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OBIEE (Oracle Business Intelligence Enterprise Edition) provides access to university data via reports and dashboards.

To access this data, ºÚÁÏÉçÇø faculty and staff will sign into the BI system using their MUNet user name and password.

For additional information regarding OBIEE access and data security, visit the .

Multi-Year Funds

Grant accounts are considered multi-year funds, so the Multi-Year Funds Dashboard is used to retrieve grant data from BI. You will enter your grant's 6-digit fund number (4xxxxx) in the prompt field called "Multi-Year Fund Code."

• Once you have signed into BI
• Go to the Dashboard dropdown and select Multi-Year Funds.

The Dashboard Summary provides detail on the three different levels of data included in each report type. Select the type of report that best fits your needs.

1. Fund Balance: DO NOT USE FOR BALANCE INFORMATION.
2. Budget to Actual Summary:
   • To obtain the budget and current available balance on a grant as of the previous business day.
3. Budget to Actual Detail: To view the detail on grant expenditures for selected fiscal period(s).

See detailed instructions below for each report type.

Budget to Actual Summary Tab

To obtain the current available balance on a grant as the previous business day.

*Begin by removing all prompts by clicking in blank space at the top of the drop-down menus. This includes clearing the prefilled fiscal year and fiscal period.

• Enter the Chart prompt as ºÚÁÏÉçÇø
• Enter your fund number in the Multi-Year Fund Code prompt (not the Fund Code prompt)
• Click Apply at the bottom of prompts section.
  Note: In the Selection Prompts column on the left-hand side of the page, enter the fund code in the Multi-Year Fund Code box. Do not use an index code that starts with G. Instead, replace the G with a 4 and add the rest of the index code number. This will render a fund code. For example, the fund code for G02935 = 402935.
• Scroll to the bottom of the report for Remaining Budget
  • The totals at the bottom of the report represent the total adjusted budget, cumulative expenses from the beginning of the grant to current, encumbrances (if there are any) and the available balance.
    
    • For longer reports, select the down arrow for the next page.

Budget to Actual Detail Tab

To view the detail on grant expenditures for a fiscal period. From the Multi-Year Funds Dashboard select the Budget to Actual Detail tab

• Enter Multi-Year Fund code (not Fund Code) in Selection Prompts
  
  • In the Selection Prompts column on the left-hand side of the page, enter the fund code in the Multi-Year Fund Code box. Do not select the Fund Code. Do not use an index code that starts with G. Instead, replace the G with a 4 and add the rest of the index code number. This will render a fund code. For example, the fund code for G02723 = 402723.
• Enter Fiscal Year Fiscal Period in Selection Prompts
  • Use the drop-down box in the Fiscal Year Fiscal Period box to select a period. Note – always best to search and highlight this data – do not type in this data. Using the more/search option allows you access to all available options not necessarily listed in the drop-down menu.
• Scroll to the bottom of prompts and select Apply
• Scroll up to view the results.
  
  • The right side of the report will provide details such as Transaction Date, Document Code, Description and Amount. The Remaining Budget will always indicate negative numbers unless the period displayed happens to be the same period within which the budget was entered.
  • For longer reports, select the down arrow for the next page.

Financial Information Dashboard

Go to the Dashboard dropdown and select Financial Information.

Fund Balance

To obtain a quick beginning and ending fund balance by fiscal year.

• From the Financial Information Dashboard
• Select the Division tab
• Select only the following Prompts
  
  • Chart: ºÚÁÏÉçÇø(default)
  • Transaction Fiscal Year: FY2019(default)
  • Campus: Oxford(default, change as needed)
  • Index Code: XXX###
    
    • Enter index code(case sensitive)
• Select Apply

The Fund Balance Summary will appear at the top of the screen.

Customizing Dashboard Settings

Once you have your selection prompts applied and are happy with the detail information, click on the wheel in the upper right hand corner (just below your name).

Select Save Current Customization. In the Name box, use something you will remember and know the report by in the future. You can select to make this your default and what you see every time you open BI. If you try to use a name already saved as a customization, you get a warning.

Edit Saved Customizations allows you to change which customization item is your default or rename a customization. If you want to update the selection prompts in a customization, open the current customization, make changes and Save Current Customization and use the same name, then click yes to replace.

To delete a customization, click the box to the left of the name and it will highlight the row, then make the X available. Click on the X then ok and your customization will be gone.

To apply customizations, select Apply Saved Customization and then click on the appropriate name.

Clear My Customization will wipe out all selections made on the page including your default customization. 

• To view subtotals in BI, use the drop down menus, select Reporting Account Type Parent, Account Level 1 Code, and Account Level 1 Title.
• If you have previously selected data in your session, always double-check the prompts that are filled in on the left-hand side under Selection Prompts. You may need to remove prompts left behind from the previous search in addition to changing others. To remove a previously entered Fiscal Year Fiscal Period prompt, use the dropdown and click on the blank space at the top of the list.
• To export results to an Excel spreadsheet, click on Export at the bottom of the report, Select Data, and then CSV format. This will return an Excel spreadsheet that is easier to work with than what some of the other options will provide.
• Using the more/search option allows you access to all available options not necessarily listed in the drop-down menus.