Potential Audience/Benefits: Business officers and PI s may want to track spending on account summary encumbrances by using this report.

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1 Encumbrance Management Account Summary Encumbrance Detail: Enter Center: User may only enter one center number at a time ( ) The % wildcard or _ placeholder is accepted (e.g. _0428%) Entering only % returns all centers in users purview Enter Account: User may only enter one account number at a time (60635) The % wildcard or _ placeholder is accepted (e.g. 6% or 6 ) Entering % only returns all accounts Running the Report: This report is similar to the Reference Number Encumbrance Detail, but is used to lookup information for account summary encumbrances. This report only has two prompts, Center and Account. Users can search for all fund types and accounts by using _ and % wildcards. Report Description: This report has only one tab, but information is in sections: Encumbrance Header- Columns in this first section contain: Transaction Type, Initiator, Source of Origin, Encumbrance Status, and Enc Initiation Date. Encumbrance Edit- Columns in the second section include Encumbrance Type, Supplier, and Description. Encumbrance Distributions- Columns in the third section include Center, Budget Type, Account, Amount, Debit Actuals, Credit Actuals, Total Actuals, Outstanding Enc. Amt, Distrib Status, and DMS Budget Amount. There is a smaller subsection under this heading which outlines Detail for Total Actuals which shows the information for the actual payments on the encumbrance. This subsection includes Center, Account, Exception message, Actual Amount, Transaction Description, Expanded Transaction Description, Accounting Period, and JEID. Encumbrance period- The last column at the bottom of this report is Encumbrance Period. There are no drills on this report. Potential Audience/Benefits: Business officers and PI s may want to track spending on account summary encumbrances by using this report. Relation to DMS Web Application: When using this report business officers can track spending on some of the most frequently used accounts. If they see that spending is either more or less than expected, it could cause them to re-budget to open up funds for other spending or increase account summary encumbrances. New Reporting Enhancements: This version includes an additional prompt for Account which allows the user to pull back all account summary encumbrances of a certain type (e.g. animal care 60635). Wildcards are also allowed in the report prompts, allowing users to pull back a range of centers. The report contains much more information than the previous report including a separate reporting of credits and debits on the account, exception messages, and transaction descriptions. 1

2 DMS Stipend End Date Report: Enter Center: User may enter only one center at a time The % and * wildcards are accepted as well as the _ placeholder ( e.g. 404% 404* or _0428%) Entering only % or * returns all centers in users purview Stipend End Date (mm/dd/yyyy): No wildcards or placeholders are accepted Running the Report: This report has two prompts, Center and Stipend End Date (mm/dd/yyyy). The _ and % wildcards are accepted in the Center prompt, allowing users to search ranges of centers. The Stipend End Date prompt does not accept wildcards, and must be entered in a correct date format. Report Description: There is only one tab on this report. The columns listed are Empl ID, Empl Rcd, Employee Name, Center, Job Code, Account, Encumbrance Amount Remaining, and Stipend Encum End Date. Users are able to drill on the Encumbrance Amount Remaining, taking them to the Labor Encumbrance Detail Report Drill which offers additional information about the encumbrance requested. Potential Audience/Benefits: Business officers would use this report to keep track of which stipend payments are ending, helping them to determine which ones need to be renewed or discontinued. Relation to DMS Web Application: When a stipend shows on the report, it can prompt a business officer to renew a stipend, change the center numbers, or talk to stipend employees about the ending of their funding. New Reporting Enhancements: Wildcards are accepted in the prompt for Center, allowing users to search a range of centers at one time. 2

3 Encumbrance Notifications: Enter Center or Center Range: User may enter only one center at a time The % wildcard or _ placeholders are accepted (e.g. _0428%) Entering only % returns all centers in users purview Enter Value(s) for Review Status: User choices are Reviewed or Unreviewed Prompt is case sensitive To search for both, user may enter both statuses separated by a semicolon with no spaces (e.g. Reviewed;Unreviewed) Enter Beginning Encumbrance Notification Date: Calendar icon to right of prompt helpful to enter date in correct format Enter ending Encumbrance Notification Date: Calendar icon to right of prompt helpful to enter date in correct format 3

4 Labor Encumbrance Detail Report: Enter Employee Name: User may only enter one employee name at a time Prompt is case sensitive and must be entered in this format Last,First M (some employees do not have M) The % wildcard or _ placeholder is accepted Entering only % returns all employees in users purview Enter Pay Period Start: Calendar icon to right of prompt helpful to enter date in correct format Enter Pay Period End: Calendar icon to right of prompt helpful to enter date in correct format Running the Report: The report prompts on Employee Name, Pay Period Start Date, and Pay Period End Date. The Employee Name field must be populated according to the standardized HR format: Last,First MI (with no space between the last and first name). Alternatively, if you do not know the employee s full name as it exists in HR, you could enter a partial name followed by the % wildcard. This report was designed to be run one employee at a time. Report Description: This report has two tabs: Encumbrance Detail and Actuals Detail. The Encumbrance Detail tab is intended to provide a printer-friendly version of the Total Encumbrances tab that exists on each labor encumbrance record within the web application s Labor Encumbrances module. For the employee and pay periods input in the prompt fields, the report displays all pay period encumbrances (Relieved or Open) by center number. For each encumbrance, the report displays: Pay Period Start Date, Pay Period End Date, Check Date, Encumbrance Type, Job Code, GL Account, Encumbrance Amount, and Encumbrance Status. Below pay period detail for each center, the report summarizes Total Outstanding Encumbrances by Earnings Type and Account. 4

5 The Actuals Detail tab is intended to provide a printer-friendly version of the Total Actuals tab that exists on each labor encumbrance record within the web application s Labor Encumbrances module. For the employee and pay periods input in the prompt fields, the report displays by center number all pay period encumbrances for which DMS has an actual payroll expense. For each pay period encumbrance, the report displays: Pay Period Start Date, Pay Period End Date, Check Date, Encumbrance Type, Job Code, GL Account, Actual Amount, Encumbrance Amount, and Exception Type. Below pay period detail for each center, the report summarizes Total Actuals Paid (for the pay periods requested in the prompt) by Earnings Type and Account. There are no drills in this report. Potential Audience/Benefits: A business officer or HR manager could use this report to monitor, on an employee-by-employee basis, outstanding encumbrances and/or actuals paid by center for a specified time period. Relation to DMS Web Application: The report may prompt a Business Officer or HR manager to access the employee s encumbrance record in the web application to shorten their commitment on a specific center (on the HR job data tab) if, for example, the department was aware the employee s commitment on a grant would end 3 months before the Budget End Date. The report could also prompt the Business Officer or HR manager to use the Manual tab of the encumbrance record to create a Supplemental or Special Pay & Adjustments encumbrance for a payment initiated via the Additional Pay Form. Or, if the department anticipates a Pay Rate Change or Earnings Distribution change, a Base Earnings encumbrance could be established to modify encumbrances accordingly. New Reporting Enhancements: This report combines two previous reports: the Personnel Enc Detail SA (content for which is reflected in the Encumbrance Detail tab) and the Personnel Enc v. Actual (content for which is reflected in the Actuals Detail tab). 5

6 Outstanding Encumbrances: Enter Center: User may only enter one center number at a time The % wildcard or _ placeholder are accepted Entering only % returns all centers in users purview Enter Account (% for all accounts): User may only enter one account at a time The % wildcard or _ placeholder are accepted Entering only % returns all accounts in users purview Encumbrance older than x days (e.g. 0, 30, 60, 90) User may only enter a single number Wildcards or placeholders are not accepted Running the Report: The report prompts on Center, Account, and Encumbrances older than x days. User may enter one complete center number or one complete account number, or user could enter a range of centers or accounts using the wildcards, % and _. Report Description: For the centers/accounts specified in the prompts, the report displays encumbrances that are open (i.e. have a remaining balance). (Note: The report can only be run for open centers, not closed centers.) The report has three sections into which open encumbrances are categorized (one for Labor and two for Non Labor): Labor Outstanding Encumbrances Columns displayed in this section include: Account, Account Description, Encumbrance Type, Employee ID/ Reference Number, Employee Name, Total Encumbrance Amount Remaining. Note: An Original Encumbrance Amount is not displayed here because this concept does not exist with labor encumbrances. From this section, you can drill on Employee ID/Reference Number to open the Labor Encumbrance Detail Report - drill. Reference Number Outstanding Encumbrances Columns displayed in this section include: Account, Account Description, Encumbrance Type, Initiation Date, Reference Number, Supplier, Encumbrance Amount (Note: This is the Original Encumbrance Amount), Total Encumbrance Amount Remaining. From this section, you can drill on Reference Number to open the Non Labor Encumbrance Detail Report. Account Summary Outstanding Encumbrances Columns displayed in this section include: Account, Account Description, Encumbrance Type, Initiation Date, Supplier, Encumbrance Amount (Note: This is the Original Encumbrance Amount), Total Encumbrance Amount Remaining. From this section, you can drill on Account to open the Account Summary Encumbrance Detail report. This report can be accessed as a drill from the Status Summary by Account (i.e. by drilling on Total Outstanding Encumbrances). Or the report can be run independently. 6

7 Potential Audience/Benefits: A business officer or his/her staff members could use this report to monitor outstanding encumbrances across all types (labor and non labor). This report could trigger the user to close an encumbrance or establish a new one. This report is useful to run on a monthly basis to assess where you may have old outstanding non labor encumbrances that need to be closed in the web application. This is where the Encumbrances older than x days prompt is particularly useful. You can specify an aging period (e.g. 60 days, 90 days) and the report will return encumbrances with an Initiation Date on or before the specified timeframe. New Reporting Enhancements: The drill version and the standalone version have been combined into one report. In order to accomplish this, we had to add a prompt on Account. The account prompt field accepts the wildcard. The user can enter a complete account number (e.g ), a partial account number (e.g. 60%), or just a % to see all account numbers returned. This version combines non labor Reference Number encumbrances into one section; the previous version had them in two separate sections: Reference Number PO and Reference Number Non PO. In the Labor section, the following fields are included in the previous version but not in this version because they are not applicable to labor encumbrances: Encumbrance Creation Date, Total Original Encumbrance Amount, and Encumbrance Status. In the Reference Number and Account Summary sections, the following fields are included in the previous version but not in this version: Encumbrance Status. All the encumbrances returned in the report are Open, so there s really no need to display this field in the result set. 7

8 Reference Number Encumbrance Detail: Enter Center: User may only enter a single center number at a time The % wildcard or _ placeholder are accepted Entering only % returns all centers in users purview Enter Account Number: User may only enter a single account number at a time The % wildcard or _ placeholder are accepted Entering only % returns all accounts in users purview Enter Reference Number: User may only enter one reference number at a time The % wildcard or _ placeholders are accepted (e.g. _0428%) Entering only % returns all reference numbers in users purview Running the Report: The report prompts on center number, account number, and reference number. The % wildcard is acceptable in all three fields, so a user can search using only one field and simply entering % in the others. The _ placeholder also accepted (e.g. _0428%). This report is meant to return only those encumbrances where there is a reference number. Therefore it cannot be used for labor encumbrances or account summary encumbrances. Report Description: This report has only one tab, but information is broken out into sections on the report. Encumbrance Header- Columns in this first section contain: Transaction Type, Initiator, Source of Origin, Encumbrance Status, and Enc Initiation Date. Encumbrance Edit- Columns in the second section include Encumbrance Type, Supplier, Reference Number, Description, Additional Reference Number, Req Date, and PO Date. Encumbrance Distributions- Columns in the third section include Total Amount, Center, Budget Type, Account, Amount, Debit Actuals, Credit Actuals, Total Actuals, Outstanding Enc. Amt, and Distrib Status. There is a smaller subsection under this heading which outlines Detail for Total Actuals which shows the information for the actual payments on the encumbrance. This subsection will appear different for different types of encumbrances. For PO s, this subsection includes Center, Account, Actual Amount, Exception type, PO number, Voucher Id, and Accounting Period. For all other reference number encumbrances (check requests, 1180 s, work orders etc.) this section includes Center, Account, Actual Amount, Exception Type, Transaction Description, Expanded Transaction Description, Accounting Period, and JEID. 8

9 Report Drills- The fourth section of this report only appears for PO encumbrances and contains drills on PO Number, and Voucher Id. These drills will take the user to the PO detail and Invoice Detail respectively. There are no drills for non PO reference encumbrances. Encumbrance Period - At the very bottom of the report is one last column for Encumbrance Period. Potential Audience/Benefits: This report will be useful for business officers who wish to compare their DMS encumbrance information to the actual paid on an encumbrance. Other APPO reports would not incorporate any changes made in the DMS system, or other encumbrances such as check requests. Relation to DMS Web Application: When reviewing this report, a business officer may identify encumbrances which need to be closed. Business Officers may also be able to identify PO s or other encumbrances which have no actual expenses, and may want to determine why (e.g. was no invoice sent? Was the order cancelled?). New Reporting Enhancements: This report combines two previous reports: Ref Non PO Enc Detail SA and Ref PO Enc Detail SA. Users will be able to go to this report to search for both types of reference number encumbrances. 9