Financial Power BI Reporting

Log into the Power BI Report Server. Once there, click the Finance folder on the home screen and then either the Account Holder by Person or FAB – Central/YSM.

While Google Chrome, Microsoft Edge, Firefox and Safari are all compatible, Google Chrome is recommended due to extended timeout settings which will reduce the need to refresh your browser as often.

In order to run the reports and view all details, the individual must have both the Cost Center Financial Analyst (CCFA) as well as the Cost Center Payroll Details (CCPD) roles.

In order for an individual to be an Account Holder, they must have the role of either an Award Principal Investigator or a Grant Principal Investigator on an active AWD and/or GR or are the Assignee on a non-sponsored COA. Also, you must have the role of Cost Center Financial Analyst (CCFA) and Cost Center Payroll Details (CCPD) in the same cost center as the Account Holder.

The AHRs can only be run through the current period, with balances and details through the most recent date which the Finance Data Mart has been updated through. The FAB report can be run through either the last closed month or the most recent Finance Data Mart updated date.

Once the cost center number is entered into the “Cost Center Value – Search (and tab)” parameter, the report must continue to be configured by choosing that cost center in the “Cost Center – Value” drop down. If this is left as “All Cost Centers”, additional information will pull in, depending on your access. This same logic is applied to the other worktag values available.

In the top right margin of the first page of the report, there is a watermark with the NetID of the current report owner.

There are a variety of reasons your commitments are not appearing on your reports.

• In order for commitments to appear, a grant budget must be entered for current award calendar period through the Create Budget Amendment task. The amount can be as low as 0.01 for the period.
• The data feed from Workday to the Data Model is usually an overnight load, but specifically regarding labor commitments, it can sometimes take up to two days for the data to flow down to the Data Model. This is due to manual processing for labor transactions which happens around 11am of any given business day. What that means is, if commitments are created/edited after that manual processing is performed in the middle of the day, then those commitments will have to wait until the following day to be processed. This means that it can take up to two days for commitments to populate in the Data Model for reporting.

For sponsored awards, the Projected Remaining Balance column on the AHR coversheet equates to the direct cost equivalent of the grant budget less expenses to date less commitments. For example:

• Budget = $100,000.00
• Total cost expenses to date = $65,000.00
• Total cost commitments = $15,000.00
• Total cost balance = $20,000.00
• If there is a 67.5% indirect cost rate, the balance on the coversheet (as well as the balance in the grey bar at the bottom of the monthly account summary page for the COA) is $11,940.30 ($20,000/1.675). This represents the amount that can be spent if all items purchased assessed IDC.
• For non-sponsored accounts, it is budget or fund balance less expenses less commitments

The trend report is a rolling 12 month snapshot of posted debits and credits displayed by ledger account groupings. For PAAs, the amounts will be displayed by budget date, not accounting date for the determining month.

When interest is generated to an award, SPFA will increase the funded amount in Workday via an Award Amendment. This will create an inbox to-do for those with the Grant Budget Specialist and Grant Manager roles. The budget should be increased by the interest amount using the SP81 Interest grant budget ledger account summary. This will ensure your grant budget total equals your funded amount from the sponsor plus interest earned.

When the AHR is printed or saved as a pdf, the height of the pages is reduced which means the report length is extended regardless of the parameters chosen.

AHR and FAB ownership status can be updated from one person to another through a request to the Reporting and Analytics Service IT team. Detailed instructions can be found on the Finance Data Model Training Materials and References page within the Subscription Transfer Guide.

Note the new requested individual must have the CCFA and CCPD roles for the appropriate cost centers in order to be able to run and view the report.

If an individual listed in the distribution list has left Yale and has a status of “terminated” in Workday, that subscription will not run regardless if others listed are active. The subscription will need to be amended to remove the invalid email address(es).