Managing nVision Reports and Queries


In addition to running nVision reports, drills, and queries, there are a number of features available in PeopleSoft which enable users to manage their reports more efficiently and effectively. For more information on these features see the Introduction to Financials Reporting Learning Guide on the Finance and Administration Learning website (CCID and password required)

The following highlights these options:

nVision Report Requests and Report Manager Tips

  • nVision reports and drills run on PeopleSoft can be picked up in Report Manager.
  • nVision reports and drills generated to Report Manager are available in PeopleSoft for 30 days. After 30 days, previously run reports will need to be re-run.
  • Users who require updated reports for an open month will need to run the reports each time until the month is closed (the report will then be available for 30 days).
  • Users can filter the report listing in Report Manager by using the Name field at the top of the List tab

Monthly Reports

Most units will run the same reports each month after the month is closed. The following are options a unit may wish to consider in order to more efficiently manage their reports.

Running Reports

  • Running Multiple nVision Report Requests or an nVision Report Book
    Users can set up an nVision Report Book which allows users to choose a number of nVision Report Requests and run them at the same time. The Report Book can be saved and run each month. Report Requests in a Report Book can also be deselected to not run for the current report run, but still be available for selection for the next run.
     
  • Scheduling nVision Report(s)
    nVision Reports books can be scheduled to run at a future point in time; for example, prior to the month-end close, users can schedule the generation of month-end reports for the third business day of the following month. Users schedule reports by creating an nVision Report Book and changing the run date from the current to the desired date, in this example, the third business day of the following month. After the specified date and time, the requested nVision reports will be generated and will be available to the user in Report Manager for 30 days.

    Users can opt to set up monthly report runs for a number of months in advance. In this case, one nVision Report Book will need to be set up for each month required.
     
    Note: While users can also schedule nVision Report Requests, the tree and reporting dates used to schedule reports are public and can be changed by other users in the period between scheduling and generating reports from nVision Report Requests. When scheduling nVision Report Books, the tree and reporting dates are specific to the user and can only be changed by the user.
  • Scheduling Queries 
    Users can also schedule queries in advance of the month-end, to run on the third business day of the following month. Using the Schedule Query option, users can change the run date from the current to the desired date, i.e., the third business day of the following month. After the specified date and time, the query will run and the results will be available to the user in Report Manager for 30 days.

    Like nVision Report Books, parameters for scheduled queries are specific to each user and can only be changed by the user. Users can also opt to set up monthly query runs for a number of months in advance; in this case, one scheduled query will need to set up for each month required.

Distributing Reports

Emailing nVision Reports

Reports from an nVision Report Request or an nVision Report Book can be emailed to one or more recipients.
Note: nVision drills cannot be run on emailed nVision reports.

Saving nVision Reports and Drill Results on Local Directories

nVision reports and drill results can be saved on local directories. This feature:

  • enables users to use resources more efficiently, for example one user can run all reports for multiple users.
  • is useful for storing and reviewing reports from prior years
  • allows users  to secure reports on a LAN according to their security requirements

Note: Each report will need to be opened in PeopleSoft and saved onto the local directory, and nVision drills will not run on reports opened from local directories.

Review of faculty’s nVision reports

At a two year minimum, the unit’s nVision reports should be reviewed to ensure they meet the unit’s reporting requirements. This review would include:

  •  Review all report IDs to ensure they are still current (e.g. deptIDs are still in use)
  •  Review last run date to determine if reports are being run on a regular basis
  •  Ensure reports that are no longer required are deleted; this is done by submitting the nVision Report Form to Financial Services

IST will provide a listing of a faculty/central services unit’s existing nVision reports upon request. Senior Financial Officers should log a helpdesk ticket to obtain this information.

Query Tips

Wildcards

The wildcard character '%' can be used in most search criteria to represent a string of zero or more characters. For example, 502% finds any string beginning with the number 502 such as 502101 and 502404. The criteria %Lab% finds any string with Lab in it such as AB Labour or Genetics Lab. Entering just the '%' character will find all strings including blanks.

The wildcard character '_' represents any single character. For example, '50232 _' will find any string of six characters that begin with 50232 such as 502324.

Criteria fields which allow wildcard characters are case-sensitive. For example, if you are searching for the name Smith, you will get results if you search on %Smith%, but you will not get results if you search on %smith%.

Name Formats

The name format that the University generally uses is as follows:

[last name],[first name] [middle name/initial].

Examples:

Smith,David

 

Jones,Susan L

The project/grant manager name field and the department manager name field both use this name format. If you are unsure how a name is entered on the system, use the wildcard % around the person's last name i.e. %Smith% and it will list all the possibilities.

Search Criteria

Users are encouraged to narrow their search parameters as much as possible to ensure query runs as efficiently and expediently as possible. For example, if you are searching for a transaction that was processed in period 9, then enter period 9 to 9 instead of period 1 to 12 as the search criteria.

 

Last Update: May 2017