Collaborative Planning Management Reporting

© Created by Optimum Technology Transfer Ltd www.optimum.co.uk Version: [****]

Document review management

Collaborative Planning

Management Reporting

user guide

© 2011 Optimum Technology Transfer Ltd and University of Bradford Version 1.1

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© Optimum Technology Transfer Limited 2010

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Conventions used in this document

Note: something for you to take note of. For example: Every Customer must have at least

one address.

Tip: a shortcut or tip to help you work quickly. For example: Remember you can double-click

to activate a calendar in a date field.

Important: something important for you to be aware of. For example:

Always review the Period selection when using transaction drill down screens

Warning of consequences – usually of omitting a step.

[***] keyboard – for example press [Enter], press [Shift]+[F3], press [F12]

Menus

Navigation through menus is indicated with . For example:

Select Edit Paste Special Paste Picture means select Edit menu, then Paste

Special from the edit menu, then Paste Picture from the Paste Special options.


Contents

Collaborative Planning ........................................................................................ 1

Logging In ............................................................................................................ 1

Navigation ............................................................................................................ 2

Enquiring .............................................................................................................. 4

View ..................................................................................................................... 6

Outline view and Links .......................................................................................... 7

Exporting to MS-Excel ........................................................................................... 9

Appendix 1 – Chart of Accounts ........................................................................... 11


Revision history

Version Date Summary of changes Author

1.0 22/11/10 Original A Fletcher

1.1 19/01/11 Added notes on chart of account A Fletcher

Management Reporting Collaborative Planning


1

Collaborative Planning

Logging In

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

Collaborative Planning is a budgeting, forecasting and reporting tool. This is a web base application which

can be easily used throughout the University. Initially the University will use Collaborative Planning to view

and report on research grants and external funded projects, actual, commitment and variance information,

and provide monthly management reports.

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

1. Open the Collaborative Planning web page to display the login screen.

2. User name: enter your collaborative planning user name. This is case sensitive and is usually your

Novell user name in capital letters.

3. Password: enter your collaborative planning password. This is case sensitive.

The first time you login you will be asked to change your password. Enter your new password and click

Change Password.

4. Your Collaborative Planning workbench will be displayed. If at the first login you have not changed

your password, you should click on My Account to change it. This is shown on the right hand

side of the CP tool bar.

Logging Off

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


2 © 2011 Optimum Technology Transfer Ltd and University of Bradford

Version: 1.1

Navigation

Tool Name Description

Workbench Returns the user to the workbench and to the highest element

that the user has access to.

Main menu Displays the main menu.

Communications Function that allows a user to view massages from other users.

Message can contain reports or a collection of reports called a

report pack.

My Account Allows a user to change their password.

Logout Logout of Collaborative Planning

Help Opens the Collaborative Planning help.

Models

A model defines what data will be displayed and how it will be displayed. Different models are displayed as

tabs at the top left of the workbench. Click the tab to move from one model to another.

Click on My Account to

change password



3

In the above example there are 3 models shown:

Externally Funded Projects CC Shows the current financial position for Externally Financed

Projects by Cost Centre

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

Management Reporting Shows the financial position for a school, division or cost centre in

the same format as the monthly management accounts. This

model is split into months as shown below.

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

When you log into collaborative planning you will see the highest point of the model hierarchy that you

have permission to see. You can click the hierarchy to drill down. In the example above the highest part of

the hierarchy we have permission to see is REVENUE – Revenue Cost Centres which is the whole University.

Users within a planning unit will normally only see their planning unit, department or cost centre.

The small coloured squares and status information can be ignored as this relates to budget setting which is

not in use on these enquiry models.



Version: 1.1

Enquiring

Click on the highest point of the hierarchy to go down to the next level and continue clicking until reaching

the point on the hierarchy that you wish to enquire on:

Review

At the appropriate point on the hierarchy click Review to display the default view for the enquiry. The

first time you review a model you may be presented with a pop up box headed ‘Maintain Profiles’ with a

list of views available. If this shows, highlight one of the views and click ‘OK’

The view below shows the enquiry in the Management Accounts format. The first forecast for the year is

done in January, and hence the variance to forecast figures shown below are meaningless.

Click on review



5

Note: Income is shown as negative (in brackets) and expenditure is shown as positive.

Favourable variances are shown as positive figures and unfavourable variances are shown as

negative (in brackets).



Version: 1.1

View

View

A view determines the columns of data and calculations that are displayed; within a model you can have

different views. To select a different view, click on the View drop down box to the left of ‘Profiles’.

Click here to change the view



7

Outline view and Links

Outline View

To expand the information displayed, click the plus.

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

CP Toolbar

The left handside of the CP toolbar shows the structure you have followed to view the data. You can click a

section of this bar to return to that part of the structure.

In the above example; /REVENUE/P. Click P to return to the initial list of departments within Planning Unit

P (CS).

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

Transaction drill down – Management Reporting Model

To view the transactional data which constitute the balances you must use the view within this model

named ‘Management Accounts Report with Activity (Drill Down)’ and be viewing at the cost centre level. To

see the transactions right click the cell and choose Finance system cell data.

Click A to display all levels

Click on LHS of CP toolbar to return to

earlier part of structure



Version: 1.1

If you get an error message ‘Can’t drill down – Cost Centre is not a leaf’ then you are not at the cost

centre level or you have not selected the correct view which shows the activity code. To be able to drill

down to the transaction, you need to have the nominal code, cost centre and activity code.

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

CP is updated daily from e5. If a

transaction has been added since the

last update, the difference will be

shown here



9

Exporting to MS-Excel

You can download and save the information from Collaborative Planning in to MS-Excel. Within MS-Excel

this will usually be displayed in outline view.

1. Click Excel button.

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

3. Enter file name and click Save

4. Click OK to open and load MS-Excel.

Excel



Version: 1.1

Transaction Drill down can also be exported to Excel.

1. Click File.

2. Click Export.

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

4. Enter File Name and click OK

5. Export Complete window is shown. Click OK.



11

Appendix 1 – Chart of Accounts

Account Key

Nominal, Cost centre and Activity codes make up the Account key. This information must be entered for

every e5 transaction such as journals, sales invoices and purchase orders.

Nominal code

Nominal Codes indicate the type of income, expenditure or balance sheet posting, for example travel,

research grant income or salary costs. Access to some codes can be restricted for posting and/or enquiry

purposes.

A nominal code is the basis of every transaction in e5. This is a mandatory field comprising of four digits.

Nominal codes are grouped within the following ranges:

0000-0999 Balance sheet

1000-1799 Income

7000-7999 Operating Costs

8000-8199 Depreciation and Interest Payable

8200-8299 Overheads

9000-9199 Payroll Costs

9800-9999 Pension and Restructuring Costs

Cost Centre

Cost centre codes are five digits and are mandatory. Each academic school and the corporate services will

have a range of cost centre assigned to them. If any income or expenditure is generated, it will be posted

against their cost centres. For example, 43000 – 43999 School of Life Sciences.

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

0999 should be used with cost centres in range 00001-29999.

Activity

This is a six digit code and is mandatory. The activity code is used when a further level of analysis is

required by the School. Some Activity codes such as Research grants can only be used with specific cost

centres. All Externally Financed Project Cost Centres should have an activity code starting C,D,H,R or S.

Activity code examples; R00980 Cancer Research UK, 010003 Music

Activity code is a mandatory field if this level of coding is not required you must still enter a code. The

Activity code 000000 is for N/A.

Analysis Key

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

required.

Other

The Other code is used when another level of analysis is required against the cost centre. For academic

schools this code may represent an individual.



Version: 1.1

Payroll

This field is populated with an employee’s payroll ID for additional reporting/analysis. This field is also used

to record details of the course for a tuition fee which has been raised via the SAINT system interface.

Example of coding

Collaborative Planning Management Reporting

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