Programme Monitor user guide

Table of Contents

Programme Monitor 2

Introduction 2

Responsibility 2

Access to Programme Monitor 2

Breadcrumbs 2

Meaning of icons on left hand menu 3

User admin – add or change a user’s profile 3

Show all 4

User statuses and access types 4

User statuses and access types Continued 5

Adding contact details 5

Programme Monitor Overview 6

Viewing and Updating Forecast Data 7

Viewing and Updating Forecast Data (continued) 8

Viewing and Updating Forecast Data (continued) 9

Viewing and Updating Forecast Data (continued) 10

Other data 11

Variance 11

Automated Upload of Forecast Data 12

Automated Upload of Forecast Data Continued 13

Automated Upload of Forecast Data Continued 14

Submitting forecasts 15

Additional Functions (AOs) 16

Additional Functions (Regions) 18

Additional Functions (NZTA) 18

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Programme Monitor
Introduction
/ The Programme Monitor module will allow Approved Organisations to enter and submit their forecast quarterly expenditure over a 12 month period. The module will also allow NZTA regional representatives to review forecasts before the data is reported to NZTA Planning and Forecasting and used to update the P&I Cashflow Model.
Responsibility
/ Approved organisations (AO) are responsible for updating forecast data each quarter.
Local administrators are responsible for setting up AO User access and data entry characteristics which will allow AOs to enter Maintenance and Renewal forecasts at the Activity Class level, rather than at the Work Category level.
NZTA regional representatives are responsible for reviewing the forecast data each quarter.
NZTA Planning and Investment is responsible for monitoring and reporting on future cashflow issues.
Access to Programme Monitor
/ Access to the Programme Monitor module is via the ‘More’ drop down tab button in TIO.
Breadcrumbs
/ Highlighted in the screen above is what we call ‘breadcrumbs’. These will always show you at a glance where you are and how you got there. For example, you’ve clicked on the ‘Programme Monitor’ tab, ‘Name of your organisation’ will always appear automatically. If you click back on the word ‘Programme Monitor’ or ‘Programme Monitor tab’ under ‘More’ it will take you back to the current Programme Monitor data entry screen.

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Meaning of icons on left hand menu
/ Meaning of icons.
= mandatory information has not been completed
= mandatory information has been completed
= forecast has been submitted
= fields have been completed incorrectly
User admin – add or change a user’s profile
/ If you require access to this module to either view or enter in data you will need to contact your local administrator. To do this, click on ‘Local administrator contact details’ at the bottom of your home page.
Each organisation is responsible for managing their users and allocating the role of ‘local administrator’. To do this, from your Home page select the ‘More’ drop down list then ‘user administration’. NZ Transport Agency will not be responsible for day to day user administration.
Please note: users will receive an automated email every time their profile is updated.

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Show all
/ Clicking on the ‘show all’ checkbox will enable NZTA users will be able to view all Programme Monitor forecasts.
For Approved Organisations this button will be inactive.
Step / Action / Screen example
1 / Select your organisation name or click on the show all checkbox on top right hand corner of your home page
2 / If you are viewing another AO you are able to come back to your own home page by clicking on ‘My Home’, from top right hand corner of screen
User statuses and access types
/ There are 4 user statuses:
Statuses / Function
Active / This status will show once a user has completed the registration process
Pending registration / This status will show when the registration process has been triggered but the user has not completed the process
Inactive / Users cannot be removed or have their access rights cancelled. They can be inactivated. This status should be used when a user no longer has access to TIO e.g. the employee has left or the consultant no longer represents the organisation
Locked / The system will lock a user’s status when errors have occurred or if the user has not completed the registration process within 5 working days

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User statuses and access types Continued
/ There are 4 access types within Programme Monitor:
Access / Function
Read only / This level entitles the user to view the Programme Monitor details for their organisation (if they are not NZTA) or for any organisation within their region (if they are part of NZTA).
Edit / This level provides the user with the ability to enter and edit forecast data in the draft status on behalf of their organisation.
Submit / This level provides the user with the above edit rights and also allows the user to submit programme Monitor forecasts for their organisation.
Verify / This level is for NZTA regional staff only. This level entitles the user to view the Programme Monitor details for any organisation within their region and verify that the information is correct. The NZTA regional staff can also unsubmit the data and request further information from the Approved Organisations.
Email notification / This level is for NZTA regional staff to receive an email advising that an Approved Organisation’s programme monitor has been submitted.
Adding contact details
/ This will ensure that you receive emails updating you on the status of your forecast data and advise when next update is required. There is space for up to three contacts.
Step / Action / Screen example
1 / Select ‘Programme Monitor’ from home page, then ‘contact details’ from right hand side of 2nd level heading. Add your details. Press ‘save’ when completed.

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Programme Monitor Overview
/ Each Approved Organisation must provide their Forecast Spend (excluding any 3rd party funding) for the next 4 quarters and the total for the following year.
Note - The Forecast Cost should be entered as Cumulative values, hence the “June” quarter shows the total planned expenditure for the financial year.
Manual data entry is available for Approved Organisations with less than 2000 editable fields within any one of the Activity Classes. For other Approved Organisations, forecast data can only be added and amended using the Automatic Upload function.
Approved Organisations usually enter the forecasts for each Work Category or Activity, however for Maintenance & Renewals AOs can enter the totals for these Activity Classes. Note - Manual data entry only and the User will have to make a request to the NZTA regional representative in order to enter at the Activity Class level.
During each forecast period, each Approved Organisation must enter the “Total value for the new quarter which has been added to the Programme Monitor screen. At this point the Approved Organisation can also update the existing forecast data, if necessary.
Once the Approved Organisation has updated the forecast data, they submit this to the NZTA regional representative for review and validation. Note - this must be completed 2 weeks before the end of the quarter to allow time for review and correction.
The NZTA regional representative reviews and marks as verified each Approved Organisations forecasts, or refers them back to the Approved Organisation for correction or explanation. Once the Approved Organisation’s forecast has been verified it cannot be amended until the next quarter, unless the AO makes a request to the regional representative to unverify and unsubmit the forecast.
Once all Approved Organisations forecasts have been verified, NZTA can produce its reports and update the Cashflow Model. The Approved Organisation can also access report(s) on their forecasts (see Reports section).
When the next forecast is required, NZTA rolls over the Programme Monitor to the next quarter. This adds the next quarter that required a forecast cost to the data and emails all Regional and Approved Organisations to inform them of the deadline for the next updates.

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Viewing and Updating Forecast Data
/ This section describes the Manual updating process. An automated Upload function is provided for all Approved Organisations but especially those with significant numbers of activities to be updated.
Step / Action / Results
1 / Select ‘Programme Monitor’ from the ‘More” drop down list in TIO
2 / Left hand side of screen shows a menu of the valid Activity Classes for the AO.
Initially, “View All Activities” will be selected.
At the start of a quarter the icons will be to show that the data is incomplete.

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Viewing and Updating Forecast Data (continued)
/ Step / Action / Screen example
3 / Select an Activity Class to show the activities for that class. These will be pre-populated with the Claims (Expenditure to date) and Approval (Budget) data, and the existing forecast data, with a blank field for the new quarter’s data to be entered.
Note - If there are no activities for this Activity Class, then the Activity Class will not be in the menu.
New activities added since the last Quarter will be highlighted in Blue
4 / Select (or Tab to) the field that you wish to amend and enter the data.
Empty mandatory fields are shown in Blue, optional fields are shown in White, and fields which have their value changed since the last forecast are shown in Yellow.

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Viewing and Updating Forecast Data (continued)
/ Step / Action / Results
5 / Once you have entered the data for the current activity class, select ‘Save’ button at the top or bottom of screen. You can then access and update further activity classes.
Note - Mandatory fields which have had their values added during the current quarter will change from Blue to White (like the optional fields).
If the User amends an existing value, but then changes it back to the original value, it will no longer be highlighted in yellow.
Note - if you have reviewed the forecasts and don’t need to make any changes (only happens towards the end of an NLTP), you must ‘save’ the data before submitting it. It is recommended that you add a comment (e.g. “forecasts reviewed, no changes required”) before saving and submitting.
6 / Maintenance and Renewals only
For these 2 Activity Classes you have the option of entering forecast data for each Work Category within the Activity Class, OR entering the forecast data for the Activity Class in a ‘Sub-Total’ row at the end of the Activity Class.
The User must make a request to the NZTA regional representative to activate this option under Utilities

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Viewing and Updating Forecast Data (continued)
/ Step / Action / Results
7 / ‘Current Progress %’
This field allows you to record actual progress for the activity. It is mandatory for some Activity Classes, but not required for operational activities (such as maintenance).
Note - that this is a measure of actual work carried out or committed, independent of the amount claimed for the activity.
8 / Once all the forecasts data for the activities within an Activity Class have been entered and saved, then the icon for the Activity Class will change to Green.
9 / If incorrect data has been entered, e.g. forecasts are not cumulative, then the icon for the Activity Class will change to Red.
10 / A printable list of all activities for your AO is produced (in a new window) by selecting ‘Print record’.
Note - Use Print Preview to check print settings and adjust if necessary.

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Other data
/ Step / Action / Screen example
1 / ‘Your Phase ref’ allows you to uniquely identify each activity using your AO’s own identification reference.
It is auto populated from the ‘Your phase reference’ field in TIO and is viewed in Programme Monitor.
Note - that if you wish to use the upload function, this field will allow you to identify TIO activities within your organisation’s system(s) / New screenshot once heading layout has changed
2 / The ‘Comments’ field allows you to record any useful information, such as the reasons for amended forecasts or the quality of the forecast data (‘rough estimate’, etc).
Variance
/ Calculation and display of Variance.
Step / Action / Screen example
1 / As each “June” forecast is entered/amended and saved, Programme Monitor will calculate the difference between this value and the Approved Allocation (Budget) for each financial year. If the result is negative (i.e. forecast under claim), then it will be shown in RED

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Automated Upload of Forecast Data

/ All Approved organisations are able to automatically upload their forecast data using the upload interface.
Note - For those organisation who have less than 2000 editable fields showing on the screen, can either use the upload function or click on each individual activity class and enter their forecast manually.
To use the automated upload process:
Step / Action / Results
1 / Select ‘Download Programme Monitor for completion’ from the left hand menu.
This creates an Excel file of all the activities which require both mandatory and optional forecast data for your AO. This file will be pre-populated with the Claims and Approval data, and the existing forecast data, with a blank field for the new quarter’s data to be entered.
2 / You will be prompted to open or save file. Select open.
3 / File opens in Excel. Mandatory fields are shown in Blue. Optional fields are White. Do not edit cells with “not required” or change the column titles.
Save file as Excel workbook while you are working on the data.
If you add columns or rows while working on the data, remember to remove them before saving to the *.txt file.

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