oracle reporting user group meeting -...

PLEASE VISIT OUR INTRANET WEBSITE http://insite.sdcounty.ca.gov/fg3/ac/erp/ug/Pages/orug.aspx

County of San Diego Auditor & Controller Information Technology Management Services

Oracle Reporting User Group Meeting

Thursday, February 19, 2015County Operations Center5500 Overland Avenue, Training Room 1208:30 PM – 10:00 AM

Oracle Reporting User Group Meeting


AGENDA

Interest Earnings Distribution from Investment Pool Overview Participating Funds Computation on Average Cash Balances Earnings Distribution Report

OBIEE Most Common Used Reports Features

Central Home Page My Account Favorites Export & Download My Dashboard

Data Load Schedule Things to Remember

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Presenter: Maeden MilitarA&C, Financial Accounting & Reporting

Presenter: Harini DuuvariHewlett Packard Enterprise Services


AGENDA

Accounting Flexfield Segments Refresher Definitions Where to Obtain COA Structure Org(s) Indexed to Fund

Org Changes Moving or Renaming Orgs When End-Dating is Required New Divisions or Departments Effective Dates

Helpful Tips How to Look Up A User’s LAN ID How to Verify Access to View AP Invoices (APIIS)

or Contracts in P&C Documentum

Report Updates

Q&AFacilitator: Cecilia Trinidad

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Presenter: Tom PhilippFG3, Office of Financial Planning

Presenter: Jonathan Harvey,A&C, Information Technology Management Services


Interest Earnings DistributionOverview

County Schools

Community Colleges

VoluntaryDepositors

Non County Funds

Investment Pool Interest EarningsInvestment Pool Participants

Quarterly Interest Earnings Allocation and Distribution

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Interest Earnings Distribution

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Participating FundsHow do I know if a fund shares in the pooled cash investment earnings distribution?

• Cash balances posted to Account 10100 - Cash In Treasury

• Funds roll up to Parent Value INT10

• The Fund appears in the COSD Quarterly Interest Apportionment Report under the “Participating Funds”

County of San Diego Treasurer Investment Report, 2015, January 31 p 18. Retrieved from http://www.sdtreastax.com/docs/pool_reports_1501.pdf


The Investment Pool generates interest earnings based on the framework for the Pool’s asset allocation.


Each quarter, A&C Financial Accounting & Reporting (FAR) distributes the pooled investment earnings, net of administrative fees, to each of the participating fund or the designated fund if the fund does not receive its own interest.

The amount of earnings each participant receives is based on that fund’s percentage of the average daily cash balance for the entire pool.

How are interest earnings distributions calculated for participating funds?

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County of San Diego Treasurer Investment Report, 2015, January 31 p 19. Retrieved from http://www.sdtreastax.com/docs/pool_reports_1501.pdf


Oracle General Ledger has been setup to automatically store the aggregate balances which are used to calculate average and end-of-day balances.

Interest Earnings DistributionComputation on Average Cash Balances

How to Perform an Average Balance Inquiry:

Enter the (a) range of effective dates to include in your inquiry; (b) Fund; and (c) Account

Detail Average Balance Inquiry

The average balance for the cash account 10100 equals the aggregate balance divided by the number of days in the period-to-date (e.g. 92 days for the 2nd quarter).

EOD: end-of-dayPATD: period average-to-dateQATD: quarter average-to-dateYATD: year average-to-date

Navigate to the Average Balance Inquiry window

How are average cash balances computed for each fund sharing in the distribution?

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Interest earning are distributed on:• the month after quarter-end

• typically no later than Day 21 or may extend longer depending on

when TTC releases the quarterly earnings memorandum


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Interest earnings are distributed to:• participating funds or

• designated funds for those funds that do not receive its own share of

interest earnings.



How do I know if a fund keeps its own interest? Funds that roll up to parent value INT20 keep their own share of interest earnings.

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How do I know where the fund reallocates its interest?

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Perform an account inquiry on the desired Fund and Account 44105. A fund that does not keep its own interest will show a posted ‘recurring’ journal that removes the interest from the fund and transfers it to the designated fund.

For example:The pro-rata share of interest that Fund 44600 earned is reallocated to the General Fund 10100.

Query on period after quarter-end

Fund 44600 interest earnings have been re-distributed to the General Fund 10100



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COSD Quarterly Interest Apportionment ReportBeginning portion of report

End portion of report Interest earnings net of administrative expenses



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COSD Quarterly Interest Apportionment ReportUsers receive quarterly notification. To be added in the notification list, please contact Maeden Militar at 858-694-2098 or e-mail [email protected]

Users may also access the report located on the ERP Report Distribution Folder

\\usplvucsd045\ERP Report Distribution\Oracle\30_Quarterly\Current

ERP Website


OBIEE Basics

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Oracle Business Intelligence Enterprise Edition 11g (OBIEE) is a comprehensive business intelligence platform that delivers a full range of capabilities – including enterprise and financial reporting, interactive dashboards, adhoc queries, notifications and alerts, scorecard and more.

Overview and Demo: Most commonly used reports Features

Central Home Page My Account Favorites Export & Download My Dashboard

Data Load Schedule


OBIEE Basics

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Most Commonly Used Reports

COSD Project Expenditure Inquiry by GL Date Displays detail transactional expenditure data from Projects & Grants

based on GL Date.

COSD Project Expenditure Transaction Displays detail transactional expenditure data from Projects & Grants

based on Expenditure Item Date.

COSD Internal Agreement Provider Expenditure Detail Displays detail transactional expenditures for provider costs and hours

(labor or DART Reallocation) recorded against Internal Agreements.

COSD Revenue Detail Displays activity details on budgeted revenue amounts and revenues

posted in the GL. Calculation on over/under realized revenue is also displayed. Detailed transactions are sorted in nested object and summary levels.

COSD Expenditure Detail Displays activity details on appropriation amounts, expenditures and

encumbrances posted in the GL. The transactions are sorted in nested object and summary levels.


OBIEE Basics

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Features Home

Most recently used reports & dashboards

My Account Set Starting Page


OBIEE Basics

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Features – Menu Bar Favorites

Helpful for reports or dashboards that are used occasionally

Dashboards


OBIEE Basics

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Features – Customizations My Dashboard

Create your own dashboard with most frequently used reports

Always include prompts with the report you drag onto your dashboard


OBIEE Basics

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Catalog will show you the list of reports you have access to You will only see the main Dashboard (Projects and Grants not

Projects and Grants 1, Projects and Grants 2..etc)


OBIEE Basics

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First find the prompt you need from ‘Prompts’ folder for your report and drag to My Dashboard


OBIEE Basics

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Use the LMS Training Available for step-by-step instructions You customize ‘My Dashboard’ by setting default values for

prompts, etc


OBIEE Basics

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Data Load Schedule

Oracle Financials (EBS) 9:30pm – 12:30am 7 days a week

PeopleSoft 1:00am – 3:00am 7 days a week

Kronos 3:00am – 3:30am Monday following the pay period end date

CLDF 3:35am – 5:00am Friday

EBS

PS

Kronos

CLDF


OBIEE Basics

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Data Load Schedule (Continued)

Performance Budgeting As Needed

P&C Documentum 3:30am – 3:35am 7 days a week

Fixed Assets 5:00am – 6:00am GL Period Close

PB

P&C Doc

FixedAssets


OBIEE Basics

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Things to Remember

My Dashboard Runaway queries

Report Customizations More than 1000 rows should not be

customized

Downloading Large Data Sets Use ‘Download Data’ for best results Will not include totals or formatting

Utilize ‘Favorites’ for quick navigation


Refresher on Accounting Flexfield Segments

23Oracle Reporting User Group Meeting, 2013, April 17,Agenda Item #3 Oracle Chart of Accounts – Accounting Flexfields p 4. Retrieved from http://insite.sdcounty.ca.gov/fg3/ac/erp/Documents/orug_present_apr13.ppt


Accounting Flexfield Segment Definitions

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Fund A fiscal and accounting entity with a self-balancing set of accounts that records financial resources together with related liabilities and residual equities or balances. Fund represents the “balancing” qualifier segment required in Oracle and is at the transactional level of input (child).

Org A unit with budgetary control and/or management responsibilities for financial transactions. Org represents the “cost center” qualifier segment required in Oracle and is at the transactional level of input (child). [Performance Budgeting: Table 1/Table 2]

Account Identifies components of the trial balance. Denotes the primary classification of a transaction by identifying an Asset, Liability, Fund Equity/Balance, Revenue, or Expenditure. Account represents the “natural account” qualifier segment required in oracle and is at the transactional level of input (child).

Project Identifies an undertaking where management desires to track revenues and/or expenditures. Segment may cross multiple accounts and organizations and can be used as a vehicle to record costs associated with capital or operating activities.

Funding Funding Source, in general, associates the General Ledger account balances in Source the Balance Sheet (e.g. receivables, liabilities) that are generated from Oracle

Receivables and Projects & Grants with the department.

TBD To Be Determined segment provides flexibility for regulatory or process changes within the Financial management structure of the County. This segment does not require entry or processing on financial transactions.


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Where Can I Obtain the COA Structure?

Accounting Flexfield Segment

Oracle Discoverer Report[Real-Time]

Responsibility: GL Reporting - COSD

Oracle EBS - GL Account Hierarchy Manager[Real-Time]

Responsibility:GL Reporting – COSD

Navigation: Setup Accounts Manager

ERP Website – Extract Posted On-line [Periodically Updated]

InSite Oracle Center [Tab] Crosswalk


Accounting Flexfield Segments – Fund and Org

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How Do I Know If a Fund is a Trust Fund or Not?

Value Description Enabled From To Parent Group Level Allow Budgeting

Allow Posting F_GRP F_CAT BRASS Asset

Book

Asset Acctg Rule

Owning Dept Fund Purpose

External Entity HOFI

Org Default

12600 SW ENVIRONMENTAL TRUST * Yes Yes B1180 BB100 NO COSD G AUD N/A YES

12640 SOCIAL SERVICES REALIGNMENT * 24‐Aug‐11 Yes Yes B1250 BB100 YES COSD G HHS N/A NO

Go to ERP Website and navigate to:Oracle Center {Tab} Crosswalks Fund COA Org Default is

“Yes”, then Fund 12600 is a Trust Fund

Org Default is “No”, then Fund 12640 is not a Trust Fund

How Do I Know What Orgs are Indexed to a Fund?

Fund COA

Org COA

Example: Find out what Org is indexed to Fund 12640

Go to the Org COA spreadsheet and go to Column P (Fund Column) and filter for the Fund to which you want to identify the Org is indexed.

VALUE DESCRIPTION ENABLED START DATE

END DATE GROUP LEVEL ALLOW POSTING |

ALLOW BUDGETING SECTION DIVISION DEPARTMENT HIGH GROUP

FUNCTION ACTIVITY

STATE FUNCTION PROGRAM FUND SUPER

PROGD9309 SOC SVCS REALGNMT FD Y - 3-Dec-14 DIV - NN 00000 D9309 A9309 G3000 000 000 00000 12640 00000

A9309 SOC SVCS REALGNMT FD Y - 3-Dec-14 DEPT - NN 00000 00000 A9309 G3000 000 000 00000 12640 00000

63500 SOC SVCS REALGNMT REV Y - 7-Jun-13 - - YY 00000 D9309 A9309 G3000 350 500 P3900 12640 PA310

Filter for Fund 12640. Then review the first column (Org Value) to identify what low org value(s) is indexed to Fund 12640 . Answer: Low Org 63500


Org Segment Changes

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Moving or Renaming Orgs Moving orgs History and preserved when moving orgs Performance Budgeting (PB) can go back 14 years. If new orgs not created, PB would not match published Op Plans

Renaming Can’t just rename unless just cosmetic

When end dating is required . . . Use the A&C end dating check list Org in PB will remain, but start with END DATED: Oracle, removed from the LOV Still in Discover Value-set Report if end dated.


Org Segment Changes

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New Divisions or Departments Only low orgs go through workflow Notify A&C (Andrea) and OFP (Tom and Karen) in advance consensus on new proposed numbers, names, and rollup

for both Table 1 and Table 2 (Op Plan)

Effective Dates Mid-year as required, but cannot have CY budget Budget Build - 7/1/15 or beyond


Helpful Tips

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How to Look Up A User’s LAN ID This is helpful when requesting APIIS access, filling out CSRFs

Go to your Inbox in Outlook Click the Address button or use keyboard shortcut Ctrl Shift B. Alternately,

create a new item and click the To... or Cc... buttons. Widen the view so you can see the Alias field: That is the LAN ID

Presenter: Tom PhilippFG3, Office of Financial Planning


* COR, DAO, and SHF are outside of the County’s Windows environment. This method may not work for COR, DAO, or SHF accounts.

Helpful Tips

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How to Verify Access to View Accounts Payable Invoices (APIIS) or or Contracts in P&C Documentum

How Access is Granted:

Active Directory controls access in a Windows environment.

Your LAN ID is a member to various Active Directory groups

controlling access to County resources*.

If you know the group name, you can identify:

Whether a given user is in a specific group.

What folder that user’s LAN ID is located in.


Helpful Tips

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What to Look For

View Contracts (P&C Documentum):

These AD groups are identified clearly on the Supplemental forms.

Departmental access:

User should also be in the correct folder.

Folder Example: County (not vendor), HHS, Public Health Services:

A user in folder who is a member of the AD group

can view HHSA contracts; they may also

have access to folders available to Public Heath Services.


Helpful Tips

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What to Look For

Accounts Payables Invoice Imaging System (APIIS):

Function: Active Directory Group:

APIIS/Scanning: rapp-pa2584-p- tier1rapp-pa2584-p- tier1

APIIS/Read Only: rapp-pa2584-p- tier1

APIIS/HOFI Access: rapp-pa2584-p- tier1 where is the 3-digit HOFI code.

AP Audits - All Collections rapp-pa2584-p- tier1

Service Bureau ACC PAY rapp-pa2584-p- tier1

Service Bureau CBO rapp-pa2584-p- tier1


Go to Windows Explorer

Right click on My Computer or

Keyboard Shortcut:

Helpful Tips

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Identifying Active Directory Group Membership

Click the

button, just under the Help menu.

Click on Network. New buttons

will appear at the top left.Network


Enter the name of

the desired Active

Directory group.

Helpful Tips

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Double-click the

Search Results to

see members of

this group.

Helpful Tips

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Locate the desired

member by name.

: Done here.

:

Continue to Folder

Helpful Tips

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View Contracts:

1. Scroll right.

2. Resize Folder

(click & drag).

3. Scroll right to

view folder name.

Helpful Tips

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View Contracts:

1. Scroll right.

2. Resize Folder

(click & drag).

3. Scroll right to

view folder name.

Helpful Tips

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View Contracts:

1. Scroll right.

2. Resize Folder

(click & drag).

3. Scroll right to

view folder name.

Helpful Tips

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Helpful Tips

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Let us know if you are not getting timely resolution on Oracle EBS issues that are reported directly to the HP Help Desk

Contact the Oracle/Kronos

Support Center at (858) 694-2413

8AM – 5PM (Mon – Fri)


Report Updates

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Oracle EBS Module

Report Title Tool Issue # Issue Description

General Ledger FSG Reports / Trial Balance** Issue sporadically occurs mainly in FSG Reports

EBS Ticket 100‐02‐12396525

Report does not display refreshed/current data (transaction posted from previous day).

Oracle Support has logged a bug for this issue.HP will continue to monitor and maintain programs associated with report performance. Should issue re-surface a new ticket and SR will be created and reference the old to maintain link and history of occurrences.

General Ledger FSG Report drilldown feature not working EBS Ticket 100‐02‐11737821

HP is working with Oracle Development on issue with join and setups

General Ledger COSD Outstanding Encumbrance Detail Report

EBS WR 021608 Report Enhancements:Utilize vendor code instead of vendor description when summarizing lines Add POETA information (will be available only in BI Report version) Display BPA Buyer's Name instead of the Release Buyer's Name for BPA releases Expand parameter values for Manual encumbrance to M-IA, M-PR, M-RA, M-AB, M-AE,

M-AM, M-AP, M-AR and M-AT Capture the enhancement in the EBS BI version of the report and enhance existing report/data format (e.g. separate the account code combination data in separate columns, etc.)

Projects & Grants PNG3 COSD Labor Corrections Reports OBIEE WR‐020547 Replace the EBS COSD Labor Corrections Report with two OBIEE reports (listing and exception).

Projects & Grants PNG3 COSD Capital Project Summary Activity Report

OBIEE WR‐021000 Create new OBIEE Report in PNG3 to manage Capital Projects.

Projects & Grants PNG1 COSD Program Cost and Revenue Report

OBIEE WR‐020918 This report has performance issues in EBS. WR is to build the report in OBIEE to run faster and not have conflicts with other reports/programs. In addition, the OBIEE report is to be drillable.

Projects & Grants COSD Program Cost and Revenue Report EBS Ticket 100‐02‐12395894; 100‐01‐33170644

Report is missing trans id 75348243 (AP Invoice $5,000.00) when run for A6850 JUL-14 thru DEC-14

Projects & Grants COSD Cost & Revenue Summary Report EBS Ticket 100‐02‐12395895; 100‐01‐33170698

Report appears to be missing encumbrance type = IS. Ran report for A6850 JUL-14 thru DEC-14 and Project 1006935 1006320, and 1006019 have encumbrance differences.


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at our next ORUG Meeting

Wednesday, April 1, 2015

Sneak Peek

Revenue AccrualsLearn what is an accounts receivable,

what is an accrual and the different waysto generate revenues in Oracle EBS


Q&A

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