CONSULTANT MANAGEMENT SYSTEM · CONSULTANT MANAGEMENT SYSTEM (CMS) 5 CMS Budget Adjustment Request b) Screen available for Budget Coordinator, use ADB Budget Core: Department Submission

CONSULTANT MANAGEMENT SYSTEM

Guide on Discoverer Reports

17 December 2013

ADB STAFF

CONSULTANT MANAGEMENT SYSTEM (CMS) 2

CMS Budget Adjustment Request

TABLE OF CONTENTS

INTRODUCING THE DISCOVERER REPORTS ............................................................................................................ 3

CHAPTER 1: ACCESSING AND GENERATING QUARTER-END ACCRUAL SUMMARY REPORTS .................................. 4

A. Accessing the Quarter-End Accrual Summary Screen......................................................................................... 4 B. Generating the Quarter-End Accrual Summary Report ...................................................................................... 6

CHAPTER 2: ACCESSING AND GENERATING YEAR-END ACCRUAL SUMMARY REPORTS ......................................... 9

A. Accessing the Year-End Accrual Summary Screen .............................................................................................. 9 B. Generating Year-End Accrual Summary Report ................................................................................................ 11

CHAPTER 3: ACCESSING AND GENERATING STAFF CONSULTANT UTILIZATION REPORTS .................................... 14

A. Accessing the Staff Consultant Utilization Screen ............................................................................................ 14 B. Generating the Staff Consultant Utilization Report .......................................................................................... 16

CHAPTER 4: ACCESSING AND GENERATING STATEMENT OF EXPENDITURES REPORTS ........................................ 21

A. Accessing the Statement of Expenditures Screen............................................................................................. 21 B. Generating the Statement of Expenditures Report .......................................................................................... 23

CHAPTER 5: ACCESSING AND GENERATING SOURCING UTILIZATION REPORT ..................................................... 26

A. Accessing the Sourcing Utilization Screen ........................................................................................................ 26 B. Generating the Sourcing Utilization Report ...................................................................................................... 28

CHAPTER 6: ACCESSING AND GENERATING CMS SUBSIDIARY LEDGER JOURNALS .............................................. 31

A. Accessing the CMS Subsidiary Ledger Journals Screen ..................................................................................... 31 B. Generating the CMS Subsidiary Ledger Journals Report .................................................................................. 33

CHAPTER 7: ACCESSING AND GENERATING AUTO-CREATE STAFF CONSULTING BUDGET STATUS ....................... 37

A. Accessing the Auto-Create Staff Consulting Budget Status Screen .................................................................. 37 B. Generating the Auto-Create Staff Consulting Budget Status Report ................................................................ 38



INTRODUCING THE DISCOVERER REPORTS The Discoverer Reports provides CMS ADB users with the features needed to satisfy the following basic business needs.

• Print interface and reconciliation reports; • Generate reports that comply with ADB business requirements; and • Analyze productivity and resolve exception issues.

The reports discussed in this guide are Transaction Reports that can either be generated manually or user-triggered. The generated report can be used as the basis for complying with the ADB process requirements, analyze CMS team productivity or reconcile/review CMS transactions. Please note that the reports will only display records that refer to contracts and transactions assigned to the budget coordinators. The following responsibility restrictions shall apply:

1. ADB Budget Core: Administrator and ADB Budget Core: BPBM are allowed to query all selections from different Cost Center.

2. ADB Budget Core: Department Submission is limited to view only the Units and Division under its assigned Department/s.

3. ADB Budget Core: Division Submission is limited to view only the Selections charge under its assigned Division/s.

4. ADB Budget Core: Unit Submission is limited to view only the Selection charge under its assigned Unit/s.



CHAPTER 1: ACCESSING AND GENERATING QUARTER-END ACCRUAL SUMMARY REPORTS A. Accessing the Quarter-End Accrual Summary Screen

1. Login to CMS by entering your Oracle User Name and Password.

2. The Discoverer Reports can be accessed depending on the user accessing the report, different responsibility are as follows:

a) Screen available for BPBM Administrator, click ADB CMS Budget Administrator Responsibility.

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b) Screen available for Budget Coordinator, use ADB Budget Core: Department Submission Responsibility.

Budget Coordinators can also use ADB Budget Core: Division Submission or ADB Budget Core: Unit Submission responsibilities to access and generate Discoverer Reports.

3. Additional responsibility will be displayed on the right-side column, choose Quarter-End Accrual

Summary.

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B. Generating the Quarter-End Accrual Summary Report

Use this report to review the generated Quarter-End Accruals posted in Contract Accruals table. After clicking the Quarter-End Accrual Summary, the user will be brought to the ADB CMS Quarter-End Accrual Summary screen. 1. To start generating the Quarter-End Accrual Summary report, enter the desired Accrual Year, Quarter-

End Type, Division and Contract Number.

2. Click the Go button.

Parameters per report may vary and it is highly recommended to use ‘ALL’ in the parameters except for date fields. You can manipulate the data after exporting the result to a spreadsheet.

3. Wait for Oracle to complete processing your request.

4. After processing, the system will generate the Quarter-End Accrual Summary report.

5. Details of the report are indicated in the table below:

FIELD SOURCE REMARKS

Contract Number CMS Contracts Displays Contract Number sorted in Ascending order.

CMS Number CMS Contracts Displays consultant’s CMS number

Consultant Name CMS Registration Displays consultant’s name

Commencement Date CMS Contracts Displays contract commencement date

Completion Date CMS Contracts Displays contract completion date

Division CMS Contract Budget Information

Displays contract’s processing division

Percent Share CMS Contract Budget Information

Displays the percent sharing of budget information per division

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Budgeted Amount (a) CMS Contract Accruals Displays the budgeted contract amount for the year.

Number of Quarters Covered by the Contract for the Year (b)

CMS Contract Accruals

This displays the number of Quarters covered by the contract period for the year.

Number of Quarters already Transacted for the Year (c)

CMS Contract Accruals

This displays the number of Quarters already transacted for the Year. Computation always includes the current quarter being processed.

Disbursed Amount Annual (d) CMS Contract Accruals

This displays actual disbursed expense/charge amount for the year; this excludes the year-end accrual amount that was disbursed in the year.

Proposed Accrual Computed This displays the result of Accrual Amount computation: [(a/b) * c] – d.

6. After generating the report, you may do the following Actions: a. Rerun query allows you to repeat the process of generating the report based on new parameters. b. Save as allows you to save the generated report to your Workbook lists. To start saving your report,

retain or rename the required Workbook Name and click Apply button.

c. Revert to saved option allows you to go back to the previous changes done in the workbook. d. Printable page will provide additional option to view or save your workbook in PDF format. e. Export function allows you to access your workbook outside of Oracle and save it in different file

format. To start exporting your workbook, click Export, choose the Export Type from the drop-down list and click Export button.

f. After clicking Export, your file can be viewed or saved by clicking the Click to view or save button.

ADB CMS Quarter-End Accrual Summary1



g. Worksheet options will allow you to modify the output preferences of your workbook. Choose your preferred Display and Sheet options and to finalize your changes click Apply button.



CHAPTER 2: ACCESSING AND GENERATING YEAR-END ACCRUAL SUMMARY REPORTS A. Accessing the Year-End Accrual Summary Screen




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3. Additional responsibility will be displayed on the right-side column, choose Year-End Accrual Summary.

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B. Generating Year-End Accrual Summary Report

This report is used to review the generated Year-End Accruals posted in Contract Accruals table. After clicking the Year-End Accrual Summary, the user will be brought to the ADB CMS Year-End Accrual Summary screen.

1. To start generating the Year-End Accrual Summary report, enter the desired Accrual Year and Division.




4. After processing, the system will generate the Year-End Accrual Summary report.

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Contract Number CMS Contracts Displays Contract Number sorted in Ascending order.

CMS Number CMS Contracts Displays consultant’s CMS number


Commencement Date CMS Contracts Displays contract commencement date

Completion Date CMS Contracts Displays contract completion date

Division CMS Contract Budget Information

Displays contract’s processing division

Percent Share CMS Contract Budget Information

Displays the percent sharing of budget information per division

Contract Amount CMS Contract Accruals Displays the budgeted contract amount for the year.

Total-to-Date Disbursed

CMS Contract Accruals Displays total-to-date disbursed amount

Contract Remaining CMS Contract Accruals This displays the remaining contracted amount. Computed as: [Contract Amount] – [Total-to-Date Disbursed]

Budgeted Amount CMS Contract Accruals Displays the budgeted contract amount for the year.

Actual Disbursed CMS Contract Accruals Displays the actual disbursed amount for the year.

Annual Remaining CMS Contract Accruals This displays the remaining annual amount. Computed as: [Budgeted Amount] – [Actual Disbursed]

Proposed Accrual Computed This displays the result of Accrual Amount computation: [(a/b) * c] – d. System shall display the lower value between [Contract Remaining] and [Annual Remaining] columns.








The document can be exported once and will no longer exist after the first download. If you wish to download the document again, please perform the Export again.




CHAPTER 3: ACCESSING AND GENERATING STAFF CONSULTANT UTILIZATION REPORTS A. Accessing the Staff Consultant Utilization Screen




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3. Additional responsibility will be displayed on the right-side column, choose Staff Consultant Utilization.

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B. Generating the Staff Consultant Utilization Report Use this to review the contract Budget Allocation and Disbursed amount based budget category/sub-category. After clicking the Staff Consultant Utilization, the user will be brought to the Worksheet List screen.

1. To start generating the Staff Consultant Utilization report, choose from the sheet numbers. Sheet 1 displays the budget and claim information of the Staff Consultant and Sheet 2 will provide contract variation information of the Staff Consultant.

2. Enter the needed parameters in the field provided.

3. Click Go button.


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5. After processing, the system will generate the Staff Consultant Utilization report.

6. Details of the Sheet 1 and Sheet 2 reports are indicated in the table below:

STAFF CONSULTANT UTILIZATION – SHEET 1 CATEGORY


Contract Number CMS Contracts Contract Number. Sorted in Ascending order.

CMS Number CMS Selection/ Contracts

Displays the consultant’s CMS number.

Contract Effective Date CMS Contracts Displays Contract Effective Date

Commencement Date CMS Selection/ Contracts

Displays Commencement Date

Completion Date CMS Selection/ Contracts

Displays completion date

Country Recipient CMS Contracts Displays Recipient’s Country

Project Number CMS Projects Displays project number

Project Name CMS Projects Displays project name

Mission Code CMS Contract Budget Information

Displays Mission code

Consultant Type CMS Contracts Displays consultant type

Consultant Category CMS Contracts Displays consulting category


Expertise CMS Contracts Displays consultant’s expertise

Nationality CMS Contracts Displays consultant’s nationality. Only the primary nationality shall be used.

Source Displays Source Information

Reason of Engagement CMS Contracts Displays engagement reason

BMCS Transaction Number Displays the BMCS Transaction number

Latest Budget Adjustment Number

CMS Contract Budget Information

Displays the approved Budget Adjustment number. If no budget adjustment request is made yet, display ‘0’.

Latest Budget Category CMS Contracts Displays the Contract Budget Category.

Latest Budget Sub-Category CMS Contracts Displays the Contract Budget Sub-Category.

Current Contract Amount CMS Contracts Displays contract amount in USD

Current Contract Days Computed Displays the result of the formula: [current date] – [Contract commencement date]

Oracle GL Transaction Date CMS SLA Displays the transaction date. Sorted in Ascending order.

Transaction Number CMS SLA Displays the Transaction Number

Transaction Type CMS SLA Displays the Transaction Type (i.e., Claims, Advance or Insurance)

Days Claimed Computed Displays the claimed number of days.

Charged Cost Center Name CMS Contracts Displays the Charging Name of the Cost Center

Charged Cost Center CMS Contracts Displays the Charging Information Cost Centers

Charged Account Displays Charged Account Information

Expense Charged to ADB Displays Information on Expense Charged to ADB

Expense Charged to Sponsor

Displays Information on Expense Charged to Sponsor

Claim Displays Claim Information

Accrual Balance This displays the accrual balance applied in the transaction.





Accrual Reversed Upon Contract Closure

This displays the Accrual Reversed Upon Contract Closure.



Contract Number CMS Contracts Contract Number. Sorted in Ascending order.

Contract Date CMS Contracts Displays Contract Date


Displays Commencement Date



BMCS Transaction Number Displays the BMCS Transaction number

Country Recipient CMS Contracts Displays Recipient’s Country

Project Number CMS Projects Displays project number

Project Name CMS Projects Displays project name

Mission Code CMS Contract Budget Information

Displays Mission code

Consultant Type CMS Contracts Displays consultant type

Consultant Category CMS Contracts Displays consulting category


Displays the consultant’s CMS number.


Expertise CMS Contracts Displays consultant’s expertise

Nationality CMS Contracts Displays consultant’s nationality. Only the primary nationality shall be used.

Source Displays Source Information

Reason of Engagement CMS Contracts Displays engagement reason

Latest Budget Adjustment Number

CMS Contract Budget Information

Displays the approved Budget Adjustment number. If no budget adjustment request is made yet, display ‘0’.

Latest Budget Category CMS Contracts Displays the Contract Budget Category.

Latest Budget Sub-Category CMS Contracts Displays the Contract Budget Sub-Category.

Account CMS SLA Displays the Account Code Combination. Sorted in Ascending order.

Variation Number CMS Contract Variation

Displays the contract variation number. For original contract, display ‘0’. Else, display contract variation number.

Contract Variation Approval Date

CMS Contract Variation

Displays the Contract Variation Approval Date

Change in Contract Days CMS Contract Variation

This displays the Change Information in Contract Days.

Contract Days after Variation


This displays the Contract Days after Variation.

Change in Contract Amount CMS Contract Variation

Displays the Change Information in Contract Amount.

Contract Amount after Variation


This displays the Contract Amount after Variation.

Cost Center CMS Contracts Displays the Charging Information Cost Centers Percent Share CMS Contracts Displays the Charging Information Cost Centers Percent Sharing. Sorted

in Descending order.

Change in Contract Amount (per Cost Center)


Displays the Change Information in Contract Amount per Cost Center.

Contract Amount (per Cost Center after Variation)


Displays the Change Information in Contract Amount per Cost Center after Variation.

7. After generating the report, you may do the following Actions:

a. Rerun query allows you to repeat the process of generating the report based on new parameters.



b. Save as allows you to save the generated report to your Workbook lists. To start saving your report, retain or rename the required Workbook Name and click Apply button.






Staff Consultant Utilization





CHAPTER 4: ACCESSING AND GENERATING STATEMENT OF EXPENDITURES REPORTS A. Accessing the Statement of Expenditures Screen


2. The Discoverer Reports can be accessed depending on the user accessing the report, different responsibility are as follows: a) Screen available for BPBM Administrator, click ADB CMS Budget Administrator Responsibility.

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3. Additional responsibility will be displayed on the right-side column, choose Statement of Expenditures.

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B. Generating the Statement of Expenditures Report

This report is generated to provide a list of miscellaneous deductions applied in a Claim. After clicking the Statement of Expenditures, the user will be brought to the Statement of Expenditures screen.

1. To start generating the Statement of Expenditures report, enter the parameters needed.




4. After processing, the system will generate the Statement of Expenditures report.

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Country CMS Project Displays the Country designation of the contract

Project Title CMS Project Displays the Project Title of the contract

Consultant Name CMS Registration Displays consultant’s name.

CMS Number CMS Contract Displays the consultant’s CMS Number

Contract Number CMS Contract Displays the contract number

Contract Amount CMS Contract Displays the contract amount

Commencement Date CMS Contract Displays the contract’s commencement date

Contract Work Days CMS Contract Displays contracts number of Workdays allocated. For firm contracts, the figure must be converted to Workdays.

Completion Date CMS Contract Displays the contract’s completion date

Budget Category CMS Contract Displays the current Budget Category of the Contract.

Budget Subcategory CMS Contract Displays the current Budget Sub-Category of the Contract.

Project

Budget Year Displays Budget Year

Claimed Amount CMS Contract Displays Claimed Amount.

Estimated Days to be Rendered

CMS Contract This displays estimated Days to be rendered.

Actual Days Claimed Timesheet Displays the total claimed days in the contract. Applicable only for Time-Based Individual contracts. System should extract the actual number of Workdays claimed in CMS Claims > Timesheet table. This is blank for lump-sum contracts.

Claimed Amount using Prior Year Accrual

CMS SLA Displays the difference of [Sum of Approved Year-End Accrual Credit Amount] minus [Sum of Approved Year-End Accrual Debit Amount]. For this column, the system will relate on the GL Date rather than the Accrual Year.

Est. Accrual Days Claimed Computed [Contract Workdays] * ([Actual Payments – Prior Year Accruals]/[Contract Amount])

Total Disbursed Amount Computed Sum of [Actual Payments – Budget Amount] + [Actual Payments - Prior Year Accruals]





Statement of Expenditures








CHAPTER 5: ACCESSING AND GENERATING SOURCING UTILIZATION REPORT A. Accessing the Sourcing Utilization Screen


2. The Discoverer Reports can be accessed depending on the user accessing the report, different responsibility are as follows: a) Screen available for BPBM Administrator, click ADB CMS Budget Administrator Responsibility.

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2a





3. Additional responsibility will be displayed on the right-side column, choose Sourcing Utilization.

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B. Generating the Sourcing Utilization Report

This report is used to review on-going selections charged to specific cost centers. After clicking the Sourcing Utilization, the user will be brought to the CMS Contract Sourcing Utilization screen.

1. To start generating the Sourcing Utilization report, enter the parameters needed.


Parameters per report may vary and it is highly recommended to use ‘ALL’ in the parameters except for Budget Year field. You can manipulate the data after exporting the result to a spreadsheet.


4. After processing, the system will generate the Sourcing Utilization report.

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Selection No CMS Selection/Contracts Displays CMS Selection Number

Status CMS Selection/Contracts Displays CMS Status

Budget Category CMS Selection/Contracts Displays the Contract Budget Category

Subcategory CMS Selection/Contracts Displays the Contract Budget Subcategory

Account CMS Selection/Contracts Displays the account code combination

Cost Center CMS Selection/Contracts Displays the Charging Information Cost Centers

Mnemonics CMS Selection/Contracts Displays the Mnemonics Charging Information

Request Amount (USD) CMS Selection/Contracts This displays the Requested Amount in USD.

Budget Year CMS Selection/Contracts Displays the Budget Year







Sourcing Utilization for 2013






CHAPTER 6: ACCESSING AND GENERATING CMS SUBSIDIARY LEDGER JOURNALS A. Accessing the CMS Subsidiary Ledger Journals Screen


2. The CMS Subsidiary Ledger Journals Report can only be accessed by BPBM Administrator by clicking the ADB CMS Budget Administrator Responsibility.

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3. Additional responsibility will be displayed on the right-side column, choose CMS Subsidiary Ledger Journals.

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B. Generating the CMS Subsidiary Ledger Journals Report

This report displays the journal entries of CMS transactions posted in CMS Subsidiary Ledger table. The report can also be used in verifying for discrepancies/unbalances in the Contract Balance. After clicking the CMS Subsidiary Ledger Journals, the user will be brought to the CMS Subsidiary Ledger Journals screen.

1. To start generating the CMS Subsidiary Ledger Journals report, enter the parameters needed.




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4. After processing, the system will generate the CMS Subsidiary Ledger Journals report.



Acctg Entry ID Displays Accounting Entry ID

Contract No. CMS Contracts Displays the contract number. Sorted in Assending order.

Transaction Date CMS SLA Displays the transaction date. Sorted in Assending order.

Transaction Type CMS SLA Displays CMS Transactions types

Account CMS SLA Journal entry account code combination

Currency CMS SLA Displays the transaction currency

Entered Debit CMS SLA Displays the Entered Debit amount

Entered Credit CMS SLA Displays the Entered Credit amount

Conversion Rate CMS SLA Displays the FX Rate

Accounted Debit CMS SLA Displays the Accounted Debit amount

Accounted Credit CMS SLA Displays the Accounted Credit amount

GL Date CMS SLA Displays the GL Date

GL Group ID CMS SLA Displays the GL Group ID

Status CMS SLA Journal Entry status










CMS Subsidiary Ledger Journals





CHAPTER 7: ACCESSING AND GENERATING AUTO-CREATE STAFF CONSULTING BUDGET STATUS A. Accessing the Auto-Create Staff Consulting Budget Status Screen


2. The Auto-Create Staff Consulting Budget Status Reports can only be accessed by BPBM Administrators by clicking the ADB CMS Budget Administrator Responsibility.

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3. Additional responsibility will be displayed on the right-side column, choose Auto-Create Staff Consulting Budget Status.

B. Generating the Auto-Create Staff Consulting Budget Status Report

This report is used to view the status of interfacing after executing Budget Auto-Reversed/Commit Program and must be executed after the Year-End CMS Financial closing process. After clicking the Auto-Create Staff Consulting Budget Status, the user will be brought to the Auto-Create Staff Consulting Budget Status screen.

1. To start generating the Auto-Create Staff Consulting Budget Status report, enter the parameters needed.


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5. After processing, the system will generate the Auto-Create Staff Consulting Budget Status report.



Charge Division CMS Contracts Displays the contract processing division. Sorted in Ascending order.

Charge Cost Center CMS Contracts Displays the Charging Information Cost Centers Percent Share CMS Contracts Displays the Charging Information Cost Centers Percent Sharing. Sorted in

Descending order.

Document Type System

Use ‘Selection’ if data coming from Selection. Use ‘Contract’ if data coming from ‘Contracts’.

Contract Number CMS Contracts Displays the Contract Number

Project Title CMS Projects Displays the Project Title


Displays commencement date



Consultant Type CMS Selection/ Contracts

Displays the consultant type


Displays the consultant’s CMS number

Consultant Name CMS Registration Displays the consultant’s name

Currency Code CMS SLA Displays the Currency of the transaction.

Contract Days CMS Contract Balance For Time-Based contracts, it displays the number of days rendered. For Lump-Sum contracts, it displays the number of calendar days claimed ([Contract Number of Days] – [Number of Days assigned in a progress payment].

Contract Amount CMS Contracts Displays the contract amount in USD

Previous Year CMS Selection/ Contracts

Displays Previous Year




Contract Amount Assigned to Previous Year

CMS Selection/ Contracts

This displays Contract Amount Assigned to Previous Year

Current Year CMS Selection/ Contracts

Displays Current Year

Contract Amount Assigned to Current Year


This displays Contract Amount Assigned to Current Year

Subsequent Year CMS Selection/ Contracts

Displays Subsequent Year

Contract Amount Assigned to Subsequent Year


This displays Contract Amount Assigned to Subsequent Year

Status CMS Selection/ Contracts

Displays if the posting of the budget reservation and commitment is successfully executed or failed.







Auto-Create Staff Consulting Budget Status




Documents

CONSULTANT MANAGEMENT SYSTEM · CONSULTANT MANAGEMENT SYSTEM (CMS) 5 CMS Budget Adjustment Request b) Screen available for Budget Coordinator, use ADB Budget Core: Department Submission