Running Adhoc nVision Reports

i. Preface
I. Running an Adhoc Report
II. Copying an OKCDT report to the OCITY/Adhoc Reports
III.Creating a Custom Scope


i. Preface:  Things You Should NOT Do
Fund Accountants have access to run nVIsion reports, modify report requests, and create/modify scopes so that they can get updated information on an adhoc basis without having to go through Systems. However, before we start, there are some things you are unable to do or should NOT do.

• Run/Modify Report Requests saved under the OKCDT Business Unit
  -Look for a version saved under OCITY or copy the OKCDT one (instructions below). These are System's reports that we schedule to run. So changing those will mess up that up.
• Modify Scopes other than your own
  -The OKCDT reports and other users rely on scopes doing what they say. If it says '060' the assumption is that it's a scope for just fund 060. If it says '060 OU' then it should be all of the OUs within fund 060, etc. You can create your own (i.e. i might have some like JAB-OU, JAB-TEST). More on that below.
• Modify Layouts
  -As of the time of this procedure only users in the nVision Report Team group can modify layouts and save them to the layout directory. You can create your own and save them elsewhere, but in order to run them you need to have them opened (Open Layout -> Navigate to location) already. If no layout of the name indicated on the Report Request is open nVision looks in the layout directory where you can't save. This is to prevent accidental modification or deletion of crucial report layouts.
• Run Reports to the FI-Reports Folder
  -Most users don't have access to run reports here. So if a layout indicates that in the directory your report will fail to run. If it's an OKCDT Report Request try using the OCITY version instead of creating an OCITY version if one doesn't exist. (See below).

I. Running an Adhoc Report
Report requests meant to be ran as needed (adhoc) are generally stored under the ‘OCITY’ business unit. A good example is the OCITY/BANK report ran for monthly bank reconciliations. The Business Unit field on a Report Request doesn't affect the out by default. If you run OCITY/DY_ALOU1 and change the scope to one for Fund 680 (OCMFA) it will work fine because we don't usually check the box on the bottom left that says 'Data from Requesting Business Unit Only'. So, in effect, we use the Business Units here to separate different versions of reports - primarily the OKCDT reports users shouldn't modify.

To run a report, launch nVision then do the following:

1. Click 'Open Report' on the left hand bar under 'Actions'.
2. Type 'OCITY' as the Business Unit Qualifier.
3. Type the Report Name you want and click OK.
   -If you don't know the report name you can type something like "DY_" and then click 'Get List' to see all Report Requests that begin with that.
4. Modify the Report Request as necessary, e.g. Scope, Directory, File Name, etc.
   -Note: You don't need to Save these changes unless you want them to always populate. Some modifications might be temporary, e.g. a change to the Directory/File Name fields.
5. Click Run to start your report request(s) processing.
   -Note: In some cases you may need to instead click 'OK'. This opens up the layout before running the report(s) in case you need to enter a value. For example, in the OCITY/BANK Report Request users need to enter their Bank Code on the template.
   -Some Report Requests have prompts that need to be entered as it runs (Cashflows). Please refer to your fund accounting procedures on those.
   

Below is some information on Report Request Fields you may need to modify.

1. Business Unit: You will usually only need to modify this if you're copying a report request. As mentioned at the beginning of this section, this value doesn't actually restrict your results by that BU.
2. Scope: You can modify the scope to determine what set of reports are ran. A report will be ran for each chartfield included in the scope. i.e. a scope for Fund 680 will run one report but a scope for several OUs or “680 OUs” will run several.
   
3. Directory Template: Change where the reports save. If the field is blank it goes out to a default peoplesoft network location. Something like C:\Temp\ is generally recommended. You can also use \\ci.okc\okc\FI-ASD\Temporary\
4. File Template: This is the name the file will have. Something like %SFV% is a variable (Scope Field Value) so that scopes with multiple chartfields are named differently. For example, the Bank Recon layout uses the %OPR% (your first name) so that you don’t conflict/overwrite bank recons other people are running. If you can’t run a report because one with that name exists, you can throw something like 1 at the beginning or before the .XLS part of this field so that the name is different.

II. Copying an OKCDT report to the OCITY/Adhoc Reports
If you need to run a Daily/Monthly report and no OCITY version exists for some reason, here is how you can easily create one.

1. Open the OKCDT version of the report request.
2. Change the business unit to 'OCITY'.
3. Clear out the ‘Directory Template’ field.
4. Click 'Save'
   -This creates a new report request with the same information under the OCITY BU, so you're free to modify it to fit your needs.
   
   
   

III. Creating/Copying a Custom Scope
If you need to run reports for a set of chartfields (business unit, fund, ou, etc.) that isn't covered by an existing scope you can create one. Usually we prefer these are named such that they clearly belong to a user. For example, AEF-OU would indicate that the scope is likely a custom operating unit scope that Alex Elsa Fedak uses.

Warning: Always give your scopes a unique name, even if you save them in a different BU (also referred to as TableSet ID) here). Your Report Request will run the first scope of that name it can find so if you have multiple versions you may not get the results you expect. We recommend just saving everything under OKCTY with a unique name like previously mentioned.

1. Find a scope that uses the chartfield you want, (i.e. Operating Unit in this example.)
   -Note: I actually just typed 'OU' then clicked 'Get List' to see these options.
2. 
3. Open it, and then change the name to something identifiable (JAB-OU here). Click Save.
   
4. You've now got a scope name you can enter in to report requests and modify as needed. You can delete the OUs you don't want the bottom right box and add the ones you want.
5. Enter your scope name in your Report Request and click Run.

Advanced Scope Info:
The 'Field' box on the bottom left says which chartfield type you're running for and the box to the right of it shows specifically which of those chartfields you want to run. In the above example the original creator chose 'Selected Detail Values' when choosing the Field. But there are also options for ALL Detail values (so you won't have a box on the the right) or you could even say to give you all of the Operating Units contained in a tree node. The "003 OU" Scope is a good example of this where we want every operating unit contained in the ASD_OPER_UNIT > 003_GO_BONDS node. Effectively letting you run every OU in a Fund without having to key them individually.