WELCOME TO WEBI!!!

An Introduction to Using and Loving the System

AGENDA
Links to Know
The Possibilities
The First Steps
Public Reports: Saving and
Customization
Creating Your Own Reports
The Next Steps
LINKS TO KNOW
Webi Main Page:
http://www.upenn.edu/computing/da/bo/webi/index.
html
Webi Login
Password Changer
Tips and FAQs
How To Reference Guides
Data Warehouse Training:
http://www.upenn.edu/computing/da/dw/training.htm
l
Optional Knowledge Link courses




THE POSSIBILITIES
Convenient
Fast
Customizable
Detailed
SO FUN!!


Budget vs. Actual
Monthly reconciliation
Wayward/ Suspense
charges
Salary management
Cash balances
Grants
Year over year


Why use Webi?


How to use Webi?

T
H
E

F
I
R
S
T

S
T
E
P
S

Logging In
Setting your
preferences
Navigation
Helpful
Hints

SUGGESTED PREFERENCE SETTINGS
InfoView Start Page

Set the number of
objects (max.) per page

Webi Intelligence- Default
View Format

Webi Intelligence- Default
Creation/Editing Tool
Favorites

100

Interactive

Advanced
Field Setting
GETTING AROUND IN WEBI
Create
Public
Folders
New
Save
Favorites
Organize
Share
Inbox
Send To
Public Folders: where you
can find reports that have
already been created.
New: where you can create
new Webi reports and new
folders within your
favorites.
My Favorites: where you
save all your Webi reports.
Organize: allows you to cut,
paste, and delete reports.
This is how you can move
reports from one folder to
another.
Inbox: where reports come
that other people send you.
Send To: how you send
reports to other peoples
Webi inboxes.
THINGS NOT TO LEARN THE HARD WAY
Dont be afraid of Webi it wont bite!
Use and remember filters!!
Be aware of multiple pages within a
document
When using in list, separate items with a
semi-colon
Hold down the Ctrl Key when exporting to
excel

P
U
B
L
I
C

R
E
P
O
R
T
S

Reports
that you will
love!!
How to
save them to
your
favorites
Making
them your
own

REPORTS THAT WILL MAKE
YOUR LIFE EASIER
6-FYTD Act vs. Orig Bud Variance by RCM Row
Actuals FYTD with K Parent
Budget
Cash Balances by CREF, Fund 010701 or 010702
Derived Cash Balances
Endowment Cash Balances for Projections
Cash
Balances
GL Detail
Suspense Accounts
ISC/FRES Billing Reports
Detail
Payroll per Period
PennWorks Role Salary and Distribution Review
1000 hours report
Payroll
Org Summary
Fundsummary
Grants
Report Name Where to Find It What it Does
6-FYTD Act vs. Orig Bud
Variance by RCM Row
Public Folders > General Ledger
Shows Budget FYTD vs. Actual FYTD for multiple years and orgs by fund group. You can add
in fund numbers, program numbers, etc. to get a more detailed look.
Actuals FYTD with K Parent Public Folders > General Ledger
Show Budget, Actuals, and Encumbrances by object code and summarizes by category. You
can run for a specific org, fund, program, etc.
Cash Balances by CREF,
Fund 010701 or 010702
Public Folders > Schools and Centers
> Schools > Wharton
Shows Cash Balances per CREF for discretionary and DARTS funds.
Derived Cash Balances Public Folders > General Ledger Shows Cash Balances for all gift funds under a given RESP ORG.
Endowment Cash Balances
for Projections

Public Folders > General Ledger
Shows current cash balances as well as encumbrances and estimated year end balances for
endowments. You will only be able to see endowments for which you are the RESP ORG.
Only run this report for closed accounting periods (i.e. for JUL-11 in AUG-11)
GL Detail Public Folders > General Ledger
Shows General Ledger detail for data as specified in prompts. Can be run for a very broad
or very specific set of data.
Suspense Accounts

Public Folders > General Ledger Shows suspense activity under a given org in a given fiscal year.
ISC Billing Reports

Public Folders > ISC Billing
Shows the detail behind the ISC charges you see on your Ben reports (i.e. telecom, pennet,
umis).
MORE DETAIL ON REPORTS
MORE DETAIL ON REPORTS CONT.
Report Name Where to Find It What it Does
FRES Billing Reports Public Folders > Facilities Shows the detail behind the FRES charges you see on your Ben reports.
Express Mail Shipment
Detail
Public Folders > Express Mail Shows the detail behind the Express Mail charges you see on your Ben reports.
Procard-Object Code 5249
Review
Public Folders > General Ledger
Shows object code 5249 for a given fiscal year and org. Filtered to only pull transactions
with Manual, PROCARD_DEBITS, and PROCARD_CREDITS as the "Journal Source Name" and
02 Adj Prev Tx and Feeder as the "Journal Category." These filters can be adjusted to better
fit your needs.
Payroll per Period
Public Folders > Schools and Centers
> Schools > Wharton
Shows payroll data for a given fiscal year and org for one or all months. Multiple tabs show
detail by period, person summary, payroll per month, and detail by object code.
PennWorks Role Salary
and Distribution Review

Public Folders > Payroll > Salary
Management
Shows any differences between distributions and entered role annual salaries for a given
Home ORG and fiscal year. Can be used to catch distribution input errors.
1000 hours report

Public Folders > Payroll > Salary
Management
Shows hours and earnings for "TEMP EXTRA PERSON" earnings type. Can be used to
monitor hours of temporary employees and make sure they do not go over 1,000 hours per
year.
Org Summary

Public Folders > General Ledger
Shows summary of grants under a given RESP ORG. Multiple tabs that show grants in
different ways, Highlights receivables and overdrafts.
Fundsummary

Public Folders > Multiple Data
Sources
Shows summary of a specific funds. Multiple tabs that show grant in different ways. Can
see spending by CREF, Award History, Cash Received, and much more.
SAVING REPORTS TO YOUR FAVORITES
Document
Save As
Folders
Pick
Favorites
Folder
Categories
Uncheck
any
Corporate
Categories

OK
Click
Document
and then
Save as.
Select your
favorites
folder.
Uncheck
any
categories.
Click OK
You will
then find
your copy
in your My
Favorites
folder.
REPORT CUSTOMIZATION . . .
EVERYBODY LOVES UNDO!!
Adding
Result
Objects
Consistency
between
Balances
vs. GL
Detail
Pop up
descriptive
windows
Changing
Query Filter
Objects
Descriptors
Optional
prompts
And vs. Or
Incorporating
New Result
Objects
Data Tab
Drag and
Drop
Follow on
screen hints
Formatting
Tool Bars
Filters
Breaks
Sum
Sorts
Sharing with
Others
Printing
Exporting to
Excel
Saving as a
PDF
Click on
Edit to
make
changes to
the report.
Click on
Edit Query
to make
changes to
the query.
Drag over
or double
click to
bring over
Coa Fund
(BAL).
Drag Coa
Fund (BAL)
into the
Query
Filters
section and
add a
condition.
Click here
to add a
prompt.
Click here to
make the
prompt
optional.
Prompt
options pop
up box.
Click to run
query.
Complete
Prompts.
Drag new data
object into place
within the
document.
Export to Excel.
Dont forget to
hold down the Ctrl
Key!!
V
E
N
T
U
R
I
N
G

O
U
T

O
N

Y
O
U
R

O
W
N

Creating
your own
reports from
scratch
Making
them look
pretty!
Adding
variables




CREATING REPORTS
New Webi
Document
Select Data
Universe
Choose
Result
Objects
Apply
Query
Filters
Run Query
Format
LETS TRY!!!

SUM Actual
Amount (GLDET)
Coa Org (GLDET)
Fiscal Year
(GLDET)
Vendor Name
(GLDET)
What
results
objects do
we need?
Question: What vendors did we use for current expenses in
FY11?
Which expenses? Which org?
Which year? Which vendors?
What
query
filters do
we need?
Create New Webi
Report
Pick FINQUERY
universe.
1. Choose
result
objects.
2. Apply
query
filters.
3. Run
query.
Complete
prompts.
The
original
data.
Added title
Section by
org.
Sorted in
descending
order.
Changed to
crosstab.
Dont forget
to save!!
NEXT QUESTION

Question: How much of my FY12 CE budget remains?
What
variable
do we
need?
What
query
filters do
we need?
What
results
objects do
we need?
Create New Webi
Report
Pick FINQUERY
universe.
1. Choose
result
objects.
2. Apply
query
filters.
3. Run
query.
Pick Balance
Complete
Prompts.
The
original
data.
Added title
Dont forget
to save!!
Section
by FY
and Acct
Period
Break by
Fund.
Added
sums.
Click here
for Variable
Editor.
Drag in the
newly
created
variable.
WHAT ELSE IS POSSIBLE?
SO MUCH!!
Graphs/Charts
Multiple queries
Other data universes
Salary Managment
Student
Space@Penn
Check out the
KnowledgeLink Training
Practice Exercises?
Follow up Session?
Click here to
Add a query.
Drag in to
change to
charts.
Formatting
can be done
on the
Properties
tab.
QUESTIONS??
Thanks so much for coming!!