Report Contents

• This report shows only Active or Parked (temporarily closed) work orders.  Closed work orders are excluded.

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.

• Filters applicable to the entire report include:

  • OrgUnit

  • Researcher name

Help Buttons

The info buttons are available on many of the pages in the report and include links to:

• 1) Power BI Report Instructions/Page Specific Information

  • 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.

Summary Page

• Note: The Parent view of this summary page looks the same as below except that the summary table shows the parent with children underneath.

1) Individual/Parent View Selector

• This is a toggle between a listing of the individual work orders, and a view showing the connection between parent work orders and their children (i.e., any work orders that have sub-grants inside of UW). 

• Note: that the Parent View will really only be helpful to the lead researcher and have sub-grants held by others under your main work order(s).  It will allow the researcher to see aggregated data for the Parent work order and any Child work orders that exist.

2) Research Work Order Summary

• This table provides a high-level overview of your work orders, with fields including:

  • Work Order/Activity (code)

  • Work Order/Activity (name)

  • Expected expiry or end date

  • Unspent balance to date before and after commitments

  • Future budget (if any)

  • **NEW - RFA (Research Financial Analyst) Name added to table.

• Clicking on a Work Order/Activity row will light up the Drill Through Buttons (3), with the option to drill through to a Dashboard containing additional summary details about the Work Order/Activity, or pages containing information on Transactions/Commitments and Salaries/Scholarships related to the Work Order/Activity.

• Clicking on a Work Order/Activity row will impact the Number of Work Orders by Expiration Date visual and highlight the aging category associated with the selection.

3) Drill Through Buttons

• Buttons light up when a Work Order/Activity row is selected. Once this occurs, clicking on the buttons will drill through to a Dashboard containing additional summary details about the Work Order/Activity, or pages containing information on Transactions/Commitments and Salaries/Scholarships related to the Work Order/Activity.

4) Number of Work Orders by Expiration Date

• This pie chart shows the number of work orders held by the researcher in different aging categories to easily see how close work orders are to expiry.

• Clicking on a slice in this chart will filter the summary table to only show Work Order/Activity rows that have the selected Months to Expiry.

5) Instructions

• The instructions on the bottom right of the page show how to expand out or drill down into “tiered” or layered data in the parent summary and other parts of the report.

6) 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.

7) Help Buttons

Dashboard

• Note: The Parent view of the dashboard page looks the same as below except that Work Order/Activity banner differs, as described below.

1) Work Order/Activity Banner

• Cards at the top the page that inform the viewer what Cost Centre or Parent Work Order they are viewing, depending on what was selected for drill through on the Summary pages.

• The banner shows either:

  • When drilling through from the individual view:

    • The Cost Centre that was selected for drill through.

  • When drilling through from the parent view:

    • The Parent Work Order and whether the viewer is viewing all Cost Centres belonging to the Parent, or an individual Cost Centre, depending on what level of the hierarchy was selected for drill through in the Parent Summary.

    • The viewer can select a child Cost Centre from the Filter Pane on the right if all Cost Centres are initially displayed.

2) Cards

• The upper portion of the Dashboard shows cards displaying various total balances and information for the work order/activity that was selected.  Information includes unspent balances, future budget, expiry date, and workflow approvers.

• **NEW - RFA (Research Financial Analyst) Name added as a card.

3) Research Spending by Expense Category

• The visual is a bar chart showing the spending by high-level research expense category.  By hovering over the individual sections, the user can see the category and actual dollars in a tooltip popup.  This is particularly helpful if the numbers are too large to appear on the main visual.

4) Amount Spent Towards Total Budget

• The visual is a compound bar graph showing the balances of actual spending, commitments, and unspent budget to-date in percentage values relative to the to-date budget.  By hovering over the segments of the bar, the user can see the dollars for the segment in a tool tip popup.

5) Back (to previous page)

• Click on the Back arrow button on the top left to return to the previous report page.

6) Return to Summary Page

• Will direct the viewer back to the Summary page (individual view).

7) Help Buttons

Transactions/Commitments

• Note: The Parent view of the dashboard page looks the same as below except that Work Order/Activity banner differs, as described below.

1) Work Order/Activity Banner

• Cards at the top the page that inform the viewer what Cost Centre or Parent Work Order they are viewing, depending on what was selected for drill through on the Summary pages.

• The banner shows either:

  • When drilling through from the individual view:

    • The Cost Centre that was selected for drill through.

  • When drilling through from the parent view:

    • The Parent Work Order and whether the viewer is viewing all Cost Centres belonging to the Parent, or an individual Cost Centre, depending on what level of the hierarchy was selected for drill through in the Parent Summary.

    • The viewer can select a child Cost Centre from the Filter Pane on the right if all Cost Centres are initially displayed.

2) Transactions/Commitment (in Unit4)

• This table shows a list of the transactions or commitments (depending on the value chosen in the View Selector (3)) in Unit4 for the Work Order/Activity combination selected. 

• Amounts (only on this visual) are represented as negative for outflows/expenses and positive for inflows/income.

  • Note: salary and scholarship entries are summarized in Unit4, so there may be payments to multiple individuals included in each line item.

Transactions: Drill through to Details

• A connection has been added from the summary transaction(s) in Unit4 to the details from Workday/Quest/CentreSuite and purchase order information.  Rows with a green arrow in the drill column have additional details available (subject to the user's reporting access level for transactions). 

  • When a transaction with drill through details is selected the Drill Through Button (5) will light up. Click on the button to be taken to a separate details page for the selected transaction.

  • The details include information from the transaction source (as described in the note at the bottom of the page), the amount of each detail line, the source of the transaction (Salary/Scholarship, P-Card or Purchase Order), any other information, as well as the delivery location and product notes for POs.

• Click on the Back arrow button on the top left to return to the transaction/commitments page.

**NEW Commitment: Drill through to Details

• A connection has been added from the summary salary commitment(s) in Unit4 to the salary commitment details for individual employees.  Rows with a green arrow in the drill column have additional details available (subject to the user's reporting access level for commitments). 

  • When a salary commitment with drill through details is selected the Drill Through Button (5) will light up. Click on the button to be taken to a separate details page for the selected commitment.

  • Salary commitment details are shown by account and month for individual employees.

• Click on the Back arrow button on the top left to return to the Summary page.

3) View (Transactions/Commitments) Selector

• These buttons change the table that is being displayed, from Transactions to Commitments.

  • The button with the dark background shows what category is being displayed (the table title will also change to indicate the information being displayed).

4) Posted Date Slicer

• Viewers can control the date range for which they would like to see transactions (by posted date).

  • By default it is set to show transactions posted in the last 4 weeks.

• This slicer is hidden when viewing commitments

5) Drill Through Button

• This button will light up when a transaction/commitment is selected that has additional details.

  • Click on the button to see the details for the selected transaction/commitment.

• The button changes depending on whether transactions or commitments is being displayed, taking the viewer to the correct drill through page.

6) Back (to previous page)

• Click on the Back arrow button on the top left to return to the previous report page.

7) Return to Summary Page

• Will direct the viewer back to the Summary page (individual view).

8) Help Buttons

Salaries/Scholarships

• Note: The Parent view of the dashboard page looks the same as below except that Work Order/Activity banner differs, as described below.

1) Work Order/Activity Banner

• Cards at the top the page that inform the viewer what Cost Centre or Parent Work Order they are viewing, depending on what was selected for drill through on the Summary pages.

• The banner shows either:

  • When drilling through from the individual view:

    • The Cost Centre that was selected for drill through.

  • When drilling through from the parent view:

    • The Parent Work Order and whether the viewer is viewing all Cost Centres belonging to the Parent, or an individual Cost Centre, depending on what level of the hierarchy was selected for drill through in the Parent Summary.

    • The viewer can select a child Cost Centre from the Filter Pane on the right if all Cost Centres are initially displayed.

2) Salaries/Scholarships Paid by Year (since Unit4)

• This table shows the salaries/scholarships (depending on the value chosen in the View Selector (3)) paid since the implementation of Unit4 (May 1, 2017) for the Work Order/Activity combination selected. Amounts are broken down at a high level by account name and year (year ranges depend on the value chosen in the Change Year Type Selector (4)).

• Hovering over the table will make the drilling interaction menu appear.

• Users can drill down on both rows (from salary account/student type categories down to individual employee/student names) and on columns (from years down to individual months) by changing the Drill on via the dropdown and using the forked down arrow.  Users can also right-click on a row or column header and select Drill down.

3) View (Salary/Scholarship) Selector

• These buttons change the table that is being displayed, from Salary details to Scholarship details.

  • The button with the dark background shows what category is being displayed (the title of the table also displays specific information about category and year type).

4) Change Year Type Selector

• These buttons change the year type in the table.

  • The year options are:

    • Government Year: April 1 - March 31.

    • Calendar Year.

    • Fiscal Year: May 1 - April 30.

  • The button with the dark background shows what category is being displayed (the title of the table also displays specific information about category and year type).

5) Back (to previous page)

• Click on the Back arrow button on the top left to return to the previous report page.

6) Return to Summary Page

• Will direct the viewer back to the Summary page (individual view).

7) Help Buttons