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1. Grants Balance Reports (AFBR | My Funds)
This is a report for the most current grant(s) balance. It will default to grant(s) where you are the Principal Investigator. Grants are worktags that begin with a “4." It is still being tested as we work towards creating a streamlined solution for all Mines Workday users.
2. Operating Accounts, Cash Projects, & Foundation Gifts Balance Report (AFBR | My Funds)
This is a report for the most current balances for:
- Operating Accounts, your worktags that begin with a “2”
- Cash Projects, your worktags that begin with a “1,” “3”, or “9”
- Foundation Gifts, your worktags that begin with a “6”
The report will default to accounts, projects, or gifts where you are the financial manager. This report is still being tested as we work towards creating a streamlined solution for all Mines Workday users.
3. Detailed Version- Grants Balance Reports (AFBR | My Funds)
Helps you to further examine your balance(s) from specific points in time.
4. Detailed Version- Operating Accounts, Cash Projects, & Foundation Gifts Balance Report (AFBR | My Funds)
Helps you to further examine your balance(s) from specific points in time.
1. Grants Balance Report (AFBR | My Funds)
The report will prompt for the following:
- Worktags – Enter the Grant #, Fund, Function, or other worktags to narrow down report results
- Award – Enter the award name or number to view a Grant related to a specific Award
- Cost Center – Use this to find all Grants that fall under a specific Cost Center
- Principal Investigator – This will default to you as the logged-in-user. You can choose to keep this default to run for all Grants where you are listed as the PI, add in other PIs, or clear the default and enter in new PI names.
- Active Grants Only - The default here will include only active Grants. To see inactive Grants added to the report, uncheck the box.
Optional: You can also use Save Parameters, which allows you to store specific combinations of prompt values and makes it easier to run the report with the same settings in the future. These parameters are unique to you as the report runner for this specific report. For example, you could create the following save parameter if you were frequently running the report for the same 3 Grant worktags.
Enter a prompt parameter title and hit save.
Navigating the Report
The report displays Budget vs. Actuals for all your active Grants. It will show all activity from inception through the current date. If no expense has been charged to a Grant, the report won't return any data.
This report also has drilldown functionality and detail data that allows you to dive deeper into the data.
Drill into Ledger Accounts- click the expand arrow next to the Grant number (not the blue Grant hyperlink) to view budget, expenses, and balance by Ledger Account.
View Detail Data - (granular data that underlies the summarized calculations in the report), click on the blue hyperlinked numbers under the headers, like Budget or Expenses.
The detail data will open in a new window in the corner of your screen where you can further expand the data, export, filter, or view the data broken down by a specific field (all highlighted in screenshot below).
View Data by Field - use the arrow next to the hyperlinked summary calculation number to further breakdown the data. For example, if you wanted to view expenses by fund, you would select the dropdown arrow under Expenses and find “Fund”.
It will open up the data in a new window in the upper corner of your screen that breaks down expenses by Fund.
Export Data - for further analysis in Excel, hit the export button in the top corner of the report (the icon that looks like a tablet with an "X").
The export may be sent directly to your Workday inbox. Additionally, all expansion from Grants into ledger accounts will remain in the excel export.
2. Operating Accounts, Cash Projects, & Foundation Gifts Balance Report (AFBR | My Funds)
The report will prompt for the following:
- Cash Project/Foundation Gift Worktags – Use for worktags starting with a “1”, “3”, “9”, or “6”
- Operating Account Worktags – Use for worktags starting with a “2”
- Worktags – Here you can enter the Fund, Function, Ledger Account or other worktags to narrow down report results
- Cost Center – Use to find all worktags that fall under a specific Cost Center
- Financial Manager – This prompt will default to you as the logged-in-user. You can choose to keep this default to run for all worktags where you are listed as the Account Manager or Project Approver, add in other manager names, or clear the default entirely and enter in new manager names.
- Active Accounts Only - The default here will include only active accounts. To see inactive accounts added to the report, uncheck the box.
Optional: You can also use Save Parameters, which allows you to store specific combinations of prompt values and makes it easier to run the report with the same settings in the future. These parameters are unique to you as the report runner for this specific report. For example, you could create the following save parameter if you were frequently running the report for the same 3 worktags.
Enter a prompt parameter title and hit save:
Navigating the Report
This report displays Budget vs. Actuals for all Operating Accounts, Cash Projects, and Foundation Gifts, summarized by account. This report will show all activity for the current fiscal year up to the current date.
This report also has drilldown functionality and detail data that allows you to dive deeper into the data.
Drill into Account Summaries – Click the expand arrow next to the company name (not the blue Colorado School of Mines hyperlink) to view a list of accounts under each account type. If no account was found under the specified prompts, that section will return no data:
Drill into Ledger Accounts – Click the expand arrow next to the account number (not the blue account hyperlink) to view budget, revenue, expenses, and balance by Ledger Account:
View Detail Data – To view the granular data that underlies the summarized calculations in the report, simply click on the blue hyperlinked numbers. For example, to drill into the summarized Budget / Beginning Balance that has been calculated, click the following:
Doing so will open up the detail data in a new window in the upper corner of your screen. For the Budget/Beginning Balance column, it will show the summarized calculation by cost center. From there, you can further expand the data, export and filter, or view the data broken down by a specific field (all highlighted in screenshot below):
View Data by Field - Alternatively, you can use the arrow next to the hyperlinked summary calculation number to further breakdown the data. For example, if you wanted to view expenses by fund, you would select the dropdown arrow and find “Fund”:
This will open up the data in a new window in the upper corner of your screen that breaks down expenses by Fund:
Export Data - If you would like to export this report for further analysis in Excel, hit the export button in the top corner of the report:
The export may be sent directly to your Workday inbox. Additionally, all expansion from account worktags into ledger accounts will remain in the Excel export.
3. Detailed Version - Grants Balance Report (AFBR | My Funds)
This guide details how to navigate the Detailed Version - Grants Balance Report (AFBR | My Funds) in Workday. This report identifies and summarizes worktags that begin with a “4”. It is still being tested as we work towards creating a streamlined solution for all Mines Workday users.
This report will prompt for the following:
- Time Period – This prompt indicated the timeframe for which you would like to run the report
- Period – This prompt allows you to select a specific financial reporting period—such as a month, quarter, or fiscal year. The report will return results only for the selected period/time period combination.
- Worktags – Here you can enter the Grant #, Fund, Function, or other worktags to narrow down report results
- Award – Enter the award name or number to view a Grant related to a specific Award
- Cost Center – Use this prompt to find all Grants that fall under a specific Cost Center
- Principal Investigator – Use this prompt to specify the principal investigator for Grants.
Optional: You can also use Save Parameters, which allows you to store specific combinations of prompt values and makes it easier to run the report with the same settings in the future. These parameters are unique to you as the report runner for this specific report. For example, you could create the following save parameter if you were frequently running the report for the same 3 Grant worktags. Enter a prompt parameter title and hit save:
Navigating the Report
This report displays Budget vs. Actuals for all Grants (both active AND inactive). This report will show all activity from inception through the current date. If no expense has been charged to a Grant, the report will return no data.
The drilldown functionality, where you can view ledger accounts, detail data, and data by field is the same as in Section 1 above.
4. Detailed Version - Operating Accounts, Cash Projects, & Foundation Gifts Balance Report (AFBR | My Funds)
This guide details how to navigate the Detail Version - Operating Accounts, Cash Projects & Foundation Gifts Balance Report (AFBR | My Funds) in Workday. Operating Accounts are worktags that begin with a “2”, Cash Projects are worktags that begin with a “1,” “3”, or “9” and Foundation Gifts are worktags that begin with a “6”. This report is still being tested as we work towards creating a streamlined solution for all Mines Workday users.
This report will prompt for the following:
- Time Period – This prompt indicated the timeframe for which you would like to run the report
- Period – This prompt allows you to select a specific financial reporting period—such as a month, quarter, or fiscal year. The report will return results only for the selected period/time period combination.
- Cash Project/Foundation Gift Worktags – Use this prompt for your worktags starting with a “1”, “3”, “9”, or “6”
- Operating Account Worktags – Use this prompt for your worktags starting with a “2”
- Worktags – Here you can enter the Fund, Function, Ledger Account or other worktags to narrow down report results
- Cost Center – Use this prompt to find all worktags that fall under a specific Cost Center
- Financial Manager – This prompt will default to you as the logged-in-user. You can choose to keep this default to run for all worktags where you are listed as the Account Manager or Project Approver, add in other names, or clear the default entirely and enter in new names.
Optional: You can also use Save Parameters, which allows you to store specific combinations of prompt values and makes it easier to run the report with the same settings in the future. These parameters are unique to you as the report runner for this specific report. For example, you could create the following save parameter if you were frequently running the report for the same 3 worktags. Enter a prompt parameter title and hit save:
Navigating the Report
This report displays Budget vs. Actuals for all Operating Accounts, Cash Projects, and Foundation Gifts, summarized by account. This report will show all activity for the current fiscal year up to the current date.
The drilldown functionality, where you can view ledger accounts, detail data, and data by field is the same as in Section 2 above.