Reporting

Financial Reporting Overview

Accessing financial information for reporting purposes can be done in several different ways. The easiest and most recommended method to use is Minerva Financial Statements. More information about financial statements is available in our Knowledge Base.

Report templates are another way of accessing financial information. Many generic templates have been designed using Crystal Reports software and query the data from the data warehouse.

• The data warehouse can only be used for querying (not updating).
• Access to the data warehouse is only available to those with a Banner userid and authorization to query Funds in the Banner Financial Information System or Minerva Finance (Fund) Administration menu.
• Data warehouse users can run either the Web Report Templates or Crystal Report Templates. No license is required to run the Web Reports.

To request access to the data warehouse, complete the online form on the IT website. You will need to enter your Banner UserID in the form. Contact the Finance Help Desk (by email / phone at 514-398-3463) if you are unsure what it is. A Banner UserID is created for everyone who has access to the Finance menu in Minerva.

To request query access to Funds, submit the FIS Authorization form.

Web Reports

These reports allow you to print or export generic reports using your web browser. Keep in mind that you cannot manipulate the report in any way (what you see is what you get). If you need to modify or create your own reports then you will have to get a Crystal Reports license or use your own query tool.

Clicking on a Report Title will run the report in your web browser. No additional software is needed to run the Web Reports

Login Instructions for Web Report Templates

Please note: This does not apply to the Crystal Report templates.

1. Select the report you wish to run by clicking the "Web Report" link.
2. When prompted, enter your McGill Username (first [dot] last [at] mcgill [dot] ca) and McGill Password
3. Below the McGill Password field, ensure that Authentication is set to LDAP
4. Click Log On
5. A Database Logon screen for banrep will appear. When prompted, enter data warehouse (Banner) username and password.
6. Click OK.
7. At the prompt, enter parameter criteria.
8. Click on OK.
9. The report displays your data dependent on the criteria entered in the prompts

Click the Print icon to print the report.

To save the report in a format other than crystal, click the Export icon.

Notes: The data warehouse is fund/org secure. If you do not have access to the fund you will not be able to view the results.

Keep in mind when running reports off of the Operating Ledger the dates must be according to the University fiscal Year. Running reports off of the Grant Ledger requires the Calendar Year dates.

An IT Service Description for the new Web reports server is now available on the IT Knowledge Base:
Article 3283

If you have any questions, contact the support [dot] ist [at] mcgill [dot] ca (ICS Service Desk) (514-398-3398) or the fishelp [dot] acct [at] mcgill [dot] ca (Finance Help Desk) (514-398-3463).

Crystal Report Templates

These templates are meant to be used as an extra tool for units with consolidated reporting needs, or those who wish to extract or manipulate data. These reports are exactly the same as the Web Reports, with the added value of allowing users to manipulate the reports to suit their needs.

ICS offers an introductory course on how to use Crystal Reports software. You will need to get a Crystal Reports license from the McGill Software Licensing Site in order to be able to run these reports.

Running Crystal Reports

1. Select the report you wish to run by clicking the "Crystal Report" link.
2. The report template will open up in Crystal Reports environment.
3. Click the Refresh button (F5) to run the report.
4. At the prompt, enter your parameters, remembering to click on each field listed to enter corresponding data before clicking OK.
5. The report displays your data dependent on the data entered in the parameters; click the Print icon to print it.
6. To refresh the report or run the report with new values, click the Refresh button (F5).
7. To toggle between pages, click the arrows located at the top right of the page.
8. To save the report click the Save button.
9. In the Crystal Reports environment you may edit or manipulate the report.