed to Over Budget? and the Comment box is set to Yes. Contact the Bus. Office. Figure 40 shows the results of the configuration in Figure 39. The Comment parameter value appears in the Comment field, which is now labeled Overbudget? Figure 40 -This report shows the results of the Comment box configured in Figure 39. The Comment box is often left blank because the Comment field can be used to provide a space on the report for writing comments on printed copies. The Heading parameters are often changed to identify the comment that should be written into the space on the report. For example, you can have a heading of Initial Here that administrators can use to confirm that they ve reviewed line items. WSIPC Guide to Budgetary Data Mining 49

54 Determining the Display of a Code Field The Display parameter is available for Code Fields only, such as Account Number, Category, and REVENUE Loc/Use/Yr/User. The Display parameter requires you to select one of three options: Number, Description, and Short Description. The option you select appears on the report for the selected field. The Number option is typically a field s alphanumeric code. The Description and Short Description typically come from the code s setup screen, such as the Account Description screen (FM\SE\CO\AM\AD) or the Group Code setup screen (FM\SE\CO\AM\GC). Figure 41 shows an example where the EXPENSE Object/User 2 field is selected. Because it s a Code Field, the Display parameter is available. In this case, the field is set to show the Object values descriptions. Figure 41 - The Display parameter In Figure 42, the Object column is an instance of the EXPENSE Object/User 2 field with its display parameter set to Number. The Object numeric values appear in this column. The second instance of the EXPENSE Object/User 2 field appears in the Description column and is configured as shown in Figure 41, with its display parameter set to Description. This column shows the Object dimensions description values from the Account Description table. WSIPC Guide to Budgetary Data Mining 50

55 Figure 42 - Sample report using the example in Figure 41 Account Number The Account Number field is a Code Field, and you choose a Display option for it. The Number option displays the entire 35 character Account Code. Whereas, the Description and Short Description options display the applicable descriptions of the Account Codes combined dimensions. The Account Code Display option determines which dimensions appear. Figure 43 shows an example of a report generated from a template with the Account Number field selected and configured to display the Short Description. Figure 43 - The Account Number field is selected and its Display parameter is set to Short Description. WSIPC Guide to Budgetary Data Mining 51

56 Dimension Fields A popular way to display a description for a line of information is to target only specific dimensions. Depending on your report s audience, you may only need to show one or two dimensions to make the report relevant. In the Figure 42, a template was set up with just the Object dimension field selected. While the first instance of the field shows the numeric value, the second instance is configured to show the description (Figure 41). BEST PRACTICE If you include only specific dimensions on your report, configure your report so its Print Detail option is set to No. This configuration removes the appearance of redundant dimension field values on the report, which can occur when the Account Number field (or all of the dimension fields) is not included on the report. When you set the Display parameter to Description or Short Description for a selected dimension field, such as EXPENSE Object/User 2 field, the template pulls the values from the Account Dimension table when the template is printed. Figure 44 shows the Account Description records that comprise the description shown on Figure 42. For example, Object 7040 for Fund 10 has a Long Description of WATER/SEWER. This Long Description appears on the report in Figure 42. If you want to change the description related to a specific dimension value, you must change the related Account Description record. Figure 44 - The Account Dimension Setup is the source for Short Descriptions and Descriptions for selected dimension fields. WSIPC Guide to Budgetary Data Mining 52

57 Selecting Signage for Monetary Values The Sign parameter, which is available for monetary fields only, determines the display of signage for negative values (Figure 45). Figure 45 - The Sign parameter determines the type of sign and its relative location to the values. WSIPC Guide to Budgetary Data Mining 53

58 The Format box provides an example of where the sign appears on the report. For a monetary field, such as FYTD Unencumbered Balance, set the Sign parameters to one of the options shown in Table 9. The Format box, which appears just above the Sign parameter in the Field Parameters area, previews how the selected option impacts the values on subsequent reports. Use the Format box to determine whether the selected signage is the appropriate one for the selected field. Option Description Left Displays a minus sign to the left of a value. Typically, this option is used to denote a negative balance as opposed to a credit balance or net activity. This option is also ideal for exporting to an Excel spreadsheet because the values retain their numeric characteristic. Displays CR to the right of a value, indicating a credit. CR Right Left with % Table 9 - Sign parameter options For Balance Sheet Account Types, Budgetary Data Mining assumes all debit balances and net activity are positive figures and all credit balances and activity (including net Equity Transfers) are negative. However, based on general accounting principles, a credit balance is considered a normal balance for Liability and Equity (Fund Balance) Account Codes. If you select this option, Liability and Equity Account Type Account Code balances appear appropriately and readers aren t led to believe there are negative balances in these Account Codes (with credit balances). This option is ideal for Fund Balance reports. Displays a minus sign to the right of a value. For percentage formatted fields only, such as FYTD Percent (W/Enc), this displays a minus sign to the left of a value. This option is also available for Combination fields that have their Combo Calculation parameter set to one of the Percent options. WSIPC Guide to Budgetary Data Mining 54

59 Selecting a Relative Year For monetary fields and Fiscal Year sensitive fields, such as Equity Summary Acct and Crosswalk Account, the Year parameter determines which Fiscal Year, relative to the selected reporting year, to pull data for. To select a relative Year: Click the arrow button to the right of the parameter. Example: For a Revenue/Expense Summary template, you select the FYTD Activity field and set it to Prev Year 2. You print the template with Runtime Report Parameters: Selected Month of December and Year of 2013 (that is, ). For the FYTD Activity field, the generated report displays activity through June of , which is two years before the selected Runtime Report Parameter Year. Creating a Trend Report By selecting multiple instances of the same field and changing the Year to different relative year options, you can create an effective trend report. See FYTD Activity Trend Report for MSOC By Location in Appendix A for an example. TIP To get a better understanding of Revenue and Expense Account Codes related equity Account Codes (for closing) and Crosswalk aliases, select multiple instances of these fields and set the Year parameter appropriately. Selecting Edited Option (Thousand Separator) Selecting the Edited parameter, which is available for monetary fields, includes thousand separators (commas) in the numeric values of the selected field. Example: For Revenue/Expense Summary Reports, you select the FYTD Unencumbered Balance field. The value for the Account Code shown in Table 10 is $5,123, Table 10 shows the results of selecting or not selecting the Edited option on this value. Edited Option Expressed Amount Selected 5,123, Not Selected Table 10 - The Edited parameter s impact on a value ($5,123,000.00) WSIPC Guide to Budgetary Data Mining 55

60 The Format box just above the Sign parameter in the Field Parameters area shows how the Edited option appears on the report. Use the Format box to determine whether Edited or Whole Number is appropriate for the selected field. TIP If you plan to export the data to Excel and then import the spreadsheet as a comma-separated value (CSV) file, clear the Edited check box. By making this selection, the values exclude the commas for the thousand separators, and they won t interfere with the field separation in the CSV file. Selecting Whole Number Option (Rounding) The Whole Number parameter, which is available for monetary fields, expresses numeric values as cents or whole dollars. If you select this option, figures are rounded to the nearest whole dollar. Example: For Revenue/Expense Summary Reports, you select the FYTD Unencumbered Balance field. The following values appear on the report based on the Whole Number option setting (Table 11). Actual Value Expressed Amount Whole Number Not Selected Expressed Amount Whole Number Selected Table 11 - Impact of the Whole Number Option The Format box, just above the Sign parameter in the Field Parameters area, shows how the Whole Number option appears on the report. Use the Format box to determine whether Edited or Whole Number is appropriate for the selected field. NOTE Amounts are rounded for each Account Code. If a template has its Print Detail option set to No, the report still rounds the amounts at the individual Account Code level before summarizing to the Break totals (without rounding again at the Breaks). WSIPC Guide to Budgetary Data Mining 56

61 Setting the Month-To-Use Parameter The Month To Use parameter, which is available for Monthly fields only, determines how the selected field collects and displays data. You select one of the options, explained in the following sections: Report Ranges Auto-Generate Report The Report option displays the monthly data for the selected month in the reporting Fiscal Year. For example, you select the Monthly Activity field and set the Month To Use option to Report. When printing the related report (Revenue/Expense Summary Report Type), you select the month of November. The field returns net activity for November. This option is the one most often selected for Monthly fields. Ranges The Ranges option sums monthly data for a selected range of months in the reporting Fiscal Year. When you select the Ranges option, two boxes appear underneath it as shown in Figure 46. The months selected in these boxes constitute the month range. The Ranges option sums from the earliest selected month to the latest selected month. The results appear on the report. Figure 46 - The Month To Use parameter is set to Ranges WSIPC Guide to Budgetary Data Mining 57

62 Example: In Figure 46, the Month To Use field is set to Ranges and the boxes beneath are set to September and November. For each applicable Account Code, the system sums activity for September, October, and November. The template also includes three more instances of the Monthly Activity field to sum the other quarters of the Fiscal Year. Figure 47 shows the results of this configuration. The Activity is summed for three-month periods. Figure 47 - This report includes the instance of the Monthly Activity field shown in Figure 46. The report uses the Ranges option to create quarterly sums within the Fiscal Year. The months span the Fiscal Year, so September is the earliest month for a range. The months can t cross Fiscal Years. For example, you can t choose a range between July and September. WSIPC Guide to Budgetary Data Mining 58

63 Auto-Generate The Auto-generate option automatically adds a Monthly field, for each month from September to the month selected, when printing a related report. This option is a quick and convenient way to create Monthly fields. The report width increases as you include months, so you should limit other fields selected for the report. Example: A template only includes one instance of the Monthly Activity field, and the Month To Use parameter is set to Auto-generate. The report is run through January. Figure 48 shows a related report. The Monthly Activity field automatically creates a Monthly Activity field from September to January. Figure 48 - Impact of the Auto-generate option Setting the Fiscal Year Option Parameter The Fiscal Year Option parameter, which is available for Fiscal Year fields only, determines how the selected field collects and displays data. You select one of the options, which are explained in the following sections: Report Ranges Auto-Generate Report The Report option displays the yearly data for the selected year in the reporting Fiscal Year. For example, you select the Fiscal Year Activity field and set the Fiscal Year Option to Report. When printing the related report it accumulates the totals from September through August for the option you selected in the Year parameter. WSIPC Guide to Budgetary Data Mining 59

64 Ranges The Ranges option sums yearly data for a selected range of years in the reporting Fiscal Year. When you select the Ranges option, two boxes appear underneath it as shown in Figure 49. The years selected in these boxes constitute the year range. The Ranges option sums from the earliest selected year to the latest selected year. The results appear on the report. The Range option includes two options: All Previous Year Activity and All Activity for All Years. Example: In Figure 49, the Fiscal Year Option field is set to Range and the boxes beneath it are set to Previous Year 1 and Next Year 1. For each applicable Account Code, the system sums activity for the Previous Year, Current Year, and Next Year. Figure 50 shows the results of this configuration. The Activity is summed for three Fiscal Year periods. Figure 49 - The Fiscal Year Option parameter is set to Range Figure 50 - This report includes the instance of the Fiscal Year Activity field shown in Figure 49. The report uses the Ranges option to create yearly sums. WSIPC Guide to Budgetary Data Mining 60

65 Auto-Generate The Auto-generate option automatically adds a Yearly column for each year selected, when printing a related report. This option is a quick and convenient way to create Yearly fields. The report width increases as you include years, so you should limit the other fields you select for the report. Example: The template for the report shown in Figure 51 only includes one instance of the Fiscal Year Activity field, and the Fiscal Year Option parameter is set to Auto-generate. The report is run through May of the Current Year. Figure 51 shows that the Fiscal Year Activity field automatically creates a Prior Years field from Previous Year 2 through Current Year. Figure 51 - Impact of the Auto-generate option Saving Your Report Fields Screen Configuration After you select and modify fields, you save your configurations. Saving a Summary Report Type Template To save your Field Selections for a Summary Report Type template: 1. Click Save and Back. Your report template is complete. 2. Proceed to Generating Reports (page 74) to generate a report from this template. Saving a Detail Report Type Template To save your Field Selections for a Detail Report Type template: 1. Click Save and Add Sources, to save your Field Selections. 2. Continue to the next section: Configuring the Sources Screen (page 62). WSIPC Guide to Budgetary Data Mining 61

66 Configuring the Sources Screen Available only for Detail Report Type templates, the Sources screen lets you determine which detail transactions appear on the report. This screen also offers other options for printing subtotals, summaries, and for controlling different aspects of detail transactions. The detail transaction lines underneath an Account Code are always sorted by Posting Date (that is, they appear as the Date column on the Detail Report). You can t change the sort; however, you can use the following procedure to customize what information appears for the transaction and how it is summarized in the detail sections. To configure the Sources screen: 1. In the Sources list (Figure 52), select the source/application, such as AP or CR, to include a summary of its transactions underneath the Account Codes. The transaction lines are summarized by Batch Code and Account Update. To learn more about selecting detail, see Selecting Detail for Your Sources (page 64). NOTE The Source, AR, refers to the General Inputs AR module (Financial Management\Account Management\GI\AR). Typically, Washington State districts don t use this module. Instead, districts use the full AR module (FM\AR) to create invoices and record payments. Detail transactions for the AR module are included when the ARSY Sources are selected. In the Detail column, select the check box for each selected Source that you want to show individual transactions for. To learn more about selecting detail for your sources, see Selecting Detail for Your Sources (page 64). BEST PRACTICE For Transaction Recap Reports, select Detail check boxes so you get all of the transaction detail for the Source(s) you selected. For more information on Detail, see Selecting Detail for Your Sources (page 64). 2. For the Sign parameter (at the bottom of the screen), select one of the following options: Left. Displays minus signs at the left of the detail transactions Amounts. CR. Displays term, CR, at the right of the detail transactions Amounts. Right. Displays minus signs at the right of the detail transactions Amounts. 3. Configure the options to the right of the Sources list as needed. To learn about each option, see Selecting Additional Sources Options (page 67). NOTE NOTE You must select a Purchase Order Parameters option for purchase orders to print on reports. To learn how, see Purchase Order Parameters (page 72). The Include Budget Requisitions option isn t applicable for Washington State users. WSIPC Guide to Budgetary Data Mining 62

67 4. Click Save. Your template is complete. 5. Do one of the following: To make changes to the template, select the appropriate tab on the left side of the Budgetary Data Mining screen and edit as needed. To add a new template, delete this template, or clone this template, click the corresponding button in the upper-right corner of the screen. If your template is complete, click Back in the upper-right corner of the screen. Figure 52 - On the Sources screen, you decide which transactions to include on a Detail Report Type Report based on their sources/applications. WSIPC Guide to Budgetary Data Mining 63

68 Selecting Detail for Your Sources After selecting a Source, you can select the associated Detail check box to include individual detail lines and their related information, such as Invoice or Receipt number. The Impact of Not Selecting Detail If you don t select a Detail check box, Budgetary Data Mining summarizes the transaction by Batch Code and Accounting Update. Because the transaction lines are summarized, the report excludes the following individual transaction data: Vendor Name or Reference PO # or Line # Invoice # or Additional Description Invoice Date Check # or Receipt # Check Date The Description column s values are set to Summary Total to indicate that the lines may represent multiple individual transactions. In Figure 53 an AP Source is selected, but the related Detail check box is not selected. Figure 53 -The AP source is selected, but the related Detail check box is not selected. WSIPC Guide to Budgetary Data Mining 64

69 Figure 54 shows the results of the configuration in Figure 53. The lines are summarized by Batch Code and Accounting Update. Information such as Vendor Name and PO # are not available because a line may represent many individual transactions. NOTE The report includes two lines for 09/13/13 and Batch Code, GFI912DA, because they were processed by separate Accounting Updates (that is, Batch Updates). The line for 09/24/13 represents two transactions with the same Batch Code that are included in the same Accounting Update. Figure 54 - This report shows the results of the configuration in Figure 53. TIP Accounting Update is a single event denoted by the Update ID. To see if transactions with the same Batch Code were included in the same Accounting Update, access Tab 3 (Activity) on the Chart of Accounts screen (FM\CA\CA). Each line represents transactions grouped by Batch Code and Accounting Update. However, lines with a Sub-source of AU and AS might be grouped by Accounting Update only. Click View to see the individual transactions. If you scroll to the right on Tab 3, you can view the Update ID. In addition, the View Update History module (Financial Management\Account Management\PS\AU\VU) shows detail history by Accounting Update. Selecting Detail When you select a Detail check box, the report details the transactions. Because lines represent individual transactions, the related reports include individual transaction data as follows: Vendor Name or Reference PO # or Line # Invoice # or Additional Description Invoice Date Check # or Receipt # Check Date The Description column s values now show detail from the transactions too. WSIPC Guide to Budgetary Data Mining 65

70 Figure 55 shows the same template from Figure 53 with its Detail check box selected for the Source, AP. Figure 55 - In this example, a template is configured to include Detail for AP. Figure 56 shows a report using the configuration in Figure 55. The transactions are now separated out. The report also includes the Vendor Name and PO number for the transactions. NOTE The two transactions that comprised the 09/24/13 line in Figure 54 are now detailed on this report. Figure 56 - This report reflects the configuration from Figure 55. WSIPC Guide to Budgetary Data Mining 66

71 Selecting Additional Sources Options The options on the right side of the Sources screen (Figure 57) provide additional summarization features for detail transactions. Some of the options also help limit transactions by providing filtering capabilities. The following sections describe the options in this area of the screen. Figure 57 - Additional options on the right side of Sources screen WSIPC Guide to Budgetary Data Mining 67

72 Print All Accounts in Filter Range The Print All Accounts in Filter Range option determines whether all Account Codes in the template s Account Range (and user s Account Clearance) appear on the report. If you don t select this option, only Account Codes with transactions posted within the Start Date and End Date range (when printing a related report) are included on the report. By not selecting this option, you can focus your reports just on Account Codes with transactions relevant to your selected date range. If you select this option, the report includes all Account Codes in the template s Account Range even if the Account Codes don t have any transactions posted between the report s Start Date and End Date. Select this option if you want to view Account Code level information. Example: You run a Detail Report from October 1 st to October 31 st to capture its October transaction, but you still want to see Year-to-Date summary information at the Account Code level. If you select the Print All Accounts in Filter Range option, the report includes all Account Codes including those with postings only in September. NOTE The Print All Accounts in Filter Range option can work in tandem with Exclude Account If It Has No Amount in Fields Selected option on the Report Parameters screen. For example, you can select the Print All Accounts in Filter Range option and choose to exclude accounts if they don t have any dollar amounts in the fields you ve chosen to use on the Report Template. WSIPC Guide to Budgetary Data Mining 68

73 Print Monthly Totals The Print Monthly Totals option adds a subtotal for each month. The subtotal is placed after the last transaction in the month for the given Account Code. Figure 58 shows a report generated from a template with the Print Monthly Totals option selected. The report ran for a Start Date and End Date range of 09/01/2013 to 11/30/2013. On the right side of Figure 58, September, October, and November appear under the last transaction for the respective month. The report shows a monthly subtotal at the far right side of the report (not included in Figure 58). Figure 58 - The Print Totals option adds monthly subtotals in the detail transaction section under each Account Code. Print Account Summary The Print Account Summary option prints a summary breakdown of budget, spent/used, and unencumbered or unused for each Account Code on related reports. It provides an efficient way to view the detail line s amounts for budgetary management. This option is available for all Report Types, and the summary information changes for the Account Type of the Account Code. The Account Summary lines appear at the end of an Account Code s detail section. Figure 59 shows a section of an Account Summary line for an Expense Account Code. The line also includes Open status purchase orders and unencumbered amounts. Figure 59 - The Account Summary line, which appears at the end of each Account Code s detail section WSIPC Guide to Budgetary Data Mining 69

74 The option also provides a grand Account Summary total at the end of the report as shown in Figure 60. Figure 60 - A Grand Totals Account Summary prints at the end of the report when the Print Account Summary option is selected. Print Only Source Totals (Suppress Detail) The Print Only Source Totals option suppresses the transaction detail lines providing only a Source summary total in the detail section for each Account Code. NOTE The detail transaction lines are suppressed regardless of whether or not you select the Detail options for the Sources. In Figure 61 the detail lines are suppressed and the Source subtotals remain. Figure 61 - Print Source Totals option Print Accumulated Detail Subtotals The Print Accumulated Detail Subtotals option prints subtotals of the detail transaction amounts for each Break point you select on the Breaks screen. This option allows you to summarize detail at the same point that the Account Level information is summarized, and allows you to compare Accumulated Detail Subtotals. TIP When using this option, set the Break Level Attribute labeled Break to Double or Page to easily find the Accumulated Detail Subtotal points on the related reports. Truncate Detail Fields The Truncate Detail Fields option stops the Vendor Name/Ref and Description columns at the column width instead of wrapping the data to the next lines. TIP This option saves space on the report if the first portions of the Vendor Name/Ref and Description values are sufficient. WSIPC Guide to Budgetary Data Mining 70

75 Figure 62 shows an example of a report with the Truncate Detail Fields option not selected. Note how the second transaction wraps the Vendor Name and the Description values. Figure 62 -The Truncate Detail Fields option is not selected. Figure 63 shows the same report shown in Figure 62 with the Truncate Detail Fields option selected. The Vendor Name and Description values are truncated and don t carry over to the next line. Figure 63 - The Truncate Detail Fields option is selected. WSIPC Guide to Budgetary Data Mining 71

76 Purchase Order Parameters The Purchase Order Parameters option determines which purchase orders are included on the report based on the dates the purchase orders were open relative to the End Date you select when you print the report. To include purchase orders on the report, you must select one of these options. The options are explained in Table 12. Option Description Includes purchase orders in Open status and purchase orders in History status that were in Open status at the end of the month defined in the End Date box. Print all open Purchase Orders as of the report end date and beyond. Example: An Open purchase order is posted/encumbered to 12/10/2013. Another purchase order is currently in History status, but was encumbered (posted to an Open status) on 11/15/2013 and closed in 03/15/2014. For a report which runs with an end date of 11/01/2013, both purchase orders are included. For a report which runs with an end date of 02/28/2014, both purchase orders are included because they were both in Open Status at the end of February For a report which runs with an end date of 03/01/2014, only the Open purchase order is included because the historical purchase order was not in Open status at the end of March WSIPC Guide to Budgetary Data Mining 72

77 Option Description Includes purchase orders in Open status that were posted to the same month as the month in the End Date box, and purchase orders in History status that were in Open status at the end of the month defined in the End Date box. Print Only Purchase Orders open as of the report end date (month/year) Example: An open purchase order is posted/encumbered to 12/10/2013. Another purchase order is currently in History status, but was encumbered (posed to an Open status) on 11/15/2013 and closed in 03/15/2014. For a report which runs with an end date of 11/01/2013, only the historical purchase order is included because the Open purchase order was posted in the next month, December For a report which runs with an end date of 02/28/2014, both purchase orders are included because they were both in Open status at the end of February For a report which runs with an end date of 03/01/2014, only the Open purchase order is included because the historical purchase order was not in Open status at the end of March Table 12 - Description of Purchase Order Parameters options Include Budget Requisitions At this time, Budget Requisitions are not applicable for Washington State districts. WSIPC Guide to Budgetary Data Mining 73

78 Generating Reports You generate reports from existing report templates. For general information about how to generate, maintain, and schedule reports, see the WSIPC Guide to Skyward s School Management System. This section contains tips related to reports and report templates created for Budgetary Data Mining. TIP Once the report is generated in the Print Queue, you can convert it to a Microsoft Excel spreadsheet and use Excel s features to analyze and present the data. Generating a Summary Report When you generate a report from a Summary Report Type template, such as a Balance Sheet Summary Report Type, you select the Month and Year (Figure 64). Skyward s School Management System uses this information to determine the month and Fiscal Year that is applied to collecting data for the selected fields, such as FYTD fields. For example, a month of January and year of 2014 is interpreted as January of Fiscal Year To generate a Summary Report: 1. Go to Financial Management\Account Management\RP\DM. 2. In the Budgetary Data Mining template list, select the report template that you want to use to generate a report. 3. Click Print. 4. If the Account Ranges screen opens (due to the Open Account Range Filter screen parameter), modify the parameters and click Close Ranges and Select Rpt Month. NOTE You can only modify the template s Account Ranges if you are listed in the Created By column. 5. In the Reporting Month box (Figure 64), select one the following options: Current Month. The print job uses the month and Fiscal Year of the date when the job is processed. Prior Month. The print job selects the previous month (and related Fiscal Year) relative to the date when the job is processed. Entered Month. The print job uses the month and year that you select. WSIPC Guide to Budgetary Data Mining 74

79 6. If you selected the Entered Month option in the Reporting Month box, do the following: In the Select Month, select the month for the report. In the Year, select the calendar year that corresponds with the month. The process combines the Select Month and Year to determine the applicable Fiscal Year. 7. Select the Print Title Page option to include a title page. 8. Select the Print Greenbar option if you want the report to print in green bar. 9. For the Runtime Report Setup area, choose one of the following options: Use current setup no change. The print job uses the selected template s configurations. Change setup for this run only do not save. This creates a temporary copy using configurations set during this run. Change setup for this run and save setup. This creates a new, permanent copy of the template with the configurations set during this run. 10. If you selected the Change setup for this run only do not save option or the Change setup for this run and save setup option, type a new report name in the Report Name box. 11. If you selected the Change setup for this run only do not save option or the Change setup for this run and save setup option, select one of the following: Parameters. Opens the Report Parameters screen. Breaks. Opens the Account Breaks screen. Select a Sequence to sort the Account Codes and set Breaks to subtotal monetary fields. Account Ranges. Opens the Account Ranges screen. Set filters for dimensions, Group, or Category codes. Field Selection. Opens the Field Selection screen. Select the fields to include appear on the report. 12. In the selected screen, make changes and click Save and Back or Back. 13. Repeat steps 11 and 12 to make additional changes. WSIPC Guide to Budgetary Data Mining 75

80 14. On the Runtime Parameters screen, click Print. After the print processing completes, the following message appears: [Report Type]: [Report Name]: [Month]/[Year] has finished processing. TIP If the print job takes a while to finish, press the F5 key on your keyboard (from the My Print Queue screen) to refresh the current status of the job. When the job is complete, double click the job s Report Description to open it. 15. Click View Report. The report opens in a PDF viewer. You can save or print the report using the PDF viewer s options. Figure 64 - Runtime Parameters screen for a Summary Report WSIPC Guide to Budgetary Data Mining 76

81 Generating a Detail Report When you generate a report from a Detail Report Type template, such as a Balance Sheet Detail Report Type, you select the Start Date and End Date (Figure 65). Skyward s School Management System uses this information to determine the month and Fiscal Year that is applied to collecting data for the selected Fields, such as FYTD fields. For example, a Month of January and Year of 2014 is interpreted as January of Fiscal Year Skyward s School Management System also uses this date range to determine which transactions to include based on their Posting Dates. To generate a Detail Report: 1. Go to Financial Management\Account Management\RP\DM. 2. In the Budgetary Data Mining template list, select the report template that you want to use to generate a report. 3. Click Print. 4. If the Account Ranges screen opens (due to the Open Account Range Filter screen parameter), modify the parameters and click Close Ranges and Select Rpt Month. NOTE You can only modify the template s Account Ranges if you are listed in the Created By column. 5. In the Start Date box, type or select the earliest date for the Posting Date range. 6. In the End Date box, type or select the latest date for the Posting Date range. 7. Select the Print Title Page option to include a title page. 8. Select the Print Greenbar option if you want the report to print in green bar. 9. For the Runtime Report Setup area, choose one of the following options: Use current setup no change. The print job uses the selected template s configurations. Change setup for this run only do not save. This creates a temporary copy using configurations set during this run. Change setup for this run and save setup. This creates a new, permanent copy of the template with the configurations set during this run. WSIPC Guide to Budgetary Data Mining 77

82 10. If you selected the Change setup for this run only do not save option or the Change setup for this run and save setup option, type a new report name in the Report Name box. 11. If you selected the Change setup for this run only do not save option or the Change setup for this run and save setup option, select one of the following: Parameters. Opens the Report Parameters screen. Breaks. Opens the Account Breaks screen. Select a Sequence to sort the Account Codes and set Breaks to subtotal monetary fields. Account Ranges. Opens the Account Ranges screen. Set filters for dimensions, Group, or Category codes. Field Selection. Opens the Field Selection screen. Select the fields to include appear on the report. 12. In the selected screen, make the desired changes and click Save and Back or Back. 13. To make other changes, repeat Steps 11 and On the Runtime Parameters screen, click Print. After the print processing completes, the following message appears: [Report Type]: [Report Name]: [Month]/[Year] has finished processing. TIP If the print job takes a while to finish, press the F5 key on your keyboard (from the My Print Queue screen) to refresh the current status of the job. When the job is complete, double click the job s Report Description to open it. 15. Click View Report. The report opens in a PDF viewer. You can save or print the report using the PDF viewer s options. WSIPC Guide to Budgetary Data Mining 78

83 Figure 65 - Runtime Parameters screen for a Detail Report WSIPC Guide to Budgetary Data Mining 79

84 Assigning Account Clearance Groups to Users Creating effective Account Clearance groups leads to fewer report templates because users can use the same report templates to generate reports specific to their Account Codes. This reduces the time your district s Budgetary Data Mining Report writers have to spend creating report templates. TIP Implementing One-Click Access Encourage users to add Budgetary Data Mining to their Favorites list so they can access the module with fewer clicks. If users display the Favorites widget on their Home screen dashboard, they can open Budgetary Data Mining with one click. WSIPC Guide to Budgetary Data Mining 80

85 Configuring WESPaC for Reporting As you implement Budgetary Data Mining in your district, you can set administrative options and add Sequences to enhance the results of your reports and other district staff members reports, such as Expenditure Detail Reports. The following sections will help you determine whether you should make any configuration changes: Displaying the Account Code Description Assigning Security Additional Report Security Granting Access to the District Report Template Option Creating Account Sequences Setting Up Account Code Clearance Displaying the Account Code Description You can choose how the concatenated Account Code Description appears on reports. When you create a report template, you can select the field, Account Number, and select the display option Description or Short Description. Consequently, the related report combines dimension (segment) descriptions together and displays the descriptions as one string. The Account Description Display Options area determines which dimensions appear in the Account Number field string. NOTE The Account Number field s description option is different from the Account Level Description, which is a description you add for an entire Account Code. Alternatively, you can select individual dimensions for a report and display their descriptions. In the Account Description Display Options area of Account Management (SA\FM\FM\Account Management), you can choose up to six dimensions for the Operating Statement Account Codes (Revenue and Expense Account Codes) and the Balance Sheet Account Codes (Asset, Liability, and Equity Account Codes), independently. You also can select the order, and you don t have to follow the regular Account Code dimension order (such as Fund, Account Type, GL Account, Program, etc.) The following two examples illustrate how settings on the Account Description Display Options screen impact Account Codes Descriptions on reports. WSIPC Guide to Budgetary Data Mining 81

86 Example #1 You set up the Account Description Display Options screen as shown in Figure 66. Figure 66 - The Account Description Display Options screen. Note the Operating Statement configuration for this example. For a given Budgetary Data Mining Report, you select the Account Number field and choose to display its Short Description. Figure 67 shows the results. Figure 67 - A Budgetary Data Mining Report showing the results of the Account Number field s description for the configuration in Figure 66. WSIPC Guide to Budgetary Data Mining 82

87 Example #2 You change the Account Description Display Options screen as shown in Figure 68 (compare to Figure 66.). Figure 68 - The Account Description Display Options screen. Note the Operating Statement configuration for this example. For the same report (shown in Figure 67 in the previous example), the Account Number field s description appears as follows (Figure 69). Figure 69 - A Budgetary Data Mining Report showing the results of the Account Number field s description for the configuration in Figure 68. Compare with Figure 67. WSIPC Guide to Budgetary Data Mining 83

88 Impact on Other Modules In addition to Budgetary Data Mining, the selections on the Account Description Display Options screen impacts other modules. Account Management Reports, which are WESPaC s equivalent to Budgetary Data Mining, interact the same way with this option. Chart of Accounts As depicted in Figure 70, the Chart of Accounts module (FM\CA\CA) displays combined description in its Detail view. The Chart of Accounts feature also uses the Account Description Display Options area s Display Description setting to determine if the Short Description, Long Description, or Category (related to Group codes) Description appear in this box. Figure 70 - The Chart of Accounts module displays the concatenated Dimension Descriptions to right of the Account Number list. Account Selection Screens The Account Description Display Options screen settings also influence the descriptions that appear on various account selection screens. Figure 71 shows the user selecting an Account Code when filling out an Expense Reimbursements request. The dimension descriptions appear because the Account Description Display Options screen is configured. Other modules in Skyward s School Management System have similar functionality. Figure 71 - Expense Reimbursement request presents dimension descriptions as configured in the Account Description Display Options screen. WSIPC Guide to Budgetary Data Mining 84

89 Considering Your Audience As a fiscal administrator, you (and other central officers) can most likely interpret your district s Account Code schema. However, other employees (such as office assistants, principals, and department heads) may not have this same understanding. As you select the dimensions to display for Balance Sheet Account Codes and for the Operating Statement Account Codes, select a combination that makes Account Codes as easily understood as possible for the broadest audience. Setting Account Description Display Options You change the Account Description Display Options to impact how the Account Number field s descriptions appear. To set the Account Description Display Options: 1. Go to SA\FM\FM. 2. Click Account Management. 3. In the Account Description Display Options area, select up to six Account Dim Desc for the Balance Sheet column. TIP If you want to leave an Account Dim Desc box blank, select the space (blank) entry from that box s list. 4. In the Account Description Display Options area, select up to six Account Dim Desc for the Operating Statement column. 5. For the Display Description, select one of the following options: Dimension Short. Displays the dimensions Short Descriptions when the software doesn t provide the option. Dimension Long. Displays the dimensions full Descriptions when the software doesn t provide the option. Category. Displays the Category codes descriptions. A Category Code is a characteristic of the Account Codes (in the Chart of Accounts module, select Tab 6). NOTE The Display Description option is applied to account selection screens and to the Chart of Accounts module (FM\CA\CA). This option doesn t impact Budgetary Data Mining Reports because you select Short Description or Description when selecting the Account Number field on the report. You can also select the Category field when developing reports. 6. Click OK. WSIPC Guide to Budgetary Data Mining 85

90 Assigning Security Before users can access Budgetary Data Mining, you must set up the appropriate security paths in a Financial Management Security Group in Skyward s School Management System. Table 13 identifies each path. Additional Report Security (page 87) provides additional information about Security configurations. Path in Skyward s School Management System Financial Management\Account Management\RP\DM\ DM Financial Management\ Account Management\ RP\DM\BD, Financial Management\ Account Management\ RP\DM\BS, Financial Management\ Account Management\ RP\DM\CD, Financial Management\ Account Management\ RP\DM\CS, Financial Management\ Account Management\ RP\DM\RD, or Financial Management\ Account Management\ RP\DM\RS Label Budgetary Data Mining (Main Screen) Balance Sheet Detail, Balance Sheet Summary, Combined Detail Report, Combined Summary Report, Revenue and Expense Detail, or Revenue and Expense Summary Description Determines whether a user can print and/or create and manage reports. To successfully access reports, users must have the necessary security level to the applicable Report Type path. For each Report Type (path): Access Level 1 provides the ability to view and print reports. Users can edit their report templates if their Main Screen security level is high enough. Other users modifiable report templates are not visible. Access Level 2 allows users to view, print, and edit their templates and to edit other users modifiable reports. In addition to printing and editing, an Access Level of 3 allows users to add and delete report templates as well as clone templates to this specific type (that is, the user can select this Report Type from Report Type list while cloning). Users can also make temporary changes or create a new template while printing from a report template, even if it s marked Read- Only. Users can t delete other users report templates regardless of Security access. Table 13 - Security paths and the impact of each path At this time, an Access Levels 4 and 5 provides the same access as an Access Level 3. WSIPC Guide to Budgetary Data Mining 86

91 Additional Report Security When creating a report, a user can elect to make the report read-only or modifiable (while it s still assigned to the author), which essentially lets other users access the report. If a user doesn t select either option, the report is not accessible by any user regardless of security. Account Code Clearance also limits which Account Codes are available to the user. Users Only Printing Reports If your district decides to centralize the report template creations or to limit certain users to just printing reports to the screen or to a printer, assign Access Level 1 to Budgetary Data Mining (Main Screen) and Access Level 1 for the Security path related to the applicable Report Type. Example: A district wants principals to print existing Expenditure Summary Reports. A district security administrator adds or modifies an existing Financial Management Security Group in Skyward s School Management System, so Financial Management\Account Management\RP\DM\DM has an Access Level of 1 and Financial Management\Account Management\RP\DM\RS has an Access Level of 1. The principals can only print available Revenue/Expense Summary Reports. They don t see reports of other Report Types, such as Balance Sheet Summary Reports and Combined Summary Reports. Modifiable Reports Are Unavailable This report configuration prevents access to modifiable reports assigned to other users. An Access Level 2 for the Security path related to applicable Report Type allows users to see modifiable reports assigned to other users; however, users can t edit these reports. Consider having users select the Read-Only option on report templates as well as giving users the ability to add and clone reports. Other Considerations Other considerations include user browse Filters and additional report access to help narrow a user s report selection. Users can still schedule reports to run. WSIPC Guide to Budgetary Data Mining 87

92 Security for Creating Report Templates If your district wants to allow other users to create report templates, assign an Access Level of 3 to Budgetary Data Mining (Main Screen) and Access Level 3 for the Security path related to the applicable Report Type. Example: A district wants its office administrators to create and print Expenditure Summary Reports and Balance Sheet Summary Reports. A district security administrator adds or modifies an existing Financial Management Security Group in Skyward s School Management System, so the following paths have an Access Level of 3: Financial Management\Account Management\RP\DM\DM Financial Management\Account Management\RP\DM\RS Financial Management\Account Management\RP\DM\BS Security for Temporarily Modifying Read-only Templates If you want users to be able to make temporary changes to Read-Only report templates, assign an Access Level of 3 to the appropriate Report Type security path. This allows the assigned user to temporarily change the report template configuration from the Runtime Parameters screen after clicking Print. NOTE Users can clone versions of the report template with this setting. Granting Access to the District Report Template Option To access the District Report Template option on the Report Information screen, a user must be granted access through the Access By Person screen. Figure 72 shows this screen. Users do not need access to this option to create report templates. Figure 72 - The Access By Person screen allows you grant users access to the District Report Template option. WSIPC Guide to Budgetary Data Mining 88

93 To grant access to the District Report Template option: 1. Go to PS\FM\AM\CF\GA. 2. Locate a user and expand the user name. 3. Expand the Access By Person label. 4. For the Modify/Create Budgetary District Report Templates option, click No. The following message appears: Do you want to allow this person to create and/or modify District Report Templates? 5. Click OK. The No becomes Yes, and the user now has access. Repeat steps 1 through 5 for other users who need to access the District Report Template option. Creating Account Sequences Account Sequences determine the sorting of Account Codes. While Account Sequences impact the entire system, they also play a very important role in developing reports. Not only do Sequences determine the sorting of Account Codes on reports, they also provide the means for determining where subtotals appear on reports (these subtotal points are called Breaks). Sequences also provide a starting point for adding aesthetic elements to a report, such as group headers and page breaks. By creating a specific Sequence, you create concise summary reports. To create and manage Sequences, see the WSIPC Guide to Account Sequences. Setting Up Account Code Clearance Consider establishing Account Code Clearance Groups. Account Code Clearance limits users access to Account Codes when running reports. The user s assigned clearance works with the report s filter to determine which Account Codes are available to provide information to the user. Example: You set up a user with one Account Code and set up a report without Account Code restrictions. When the user runs the report, the user only sees data related to the one Account Code. Conversely, you set up a user without Account Code Clearance restrictions (that is, access to all Account Codes), and create a report with a Filter set to one Account Code. When the user runs the report, the one Account Code is the only one that appears. By setting up effective Account Code Clearance Groups, you reduce the number of report templates for other users. You create one template, and many people can use the same template and generate different information based on their Account Code Clearance. WSIPC Guide to Budgetary Data Mining 89

94 Appendix A Sample Report Templates The following sections provide examples of report templates to help you understand how to synthesize all of the options and attributes of a Budgetary Data Mining Report template. You can create these reports or use them to inspire quality reports for your district s financial management needs. FYTD Activity Trend Report for MSOC By Location The report template in Figure 73 creates reports that show Fiscal Year-to-Date Activity for the current Fiscal Year and the last two years. For proper comparison, the historical activity is only shown for this same point (that is, month) in their Fiscal Years. The report is focused on materials, supplies and other non-employee costs (MSOCs). The MSOC activity is grouped by Location to provide cost activity by Location. Figure 73 - FYTD Activity Trend Report For MSOC By Location Report. This report shows Fiscal Year-to-Date Activity for the current Fiscal Year and the last two years, summarized by Object by Location. WSIPC Guide to Budgetary Data Mining 90

95 Report Information Screen The Report Type selected is Revenue/Expense Summary. Parameters Screen Table 14 shows the key Parameters and their configurations. Option Configuration Budget Status Print Detail Suppress Zero Amounts All Accounts No No Account Exclusion Not Selected. No impact when Print Detail is set to No. Table 14 - The key Parameters for the FYTD Activity Trend Report For MSOC By Location Report Breaks Screen In Figure 74, a Sequence is selected that essentially sorts by all three digits in the Location dimension followed by all four digits in the Object dimension. Figure 74 shows the selected Breaks. Figure 74 - The Sequence and Breaks selected for the FYTD Activity Trend Report For MSOC By Location Report. WSIPC Guide to Budgetary Data Mining 91

96 Break Level Attributes Table 15 shows the Break Level Attributes set for selected Breaks. Break Attributes LLL Position 3 Break: Double Heading: Yes Separator: Yes Dbl Underline: Yes OBBB Position 4 Break: Single Heading: No Separator: No Dbl Underline: No Table 15 - The Break Level Attributes for the FYTD Activity Trend Report For MSOC By Location Report Account Ranges Screen The Account Ranges screen has filters to include Fund value 10 and Object/User 2 value range When principals or program directors run this report template, the Account Codes, including Location values, that appear on the report are limited, based on the user s respective Account Clearance. Sources and Field Selection Screens The Sources screen is configured with the Field and Field Parameter selections shown in Table 16. Field EXPENSE Object/User2 FYTD Activity Heading 1: Heading 2: Object Category Length: 35 Display: Description Type: Single Heading 1: <Y> Heading 2: FYTD Activity # of Digits: 12 Sign: Left Year: Current Year Edited: Yes Whole: No Parameters WSIPC Guide to Budgetary Data Mining 92

97 FYTD Activity Field Type: Single Heading 1: <Y> Heading 2: FYTD Activity # of Digits: 12 Sign: Left Year: Prev Year 1 Edited: Yes Whole: No Parameters FYTD Activity Type: Single Heading 1: <Y> Heading 2: FYTD Activity # of Digits: 12 Sign: Left Year: Prev Year 2 Edited: Yes Whole: No Table 16 - Fields and Related Parameter selected for the FYTD Activity Trend Report For MSOC By Location Report TIP To compare the Current Year s FYTD Activity to all activity for each of last two years, replace the last two fields with instances of the Fiscal Year Activity field keeping the same Field Parameters. ASB Fund Balance Report The report template in Figure 75 creates reports that show Ending Balance and current Available Funds for each school s ASB Fund by Club. The Available Funds values include the related outstanding encumbrance and pending Batch Status transactions, such as AP invoices, and purchasing requisitions. To save space on the report, the Transfers and Direct Activity fields were combined into one Combination field. NOTE Direct Activity displays activity posted to an Equity Account Code that wasn t sourced from summarized operating revenues and expenditures, Transfer Vouchers, or mid-year Equity Summary Relationship changes. For example, a Journal Entry batch is created and posted, and an Equity Account Code is explicitly selected for one of its detail lines. WSIPC Guide to Budgetary Data Mining 93

98 Figure 75 - ASB Fund Balance Report. This report shows Fiscal Year-to-Date Activity for the current Fiscal Year and the last two years, summarized by Object by Location. WSIPC Guide to Budgetary Data Mining 94

99 Report Information Screen The Report Type selected is Balance Sheet Summary. Parameters Screen Table 17 shows the key Parameters and their configurations. Option Configuration Consolidate Funds Budget Status Print Detail Suppress Zero Amounts No All Accounts No No Account Exclusion Not Selected - no impact when Print Detail is set to No Table 17 - Key Parameters for the FYTD Activity Trend Report for MSOC By Location Report Breaks Screen In Figure 76, a Sequence is selected that essentially sorts by all three digits in the Location dimension followed by all four digits in the PPSS dimension. Figure 76 also shows the selected Breaks. Figure 76 - Sequence and Breaks selected for the ASB Fund Balance Report WSIPC Guide to Budgetary Data Mining 95

100 Break Level Attributes Table 18 shows the Break Level Attributes set for selected Breaks. Break Attributes LLL Position 3 Break: Double Heading: Yes Separator: Yes Dbl Underline: Yes PPSS Position 4 Break: Single Heading: No Separator: No Dbl Underline: No Table 18 - The Break Level Attributes for ASB Fund Balance Report Account Ranges Screen The Account Ranges screen has filters to include Fund value 40. When principals, ASB advisors, or administrative assistants run this report template, the Account Codes, including Location values, that appear on the report are limited based on the user s respective Account Clearance. Sources and Field Selection Screens Table 19 shows the Field and Field Parameter selections used to configure the Sources screen. Field Parameters PPSS/Prj/Club Beginning Balance at FY Start Heading 1: Heading 2: Club Length: 21 Display: Description Type: Single Heading 1: Beginning Heading 2: Balance # of Digits: 12 Sign: CR Year: Current Year Edited: Yes Whole: No WSIPC Guide to Budgetary Data Mining 96

101 Field FYTD Summary Acct Accum Revs FYTD Transfers Type: Single Heading 1: <Y> Heading 2: FYTD Revenue # of Digits: 12 Sign: Left Year: Current Year Edited: Yes Whole: No Parameters Type: Combination Heading 1: Transfers Heading 2: && Direct Activity # of Digits: 12 Sign: Left Year: Current Year Edited: Yes Whole: No Combo Parameters Description: FYTD Summ Acct Direct Activity Year: Current Year Combo Calculation: Amount Total FYTD Summary Acct Accum Exps Ending Balance-as of End Month Type: Single Heading 1: <Y> Heading 2: FYTD Expenses # of Digits: 12 Sign: Left Year: Current Year Edited: Yes Whole: No Type: Single Heading 1: Ending Heading 2: Balance # of Digits: 12 Sign: CR Year: Current Year Edited: Yes Whole: No WSIPC Guide to Budgetary Data Mining 97

102 Field FYTD Summary Acct Enc Accum FY Summ Acct Accum Batch Atv Type: Single Heading 1: Current Heading 2: Encumbrance # of Digits: 12 Sign: Left Year: Current Year Edited: Yes Whole: No Type: Single Heading 1: Pending Heading 2: Transactions # of Digits: 12 Sign: Left Year: Current Year Edited: Yes Whole: No Parameters Fis Yr Summ Acct Avail Funds Type: Single Heading 1: <Y> Heading 2: Available Funds # of Digits: 12 Sign: Left Year: Current Year Edited: Yes Whole: No Table 19 - Fields and Related Parameter selected for the ASB Fund Balance Report WSIPC Guide to Budgetary Data Mining 98

103 Project to Date Reports Project To Date Report templates are created as District Report templates, and can t be deleted or edited. However, you can clone and then edit these Project to Date Report templates to meet your needs. TIP It may be useful to create a Filter, by Report Name Project to Projectz, to quickly access Project to Date Report templates. To learn more about creating Filters, see the WSIPC Guide to Skyward s School Management System The following sections provide examples of the Project to Date Report templates: Project to Date Detail Project to Date Expenditures Project to Date PO Summary Project to Date Status Project to Date Summary Project to Date Detail The Project to Date Detail Report template creates reports that show detailed transaction information about project expenditures. Report Information Screen The Report Type selected is Revenue/Expense Summary. Parameters Screen Table 20 shows the key Parameters and their configurations. Option Configuration Budget Status Print Detail Suppress Zero Amounts All Accounts Yes No Account Exclusion Exclude accounts that have 0 amounts. Table 20 - Parameters selected for the Project to Date Detail Report WSIPC Guide to Budgetary Data Mining 99

104 Breaks Screen In Figure 77, Regular Account Sequence is selected which sorts by Fund and all four digits in the Program SubProgram dimension. Breaks are selected as shown in Figure 77. Figure 77 - Sequence and Breaks selected for the Project to Date Detail Report Break Level Attributes Table 21 shows the following Break Level Attributes set for selected Breaks. Break Attributes Fund Position 2 Break: Double Heading: No Separator: No Dbl Underline: No PPSS Position 4 Break: Double Heading: Yes Separator: No Dbl Underline: No Table 21 - Break Level Attributes selected for the Project to Date Detail Report Account Ranges Screen The Account Ranges screen has ranges to only include Fund 20. When users run this report template, the Account Codes that appear on the report are limited based on each user s respective Account Clearance. WSIPC Guide to Budgetary Data Mining 100

105 Field Selection Screens The Field Selection screen is configured with the Field and Field Parameter selections shown in Table 22. Field Account Number Fiscal Year Activity Parameters Heading 1: Heading 2: Fd T GL PPSS AA OBBB LLL Length: 35 Display: Number Type: Single Heading 1: Heading 2: Expended # of Digits: 12 Sign: Left Fiscal Year Option: Range Fiscal Year: All Activity for All Years Edited: Yes Whole: No Encumbered Amount Type: Heading 1: Encumbered/ Heading 2: Liquidated # of Digits: 12 Sign: Left Year: Current Year Edited: Yes Whole: No Table 22 - Fields and Related Parameter selected for the Project to Date Detail Report WSIPC Guide to Budgetary Data Mining 101

106 Sources Screen The Sources screen is configured with the Sources and Detail selections shown in Table 23, and is set to Print Monthly Totals. Figure 78 shows how the Project to Date Detail Report looks if you run this template without making any changes. Sources Detail AP = Accounts Payable AR = Accounts Receivable CR = Cash Receipts JE = Journal Entries PR = Payroll Yes Yes Yes Yes No PO = Purchase Orders Yes Table 23 - Sources selected for the Project to Date Detail Report Figure 78 - Project to Date Detail Report template sample Project to Date Expenditures The Project to Date Expenditures template creates reports that show project expenditures, comparing the budgeted amount with expenditures, encumbrances and current budget balance. Report Information Screen The Report Type selected is Revenue/Expense Summary. WSIPC Guide to Budgetary Data Mining 102

107 Parameters Screen Table 24 shows the key Parameters and their configurations. Option Configuration Budget Status Print Detail Suppress Zero Amounts Account Exclusion All Accounts No No No Amounts in Field Selected Table 24 - Parameters selected for the Project to Date Expenditures Report Breaks Screen In Figure 79, Regular Account Sequence is selected which sorts by Fund and all four digits in the Program SubProgram dimension. Breaks are selected as shown in Figure 79. Figure 79 - Sequence and Breaks selected for the Project to Date Expenditures Report Break Level Attributes Table 25 shows the Break Level Attributes set for selected Breaks. Break Attributes Fund Position 2 Break: Double Heading: No Separator: No Dbl Underline: No PPSS Position 4 Break: Single Heading: No Separator: No Dbl Underline: No Table 25 - Break Level Attributes for the Project to Date Expenditures Report WSIPC Guide to Budgetary Data Mining 103

108 Account Ranges Screen The Account Ranges screen has ranges to only include Fund 20. When users run this report template, the Account Codes that appear on the report are limited based on each user s respective Account Clearance. Field Selection Screens The Field Selection screen is configured with the Field and Field Parameter selections shown in Table 26. Figure 80 shows how the Project to Date Expenditures Report looks if you run this template without making any changes. Field Account Number B (Budget Type) - Replace this non-wa field with a Budget Type applicable to your district; Original Budget for example. Fiscal Year Activity Activity To Date Parameters Heading 1: Heading 2: Fd T GL PPSS AA OBBB LLL Length: 35 Display: Number Type: Single Heading 1: Heading 2: Budget # of Digits: 12 Sign: Left Year: All Previous Year Amounts Edited: Yes Whole: No Type: Heading 1: Heading 2: Prior Years # of Digits: 12 Sign: Left Fiscal Year Option: Range Fiscal Year: All Previous Year Activity Edited: Yes Whole: No Type: Heading 1: Heading 2: Project To Date # of Digits: 12 Sign: Left Year: Current Year Edited: Yes Whole: No WSIPC Guide to Budgetary Data Mining 104

109 Field Encumbered Amount B (Budget Type) - Replace this non-wa field with a Budget Type applicable to your district; Original Budget for example. Type: Heading 1: Outstanding Heading 2: Encumbrance # of Digits: 12 Sign: Left Year: Current Year Edited: Yes Whole: No Type: Comb Heading 1: Heading 2: Balance # of Digits: 12 Sign: Left Year: Most Recent Amount Edited: Yes Whole: No Parameters Combo Parameters Description: Activity to Date Year: Current Year Combo Calculation: Amount Difference (Amt 1 Amt 2) B (Budget Type) - Replace this non-wa field with a Budget Type applicable to your district; Original Budget for example. Type: Comb Heading 1: Heading 2: % # of Digits: 12 Sign: Left Year: Most Recent Amount Edited: Yes Whole: No Combo Parameters Description: Activity to Date Year: Current Year Combo Calculation: Percent ((Amt 1 Amt 2) * 100) Table 26 - Fields and Related Parameter selected for the Project to Date Expenditures Report WSIPC Guide to Budgetary Data Mining 105

110 Figure 80 - Project to Date Expenditures Report template sample Project to Date PO Summary The Project to Date PO Summary template creates reports that show detailed transaction information about project expenditures, sorted and totaled by Purchase Order. Report Information Screen The Report Type selected is Revenue/Expense Summary. Parameters Screen Table 27 shows the key Parameters and their configurations. Option Configuration Budget Status Print Detail Print Totals Suppress Zero Amounts All Accounts Yes No No Account Exclusion Exclude accounts that have no activity for the month selected Table 27 - Parameters selected for the Project to Date PO Summary Report Breaks Screen In Figure 81, Regular Account Sequence is selected which sorts by Fund and all four digits in the Program SubProgram dimension. Breaks are selected as shown in Figure 81. Figure 81 - Sequence and Breaks selected for the Project to Date PO Summary Report WSIPC Guide to Budgetary Data Mining 106

111 Break Level Attributes Table 28 shows the following Break Level Attributes set for selected Breaks. Break Attributes Fund Position 2 Break: Double Heading: No Separator: No Dbl Underline: No PPSS Position 4 Break: Double Heading: Yes Separator: No Dbl Underline: No Table 28 - The Break Level Attributes for the Project to Date PO Summary Report Account Ranges Screen The Account Ranges screen has ranges to only include Fund 20. When users run this report template, the Account Codes that appear on the report are limited based on each user s respective Account Clearance. Field Selection Screens The Field Selection screen is configured with the Field and Field Parameter selections shown in Table 29. Figure 82 shows how the Project to Date PO Summary Report looks if you run this template without making any changes. Field Account Number Fiscal Year Activity Parameters Heading 1: Heading 2: Fd T GL PPSS AA OBBB LLL Length: 35 Display: Number Type: Single Heading 1: Heading 2: Expended # of Digits: 12 Sign: Left Fiscal Year Option: Range Fiscal Year: All Activity for All Years Edited: Yes Whole: No WSIPC Guide to Budgetary Data Mining 107

112 Field Encumbered Amount Fiscal Year Activity Type: Heading 1: Outstanding Heading 2: Encumbrance # of Digits: 12 Sign: Left Year: Current Year Edited: Yes Whole: No Parameters Type: Combination Heading 1: Heading 2: Total # of Digits: 12 Sign: Left Fiscal Year Option: Range Fiscal Year: All Activity for All Years Edited: Yes Whole: No Combo Parameters Description: Encumbered Amount Year: Current Year Combo Calculation: Amount Total Table 29 - Fields and Related Parameters selected for the Project to Date PO Summary Report Figure 82 - Project to Date PO Summary Report template sample WSIPC Guide to Budgetary Data Mining 108

113 Project to Date Status The Project to Date Status template creates reports that show the current status of each Expenditure account within each project, comparing the budgeted amount with actual expenditures, encumbrances and the current budget balance. Report Information Screen The Report Type selected is Revenue/Expense Summary. Parameters Screen Table 30 shows the key Parameters and their configurations. Option Configuration Budget Status Print Detail Print Totals Suppress Zero Amounts All Accounts Yes No No Account Exclusion No amount in field selected Table 30 - Parameters selected for the Project to Date Status Report WSIPC Guide to Budgetary Data Mining 109

114 Breaks Screen In Figure 83, Regular Account Sequence is selected which sorts by Fund and all four digits in the Program SubProgram dimension. Breaks are selected as shown in Figure 83. Figure 83 - Sequence and Breaks selected for the Project to Date Status Report Break Level Attributes Table 31 shows the Break Level Attributes set for selected Breaks. Break Attributes Fund Position 2 Break: Double Heading: No Separator: No Dbl Underline: No PPSS Position 4 Break: Double Heading: Yes Separator: No Dbl Underline: No Table 31 - Break Level Attributes for the Project to Date Status Report Account Ranges Screen The Account Ranges screen has ranges to only include Fund 20. When users run this report template, the Account Codes that appear on the report are limited based on each user s respective Account Clearance. WSIPC Guide to Budgetary Data Mining 110

115 Field Selection Screens The Field Selection screen is configured with the Field and Field Parameter selections shown in Table 32. Figure 84 shows how the Project to Date Status Report looks if you run this template without making any changes. Field Account Number B (Budget Type) - Replace this non-wa field with a Budget Type applicable to your district; Original Budget for example. FYTD Activity Fiscal Year Activity Parameters Heading 1: Heading 2: Fd T GL PPSS AA OBBB LLL Length: 35 Display: Number Type: Single Heading 1: Heading 2: Budget # of Digits: 12 Sign: Left Year: All Previous Year Amounts Edited: Yes Whole: No Type: Single Heading 1: Heading 2: Current FY # of Digits: 12 Sign: Left Year: Current Year Edited: Yes Whole: No Type: Heading 1: Heading 2: Prior Years # of Digits: 12 Sign: Left Fiscal Year Option: Range Fiscal Year: All Prior Years. Edited: Yes Whole: No WSIPC Guide to Budgetary Data Mining 111

116 Field Encumbered Amount Activity to Date B (Budget Type) - Replace this non-wa field with a Budget Type applicable to your district; Original Budget for example. Type: Single Heading 1: Outstanding Heading 2: Encumbrance # of Digits: 12 Sign: Left Year: Current Year Edited: Yes Whole: No Type: Single Heading 1: Heading 2: Project To Date # of Digits: 12 Sign: Left Year: Current Year Edited: Yes Whole: No Type: Comb Heading 1: Heading 2: Balance # of Digits: 12 Sign: Left Year: Most Recent Amount Edited: Yes Whole: No Parameters Combo Parameters Description: Activity to Date Year: Current Year Combo Calculation: Amount Difference (Amt 1-Amt 2) WSIPC Guide to Budgetary Data Mining 112

117 Field Parameters B (Budget Type) - Replace this non-wa field with a Budget Type applicable to your district; Original Budget for example. Type: Comb Heading 1: Heading 2: % # of Digits: 12 Sign: Left Year: Most Recent Amount Edited: Yes Whole: No Combo Parameters Description: Activity to Date Year: Current Year Combo Calculation: Percent (Amt 2/Amt 1) * 100 Table 32 - Fields and Related Parameter selected for the Project to Date Status Report Figure 84 - Project to Date Status Report template sample Project to Date Summary The Project to Date Summary template creates reports that show a summary of expenditures by project. Expenditures are summarized by Current Month-to-Date, Current Year-to-Date and Totals for each Prior Year. Report Information Screen The Report Type selected is Revenue/Expense Summary. Parameters Screen Table 33 shows the key Parameters and their configurations. Option Configuration Budget Status Print Detail Print Totals All Accounts Yes No WSIPC Guide to Budgetary Data Mining 113

118 Option Configuration Suppress Zero Amounts No Account Exclusion Table 33 - Parameters selected for the Project to Date Summary Report Exclude accounts that have no activity for the month selected Breaks Screen In Figure 85, Regular Account Sequence is selected which sorts by Fund and all four digits in the Program SubProgram dimension. Breaks are selected as shown in Figure 85. Figure 85 - Sequence and Breaks selected for the Project to Date Summary Report Break Level Attributes Table 34 shows the Break Level Attributes set for selected Breaks. Break Attributes Fund Position 2 Break: Double Heading: No Separator: No Dbl Underline: No PPSS Position 4 Break: Double Heading: Yes Separator: No Dbl Underline: No Table 34 - Break Level Attributes for the Project to Date Summary Report Account Ranges Screen The Account Ranges screen has ranges to only include Fund 20. When users run this report template, the Account Codes that appear on the report are limited based on each user s respective Account Clearance. WSIPC Guide to Budgetary Data Mining 114

119 Field Selection Screens The Field Selection screen is configured with the Field and Field Parameter selections shown in Table 35. Figure 86 shows how the Project to Date Summary Report looks if you run this template without making any changes. Field Account Number Monthly Activity Fiscal Year Activity Parameters Heading 1: Heading 2: Fd T GL PPSS AA OBBB LLL Length: 35 Display: Number Type: Heading 1: <M> <Y> Heading 2: Monthly Activity # of Digits: Change the value of this field to 12) Sign: Left Year: Current Year Edited: Yes Whole: No Month To Use: Report Type: Heading 1: Current Heading 2: Year # of Digits: 12 Sign: Left Fiscal Year Option: Report Year: Current Year Edited: Yes Whole: No Fiscal Year Activity Type: Heading 1: Heading 2: Prior Years # of Digits: 12 Sign: Left Fiscal Year Option: Auto Generate Fiscal Year: All Previous Year Activity Edited: Yes Whole: No Table 35 - Fields and Related Parameter selected for the Project to Date Summary Report WSIPC Guide to Budgetary Data Mining 115

120 Figure 86 - Project to Date Summary Report template sample WSIPC Guide to Budgetary Data Mining 116