OPENGOV QUARTERLY REPORT TRAINING PRESENTED BY: CARLOS SANCHEZ,

OPENGOV QUARTERLY REPORT TRAINING PRESENTED BY: CARLOS SANCHEZ,

OPENGOV QUARTERLY REPORT TRAINING PRESENTED BY: CARLOS SANCHEZ, BUDGET VERONICA SCHORNACK, BUSINESS IMPROVEMENT & PERFORMANCE OFFICE 1 2 AGENDA OpenGov Login Customize Homepage Dashboard Navigation Stories Navigation Quarterly Report Navigation Position Report Navigation

3 OPENGOV OVERVIEW Cloud based software Available on any computer with login Build reports using data from any system that extracts to excel Data must be machine readable Analyze financial and non-financial data through easy-to- understand, interactive graphs Utilize reports for public/transparent or internal use Create Stories to add context to data using graphs, pictures, text,

videos, or embedded documents 4 OPENGOV LOGIN To access OpenGov, navigate from BC Insider -> Applications -> OpenGov: OpenGov is internet based and can be accessed from anywhere Go to https://opengov.com/ and click Login in the top right hand corner To directly access OpenGov Reports, click the link below OpenGov Reports (login required): https://controlpanel.opengov.com 5 OPENGOV LOGIN CONT.

Login using Bernco email address If you need your password reset, click on Forgot your password? For additional help logging in or requesting new user access contact Business Improvement & Performance Office, contact information on the last slide 6 GOOGLE CHROME SHORTCUT Always use Google Chrome to

launch OpenGov Download Google Chrome to computer https://www.google.com/chrome/ Add OpenGov as an icon on your computer desktop Navigate to OpenGov Login and follow the screen shot X 7

REPORT TRANSPARENCY Report Icon Report Type Transparent Report Description Reports are available to the public through Bernco.gov, the direct link is: https://bernalillocountynm.opengov.com/transparency# Network Reports are available to OpenGov Customers through the Network tab on the left hand corner of the screen. OpenGov

customers can share and view each others reports to compare data or view unique reports. All users with a login can utilize the Network tab. Organization Reports are available to all users with an OpenGov login. If a blue report tile is on your homepage you can review the data Private Reports can be created and set private to include individual users. Only users who are invited will see the report on the homepage 8 OPENGOV HOMEPAGE Navigate between Reports, Dashboards, and Stories OpenGov always defaults to Reports

Reports will always be defaulted Click here to open Stories Click here to open Dashboards Each blue tile is a Report

9 OPENGOV HOMEPAGE CONT. Customize homepage to show frequently used reports by setting Filters by Keyword Click the checkboxes that apply to reports you want to see based on job duties, interests, department needs, etc. OpenGov remembers selection after you log out

10 OPENGOV FUNCTIONALITY Report Detailed drillable graphs Break down or slice data by different categories (i.e., name, division, department, etc.) Custom Filters Saved Views Summary table/detailed

dataset Dashboar d Simple graphs created from Saved Views built in Reports Click to drill to Saved View in Report Combine multiple Saved Views from different Reports Story

Simple graphs created from Saved View built in Reports Add context and narrative to graphs/data Combine multiple Saved Views from different Reports 11 WHAT ARE DASHBOARDS? Simplified, high-level view of Report data Contains data from multiple Reports: budget vs actuals,

positions, purchase order details, contract listing, invoice aging, and travel data Easy to print for meetings or management Clicking on the graph directly links to the Report Graphs/Saved Views are department specific for easy navigation 12 DASHBOARDS Use ctrl+f to search for department name or business area Graphs relate to Saved View in

Report, click to see Report 13 WHAT ARE STORIES? Simplified, high-level view of Report data Contains data from multiple Reports: budget vs actuals, positions, purchase order details, contract listing, invoice aging, and travel data Ability to add context/narrative to the data/graphs Easily communicate with budget analyst by providing questions/answers directly in the Story

14 STORIES - EXPENSES Click on link to look at view and answer the question from the budget analyst Answer questions from budget analyst directly in Story 15 STORIES - REVENUES

Additional revenue views: depts that collect revenue outside of their business areas/cost centers 16 STORIES REVENUES CONT. Complete revenue questions for each source of revenue Each quarter, answer if revenue

is over/under budget and if revenue is higher than the previous year Budget will ask additional questions if needed Link to each source of revenue 17 STORIES - OVERTIME New overtime question layout Complete questions for all overtime expenses

18 STORIES POSITIONS New positions questions Shows filled and vacant positions against budget positions (target line) FTE/Term: answer how many vacants, where vacants are in process, if position count is wrong explain variance Temp PT/FT:

answer how many temps and explain how positions are used 19 STORIES NEEDS LIST/ISSUE AND FOLLOW UP Track issues and follow up items for each quarter Keep department updates for needs list Budget has master list of all department needs 20 STORIES ADDITIONAL GRAPHS Department specific views for Contracts, Purchase Orders, Invoices,

Travel, and Bi-Weekly Position Counts Click on link below each graph to see detailed department view in report See link for training powerpoint on each report: http:// www.bernco.gov/finance/opengov-training.aspx Bi-weekly report contains detailed listing of departments vacant and filled positions organized by titlereport has 2 views per dept: 21

STORIES ADDITIONAL GRAPHS CONT. Opened/ closed POs by Vendor Approved Contracts by Vendor # of invoices by days paid Approved travel expenses by

employee 22 QUARTERLY REPORTS - NAVIGATION 1. Saved Views: prebuilt views for frequently asked questions or common searches 2. Filter Panel: apply custom filters such as, date ranges, greater than/less than, key words, include/exclude data 3. Data Table: view summary data by Broken Down By selection or line item detail (i.e., spreadsheet view) 4. Graph: drill to data by clicking on the graph or legend

23 QUARTERLY REPORTS - NAVIGATION Saved Views: pre-filtered views of data/graph Filters: customize data/graph to view specific information 24 QUARTERLY REPORTS SAVED VIEWS Created by report administrators List of common or favorite views, like a bookmark Good starting point before you apply filters

25 QUARTERLY REPORTS SHOW Select revenues, expenses, or revenues vs expenses Expense type (GL accounts) change based on selections 26 QUARTERLY REPORTS BROKEN DOWN BY Slice data by chart of account

elements Fund Grant Funded Program (Internal Order) Value Type Division/Dept (Cost Centers) Functional Area Expense Type (GL Acct) Legend and Summary table change when Broken Down By is selected 27 QUARTERLY REPORTS BROKEN DOWN BY CONT.

Click on legend or graph to drill into next layer To open next layer without drilling, click on the arrow in the legend to expand section 28 QUARTERLY REPORTS BROKEN DOWN BY CONT. Click on salary to drill into GL acct

Change Broken Down By to view salary in each Cost Center 29 QUARTERLY REPORTS FISCAL YEAR/QUARTERLY VIEWS Yearly View View multiple fiscal years and through quarter Select month to view data through

specific quarter Quarterly View View single fiscal year and all 4 quarter Select single fiscal year at a time 30 QUARTERLY REPORTS - FILTERS Apply filter to chart of account elements Check on/off specific items Ex. Funds Ex. Cost Centers

Outlined Check: some account elements are checked off in filter section Check on/off account elements by clicking the check box Black: has actuals and/ or budget

Black Check: all account elements are on in filter section Gray: Does no have actual o budget 31 QUARTERLY REPORTS SUMMARY TABLE Shows data by the selection from the Broken Down By Adds data by cumulative totals Columns are shown by quarter or fiscal year

Click on titles to expand sections Each quarter is added to the next Q4 = Q1+Q2+Q3+Q4 Variance is the difference between Budget minus Actuals 32 QUARTERLY REPORTS TRANSACTIONS TABLE Enter text, date, or number to search the entire dataset, searches all columns

Click on arrow to search each column 33 QUARTERLY REPORTS GRAPH Click on legend or graph to drill Switch between graph types Change Sort Order Change graph

type Click to drill Hover on legend to see dollar amount and percent change from bar to bar 34 POSITION REPORTS There are 3 position count reports for the quarterly budget process:

FTE Term Temp (Full-time and Part-time) 35 POSITION REPORTS SHOW Select numerical column to sum/total data Totals can include counts or dollar amounts # of employees Total cost of trip ($) Airfare ($)

36 POSITION REPORTS BROKEN DOWN BY Slice data by categories Department Division Section Category Click on slice to drill You are only looking Change Broken into a single division at costs associated DOWN

DownBY By CONT. to see the REPORTS BROKEN - Finance with Finance Division pie slice by Department click Assessor 37 REPORTS BROKEN DOWN BY CONT. Fi lt

er s You are only looking at the Assessors Slice the pie by changing Broken Down By Category 38 39 POSITION REPORTS FILTER BY Filtered By: add new filter to analyze data

Select type of filter (i.e., contains, equal to, not equal) Select column to apply filter Enter key word to filter by 40 POSITION REPORTS FILTER BY CONT. Report shows all Cost Centers EQUAL TO 220110 Any filter thats applied will show up under the search bar 41

POSITION REPORTS AMOUNTS Incremental - view data per period (total per month or year) Cumulative - view data year to date (adding all periods together) 42 POSITION REPORTS SUMMARY TABLE Shows data by the selection from the Broken Down By Adds data by incremental and cumulative totals Columns are shown by month or fiscal year Click on titles to drill to data

Click on a division to drill Adds data across all fiscal years for a single division Adds data for all divisions per fiscal year Adds data across all fiscals years and divisions 43

POSITION REPORTS DETAIL TABLE Shows line item information for dataset, spreadsheet view Add filters to any columns by clicking on arrow Filters will change based on date, text, or numerical data within the column Click on a single cell in the table to search Text Search Numerical Search Date Search Single Cell Search 44

POSITION REPORTS SEARCH BAR Enter text, date, or number to search the entire dataset, searches all columns 45 POSITION REPORTS GRAPH Change graph type Click on legend or graph to drill Drill to monthly view by clicking on fiscal year Switch between graph types Change Sort Order Open and close graph visualization to view data table

to k ic Cl rill d Click to open monthly 46 FUTURE REPORTS Do you have any reporting needs? What questions do you get asked the most? Is there reports/data you review/share each month?

Do you have data you would like to share with the public? Is there internal tracking you would like to share with your department at monthly staff meetings? Do you have data in spreadsheets or systems? 47 CONTACT INFORMATION Budget Office Carlos Sanchez Jennifer Gallegos Mario Ruiz [email protected] [email protected]

[email protected] Business Improvement & Performance Office Maria Zuniga [email protected] Angela Montano [email protected] Veronica Schornack [email protected] 468-7314 468-7312 468-7178 468-1684 468-7005

468-7066

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