Understanding the GL069 Financial Summary Report in Cognos Analytics

The Financial Summary (Including Multi-Year Funds And Excluding Agency Funds) Report can be used to get a snapshot of all your grant and non-grant chart strings (except agency funds). Multi-year funds include funds that are not bound to the fiscal year calendar. This report displays summarized expense and revenue (actuals and budget) financial information by chart string. The report includes all chart strings except agency-related funds (start with 7).


Although this report was designed for administrators at the major unit level, anyone with access to see budget information in Cognos can run this report. Data will only be returned for chart strings you have access to view. Anyone with Cognos Reporting and row-level security to departments or tree nodes may access the report.


Begin by logging into Cognos Analytics.

  1. Click Team content, from the Navigation Panel.
  2. Click Finance, Facilities, and Research Administration folder.
  3. Click School or Central folder.
  4. Choose and Click any of the following folders. (Note: You may not see all the folders listed as this tied to your security settings)
    • Accounting Services
    • Budget
    • Facilities
    • Sponsored Programs Management
    • Supply Chain
    • Voyager
    • Budget/COA
    • Monthly Financial
  5. Click the report title to see the prompt page.

Prompt Descriptions

Prompts Descriptions
  • Business Unit
  • Fiscal Year
  • Accounting Period
  • Sort order*
  • Fund (optional prompt)
  • Optional Columns (optional prompt)**
  • Department***
  • Department Tree Node (optional prompt)
  • Project Status
  • Project Number

* Sort order - specifies how the information is sorted. For example, if you select Department and then Fund, chart strings are sorted first by department ID and second by fund numbers within each department ID grouping.

** Optional Columns select these columns to include them in the report. Columns include: Benefits Budget, Benefits Obligation, Over/Under Expense Budget, Over/Under Revenue Budget, Fringe Benefit Surplus/(Deficit), Fund Description.

*** Department - the tree represents the structure of the university for financial reporting. Select the (As of Today) option for the most recent reporting structure, or select the prior fiscal year tree to use the reporting structure from the prior fiscal year.

  1. Respond to prompts as needed to filter the report. There are no required prompts. If you enter none, the report contains all chart strings to which you have access.
    • You may only select up to 10 funds at a time. If you do not select any funds, the report will include all funds (except those that start with 7). Chart strings that use agency funds (starts with 7) have been excluded from this report. Do not click the Select All link.
    • The report displays information from the start of the fiscal year up through the accounting period selected. If the selected accounting period is closed when the report runs, (Closed) appears in the report header.
  2. Click Finish. Result: the report appears in HTML or your default format.

On the example below, you see a mix of funds on the report, including one multi-year fund.

  • Financial information is displayed at the summarized expense and revenue (actuals and budget) level instead of the transactional detail level.
  • Columns marked with * are multi-year funds including sponsored projects and plant funds (funds that start with 6 or 8).
  • Columns marked with ** indicate total encumbrances or total obligations that do not include calculated F&A on encumbrances for sponsored projects.

Column Definitions

Chartstrings and Descriptions

Expense Budget

Expense Actuals and Balance

Revenue Budget and Actuals

Cumulative Balances and Project Start/End Dates


Keywords: BI "business intelligence" era reporting Cognos analytics "McFits"
Created: 2018-05-09 16:21:18
Updated: 2019-02-04 16:59:55

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Article ID: 1719
Thu 5/12/22 12:39 PM
Thu 9/21/23 2:39 PM