MyReports Enhancement Summary

Submit Your Suggestions to Improve MyReports to Your Advisory Group Representative

The MyReports Advisory Group supports the continuous improvement of MyReports and ensures that the entire campus community has a voice in submitting, evaluating, and prioritizing new report development and enhancement ideas. MyReports Advisory Group representatives are nominated by the Control Points and actively gather and prioritize input from their constituents. 

The MyReports Advisory Group is scheduled to meet in March to review and prioritize submissions. If you have a suggestion for MyReports enhancements or new reports, work with your Control Point representative to submit an Enhancement Concept Form (opens in new window) by your Control Point's established internal deadline. The recently improved submission process now uses SmartSheet and requires single sign on via MyAccess.

February 2024 Enhancements to the Employee & Position Roster Report

Based on input from the MyReports Campus Advisory Group and feedback from our users, the Employee and Position Roster Report has been enhanced with the following additional features:

• There is a new option in the Display Columns section for displaying ITFS Rate, Network Rate, and VLA Rate in the report output.
  • The ITFS Rate and Network Rate displayed are governed by the Show UCPath Rates as 1.0 FTE filter and reflect the most recent recharge journal posting.
  • The VLA Rate is not governed by the Show UCPath Rates as 1.0 FTE filter in this report.

• Annual Rate now displays by default.

• New sort filter options have been added.
  • Report Sort 1 defaults to None.
  • Report Sort 2 defaults to None.

Users should clear their web browser cache to take advantage of this enhancement. An updated job aid is available in the MyReports section of the Controller’s Office website.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

January 2024 Enhancement to the Distribution of Payroll Expense by Account Report

Later this month, the MyReports team will release a new version of the Distribution of Payroll Expense (DPE) by Account Report. Based on input from the MyReports Campus Advisory Group, a new Suspense Indicator filter will be available to support the monitoring of suspense activity. In addition, the Suspense Indicator field will be included in the default display columns for the report.

There are also adjustments to how the following fields are displayed to help narrow the width of the default report:

• The Employee Record Number will be abbreviated to Emp Rec No

• The Display Columns filter for Earn Begin Date will default to unchecked

• The Display Columns filter for Paycheck Date will default to unchecked

Users can select from the Display Columns picklist filter to further tailor the report output and can save individual filter settings via the MyFavorites functionality.

Look for an additional announcement via the MyReports listserv once the new report features are available. Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

January 2024 Enhancement to the Employee & Position Distribution Report

Later this month, the MyReports team will release a new version of the Employee & Position Distribution Report. Based on input from the MyReports Campus Advisory Group, a new Project RSA column will be added to the Display Columns picklist filter. When added to the report output, this column will indicate the Research Services Analyst (RSA) assigned to the corresponding Project for the position funding distribution line. In addition, the Annual Rate column will be included in the default display.

Users can select from the Display Columns picklist filter to further tailor the report output and can save individual filter settings via the MyFavorites functionality.

Look for an additional announcement via the MyReports listserv once the new report features are available. Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

December 2023 Enhancement to the Net Position Report

Based on input from the MyReports Campus Advisory Group, the Net Position Report now includes an option to display Function Code in the report output. In addition, a new Display Codes and Descriptions filter allows users to tailor the display of chartfield information, available on both the filter page and the On-Screen HTML report output.

Users should clear their web browser cache to take advantage of this enhancement.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

September 2023 Enhancement to the ITS Recharge Detail Report

To better facilitate the review and reconciliation of IT and network expenses, the recently released ITS Detail Report now includes the option to add a Pay Period End Date column to the report output. To enable this feature, click the Show Pay Period End Date checkbox in the report results header.

Users should clear their web browser cache to take advantage of the enhancements.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Introducing the ITS Recharge Detail Report

Based on input from the MyReports Campus Advisory Group, the Transaction Detail Report (TDR) will be enhanced this month with a drill through to a new ITS Recharge Detail Report. The new report provides ITFS, Network, and Student Affiliate recharge expenses sourced from the ITS Recharge System (opens in new window).

Recharge expense details by employee and chartstring can be accessed by drilling from monthly ITS recharge journal lines in the On Screen HTML output of the TDR. The report can help departments validate that recharge expenses align with payroll expenses, including expense transactions resulting from salary cost transfers.

Recharge details will be available in MyReports beginning with July 2023 expenses, which are scheduled to post to PeopleSoft Financials on August 4.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Additional Drill-Through Links Added to the Payroll Funding Report

Payroll Funding Report users looking to validate payroll expense amounts can now drill into transaction details for the following hyperlinked subtotal and total amounts:

• Total Compensation
• Benefits
• Total Compensation & Benefits
• Report Total

Clicking a link will drill through to the Distribution of Payroll Expense (DPE) by Account Report to display all transactions processed in UCPath.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Enhanced Account Filter in the Transaction Detail Report

To better facilitate the review and reconciliation of balance sheet activity using the Transaction Detail Report (TDR), the Account filter is now a conditionally required filter. To target transactions for a specific Account or range of Accounts, simply filter by Account and Business Unit.

Users should clear their web browser cache to take advantage of the enhancements.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

June 2023 Enhancement to the Transaction Detail Report

Based on input from the MyReports Campus Advisory Group, the Transaction Detail Report (TDR) has been enhanced to incorporate BearBuy Purchase Orders (POs) associated with shipments fulfilled through UCSF’s Inbound Freight Program (opens in new window). Report users can now see the PO Number on the transaction line and can drill to the originating PO directly by clicking the Voucher ID link. This change eliminates the need to run the Accounts Payable/Purchase Order Inquiry Report separately.

The following example highlights the addition of the PO Number for these transaction rows.

Prior to enhancement:

After enhancement:

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

May 2023 Enhancement to the Net Position Report

Based on input from the MyReports Campus Advisory Group, the Net Position Report now includes an option to display the Project Manager/PI in the report output. Users can also select Project Manager/PI as a Report Sort option from the filter page or the on screen HTML output.

Users should clear their web browser cache to take advantage of this enhancement.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

May 2023 Enhancement to the Purchase Order Lien Balance Report

Based on input from the MyReports Campus Advisory Group, the Purchase Order (PO) Lien Balance Report now includes PO Date in the report output. In addition, three new filter options are now available to refine report results:

• filter by Vendor
• choose to Show Codes and/or Descriptions
• add a secondary Sort/Group option

Users should clear their web browser cache to take advantage of this enhancement.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Using the MyReports Guide to Biweekly Working Hours Used in Percent of Effort Factors

MyReports recently enhanced the Distribution of Payroll Expense reports and additional reports to more accurately reflect the percent of effort for employees paid biweekly. A new reference guide is available to confirm the biweekly working hours used by MyReports to calculate percent of effort for earning periods and accounting periods back to 2020.

The list of periods can be filtered for campus or UCSF Health business units, by period type and year, and for periods having only two or only three pay cycles.

A link to this new resource is available from the filter page of the Distribution of Payroll Expense reports by Account and Alt Account and will be added to additional payroll reports in the coming weeks.

Users should clear their web browser cache to take advantage of this enhancement.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

MyReports Implements Health Financial Report Archive

As the amount of data in MyReports continues to grow, MyReports is partitioning some reports into current and archived versions. This change is expected to reduce the duration of the nightly data refresh for MyReports.

The following UCSF Health Financial reports have been partitioned into current and archived versions:

• Balance Sheet Report
• Income Statement Report
• Income Statement Variance Report
• Key Operating Trends

Current reports:

• Contain data from the three most recent fiscal years
• Continue to be accessed in the same way as they are today
• Are refreshed nightly

Archive Periods:

• Contain data for all years prior to those available in the current report
• Are accessed through new links provided in the current reports
• Are refreshed each weekend in order to update any changes made to PeopleSoft trees or to chartfield descriptions

New links to run reports for Archive Periods are available next to the Run Report button in the top right area of each filter page.

Users must clear their web browser cache to take advantage of these changes. Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

April 2023 Enhancement to the Employee and Position Distribution and Roster Reports

The Employee and Position Distribution Report and the Employee and Position Roster Report have been enhanced with the addition of a Pay Frequency filter. The new filter allows targeting of specific employees by selecting one of the following values:

• B – Biweekly: report results are limited to employees with a biweekly pay frequency
• M – Monthly: report results are limited to employees with a monthly pay frequency
• - (blank): report results are limited to unstaffed positions; the Employee and Position Distribution Report also returns additional pay funding distribution rows for filled positions where corresponding additional pay is not scheduled.

Users should clear their web browser cache to take advantage of this enhancement.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

March 2023 Enhancements to the Transaction Detail and Distribution of Payroll Expense by Account Reports

Based on input from the MyReports Campus Advisory Group, two new columns have been added to the Transaction Detail Report (TDR) and Distribution of Payroll Expense (DPE) by Account Report:

• Project Manager
• Research Services Analyst (RSA)

Use the Display Columns filter to include the new columns and tailor the report output as desired.

Users must clear their web browser cache to take advantage of this enhancement. Contact the Controller's Office Solution Center if you have questions about MyReports or to report a potential issue.

Further MyReports Enhancements for Biweekly Percent of Effort

To align with a recent enhancement to the Distribution of Payroll Expense (DPE) reports, the Payroll Funding, Faculty Portfolio Monthly, and Payroll Detail by Month reports have been updated to more accurately reflect the percent of effort for biweekly employees in months with three biweekly pay cycles. Previously, the percent of effort was based on 160 working hours per monthly period regardless of the actual number of biweekly pay cycles in the period. As a result of this enhancement:

• Percent of effort for periods with two biweekly pay cycles is calculated based on 160 working hours.
• Percent of effort for periods with three biweekly pay cycles is calculated based on 240 working hours.

Refer to the Payroll Processing Schedule on the Controller’s Office website to review the schedule of biweekly pay cycles. If you have any questions about MyReports or to report a potential issue, contact the Controller's Office Solution Center.

New Department Accounts Receivable Report Supports the Dept A/R Process

March 2023 Enhancements to the Faculty Portfolio Monthly Report

Based on input from the MyReports Campus Advisory Group, the Faculty Portfolio Monthly Report has been enhanced with new functionality to display expense subtotals when viewing the report for sponsored projects. Checking the new Show Expense Subtotals checkbox filter on the filter page or in the On Screen HTML report output will include additional subtotals for Direct Project Expenses, Indirect Project Expenses, and Total Project Expenses.

An updated job aid is available in the MyReports section of the Controller’s Office website. Users may need to clear their web browser cache to take advantage of this enhancement.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

February 2023 Enhancements to the Transaction Detail Report

Based on input from the MyReports Campus Advisory Group, the Transaction Detail Report (TDR) has been enhanced to summarize rows with identical transaction attributes into a single row. This change reduces the number of similar records that are often seen in postings such as General, Automobile, Employee Liability (GAEL) and suspense journals.

The following example illustrates the change users will see when running the TDR beginning on February 1, 2023. Transaction rows with identical attributes are removed and replaced with a single row that summarizes the Actual dollars for all rows having the same attributes.

Before February 1, 2023: Sample TDR without summarization:

Beginning February 1, 2023: Sample TDR with summarization:

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

MyReports Adds Data Refresh Timestamps to All Reports

Beginning February 1, 2023, all reports generated in MyReports include a timestamp to indicate when the report’s data source was last refreshed. Users can find the new Data Refresh Time attribute in the report header, along with related attributes that indicate who generated the report and when.

Users should clear their web browser cache to take advantage of this enhancement.

January 2023 Enhancements to the Employee and Position Distribution Report

Based on input from the MyReports Campus Advisory Group and feedback from our users, the Employee and Position Distribution Report has been enhanced with the following additional features:

• New secondary sort/group filter added
  • Report Sort 1 defaults to Employee
  • Report Sort 2 defaults to None
• New option added to sort output by Project
• New subtotal added to the Distribution % column when any sort/group option is selected

An updated job aid is available in the MyReports section of the Controller’s Office website. Users may need to clear their web browser cache to take advantage of the enhancements.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

November 2022 Enhancements to the Monthly Report

The Monthly Report has been enhanced this month based on input from the MyReports Campus Advisory Group.

New date filter options: You can now choose to run the report to display Plan, Actual, and Forecast amounts for a single fiscal year or to display Actuals only for one or more fiscal years. By default, the report displays Plan, Actual, and Forecast amounts for the current fiscal year.

Changes to report output formats: While you can continue to choose from all available report output formats from the filter page (on screen, formatted or unformatted Excel, or PDF), formatted Excel is the only output format available from the on screen results when selecting the “Actuals, Fiscal Year basis” filter option. In addition, report parameters in the PDF output format have been relocated from the first to the last page.

These modifications may require some Favorites to be re-saved, and users are advised to clear their web browser cache to take advantage of the enhancements.

An updated job aid is available in the MyReports section of the Controller’s Office website. Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

November 2022 Enhancements to the Transaction Detail Report

The Transaction Detail Report (TDR) has been enhanced by adding the following columns to the Unformatted Data report output:

• Account Level E
• Account Level E Description
• Parent Award ID
• Parent Award ID Description

You can review Account Tree (opens in new window) and Project (opens in new window) values using the Financial/Payroll Codes and Data Lookup tool on the Controller's Office website (requires UCSF network or VPN connection).

Users may need to clear their web browser cache to take advantage of the enhancements. Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Coming in July: MyReports Introduces Labor Productivity Report Archive

As the amount of data in MyReports continues to grow, MyReports is partitioning some reports into current and archived versions. This change is expected to reduce the duration of the nightly data refresh for MyReports.

Beginning on July 18, 2022, the following Labor Productivity reports for UCSF Health will be partitioned into versions for current and archive periods:

• Labor Productivity Summary Report
• Labor Productivity Trend Report
• Labor Productivity by Dept ID Report
• Labor Productivity by Job Code Report

Current reports will:

• contain data from the three most recent fiscal years
• continue to be accessed in the same way as they are today
• continue to be refreshed nightly

Archive Periods will:

• contain data for all years prior to those available in the current report
• be accessed through new links provided in the current reports
• be refreshed each weekend in order to update any changes made to PeopleSoft trees or to chartfield descriptions

New links to run reports for Archive Periods will be available next to the Run Report button in the top right area of each filter page.

Users must clear their web browser cache to take advantage of these changes. Further instructions will be available on July 18 in a revised job aid in the MyReports section of the Controller’s Office website.

Introducing the Employee and Position Salary Report

This month, authorized MyReports users can access a new Employee and Position Salary Report. Based on a proposal from the MyReports Campus Advisory Group, the report provides employee salary information on a fiscal year basis. Salary amounts are sourced from UCPath compensation and recurring additional pay records and are aggregated into the compensation types of Base Salary (X), Negotiated Salary (Y), and Other Compensation (Z).

MyReports users with the HR Data role can access the new report from the HR Data Reports tab. Users may need to clear their web browser cache for the new report to appear.

To learn more, review the new job aid in the MyReports section of the Controller's Office website. Contact the Controller's Office Solution Center if you have questions about MyReports or to report a potential issue.

May 2022 Enhancements to the Employee and Position Roster Report

Based on input from the MyReports Campus Advisory Group, two new columns have been added to the Employee and Position Roster Report to help in the timely processing of reappointments:

• Visa Permit Type
• Work Authorization End Date

In addition, Work Permit End Date has been renamed Visa End Date to better align with the UCPath label.

Users should clear their web browser cache to take advantage of the new columns.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

March 2022 Enhancement to the Faculty Portfolio Monthly Report

The Faculty Portfolio Monthly Report has been redesigned to include more detailed budget information for sponsored activity:

• Budget activity is displayed for each month, instead of in a single aggregated column.
• Budget activity is separated into direct and indirect costs to better align with actuals.

An updated job aid is available in the MyReports section of the Controller’s Office website.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Coming in March: MyReports Introduces Archive Reports

As the amount of data in MyReports continues to grow, MyReports is partitioning some reports into current and archive versions. This change is expected to reduce the duration of the nightly data refresh for MyReports.

Current reports will:

• contain data from the three most recent fiscal years
• continue to be accessed in the same way as they are today
• continue to be refreshed nightly

Archive reports will:

• contain data for all years prior to those available in the current report
• be accessed through new links provided in the current reports
• be refreshed each weekend in order to update any changes made to PeopleSoft trees or to chartfield descriptions

The new links for archive reports are labeled Archive Periods and will be available next to the Run Report button in the top right area of the filter page.

Beginning on March 21, 2022, the following reports will be partitioned into current and archive versions:

• On the Operational Reports tab
  • Monthly Report
  • Project Comparison Report
• On the Management Reports tab
  • Fund Group Report
  • Mission Based Report
  • Organization Report
  • Project Use Report

With each report update, a revised job aid will be available in the MyReports section of the Controller’s Office website. Users must clear their web browser cache to take advantage of the changes.

March 2022 Enhancements to the Sponsored Awards Summary Report

Based on input from the MyReports Campus Advisory Group, the Sponsored Awards Summary Report has been updated with the following enhancements.

• New Dept ID and PI/Project Manager search filters quickly return results at any Dept ID level and across PI/Project Manager portfolios and can be saved as favorites to be used for scheduling.
• All report outputs include the following new fields:
  • Award Status
  • Award Start Date
  • Award End Date
  • Project Activity Status
  • Project Activity Start Date
  • Project Activity End Date
• The Unformatted Data option is available as a report output choice. This output returns an Excel file that has no special formatting and a single row for column headings, making it the best source for pivot tables and other advanced spreadsheet analysis.

Users should clear their web browser cache to take advantage of the enhancements.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

February 2022 Enhancements to the Transaction Detail Report

February 2022 Enhancements to the McKesson AP Detail Report

January 2022 Enhancement to the Employee and Position Roster Report

The Employee and Position Roster Report now includes details about each UCPath position’s effective status. Two new columns available in all report outputs indicate whether a position is active or inactive:

• Position Status, with values “A” and “I”
• Position Status Descr, with values “Active” and “Inactive”

Users should clear their web browser cache to take advantage of the new columns.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Payroll Funding Report Employee Filter Enhancement

The Payroll Funding Report's Employee search filter "typeahead" functionality has recently been enhanced.  Typing into the filter field now returns values that match any part of an employee’s name, UCSF Employee ID, or UCPath Employee ID.

Users may need to clear their web browser cache to take advantage of the enhancements. Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

December 2021 Enhancements to the Transaction Detail Report and Alt Account Detail Report

Enhancements to the Transaction Detail Report and Alt Account Detail Report

The Transaction Detail Report (TDR) and Alt Account Detail Report (ADR) were recently enhanced to provide improved display and sort options. Highlights of report changes include:

• New Picklist filter enables users to customize the columns that appear in the output.
• New Display Codes and Descriptions filter for tailoring the display of chartfield and source code information
• Transaction Type has been added to the report sort options to allow sorting, grouping, and subtotaling the results by Transaction Type.
• Fiscal Year and Accounting Periods columns have been added to the ADR.

Users may need to clear their web browser cache to take advantage of the enhancements.

Contact the Controller's Office Solution Center if you have questions about MyReports or to report a potential issue.

Upcoming Enhancements to the Distribution of Payroll Expense (DPE) Report

Later this month, the Distribution of Payroll Expense (DPE) reports by Account and Alt Account will be enhanced to increase the accuracy of Composite Benefit Rates (CBR) for employees with multiple positions, and those whose primary job is at a different UC. When the CBR cannot be determined based on the rules provided by UCPath, the CBR % will display as “N/A”.

An additional announcement will be made via the MyReports listserv when the enhancement is available.

Contact the Controller's Office Solution Center if you have questions about MyReports or to report a potential issue.

Enhancements to the Employee and Position Distribution Report

Later this month, the Employee & Position Distribution Report will be enhanced based on input from the MyReports Campus Advisory Group. The following report changes are intended to provide more accurate funding entry data:

• The report output better aligns with UCPath Funding Entry pages and UCSF forms such as the One-Time Payment Request form.
• Typeahead functionality for the Employee and Reports To search filters has been improved to search for any part of an employee’s name, UCSF Employee ID, and UCPath Employee ID.
• Comp Rate has been added to the report output, which will display the hourly rate for biweekly employees and the monthly rate for monthly employees.
• Composite Benefit Rates (CBR %) are accurately reflected for employees with multiple positions and those whose primary job is at a different UC location. When the CBR cannot be determined based on the rules provided by UCPath, the CBR % will display as “N/A”.
• An empty value (labeled as "Blank") has been added to the ERNCD filter to identify earnings distribution records without an earnings code.

An additional announcement will be made via the MyReports listserv when the enhancement is available.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Enhancements to the Employee and Position Roster Report

Later this month, a new version of the Employee and Position Roster Report will be available with the following enhancements:

• Typeahead functionality for the Employee and Reports To search filters has been improved to search for any part of an employee’s name, UCSF Employee ID, and UCPath Employee ID.
• Comp Rate has been added to the report output, which will display the hourly rate for biweekly employees and the monthly rate for monthly employees.
• The employee headcount in the Summary Statistics section now breaks out Employee Count and Contingent Worker Count.
• To facilitate reporting on records where a specific attribute is not populated, an empty value (labeled as "Blank") has been added to following search fields:
  • Employee
  • Reports To
  • Job Code
  • Class Title Outline
  • Salary Admin Plan

An additional announcement will be made via the MyReports listserv when the enhancement is available.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Enhancements to the Payroll Funding Report

Based on input from the MyReports Campus Advisory Group, the Payroll Funding Report has been enhanced to allow the report to be run by earning period, in addition to the default functionality of running it by accounting period. Users will find the new Run by Earning Period filter in the Report Specific Filters section.

An updated job aid is available in the MyReports section of the Controller’s Office website. Users may need to clear their web browser cache to take advantage of the enhancements.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Enhancements to the Payroll Detail by Month Report

Based on input from the MyReports Campus Advisory Group, the Payroll Detail by Month Report has been updated with the following enhancements.

• Percent of Effort has been added for hourly employees.
• The Employee Search filter typeahead functionality has been improved to search for any part of an employee’s name, UCSF ID, and UCPath ID.
• Account node 5579D - Scholarship/fellowship is now mapped and included in the Gross Pay amount, bringing the report into alignment with the Distribution of Payroll Expense (DPE) reports.

An updated job aid is available in the MyReports section of the Controller’s Office website. Users may need to clear their web browser cache to take advantage of the enhancements.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Enhancements to the Faculty Portfolio Monthly Report

Based on input from the MyReports Campus Advisory Group, the Faculty Portfolio Monthly Report has been enhanced. Highlights of report changes include:

• An improved Date Filter allows you to run the report for 6 or 12 months and to select a starting month.
• Running the report in Analyst View mode now includes Percent of Effort.

An updated job aid is available in the MyReports section of the Controller’s Office website. Users may need to clear their web browser cache to take advantage of the enhancements.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Enhancements to the Transaction Detail Report and Alt Account Detail Report

Based on input from the MyReports Campus Advisory Group, the MyReports team released new versions of the Transaction Detail Report (TDR) and Alt Account Detail Report (ADR), adding a new Direct Retro ID column to display the transaction ID of salary cost transfers.  When the “Show Details Column” filter is checked, the Direct Retro ID column is visible next to the Pay Period End Date column.

Users may need to clear their web browser cache in order to take advantage of the enhancements.

Contact the Controller's Office Solution Center if you have questions about MyReports or to report a potential issue.

Enhancement to the Payroll Detail by Month Report

On March 1, the MyReports team released a new version of the Payroll Detail by Month Report, adding a filter to include Project 1111111.

An updated job aid is available in the MyReports section of the Controller’s Office website. You may need to clear your web browser cache in order to take advantage of the enhancements.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Enhancements to the Payroll Funding Report

Later this month, the MyReports team will release a new version of the Payroll Funding Report based on input from the MyReports Campus Advisory Group. Highlights of report changes to address UCPath data include:

• Updates to the report output
  • Display of Percent of Effort for both current actuals and future distribution estimates
  • Increased accuracy of future distribution estimates
  • Addition of current 1.0 FTE Annual Rate and Job FTE to the Employee column
• New report filter options to allow users to better tailor the output
  • Show Salary
  • Show Percent of Effort (only applicable in the Detail View)
  • Show Benefits

Look for an additional announcement via the MyReports listserv once the new report features are available. Users may need to clear their web browser cache in order to take advantage of the enhancements.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Enhancements to the Employee and Position Distribution Report

Based on input from the MyReports Campus Advisory Group, the Employee & Position Distribution Report has been enhanced to provide additional funding entry data. The following new fields have been added to the report output:

• Percent of Effort
• Budget_Ref – this column indicates whether a distribution row is used to the fund the up-to-the-cap (e.g., N-OTC001) or over-the-cap (e.g., Y-OTC001) portion of a funding distribution.
• Monthly Cap Rate – for jobs less than 1.0 FTE, the Monthly Cap Rate can be converted to the full time equivalent by checking the Show Rates as 1.0 FTE checkbox

Updated job aids are available in the MyReports section of the Controller’s Office website. Users may need to clear their web browser cache in order to take advantage of the enhancements.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Enhancements to the Distribution of Payroll Expense (DPE) Reports

Based on input from the MyReports Campus Advisory Group, the Distribution of Payroll Expense (DPE) reports by Account and Alt Account have been enhanced to provide improved display and sort options. Highlights of report changes include:

• New Picklist filter that allows users to determine the columns that appear in the output
• Ability to sort and group on Earn End Date
• PDF output compressed to a single page width

Updated job aids are available in the MyReports section of the Controller’s Office website. Users may need to clear their web browser cache in order to take advantage of the enhancements.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Enhancements to the Payroll Detail by Month Report

On December 1, the MyReports team released a new version of the Payroll Detail by Month Report to help identify and manage the display of UCPath biweekly accrual data.

• The Pay Element Display filter has been enhanced to allow users to select multiple filter values. By default, the report will include all pay elements, including UCPath accruals.
• A new Accruals pay element has been created. The Accruals pay element filters and summarizes employee-level accrual transactions that post to the following accounts:
  • 50432 Salary accrual
  • 50518 Benefit accrual-staff
  • 50750 Benefit accrual-NFA

An updated job aid is available in the MyReports section of the Controller’s Office website. Users may need to clear their web browser cache in order to take advantage of the enhancements.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Enhancements to the Employee & Position Distribution Report

On November 1, the MyReports team released a new version of the Employee & Position Distribution Report. Highlights of report changes to address UCPath data include:

• Additional Pay earnings codes are now displayed when distributed on catch-all funding entry records (i.e., funding records with a "blank" earnings code).
• New report filter options:
  • Position Dept ID
  • Show Rates as 1.0 FTE – checking this box converts the Hourly Rate, Monthly Rate, and Annual Rate amounts where the Position FTE is less than 1.0 to the 1.0 FTE rate
• New fields added to the report output:
  • Above/Off Scale
  • Position Dept ID
  • Work Permit End Date – dates within 90 days will appear in red font

Users may need to clear their web browser cache in order to take advantage of the enhancements.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Enhancements to the Employee & Position Roster Report

On November 1, the MyReports team released a new version of the Employee & Position Roster Report. Highlights of report changes to address UCPath data include:

• The addition of Contingent Workers
• New report filter options:
  • Position Dept ID
  • Show Rates as 1.0 FTE – checking this box converts the Hourly Rate, Monthly Rate, and Annual Rate amounts where the Position FTE is less than 1.0 to the 1.0 FTE rate
• New fields added to the report output:
  • Above/Off Scale
  • Elig_Config1 – equivalent to the PPS Benefits Eligibility Level Indicator (BELI)
  • Location Use Type - used for MSP Physician positions
  • Position Dept ID
  • Work Permit End Date – dates within 90 days will appear in red font
  • Work Study Program

Users may need to clear their web browser cache in order to take advantage of the enhancements.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Enhancements to the Distribution of Payroll Expense (DPE) Report

Later this month, the MyReports team will release new versions of the Distribution of Payroll Expense (DPE) reports by Account and Alt Account. Highlights of report changes to address UCPath data include:

• New report filter options
  • Direct Retro ID
  • Position Number
  • View Monthly Rates as 1.0 FTE – checking this box converts the amount in the Rate and Cap Amount columns for monthly-paid employees whose Position FTE is less than 1.0 to the 1.0 FTE rate
• Updates to the report output
  • New Direct Retro ID column displays the transaction ID for salary cost transfer transactions
  • Percent of Effort calculation for bi-weekly employees has been revised using a base of 160 hours per month instead of UCPath’s delivered approach using a base of 174 hours per month
  • Cap Amount now displays the monthly cap amount instead of the annual cap amount

Look for an additional announcement via the MyReports listserv once the new report features are available. Users may need to clear their web browser cache in order to take advantage of the enhancements.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Enhancements to the Transaction Detail Report (TDR)

Later this month, the MyReports team will release new versions of the Transaction Detail Report (TDR) and Alt Account Detail Report. The following report changes address UCPath data and can be viewed using the Show Detail Columns report filter.

• The addition of Earn End Date column
• Reformatting of Time column to match number formats of columns (Hours and Percent of Effort) on the Distribution of Payroll Expense (DPE) Report

Look for an additional announcement via the MyReports listserv once the new report features are available. Users may need to clear their web browser cache in order to take advantage of the enhancements.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

Enhancements to the Distribution of Payroll Expense (DPE) Report

On September 1, the MyReports team released new versions of the Distribution of Payroll Expense (DPE) reports by Account and Alt Account. The following report changes provide new features to identify and manage the display of UCPath biweekly accrual data in MyReports.

• A new Include Accrual checkbox filter allows users to include or exclude accrual records.
• A new Accrual column in the report output indicates the type of accrual.
  • Blank = not an accrual transaction
  • R = accrual reversal
  • A = accrual

Users may need to clear their web browser cache in order to take advantage of the enhancements.

Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

MyReports Enhancements to Address UCPath Issues

Since the rollout of new and revised reports in conjunction with the UCPath go-live, our user community continues to provide feedback on report issues and enhancement requests. The following list summarizes significant items recently addressed, as well as enhancements planned on the near-term horizon.

Distribution of Payroll Expense Report (DPE)

A new version of the DPE is available as of July 1. Highlights of report changes to address UCPath data include:

• New fields added to the report output:
  • Hours (displayed for all employees)
  • Percent of Pay (displayed for all employees)
  • Percent of Effort (displayed for all employees)
  • Earnings Begin Date
• Additional changes:
  • Display of Postdoc Fellowship expenses outside of salaries and benefits Accounts on the Account Management Tree
  • Correction to populate the over the cap indicator, displaying the full value for both over the cap and up to the cap records (e.g. N-OTC004 and Y-OTC004)
  • Relocation of the Time field to the “Show PPS Details” section of the report

Employee & Position Distribution Report

• Resolved on June 27: funding entry records with blank earning codes on the Salary Cap MCOP Funding Worksheet were missing. This mainly impacted the Health Sciences Compensation Plan (HSCP) employee population.
• Future enhancements in development: addition of cap indicator (e.g., N-OTC004 and Y-OTC-004), cap rate, percent of effort, and the ability to run the report by position department.

Reports will continue to evolve in the coming weeks and months. Contact the Controller's Office Solution Center if you have any questions about MyReports or to report a potential issue.

MyReports Changes for UCPath

MyReports has been modified to incorporate new data and to reflect new business processes resulting from the implementation of UCPath. MyReports users will see several changes as reports have been retrofitted, retired, or replaced to integrate with UCPath.

Summary of Changes

• Distribution of Payroll Expense Report
  • Retrofitted to display both UCPath payroll transactions and historical PPS payroll transactions
  • Expanded into two reports to run by Account or Alt Account (UCSF Health)
• HR Data Reports
  • New report: Employee & Position Roster Report displays position, job, and employee details, including head counts, job counts, and counts by position and job FTE
  • New report: Employee & Position Distribution Report displays current and future funding entry distributions, including chartstrings and amounts for additional pay
  • The HR Event Report remains available for historical PPS transactions only
  • Retired reports:
    • Employee Appointment Report
    • Employee Distribution Report
    • Employee Lookup Report
    • HR Monthly Review Report
• Faculty Portfolio Reports
  • The Faculty Portfolio Projections tool (TM1) has been retired
  • The Faculty Monthly Rolling Projections Report has been retired
  • Faculty Portfolio reports will no longer display historical projection data
  • Select reports have been enhanced to include Account Levels E & F
    • Award/Parent Summary Report
    • Project Summary Report
    • FP Monthly Report

Required Actions

Clear your browser cache. Before logging into MyReports for the first time since the UCPath cutover, we strongly recommend fully clearing your browser cache.

Update saved favorites. The transition to UCPath required enhancing and modifying many reports. As a result of these changes, the following reports will require users to update any saved favorite:

• Distribution of Payroll Expense
• Payroll Funding
• MyPortfolio
• Award/Parent Summary
• FP Monthly
• Payroll Detail by Month
• Program Portfolio
• Project Summary
• Sponsored Awards Summary

Refer to the Managing and Scheduling MyFavorites in MyReports Job Aid for instructions and tips on using this time-saving feature.

Additional Resources

New and updated job aids are available in the MyReports section of the Controller’s Office website. The MyReports team will be conducting webinars in June to review report changes in greater detail.

If you have questions about MyReports, contact the Controller's Office Solution Center.

Increased Frequency for Sourcing Accounts Payable Details from McKesson

UCSF Health accounts payable (AP) details are now sourced from McKesson and posted to the general ledger on a daily basis. The change in frequency, from monthly to daily, eliminates monthly manual processing efforts and facilitates near real-time analysis of UCSF Health’s financial status.

The resulting data will be available in MyReports on the day following postings to the general ledger:

• The McKesson AP Detail Report, located on the Monthly Variance and Health Financial tabs, displays detailed information for vouchers created in McKesson and posted to PeopleSoft, including vendor, purchase order, invoice, voucher, and item descriptions.
• McKesson expense journals appear in the Alt Account Detail Report with hyperlinks that drill to the supporting details in the McKesson AP Detail Report.

Job aids for UCSF Health Reports are available in the MyReports sections of the Controller's Office website. If you have questions about MyReports, contact the Controller's Office Solution Center.

Enhancements to UCSF Health Income Statement Variance and Monthly Variance by Dept ID Reports

Based on input from UCSF Health’s Reporting Steering Committee, the following enhancements are now available in MyReports:

• The Income Statement Variance Report now drills to the Monthly Variance by Dept ID Report
• The Monthly Variance by Dept ID Report now drills to the Alt Account Detail Report (ADR)

These changes enable users to investigate any amount displayed on the Income Statement Variance Report by first drilling down to a breakout of amounts by Dept ID and then by drilling down further to the transactions that comprise each aggregate amount.

In order to facilitate the drill functionality, the Health Financial Role will now provide access to all reports on the Monthly Variance and Labor Productivity tabs, in addition to the Health Financial tab.

Availability of HCOMP Incentive/Bonus Data in Payroll Detail by Month Report

In order to align payroll information across all reports in the Faculty Portfolio reporting suite, Account 50201- HCOMP Incentive/Bonus is now mapped and included in the Gross Pay amount in the Faculty Portfolio Payroll Detail by Month Report. The addition of Account 50201 to Gross Pay amounts also applies when running the report for historical months.

Enhancements to the Labor Productivity by Job Code Report

Based on input from the MyReports Health Advisory Group, the Labor Productivity by Job Code Report has been enhanced to provide more display options for users who wish to view all employee-level details in the initial report results.

Summary of changes:

• The Job Code Detail Report now appears on a separate tab
• New display options have been added to the report filter page
  • Default View radio buttons allow users to select which tab appears first
    • Paid
    • Productive
    • Detail
  • Use the Expand Job Code Detail checkbox to immediately display all employees without the need to expand rows
  • Use the Expand Pay Code Detail checkbox to immediately display all pay codes without the need to expand columns
  • When job code and pay code details are fully expanded, the Drill Up/Drill Down functionality is disabled

By default, the new filters are set to display the Job Code Detail Report with all employees and job codes expanded. Users can easily select and save different filter settings using the MyFavorites functionality.

Web browser cache needs to be cleared in order to take advantage of the enhancements.

If you have questions about the new features or the Labor Productivity reports, contact the Controller's Office Solution Center.

Changes to the Display of Liens in the Faculty Portfolio Reports

The display of the Liens columns has been relocated to the Actuals section in the following Faculty Portfolio Reports:

• MyPortfolio
• Award/Parent Summary
• Faculty Portfolio Monthly
• Program Portfolio
• Project Summary

This change allows users to include or exclude liens when viewing budget balances and net positions. In addition, the Show Projections and Liens filter option has been separated into two distinct filters, providing more flexible display options. The display filter options are now available on both the HTML output and the filter page, reducing the number of mouse clicks required to return the desired report as well as improving scheduling options.

Users may need to clear their browser’s cache in order to take advantage of the enhancements. If you have questions about MyReports, contact the Controller's Office Solution Center.

MyReports to Begin Weekly UPlan Forecast Feed

Beginning Friday, May 3, UPlan forecast data will be loaded into MyReports on a weekly basis, instead of monthly. The UPlan forecast feed will occur on Fridays, and the updated forecast will be available in MyReports following the next nightly batch processing.

If you have questions about MyReports, contact the Controller's Office Solution Center.

Enhancements to the Purchase Order Lien Balance Report

To better facilitate report scheduling, an effort is underway to add options to the filter page that are currently available only on the HTML output to the report. Making all filters available on a report’s filter page allows users to create and save a MyFavorite for any combination of filters. The MyFavorite can subsequently be scheduled, and the resulting report will display data filtered by the desired parameters.

The following enhancements have been applied to the Purchase Order Lien Balance Report:

• The report Sort option is now available in the Report Specific Filters section of the filter page. In addition to sorting the output by the selected column, this feature creates group header and subtotal records.
• Column sorting is now available on every field. Click the icons available in each column header to rearrange the output in ascending "∧" or descending "∨" order. The column sort feature is only available when viewing the HTML output.

Users may need to clear their browser’s cache in order to take advantage of the enhancements.

If you have questions about MyReports, contact the Controller's Office Solution Center.

MyReports Filter Page Enhancements to Facilitate Report Scheduling

To better facilitate report scheduling, an effort is underway to add filter and display options to the filter page that are currently only found on the HTML output of the report. Making all filters available on a report’s filter page allows users to create and save a MyFavorite for any combination of filters. The MyFavorite can subsequently be scheduled, and the resulting report will display data filtered by the desired parameters.

The following enhancements have been applied to the Actual vs. Plan Comparison and the Current Year vs. Prior Year Actuals Comparison reports:

• Added Account Level filter to filter page
• Added option to display results at Account Level F using the Account Level filter
• Added Display Codes and Descriptions filter
• Created new option to Show Expense Subtotals
• Added Unformatted Data option to the report output choices. Selection of the Unformatted Data output returns an Excel file that has no special formatting and a single row for column headings, making it the best source for pivot tables and other advanced spreadsheet analysis

Users will need to clear their browser’s cache in order to take advantage of the enhancements.

If you have questions about MyReports, contact the Controller's Office Solution Center.

MyReports Filter Page Enhancements to Facilitate Report Scheduling

To better facilitate report scheduling, an effort is underway to add filter and display options to the filter page that are currently only found on the HTML output of the report. Making all filters available on a report’s filter page allows users to create and save a MyFavorite for any combination of filters. The MyFavorite can subsequently be scheduled, and the resulting report will display data filtered by the desired parameters.

Filter page enhancements have been recently applied to the following reports:

• Asset Management Report
  • The report Sort 1 and Sort 2 filters are now available in the Report Specific Filters section
  • Unformatted Data option is now available in the Report Output Section. Selection of the Unformatted Data output returns an Excel file that has no special formatting and a single row for column headings, making it the best source for pivot tables and other advanced spreadsheet analysis
• Balance Sheet Report
  • The report Sort 1 and Sort 2 filters are now available in the Report Specific Filters section
  • The Show Details checkbox is now available in the Report Specific Filters section
• Gift & Endowment Income Report
  • The report Sort filter is now available in the Report Specific Filters section
  • The Show Liens checkbox is now available in the Report Specific Filters section
  • An Unformatted Data option is now available in the report output choices. Selection of the Unformatted Data output returns an Excel file that has no special formatting and a single row for column headings, making it the best source for pivot tables and other advanced spreadsheet analysis
• Net Position Report
  • The report Sort 1 and Sort 2 filters are now available in the Report Specific Filters section
  • The Show 2 Decimal Places checkbox is now available in the HTML output
• Sponsored Projects Balances Report
  • The report Sort 1 and Sort 2 filters are now available in the Report Specific Filters section

Users may need to clear their browser’s cache in order to take advantage of the enhancements.

If you have questions about MyReports, contact the Controller's Office Solution Center.

Increased Frequency of Labor Productivity and Monthly Variance Sourcing from EPSi

The frequency for sourcing UCSF Health budget, flex, and actual units of service (UOS) and FTE data into MyReports is being increased. The previous schedule for data transfers from EPSi to the Financial and Administrative Data Warehouse (FADW) was Tuesday and Thursday nights. Labor-related data transfers now occur nightly, if and when needed, as determined by the Decision Support Services (DSS) team.

Addition of "Level All" as a Dept ID Filter Choice

In order to improve Dept ID searching, an effort has been underway to add an additional level to the Dept ID filters that allows searching across all levels of the Dept ID tree. The new level is called “Level All” and is the default level for most reports, allowing users to more quickly and simply find Dept IDs without first selecting the tree level for the specific desired Dept ID. This relieves users from determining the appropriate tree level before selecting a Dept ID and eliminates a few clicks.

With the addition of the following reports, “Level All” has been applied to all reports containing the Dept ID filter:

• Asset Management Report
• Balance Sheet Report
• Distribution of Payroll Expense Report (DPE)
• Employee Appointment Report
• Employee Distribution Report
• Gift & Endowment Income Report
• HR Event Report
• HR Monthly Review Report
• Net Position Report
• Payroll Funding Report
• Project Comparison Report
• Purchase Order Lien Balance Report
• Sponsored Projects Balances Report
• Transaction Detail Report

Users may need to clear their browser's cache in order to take advantage of the enhancements.  If you have questions about using the "Level All" or other MyReports questions, contact the Controller's Office Solution Center.  

Dept ID Filter Enhancement

In order to improve Dept ID searching, an effort is underway to add an additional level to the Dept ID filters that allows searching across all levels of the Dept ID tree. The new level is called “Level All” and will be the default level for most reports, allowing users to more quickly and simply find Dept IDs without first selecting the tree level for the specific desired Dept ID. This relieves users from determining the appropriate tree level before selecting a Dept ID and eliminates a few clicks.

“Level All” enhancements have recently been applied to the following reports:

• Alt Account Detail Report
• Balance Sheet Report – UCSF Health
• Income Statement Report
• Income Statement Variance Report
• Key Operating Trends
• McKesson AP Detail Report
• Actuals vs Plan Comparison Report
• Current Year vs. Prior Year Actuals Comparison Report
• Monthly Report
• Fund Group Report
• Mission Based Report
• Organization Report
• Project Use Report

Users may need to clear their browser's cache in order to take advantage of the enhancements. Watch for updates on this continuing enhancement effort in future editions of the Controller's Office Newsletter.

New VAT Alert Added to the UCSF Health Monthly Variance Summary Report

A new FTE (full-time equivalents) tab has been added to the VAT Alerts section of the Monthly Variance Summary Report. The VAT FTE Alerts tab identifies Dept IDs having a variance of more than two productive FTEs with monthly worked productivity below 95%.  With this enhancement, all variance criteria used in the new Variance Analysis Tool (VAT) now appear on the Monthly Variance Summary Report in MyReports.

Users may need to clear their browser's cache in order to take advantage of the enhancements.

New Job Code Filter Added to the UCSF Health Labor Productivity Job Code Report

The Labor Productivty by Job Code Report for UCSF Health has been enhanced with the addition of a Job Code filter. The Job Code filter allows users to run the report for one, or many, specific job codes.

Users may need to clear their browser's cache in order to take advantage of the enhancement.

Dept ID Filter Enhancement

In order to improve Dept ID searching, an effort is underway to add an additional level to the Dept ID filters that allows searching across all levels of the Dept ID tree. The new level is called “Level All” and will be the default level for most reports, allowing users to more quickly and simply find Dept IDs without first selecting the tree level for the specific desired Dept ID.  This relieves users from determining the appropriate tree level before selecting a Dept ID and eliminates a few clicks.  

“Level All” will eventually be available in both the UCSF Health and Campus reports. Currently, "Level All" is available in the following UCSF Health reports:

• Monthly Variance Summary Report
• Monthly Variance by Alt Account Report
• Monthly Variance Trend Report
• Monthly Variance by Dept ID Report
• Labor Productivity Summary Report
• Labor Productivity Trend Report
• Labor Productivity by Dept ID Report
• Labor Productivity by Job Code Report

Users may need to clear their browser's cache in order to take advantage of the enhancements. Watch for updates on this continuing enhancement effort in future editions of the Controller's Office Newsletter.

Monthly Variance Reports Now Drill Through to the Labor Productivity Trend Report

UCSF Health MyReports users can now drill through from the FTE Actuals values in the Monthly Variance Trend Report and Monthly Variance by Alt Account Report to the Labor Productivity Trend Report. This enhancement is intended to facilitate more seamless analysis of variances and trends in labor hours across budget, flex, and actuals.  

Account Level F and Expense Subtotals Now Available in the Organization Report

Based on input from the MyReports Advisory Group, the Organization Report has been enhanced to allow for the display of subtotal records in expenses. A new checkbox filter “Show Expense Subtotals” has been added to the Report Specific Filters section. Selecting this filter will generate and display subtotals for payroll (account nodes 5000B, 5040B, and 5080B) and non-payroll expenses. An additional enhancement has been made to allow users to select Level F in the Change Account Level report specific filter and in the on-screen HTML report view.

The new expense subtotal functionality may be implemented in additional reports.  Watch for updates on this effort in future editions of the Controller's Office Newsletter.

The Organization Report (job aid) is located on the Management Reports tab and enables users to review Actual Revenues, Expenses, and Other Changes against the Plan or Forecast. Users may need to clear their browser’s cache in order to take advantage of the enhancement.

If you have questions about this new filter or the Organization Report, contact the Controller's Office Solution Center.

Search by Employee Available in the Payroll Detail by Month Report

Based on input from the MyReports Advisory Group, the Payroll Detail by Month Report has been enhanced to allow users to search and run the report by Employee(s) across multiple chartstrings.

The Payroll Detail by Month Report (job aid) is located on the Faculty Portfolio tab and displays General Ledger (GL) and projection data for payroll expenses by month for either 6 or 12 months. Users may need to clear their browser’s cache in order to take advantage of the enhancement.

If you have questions about this new filter or the Payroll Detail By Month Report, contact the Controller's Office Solution Center.

New Expense Subtotals Available in the Monthly Report

Based on input from the MyReports Advisory Group, the Monthly Report has been enhanced to allow for the display of subtotal records in expenses.  A new checkbox filter “Show Expense Subtotals” has been added to the Report Specific Filters section.  Selecting this filter will generate and display subtotals for payroll (account nodes 5000B, 5040B, and 5080B) and non-payroll expenses.

The new expense subtotal functionality may be implemented in additional reports, watch for updates on this effort in future editions of the Controller's Office Newsletter.

The Monthly Report (job aid) is located on the Operational Reports tab and displays monthly Actuals, Forecast, and variances to Plan.  Users may need to clear their browser’s cache in order to take advantage of the enhancement.

If you have questions about this new filter or the Monthly Report, contact the Controller's Office Solution Center.  

Transaction Detail Report (TDR) Filter Page Enhanced to Facilitate Report Scheduling

In order to better facilitate report scheduling, an effort is underway to add filters that are currently only found on the HTML output to the filter page. Making all filters available on a report’s filter page allows users to create and save a MyFavorite for any combination of filters. The MyFavorite can subsequently be scheduled and the resulting report will display data filtered by the desired parameters.

In the Transaction Detail Report (TDR), the Sort 1 and Sort 2 filters are now available in the Report Specific Filters section. These sort filters create group header and subtotal records, in addition to sorting the output.

Users may need to clear their browser’s cache in order to take advantage of the enhancement.

If you have questions about MyReports, contact the Controller's Office Solution Center.  

New Inquiry Reports Now Available

The Inquiry Reports on the Controller's Office website provide easy access to many commonly used codes and values.  Two new searches are now available: Alt Account and Department Functional Role.  

The Alt Account chartfield is used by UCSF Health to characterize financial transactions and to facilitate internal and external reporting.  You can search for an Alt Account by value or description.  Results displayed include description, status, account type, and level A through E associated Alt Accounts.  An Excel version of the full Alt Account tree is also available for download from the Alt Account inquiries webpage.  This snapshot of the tree is updated monthly.  

The Department Functional Role inquiry allows you to search for key functional roles by employee name.  Role assignments displayed for this inquiry are maintained in the Department Role Maintenance module of PeopleSoft and include Access Administrator, Payroll/Personnel Administrator, and Business Officer.  Results displayed include primary flag, Dept ID, and Dept ID description. You can also view Department Functional Roles by department by using the Dept ID inquiry.  

Change to the Sponsored Awards Summary Report

Based on input from the Contracts & Grants Accounting (CGA) team, the Sponsored Awards Summary Report now only displays the most current Invoice Type assigned to the Project.  Although changes to the invoice type for an award are relatively rare, this modification helps prevent potential confusion for awards with a history of more than one invoice type.   

The Sponsored Awards Summary Report (job aid) is located on the Faculty Portfolio tab and shows Research Administration System (RAS) billing and payment information as well as Budget Balance and current fiscal year Net Position by Award-Project-Activity Period.

Enhanced Sponsored Projects Balances Report

Two enhancements have recently been made to the Sponsored Projects Balances Report:

• Business Unit has been added to the output.
• A new Report Specific filter has been added. The filter is a checkbox labeled “Include Inactive Project-Activity Periods” and allows users to include or exclude inactive Project-Activity Periods. By default, the option is set to include.

The Sponsored Projects Balances Report (job aid) is located on the Operational Reports tab and enables departments to monitor Awards/Projects at any point in time, and at any level of the Dept ID tree. The report shows Budget, Actual Expenses, and Other Changes, and indicates whether each Project–Activity Period has a positive or deficit balance.

Users may need to clear their browser’s cache in order to take advantage of the enhancements.

Contract the Controller's Office Solution Center if you need assistance or have questions about these changes. 

New Faculty Monthly Rolling Projections Report

A new Faculty Monthly Rolling Projections Report will be available on the Faculty Portfolio tab on July 3. Based on a proposal by the MyReports Advisory Group, the Faculty Monthly Rolling Projections Report is a high-level overview of a faculty member's entire operations, including sponsored and non-sponsored projects, and future budget, revenue, and expense projections on a rolling basis of 12, 18, or 24 months.

The report is designed to expose potential near-term funding gaps by displaying future anticipated funding and monthly projected expenses. Projected budgets and revenues are aggregated by unique project chartstrings, projected personnel expenses are displayed by individual employee, and projected non-personnel expenses and other changes in net position are aggregated across all chartstrings.

A job aid for the Faculty Monthly Rolling Projections Report will be available when the report is released.

Column Sorting Added to the Net Position and Asset Management Reports

The Net Position and Asset Management Reports have been enhanced to allow sorting of results by any column in the report. Each column header now contains icons that can be clicked to arrange the output in ascending  or descending  order. The column sort feature is only available when viewing the results in a browser.

Users may need to clear their browser’s cache in order to take advantage of the enhancement.

Faculty Portfolio Projections Upgrade Coming in July

An upgraded version of Faculty Portfolio Projections will be available on July 17. The upgraded version allows comments to be entered in all data entry cells, and offers an improved search functionality.

An updated interactive job aid for Faculty Portfolio Projections will be available  by July 17. Users should clear their browser’s cache prior to using the upgraded version of Projections.

Enhancements to the Monthly Report

The Monthly Report was recently enhanced with the addition of two new filter options.

A Display Codes and Descriptions filter has been added to allow three different viewing options related to the Accounts:

• Display descriptions only (default setting)
• Display codes and descriptions
• Display codes only

Previously, the Monthly Report only displayed account descriptions.

An Unformatted Data option has been added to the report output choices. Selection of the Unformatted Data output returns an Excel file that has no special formatting and a single row for column headings, making it the best source for pivot tables and other advanced spreadsheet analysis.

Users may need to clear their browser’s cache in order to take advantage of the enhancement.

Enhancements to the Sponsored Projects Balances Report

The Sponsored Projects Balances Report was recently enhanced with the addition of an Unformatted Data option in the report output choices. Selection of the Unformatted Data output returns an Excel file that has no special formatting and a single row for column headings, making it the best source for pivot tables and other advanced spreadsheet analysis.

In addition, when viewing the report in a browser, column sorting is now available on any field in the column header. Click the icons available in each column header to rearrange the output in ascending  or descending order. The column sort feature is only available when viewing the HTML output.

Users may need to clear their browser’s cache in order to take advantage of these enhancements.

Enhancements to the Distribution of Payroll Expense (DPE) Report

Based on input from the MyReports Advisory Group, the Distribution of Payroll Expense (DPE) Report has been enhanced to include a new “Benefits to Earnings Ratio” column. The “Benefits to Earnings Ratio” is a calculation of the Total Benefits divided by Gross Earnings. The new column displays when the “Show Detail Columns” filter is selected, and will appear on Sub 0, 1, and 2 records and subtotals.

Other enhancements include the addition of subtotals and totals on all numeric elements in the “Show Detail Columns” section, as well as the ability to sort the results by any column in the report. Click the icons available in each column header to rearrange the output in ascending  or descending order. The column sort feature is only available when viewing the HTML output. Users may need to clear their browser’s cache in order to take advantage of the enhancements.

Account Level F Now Available for Selection on the Monthly Report

The Monthly Report was enhanced to include Level F in the Change Account Level report specific filter and in the report view. The Monthly Report is located on the Operational Reports tab and displays monthly Actuals for a fiscal year with options to calculate year-to-date monthly average amounts for Actuals, or compare Actuals plus Forecast to Plan and display both dollar and percentage variances from Plan.

Users may need to clear their browser’s cache in order to take advantage of the enhancement.

Change to Date Filter Validation

Based on feedback from the MyReports Advisory Group, validation of the date filter for reports using a "From/To" format has been changed and is now performed when the report is run rather than when the report filter dates are selected. Previously, when dates were selected so that the "From" date was more recent than the "To" date, an error message was immediately generated notifying the user that the date filters required correction. This approach required a user to click OK to the error message and cleared the date filters; the user then needed to enter the "From" date followed by the "To" date. The enhancement allows a user to enter the date filters in any sequence, eliminating unnecessary mouse clicks.

Twelve reports have been modified to reflect this change including the three most popular reports: Transaction Detail (TDR), Distribution of Payroll Expense (DPE), and Net Position.

Note that date filters are not saved when you create a Favorite; current default dates are loaded when you use your MyFavorite and for scheduled reports. You can change the default dates when running a report using a MyFavorite so the report returns the data you need.

New Payroll Funding Report Available in March

A new Payroll Funding Report will be available on the Operational Reports tab in MyReports in March. Based on a proposal from the MyReports Advisory Group, the Payroll Funding Report shows an individual employee’s compensation and funding sources for a fiscal year, including actuals for accounting periods that have already occurred and future funding sourced from the distribution lines in the Payroll/Personnel System. The report shows an individual employee’s FTE and payroll expenses by X, Y, and Z components (where applicable) across all funding sources to enable high-level oversight and management decisions.

A job aid for the Payroll Funding Report will be available later this month.

Enhanced Net Position Report

Based on input from the MyReports Advisory Group, the Net Position Report filter page now defaults to Show 2 Decimal Places. Users who wish to round to dollars (the previous default view) should deselect the Show 2 Decimal Places check box in the Report Specific Filters section of the filter page. Users may need to clear their browser’s cache in order to take advantage of the enhancement.

Filter Page Enhancements to Facilitate Report Scheduling

In order to better facilitate report scheduling, an effort is underway to add filters that are currently only found on the HTML output to the filter page. Making all filters available on a report’s filter page allows users to create and save a MyFavorite for any combination of filters. The MyFavorite can subsequently be scheduled and the resulting report will display data filtered by the desired parameters.

Filter page enhancements have been recently applied to the following reports:

• Award/Parent Summary - Add Show Projections and Liens
• Project Summary - Add Show Projections and Liens

Users may need to clear their browser’s cache in order to take advantage of the enhancements. Watch for updates on this enhancement effort in future editions of the Controller's Office Newsletter.

Enhancement to HR Data Reports

As more Business Units are added to the UCSF portfolio, the need to include the Business Unit on reports has increased. The following HR Data Reports have been modified to include Business Unit (BU) in the output:

• Employee Appointment
• Employee Distribution
• Employee Lookup
• HR Monthly Review

With these changes, Business Unit now displays on most reports with the exception of Faculty Portfolio Reports.

Transaction Detail Report Filter Page Enhancement

In order to better facilitate report scheduling, an effort is underway to add filters that are currently only found on the HTML report output to the main filter page. Making all filters available on a report’s filter page allows the user to create and save the report using MyFavorites for any combination of filters. The MyFavorite can then be subsequently scheduled and the resulting report will display data filtered by the desired parameters.

This enhancement has been applied to the Transaction Detail Report. As a result, the Show Benefit Detail Rows filter is now available on the report's filter page.

Watch for updates on this enhancement effort in future editions of the Controller's Office Newsletter.

Enhancement to Purchase Order and Voucher Details

The Accounts Payable/Purchase Order Inquiry Report and the Purchase Order Lien Balance Report have been modified to display the Business Unit (BU) assigned at the distribution line level instead of the BU assigned to the purchase order header record. This change provides MyReports users with more detailed information and was made possible by a cross-functional effort with the PeopleSoft (PS) functional and technical teams.

Scheduling Functionality and Editing of MyFavorites Now Available

Recent enhancements to MyReports allows the editing, scheduling, and email delivery of reports saved as MyFavorites. Scheduling reports provides greater flexibility in report delivery options and reduces the number of steps required to run reports for recurring data needs. Benefits include:

• One or more MyFavorites can be scheduled for delivery on a recurring basis
• Schedules include an option to run MyFavorites monthly after the campus month-end close
• Scheduled reports can be delivered to one or more UCSF recipients via email

In addition, MyFavorites has been enhanced to make it easier to update stored MyFavorites filter criteria and MyFavorites names.

This new functionality is available within the Manage MyFavorites tab. A new job aid, Managing and Scheduling MyFavorites in MyReports, is available.

Enhancement to the Transaction Detail Report

An enhancement has been made to the Transaction Detail Report (TDR) which allows sorting the results by any column in the report. Each column header in the TDR now contains icons that can be clicked to rearrange the output in ascending or descending order. The column sort feature is only available when viewing the results in a browser. You may need to clear your browser’s cache the first time you run the TDR in order to take advantage of the enhancement.

Enhancement to the Faculty Portfolio Monthly Report

An enhanced Faculty Portfolio Monthly Report will be available on the Faculty Portfolio tab on October 10. Based on input from the MyReports Advisory Group, the enhancements provide users more information and data viewing options:

• More report views:
  • Faculty View delivers a summarized report free of chartfield code and description columns and includes additional subheaders and subtotals for personnel expenses
  • Analyst View provides a greater level of detail and more flexible filter options
• More filter options:
  • New hybrid Account view is available that displays personnel expenses at Account level B and non-personnel expenses at Account level C
  • Ability to display or hide chartfield code columns
  • All HTML filter options are now available on the main filter page
• More data:
  • Distribution percentages are included when showing employee names
  • Monthly running balances have been added for sponsored projects
  • Project start and end dates are included in the report header
  • Search result includes Dept ID

The enhancements to the Faculty Portfolio Monthly Report are significant and require users to clear their browser cache prior to running the report for the first time. Existing MyFavorites will not function with the enhanced report and will need to be updated after the enhanced report is released.

A revised job aid for the Faculty Portfolio Monthly Report will be available in the MyReports section of the Controller's Office website by October 10.