Using OAKS FIN WorkCenters and Dashboards

Overview

WorkCenters and Dashboards provide a secure, role-based, centralized portal that links to online pages, queries, reports and processes to give the user a one-page summary view of information. Access to WorkCenters and Dashboards is controlled by user security roles. (No special request is needed.) For example, a Voucher Processor would have access to the AP WorkCenter.

Modules that have WorkCenters and Dashboards include:

• Accounts Payable
• Accounts Receivable
• Billing
• General Ledger
• Asset Management
• Purchasing (Buyer WorkCenter)

• Supplier Administration Center

Use WorkCenters and Dashboards to focus on daily tasks.

WorkCenters

Work is delivered in specific and prioritized tasks, and arranged into groups and grouplets that reduce navigation time .Each WorkCenter has one "Task Panel" and one "Work Area". The "Task Panel" is on the side displaying the grouplets assigned to the WorkCenter page and the "Work Area" displays transaction pages. This enables users to access various pages and perform daily tasks without leaving the WorkCenter.

To navigate to a FIN module WorkCenter, follow this schema:

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > Module Name > Module Name WorkCenter

For example, to access the Accounts Payable WorkCenter navigate to: https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > Accounts Payable > Payables WorkCenter

Each grouplet may have the following actions depending on its configuration: Hide/Show, Reload, Personalize. 

Displays the menu for the grouplet actions available.

Within each grouplet there may be the following action icons depending on the grouplet.

  Collapses a group of links.

  Expands a group of links.

The WorkCenter consists of two main areas–the grouplet area and the transaction area. Use the grouplet area the same way in all WorkCenters. There are four areas:

•  

• My Work – Lists what needs to be done, and includes items by category pending an action. Click on a category link to display the items.

• Links – Add direct links to frequently accessed URLs.

• Queries – links to pages used to run queries.

•  

• Reports / Processes – links for stored, frequently accessed reports.

• Run an ad-hoc query, report, or process when needed.

The selection in the grouplet area drives what is seen in the transaction area. See the details of transactions and components, or perform any needed actions. This area can also be used for Dashboard charts or analytics, or a list of the most important things to do when opening the WorkCenter each day.

Each module's WorkCenter will contain different links, reports, and queries configured specifically for that module.

Edit Filters in the WorkCenter

Each WorkCenter is module specific. The Accounts Payable WorkCenter is used in the example below. There are WorkCenters available for most other Financials modules depending on the user’s security roles

1. Click the Personalize icon.

• A list of options display.

2. Click Edit Filters.

• The Edit Filter page for My Work grouplet opens.

3. Edit each of the My Work Links separately.
4. Select the My Works Links line for any of the items to either add a new filter or update the current filter.

• The Configure Filter Values page opens.

4. Enter the Business Unit and any additional values to filter the search.
5. Click Done.

• The Edit Filters Personalize page returns.

4. Click Done on the Edit Filters Personalize page.
5. Click the Refresh icon adjacent to My Work.

• The status of the link that was edited is now updated. (Values have been defined).

8. Follow the same steps to update any other filters for My Work.

• Filters must be edited to change the selection criteria (i.e., Business Unit, Voucher ID, etc.)
• Each item may have a different set of filtering criteria
• Update one item or all items.

Personalize My Work Grouplet

An important feature is the ability to personalize the WorkCenter. This allows the user to control the information displayed and make it function for what is done and how to do it.

• A system administrator must configure My Work grouplets to allow an end user the ability to personalize display options.

1. Click the Personalize icon.

• A list of options display.

2. Click Personalize.

• The WorkCenter Personalization page opens with multiple personalization options:

1. Click the tab for the area that will be personalized.
2. Choose Action Options:
   1. Check the Grouplet Collapsed button to have all grouplets closed when the WorkCenter opens.
   2. Under each grouplet, check the Start Group Collapsed to display that grouplet closed when the WorkCenter opens.
   3. Click and drag the Link Label item to change the order of display within a Work Group.
   4. Select or deselect the check box in the following columns to choose the items that will display on the grouplet (Each Grouplet tab may have different selections):
   1. • Show Count
      • Show Link
      • Starting Page
      • Open in New Window

• If more than one was selected, when the page is saved the system will save only the most recently selected check box for the lowest display order.

3. Click Done when all changes are complete.

• The page refreshes with any changes to the personalization settings.
• Repeat the above actions as necessary to update other items located in the My Work section of the WorkCenter.

Execute a Query

1. Click the Personalize icon.
2. A list of options display.
2. Click Personalize.

• The WorkCenter Personalization page opens with multiple personalization options:

1. Click the Queries tab.
2. Select "Prompts""Prompts" from the displayed list of options.  

   

Other options include:

• • Export Data
  • Hide Chart
  • Chart Options
  • Save
• The query promptsquery prompts display.  

  

4. Enter or look up information for each field.
5. Click OKOK.

   

• The query results display.

4. To change the view of the chart, click on one of the iconsicons to view the data in either a line, pie or horizontal bar chart.

   

6. Change filters to modify the query results.

Run a Report

1. Select the Reports/Queries tabReports/Queries tab in the WorkCenter.

   

2. Click on a report titlereport title to choose a report to run,

   

3. Choose an existing or create a new Run ControlRun Control to process the selected report

   

4. Continue with entering the parameters and run the report

1. Review Running Reports for additional information.

Dashboards

A Dashboard is a collection of multiple grouplets, linked to a WorkCenter, displaying a variety of information. It can be a collection of Pivot Grids, Charts or PeopleSoft Components. The content may vary on the module and role of user. It gives a snapshot of the transactions within the module. It offers quick navigation to a work area or transaction page when appropriate. Dashboards provide at a glance a view of important information, such as analytical data and metrics.

Access a Dashboard via a module's WorkCenter.

• OAKS FIN > Main Menu > Module Name > Module Name WorkCenter

For example, to access the Accounts Payable Dashboard navigate to: OAKS FIN > Main Menu > Accounts Payable > Accounts Payable WorkCenter

On the Main tab, the Links grouplet will have a link to the Dashboard.

Filter on Selected Parameters

1. Click the AP WorkCenter Dashboard AP WorkCenter Dashboard link under the "Links" selection.

   

• Click the "ExpandExpand" icon if the Dashboard is not a visible option.

  

• The AP WorkCenter Dashboard displays beside the Accounts Payable WorkCenter.

2. Click on the dropdown arrowdropdown arrow to choose an option.

   

3. Enter the parameters for the query search.
4. Click OKOK.

   

• The results display.