The Monthly Report displays Plan, Actuals & Forecast, or only Actuals on a Fiscal Year basis. Plan and Forecast information come from UPlan and are only available at the UPlan planning Dept ID level(s). The Monthly Report defaults to Level C of the account tree, but can also be viewed at Account Levels B through F. This step-by-step guide explains how to filter and run the report.
What Can I Learn from the Monthly Report?
The Monthly Report displays Plan, Actuals & Forecast, or only Actuals on a Fiscal Year basis. Plan and Forecast information come from UPlan and are only available at the UPlan planning Dept ID level(s). The Monthly Report has two formats available:
- Plan, Actual & Forecast displays the full-year Plan and monthly Actuals with Forecast amounts for future months without Actuals. Provides dollar and percent variance for Plan versus total Actuals and Forecast.
- Actuals, Fiscal Year basis displays monthly Actuals without any UPlan data and provides a monthly average for closed months.
The report defaults to Level C of the account tree, but can also be viewed at Account Levels B through F.
Report Date Filters
- The Plan, Actual & Forecast format includes UPlan data, defaults to the current open fiscal year, and can only be run for a single fiscal year .
- The Actuals, Fiscal Year basis format excludes UPlan data, and offers the ability to select one or more fiscal years from the picklist .
Chartstring Filters
- Select Business Unit (BU), or multiple BUs – this is a required (*) field .
- In addition, at least one of the conditionally required fields denoted by an orange triangle (▲) must be selected.
- The Account field is not available in the chartstring filters to ensure all applicable rows of data are retrieved in the report .
Report Specific Filters
Use the Report Specific Filters to further refine the search results:
- Select to include Restricted Funds only, Unrestricted Funds only, or All (default) .
- Choose to Include or Exclude Open Periods (default) .
- Choose to change Account Level to B, C (default), D, E, or F .
- Codes and Descriptions – Display codes and descriptions; Display codes only; Display descriptions only (default) .
- Select Show Expense Subtotals to display subtotal rows in the expenses section of the report .
- To see the Monthly Average of Closed Months (also known as “burn rate”), you must choose the Plan, Actual & Forecast option before running the report .
If the report is run by Plan, Actuals & Forecast, the Forecast column is blank at the beginning of the Fiscal year, until the forecast numbers are loaded from UPlan.
Additional chartfield parameters may be selected as desired. 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
- In addition to the report output selections of On Screen HTML (default), PDF, and Excel , you can choose Unformatted Data .
- 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.
- 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
- Click on any black underlined Account description to expand it .
- Right-click the Account and select Drill Up from the pop-up menu to collapse the Account grouping .
- Drill-through functionality is indicated by blue hyperlinks. To view the details of the value, click the linked total to generate a Transaction Detail Report in a new browser tab or window .
- To select a different Account level, change the Codes and Descriptions display, or to display expense subtotals, use the filters in the upper right-hand corner of the report:
- Set the desired Account Level using the drop-down .
- Change Codes and Descriptions display to desired value .
- Check to include subtotal rows for expenses .
- Click Update .
- Subtotal rows are added in the Expenses section only .
Tips and Tricks
- Two versions of the Monthly Report exist. The current version of the report contains data from the three most recent fiscal years and is accessed directly from the Management 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.
- It is recommended to run the Monthly Report at a higher level, then drill down to see additional detail.
- Plan data is only available for the SFCMP Business Unit.
- All Control Points, except for FAS, plan at Account Level C; FAS plans at Account Level E.
- Beginning Net Position is not available until after the June Final closes.
- Option to Include Open Periods is only available for report run by Actuals.
- If you choose to display open periods, you will see actuals as of the previous day.
- Option to export to PDF output from HTML is not available for report with multiple fiscal years.
- Note that in the Monthly Report, positive and negative signs have been “normalized”. Figures within brackets, e.g., (1,025), are considered unfavorable results and those not in brackets are considered favorable.
- When you drill from a summary report to a detail report, the signs in the detail report follow the PeopleSoft sign convention and are not “normalized”.
- It is recommended to freeze the report row and column headings for reports with multiple fiscal years. Right-click in the report output area to show the contextual menu and click on Freeze Row Headings to activate.
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.