Chapter 8 - Reports and Financial Statements

Chapter 8 - Reports and Financial Statements This Section Includes: 8.1 Report Listing 8.1.1 nvision Reports 8.1.2 AP PeopleSoft Delivered Reports 8.1.3 GL PeopleSoft Delivered Reports 8.2 Queries 8.2.1 Query Listing 8.2.1.1 GL Queries 8.2.1.2 AP Queries 8.3 Screen Views and Other Data Research Tools 8.3.1 Compare Across Ledgers 8.3.2 Review Ledger 8.4 Using Scope with nvision Reports 8.4.1 Defining Scope for a Group of Projects from the Project Tree 8.4.2 Defining a Scope for Individual Reporting from Tree Nodes 8.4.3 Defining Scope for a Single Project or List of Projects 8.5 Printing an nvision Reports using Scope Financial statements, reports, queries and screen displays are available to provide information to management and accounting staff as well as for public review. Reports and views come in several different formats depending on the complexity of the data and the end use. 8-1

8.1 Report Listing There are several types of reports in the PeopleSoft system. nvision Reports: The more formal statements and some other reports come from software named nvision. PeopleSoft Reports: PeopleSoft has many delivered reports in the various modules of the software. Queries: Raw data can be pulled in a variety of forms and loaded into Microsoft Excel for further formatting and reporting. 8.1.1 nvision Reports This software is used for more formal reporting such as financial statements. Note that the nvision reports have two new features. They come out as Excel sheets that can be drilled down to get underlying detail. They can also be saved for future reference. Drill down works as long as the computer is connected to the network and can access PeopleSoft data. Report Usage Options Statement of Financial Position Report ID: FINPOS_S Statement of Activities and Changes in Net Assets - Management Report ID: ACNA_MAN Typical for executive board, executive committee and others. Required audit statement should match the audit. Typical for executive board, executive committee and others. Required audit statement should match the audit. Run by fiscal year and period. Displays all funds and total of funds with prior year comparisons by fund. Prints accompanying schedules with additional disclosures. Run by fiscal year and period. Displays all funds and total of funds with prior year comparisons by fund. Prints accompanying schedules with additional disclosures including functional expenses. 8-2

Report Usage Options Statement of Functional Expenses Report ID: FUNCTEXP Standard Statement of Budgeted Operations UR Operating Fund Report ID: SSOP-UR1 Standard Statement of Budgeted Operations UR Capital Fund Report ID: SSOP-UR2 Standard Statement of Budgeted Operations UR Endowment Fund Report ID: SSOP-UR3 Comparative Statement of Budgeted Operations UR Operating Fund Report ID: CSOP-UR1 Comparative Statement of Budgeted Operations UR Capital Fund Report ID: CSOP-UR2 Comparative Statement of Budgeted Operations UR Endowment Fund Report ID: CSOP-UR3 Budget Analysis-Summary Operating Fund Report ID: BUDANAL Budget Analysis-Detailed Operating Fund Report ID: D-BUD-AN Annual statement with full GAAP disclosures. Required audit statement should match the audit. Statement of Unrestricted Operations with Budget Comparison. Statement of Unrestricted Operations with Budget Comparison. Statement of Unrestricted Operations with Budget Comparison. Statement of Unrestricted Operations with Budget and Prior Year Comparison. Statement of Unrestricted Operations with Budget and Prior Year Comparison. Statement of Unrestricted Operations with Budget and Prior Year Comparison. Outlines the budget in summary format with prior 2 year actual, current YTD and future 3 year Budgets Outlines the budget in detail format with prior 2 year actual, current YTD and future 3 year Budgets Run by fiscal year and period. Displays expenses for all funds by function. Uses time study percentages entered into statistical accounts. Standard report gives both unallocated and allocated formats. Run by fiscal year and period. Displays changes in Unrestricted revenue and expense in the operating fund with comparisons to budget. Run by fiscal year and period. Displays changes in Unrestricted revenue and expense in the capital fund with comparisons to budget. Run by fiscal year and period. Displays changes in Unrestricted revenue and expense in the endowment fund with comparisons to budget. Run by fiscal year and period. Displays changes in Unrestricted revenue and expense in the operating fund with comparisons to budget and prior year actuals. Run by fiscal year and period. Displays changes in Unrestricted revenue and expense in the capital fund with comparisons to budget and prior year actuals. Run by fiscal year and period. Displays changes in Unrestricted revenue and expense in the endowment fund with comparisons to budget and prior year actuals. Runs by fiscal year and period that sets the center point for the comparisons. NOTE: May be run using Scope for specific or a list of projects and produced as Individual or Combined reports. Runs by fiscal year and period that sets the center point for the comparisons. NOTE: May be run using Scope for specific or a list of projects and produced as Individual or Combined reports. NOTE: Enable your macros before executing the macro to close up empty rows. 8-3

Report Usage Options Temporarily Restricted Funds Report Operating Fund Report ID: TR-FUND1 Temporarily Restricted Funds Report Capital Fund Report ID: TR-FUND2 Temporarily Restricted Funds Report Endowment Fund Report ID: TR-FUND3 Project Management Report Fund 1 Report ID: PROMANAG Detailed Project Management Report Summary Report ID: D-PRMAN1 Displays the status of projects and their temporarily restricted funds in various states. Used to help manage release from restriction. Operating Fund only. Displays the status of projects and their temporarily restricted funds in various states. Used to help manage release from restriction. Capital Fund only. Displays the status of projects and their temporarily restricted funds in various states. Used to help manage release from restriction. Endowment Fund only. Displays summary information in the format of the Statement of Operations for the Operating Fund. Displays detail by account and project for data in the Summary Project Management Report including Assets, Liabilities and Net Assets Runs by Fiscal Year and Period. Displays TR Net Assets, New TR Revenue, and Release from TR and lists the UR Revenue, UR Release and Expenses. Also displays the variance between UR Revenues and Expenses as possible Release target. NOTE: Enable your macros before executing the macro to close up empty rows. Runs by Fiscal Year and Period. Displays TR Net Assets, New TR Revenue, and Release from TR and lists the UR Revenue, UR Release and Expenses. Also displays the variance between UR Revenues and Expenses as possible Release target. NOTE: Enable your macros before executing the macro to close up empty rows. Runs by Fiscal Year and Period. Displays TR Net Assets, New TR Revenue, and Release from TR and lists the UR Revenue, UR Release and Expenses. Also displays the variance between UR Revenues and Expenses as possible Release target. NOTE: Enable your macros before executing the macro to close up empty rows. Runs by Fiscal Year and Period. Is Specifically designed to be run using Scope definitions for specific or a list of projects and produced in either individual or combined formats. Runs by Fiscal Year and Period. Is Specifically designed to be run using Scope definitions for specific or a list of projects and produced in either individual or combined formats. NOTE: Enable your macros before executing the macro to close up empty rows. 8-4

Report Usage Options Detailed Statement of Financial Position Operating Fund Report ID: DSFP-F1 Detailed Statement of Financial Position Capital Fund Report ID: DSFP-F2 Detailed Statement of Financial Position Endowment Fund Report ID: DSFP-F3 Detailed Statement of Operations UR Operating Fund Report ID: DSOP-F1 Detailed Statement of Operations UR Capital Fund Report ID: DSOP-F2 Detailed Statement of Operations UR Endowment Fund Report ID: DSOP-F3 Liquidity Ratios Report ID: LIQRATIO Learning for Life Statement of Operations Unrestricted Report ID: LFL-SOP Displays detailed behind totals in the Statement of Financial Position for the Operating Fund. Displays detailed behind totals in the Statement of Financial Position for the Capital Fund. Displays detailed behind totals in the Statement of Financial Position for the Endowment Fund. Displays detailed behind totals in the Statement of Operations UR for the Operating Fund. Displays detailed behind totals in the Statement of Operations UR for the Capital Fund. Displays detailed behind totals in the Statement of Operations - UR for the Operating Fund. Calculates the Liquidity Ratio for each of the three funds with comparatives to the prior year. Presents Learning for Life revenue and expense in a labeled statement of operations. Runs by Fiscal Year and Period. Displays detail by account number and project with sub-totals to match the Summary Statement. NOTE: Enable your macros before executing the macro to close up empty rows. Runs by Fiscal Year and Period. Displays detail by account number and project with sub-totals to match the Summary Statement. NOTE: Enable your macros before executing the macro to close up empty rows. Runs by Fiscal Year and Period. Displays detail by account number and project with sub-totals to match the Summary Statement. NOTE: Enable your macros before executing the macro to close up empty rows. Runs by Fiscal Year and Period. Displays detail by account number and project with sub-totals to match the Summary Statement. NOTE: Enable your macros before executing the macro to close up empty rows. Runs by Fiscal Year and Period. Displays detail by account number and project with sub-totals to match the Summary Statement. NOTE: Enable your macros before executing the macro to close up empty rows. Runs by Fiscal Year and Period. Displays detail by account number and project with sub-totals to match the Summary Statement. NOTE: Enable your macros before executing the macro to close up empty rows. Run by Fiscal Year and Period. Run by date and specifically designed to be run using Scope to focus on LFL Projects only. 8-5

8.1.2 AP PeopleSoft Delivered Reports Councils may try these delivered reports and others to determine which work best for managing the council fiscals. Report ID and Report Name Description Navigation APY1020 Posted Voucher Listing APY1099 1099-MISC Copy B Lists all posted vouchers for a given business unit and date range. For each Voucher ID, the report lists Document Type, Document Date, Document Sequence, Ledger, Accounting Date, Application Journal, Dist Type, Vchr Line, Dist Line, GL Unit, Account, Dept, Product, Project, Debit Amount, Credit Amount, Currency Code, and Unpost Seq#. (Crystal Report) (USA) IRS Form 1099-MISC for your vendors. (Crystal Report) Accounts Payable, Reports, Vouchers, Posted Voucher, Posted Voucher Listing Vendors, 1099/Global Withholding, 1099 Reports, Withhold 1099 Report Job, 1099 Report Post / Report / Copy B APX1400 Summary AP/GL Open Liability Account Reconciliation Report APY1405 Detail AP/GL Open Liability Account Reconciliation Report APX1405 Detail AP/GL Open Liability Account Reconciliation Report APY1406 Payables Open Liability Report APX1406 Payables Open Liability Report APY1408 Vendor Liability Aging Data & Report Compares the AP Open Liability balance to the GL Open Liability balance. (XMLP Report) Shows all accounting activity for accounts payable transactions for each voucher. Use the detail report to validate the AP Open Liability balance to the General Ledger. (Crystal Report) See APY1400. Shows all accounting activity for accounts payable transactions for each voucher. Use the detail report to validate the AP Open Liability balance to the General Ledger. (XMLP Report) See APX1400. Lists all open liabilities by business unit. (Crystal Report) Lists all open liabilities by business unit. (XMLP Report) Lists all vouchers that have not been paid by the As of Date. You can run the report in either summary or detail format for specific vendors. The report excludes vouchers that are in the Recycled status and categorized scheduled payments on hold or on hold for withholding. (Crystal Report). Accounts Payable, Reports, Voucher Reconciliation, Open Liability Reconciliation, Payables Open Liability Reconciliation Accounts Payable, Reports, Voucher Reconciliation, Open Liability Reconciliation, Payables Open Liability Reconciliation Accounts Payable, Reports, Voucher Reconciliation, Open Liability Reconciliation, Payables Open Liability Reconciliation Accounts Payable, Reports, Voucher Reconciliation, Payables Open Liability, Payables Open Liability Accounts Payable, Reports, Voucher Reconciliation, Payables Open Liability, Payables Open Liability Accounts Payable, Reports, Voucher Reconciliation, Vendor Liability Aging 8-6

Report ID and Report Name Description Navigation APX1408 Vendor Liability Aging Data & Report APY1410 AP/GL Journal Reconciliation Report APX1410 AP/GL Journal Reconciliation Report APY1420 AP/GL Account Reconciliation Report APX1420 AP/GL Account Reconciliation Report APY2000 Detailed (Summary) Payment History by Vendor APY2001 Detailed (Summary) Check Register APY2004 Detail (Summary) Payment History by Bank Lists all vouchers that have not been paid by the As of Date. You can run the report in either summary or detail format for specific vendors. The report excludes vouchers that are in the Recycled status and categorized scheduled payments on hold or on hold for withholding. (XMLP Report). Lists totals by journal line and journal ID. (Crystal Report). Lists totals by journal line and journal ID. (XMLP Report). Lists account totals by Journal ID and Account. (Crystal Report). Lists account totals by Journal ID and Account. (XMLP Report). Provides a register of payments for a vendor. Using the Print Options radio buttons on the Payment History by Vendor page, you can generate either a Detail, or a Summary version of this report. (Crystal Report) Provides a register of payments by Pay Cycle, run date, and payment method. Using the Print Options radio buttons on the Payment Register by Payment page, you can generate either a Detail, or a Summary version of this report. (Crystal Report) The title is based on the payment method. For example, Detailed Check Register, Detailed EFT Register, etc. Provides a register of the payments for a bank. Using the Detail/Sum field on the Pymnt Control Rpt page, you can generate either a Detail, or a Summary version of this report. (Crystal Report) Accounts Payable, Reports, Voucher Reconciliation, Vendor Liability Aging Accounts Payable, Reports, Voucher Reconciliation, AP/GL Journal Recon Request, AP/GL Journal Reconciliation Accounts Payable, Reports, Voucher Reconciliation, AP/GL Journal Recon Request, AP/GL Journal Reconciliation Accounts Payable, Reports, Voucher Reconciliation, AP/GL Account Recon Request, AP/GL Account Reconciliation Accounts Payable, Reports, Voucher Reconciliation, AP/GL Account Recon Request, AP/GL Account Reconciliation Accounts Payable, Reports, Vendor, Payment History by Vendor, Payment History by Vendor Accounts Payable, Reports, Payments, Payment History by Payment, Payment History by Payment Accounts Payable, Reports, Payments, Payment History by Bank, Payment History by Bank 8-7

Report ID and Report Name Description Navigation APY2021 Check Overflow Payment Advice APY2030 AP Trial Payment Register APX2030 AP Trial Payment Register APY2050 Payment History by Payment Method - Detail or Summary APY2051 Payment Aging Summary (Detail) Report by Bank APY2052 Payment Aging Summary (Detail) Report by Vendor APY3012 Vendor Withholding Balances Control Report APY3020 Outstanding Balance by Vendor APY3215 Duplicate Vendors APX3215 Duplicate Vendors Produced only from the Pay Cycle Manager, generates the overflow payment advice for payment forms Check1, Check2, Check3, and LC1. You do not access a report page to generate this or other payment advices. (XMLP) Provides a printable summary of payments by bank account, after payment selection and creation, but before you print checks or create EFT or ACH files. (Crystal Report) Provides a printable summary of payments by bank account, after payment selection and creation, but before you print checks or create EFT or ACH files. (XMLP Report) Provides a history of payments by payment method. (Crystal Report) Provides a listing of payments aging by bank. (Crystal Report) Provides a report listing payments aging by vendor. (Crystal Report) Lists withholding activity for internal audits. We recommend that you run the report on a regular basis to check the withholding summaries. (Crystal Report) Lists the gross amount of all the outstanding vouchers for the specified vendor. (Crystal Report) Shows potential duplicate vendors. These vendors may share duplicate TINs, withholding names, withholding addresses, vendor names, vendor short names, or vendor addresses, depending on your search criteria. (Crystal Report) Shows potential duplicate vendors. These vendors may share duplicate TINs, withholding names, withholding addresses, vendor names, vendor short names, or vendor addresses, depending on your search criteria. (XMLP Report) Accounts Payable, Payments, Pay Cycle Processing, Pay Cycle Manager, Pay Cycle Manager Accounts Payable, Reports, Payments, Trial Register, Register Accounts Payable, Reports, Payments, Trial Register, Register Accounts Payable, Reports, Payments, Payment History by Pay Method, Payment Hist by Pymnt Method Accounts Payable, Reports, Payments, Payment Aging by Bank, Payment Aging by Bank Accounts Payable, Reports, Vendor, Payment Aging by Vendor, Payment Aging by Vendor Vendors, 1099/Global Withholding, General Reports, Withhold Control Report, Withholding Control Report Accounts Payable, Reports, Vendor, Vendor Balance, Outstanding Balance by Vendor Vendors, Vendor Information, Maintain, Duplicate Vendor Report, Duplicate Vendor Request Vendors, Vendor Information, Maintain, Duplicate Vendor Report, Duplicate Vendor Request 8-8

Report ID and Report Name Description Navigation APX8056 1099 Withholding to Send Detail Report APYVR_LC Registered Voucher Listing APXVR_LC Registered Voucher Listing Lists all the information created by the 1099 reporting process and is a replica of the data in the file you are sending to the IRS. (XMLP Report) Lists all registered vouchers that have not been completed. For each vendor, the report lists voucher, invoice, accounting date, VAT amount, gross amount, and voucher status. (Crystal Report) Lists all registered vouchers that have not been completed. For each vendor, the report lists voucher, invoice, accounting date, VAT amount, gross amount, and voucher status. (XMLPl Report) Vendors, 1099/Global Withholding, 1099 Reports, 1099 to Send Detail, 1099 to Send Report Accounts Payable, Reports, Vouchers, Registered Voucher, Registered Voucher Listing Accounts Payable, Reports, Vouchers, Registered Voucher, Registered Voucher Listing 8.1.3 GL PeopleSoft Delivered Reports Councils may try these delivered reports and others to determine which work best for managing the council fiscals. GL Reports Usage Options Ledger Report Summary Report: GLS7003 Ledger Activity A version of a posted detail where specific accounts or projects can be selected and printed. Run by fiscal year, period YTD and various account settings. Report: GLS7002 Reports Posted Detail with selects by various account chartfields. Run by fiscal year, range of periods and detail or summary. Displays beginning balance, debits for period, credits for period and ending balance. Subtotals by period for user choice of subtotals. 8-9

8.2 Queries Queries are used to extract unique information from PeopleSoft data that can be printed, or exported to Microsoft Excel for further analysis and manipulation. PeopleSoft uses a series of tables to store data and tie pieces of information together. For example, related to a journal, there is one table for the information contained on the Header tab and another for the detail in the Lines tab of a journal. They are named JRNL_HEADER and JRNL_LINE. Notice that the names are in upper case and do not contain any spaces. Of the hundreds of tables in PeopleSoft, there are only a certain number that would be commonly used by local councils in queries. Queries can be created for Private access by the creator use or for Public use by other users. Your system comes with several queries that are prepared for common usage. The will all begin with a name like BSA_LC_LEDGER_TOTAL that produces a simple listing of accounts with their balance YTD like the following: This can then be printed as it is, or downloaded to Excel for further use. 8.2.1 Query Listing Below is a listing of useful queries. The menu path to produce them is also included. 8.2.1.1 GL Queries Query Usage Options LC_TRIAL_BALANCE Used to pull data from a specific period and display beginning balance, debits, credits and end balance for each account chart string. Runs by fiscal year and period. Can be run in Excel (Click on Excel link to run) and then sorted, filters and used in research. LC_JOURNAL_DETAILS LC_PROJECT_DEFERRAL_STATUSES Used to secure detailed transactions by account string for a specified period. Used to list all projects and the dates that are set for deferral or non-deferral. Only lists projects where deferral dates are entered. Runs by begin and end date (based on transaction date). When run in Excel data can be sorted, filtered, digested and printed as desired. Runs by Business unit. When in Excel, it can be sorted, filtered, pivoted and printed as desired. 8-10

Query Usage Options LC_PROJECT_LEDGER_TOTAL LC_PROJ_BECOMING_NONDEFERRED LC_PROJ_NOW_DEFERRED LC_AP_ACCOUNTING_ENTRIES LC_JOURNALS_BY_CHARTFIELDS Displays account totals for a single project in a fiscal year. Creates a list of projects that are moving from Deferred to Non-Deferred Status during a period of time. Useful in determining allocations and project status changes. List of projects that are in deferred status. Lists AP Transactions with type and values. Equivilant of Posted Detail Listing for a single account string (X-XXXX-XXX-XX) Can be run to excel and managed or shared from there. Run to Excel by Business Unit and Time Period. Select by time period usually one month. Select BU, From Date and To Date. Select by BU, Year, Period, Account fields. (See sample below) LC_UNPOSTED_JOURNALS_BY_PD LC_PROJECT_LEDGER_TOTAL List of Journals NOT POSTED by period. List of accounts and YTD Balances in a one Project. Select BU, Year and Period. Useful for determining queries that need posting before Month End Close. Useful for a quick Where are we now? 8-11

8.2.1.2 AP Queries Query Usage Options LC_AP_ACCOUNTING_ENTRIES LC_AP_DISTRIBUTED_TO_GL Reports back the detail of accounting for each voucher/invoice in a date range. AP Vouchers Distributed to GL Business Unit From Acctng Date To Acctng Date Business Unit From Acctng Date Thru Acctng Date LC_AP_PAYMENT_JOURNAL_DETAILS Detail of AP Payments Business Unit From Date To Date LC_AP_VOUCHER_JOURNAL_DETAILS Detail of AP Journal By Date Business Unit From Date To Date LC_PAYCYCLE_REGISTER LC_VENDOR_CHANGE_LOG Lists vouchers within a specific Pay Cycle Reports the changes to a Vendor Business Unit Created From Date Created to Date Pay Cycle Business Unit From Date LC_VENDOR_HISTORY Vendor History Report Business Unit From Date To Date Vendor LC_VOUCHERS_CANCELLED Vouchers Cancelled by Business Unit Business Unit LC_VOUCHER_DETAILS Reports Voucher Detail Business Unit From Date To Date LC_VOUCHERS_NOT_PAID LC_VOUCHERS_W_PYMNT_INFO Reports on vouchers (invoices) that have not yet been paid. Lists vouchers with their payment detail. Business Unit Business Unit Date range 8-12

8.3 Screen Views and Other Data Research Tools 8.3.1 Compare Across Ledgers Compare Across Ledgers View budget, actual and variance for each account for each month of a given fiscal year. Run by Fiscal Year with selected range of periods. Output is easily loaded into Excel. Report can be run for a variety of accounts, or a single account. Settings can also include one project or all. Compare Across Ledgers: The 1 st time in, you will need to Add a New Value as suggested below: Fill in the screen below. Important Items are highlighted in Yellow. HINT: If you are going to select all projects (the whole council) set your Max Rows to a large number. Then fill in the detailed selection screen as below: HINT: The 1 st time, uncheck the Sum By box on Account then click on the box labeled Sum By IN THE ORDER OF THE CHARTFIELD STRING (Fund, Account, Project, and Class). This will put your output in the normal order. Clicking on the column label Order By two times will order the chart fields at the bottom of the list. Do not check any other chartfields. 8-13

Now click on the Look Up magnifying glass and select the Chartfield Value Set of the Account row as shown below. OPTION: You may want to be specific as to Fund and Project. If so, click the box labeled Value Required and then enter the desired value in the Chartfield Value column. In the example below, we have limited out data to Fund 1, and Project 311 (a camp). 1. Scroll Down and Save 2. Click on the Search Button when the search is done, the message will prompt you to scroll down for detail. 8-14

When you get the detail screen to see all periods, click on the small Icon as shown: Make certain that you had enough rows allowed to capture all your data. Then you can click on the Download Icon and get the data in Excel for analysis. Here is a shot of the result in Excel with the right side not visible for space. Note: The title was added in Excel after download. 8-15

8.3.2 Review Ledger Review Ledger View summary or detail information of one account for one or all projects. Run by periods in a fiscal year. Options for fund, accounts, project, class filters to select information. Navigate to the Ledger Review page. The first time in you will need to add an Inquiry Name such as you see here. Click on the Add a New Value tab. Enter a valid name (No spaces) Click on Add There are various options on the following screen as to the selection of data. 8-16

1. Enter your Business Unit, either Actuals or Budget ledger or the fiscal year. 2. Choose the range of periods to search. (NOTE: if you want YTD balances, you must start with period 1. 3. Select USD. 4. Enter values in Account, Fund Code, Class Field and Project as you need to filter the search. 5. You must Sum By on Account Choose others if you want to see different totals. 6. Click on Save to hold these settings. 7. Click on Search to display the data. This will display the data page shown below where more options are available. 8-17

1. Period - Indicates the period displayed Here 0 indicates the beginning balance for the year. 2. Activity Each of the Activity links allows drill-down to see the journals that made up the period total change. 3. Detail Each of the Detail links allows drill-down to more detail on that account and then on to journal level as well. NOTE: Try different views until you find what you need. 4. This is the change for the specific period. 5. This is the YTD balance including period 0 and all periods selected. 6. The Inquiry Criteria link returns the original search page. 7. This link displays the chartfields selected. NOTE: In these details and summary tables, you may click on the download icon and move the data into Excel for study. You may need to click on the link View All to see and capture all the lines of data. 8-18

8.4 Using Scope with nvision Reports Scope allows the printing of nvision reports for specific project codes or for groups as defined on the Council Project Tree. Output may be in a combined or individual report format. Using Scope in Printing Certain Reports Scope is a method of "filtering" the data that is fed into a report. It allows a single nvision Report to be modified without using prompts in the report itself. Four specific reports are designed to use Scope: Project Management Report - summary format. Detailed Project Management - detailed format. Budget Analysis summary format. Budget Analysis detailed format. Scope allows these to then be filtered to specific projects in the following filter types: A single project (Runs one report per project) Projects in a list (Runs one report per project usually for temporary use) Projects in a group as defined by the Projects Tree Nodes o Allows running one report for each project in the selected tree node o Allows running one combined report for all the projects selected in the tree node HINT: It is important that if Tree Nodes are to be used from the Project Tree, they must be created prior to completing the Scope definition. If you subsequently remove a tree node that is saved in a Scope Definition, you will need to change or remove that Scope Definition. See the Tree Management information in Section 6.6. 8-19

8.4.1 Defining Scope for a Group of Projects from the Project Tree (May print combined or individual reports.) This will likely be the most common usage of Scope. You can create Scope Definition that is named it such a way that you know it is from Projects Tree Node such as "Camps-All" or "Day- Camps" or Harry Brown for staff responsibility etc. Remember that Scope Definitions can easily be changed or deleted at any time. Likewise the detail of the Project Tree can be modified and thus change the values a Scope Definition will apply to reports. Create the Scope Definition ID. We will review here how to create a new Scope Definition using the Tree Nodes. With this option you can print the reports for each individual Project Code or you may select to print a combined report for all the Project Codes in the tree node(s) selected. Navigate using the breadcrumb string on the right and add a new value. Here we use the name Camps-All and will pick a tree node that includes all camping operations for the council. In this example, we use "Selected Tree Nodes" for a combined report. Next we will indicate the tree name where our grouping of projects is located. This will always be LXXX Projects (using your business unit) and should be available on the dropdown list. Then you will select from a drop-down list the Selected Value to use in this report. 8-20

8-21

8.4.2 Defining a Scope for Individual Reporting from Tree Nodes To create a Scope Definition for individual reports the create process is the same except for the variations highlighted below. Here we will use the Detail-Selected Parents specification which will then produce a single report for each of the projects found under the tree node. Again, remember to save your work. 8-22

8.4.3 Defining Scope for a Single Project or List of Projects (Prints individual Reports only) Follow the breadcrumb trail below and fill in the screen as in the sample. The name Any-Project could indicate a single project, or a list. NOTE: If you desire, you can create a Scope Definition for single projects that you use often such as "Camp-311" or "Camp-312" - (Ten characters allowed.) Fill in the next screen as below using Selected Detail Values and PROJECT_ID_VW as shown. 8-23

8.5 Printing an nvision Report using Scope Reminder: Scope is designed for the following reports: Project Management Report - summary format. Detailed Project Management - detailed format. Budget Analysis summary format. Budget Analysis detailed format. To print a report using Scope, navigate to "Define Report Request" and select the report: 8-24

Once you click on the link "Scope and Delivery Templates", you will see the following screen: There are two important fields here to manage: "Report Scope" - Use the drop-down list to select the desired Scope you have previously defined. Content Description Template should be changed from the default to %SFV% This will label the report for easy identification in the Report Manger. Run the report as normal. NOTE: If you save the Report Request ID with this Scope definition, it will be there for the next time you use that report request ID. Finding Reports on the Report Manager Combination reports will have the name of the tree node selected like this: Single reports will have the Project ID number like this: 8-25

Send Reports by Email Option: As with any nvision Report the report can be directly sent by email from PeopleSoft to employees or key volunteers. Then click on Distribution 8-26

Then complete the following screen as needed. Now you may run the report by clicking on the final OK to send it to the server. Multiple reports will produce one e-mail for each report. They will be produced and distributed as an attached Excel file. 8-27