Management and Finance Accounting RG

Document review management

Collaborative Planning

Principal Investigator

user guide

www.optimum.co.uk

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Conventions used in this document

/ Note: something for you to take note of. For example: Every Customer must have at least one address.
/ Tip: a shortcut or tip to help you work quickly. For example: Remember you can double-click to activate a calendar in a date field.
/ Important: something important for you to be aware of. For example:
Always review the Period selection when using transaction drill down screens
/ Warning of consequences – usually of omitting a step.
Menus / Navigation through menus is indicated with à. For example:
Select Edit à Paste Special à Paste Picture means select Edit menu, then Paste Special from the edit menu, then Paste Picture from the Paste Special options.

Contents

Collaborative Planning 1

Logging In 1

Navigation 2

Enquiring 4

Outline view and Links 6

Exporting to MS-Excel 9

Appendix 1 – Chart of Accounts 11

Revision history

Version / Date / Summary of changes / Author
1.0 / 26/11/10 / Original / A Fletcher
1.1 / 17/01/11 / Added notes on chart of account / A Fletcher
1.2 / 24/11/11 / Updated screen dumps for additional info and how to change years for drill down to transactions / A Fletcher
© 2011 Optimum Technology Transfer Ltd and University of Bradford
Version 1.1

Principal Investigator à Collaborative Planning

Collaborative Planning

Logging In

URL http://j03s09app.cen.brad.ac.uk:7050/cp

Collaborative Planning is a budgeting, forecasting and reporting tool. Initially the University will use Collaborative Planning to view and report on research grants and external funded projects, actual, commitment and variance information, and provide monthly management reports.

The data held in Collaborative Planning is updated from e5 daily.

Open the Collaborative Planning web page to display the login screen.
User name: enter your collaborative planning user name. This is case sensitive and is usually your Novell user name in capital letters.
Password: enter your collaborative planning password. This is case sensitive.

You may be required to change your password the first time you login. Enter your new password and click Change Password.

Your Collaborative Planning workbench will be displayed. If at the first login you have not changed your password, you should click on My Account to change it. This is shown on the right hand side of the CP tool bar

Logging Off

Click Logoff at the top right of the workbench and then close your browser.

Navigation

Tool / Name / Description
/ Workbench / Returns the user to the workbench and to the highest element that the user has access to.
/ Main menu / Displays the main menu.
/ Communications / Function that allows a user to view massages from other users. Message can contain reports or a collection of reports called a report pack.
/ My Account / Allows a user to change their password.
/ Logout / Logout of Collaborative Planning
/ Help / Opens the Collaborative Planning help.

Models

A model defines what data will be displayed and how it will be displayed. Different models are displayed as tabs at the top left of the workbench. Click the tab to move from one model to another.

In the above example there are 3 models shown:

Externally Funded Projects CC Shows the current financial position for Externally Financed Projects by Cost Centre

Externally Funded Projects by PI As above but grouped by Principal Investigator

Management Reporting Shows the financial position for a school, division or cost centre in the same format as the monthly management accounts.

You will only be able to see the models which you have been given access to.

When you log into collaborative planning you will see the highest point of the model hierarchy that you have permission to see. You can click the hierarchy to drill down. In the example above the highest part of the hierarchy we have permission to see is UB – University of Bradford.

The small coloured squares and status information can be ignored as this relates to budget setting which is not in use on these enquiry models.

Enquiring

Click on the highest point of the hierarchy to go down to the next level and continue clicking until reaching the point on the hierarchy that you wish to enquire on:

Review

Click the point on the hierarchy and click Review to display the default view for the enquiry. The first time you review a model you may be presented with a pop up box headed ‘Maintain Profiles’ with a list of views available. If this shows, highlight one of the views and click ‘OK’

The view below shows the Balance View enquiry which shows the balance available for each project

The columns on this form give the following information:

Budget: The agreed budget per the contract

PY Actual: Prior year’s additional income and expenditure

TY Actual: This year’s additional income and expenditure

Manual Commitments: Non purchase order commitments such as salary commitments and overheads

PO Commitments: Outstanding purchase orders

Balance: Balance available

Start Date: Start Date of the Grant – (2050-01-01 if no date is held on e5)

End Date: End Date of the Grant - (2049-31-12 if no date is held on e5)

Grant Title:

/ Note: Income is shown as negative (in brackets) and expenditure is shown as positive. A negative figure (in brackets) in the Balance column means that the project is overspent.

View

A view determines the columns of data and calculations that are displayed; within a model you can have different views. To select a different view, click on the View drop down box to the left of ‘Profiles’.

Outline view and Links

Outline View

To expand the information displayed, click the plus.

Alternatively use the numbered list which will expand to that level. To expand all levels click A.

CP Toolbar

The left handside of the CP toolbar shows the structure you have followed to view the data. You can click a section of this bar to return to that part of the structure.

In the above example; /UB/P. Click P to return to the list of grant holders within Planning Unit P (CS).

The buttons on the right handside are explained on page 2.

/ Tip: Click the View àResize columns to automatically resize all the columns to the best fit.

Transaction drill down – Externally Funded Projects by PI Model

To view the transactional data which constitute the balances you must use one of the views named CC View Drill Down’ and highlight a cell at the lowest level. You can only drill down to see transactions in the TY Actual column (this year’s actuals). To see the transactions right click the cell and choose Finance system cell data.

If you get an error message ‘Can’t drill down – Cost Centre is not a leaf’ then you are not at the cost centre level or you have not selected the correct view which shows the cost centre code. To be able to drill down to the transaction, you need to have the nominal code, cost centre and activity code.

Drill down to transactions is not available for budgets and commitments as these are formulae.

If you wish to look at transactions in a previous financial year, click on the financial year as shown below and select the previous year. You can only see transactions after 01/08/2010 as earlier transactions were processed on the previous financial system.

Click on the hierarchy to see the following screen.

/ Selecting an earlier year will show the balance as at the end of that financial year and will not be the current balance.

Exporting to MS-Excel

You can download and save the information from Collaborative Planning in to MS-Excel. Within MS-Excel this will usually be displayed in outline view.

1. Click Excel button.

2. Click Browse to choose the folder. The folder defaults to My documents.

3. Enter file name and click Save.

Click OK to open and load MS-Excel.

Transaction Drill down can also be exported to Excel.

1. Click File.

2. Click Export.

3. Browse to choose the folder. The folder defaults to My Documents

4. Enter File Name and click OK

5. Export Complete window is shown. Click OK.

Appendix 1 – Chart of Accounts

Account Key

Nominal, Cost centre and Activity codes make up the Account key. This information must be entered for every e5 transaction such as journals, sales invoices and purchase orders.

Nominal code

Nominal Codes indicate the type of income, expenditure or balance sheet posting, for example travel, research grant income or salary costs. Access to some codes can be restricted for posting and/or enquiry purposes.

A nominal code is the basis of every transaction in e5. This is a mandatory field comprising of four digits. Nominal codes are grouped within the following ranges:

0000-0999 Balance sheet

1000-1799 Income

7000-7999 Operating Costs

8000-8199 Depreciation and Interest Payable

8200-8299 Overheads

9000-9199 Payroll Costs

9800-9999 Pension and Restructuring Costs

Cost Centre

Cost centre codes are five digits and are mandatory. Each academic school and the corporate services will have a range of cost centre assigned to them. If any income or expenditure is generated, it will be posted against their cost centres. For example, 43000 – 43999 School of Life Sciences.

Only a balance sheet nominal should be used with a balance sheet cost centre -i.e nominals in range 0000-0999 should be used with cost centres in range 00001-29999.

Activity

This is a six digit code and is mandatory. The activity code is used when a further level of analysis is required by the School. Some Activity codes such as Research grants can only be used with specific cost centres. All Externally Financed Project Cost Centres should have an activity code starting C,D,H,R or S.

Activity code examples; R00980 Cancer Research UK, 010003 Music

Activity code is a mandatory field if this level of coding is not required you must still enter a code. The Activity code 000000 is for N/A.

Analysis Key

Other and Payroll codes make up the Analysis key. This information is optional but should be entered when required.

Other

The Other code is used when another level of analysis is required against the cost centre. For academic schools this code may represent an individual.

Payroll

This field is populated with an employee’s payroll ID for additional reporting/analysis. This field is also used to record details of the course for a tuition fee which has been raised via the SAINT system interface.

Example of coding