Running the Monthly Status Report

Body

Overview

The Monthly Status Report (or MSR) is a report available in the Data Warehouse that is modeled on the legacy Account Status Report. The report provides transaction data by fund, department, and account code by accounting period. It shows your totals (actuals, encumbrances, etc) at the beginning and the end of the month/accounting period.

The MSR does not list project transactions.

A query is available to view the department grouping a specific department is in. Use UGA_GL_DEPT_ATTRIB_LOOKUP (Department Attributes Lookup) and you can search by attribute group DEPT_RPT_GRP or by department or by the attribute value you see on the MSR. A department will only populate on the report if it has transactions.

Note: The MSR is not a true month-end report unless you wait to view an accounting period until after it has been officially closed by the university.

Instructions

Step 1: Click the Departmental Grouping dropdown list.
Step 2: The Departmental Grouping drop-down menu is displayed. Select the appropriate Departmental Grouping.
Step 3: Once all appropriate Departmental Groupings are selected. click the Apply button.
Step 4: Click the Accounting Period drop-down list.
Step 5: Click to select an Accounting Period.
Step 6: To apply appropriate Fiscal Year information, click the Fiscal Yr drop-down.
Step 7: Click to select any of the available Fiscal Years.
Step 8: To apply appropriate Bud Ref information, click the Bud Ref drop-down list.
Step 9: Click to select any of the available Bud Ref options.
Step 10: The Program Code and Class ID drop-down menus display all available values. Both menus default to (All) and allow selection of multiple values simultaneously.
Step 11: The MSR is displayed according to the criteria you entered. Click the appropriate Department ID.
Step 12: The options pop-up menu is displayed. Click the Exclude link.
Step 13: The selected Department ID row is removed from the report. To undo any action, click the Undo button in the upper left corner.
Step 14: The Department ID Row is now included in report. Columns not needed in your current view can be excluded as well. Click the Estimated Revenue column header.
Step 15: The options pop-up is displayed. Click the Exclude link.
Step 16: The Estimated Revenue column is now excluded from the report. Repeat this process for the Recognized Revenue and Estimated Recognized Revenue columns.
Step 17: The selected columns are excluded from the report. Tableau supports the selection of multiple rows and columns simultaneously. Click the appropriate object to select.
Step 18: To select additional items, press the [Ctrl] key and click the appropriate object.
Step 19: Select the appropriate Department
Step 20: Once the appropriate items have been selected, the options menu will appear by hovering the mouse over the selection. Click the Detail Drillthrough link.
Step 21: The Detail Drillthrough for the selected data is displayed. The 50000 - Personal Services Expense column has been selected. Select the Account Family column to highlight the related financial details columns.
Step 22: The 511100 - Salaries - Regular Faculty row is highlighted along with the corresponding financial detail columns. Click the 511100 - Salaries Regular Faculty: Account Total row.
Step 23: The individual GL Account: Account Total row is highlighted along with the corresponding financial detail columns. Each GL Account code under an Account Family has an Account Total row.
Step 24: If necessary, scroll to view additional information. In addition to the individual GL Account: Account Total rows, each Account Family has an Account Family Total row.
Step 25: Data from the current view of the Monthly Status Report can be saved and viewed in Excel.
Step 26:The Download pop-up is displayed. Click the Crosstab button.
Step 27: Click the Download link.
Step 28: Follow the system prompts to open the file with Excel.
Step 29: The Detail_crosstab file is opened in Excel. Excel has the ability to adjust columns and rows to fit data automatically. To begin, click the select all icon in the upper left-hand corner of the table.
Step 30: The entire data table is selected. To auto-adjust the columns, double click the column header divider.
Step 31: The columns are adjusted to display the data. Scroll as necessary to view additional information. Click the Close button to return to the Monthly Status Report.
Step 32: The Monthly Status Report can be saved in other formats as well. Click the Download link.
Step 33: The Download pop-up window is displayed. Click the PDF button.
Step 34: The Download PDF pop-up is displayed. The Monthly Status Report is best viewed in a landscape orientation. Click the Portrait option.
Step 35: The Portrait drop-down menu is displayed. Click the Landscape link.
Step 36: Additional information from the Monthly Supervision Report can be printed. Click the This View drop-down menu.
Step 37: The Include options are displayed. Click the Select All button.
Step 38: The Include options are displayed. Click the Select All button.
Step 39: Click the Download button.
Step 40: Follow the system prompts to open the generated file.
Step 41: The selected information is displayed in PDF format. Press [Enter] to return to the Monthly Status Report.
Step 42: The Monthly Status Report view you have created can be saved for easy access. Click the View: Original link.
Step 43: The Custom Views pop-up is displayed. Enter appropriate information into the Name this view field.
Step 44: To make the current data the view for the Monthly Status Report, select the Make it my default option.
Step 45: The View name is updated with the information entered. Click the View: Test view link.
Step 46: The View name is updated with the information entered. Click the View: Test view link.
Step 47: The Custom Views menu is displayed with your saved views. To work with saved views, click the Manage Views button.
Step 48: To delete a previously created view, click the Delete button.
Step 49: The deleted views are removed from the Custom Views menu. Click the Close button to return to the Monthly Supervision Report.
Step 50: The Monthly Status Report is displayed.

In this article, you will learn the steps to run the Monthly Status Report from the Data Warehouse.

The MSR can be accessed at https://oir.uga.edu/data/oper/msr .

1. Step 1

First, log into Office of Institutional Research

You can adjust the settings for the report to view the information you need.

Click the Departmental Grouping dropdown list.

2. Step 2

The Departmental Grouping drop-down menu is displayed.

You can select as many groupings as needed, but when you select more than one, they will be grouped together in the report. This means you will not be able to see which department code is from which grouping.

Example shown here: AS - Dance group.

3. Step 3

Once all appropriate Departmental Groupings are selected,

click the Apply button.

4. Step 4

The selected information is displayed.

Note: Click outside of the dropdown list to close it.

Click the Accounting Period drop-down list.

5. Step 5

Click to select an Accounting Period .

Example shown here: August.

6. Step 6

To apply appropriate Fiscal Year information, click the Fiscal Yr drop-down.

7. Step 7

Click to select any of the available Fiscal Years.

If you would like to see transactions from the current fiscal year that are utilizing prior fiscal year funds, you will need to leave the fiscal year as the default and adjust the Bud Ref to reflect the year associated with the funds you are looking for.

Example shown here: 2021.

8. Step 8

To apply appropriate Bud Ref information, click the Bud Ref drop-down list.

9. Step 9

Click to select any of the available Bud Ref options.

Example shown here: 2021.

10. Step 10

The Program Code and Class ID drop-down menus display all available values. Both menus default to (All) and allow selection of multiple values simultaneously.

11. Step 11

The MSR is displayed according to the criteria you entered. The data is organized by Fund and then by Department and Level 2 Account Code.

Individual Department IDs can be excluded from the report.

Click the appropriate Department ID.

Example shown here: 19320001 - DO NOT USE FY 20.

12. Step 12

The options pop-up menu is displayed.

Click the Exclude link.

13. Step 13

The selected Department ID row is removed from the report.

To undo any action, click the Undo button in the upper left corner.

14. Step 14

The Department ID Row is now included in report. Columns not needed in your current view can be excluded as well.

Click the Estimated Revenue column header.

15. Step 15

The options pop-up is displayed.

Click the Exclude link.

16. Step 16

The Estimated Revenue column is now excluded from the report. Repeat this process for the Recognized Revenue and Estimated Recognized Revenue columns.

17. Step 17

The selected columns are excluded from the report. Tableau supports the selection of multiple rows and columns simultaneously.

Click the appropriate object to select.

Example shown here: 19320CFT - DANC C row.

18. Step 18

To select additional items, press the [Ctrl] key and click the appropriate object.

Example shown here: [Ctrl] and 19320LAF - DANC L row.

19. Step 19

Example shown here: [Ctrl] key and 19320101 - DANC General Department row.

20. Step 20

Once the appropriate items have been selected, the options menu will appear by hovering the mouse over the selection.

Click the Detail Drillthrough link.

21. Step 21

The Detail Drillthrough for the selected data is displayed. The 50000 - Personal Services Expense column has been selected. Select the Account Family column to highlight the related financial details columns.

Click the 511100 - Salaries Regular Faculty row.

22. Step 22

The 511100 - Salaries - Regular Faculty row is highlighted along with the corresponding financial detail columns.

Click the 511100 - Salaries Regular Faculty: Account Total row.

23. Step 23

The individual GL Account: Account Total row is highlighted along with the corresponding financial detail columns. Each GL Account code under an Account Family has an Account Total row.

24. Step 24

If necessary, scroll to view additional information. In addition to the individual GL Account: Account Total rows, each Account Family has an Account Family Total row.