/
Concur Dashboard V1

Concur Dashboard V1

Owned by Adrian Ashabi
Last updated: May 16, 2023 by Corrine Krauss

Dashboard Demo

Report Description

This report contains information related to FPER claims and Cash Advances.

Specifically, gives a breakdown of the number of FPER users as well as the number of FPER claims submitted by each FPER users, and it is broken down by Fiscal Year.

Cash Advances are drilled-down to identify which ones are completed, outstanding and past due.

 

Data Security

This report is subject to the reporting access data control hierarchy used in Unit4 (orgunit 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 an above.



Properties

Report Name

Concur Dashboard

Summary

This report contains data exported from Concur to Power BI. The data is meant for Financial Officers and Department Administrators who are integral in administering expense claims within their respective departments.

Audience(s)

Financial Administrators at various levels

Workspace(s)

Department Admin

Data Security

Individuals with reporting access at the org unit level or above in Unit 4 will be able to see like information in this report.

Policy 46 Data Classification

Confidential

Updated

30-Jan-23

Data Refresh:

Data within the report is as of 7pm from the previous day.

Status

published

Report Contents

Filters applicable to the report pages
- Business Unit
- Org Unit

Landing Page

1) FPER

This button take the viewer to a page that gives a breakdown of the number of FPER users and number of FPER claims paid by Fiscal year.

(2) Cash Advances

This button takes the viewer to a page that gives a breakdown of the number of Cash Advances issued by Fiscal year. It also drill-down the Cash Advances by status; Completed, Outstanding, & Past Due.

(3) Help Buttons *NEW*

The help buttons include links to:

  • The UW BI Notification App - a place for Finance to publish updates or information about service outages

  • Guidance and Instruction Documentation - a link to these Confluence page instructions for the report

  • Report an Issue in Jira - a link to submit a ticket to Finance about an issue with the report

  • Provide feedback on this report - a link to a Microsoft Form to submit feedback about the report

Cash Advance Dashboard

(1) Filters

Faculty & Org Unit - User can filter the data based on faculty and org unit depending on their corresponding reporting access in Unit 4.
Fiscal Year - The report only contains all Cash Advances issued in Concur. Both from the current Fiscal Year and historical reporting.

(2) KPIs

# Cash Advances Issued – The number of Cash Advances issued in the corresponding Fiscal Year. This figure is based on the “Issue Date” of the Cash Advance.
# Outstanding Cash Advances – The number of Cash Advances issued in the corresponding Fiscal Year that are still outstanding. A Cash Advance is categorized as outstanding if it has not been settled in Concur.
# Past Due Cash Advances - The number of Cash Advances issued in the corresponding Fiscal Year that are outstanding and Past Due. A Cash Advance is categorized as “Past Due” if the “Travel End Date” has passed and the Cash Advance is still outstanding.
$$ Past Due Cash Advances - The corresponding dollar figure of all Cash Advances that are Past Due.

(3) Visuals & Tables

Relationships
Each visual and table is interactive with one-another. By clicking one variable of a visual/table, it will automatically adjust the data displayed by the other tables and visuals.

Employee Drill-Down – List of employees, that includes their org unit, if their Concur account is active, email address, supervisor and Cash Advance.
Cash Advance Drill-Down – List of Cash Advances that include the status, issue date, days past due and balance remaining.
# Past Due Cash Advances - Categorizes the number of Cash Advances past due by days. 1-30, 31-60, 61-90, 91-180, 181-365, >1 Year
$$ Past Due Cash Advances - Provides the dollar figure for the different categories of past due Cash Advances.

(4) Exporting Tables

Users can export data from both the “Employee Drill-Down” & “Report Drill-Down Table”.
Hover over the scroll bar on each table > click the 3 horizontal dots >Export Table . Data with Current Layout > Export.

(5) Processes to be Utilized by Department Admins

a) Fiscal Year Analysis
Start from 2014/2015 and move forward. Ensure there are no Outstanding” or “Past Due” Cash advances from previous years. These items should be the highest priority to address.

b) Past Due Analysis
Filter the “Cash Advance” Drill down by # Days Past Due. This will identify the Cash Advances that have been Past Due for the longest period of time, and should be the high priority items.

FPER Dashboard

(1) Filters

Faculty & Org Unit - User can filter the data based on faculty and org unit depending on their corresponding reporting access in Unit 4.
Fiscal Year - The report only contains data from 2022/2023 and the years to follow. There is no historical reporting as of January 30th, 2023.

(2) KPIs

FPER Users – Current number of active FPER users.
Claims Paid – Number of claims paid in the corresponding Fiscal Year. Does not include claims in the Workflow that are awaiting approval. Only claims that have been fully approved and paid.
ECF Eligible to Claim – A calculation of the amount of ECF an FPER user is eligible to claim now. This metric is designed to encourage FPER users to submit claims and avoid potential drop-offs.

Examples that provide further context.

Scenario #1 - Total Allowance Exceeds Expense Carry Forward
Annual Allowance - $1000
Expense Carry Forward - $1500
Unspent Carry Forward - $1000
Total Allowance -  $2000
ECF Eligible to Claim = $1500

Scenario #2 - Expense Carry Forward Exceeds Total Allowance
Annual Allowance - $1000
Expense Carry Forward - $2500
Unspent Carry Forward - $1000
Total Allowance -  $2000
ECF Eligible to Claim = ECF – Total Allowance = $500

Amount Paid– The total amount of FPER claims that have been paid.

(3) Visuals & Tables

RelationshipsEach visual and table is interactive with one-another. By clicking one variable of a visual/table, it will automatically adjust the data displayed by the other tables and visuals.

Claim Breakdown – Gives a breakdown of the number of users that have submitted, 0, 1 or 2 claims. UW policy states FPER users are entitled to 2 FPER submissions a year. However, there are outliers where a user submits more then 2 claims, which is against policy and it should be communicated to the claimant to not repeat this scenario in the future.

Claims by Month – Breakdown of claims paid by month.
% Users – FPER Claim Paid – The percentage of FPER users who have had an FPER claim paid out.
Employee Drill-Down – List of employees, that includes their org unit and FPER balances.
Report Drill-Down – List of FPER reports that have been paid by Fiscal year.

(4) Exporting Tables

Users can export data from both the “Employee Drill-Down” & “Report Drill-Down Table”.
Hover over the scroll bar on each table > click the 3 horizontal dots >Export Table . Data with Current Layout > Export.

(5) Processes to be Utilized by Department Admins

a) Identify Users with 0 Claims and Follow up with said Users
Utilize the “Claim Breakdown” graph. Click the red section of the graph which will then modify the corresponding visuals and tables to include data related only to users with 0 claims. Export the “Employee-Drill Down” to have a list of users with 0 claims.

b) Identify Users with ECF Eligible to Claim
Export the “Employee Drill-Down”. Filter data based on ECF to Claim > 0 . Contact FPER users to submit an FPER claim.

The top of the page shows the work order/activity number and name selected.