ETS Cube Power BI User Guide

 

 

 

Please follow the instructions below to access endowment data via ETS Cube Power BI. If you do not see your normal reports or have any problems, please contact Monnazah Sohail Rashid at mrashidatgwu [dot] edu (subject: Analytics) (mrashid[at]gwu[dot]edu) or 571-553-0033.

Chapter 1: Log In

Chapter 2: Reports

a. Report Content

b. Report Refresh Timing

c. Report Navigation

Chapter 3: General Information

 

1. Log In

a. To access the ETS Cube Power BI, you must first be on the GW network. If you are physically at a GW location, you should be able to reach the launch page without using VPN.  If you are at a remote location, you must be signed on through a GW VPN profile so that you are on the GW network.
b. Once you are on the GW network, open an internet browser and log into: Power BI Cube Reports.
c. You will see the following log in page:  

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Power BI Login screen image

d. Your gwu.edu email address should be entered and then “Submit” should be selected.
e. Once you are logged in you will see the Finance: Cube Reports main log in page:

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Finance Cube Reports log in screen

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2. Reports

The Reports within ETS Cube Power BI are:

  1. Balances Worksheet CY
  2. Corpus Rollforward CY     
    a. Corpus Rollforward FY-1
  3. Payout Rollforward CY
     a. Payout Rollforward FY-1
  4. Transaction Report - Gifts and Pledge Payments
  5. Transaction Report - Spending of Endowment Payout
  6. Transaction Report - Transfers to Endowment
  7. Fund Information Report

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2a. Report Content:

  1. Balances Worksheet – Current Year

a. Units
b. Book Value
c. Market Value
d. Unspent Payout

  1. Corpus Rollforward – Current Year and Corpus Rollforward – Prior Fiscal Year

a. Corpus Beginning Balance
b. Gifts and Pledge Payments FYTD
c. Transfers to Endowment Fund FYTD
d. Reinvestment Endowment Payout FYTD
e. Corpus Ending Balance
f. Units

  1. Payout Rollforward – Current Year and Payout Rollforward – Prior Fiscal Year

a. Unspent Payout Beginning Balance
b. Market Value Allocated to Payout FYTD
c. Spending Transfers FYTD
d. Spending – Direct Payments FYTD
e. Reinvested Endowment Payout FYTD
f. Release of Restrictions FYTD
g. Adjustments to Unspent Payout FYTD
h. Accumulated Unspent Payout Current Month
i. Payout to be Allocated Remainder of FY
j. Projected Payout at End of FY
k. Units

Note: The Current Year version of each worksheet/rollforward will include partial year data / data as of the most recent month end, whereas the Prior Year version of each rollforward will include full year data / data as of the prior fiscal year end.

  1. Transaction Report – includes transaction‐level details of:

a. Gifts and Pledge Payments
b. Transfers to Endowment
c. Spending of Endowment Payout

  1. Fund Information

a. Fund Number
b. Fund Name
c. Designated Purpose
d. Type
e. Payout Threshold – Indicates payout is automatically reinvested monthly
f. Reinvest Payout (Yes/No) – Indicates whether unused payout will be automatically reinvested at fiscal year end
g. Grouper Code
h. Subgrouper Code – Not used for all funds, so may show as blank

Note: The data contained in the Fund Information report is on a real time basis and is not limited to the prior month end date like the rollforwards and worksheets.

 

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2b. Report Refresh Timing:

Current Year Data: The worksheet, rollforward, and transaction reports current year data will be refreshed on or around the 6th business day after each month end to include the prior month’s cumulative FYTD information. For example, November data/transactions will be available for review on or around the 6th business day of December in Power BI.

Prior year data: The Prior Year version of each rollforward will include full year data / data as of the prior fiscal year end.

Note: The worksheet, rollforward, and transaction reports will be refreshed with June through September data once the annual audit is complete (generally in early October). See the monthly schedule.

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2c. Report Navigation:

  1. Balance Worksheet Current Year:

a. In the navigation window pane on the left, select “Balance Worksheet CY”:

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Cube ETS Analytics navigation for Balances Worksheet

b. Apply your filter by Posting Date 
c. Apply your filter by Analytics Level
d. Then, select “Apply” for filters to be updated
      Note: If a special report (Grad/Undergrad Grouper) is to be run then the “Analytics Level 1” filter should be left unselected
e. Once the filters have been applied select “View Detail” on top right-hand corner: 

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Selection screen for Balances Worksheet

f. To export the data, once in the detailed view, hover over the 3 dots (…) on the top right-hand corner and select “Export data”: 

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Export process screen

g. Select “Export” to download the data in excel

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Screen to select data to export
  1. Corpus Rollforward CY and Payout Rollforward CY:

a. In the navigation window pane on the left, select “Corpus Rollforward CY” or “Payout Rollforward CY:

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Cube ETS Analytics Corpus and Payout selection screen

b. Once selected, you will need to select “Current FY: Click Here” for current fiscal year data, or “FY-1: Click Here” for the full prior year fiscal data as of June:

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Initial screen for Corpus Rollforward analysis

c. Apply your filter by Posting Date (note if the “FY-1” rollforward was selected the posting date filter will not appear, as it is automatically set to pull the full prior fiscal year data as of June)
d. Apply your filter by Analytics Level
e. Then, select “Apply” for filters to be updated
      Note: If a special report (Grad/Undergrad Grouper) is to be run then the “Analytics Level 1” filter should be left unselected
f. Once the filters have been applied select “View Detail” on top right-hand corner:

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Corpus Rollforward vew details screen

g. To export the data, once in the detailed view, hover over the 3 dots (…) on the top right-hand corner and select “Export data”: 

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Screen to select export Corpus Rollforward data

h. Select “Export” to download the data in excel:

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Data to export selection screen
  1. Transaction Report:

a. In the navigation window pane on the left, select:  
Transaction Report – Gifts and Pledge Payments
Transaction Report – Spending of Endowment Payout
Transaction Report – Transfers to Endowment 

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Cube ETS menu for trasaction reports

b. Apply your filter by Posting Date
c. Apply your filter by Analytics Level 
d. Then, select “Apply” for filters to be updated
     Note: If a special report (Grad/Undergrad Grouper) is to be run then the “Analytics Level 1” filter should be left unselected
e. Once the filters have been applied select “View Detail” on top right-hand corner:

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Transaction Reports gifts and pledge payment screen

f. To export the data, once in the detailed view, hover over the 3 dots (…) on the top right-hand corner and select “Export data”: 

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screen to export transaction report for gift and pledge payments

g. Select “Export” to download the data in excel:

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Data to export selection screen
  1. Fund Information Report:

a. In the navigation window pane on the left, select “Fund Information Report”:

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Fund Information Report selection screen

b. Apply your filter by Analytics Level or by Fund Level
c. Then, select “Apply” for filters to be updated
     Note: If a special report (Grad/Undergrad Grouper) is to be run then the “Analytics Level 1” filter should be left unselected
d. Once the filters have been applied select “View Detail” on top right-hand corner:

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Fund Information Report main screen

e. To export the data, once in the detailed view, hover over the 3 dots (…) on the top right-hand corner and select “Export data”: 

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Fund Information - All Funds screen

f. Select “Export” to download the data in excel:

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Data export screen fund information

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3. General Information

  1. Athletics Reports
            a.  Athletic Reports will be separately generated outside of Power BI on a monthly basis and will be filed in GW documents.
  2. Power BI Endowment Data Load Timing
             a. When logging in for the first time it may take 2-3 minutes for the data to load in ETS Cube Power BI.
  3. Resetting Filters
             a. If all filters need to be reset to their default setting, the following icon may be selected within the data filter page: 
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Copilot logo

b. Then “Reset” below should be selected: 

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Reset to default screen

c. By selecting this option, the filters selected will automatically reset to their default setting.  

  1. New Users

a. If a new user needs to access endowment data via the ETS Cube Power BI, a GW Help Desk Ticket should be submitted at: https://it.gwu.edu/support-ticket.

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