Financial Reports via Direct USAS-R Access

The following steps are a general guideline to follow when setting up Financial Report access for district personnel (similar to Classic's FISCWEB).   ITCs may customize these steps to better suit their district's needsGather report information from the district

If the district had FISCWEB set up in Classic and had filters created in USASEC that were linked to their FISCWEB reports, the USASEC filters will be imported under Account Filters in the Redesign. If the ITC (or district) has a spreadsheet or something documented on the district’s current FISCWEB setup (including the reports, usernames, USASEC filters), it needs to be reviewed to check for any reports or account filters that are no longer used or are incorrect.  Once these are reviewed, make any necessary changes to the Account Filters under Utilities

User Account

When creating User accounts to be used by district staff to access USAS-R reports, there are two main options that will be discussed below:

• Standard accounts - User accounts that are not specific to an employee. The ITC/district can share the credentials for this account with users at their discretion so multiple employees may use the same credentials to access USAS-R. This is similar to the Classic FISCWEB practice. Ex. Username could be SS_Athletics
• Individual accounts - User accounts would be created for specific employees to access USAS-R with unique credentials. Ex. Username could be SS_AJones

Standard Accounts

If USASEC filters in Classic were used, those filter names will also create User accounts when imported into the Redesign (by default, they will not be active user accounts)

For example, if I had a USASEC filter called FISCWEB_CAFE, it will be brought over as an inactive user account in the Redesign with the USASEC filter already loaded into the Filters field

• Enable the user accounts you want to create financial report access for, changing the username if desired.

If USASEC filters in Classic were not used, then create new Users in USAS-R for each standard account.

Individual Accounts

User accounts can be created for individuals instead of utilizing a standard account like was often done with Classic FISCWEB. The following steps will allow custom roles and reports to be assigned to users. These features can just as easily be performed with individual user accounts.

Reports Role

Once the accounts have been enable/created. The users should be assigned a role to allow them access to run reports. While the standard USAS_RO role will allow this access, this also gives additional view access. To assign access to only the reports needed for that user, a custom role can be created. Click here to view the basics of how to Create a Role. The permissions added to the role depends on the reports you want them to have access to.  Districts may grant a standard Financial Reports role to give all users the same set of reports to run (which will then be filtered to their accounts) or unique roles depending on which reports certain users may need. Once a Reports Role is created, assign the role(s) to User accounts that were enabled/created in the previous section.

For example, I can create a role for called “Financial Reports for District Personnel” adding permissions that will allow them to generate a Cash Summary, Budget Summary, Revenue Summary and Financial Detail report.  Listed below are the permissions that can be granted.

Account Filters

Share Custom Reports

Create the custom reports that can be shared with this role.  For example, customize the Financial Detail report removing some of the configured parameters and adding one for the account filter.  

Once my reports are customized, click on the 'share report definitions with roles' icon on the report grid to share each report with the custom Role.

Customize User Access

After User accounts have been enabled/created a password should also be set.

Log into the user account (using the password you created) and go to the report grid, checkmarking the shared reports as 'Favorites' and if necessary, for any activity leger account (i.e. Financial Detail, Budget Activity, etc), click on 'generate report and enter the account filter name the user has access to.  The filter name will be saved to the parameter so the end-user will not need to re-enter it. We recommend running all reports the user has access to ensure everything is running properly. 

Managing Accounts

• • Notify the District

If you prefer, you can create a spreadsheet with the the User Account usernames, passwords and Filter Names and provide it to the district employee in charge of maintaining this data.  They can then pass the login credentials onto the individuals who will be accessing the Financial Reports.  Listed below are some additional tips for maintaining the Financial Reports setup

• • Adding a new Financial Report User
    • This depends on who (ITC or district) is creating the new user account.  For example, if the ITC is responsible,
      • District needs to inform ITC of the username and password they would like created
      • District needs to provide ITC an account filter name and the specified account access to that filter
      • Districts needs to provide ITC the reports they would like the user to have access to.  

• • • Updating Accounts that appear on the reports
      • District has the ability to modify the account access for each user.
    • • • Go to UTILITIES/ACCOUNT FILTERS
        • Search for the account filter you want to edit and click on the 'Edit' icon.
        • Make any necessary changes and click on Save.

• • • Granting access to a set of Financial Reports
      • District can give the login credential to the new individual that should have access to the Financial Reports
      • If a password needs to be changed, depending on who has the ability to change passwords (ITC or District),
        • Go to SYSTEM/USERS
        • Search for the user account you want to change the password for
        • Click on  to reset the password.
          
          
    • Adding a New Report to an existing set of Financial Reports
      • If you want to add another report for all Financial Report users to see, in the Report Manager grid, find the report and click on the  share role icon.  It will display a popup listing of all Roles for the district.  Checkmark the Financial Reports custom role that was created and click on save.  The additional report will be shared with all users who have the custom role.  If the user wants to see the report at the home page, they need to checkmark the 'Favorites' box in the report grid.
      • If you want one to add another report for one user account (not to all Financial Report users), in the Report Manager grid, find the report and click on the  download report definition icon.  Next, log into the users account and go to the Report Manager and click on Import to import the report.  Checkmark it as a favorite so that is display on their home page.