Budget vs forecast report - Hampshire · Web viewActual transactions report13 Revenue monitoring by SIO report19 Trend analysis report26 Capital monitoring report34 Staff actual costs

EDUCATION FINANCIAL SERVICES

REPORTS PACK

Finance reports user guide for Hampshire County Councilmaintained schools

Revised November 2017

Contents

Budget vs forecast report.........................................................................................................3

Actual transactions report.......................................................................................................13

Revenue monitoring by SIO report.........................................................................................19

Trend analysis report..............................................................................................................26

Capital monitoring report........................................................................................................34

Staff actual costs report..........................................................................................................41

Glossary of terminology..........................................................................................................52

Further help............................................................................................................................52

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Budget vs forecast reportThis report presents a detailed analysis of expenditure/income for a cost centre or cost centre group(s), enabling budget managers to review expenditure and income against a budget and help highlight areas where corrective action may be required.(For a more summarised analysis, see Revenue monitoring by cost centre report).

For help with some of the terminology used in reports, see the Glossary section at the end of this guide.

1. NavigateOpen the IBC Portal and click on the followingFinance folder / Reports / Revenue monitoring / Budget vs forecast

This report will automatically run over the cost group assigned to your position. In the absence of a cost centre group being assigned to your position, the report will try to run over the top level of your organisation, resulting in an error message, such as the following:

No Data Available. Could not find any data to display. This might be due to the current selection of variable or filter values.

If you receive an error message when running the report, first check your variable screen to ensure this is set up correctly. If your cost centre group is not defaulting in, your line manager will need to raise an enquiry through the IBC portal, selecting the following options on the drop-downs:

Type: My Team and Structure Sub-type: Position changes and restructures Enquiry: Missing a cost centre group

If you wish to alter or check the selection criteria, you can change the variables by clicking the Variable Screen button on the top left.

2. Variable entryYou will need to alter the selection criteria by clicking the “Variable Screen”button at the top left.

The Variable Entry screen will open and will default to your school’s cost centre or cost centre group.

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Update the variable entry fields:

Controlling Area: 1000 for Hampshire County Council schools

Fiscal year/period: This field will default to the last open reporting period. Leave as default or enter the period(s) and year(s) over which you would like to run the report.

Cost Centre Hierarchy: This field will default to your organisation's cost centre hierarchy. It should read Management Reporting Hierarchy

Cost Centres or CC Group: Run the report against either an individual cost centre (e.g. XXXXO, XXXXY etc.) or your cost centre group (e.g. 1000ALTED-XXXX)

Cost Element Hierarchy: Use the drop down and select ‘Budget Monitoring for Schools’ or ‘Schools Consistent Financial Reporting’ if you wish to see the report at CFR level.

Cost Element Hierarchy Node: A default cost element group will be displayed. If you wish to run this report on one GL code (e.g. 4540), enter 4540

Tip: You can save the criteria you have selected on the variable entry screen as a variant by clicking on ‘Save As’, and giving the variant a name in the description box. To select this variant when running the report you need to select it from the ‘Available Variants’ box on the variable entry screen before running the report.

Click OK to run the report.

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3. Budget vs forecast for period The Budget vs forecast for Period 2017-XXX screen will open.

Select ‘Alternate Layout’

The report will be returned in the following layout:

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4. Add fields to your reportAdditional fields can now be drawn into the report.

Available fields to add to the report are shown under the ‘Free characteristics’ heading on the left of the screen. Left-click on a variable you would like to bring into the report, and drag it between the appropriate columns, until you see a vertical black line appear. Then drop.

5. Drill down to actual line items If you would like to drill down into an amount on the report, right-click on the amount, then select ‘Goto’, followed by ‘Actual Transactions’.

The Actual Transactions – Drill Through screen will open in a new tab. If there is more than one page, use the arrows at the bottom of the page to move to the next page.

Left-click and drag

Right-click

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You can draw additional fields (‘Free characteristics’) into this report. To do this, see step 4.

To remove unwanted columns (e.g. before printing) left-click on the column name (e.g. ‘cost centre’) and drag it into the ‘free characteristics’ section on the left-hand side of the screen.

Drill through to accounting document

From the actual transactions report, you can drill through to view the details of an individual accounting document. Right-click on the Document Ref Number you would like to drill down into and select ‘Goto’, then ‘Accounting document’.

Note: you cannot drill through to the accounting document for payroll or purchase order related postings, i.e. document types WE (goods receipt), RN (supplier invoice prior IBC), ZN (supplier invoice IBC), AB (accounting doc).

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Right-click

Drill through to purchase order details

You can also drill through to view details of a purchase order. To do this, right-click on the PO number you would like to drill into and select ‘Goto’, then ‘PO details’. The Purchasing Order Line Items screen will open in a new tab.

Drill through to purchasing history

From the Purchase Order Line Items screen you can drill down further to view goods receipts and invoices against individual purchase lines. To do this, right-click over the PO Doc Number. Select ‘Goto’, then ‘Purchasing history’. The purchasing history will open in a new tab.

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Right-click

Right-click

6. Drill down to commitment line items Drill down from the report summary to commitment line items.Right-click on a figure in the Commitments column that you would like to drill into. Select ‘Goto’, then ‘Commitments’. The commitments details screen will open in a new tab.

You can add additional fields (Free characteristics) to this report. To do this, see step. 4.

Drill through to purchase order details

In the commitments details screen, you can drill down to view details of a purchase order. To do this, right-click on the purchase order number. Select ‘Goto’, then ‘PO details’.

7. Go backWhen you have carried out more than one action, you can go back by closing the tabs at the top of the screen.

Do not use the back button on your internet browser.

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Right-click

8. Send report At the top of your screen, click Send.

The Broadcasting Wizard window will open.

Step 1: Determine Basic SettingsIn the Output Format field, select PDF from the drop down list. Click Continue.

Step 2: Determine Page LayoutIn the Orientation field, select Landscape from the drop down list. Click Continue.

Step 3: Enter E-Mail MessageEnter the email address of the recipient and a subject. Enter any additional text you would like the recipient to see in the Contents box. Click Execute to send the email.

9. Print report At the top of your screen, click ‘Print’.

The Export Dialog window will open.

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Make the following changes: Scaling factors: Leave as Fit to Page Width Theme: Select Black and White from the drop down list Alignment: Select Landscape Format from the drop down list.

Click OK to continue.

A PDF file will be produced. Click the Printer icon, then click Print.

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10. Export report to ExcelAt the top of your screen, click Export to Excel.

A message will be displayed asking if you would like to open or save the file. Click ‘Open’, then click ‘Yes’. An Excel workbook will open.

Click the ‘Enable editing’ button at the top of the screen to allow you to make changes to the workbook.

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Actual transactions reportThe report provides actual transactions against cost centre(s) and cost centre group(s) for a chosen time period. For help with some of the terminology used in reports, see the Glossary at the end of this document.

1. NavigateOpen the IBC Portal and click on the following:Finance folder / Reports / Revenue monitoring / Actual Transactions



If you receive an error message when running the report, first check your variable screen to ensure this is set up correctly. If your cost centre group is not defaulting in, your line manager will need to raise an enquiry through the IBC portal, selecting the following options on the drop-downs:


If you wish to alter or check the selection criteria, you can change the variables by clicking the Variable Screen button on the top left.

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2. Variable entry

The Variable Entry screen will open and will default to the cost centre or cost centre group assigned to your position.

Update the Variable Entry fields:

Controlling Area: 1000 for Hampshire County Council schools

Fiscal year/period: This field will default to the last open reporting period. Leave as default or enter the period(s) and year(s) over which you would like to run the report.

Cost Centre Hierarchy: This field will default to your organisation's cost centre hierarchy. It should read Management Reporting Hierarchy

Cost Centres or CC Group: Run the report against either an individual cost centre (e.g. XXXXO, XXXXY etc.) or your cost centre group (e.g. 1000ALTED-XXXX)

Cost Element Hierarchy: Schools should use the drop down and select ‘Budget Monitoring for Schools’ or ‘Schools Consistent Financial Reporting’ if you wish to see the report at CFR level.

Cost Element Hierarchy Node: A default cost element group will be displayed. If you wish to run this report on one GL code (e.g. 4540), enter 4540

Tip: If you would like to use the criteria you have selected on the variable entry screen again, you can save the screen as a variant. See the Report Variants for more information.

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http://www3.hants.gov.uk/hampshirecountycouncil/portal-help/finances/financial-reports/ibc-help-genericreport-variant-guide.htm


3. Actual Transactions

The Actual Transactions report will open.

You can narrow the search area down to a specific period by dragging the ‘created on’ date into the report.

On the left hand side of the page under ‘free characteristics’, left-click on ‘created on’, drag upwards into the ‘rows’ section, and release.

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Tip: Using the ‘created on’ date is preferable to using the ‘posting date’ as this date cannot be changed. For example, if a transaction is created on a date within the period over which you wish to run the report, but is posted back into the previous week or period, it may be missed. However if ‘created on’ date is selected, it will show in the report.

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4. Select the date range requiredClick on the ‘filter’ button on the right of the black menu bar.

The screen which appears will allow you to filter the results using any of the data fields.

In the ‘created on’ drop down, select ‘Edit’. The ‘Select values for created on’ screen is returned.

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Click on the dates in the calendar over which you would like to run the report, and cick ‘add’.Alternatively, you can enter a date in the ‘enter a value for created on’ box, and click ‘add’.The dates over which the report will run will appear in the columns on the right hand side.

When you are happy with the date selection, click ‘OK’.

The report will now show the transactions for the period requested and can be sorted by date, GL (cost element), value etc., by clicking on the small grey arrow next to the column title.

Tip: The column by which you would like to sort your report will need to be the first column on the report. Therefore, if you would like to sort your report by GL code, you will need to drag the ‘cost element’ column to the left so that it is the first column on the report.

5. Possible variationsSIO transactions

If you wish to see SIO transactions in the report, you can drag’ SIO’ from the ‘free characteristics’ section into the ‘rows’ section. Drag the SIO column to front of report to sort numerically.

REM banking transactions (for income checking)

Remove the 'cost centre' column from the report. Drag in ‘Document type’ from the ‘free characteristics’ section to the ‘rows’

section. Right click on any document type in the column. Select ‘filter’, then ‘select filter value’. Choose DZ from the list, click ‘add’, then click ‘OK’.

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Revenue monitoring by SIO reportSIOs (Statistical Internal Orders) can be viewed as a subdivision of a cost centre or general ledger code. They are used to provide more detailed management information, as they allow revenue income and expenditure costs to be collected at a more local level (for example: for a particular project or task).

This report summarises actual and committed spend against SIOs, enabling budget managers to monitor this against locally set targets.


1. Navigate Open the IBC Portal and click on the followingFinance folder / Reports / Revenue monitoring / Revenue monitoring by SIO.

The report will automatically run for the cost centre group that you have budget management responsibility for (the cost centre group assigned to your OM position).

For informationIf your cost centre group default is incorrect or missing your line manager needs to submit an IBC Enquiry, detailing the change required to your default cost centre group. When completing the form please select the “Position changes and restructures” option from the “Type” field and the “Missing a cost centre group” option from the “Enquiry” field to ensure the form is routed to the correct team.

2. Variable entry If you wish to alter the selection criteria you can change the variables by clicking the Variable Screen button on the top left.

The Variable Entry screen will open and will default to the cost centre or cost centre group that you have budget management responsibility for.


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Controlling Area (Single/Mandatory) - this field will default to your organisation's controlling area – HCC schools 1000

SIO default period - this field will default to periods 1 to 13 of the current fiscal year

SIO Hierarchy – remove the default from this field and leave it blank

Cost Centre Hierarchy - this field will default to your organisation's cost centre hierarchy i.e. Management Reporting Hierarchy

Cost Centres or CC Group – Your school cost centre(s) or cost centre group(s) will be the default for this field. If you would like to run the report against an individual cost centre, delete the default and enter your cost centre including the budget code, 0, Y, D etc. ( e.g. XXXX0 ), or your Controlling area followed by your cost centre group ( e.g. 1000alted-XXXX

To see only the SIO transactions posted against your cost centre or cost centre group you must enter your cost centre or group in this field.

Schools should use the drop down and select ‘Budget Monitoring for Schools’.

Cost Element Hierarchy Node - a default cost element group will be displayed, or if you wish to run this report on one GL code e.g. 4540 enter 4540

Tip: You can save the criteria you have selected on the variable entry screen as a variant by clicking on ‘Save As’, and giving the variant a name in the description box. To select this variant when running the report you need to select it from the ‘Available Variants’ box on the variable screen before running the report.


The revenue monitoring by SIO screen will open. If you would like to change any of the report criteria (i.e. select a different SIO code(s), cost centre or cost centre group), click the Variable Screen button (top left), then repeat the above steps.

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4. Changing the SIO report layout School are advised to click on the ‘Alternate Layout’ button on the black menu bar

Note: The SIO report no longer displays a budget plan.

5. Drill down to actual line items You can drill down from the report summary to actual line items.

Click the right mouse button over the amount you would like to drill down on.

A menu will be returned. Select Goto, followed by Actual Transactions.

The Actual Transactions screen will be returned detailing the actual transactions.

If there is more than one page, use the arrows at the bottom of the window to scroll through the subsequent pages

6. Add fields to your report 21

You can bring additional fields into your report.

Available fields are shown under the Free characteristics heading on the left of the screen. Click and drag the item you would like included in your report, and drop the field between the appropriate columns (where you see a vertical black line appear).

7. Drill through to accounting documentFrom the actual transactions report, you can drill through to view the details of an individual accounting document. To do this, hover your cursor over the Document Ref Number of the line you would like to drill through on and click the right mouse button. A menu will be returned. Select Goto, followed by Accounting Document.

Note: you cannot drill through to the accounting document for payroll or purchase order related postings i.e. document types WE (goods receipt) RN (supplier invoice prior IBC) ZN (supplier invoice IBC), AB (accounting doc).

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Drill through to purchase order detailsYou can also drill through to view details of a purchase order.

To do this, click the right mouse button over the PO Number you would like to drill down on.

A menu will be returned. Select Goto, followed by PO Details.

Drill through to purchasing historyFrom the Purchase Order Line Items report (above) you can drill through further to view goods receipts and invoices against individual purchase lines.

To do this, click the right mouse button on the PO Doc Number you would like to drill down on.

Select Goto, followed by Purchasing History.

8. Drill down to commitment line items You can drill down from the report summary to commitment line items.Click the right mouse button on the Commitments column you would like to drill down on.

A menu will be returned. Select Goto, followed by Commitments.

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You can add additional fields (Free characteristics) to this report. To do this, see step 5. Add fields to your report.Drill through to purchase order detailsYou can also drill through to view details of a purchase order. To do this, click the right mouse button on the Ref Doc No/Reference Document No. you would like to drill down on.

A menu will be returned. Select Goto, followed by PO Details.







Step 3: Enter E-Mail MessageEnter the email address of the recipient and a subject. Enter any additional text you would like the recipient to see in the Contents box. Click Execute to send the email.

11. Print report At the top of your screen, click Print Version.

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The Export Dialogue window will open.

Make the following changes: Scaling factors – leave as Fit to Page Width Theme - select Black and White from the drop down list Alignment - select Landscape Format from the drop down list.


A PDF file will be produced.

Click the Printer icon, then click Print.

12. Export report At the top of your screen, click Export to Microsoft Excel.

A message will be displayed asking if you would like to open or save the file.

Click Open, then click Yes.

An Excel workbook will open.

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Click Enable editing if you would like to make changes to the worksheet.

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Trend analysis reportThis report presents the actual expenditure and income for a cost centre(s) or group(s) at a summary level or detailed level, for the current and three previous financial years. It will enable budget managers to compare expenditure and income, to observe ongoing trends across financial years.


1. Navigate Open the IBC Portal, click on the followingFinance / Reports / Revenue monitoring / Trend analysis report

The report will automatically run for the cost centre group that you have budget management responsibility for (the cost centre group assigned to your OM position). In the absence of a cost centre group being assigned to your OM position the report will run at the top level of your organisation.

For informationIf your cost centre group default is incorrect or missing your line manager needs to submit an IBC Enquiry, detailing the change required to your default cost centre group. When completing the form please select the “Position changes and restructures” option from the “Type” field and the “Missing a cost centre group” option from the “Enquiry” field to ensure the form is routed to the correct team.

2. Variable entryIf you wish to alter the selection criteria you can change the variables by clicking the Variable Screen button on the top left.

The Variable Entry screen will open and will default to your school’s cost centre or cost centre group. The Variable Entry screen will open and will default to your school’s cost centre or cost centre group. centre or cost centre group.

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Controlling Area - this field will default to your organisation's controlling area – HCC schools 1000

Fiscal year/period - this field will default to the current fiscal year. Enter the year you would like to run the report against

Cost Centre Hierarchy - this field will default to your organisation's cost centre hierarchy

Cost Centres or CC Group – Your school cost centre(s) or cost centre group(s) will be the default for this field. If you know the cost centre or cost centre group you would like to run the report against, delete the default and enter either your Cost centre including the budget code, 0, Y, D etc. (e.g. xxxxx), or your Controlling area followed by your cost centre group (e.g. 1000alted-xxxx)

Cost Element Hierarchy – Schools should use the drop down and select ‘budget Monitoring for Schools’ or ‘Schools Consistent financial reporting’ if you wish to see the report at CFR level.

Cost Element Hierarchy Node - a default cost element group will be displayed. If you wish to run this report on one GL code e.g. 4540 enter 4540.

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Tip: You can save the criteria you have selected on the variable entry screen as a variant by clicking on ‘Save As’, and giving the variant a name in the description box. To select this variant when running the report you need to select it from the ‘Available Variants’ box in the variable entry screen before running the report.


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3. Trend analysis report The Trend Analysis Report window will open. Schools should then select ‘Alternate Layout’

The report will display information based on the variables that were populated in the Variable Entry window.

You can expand/collapse sections of your report by clicking the black arrow.

Alternatively you can expand the whole report

Right click on Cost Element and select Hierarchy, Expand Hierarchy then select required level, i.e. Level 06 to see it at GL level (the required level will depend on your own preference and the level of information required). If there is more than one page, use the arrows at the bottom of the window.

How to move the Total Balance line to the bottom of the report

The totals are showing at the top of the report, to move them to the bottom use the mouse, hover the cursor over 1000ALTED-BC11 and right click. Select properties and then characteristic. Select the hierarchy tab, the ‘position of Lower-Level Nodes’ needs to be changed from Default to Above. Click OK.

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4. Add fields to your report Available fields are shown under the Free characteristics heading on the left of the screen. Click and drag the item you would like included in your report, and drop the field between the appropriate columns (where you see a vertical black line appear).

5. Drill down to actual line items Using the mouse, hover your cursor over the amount you would like to drill down on and right click. A menu will be returned. Select Goto, followed by Actual Transactions.

The Actual Transactions screen will be returned detailing the actual transactions. If there is more than one page, use the arrows at the bottom of the window.

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You can add additional fields (Free characteristics) to this report. To do this, see the step 4. Add fields to your report.

Drill through to accounting documentFrom the actual transactions report, you can drill through to view the details of an individual accounting document. To do this, hover your cursor over the Document Ref Number of the line you would like to drill through on and click the right mouse button. A menu will be returned. Select Goto, followed by Accounting Document.

Note: you cannot drill through to the accounting document for payroll or purchase order related postings (document types WE, RN, AB).

Drill through to purchase order detailsYou can also drill through to view details of a purchase order. To do this, hover your cursor over the PO Number of the line you would like to drill through on and click the right mouse button. A menu will be returned. Select Goto, followed by PO Details.

Drill through to purchasing historyFrom the Purchase Order Line Items report (above) you can drill through further to view goods receipts and invoices against individual purchase lines. To do this, hover your cursor over the PO Doc Number, and click the right mouse button. Select Goto, followed by Purchasing History.

6. Go back

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When you have carried out more than one action, you can go back by closing the tabs at the top of the screen.






Step 3: Enter E-Mail MessageEnter the email address of the recipient, and a subject. Enter any additional text you would like the recipient to see in the Contents box. Click Execute to send the email.



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9. Export report to Excel At the top of your screen, click Export to Microsoft Excel.

A message will be displayed asking if you would like to open or save the file. Click Open, then click Yes. An Excel workbook will open.


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Capital monitoring reportThis report can be used to view a capital project at a summary or detailed level. It displays plan, expenditure, commitments and variance. Transaction details can also be displayed.

1. Navigate Open the IBC Portal and click on the following: Finance / Reports / Capital monitoring

The report will automatically run for the cost centre group that you have budget management responsibility for (the cost centre group assigned to your OM position).

2. Variable entry If you wish to alter the selection criteria you can change the variable by clicking the “Variable Screen” button on the top left.

The Variable Entry screen will open.

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Update the Variable Entry fields:

Controlling Area – leave as 1000

Select Capital Investment Hierarchy – defaults to CAP/2015 Capital Investment Programme – leave as default

Capital Investment Program –defaults to 2015/CAP/COCO1000. This should not be changed.

Select Cost Element Group Hierarchy – Schools should use the drop down and select ‘Schools Capital’

Cost Element Group selection – There is no need to enter a group if groups are not applicable to the school

Select Project - use this field to run the report against one or more WBS elements.

Enter the WBS code C.EXXXXXX in the field excluding the .01.

To enter more than one WBS code, separate the numbers with a semicolon (;).

Fiscal Year (From) - enter the first year you want to run the report against

Fiscal Year (To) - enter the last year you want to run the report against.

Tip: You can save the criteria you have selected on the variable entry screen as a variant by clicking on ‘Save As’, and giving the variant a name in the description box. To select this variant when running the report you need to select it from the ‘Available Variants’ box before running the report.


3. Capital monitoring report The Capital Monitoring by WBS screen will open.

Schools should then select ‘Alternate Layout’

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4. Drill down to actual line items You can drill down from the report summary to actual line items.

Click the right mouse button over the amount you would like to drill down on. A menu will be returned.

Select Goto, followed by Actual Transactions.

The Actual Transactions screen will be returned detailing the actual transactions. If there is more than one page, use the arrows at the bottom of the window.

5. Add fields to your report You can bring additional fields into your report.

Available fields are shown under the Free characteristics heading on the left of the screen.

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Click and drag the item you would like included in your report, and drop the field between the appropriate columns (where you see a vertical black line appear).

6. Drill through to accounting documentFrom the actual transactions report, you can drill through to view the details of an individual accounting document.

To do this, click the right hand mouse button on the Document Ref Number line you would like to drill down on. A menu will be returned.

Select Goto, followed by Accounting Document.

Note: you cannot drill through to the accounting document for payroll or purchase order related postings (document types WE, RN, AB).

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Drill through to purchase order detailsYou can also drill through to view details of a purchase order.

To do this, click the right mouse button on the PO Number you would like to drill down on. A menu will be returned.

Select Goto, followed by PO Details.

Drill through to purchasing historyFrom the Purchase Order Line Items report (above) you can drill through further to view goods receipts and invoices against individual purchase lines. To do this, click the right mouse button on the PO Doc Number you would like to drill down on.

Select Goto, followed by Purchasing History.

7. Drill down to commitment line items You can drill down from the report summary to commitment line items.Click the right mouse button on the amount in the Commitments column you would like to drill down on. A menu will be returned.

Select Goto, followed by Commitments.

You can add additional fields (Free characteristics) to this report. To do this, see the Add fields to your report step.

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Drill through to purchase order detailsYou can also drill through to view details of a purchase order. To do this, click the right mouse button on the Ref Doc No/Reference Document No line you would like to drill down on. A menu will be returned.

Select Goto, followed by PO Details.







Step 3: Enter E-Mail MessageEnter the email address of the recipient, and a subject. Enter any additional text you would like the recipient to see in the Contents box. Click Execute to send the email.


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11. Export to Excel At the top of your screen, click Export to Microsoft Excel.

A message will be displayed asking if you would like to open or save the file. Click Open, and then click Yes. An Excel workbook will open.


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Staff actual costs reportThis report provides a detailed breakdown of staffing actual costs paid through payroll. It details all payments made to each member of staff, including car allowances, staff travel expenses and other employee expenses (for example: professional subscriptions, training expenses).

Please note: Only managers and finance staff have access to run this report . For this report to be accurate, your Organisational Management (OM) structure

must be up to date, and cost centre assignments against positions must be correct.

For help with the terminology used in reports, see the Glossary section at the end of this guide.

1. NavigateOpen the IBC Portal and click on the followingFinance folder / Reports / Staffing costs / Staff actual costs



If you receive an error message when running the report, first check your variable screen to ensure this is set up correctly (see section 2). If your cost centre group is not defaulting in, your line manager will need to raise an enquiry through the IBC portal, selecting the following options on the drop-downs:


If you wish to alter the selection criteria, you can change the variables by clicking the Variable Screen button on the top left.

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2. Variable entry The Variable Entry screen will open and will default to your school’s cost centre group.


In Period Range: This field defaults to the current period and current fiscal year. Leave as the default, or enter the period and year range over which you want to run the report.

Cost Centre Hierarchy: This field will default to a cost centre hierarchy, it should read Management Reporting Hierarchy

Cost Centres or CC Group (mandatory): Run the report against either an individual cost centre (e.g. XXXXO, XXXXY etc.) or your cost centre group (e.g. 1000ALTED-XXXX)

This report can be run on a cost centre/cost centre group only OR on a cost centre/cost centre group with a SIO/SIO group.

Cost Element Hierarchy : Select ‘Budget Monitoring for Schools’ from the drop-down list

SIO Hierarchy: If you want to run the report on a SIO/SIO group, enter the relevant SIO/SIO group. To enter more than one, separate the numbers with a semicolon (;) or click the icon at the end of the field to search.

Click ‘check’, then click ‘OK’ to run the report.

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3. Staff actual costsOn the black bar at the top of the screen, select ‘alternative layout’ to see the year to date totals.

The fields you see in the report are:

Employee Start Date: The start date for an employee if they started after the beginning of the current financial year

Employee End Date: The leaving date for an employee if they left after the beginning of the current financial year

Basic salary: The amounts paid as basic for the current period

Overtime: The amounts paid as overtime for the current period

Additional payments: The amounts paid as bonuses and allowances for the current period (includes staff expenses)

National Insurance: The National Insurance contributions for the current period

Pension: The superannuation (pension) contributions for the current period

Total Paid: The total actual payments made for the current period

Basic salary (YTD): The amounts paid as basic for the year to date

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Overtime (YTD): The amounts paid as overtime for the year to date

Additional payments (YTD): The amounts paid as bonuses and allowances for the current period (includes staff expenses)

National Insurance (YTD): The National Insurance contributions for the year to date

Pension (YTD): The superannuation (pension) contributions for the year to date

Total Paid (YTD): The total actual payments made for the year to date

The following columns will appear on the second page

FTE annual basic salary : The basic salary for a full-time equivalent member of staff (i.e. based on a full-time employee who works 37 hours per week, 52 weeks per year)

Actual annual salary (basic): The basic salary for a member of staff based on their current FTE (based on their actual working hours and paid weeks)

Weekly hours: The number of hours per week a member of staff works

Paid weeks: The number of weeks per year for which a member of staff is paid. Current FTE: The actual FTE (out of 1) of the member of staff in post

To view all the above columns you will need to move the scroll bar at the bottom of the page to the right. This will then display the arrow buttons to move to the next page.

If there is more than one page on the report, use the arrow buttons at the bottom left of the window to scroll to the subsequent pages.

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4. SortingYou can now sort each cost element group into alphabetical order.

Left click on ‘cost element group’ and drag the column to the left of the report until you see the black line appear before ‘cost centre‘ field, then drop. Left click on ‘name’ and drag the column to the left of the report until you see the black line appear before the ‘employee’ field.

The headings on the report should then show as:

Cost Element Group – Cost Centre – Name - Employee

If you run the report on your cost centre group and sort the cost element group into alphabetical order, your report will return data for all cost centres under each cost element group.

To sort employees into alphabetical order within the cost element groups, right click on the word ‘result’ then select ‘properties’ ‘characteristic’.

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The following screen will be returned:

In the ‘Display Results’ drop down, select ‘Never’, then click OK.

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5. Add fields to your reportAdditional fields are shown under the ‘free characteristics’ heading on the left of the screen.

Left click and drag the item you would like included in your report (e.g. pay scale group) to the required position (where you see a horizontal / vertical black line appear).

6. Drill down to wage type details You can drill down from the report summary to view the wage type details. This provides additional detail as to the type of payment made.

To do this, right click on the amount you would like to drill down on in any of the following columns:

Basic salary Additional payments Overtime National Insurance Pension

Select ‘Goto’, then ‘Staffing Actual Costs Wage Type Details’.

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The Staffing Actual Costs Wage Type Details screen will open detailing the wage types that make up the payment total.

Example of Staffing Actual Costs Wage Type Details drill down:

You can also bring in additional fields to this screen, by dragging them from the ‘free characteristics’ section to the ‘rows’ section on the left hand side of the screen.

6. Go back When you have carried out more than one action, you can go back by closing the tabs at the top of the screen.


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7. Send report At the top of your screen, click ‘Send’.


Step 1: Determine Basic SettingsIn the ‘Output Format’ field, select PDF from the drop down. Click ‘Continue’.

Step 2: Determine Page LayoutIn the ‘Orientation’ field, select Landscape from the drop down list. Click ‘Continue’.

Step 3: Enter E-Mail MessageEnter the email address of the recipient and a subject. Enter any additional text you would like the recipient to see in the contents box. Click ‘execute’ to send the email.

8. Print report Unless specifically required, drag ‘cost centre’ out of the ‘rows’ section on the left-hand side of the screen and into ‘free characteristics’.

At the top of your screen, click ‘Print’.

The ‘export dialogue’ box will open.

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Make the following changes: Scaling factors: Leave as Fit to Page Width Theme: Select Black and White from the drop down list Alignment: Select Landscape Format from the drop down list. Margins: Adjust top, bottom and left to minimum e.g. 5. We suggest setting

the right margin to 30.00 to allow for annotations.


A PDF file will be produced. Click the printer icon, then click ‘print’.

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9. Export report At the top of the screen, click the ‘export to Excel’ button.

A message will be displayed at the bottom of the screen asking if you would like to open or save the file. Click ‘open’. The following dialog box will appear:

Click ‘yes’. An Excel workbook will open.

Click ‘enable editing’ at the top of the screen if you would like to make changes to the worksheet.

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Glossary of terminology Controlling Area - may contain one or more company codes and each company code must have the same Chart of Accounts.

Cost Centre Hierarchy - a hierarchical structure made up of cost centre groups with cost centres linked to the lowest level of the structure. The hierarchy will be different for each organisation but will allow managers to report at their level of responsibility.

Cost Centres - a cost centre is used to define a budget within a service. Some services have one, some have more. If you have responsibility for an individual cost centre or a number of cost centres you can enter them in the report preceded by your controlling area and a forward slash e.g. 1000/XXXXX.

Cost centre group - collection of cost centres. This may represent your area of management responsibility or a service and will be part of the cost centre hierarchy for your organisation. You can enter a group code into the report preceded by your controlling area e.g. 1000ALTED-XXXX

Cost Element Hierarchy - a hierarchical structure made up of cost element groups with cost elements linked to the lowest level of the structure.

Cost Element Hierarchy Node – cost elements and cost element groups used to define the type of income or expenditure e.g. transport, supplies and service, income

Fiscal year - the financial year you would like to run the report against. e.g. 2016 to run the report from 01/04/2016 to 31/03/2017.

Free characteristics - additional fields that you can pull into your report.

Period - the month you would like to run the report against. There are 12 periods, running from April (period 01) to March (period 12).

SIO default period - the period range for the current financial year.

SIO Hierarchy - a hierarchical structure made up of SIO groups with SIOs linked to the lowest level of the structure.

Further help If you are unable to resolve your query using this user guide, please contact your local EFS finance adviser.

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Documents

Budget vs forecast report - Hampshire · Web viewActual transactions report13 Revenue monitoring by SIO report19 Trend analysis report26 Capital monitoring report34 Staff actual costs