Introduction to Web Intelligence (AFRS Financial Queries)Training ENTERPRISE REPORTING Introduction to Web Intelligence (AFRS Financial Queries)Training

Class Objectives At the conclusion of class participants should have an understanding of the tool’s basic features: System overview Logon Create queries Save queries Run Queries Modify queries Create simple calculations Export data/print reports Logoff

Introduction Your name? Your agency? Any experience with AFRS? Any experience with Enterprise Reporting (ER) Financial Reports? How do you expect to use ER Web Intelligence?

Inventory of Training Materials General Ledger Crosswalk ER Web Intelligence – Values for Dimensions in Time Class ER Intro to Web Intelligence (AFRS Financial Queries) training exercises Course evaluation: please use this to note any issues or suggestions; this provides helpful feedback for improving future classes. Online Resources Web Intelligence Training Manual ER Ad Hoc Tool Quick Reference Guide Show online resources: http://www.ofm.wa.gov/isd/default.asp or WebI\Help\Web Intelligence\Users Guides

ER WebI Overview ER System - Financial Reports Pre-defined reports on financial data (AFRS) Report scheduling and viewing application Accessible through state Intranet or Internet (for those outside of firewall) ER System – Web Intelligence Self service reporting For querying, organizing, and analyzing data Accessible through state Intranet or Internet (for those outside of firewall) Ask question, “How many know what AFRS means”. Agency Financial Reporting System . The ER standard reports are the starting foundation in accessing financial data. Pre-defined reports were created to meet most of your business needs. ER Web Intelligence provides mean for you to build your own reports. (AFRS). Provide definition from web site: “AFRS is the state-owned accounting system used by all state agencies and higher-education institutions in the state of Washington.  AFRS is a legacy mainframe financial system that has been in production for over 20 years. The system performs all aspects of the accounting process: the general ledger, accounts receivable, accounts payable, balance sheets, etc.  Accounting information is updated daily by most users of the system.  In addition to current data on-line, reports can be generated from this system.”   Enterprise Reporting Financial Report is a report scheduling and viewing application accessible thru the state Intranet or thru Internet (for those outside of firewall).  Uses Crystal Enterprise reporting software and Microsoft SQL Server database. It is a reporting only system, which displays AFRS, budget, and travel voucher system’s data.  ER: R Enterprise Reporting Web Intelligence Querying Analyzing data Reports

ER WebI Overview (cont..) ER Hours of Operation 24/7 for viewing reports Daily system update from 8pm – Midnight - New reports cannot be generated Patches – Between 3:00am and 7:30am on the Last Wednesday of every month Getting Support 8:00 a.m. to 5:00 p.m. Monday through Friday 360-407-8182 (AFRS helpdesk) AFRShelpdesk@ofm.wa.gov Note the new patch period – Last Wednesday of every month

ER WebI Web access (via OFM website) Enter web address: http://ofm.wa.gov Click on [INFORMATION SERVICES] tab

ER WebI Web access (via OFM website) Click “Access from within the State Intranet” or “ Access from outside the State Intranet” Select “Web Intelligence”

ER WebI Web access (via Standard Reports website) Click “Click here to access the Web Intelligence Tool”

ER WebI Logon Screen

Forgot Password/User Name? Use this feature if You’ve forgotten your password, Forgotten your User name, or Your account has been disabled….. The system will e-mail you the requested information

Logon to ER WebI - User name Step 1 – Type User name User Name is not case sensitive

Logon to ER WebI - Password Step 2 – Type Password Password is case sensitive

Logon to ER WebI – Log On button Step 3 – Click Log On

You have logged in to WebI..

Creating new query Click “Document List”

Creating new query Click [New] Click “Web Intelligence Document”

Start with a Universe.. What is a Universe? a collection of data AFRS #### - a collection of AFRS biennial data (our state of Washington reporting period). Other universes? You may have access to other universes. For this exercise, select “AFRS 2011” SYSTEM is looking for JAVA – Which is the longest delay in reporting

Potential security warning message You may receive security warning message Click “No” on the security warning “Yes” will suppress data – give you funky colors. This is only recommended for Web Intelligence. Download Java Applet – remember – no Java, no Web Intelligence. Click “No” on the security warning – Business Object (the software’s owner) is aware of the problem.

Query Builder Template The Java Report Panel is your development screen Data (on the left side) Result Objects (output) – what you want to see displayed on your report Query Filters – What you will input to obtain your piece of the pie. (note: minimum filter is agency) Data Elements are displayed on this page – Remember each folder is a class Open Agency Class – Blue Box = Dimension Green Diamond = Title (AS STORED IN AFRS) Time Class – Gold Funnel = Time Filter – Prebuilt filter Measures Class – Ruler = Amount or GL Amount

When Creating new query, What are your options in selecting data? You can drag and drop – Objects will line up in order you drop You can double click on the data (available for the Result Objects only)

Establishing Data Results (Display)– Step 1 Result Objects = data displayed on report Select from [Data] Fiscal Month GL Account GL Account Title Account Program Amount Right click to delete a field – You can always use the little X in the upper right corner and delete all elements and start over again. Place into [Result Objects]

Establishing Query Input (filter) – Step 2 Query Filters = Data Limitation Select from [Data] Agency Fiscal Month GL Account Place into [Query Filters]

Query Input Filter– “Equal To” From the Agency dimension object, click on drop down box of Agency object Select “Equal To” operator These little drop down boxes have a name called operators

Query Input Filter – Agency dimension Enter your 3 digit agency number

Query Input Filter – “In List” From the Fiscal Month object, click on the creating queries drop down box Click “Value(s) from list”

Query Input Filter – “List of Values” In the Fiscal Month Highlight a value in the Fiscal Month box Type “1” The system will navigate to the first instance of “1” in the list.

Query Input Filter (Cont…) Use the arrow down to locate “12” Select Fiscal Month “12” Click the arrow right Click OK

Query Input Filter – “Matches Pattern” From the GL Account dimension object, click on drop down box of GL Account object Select “Matches Pattern” Question: What do you think % mean? Wildcard – if type 6505, it will find 6505. % will give 65xx

Query Input Filter– “Matches Pattern” and % sign We use percent sign as the special characters to matches pattern like 65% Enter “65%” Question: What do you think % mean? Wildcard – if type 6505, it will find 6505. % will give 65xx

Run Query – Step 3 Click [Run Query]

Data Results System will return data results in [Edit Report]

Saving query – Step 1 Click [Save As]

Saving query – Step 2 Save dialogue will display Enter your query title in the Name field Click on [Advanced] to Enter Description (Optional) Click on the plus sign of your [My Favorites] folder Note: The Save window may open behind the active window.

Saving query – Step 3 Click [OK]

Exercise 1– Creating basic queries Do exercise 1 Take break ………..

Modifying query – Click on “My Favorites” title

Modifying query – Locate your query in your [My Favorites] folder Right click

Modifying query – Select “Modify”

Potential security warning message You may receive security warning message Click “No” on the security warning “Yes” will suppress data – give you funky colors. This is only recommended for Web Intelligence. Download Java Applet – remember – no Java, no Web Intelligence.

Modifying query – Select [Edit Query]

Query Input Filter – Fiscal Month To add another Fiscal Month object, Click on Fiscal Month object from the Data panel Drag Drop in [Query Filters] right below the other Fiscal Month object

Query Input Filter –– Two Fiscal Month objects should now be displayed

Query Input Filter – “Between” To change “In list” to “Between” for the second Fiscal Month object Click on “In list” drop down Select “Between”

Query Input Filter – Combining Filters Create a data range using “And” with “Between”. Enter “01” next to Between Enter “12” next to And

Query Input Filter –– Enter “99” in the first Fiscal Month object

Query Input Filter –– Align filters Align first Fiscal Month with second Fiscal Month filter

Query Input Filter ––“And” versus “Or” Double click on the “And” for the first Fiscal Month and second Fiscal Month objects Note: “And” results in displaying transactions that exist in fiscal month 01 through 12 and 99.

Query Input Filter – An “Or” for the Fiscal Month “99” filter and “01” through “12” filter should be displayed Note: “Or” results in displaying transactions that exist only in a month within fiscal months 01 through 12 or 99.

Run Query Click [Run Query]

Results You should now have data for FM 01 through 12 and 99 Use the navigation arrows to navigate through the report’s pages

Exercise 2 – Modifying and Edit Queries Do exercise 2 Take break ………..

Working with Web intelligence Reports Click on “My Favorites” title

Working with Web intelligence Reports Locate your query in your “My Favorites” folder Right click

Working with Web intelligence Reports Select “Modify”

Working with Web intelligence Reports You may receive security warning message Click “No” on the security warning “Yes” will suppress data – give you funky colors. This is only recommended for Web Intelligence. Download Java Applet – remember – no Java, no Web Intelligence.

Simple Calculations – Sum Highlight the data in the Amount column data set should turn grey

Simple Calculations – Click Sum symbol

Simple Calculations – Navigate to last page of report to see your total

Simple Calculations – Arrow to the bottom of report to see total

Exercise 3– Working with report and simple calculation Do exercise 3

Export Report - Click on disk Click on “Save to my computer as” Pick “Excel” ,“PDF”, CSV, or CSV (with options)….

Print Reports – We recommend you use “Save to my computer as” Then print from Excel or PDF Reason? Web Intelligence documents print where there are page breaks, and page breaks are unpredictable.

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Course Evaluation Review Course Objectives Course Evaluation

Questions? 360-407-8182 (AFRS helpdesk) AFRShelpdesk@ofm.wa.gov Thank you!