Fiscal Year-End Reporting Guidance & Tips; HUBS Actuals Updates Following Scheduled Year-End Close Dates

Every year-end we experience exceptional reporting demands during the closings. Following these suggestions on reporting will reduce the time required to run your reports.

• Use the Detail Listings "close" dates to limit to the specific transactions that occurred in each close. Choose the specific close (First Close, Second Close, etc.) from the report period pick list. Note that the start and end dates populated for these periods will display July dates. For these closing periods only, these dates refer to the actual entry dates of fiscal month June entries. It is strongly recommended that you take advantage of using the close dates to narrow the scope of your data rather than capturing all of the Prior Fiscal Year data throughout the close periods.
• IMPORTANT NOTE: Fiscal Year 2014 close dates will not be displayed in the Detail Listings report period names until July 1. On July 1, these dates automatically update to the FY2014 dates. This does NOT preclude setting up and scheduling reports in advance. The FY2014 dates will automatically repopulate all scheduled reports.
• Schedule your closing reports to run on the Year-End "Event" dates.
• Enter all of the chart segment parameters you can for a given report request to increase performance for yourself and the whole University. Never use your security view to filter your data. For example, let's say a user wants to see amounts for a range of objects within the tub and org for which they have a view. Because of their view limitation, the user will get the same result whether tub and org are entered as parameters or not. However, not including tub and org will make the query take much longer to run, tying up system resources and slowing things down for all report users.
• Only use transaction reports like the Detailed Listing when you really need to see the transaction line detail. Summary-level balances can be retrieved in reports such as the Summary Actuals Listing report, Fund Summary report, Fund, Gift, & Unrestricted Unexpended Balance report, and the Budget Variance report.
• Preserve server disk space by deleting unneeded reports instead of waiting for them to purge. (Note: Report requests are systematically purged after seven days.) This is especially important if you have report output that you know is large.
• Keep in mind that, as of July 1, the Current Fiscal Year to Date option will reflect FY2015. To retrieve FY2014 year-to-date transactions, select the Prior Fiscal Year date period from the period pick list.