ur financials project reporting workshop v9 jan.-feb. 2015

UR Financials ProjectReporting Workshop v9

Jan.-Feb. 2015

UR Financials Reporting Workshop Jan.-Feb. 2015

Prerequisite

• Prior to workshop, you must:– Successfully log into the UR Financials

PRODUCTION system

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Session Agenda• Workshop Objectives• Verifying Security Access• FY15 Converted Data in UR Financials• Frequently Used Reports• Who Needs Help?• Wrap Up / Next Steps

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Workshop Objectives• Focus of workshop will be on the Non-

Company Level (NCL) users• Verify that you have the proper security• Answer questions related to which report to

use• Provide support for setting up your reports for

report group scheduling

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• Non-Company Level User: Run the “FAO Budgetary Balance Summary - Monthly Ledger (NCL) URF0902”– View the “My Organization” – this should contain FAOs that they have

access to– View the “My Organization Hierarchies” – this should contain Cost

Centers that they have access to

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Non-Company Level – Security Check

• Note: Company level users will NOT see anything in the “My Organization” or “My Organization Hierarchies” fields


• Company Level User: Run the “FAO Budgetary Balance Summary - Monthly Ledger URF0945”– View the “Company” or “Company Hierarchy” selection –

this should contain company(s) that they have access to

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Company Level Security Check


• If you believe you have the wrong access, you need to complete a UR Financials Workday Access Form found on the website

• Signed by manager, then divisional finance office

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Wrong Access? Complete Security Form


• Name, etc. are auto populated

• Should be used only for reporting access (For core user roles, select “Other” in role drop down list)

• Must be signed by requester, their manager, and divisional finance office

• Sent/scanned and emailed to the address on the bottom of the form 8

UR Financials Security Request Form


FY15 Converted Data in UR Financials• FY15 Beginning Balances, July-December, and Budget

data is in production• Summarized by FAO and Spend/Revenue Category• Line Memo field contains the FRS Account / Subcode

for reference• Not all of YOUR data may have converted properly – if

needed, submit a journal entry form to divisional finance office to move from one Spend Category to the correct one


Company

Grant

Gifts

Debt Services

Project

Operating Program

Loan Program

FAO

FRS to UR Financials

Division Account Subcode

Ledger

AccountOR

Spend

Category

Revenue

Category

Department

Cost

Center

FRS Structure

Fund

Ledger


Summary NCL Reports• FAO Budgetary Balance Summary - Monthly

Ledger (NCL) - shows budget versus actual by FAO and Spend/Revenue Category:– Standard (allows you to drill in) URF0902– Printable URF0941

• FAO Available Balance Summary (NCL) URF0905 – provides available to spend balance– NOTE: use this for OP3/6/9 where carryforward

was used as budget in FRS


Detail NCL Reports• Monthly Transactions Printable (NCL) URF0943

– Best used for printing only

• Transaction Details by Month (NCL) URF0398– Best used when you need to compare month to month; can

drill into transactions for details like Supplier Invoices

• Transaction Details - Data Extract (NCL) URF0400– Use this for greatest amount of transaction information


FAO Available Balance Summary by UR Project (NCL) URF0908


Grants – Grants DashboardPurpose• The Grants Management Dashboard allows non-company level

users access to reports that can be used to assist in managing the award portfolio for a department.

Steps to access the Grants Management Dashboard• Log in to Workday• Click on the icon in the upper left corner to access the drop

down menu• Click on Dashboards• Click on Grant Management

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GrantsREPORT NAME REPORT DESCRIPTION PURPOSE

Expiring Award Term List (NCL)

This report produces a list of award line end dates based on the dates entered in the prompt fields by the user.

Provides insight into terminating Awards so that close out processes can be started and expense management acutely overseen.

Out of Award Line Period Activity Summary (NCL)

This report produces a list of Accounting Journals and Supplier Invoices with budget dates (activity dates) outside of the award line dates for the grant on the transaction.

Expenses out of Award Period are not billable to Sponsors. If the Budget dates are incorrect, please advise your ORACS accountant.

View FAO by Grant Attributes (Grant Only)

Provides a list of grants and award numbers for the cost center enabled for your security

Use this report to view a listing of grants and awards, useful in reporting and transaction reviews.

Award Budgetary Balance Summary

Provides a status of budget against actuals, by object class, against the AWARD

Use as your monthly summary

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Award Budgetary Balance Summary (NCL) URF0840

For assistance with, or questions specific to, these reports please contact your ORACS Staff Accountant.


Transaction Details by Months (NCL) URF0398


Transaction Details - Data Extract (NCL) URF0400

Continuation of report


Summary Company Reports• FAO Budgetary Balance Summary – Monthly Ledger –

shows budget versus actual by FAO and Spend/Revenue Category– Standard URF0945– Printable URF0940

• FAO Available Balance Summary URF0910– provides available to spend balance for non-project FAO’s

• FAO Available Balance Summary for UR Projects URF0913– provides available to spend balance for non-project FAO’s

• Award Budgetary Balance Summary URF0331– provides award budget versus actual


Detail Company Reports• Monthly Transactions Printable URF0942 –

listing of all transactions by FAO• Transaction Details by Months URF0295• Transaction Detail - Data Extract URF0296 –

listing of all transactions by FAO for extract into Excel

• Find Journal Line Details URF0853


Monthly Transactions Printable URF0942

To Print Report


Monthly Transactions Printable URF0942


Reporting Tools

COGNOS Financial Data Warehouse will be frozen at UR Financials go live• Data prior to cutover accessible in FRS terms• Reports, log in – how you access stays the same• Remains in FRS terms

CumSal (Cumulative Salary) Data Warehouse applications will still be available• Data displayed in UR Financials terms after Go Live• Data prior to Go Live will be frozen in current format

UR Financials will be the primary reporting tool • Summary level FRS data for first half of FY 2015 loaded

into UR Financials• Historical transactional data not loaded into UR

Financials


Wrap Up / Next Steps• If need security access updated, use UR Financials

Security form on website – divisional finance approval needed

• Set up filters, run reports to ensure you know how to use them

• Questions? Additional see the “Support” tab on the UR Financials website

• Thanks for attending!

ur financials project reporting workshop v9 jan.-feb. 2015

Documents

ur financials fy15

reporting access

complete security form

company level users

security access fy15

noncompany level user

non company level ncl

wrong access