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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.