R⋆STARS Data Entry Guide

Chapter #11

Reporting

PURPOSE

This chapter is intended to provide system users with an understanding of the reporting options and procedures. Maintenance information for the 91 – Report Request Profile and 95 – Report Distribution Profile are presented and financial reports are discussed.

Table Of Contents

introduction

11‑1    REPORT REQUEST PROFILE

Control Key

Time Frame Information Elements

Classification Level Options

R⋆STARS VALID REPORTING LEVEL

Data Selection Options

Relationship to Other Tables

11‑2     REPORT DISTRIBUTION PROFILE

Control Key

Media Types

Introduction

Accurate reporting of financial data is a key requirement in any organization. Reporting methods must provide financial data that is both current and in a meaningful format. There are three methods used by R⋆STARS to provide financial data to users. These three methods and other R⋆STARS reporting features are briefly discussed in this chapter.

R⋆STARS reporting capabilities have been designed to meet the unique needs of governmental agencies. Agencies can request standard reports for different accounting periods at varying levels of detail. To satisfy certain information requirements, special selection criteria options are available. Agencies can also specify the output media on which the report is to be generated, the number of copies needed, and any special delivery instructions.

11‑1 REPORT REQUEST PROFILE

Each agency may select from various report options depending upon the nature of data being requested and the use of the report. The 91 profile is designed to offer these options. This profile enables the user to customize reports using the following options:

◾ Time frame

◾ Classification Level

◾ Data Selection

The functions and contents of the 91 profile are described below.

Control Key

The Report Request Profile control key consists of Agency, Requester (up to four-character identification assigned by the user), Request Number (00-99 assigned by the user) and Report ID (prefix DAFR for a financial report followed by the report number).

R⋆STARS reporting includes listings for most system profiles. Profile reports have a prefix of DAFQ followed by the three-character profile ID with a trailing 0. For example, the 24 – Index Code Profile would be requested using the Report ID DAFQ0240 and the D11 – Agency Object Profile would be requested using the Report ID DAFQD110.

The control key uniquely identifies each report request. Any change to a control key element will generate an additional report request. When a report is generated, the control key for the report request is printed in the top left corner of the report.

Time Frame Information Elements

Using the time frame options, the user can control when the report will be generated and what accounting periods will be included in the reports.

Time frame elements include:

The Appropriation Year option allows the selection of a specific appropriation year. If left blank, the report will bring back all appropriation years.

The Period option allows the selection of current month data (CM), current year data (CY), last current closed month data (CC), prior month data (PM), prior year data (PY) or data for a specific fiscal month (01 for July through 12 for June of the fiscal year or 13 for the end-of-fiscal-year reporting period).

The Fiscal Year option must be filled in when a specific month is entered in the period.

The Range option allows the selection of a range of fiscal dates. Fiscal dates consist of the fiscal month (01-13) and the fiscal year in MM-YYYY format.

The Frequency option allows the selection of a report daily, weekly, monthly, quarterly, annually or for one specific day.  Financial reports can only be ordered on Fridays with a “Full Report” fun in R⋆STARS. Profile reports can be ordered any day of the week.

The D64 –  Report Control Profile defines the valid time frame options for a specific report.

Classification Level Options

The classification structure for R⋆STARS is highly flexible and recognizes that different users have needs for reports at various levels. In order to accommodate various users' needs, most R⋆STARS reports allow the user to define one or more levels of the classification structure that will appear on a report.

Classification level options include:

For example, many reports may be selected at the D23 – Fund Profile Fund Level (by entering 4 in the Fund Level of Detail Field on the 91 profile) or at the Appropriated Fund Level (by entering 3 in the Fund Level of Detail field). The specific level of detail options available for the standard reports are presented in the exhibit below. The D64 Report Control Profile defines the valid classification level options for a specific report.

R⋆STARS VALID REPORTING LEVEL

Data Selection Options

Because of the volume of information stored in R⋆STARS, a user may want to limit a report to a specific fund, comptroller object or other data element. A user may also want to limit a report to a range of organization codes, a range of appropriated funds or a range of agency objects. There are data selection options for Agency or Agency Group, Organization code, Program Code, NACUBO Fund (not used in Oregon), Appropriated Fund, Fund, Comptroller Object, Agency Object, General Ledger Account and Agency General Ledger Account. Most R⋆STARS reports will allow the user to control one or more of the data selection options. The D64 profile defines the valid data selection options for a specific report.

In addition, Special Select 1 (SPEC SEL 1) and Special Select 2 (SPEC SEL 2) options may be allowed or required for classification elements or for other unique processing options. The instructions for using Special Select 1 and 2 can be found in the 90 – News/Help Table using the Report ID as a keyword. An example of the Help Screen for Report DAFR6050, page #2, is shown below.

Example:

Relationship to Other Tables

All reports requested using the 91 profile must be established on the D64 profile. An example of this screen is provided below for report DAFR6050. The D64 profile is centrally maintained and identifies all valid requestable and profile reports, whether reports are requestable by agencies, and what options are required or not allowed on each specific report. It also indicates which printer types are appropriate for the report and if remote print is available.

Example:

Example of 91 Profile:

11‑2 REPORT DISTRIBUTION PROFILE

The 95 profile controls the distribution of R⋆STARS reports. This profile is designed with many user options to provide the flexibility necessary to distribute reports efficiently and on a timely basis. This profile allows you to:

◾ Identify the person/organization who will receive the report.

◾ Describe the report recipient's name, address, telephone, and any delivery instructions.

◾ Describe the media on which the report will be produced (hard copy or microfiche).

◾ Identify the printer on which the report will be produced.

◾ Specify the number of copies.

Control Key

The Report Distribution Profile control key consists of Agency, Requester and Distribution Code. The Agency and Requester on the profile must match the information on the 91 profile. The Distribution Code is user specified.  Request Number and Report ID information can be included to narrow the report distribution selection but are not required.

Standard default 95 profile records can be set up for each agency. The default profile as shown below will distribute all reports for agency 107 requested by HOOD as requested regardless of the request number or report ID specified on the 91 Profile.  Any report requested on the 91 profile with a different agency or requester will not be included in this distribution group. Reports that are requested without a corresponding Agency and Requester on a 95 profile will be delivered to SFMS Central as undeliverable to the agency.

Example:

Media Types

Valid Media Types for reports are:

◾ ERPT – Creates and transmits print files for control reports centrally maintained on CD.

◾ SPL1 – Prints at the Print Plant on standard gray bar paper, portrait style – 2 up duplex.

◾ SPL2 – Prints at the Print Plant on standard gray bar paper, portrait style – 2 up simplex.

◾ SPL3 – Prints at the Print Plant on standard gray bar paper, landscape style – 1 up duplex.

◾ SPL4 – Prints at the Print Plant on white paper, portrait style, for A/R Invoices and Statements.

◾ SPL5 – Prints at the Print Plant on standard gray bar paper, landscape style – 1 up simplex.

◾ COM – Standard Computer Output Microfiche. One microfiche with breaks by requesting agency and requester. Device ID is not used with COM.

◾ IMG – Imaging. New as of April 2000. Originated by Department of Human Services who has an electronic imaging system (called Mobius). It reads DAFR reports and once extracted and sorted by someone at the agency, reports are made available in an electronic format to each of their agencies on-line.

◾ WRP1 – Produces Electronic Reports in an Adobe PDF file in landscape format for view on the internet.

◾ WRP2 – Produces Electronic Reports in an Adobe PDF file in portrait format for view on the internet.

◾ RJE – Remote Printer Reports. The specific printer for which RJE media based reports are routed is the device ID and must be valid on the D63 – Device ID Profile.

Example: