BI Project Budget Balance Analysis Area. Table of Contents

Transcription

1 Table of Contents Overview... 2 Objectives... 3 Chapter 1: Setting up Selection Criteria Navigation Prompts First Level of Filtering Recommendations for Organizing the Report... 9 Umoja_Job-_BI_ZZMF_M01_R0021_DRAFT Umoja Training 1/14

2 Overview Programme and Project Mangers frequently report on project delivery. Umoja provides several options for extracting information necessary for delivery reports. 1. ECC reports the user can extract necessary information and compile reports outside of the system with required information (see job-aid on FM budget availability report FMAVCR02). This ECC report provides real time data and is useful for ad-hoc requests. Please note that all Programme and Project Management Enterprise Roles have access to this FM report. 2. Business Intelligence (BI) Analysis Area the BI Power User can create project reports based on the information in the FM info cube of the analysis area, format them and make them available to BI Standard Users. The data in BI is refreshed every 24 hours from the ECC data source. Thus, BI reports are not suitable for ad-hoc requests, but provide better options for large volume data analysis. At this moment, there are two analysis areas developed for Project Systems: Analysis Area Project Budget Balance Report Project System Analysis Area Purpose Used to build formatted project delivery reports Used to build formatted project expenditure reports 3. BI Formatted Reports the standard BI user can run pre-formatted standard reports in BI. The user can run those reports, save them in PDF format and print them. When the user runs the report, the system generates the report from the latest available data set loaded in to SAP/Umoja Business Warehouse (BW) from the Umoja transactional system. Data refresh in BI every 24 hours from ECC data source. Formatted reports will display a time stamp indicating the date and the time when the BI data refreshed. This job-aid will focus on the Project Budget Balance Report Analysis Area. Please note that at this time, there are no formatted Project System BI reports. Since UN entities report differently on project delivery, the Project Budget Balance Report Analysis Area will give BI Power Users the opportunity to set up project budget reports specific to the reporting requirements. Umoja_Job-_BI_ZZMF_M01_R0021_DRAFT Umoja Training 2/14

3 Objectives This job aid explains how the Project Budget Balance Report Analysis Area was set up and aims to provide guidance on specific reporting parameters. The target audience for the Project Budget Balance Report Analysis Area is: Project Managers Programme Managers Grants Management accountants, budget officers, and finance officers in substantive offices to track the budget and expenditures of a grant-funded project FM Budget officers in substantive or administrative offices to track the project budget and expenditures of a project Chief Finance Officer of a mission, SPM or UN office to review project spending status; Please note that standard BI report functionalities such as meaning of the icons in the tool bar, saving reports in PDF, exporting and printing reports, etc. are described in details in the BI training courses and are not reflected in this job-aid. This job-aid focuses on understanding the report selection criteria, setting up filters and making recommendations regarding the layout of the Project Budget Balance report in BI. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Umoja_Job-_BI_ZZMF_M01_R0021_DRAFT Umoja Training 3/14

4 Chapter 1: Setting up Selection Criteria 1.1 Navigation 1. Log in to Citrix: 2. Go to the icon called "3 Umoja BI Portal" cubic. 3. Use the same User ID and Password that you would use for ECC Production. Umoja_Job-_BI_ZZMF_M01_R0021_DRAFT Umoja Training 4/14

5 4. Open the Project Systems Folder 5. Choose the Project Budget Balance Report and double-click on the link to open it Umoja_Job-_BI_ZZMF_M01_R0021_DRAFT Umoja Training 5/14

6 1.2 Prompts First Level of Filtering The Project Budget Balance Report has overall 11 prompts (selection parameters) available, out of which only two are mandatory. If the prompt is marked with a red X, it means that this prompt is mandatory. Once values have been selected for mandatory prompts, the red X will turn into a green check mark. There are only two mandatory prompts: 1) AVC Ledger, and 2) Budget Period. Please note that the AVC Ledger setting is defaulted to Z1 in order to check budget availability and should not be changed. To run the Project Budget Balance Report for a specific project, the user should use the following prompts: 1. AVC Ledger mandatory (defaulted) 2. Budget Period mandatory 3. Project: Project Definition ID optional Umoja_Job-_BI_ZZMF_M01_R0021_DRAFT Umoja Training 6/14

7 The Prompt window looks as below: To run the Project Budget Balance Report across different projects, the user should make use of the remaining, optional prompts listed below leaving the Project and the Budget Control WBSE field blank: 1. Budget Period mandatory 2. Fund optional 3. Grant optional 4. Functional Area optional Tips/Hints The Budget Period alone is a powerful filter in the project selection process: M99 budget period for grant-funded projects BXX budget period for RB, Development Account and SPM Grants created in Umoja Deployment Clusters 1 and 2 PXX budget period for Peacekeeping projects Umoja_Job-_BI_ZZMF_M01_R0021_DRAFT Umoja Training 7/14

8 Once the report is run, the Analysis Area will open in the defaulted layout. It consists of the below dimensions defined as rows: Project Definition : Project Definition description Budget Control WBSE : Budget Control WBSE Fund : Fund description Grant : Grant description Functional Area : Functional Area description Commitment Item : Commitment Item description The below Key Figures are defaulted as columns: Consumable Budget Consumed Budget; o Purchase Orders o Funds Reservations o Travel Commitments o Invoices o Down Payments o Funds Commitments o Funds Pre-Commitments o Transfer Postings o CO Posting o Parked FI Documents o Purchase Requisitions Available Budget (= Consumable Budget - Consumed Budget) Umoja_Job-_BI_ZZMF_M01_R0021_DRAFT Umoja Training 8/14

9 1.3 Recommendations for Organizing the Report Commitment Item Hierarchy It is recommended to replace row Commitment Item with Commitment Item Master Data Hierarchy. That way, the report can show budget entries at the Commitment Item Group level and budgetary expenses at the actual Commitment Item. Please note, that below Commitment Item Hierarchies are available: U10 Commitment Item Hierarchy defined for Regular Budget (Fund Type 10), Programme Support Cost (PSC- Fund type 62), and Tribunal Funds (Fund Type 60), Other funds (Fund Type 64) and Fund held in Trust (Fund Type 50) U20 Commitment Item Hierarchy defined Peacekeeping Funds (Fund Type 20) U30 Commitment Item Hierarchy defined for Trust Funds (Fund Type 32 and Fund Type 33) To replace Commitment Item with Commitment Item Master Data Hierarchy, expand the Commitment Item data set from the Data column. Then, select attribute Master Data Hierarchy for FM Area 1000 [UXX] with a left mouse click and drag it to the window displaying the report rows. Umoja_Job-_BI_ZZMF_M01_R0021_DRAFT Umoja Training 9/14

10 Below system message will appear to confirm the change. Select the Yes option. Once the Commitment Item Row is replaced with the selected Commitment Hierarchy, you will find repetitive rows as every level of the hierarchy is reflected. Umoja_Job-_BI_ZZMF_M01_R0021_DRAFT Umoja Training 10/14

11 To remove the repetitive rows, right click on the Master Data Hierarchy column and select Show levels. Then, deselect the levels you want to hide. In the example screenshot below, the information will be displayed at the fourth level, which is the lowest level of detail available. Umoja_Job-_BI_ZZMF_M01_R0021_DRAFT Umoja Training 11/14

12 Open Queries without Project values To run the Project Budget Balance Report across different projects, the Project and the Budget Control WBSE field must remain blank. Please note that in this case, the report may also fetch Funded Programs created for Internal Orders. To ensure that your report only includes project balances, we recommend filtering by member in the Project Definition column. Umoja_Job-_BI_ZZMF_M01_R0021_DRAFT Umoja Training 12/14

13 To exclude Funded Programs created for Internal Orders, deselect all members with value # : not assigned. Umoja_Job-_BI_ZZMF_M01_R0021_DRAFT Umoja Training 13/14

14 Revision History (Soft Copy only) Date Version Prepared by Description 29 February Laura Justus Initial Draft Umoja_Job-_BI_ZZMF_M01_R0021_DRAFT Umoja Training 14/14