Income Statement Variance Report (UCSF Health) Job Aid

The Income Statement Variance Report displays Revenue, Expense, Non-Operating Income/Expense, Other Changes, and Net Position actuals as of a selected month and fiscal year-to-date (YTD). Monthly and YTD Fixed Budgets are also displayed, with options to include or exclude Flex Budget and Prior Year Actuals amounts. The report can be displayed at a summary or a detail level by selecting the desired Alt Account level. This step-by-step guide explains how to filter and run the report.

What can I learn from the Income Statement Variance Report?

  • Monthly and YTD actuals and fixed budgets for Revenue, Expense, Non-Operating Income/Expense, Other Changes, and Net Position for selected UCSF Health Business Units
  • Option to include or exclude Flex Budget and Prior Year Actuals amounts
  • Variance between budget and actuals for a selected month and fiscal YTD

Report Date Filter

The default date for the Income Statement Variance Report is the current open month. Use the Report Date as of drop-down menu to select a previous closed month.

Chartstring Filters

  1. Business Unit (BU) is the only required (*) chartstring filter. The filter page defaults to select all UCSF Health BUs. You may override the default and select an individual BU or multiple BUs .
  2. The Income Statement Variance Report displays all Revenue, Expense, Non-Operating Income/Expense, and Other Changes Alt Accounts; additional filtering by Alt Account is not available .

Additional chartfield parameters may be selected as desired.

Report Specific Filters

You can further refine your data or display additional data using the options in the Report Specific Filters section:

  1. Display Alt Account Level :
    • Select Alt Account Level
    • The default is Level D
  2. Display Codes and Descriptions :
    • Display codes and descriptions
    • Display codes only
    • Display descriptions only (default)
  3. Display Amounts :
    • Round to dollars
    • Round to thousands (default)
    • Show 2 decimal places
  4. Additional Options :
    • Display Flex Budget (default)
    • Display Prior Year Actuals (default)
  5. A filter for Functional Owner , allows you to run the report for all Dept IDs where the selected Functional Owner is assigned the Senior Executive, Executive Director, Business Officer, or Head of Unit role in PeopleSoft
    • You can only select a single Functional Owner
    • The report ­will include a list of all assigned Dept IDs
    • The Functional Owner filter should not be used in conjunction with the Dept ID filter

See the Filtering and Running Reports in MyReports job aid for additional information and tips & tricks for using the filters to configure your report criteria.

Report Output

  1. In addition to the report output selections of On Screen HTML (default), PDF, and Excel , you can choose Unformatted Data. 
  2. 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.
  3. Select your desired report output and click the Run Report button .

In both Excel outputs (standard Excel and Unformatted Data), the workbook will contain at least two tabs. The first tab/sheet always displays the entered filter criteria. The second tab/sheet displays the data and differs depending on whether you selected standard Excel or Unformatted Data.

Working in the Report View

Refine or display additional report data using any of the drop-down menus in the HTML report header. These are the same report selection options that appear in the Report Specific Filters section of the filter page:

  1. Alt Account Level – Select from Alt Account Levels B, C, D, E, or F (posting accounts).
  2. Codes and Descriptions – Display codes and descriptions; Display codes only; Display descriptions only.
  3. Amounts – Round to dollars; Round to thousands; Show 2 decimal places.
  4. Click to hide or Display Flex Budget, then click the Update button to re-run the report .
  5. Click to hide or Display Prior Year Actuals, then click the Update button to re-run the report .
     
  • Click on any blue hyperlinked number to display actuals, budget and flex, and corresponding variances in the Monthly Variance by Dept ID Report, which provides the ability to display transaction details in an Alt Account Detail Report.
  • Alt Account rows with black underlines can be expanded. Click on an underlined Alt Account name to expand that row to the next lower level of the Alt Account tree .
  • Right-click in the white space to the right of an underlined row label and select Drill Up to return to the original Alt Acct level .
  • To expand all Alt Account rows on the report, select a lower Alt Account Level at B, C, D, E, or F (posting Accounts) from the drop-down menu in the upper right-hand corner of the HTML report header. Click Update to re-run the report at the selected level.

Tips and Tricks

  • Two versions of the Income Statement Variance Report exist. The current version of the report contains data from the three most recent fiscal years and is accessed directly from the Health Financial Reports landing page. The archive version of the report contains historical data older than the three most recent fiscal years and is accessed through the current report via the “Archive Periods” link located below the Run button in the top right section of the filter page.
  • The MyFavorites functionality allows you to save and retrieve frequently used filter criteria. See the Managing and Scheduling MyFavorites in MyReports job aid for instructions on saving report parameters to MyFavorites, and how to select and run a saved Favorite.
  • For the easiest navigation when using MyReports, close extra browser tabs/windows (usually the result of drilling through to another report) when you have completed reviewing and/or exporting the information.

Additional Information and Assistance

  • More information about MyReports, including how to request access and additional training, can be found in the MyReports section of the Controller’s Office website.
  • If you require help with a technical problem or have a question about a specific report, contact the Controller’s Office Solution Center at [email protected] or 415.476.2126.
  • To stay informed about MyReports news, follow the directions on the MyReports section of the Controller’s Office website to join the MyReports ListServ.

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