Exercise 5: Running Reports with Prompts
In this exercise, you will run a CR301 – Entity Summary by Entity Selection report using prompts. Prompts allow for reports with variable selections or provide the ability to select more than one member at a time.
Exercise
1. Navigate back to the Explore tab to see the reports repository and double-click on the CR301 – Entity Summary by Entity Selection.
2. Make the following selections in the Preview User POV dialog box:
- Period: YearTotal
- Year: FY24
- Scenario: Forecast
- Version: Working
- Fund: Current_Funds_Excluding_C&G
3. To find Current_Funds_Excluding_C&G in Fund, expand Alt_Fund_Hierarchy.
4. Select OK to proceed to the Respond to Prompts dialog box where you will select the entities (orgs) you want to include in the report
5. Select the magnifying glass button to go to Member Selection. (Note: If you know the codes for the orgs you want, you can check the Edit Member Names box and types the codes in the text box instead of selecting them from the org tree.)
6. From the Member Selection dialog box:
- Expand the Entity Hierarchy to locate your desired Entities
- Check the boxes for your Entities
- Select the right arrow to move the Entity to the Selected frame on the right
- Select OK
7. The Respond the Prompts dialog box now displays the selected Entity. Select OK
8. The CR301 Entity Summary by Entity Selection displays. You can drill into the Entity by selecting the right-facing triangle
9. To change the Prompt Selection for Entity, you can go to the menu and select View \ Respond to Prompts and change the Entities if you wish
10. Select OK to close the Respond to Prompts window
11. Export the report to Excel. Save the file as CalPlanning_Exercise5_YourName.xlsx and email the file to Dara.Efron@berkeley.edu no later than one day before the group learning session.
12. Close the report in the Workspace by selecting the X on the report tab.
CR301: Entity Summary by Entity Selection Job Aid
CR301 - Entity Summary by Entity Selection
A multi-year comparison of a single or multiple entities via a Prompt*. Provides variance analysis of selected Scenario/Version to the previous year’s Actuals.
The CR301 report is NOT drillable and the variances are calculated as dollar ($) and percentages (%). If reviewing the dollar ($) variances, the formula is Forecast minus Actuals. The percentage (%) variances takes the dollar difference, divided by Actuals.
Questions answered with the CR301
Depending on the POV for the Version, Scenario, Year and Time Period selected; this report can answer:
- What is the sum-total amount of Actuals for revenue, expenses or beginning/ending balances for the entities I’ve selected in my unit?
- What is the sum-total for my budget or forecast for the entities I’ve selected in my unit?
- What is the dollar ($) or percent (%) variance between last year’s actuals and my current forecast (or budget) for the entities I’ve selected in my unit?
When to use the CR301 report
This report is important when various entities need to be summed-up or consolidated in order to view your unit. The org tree (org hierarchy) does not always roll-up in the manner of which you view your finances. The CR301 allows you to customize the entities that are included, while also providing variance analysis.
Considerations
Be sure to scroll either left and right (in HTML view) or up and down (in PDF view) because the report prints longer than most.
Respond to Prompts
Certain CalPlan reports require an additional step – responding to prompts. This can be thought of as a way to set your point-of-view (POV) prior to viewing the report.
As this report is titled, the prompts are meant to select specific entities (orgs) for your unit. Once you click on the report and set your standard POV, the prompt will appear next.
If you don’t know the specific org nodes or DeptIDs that you wish to view, then select the magnifying glass button.
Next Topic: Dimensions - Part 2