Filtering and Drilling Down

There are a number of ways to interact with the data on Open FI$Cal to get to just the subset of data you are interested in. Some of the most useful ways are described below:

  1. Click or Tap on the Charts: In the Spending Annual Summary and Spending Monthly Summary reports (the “Summary” reports), click on a section of a chart or a name in the chart’s legend to select that category. If there is a lower level in the hierarchy for the data displayed, the chart will drill down to the next lower level. So for example, if the chart is showing state agencies, and you select “Health and Human Services”, the chart will show you the departments that make up the Health and Human Services agency.

    Selecting an area of a chart in the Spending Transactions or Vendor Transactions report (the “Transaction” reports) will select that category, but will not automatically show the lower level of the hierarchy (you will need to go to “Broken Down By”—see below).

    Screenshot showing where the the different filtering options are on the screen
  2. Use “Broken Down By”: One of the most useful ways to interact with the data on Open FI$Cal is to see the same set of expenditures broken down in different ways. To do this, select “Filters” on the left side of the screen, and then select the “Broken Down By” dropdown menu. In the Summary reports, you can break reports down by the six categories of information that have a hierarchy. So for example, if you have filtered down to just the expenditures of the Judicial Branch, you can then view how those expenditures break out by fund, by program, or by account, by selecting the appropriate items in the menu.

    In the Transaction reports, you can break reports down by almost all of the fields in the data, giving you great flexibility but adding complexity.

  3. Use “Filtered By”: If you need more advanced filtering abilities than you can get by clicking on the charts—for example, if you want to select two departments simultaneously—use the “Filtered By” menus under “Filters”. These options behave very differently in the Summary and the Transaction reports.

    • In the Summary Reports, selecting any of the six Filtered By options opens a menu showing all of the possible values under that option, with checkboxes indicating which values are currently displayed on the report. Selecting and unselecting checkboxes changes the data shown on the report, allowing you to select any combination of values.
    • In the Transaction Reports, each of the three Filtered By options does something different:
      • Filters – This allows you to add a filter based on any field and any value present in the transaction data. It is a more flexible but more complex version of the filtering available in the Summary Reports.
      • Columns – This allows you to add and remove columns from the table at the bottom of the page.
      • Aggregates – This allows you to summarize the data based on any of the fields in the data. You can select a field to summarize by, and then show the total, minimum, maximum, average, or count of transactions for each value of that field.