100 years of living science

8 November 2007

Enterprise Planning and BudgetingReporting Workshop

Graham Bell, John Beswick,

Marjorie Hylton (with help from Emma C and Apurvi N)

Contents

Part 1 OLAP/EPB Refresher (very quick)Graham (10 minutes)

Part 2 EPB Reporting: TheoryJohn (10 minutes)

Part 3 EPB Reporting: Practice (Demonstration)John (40 minutes)

Short Break

Part 4 Facilitated Session Marjorie (90+ minutes)

Conventions for Workshop

• Marjorie is facilitating• Emma and Apurvi are taking notes, which will be prioritised with the Project

Board• Remain positive about the requirements (looking forward)• Respect differences of opinion• Please contribute! (views from all participants wanted)• This is not a training course per-se• Scope: Financial Monitoring (+ staffing data?)

Special Symbols Used in Overheads

[♥Train♥] Training/Documentation requirement

[♥Bespoke♥] Potential bespoke development

[♥Config♥] Configuration requirement

Issue, Problem, Shortcoming

Part 1 – OLAP/EPB Refresher (very quick)

Dimensions

Measure

300

Dimensions

What?

300Analysis

Dimensions

When?

300Analysis Period

Dimensions

Who/Where?

300Analysis Period

Cost Centre

Dimensions

Who/Where?

300Analysis Period

Cost Centre

Activity

Data Sources through to EPB

Enterprise Performance Foundation (EPF)

GL GMSLD/HR InfoED SpaceStudents

EPBExcel

XML/PDF

Reports

Extract /Load

Phase 1

Future Work

GL

Writ

eba

ck a

nd

Dril

dow

n

Part 2 – EPB Reporting: Theory

Dimensions in More Detail

What are Dimensions?• The Coordinates to identify data values

• Coordinates are not normally numerical • Hierarchical (Years Quarters Periods)• Aggregated Totals pre-calculated• Data not necessarily held at lowest level

• e.g Budgets are collected for a year, before being allocated down to Periods for phasing

• Each member can only have one parent• can’t be the servant of 2 masters!

• All our data is dimensioned by • Budget Centre (hierarchy of CC-Ac

Combinations), • Line Item (Analysis Code) and • Period

• We can further dimension data by Funding Theme, but this is a special analysis of Budget Centre data

What are Views?Cubes of Data

• Data Loaded from GL• Actuals, Budget, Encumbrance

• Data Entered into EPB• Original Budget Buildup, Forecasts

• Calculations based on Data• Actuals YTD, Variance Calculations

Different Views may have different dimensionality

Dimensions on EPB• Budget Centre

• Organisation Units• Budget Centres• Cost Centre – Activity Combinations

• Line Item (Analysis Code)• Calendar Period• Funding Theme

Early Planning Phase

Main Topics for Demonstration

• Online Reporting – Ad Hoc• Standard Reports (Online)• Excel Reports – Drilldown to GL & Subledger• Published/Emailed Reports – PDFs (XML Publisher)

Online Reporting at the Heart of EPB

Online Reports

Dimension Setup Data

Ad-hoc Reports

Standard Online

ReportsExcel

Drilldown

PDF Reports

Current State of Reporting

• Online Reporting – Ad Hoc• Recurrent only

» 1*****, 5***** Analysis Codes» C*****, F*****, G*****, T***** Activity Codes» All Cost Centres» Actuals, Budget, Encumbrance» Funding Themes now available

• Views (data) and Calculations (e.g. xxx YTD) to be revised

• Standard Reports (Online)• Training Report

• Excel Reports – Drilldown to GL & Subledger• Currently Testing

• Published/Emailed Reports – PDFs (XML Publisher)• Monthly Variance Report• Some users able to run their own Monthly Variance Report publish processes• Reports emailed (but also irrelevant messages sent)

Reporting – Who needs it?

Senior Managers

Central Finance Managers

Faculty Managers

Departmental Managers

“Budget Centre Managers”

(e.g. Academics)

PDF Published/Emailed Reports – How it Works

• Works like a Mail-Merge, combining • a data source: an Online Report (which

you could run yourself, but the format would be poor)

• a Template: merge-fields and layout constructed in MS-Word

• a List of Users

• Business Process runs a number of Publish Document Tasks

• Each Publish Document Task associates

• Online Report• Template• List of Users

• Security of Recipient or Sender can be used (we use Recipient for Variance Reports).

• Intersection of the Report’s Data Scope and your Security Scope

Report Data Scope

User’s Security Scope

List ofUsers

MergeTemplate

Data Source:

Online Report

Data

Part 3 – EPB Reporting: Practice

Part 4 – Facilitated Session

Faculty Requirements (to be prioritised)

• FMR The ability of EPB to automatically produce in XML the College format FMR at a Dept/Division and a Faculty level.

• Research Summary ReportThe ability of EPB to automatically produce the summary research income by source report, at a Dept/Division and a Faculty level.

• Academic F Code ReportThe ability of EPB to automatically produce and distribute a report by individual academic, for each F code, with the inclusion of the brought forward balance.

• Online ReportingThe ability for EPB to support users in the construction of budget centre and/or funding theme adhoc report, through a simple report construction tool, with meaningful pick lists, supported by a user aide memoire.

• Drill Down Variance AnalysisThe ability to drill EPB through the excel tool, into the current variance analysis report, for either budget or actuals.