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Feedback & Follow-up on Q1 Forecast Pilot: Issues and Improvements from UCL Finance Reporting

This document outlines the feedback collected from the Q1 Forecast Pilot conducted on February 14, 2008, by the UCL Finance Reporting Project. Key issues identified include technical glitches, account cleansing challenges, and process inefficiencies regarding monthly forecasts. Steps taken for improvement include fixing technical issues, revising workbook structures, and developing a helpdesk facility. Progress made includes improved performance times, a refined monthly forecast process, and changes to entry and summary worksheets to facilitate data management and clarity.

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Feedback & Follow-up on Q1 Forecast Pilot: Issues and Improvements from UCL Finance Reporting

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  1. UCL Finance Reporting Project Feedback & Follow up on Q1 Forecast Pilot FRP User Group 14 February 2008

  2. Issues identified from Pilot exercise • Technical glitches to be fixed (eg bugs, formulae, links, formatting) • Account cleansing issues • Process issues (eg monthly forecasts, new account set up process) • Structure & content of Workbooks • Size of workbooks • Remove/separate out accounts for review only • Structure & content of Entry/Summary sheets • Confirmation of rows & columns • Sort order of accounts • Default spread methods • Facility for distribution and reserve adjustments between Forecasts • Access to system via WTS • Advice and support • Time taken to complete exercise • Entry – between 3 hrs and 4 days. Average = 7 hrs • First level approval – between 1 hr and 12 hrs. Average = 4 hrs

  3. Steps taken and Progress made • Technical issues fixed • Workbooks to be tested thoroughly before Pilot 2 • Programme to address account cleansing issues initiated • Monthly Forecast Process specification completed • New Account set up process under review • WTS problems investigated and solutions proposed • Helpdesk facility planned • Faculty Distribution workbook developed • Changes to content and structure of workbooks implemented

  4. Changes to content & structure of workbooks • Performance times improved • Accounts for review only separated out • Closed accounts and Balance Sheet accounts removed • All accounts in single workbook • Changes to Entry Worksheet • Income Exception rows added for all accounts • Income and Expenditure sub totals added • Column headers added to indicate actual data • Default spread method changed (Budget entry = Current Forecast, Forecast update = manual) • Ability to cut and paste data • Column added to show Previous Forecast • Changes to Summary Worksheet • Ordered by source then account • Added Previous Forecast data and Variance between Current Forecast and Previous Forecast

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