Transcript Welcome to Webi Presentation v2

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
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Webi Main Page:
http://www.upenn.edu/computing/da/bo/webi/inde
x.html
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Webi Login
Password Changer
Tips and FAQs
How To Reference Guides
Data Warehouse Training:
http://www.upenn.edu/computing/da/dw/training.
html
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Optional Knowledge Link courses
THE POSSIBILITIES
Why use Webi?
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Convenient
Fast
Customizable
Detailed
SO FUN!!
How to use Webi?
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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
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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
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Salary Managment
 Student
 Space@Penn
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Check out the
KnowledgeLink
Training
 Practice Exercises?
 Follow up Session?
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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!!