WELCOME TO WEBI!!! An Introduction to Using and Loving the System AGENDA Links to Know The Possibilities The First Steps Public Reports: Saving and Customization Creating Your Own Reports The Next Steps LINKS TO KNOW Webi Main Page: http://www.upenn.edu/computing/da/bo/webi/inde x.html Webi Login Password Changer Tips and FAQs How To Reference Guides Data Warehouse Training: http://www.upenn.edu/computing/da/dw/training. html Optional Knowledge Link courses THE POSSIBILITIES Why use Webi? Convenient Fast Customizable Detailed SO FUN!! How to use Webi? Budget vs. Actual Monthly reconciliation Wayward/ Suspense charges Salary management Cash balances Grants Year over year THE FIRST STEPS • Logging In Setting your preferences • • Navigation • Helpful Hints SUGGESTED PREFERENCE SETTINGS Field Setting InfoView Start Page Favorites Set the number of objects (max.) per page 100 Webi IntelligenceDefault View Format Interactive Webi IntelligenceDefault Creation/Editing Tool Advanced GETTING AROUND IN WEBI Create Save Share Public Folders Favorites Inbox New Organize Send To Public Folders: where you can find reports that have already been created. New: where you can create new Webi reports and new folders within your favorites. My Favorites: where you save all your Webi reports. Organize: allows you to cut, paste, and delete reports. This is how you can move reports from one folder to another. Inbox: where reports come that other people send you. Send To: how you send reports to other people’s Webi inboxes. THINGS NOT TO LEARN THE HARD WAY… Don’t be afraid of Webi – it won’t bite! Use and remember filters!! Be aware of multiple pages within a document When using “in list,” separate items with a semi-colon Hold down the Ctrl Key when exporting to excel PUBLIC REPORTS Reports that you will love!! • How to save them to your favorites • Making them your own • REPORTS THAT WILL MAKE YOUR LIFE EASIER Budget •6-FYTD Act vs. Orig Bud Variance by RCM Row •Actuals FYTD with K Parent Cash Balances •Cash Balances by CREF, Fund 010701 or 010702 •Derived Cash Balances •Endowment Cash Balances for Projections Detail •GL Detail •Suspense Accounts •ISC/FRES Billing Reports Payroll •Payroll per Period •PennWorks – Role Salary and Distribution Review •1000 hours report Grants •Org Summary •Fundsummary MORE DETAIL ON REPORTS Report Name Where to Find It What it Does 6-FYTD Act vs. Orig Bud Variance by RCM Row Public Folders > General Ledger Shows Budget FYTD vs. Actual FYTD for multiple years and orgs by fund group. You can add in fund numbers, program numbers, etc. to get a more detailed look. Actuals FYTD with K Parent Public Folders > General Ledger Show Budget, Actuals, and Encumbrances by object code and summarizes by category. You can run for a specific org, fund, program, etc. Cash Balances by CREF, Fund 010701 or 010702 Public Folders > Schools and Centers > Schools > Wharton Shows Cash Balances per CREF for discretionary and DARTS funds. Derived Cash Balances Public Folders > General Ledger Shows Cash Balances for all gift funds under a given RESP ORG. Endowment Cash Balances for Projections Public Folders > General Ledger Shows current cash balances as well as encumbrances and estimated year end balances for endowments. You will only be able to see endowments for which you are the RESP ORG. Only run this report for closed accounting periods (i.e. for JUL-11 in AUG-11) GL Detail Public Folders > General Ledger Shows General Ledger detail for data as specified in prompts. Can be run for a very broad or very specific set of data. Public Folders > General Ledger Shows suspense activity under a given org in a given fiscal year. Public Folders > ISC Billing Shows the detail behind the ISC charges you see on your Ben reports (i.e. telecom, pennet, umis). Suspense Accounts ISC Billing Reports MORE DETAIL ON REPORTS CONT. Report Name Where to Find It What it Does FRES Billing Reports Public Folders > Facilities Shows the detail behind the FRES charges you see on your Ben reports. Express Mail Shipment Detail Public Folders > Express Mail Shows the detail behind the Express Mail charges you see on your Ben reports. Public Folders > General Ledger Shows object code 5249 for a given fiscal year and org. Filtered to only pull transactions with Manual, PROCARD_DEBITS, and PROCARD_CREDITS as the "Journal Source Name" and 02 Adj Prev Tx and Feeder as the "Journal Category." These filters can be adjusted to better fit your needs. Procard-Object Code 5249 Review Payroll per Period PennWorks – Role Salary and Distribution Review 1000 hours report Org Summary Fundsummary Public Folders > Schools and Centers Shows payroll data for a given fiscal year and org for one or all months. Multiple tabs show > Schools > Wharton detail by period, person summary, payroll per month, and detail by object code. Public Folders > Payroll > Salary Management Shows any differences between distributions and entered role annual salaries for a given Home ORG and fiscal year. Can be used to catch distribution input errors. Public Folders > Payroll > Salary Management Shows hours and earnings for "TEMP EXTRA PERSON" earnings type. Can be used to monitor hours of temporary employees and make sure they do not go over 1,000 hours per year. Public Folders > General Ledger Shows summary of grants under a given RESP ORG. Multiple tabs that show grants in different ways, Highlights receivables and overdrafts. Public Folders > Multiple Data Sources Shows summary of a specific funds. Multiple tabs that show grant in different ways. Can see spending by CREF, Award History, Cash Received, and much more. SAVING REPORTS TO YOUR FAVORITES OK Folders Document Save As Pick Favorites Folder Categories Uncheck any Corporate Categories Click Document and then Save as. Select your favorites folder. Uncheck any categories. Click OK You will then find your copy in your My Favorites folder. REPORT CUSTOMIZATION . . . EVERYBODY LOVES UNDO!! Adding Result Objects Consistency between Balances vs. GL Detail Changing Query Filter Objects Incorporating New Result Objects Descriptors Data Tab Tool Bars Sharing with Others Printing Filters Optional prompts Pop up descriptive windows Formatting Drag and Drop Breaks Exporting to Excel Sum And vs. Or Follow on screen hints Sorts Saving as a PDF Click on Edit to make changes to the report. Click on Edit Query to make changes to the query. Drag over or double click to bring over Coa Fund (BAL). Drag Coa Fund (BAL) into the Query Filters section and add a condition. Prompt options pop up box. Click here to make the prompt optional. Click here to add a prompt. Click to run query. Complete Prompts. Drag new data object into place within the document. Export to Excel. Don’t forget to hold down the Ctrl Key!! VENTURING OUT ON YOUR OWN Creating your own reports from scratch • Making them look pretty! • Adding variables • CREATING REPORTS New Webi Document Format Select Data Universe Run Query Choose Result Objects Apply Query Filters LET’S TRY!!! Question: What vendors did we use for current expenses in FY11? SUM Actual Amount (GLDET) Coa Org (GLDET) What results objects do we need? Fiscal Year (GLDET) Vendor Name (GLDET) Which expenses? Which org? What query filters do we need? Which year? Which vendors? Create New Webi Report Pick FINQUERY universe. 1. Choose result objects. 2. Apply query filters. 3. Run query. Complete prompts. The original data. Don’t forget to save!! Added title Section by org. Changed to crosstab. Sorted in descending order. NEXT QUESTION… Question: How much of my FY12 CE budget remains? What query filters do we need? What results objects do we need? What variable do we need? Create New Webi Report Pick FINQUERY universe. 1. Choose result objects. 2. Apply query filters. 3. Run query. Pick Balance Complete Prompts. The original data. Don’t forget to save!! Section by FY and Acct Period Added title Break by Fund. Added sums. Click here for Variable Editor. Drag in the newly created variable. WHAT ELSE IS POSSIBLE? SO MUCH!! Graphs/Charts Multiple queries Other data universes Salary Managment Student [email protected] Check out the KnowledgeLink Training Practice Exercises? Follow up Session? Click here to Add a query. Drag in to change to charts. Formatting can be done on the Properties tab. QUESTIONS?? Thanks so much for coming!!