1. Create a simple Budget vs. Actual Income and Expense Report in Adaptive
Rosa Fung
Director, Business and Financial Analysis
College of Medicine - Tucson

2. Health Science Instance Using Adaptive for almost two years
Introductions
Health Science Instance
Using Adaptive for almost two years
Commitment management
All Funds Budgeting
Banner transaction data collections
Data entry
View data only
Budget information in Adaptive
Already writing reports
Attempted to write reports but have difficulties
Knowledge on Versions and Level
Knowledge on Accounts and Time

3. Objective
Step-by-step writing a simple Budget vs. Actual Income Statement report in Adaptive
Intro Helpers
Things you need to know
I’m going to show you a sample output that I’m going to build with you
You will build your own with a group of helpers in the room (Intro of the helpers – name and Instance)

4. Report Output – live demonstration

5. Adaptive Data Actuals loaded weekly by the Budget Office On Mondays
All Instances
except for Grants and Contracts which are loaded daily.
Budget
Budget Data in Adaptive
Data Entry
Import
After this slide, start the actual step-by-step presenation

6. Matrix Report Commonly used
Build reports with dimensions on both the rows and columns of the report
Generally, Account dimension in the rows and Time dimension in the columns
We’ll only be focusing on Matrix Report for this class.

7. Basic 4 Elements in creating a report
Left side of the report page
Use the Search feature if you know the key word of the field you are looking for

8. Basic 4 Elements in creating a report – Cont.
Accounts
GL (Object Code), Modeled, Assumptions
Time
Annual, Monthly, FYTD
Levels
Use Worksheet Filters to change report levels
check with your Instance Administrator for Level structure
Versions
Time periods or versions
check with your Instance Administrator for Versions structure
This report is using GL for the Account
Time – Annual and FYTD
Levels – Org code, Filter on the highest level, ability to set parameter to filter for lower levels
Version – we use both: Fiscal Years and versions

9. Report Pane Similar to pivot tables
select the appropriate field from each of the Elements
Drag-and-Drop onto the Report Pane

10. Remember Adaptive does not offer UNDO feature Save report frequently
Start with the basic data selections
Add new data or formatting one at a time
Save each time the desired output is returned

11. Report Properties

12. Report Properties - Default setting
Know where they are and play with the tabs to customize your report

13. Filters and Parameters
Use for flexibility in selecting or limiting the desired report output
Can have multiple Filters and Parameters
This sample report is setting up so the user can filter by Level

14. Parameter Properties
Check off this box for a Prompt before running the report

15. Parameters
Prompts before the report is run

16. Right click on the Element to bring up the Properties menu
Element Properties
We talked about Properties for the whiole Report, Now this Properties implies to the Element
Right click on the Element to bring up the Properties menu

17. Option to customize the header description
Element Properties
Option to customize the header description
The Code will be the Header if left blank

18. Element Properties – Cont.
Customize header and data on the report output

19. Another useful Element - Calculations
Subtotal
sum of rows or columns

20. Another useful Element - Calculations
Difference
Subtract from row or column
Can be reversed via Difference Options

21. Another useful Element - Calculations
Custom
Use Formula Assistance

22. Other features
Segment
Blank Space
Custom Header

23. Other features - Segment
Generally used when multiple years or versions on the same report

24. Other features – Blank Space
Generally used for formatting for a cleaner report output

25. Other features – Custom Header (Label)
Right click on the Element to bring up Properties to modify the Label

26. Pros and Cons with Adaptive reports
Quick and easy to view data
Format less attractive when exported to Excel/PDF
OfficeConnect offers flexible formatting and formula writing in Excel
Delivers professional-feel presentation
We offer a separate class for OfficeConnect report writing class

27. Live Demonstration
Build a simple budget vs. actual income statement in Adaptive

28. Attendees to build their own report

29. Contacts Academic Instance Grants and Contracts Instance
Brian Berrellez
Tara Mysak
Grants and Contracts Instance
Chris Duggan
Jason Von Fange
Health Science Instance
Rosa Fung
Student Affairs Instance
Erik Reinold

30. Thank you