Revised February 8, 2016

REPORTS GUIDE

REPORTS

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Overview:

CatPlan Checklist Items 3

Finding Budget Chartstrings 4

Accessing CatPlan Reports Folder 5

Report Examples:

Summary Reports with Actuals:

Budget Forecast – State 7

Multi-Department Budget Projection – Detail 8

Budget Forecast – Self Support 9

Multi-Dept Self Support Forecast 10

Position Reports with Actuals:

Position Department Review Report 11

Position Detail Monthly Report 12

Position Monthly Budget to Actual 13

Report Exercises:

Report Selections – Setting maximum rows 14

Exercise #1 – Run Valid Budget Combinations Report 14

Exercise #2 – Budget Forecast – State General 19

Export Report to PDF 24

Export Report to Excel 24

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Checklist for Successful CatPlan Reports:

1. Use a Firefox Browser

2. Sign into CatPlan through MyCWU

a. Oracle Identity Domain: uscentralwash48889

b. Username: Your CWU email address

c. Password: Your password specific to Oracle

3. Turn on User Point of View & HTML Preview. You must do this to view reports!

a. File > Preferences > Financial Reporting > User Point of View > On

b. Also turn on your HTML Preview in the “Default Preview Mode”

c. Click “OK” once you have those two settings set

4. Have your full budget chartstring. Speedkeys do not work in CatPlan

Chartstring = Department + Fund + Program + Op Unit + Component (if you have one)

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Finding Budget Chartstrings

1. In MyCWU, click COA PID Cross Reference in the FMS Toolbox

2. Type in your department number then click “Search.” You can also search using an old Project ID or a

new Speedkey

3. Your search results will be listed below, click on a chartstring for more detail

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4. More information is provided once you click on a chartstring. If you want a list of all chartstrings by

related department, right click on the small red triangle in the top of the department box, when the

box “Speedkey by Related Department” appears click on it

Accessing CatPlan Reports Folder:

1. All CatPlan reports can be accessed by clicking the explore magnifying glass icon

2. Our recommended end user reports are stored in the “End User Reports” folder. Click on the End User

Reports folder in the left hand column

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3. The reports are now listed in the center column. To select a report double click on the title

4. Additional reports are available in the Enterprise Accounting, Foundation, Operational and Position Budget Reports Folders.

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Report Examples: Summary Reports with Actuals

1. Budget Forecast – State:

The Budget Forecast Report tells you if you are above or below budget, considering the actual

expenses that have posted to FMS for the closed months, plus your projected expenses for the future

months. This report is used for Fund 149/ledger 1 funds.

*All of the account level detail can be viewed on this report by drilling down using the black arrows to

the left of the account number.

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2. Multi Department Budget Projection – Detail:

The Multi-Department Budget Projection Report shows all departments within a selected area. Total

year budget vs. YTD actual data, plus future projections are highlighted. This shows if departments are

on track to be within their budget at the end of the year.

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3. Budget Forecast Report – Self Support:

The Budget Forecast Report tells you if you are above or below budget, considering the actual

expenses that have posted to FMS for the closed months, plus your projected expenses for the future

months. This report is used for self-support funds.

*All of the account level detail can be viewed on this report by drilling down using the black arrows to

the left of the account number.

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4. Multi-Dept Self Support Forecast

This report can be run for a Division/Exec Level to show total budgets versus actual by Department.

This report also shows the fund balance, actual and projected.

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Report Examples: Position Reports with Actuals

1. Position Dept Review Report:

Position Detail Monthly Report reviews actual payroll data. The report shows the budgeted amount

against the actual amount and provides a variance.

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2. Position Detail Monthly Report:

The Position Detail Monthly Report reviews actual payroll data. The report shows the budgeted

amount against the actual amount. When running this report select the month you wish to view as the

period selection.

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2. Position Monthly Budget to Actual Report:

The Position Monthly Budget to Actual Report reviews actual payroll data. The report shows the

monthly budgeted amount against the actual amount, along with the variance. This shows each

employee by their salary and benefit.

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Report Exercises:

Ensure your User Point of View and HTML is turned on. Instructions to turn on the User Point of View and

HTML are listed on page 2.

Exercise #1 – Run Valid Budget Combinations Report

1. Click Explore > End User Reports > Valid Budget Combinations Report

2. Click the blue “Select” box to the right of “Years”

** One time set up. Click the “Rows Per Page” drop down, and select 500

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3. Drill down using the small grey arrow to the left of the yellow folder titled “Years”

4. Click the radio button, making a blue circle appear in the line titled “FY16.” Then hit “OK” at the

bottom of the box

5. Follow the same steps for “Scenario” and “Project.” Click the blue select box, drill down until you find

the correct titles below, and hit “OK”

6. For “Scenario” select “Budget” For “Project” select “NoProject” Your final selections should mirror the

screenshot below. Once all three areas are selected hit “OK”

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7. Click the magnifying glass to the right of the of the Department selection box

8. Type in the department number you want to see in the search field to the right of the asterisk * no

spaces, it’s important you leave the asterisk in the search field

9. Click the binoculars to the right of the search field

10. Check the box to the left of your department number and hit “OK” at the bottom of the screen

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11. Check the box again, now in the right hand column, and hit “OK” again

12. Click the magnifying glass to the right of the of the Fund selection box

13. Drill down one time, and select “ALL_FUNDS.” Then, click the small blue arrow in the center of your

screen to move your selection over to the right hand column

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14. Check your selection again, now in the right hand column and hit “OK” at the bottom of the screen

15. Now that you have made both your selections, hit “OK” at the bottom of the screen

16. The report is now running and should look like this:

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Exercise #2 – Budget Forecast – State General

1. Click Explore > End User Reports > Budget Forecast – State

2. Click the blue “Select” box next to “Years”

3. Drill down using the small grey arrow to the left of the yellow folder titled “Years”

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4. Click the radio button, making a blue circle appear in the line titled “FY16.” Then hit “OK” at the

bottom of the box

5. Use your chartstring numbers from the valid budget combination report

6. Click the blue “Select” box next to “Department”

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7. Type in the department number you want to see in the search field to the right of the asterisk * no

spaces, it’s important you leave the asterisk in the search field

8. Click the binoculars to the right of the search field

9. Click “OK” at the bottom of the box

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10. Again, click “OK” at the bottom of the box

11. Complete your remaining selections (Fund, Program, Oper_Unit, Project, Component) following steps 6-10

12. You must make a selection for each field or else your report will not run correctly. Even if you do not

have a project or component, you must select “NoProject” and “NoComponent,” then click “OK”

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13. The report is now running and should look like this:

14. If you want to adjust one of your selections (fund, program, etc.) you are able to do that from this

screen without starting all over again. Simply click on the blue selections in the upper left hand corner

and search for a different department etc. and the form will automatically refresh

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Export Report to PDF:

To export a report to a PDF simply click the PDF icon. This helps with printing

Export Report to Excel:

To export a report to Excel click File > Export > Excel

Once the report is in Excel, you are able to manipulate it however you want; add columns, colors, etc.