Table of Contents
Properties
Report Description
This report contains various types of information meant for departmental administrators who deal with financial systems or the general finances of a department.
It includes information on departmental users of various financial systems (Unit4, Concur, CentreSuite), items pending in workflow in Unit4 (requisitions and invoices), and open purchase orders.
The key uses of this report would be to identify inactive users for whom a deactivation request should be submitted to Finance, to follow up on outstanding workflow tasks, and to identify open purchase order lines that should be closed.
Data Security
This report is subject to the reporting access data control hierarchy used in Unit4 (Org Unit and above only). An individual’s position in the data control hierarchy will determine how much or how little information will be returned when viewing this report.
Department Administrators have reporting access at the Org Unit level and above.
*A single Org Unit for each user has been determined from the Org Unit they are associated with in a Financial System. The Org Unit controls who the report viewer is able to see. In some cases, there are different Org Units associated with a user in the different Financial Systems. This may result in either; unanticipated users being viewable, or anticipated users not being viewable for the report viewer. If there is a discrepancy, submit a Jira ticket (via the button on the report), and Finance will seek to resolve the issue.
Report Contents
Filter Pane
Filters can exist for a single visual (visible when that visual is selected, unless filters are specifically hidden), for the whole page, and for all pages.
The main pages in this report have page level filters activated, allowing the viewer to filter all elements on a page according to the desired criteria. These are available without having to click into specific visuals.
Most visual level filters are hidden, as the fields contained within them are available to filter at the page level.
Additional filters may be relevant based on the visualization that is active at a point in time.
Info Buttons
The info buttons are available on many of the pages in the report and include links to:
1) Power BI Report Instructions
On the landing page this directs to an instruction page in the report that gives high level guidance on the use and navigation of Power BI Reports.
On report pages, this button brings up page specific information and context to help the user better understand what is being displayed.
2) The UW BI Notification App - a place for Finance to publish updates or information about service outages.
3) Guidance and Instruction Documentation - a link to this Confluence page instructions for the report.
4) Report an Issue in Jira - a link to submit a ticket to Finance about an issue with the report.
5) Provide feedback on this report - a link to a Microsoft Form to submit feedback about the report.
Landing Page
1) Users - All Systems
This button takes the viewer to a page showing Users in Finance Systems (filtered by default to show users with inactive HR statuses, with the option to view all users).
2) Concur Users
This button takes the viewer to a table showing Users specifically in the Concur system (filtered by default to show users with inactive HR statuses, with the option to view all users).
3) CentreSuite Users
This button takes the viewer to a table showing Users specifically in the CentreSuite system or with an Active P-Card (filtered by default to show users with inactive HR statuses, with the option to view all users).
3a) Reviewers and Approvers
This button takes the viewer to a table showing the Reviewers and Approvers and their specific roles in the CentreSuite system for all active Cardholders.
3b) Expense Reports Requiring Attention
This button takes the viewer to a table showing Expense Reports by Cardholder (filtered by default to show reports with a status other than Approved/Closed, with the option to view all reports after Sept. 1, 2022).
4) Unit4 Users
This button takes the viewer to a table showing Users specifically in the Unit4 system and their roles (filtered by default to show users with inactive HR statuses, with the option to view all users).
4a) Inactive Employees with Reporting Access in Unit4
This button takes the viewer to a table showing a list of Unit4 users who still have reporting access to one or more Business Units, Departments, Org Units, or Work Orders (filtered by default to show users with inactive HR statuses, with the option to view all users).
4b) Work Orders with Connected Users Who Need Further Investigation
This button takes the viewer to a table showing a list of work orders where one or both of the Signing Authority and Responsible Users have issues specifically in the Unit4 system (filtered by default to show users with inactive HR statuses, with the option to view all users).
4c) Reporting Access & Distribution
This button takes the viewer to tables that display the Unit4 users that have Reporting Access and Distribution at the Bus Unit, Department, Org Unit and Work Order level.
5) Open Purchase Order Lines
This button takes the viewer to a table showing open purchase order line information.
6) Items in Workflow
This button takes the viewer to a screen showing outstanding tasks in workflow relating to Purchase Orders (within Procurement), Requisitions, and Invoices.
7) Terms of Use
This button directs to a report page with the terms of use for this report as well as data context and caveats.
8) Data Last Refreshed
This card shows when the underlying dataset used for this report was last refreshed.
9) Info Buttons
Users
1) Requiring Attention & All Users View Selector
This button changes the conditions controlling the users that are viewable in the User table. By default, it is set to view those with an HR Status that requires attention (Retired, Terminated, Deceased, or Blank). There is also the option to view all financial system Users the viewer has access to.
2) User Table
The table includes the Org Unit associated with the user, their email address, employee ID, user name, user category, HR status, departure date and whether they have an active account in one or more Finance systems.
3) Jump To buttons
This screen also has buttons to Jump To specific pages for Concur Users, CentreSuite, and Unit4 Users, (which are also accessible directly from the Landing Page).
4) Users by User Category
Displays the number of distinct Users that are currently in the table, and the breakdown of Users by user category.
5) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
6) Info Buttons
Concur Users
1) Requiring Attention & All Users View Selector
This button changes the conditions controlling the users that are viewable in the User table. By default, it is set to view those with an HR Status that requires attention (Retired, Terminated, Deceased, or Blank). There is also the option to view all Concur Users the viewer has access to.
2) User Table
The table includes the employee ID, Name, email address, type of user, and HR status, departure date as well as their Supervisor, Department reviewer, and default coding, if any.
3) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
4) Info Buttons
Unit4 Users and Roles
1) Requiring Attention & All Users View Selector
This button changes the conditions controlling the users that are viewable in the User table. By default, it is set to view those with an HR Status that requires attention (Retired, Terminated, Deceased, or Blank). There is also the option to view all Unit4 Users the viewer has access to.
2) User Table
The table includes the employee ID, OrgUnit, Name, email address, user category, and HR status, as well as any reporting access or roles they have been assigned.
3) Jump To buttons
This screen also has buttons to Jump To specific pages to review work orders who have inactive users assigned on them or reporting access assigned to inactive users.
4) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
5) Info Buttons
Inactive Employees with Reporting Access in Unit4
1) Requiring Attention & All Users View Selector
This button changes the conditions controlling the users that are viewable in the Reporting Access table. By default, it is set to view those with an HR Status that requires attention (Retired, Terminated, Deceased, or Blank). There is also the option to view all Unit4 Users with Reporting Access that the viewer has access to.
2) User Table
The table includes the employee ID, Name, user category, and HR status, departure date, as well as a count of the number of Business Units/Departments/Org Units/Work Orders the user has reporting access to.
3) Unit Information Table
When a user is clicked on in the user table, the information regarding the units (Bus Unit, Department, Org Unit, Work Order) they have access to will appear in this table. This information includes the name and number of the unit, person type, reporting access, report distribution, and work order status.
4) Work Order Status Slicer
This slicer will filter values in the Unit Information Table. If the selected user has reporting access on work orders, the viewer can choose to select a particular status of work order to investigate. By default, all work orders will appear in the table.
5) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
6) Info Buttons
Work Orders with Connected Users Who Need Further Investigation
1) Work Order table
By default, this screen shows only work orders where one or both of the Signing Authority or Work Order Manager is inactive according to HR.
The table includes the work order number and name, as well as the name and ID for the Signing Authority and Work Order Manager and an indication of whether their user account is active or not.
Names highlighted in Red indicate a user that does not exist in Unit4 or has been deactivated but not yet removed from the work order. Names in green are fine.
2) Unit4 User Request Form
This button will take the viewer to the Unit4 user request form
3) Unit4 User Change Form (To Reactivate)
This button will take the viewer to the Unit4 user change form
4) Work Order Change form
This button will take the viewer to the Unit4 Work Order change form
5) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
Reporting Access & Distribution
1) Organizational Level Buttons
These buttons allow the user to navigate to the different organizational levels for which there is reporting access and distribution information. Depending on data access, viewers may not have access to higher organizational levels.
The number below the button indicates how many records (users) the viewer has access to see at each level.
2) Reporting Access & Distribution Tables
This table includes information on the users that have reporting access and distribution in Unit4. The information includes the user's employee ID, name, email and person type, the units they have reporting access and/or distribution for, and whether they have access to HR details for that unit.
3) Information Cards
These cards display the number of distinct (unique) units and employees the viewer can access at the chosen level.
4) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
5) Info Buttons
No info button on this page
CentreSuite Users
1) Requiring Attention & All Users View Selector
This button changes the conditions controlling the users that are viewable in the Users table. By default, it is set to view those with an HR Status that requires attention (Retired, Terminated, Deceased, or Blank). There is also the option to view all CentreSuite Users that the viewer has access to.
2) User table
The table includes the employee ID, Name, email address, and HR status, as well as information about their departure date, last system logon, last transaction date, user category, card status and card limits.
Note: Data from CentreSuite is only updated once per month around the end/beginning of the month. For this reason, recent changes may not yet be reflected in this report at the time of viewing.
3) Reviewers and Approvers Table
If a user is selected in the user table, their reviewers and approvers in CentreSuite will appear in this table.
4) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
5) Info Buttons
Reviewers and Approvers
1) Slicers
Clicking in these slicers allows the viewer to search for specific cardholders or reviewers/approvers, to be displayed in the matrix.
2) Reviewer/Approver Matrix
This table displays all cardholders the viewer has access to, organized by the units they are assigned to in CentreSuite, and their reviewers/approvers.
The hierarchy is as follows:
Cardholder Unit
Cardholder Sub-Unit
Cardholder
Cardholders Reviewers/Approvers
The checkmark(s) in the matrix correspond, via the columns in the matrix, to the role(s) that the reviewer/approver has for the cardholder in CentreSuite.
3) Hierarchy View
This card displays how the lowest levels of the hierarchy appear in the matrix.
4) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
Expense Reports Requiring Attention
1) Report Status Summary
This card displays the number of reports, as well as the total number of transactions and the grand total of expenses in those reports, broken down by report status.
This provides the viewer with a high level overview of the expense reports belonging to the cardholders they have access to.
2) Expense Report by Cardholder Matrix
This matrix shows in a hierarchy:
The cardholder unit(s);
Cardholders in that unit and their card status;
The current status of any expense reports outstanding, and;
The names of any outstanding expense reports.
The totals of number of transactions and grand total of expenses is also displayed for all hierarchy levels.
3) Current Status Slicer
The viewer can control the current statuses of expense reports that are displayed in the matrix. By default, all statuses except “Approved/Closed” are displayed.
4) Reviewer Approver Table
If a user is selected in the user table, their reviewers and approvers in CentreSuite will appear in this table.
5) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
Items in Workflow
1a) Number of Purchase Orders
This card shows the number of purchase orders in workflow (as of the overnight refresh).
Note that the purchase order workflow is entirely within the Procurement department, so this is just an FYI to see what's pending issuance.
1b) Aging of Purchase Order Tasks
This visual breaks down the number of purchase orders in workflow into aging buckets of how long the task has been outstanding.
1c) Number of Purchase Orders by Task Owner
This visual breaks down the number of purchase orders in workflow by the task owner and shows a Task Age (in days) for the oldest task held by that task owner.
With a right-click on one of the Task Owner names, the user can drill through to another page (Purchase Order Tasks Assigned to User) containing the list of specific purchase orders sitting with the task owner and the individual task ages.
2a) Number of Requisitions
This card shows the number of requisitions in workflow (as of the overnight refresh). These are requisitions that have been created and are still in the approval workflow. They have not yet arrived in Procurement to become purchase orders.
2b) Aging of Requisition Tasks
This visual breaks down the number of requisitions in workflow into aging buckets of how long the task has been outstanding.
2c) Number of Requisitions by Task Owner
This visual breaks down the number of requisitions in workflow by the task owner and shows a Task Age (in days) for the oldest task held by that task owner.
With a right-click on one of the Task Owner names, the user can drill through to another page (Requisition Tasks Assigned to User) containing the list of specific requisitions sitting with the task owner and the individual task ages.
3a) Number of Invoices
This card shows the number of invoices in workflow (as of the overnight refresh). These are purchase invoices that have been entered into approval workflow, but have not yet been fully approved or posted to the general ledger. These invoices represent committed funds rather than actual transactions until they are finished workflow and posted.
3b) Aging of Invoice Tasks
This visual breaks down the number of invoices in workflow into aging buckets of how long the task has been outstanding.
3c) Number of Invoices by Task Owner
This visual breaks down the number of invoices in workflow by the task owner and shows a Task Age (in days) for the oldest task held by that task owner.
With a right-click on one of the Task Owner names, the user can drill through to another page (Invoice Tasks Assigned to User) containing the list of specific requisitions sitting with the task owner and the individual task ages.
4) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
Purchase Order Tasks Assigned to User
1) Purchase Order Tasks Table
Displays additional information on the purchase order tasks assigned to the selected user from the drill through. Including, the related requisition number, the requisitioner, workflow step, org unit, work order, order status, period and supplier ID.
Click on the table to filter by any of the included fields.
2) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
Requisition Tasks Assigned to User
1) Requisition Tasks Table
Displays additional information on the requisition tasks assigned to the selected user from the drill through. Including, task owner, requisition number, requisitioner, workflow step, org unit, work order, line status, period and supplier ID.
Click on the table to filter by any of the included fields.
2) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
Invoice Tasks Assigned to User
1) Invoice Tasks Table
Displays additional information on the purchase order tasks assigned to the selected user from the drill through. Including, the workflow intiator, the transaction and invoice numbers, workflow step, org unit and process description.
Click on the table to filter by any of the included fields.
2) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.
Open Purchase Order Lines
1) Open Purchase Order Lines Table
Displays a list of the open purchase order lines over which the viewer has reporting access.
The table includes:
the year and month of the purchase order
the purchase order number and requisition number
the supplier name
the work order and org unit to which the purchase was coded
the product description entered on the requisition
the quantities ordered/delivered/invoiced/outstanding
the dollar value of invoices in workflow/to be invoiced
the requisitioner and buyer names
2) View Information Button
This button brings up page specific information for the viewer to understand what is being displayed.
3) Back (to previous page)
Click on the Back arrow button on the top left to return to the previous report page.