Training Approach for Privilege Management by Audience

Last updated: 4/16/2024

Office Connect for Financial Reports

I. What is Office Connect ......................................................................................... 1

II. Accessing Office Connect ...................................................................................... 1

III. Navigating Office Connect .................................................................................... 2

IV. Report Elements ................................................................................................... 3

V. Refreshing a Report .............................................................................................. 7

VI. Ad-Hoc Reporting ................................................................................................. 9

VII. Reporting Tips and Limitations ........................................................................... 14

Office Connect for Financial Reports

Last Updated: 4/16/2024

I. What is Office Connect

Office Connect is a software that uses data from Workday to create reports in Excel, documents

in Word and/or presentations in Power Point. Office Connect is available for users with the

Financial Analyst role in Workday. This guide will walk you through using Office Connect to

refresh existing Office Connect reports as well as create ad-hoc reports within Excel.

II. Accessing Office Connect

Office Connect is accessed from within Excel. Note: if you do not see Office Connect, see

Section VI: Reporting Tips and Limitations.

Steps:

1. Select the Office Connect Tab.

2. Click Log In.

3. Use the version drop-down menu to select the Workday or

Adaptive tenant you wish to access for reporting.

4. Login to Workday with the appropriate

credentials.

Office Connect for Financial Reports

Last Updated: 4/16/2024

III. Navigating Office Connect

Office Connect Ribbon

1. Log Out: Click to Log out and disconnect from Office Connect.

2. Update Elements: Click to reload any changes to the elements from

Workday into Office Connect.

3. Refresh: Click to refresh your report with the current element data

loaded into Office Connect.

4. Workbook Properties: Click to open the Workbook Properties window.

Properties include date settings, clearing data when saving, filter

settings, rounding, and suppressing rows and/or columns with

zeros or no data.

5. User Settings: Click to open the User Settings window.

User settings include defaults such as rounding, showing zeros,

colors for labels, and default settings for expanding/collapsing rows

and/or columns.

6. Labels: click to apply custom, system, or element labels to your report.

7. Selection Properties: allows you to suppress rounding, or set what

shows or doesn’t show when values are zero or contain no data.

8. Clear Data: click to replace the data with the system default.

9. Check/uncheck boxes to display or hide features on the screen.

10. Hide Zeros & Blanks: Click to hide zeros and/or blanks in your

resulting report.

11. Linked Cells: Click to highlight data cells linked to Workday data

elements or labels.

12. Expand: Click to expand the element.

13. Collapse: Click to collapse the element.

14. Keep Only: Click to keep only the data selected.

15. Remove Only: Click to remove the data selected.

16. Show Details: Click to show the journal details of the data

selected in a separate tab.

17. Worksheet Filters: Select to apply filters to your report.

18. Repeating Reports: Similar to the Cascade Reports function

in Hyperion. It will allow you to display elements across

multiple sheets within a workbook.

Office Connect for Financial Reports

Last Updated: 4/16/2024

Task Pane

The task pane displays to the left of your sheet. It contains the elements used to build your

report in Office Connect. Once selected, it will also allow you to apply and view filters, and the

details of the data for each of the rows, columns, or cells containing elements and data.

1. The Workday tenant you are connected to displays.

2. The Effective Date defaults to the current date.

Use the drop-down menu to change the selection.

3. Use the Elements tab to add elements to your

sheet to build your report in Office Connect. See

Section IV. Report Elements below for more

information.

4. The Filters tab can be used to apply filters to your

report.

5. Use the Review tab to view the elements applied

to each column, row, or cell within your report.

6. The bottom of the task pane displays when the

data was last refreshed.

IV. Report Elements

Ledger Accounts

Ledger Accounts elements include the

Alternate LAS Top Level rollups and the LAS

VUMC Corporate Top Level rollups.

Elements can be added at any level.

Office Connect for Financial Reports

Last Updated: 4/16/2024

Time

The Time element includes Components (Year, Monthly, Period,

or Day), Context (Period to Date, Monthly to Date, or Year to

Date), and Fiscal Year. Note: Activity element must be set at

Activity to view Year-to-date context.

Companies

Company Hierarchies are included to be selected at the

hierarchy level or individual company level.

Versions

Versions include Financial Budget – Gifts distributions by fiscal

year, Operating Budget by fiscal year, or Actuals.

Currencies

Currencies default to USD – US Dollar.

Dimensions

Additional Dimensions can be added to your report, including

the following:

Amount Type: Include balances or activity. If not selected,

Ending Balance is the default. Note: must be set at Activity to

view Year-to-date Time context. Best practice is to set all P&L

reports at Activity.

Assignee: This element can be selected to limit results but is not

required.

Office Connect for Financial Reports

Last Updated: 4/16/2024

CARTS: This element can be selected to limit results but is not

required.

Cost Center: All VUMC Centers and rollups are included. If not

selected, All VUMC Centers is the default.

Function Code: this element can be selected to limit results but

is not required.

Fund: this element can be selected to limit results but is not

required.

Gift: All Gift worktags and hierarchies are included and available to

be selected.

Grant: All Grant worktags and hierarchies are included and available

to be selected.

Intercompany Affiliate: this element can be

selected to limit results but is not required.

Journal Source: A journal source can be selected to limit

results in the report but is not required.

Office Connect for Financial Reports

Last Updated: 4/16/2024

Journal Status: A journal status can be selected to limit results. If not

selected, the status will default to include Posted, Pro forma, and

Uncategorized/Blanks.

Operating Entity: Operating Entity is not required.

However, if selected, ensure that other elements align

within the Operating Entity selected.

Program: A Program worktag or hierarchy can be selected to

limit results in the report but is not required.

Project: A Project worktag or hierarchy can be selected to limit

results in the report but is not required.

Provider: A Provider worktag can be selected to limit results in

the report but is not required.

Revenue Category: Revenue Categories and rollups

are available to select and limit results displayed. If

not selected, all revenue categories will display based

on other elements (such as Ledger Account) selected.

Spend Category: Spend Categories and rollups are

available to select and limit results displayed. If not

selected, all spend categories will display based on

other elements (such as Ledger Account) selected.

Office Connect for Financial Reports

Last Updated: 4/16/2024

V. Refreshing a Report

Reports created using Office Connect can be opened and refreshed to display new or updated

data.

Steps:

1. Log in to Office Connect.

2. Open an Office Connect report. Note: if you are opening a Sharepoint

file, open the file in the App, and save a local copy before editing.

3. Click Refresh to update the data in the report.

4. Select any row, column, or cell and select the

Review tab on the task bar to view the elements

included in the results.

Use the Linked Cells button on the Office Connect ribbon to highlight the data elements

from Workday in blue and the data labels set in green. (all unhighlighted cells are manually

entered/formulas).

Office Connect for Financial Reports

Last Updated: 4/16/2024

5. Click the Filters tab to change filters to the worksheet.

6. To apply the filters, click Refresh.

Use the Show Selected Filters button to display

selected filters.

Amount Field Filters:

Ledger Debit Minus Credit Amount – will display

the positive/negative amounts for traditional

accounting of debits and credits.

Natural Amount – will display positive amounts in

the report for both debits and credits.

Note: if Filters are not available, click the green + on the Filters tab to add filter selections.

Right-click to select Children

or All Descendants when

adding filters.

Office Connect for Financial Reports

Last Updated: 4/16/2024

VI. Ad-Hoc Reporting

With Office Connect, you can create your own ad-hoc reports that can be refreshed and

updated whenever needed.

Steps:

1. Log in to Office Connect.

2. Select an element within the Task Pane to add to an area of your spreadsheet. You can

do this by either:

a. Drag and drop the selection to the spreadsheet, or

b. Right click on the element and select Apply to Selection.

3. OfficeConnect will ask if you want to apply the element to the Row, the Column, or the

Cell. Make the appropriate selection for your report. Note if you select the entire row

or column before applying the selection, you will not see the selection window below.

Office Connect for Financial Reports

Last Updated: 4/16/2024

Note: In the example report below, the Ledger Account element was applied to Row 5.

4. Continue to add elements to the worksheet and build your report.

Note: In the example report below, the Time element of FY24-Jan was applied to Column B.

Office Connect for Financial Reports

Last Updated: 4/16/2024

5. Select any cell of the spreadsheet and click the Review tab to view the elements applied

to that intersection/cell.

6. Click Refresh to update the data

for the element(s) added to your

report.

7. To quickly copy elements to additional

columns, right-click the column and select

OfficeConnect, Copy Elements.

Note: Using the Review tab will also

allow you to view any defaults for

included elements.

Office Connect for Financial Reports

Last Updated: 4/16/2024

8. In the new column, select

OfficeConnect, Paste Elements.

9. Update the elements in the new column by selecting the column, re-selecting the

elements, and choosing Replace.

10. Click Refresh.

Note: Labels will not update.

Office Connect for Financial Reports

Last Updated: 4/16/2024

11. Add OfficeConnect Labels to your report.

In the example below:

• Select first label cells (B2 & C2) and click Labels

1. Select the Label type

2. Select the Label type value

3. Click Add Expression

4. Click OK

• Repeat for each Label row

• Click Refresh.

12. Click Linked Cells to highlight the data elements from Workday in blue and the data

labels set in green.

Note: In this example, a Time label was applied to B2 and C2 and a Version label was

applied to B3 and C3.

Office Connect for Financial Reports

Last Updated: 4/16/2024

VII. Reporting Tips and Limitations

Year-to-Date Time Context – To use the Year-to-Date time context (see Time element), the

Amount Type element must be set at Activity. Note that Balance sheet accounts should use

the Ending balance amount type with no time context.

Workbook Date – The workbook date can be set so that Time elements in your report can be

set to “relative” to the workbook date. Best practice is to set the workbook date first, then add

the elements and build your report. After the report is built, you can change the workbook

date to update the relative element dates. This should be used for rolling trend reports.

Intercompany Eliminations –

• For report prompts to use for intercompany eliminations, see Link to Report Prompts

• 2095: Interworktag Payable and 1394/1395: Interworktag Receivable are not

supported by OCF

• Workaround:

o Move payable manually up to the receivable line to net

o Amount field must be “Ledger Debit Minus Credit Amount” NOT “Natural

Amount”

Current Net Assets - Office Connect does not currently calculate Account 3000, Current Net

Assets, from the Income Statement. In order to display a balance for Account 3000 (in a

balance sheet report for example), the P&L account for Excess of Revenues over Expenses

Attributable to VUMC must be used in lieu of Account 3000.

Link to Pilot Reports - Pilot Reports

Download Office Connect – If OfficeConnect is not available in your version of Excel

• From your computer, open the

Company Portal App

• Find and install Workday Office

Connect