1. 100 years of living science 8 November 2007 Enterprise Planning and Budgeting Reporting Workshop Graham Bell, John Beswick, Marjorie Hylton (with help from Emma C and Apurvi N)

2. Contents Part 1 OLAP/EPB Refresher (very quick) Graham (10 minutes) Part 2 EPB Reporting: Theory John (10 minutes) Part 3 EPB Reporting: Practice (Demonstration) John (40 minutes) Short Break Part 4Facilitated Session Marjorie (90+ minutes)

3. Conventions for Workshop Marjorie is facilitating Emma and Apurvi are taking notes, which will be prioritised with the Project Board Remain positive about the requirements (looking forward) Respect differences of opinion Please contribute! (views from all participants wanted) This is not a training course per-se Scope: Financial Monitoring (+ staffing data?) Special Symbols Used in Overheads [♥Train♥] Training/Documentation requirement [♥Bespoke♥] Potential bespoke development [♥Config♥] Configuration requirement Issue, Problem, Shortcoming

4. Part 1 – OLAP/EPB Refresher (very quick)

5. Dimensions Measure 300

6. Dimensions What? 300Analysis

7. Dimensions When? 300AnalysisPeriod

8. Dimensions Who/Where? 300AnalysisPeriod Cost Centre

9. Dimensions Who/Where? 300AnalysisPeriod Cost Centre Activity

10. Data Sources through to EPB

11. Part 2 – EPB Reporting: Theory

12. Dimensions in More Detail What are Dimensions? The Coordinates to identify data values Coordinates are not normally numerical Hierarchical (Years  Quarters  Periods) Aggregated Totals pre-calculated Data not necessarily held at lowest level e.g Budgets are collected for a year, before being allocated down to Periods for phasing Each member can only have one parent can’t be the servant of 2 masters! All our data is dimensioned by Budget Centre (hierarchy of CC-Ac Combinations), Line Item (Analysis Code) and Period We can further dimension data by Funding Theme, but this is a special analysis of Budget Centre data What are Views? Cubes of Data Data Loaded from GL Actuals, Budget, Encumbrance Data Entered into EPB Original Budget Buildup, Forecasts Calculations based on Data Actuals YTD, Variance Calculations Different Views may have different dimensionality Dimensions on EPB Budget Centre Organisation Units Budget Centres Cost Centre – Activity Combinations Line Item (Analysis Code) Calendar Period Funding Theme

13. Early Planning Phase

14. Main Topics for Demonstration Online Reporting – Ad Hoc Standard Reports (Online) Excel Reports – Drilldown to GL & Subledger Published/Emailed Reports – PDFs (XML Publisher)

15. Online Reporting at the Heart of EPB Online Reports Dimension Setup Data Ad-hoc Reports Standard Online Reports Excel Drilldown PDF Reports

16. Current State of Reporting Online Reporting – Ad Hoc Recurrent only »1*****, 5***** Analysis Codes »C*****, F*****, G*****, T***** Activity Codes »All Cost Centres »Actuals, Budget, Encumbrance »Funding Themes now available Views (data) and Calculations (e.g. xxx YTD) to be revised Standard Reports (Online) Training Report Excel Reports – Drilldown to GL & Subledger Currently Testing Published/Emailed Reports – PDFs (XML Publisher) Monthly Variance Report Some users able to run their own Monthly Variance Report publish processes Reports emailed (but also irrelevant messages sent)

17. Reporting – Who needs it? Senior Managers Central Finance Managers Faculty Managers Departmental Managers “Budget Centre Managers” (e.g. Academics)

18. Excel Addin – Drilldown Are we replacing GL List Of Balances? Online Reporting Log onto EPB Modify Standard Reports Standard Reports Standard Views »Loaded Data: Actuals, Budget, Encumbrance »YTD, Variance Make new views by calculating/combining other views (known as Controlled Calculations) Make you own dimension members (known as Analyst Calculations)

19. PDF Published/Emailed Reports – How it Works Works like a Mail-Merge, combining a data source: an Online Report (which you could run yourself, but the format would be poor) a Template: merge-fields and layout constructed in MS-Word a List of Users Business Process runs a number of Publish Document Tasks Each Publish Document Task associates Online Report Template List of Users Security of Recipient or Sender can be used (we use Recipient for Variance Reports). Intersection of the Report’s Data Scope and your Security Scope Report Data Scope User’s Security Scope List of Users Merge Template Data Source: Online Report Data

20. Part 3 – EPB Reporting: Practice

21. Part 4 – Facilitated Session

22. Faculty Requirements (to be prioritised) FMR The ability of EPB to automatically produce in XML the College format FMR at a Dept/Division and a Faculty level. Research Summary Report The ability of EPB to automatically produce the summary research income by source report, at a Dept/Division and a Faculty level. Academic F Code Report The ability of EPB to automatically produce and distribute a report by individual academic, for each F code, with the inclusion of the brought forward balance. Online Reporting The ability for EPB to support users in the construction of budget centre and/or funding theme adhoc report, through a simple report construction tool, with meaningful pick lists, supported by a user aide memoire. Drill Down Variance Analysis The ability to drill EPB through the excel tool, into the current variance analysis report, for either budget or actuals.