State Analytical Reporting System (STARS) - Core-CT Analytical Reporting System (STARS) ... This...

State Analytical Reporting System (STARS)

User Guide – Financials

Table of Contents

Financial Analytics – Dashboards and Reports ......................................................................................... 3

CASH FLOW: .......................................................................................................................................... 4

TRIAL BALANCE REVIEW .......................................................................................................................... 5

Budgetary Control Analytics– Dashboard and Reports ............................................................................. 7

BUDGETARY CONTROLS ........................................................................................................................... 8

FUNDS ANALYSIS .................................................................................................................................... 9

BUDGET JOURNALS ............................................................................................................................... 12

JOURNAL TRANSACTION DETAILS ............................................................................................................ 12

SPENDING ........................................................................................................................................... 14

Exercises ............................................................................................................................................... 18

EXERCISE – GENERAL LEDGER............................................................................................................... 18

EXERCISE – BUDGETARY CONTROL ........................................................................................................ 22



Financial Analytics – Dashboards and Reports

This workshop is to provide you an overview of Oracle Financial Analytics Dashboard – how you can analyze and investigate business issues thru pre-built dashboards.

Financial Analytics enables you to track AR, AP, Cash Flow, performance against budget, and more – on a daily basis. This Document Covers the Financial Analytics: General Ledger Subject Area.

The General Ledger exercise will consist of drilling into viewing the top 10 Departments by expense, drilling into one or the Departments and review trial balance information

Log into Oracle BI Analytics

User ID: Assigned User ID

Password: Assigned Password

General Ledger Overview

Select > Dashboards > General Ledger

The Overview Dashboard page contains the key financial indicators which top management looks at on a regular basis in order to gauge the overall health of the enterprise.



Scroll down and view Top 10 Agencies by Expenses. This report displays the top ten Agencies by expense amount and is typically used by CFO’s, Controllers, Strategic Analysts, VP of Finance. Notice you can select this analysis to present information as a Pivot Chart or a Graph from the Select View drop down.

Click on Agency > DOC88000 and drill into Agency transactions. See the expenditure details for the Agency in a table.

Select > Return to go back to the Overview Dashboard.

Or click on the Breadcrumbs on the bottom of the page

If desired, Select another Agency from the Top 10 Agencies by Expenses analysis and view that cost center’s expense details.

CASH FLOW: View Cash Flow dashboard Page. This Page displays the Monthly and Quarterly Cash Flow Statements based on the prompts you select on top of the page.

Select Accounts Receivables – Period 1 Amount and drill into the Account information.



The drill down takes you to the Filtered AR Account Details report. This report provides each GL Account Codes related amounts.

Select > Return. This brings you back to the Cash Flow Page

Now, see the Quarterly Cash Flow report and select any amount to drill down to the Account Details.

Here we see a report where we can select different account groupings. You can drilldown and see which account codes constitute the numbers.

TRIAL BALANCE REVIEW Select > Trial Balance page. The Trial Balance dashboard page allows users to look up Debit/Credit Activity by specific GL Accounts, Funds, Departments and SID’s



From the Trial Balance, you can drill down to journal lines entries, Click on a Specific Ending Balance and it will take you to the Journal Details. Let’s sort the Trial Balance by Closing Amount descending to see the Closing Amounts sorted from highest to lowest. See the Cash Account Name is the highest amount. Let’s drill into the Closing Amount. See the Journal Line Entries that comprise the transaction amounts from the previous report. You don’t need to go to the source system (PeopleSoft) See the Journal Line Entries match the Credit Amount from the previous page.

Select > Return. This brings you back to the Budget vs. Actual page

This ends the General Ledger Dashboard Navigation.



Budgetary Control Analytics– Dashboard and Reports

This workshop is to provide you an overview of Oracle Financial Analytics Dashboard – how you can analyze and investigate business issues through dashboards.

Financial Analytics enables you to track performance against budget and expenses, and more – on a daily basis. Today we will look at Financial Analytics Budgetary Controls analysis.

• In Overview page we want to look at what Departments have overspent their budget and where money was overspent. We can drill into the Departments to manage and monitor budget and spending effectively and identify top areas of spending and be able to detect exceptions in timely manner. The Current Budgetary Control Dashboard is restricted to Appropriation Budget, Bond Allocation and Bond Authorization.

Log into Oracle BI 11g Analytics

User ID: Assigned UserID

Password: Assigned Password



BUDGETARY CONTROLS

When you login to the system you are presented with the Home Page. To change to the Budgetary Control

Select > Dashboards >CT Financials > Budgetary Control – KK Approp.

After selecting Budgetary Control – KK Approp you are taken to the Overview page, providing you a status of your department & Fund budgets. You can see there are few Departments that are over budget

To investigate these Departments, Click on the Department Performance tile We can see Departments have commitments (Encumbrance) and obligations (Pre-Encumbrance) and Expenditures exceeding its annual budget. You can click on any amount (Expenditure in this example) and drill down to the Details level.



Click on the Period 1 - Transaction Amount to see the Journal Entry Details.

Select > Return. This brings you back to the Overview page

FUNDS ANALYSIS Click on the Funds Available page



Here we see Funds Available analysis by Period, Department, Fund and SID. You can track Budget Amounts, Encumbrances, Pre-Encumbrances, Expenditures and other Encumbrances.

• The Oracle development team defined these metrics with descriptions that conform to the US Federal terminology for commitment control:

• Pre-encumbrance, i.e., a Purchase Requisition • Encumbrance, i.e., a Purchase Order • Other Encumbrance = not typically used, but able to capture non PO obligations • Expenditure = Expense, i.e., an AP Invoice

We want to investigate the Budget Amount for the Department – AES48000. Click on a Budget Amount by specific department and drill into the Budget - Breakdown link



This link takes you to the Budget Breakdown. You are shown an allocation of the budget and how it is divided amongst the various Periods, the Carry forward amount, Initial Budget and Adjustment Amount.

Click on the Period 2 Adjustment amount to drill to the Journal Details Report.

To return to the main Dashboard go all the way to the bottom of the screen and follow the breadcrumbs back to Budgetary Control: Funds Available



BUDGET JOURNALS Click on the Budget Journals page. This page provides analysis on all budgetary transactions.

The reports shows the Budget Transaction Amount based on the prompts you select on the top.

Select any Transaction Amount to drill down to the Journal Details. In this case Fund – 11000, Department – APA11000 and SID – 10050. It will take you to the Journal Details Report which shows the Journal ID’s that constitute the Transaction amount.

JOURNAL TRANSACTION DETAILS Select the Journal Transaction Details page

The prompts in the previous dashboard page have been carried over into the Journal Transaction Details page. In this you can see the Transaction Amount for various combinations of Fund, Department and SID’s



Click on any transaction amount to drill down to the Journal Details. This will take you to the Journal Details report that show the Journal ID’s that constitute the Transaction amount in the main report.

The remaining Budgetary Control – KK Approp Dashboard Pages Budget and Spending are similar to the Overview and Funds available pages. You have to drill down from the Top page to the detail transactions.

This ends the Budgetary Control Exercise.



SPENDING Click on Spending page

There are 3 reports on the Spending page 1. Budget Vs Consumption Trend 2. Expenditure Trend 3. Consumption Trend

We want to investigate the Budget Amount for the Department – AES48000. Click on the Budget Amount and drill into the Budget - Breakdown link

This link takes you to the Budget Breakdown. You are shown an allocation of the budget and how it is divided amongst the various Periods, the Carry forward amount, Initial Budget and Adjustment Amount



You can further drill down to the Journal Details level by clicking on the Adjustment Amount.

To view the consumption breakdown, click on the consumption amount link that is available This link takes you to the Consumption Breakdown. The report shows the consumption and how it is divided amongst Encumbrance, Pre-Encumbrance and Expenditure amounts.

Click on any amounts and the link will take us to the Journal Details report. In this case we have only Expenditures, Click on any Expenditure amount



The Amount is broken down by different SID’s

Click on the Transaction Amount and the Details report will show the Journal Details that constituted the Expenditures from the previous Page.

To return to the main Dashboard go all the way to the bottom of the screen and follow the breadcrumbs back to Budgetary Control – KK Approp: Spending

Expenditure Trend – This report shows the Budget amounts and the Expenditure comparison to the prior year

Click on the Expenditures for the Department APC11950 and the link Journal Details Report – Expenditures. The details report is broken down by the Fund, SID and by clicking on any Transaction amount will take us to the Journal Details that make up the expenditure amount. To return to the main Dashboard go all the way to the bottom of the screen and follow the breadcrumbs back to Budgetary Control – KK Approp: Spending



Consumption Trend – This report shows the Budget amounts and the Consumption comparison to the prior year. Click on the Consumption for the Department CCY11600 and the link Consumption Breakdown. The details report is broken down by the Encumbrance, Pre-Encumbrance and Expenditures Amounts. You can further drilldown to the Journal details by clicking on the links available. In this case we only have Expenditures. Clicking on any Expenditure amount will take us to the corresponding Journal Details report.

To return to the main Dashboard go all the way to the bottom of the screen and follow the breadcrumbs back to Budgetary Control – KK Approp: Spending



Exercises

EXERCISE – GENERAL LEDGER Let’s work on a simple exercise in General Ledger Dashboard

1) Select > Dashboards > General Ledger

2) Navigate to the GL Balance Page

3) On the top of the page you can see the Prompts that can be used to select different criteria

4) Select the Ledger Name, Fund, SID, Department, Fiscal Year, Period and Group Account Number

There are multiple ways you can feed the information in the Prompts

i) By Selecting the check boxes in the drop down menu



ii) By typing the values separated by semicolon (;)

iii) By Clicking on Search at the bottom of the drop down

A window will popup as below

Select the required values and click on the > arrow and click OK to close the popup



You can also select the pattern and click the values you want to select

5) Pass the following parameters

Ledger Name – Modified Accrual

Fund - 31011

SID – 43426, 43427, 40001, 43440, 99999

Department – is Like OSC%

Fiscal Year – 2014

Fiscal Period – Period 1

Then Click on Apply



You will see the report will start running and give the results with different Account codes and their balances

Sorting:- This can be done in two ways:- (a) Click on the icon which is at the corner of the column header. There will be two icon’s one

ascending and other descending.

(b) Right click on the column header and you can sort from the available options

This is the end of General Ledger Exercise



EXERCISE – BUDGETARY CONTROL In general Ledger Exercise we saw how to change the criteria in the prompts and different ways to select the prompt values and sort the results.

In Budgetary control Exercise let us look into

i) Select Different Views

ii) Move Columns

iii) Adding Sub Totals

1) Select > Dashboards >CT Financials > Budgetary Control – KK Approp

2) Click on the Spending Page

3) Pass the following parameters

Ledger Name – Appropriation Budget Defin

Fund - 31011

SID – 43426, 43427, 40001, 43440, 99999

Fiscal Year – 2014

Fiscal Period – Period 1

Department – is Like OSC%



Then Click on Apply

The results will look like the below screenshot



4) On the Budget vs Consumption Trend Report

Change the View from Department to SID

Now the department column will be replaced by SID (Above screenshot)

5) Similarly in the Expenditure Trend Report on the Bottom of the Spending page

You can change the view from Pivot Table to Graph

6) Move Columns

On the Budget vs Consumption Trend Report Right Click on the SID column

Hover on the Move Column and see another extended view

Click on the “To Columns”



See the Report view changed and the SID column is moved from Rows to Columns

Similarly you can move the column to right or to prompts or To Sections

You can also exclude Column which you don’t need in the report

7) Adding Sub Totals:

From the same report above Right Click on the Fiscal Year column and Hover on to the “Show Row Level Grand Total” and Click on “After Values”



Now the Sub Totals will be added to the report view

This way we can Select Different Views, Move Columns and Add Sub Totals to the reports on the dashboard page

This is the end of Budgetary Control Exercise.

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