UCL Finance Reporting Project

1. UCL Finance Reporting Project Reports Training Presentation Version 1.0

2. UCL Finance Reporting Project BOP Reports Training Session Presenters: Ian Davis, Senior Management Accountant Jonathan Thompson, Project Manager Session Duration: 2 ¾ Hours Location: Training Room, Second Floor UCL Union Huntley Street

3. UCL Finance Reporting Project BOP Reports Training

4. UCL Finance Reporting Project BOP Rollout Training Course structure: • Overview of Financial Reporting Project and Reporting Process. • Intro to Business Objects PlanningReporting accessing reports in the BOP system. • Understanding the BOP Data - that is available for use in reports • How to write BOP reports - hands-on practice and report building exercises in BOP • Session wrap-up • Helpdesk,Feedback

5. UCL Finance Reporting Project Annual Reporting Calendar Example JAN SEPT OCT NOV DEC FEB MAR APR MAY JUN JUL AUG Q2 Forecast Quarterly Forecast Process Q1 Forecast Q3 Forecast 5+7 2+10 8+4 Period End Reporting Q2 PE Q3 PE Prepare YE Accounts Finalise Year End Accounts Q1 PE Prepare End Q4 Adjts Update of Actuals from FIS Budget Process Prepare target setting Budget Consolidate & Finalise Targets Update detailed Budgets

6. UCL Finance Reporting Project Standard Data Update Processes Impact on reporting data STANDARD QUARTER PERIOD Start of New Quarter MONTH 3 OF QUARTER PERIOD QUARTERLY FORECAST UPDATE MTH 2 MTH 2 WEEK 1 WEEK2 WEEK 3 WEEK 4 MTH 1 Workbooks MTH 1 Departments enter forecasts, allocation, reserve adjustments Entry Depts Departments update forecasts, allocations, reserve adjustments on individual accounts as required Departments update forecasts, allocations, reserve adjustments on individual accounts as required In Year Adjustments Depts Allocations & Reserves Faculties Finance/Faculties enter allocations, transfers of reserves for upload to department accounts • Consider when the report will be run and which data should be included within it • Approved or unapproved data? • Include IYA and AR adjustments?

7. Current BOP Reporting What information do I want? - Reports and Print Styles • Print styles are used to print out parts of a workbook • They are accessed from the workbook • They are limited to data within the current workbook • They can have a limited number of options/parameters to select or limit data shown • Reports are available to report on data across the database at various levels • The data shown can be limited to an appropriate level in the security hierarchy • A report can consolidate data across departments/divisions etc • A report can only include data from workbooks that have been saved back to the database • Standard Reports already exist • Additional report may already have been created • Report catalogue from the homepage • Refer to Current Report layouts and current print style document

8. Introduction Types of reporting requirement • Process related • To assist in the process of completion and approval of budget/forecast or adjustment processes • E.g. to review information with budget holder or to review information with HoD for approval • Periodic • Management information/departmental performance • E.g. Report 1 – Income and Expenditure statement • Analytical/exception • To help review data based on some criteria • E.g. material accounts, variance analysis, overspends, range or type of accounts

9. Current BOP Reporting Levels of Summary Reporting Different types of summary reports will be required for different users:

10. Current BOP Reporting Levels of Summary Reporting The report requirements by reference to the report formats and the users requiring them is as follows:

11. UCL Finance Reporting Project Introducing Business Objects Planning Reports: • Logging on • Homepage • Reports • Accessing • Menu Structure • Data Security/Access • Running • Drilldown • Speed Drill • Report drill • Detail drill • Saving • Printing • Emailing

12. Report Writing Introduction • What’s the requirement? • Layout • Data • Does it already exist? – Report catalogue • Process for creating a report • Define the requirement • Produce a design - template • Build using the report wizard • Test • Submit to report catalogue • Directory structure/naming convention

13. Defining a report • Designing a report - template • Style • Layout – Rows, Columns, Totalling • Sorting • Drilling • Filters • Report types • Fixed • Variable • BOP report Help

14. New Requirements Requirements template

15. Reporting data • Data • Dimensions - the independent data tracking items of a system. Each row (record) in a data source is defined by a unique combination of dimension elements. • Account • Analysis Code • Version • Versions • Time series • Hierarchies • Calculations/formulas

16. Current BOP Reporting Data Available - Versions • The main financial data is held in the system in “versions” • Each version contains a number of time series – • Current and Previous Year Monthly balance (August – July, period 13), • Current and Previous Year Q1-4 Totals, • Current and Previous Year Year To date, • Current and Previous Year Yearly Total • Future year total for 4 years • Per account and analysis code combination Versions WAR Working Unapproved Position (Working Versions) FQ1/2/3/4 ACT Previously Approved Positions (Archive Versions) CFC Latest Approved position (Primary Version) BUD Latest Approved position (Primary Version) Budget Current Forecast Workbook Data Quarter 1 Quarter 2 Quarter 3 Actuals

17. Current BOP Reporting Data Available - Versions

18. Current BOP Reporting Hierarchies – report drill down and data access In view of UCL’s existing account code structure, four separate hierarchies will be required: Main Hierarchy : Linking account codes into the management reporting structure so that reports at the various levels can be produced Analysis Hierarchy : Linking analysis codes to the I & E Headings to produce the totals and sub analysis for types of income and expenditure Source Hierarchy : Linking source codes to Funding Source to produce the ‘Operating Budget’ position within any level of report. Also required to produce RAM reports. Budget Manager Hierarchy : Linking account codes to Budget Manager will be available when the budget manager data is populated The Main Hierarchy is set out in diagrammatic on the following page. There is no Unit code hierarchy within BOP Data is held at the account balance level – there no transaction data held within BOP

19. Current BOP Reporting Main Reporting Hierarchy Level 0 1 1a 2 3 4 5 6 7

20. Current BOP Reporting ANALYSIS HIERARCHY

21. Writing Reports • Report writing Wizard • Menu driven wizard for writing report • Possible to amend afterwards - by support team • Report example exercises 1-4

22. Standard reporting • Updating default format • Hiding of system rows and columns • Amendment of prompts, total descriptions etc • Insert columns • Fonts/colours - standardise

23. Advanced reporting • Exception • Scheduling • Report packs • Sequential • Assembling • Batch • Manual report writing/updating • Planning Functions

24. Index - Appendices

25. Report Format 1 – Standard Top Level I & E Reporting Format

26. Report Format 2 - Standard I & E Reporting Format by Analysis Group

27. Report Format 2 - Standard I & E Reporting Format by Analysis Group

28. Report Format 3 – Expenditure breakdown by Area

29. Report Format 4 – Income breakdown by Area

30. Report Format 4 – Income breakdown by Area - continued

31. Report Format 5 – Summary Report by Funding Source

32. Report Format 5 – Summary Report by Funding Source – continued

33. Report Format 6 - Standard I & E Reporting Format by Account code

34. Report Format 7 – RAM Report

35. Key terms used Budget - the initial position for the year as approved by Finance Committee and Council. Adjustments may be made to reflect internal transfers. Forecast/ Revised Forecast - the latest projected position for the year consisting of actuals to date plus forecast activity for the remainder of the year. Out-turn - the final position at the year end as per the financial statements. Operating Budget -income and expenditure associated with UCL’s core routine business funded from general income (ie not given to cover specific costs) e.g. HEFCE Block Grant, tuition fees and contributions to indirect costs. This activity is recorded on accounts with source codes 0 and 1. RAM - Resource Allocation Model is used to set faculty-based budgets and to monitor the financial position of the academic departments / faculties. The RAM is based upon the Operating Budget position but brings in other activities on a self financing basis together with the reflection of transfers to and from reserves. The RAM also reflects the distribution of central costs to academic departments/faculties using a number of financial and non-financial cost drivers. This distribution will be calculated outside of the solution when the budget is set and the amounts will remain largely fixed throughout the year.