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BUSINESS OBJECTS PLANNING BUDGET/FORECAST PROCESS

1. J J ResidenciesandCatering Health Authorities Otherincom o J Endowmentincome j j j j j e Afinal income line will be displayed Income Exceptions that captures all income already posted to the account within FIS against an income line that should not be available for the particular source of account As a result this row will be unavailable for posting forecasts against The entry template will be replicated for all of the accounts within the Department The accounts will be grouped by Budget Manager source code and then in alphabetical order E To zoom in and out of the worksheet hold CTRL and roll the lf LIO mouse wheel forward and back 6 4 Work Area The work area consists of two blank worksheets that operate as standard excel sheets These can be used to carry out calculations before posting to the Entry worksheet This will provide supporting data to assist other users when reviewing data In the Entry sheet no links can be made to external workbooks All data entered into these work areas will be deleted once the process is complete 6 5 Comments The comments sheet allows the user to input comments that are specific to the process This is to assist communication between
2. 4 s s 3 GEN SC 7 J 13 225 60 0 0 B 379 H 2 619 0 2 176 263 202 A Training Notes for Business Objects Planner Total Turda 21 481 1065 ncom e OO cc c OO Stat Costi azote Other E penrise s 11 gi Depart mental Recowerla s c oc D c D ui ou Departmental Charges icc c c c c oOo Equi Ernert E peridliure 625k Qc c D b D D c CO Contribution to Movement c Cap til Pro pct Reserve cit Reserve s ass 6559 0 6 514 1465 842 0 6 12754 e 31 am 2706 el 0 8755 Boi Workbook Training Manual V3 1 Detail Current Curren t Euddet2008X6 Jum r durum k gn dg Vera E ra ge a Alico Gen Part her Cl gun asar art ca k x rm d Exu mari CGetnbaupee bo Kou GTR rk e EHS 73 reg an D ALL Lit gd Aap LE E ol ruri pe Y Hn Pure Virga DS d 1 LL H rr dil d Lie felch sg Vw E HA it Hides n Detail Variance 1 Variance between Current Budaet 200843 and Budoet 200 48 Department eo ure Fe carve Fe cers All oa Ton amp Ta til ttt Lite rOb eran Deparimental Ee parm ntal Equ pm nt Contilbutlon b M vem en ton E E Greek amp Lat Aduxmarta Alecatons dium TH funda Song Cm LXI Leon Charme Ln duru l n Free ar cit Ea Total adt M Source Source 2 Detail Variance 2 Variance between Current Budaet 2008 09 a
3. 000220 0 00 0 00 0 00 000 00127 S 0 00 000 0 00 0 00 0 00 0 00 0 00 0 00 to make and is what 1s posted back to the database When the workbook 1s first opened the user 1s presented with a number of blank rows When updated with the desired accounts the workbook will display account descriptions source codes current available reserves allocations and the remaining allocation reserves that will be left for each account after the workbook is processed The contents of the columns will vary based upon the account entered 13 5 ARProcessed Worksheet Overview 38 Training Notes for Business Objects Planner Workbook Training Manual V3 1 The ARProcessed worksheet keeps individual records of all previously posted Allocation and Reserve adjustments made using the active workbook The ARProcessed worksheet shows details of each adjustment such as the account source date and amount of the adjustment 13 6 Updating the AR Workbook Journal D0001 22 Total Reserve Adjustment Tota Source 0 00 Source 2 0 00 Source 3 0 00 Workbook D0001 Account Available Reserve Remaining Reserve Available Allocation Account Description Code Reserves Adjustment Reserves Comment Allocation Adi RECURRENT GRANT 4101 3 000 00 New Furnishings 3 000 00 0 00 0 00 0 00 0 00 0 00 Within the column named Account Code there are a number of yellow entry bo
4. Vor rab ab alama 16 16 6 6 ba 16 0 7 Etmirs 18 Ts Entering Datla aaa o i mu adal busuluaa 19 EN MEME Ku e RE d a a a Da ana 19 7 2 Updating Data oed ina 20 7 3 Standard Planning Methodologies 5 2222 222 2 7 Toumuls LUUD PRINTERS 23 7 Hu b n 24 8 Adding a New Account 88 8888888333388993 3l 26 SI TENG EE 26 8 2 Adding an Account to the Entry Worksheet 27 8 3 Adding an Account to the Summary Worksheet 20 9 Saving a WOIKDOOK Auer 29 9 1 Saving a Complete Workbook 2 29 9 2 Saving an Incomplete Workbook 22 30 9 3 Save the Workbook to Your Director 31 10 IPFOGESS COntrO EE 31 10 1 PY ANIC D P 32 10 2 Returning a WOFEDOOK edo TO o eto db ai s si 33 10 3 Workbook History Lon eee 34 10 4 Process Control NIandgek oboe RR d Uie 34 11 Adminstration X X 35 11 1 Advance Overrld 2 oe P a ee a 35 2 Training Notes for Business Objects Planner Workbook Training Manual V3 1 11 2 haut peter 35 11 3 Rebuilding a Workbook 35 12 In Year Adjustment Workbook IYA Workbook 35 12 1 The Purpose of the IYA Workbook 3
5. Training Notes for Business Objects Planner Workbook Training Manual V3 1 After entering this the system should load up the user s homepage in Business Objects Planning which looks similar to the screen below EJ UCL Planning and Reporting Budget 2008 DEI File Plan Help Type a questionfor help v My Favorites BP Setup 82 DN Data Edit o ul Plan Reports 1777 Budget Workbooks V Process Control Management zc Exit Bick to to top Announcements S Current Year is 2007 08 Current Month is November 07 Period 4 Actuals Last load 17 12 50 15 11 2007 as Budgeting Tips Review the Currently Azsiqned section For budgets that are awaiting your review Open a budget by selecting the appropriate link above Once finalised advance it Note Any budgets indicated in red are past the due date budgets displayed in green are on schedule S Reporting Tips Report Drilling Right click in any report and select Report Drill to change the consolidation For a report S BOP Support Email BOPSupport ucl ac uk Links a Finance Contacts zi me Ready Calculate NUM steet 12 EI 2 e w e Lu Planning and Rep m 3 Logging on to BOP Through VVTS Requires an IS Account 3 1 Accessing VVTS If the user has used Staff VVTS before they should move to Section 3 2 Logging on to BOP vvithin VVTS To access WTS the user must have an IS account To obtain an IS account please contact
6. www ucl ac uk is wts standalone This will direct the user to the Information Support Division web pages The user must choose the relevant operating system and then follow the on screen instructions For help with installing standalone WTS please contact the IS Helpdesk details of which can be found by selecting the link below whilst holding down CTRL http www ucl ac uk is helpdesk B Web Based WTS Select the following link holding down CTRL to log on to Staff WTS http www ucl ac uk is wts web This will direct the user to the Information Support Division web pages Click on the Staff WTS button L This will start to load the Staff WTS connection The user needs to choose Click to Connect and the system will move into the Staff WTS environment Ai tp ue Lac uk Staff WTS information Systeme LICL Microsoft Intermed Explorer Citrix MetaFrame ip Coeeyriahk 1090 2008 Citrix Sterns Ire AME rights reserved Chri and Meta rama ans negistened trademarks of Citrix Systema Inc Training Notes for Business Objects Planner Workbook Training Manual V3 1 The default screen size for Web WTS is 1024 x 700 This screen size may be too small If this 1s the case the user can either use the standalone installation of WTS See Part A Alternatively if the user has a 19inch monitor then they can select the following link holding down CTRL http www ucl ac uk 1s wts web resolution htm
7. see section 9 Invalid Analysis codes in Entry sheet Saving a Workbook if there is a workbook Error the reserve adjustment For the workbook should net to zera validation error an error currently 3000 Error the Allacation Adjustment Far message will be Source 1 is currently 2000 produced The error Source 9 is currently 1000 Each Source should net to Zero message will describe the problem d Print invalid codes Training Notes for Business Objects Planner Workbook Training Manual V3 1 Here 1s a full list of the workbook validation rules The allocation adjustments must have a net total of OU by source within each Department Division The reserve adjustments must have a net total of 0 by source within each Department Division Source T Y Source Z Fa Total sii 3155 Source oo ooo oS oS So ooo oo ooo So oo oo oS H AMA EEEHT GRAN 24 61 2 000 Ajig Wi epipaEartieipatipr 1 a 5S2 i 1 1 2 511 Pid Hau Furnirhinar 2 OH validation errors should be fixed before a workbook can receive final approval However the workbook can still be saved with the validation errors For more about saving see section 9 2 Saving an Incomplete Workbook On the summary sheet a
8. the workbook to its original stage The Excel save E UCL Planning and Reporting Forecast 7006 Candan functionality iO alda sa 7 kaw top circle in red on E E W E E the picture to the right operates in a different way to the plan save the darker save icon circled in green The excel icon will save the workbook but will not carry out any validation checks or perform the save to database function It is recommended to avoid the Excel save function The user should always expect to see the Change stage dialog box as an indicator that the correct save function has been chosen 9 2 Saving an Incomplete Workbook At any point the workbook can be saved even 1f there are validation errors Whilst the workbook cannot receive final approval it will allow the workbook to be closed and reopened at the point of the last save It is good 30 Training Notes for Business Objects Planner Workbook Training Manual V3 1 practice to save the workbook regularly To save the workbook see section 9 Saving a Complete Workbook 9 3 Save the Workbook to Your Directory In order to take the workbook offline the workbook can be saved to the uesr s directory To save to file select from the Plan toolbar File gt Save as Before doing this a prompt will appear asking the user if they need to save any changes made to the data in the workbook UCL Planning and Reporting Dev Alert 1 Prior to saving this File
9. G H E J K L M P Department Actual Budget Previous Current Variance Forecast Spread Forecast 60 Forecast OI Forecast Current 2007 08 E0D23 E0D23 CHIME 2006 07 2007 08 2007708 2007 08 Forecast Comments Method August Sey Actual n 151 Y Budget 338 469 WHITTINGTON HOSPITAL SUPPORT 333 Budget Manager Source G Material Yes 340 Reserve bif 0 0 l 0 0 0 00 341 Reserve adjustments 150 538 0 0 0 0 00 _344 Total funds 150 538 0 0 0 0 0 345 Income 346 Health Authorities 173 273 195 510 95 810 Mane 95 810 Income Exception 223 511 35 810 35 810 35 810 356 Total Income 150 538 0 il 0 0 W 357 Staff Costs 0 0 0 l Mawar 0 358 Other Operating Expenses 353 Non Staff Ezpenses 0 0 0 Avenues 360 Inter Departmental Recoveries 0 0 0 361 Inter Departmental Charges fel 0 0 0 Alanual 0 0 0 I 0 Manual Manual 362 Equipment Ezpenditure gt 25k 363 Contribution to Capital Projects 364 Total Expenditure 365 Reserve cif kd kel e o ojojcoooeo e e 367 Movement on Reserves 368 When the worksheet 1s selected the screen should be similar to the screenshot above showing data for each account within the Department Division The rows will vary depending on the source code of the account e The Reserve b f Reserve posted or the Reserve Adjustment s rows will not appear on so
10. Income E 0 0 0 0 0 0 0 0 0 6 8 0 0 15 398 Other Operating Espenses 0 0 4 2 2 0 2 3 0 5 77 8 42 2 109 1 393 JTvG TELEPHONE EXPENSES Other Operating Expenses z 0 0 0 0 0 0 0 0 0 5 0 0 0 0 400 JTvv OPHTH TELEPHONE EXPENSES Other Operating Expenses ap x 0 0 0 0 0 1 0 1 10 3 0 0 10 1 401 JTX4 ON 23 050 TELEPHONES Other Operating Expenses 0 0 0 0 0 0 0 0 0 0 7 0 0 1 2 402 ION QSH TELEPHONES Other Operating Expenses 0 0 0 0 0 0 0 0 0 58 3 0 0 25 3 403 JTXC ON 1WST TELEPHONES Other Operating Expenses Eu 0 0 0 0 0 4 0 4 3 6 0 0 4 3 404 JTXD FIL 12 QSQ TELEPHONES Other Operating Expenses roo 0 6 0 0 0 5 0 5 23 2 0 0 6 0 405 2 Permanent Staff Support Staff Costs ro 0 0 0 0 3 5 3 5 0 0 0 0 13 7 406 307 Total Income 0 0 0 0 19 1 19 1 166 6 0 0 219 7 408 Other Operating Ezpenses 22 1 29 4 32 8 3 4 0 1 241 7 294 0 297 1 403 Staff Costs 0 0 0 0 3 5 3 5 0 0 0 0 13 7 mo 411 dminictratar For further reporting requirements a user group will be created to assess future report developments before the reports are created centrally Training Notes for Business Objects Planner Workbook Training Manual V3 1 Glossary ADS Administrative Desktop Support Advancing A workbook used by FMAs to process allocation and reserve adjustments across Departments Faculties Allocations Cash allocations initially may by Finance BOP Business Objects Planne
11. OD36 Economics 221 2007 23H 1 2007 Administrator 0082 0082 Mechanical Engineering OF M2 2007 23H 1 2007 Administrator 5 2 Opening Workbooks from the Plan Menu Workbooks can be opened through the Plan menu by choosing Plan gt Budget Workbooks NOTE the term Budget Workbook is a generic description in the database and has no relation to the standard process being performed e These workbooks may be Budget Workbook or Forecast Workbooks A Budget to Open dialog box similar to the following appears Select Budget to Open Budget Groups view by Description Individually wi view by Stage Order Select Budget based on Your Coding E0036 0036 Economics 0040 D40 English Language amp Literature 0062 OD62 Mechanical Engineering Cancel 12 Training Notes for Business Objects Planner Workbook Training Manual V3 1 displayed will be only those workbooks that the user has access to This includes read only workbooks that have been advanced for review see section 70 1 Advancing and are no longer available for the user to amend The table below shows how the list of workbooks can be sorted by selecting the relevant check box The list appears sorted by the workbook code Sorts the list by workbook description View by Stage Order This option sorts the workbooks by the stage they are at see section 70 Process Control To open a particular workbook double click on a Department
12. allocation adjustments must have a comment This will be the journal line description in FIS Allocation Deficit any allocation adjustment made must not result in the account having an allocation deficit if so the Remaining Allocation box will flag red Journal 00001 22 Total Allocation Adjustments Source l Source 9 0 00 Source 2 0 00 Source 6 0 00 Source 3 0 00 Workbook D0001 Account Available Allocation Remaining Allocation Foreca Account Description Code Source Department Allocation Adj Allocation Comment Bala _ RECURRENT GRANT m n 1 000 00 177 nm NN RECURRENT GRANT ee e Bes 1555 52 T s s s Ar from n an 1 22055 000 DI HUH m 0 00 000 000 3030 0 n 000 57 n 2506665516 000 000 HUH 1050 poc 000 000 200 1100000 25 0 00 000 000 2 PE 000 IS LAA 5777 fe 1 0 00 0 00 a E ect ET EE 000 DO 000000 0000000000 05 5 00100007 DUU UI HUH E E 000 HUH 55 m 000 000 00 72701 nn nnn nnn Workbook Journal Validation The journal validation rules for the AR workbook are similar as those for the Entry workbook At the top of the workbook there is a blue shaded section that presents a summary of the valid adjustments in the workbook split into alloca
13. me pc 30056 Budget Greek amp Latin Auges Sepiember October Nowember December January February March May June July Total 32 557 A2 PO T2 381 T2 541 72 706 rez bi n San ib 4i o raz e Bo er 0341 aadi ner Copie D midi D D Bz Bib Bo Bear adiussenenix e e e 7 b iz S d v bodi i ab 167 A H DIT EA pirri D ra zie D D H ir D H H D 18 2088 zini funds IE nd ni r25 8741 Tz 624 ez teli IZ TOR Imi 1223 KZ ioi b 421 m bed r Au am ois D D D D D D D D v D D 0 7a mher Doeralma Epes Fun Staf Espesges joven on Fever anam 153 bz bo zaq iBz H731 im 184 6148 5H D 2558 52 Training Notes for Business Objects Planner
14. name or select the department name and click OK Only one workbook may be opened at a time Select Budget to Open Budget Groups Individually Select Budget based on Your Coding UL Entry 0026 0026 Dav Nursery Entry E0D36 0036 Economics Entry E0D40 0040 English Language amp Literature Entry E0DS2 0062 Mechanical Engineering Cancel 5 3 Opening Workbooks from the Treeview Workbooks can also be opened through the Treeview by choosing Budget Workbooks This will open up the same Budget to Open dialog box discussed in section 5 2 Opening Workbooks from the Plan Menu 5 4 Exiting a Workbook Before exiting the user should save the workbook if necessary see section 9 Saving the workbook To exit from a workbook go to the Plan toolbar and choose Plan gt Exit gt Home This returns the user back to the homepage Alternatively go to the Treeview on the left and choose Exit Home Exit from a workbook using the in the top right hand corner Aurion of the workbook and the system remain attached to a Global Assumptions worksheet This worksheet whilst hidden from view holds essential data critical to formulae within the workbook and 13 Training Notes for Business Objects Planner Workbook Training Manual V3 1 cannot be shut down The user must use the Home action described above E3 UCL Planning and Reporting Dev Budget 2008 is E56 ola ez il RET
15. the IS Helpdesk details of which can be found by selecting the link below whilst holding down CTRL http www ucl ac uk is helpdesk There are 2 modes through which the user may access WTS Standalone WTS Section A and Web Based WTS Section B It 1s recommended that the user accesses BOP using the Standalone WTS access as this will automatically map the user s local drives and printers Both modes can be accessed through any PC that has an internet connection Standalone does require an installation to be made to the local PC and will therefore take longer to set up initially When using the WTS desktop this will operate autonomously LUD from the user s local desktop Any processing in WTS is carried out on the IS server so should not impact on the speed of other applications running on the users local PC desktop 6 Training Notes for Business Objects Planner Workbook Training Manual V3 1 A Standalone WTS Installation Using standalone WTS all of the user s drives that can be accessed through their PC should be available in WTS All of the users Printers should also be available through WTS The user is able to enter their username and password when Us setting up their standalone WTS session so that they can log straight into WTS without having to enter their details every time NOTE they must still enter their password to access BOP Select the following link holding down CTRL to log on to Staff WTS http
16. 33 194 800 32438 102 302 245 Movement on Reserves 377 133 194 800 32 438 102 302 246 Material 55 Staff Costs 15 763 3 338 3 388 Zeep Other Operating Ezpensez Non Staff Expenses Curent Fest 268 Inter Departmental Recoveries Carey enr 263 Inter Departmental Charges 4l Ewrent Fest 270 Equipment Expenditure gt 25k CORI Fest Contribution ra Capital Projects U Carey Zecg Reserve cif 16 769 3 338 3238 The screen above shows a material account coloured green against a non material account coloured grey In the Entry worksheet the account titles will be highlighted in green and the material indicator on the account title will display the word Yes for all accounts that meet the criteria above Source n Material Tes In the Summary worksheet again the title of the account will be highlighted in green to show the material accounts coe cc 8 COOC CH Sco OO ce OC 8 8 CH oo cc ce 8 CH TEfi BEI TERDRARTMENT AL REC RRP RIT 1 17 Training Notes for Business Objects Planner 18 Workbook Training Manual V3 1 6 7 Printing To print a combination of sheets within the workbook select Print Current from the Plan menu or the toolbar A dialog similar to the following appears Print Current rint Selections Sheet Print style For selected Sheet Entry Validation Override Other Sheets All Detai
17. 5 12 2 The Layout of the IYA Workbook 36 12 3 Updating the IYA Workbook 36 12 4 IYA Validation ten on da nO a 37 12 5 DY A NCW tr E 37 13 Allocations and Reserve Adjustments Error Bookmark not defined 14 Transfers to FIS itii ooo EE Eee ed ee asa ieu rs 41 14 1 Allocation and Reserve Adjustments Posted to FIS 42 14 2 Budgets Estgen ioe nde 42 14 3 Forecasts Posted to El aaa 42 14 4 Comments Posted 2222222 43 IIo 43 Y ea 48 Appendix A Summary Sheet Print Styles 49 Appendix B Entry Sheet Print Styles 51 3 Training Notes for Business Objects Planner Workbook Training Manual V3 1 1 Introduction The purpose of BOP is to prepare a Quarterly Forecast process and the update of the Budget For each area an Excel Workbook will be produced which will be pre populated with the latest position for each account When the workbooks are ready for review an email will be sent to the departmental user who will need to log on to Business Objects Planning to access the workbooks The data in the workbooks then needs to be reviewed and updated by the department to reflect the best estimate of the Budget Forecast for the year Once approved at departmental level the workbook can
18. 96 y Le Diary y 2 Dreamweaver y Access Database Conversion Readme Access Database Conversion Server PR Adib Archive Demo 3 4 mi Calibrate Coniss tad Data Sources ODBC L Depthmap Setup Antioch The system will then prompt the user again for their Information Systems username and Password Note This prompt may be hidden from view and appear to stall If this 1s the case click on the toolbar at the bottom of the screen and then click back on the WTS desktop The login screen should appear Before entering their username and password the user must make sure that the system selected is UCL Planning Live and that the Authentication Type is set to ADS Explicit not Planning When ADS Explicit 1s selected the username is automatically populated and the cursor points to the password The user must overwrite the pre populated password with their Information Systems password Welcome to BusinessObjects Planning Business Objects Username Password System UCL Planning Live Authentication Type ADS E plicit Cancel Training Notes for Business Objects Planner Workbook Training Manual V3 1 To disconnect from Staff WTS select the Disconnect button Disconnect 4 The BOP Homepage 10 The BOP homepage should be similar to the screen below The larger part of the screen is the BOP homepage At the left of the homepage is the Treeview see section 4 2 Treeview The BOP homepage is split in
19. BUSINESS OBJECTS PLANNING BUDGET FORECAST PROCESS TRAINING MANUAL Version 3 2 Date 14 October 2008 BOPSupport C ucl ac uk Tel 48336 http www ucl ac uk finance finance pages financial proJect frp train notes doc 1 Training Notes for Business Objects Planner Workbook Training Manual V3 1 BT dee e E de e etc E 4 2 Logging on to BOP Through ADS Finance Only 4 2 1 Installing BOP Ae tee is bua le bertus 4 2 2 Logging on to BOP Within AIDS 2222 5 3 Logging on to BOP Through WTS Requires an IS Account 6 3 1 Accessin Mb aa a ESA 6 3 2 Logging on to BOP Within WTS 9 4 The BOR e ein Ee CT LE 10 5 lun Toolbar EE 10 EE 1 5 Danne BOP 11 4 4 Using Other Excel Files Whilst in Business Objects Planning 11 5 Opening a el tie e LEE 12 5 1 Opening Workbooks from the BOP Homepage 12 5 2 Opening Workbooks from the Plan Menu 12 5 3 Opening Workbooks from the Treeview 13 54 Exiting a Workbook oen EE eU ea 13 6 Workbook NavigallOn iei a ama s 14 6 1 Workbook worksheets see 14 6 2 Summary Worksheet Overvievv 14 6 3 Entry Worksheet Overview 15 06d
20. Choose Launch Session 1260 x 1024 See below UCL EDUCATION amp INFORMATION SUPPORT DIVISION INFORMATION SYSTEMS Search UCL UCL Online gt gt Information Systems gt gt WTS Windows Termine IS SERVICES Web based WTS Change ther Email WTS Windows Below are links to connect to the named service using Web based services use the one that suits your display Software applications Saving your work Staff WTS Remote Cluster WTS Your own computer Launch session 640x480 Launch session 640x4i Launch session 800x600 Launch session 800x6 n Launch session 1024x700 Launch session 1024x Security amp passwords Launch session 1280x1024 Launch session 1280x FOR STUDENTS Computer rooms The default connection resolution is 1024 x 700 Halls of residence The user will then need to choose to log on to UCLUSERS and enter their Information Systems username and password when prompted Log n tu Windows Microsoft Copyright ii 1385 1333 Microsoft Corporation Server Built on NT Technology CS a User name Password Log on Fa JUCLUSERS Cancel AEA Options lt lt The following message will be displayed before the system logs the user on to Staff WTS Select yes to proceed CDM Read Access Warning application on your server is trying to access Ehe client mapped drive H For reading This drive maps to the local client path C Documents and Sett
21. ES 13 1 7 1 96 52 48 7 102 Gs x i Arial 12 3e M AGERE AE ESCH ee ee NE WO File Edit View Insert Format Tools Data Plan Window Help Al v 24 Global Assumptions Read Only My Favorites By SetUp 177 Budget Workbooks V Process Control Management BR Exit Home RI Login New User i DeskTop Global Assumptions are hidden from view 6 Workbook Navigation 6 1 Workbook worksheets The standard reporting process will consist of a budget and four quarterly periods The differences between a budget workbook and a forecast workbook are minor Basically during a budget process the user will be entering data into the next financial year using a budget workbook In a Forecast workbook the user will be updating forecasts for the remaining year that has not been superseded by actual data loaded form FIS Each workbook will have six worksheets These sheets are summarised below Worksheet Summary This worksheet gives an overview of all accounts When the workbook 1s first opened the summary sheet will be displayed This worksheet is where all of the adjustments are entered Work Area Two blank worksheets that operate as standard excel sheets These can be used to carry out calculations before posting to the Entry worksheet All data entered into these work areas will be deleted once the process is complete Comments This worksheet will allow users to enter comments that may be informative to the review and
22. Entry workbook once they have been approved and processed The user may update any comments see section 7 4 Comments All cells are protected against entry except where entry is expected Aurion To minimise errors data should be entered directly into the cell However if the user drags an entry cell over the top of another entry cell or cuts and pastes an entry cell the system will allow it but when saving will give the following error message UCL Planning and Reporting UAT Alert A Unable to save Entry data to database There is an error in a coded column If this occurs contact the Administrator immediately Format of Data Entry To give an allocation positive To increase an allocation positive To decrease an allocation negative To increase a reserve positive To decrease a reserve negative To increase income positive To increase expenditure except IDRs positive To increase an Inter Departmental Recovery IDR negative 7 3 Standard Planning Methodologies SPMs A Standard Planning Methodology defines the way in which a yearly total can be spread across the year It allows the spreading of forecasts to be carried out very quickly It offers ensures a controlled method of updating a 21 Training Notes for Business Objects Planner Workbook Training Manual V3 1 row so that all formulae are valid and the structure and security of the workbook is maintained The followi
23. IA Source i ENIA Material No Reserve bif 0 00 0 00 0 00 m t Reserve adjustments 0 00 0 00 0 00 m t Allocation U U U Hileman ui Ura nn im rim Eu r r r r 12 3 Updating the IYA Workbook Within the title bar there is a yellow entry box shown in the above example The user must enter here the account they would like to update If the user enters an invalid account the box will turn red to inform the user Once entered click on the refresh view button at the top left of the workbook to update the workbook with the chosen account Refresh View Once the button 1s clicked the account should be ready for updating The workbook should have updated the account with the latest forecast from the system and the actual data loaded from FIS up to the current month Users 36 Training Notes for Business Objects Planner Workbook Training Manual V3 1 can now update the forecast as desired by entering data into the relevant months 12 4 IYA Validation The validation rules for the IY A workbook are the same as those for the Entry workbook for the rules see section 7 5 Validation Atthe top of the workbook there is a blue shaded section that 1s equivalent to the Entry workbook summary sheet The first section shows the summary of the allocation adjustments for each source The sources will highlight red if each source in the workbook does not net to zero Refresh View Department Total Allocation Adjustment
24. JTI2 9677050 CALL CHARGES Income roo 0 0 0 0 0 0 0 0 8 3 0 0 0 0 H 378 Other Operating Expenses 4 17 8 1 2 16 5 17 7 14 3 179 7 12 4 161 7 373 T RECOVERIES DEPARTMENTS Income 0 0 0 0 0 14 7 14 7 118 2 0 0 146 6 380 Other Operating Espenses m 3 6 0 0 2 2 2 2 48 4 0 0 27 4 381 22 Mobile Phones Income 0 0 0 0 0 0 0 0 31 0 0 0 42 5 382 Other Operating Espenses 4 0 8 0 3 7 2 6 3 25 0 32 5 2 8 58 9 383 JT40 Tiger Maintenance Other Operating Expenses To 0 0 2 4 1 0 14 0 6 12 8 23 8 13 0 384 JT44 TELEPHONE CONSUMABLES Other OperatingExpenses 0 0 0 0 1 0 0 0 1 10 2 1 1 0 0 7 385 JT45 VOICE PROCESSING Income 0 0 0 0 44 44 16 0 0 25 5 386 Other Operating Espenses 4 0 3 2 6 0 3 2 2 0 9 2 7 25 5 5 8 387 JT46 PAGING SYSTEM Income E 8 0 0 0 0 0 0 0 0 0 1 0 0 0 0 386 Other Operating Expenses 4 0 0 0 0 0 0 0 0 0 5 0 0 0 6 383 JT51 Network amp Switch Management Income m 0 0 0 0 0 0 0 0 0 1 0 0 0 1 330 Other Operating Expenses d 3 3 2 3 0 0 2 3 1 0 26 4 23 2 13 5 331 JT52 Labour Maintenance Other Operating Expenses roo 0 0 3 9 0 0 3 9 1 0 0 0 39 1 0 0 382 Staff Costs 4 3 3 0 0 3 5 3 5 35 4 0 0 35 7 333 0754 Internal Materials ncome 0 0 0 0 0 0 0 0 1 8 0 0 2 9 394 Other Operating Espenses 4 17 1 9 3 1 1 3 0 7 10 6 18 5 29 2 395 JT55 Contractors Income m 0 0 0 0 0 0 0 0 0 1 0 0 0 8 396 Other Operating Espenses 4 1 6 6 7 4 6 24 0 3 40 8 67 0 51 2 397 JT61 HOSPITAL TRUST CHARGES
25. ON CHOOW TRS ee ee ee ee oe oe mes D Wi gnum s qu 7 DI re we ex 5 enn n GH CT m a o Mee 15 57 D j ajile w Report Nod Zeg POO Nort ruos Settings je J of Qe 4 Apter SOON RC AA D A Saa Ready 00 j inbox Merosaft O a UC Paren and 36 Mcroscft 3 z oe Projecta E Merosot Posee on Microsoft Off 46 5 internet Dre 1222 Populating the Report with data When the report first opens it will be populated with zeros Once the report has opened press F9 or through the planning toolbar use gt Plan gt Prepare Current to query the database The report will only allow the user to see information within their Faculty Division Department Select Report options Within some of the reports there are drop down boxes to focus on different sources or to change the data being viewed When an option is selected the report will automatically be updated e g Funding source All Core Operational Research Other services rendered Other activity or Scale to show the financial values in millions thousands or pounds Drill down The reports have a drill down functionality enabled that allows the user to see the underlying data behind a figure in the report To do this double click on the data to see the next level of detail behind it Each time you drill down a new worksheet within the same Excel wor
26. Planner Workbook Training Manual V3 1 Workbook Training Manual V3 1 Forecast ee Refresh View 2008 08 pm BOD56 Budget Greek Latin Seplember October November Desember January February March April May June uty Total 1 GREEK amp LATIN RECURRENT Reserves bt T Y fe 751457 Dua TI 21 804 E 18002 58 Rovere ouled ou ed 200 ouo bon Do Om GO Reserse adiusireenix T2640 non 200 nu pon Do lte siv D 31 486 e H a Total funds 7034 20 86 u aq a 1E EM THOE 12 504 Tn 500 TT i get H ovement on z li 135 060 LEE qz nm CARE FEL iz id ab XS ic 2 gradi mn ir ou Proyection Department Projection Projection Projection Projection Future Years Refresh View B D56 Budget Greek amp Latin 2008 09 2009 10 20101 2011 12 Comments AMO1 GREEK amp LATIN RECURRENT Budget Manager Reserve bit D D D 6 Reserve posted D D D Reserve adjustments 0 Allocation D Allocation adjustments D D D D Total funds 0 Staff Costs B B3 85 Other Operating Expenses Non Staff Expenses D 26 993 27 803 28 637 Inter Departmental Recoveries D D D 0 Inter Departmental Charges Equipment Expenditure gt 25k D Contribution to Capital Projects Bu CENE Total Expenditure D 27 074 27 866 28 722 Reserve cif D Movement on Reserves D 27 074 27 888 28 722 Variance aparmas Refresh View TTT
27. RA Forst Security Wiele le TECH ocius Process Conkrol Management ATUL Parara Paez Pape DC s fos d X ii ir mun l Loo Hee Udar l DeskTop Aug ermee nis Echt M Yee 2007 08 Curent Month s lay OB Pee LU Actua L t badi 06 13 53 16 06 20 i Hm Tipe the CLeremik drame pation For buckets thet are sakin your reviews Open a budget by selecting the appropriate link shove Once fnakeed advance it M Moret ar m bsabad red are bit Eha dos date biga dizolayad ri dra are On ecbedue Farpeurlirm Tips Report D Bight dick e em report and select Eeport Dei ro change tha congolidabon For amp repart iT UP Support Emad BOPSuppprtiharl ac uk 4 1 Plan Toolbar The Plan toolbar sits within the standard Microsoft El UCL Planning and Reporting toolbar Everything that the user requires can be accessed through the Plan toolbar The toolbar will Setup change depending on the task that the user 1s doing M within BOP There is some functionality that will S le be duplicated vvithin other menus on the toolbar EN EE such as the save option In all cases it 1s Budget Administration recommended that the Plan option is used as there A Training Notes for Business Objects Planner 11 Workbook Training Manual V3 1 are some instances where the Plan option performs BOP specific actions not performed by the alternatives on the other menus 4 2 T
28. added to the future projections this will be based on the previous year plus a percentage The user will be informed when new year data is added NOTE The Future Projections do not have any validation rules applied see section 7 5 7 2 Updating Data The workbooks are designed so that only certain areas are designated as input cells The input cells are highlighted in yellow to indicate the cells that can be amended by the user All other cells should be protected to ensure that any data saved to the database is input into the strictly controlled fields Also before saving any data to the database the system will verify and validate the data to ensure that it is acceptable to the database There are some cells greyed out as they should not be entered into Aurion However some of these are not lockable If the user enters data into these cells they will on save to the database and will not form part of the workbook calculations Income and Expenditure When preparing the budget the user will be required to update the position for all twelve months All twelve months will be exported into FIS as the Initial Budget once the workbook has financial approval see section 4 2 Budgets Posted to FIS When preparing a forecast the remaining monthly cells are opened up for user input The future projections will be exported to FIS as a Forecast update once the workbook has financial approval see section 4 3 Forecasts Posted to FIS Da
29. alidation Summary The following are reasons why particular boxes will flag red Allocation Deficit Allocation posted 1s larger than the available allocation Account is invalid closed or outside workbook permissions specified in the Account description column Account Source The adjustment is not permitted on accounts with this source All Source Summary Boxes The specified source does not net to 0 Total Allocation Reserve The total allocation reserve does not net to zero Comment Note lf LIO A valid comment has not been entered If your AR workbook is set at the Divisional level you will only be able to make adjustments between accounts within the same division Adjustments between divisions will require a workbook which is set at Faculty level Adjustments between faculties must be performed by Planning and Management Accounts Format of Data Entry To move an allocation TO an account positive To move an allocation FROM an account negative To move a reserve TO an account positive To move a reserve FROM an account negative 13 8 Processing Adjustments Caution As with all other BOP workbooks adjustments made in AR workbooks must be saved and advanced in order to be approved and passed into FIS If there are any outstanding validation errors or red boxes within the workbook any changes you make will not be processed into FIS It is recommended that any adjustments across Departments b
30. and Reserve Adjustments Posted to FIS The workbooks will then be rebuilt and returned to the user as a blank template ready for further updates and movements as necessary Each month following FIS closure the workbook will be rebuilt automatically to be updated with the latest information from FIS All workbooks must be 35 Training Notes for Business Objects Planner Workbook Training Manual V3 1 approved before this date Users will be issued deadlines to complete the approval process by Finance 12 2 The Layout of the IYA Workbook The look of the IYA workbook is very similar to the Entry workbook and has very similar functionality with a few subtle differences The table below shows a list of the main actions and whether they apply to the Entry workbook or the IYA workbook Action IYA Workbook Validation section 7 5 Yes slight change see section 12 4 Advancing section 10 1 Yes same process SPMs Section 7 3 Not used Comments Section 7 4 Yes same process Materiality Section 6 5 Not used Printing Section 6 6 When the workbook 1s first opened the user 1s presented with two blank accounts The main columns show the current forecast a forecast adjustment to be updated by the user and the final forecast incorporating the adjustment Department Actual Original Forecast Forecast Forecast Adjustment Adjusted HIA Description 2006 07 20077208 2007108 2007108 EHA Account is invalid EN
31. be forwarded via the system to the nominated first approver for Academic Departments normally the Faculty Management Accountant who will review the amended workbook and can either approve amend or return it to the department for changes to be made One further level of approval can be built into the system before the workbook is received within Finance Division for final review and incorporation into the latest Quarter Forecast or Budget It is possible to divide a department s accounts between a number of workbooks although this will only be recommended for workbooks where the number of accounts is very high Movements of reserves or allocations will not be possible across workbooks and needs to be considered when workbooks are split It may be necessary to split workbooks where 1 There are too many accounts for a single workbook maximum size approximately 300 accounts 2 Different people within the department are responsible for entering the data 3 The workbooks need to follow different approval paths although this should be rare 4 The department wishes to have workbooks for different areas of activity eg sub units or into more manageable chunks 2 Logging on to BOP Through ADS Finance Only 2 1 Installing BOP To install Business Objects Planning on to the PC select the following link holding down CTRL lt as27 adcom ucl ac uk Planning Deployment ClientInstall Professional Edition Client msi gt Select Run then Nex
32. displays the history log of the current workbook including Date time and user who performs the stage change e Previous and current stage when the change was performed e User comments related to the stage change e The Business Objects Planning process used for the stage change The Show History log only records this information when a workbook s stage 1s changed it does not keep a log of every save performed zi StageHistory xls Read Only Stage Track History log for 0036 0036 Economics Last Saved Code Date Time Saved By Previous Stage Current Stage User Comment Via Process EUDSE 23147 1510 TestzPMLser Entry Departmental Pracess Control amp dvance E0D36 231407 15 14 Administrator Departmental Entry Process Control Return 0036 231 07 16 23 TestSPhiUser Entry Departmental Process Control amp dvance 0036 23147 16 24 Administrator Departmental Entry Process Control Return 0036 23H14 16 24 TestsPMUser Entry Departmental Process Control Advance 0036 23147 16 25 Administrator Departmental Faculty Returned as requested advanced in error Process Control Advance 00536 2391 07 15 27 Administrator Faculty Departmental Returned az requested advanced in error Process Control Return EOD36 2311 07 15 27 Administrator Departmental Entry Process Control Return 10 4 Process Control Manager Select Plan gt Process Control Management to pull up a spreadsheet showing all workbooks The Process Control Manager allows users
33. e completed before the Forecasting process begins NOTE If the adjustments are within the Department then the user will be able to process these themselves using the In Year Adjustment workbook see section 72 In Year Adjustment Workbook Once the adjustment has been processed it will be loaded into FIS as a movement of funds see section 5 Allocation and Reserve Adjustments Posted to FIS The following day this will appear in any active workbooks that the user has Entry workbooks during a quarterly process or the IY A workbooks outside of this 14 Transfers to FIS All data entered into BOP will be forwarded to FIS 41 Training Notes for Business Objects Planner Workbook Training Manual V3 1 14 1 Allocation and Reserve Adjustments Posted to FIS Allocation and Reserve adjustments are replacing what was formerly known as a budget journal This data will impact upon the funds available in FIS by adjusting the College Budget field to be renamed Total Funds These adjustments can be entered using three different workbooks For allocation and reserve adjustments that span Departments Faculties there is the Allocations and Reserves Workbook that is submitted by FMAs Once these workbooks are approved the data 1s posted to FIS that evening For allocation and reserve adjustments outside of the formal Budget Forecasting process there is the IY A workbook see section 72 In Year Adjustments Workbook which allows D
34. epartments to move funds within the Department Once these workbooks are approved the data is posted to FIS that evening During the formal Budget Forecasting process Allocation and Reserve adjustments are entered as a net position while the budget forecast is being built Once these workbooks are financially approved the data is posted to FIS The formal Budget Forecasting process 1s built around a timetable and may take up to three weeks before the data receives financial approval EE Period Balances YTDE ters re Ur UP E E cece cece DP cece ce cece Ep CE CE RUE UFU CUP UPUP UE Ur Ende K03 T EB T T T Funds Available Summary Balances Period Budget Encumbrance Actual mmm ma um um jorwm 7 ma nm emm ma um um wem um um mm mn um um jrmm on um um wm n um um mmm um um um Jumm um um Manual Commitment Other 14 2 Budgets Posted to FIS Once the main Budget has been approved as set it will be posted to FIS The area in FIS where the budget is to be posted will be communicated separately to this document The budget in FIS will consist of only Income and Expenditure 14 3 Forecasts Posted to FIS 42 Training Notes for Business Objects Planner 14 4 Workbook Training Manual V3 1 Once the Forecast has been updated it will be posted to FIS The area in FIS where the forecast 1s to be posted will be communicated separately to this document For forecast ad
35. er should first open a separate excel session on their desktop in the normal way When the user would like to open an excel file they should first make sure they have accessed the separate excel session on their desktop toolbar immediately before clicking the excel file to open This will then open the file in the separate excel session If BOP was the last session accessed then the excel file will automatically open there To close a file Training Notes for Business Objects Planner Workbook Training Manual V3 1 inadvertently opened in BOP click on the top right hand X of the worksheet area in the normal way This will not be the case if the user is accessing BOP through WTS but is opening up excel files on their local desktop as both desktops operate autonomously 5 Opening a Workbook 5 1 Opening Workbooks from the BOP Homepage Budget workbooks can be opened from each users Home page At the top of the home page there 1s a list of all workbooks that are currently at a stage where the logged in user is assigned as the owner The list includes the name of the Workbook the stage due date the date last saved and by whom The status of these workbooks 1s colour coded according to the following key e Green The workbook is within the due date e Red The workbook is past its due date for its current stage Users can click on the workbook names to open a workbook directly Currently Assigned Due Date Last Saved Saved By 0036
36. es have been loaded into August and September hence the reason these cells remain unavailable for entry when the manual SPM is selected 7 4 Comments There are two comment fields There is a comment field for all lines within the account template and one for a general account comment Certain comment lines within the template are mandatory e g reserve adjustments Comments are limited to a maximum of 100 Characters This account is retained for the following process and is also saved to FIS see section 4 4 Comments Posted to FIS Training Notes for Business Objects Planner Workbook Training Manual V3 1 The general account comment is entered in the title bar of the account as shown in the following screenshot F D 36 0D36 Economics Sn He B Actual Budget Forecast Variance Forecast E0036 0036 Economics 2006 07 2007108 200703 ud Fest Comments BCZE Hefce Grant Income Control Comment Carried fram Entry sheet t Budget Manase M E Income HEFCE Grant Teaching 924 400 324 333 1 HEFCE Grant Research 1 533 000 1 533 000 HEFCE Grant Other HEFCE Grant Release of deferred capit U 0 0 Staff Costs Other Operating Ezpenzez Mon Staff Expenses Inter Departmental Recoveries U 0 0 Inter Departmental Charges U When an account comment is entered it is automatically carried through to the summary worksheet to assist 1
37. est but will do nothing 22 Training Notes for Business Objects Planner 23 Workbook Training Manual V3 1 Add Update Planning Methods Use this dialog to insert new or update existing lines in the budget vnu are currently working on K Cancel Budget Account SPM 31 lines Current Forecast Even Forecast Account SPM 31 lines Main Account SPM 31 lines Manual Previous 12 Months Previous Financial Year Operation desired Insert new line s 5 Click the OK button 6 The following prompt will appear indicating the workbook will replace existing formulae on the selected row UCL Planning and Reporting Dev Alert 2 Are vou sure you want to replace the Formulas Far Ehe next 1 lines Tel e 7 Choose the Yes button The line is updated using the methodologies of the new SPM selected ER FOD36 0036 Economics M EE TET ERR CE RE ETE SR 101 EUD3 amp 0036 Economics Method August September October Movember 102 BCZE Hefce Grant Income Contr Source n Budget Manager Material Yes J income Il HEFCE Grant Teaching EEN Zoe 72 033 7033 7033 rr Os Te HEFCE Grant Research ed H 127 750 127 750 127 750 127 750 13 HEFCE Grant Other co L 111 HEFCE Grant Release of deferred capit Cases feed D J Staff Costs Euren 0 L No amendments can be made to the actual data In the example above the actual valu
38. gy to choose from budget account or forecast account depending on which process the user is doing 4 Insert new line s should be selected The overwrite current operation should be greyed out 27 Training Notes for Business Objects Planner Workbook Training Manual V3 1 Add Update Planning Methods Use this dialog to insert new or update existing line s in the budget vnu are currently working on Forecast Account SPM 31 lines 2 Operation desired t Change methodology D Show excluded items If Change Methodology is selected the system will display an Camion error message indicating that the selected methodology does not have the correct number of lines It will not allow for the row to be changed 5 Click the OK button The new account should then be added 6 A prompt should be displayed stating that the new account has been added and that the user needs to press the Refresh View button This should Refresh View update both the entry and summary worksheets with the new account Once an account has been added the user may use the account in the same way as all other MEA accounts in the workbook All new accounts have the word NEW displayed in the account title If the user attempts to add an account that is not available or is a duplicate the following message will appear UCL Planning and Reporting Alert 2 You must be in an appropriate section to insert o
39. ings ucziida Risk level Medium Do you wish Ea allow this access Training Notes for Business Objects Planner Workbook Training Manual V3 1 3 2 Logging on to BOP Within WTS Once logged on to Staff WTS start the Business Objects Planning software by choosing Start gt Program gt Software A D gt Business Objects Planning gt UCL Professional Edition http www ucl ac uk Staff WTS Information Systems UCL Microsoft Internet Explorer m fe SESCH H My Computer Reserved 51516 Applications a Windows Explorer Applications and Resources Useful Links HN Internet Explorer 6 2 Accessories 29 Graphics Packages 2 Internet Applications 29 Library Applications 2 Numerical Packages 2 Office Applications 2 Programming Languages 2 Reserved Applications z Software A D 29 Software EL 83 software I P 29 Software M O 3 software P R 29 Software 5 2 Le Startup Le Teaching and Learning Resources 2 Teaching Software Ej Unix Applications S3 utilities a Access 2003 D e ELIB Service 38 Excel 2003 i e Internet Explorer 6 gt Internet Explorer Oracle Calendar Outlook 2003 PowerPoint 2003 Thunderbird GJ Windows Explorer w7 word 2003 WI www Ea 3 atlas ti 5 2 Dam Business Objects Planning Planning Release Notes y Le Calcrete 2003 2 UCL Professional Edition gt Le Canoco 4 5 y Conversions Plus 6 3 Crimestat y Le DemoGraphics
40. ining Notes for Business Objects Planner 48 on z S 13 elo l illess ce A Text to Columns sa Forecast Comments 20 000 EN Ds D 25 Workbook Training Manual V3 1 Some validation rules are cell specific and some are workbook validation rules When the workbook is saved see section 9 Saving a workbook if there is a cell specific validation error an error message will be produced that directs the user to the row of the cell that is causing the problem and gives a brief summary of what the error is The list of errors can be printed if necessary by selecting the Print checkbox and choosing Continue This will print the error message in full Budget Module Save Invalid version codes in Entry sheet Error an Row 708 Account 4103 Error on Row 870 Account 4159 Error on Row 1116 Account 4156 Error on Row 1118 Account 4156 Print invalid codes Here is a list of the cell specific validation rules e All reserve adjustments require a comment to be added e All allocation adjustments require a comment to be added All entries to Equipment Expenditure gt 25k require a comment e All entries to Contribution to Capital Projects require a comment If an account in surplus goes into deficit or an account in deficit goes into a larger deficit position this will produce an error When the workbook is Budget Module Save saved
41. justments outside of the formal Budget Forecasting process there is the YA workbook see section 72 In Year Adjustments Workbook Once these workbooks are approved the data is posted to FIS that evening During the formal Budget Forecasting process forecast adjustments are entered to FIS as a net position once these workbooks are financially approved The formal Forecasting process 1s built around a timetable and may take up to three weeks before the data receives financial approval Comments Posted to FIS For each workbook it is important to understand which comments are sent to FIS For the Entry and In Year Adjustment workbooks the comment held against the account is not sent to FIS This represents an overview comment against the account in BOP Each individual line comment against each account type will be posted back to FIS as a journal line description For each line item a net position will be posted back to FIS 1 e a sum of individual entries For the allocation and reserves workbook an individual journal with it S comment will be sent to FIS for each entry 15 Reports 43 To open a report choose Plan gt Plan Reports gt Open The following dialog will open Open the desired directory and double click the select mouse button on the required report EJ UCL Planning and Reporting UAT Forecast 2008 File Plan Help Setup K Utilities Objects Planning Data Edik Ej Budget Workbooks New b Budget Admini
42. kbook is created with the next level of data in it These worksheets are titled PLNDrilll n This method will give the user detail right down to account balance level BOP does not hold transaction data If the user requires this Caution information they will need to investigate through FIS 45 Printing a report Once a report has been generated it can be printed by selecting the print option from the normal Excel Toolbar gt File gt Print Saving a report a report can be saved locally for reviewing off line This can be done using the Excel Save As functionality gt File gt Save As The following dialogue box is displayed Training Notes for Business Objects Planner Workbook Training Manual V3 1 AZ by anlvs graup xls Exp by area xls 44 Inc by area xls A5 by source xls x Browse Use the Browse button to select where you want to save the report output then press OK Sending Emailing a report You can email a report to someone by using the standard Excel functionality Select gt File gt Send To gt Mail Recipient as Attachment Aborting a report if you have started a report and wish to stop it running when the Calculating Worksheet message appears in the dialogue box you Beport Contact Administrator to Processing Status Research Grats amp Cntrets Other Operating Income can press the Escape Ksc key and the report will terminate WARNING The values shown in the re
43. l Variance 2 Iv Print Preview Print List Summary Source Current gt Remove OK Cancel izi The sheets in the vvorkbook are listed 1n the top left hand window To see the available print styles for that sheet click on a sheet name The available print styles for the selected sheet are listed in the top right hand window Select the print style required The selected print style should populate the central window Print List The user should select the Print Preview check box if they wish to see the layout of the selected print style Selecting Ok will print the Print Style For Summary worksheet the styles can be displayed as current budget variance and variance 2 Variance is the comparison between current and last year s budget Variance 2 compares current budget and forecast These variances will be different for forecast workbooks Source displays only the source totals for each of the above Detail will display all the accounts within each source See Appendix A For the Entry Worksheet the Print Current appears as below Training Notes for Business Objects Planner 19 Workbook Training Manual V3 1 Print Current rink Selections Print style For selected Sheet Do Mot Use Validation Override Summary Material Other Sheets Forecast All Projection Variance Jw Print Preview Prime Lis Entry Summary Detail e Do Not Use this print style is used for interna
44. l funds D 1 550 1 518 474 Staff Costs 0 0 a D Other Operatina Expenses Non Staff Expenses 0 474 1 516 1 042 nter Departmental Recoveries D D D A D Inter Departmental Charges U 0 0 0 Equipment Expenditure gt E25k D D Contribution to Capital Projects A A 0 0 Total Expenditure D 4 474 1 516 1 042 Reserve cht 1 516 0 1 518 Movement on Reserves D D 1 516 1 518 3 032 Summary Material As above but with only Material accounts Department PR LR Actual Budget Current Current Variance Refresh V Ilew Forecast Budget Current Reserve b f 1 622 0 39 631 7 034 32 597 Reserve posted 500 0 82 597 0 82 597 AM04 P T TEACHING FUNDS Budget Manager Source 1 Material Yes Reserve bif 11 803 0 34 750 11 874 22 875 Reserve posted 0 0 82 333 0 82 333 Reserve adjustments 7007 070 O O Allocation 2 0 0 0 0 Allocation adjustments yy 18285 Total funds 11 803 0 47 584 6 411 41 173 Staff Costs 12 708 0 46 654 1 762 44 892 Other Operating Expenses Non Staff Expenses 10 239 0 12 805 14 500 1 695 Inter Departmental Recoveries 0 0 0 Q 0 Inter Departmental Charges 0 0 0 0 Equipment Expenditure gt 25k 0 0 OS o 5 0 0 Contribution to Capital Proiects 0 0 0 0 0 Total Expenditure 22 947 0 59 458 16 262 43 196 Reserve cif 34 750 0 11 874 9 851 2 023 Movement on Reserves 22 947 0 22 875 2 023 20 852 51 Training Notes for Business Objects
45. l workings e Summary Detail shows the details current actuals last year s budget current forecast the current budget and the variance between current budget and forecasts e Summary Material this is the same as Summary Detail but restricted to Material accounts Forecast shows current budget by month and total Projection displays the future 4 years annual projections e Variance compares the current budget and forecasts See Appendix B for print layouts Entering Data 7 1 Initial Data When the workbook is created it is populated by existing data held within Business Objects Planning at the time the workbook is created The user will be expected to build upon this data to complete their Forecast Data to be populated will be e The brought forward reserves will be the opening reserve on the account e Reserve posted will be historical movements made within the current year e The opening Allocation will initially be an allocation made by Finance Faculty but during the year this will include movements Training Notes for Business Objects Planner Workbook Training Manual V3 1 e Historical data from the previous Financial year e Actual activity for the months closed on FIS e Salary forecast information on salary accounts from the Finance staff forecasting system Future Projections will in most cases be entered by the user unless the data is under Finance control When a new year is
46. ll accounts with a validation error have the source field highlighted in red The summary sheet also highlights in red the workbook validation errors In exceptional circumstances Faculties can agree with Finance to approve accounts where there is a validation error caused by the adverse movement on reserves pushing the reserve carried forward position into a negative 8 Adding a New Account 8 1 The Process Before the Budget Forecast process has commenced it is recommended that users set up all new accounts that they will require in advance These will then appear in the workbook from the start However if a new account is required within the current process and has been set up in FIS there is a facility to bring this account into the workbook Before doing this the user must email the BOP Administration team at BOPSupport ucl ac uk so that they can assign the new accounts to the workbook New accounts must be entered into FIS first There is no facility to Cmo update BOP with new accounts that are not created in FIS 26 Training Notes for Business Objects Planner Workbook Training Manual V3 1 8 2 Adding an Account to the Entry Worksheet All new accounts in the Entry worksheet must be added to the bottom They will remain at the bottom for the remainder of the process When a new standard process is commenced these new accounts will form part of the standard workbook structure To add an account there is a blue bar at the b
47. n reviewing the accounts This account is retained for the following process but is not saved to FIS Mi BUZE H fc Grant inc m Control 1 2 457 393 7 749 905 14 T SETARE CASTA 3 252 Comment Carried from Entry sheet n For adding comments against the whole workbook see Stage comments within Process Control section 10 1 Advancing 7 5 Validation There are many validation rules in the worksheet Where possible the system attempts to highlight to a user that an entry is incomplete by highlighting the cell red For example if a user enters a reserve adjustment a comment must be entered The comment cell is highlighted red until the comment has been added The future year projections do not have any validation rules applied to them Caution E3 UCL Planning and Reporting Dev Budget 2008 ie 76 uz o 3 d ca dA Zle Arial 10 s B s File Edit view Insert Format Tools Data lan window Help K187 fe EST 0036 Economics EE 400 Department 101 E0036 0036 Economics ET Eudget Manager Mv Favorites ga Setup E Budget Workbooks V Process Control Management Forecast Variance 2007 08 Bud Eeer EU Exil 153 Reserve bif F Elame Reserve adjustments Distribution Bil Login Mew User 166 Distribution adjustments D DeskTa 167 Available Funds l H Staff Costs T 659 7 9 24 Tra
48. nce the previous journal submission has been posted to FIS This will be unique to each journal and will show as the journal description in FIS 13 2 Opening an AR workbook AR Workbooks can be opened from your BOP home page by selecting the workbook with the name format D Faculty Division Name E g The AR workbook for the Finance Division would be D0012 Finance Division 13 3 AR Workbook worksheets Each AR workbook will have two worksheets These sheets are summarised below Worksheet ARAdjust This worksheet is where the adjustments are made When the workbook is first opened the ARAdjust sheet will be displayed ARProcessed This worksheet is where all of the previously approved adjustments are recorded 13 4 ARAdjust Worksheet Overview The ARAdjust worksheet is the data entry worksheet in the workbook Journal D0001 22 Total Reserve Adjustment Total Allocation Adj 0 00 Source 1 0 00 Source 9 Source 2 0 00 Source B Source 3 Workbook D0001 Account Available Reserve Remaining Reserve Available Allocation Remaining Account Description Code Department Reserves Adjustment Reserves Comment Allocation Adj Allocation 0 00 ess 0 00 0 00 020 H UE 0 00 0 00 1 0 00 000 EE 0 00 0 00 0 00 A1 ME 0 00 0 00 UL VE ere 0 00 HD 0 00 UL Oe E 0 00 0 00 0 00
49. nd Curent Forecast 200708 Deparim ent Source Fa s r v F se Dye Allotatons Total att Cher opening Deparimentil Lepartme rital Equilpme rit Contribut E Move ment c Puert Greek amp Latin zi u tra ria zi yam inek cem C aca f Ure yen nds Charges Em itz k Fyri ci hey z ru ER Teil j l 50 Training Notes for Business Objects Planner Appendix B Entry Sheet Print Styles Do Not Use Reserved for Internal Workings Summary Detail 4 PIT TEACHING FUNDS Budget Manager Source 1 Material Yes Reserve bif 11 803 D 34 750 11 874 s r Reserve posted D 82 333 B2 333 Reserve adjustments Allocation 0 D D Allocation adjustments 18 285 Total funds 11 803 47 584 6 411 41 173 Staff Costs 12 708 46 654 1 782 44 8692 Other Operating Expenses Non Staff Expenses 10 238 12 805 14 500 1 895 Inter Departmental Recoveries D 0 A Inter Departmental Charges A D D D Equipment Expenditure gt 25k A 0 0 Contribution to Capital Prajects D Total Expenditure 22847 456 16 262 43 1886 Reserve cht 34 750 11 874 8 851 2 023 Movement on Reserves 22 947 0 2275 2 023 20 852 AMOS Widening Participation Funds _ Budget Manager Source 1 Material No Reserve bif D A 1 518 1 518 Reserve posted Reserve adjustments 0 Allocation D D 1 980 1 990 Allocation adjustments Tota
50. ng are the available Standard Planning Methodologies Manual Each month will become highlighted in yellow and will be available for individual input with the exception of those months populated with actual activity see example below Even The system will spread the annual total less actual months evenly across the remaining months The system will spread the annual total less actual months on the basis of the previous financial year The system will spread the annual total less actual months on the basis of the previous 12 months Current Forecast The system will spread the annual total less actual months based on the last forecast submitted across the remaining months This will default to Even if there is no data in the last forecast The default SPM is Current Forecast when preparing a budget and Manual when preparing a forecast To change an SPM perform the following steps Right click on the row that needs Close to be changed 2 Choose ADD Update Planning Method from the plan menu Save Print Current Sequential Print The add Update Planning Navigate Methods box appears Dimension Lookup Process Control b Select the methodology to change line to 4 Change Methodology should be selected The overwrite current operation should be greyed out The Option Desired defaults to Insert new line s If this is Camon selected the system will pause to assess the requ
51. ok has been advanced and they are no longer the owner UCL Planning and Reporting Dev Alert m 1 You na longer have Ehe ownership rights to save advance or return this budget workbook Returning a Workbook Once the user has advanced a workbook they no longer control the current stage of the workbook and therefore have no control of the workbook If the user needs to make a change to the workbook they must request that it be returned by the current owner of the workbook If the current owner of a workbook wishes to return it to its previous owner then they should choose Process Control gt Change Stage from the plan menu The change stage dialog appears UCL Planning and Reporting Change Status For EODSZ 0062 T OK Cancel Process Control Advance e Return If the user selects Return the Change Stage dialog allows the user to do the following e Enter Stage Comments Any comments entered here are saved in the workbook s stage history log e Email New Owner If desired the user can enter a message to be emailed to the new stage owner Note that this email is in addition to an email that is automatically Training Notes for Business Objects Planner Workbook Training Manual V3 1 generated when the workbook is advanced but allows the user to highlight key areas within the workbook 10 3 Workbook History Log While in a workbook selecting Process Control gt Show History from the Plan menu
52. ottom containing the words Insert a new account o setamewaecoua pe 1 At the right hand side of this bar there is a yellow box The new account code must be entered into this box The system will only accept a legitimate account It will not add an account if it results in the account being duplicated in the workbook and will inform the user if this occurs If an account is a legitimate account and is not already present in the worksheet it will only add the account if it has been attached to the workbook by the Administration team If it has not the following message will be displayed Account is not mapped to workbook Please contact your administrator Once the user has contacted the BOP Administration team at BOPSupportQ ucl ac uk and been advised that the account has been attached to the workbook the user 1s free to add the account All accounts must be created in FIS first Once an account is D created in FIS it will not be loaded into BOP until the following Camion day The account must be in BOP before it can be mapped to a workbook 1 Select the insert a new account row indicated in blue at the bottom of the entry worksheet 2 Choose ADD Update Planning Method from the Close Save Print Current Sequential Print plan menu E Dimension Lookup The add Update Planning Add Update Planning Methods Methods box appears Process Control 3 There will only be a single methodolo
53. port may now be corrupted or part refreshed depending on when it was stopped Using the Standard Reports The Current Standard reports setup in the SharedReports directory in BOP are shown below together with their anticipated audience and the level of drilldown appropriate for them Finance Deans and Vice Heads of Academic Individual Committee Provost Divisions Departme budget and SMT Admin nts Heads of CSS holders Divisions Al Top I amp E 46 Training Notes for Business Objects Planner Workbook Training Manual V3 1 The drill level refers to the reporting hierarchy setup in BOP and FIS The levels within the hierarchy are shown below Drill levels see below 1 UCL 2 School 3 Faculty 4 Division 5 Department 6 Budget Manager 7 Account Code Example report 47 ap by account xls Read Only Plu E3 364 365 Beport Telecommunications 366 367 Current Period Year to Date 368 Previous Previous 363 Scale 0 0k Budget Year Budget Actual Variance Var Year Budget Actual 370 Source Manager k k k k x k k k s 372 373 T l TELEPHONES STAFF COSTS Other Operating Expenses 0 0 0 0 0 0 0 0 0 0 0 0 0 2 8 374 Staff Costs 16 5 17 6 15 4 2 2 0 1 163 3 176 3 152 8 375 10 5 MAINTENANCE Other OperatingEspenses 0 0 0 8 2 0 0 8 2 1 0 66 8 81 9 75 0 376 In 3877050 RENTAL Other Operating Expenses 0 1 3 2 9 1 3 1 1 0 14 0 32 4 27 3 377
54. r Brought Forward Reserve The opening balance Entry Workbook A workbook used to capture Departmental Budgets Forecasts across all accounts during a controlled process period FMA Faculty Management Accountant Future Projections 5 year forecast IDT Inter Departmental Transfer IYA Workbook A workbook used by Departments ad hoc to process and allocation and reserve adjustments within the department or update their forecasts PMA Planning and Management Accounts Reserves Departmental accumulated funds Reserve adjustments Movement of departmental funds equivalent to budget journals Reserve Posted Reserve adjustments already committed to FIS SPM Standard Planning Method used to change the spreading of a forecast in a controlled way Validation Checks to ensure data saved back is correct Workbook An excel spreadsheet used to capture budgets forecasts WTS Windows Terminal Server 48 Training Notes for Business Objects Planner Appendix A Summary Sheet Print Styles Source Current 5006 Reser Reserves Fe serva AJ ce ation bit 0S Po Gel d u cim en tc Alooaton c d ju cre nito CAR xas i 4 4255 5 3 IG s E 227 A H ER ZA A 23 Total nde Xo 4 zem 6 525 cn 2 1 Inoeme TURIS Current Budget 2005 13 Workbook Training Manual V3 1 taff her Operating Cspa
55. r change SPMs The next available row up is 518 The next available row down is None below this section 28 Training Notes for Business Objects Planner Workbook Training Manual V3 1 8 3 Adding an Account to the Summary Worksheet When an account has been added the Summary should be updated when the Refresh View Refresh View button 1s selected on the Entry worksheet However it will not show the accounts individually They will be grouped together depending on their source The new line will appear within the relevant source on the summary sheet 156 Lakin Fest Waid Oihe 151 d ETE EI E 2 a Source 160 162 2414 BREA T GEAL 1 24 671 p2 000 155 Ayo E rkizik ki 1 S 5255 164 z Eattadet For Bura 0 0 165 n 1 2517 166 Ale 1 2565 16 V loe Europea 1 155 2500 155 alee 1 x 62T 153 AlSd Fig ment 1 2 521 TT New Source 1 Accounts 1 iTi Source 1 oo od 3155 This line will not contain hyperlinks to the relevant accounts and will not turn red if there are errors on the new accounts It is simply a means of ensuring that the overall position is captured within the summary When a new standard process is commenced these new accounts will form part of the standard workbook structure 9 Saving a Workbook 9 1 Saving a Complete Workbook A workbook will only receive final approval if there are no validation erro
56. re e gi sen n gt Unite 28 Mepott toe Cont m BAcdmimisti ston ro apdete ARE in the ener table 5 i3 Data Edit q N Fede Somees ALL 2 Ev Pesisd Veas to Date lad taot m D Oper PB Se l m zl vou Utt Ae ME vw vou nd SE Vathance geg DI DI x aJ td User omgiet n D Fence 1 Saed x 2 11 Stndanrdi spos MEF CE Ce nn ET x 5 ann we ox ejet 14 44 6 46 7 lgd AS Top e wes sma ant nr ma ox LEI 2 f j lad 2 by andes gr Grete Cotrets mne mss s ox ass DEET 1 349 4 nse lad As tuz by are x Othe Opes sting income ws TIE ea quus wa ex 4 mau ET m ite n B 9333 D ina x Amen yes E 1d At re by wea G 08 dx Ian KH pu ir 44 AS by source xti TOTAL COME eres ARATRO 7 pann mag TA 4h Une lad At by court AT BAM x borc URE i on ai D y maz OU masz mag xa mes m lad LPC Report Ge 25 1 za men mag arm mawit Wine wre le wn we ex Um t 1e a lad test nts Depreciation L 293 2993 w ox sem oe s ti ebook TOTAL XPtM ETUBT DX 34 794 08 D 54 795 08 ween SLE 5634 nm r l he m dad Corseo tve Pete e qnam s paner m we ox 6m n 3 77 tudget Wor hs to x Ce Budget Ate H Process Cor me M n LS m EXCEP TONAL ITEMS D D D 2 oe wr E e TAXATI
57. reeview The Treeview offers a quick menu route to ih SS ese File perform a number of key tasks To select an item though the Treeview drill though the levels in the Treeview to get to the action required To activate that action double click the select mouse button on that action If the action is performed regularly clicking the Plan Help 5 query mouse button on the action brings up a e ecl menu with the Add to favourites option Selecting this will move the action into the Favourites section at the top of the Treeview Selecting the double arrow zB Exit at the top right hand corner of LUD the Treeview minimises the Treeview to allow more space for anything being displayed on the BOP homepage 4 3 Exiting BOP To log out select from the Business Objects Planning toolbar Plan gt Exit gt Desktop El UCL Planning and Reporting Budget 2008 File Setup Utilities Ss Data Edit 21 12 S Flan Reports IW E Budget Administration A T 2 l Objects Planning Alternatively from the Treeview drill into Exit and double click the mouse button on the Desktop action 4 4 Using Other Excel Files Whilst in Business Objects Planning Whilst logged on to Business Objects Planning the user may find that clicking on other excel files e g email attachments or from windows explorer will open them into the BOP session To overcome this problem the us
58. rmental Departm entl Equipm ent Cpnilbuton to mo vem a nt ori Co ctc Espen dz Rena vers c Changes E pendl ure 26k Capita Fro kote Re Gara aT Fecerven EN n 40 538 635 16 201 D D o zx ITE 10 za 25 1 14 D BO GE aa z ei D D D D iz z 3 S65 44 205 iT Sb Source Variance 1 Variance between Current Budget 200809 and Budget 200 s Source Reserve Reser All oc at ons Total bit Gd uom ente Alaoaton c Ad u ctmentc nds Ingo me d 2434 0 22525 27 395 o 2 o o o o o o 4 65 o 0 o 4 565 o 5 o 0 o o o H o 0 0 o o g 5 320 o 0 16 320 B 27 0 o o 2 o H I3 421 D 13 421 3002 23 628 o 25825 o 53 467 3 002 Source Variance 2 Staff Coach Cther Operating Departmental Deepartrierta Equipment Coninbutionta Mcuerrert on Erpan Pepp were g Charges c 4 Hurs EZek ap Vil Fro ot Fe car ve o Fe car ve 54 407 40 533 57 E is 201 o 2265 2745 o o ani 5114 o D D D D D 15 320 D 612 ama 0515 D D D EREE 3002 56 265 43 88 4425 GT S31 Variance between Current Budget 2008 09 and Current Forecast 2007 A068 Source Resene Reserve Allocations DI A Us m arnt Allocations Aduse nts 1 Goin 263 za
59. rs see section 7 5 Validation However in exceptional circumstances Faculties can agree with Finance to approve accounts where there is a validation error caused by the adverse movement on reserves pushing the reserve carried forward position into a negative If the workbook is incomplete it will still save and can be re opened at the same point for completion at a later date Choosing Save from the Plan menu executes a series of processes that verifies and validates the information that is being saved back to the database After performing these checks the following change stage dialog will appear For more on changing the stage see section 70 7 Advancing 29 Training Notes for Business Objects Planner Workbook Training Manual V3 1 UCL Planning and Reporting Dev Save EODS6 Dr36 Economics 2 Cancel Process Control Advance e Remain at Current Process Information wer Previous Stage Current Stage Entry TesESPMLIser Next Stage Departmental Administrator Choose the Remain at Current option and then OK The workbook will remain assigned to the user The updated data in the workbook is sent to the database and the workbook is saved The user should keep in mind that if they select Advance or Return and they are not the owner of the next stage the workbook will convert to read only after the save is completed see section 70 2 Returning the workbook for more information about returning
60. s Source 1 Source 9 0 Source 2 0 Source B U Source Original Forecast Forecast The second section shows the summary of reserve adjustments within the workbook The total reserve adjustment for the workbook must net to zero If not the reserve adjustment will show red K Total Hezerve EH 12 5 IYA New Accounts Inserting new accounts is exactly the same process as that of the Entry workbook see section 8 2 Adding an Account to the Entry Worksheet except that the account code is entered after the new lines have been inserted 13 Allocation and Reserve AR Workbooks 13 1 The Purpose of AR Workbooks Allocation and Reserve Adjustment AR workbooks are used to make reserve and allocation adjustments between accounts that are not in the same forecast workbook When the user has made updates they will be advanced for approval Once approval has been made the updates and movements will be written to the latest forecast in BOP and will be saved to FIS All active workbooks in the system will be updated automatically The AR workbook will then be rebuilt and returned to the user as a blank template ready for further adjustments as necessary 37 Training Notes for Business Objects Planner Workbook Training Manual V3 1 In the top left corner of the ARAdjust worksheet there 1s a journal Nore number which is made up from the workbook name and the journal submission The journal submission will increment o
61. s no longer the owner of the stage that the workbook is being moved to Once advance is selected the workbook will still be visible but 1s read only Generally a workbook should not be advanced with validation Camo errors To advance the workbook save the workbook When a complete workbook is saved the following dialog appears UCL Planning and Reporting Dev Save 20036 00 36 Economics OK Cancel Process Contral f Remain at Current e Enter any desired comment to be stored with this stage change Send additional email message to new owner when changing stage Process Information wer Previous Stage Current Stage Entry TesESPMLIser Next Stage Departmental Administrator If the user selects Advance the Save dialog allows the user to do the following these options are greyed out if remain at current is selected e Enter Stage Comments 32 Training Notes for Business Objects Planner 33 10 2 Workbook Training Manual V3 1 Any comments entered here are saved in the workbook s stage history log see section 10 3 Workbook History Log This allows the history of comments to be reviewed by future users e Email New Owner If desired the user can enter a message to be emailed to the new stage owner Note that this email 1s in addition to an email that is automatically generated when the workbook is advanced The following message will be displayed to confirm to users that the workbo
62. stration Consecutive Reporting Process Control Management Exit Currently Assigned Training Notes for Business Objects Planner Workbook Training Manual V3 1 Select Report to Open Administration End User Examples Finance ES Shared StandardReports DIMENSIONS xls best12 xls testwkbookdata xls El Browse Alternatively select Plan_Reports gt Open from the Treeview Open the desired directory and double click the select mouse button on the required report A number of standard reports are available within BOP Additional reports will be developed over the coming months The current standard reports are held in the SharedReports directory Double click on the directory name to see the list of reports Select Report to Open X Reports StandardReparts Wa Al Top IRE xls A2 by anlvs group xls 43 Exp by area xls Cancel EE 46 by account xls A7 RAM xls l Browse To view a report double click on the report to open The reports are displayed in BOP in the same way as a Forecast workbook 44 Training Notes for Business Objects Planner Workbook Training Manual V3 1 Marming and Reporting UAT Forrcant 2006 E 121 fe QX yev eet Forst Too Qs Pa irdov met f we ul 203433312445 Sr no B ZU LEERK x 43 5 A B P gt Yaa amp Oth lt lt
63. t Click Install when prompted When this is finished deselect the view documentation box and click Finished 4 Training Notes for Business Objects Planner Workbook Training Manual V3 1 2 2 Logging on to BOP Within ADS Start the Business Objects Planning software by choosing Start gt All Programs gt Business Objects gt Professional Edition Ema ROE A et 22 New Office Document fm Business Objects gt p deli Release Notes G l n G d Ta Open Office Document 83 Back L i PowerArchiver Set Program Access and Defaults 2 Windows Catalog Favorite Folders Received Doten Z Windows Update Mon 03 12 200 7 Inbox m Accessories D Financial Reporting Project Mon 03 12 2007 e 77 e Adoba gt al Accounting Mon 03 12 2007 Z sent Items 127 ADS Utilities Mon 03 12 200 s Deleted Items lan iL 5 Mon Bur CA Drafts 2 e CRT gt from Training Sessions Mon 03 12 2007 e Garde gt ruction management Mon 03 12 2007 Valerie Hog E dekan e ance Issues Log Mon 03 12 2007 E SE Mon 03 12 2007 Internet i Mon 03 12 200 Internet Explor 7 Oracle OraHome92 D Mon 03712200 A n n n b 1 Email m Oracle Financial Analyzer 11i H2 Mon 03 12 200 af Microsoft Office 7 Oracle Installation Products gt Mon 03 12 200 Microsoft Offi 7 PowerArchiver 2000 Forecast Workbooks issued Mon 03 12 200 2003 PrintMe Internet Printing d on 13 December 2007 Mon 03 12 200 m l Sophos Anti Vir
64. t12 xis Electronic amp Electrical Engineering 2 Entry Administrator h ul testwkbookdata xls English Language amp Literature Entry k l Administrator ew Consecutive Reporting Infection amp Immunity 1 Entry e Administrator 7 Budget Workbooks Infection amp Immunity 2 Entry Administrator zi D Budget Administration Infection amp Immunity 3 Entry Administrator A Ka Process Control Management Security Entr ta SE Space amp Climate Physics 1 Entr Administrator D Login New User Space amp Climate Physics 2 Entry Administrator RI DeskTop 0001 Academic Committee Entry Administrator 0002 Academic Services Entry e Administrator 34 Training Notes for Business Objects Planner Workbook Training Manual V3 1 11 Administration 11 1 Advance Override There is a facility if required where a workbook be pushed on to the next stage by the Administration team This may be useful if a workbook has been largely completed but the current stage owner is unable to advance perhaps due to absence For assistance with this please contact BOP support on the following email address BOPSupport ucl ac uk 11 2 Changing Ownership There is a facility if required where a workbook owner can be changed by the Administration team If a workbook has not been reviewed perhaps as the result of absence this will need to be passed to another user to complete For assistance with this please contact BOP s
65. ta should be entered to the nearest pound A formula can be entered to link the Forecast to the work area but cannot be linked to another workbook or external source Both Income and Expenditure should be entered as positive figures When entering Inter Departmental Recoveries these must be entered as negative Only relevant income lines will be displayed for an account depending on its source code The user may also update the Spread Method for Income and Expenditure see section 7 3 Standard Planning Methodologies and any comments see section 7 4 Comments Reserves and Allocations 20 Training Notes for Business Objects Planner Workbook Training Manual V3 1 Reserve and allocations will only be displayed if they are relevant for the source of the account If users wish to make a reserve or allocation adjustment they must update the current month on the relevant adjustment line To increase funds the adjustment must be positive Once the workbook has received final approval the adjustments will be loaded against Total Funds in FIS see section 4 Allocation and Reserve Adjustments Posted to FIS If an adjustment is required to an account outside of the workbook e g another department then the user must request the allocation be made by FMAs using the Allocation and Reserve Adjustments Workbook see section 13 Allocation and Reserve Adjustments These adjustments will automatically be loaded into the
66. the reviewers and the submitters All data entered into the comments worksheet will be deleted once the process is complete 6 6 Materiality The system draws out those accounts that are material to assist the user to initially focus on the accounts that have the largest impact upon the budget forecast position Materiality levels are set as the following 16 Training Notes for Business Objects Planner Workbook Training Manual V3 1 Brought forward balance 50k or Allocation 50k or Annual Income 20k or Deficit balance gt 5k There is no Materiality criteria for expenditure as this should always be funded by one of the above E EOD36 0036 Economics F E H m l d E H Department Actual Budget Forecast Variance Forecast Spread m E0D36 0036 Economics 2006107 2002205 2007 08 Bud Fest Comments Method BCZA RESEARCH COUNCIL CONTROL Source Material 22 Reserve bif Reserve adjustments S rem cost Available funds U U ncume Research Research Councils U 524 000 436 667 gr 333 Carey Zeen 35 Staff Costs FOO 451 323 200 344 158 14 382 Cen Zeep Other Operating Ezpensez Mon Staff Expenses 476 712 B Curent Es 235 Inter Departmental Recoveries 1 U l 1 Carey Zeen Inter Departmental Charges U Cres Zeen Equipment Expenditure gt 225 0 CRON Fs 242 Contribution to Capital Projects 0 CORI Fest Reserve cht 877 1
67. tions and reserves Allocations are split further by source The first section shows the summary of the adjustments for reserves and the second a summary by source of the adjustments for allocations The Total Reserve Adjustments box will highlight red if the valid reserve adjustments in the workbook do not net to zero In the Total Allocation Adjustments section each Source box will highlight red if the valid allocation adjustments 1n the workbook do not net to zero within each source If any part of a row is invalid if 1s contains a validation error then it will not be included as part of the calculation of workbook adjustments until it 1s rectified Journal 00001 22 Total Allocation Adjustments Source 1 Source 3 0 00 Source 2 0 00 0 00 3 0 00 Workbook 00001 Account Available Allocation Remaining Allocation Foreca Account Description Allocation Adj Allocation Comment Bala _ RECURRENT GRANT 201 RECURRENT GRANT 01 1 000 00 trf to A001 1000 00 2 550 55 tre from Alti 0 00 0 00 0 00 0 00 0 00 0 00 n onn In the above example we can see how allocation adjustments do not net to zero due to one of the accounts having an allocation deficit Until the problem on this row is fixed the workbook does not consider it as a completed journal row 40 Training Notes for Business Objects Planner Workbook Training Manual V3 1 V
68. to 3 sections At the top is the Currently Assigned section where there will be a list of workbooks for which the user is currently assigned as the owner For more information about workbooks see section 5 Opening a Workbook In the centre of the BOP homepage there is an announcements section This will contain the last time data was loaded from FIS and any useful hints or information The section at the bottom of the BOP homepage holds a list of useful links such as a link to the user manual a Z Piani allar sl End user Examples 3i 2 Finance m Seda 4 Business Objects Planning Wwe Assigned Anneuneemenks Link lg Top bi ve Ig AS by anis group lg Exp area it Lusrertle Assigned lg en ue iy Sea x lH AS by source xi Daa D Lat Saved sawed Lg l es by acrogg dz E0036 Forecast Economics 2006 09 0612008 Pu minkir tor lul AT RAM xh Erop Feeecast gt Fiertronar A Eectrk al Erneerins rera tea Patra n Aina 4 Creston e 2200 Forecast Engikh Language Literature Administrator bWlreatz EODRA Forexord Honilechnolery Pe il nia cd COCA Ponset School OF peter D Bast European Studer D OR Dp aoo VP fteporting 2061 Forecast Space bi Clmabe Pcs 03 2062005 bayraqda Ok l t Workbooks E r Forecast The M Dando Inshinube OF Crime Science Dag 12008 Qj e 2008 uzlu m Esl Bad el Admini FA
69. to track the progress of any workbooks By selecting there IS user ID in the top left they can filter the list for all workbooks where they form part of the workflow They can then filter this further by the stage within the workflow or to review which workbooks are late Process Control Management 7 E My Favorites D Home Date fy Setup d A 17 Jun 2008 27 May 2008 2 Utilities D Data Edit Code Ed Description v current Stage x status f Plan Reports Adjustments Workbook Entry Administrator Pilot 1 Unassigned Entry e Administrator Administration 2 End User Examples Pilot 2 Unassigned Entry Administrator Finance Default workbook Entry Administrator zg I Shared Biology 1 Entry Administrator T StandardReports Biology 2 Entry e Administrator hij 41 Top I amp E xls n A2 by anlys group x Development amp Corporate Communications 1 Entry Administrator dh A3 Exp by area xls Development amp Corporate Communications 2 Entry e Administrator ul A4 Inc by area xls Development amp Corporate Communications 3 Entry e Administrator d AS by source xis Economics 1 Entry Administrator hil A6 by account xls 3 T in Economics 2 Entry Administrator ul AF RAM e lll DIMENSIONS xls Electronic amp Electrical Engineering 1 Entry Administrator Wl tes
70. under a different name do vau wish to save the changes vou made to the original workbook Yes Mo Cancel To keep workbook changes to that point select Yes The user must then select the directory to save the workbook to Please be aware that once the system saves the file it will return to the Original workbook The saved file does not retain the Plan functionality and 1s completely independent of BOP As a result any changes made to the workbook copy must be rekeyed into the original workbook in order to save to the database UCL Planning and Reporting Alert m Your File was saved successfully You have returned to the original Budget 10 Process Control Process Control allows multiple planning stages to be defined with an owner assigned to each stage The following stages are built into Business Object Planning e Entry e Departmental Approval e Faculty Approval e Finance Approval In some instances not all of these stages will be applicable 31 Training Notes for Business Objects Planner Workbook Training Manual V3 1 As each owner completes his or her stage the budget workbook is passed forward to the next stage owner or back to the previous owner if necessary Dates are associated with each stage to indicate whether workbooks remaining in that stage are past due 10 1 Advancing When a workbook is ready to be passed on to the next level for approval it must be advanced Once advanced the user i
71. upport on the following email address BOPSupport ucl ac uk 11 3 Rebuilding a Workbook All workbooks have strict protection applied to ensure that any updates made are in cells that are intended to be used for saving back to the database Also the save to database function runs though a number of verification and validation checks to ensure that the format of the data being loaded is acceptable to the database Whilst this should ensure that workbooks are not damaged and that no corrupted data 1s loaded into the database should a workbook become damaged or the user suspects that the data loaded to the database was invalid the user will need to contact the Administrator at the BOPSupportQ ucl ac uk email address The Administrator will be able to rebuild the workbook from scratch if necessary However it should be noted that this may result in loss of data entered prior to the workbook becoming damaged For this reason it is recommended that the budget workbook is saved frequently 12 In Year Adjustment Workbook IYA Workbook 12 1 The Purpose of the IYA Workbook The IYA workbook allows users to make forecast updates reserve adjustments and allocation adjustments outside of the controlled budget forecast period When the user has made updates they will be advanced for approval Once approval has been made the updates and movements will be written to the latest forecast in BOP and will be saved to FIS see section 74 7 Allocation
72. urce or source A accounts e The Allocation and Allocation Adjustment rows will only appear on selected source 0 accounts and all accounts that are sources 1 2 3 B or 9 e The income lines displayed will be dependant on the source code of the account The following table shows how the income lines are mapped to the source codes The first row shows a list of all available sources against which income may be posted For each source a sign indicates the available income rows 15 Training Notes for Business Objects Planner Workbook Training Manual V3 1 Income line Sot 4 Ja s F Ss 5 xx HER omelineSouce Js TuitionFees OtherFees Al Research Research Councils Research UK Charities J J Research UK Central Govt local heath auth J Research UKindustry amp commerce Research EU government hil Research EU other J J Research Otheroverseas Research Othersources J J Research Release of deferred capital grants OtherServicesRendered e DonationsandSundryGrants
73. us D Mon 03 12 2007 Microsoft Office m ResourceLink Windows GUI Client gt Mon 03 12 200 7 Startup Mon 03 12 200 H Professional Edi i Adobe Reader 6 0 ety in Departments draft Approve Mon 03 12 200 i Internet Explorer Mon 03 12 2007 e Office Control Panel 1 1 8 16 om ACCA Mon 03 12 200 Microsoft ActiveSync Mon 03 12 2007 Barclays Busine Remote Assistance Mon 03 12 200 Windows Media Player Mon 03 12 200 ae PowerArchiver 3 Windows Messenger Mon 03 12 200 d Windows Movie Maker Learning lessons from West Africa Mon 03 12 200 Paint BEM II Mon 03121200 t H 5 5 udents Mon 03 12 200 H Y r Mon 03 12 200 All Programs MICROS 1 gt Microsoft Office D T AvantGo Client D Start 21 Inbox 27 Citrix 38 Microsoft Excel Location D Program FilesiBi The following log on screen should then appear Make sure that the system selected is UCL Planning Live and that the Authentication Type is set to ADS Explicit not Planning When ADS Explicit is selected the username is automatically populated and the cursor points to the password The user must overwrite the pre populated password with their ADS password Welcome to BusinessObjects Planning Business Objects llsemame Passward aystem utL Planning Live Authentication Type ADS E xplicit Cancel
74. vice versa Comments nu entered into this worksheet will be deleted once the process 1s complete Instructions A brief description of how to update the templates There 1s also a link to the workbook user manual should more detail be required 6 2 Summary Worksheet Overview The summary worksheet provides an overview for all of the accounts within the workbook The summary provides the detail of the Entry worksheet in a columnar view and is split into two sections 14 Training Notes for Business Objects Planner Workbook Training Manual V3 1 At the top there is a summary of the total activity by source This allows users to review the accounts quickly to ensure that all data seems reasonable and to ensure that where necessary any transfers return to zero for more on this refer to section 7 5 Validation Next there is a list of all of the accounts These accounts are displayed by source and then by account order Each Account name is a hyperlink that takes the user directly to the account within the Entry worksheet An example of an account with a hyperlink is shown below To activate the hyperlink simply click the select mouse button on the account title L CK CI THER SERVICES RENDERED CUH 6 3 Entry Worksheet Overview The entry worksheet is the key worksheet in the workbook Data entered into the Entry worksheet dictates what 1s posted back to the database r E0D23 E0D23 CHIME ME
75. xes shown in the above example Here the user must enter the accounts they would like to make adjustments to Once it is entered the account should be ready for making adjustments The workbook should have updated the columns with the latest information from the system including the total allocations and reserves up to the last closed month in FIS 13 7 Validation There are two types of validation rule Validation that relates to each row entered the account and validation that relates to the whole workbook journal Account Row validation Invalid Account If the user enters an invalid account a closed account or an account outside the division faculty of the workbook the box will turn red to inform them that it is incorrect and the reason will be specified in the Account description column Invalid Source If a reserve adjustment is attempted from any account which does not allow reserve adjustments the Source box will turn red as shown below Total Reserve Adjustment Remain Reserv Available Reserve Reserves Adjustment Anthropology 82 547 08 9 000 00 87 Political Science 1 1 000 00 9 000 00 GI 0 00 0 00 If an allocation adjustment is attempted from any account which does not allow allocation adjustments the Source box will turn red 39 Training Notes for Business Objects Planner Workbook Training Manual V3 1 Comments any reserve or

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