Table of Contents Overview... 2 Objectives... 4 Chapter 1: Setting up Selection Criteria... 5 1.1 Navigation... 5 1.2 Prompts First Level of Filtering... 6 1.3 Input Controls Second Level of Filtering... 17 1.3 Report Header... 19 Chapter 2: Overview of the Reports... 22 2.1 Layout of the Reports... 22 2.2 Maintenance of the Reports... 27 Job : BI Financial Report to Donors in USD Umoja Training 1/31
Overview United Nations reports on regular basis to its donors on voluntary contributions. Umoja provides several options for extracting information necessary for donor reports. 1. ECC reports the user can extract necessary information and compile reports outside of the system with required information (see job-aid on the ECC reports). The reports in ECC provide real time data and are useful for add-hoc requests. 2. Business Intelligence (BI) Analysis Area the power users can create the reports based on the information in the info cube of the analysis area, format them and make them available for standard users. Data refresh in BI every 24 hours from ECC data source There are currently five Analysis Areas developed for Grants Management: Analysis Area Donor and Statement of Accounts Report Status of Outstanding Advances GM Analysis Area GM/FM Budget Analysis Area GM Master Data Analysis Area Purpose Used to build formatted Donor and Statement of Account Reports Used to build formatted Status of Outstanding Advances Used to build report with grant related transactional data Used to build Budget Report Used to build reports for GM Master Data, relationship, GM structures, etc 3. BI Formatted Reports the standard BI user can run pre-formatted standard reports in BI. The user can run those reports, save them in PDF format and print them. When the user runs the report, the system generates the report from the latest available data set loaded in to SAP/Umoja Business Warehouse (BW) from the Umoja transactional system. Data is refreshed in BI every 24 hours from ECC. Reports will display a time stamp indicating the date and time data was last refreshed. This job-aid will focus on formatted standard Final and Interim Financial Reports to Donors in USD and their Annexes with includes information on expenditures incurred by Implementing Partners. Job : BI Financial Report to Donors in USD Umoja Training 2/31
Report Name Interim Financial Report to Donor Final Financial Report to Donor Annexes to Final/Interim Report to Donor Report Purpose Report to the donors an interim statement of financial performance based on eight reporting categories approved by the CEB Finance and Budget Network that took effect in 2012: 1. Staff and other personnel costs 2. Supplies, Commodities, Materials 3. Equipment, Vehicles and Furniture including Depreciation 4. Contractual Services 5. Travel 6. Transfers and Grants to Counterparts 7. General Operating and Other Direct Costs 8. Indirect support costs Report to the donors a final statement of financial performance based on eight reporting categories approved by the CEB Finance and Budget Network that took effect in 2012: 1. Staff and other personnel costs 2. Supplies, Commodities, Materials 3. Equipment, Vehicles and Furniture including Depreciation 4. Contractual Services 5. Travel 6. Transfers and Grants to Counterparts 7. General Operating and Other Direct Costs 8. Indirect support costs Annex to Final or Interim Report to Donor on expenditures incurred by Implementing Partners. The report provides details on the Transfer and Grants line of the Donor Final and Interim Reports (provided the prompts and input controls (i.e. report filters) were set up exactly the same way for both Donor Report and Annex). It provides itemised expenditures incurred by Implementing Partners. Job : BI Financial Report to Donors in USD Umoja Training 3/31
Objectives This user aid explains how to run in BI the following reports: 1. Final Financial Donor Report, 2. Interim Financial Donor Report, and 3. Annexes to Final or Interim Financial Donor Reports on Implementing Partners Please note that standard BI report functionalities such as meaning of the icons in the tool bar, saving reports in PDF, printing reports, etc. is described in detail in the BI training courses and are therefore not reflected in this job-aid. The job-aid focuses on providing guidance to users on setting up filters and running Donor Reports and Annexes. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Job : BI Financial Report to Donors in USD Umoja Training 4/31
Chapter 1: Setting up Selection Criteria 1.1 Navigation 1. Log in to Citrix: https://login.umoja.un.org/citrix/sapva/site/default.aspx 2. Go to the icon called "3 Umoja BI Portal" cubic. 3. User the same User ID and Password that you would use for ECC Production. Job : BI Financial Report to Donors in USD Umoja Training 5/31
4. Open Grants Management Folder 5. Choose the required report and double-click on the link to open it 1.2 Prompts First Level of Filtering Final Financial Donor Report, Interim Financial Donor Report and the associated Annexes have the same prompts, i.e. selection parameters. Prompts are the first level of filtering for those reports. There are eight prompts available, out of which two are mandatory. If the prompt is marked with red arrow, it means that this prompts is mandatory. Once the values are selected in mandatory prompts, the red arrow will turn to green check mark. There are two mandatory prompts: 1) Posting Period and 2) Fund Hierarchy To run Standard Donor Reports the user should use the following prompts: 1. Posting Period - mandatory 2. Fund Hierarchy mandatory 3. Grant Relationship Hierarchy not mandatory but recommended Depending on the selection criteria the heading of the report will change. For example, if the donor report is run by Fund, there will be no reference in the header of the report to the Grants. The recommendation is to run the donor report using Grant Relationship Hierarchy to have the Parent Grant reference in the header of the report. The first time the user accesses the report, the default settings will automatically default in the Prompt window. To change earlier selected prompts, the user should click on the refresh icon: Job : BI Financial Report to Donors in USD Umoja Training 6/31
The Prompt window looks as below: 1. Posting Period Start and End values represent Posting Dates of the Financial Transactions. Mandatory Prompt. Note: To change the date format prompt from MM/DD/YYYY to DD/MM/YYYY, you have to go Preference menu Then, you have to select Locales and Time Zone There, you can select different Locale and its corresponding date format. Job : BI Financial Report to Donors in USD Umoja Training 7/31
Note The Fund Hierarchies are maintained in Funds Management Module. 2. Fund Hierarchy Represent Fund Hierarchies in Production. Mandatory Prompt. Job : BI Financial Report to Donors in USD Umoja Training 8/31
To see the Funds Hierarchies in Production, click on Refresh Values icon. Job : BI Financial Report to Donors in USD Umoja Training 9/31
Click on the chosen Fund Hierarchy to highlight it. Click on the right arrow to select the field. To see Fund Hierarchy ID next to the Funds Hierarchy description, click on the key icon. Job : BI Financial Report to Donors in USD Umoja Training 10/31
The user can also use the wild card together with the search field for the search: To search: 1. enter the value in the field 2. click on the drop-down menu error on the right of the field 3. check search key, and 4. click on the search icon Click on the right arrow to select the highlighted field as above. 3. Fund Hierarchy Node is a node on the Fund Hierarchy, which can be comprised of several Funds or only one fund, depending on the level of the node and the way the hierarchy is built. This Prompt is not mandatory. Job : BI Financial Report to Donors in USD Umoja Training 11/31
Click on the Refresh Values icon to see the values for the Funds Hierarchy Node prompt. In the example below, the UNEP hierarchy is built with only one level of the nodes, which represent actual Funds (Fund Codes): 4. Grant Relationship Hierarchy shows how the S1- Simple Grants and M1- Main Implementation Grants are linked to R1-Resource Mobilization Grants and P1 Passthrough Grants. However, it is the main search criteria for running Donor Reports. Thus, it is recommended that this prompt be used for Donor Reporting even though the prompt is not denoted as mandatory. Job : BI Financial Report to Donors in USD Umoja Training 12/31
To see the values, click on Refresh Values icon In the example below, M1-32FOD-000012 Parent Grant has one Grant related to it, i.e. R1-32FOD-000012. To narrow the search, the search field and wild card can be used. Tips/Hints To see the Fund Codes, click on the key icon Job : BI Financial Report to Donors in USD Umoja Training 13/31
a) Enter search value, e.g. S1-32GFL* b) click on the drop-down menu error on the right of the field c) check search key, and d) click on the search icon Note that the search brings the Parent Grant Nodes and actual Parent Grants that start with S1-32GFL. Job : BI Financial Report to Donors in USD Umoja Training 14/31
To narrow the search, the user can also search for a Parent Grant if he/she knows the grant ID. The user will be able to choose Parent Node in the Prompt, the report will bring Parent Grant, and all the associated grants linked to it: For the S1 (or the node is selected) the report will bring all P1 grants linked to this S1 grant. For the M1 grant (or the node) the report will bring all R1 or P1 grants associated with this M1 grant. Job : BI Financial Report to Donors in USD Umoja Training 15/31
Note that although the search brings two objects: Node of the Grant and the Grant inself, the data that the report will show is the same and correspond to the Grant node. Thus if Grant is selected, the user will still see the information on this Grant Node In the screen shots above the search was for S1-32GFL-001114. The outcome of the search gives two options: Parent node S1-32GFL-001114 and Parent Grant S1-32GFL- 001114. 5. Sponsored Program report can be filtered by Sponsored Program. This Prompt is not use to run Standard Donor Report. 6. Sponsored Class Hierarchy Node report can be filtered by Sponsored Class Node. There is no Prompt for Sponsored Class Hierarchy. The reason is that there is only one Sponsored Class Hierarchy INC_EXP in Production. This prompt is not used to run the standard Donor Report. 7. Sponsor prompt for Sponsor. This prompt is not used to run Standard Donor Report 8. Currency Type (Company Code Currency) currently only USD used for Company Code Currency. Once all necessary prompts are selected, click icon OK to run the report: Note Regardless whether the user chooses Grant Node or a Grant, the results of the query will be the same in the report. The de-selection of the Grants is not possible at the Prompt Level. However, the user will be able to do that at the lower level of filtering called Input Control. Job : BI Financial Report to Donors in USD Umoja Training 16/31
1.3 Input Controls Second Level of Filtering Input Controls is the second level of filtering for Donor Reports. Click on the Tree List for the prompt representing hierarchies to see node details. For example, to see the Parent and Children Grants, click on Tree list in the Grant Input Controls. Job : BI Financial Report to Donors in USD Umoja Training 17/31
Note: Click on the key icon to see the Grant IDs. Job : BI Financial Report to Donors in USD Umoja Training 18/31
To see only data for Parent Grants, check Parent Grants; to see only date for Child Grants, check Child Grant. 1.3 Report Header 1. Impact of Prompts on Report Header Logic for report headers based on different filtering options at the first level of filtering Prompt level: a. If the user runs report for one Fund and no other selections except mandatory ones are defined - the Fund name should be in the report header Note that the user should always choose the assigned fund. b. If the user runs report for pair of Funds 32XXX and 33XXX pairs of fund the header of the report will show only Fund Hierarchy name. The requirement to show in the header the name of the 32XXX fund can only be met if the Fund Hierarchy is maintained accordingly. The Fund Hierarchy must be built with parent/child relationship for the funds where 32XXX is a parent and 33XXX is a child. c. If the user runs report for multiple funds and no other selections except mandatory ones the header shows the Fund Hierarchy. d. If the filter is set up only for Fund Hierarchy, header shows the name of the Fund Hierarchy (no other selections except required). e. If the filters are set for Parent Grants (S1 or M1 Grant), the Header will have Parent Fund Description (description of the 32XXX Fund) and Parent Grant ID and Description. f. If the filter is set for more than one Parent Grant, the header will have the Fund Hierarchy (no other selection except required). g. If the filters are set for combination of a Parent Grant and a Fund Fund description and the Grant ID and Description will be in the header. Job : BI Financial Report to Donors in USD Umoja Training 19/31
h. If the filters are set for one Sponsored Program only, the header will have the name of the Sponsored Program (no fund and no grant) and the Fund Hierarchy. Note that no information will be provided on funds and grants that share this Sponsored Program. i. If the filter is set for several Sponsored Program, the header will only show the Fund Hierarchy and in the Filter Selection Tab the user will see the Sponsored Programs he/she selected. j. If the filter is set for a Sponsor only, the header will have the name of the Sponsor. Note that no information will be provided on funds and grants, which have that Sponsor. k. If the filter is set for more than one Sponsor, the report should show the Fund Hierarchy in the header and the selected Sponsors will be shown in the Filter Selection Tab. 2. Impact of Input Controls on Report Header In Interim Financial Donor Report and Annexes for Implementing Partners the users have the option to select Interim or Final in the header of the report. In Example 1 below the selection is Final, hence the report heading reads: Final Certified Financial Statement... Example 1: In Example 2 below, the same report is run with the Interim radio button checked. The report heading reads: Interim Certified Financial Statement... Example 2: Job : BI Financial Report to Donors in USD Umoja Training 20/31
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Chapter 2: Overview of the Reports 2.1 Layout of the Reports All three reports have the similar layout. They consist of a number of views and each view can have several pages. To see all views that exists on the report, click on the Navigation Map icon: The report defaults to Cumulative Summary in the first run. To see which view is currently displayed, look at the bottom of the screen and see the name of the tab: Job : BI Financial Report to Donors in USD Umoja Training 22/31
The pages on the bottom of the screen will show you which page of the view is currently displayed: The user can move back and forth the pages by clicking on the corresponding arrows. Final Financial Donor Report have the following views: Job : BI Financial Report to Donors in USD Umoja Training 23/31
1. Donor Report Cumulative Shows the total income and expenditure for selected Grants based on the 8 categories of expenditures approved by the CEB Finance and Budget Network: 1. Staff and other personnel costs 2. Supplies, Commodities, Materials 3. Equipment, Vehicles and Furniture including Depreciation 4. Contractual Services 5. Travel 6. Transfers and Grants to Counterparts 7. General Operating and Other Direct Costs 8. Indirect Support Costs 2. Donor Report Detail Note that this view of the report is under construction and will be completed after the B series of Sponsored Classes is introduced for Resource Mobilization, Main Implementation and Simple Grants. 3. Donor Report By Year Shows expenditures by year and cumulative expenditures in the last column. Note that if the first years of the defined period do not have any transactions, the first column of the report will show the summary of those years together with the first year when the transactions occurred. For example if the posting period is from 1 January 2012 to 31 December 2015, but in 2012 and 2013 there are were transactions, in the first column of the view the user will see transactions for the period from 1 January 2012 to 31 December 2014. That means that during the first two years, 2012 and 2013 there were no transactions posted. Job : BI Financial Report to Donors in USD Umoja Training 24/31
4. Filter Selection Used for information purposes and shows the parameters the report is filtered on. Interim Financial Donor Report have the following views: 1. Donor Report Cumulative- Shows the total income, outstanding commitments and expenditures for selected Grants based on the 8 categories of expenditures approved by the CEB Finance and Budget Network: 1. Staff and other personnel costs 2. Supplies, Commodities, Materials 3. Equipment, Vehicles and Furniture including Depreciation 4. Contractual Services 5. Travel 6. Transfers and Grants to Counterparts 7. General Operating and Other Direct Costs 8. Indirect Support Costs 2. Donor Report Detail- Note that this view of the report is under construction and will be completed after the B series of Sponsored Classes is introduced for Resource Mobilization, Main Implementation and Simple Grants. 3. Donor Report By Year Shows outstanding obligations and expenditures by year and cumulative outstanding obligations and expenditures in the last column. Note that if in the first years of the period defined there are no transactions, the first column of the report will show the summary of those years together with the first year when the transactions occurred. 4. Filter Selection Used for information purposes and shows parameters the report is filtered on. Job : BI Financial Report to Donors in USD Umoja Training 25/31
Remember that in Interim Financial Donor Report the user has the option to select Interim or Final in the header of the report! Annexes to Final and Interim Reporting to Donor have the following views: 1. Transfers & Grants Summary The report provides details on the Transfer and Grants line of the Donor Final and Interim Reports provided the prompts and input controls (i.e. report filters) were set up exactly the same way for both Donor Report (Final or Interim) and Annex. 2. Total IP Expenditures Shows detailed total expenditures of all Implementing Partners for the selected Parent Grant by type of Sponsored Class Series AP1 (direct and indirect expenditures) and BP1 (itemized direct expenditures and indirect expenditures). 3. Expenditures by IP Shows detailed expenditures incurred by each Implementing Partners for the selected Parent Grant by type of Sponsored Class Series AP1 (direct and indirect expenditures) and BP1 (itemized direct expenditures and indirect expenditures). 4. Expenditures by Grant & IP Shows detailed expenditures incurred by each Implementing Partners and by each Funding Agreement (Passthrough Grant) for the selected Parent Grant by type of Sponsored Class Series AP1 (direct and indirect expenditures) and BP1 (itemized direct expenditures and indirect expenditures). 5. Filter Selection Used for informational purposes and shows on what parameters report was filtered. Job : BI Financial Report to Donors in USD Umoja Training 26/31
Remember that in Annexes for Implementing Partners the user has the option to select Interim or Final in the header of the report! 2.2 Maintenance of the Reports The accuracy of the reports mainly depends on two dimensions: 1. Sponsored Classes Group INC_EXP maintained in ECC and called in BI Sponsored Class Hierarchy. TCode to create and maintain Sponsored Classes Groups are as follows: To display Sponsored Classes Groups go to TCode GM_SETS_SPCLASS3 Enter INC_EXP: Click on Hierarchy icon: Job : BI Financial Report to Donors in USD Umoja Training 27/31
Job : BI Financial Report to Donors in USD Umoja Training 28/31
2. GM Value Sets under GM Value Set Group ZGMBI_TYPE with description GM BI VALUE TYPE SETS maintained in the ECC. The GM Value Set Hierarchy used for GM BI Reports is as follows: 1. The naming conventions in the name of the node point on the Multiprovider ( data cube) which is used for those reports. All three nodes are looking at the Multiprovider #1 as per the naming conventions TCode used to create and maintain value sets are as follows: Job : BI Financial Report to Donors in USD Umoja Training 29/31
To display GM Value Sets go to GS03 0 Display Set: Enter ZGMBI_VTYPE Click Hierarchy maintenance icon: Job : BI Financial Report to Donors in USD Umoja Training 30/31
Revision History (Soft Copy only) Date Version Prepared by Description 6 August 2015 1 Nina Tillens Initial Draft 8 August 2016 1 Felista Ondari 1 st Reviewer Job : BI Financial Report to Donors in USD Umoja Training 31/31