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BT Analyst Elite 7.0.2User handbook

Contents

Page

1 Introduction 5

2 System requirements 7

3 Installation 8

4 Importing bills 9

5 Import process 10

6 Multiple imports 12

7 OneBillPlus naming conventions 12

8 BT OneBills 13

9 Featurenet 13

10 Manage cost centres 1410.1 Update cost centres 1410.2 Applying cost centre groups to telephone numbers / references 1510.3 How to add a telephone number / reference 1610.4 How to find a telephone number / reference 1610.5 Remove cost centre detail button 16

11 Cost centre utilities 1711.1 Remove cost centres 1711.2 Import cost centres 1711.3 Update FeatureNet 1711.4 Restore cost centre details 17

12 Inter site management 1812.1 Retrieve calling telephone numbers from billing information 1812.2 Edit telephone numbers 1912.3 Applying site name to telephone numbers 1912.4 How to add a telephone number 2012.5 Create DDI ranges 20

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13 Phone book management 2113.1 Retrieve telephone numbers button 2113.2 Append telephone numbers 2113.3 Edit phone book telephone numbers 2213.4 How to add a phone book telephone number 2213.5 Understanding edit phone book colours 2313.6 Applying phone book to reports 2313.7 Add phone book telephone numbers 2313.8 Find a phone book telephone number 2413.9 Edit phone book from reports 24

14 Manage circuit information 25

15 Log broken rentals 26

16 Create BTBA projects 27

17 Reports 2817.1 Summary reports 2817.2 Itemised call reports 2817.3 Private circuit reports 2817.4 Column sorting 2917.5 Phone book 2917.6 Trend reports 2917.7 Report details 3017.8 Archive reports 30 17.8.1 Archiving BT OneBill billing details 30 17.8.2 Archiving private circuit summary details 30 17.8.3 OneBill summary reports 3017.9 Private circuit compare current to archive 3017.10 Cost centre reports 3117.11 Select reports by cost centre 3217.12 Parameter selection 3217.13 Select bills 32

18 Password protection 33

19 Help 3319.1 Version 33

20 Further assistance 33

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21 Elite bespoke report generator 3421.1 Creating a report 3421.2 Editing a report 3521.3 Previewing a report 3521.4 Running a report 3521.5 Deleting a report 35

22 Elite scheduler server 3622.1 First steps 3622.2 Current activity 3622.3 Scheduler options 3622.4 Output path 3622.5 Default output options 3622.6 Email options 3722.7 Default email 3722.8 Email Message 3722.9 Zipping options 3722.10 Accessing the server 37

23 Elite scheduler server client 3823.1 Creating a schedule 3823.2 Creating a report template 3923.3 Report caption 4023.4 Creating a cost centre sub-project 4023.5 Schedule outputs 4123.6 Deleting a schedule file 4123.7 Appending to a template 4123.8 Editing template entries 4123.9 Managing template entries 4123.10 Email options 4223.11 Export addresses 4223.12 Import addresses 42

24 Analyst Elite admin 4324.1 General settings 4324.2 Users 4324.3 Delete databases 4424.4 Database size and usage 4424.5 Analyse databases 4424.6 View session statistics 4424.7 View import log 4424.8 Change administrator password 4424.9 Update call lookup 4424.10 Clear all data from SQL server 44

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Analyst Elite 7.0.2 User Handbook 5 BACK CONTENTS NEXT

1. IntroductionAnalyst Elite extracts electronic bill data to a Microsoft SQL Server Database enabling numeric and graphical reports to be produced using extensive drill down and selection facilities.

Analyst Elite has been designed to allow multiple users to create reports across a network while minimising the overhead on the network services. Most processing functions are performed on the server with the desktop application acting as a thin client. Only minimal amounts of data are returned across the network and where requests are issued for large reports these are returned in small predefined record sets to prevent overloading of the network.

Outputs are provided to Print (local or server based Printer), CSV file, HTML file and Excel file (when available).

Management facilities allow users to create and manage cost centres and to create inter-site details. Four levels of password are provided within Analyst Elite. This sophistication allows an administrator to restrict access for individual users to view only data related to their department whilst still allowing key management personnel to set up and administer their own cost centres and inter-site details.

• Thetoplevelpasswordwillenableanadministratortoperformallmanagementfunctionsincludingimporting bills, manage system cost centres and inter site details, and to produce all reports.

• Thesecondlevelwillallowanadvancedusertomanagetheirowncostcentresandintersitedetailsandtoproduce all reports.

• Thethirdlevelwillallowausertoproduceallreportsusingthesystem-definedcostcentresandintersitedetails but not to perform any management functions.

• Thefourthlevelwillallowuserstoproducereportsonlyforpre-definedsinglelevelormulti-levelcostcentres, so restricting access to details for just their department.

Analyst Elite provides the following analysis facilities:

BT OneBill Summary Files

• Viewinvoicedetailsandsummarycostsforcircuits,ISDNandexchangelinesbyfivelevelsofcostcentresororiginating telephone number

• ExamineUsageCharges,RecurringCharges,OneOffChargesandCredits,AdjustmentsandDiscountbyCostCentre

• Archivebillsandcomparethosearchiveswiththelatestbill

• Drilldownonasummarisedcostcentreoratelephonenumbertoseemoredetails.

• Drilldowntoseefulldetailsforeachcostcentrelevelortelephonenumber

BT OneBill Private Circuits

• Summarisedtoshoweachcircuittogetherwithcircuitcosts.

• Broken rentals and Ceased circuits are highlighted for your attention.

• Comparecoststopreviouslyarchivedfiles.

• Drilldowntoseecompletebreakdownofcircuitcosts,brokenrentals,equipment,andmaintenancecostsbyfive levels of cost centres.

• Enterexpectedcostsandcircuitinformationthenautomaticallycomparebilledcoststoexpectedcosts.

• Logdatesandreasonsforbrokenrentalsastheyoccurthenautomaticallycheckthebilleddatesagainstthelogged dates.

• Exceptionreportstoshowvariancesonly.


BT OneBill and IDC Itemised Calls

• Summarisedbydistance/timebandforthecompletebillorselectedcostcentres/originatingtelephonenumbers.

• Drilldowntoseecalldistributionbydayandhour,mostexpensivecallsbytelephonenumberbydate.

• NumerousreportstoshowMostExpensiveandMostFrequentlyCallednumbers.LookatCallsToandCallsFrom numbers, Longest Duration Calls, Calls to Mobiles and Roamed calls from mobiles.

• ReportsforSummarybyTelephoneNumberandSummarybyCost.

• CallTrendandTelemarketing(notIDC)reports.

• Lookatfivelevelsofcostcentres.

Featurenet Summary Files

• ViewinvoicedetailsandsummarycostsforFeatureNetcallsandlinesbycostcentreortelephonenumber.

• LookatreportstoshowtoplevelInvoiceChargesSummarywithdrilldowntotheInvoiceforeachBilledNumber.

• PowerfulreportsforRecurringCharges,OneOffCharges&Credits,CostCentreSummary,CallSummary,Discount Summary, Discount Breakdown and Commitment Tariff Support.

• ViewRecurringChargesandOneOffChargesandCreditsbyBilledNumber.

• ViewCallSummarybySelectedOriginatingNumber.

• Lookatfivelevelsofcostcentres.

Featurenet Itemised Calls

• Summarisedbydistance/timebandforthecompletebillorselectedcostcentres/originatingtelephonenumbers

• Drilldowntoseecalldistributionbydayandhour,mostexpensivecallsbytelephonenumberbydate

• NumerousreportstoshowMostExpensiveandMostFrequentlyCallednumbers.LookatCallsToandCallsFrom numbers, Longest Duration Calls.

• ReportsforSummarybyTelephoneNumberandSummarybyCost.

• Userscancustomisereportsusinganextensivearrayofparameters,telephonenumberandcostcentreselection facilities.

Analyst Elite is provided with an Administration facility to allow the system administrator to perform tasks such as setting the default values, setting up users and managing databases.


2. System requirementsAnalyst Elite can be installed on either an existing SQL Server 2000 system with adequate spare capacity or on a dedicated Server. The main restriction on capacity and performance is determined by the available hardware. It is recommended that SQL Server 2000 should be installed on a server with a minimum specification of 2.0GHz processor, 1.5Gbyte of RAM, 100Gbyte SCSI Hard disk and with either Microsoft NT4 Server or Windows 2000 Server installed.

For customers wishing to create very large projects (in excess of 20 million call records) a higher specification server should be considered, with particular attention being paid to increasing the amount of RAM available. Disk storage will need to account for the number of call records in a project and the number of projects being retained. Typically 1Gbyte of disk space should be allowed for every million call records to be stored.

Client PC requirements recommendations are for a minimum of a 2Ghz processor, 1Gbyte RAM and a 500Mbyte hard disk.

The better the specification for the Server, the faster the program will produce reports. As with all database applications, memory is as important as processor power. Correct optimisation of the system for database applications is also important to achieve best use of memory and disk resources.

The server will need to reside on the network under password control. Access rights both to the server and to the SQL2000 application will need to be managed by the IT administrator. Where access rights to the server have been set up, users should be able to access Analyst Elite both across the network and by dialling in from a remote location.

In order to output directly to Excel or HTML, Microsoft Office 2000 or later must be installed on the local PC where Analyst Elite is being used.


3. InstallationBefore installing Analyst Elite, Microsoft SQL Server 2000 must be installed onto a suitable server. Analyst Elite cannot be used unless this facility exists. The SQL server must be set up with a logon name of ‘AnalystAdmin’. This needs to be assigned the server role of ‘Database Creator’ and ‘Bulk Insert Administrator’. The security must be set to SQL and Windows. The password and SQL Server name will need to be relayed to the Analyst Elite Administrator who will need to enter the details when logging on to Analyst Elite. When setting up the SQL Server, the default path MUST be set for database creation and for log files. These settings should normally be made using the Enterprise Manager facility within SQL Server.

The Analyst Elite Administrator must first run the Setup.exe program from the Elite Administrator folder to install the programs on to the Administrator’s PC. Run the program and answer the on-screen prompts.

Once the setup has been run, the administrator MUST run the Analyst Elite Initialisation program. On running this program the user will need to enter the User Name, Password and Server name for the SQL Server using the logon details as mentioned above. Click the Server Setup button. This program will automatically create the required databases and tables on the server. Once completed, exit from this facility.

To create facilities to allow additional users to access the databases, run the Analyst Elite Admin.Exe program and set up the users as described in the Analyst Elite Admin section of this User Handbook.

Each user will need a copy of ‘Analyst Elite Client’ installed on their PC. Install using the setup.exe program, then select the ‘BT Elite Client Tools’ install from the menu within the Setup Type screen. AFTER INITIALISATION, THE FILE ELITE.SSS MUST BE COPIED FROM THE ADMINISTRATOR’S PC TO EVERY CLIENT PC. If this file is not copied to each of the clients, when a client tries to open Analyst Elite a warning will be displayed that ‘The Security file is missing’ and the user will not be able to proceed.

Analyst Elite program installs onto the Client PCs, there is no need to install the program onto the server unless a local copy is required on the server for such tasks as importing bills.


4. Importing billsElectronic bills are read into a project file for subsequent analysis. All information is converted to a common format. During this process specific parameters such as distance and time bands, international destinations and mobile carriers are all identified and stored to enable accurate analysis. Summary billing information and Private Circuit information presented on BT OneBill or PCBIS disks can also be read and analysed. FeatureNet records can be read and analysed from a FeatureNet Disk and itemised calls can be imported from a BT IDC disk.

All records are read into project files containing a number of tables. For each BT OneBill or PCNBS import, either a new project can be created or an existing project selected. If an existing project is selected, records can be appended to any existing records or the existing records first deleted. This facility allows multiple bills or disks to be combined in a single project.

During import, telephone numbers, circuit IDs, source accounts and cost centres are saved to a central file. These details can be edited and the new cost centres applied to future imports.

On commencing the import, Analyst Elite checks the amount of space available on the disk and the likely total space required for the import. A message is then displayed to show these details with the option to continue or abort.


5. Import processFrom the Main menu click the Import Bills button. The Import screen will be presented displaying a panel from which you choose the type of file to be imported. For BT OneBills, options are offered to allow you to exclude itemised call records, calls from mobiles or private circuit information.

When you have selected the import type, a dialogue box is displayed from which you must choose the name of the file to be imported. In the case of BT OneBills, the program will only offer the “F7” format file name. The program will automatically locate the corresponding Itemised Call records, Mobile records and Private Circuit files.

The first time an import is performed, the program will default to offer the D drive for BT OneBills and the C drive for PC-BIS. For subsequent imports, the program will remember the path for the file last imported.

When importing FeatureNet data from an Asubs CD select the Callsumm.txt file from the Data folder on the Asubs CD.

Once the import file has been selected a panel is displayed, from which you choose either to create a new project or to append to an existing project.

If you select Create New Project, you will be prompted to enter the database details. Enter a meaningful name for the database – provided the default folder has been set up for SQL Server, the Database Path and File Name box will auto fill when you tab or move to the next field. The size for the database will be defaulted in the Data file size box and the size for the log file will be defaulted in the Log File Size box. These values can be edited if you intend to append more files at a later date. The values entered here only need to be approximate as SQL Server will automatically expand the database and log file sizes as necessary. However, should the database need to increase in size during import this will increase the time required to complete the import. As a guide, a BT OneBill with a total file size of 20Mbytes will require a database size of approximately 100Mbytes and a log size 10Mbytes.

If you select Append to Existing Project a dialogue box will be displayed showing existing files. By default this will display the files in the Projects folder.

An option to enable fast server based import is also offered in this panel and should normally be disabled if importing across the network or enabled if importing directly on the server.

With the fast server based import option disabled, Analyst Elite will import data by passing each record it finds in the import file one at a time to the SQL Server. This method is suitable for all types of import, including importing across a network, but it is only recommended for smaller imports. All types of import will work with this method but larger imports will create great network traffic and would therefore benefit from the ‘fast server based import’.

Large imports are best executed by importing directly on the server avoiding network traffic. This requires the import to be run using a copy of Analyst Elite installed on the server. Enabling the fast server based import is recommended for imports executed only at the server. Using this option will greatly improve import times for large imports by using a temporary file to store a large set of records and then performing SQL Server ‘Bulk Inserts’ to import multiple records at a time. A SQL Server ‘Bulk Insert’ is much faster than performing a set of single insert operations.

To enable this two extra settings are required:

1. The SQL Server must be able to access a temporary file in order to perform the ‘Bulk Insert’, so when enabling this option a path must be specified that Analyst Elite can write temporary records out to and SQL Server can read from. Ideally the path will be on the SQL Server machine itself, as this will mean that no network traffic is generated. The user logged into the PC must have full administration rights to the path (read, write and delete) and the SQL server must be able to see the path. The default setting is the path used to create databases but this may need to be changed.

2. The second setting is the number of records to ‘Bulk Insert’ at any one time and has a default value of 100,000. This value can be increased to gain even better import times on servers that have large disk space available. As a guide, a setting of 100,000 will result in a 10mb temporary file being created in the specified path. Increasing this number will proportionally increase the disk space required for the temporary file. For subsequent imports, the last value set will be offered.


Provided itemised calls and mobiles have not been excluded, an “Exclude” panel is displayed from which you can choose to exclude particular call records. To exclude local calls, for example, click the “local” check box (a tick will appear in the check box).

A panel is also displayed to Include Call Dates. This option applies to itemised call records only. By default all call dates will be selected. To import call records between specific dates only, click the Selected Period option then select the From and To dates. When import/exclude options are selected, the program still has to check every record on the disk, but will only record the relevant records.

To commence the import click the Start Import button. Records will be read into the project file and a status panel will be displayed showing the progress. Note that the counter will display the number of records read, not the number recorded. On completion, an invoice report will be displayed. For a OneBill import you can drill down from this report for more detail or exit the summary report and select other reports from the reporting screen.

When importing from a Featurenet disk, on completion the Summary Reports screen will be displayed. From here a Featurenet invoice can be selected.

When importing IDC and voiceport data, select the itemised file from the disk.

Options exist to Exclude calls and check boxes are displayed for Local, National, Mobile, International, Other and On-Net.

Select the options as required then click the Start Import button. A check will be made of the disk space required and the currency billed on the file. If the currency billed is not UKP or GBP you will be asked if you want to convert the currency. If you answer no to this, the itemised reports produced from this import will show a currency symbol representative of the currency billed. Note that Hong Kong Dollars will be represented by $. If you answer yes to currency conversion, a small form will be displayed into which you must enter the spot currency conversion rate. That is the normal conversion rate for that currency, e.g. dollars to pounds, Euros to pounds. A $1 original cost with a spot rate of 0.8 would convert to give a value of £0.80. Where currencies are billed as USC (US cents) the normal dollar/UK pound conversion rate should still be used, similarly where currencies are billed as HKD the normal Hong Kong Dollar/UK Pound conversion rate should be used.

On completion of the import the Itemised Reports screen will be displayed.


6. Multiple importsTo import and append multiple OneBills to a single project, the OneBill files must all be located in the same folder and therefore copied from the CD-ROM. In some instances there can be conflicts with identical filenames for OneBillPlus files for different accounts. In this event, the OneBill files will need to be renamed so that they can exist in the same folder. See OneBillPlus Naming Conventions for more information.

7. OneBillPlus naming conventionsA OneBillPlus is comprised of a number of files containing a variety of record types. Only those files containing data relevant to the bill will be present on the OneBillPlus CD-ROM. The naming convention for the files is nnnnf#nn.vp, where the following applies:

nnnn is the last four digits of the Account Number, for example 2170

f# is the file type, for example f7 refers to the File7 Summary file

nn is the invoice sequence number, for example 22

An example of a File 7 filename is 2170f722.vp, the associated File3 containing the Itemised Call Records would have the name 2170f322.vp. All associated files must have identical names with the only difference being the file type number, in this example the ‘7’ and the ‘3’ in the sixth position.

For multiple OneBills to exist in the same folder it is sometimes necessary to rename the set of files comprising a OneBill by using the whole Account Number rather than just the last four characters of the Account Number. For example, rename 2170f322.vp to 12342170f722.vp and rename 2170f322.vp to 12342170f322.


8. BT OneBillsBT OneBill Disks include a Summary file together with an Itemised Call file and/or a Private Circuit file and Mobile file. Disks may also contain a BT OneBillPlus file. All of these can be imported into Analyst Elite for subsequent analysis.

A panel is displayed from which you choose the type of file to be imported.

For BT OneBills, options are offered to exclude itemised call records, calls from mobiles or private circuit files.

When you have selected the import type, a dialogue box is displayed from which you must choose the name of the file to be imported. In the case of BT OneBills, the first time an import is performed, the program will default to the D drive. For subsequent imports, the program will remember the path for the file last imported. Only the F7 summary file will be offered in the file selection box as Analyst Elite does NOT import from F2 file . On commencing the import, the program will automatically locate all other corresponding files to import. However, it is important that the file names are not changed from the names originally given to the files on the disk supplied by BT. This is because the program looks to match the names of the files to the summary file selected.

Once the import file has been selected, choose the option to either create a new database or append to an exiting database.

Options exist to include Call Dates for All or a Selected Period or to Exclude calls. Check boxes are displayed for Local, National, Mobile, International and Other. Select any options as required then start the import.

On completion of the import, an invoice report will be displayed. From this report you can drill down by clicking the next button or exit and select other reports from the reports screen.

9. FeaturenetWhen importing FeatureNet data from a Featurenet CD, select the Callsumm.txt file from the Data folder on the FeatureNet CD.

Options exist to include Call Dates for All or a Selected Period or to Exclude calls. Check boxes are displayed for Local, National, Mobile, International, Other and On-Net. On completion of the import the Summary Reports screen will be displayed.


10. Manage cost centresThis facility allows you to edit the cost centre information used in the reports. This facility can be used with BT OneBill, Featurenet or Private Circuit data. Where you have a OneBill disk and a Featurenet disk, set up a project for each and manage them separately. The cost centres are related to the report data by the originating telephone numbers. Where no telephone number is applied to an account (for example where the account is for private circuits, the BT Source Account is used as a reference). The originating numbers are always stored without spaces and must be entered accurately to be effective.

When logged on as a Level 1 user, the cost centre management facility applies to the System level cost centres as offered to Level 3 and Level 4 users. When logged on as a Level 2 user, the cost centre management facility applies to cost centres for the user currently logged on and these cost centres are not made available to other users.

The Cost Centre Management button is located in the Utilities section of Analyst Elite.

Click on the Cost Centre Management button. Click on the Select Project button to select the Project to be looked at. Note that if you have not yet created a project you must first do so from the Import Bills facility on the main screen.

The screen is divided into three sections, Update Cost Centre, Cost Centre Utilities and Save Details From Bill.

10.1 Update cost centres

Edit Cost Centres button

Click on the Edit Cost Centres button to reveal the Cost Centre Management by Telephone Number/Circuit ID screen.

When you first view this screen the Telephone Numbers/Ref and Circuit Ids will already be shown in the Telephone No/Ref column. Any Cost Centres set up on the bill which you have imported will also be shown with their Source Account. The information is displayed under the headings Tel No/Ref, Cost Centre 1, Cost Centre 2, Cost Centre 3, Cost Centre 4, Cost Centre 5 and Source Account. To sort the Grid by Telephone Number or Source Account click on the heading for the column at the top of the grid.

The bottom of the screen is divided into 5 boxes, one for each cost centre level. At the base of each box there are three buttons for Add, Edit and Delete. These buttons are used to set up the cost centre levels.

Add button

To add a new cost centre to Level 1 click on the Add button. A box will be shown with the message “Please Enter the Cost Centre Name you wish to add for Cost Centre Level 1” Type in the cost centre name and click OK. Use the Cancel button if you do not want to add the new name.

Edit button

The Edit button is used when you want to rename a cost centre throughout the whole project. First click on the cost centre name you want edit. This will highlight it. Click on the Edit button and the message will appear “Are you sure you want to rename the cost centre? This will change the cost centre name throughout the project. Do you want to continue?” Click Yes to proceed or No to stop the edit. If you click Yes the message will appear “Please Enter the new Cost Centre Name you wish to apply to (followed by the cost centre name)”. Enter the name and click OK. The message will now tell you “Cost centre renamed. Please save the changes by clicking on the Save Cost Centre Changes button.


Delete button

The Delete button is used when you want to delete a cost centre throughout the whole project. First click on the cost centre you want to delete. This will highlight it. Click on the Delete button and the message will appear “Are you sure you want to delete the selected Group? This will remove the group from all Tel Numbers/Circuit Ids. To submit your changes please click save.” Click Yes to proceed or No to cancel. If you click Yes you will have removed the cost centre group from the set up table and throughout the project.

10.2 Applying cost centre groups to telephone numbers / references

To apply a cost centre group to a telephone number/reference, first select the telephone number/reference you wish to change by clicking on that row (or rows) and then double click on the required Cost Centre from the Levels below. To highlight a group of records use the SHIFT key whilst selecting the Telephone Numbers/References.

To edit or delete a cost centre highlight it and then single click the Edit or Delete button.

Save Changes button

The button to save changes made to the cost centres is located at the bottom of the screen. Click on the button to save your changes.

Cancel Changes button

The button to cancel changes made to the cost centres is located at the bottom of the screen. Click on the button to cancel your changes.

Save As CSV button

The Save As CSV button is located at the bottom of the screen. Click on the button to save as a CSV file. The dialogue box will appear. Type in the name you wish to call the file and the location you wish to save it to. Click Save. The file will contain the Telephone Numbers/References and the five levels of cost centres where applied with the relevant source account.

Print button

The Print button is located at the bottom of the screen. Click on the Print button to print the list of Telephone Numbers/References with the five levels of cost centres and the relevant source accounts.

Help button

The Help button is located at the bottom of the screen. Click on the button to take you to product help.

Exit button

The Exit button is located at the bottom of the screen. Click on the Exit button to return to the Cost Centre Management main screen.


10.3 How to add a telephone number / reference

Below the main cost centre display grid the facility to Add a Telephone Number / Reference is located.

Next to the words “Tel No / Ref To Add” (highlighted in blue) there is a blank box. Type in the telephone or reference number with no spaces and click on the Add button. This number will now be added to the main grid. When a bill is imported with this telephone number on it the source account number will be identified and automatically applied. Click the Save Changes button.

10.4 How to find a telephone number / reference

Below the main cost centre display grid the facility to Find a Telephone Number / Reference is located. Click on the Find button. The following message “Please Enter the Telephone Number you wish to Search for” will appear with a box to type the number in and an option to proceed or cancel. Click OK and the number will be highlighted in the main grid. If the number is not found a message will be displayed to inform you.

10.5 Remove Cost Centre Detail button

Below the main cost centre display grid the facility to Remove Cost Centre Detail is located.

Use this facility if you want to remove the cost centres for a telephone number / reference but leave the telephone number / reference and the source account detail.

First highlight the telephone number / reference by clicking one on it. Then click the Remove Cost Centre Detail button. The message “Do you want to remove the cost centre details for xxxxxxxx , leaving the Tel No and Source Account?” will be shown with the option to click Yes to proceed and No to stop the change.


11. Cost centre utilities

11.1 Remove Cost Centres but leave Tel Nos/Cct Ids button

When you want to remove all the cost centres from the project database but leave the telephone numbers / Cct Ids this is the facility to use. It can be used when you want to set up your own cost centre structure for up to five levels.

Click on the button and the message “All Cost Centres associated with the project will be removed from the database – telephone numbers will remain – are you sure you want to continue?” Select Yes or No.

If you select Yes you will be asked “Are you sure you want to remove all the cost centre entries for (the project path will be shown)? Changes cannot be undone. Continue?” Select Yes to continue or No to stop the process.

If you select Yes the final message will ask you “Do you want to remove Cost Centre Names from selection Boxes” Select Yes to continue or No to stop the process.

If you click Yes all cost centre names will be removed from the main grid and cost centre level boxes. A confirmation message will tell you that “All Entries for this project have been blanked”.

If you click No the message will tell you that “All Entries for this project have been blanked” but the cost centre names will remain in the selection boxes.

11.2 Import Cost Centres from Comma Delimited (csv) File button

This facility is used where you want to import cost centres from a csv file into the project database. Click on the Import Cost Centres from Comma Delimited (csv) File button and the Select Import File button will be displayed. Click the button and select where you want to import your file from and click Open.

The screen will change to show the facility for importing. At the top of the screen the file selected will be shown in blue. In the centre of the screen there is a display panel showing you the first column of data found in the selected csv file. If the data shown refers to a source account, telephone number / ref , click on the appropriate button, the next column of data will be shown in the display panel. Continue to map the data to the cost centre buttons as required.

If a column of data is shown that you do not want to use click on the Next button. The Previous button will take you back one column of data.

When you have completed your selection of data click the Start Import button. The message will appear “Do you want to delete all Cost Centre records for this project?” Click Yes to proceed and No to stop the process. If you click Yes you will be asked “Do you want to skip the first line because it contains header information?” If you click Yes the import process will start.

When completed a message will tell you “Import Complete”. Click OK and the screen will change. Select either the Save or Cancel button.

11.3 Update FeatureNet Bill Numbers button

This facility will update all the bill numbers from the Asubs disk for the project.

Click the Update FeatureNet Bill Numbers button and you will be given the option Yes or No. Click Yes to continue and No to stop the process.

If you click Yes you will be informed when the transfer has been completed.

11.4 Restore Cost Centre Details From Bill

This facility will remove ALL cost centre information set up for the current project and will restore the cost centre information from the billing information for the current selected project.


12. Inter Site ManagementThis facility allows you to edit the details used to create inter site reports from the Itemised Reports screen. The Inter Site reports show a summary of calls between site names set up using this facility. From this report it is possible to drill down to see a summary of the calls for each telephone within a site name and then to see the itemised details for each call between two telephone numbers.

Within Analyst Elite, Inter Site details can be set up for sharing by all users. These details are administered by a Level 1 user and made available to Level 1, 3 and 4 users. It is also possible for users to set up and administer their own Inter Site details provided they are logged on as a Level 2 user. The Management and application of Inter Sites is the same for all levels and is managed as described below.

Originating telephone number details read in from BT OneBills or Asubs (Featurenet) disks can be used to set up the Inter Site details. Geographic locations are automatically found for these numbers and can be used for the site names. Alternatively any of the five cost centre levels set up, or the telephone number can be automatically applied to the originating telephone numbers. Note that the geographic locations are based on the first 4 or 5 digits of a telephone number and may only show the top level exchange, not the sub exchange name. Numbers that cannot be identified to a land exchange are shown as non-geographic (for example calls from mobile handsets).

Additional number ranges can be added from a form or a complete set of details can be appended by importing from a csv file. Site names can be added and edited from within this facility.

IT SHOULD BE NOTED THAT CHANGES AND ADDITIONS TO TELEPHONE NUMBERS AND SITE NAMES USING THIS FACILITY WILL NOT AFFECT COST CENTRE SET UP DETAILS. ALSO, ONCE INTER SITE DETAILS HAVE BEEN CREATED, CHANGES TO COST CENTRE DETAILS WILL NOT BE REFLECTED BACK INTO INTER SITE DETAILS.

The Inter Site Management button is located in the Utilities section of Analyst Elite.

Click on the Inter Site Management button then click the Select Project button to select the project. Note that if you have not yet created a project you must first do so from the Import Bills facility on the main screen.

12.1 Retrieve calling tel nos from billing information

The first stage to set up Inter Site details is normally to retrieve the calling telephone numbers from the billing information. Click this button and a form will be displayed offering a number of options. Only one of these options can be chosen.

Select the appropriate option then click the Retrieve Data button. A message will be displayed asking “Do you want to delete existing entries?” If you answer No to this question, existing entries will be left unchanged and any duplicate telephone numbers found whilst retrieving will be ignored. If you answer Yes to this question another warning will be displayed. If you again answer Yes, all existing entries will be removed and the details retrieved from the billing information.

Once the details have been retrieved an Operation Complete message will be displayed. Click the Save Changes button to save the details or Cancel Changes to revert to previous data. Click Exit to exit from the form.


12.2 Edit Telephone Numbers button

To view or edit the Inter Site details click the Edit Telephone Numbers button.

Any Inter Site details currently created will be displayed in the grid on the left of the screen. Note that this grid also shows the exchange location found for each number. This exchange location information is provided for information purposes only whilst setting up site details and is not used in reports unless it is also applied to the Site Names. Each of the site names created will be displayed in the grid to the right. Below this grid are 3 buttons – Add, Edit and Delete.

Add button

To add a new site name click on the Add button. A box will be shown with the message “Please enter the Site Name”. Type in the site name and click OK. Use the Cancel button if you do not want to add the new name.

Edit button

The Edit button is used when you want to rename a site throughout the whole project. First click on the site name you want to edit. This will highlight it. Click on the Edit button and the message will appear “Are you sure you want to rename the site? This will change the site name throughout the project. Do you want to continue?” Click Yes to proceed or No to stop the edit. If you click Yes the message will appear “Please Enter the new Site “. Enter the name and click OK. The message will now tell you “Site renamed”. Please save the changes by clicking on the Save Changes button.

Delete button

The Delete button is used when you want to delete a site name throughout the whole project. First click on the site name you want to delete. This will highlight it. Click on the Delete button and the message will appear “Are you sure you want to delete the selected Site Name? This will remove the site name from all Tel Numbers. To submit your changes please click save.” Click Yes to proceed and No to stop the delete. If you click Yes you will have removed the site name from the set up table and throughout the project.

12.3 Applying site name to telephone numbers

To apply a site name to a telephone number first select the telephone number you wish to change by clicking on that row (or rows) and then double click on the required Site Name from the grid to the right. To highlight a group of records use the SHIFT key whilst selecting the Telephone Numbers.

To edit or delete a Site Name highlight it and then single click the Edit or Delete button.

Save Changes button

The button to save changes made to the telephone numbers and site names is located at the bottom of the screen. Click on the button to save your changes.

Cancel Changes button

The button to cancel changes made to the telephone numbers and site names is located at the bottom of the screen. Click on the button to cancel your changes.

Save As CSV button

The button to save as a CSV file is located at the bottom of the screen. Click on the button to save as a CSV file and a dialogue box will appear. Type in the name you wish to call the file and the location you wish to save it to. Click Save. The file will contain the Telephone Numbers and the Site Names.

Print button

The Print button is located at the bottom of the screen. Click on the Print button to print the list of Telephone Numbers with the Site Names.


Help button

The Help button is located at the bottom of the screen. Click on the button to take you to product help.

Exit button

The Exit button is located at the bottom of the screen. Click on the Exit button to return to the Inter Site Management main screen.

12.4 How to add a telephone number

On the Edit Telephone Numbers form, click the Add Tel No button. You can add just a single number or a continuous range of numbers.

If you want to add a range of telephone numbers (for example a DDI number range) then enter the first number in the range in the Start Telephone Number box and add the last few digits of the last number in the range to the To Telephone Number box. If you only want to add a single number ignore the To Telephone Number box. You can also add the site name to apply to the number range in the Site Name box. If this site name does not already exist in Inter Site Management it will be automatically added to the list of site names in the right hand grid on completion. Alternatively site names can be added after the telephone numbers have been saved. Click the OK button to add the numbers or the Cancel button to exit without adding the numbers.

Once the numbers have been added the Save Changes button must be clicked to save the details.

How to find a telephone number

Below the main cost centre display grid the Find a Telephone Number facility is located. Click on the Find Tel No button. The following message “Please Enter the Telephone Number you wish to Search for” will appear with a box to type the number in and the option to proceed or cancel. Click OK and the number will be highlighted in the main grid. If the number is not found a message will be displayed to inform you.

Delete Selected Tel Nos button

To delete selected telephone numbers, click on the number in the grid to highlight it then click the Delete Selected Tel Nos button. Click the Save Changes button to save the changes.

Edit Exchange Location button

The exchange location details are provided for information purposes only whilst setting up site details. These details are not used in reports. To change the exchange location details for a particular telephone number click on the telephone number in the grid to highlight it then click the Edit Exchange Location button. Enter the new exchange location then click OK. Click the Save Changes button to save the changes.

12.5 Create DDI Ranges button

On the Edit Telephone Numbers form, click the Create DDI Ranges button.

By default the number range for numbers ending with zeros will be displayed in the grid. Select a value in the default number range drop-down menu to change all ranges in the grid (this will update any ranges changed manually).

To change a specific DDI range, highlight the required number in the grid and then type the required value in the Change Range End section, or to not update a range highlight the number and select Ignore Range.

To apply these changes, click Apply. You will be prompted to add any already existing numbers.

To save the changes made click on the Save Changes button on the Edit Telephone Numbers screen.


13. Phone Book ManagementThis facility allows you to set up User Defined Names to be applied in place of telephone numbers on selected reports within the Itemised Report section. From these reports it is possible to switch between showing a Phone Book Name or the Originating Telephone Number, Called Telephone Number or both Originating and Called Telephone Numbers.

Within Analyst Elite, Phone Book details can be set up for sharing by all users. These details are administered by a Level 1 user and made available to Level 1, 3 and 4 users. It is also possible for users to establish and administer their own Phone Book set up provided they are logged on as a Level 2 user. The management and application of the Phone Book is the same for all levels and is administered as described below.

Originating telephone number details that are read in from BT OneBills disks, Featurenet disks or IDC can be used to set up the Phone Book detail by using the Retrieve Telephone Numbers from Billing Information facility (level 1 and 2 users only).

Using the Append Tel Nos From CSV File button, a set of Telephone Numbers and Phone Book Names can be appended by importing from a csv file (level 1 users only).

Using the Edit Telephone Numbers facility, additional number ranges can be added from a form (level 1 and 2 users only).

Within the Apply to Reports section the user selects which option they wish to use the Phone Book Names with. Options are Replace Originating Numbers and Called Numbers with Phone Book entries, Replace Originating Numbers with Phone Book entries, Replace Called Numbers with Phone Book entries and Do Not Apply Phone Book.

IT SHOULD BE NOTED THAT CHANGES AND ADDITIONS TO TELEPHONE NUMBERS USING THIS FACILITY WILL NOT AFFECT COST CENTRE SET UP DETAILS.

The Phone Book Management button is located in the Utilities section of Analyst Elite.

Click on the Phone Book Management button then click the Select Project button to select the project. Note that if you have not yet created a project you must first do so from the Import Bills facility on the main screen.

13.1 Retrieve Telephone Numbers button

The first stage to set up Phone Book details is normally to retrieve the telephone numbers from the billing information. Click this button and a form will be displayed offering a number of options. Only one option can be chosen.

Select the appropriate option then click the Retrieve Data button. A message will be displayed asking “Do you want to delete existing entries?” If you answer No to this question, existing entries will be left unchanged and any duplicate telephone numbers found whilst retrieving will be ignored. If you answer Yes to this question another warning will be displayed. If you again answer Yes, all existing entries will be removed and the details retrieved from the billing information.

Once the details have been retrieved an Operation Complete message will be displayed. Click the Save Changes button to save the details or Cancel Changes to revert to previous data. Click Exit to exit from the form.

To apply names to the retrieved telephone numbers refer to Edit Phone Book Telephone Numbers.

13.2 Append telephone numbers

This facility is used where you want to add telephone numbers and Phone Book name details from a csv file into the project database. Details read in are appended to existing records without previously deleting records. The option is offered to over-write the Phone Book names for existing telephone numbers.


Click on the Append Tel Nos from Comma Delimited (csv) file button and the Select Import File button will be displayed. Click the button and select where you want to import your file from and click Open. The screen will change to show the facility for importing. At the top of the screen the file selected will be shown in blue. In the centre of the screen there is a display panel showing you the first column of data found in the selected csv file. Click on the appropriate button for the data displayed, the next column of data will be shown in the display panel. Map the data to the buttons as required. If a column of data is shown that you do not want to use click on the Next button. The Previous button will take you back one column of data.

When you have completed your selection of data click the Start Import button. The message will appear “Do you want to over-write existing Phone Book names? Click Yes to over-write or No to only append new records without over-writing existing details. You will then be asked “Do you want to skip the first line because it contains header information?” If you click Yes the Import process will start. When the import completes a message will tell you “Import Complete”. Click OK and the screen will change. Select either the Save or Cancel button.

13.3 Edit phone book telephone numbers

To view or edit the Phone Book details click the Edit Telephone Numbers button on the Phone Book Management screen.

Any telephone details currently created will be displayed colour coded in the grid on the left of the screen. Note that this grid also shows the Phone Book Name for each number where it has been set up. Each of the Phone Book Names created will be displayed in the grid to the right. Below this grid are 3 buttons – Add, Edit and Delete.

Add button

To add a new name click on the Add button. A box will be shown with the message “Please enter the Phone Book Name”. Type in the name and click OK. Click the Cancel button if you do not want to add the new name.

Edit button

The Edit button is used when you want to rename an item throughout the whole project. First click on the name you want to edit. This will highlight it. Click on the Edit button and the message will appear “Are you sure you want to rename the Phone Book Name? This will change the name throughout the project. Are you sure you want to continue?” Click Yes to proceed or No to stop the edit. If you click Yes the message will appear “Please Enter the Phone Book Name you wish to apply to xxxx “ where xxxx is the current name. Enter the name and click OK. The message will now tell you “Phone Book entry renamed. Please save the changes by clicking on the Save Changes button.”

Delete button

The Delete button is used when you want to delete a Phone Book Name throughout the whole project. First click on the name you want to delete. This will highlight it. Click on the Delete button and the message will appear “Are you sure you want to delete the selected Phone Book Name? This will remove the Phone Book Name from all Telephone Numbers. To submit your changes please click the Save button.” Click Yes to proceed and No to stop the delete. If you click Yes you will have removed the Phone Book Name from the set up table and throughout the project.

Click on the following jumps to Add telephone numbers, Find telephone numbers , Delete telephone numbers .

13.4 How to add a Phone Book telephone number



If you want to add a range of telephone numbers (for example DDI number range) then enter the first number in the range in the Start Telephone Number box and add the last few digits of the last number in the range to the To Telephone Number box. If you only want to add a single number ignore the To Telephone Number box. You can also add the Phone Book Name to apply to the number range in the Phone Book Name box. If this name does not already exist in phone Book Management it will be automatically added to the list of names in the right hand grid on completion. Alternatively names can be added after the telephone numbers have been saved. Click the OK button to add the numbers or the Cancel button to exit without adding the numbers.


13.5 Understanding Edit Phone Book colours

To help the user to identify which telephone numbers are Originating Numbers, Called Numbers, both Originating and Called Numbers or Numbers not identified from Bill a series of colour codes are used within the Telephone Number grid.

Yellow background identifies Originating and Called Number

Green background identifies Originating Number

Lilac background identifies Called Number

Grey background identifies Number Not Identified from Bill

Options exist within the Edit Phone Book name facility to save as a csv and print the detail held in the Telephone Number grid.

13.6 Applying Phone Book to reports

To apply the Phone Book names to selected reports click the Apply Phone Book to Reports button and four options will appear. The available options are Replace Originating Nos and Called Nos with Phone Book entries, Replace Originating Nos only with Phone book entries, Replace Called Nos only with phone Book entries and Phone Book not Applied.

By selecting an option the user chooses how they wish the Phone Book entries to be shown on the available reports. The user may at any time change the option they wish to apply by selecting a new option. Once a selection has been made the user can go to the Itemised Report screen and run the report, for example All Call Records, and view the Phone Book names in place of the relevant telephone numbers. To turn off the Phone Book click the Disable Phone Book button. The report will be run showing telephone numbers and the button will change to the Enable Phone Book button. Using this button the user can switch the Phone Book on or off as required.

13.7 Add Phone Book telephone numbers


If you want to add a range of telephone numbers (for example DDI number range) then enter the first number in the range in the Start Telephone Number box and add the last four digits of the last number in the range to the To Telephone Number box. If you only want to add a single number ignore the To Telephone Number box. You can also add the Phone Book name to apply to the number range in the Phone Book Name box. If this name does not already exist in Phone Book Management it will be automatically added to the list of Phone Book names in the right hand grid on completion. Alternatively Phone Book names can be added after the telephone numbers have been saved. Click the OK button to add the numbers or the Cancel button to exit without adding the numbers.



13.8 Find a Phone Book telephone number

Below the telephone number list, the facility to Find a Telephone Number is located. Click on the Find Tel No button. The following message “Please Enter the Telephone Number you wish to Search for” and a box to type the number in will appear with the option to proceed on OK or Cancel. Click OK and the number will be highlighted in the main grid. If the number is not found a message will be displayed to inform you.

13.9 Edit Phone Book from reports

For level 1 and 2 users, Phone Book entries can be edited whilst a report to which Phone Book can be applied is displayed. Irrespective of whether the Phone Book is enabled, right clicking on a telephone number or Phone Book entry on the report will result in an edit form being displayed.

This will show the selected telephone number and, if it already has a Phone Book entry, it will show the current entry. A new entry can be applied by typing in the Phone Book name text box next to the telephone number. Alternatively a number can be selected from the list displayed on the right of the form by double clicking that name. The Add, Edit and Delete buttons operate as described in Edit Phone Book telephone numbers. After editing the Phone Book details, click the Save Changes button to save the details or Cancel Changes button to not save the changes, then click the Exit button to return to the report.

Note that changes made from this screen will be reflected in the Phone Book Management screens. After editing a Phone Book entry, the selected report will be re-run to update the entry.


14. Manage circuit informationThis facility allows you to set up circuit ID’s with expected costs and reference information. These costs are then used for comparison when you next view the Total Circuit Charges report for the current project or for any other project which has the same BT OneBill Account number, provided the Percent selector on the Reports form is set to a value greater than 0. Where the differences are greater than the value selected by the Percent selector, these will be highlighted on the Total Circuit Charges or Circuit Exceptions report in red. The reference details are shown on the selected circuit detail reports. It is important that the Circuit ID’s match exactly the Circuit ID’s on the bill.

When logged on as a Level 1 user, this facility applies to the System level private circuit information as offered to Level 3 and Level 4 users. When logged on as a level 2 user, this facility applies to the user currently logged on and details are not made available to other users.

Information can be added directly from a previously imported bill, from a comma delimited file or by manually entering the details.

From the main menu click the Manage Circuit Information button then, on the Circuit Management form, click the Select Project button and select the appropriate project. Note that if you have not yet created a project you must first do so from the Import Bills screen.

To automatically save the details from a bill which has been previously imported to this project, click the Save Last Bill As Expected Costs button. Any existing details will be deleted and the current circuit details will be read from the bill. A spreadsheet will then be shown. These entries can then be edited by over-typing any of the values. To add new entries, click the Add New Cct button.

To manually add entries or to edit/delete entries, click the Add/Edit Circuits button. To edit, click into the field to be edited then overtype with the new information. To delete, click to the left of the line to be deleted, then click the Delete Circuit button. To add a new entry click the Add New Cct button.

To import from a comma delimited file, click the Comma Delimited Import button then select the file to be imported. A panel will be displayed showing a sample of the data together with a number of buttons.

The data window displays data from the first field. Identify which type of data this is (for example, it may be the Circuit ID field). Once you have identified the type of data, click the appropriate button for that data (for example if the data field displays Circuit ID’s then click the CctID button). The next field will then be displayed. Repeat the process until all relevant fields have been identified. Any irrelevant fields can be ignored by clicking the Next button. On completion, click the Start Import button. The records will be read in.

Before exiting the Manage Circuit screen click the Save Changes button to save the details. To cancel without saving, click the Cancel Changes button. When saving, if any duplicate Circuit IDs are found, the program will display a warning message and the duplicated entry will be selected in the grid. All duplicates must be removed before the details can be saved.

The details held on this form can be printed or saved as a comma delimited file for use by another application.


15. Log broken rentalsThis facility allows you to log broken rentals as they occur. The dates and reasons can be logged and will be shown on the Broken Rentals report for comparison to the billed information. This is an extremely powerful facility to help you track events and to validate private circuit bills. It is important that the Circuit ID’s match exactly the Circuit ID’s on the bill. Details logged for a project can be viewed on the Broken Rentals report for this project and any other project that has the same BT OneBill Account number.

When logged on as a Level 1 user, this facility applies to the System level private circuit information as offered to Level 3 and Level 4 users. When logged on as a level 2 user, this facility applies to the user currently logged on and details are not made available to other users.

From the Main menu click the Log Broken Rentals button then, on the Broken Rentals form, click the Select Project button and select the appropriate project. Note that if you have not yet created a project you must first do so from the Import Bills screen.

To add a new record, click the Add New button. Enter the Circuit ID, start date, end date and reason then click the Save button.

To edit or delete a record, click the Edit/Delete button. To edit, click into the field to be edited then overtype with the new information. To delete, click to the left of the line to be deleted, then click the Delete Selected button.

On completion, click the Save button.

Note that where broken rental entries are logged using this facility, if no broken rental is found for the matching Circuit ID when the Broken Rental report is run, the logged details will be shown at the bottom of the report with no BT rental details against the entry. If however, the Circuit ID does appear on the bill without a broken rental period having been billed, clicking on the entry in the Broken Rentals report will allow you to drill down to see the billed details. This provides a rapid means to check accurate billing of broken rental details.

The details held on this form can be printed or saved as a comma delimited file for use by another application.


16. Create BTBA projectsThis facility allows you to create separate project databases for selected cost centres at any single cost centre level. These databases can then be viewed in BT Billing Analyst. This facility is particularly useful for organisations that want to allow users in each cost centre to view just the details for their cost centre. Summary reports will show the billing totals for the selected cost centre only, but the invoice will not be available for these projects.

Click the Create BTBA Projects button. Select the master database from which the BTBA projects are to be created, then select the destination folder. If you want to create a project for every cost centre at a selected level, select the One Project File per Cost Centre option or to select particular cost centres, select the Selected Cost Centres option. Select the cost centre level for the projects. With the Selected Cost Centres option selected, you can select multiple cost centres by holding down the control key whilst clicking on the desired cost centres or select a range of cost centres by clicking the first cost centre in the range then holding down the shift key and clicking on the last cost centre in the range. Click the Apply button to apply the cost centre selection. Note that all required cost centres must be selected before clicking the Apply button.

Click the Create Projects button to commence creation of the databases. Note that the projects will be created using the name of the cost centre followed by .mdb. Characters that are likely to cause a problem in naming conventions will be stripped at the time of creating the databases. Any existing files found in the selected folder that have the same name will be automatically over-written. On completion an ‘Operation Complete’ message will be displayed.

Should you make changes to the cost centre structure for the master project, these changes will not be reflected back into the cost centre sub projects unless these are subsequently viewed from within the same version of BT Billing Analyst as was used to edit the cost centre structure.

If the facility to Restore Cost Centre Details From Bill is used with a cost centre sub project, then only the service numbers and cost centres for the cost centre sub project will be retrieved. This will lead to errors if the master project is subsequently viewed with the same version of BT Billing analyst.


17. ReportsWithin the Bills section on the front screen buttons are shown for Import Bills, Summary Reports, Itemised Call Reports and Private Circuit Reports.

When a report is displayed on the screen you can choose to print it, save the details to a comma delimited file (CSV), open it directly into Excel or output to HTML. This latter facility requires Microsoft Office 2000 or later to be installed. When Excel output is selected, Excel will open automatically and both the numeric figures and graphic details will be shown as an Excel spreadsheet. Note that Excel and HTML outputs are not available for the larger itemised reports.

17.1 Summary reports

If the required project file name is not displayed next to the Select File button, click the Select File button. A drop down list will display a list of recent files. Click on the required file or, to select a file that is not displayed, click More Files then select from the dialogue box.

Summary reports are divided into BT OneBill Summary Reports and FeatureNet Reports.

To view any of the reports simply click the appropriate report button. Many reports have drill down facilities which allow you to see greater detail by either clicking the Next Level button or by clicking on a line or cell in the report.

The current report can be selected by clicking on the appropriate button and can then be archived by clicking the Archive button when the report is displayed. See Archive reports for details about archiving.

17.2 Itemised Call reports

For the Itemised Call reports, a Selection Parameter panel provides facilities to limit reports by day, date, time, distance band, duration, cost, originating number and single or multi level cost centres for five levels. The selectors are colour coded to show which reports they apply to and can be used in any combination for the applicable reports. For example, the 100 Most Expensive UK calls can be selected for any combination of the parameters whilst telemarketing reports can only be selected for days, dates, originating number and cost centres. The date selectors default to offer the dates for the earliest call record and the last call record for the selected project. To limit by originating number, click the selector on the Originating Number drop down list. All originating numbers for the selected project file will be listed, select as required. Similarly, to limit by cost centre click the selector for a single level to reveal the cost centres for that level or select Multi Level and make your selection from the cost centres offered at each level.

17.3 Private Circuit reports

For the BT Private Circuit reports, the current report can be selected by clicking on the appropriate button and can then be archived by clicking the Archive button when the report is displayed. The file will be automatically archived to an archive sub folder of the program folder and will be given a name made up from the project name followed by “Arch” followed by” “Cct” for Circuit reports, followed by the BT create date for the file. This naming convention is designed to assist when selecting archived files for comparison at a later date.

To compare a current Summary file or Private Circuit file to an archived file, select the project using the Select File button then select the Percent difference level required. Click the appropriate Compare Current/Archive button then select the required Archive from the dialogue box displayed. The report will be displayed with differences greater than the level selected highlighted in red.

Reports for Total Circuit Charges, All Circuit Elements, Broken/Ceased Rentals, Part Rentals, Exceptions, Equipment and Maintenance can be selected by single or multi level cost centres for five levels.

Clicking Default Settings re-sets the parameters for the selected project.


When a report is displayed on the screen you can choose to print it, save the details to a comma delimited file (CSV) or to open it directly into Excel. This latter facility requires Microsoft Office 97 or later to be installed. Excel will open automatically and both the numeric figures and graphic details will be shown as an Excel spreadsheet.

Labels are not shown on graphs for values of less than 5%. Values of less than 0.5% may not be visible on graphs. Values on reports which are less than 0.5p or 0.05% will be rounded to 0.

17.4 Column sorting

Many of the reports can be sorted in ascending or descending order by clicking on the column headings. Where this facility has been applied to a report, a text note advises that this facility is available on the displayed report.

For reports where this facility is enabled, the report can be sorted on any of the displayed columns. Click a column heading once to sort in descending order - a ‘v’ will be displayed in the selected column heading and the heading will turn green. Click a second time to sort in ascending order and a ‘^’ will be displayed in the column heading. Note that some reports may take a short while to run when a column is sorted.

17.5 Phone Book

A Phone Book facility exists within Analyst Elite, allowing telephone numbers to be replaced by Phone Book entries for specific key reports. Refer to Phone Book Management for full details about this functionality and to Edit Phone Book From Reports to see how to edit Phone Book entries from within a report.

17.6 Trend reports

All trend data is stored in tables within the central Trend.Mdb file against the BT OneBill account number. If multiple bills are appended, the account number for the first bill imported is used. This same account number is used to retrieve the trend data.

When a bill is imported, a summary of all itemised outgoing calls for the bill (ex Chargecard), and all inbound telemarketing calls is stored in the Trend.Mdb file against the billing date or, if the import is for selected dates, then the selected start date is used. Also within this file a summary of the inbound telemarketing calls to 0345, 0800 and 0845 numbers is stored.

A summary of the calls from each billed line is also stored in a separate table in Trend.Mdb against the same date as above.

A summary of the inbound telemarketing calls to each inbound number is also stored in another table in Trend.Mdb against the same date as above.

If a bill is repeatedly imported into a project the values are over-written and not duplicated.

When trend reports are selected the trend reports are created from the Trend.Mdb file, selecting the data for the BT OneBill account number appropriate to the project. If more than 24 date entries, the user is prompted to select the start period for the report and the first 24 entries from that date are then displayed.

Possible Issues

The trend by telephone number details have only been stored since introduction of release 1.06 so it is not possible to see outgoing calls to line or cost centre level for any import created prior to release 6. For telemarketing these details have always been present.

If a customer appends two or more bills for totally different account numbers then the data will be stored using the account number for the first bill imported. Therefore if the same append operations are done for successive periods but the bills imported in a different order, the program may not find all the trend data when viewing a project.


Trend data shows the values for each bill imported, not the appended values where two or more bills are appended to a project.

If a customer wants to delete the trend data and start afresh, the existing Trend.Mdb file in the Analyst Elite program folder can be deleted or renamed. The program will then re-create the trend database from Trend.Bak. Under no circumstances must Trend.Bak be deleted.

17.7 Report details

Each report in Analyst Elite has a Report Details button. Clicking this button will show the invoice reference and billing dates for all bills appended within the selected project. It will also show all parameters and cost centre selections used in the selection of the report and the date and time created.

These details are automatically printed out as a report header sheet for all reports. They are also automatically output to the second sheet in Excel (see tabs at bottom of Excel report). When saving a report to csv the user is prompted with the option whether or not to output these report details to the csv file.

17.8 Archive reports

Projects are automatically archived at import stage. If an archive is deleted Elite will re-create it the next time Summary Reports are selected.

17.8.1 Archiving BT OneBill billing details

Select the required project then open either the Summary by Cost Centre report or the Current Bill by Service No report .The details can then be archived by clicking the Archive button when the report is displayed.

You will be prompted with a form to enter the database details. The file name will auto default to use the project name followed by “Archive” followed by “F7” for F7 Summary reports, followed by the BT create date for the file. This naming convention is designed to assist when selecting archived files for comparison at a later date. You can change the file name if you wish, but the name must contain the word “Archive”. Provided the default folder has been set up for SQL Server, the Database Path and File Name box will auto fill when you tab or move to the next field. The size for the database and for the log file will also auto fill. SQL Server will automatically grow the database and log file sizes as necessary.

17.8.2 Archiving private circuit summary details

The archive will be automatically created during the import process. If the archive is deleted it will be automatically re-created next time the database is opened in Private Circuits.

17.8.3 OneBill Summary reports

Within the Summary report, screen archive reports exist to allow the user to view Archive by Cost Centre, Archive by Service No, Compare Current/Archive, Compare Recurring Current/Archive and Compare Usage Current/Archive. These reports are selected by first selecting a project then clicking the Archived Reports button

The Archive by Cost Centre and Archive by Service No reports are similar to the Cost Centre Summary and Current Bill by Service No reports. Selecting one of these reports will result in a file selection screen prompting you to select the archive file. For the Archive by Cost Centre report, the project must have the same BT OneBill Account number as the current selected project.

17.9 Private circuit compare current to archive

To compare a current Summary file click the Compare Current/Archive button. The Select Archive Files panel will be displayed. The first archive chosen to compare with the current file is known as the Primary Archive. The percent comparison will be used to show differences greater than the level selected highlighted in red.


The user can select a further two Archive Files to compare with, these are known as Secondary Archive 1 and Secondary Archive 2. Please note that the percent difference will not show differences on the Secondary Archives. All files selected must have the same BT OneBill Account number.

The Compare Current to Archive report can be run without Secondary Archive selections if they are not required.

Cost centres containing service numbers that have not been billed on the Current file, but are billed on the Primary file are shown in blue at each cost centre level. At the service number level the relevant service numbers will be shown in blue. The ‘Rep’ column will show a letter ‘P’.

Cost centres containing service numbers that have not been billed on the Primary Archive file but are billed on the Current file are shown in green at each cost centre level. At the service number level the relevant service numbers will be shown in green. The ‘Rep’ column will show a letter ‘C’. Cost centres containing service number which are billed on both will have a letter ‘B’ in the ‘Rep’ column and will be shown in red.

Cost centres containing service numbers that have not been billed on either the Current file or Primary Archive file and not highlighted.

The same notation is also used at service number level on these reports.

Where service numbers have been billed on both the Current and Primary files, the cost centres and service numbers are not highlighted and the ‘Rep’ column is left blank.

Operation and selection of Compare Recurring Current with Archive and Compare Usage Current with Archive is as described above. Note that you can move between these reports without need to re-select the archive files.

Clicking Default Settings will re-set the parameters for the selected project.

When a report is displayed on the screen you can choose to print it, save the details to a comma delimited file (CSV) or to open it directly into Excel. This latter facility requires Microsoft Office 97 or later to be installed. Excel will open automatically and both the numeric figures and graphic details will be shown as an Excel spreadsheet.

Private circuit compare current to archive

To compare a Private Circuit file to an archived file, select the project using the Select File button then select the Percent difference level required. Click the appropriate Compare Current/Archive button then select the required archive from the dialogue box displayed. The report will be displayed with differences greater than the level selected highlighted in red.

Clicking Default Settings will re-set the parameters for the selected project.

When a report is displayed on the screen you can choose to print it, save the details to a comma delimited file (CSV), to open it directly into Excel or to output to HTML. This latter facility requires Microsoft Office 2000 or later to be installed. When Excel output is selected, Excel will open automatically and both the numeric figures and graphic details will be shown as an Excel spreadsheet.

17.10 Cost centre reports

When viewing the reports, with the exception of the Cost Centre Hierarchy, reports will only show Cost Centres and Service Numbers which have been billed for the current project. The Cost Centre Hierarchy will show all service numbers which have been found and added to the Cost Centre Management facility. This may include additional service numbers found from itemised files which are not shown separately in the summary files. This is usually a result of lines being multi-billed in the summary files. Numbers which have been manually added but not yet billed will also appear only in the Cost Centre Hierarchy report.

To view the Cost Centre Summary report for all cost centres at a certain level select the Cost Centre Summary report then use the selector on the top right hand side of the screen to select the required level. This will then display all the cost centres for that level (e.g. all Level 5 cost centres). The * displayed for the cost centre details indicates that all cost centres for that level has been selected, (eg if you run the report for Cost Centre Level 3, the details will display Cost Centre Level 1 = *, Cost Centre Level 2 = *).


17.11 Select reports by cost centre

Many reports can be selected by one of five cost centre levels or by multiple levels. On each of the Report Selection screens a section is provided for cost centre selection. In this section radio buttons allow the reports to be selected for All, Selected Orig No/Cct ID, Selected Cost Centre Levels 1 to 5 or Multi Level Cost Centres. A coloured line under the report buttons matching the coloured background for the cost centre selectors indicates that cost centre selection can be applied to a report.

The default selection is always All which means reports will be selected for all telephone numbers. Click the Selected Orig No/Cct ID selector to select reports for a specific telephone number or circuit ID. This will result in a list of the telephone numbers and/or circuit ID for the selected project in the drop down list. Note that changing the project will change the details in the drop down selectors.

Click on the appropriate radio button to select on Cost Centre level 1, 2, 3, 4, or 5. A drop down list of the cost centres for the selected level for that project will then be displayed. Select the cost centre required then click the appropriate report button.

If Multi Level Cost Centre Select is chosen, the cost centre level 1 selector will be shown listing the level 1 cost centres for the selected project. Click on the required cost centre. The level 2 cost centre selector will then be shown listing all valid level 2 cost centres for the selected cost centre level 1. Continue selecting until all required levels have been selected. You do not need to select all five levels, only the number of levels that is relevant.

Cost centre details can be managed using the Manage Cost Centres facility.

17.12 Parameter selection

For the Itemised Call reports, a Selection Parameter panel provides facilities to limit reports by date, duration, cost, originating number and cost centre. The selectors are colour coded to show which reports they apply to and can be used in any combination for the applicable reports For example, the 100 Most Expensive UK calls can be selected between dates, and between costs, and between durations for a selected cost centre or originating number. The date selectors default to offer the dates for the earliest call record and the last call record for the selected project. To limit by originating number, click the selector on the Originating Number drop down list. All originating numbers for the selected project file will be listed, select as required. For selection by cost centre refer to Select Report by Cost Centre

17.13 Select bills

The Select Bills facility allows the user to select which bill they would like to use when viewing databases which contain more than one bill.

The selection will then remain until another project is chosen or the program is closed. Cost centre selections and Phone Book facilities would show all cost centres and Phone Book entries normally available to the user for the entire project.

This facility will not be available for Level 4 users


18. Password protectionUsers are only allowed access to Analyst Elite under password control. The passwords and user names are set up by the System Administrator using the Analyst Elite Admin facility. Four levels of password can be applied as follows:

• Thetoplevelpasswordwillenableanadministratortoperformallmanagementfunctionsincludingimportdisks, manage system cost centres and inter site details and to produce all reports.

• Thesecondlevelwillallowanadvancedusertomanagetheirowncostcentresandintersitedetailsandtoproduce all reports.

• Thethirdlevelwillallowausertoproduceallreportsusingthesystemdefinedcostcentresandintersitedetails but not to perform any management functions.

• Thefourthlevelwillallowuserstoproducereportsonlyforpre-definedsinglelevelormultilevelcostcentres, so restricting access to details for just their department.

19. HelpThis section provides the user with help and guidance on the use of the product.

19.1 Version

Information on version numbers and expiry dates.

20. Further AssistanceFor further help or information, please contact 0800 412222

If you wish to clarify any premium rate calls http://www.phonepayplus.org.uk can provide details of the location called


21. Elite bespoke report generatorThe Bespoke Report Generator (BRG) is a tool to create bespoke reports using a BT Analyst Elite project. Multiple selections of cost centres allows the BRG to be used to batch process a number of cost centres during a single operation, producing a separate report for each cost centre. Parameter selections similar to those available for standard BT Analyst Elite reports can be applied. Up to three columns can be selected for sorting and for sub-totalling on change of value. Report details can be saved and subsequently re-used against different projects for the same Account Number.

Please note that the usual user level restrictions apply.

21.1 Creating a report

To create a report you must first choose the project to base it on by clicking Select Project File for Report.. You can then select the project to associate with the report (note the report stores the BT OneBill account reference for the project and will only be able to be run against projects with the same account reference).

Once you have selected the project a report can be created by clicking the Create New Bespoke Report button, this will then set up the screen to easily guide you through the creation process. Enter a name for the report. All details applying to the report will be saved against this name and may be recalled at a later date. A meaningful name that identifies the report content, up to 30 characters in length, should therefore be used.

Choose the data set for the report to be based on by clicking the appropriate radio button, the options are Summary Data, Itemised Calls Data, Private Circuits Data and Miscellaneous Data.

If Miscellaneous Data is selected then the sub set of data will need to be specified by selecting from the drop down list, this will be Amendments, Call Services, Chargecard, Recurring or Other.

Now you should see a list of selectable columns, these can be added to the new report by double clicking on the column name or by dragging the column name into the report details grid (the report details grid will only be visible after the first column is added). You can insert between existing columns by dragging to a position between two existing columns.

The columns offered will vary depending on the user level.

From the report details grid you can apply sorting and/or sub-totalling to any column by clicking on the value you wish to change (the values will rotate through the different options). A maximum of three columns can be sorted and/or sub-totalled.

If ‘Only show totals information for each sub-totalled column’ is checked then only the totals for each sub-totalled field will be shown.

WARNING

If itemised calls are selected for a large file (100,000 + records) and sub-totalling is applied without selecting the option to ‘Only show totals information for each sub-totalled column’, then the amount of data output to the report may result in memory problems. For large itemised files, it is advisable to output either without sub-totalling or to output just the sub-totals.

You can select the number of records to appear in a report by selecting from the ‘Max records per report’ selector. If the option ‘Only show totals information for each sub-totalled column’ is checked, the value selected here will be the maximum number of sub-totals shown in the report, otherwise it will be the maximum number of records.

Once you are satisfied with the selected fields you can configure the parameters as in BT Billing Analyst by clicking Select Parameters to show and hide the configurable parameters.


21.2 Editing a report

To edit an existing report first choose an associated project by clicking Select Project File for Report then click the Select Existing Bespoke Report button and select the desired report from the selection box to the right.

To edit the report definition, click Edit Report, this will then show the reports definition as in the creation process. Edit the details as required and click Save to save the report before creating or editing another report.

To save the edited report as a different name, click the Save Report As button and enter a new report caption.

The report selection parameters will always be offered when editing a report.

21.3 Previewing a report

From the Create/Edit screen you can click the Preview Data in Report button to show the report formatted as the final output, but only for the first 20 records found.

21.4 Running a report

Once you have created your bespoke report, you can run the report from the Create/Edit screen by clicking the Run Report button at the bottom of the screen.

From the main screen first choose an associated project by clicking Select Project File for Report then click the Select Existing Bespoke Report button and select the desired report from the selection box to the right. Click the Run Report button.

The report will display the selected data with a number of output options as follows:

Save All as CSV

You can save the report(s) as CSV files (if multiple service numbers or multiple cost centres are selected, a separate file will be created for each selection) by clicking the Save All as CSV button.

You will then be prompted for the output folder along with whether to include the report definition, column headers and totals.

Save All to Excel

As with the Save All as CSV, the Save All as Excel button will save the report(s) as separate MS Excel file(s) in the selected output folder for each selection.

Open Report in Excel

This will open the existing report directly into Excel. If multiple service numbers or multiple cost centres are selected only the selection currently shown on the screen will open in Excel. To open a different selection in Excel, use the Next Page/Previous Page buttons to move to the required selection then click the Open Report in Excel button.

Next / Previous Page

If multiple service numbers or multiple cost centres are selected the Next Page and Previous Page buttons allow navigation between each selection.

21.5 Deleting a report

To delete an existing report, from the main screen first choose an associated project by clicking Select Project File for Report then click the Select Existing Bespoke Report button and select the desired report from the selection box to the right. Click the Delete Report button.


22. Elite scheduler serverThe BT Analyst Elite Scheduler Server is used to process and email (if requested) schedules which have been created via the BT Analyst Elite Scheduler Client facility.

To process any pending schedules simply click the Start button. Schedules created from the client will automatically appear in the current activity pane when they are due to run. Once schedules have completed you may stop the process by clicking the Stop button, alternatively you can leave it in the processing mode.

Schedules which are due to run will be processed immediately provided that the Elite Scheduler Server is in run mode. Schedules which are set to run at a specific date and time in the future will be processed once this time has been reached, provided that the Elite Scheduler Server is in run mode. If the time and date specified against a schedule has passed without it being processed, then it will be processed the next time that the server is set to run.

The status of individual pending schedules can be viewed in greater detail within the client application.

22.1 First steps

Before being able to run the BT Analyst Elite Scheduler Server application, a Scheduler database must be created by the Client application.

Click Create to set up the server for BT Analyst Elite Scheduler.

22.2 Current activity

The Current Activity pane will display the status of any schedules which are being processed.

The name of the schedule currently being processed will be shown, followed by the report within the schedule which is being created.

If there are multiple pending schedules, then each schedule will be processed in turn before processing the next schedule.

22.3 Scheduler options

Before using Scheduler for the first time, the Administrator should review the Options by clicking the Options button. The options can be seen by Scheduler Client users but they are unable to change them.

22.4 Output path

This facility defines the output folder where the scheduler files will saved. You will need to distribute any reports saved to here to the relevant users. The reports will be saved in a sub folder which will be created from the Scheduler Client’s user name. The output path selected needs to be a shared folder which can be accessed from the server.

22.5 Default output options

Scheduler files will be output to the selection made here. These options can be changed when a template is created.


22.6 Email options

This section will need to be completed in order to allow processed schedules to be emailed out. Click the E-mail Options button on the Options screen. In the window that appears enter your email details. These would usually be the same as the settings used by your usual email program (for example Microsoft Outlook).

22.7 Default email

If a schedule contains a request for the processed reports to be emailed, but no address has been set up for the selected account/cost centre, then the report(s) will be emailed to the default email address. Please note that this field should be populated with the recipients address, not the senders.

22.8 E-mail message

Any details entered into the email message box will appear in the main body of the email message.

22.9 Zipping options

If the schedule contains a cost centre sub project or a large amount of information it is advisable to zip the files to prevent rejection by the recipients email system. Some systems will not allow zipped attachments without a password, and you should enter a password for the zipped file in the appropriate box, if required.

You may also choose to limit the size of the attachments to prevent any emails over a certain size from being emailed.

22.10 Accessing the server

The Elite scheduler server can only be accessed by the Administrator user account.

When the Elite scheduler server application is minimised it will appear as a taskbar icon and will continue to operate in run mode (if selected).

To re-open the application, simply double click on the BT icon from the taskbar.


23. Elite scheduler server clientBT Analyst Elite Scheduler allows BT Analyst Elite top levels reports to be added to a schedule in order to be run at a selected date and time. Summary, Itemised and Private Circuit reports can all be combined into a single schedule.

The Analyst Elite Scheduler Client program is installed into the same folder as BT Analyst Elite and is accessed by clicking the appropriate button on the BT Analyst Elite main menu.

The user creates schedules based on templates and, once created, details are displayed in the Pending box. On reaching the set date and time for the schedules to run, the Elite Scheduler Server automatically starts processing the schedules. Please note that the Elite scheduler server must be in run mode in order for schedules to be processed. All output files created by the Schedules are saved to sub folders set up in the Options section from within Elite Scheduler Server.

Report and parameter selections are made within re-usable templates. Schedules are then created to run at a preset date and time for a specific project using a selected template. Only templates created for projects with the same account number can be selected when creating a schedule for a specific project. Save As facilities allow templates to be modified and saved with different names. Similarly, Save As facilities allow a schedule to be modified and saved with a new name.

All top level Summary reports (except archive reports), all top level Itemised Call reports and all top level Private Circuit reports (except archive reports) can be added to a template. These reports can be selected with the same parameter and cost centre selection facilities that are available in BT Analyst Elite. In addition, reports can be selected for multiple cost centres at a single cost centre level to provide true batch processing. Each report selected can be set to output to Excel or CSV, it will also be possible to email the chosen reports to a specified user.

Once processed, a schedule can be saved with a new name, enabling it to be re-run.

Schedules are processed via the Elite Scheduler Server. When schedules are created, they are allocated a specific date and time to run. The schedule status will be set to “Pending” until this time has been reached. If the scheduler server is in run mode, then the schedule will be processed as soon as the due time has arrived. If the run date/time of a schedule has passed without the schedule being processed, then the status of the schedule will change to “Pending” followed by the length of delay.

When a number of schedules are pending, they will run consecutively and may therefore encounter delays whilst an existing schedule completes processing.

Whilst schedules are being processed their status within the pending schedules grid will change to “Processing”.

On completion, the schedule is identified as COMPLETE and is moved to the Completed Schedules grid. Schedules which are due to run in the future will remain in the pending schedules grid until they are processed.

Schedules showing in the grid at the top of the screen can be reviewed by double clicking on the entry. The selected schedule can also be deleted. Schedules shown in the completed schedules grid can be saved with a new name in order to be re-processed. It is also possible to delete a completed schedule and review its status by double clicking on the relevant entry in the completed schedules grid.

23.1 Creating a schedule

Click the Add Schedule button to access the main schedule creation screen. On this screen enter the schedule title, next click the Select Project button which will offer the same project selection as used by BT Analyst Elite. If the project you require is not displayed in the list, click on More Files and select the required project file using the file selection facilities. Select the project to be used for the schedule. The next stage is to select an existing template from the drop down menu or to create a new one. If you are creating a new template you will be given the option to either Create a Report Template or Create a Cost Centre sub-project Template for the project.


If an existing template is selected you can edit it by clicking the Edit button. Creating and editing templates will be discussed further in the next section.

By default the schedule will be set to run at the date and time when the schedule is created. Both the date and the time can be adjusted by the user so that the schedule is processed at a given time in the future.

Once created click Save and the schedule details will be displayed in the top grid of the scheduler.

The entries in the pending schedules grid (top) will be colour coded light blue if multiple cost centres or telephone numbers exist within the report parameters.

To review the content of a schedule double click on the required entry in the top grid or highlight the schedule and click the Edit Schedule button. The schedule can also be deleted by highlighting the schedule and clicking the Delete button, or accepted by clicking the Cancel button.

23.2 Creating a report template

The Template screen can be accessed either by clicking the Add or Edit button from the Add Schedule screen or by double clicking a template on the Manage Templates screen. If accessing the Template creation screen from the Add Schedule screen you will need to select a project before creating a new template.

On the Template screen enter a name into the Template Name box. The BT Account Ref and Account are automatically populated according to the BT Billing Analyst project previously selected.

To add a report to the Template click the Add Report button to access the Create a Report Screen.

Select a report type by selecting Summary, Itemised Call or Private Circuits reports from the drop down menu.

Depending on which report type is selected you can then select the associated reports by clicking the Select Reports button. Multiple selections can be made by holding down the Ctrl key and highlighting the required report. It is also possible to select a block of reports by holding down the Shift key and highlighting the top report and bottom reports of the required block.

Once the desired reports have been selected it will be possible for the user to configure the parameters used to generate these reports by clicking the Configure button.

When selecting single level cost centres, multiple cost centres can be selected by holding down the Ctrl key whilst clicking on the cost centres or by selecting the first cost centre in a range then holding down the Shift key whilst clicking the last cost centre in the range. Once the required parameters have been selected click Save.

To change the output option from the default set by the Administrator check the Output to Excel or Output as CSV tick box(es). There must be at least one output option selected.

If you wish to email the reports associated with a schedule, check the Email Files option from the report selection screen.

If you have selected a cost centre or multiple cost centres from the parameter selection screen then the output files will be emailed to the email address allocated to these cost centres. If no email address exists for the selected cost centre(s) then the files will be emailed to the default email address, as specified in the Analyst Elite Scheduler Server email options screen.


23.3 Report caption

The report caption can be set on the parameter configuration page. The report caption replaces the report title on the outputs.

After a report has been included in a particular template the user can individually rename it. To rename a report, select the report and click the Edit Report button. The Create a Report screen will open, press the Configure button and the Parameter Selection screen will open. Press the Set Report Caption button and a window opens where the user can enter the new report caption for the report. Press OK to save. When the schedule is processed the Reports are created by their assigned names. If only one report has been selected for a template this the report caption can be set at the creation stage.

The status of the select reports and parameter configurations will be displayed on the main Create a Report screen. To confirm these settings, click Save.

Multiple report selections can be made and added to the schedule.

For example, the user can select two or more summary reports with the output set to CSV and save this selection to the schedule, then select additional Itemised reports and set the output to Excel and save this selection to the template.

To achieve this, the user must configure each group of reports individually, saving after each configuration. By then selecting Add Report from the main template screen he or she is able to add new reports to the same template.

Once the report selections are complete, click the Save button to complete the template creation.

To edit or delete a report, highlight it on the grid in the template box and click the Edit Report or Delete Report button.

Once a template is complete click the Save button.

23.4 Creating a cost centre sub-project

This facility allows you to create separate project databases for selected cost centres at any single cost centre level. These databases can then be viewed in BT Billing Analyst. This facility is particularly useful for organisations that want to allow users in each cost centre to view the details for just their cost centre. Summary reports will show the billing totals for the selected cost centre only, but the invoice will not be available for these.

First enter the template name, next select the appropriate option. For a sub-project containing all information from the original project, select All Data. If you want to create a project for every cost centre at a selected level, select the One Project File per Cost Centre option or to select particular cost centres, select the Selected Cost Centres option. Select the cost centre level to be used when creating the projects. With the Selected Cost Centres option selected, you can select multiple cost centres by holding down the control key whilst clicking on the cost centres or select a range of cost centres by clicking the first cost centre in the range then holding down the shift key and clicking on the last cost centre in the range. Click the Save button to apply the cost centre selection.

Should you make changes to the cost centre structure for the master project, these changes will not be reflected back into the cost centre sub-projects.

If the Restore Cost Centre Details From Bill facility is used with a cost centre sub-project, then only the service numbers and cost centres for the cost centre sub-project will be retrieved. This will lead to errors if a project with the same account number is subsequently viewed with the same version of BT Billing analyst


23.5 Schedule outputs

All electronic schedule outputs will be stored in the Output folder defined by the Scheduler Administrator within the Analyst Elite scheduler server application. Within this folder report files will be saved to subfolders, created from the client’s username. If the reports have been generated using a specific cost centre/telephone number selection, then the reports will be saved within another sub folder created from the cost centre/telephone number used. Where multiple cost centres/telephone numbers have been assigned in a single schedule, a separate folder will be created for each.

For Example: C:\Default Folder\Username\CostCentreName

All csv reports will be identified by the file extension .csv and all Excel reports by the extension .xls

23.6 Deleting a schedule file

To delete a pending or completed schedule, click on the schedule to highlight it and click the Delete Schedule button. You will be prompted with a warning before the schedule is deleted.

23.7 Appending to a template

To append to a template, double click the schedule name in the pending grid, click the Edit Template button and then the Add Report button and follow the procedure above. To exit the Template screen click the Save button, if the template is linked to a pending schedule a warning message will be displayed before any changes are saved

23.8 Editing template entries

To append to a schedule, double click the schedule name in the pending grid, click the Edit Template button and then the Edit Report button.

To edit a report double click the entry in the list. Edit the parameters or cost centre selection using the facilities displayed, then click the Save button to save the changes.

To delete an entry double click on the entry in the list then click the Delete a Report button.

Click the Save button to exit from this screen. If the template is linked to a pending schedule a warning message is given before changes are saved

To change the schedule date and time, click the appropriate options on the Schedule screen.

23.9 Managing template entries

On the main Scheduler Screen click the Manage Templates button. The Manage Templates screen will display a list of current templates together with the account reference, bill type, how many reports are linked to the template, how many schedules linked to the template and when the template was last used. It is possible to sort the list by clicking on the required column header.

To edit a template either double click the template name or highlight it and click the Edit button. To delete a template, highlight it and click the Delete button.


23.10 Email options

The email options form can be accessed by selecting Options from the main screen and then clicking Email Options.

To add an email address to a cost centre, click the Add Address button from the main Email options page.

Select the relevant project and highlight the required cost centre. It is possible to select up to five levels of cost centres from the Select Cost Centre Level drop down box. When a cost centre level is selected, the list underneath it will be populated with entries from that specific cost centre level for the selected project. Highlight the required cost centre, type the recipients email address in the box and click the Add Address button, a confirmation message will be displayed. Click the Close button and then click the Save button on the main Email Setting screen to commit any changes.

23.11 Export addresses

The email addresses set up against a cost centre level for a specific billing account can be exported to as .CSV file so that it can be used again in later projects. The .CSV file is saved in the following format:

Cost Centre, Email, Level, Billing A/C

23.12 Import addresses

The Import Addresses button can be used to populate the email settings screen with previously exported data. Click the Import Addresses button and select the project against which the .CSV file will be imported. Click the Import button and the .CSV file will be imported into the email settings.

Please note that only information for cost centres level 1-5 will be imported, if the data contains any other cost centre level the import will be stopped, once the file has been amended the rest of the information will be imported.

If a .CSV file exported by a version of Scheduler earlier than 2.0.2d is to be imported, the data populated will be contain the billing account number of the project originally used. To ensure the file is imported correctly the user must ensure that the cost centres that exist in the .CSV file are present in the current project against which the .CSV file is to be imported.


24. Analyst Elite AdminAnalyst Elite Admin should only be installed on the system administrators PC. It requires the user to logon using the administrator password.

24.1 General settings

This facility allows the administrator to define the system’s default settings.

SQL Server timeout

This is the time allowed (in seconds) for a report or command to complete before the program ‘times out’. Valid settings are between 1 and 1000. Set to 0 if an unlimited timeout is required. The advised setting is 600

SQL recordset size

This is the number of records to return at a time when retrieving itemised calls. Valid settings are between 50 and 5000. The advised setting is 1000.

SQL max retrieval size

This is the maximum number of records the application will allow a Retrieve All operation for when retrieving itemised calls. Valid settings are between 0 and 50000. The advised setting is 5000. A setting of 0 will disable this operation.

24.2 Users

This option is used to set up the details for each user to be allowed access to the Analyst Elite databases. Until users have been set up, they cannot logon to the system.

Click the Users button and a list of current users will be displayed complete with their details. To add new users click the Add New User button.

On the User Details form, enter the name, password and departmental details in the spaces provided. These fields are mandatory as indicated by a red asterisk. The User Level field is a simple numeric value in the range 1 to 4 and is also mandatory. Enter the required value as follows:

• Level1isreservedfortheadministrator;noadditionalusersshouldbesetupwiththislevel.

• Level2willallowanadvancedusertomanagetheirowncostcentresandintersitedetailsandtoproduceallreports.

• Level3willallowausertoproduceallreportsusingthesystemdefinedcostcentresandintersitedetailsasmanaged by the administrator but not to perform any management functions.

• Level4willallowuserstoproducereportsonlyforpre-definedsinglelevelormultilevelcostcentres,sorestricting access to details for just their department.

When a Level 4 user is selected, the cost centres to which that user is to be given access must be defined in the lower part of the screen. This section is only displayed when a Level 4 user is selected. A single level cost centre can be selected at any of the five cost centre levels or a multi-level cost centre selection can be made if the Multi Level Cost Centre option is selected. To select an existing cost centre, it is best to click the View Cost Centres button and double click on the required cost centre in the list, then click Exit to return to the Users screen.

On completion of setting up the user details click Update and you will be returned to the screen displaying the current users.

To delete a user, click on the user in the list then click the Delete Selected User button.

To find a user from the list, enter the user name next to the Find User button then click Find User.


24.3 Delete databases

This allows existing project databases to be removed from the server. Click the Delete Databases button, click on the database name in the list for the database to be deleted, then click Delete Database. Note that once you confirm deletion, a database cannot be restored.

24.4 Database size and usage

This facility provides useful statistics about the sizes of project databases and the amount of free space they contain. To increase the size of a database to allow for additional records to be appended, double click on the database entry in the list then enter the amount by which to increase the database. To save the change, click the Alter Database button. Note that when importing, if a database is too small for the amount of data, it will automatically increment the size in stages but this process will increase the import time.

24.5 Analyse databases

This facility allows the user to view statistics about the numbers of records in each table, the size of the database and the bill account number. Click the Analyst Databases button then select the required project database from the drop down list.

24.6 View session statistics

The administrator can view details about sessions by clicking the View Session Statistics button, then the Select File to Analyse button and then selecting the ReportStats.Log file from the folder where Analyst Elite is being run. Using this facility, the administrator can view the log details for any user connected to the LAN by selecting from the appropriate PC\folder for the user. Select the session from the drop down list offered once the file has been selected. The log will show details about reports run including the time taken to create reports, the project selected, the person logged on, the project selected, etc.

24.7 View import log

Details of all imports performed can be viewed by clicking the View Import Log button and selecting the appropriate import form the drop down list. The log will show start and end times for import, file selected, project name, number of records read and logon name.

24.8 Change administrator password

To change the current logon for the administrator, click the Change Administrator Password button. Type in the new password, confirm the password then click OK.

24.9 Update call lookup

When program updates are issued for Analyst Elite they may contain a new BASpNum.Mdb file. If one of these files is present with the update then click the Update Call Lookup button, select the location for the new BASpNum.Md file then click Update. The details will be automatically copied to the appropriate table in the Analyst Elite database.

24.10 Clear all data from SQL server

Should you wish to clear all projects from the SQL server database, click the Clear All Data from SQL Server button. ALL data including cost centres, inter site, circuit and trend data will be permanently deleted.

WARNING : DO NOT USE THIS FACILITY UNLESS YOU ARE ABSOLUTELY CERTAIN NO USERS WANT TO ACCESS ANY CURRENT DATA ON THE SERVER EVER AGAIN.

Analyst Elite 7.0.2 User Handbook 45 BACK CONTENTS

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