This guide is intended to help users understand the information found in the Unit Financial Dashboards. The reports found in this folder are intended to help units review their financials for a given month or year, compared to what is budgeted or forecasted in UCPlan, and will give the details to help investigate any variances.

• The data available in Orbit will be updated nightly by the source system (i.e., Oracle, Workday, or AURA).
• In Orbit, information is displayed in reports, which present tables covering specific data sets with filtering capabilities, or in dashboards, which combine charts, graphs, and reports to provide a comprehensive view of the data.
• Dashboards and reports in Orbit are organized into folders based on broader topics or categories. After selecting one of these folders, you will need to choose the desired dashboard or report from the available options within the folder.
• Dashboards and reports in Orbit display filter boxes at the top of the screen, which can be used to apply filters across all charts, graphs and tables included in the dashboard or report. To use these filters, select a box and enter your filter criteria in the Search field. Double-click or drag the desired results into the Selected item(s) list, then click OK. The information in the dashboard or report will update accordingly. You can use multiple filter boxes to further refine the data.
• To use filters that apply only to the data within a single table, select the Filter icon, depicted as a funnel, and usually located in the top-left corner of the table, and input the filter requirements needed for your search.
• To export a specific table to Excel, select the Menu icon (represented by three horizontal lines, also known as the hamburger icon) located in the top-right corner of the table, and select Underlying Data. A popup will appear. In the popup, click the Export icon in the top-right corner of the screen.
• Many dashboards and reports within these folders contain hyperlinked information. When a hyperlink is available, you can select the hyperlink to see additional information.
• For more information on accessing and navigating Orbit, refer to the Navigating Orbit Report Fundamentals Knowledge Base Article.

Security Access

Information available in this dashboard is based on the security applied to your user access. To see the information in this report, you must have the following system access:

• Inherent Access: CFO Approval Group, Entity Financial Manager, Organization Financial Manager, General Accounting Manager, GL Period Close Managers, Operating Planners, PPM Period Close Managers, OST Integrations Specialists and Administrators, and Support Center Agents.
• Role Assigned Access: Unit Financial Dashboards Viewer

If you need access to this dashboard or if you are unable to see certain information in this dashboard, work with your unit Role Assignment Owner (RAO) to get new or additional access granted.

• Accounting Date: the date a transaction is recognized for financial reporting.
• Expenditure Item Date: the date an expense occurred.
• Fiscal Period: a time interval within a fiscal year, such as a quarter or month.
• Fiscal Year: the 12-month period when the company's financial records are created and closed.
• Journal Name: a record of accounting transactions for a ledger.
• Journal Source: a way to identify the origin of a journal entry.
• Posting Date: the date a transaction is recognized for financial reporting.

Accessing the Unit Financials Dashboards folder

To skip this section, use this link to see a list of Available Dashboards.

1. Log in to Oracle.

2. Select the Reporting Hub menu option.
3. Select Orbit Reporting Hub.

4. Select the ‘R’ and select Reporting.

5. Select Shared with Me
6. Select Unit Financials Dashboard
7. From here, select the appropriate Dashboard for your business need.

Available Dashboards

1. • • Expenditure Line Level Detail Report
       • Expenditure Line Level Detail Report – GL Only
       • Expenditure Line Level Detail Report – PPM Only
     • Month Actuals vs Budget
     • Sponsored / Non-Sponsored and Restricted / Unrestricted Dashboard
     • YTD Actuals and Rest of Year Estimates vs Budget
     • Year-to-date Year over Year Comparison

Expenditure Line Level Detail Dashboard

The Expenditure Line Level Detail Dashboard allows users to search line level details for General Ledger transactions and Project Portfolio Management transactions. These reports are separated because the transactions completed using POETAF start in PPM as a part of subledger account rules. Through the life of that transaction these transactions will be accounted to the General Ledger based on the underlining Chart of Account segments encoded to POETAF.

• If you are searching transactional information based on Chart of Accounts (COA) segments that have already hit the General Ledger, you will view the Expenditure Line Level Detail Report – GL only.
• If you are searching for transactional information based on POETAF segments, you will view the Expenditure Line Level Detail Report – PPM Only.

Expenditure Line Level Detail Report – GL Only

Business Questions Answered

• How do I find a transaction for a given COA string?
• Who is the person associated with a GEMS Expense transaction?
• How do I find transactions for a specific supplier?
• How to reconcile Payroll Account information?
• How to reconcile Line-Level detail?
• How do I find transactions for a given fiscal year?

Filters

Using filters on this report allow for better data warehouse performance and to allow users to specify the parameters of their search. At minimum, a user must apply a Fiscal Year filter. Unlike other Orbit Dashboards, a user must select Run to apply any filters.

Note: the more filters applied will limit the transactions available in the Expenditure Line detail Report.

• Chart of Account Segments: The COA filters allow users to search for information to help provide line level details that utilized the search criteria specified. These filters help users specify the Chart of Accounts segments associated to the transaction. The more COA segments applied, the more defined your search.
  • Entity: Users can apply this filter if they are looking for details about transactions against a specific Entity(s).
  • Organization:  Users can apply this filter if they are looking for details about transactions against a specific Organization(s).
  • Account: Users can apply this filter if they are looking for details about transactions against a specific Account(s).
  • Fund: Users can apply this filter if they are looking for details about transactions against a specific Fund(s).
  • Purpose: Users can apply this filter if they are looking for details about transactions against a specific Purpose(s).
  • Program: Users can apply this filter if they are looking for details about transactions against a specific Program(s)
  • Activity: Users can apply this filter if they are looking for details about transactions against a specific Activity(s).
  • Site: Users can apply this filter if they are looking for details about transactions against a specific site(s)
• Fiscal Period Name:  Users can apply this filter if they are looking for details about specific Fiscal Period.
• Fiscal Year: Users are required to identify which fiscal year transactions will appear in the report.
• Account Date Between: Users can apply this filter if they are looking for details about specific Account Date range.
• Journal Name: Users can apply this filter if they are looking for details about specific Journal Name(s).
• Journal Source: Users can apply this filter if they are looking for details about specific Journal Source(s).
• Supplier: Users can apply this filter if they are looking for details about specific Supplier(s).
• Supplier Number: Users can apply this filter if they are looking for details about specific Supplier Number(s).
• Invoice Date Between: Users can apply this filter if they are looking for details about specific Invoice Date range.
• Invoice: Users can apply this filter if they are looking for details about specific Invoice Number(s).
• Purchase Order: Users can apply this filter if they are looking for details about specific Purchase Number(s).
• Invoice Requisition #: Users can apply this filter if they are looking for details about specific Requisition Number(s).
• Actual Flag: this filter is defaulted to A for Actuals

Expenditure Line Level Detail Report

This reporting table allows users to see rows of expenditure transactions associated with the filters applied to this report. Users can use the table-specific filters to help further define their search. Columns that users will find useful in this reporting table are:

• JE Line Description: The description of the Journal Entry.
• Accounting Date: the date a transaction is recognized for financial reporting.
• Posting Date: the date a transaction is recognized for financial reporting.
• Journal Source: a way to identify the origin of a journal entry.
• Supplier: An Individual or external Entity who is supplying the University with goods or services.
• Invoice Number: The document number the supplier uses when request for payment of goods or services.
• GEMS Employee Name: Defines the owner of the expense items of an expense report.

Expenditure Line Level Detail Report – PPM Only

Business Questions Answered

• How do I find a transaction for a given COA string?
• Who is the person associated with a GEMS Expense transaction?
• How do I find transactions for a specific supplier?
• How to reconcile Payroll Account information?
• How to reconcile Line-Level detail?
• How do I find transactions for a given fiscal year?

Terminology

• Expense Amount: Is the cost related to a transaction’s expenses, this amount with flow into the General Ledger.
• Invoice Header Amount: the total value of the invoice
• Invoice Amount Paid: total amount paid on the invoice
• Invoice Line Amount: total invoice amount applied to the line-specific line on the invoice
• Unit Price: the price per item on the PO line
• Invoice Status: informs if an invoice was received on the line.
  • Fully Invoiced: the entire value of the line is invoiced
  • Partially Invoiced: an invoice was received but only for a partial amount of that line's total.
  • Uninvoiced: an invoice is not available for this line item.

Filters

Using filters on this report allow for better data warehouse performance and to allow users to specify the parameters of their search. At minimum, a user must apply a Fiscal Year filter. Unlike other Orbit Dashboards, a user must select Run to apply any filters.

Note: the more filters applied will limit the transactions available in the Expenditure Line detail Report.

• Chart of Account Segments: The COA filters allow users to search for information to help provide line level details that utilized the search criteria specified. These filters help users specify the Chart of Accounts segments associated to the transaction. The more COA segments applied, the more defined your search.
  • Entity: Users can apply this filter if they are looking for details about transactions against a specific Entity(s).
  • Organization:  Users can apply this filter if they are looking for details about transactions against a specific Organization(s).
• Project Cost Segments (POETAF): The POETAF Filters allow users to search for information to help provide line-level details that utilize the search criteria specified.
  • Award Number: Users can apply this filter if they are looking for details about transactions against a specific Award Number(s).
  • Award Name: Users can apply this filter if they are looking for details about transactions against a specific Award Name(s).
  • Project Number: Users can apply this filter if they are looking for details about transactions against a specific Project Number(s).
  • Project Name: Users can apply this filter if they are looking for details about transactions against a specific Project Name(s).
  • Project Task Name: Users can apply this filter if they are looking for details about transactions against a specific Project Task Name(s).
  • Expenditure Type: Users can apply this filter if they are looking for details about transactions against a specific Expenditure Type(s).
  • Expenditure Category Name: Users can apply this filter if they are looking for details about transactions against a specific Expenditure Category Name(s).
  • Award PI: Users can apply this filter if they are looking for details about transactions against a specific Award’s Principal Investigator(s).
  • Project PI: Users can apply this filter if they are looking for details about transactions against a specific Project’s Principal Investigator(s).
  • Award Funding Source Name: Users can apply this filter if they are looking for details about transactions against a specific Award Fund Source(s).
• Account Date Between: Users can apply this filter if they are looking for details about specific Account Date range.
• Journal Name: Users can apply this filter if they are looking for details about specific Journal Name(s).
• Journal Source: Users can apply this filter if they are looking for details about specific Journal Source(s).
• Supplier Name: Users can apply this filter if they are looking for details about specific Supplier(s).
• Invoice Number: Users can apply this filter if they are looking for details about specific Invoice Number(s).
• Invoice Date: Users can apply this filter if they are looking for details about specific Invoice Date range.
• Purchase Order Number: Users can apply this filter if they are looking for details about specific Purchase Number(s).
• Requisition Number: Users can apply this filter if they are looking for details about specific Requisition Number(s).
• Fiscal Year: Users are required to identify which fiscal year transactions will appear in the report.

Expenditure Line Level Detail Report

This reporting table allows users to see rows of expenditure transactions associated with the filters applied to this report. Users can use the table-specific filters to help further define their search. Columns that users will find useful in this reporting table are:

• Accounting Date: the date a transaction is recognized for financial reporting.
• Posting Date: the date a transaction is recognized for financial reporting.
• Transaction Source: a way to identify where the original transaction occurred.
• Supplier: An Individual or external Entity who is supplying the University with goods or services.
• Invoice Number: The document number the supplier uses when request for payment of goods or services.
• Incurred by Employee: Defines the owner of the expense items of a given transaction.

 

The Month Actuals vs Budget dashboard allows financial leaders to see summary level data to see the performance of a Chart of Accounts string’s budget. The information on this report allows users to see the monthly budget, monthly actuals, and the variance between the two.

If users would like to see transactional level data, you should look under Expenditure Line Level Detail Dashboard.

Business Questions Answered

• What are the actuals spent on my Accounts in a given month?
• What is the monthly budget for a given account?
• How does the monthly budget and monthly actuals compare?
• What is the variance between the monthly budget and the monthly actuals?
• What Accounts are over budget?

Filters

Using filters on this report will allow users to look into specific Chart of Account strings to see the overall monthly financial performance. To allow for better data warehouse performance Fund, Period Name, and Control Budget Name are set to a default search – these searches can be modified when applying filters. Below is a list of the available filters:

• Entity: Users can apply this filter if they are looking for details about transactions against a specific Entity(s).
• Organization:  Users can apply this filter if they are looking for details about transactions against a specific Organization(s).
• EPM Account: Users can apply this filter if they are looking for details about transactions against a specific Account(s) as it is defined in Enterprise Planning Management (UCPlan).
• Fund: Users can apply this filter if they are looking for details about transactions against a specific Fund(s).
• Purpose: Users can apply this filter if they are looking for details about transactions against a specific Purpose(s).
• Program: Users can apply this filter if they are looking for details about transactions against a specific Program(s)
• Activity: Users can apply this filter if they are looking for details about transactions against a specific Activity(s).
• Site: Users can apply this filter if they are looking for details about transactions against a specific site(s)
• Period Name (also known as Fiscal Period): Users can apply this filter if they are looking for details about specific Fiscal Period.
• Control Budget Name: User can apply this filter to filter to a specific fiscal year’s budget.

Monthly Actuals vs Budget

This reporting table allows users to see rows of EPM accounts to help see the overall financial performance for a given month. By default, the report is set to Collapse All. Users can select Expand All to see the entire EPM Account Hierarchy or select the + icon to dig dipper into each account type. The columns on this report represents the Monthly Budget and the Monthly Actuals and it variances. The columns in this report are:

• MTD Budget: The EPM monthly budget allotted for an Account.
• MTD Actuals: The monthly expenses that were used against an Account.
• MTD Variance ($): The difference between the monthly budget and the monthly expenses in USD.
• MTD Variance (%): The difference between the monthly budget and the monthly expenses in percentages.

Sponsored / Non-Sponsored and Restricted / Unrestricted Dashboard

The Sponsored / Non-Sponsored and Restricted / Unrestricted Dashboard is allowing financial leaders to see summary level data of fund balances available for Sponsored Funds, Non-Sponsored Funds, Restricted Funds, and Unrestricted Funds. The information on this report allows users to see the available fund balances for a specific Fiscal Period. A full list of the Alternate Fund Categories and their corresponding Fund Codes can be found in the Alternate Fund Hierarchy Sets workbook, you can access the page directly by selecting this link.

If users would like to see transactional level data, you should look under Expenditure Line Level Detail Dashboard.

Business Questions Answered

• What is the current balance of Restricted funds across a unit’s Accounts?
• What is the current balance of Unrestricted funds across a unit’s Accounts?
• What is the current balance of Sponsored funds across a unit’s Accounts?
• What is the current balance Non-Sponsored funds across a unit’s Accounts?

Filters

Using filters on this report will allow users to look into specific Chart of Account strings to see the overall monthly financial performance. To allow for better data warehouse performance Period Name and Control Budget Name are set to a default search – these searches can be modified when applying filters. Below is a list of the available filters:

• Entity: Users can apply this filter if they are looking for details about transactions against a specific Entity(s).
• Organization:  Users can apply this filter if they are looking for details about transactions against a specific Organization(s).
• EPM Account: Users can apply this filter if they are looking for details about transactions against a specific Account(s) as it is defined in Enterprise Planning Management (UCPlan).
• Fund: Users can apply this filter if they are looking for details about transactions against a specific Fund(s).
• Purpose: Users can apply this filter if they are looking for details about transactions against a specific Purpose(s).
• Program: Users can apply this filter if they are looking for details about transactions against a specific Program(s)
• Activity: Users can apply this filter if they are looking for details about transactions against a specific Activity(s).
• Site: Users can apply this filter if they are looking for details about transactions against a specific site(s)
• Period Name (also known as Fiscal Period): Users can apply this filter if they are looking for details about specific Fiscal Period.
• Fiscal Year: the 12-month period when the company's financial records are created and closed.

Restricted/Unrestricted

This reporting table allows users to see rows of EPM accounts to help see the overall financial performance of restricted or unrestricted funds for a given month. By default, the report is set to collapse the Account hierarchy to Total Revenue, Total Expense, and Transfer level of the hierarchy. Users can select Expand All to see the entire EPM Account Hierarchy or select the + icon to dig dipper into each account type. The columns on this report represents the Monthly Budget and the Monthly Actuals and it variances. The columns in this report include:

• Restricted: any donations made and earmarked for a specific purpose by the donor. These funds include:
  • Endowments
  • Federal Grants
  • Gifts
  • Private Grants
• Unrestricted: all funds received by the institution for which no stipulation was made by the donor or other external agency as to the purposes for which the funds should be expended. These funds include:
  • Base Unrestricted
  • Conditional Unrestricted
• Actual Amount: the actual amount available for a given account’s fund.

Sponsored/Non-Sponsored

This reporting table allows users to see rows of EPM accounts to help see the overall financial performance of sponsored and non-sponsored funds for a given month. By default, the report is set to collapse the Account hierarchy to Total Revenue, Total Expense, and Transfer level of the hierarchy. Users can select Expand All to see the entire EPM Account Hierarchy or select the + icon to dig dipper into each account type. The columns on this report represents the Monthly Budget and the Monthly Actuals and it variances. The columns in this report include:

• Non-Sponsored: funds that are not provided through an award.
  • Base Unrestricted
  • Conditional Unrestricted
  • Endowments
  • Gifts
• Sponsored: funds that are provided through an award
  • Federal Grants
  • Private Grants

Restricted/Unrestricted COA Fund

This reporting table allows users to see rows of EPM accounts to help see the overall financial performance of restricted or unrestricted funds based on the chart of accounts hierarchy for a given month. By default, the report is set to collapse the Account hierarchy to Total Revenue, Total Expense, and Transfer level of the hierarchy. Users can select Expand All to see the entire EPM Account Hierarchy or select the + icon to dig dipper into each account type. The columns on this report represents the Monthly Budget and the Monthly Actuals and it variances. The columns in this report include:

A full list of the Alternate Fund Categories and their corresponding Fund Codes can be found in the Alternate Fund Hierarchy Sets workbook, you can access the page directly by selecting this link.

The YTD Actuals and Rest of Year Estimates vs Budget allows financial leaders to see summary level data to see the performance of a Chart of Accounts string’s budget. The information on this report allows users to see the year-to-date budget, year-to-date actuals, and the variance between the two.

If users would like to see transactional level data, you should look under Expenditure Line Level Detail Dashboard.

Filters

Using filters on this report will allow users to look into specific Chart of Account strings to see the overall monthly financial performance. To allow for better data warehouse performance Fund, Period Name, and Control Budget Name are set to a default search – these searches can be modified when applying filters. Below is a list of the available filters:

• Entity: Users can apply this filter if they are looking for details about transactions against a specific Entity(s).
• Organization:  Users can apply this filter if they are looking for details about transactions against a specific Organization(s).
• EPM Account: Users can apply this filter if they are looking for details about transactions against a specific Account(s) as it is defined in Enterprise Planning Management (UCPlan).
• Fund: Users can apply this filter if they are looking for details about transactions against a specific Fund(s).
• Purpose: Users can apply this filter if they are looking for details about transactions against a specific Purpose(s).
• Program: Users can apply this filter if they are looking for details about transactions against a specific Program(s)
• Activity: Users can apply this filter if they are looking for details about transactions against a specific Activity(s).
• Site: Users can apply this filter if they are looking for details about transactions against a specific site(s)
• Period Name (also known as Fiscal Period): Users can apply this filter if they are looking for details about specific Fiscal Period.
• Control Budget Name: User can apply this filter to filter to a specific fiscal year’s budget.

YTD Actuals and Rest of Year Estimates vs Budget

This reporting table allows users to see rows of EPM accounts to help see the overall financial performance for a given month. By default, the report is set to Collapse All. Users can select Expand All to see the entire EPM Account Hierarchy or select the + icon to dig dipper into each account type. The columns on this report represents the year-to-date Budget and the Monthly Actuals and it variances. The columns in this report are:

• YTD Budget: The EPM monthly budget allotted for an Account.
• YTD Actuals: The monthly expenses that were used against an Account.
• Rest of Year Estimates: The projected estimates of the Accounts performance for the year.
• FY Forecast: What was forecasted for this account for the fiscal year.
• YTD Variance ($): The difference between the monthly budget and the monthly expenses in USD.
• YTD Variance (%): The difference between the monthly budget and the monthly expenses in percentages.

Year-to-date Year over Year Comparison

The Year-to-date Year over Year Comparison dashboard provides a comparison of the current Year-to-date (YTD) results against the same time the prior year. This provides a view into how revenue and expenses are trending and allow the Unit to identify actions if results are not in line with expectations.

Filters

Using filters on this report will allow users to look into specific Chart of Account strings to see the overall monthly financial performance. To allow for better data warehouse performance Fund and Period Name are set to a default search – these searches can be modified when applying filters. Below is a list of the available filters:

• Entity: Users can apply this filter if they are looking for details about transactions against a specific Entity(s).
• Organization:  Users can apply this filter if they are looking for details about transactions against a specific Organization(s).
• EPM Account: Users can apply this filter if they are looking for details about transactions against a specific Account(s) as it is defined in Enterprise Planning Management (UCPlan).
• Fund: Users can apply this filter if they are looking for details about transactions against a specific Fund(s).
• Purpose: Users can apply this filter if they are looking for details about transactions against a specific Purpose(s).
• Program: Users can apply this filter if they are looking for details about transactions against a specific Program(s)
• Activity: Users can apply this filter if they are looking for details about transactions against a specific Activity(s).
• Site: Users can apply this filter if they are looking for details about transactions against a specific site(s)
• Period Name (also known as Fiscal Period): Users can apply this filter if they are looking for details about specific Fiscal Period.

Year-to-date Year over Year Comparison

The current YTD actuals for the chosen month are based on the day in which the report is run. The Previous YTD actuals are based on the full month selected. By default, the report is set to Collapse All. Users can select Expand All to see the entire EPM Account Hierarchy or select the + icon to dig dipper into each account type. The columns on this report represents the year-to-date Budget and the Monthly Actuals and it variances. The columns in this report are:

• Current FY: the current fiscal year.
• Current YTD Actuals: The current expenses that were used against an Account for the current fiscal year.
• Previous FY: the previous fiscal year.
• Current YTD Actuals: The previous years expenses that were used against an Account.
• YoY Variance ($): The difference between this fiscal year and the previous expenses in USD.
• YoY Variance (%): The difference between this fiscal year and the previous expenses in percentages.