Budgetary Data Mining
Custom budgetary reports can be created in Skyward. To get there click Account Management and then Budgetary Data Mining.
Setting Field Selection
- Set fields on the report.
- Click the Select Fields button to add fields to the report.
- Check the boxes next to the fields to appear on the report.
- Click the Save button.
- Once fields have be set, the appearance of those fields can be adjusted.
- Highlight fields in order to adjust the appearance of that field.
- Click the Up or Down buttons to change the order of the highlighted field. The top to bottom order of the fields on this page will be the left to right order seen on the reports.
- Each field has two lines of headings. Type any changes to Heading 1 andHeading 2 in order to change a fields heading.
- The Length option can truncate fields length. This should only be used on text fields. Truncating numbers will cause “?????” to appear instead of an actual number.
- Account number elements have a Display option as well which determines if the actual account number will display or a description of the account number.
- Numbers have additional options as well. The Format field on this page will give a preview of how a number will display based on your choices.
- The Sign option determines how negative amounts will be displayed.
- Click the left or right arrows next to the Year option to change the fiscal year.
- Keep the Edited option checked in order for commas to be used in the number format.
- Check the box next to Whole Number in order to round to a whole number.
Setting Account Ranges
- On the Account Ranges field set the subset of fields that you wish to see on the report. If you wish to see all your accounts, skip to Step 12. Note: No matter what you specify in the ranges, you can not receive information on accounts if you do not have access to those accounts.
- Use the checkboxes to choose whether to see Expenses, Revenues, and both.
- In the Dimension area specify a Low and High value to create ranges. Any accounts within that range will appear on the report.
- To exclude certain funds within your specified ranges, use the Exclude Filters for Operating Statement Accts area.
- For this example, will we say that we want functions 1111, 1112, 1114, & 1116 to display on the report but not 1113 or 1115.
- We would have set the FUNCTION Low value to 1111 and High value to 1116.
- In the Exclude Filters for Operating Statement Accts area click the Addbutton.
- From the Range Field drop-down sleect EXPENSE FUNCTION
- Set the Low and High values to 1113.
- Click the More button.
- Set the new Low and High values to 1115.
- Click the Save button
- This would result in showing all functions between 1111 and 1116 excluding 1113 and 1115.
Breaks allow the report to create subtotals and or if Print Detail is set to No, the Breaks also allow the report to only consolidate subtotals for a group of accounts.
- To set a break, check one of the check boxes on the Breaks page. When setting a break, check the box in the last digit of the element to subtotal; not the digit following. For example: For subtotals on Location, check the 3rd box in the LOC grouping; not the 1st box in the FUNC group.
- For each Break, there are additional settings that can be configured:
- The Break drop-down, sets whether there is a Single space, Doublespace, or Page break when a break is met on the report.
- Setting Heading to Yes will cause print the text definition of the element where the break occurs. For example, if Heading is set to yes on a break in the Fund, then your report may list out headings like “Educational Fund” or “Transportation”.
- Setting Separator to Yes will place a blank line between a grouping of accounts and that groupings subtotal.
- The Double Underline puts a double underline under each column of dollars.
Example: spacing of breaks.pdf
- Type any Notes in the first box. This is an area for reminders that indicate the use of the report.
- If Conslidate Funds is set to Yes then the sorting of the accounts will ignore the Fund. Example: 10E001 2660 00 and 20E001 2660 00 are not sequentially next to each other, however if Consolidate Funds is set ot Yes, then they will appear near each other since the sorting of accounts will begin at Location instead of Fund.
- Budget Balance – Typically users will use All Accounts.
- Under Budget Only or Over Budget Only – Unexpended Balance will return matching accounts ignoring encumbrances.
- Under Budget Only or Over Budget Only – Unencumbered Balance will return matching accounts encorporating both expendatures and encumbrances.
- Print Detail works with the Breaks tab to the accounts that display.
- By selecting Yes, every account in the range will display.
- By select No, the report will only show subtotals based on the breaks that have been setup. For example, a user could roll up each Fund and Location.
- Print Totals prints a grand total at the very end of the report.
- Supress Zero Amounts leaves a blank space in place of any field that would be $0.00.
- Account exclusions allow for additional account exclusions. Check the box and then select from the drop-down menu.
- If checked Addt’l printing prompt for current user will force the user to select an account range before printing.
- Click the Save and Add Breaks button.
Adding a Report
Important: Once the Report Type is set for a report it can never be changed. If you need to change the report type, you will need to start over with a new report.
- Click the Add button
- Type a Report Name. This is what will appear when selecting a report in Data Mining.
- Type a Report Title. This will appear on the printed report.
- Select a Report Type. This encompasses both the type of funds and the level of detail to included on the report.
- Fund Type:
- Revenue/Expense – This will be the most commonly used selection outside of the business office.
- Balance Sheet – This will include assests, liability, and equity.
- Combined B/S and O/S – This will include all fund types.
- Summary versus Detail:
- Summary – Summary reports only run by month. To view only rolled up totals, use Summary. Choosing Summary will mean that the Sources page is unavailable for use in the report.
- Detail – To view transaction level activity on a report, use Detail. Detail reports also run based on a date range set by the user instead of a specific month.
- Fund Type:
- Click the Save and Add Parameters button to save the report information and set Parameters.
An example of Summary a report and a Detail report which have the same fields selected: