Sources & Uses Report

APB has made the CBIG Management P&L available in Cognos (called Sources & Uses), providing enhanced functionality that allows users to drill through directly to the underlying general ledger transaction details. We hope this report becomes a valuable resource for understanding financial performance, exploring trends, and gaining insight into how individual activities roll up into the management reporting structure.

The Sources & Uses Report provides a summary of the resources available to a department, organization, or fund and how those resources were used. The report shows beginning available resources, current-year funding received, expenditures incurred, and the remaining balance available for future activities. It is intended to help campus users understand where their funding came from, how it was spent, and the overall financial position of their unit.

Access

Access has been provisioned to any user who has CDW QDB access.

Prompt Page

Upon opening the report, you'll see the prompt page where you'll be able to filter your report. After running the report, you are able to go back to the prompt page if needed.

Use these parameters to filter for the data you want to view.

Organization / L&S Division is the only required prompt
Fiscal Year and Accounting Period are automatically selected, but you can change this if you'd like to see a different period
Click on Run Report to run the report or after selecting your organization, update the available filters below

Optional Prompts

Division, Sub Division, Department, Account Cost Center, and Project Code are filtered by the Organization selection at the top of the prompt page.
As you filter Division, Sub Division, or Department, if you would like to narrow the available account cost centers or project codes to filter on, be sure to click on the Update Filters button.

Search and Select Prompts

The Search and Select prompt allows you to quickly find and select one or more values from a large list of available options to filter the report.

Enter a keyword in the Search field to find the value you need.
At the bottom of the keyword search, choose how Cognos should match your search:
- Starts with any of these keywords – finds values that begin with your keyword.
- Contains any of these keywords – finds values that contain your keyword anywhere in the value. This is the preferred option because it provides a broader, more flexible search.
Use % to see all values – entering only the % sign as your search term will return all available values.
Select the desired value(s) from the search results.
Move your selection to the Choices box – highlighting a search result alone does not select it for the report. You must use the arrow/select control to move the value into the Choices box.
Verify the Choices box before continuing – only the values moved into Choices will be used to filter the report.

use the search and select prompt to narrow down your choices

Current Year, 5 Year, Monthly, and by Fund Group Views

The report allows you to toggle between 4 different views. You may change the view from the prompt page, or after running the report:

click on the dropdown to view multiple views

Current Year (this is the default view)
1. Shows just one column for the Fiscal Year selected
Show 5 Years
1. Shows the selected fiscal year and the four preceding fiscal years
Show Monthly View
1. Shows a monthly breakdown of the current year selected
2. June includes all fiscal year end periods (Prelim, Interim, Final).
By Fund Group
1. Shows the Budget Sub Fund Groups as columns

Report Output

Click on the Back to Prompts button at the top left to go back to the prompt page to adjust your filters
The report output will have additional filters at the top and on the left to quickly change the report on the page
You can download to Excel by either clicking on the Download to Excel button or by selecting "HTML" and changing the view at the top left of the screen

How to download a copy of the report in PDF or Excel

After running any Cognos report, click the 'HTML' option at the header to see a list of formats available for download. Listed below are various formats, along with recommendations on when to use each one.

HTML: The default view. Shows the report on the browser.
PDF: Generates a PDF of the report
Excel: downloads a formatted Excel file, and may include merged cells (not recommended).
Excel Data: downloads as unformatted Excel file (this option is the preferred method to allow for easy/quick data manipulation in Excel)

After downloading, select HTML to go back to the report view on your browser.

How to filter and sort data in the Report

After running a Cognos report, the report may have prompts (dropdowns or checkboxes) you can use to further filter your report. You also have the ability to filter and sort the data within the report using the interactive toolbar.

Click on the column you wish to filter or sort, and a toolbar will appear at the top of the page or above or below the list:

The toolbar could be docked at the top left of the page

the toolbar may be docked at the top of the report

Or the toolbar may be undocked and show up at the top or bottom of the report list:

toolbar can show above or below the report list

Filtering (the funnel icon):

Include/Exclude filters the report on the value you selected.
Create Custom Filter… allows you to select the specific values you want to include.

After setting filters you can click on the filters button on the top right to modify your filters:

Sorting:

Sort the selected column in Ascending or Descending order.

How to go to the next page of reports

After you run a report, there may be too much data to show on one page. You can go to the next page by clicking on page down on the bottom left of the page.

Additional Help with Cognos

For additional help or information on Cognos, take a look at DTS's page on Cognos:

https://dts.ucla.edu/enterprise-data-and-analytics/reporting-analytics/cognos-overview