Management Information and Project Monitoring Tools

Learning Objectives

• How to generate reports:-– Management monitoring purposes – Project management purposes

Running Reports

• Use of Run Control ID which stores parameters

• Run control ID should not contain space or special character

• Leave servers fields Blank, Atlas will select right server

• Use of email facility to get reports delivered to UNDP email address

• Common interface for all reports, use of process monitor

• Reports available in PDF or Excel Format (or CSV)

Reporting

Reports available under

• UN reports• Reporting tools (queries)

“Management Information and Financial Monitoring Tools, A Guide to Reporting, v.9”

Queries Features

• Queries quickly fetch ad hoc user-defined information in a simpler format than Reports.

• Can demand much system processing resources and query development skills.

• Hence, currently only a select group of users can create queries, though more users can run/view created queries.

Reports & Queries Features

It is important to note that:• Both reports and queries are dynamic, i.e.

the information retrieved is valid only at the time of generation.

• The same reports / queries may be re-run at different time which may return different results.

Reports Considered

Management Monitoring Purpose1. Executive Snapshot2. Atlas Financial Data Quality Dashboard3. Atlas Project Management Dashboard

Project Management Purpose4. Annual Work Plan5. Quarterly Progress Report6. Combined Delivery Report7. Project Budget balance Report8. UN Expenditure Detail9. Budget Details10. UN Fund Status

1. Executive Snapshot

• Strategy & Planning Management; Financial resources Management; Results Management

• The purpose of these reports is to provide senior and middle management with aggregate reports and key ratios for analysis and for facts-based management decisions

• UNDP Global, Regional, Department (COs and HQ)

• Overview of the office financial situation and other statistics on key indicators: financials, HR.

Executive Snapshot

• Breakdown by fund, award, project, donor, account, programme officer, practice area

• Navigation:• UN Reports>Analytical

reports>Executive Snapshots• http://atlas-snapshot.undp.org/

2. Atlas Financial Data Quality Dashboard

• Financial resources management• CO level report (no HQ breakdown)• Shows:

– Disbursement Exceptions– Unapplied Income– Bank to Book (B2B) Reconciliation– Agency services– Purchase Order Exceptions

Atlas Financial Data Quality Dashboard

• Navigation– Atlas financials > Dashboard > Finance Data

Quality

3. Atlas Project Management Dashboard

To measure quality of data entered into Atlas

through:

• A set of key indicators/data fields for each project process (Justifying, Defining, Initiating, Running, Closing, Closed)

• Timely updates to information for best project management practices (Risks, Issues, Annual Achievements, Activity deliverables)

PM Data Quality Dashboard

Structure• Key indicators/fields are defined by project

process at the Award/ Project/ Activity levels

• Evaluation criteria/Navigation/Status are defined in the upper right corner of each page

• Icon for each Award navigates to the relevant Atlas page for the user to enter/update information to make indicators green when possible

• Each process gives a view of relevant awards only, filtered by Proposal/ Award Status to simplify view. Users will need to manually change the status to the appropriate process.

Project Data Quality DashboardShows quality of data entered per stage of the project life cycle, for each country and region as a whole.

Justifying – data on Proposal page complete Defining – Activity, Budget Period and F&A setup properly

Initiating – Funded Amounts, Risks, Issues, Events entered

Running – Risks and Issues updated

Closing – Award and Project Status updated

PM Data Quality Dashboard

Use of Traffic Light IndicatorsIndicator colors signify:

• Green - good performance• Yellow - attention is needed• Red - improvement is needed• Gray - too early to indicate/no data• Indicators are averaged to give an overall

rating, by award, CO/ BU, and region

PM Data Quality Dashboard

Note on Red Indicators

• Red indicators will appear for many projects due to data from prior years or incorrect status. The focus for green indicators should be on data for the present year/ period.

• Users need to update information to achieve green indicators but should NOT focus on DATA quality as PROJECT quality.

PM Data Quality Dashboard

• Check that the Proposal/ Award status of your project reflects the correct stage and make changes as necessary

• Check for red/ yellow indicators that can be changed. The Running stage is the most important. Note that some indicators cannot be changed and do not worry to have all indicators green.

4. Annual Work Plan

• How to see your project budget? How to see the different outputs/activities/amount in your project?

• This report shows the different outputs/ activities with different chartfields for an award. The annual workplan serves for planning annual activities.

• Information is as per project budget page, sorted by Project, Activities and Account

Annual Workplan: Navigation

• UN Reports• Project Management reports• Proj/Budget Approval Documents• Find an existing value• Search• BU: IRQ10• Award ID:00046336 (or yours)• Run• Type: Email• Format: PDF

Annual WorkplanNAVIGATION: UN Reports > Project Management Reports >

Proj/Budget Approval Documents > Annual Work Plan

Report shows planned budget information for a given award, by activity, fund, implementing agent and donor.

Info obtained from Project Budget page, even prior to Send to KK

Annual Workplan (cont)NAVIGATION: UN Reports > Project Management Reports >

Proj/Budget Approval Documents > Annual Work Plan

1. Enter Run Control ID (Add new if no ID exists)2. Enter BU and Award ID (= Proposal ID)3. Click Run4. Select PSUNT server, Annual Work Plan, Email Type, PDF format5. Click OK6. Process Instance # is assigned7. Wait till you receive report via your email

Interpretation of AWP• AWP is generated by Award – (Award =

project doc.)• AWP shows all projects attached to an

award – (i.e all the outputs with activities and budget detail)

• AWP shows projects for all years • AWP includes budget not yet sent to KK

yet.

• When running this report, you also have the option to generate the Budget Cover Page (serve as the document to sign with government counterparts/records)

5. Quarterly Progress Report

• How to print information captured in project management module.

• Navigation– UN Reports>Project Management

Reports>Portfolio Analysis>Quarterly Review report.

Quarterly Progress Report

– Section 1. Project Implementation - contains Award information, Risks and Issues

– Section 2. Output Progress – contains baseline, indicator, target, and progress against target

– Section 3. Activity Performance – contains activity quality information, progress in %, financial information by COA

Queries

• UN_RISKS_LOG – risks recorded against a given award within a user specified range

• UN_ISSUES_LOG - issues recorded against a given award within a user-specified date range 

• UN_ACTIVITY_LOG - quality criteria data and assessment of quality recorded against a given activity, within a user-specified date range

6. Combined Delivery Report

• What reports differentiate transactions based on where they originate

• What is the official report we need to send to counterparts

• What reports Auditors need to certified

Combined Delivery ReportNavigation• UN Reports• Project Management Reports• Portfolio Analysis• Create a new Control ID (through Add a New

Value) or use an existing one• BU: XXX10• Year:2006• Month 1 to 12• Award ID: 000xxxxx• RUN• Type: Email• Format: PDF

Interpretation of report• The official report is CDR with encumbrance• The CDR includes four columns:• Government: This column includes all

expenditure reported by the government/NGO on a financial report

• UNDP: This column includes all transactions posted to the GL where the account was a 6 or 7 account

• UN agency: The column includes the final PDRs submitted by the UN agencies

• Encumbrances:This column includes the results of the encumbrance accounting process and represents PO raised to be paid in the following year

• Option of running CDR by Activity

7.Project Budget Balance Report

• How do I know how much I have spent for my project so far?

• How much funds have been committed?• How to see activity level budget and

expenditure information in one report?• The report shows the amount of

budgeted, committed and spent funds on the total budget, as well as activity level

Project Budget Balance (cont.)Shows the budget, pre-encumbrance, encumbrance,

expenditure and budget balance at the activity level for a selected AWARD

based on Transaction Date/Accounting Date regardless of what Budget year

• Budget = Amount on Budget Funding page• PreEnc = Pre-Encumbrance (Once PR budget check is

‘Valid’)• Encumbrance = Encumbrance (Once PO budget check is

‘Valid’)• Disbursement = Payment Voucher was budget checked

‘Valid’• Total Expenditure = Encumbrance + Disbursement• Balance = Budget – Total Expenditure

Project Budget Balance: Navigation

• UN Reports• Project Management Reports• Portfolio Analysis• Create a new Control ID (through Add a New

Value) or use an existing one• Fiscal Year: select the year(s) you would like to

see, e.g. 2007• Fund code: 04000 (country TRAC), 30xxx (c/s)• Project: indicate the project ID., e.g. %00053535• RUN• Type: Email• Format: PDF

Project Budget Balance (cont.)

NAVIGATION: UN Reports > Project Management Reports > Portfolio Analysis > Project Budget Balance

1. Enter Run Control ID (Add new if no ID exists)2. Enter BU, Fiscal Year, Project ID3. Select “Sort/Total Selection” option (By Award = By activity ID)4. Click Run

Project Budget Balance (cont.)

NAVIGATION: UN Reports > Project Management Reports > Portfolio Analysis > Project Budget Balance

5. Select PSUNX server, Project Budget Balance, Email Type, PDF format6. Click OK7. Process Instance # is assigned8. Wait till you receive report via your email

Interpretation of report

• Shows the detailed financial situation of a project

• Shows the activity-level detail of the budget, pre-encumbrance and expense

• A number of parameters to select from• Pulls information from the Project

Resources table and represents info updated by batch processes

7. Detailed Expenditure Report (1) Budget Transaction Details

• How to check expenditure and commitment details?

• This report shows how a transaction for a particular transaction ID updates in KK after transaction was budget checked ‘VALID’ e.g. PR #, PO #, Voucher #

Budget Transaction Details (cont)

Budget Pre-Encumbr Encumbrance Disbursement Balance

January 2006 2,000 2,000

Create Purchase Requisition (PR)

100 2,000

Create Purchase Order (PO)

-100 100 1,900

Create Payment Voucher

-100 100 1,900

NAVIGATION: UN Reports > Financial Management Reports > Expenditure

Management Reports > Budget Transaction Detail

Payment transactions always validate budget availability in Commitment Control (KK).

This report shows how a transaction for a particular transaction ID updates in KK after transaction was budget checked ‘VALID’ e.g. PR #, PO #, Voucher #

Budget Transaction Details (cont)NAVIGATION: UN Reports > Financial Management Reports > Expenditure

Management Reports > Budget Transaction Detail

1. Enter Run Control ID (Add new if no ID exists)

2. Enter GL BU = UNDP1 (for all

projects) 3. Enter Ledger Group = PAR_DP, 4. Unselect “User Budget

Overrides” option,5. Click Refresh button6. Select Project and Enter Project

ID into “Value” and “ChartField TO Value” fields

7. Select Budget Period and Enter yyyy into “Value” and “ChartField TO Value” fields

8. Click Run9. Select PSUNX, GLS8005 report

with Email Type / PDF Format

Budget Transaction Details (cont)

NAVIGATION: UN Reports > Financial Management Reports > Expenditure Management Reports > Budget Transaction Detail

1. Jan 26, PO# 0000002396 was created for Air Ticket to Dubai for Mr. Lars, paid to CWTEncumbrance = 1,510.16

2. Jan 31, PO-Voucher# 00012293 was created to settle payment to CWTEncumbrance = -1,510.16 Expense = 1,510.16

8. Detailed Expenditure Report (2) UN Expenditure Detail

• How to check expenditure and commitment details?

• This report provides details about payments/commitments, requisitions

• Reports should be downloaded in Excel for analysis

UN Expenditure Detail (cont.)NAVIGATION: Reporting Tools > Query > Query Viewer >

1. Enter UN_THA10_EXP_DETAIL and Search2. Click Excel or HTML as your output3. Enter PC BU, Budget Department, Project ID, From / To Acctg Date4. Click View Results

Please Note: Analysis Group/ Analysis Type

UN Expenditure Detail (cont.)Transaction is based on Accounting Date/Transaction

Date regardless of what budget year

Includes several types of transactions classified by Analysis Group:-

• Expense: ‘UNACT’• GMS Expense: ‘UNFEE’• Encumbrance: ‘UNCOM’• Pre-Encumbrance: ‘UNREQ’• Budget: ‘UNBUD’• Revenue: ‘UNREV’• Use this report when you need details of a particular

transaction e.g. vendor name, how much was paid, what is invoice #.

• This report shows wrong data in some circumstances. For example,– 2004 PO that was paid in 2004 but closed in 2005 will be shown as

2005 Encumbrance– 2005 Recurring PO fully reversed encumbrance in KK but partially

reversed in this report– 2005 PO with multiple lines paid and closed in 2005 but not fully

reversed encumbrance– Income that was recorded into Atlas with local currency was shown

with wrong Exchange Rate and USD Amount

8. Budget Details Report

• Commitment Control > Review Budget Activities > Budget Inquiry > Budget Details

• BU = UNDP1• Ledger Group = AX1_DP for checking

spending limit; = REV_DP for checking revenue for the project

For additional information

• Refer to Ondemand • http://ondemandweb.undp.org

• Then go to Management Information Tab• Refer to reporting guide