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UCT
Course Fees Budgeting
IDU User Manual
Document Information
Version: 1
Version release date: 20/05/2019
Author: Wayne Claassen
Status: Status: Revised
TABLE OF CONTENTS
UCT ................................................................................................................................................................................................................................. 1
Course Fees Budgeting ................................................................................................................................................................................................ 1
IDU User Manual ........................................................................................................................................................................................................... 1
1 executive summary ................................................................................................................................................................................................ 3
2 accessing the system .............................................................................................................................................................................................. 3
3 login ........................................................................................................................................................................................................................ 3
4 module selection .................................................................................................................................................................................................... 4
5 navigation............................................................................................................................................................................................................... 6
5.1 browser tabs .................................................................................................................................................................................................. 6
5.2 header ............................................................................................................................................................................................................ 6
5.3 button bar ...................................................................................................................................................................................................... 9
6 Fee Budgeting summary – faculty/course view ................................................................................................................................................... 15
7 fees budget summary – faculty view ................................................................................................................................................................... 20
8 fees budget entry - courses ................................................................................................................................................................................. 23
9 use cases .............................................................................................................................................................................................................. 24
9.1 amend enrolments ....................................................................................................................................................................................... 24
9.2 Amend course fee ........................................................................................................................................................................................ 28
9.3 Amend enrolments - bulk ............................................................................................................................................................................ 30
10 exporting and importing enrolments/course fees/fee booklet switch ........................................................................................................... 33
10.1 fees budget entry-course module................................................................................................................................................................ 34
10.2 fees budget summary – faculty/course view ............................................................................................................................................... 42
11 Changing the fee booklet switch...................................................................................................................................................................... 49
12 Reports ............................................................................................................................................................................................................. 53
1 EXECUTIVE SUMMARY
This user manual explains the functionality of the IDU system in terms of performing a budget or forecast for UCT courses.
2 ACCESSING THE SYSTEM
The IDU system can be accessed by entering the following URL into a web browser that supports the IDU system. We recommend either Google
Chrome or Internet Explorer. Google Chrome is preferred.
https://report.uct.ac.za/
3 LOGIN
After entering the required URL and requesting a refresh the system will present you with a login screen where you are required to enter your
credentials.
In some instances, the system will bypass this screen and log you into the system with the Windows credentials of the currently logged in user.
4 MODULE SELECTION
The next step is to select the appropriate module where the course fee budgeting it to be performed. In some cases the correct module will be
selected based on your user setup.
The module selection can be accessed by selecting the following
The course fee budgeting and planning is located within a sub section of “Fee Budgeting” so click on “Fee Budgeting” to make the sub selections
available.
The sub modules have been ordered as follows:
• Fees Budget Entry-Courses – This sub section is accessed if you want to plan in a particular faculty for all it’s courses
• Fee Budget Summary-Faculty/Course View – This sub section is accessed if you want to see all courses across a rollup level such as the
whole of UCT. This view is course centric.
• Fees Budget Summary-Faculty View This sub section is accessed if you want to see all courses across a rollup level such as the whole of
UCT. This view is course faculty centric.
5 NAVIGATION
5.1 BROWSER TABS
The system opens new modules and various screens in a separate browser tab, so the user can easily toggle between them, e.g. The Financial
Entry/Enquiry module and the Fees Budgeting Summary – Faculty View module can be opened in different browser tabs and worked on in
parallel.
5.2 HEADER
The header section displays the module name and initial selections:
Company selection – This list will provide all the companies a user has access to. In the case of UCT for Courses Budgeting there is only one
company available in this selection.
Fiscal Set – This list will provide the fiscal sets that are available for interaction. Select the drop down to choose the relevant fiscal set; this will be
either a budget or a forecast. If the fiscal set has been closed by the administrator, you will be able to view the budget or forecast but will be
unable to make any changes. The fiscal set will always default to the latest Budget or Forecast set.
When the fiscal set is changed, the information will refresh and display the information specific to the changed fiscal set.
Course Structure - This indicates the current structure that is used when viewing the data. The structure can be changed by dropping down on
this list. There are two structures available
• Course structures
• Course and Career structure
Faculty – This indicates the current faculty you are viewing the data for. The user will only be able to see Faculties to which they have been
granted access.
Currency - Currencies defined will be reflected. At UCT only ZAR is applicable
Layout Profile - Layout profiles are setup by the administrator and linked to the user. A layout profile defines the columns and order of the
columns displayed on the screen. The user can have access to more than one layout profile, if access has been granted by the idu administrator.
Different layout profiles exist for every module.
5.3 BUTTON BAR
Expand All – Expands the screen to the lowest posting level, i.e. rentable unit
Expand Summaries – Expands the screen to the lowest summary level
Collapse All – Collapses the screen
Invert Structure – Inverts the current display
Search – Selecting the search option will allow for the search of a course on any field that is available in the system, using either the full code or
description or part thereof.
The system will indicate the list of items that match the search. Clicking on the item will highlight it on the list in yellow.
Export Page – Export the current page into excel at the level it has been expanded.
Budget Status – Indicates the budget status for this faculty.
Info – This button provides information (if populated) on the currently selected summary or posting level.
Reports – Access reports
Help – Access online help.
Refresh – Refresh the data on the screen by re-querying the database
6 FEE BUDGETING SUMMARY – FACULTY/COURSE VIEW
As mentioned before this sub section is accessed if you want to see all course units for a particular rollup level, e.g. UCT total. This view is course
centric and the user is able to drill down
Select the highlighted sub section. The screen should reload and present you with some default information based on the user access that has
been granted to you.
Perform the selections as explained in section 5.2 – HEADER.
Press the reload button.
The screen below is a summary for this particular rollup.
Click “Expand Summaries”
The system should provide the course data as it relates to the selected financial year and categorise the courses into the appropriate rollups are
can be seen below.
This view can also be alternated by changing the course structure as can be seen below.
Click on the “Reload” button to see an alternate view of the same course information.
Drill down futher by clicking on the appropriate level you require to drill down into.
The next level will show the courses categorized into the level you have just drilled down from.
Drill down further by clicking on the appropriate course
The next level of drill down can be viewed by clicking through again. This is the final level and shows the enrollments for the selected budget.
7 FEES BUDGET SUMMARY – FACULTY VIEW
As mentioned before this sub section is accessed if you want to see a faculty summary for a particular rollup level
Select the highlighted sub section. The screen should reload and present you with some default information based on the user access that has
been granted to you.
Perform the selections as explained in section 5.2 – HEADER.
Press the reload button.
The screen below is a summary for this particular selection.
Click through on a particular faculty code to see a further analysis
Click on “Expand All” to see an analysis for all courses in the selected faculty.
Click on the tab highlighted below to go back to the previous screen.
8 FEES BUDGET ENTRY - COURSES
This module is where all planning for courses at a faculty level will take place.
9 USE CASES
This section will cover the use cases that will be required in order to perform a budget or forecast.
9.1 AMEND ENROLMENTS
Amending an enrolment can be done using the Fees Budget Entry – Courses module. This module will present the faculties a user has access to
in a dropdown list and allow then to view and access courses in that particular faculty.
Select the module
Complete the appropriate selections as shown below and press the “Reload” button.
• Fiscal Set – The fiscal set you require to work in.
• Faculty – The faculty you require to work in
• Course Structure – select the course view structure you require to work in
You will be presented with a summarised screen for the particular faculty.
At this point you can drill down using the button bar as previously explained or drill down into individual items one by one. In this example I have
decided to drill down into course ACC1006F.
The following screen indicates the course as well as the enrollments I am planning to budget for in the current selected fiscal set.
I am now able to amend the enrolment count for this course by clicking into the appropriate month and changing the value.
After changing the value, please click out of the row for the new value to be saved. You will notice a “Loading” icon appearing while the data is
being saved and recalculated.
Click on the “Revenue view” tab to close it and return to the screen you navigated from.
To see the effect of the change you have just made. Click the “Reload” button.
9.2 AMEND COURSE FEE
Amending the course fee is possible and should be reserved for new courses only.
The course fee is accessed by drilling down into a course and clicking on the area highlighted below.
The faculty specific fee value is editable. Click into the cell and edit the price where appropriate.
Click out of the row for the value to change. As before a “Loading” icon will display whilst the data is stored.
9.3 AMEND ENROLMENTS - BULK
In 9.1. we explained the changing of an enrolment for a particular course. We will now explain how to change multiple courses on the same
screen.
Click on the highlighted button while working the “Fees Budget Entry-Course” module. This button is called “Budget Type Capture view”
You will be presented with a view where you are able to drill down into specific level to expose all the courses in that level for editing.
Highlight the appropriate cell for editing.
Saving data is done by navigating out of the row you have completed editing.
10 EXPORTING AND IMPORTING ENROLMENTS/COURSE FEES/FEE BOOKLET SWITCH
It is also possible to export and import enrolments, course fee for the current plan and the switch to indicate whether the course fee will be
included in the UCT Fee booklet . This allows the user to take the data offline in an Excel environment and import it once complete.
10.1 FEES BUDGET ENTRY-COURSE MODULE
Click on the highlighted button while working the “Fees Budget Entry-Course” module. This button is called “Budget Type Capture view”
On the next screen, click on the “Export” button
This will generate/download an Excel file with the existing data. Please note that sometimes the excel file will not be available if you have
“popup blockers” enabled in your browser. Please ask IT to assist in this instance.
Open the excel file and edit the appropriate enrolment columns. Please note that only columns U, AG and AJ – AU, AX will be updated during the
import back into the system.
Once complete, save the file and import as follows.
Press the “Import” option.
Press the “Choose File” on the following screen.
Once the file has been selected, press the submit button
The import will go into the job scheduler queue and wait for the next available slot to be processed.
Job status will change to “Busy” once processing started.
Job status will change to “Complete” once done
10.2 FEES BUDGET SUMMARY – FACULTY/COURSE VIEW
Click on the highlighted button while working the “Fees Budget Summary-Faculty/Course” module. This button is called “Budget Type Capture
view”
On the next screen, click on the “Export” button
This will generate/download an Excel file with the existing data. Please note that sometimes the excel file will not be available if you have
“popup blockers” enabled in your browser. Please ask IT to assist in this instance.
Open the excel file and edit the appropriate enrolment columns. Please note that only columns U, AG and AJ – AU, AX will be updated during the
import back into the system.
Once complete, save the file and import as follows.
Press the “Import” option.
Press the “Choose File” on the following screen.
Once the file has been selected, press the submit button
The import will go into the job scheduler queue and wait for the next available slot to be processed.
Job status will change to “Busy” once processing started.
Job status will change to “Complete” once done
11 CHANGING THE FEE BOOKLET SWITCH
As part of the optional data linked to each course is an indicator as to whether a course is to be included in the fee booklet.
This switch can be amended as follows by clicking on the “Info” button as show below.
One the next screen towards the bottom, select “COURSE OPTIONAL FIELDS”
Find the Fee Booklet optional field and change it to the appropriate value before pressing the “Save” button.
12 REPORTS
In order for run the report please click the button below on the navigation screen.
A categorised list of reports will be displayed. Click the highlighted crosshair to expand the list of reports.
The report list will appear. Run a report by clicking on the desired report.
The selected report is rendered. You are now able to print or export the report. To export the report click the icon highlighted below and select
the appropriate export format.
