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W ELCOME TO W EBI !!! An Introduction to Using and Loving the System.

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Presentation on theme: "W ELCOME TO W EBI !!! An Introduction to Using and Loving the System."— Presentation transcript:

1 W ELCOME TO W EBI !!! An Introduction to Using and Loving the System

2 A GENDA Links to Know The Possibilities The First Steps Public Reports: Saving and Customization Creating Your Own Reports The Next Steps

3 L INKS TO K NOW Webi Main Page: x.html x.html Webi Login Password Changer Tips and FAQs How To Reference Guides Data Warehouse Training: html html Optional Knowledge Link courses

4 T HE P OSSIBILITIES Convenient Fast Customizable Detailed SO FUN!! Budget vs. Actual Monthly reconciliation Wayward/ Suspense charges Salary management Cash balances Grants Year over year Why use Webi?How to use Webi?

5 T HE F IRST S TEPS Logging In Setting your preferences Navigation Helpful Hints

6 S UGGESTED P REFERENCE S ETTINGS  InfoView Start Page  Set the number of objects (max.) per page  Webi Intelligence- Default View Format  Webi Intelligence- Default Creation/Editing Tool Favorites 100 Interactive Advanced FieldSetting

7 G ETTING A ROUND IN W EBI Create Public Folders New Save FavoritesOrganize Share InboxSend To

8 Public Folders: where you can find reports that have already been created.

9 New: where you can create new Webi reports and new folders within your favorites.

10 My Favorites: where you save all your Webi reports.

11 Organize: allows you to cut, paste, and delete reports. This is how you can move reports from one folder to another.

12 Inbox: where reports come that other people send you.

13 Send To: how you send reports to other people’s Webi inboxes.

14 T HINGS N OT TO L EARN THE H ARD W AY … 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

15 P UBLIC R EPORTS Reports that you will love!! How to save them to your favorites Making them your own

16 R EPORTS T HAT W ILL M AKE Y OUR L IFE E ASIER 6-FYTD Act vs. Orig Bud Variance by RCM Row Actuals FYTD with K Parent Budget Cash Balances by CREF, Fund or Derived Cash Balances Endowment Cash Balances for Projections Cash Balances GL Detail Suspense Accounts ISC/FRES Billing Reports Detail Payroll per Period PennWorks – Role Salary and Distribution Review 1000 hours report Payroll Org Summary Fundsummary Grants

17 Report NameWhere to Find ItWhat 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 ParentPublic 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 or Public Folders > Schools and Centers > Schools > Wharton Shows Cash Balances per CREF for discretionary and DARTS funds. Derived Cash BalancesPublic Folders > General LedgerShows Cash Balances for all gift funds under a given RESP ORG. Endowment Cash Balances for ProjectionsPublic 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 DetailPublic 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. Suspense Accounts Public Folders > General LedgerShows suspense activity under a given org in a given fiscal year. ISC Billing Reports Public Folders > ISC Billing Shows the detail behind the ISC charges you see on your Ben reports (i.e. telecom, pennet, umis). M ORE D ETAIL ON R EPORTS

18 M ORE D ETAIL ON R EPORTS C ONT. Report NameWhere to Find ItWhat it Does FRES Billing ReportsPublic Folders > FacilitiesShows the detail behind the FRES charges you see on your Ben reports. Express Mail Shipment Detail Public Folders > Express MailShows the detail behind the Express Mail charges you see on your Ben reports. Procard-Object Code 5249 Review 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. Payroll per Period Public Folders > Schools and Centers > Schools > Wharton Shows payroll data for a given fiscal year and org for one or all months. Multiple tabs show detail by period, person summary, payroll per month, and detail by object code. PennWorks – Role Salary and Distribution Review 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 hours reportPublic 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. Org Summary 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. FundsummaryPublic 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.

19 S AVING R EPORTS TO Y OUR F AVORITES Document Save As Folders Pick Favorites Folder Categories Uncheck any Corporate Categories OK

20 Click Document and then Save as.

21 Select your favorites folder.

22 Uncheck any categories. Click OK

23 You will then find your copy in your My Favorites folder.

24 R EPORT C USTOMIZATION... E VERYBODY L OVES UNDO!! Adding Result Objects Consistency between Balances vs. GL Detail Pop up descriptive windows Changing Query Filter Objects Descriptors Optional prompts And vs. Or Incorporating New Result Objects Data Tab Drag and Drop Follow on screen hints Formatting Tool BarsFiltersBreaksSumSorts Sharing with Others Printing Exporting to Excel Saving as a PDF

25 Click on Edit to make changes to the report.

26 Click on Edit Query to make changes to the query.

27 Drag over or double click to bring over Coa Fund (BAL).

28 Drag Coa Fund (BAL) into the Query Filters section and add a condition.

29 Click here to add a prompt. Click here to make the prompt optional. Prompt options pop up box.

30 Click to run query. Complete Prompts.

31 Drag new data object into place within the document.

32 Filter Panel Print Break Sort

33 Break Sum

34 Export to Excel. Don’t forget to hold down the Ctrl Key!!

35 V ENTURING O UT ON Y OUR O WN Creating your own reports from scratch Making them look pretty! Adding variables

36 C REATING R EPORTS New Webi Document Select Data Universe Choose Result Objects Apply Query Filters Run Query Format

37 L ET ’ S T RY !!! SUM Actual Amount (GLDET) Coa Org (GLDET) Fiscal Year (GLDET) Vendor Name (GLDET) What results objects do we need? Question: What vendors did we use for current expenses in FY11? Which expenses?Which org? Which year?Which vendors? What query filters do we need?

38 Create New Webi Report

39 Pick FINQUERY universe.

40 1. Choose result objects. 2. Apply query filters. 3. Run query.

41 Complete prompts.

42 The original data.

43 Added title Section by org. Sorted in descending order. Changed to crosstab. Don’t forget to save!!

44 N EXT Q UESTION … Question: How much of my FY12 CE budget remains? What variable do we need? What query filters do we need? What results objects do we need?

45 Create New Webi Report

46 Pick FINQUERY universe.

47 1. Choose result objects. 2. Apply query filters. 3. Run query.

48 Pick Balance

49 Complete Prompts.

50 The original data.

51 Added title Don’t forget to save!! Section by FY and Acct Period Break by Fund. Added sums.

52 Click here for Variable Editor.

53 Drag in the newly created variable.

54 W HAT E LSE IS P OSSIBLE ? SO MUCH!! Graphs/Charts Multiple queries Other data universes Salary Managment Student Check out the KnowledgeLink Training Practice Exercises? Follow up Session?

55 Click here to Add a query.

56 Drag in to change to charts.

57 Formatting can be done on the Properties tab.

58 QUESTIONS?? Thanks so much for coming!!


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