ORA-AFBR-FAQ

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All Funds Balance Report FAQs

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All Funds Balance Report (AFBR) - User Guides and Frequently Asked Questions

 

User Guides:

As there are two methods to access the report, there are two corrresponding user guides: AFBR Trailhead User Guide

PDF version

Text only version

, for PIs, Co-PIs and Fund Managers, and  AFBR Cognos Direct User Guide

PDF version

Text only version

for Fiscal Officers, Program Administrators, and others with Cognos authorization. Choose the relevant guide for assistance with learning the basic report functionality.  If, after exploring the report, you would like more information or guided help, please contact ora@mines.edu for more information.

Frequently Asked Questions (FAQ):

What is the All Funds Balance Report (AFBR)?

The All Funds Balance Report (AFBR) is a user-friendly Cognos report that offers a snapshot of an individual’s fund balances and activity. Funds included in the report:

  • External and University Sponsored Research
  • Cost Share
  • Professional and Research Development
  • Foundation and University Gifts
  • Auxiliary
  • Other Departmental Cash

General and Capital/Plant funds are not included in this phase. Within the report, funds are organized by type, with drill down capability to summarized information on budget, activity, encumbrances and available balance. Further drill down to transaction level detail on fund activity - including line-item tution and salary information - is available in the report as of August 1, 2017.

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Who Can Use the AFBR?

Academic Faculty and Research Faculty listed here

PDF version

Text only version

have been automatically authorized to run the AFBR report. All others must submit the proper Cognos Authorization Form to the Business Intelligence Team at bi@mines.edu in order to use the report.  Please navigate to Trailhead > Staff Resources > Operational Data Store > to download the Cognos Authorization Form.

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Where Do I Access the AFBR?

PIs, Co-PIs, and Fund Managers with Cognos authorization and a portfolio of funds can simply login to Trailhead, select the My Funds tab, and the AFBR Cognos report will generate automatically in the Luminis portlet, displaying all funds with which they are associated. Note, users accessing Cognos for the first time may be challenged for a Cognos password and a Luminis Connector password. Both are the same as the Trailhead/multipass password. This secondary login request will occur at initial login or after Trailhead/multipass password updates.

Fiscal Officers, Program Administrators, and others with Cognos authorization, can access the report directly via Cognos by logging in, navigating to Public Folders ‎> Finance ‎> General Campus ‎> Controller Campus ‎> AFBR and running the report ‘AFBR-L1-summary’. The user will be prompted to select from a pulldown list of current PI, Co-PI, and Fund Manager names.

Please note, when using an off-campus network, VPN connection is required to run the All Funds Balance Report; preferred methods include secure.mines.edu or OpenVPN.

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I have an error message. What do I do now?

There are two known error messages that a user may receive when clicking on the My Funds tab within Trailhead.

1) No Cognos Authorization Form on file:  If you receive the error message shown below, it means that you have not submitted your Cognos Authorization Form. Complete the form and submit to bi@mines.edu, or contact bi@mines.edu for completion status if you have already submitted a form.

2) Password mismatch between Trailhead and Luminis Connector: If you receive the error message shown below, it means that your Trailhead (multipass) and Luminis Connector password have become mismatched. Please contact ora@mines.edu; rsantiago@mines.edu so that we may have someone from the Identity Management team assist you in updating your password(s).


 

If you receive any other error message, please submit a HelpDesk ticket to CCIT. Include as much detail as possible about the error message, which browser and platform you were using, which network (on or off campus) you were connected to, and whether you were using the report via Trailhead or directly through the Cognos application. Screenshots are always helpful!

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Is There Training for the AFBR?

As there are two methods to access the report, there are two corrresponding user guides: AFBR Trailhead User Guide

PDF version

Text only version

, for PIs, Co-PIs and Fund Managers, and  AFBR Cognos Direct User Guide

PDF version

Text only version

for Fiscal Officers, Program Administrators, and others with Cognos authorization. Choose the relevant guide for assistance with learning the basic report functionality.  If, after exploring the report, you would like more information or guided help, please contact ora@mines.edu for more information.

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What types of funds are included in this report?

Funds included in the All Funds Balance Report are Sponsored Research, University Sponsored Research, Cost Share, Professional Development, Research Development, Foundation Gifts, School Gifts, Auxiliary and Other Departmental Cash. In future, General and Plant funds will be added to the report.

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Why does a closed fund show up in this report?

The main filter for this report is the Banner FTMFUND Termination Date field. If this field is null, the fund information is pulled into the report.  There are many reasons that a 'closed' fund might not have a Termination Date entered in Banner FTMFUND, including closeout period not completed, closeout documents not filed, data entry error, etc. If you believe a fund is closed and should have a Termination Date but does not, please contact ORA at ora@mines.edu.

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Who do I contact if one of my funds is missing from this report?

For errors in this report regarding Sponsored Research funds, please contact ORA at ora@mines.edu. For all other funds, please contact the Controller's office at CO-Accounting@mines.edu.

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Is that all there is?

Upcoming phases of the report include adding general funds, providing encumbrance detail, and enhancing the report with advanced user interface functions. Detailed information regarding these phases and features will be provided as they become available.

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Do I have to connect to VPN to view this report?

Viewing the All Funds Balance Report (AFBR) requires connection to VPN when running the report from any computer connected to an off-campus network. When connected to direct or wireless campus networks, VPN connection is not necessary to run the report.  Preferred methods for connecting to VPN include login to secure.mine.edu or OpenVPN.

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