April 15 , 2008

Help File Updated
The ODS Help File has been updated. To download a current copy of the Windows version, please visit The Help File.

An updated HTML version of the Help File is available also.

New Discoverer Report: IS.PO_PO or Invoice Distribution Detail

This new report has three tabs that show PTAEO distribution amounts for:  PO Invoices, Payment Vouchers, and approved Purchase Orders. In addition to showing the amounts distributed to various PTAEOs, each tab contains additional information to provide as broad a picture as possible of the transactions, such as: invoice paid status, posted status, and PO ship-to-location.

The report can be used as an aid in: viewing electronic invoice distributions, determining where to file invoice documentation for monthly reconciliation purposes, as well as other analysis of invoice/PO distribution details.

FM Report Standardized Parameters

Starting March 17, 2008, as part of a FUSS initiative, all FM reports will have their parameters expanded to provide additional options at run time.

The expanded selection options include the ability to choose a single project or award, or to select multiple organizations via an MBU or Dept option, as well as miscellaneous other parameters depending on the report.  Also, a “Default to prior period” option was added to reports with a period parameter to allow you to schedule reports to run on a recurring cycle (i.e., at the beginning of the month) without having to change the period parameter.

Please note: if you are running a user modified version of the standard FM reports, you are not required to redo those changes. Your reports will continue to work with no changes required.

February 12, 2008

Friday, February 15, is the last business day you will be able to use Discoverer 4.1.  Beginning Monday, February 18, you must be on the new version, 10.1.  We encourage you to log on to the new version and run a report from the database to ensure you are ready for the transition.

To launch Discoverer 10.1, click: Start, All Programs, Oracle Business Intelligence Tools – BIToolsHome1, Oracle Discoverer Desktop

November 16, 2007

Planned Discoverer Upgrade to Version 10.1   

It’s time to upgrade Discoverer so that we may stay on a supported release.

Our long term goal is to roll out the new web version of Discoverer. However, at this time, based on end-user evaluation and subsequent testing, the web version is not as fully featured as we would like, so we will be upgrading to the10.1 desktop version rather than the web version.

Discoverer users can anticipate few, if any, noticeable changes in the look, feel, and use of the new desktop version. 

HOW/WHEN

• 10.1 Desktop Upgrade
• Requires software to be installed on end-user PCs
• Software will be distributed through LSP network
• Can co-exist with 4.1, so can be installed ahead of time
• Timeline:
• Nov 26, 2007: LSPs can begin installing Discoverer 10.1 on users’ desktops
• Jan 14. 2008: Users can start using Discoverer 10.1   (30 day overlap 4.1)
• Feb 15, 2008: Users must stop using Discoverer  4.1

ISDS is in the process of testing all pre-defined reports.  In early December, a number of the usability group members and central office users will test their User Defined Reports.   Discoverer users will be notified of any issues that arise.

If you have a number of user-defined reports that are critical to your school/department and would like to be included in the early December test group, you may email Rose Chisholm at ra6j@vriginia.edu and we will do our best to accommodate you.

November 14 , 2007

Help File Updated
The ODS Help File has been updated. To download a current copy of the Windows version, please visit The Help File.

An updated HTML version of the Help File is available also.

September 21, 2007

FM_Project BBA Summary
We are pleased to announce a new Discoverer report designed by the Finance Usability and System Solution (FUSS) group. It may be used in place of the FM_Project BBA by Expenditure Type report for month-end reconciliations. 

The report features include:

• Budget, expenditures, commitments summarized at the expenditure category level (except for personal services)
• Produces fewer lines/pages of print:
• Generally produces only a single page for a PTA combination.
• Zero dollar lines / pages are omitted
• Only non-grant PTA combinations are shown. Grant PTA combinations appear on the new FM_PI Funds Available report.
• Project, Award, and Task (numbers and names) are page items on the report.
• Flexible report parameters allow you to run the report for a single project, or all projects owned by an Organization, MBU, or Dept (budget hierarchy). And a new "Default to the prior period" parameter allows you to schedule the report to run on a repeating basis on a specified day of the month without having to reenter parameters.
• Reviewer and Approver text and signature lines appear in page footer.

The report has two tabs.
BBA by PTA – this tab shows all non-grant PTA combinations except for YY awards owned by the School of Medicine. 

September 7, 2007

Help File Updated
The ODS Help File has been updated. To download a current copy of the Windows version, please visit The Help File.

An updated HTML version of the Help File is available also.

April 2, 2007

Discoverer Report Changes:

IS.FM_Expenditure Detail by Project & IS.FM_Expenditure Detail by Award
Changes were made to these reports on March 30, 2007, to the Employee/Vendor/Comment and Transaction No columns to accommodate eVA billing cost transfers. NOTE: Setting the Show Purchasing Line Item Detail option to N also will cause eVA billing cost transfer details to be collapsed and summarized onto one line per PTAEO.

New Reports:

IS.FM_PI Funds Available Report
This report provides Principal Investigators for grant and contract awards a high level budget balance available report by project.

IS.FM_PI Project Detail Reports
This workbook contains 3 project detail reports designed to provide the PI with high level project information. The reports are: Expenditure Detail, Planned Expenses, and a Labor Schedule report.

March 21, 2007

Discoverer Upgrade Being Evaluated
A group of staff members from a number of departments has been assembled to evaluate the latest version of Discoverer, OracleBI Discoverer 10g. 10g includes a number of enhancements to the web version of Discoverer which we hope to be able to use at U.Va.

The evaluation is scheduled to continue through April 9, after which ISDS will decide whether or not we should upgrade to 10g. Please refer any questions to odsadmin@virginia.edu.

December 12, 2006

Report Announcement: GL_Cash Balance Summary by Org
We are pleased to announce a new Discoverer report designed by the Finance Usability and System Solution (FUSS) group.

The report shows a one-line summarized cash balance for all revenue projects owned by a specified organization, department, or MBU, and highlights any deficit conditions. A grand total at the end of the report provides an overall cash balance position at the organizational level.

The report contains 2 tabs: Operational and Non-Operational activity.

Operational represents funds expendable for carrying out the primary purpose of the University: instruction, research, and public service. They are normally used for annual operating expenses. Examples include: State Appropriations and Tuition, Gifts from private donors, Sales and service income, Auxiliary revenue and cost recoveries, Endowment and Quasi-endowment income, and Intellectual Property royalties, licenses, etc. Operational funds are typically managed by schools and departments.

Non-Operational represents the University's long term assets and agency funds which are not usually used to support annual operating expenses. Examples include: Endowment & similar funds (principal), Annuity & Life Income funds (principal), Plant finds (Capital Projects), and Agency funds (e.g., HSF). Non-Operational funds and balances are typically managed by Central Offices.

See Focus on Reports Session 16: GL_Cash Balance Summary by Org for more details.

August 4, 2006

Discoverer Report Changes

PAY_Payroll Reconciliation Report
We are pleased to announce this new Discoverer report that was developed by a special Payroll Reconciliation Usability Taskforce. It provides complete details of how gross pay was calculated at the assignment level and how it was charged to PTAEOs. The report has flexible selection criteria and is sorted by assignment, organization, and supervisor.

The first tab of the report (named Payroll) shows pay elements for which hours were entered, both hours earned (i.e., Comp Special Earned) as well as hours paid. It also shows pay elements entered by UHR (i.e., Acting Pay or Military Leave). A second tab (named Labor Distribution) uses the same selection and sort criteria as the Payroll tab to show how gross pay was charged to PTAEOs. The third tab (named By Employee) shows the same information as the Payroll tab for a specific employee.

See Focus on Reports Session 14: Pay_Pyaroll Reconciliation Report for more details.

GL_Revenue Project Relationships - new tab
A new tab, Revenue Project Managers, has been added to this report that shows all the revenue project managers and all revenue projects assigned to that manager. A page item allows you to view all revenue projects for a selected organization.

See Focus on Reports Session 15: GL_Revenue Project Relationships for more details.

1. The Operation Data Store (ODS)
   The ODS is a copy of the Oracle applications database that is created specifically for reporting. This copy is updated each night.
   
   The primary tool for reporting from the ODS is Oracle Discoverer.
   

2. Application Reports
   These are reports which are run form within the Oracle Application. They are either standard reports that are provided with the application, or custom reports that were developed by the Integrated System Deployment & Support staff.
   
   For information on application reports, please refer to the appropriate module. For information on scheduling Application Reports to run at a future time, please see Scheduling Oracle Standard Reports.

The Operational Data Store (ODS) is a separate database, on a separate machine from the primary Integrated System application database. Each night at 5:30, a backup of the application database begins. Later in the night, this backup is copied to the ODS. Therefore, the data in the ODS is an exact copy of what was in the application database the previous evening. However, because nightly batch processing has not yet taken place at the time the backup is created, some data in the ODS may appear to be older. For example, transactions entered into the application yesterday may not have been posted to the General Ledger at the time the backup is created. This is illustrated in the Refresh graphic. Please note that this represents what will happen on a typical day. At month-end, the ODS will not be refreshed until month-end processing is complete, so all relevant data should be present in the ODS the following day.

The ODS is located behind the U.Va. firewall. Therefore you must be logged into VPN in order to be able to access the ODS.

The primary tool being provided for use with the ODS is Oracle Discoverer. Through Discoverer, users have access to a number of easy-to-use predefined reports. Those who need to create their own reports can do that by adapting the predefined reports to their own needs, or by creating new reports.

While Discoverer is the primary tool provided and supported by ISDS, other tools may be used. Regardless of the tool you intend to use with the ODS, you should install Discoverer, because the installation includes other software that is needed to connect to the Oracle database from any tool.

In order to use Discoverer or other tools with the ODS, you need to have an active Integrated System account, including one or more of the following responsibilities:

• UVA ODS Specialist
• UVA ODS Specialist-Limited
• UVA ODS Specialist-Restricted
• UVA ODS Specialist-Deducts
• UVA ASC ODS Viewer

When you use the ODS, you will be using a number of database views which combine data from many sources in order to make them easier for you to use. Most of these views are part of a purchased product called Noetix Views. Others were developed by ISDS to meet U.Va.'s particular needs. If you use Discoverer, the views will be divided into broad Business Areas that indicate their general purpose. Through other tools, you will see the views in a single alphabetized list. It is extremely important to choose the correct view or views for the information you need. For more information on the ODS views and the data they contain, see the ODS Help file.

The ODS is not to be confused with the U.Va. Information Warehouse. The ODS only contains information from the Integrated System Oracle Financials application. This data begins with fiscal year 2002 (i.e., the July 2001 accounting period). Data for prior years should continue to be obtained from the Information Warehouse.

The Finance Usability and System Solutions (FUSS) Task Force prepares a series of presentations that focus on reports. Each session focuses on several reports and explains how to read them and when to use them, and any related features available. The slides from each presentation are posted here for future reference.

To view or print a copy of one of these presentations, complete with text of the presentation:

1. Click on the appropriate Focus on Reports document, and open it.
2. From the Menu bar, select: Edit, Edit Slides.
3. From the Menu bar, select: Print.
4. Select Note Pages from the Print what: drop down box.
5. Click Preview to view on line, or OK to print.

• Session 1: FM_Expenditure Detail by Project, and FM_Project BBA by Expenditure Type reports.
  
• Session 2: Scheduling Discoverer and Standard Reports and Printing and Reprinting Standard Reports
  
• Session 3: LD_Pay & Distribution ADJ History Report
  
• Session 4: FM_Personnel Costs by Fiscal Year Report
  
• Session 5: Cash Balance by Project Report
  
• Session 6: GL_Only Project Activity Detail Report
  
• Session 7: UVA PA Revenue vs Installment vs Project Funding vs Expenditures
  
• Session 8: FM_Installment Modification by Organization Report
  
• Session 9: UVA PA Installment vs Projecting Funding vs Expenditure
  
• Session 10: Award BBA by Award Manager
  
• Session 11: BU_Budget vs Actual by Revenue Project
  
• Session 12: LD_Labor Suspense Detail Report
  
• Session 13: LD_Labor Schedule Hierarchy Report
  
• Session 14: Pay_Payroll Reconciliation Report
  
• Session 15: GL_Revenue Project Relationships
  
• Session 16: GL_Cash Balance Summary by Org Report
• Session 17: FM Report Standardized Parameters
• Session 18: PO or Invoice Distribution Detail