IBM Cognos TM1 Training for BCIT Budget …...IBM Cognos TM1 Training Updated May 27,2010 BCIT CONFIDENTIAL 3 Purpose To provide an overview and detailed training of the Budget aspect

IBM Cognos TM1 Training

Updated May 27,2010

BCIT CONFIDENTIAL

1

IBM Cognos TM1 Training for BCIT – Budget Managers

May, 2010

Prepared by: Elaine Zitner


Updated May 27,2010

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Table of Contents

Purpose ....................................................................................... 3

Expected Outcome........................................................................... 3

Training Outline ............................................................................. 3

Demo #1 - Navigation, Select non-staff Organization Code ............................. 5

Exercise #1 – Getting There – Login and View Main Screen ............................ 7

NON – STAFF ACCOUNTS ................................................................... 8

Demo#2 – Budget - Periodic Entry Navigation ........................................... 8

Exercise #2 –Find a Variance ............................................................. 12

Demo #3 –Validate and Redistribute Non Staff Accounts .............................. 13

Exercise #3 –Validate and Redistribute Non Staff Accounts ........................... 19

Demo #4 – Create an Itemized Account, Copy and Paste from Excel ................. 20

Exercise #4 – Create an Itemized Account ............................................... 22

Exercise #5 – Resolve Non-Staff Account Variances - Production ................... 23

STAFF ACCOUNTS ...................................................................... 24

Demo #6 – General Labour Information Navigation ................................... 24

Exercise#6 – Locate Labour information ................................................ 27

Demo #7 – Modify an Employee Entry ................................................... 27

Exercise #7 – Modify Employee Information ............................................ 31

Demo #8 – Add a New Employee ......................................................... 32

Exercise #8 – Add a New Employee ...................................................... 37

Exercise #9 – Resolve Staff Account Variances in One Organization Code ........... 38

Demo #10 - Submit Completed Budget .................................................. 39


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Purpose

To provide an overview and detailed training of the Budget aspect of BCIT’s new Budget and Forecasting System, Cognos TM1 to the Operations Managers. This training will provide the base necessary for immediate and future uses such as forecasting.

Expected Outcome Knowledge and understanding of the below to enable you to produce a calendarized budget that balances with your approved annual budget.

TM1 Contributor Navigation How to spread non salary items using the application spread feature,

manually or by cutting and pasting from excel Creating an itemized account Labour information and locations to manage it How to change data relating to staff accounts How to add a new employee for planning purposes

Training Outline

Time Min Item

9-9:15 15 Intro – Project Status, Course Objectives

9:15 9:25

10

Demo #1 - Navigation, select non-staff organization codes

Web address

Login/Logout

Navigation

9:25 9:35

10

Exercise #1 - Getting there – Login and View Main Screen

9:35-9:50

15

Demo #2 - Budget – Periodic Entry Navigation

Application buttons and toolbar navigation for Contributor Screen

Application buttons and toolbar navigation for Periodic Entry Screen

Review data

Identify an account with a variance

9:50- 10:00

10 Exercise #2 - Find a Variance

10:00- 10:15

15

Demo #3- Validate and Redistribute Non Staff Accounts

Change data manually changing

Change data using the application spread function function

Undo/Redo

Reset Data

Logout


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10:15-10:30

15

Exercise #3 - Validate and Redistribute Non Staff Accounts

10:30-10:45

BREAK

10:45- 10:55

10

Demo #4 - Create an itemized Account, Copy and Paste from Excel

Create an Itemized Account

Copy and Paste from an excel file

10:55-11:10

15

Exercise #4 - Create an Itemized Account

11:10- 11:40

30

Exercise #5 - Resolve Non Staff Account Variances – PRODUCTION

11:40- 12:00

Demo #6 - General Labour Information Navigation

Locate Labour Information

Navigation Budget – Periodic Entry and Labour Related Tabs

12:00-1:00

20 LUNCH

1:00-1:10

15

Exercise #6- Locate Labour Information

1:15- 1:30

15

Demo#7 - Modify an Employee Entry

Redistribute Staff Account Variances using Modify Employee Tab

Identify a Labour Account with a Variance

1:30- 1:50

20

Exercise #7- Modify an Employee Entry

1:45- 1:55

10

Demo #8 – Add a New Employee

Add a New Full Time Employee

Add a Lump Sum for Part Time Studies

1:55- 2:15

20

Exercise #8 – Add a New Employee

2:15-2:30

BREAK

2:30-3:30

Exercise #9 – Resolve Staff Account Variances in One Organization Code – Production

3:30-4 Demo #10 – Submit Completed Budget


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Demo #1 - Navigation, Select non-staff Organization Code

Objective:

Login to TM1 Contributor

Review and understand the main page toolbar

Review and understand general navigation

Review and understand the contributor screen **********************************************************************************

1) Open Internet Explorer 2) https://tm1webtest.ad.bcit.ca:8443/pmpsvc 3) Bookmark the URL 4) Login/Logout

Incorrect User Name or Password gives you the below

Correct Login

5) Left Click on the budget spreadsheet

The budget information was loaded from Banner and is based on the department’s 2010/11 approved budget. Each department will update and submit their “Budget” annually while the “Forecasting” will be updated monthly once the forecasting process has been established. The first forecast will be done at the end of June.

Do Not Use These Set Priorities Open Application

https://tm1webtest.ad.bcit.ca:8443/pmpsvc


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6) Left click to select/open an organization Code You can review and update more than one code at a time by opening multiple windows but each window only shows one code

Definitions Contributor– Individuals who create and update budget information Reviewer - Individuals who review the submitted data and where necessary reject the submitted data, may be the same person at the moment. Organization Code and Description – These are existing budget organizations Status Information

State: Indicates if someone has updated the code and if so where they are in the process (table below) Ownership – Indicates which individual has taken ownership. Once an individual has taken ownership of a worksheet not one else can make changes until the sheet is in “ready mode” again Reviewer – Shows who will review once the sheet is submitted Last Data Commit – Indicates the last time the data within the sheet was committed (saved)

Application Back Button - Use the “Back Button” within the application rather than the Web browser Help – General Application Help, not specific to BCIT User Instructions – This area can be used to communicate important information to users and may be used by BCIT at a later date.

Organization Code and description

Status Information

Contributor

Reviewer

User Instructions

Help


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State Codes

Icon State and description

Not started

The node has not been opened and the data has not been changed or saved.

Work in progress

The user has taken ownership of the node and data in this state can be submitted for

review.

Locked

The data was submitted and the item was locked. Data in this state is read-only. If an

item is rejected, its state returns to work in progress.

Incomplete

At least one item belonging to this item is Not started, and at least one other item is in a state of Work in progress, Locked, or Ready. Data in this state was aggregated. The

Incomplete state applies only to review items.

Ready

All items belonging to the reviewer are locked. The data is ready to be submitted to the

next level in the hierarchy.

Exercise #1 – Getting There – Login and View Main Screen

1) Open Internet Explorer 2) https://tm1webtest.ad.bcit.ca:8443/pmpsvc 3) Bookmark the URL and set the name to “TM1 Training” 4) Login 5) Select “Budget” 6) Logout 7) Flip over your card when you are done

***********************************************************************************

https://tm1webtest.ad.bcit.ca:8443/pmpsvc


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NON – STAFF ACCOUNTS

Demo#2 – Budget - Periodic Entry Navigation Objective:

Review and understand selecting an organization code

Detail navigation of “Budget – Periodic Entry” screen

Understand where the data came from

Identify an organization code with a variance to be used in future exercises

Review reference sheet ******************************************************************

1) Login 2) Left click “Budget” 3) Left click the specified (post it note) organization code 4) Click in the “Budget- Periodic Entry” Tab

“Budget – Periodic Entry” - General Navigation


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Ownership - To make changes to data, you must first take ownership which will change the Status Information in the main screen to “Work in Progress” and your name will appear under Ownership. When you open a worksheet the cells will be grey shaded meaning that the worksheet is read only. You cannot take ownership of a worksheet that is locked.

Reset Data or View - You can save or discard any changes you make to the data or layout. Any changes you make are kept the next time you open TM1 Contributor. This button allows you to reset the View or the Data or both. Re-setting the data removes all uncommitted changes. USE WITH CAUTION.

Undo and Redo - Undo the last data change. Data change actions can have an effect beyond the cells that are visible. Consolidated values, rule-calculated values, cells included in Data spreading, or even cells in different views can all be changed as a result of making a data value change in one cell. When you undo these actions, all effected values are also changed, even in cells not visible on the active screen. Once a data change has been undone, you can restore the change by hitting redo. Re-calculate - Updates and recalculates data in the view. Data changes are not committed back to the TM1 server until the data is committed or submitted

Ownership Reset Data or View Re-calculate

Undo and Redo


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Submit - Submitting data commits the data then makes it public, locks the node from further changes, and alerts the reviewer that the data is ready to be reviewed. Submitting a worksheet updates the entire organization code, not just the worksheet you were working on. Once you submit the status will change to “Work In Progress”. Reject - As a reviewer, you can reject a submitted contributions. Commit - When you enter or change data, the changes are only visible to you until you commit the changes. Committing data makes it public, but does not lock it from additional changes. Budget Periodic Entry Screen

Tabs

Dimensions Bar

2010/11 Departmental account codes and totals within an organization code

Submit Reject Commit

Variance


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Budget- Periodic Entry - Reference Definitions

Tabs - represent different views of data within the application

Dimensions Bar - indicates which dimensions are being displayed in the rows and columns and the data context. To reset the original view or data click the reset button and select either reset view or reset data. 2010/11 Departmental account codes and totals within an organization code – Data was imported from BANNER and is based on codes for approved items from the 2011 approved budget. These can collapse and expand by clicking the (+) or (-). The 2010/11 approved budget Data was loaded into the system automatically and is based on the 2010/11 approved budget approved April 2010.

Full Year - is the sum of the monthly entries for the specific line item. Approved Budget - is data that was loaded by the system based on the approved annual budget in Banner.

Monthly Budget – the data for revenue and non salary expenses found in the body of the table is based on historical information taken from BANNER. If there was no historical information for a specific budget item that item will appear in the “Approved Budget” column only, there will be no data in the “Full Year” column in the leading to a variance. The approved budget amount will need to be allocated. The labour related information came from HR Jobs in Banner. ***************************************************************** Shaded Grey Cells are un- editable and exist for one of 2 reasons

1) you do not have ownership of the data 2) it is a calculated data value (itemized account or labour

information would need to be updated to change the data) Green numbers the user typed text and used the tab key, arrow keys or mouse to move within the grid, once re-calculated the data will become blue and once committed it will become black. Blue numbers means the user has pressed the Enter or Recalculate but the data remains uncommitted, once committed the data will become black. Black numbers means the data has been committed (saved). Bold Numbers are aggregate totals of other line items and will only change as a result of other data changing, you cannot edit them directly


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5) Identify a non staff account line item that has a variance

Budget data was loaded from the approved 2010/11 budget from BANNER as at May 11. The data was spread automatically by the system based on historical data from BANNER 2009/2010 actuals if they existed. If there was no historical information for a specific budget item the budget item will appear in the “Approved Budget” Column only, leading to a variance between the “Full Year” and the “Approved Budget”. Any variance will need to be investigated and re-allocated.

6) Note the account you have identified, it will be used for the next exercise 7) Logout

***********************************************************************************

Exercise #2 –Find a Variance

Objective:

Login

Navigate to the “Budget – Periodic Entry” tab

Identify an organization code with a variance to be used in future exercises

Flip over your card when you are done


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Demo #3 –Validate and Redistribute Non Staff Accounts Objective:

Change data in the “Budget – Periodic Entry” Screen manually

Change data in the “Budget – Periodic Entry” Screen using the equal spread and the proportional spread application function

Use Undo to remove the last change, then redo

Reset data to remove all the changes you made

*************************************************************

1) Login 2) Left click budget 3) Left click the organization code you identified in exercise #1 4) Click on the Ownership button of the “Budget- Periodic Entry” sheet (the cells

now become white and editable), note that the progress in the main screen will change and your name will appear as the owner

Main View Status

Budget – Periodic Entry by

Ownership


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5) Locate the accounts identified in Demo #2.

Generally as a result of the “Full Year” (an aggregate of 12 months) does not equal the amount in the Approved Budget column. Approved budget data as loaded from Banner as of XYZ date. Monthly data was loaded from ABC and is based on data/pattern from 2009/2010 Once re-distributed there should be 0 variance and the “Full Year” should equal “Approved Budget”

6) To update data manually, click in the cell and key in the new data. The data will be green


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7) Hit the re-calculate button, any associated and aggregated cells will change to blue and will remain blue until you either Commit or Re-set data

******************************************************************* Use the application spread function

8) Right Mouse Click in the “Full Year” column of the account item you are

updating to use the application spread function.

9) Move your mouse to “Data Spread”

10) Select Data Spread Method. We will review equal and proportional spreads

a. Equal spread – will distribute the total amount equally over the identified period, in this case 12 month

i. Enter the annual budget information ii. Check the box saying Right

iii. Check the box saying Replace iv. Click Apply


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v. Recalculate

vi. Review Results - note that the changed figures are now blue. The variance is zero and the budget has been spread equally over each month.

Enter the $$ amount to be distributed

Select the direction of the instruction

Select Action Type

Apply

Re-calculate


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b. Proportional Spread – if there is data pertaining to the specific line item, you can spread the information based on that predefined proportion. Example, increase office stationary from $3,900 to $5,000 as a result of increasing part time employees.

i. Enter the annual budget information

ii. Check the box saying Right iii. Check the box saying Replace iv. Click Apply v. Observe that the $5000 has been spread according to the

historical pattern

Enter the $$ amount to be distributed

Select the direction of the instruction

Select Action Type

Apply


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11) Recalculate

12) Review Results in the “Budget – Periodic Entry”. **Note** that the changed figures are now blue. The variance is zero and the budget has been spread equally over each month.

View of the equal and proportional spread changes


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13) Click the undo button to undo the change

14) Click the redo button to redo the previous undo

15) Reset the data removes all uncommitted changes

Exercise #3 –Validate and Redistribute Non Staff Accounts Scenario – Sally Jesse is validating budget spread information and noticed there is a variance in account 7315 - Computer Equipment repairs and maintenance of $4,500. She has decided that this cost should be spread equally over the full year. She also noticed a variance in account 7830 – Membership – Institute of $9,270. She knows that this fee is actually paid quarterly. Spread both of these variances based on earlier exercises.

Flip over your card when you are done.


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Demo #4 – Create an Itemized Account, Copy and Paste from Excel Objective:

Add Itemization to an account to add additional detail to a line item

Cut and Paste from Excel ************************************************************* 1) Select a non-salary line item for example 9340 – Conference registration 2) Right click in any month 3) Select “Drill”

4) A blank Cube View will open

5) Open Excel File – Conference Registration 2010 6) Copy Excel Data (Highlight, right mouse click, copy). Note that the column and row

headings must align to the column and row headings in the blank cube view


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7) Return to the blank cube view in TM1 Contributor 8) Click in the blank cell that you want to Paste the data into

9) Right Mouse click and choose ``Paste``

10) Save and Recalculate the newly created itemized list to apply changes to the

organization code, line items will become dark blue


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11) Close the cube view 12) Return to the “Budget – Periodic Entry” sheet 13) Recalculate – note that the line items are now dark blue AND shaded grey. The grey

shading means that you can no longer update this line item at the Budget- Periodic Entry level. To make changes in the future you will need to update the itemized account.

14) Commit your changes to be able to access the itemized list in the future

Exercise #4 – Create an Itemized Account Objective:

Create and submit an itemized account based on the below scenario. Scenario- Peter Johal would like to add itemized information relating to the $1,390 budgeted in account 6180 – Other Consumables Under $500. He knows that his department will spend:

$425 in May on Yoyo’s

$300 in Jan on solar light bulbs

$250 in March on Green decorations

$415 in October on Halloween decorations Flip over your card when you are done.


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Exercise #5 – Resolve Non-Staff Account Variances - Production Objective:

Resolve the non staff variances in at least one organization code the production environment.

Working on your own or with a facilitator, review each of your organization codes and work through adjusting all variances using the steps provided in Exercise #2.

1. If there is NO variance, validate the spread and update it as needed. Note: Spreads were done based on historical data.

2. If there IS a variance you will need to determine the reason and re-allocate the funds over 12 months

i. Understand why there is a variance ii. Decide how it should be allocated. Eg equal over 12 months,

quarterly, semi-annually etc. An equal spread will be the easiest iii. Spread the data (details below)

Please remember to keep track of any issues, questions or recommendations either by documenting on your own or letting one of the facilitators know.

Remember - Non Staff Accounts

Save/Commit changes periodically

``Reset Data” and “Reset View” are your friends

Commit vs. Submit – Commit saves the data changes, Submit notifies the reviewer and locks the data (no further changes)

If you accidentally submit please let your reviewer know and they can easily reject the submission

Text color o Green means the user has typed text and used the tab key, arrow keys or

mouse to move data within the grid o Blue text means the user has pressed the enter key or recalculated o Black text has been committed (saved) o Bold text is an aggregate o Grey Shaded is un-editable

Always re-calculate after making changes and before closing a window or if you see a blank view. WHEN IN DOUBT - RECALCULATE

Allowances are not included in labour model therefore they would be reviewed in the non salary area

To save an itemized account you must commit it


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STAFF ACCOUNTS

Demo #6 – General Labour Information Navigation Objective:

Locate labour information (includes items related to salaries and benefits NOT overtime or allowances, these are non staff accounts)

Navigate and understand relationship between “Budget Periodic Entry” Tab and Labour related tabs using Labour and Employee Tabs

NOTE** Labour information cannot be updated in the “Budget-Periodic Entry” tab. You will have to update the related labour information.

Budget- Periodic Entry - Note that although you have taken ownership of this organization code, you cannot change labour related information at this level

Budget - Labour Summary – Summarizes employees associated with this organization code. ** Note** you cannot edit within this tab


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Right Click on any employee to modify or view additional details

Employee Information at the individual level


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Budget - Modify Employees – Tab that allows you to update data and view multiple employees within the same tab

Budget – Add Employees - Is where you will add a new employee to an organization code. ** NOTE** you will have to select the appropriate “Program” and “Fund” to be able to edit


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Exercise#6 – Locate Labour information Scenario – Jane had some very complex project needs last year which has lead to some confusion around the budget figures for 2010/11.

1. Identify the approved 2010/11 salary budget 2. Identify all accounts that have a variance 3. Detail the cause of the $9,443.87 variance in the Salaries column

Demo #7 – Modify an Employee Entry Objective:

Redistribute staff account variances using the modify employee tab

Identify a labour account code with a variance to be used in future exercises

**********************************************************************

1. Login to Contributor 2. Select the Budget Application 3. Select your specific Organization Code 4. Take ownership of the data in the “Budget- Periodic Entry” sheet, the Status in

the main view will change to “work in progress” with your name. 5. Identify a staff code with a variance, for example 51-Permanent Salaries has a

variance of $136,990.


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6. Click the ``Budget Labour Summary`` Tab to view a summary of employee information applicable to that organization code. You cannot update information directly in the summary tab (grey).

7. Right Click on the employee whose information you want to edit or view

8. Select Drill

9. Select “Budget - Modify Employee”


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10. Edit employee information in the white cells. You must choose either Hours or FTE and then select the appropriate Job Table Grade, Step, or Salary Adjustment cells based on the reference table provided, Salary and Org Default Reference.xlsx . **NOTE** – An employee needs to be either Hourly or FTE, however not both.

11. Example – Employee 1 has changed jobs and salary will change as of May 1st from the top of Grade C, Step 16 ($73,379) to Grade D Step 8 ($75,154). **Note** Grade must be 0D (not D) and Step must be 8 (not 08) and that Job Table is not case sensitive


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12. Recalculate the information. Notice the cells that have been updated are now blue

13. Click into the “Budget - Labour Summary” tab and recalculate

14. Click into the “Budget – Periodic Entry” Tab and recalculate. Notice that all relevant individual accounts and the related aggregates have been updated (blue)


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15. Reset the data

Exercise #7 – Modify Employee Information Employee #3, an existing employee has requested a change in his employee agreement. His current status is Table SS (GEU Support Staff Salary), Grade 07 and Step 3 ($46,042). Based on his family needs he needs to work part time for Jun, Jul and Aug and from Sept to Dec he will go on an hourly wage and work for 40 hours per month. Based on his old salary he should be paid $28.21 per hour. Please update Employee #3 based on the information provided in the scenario and using the “Salary and Org Default Reference Sheet” located on your desktop to locate the correct job table, grade and step. Flip over your card when you are done.


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Demo #8 – Add a New Employee 1. Select the “Budget - Add Employee” tab 2. Select the appropriate Program code 3. Select the appropriate Fund code If you aren’t sure which Program and Fund code to select the information is available in the “Budget - Periodic Entry” tab. Example Program: 194 – Full time Education Administration and Fund: 101-Burnaby Campus.


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4. Re calculate – the screen will be blank until you re-calculate

**NOTE** You will not be able to add employee information until you have selected both a Program Code, Fund Code and recalculated.

5. Insert Employee Name and Employee Account and where possible the Employee ID and Employee PCN

6. Select Hours OR FTE 7. Enter the applicable Job Table, Grade and Step OR Salary Adjustment

a. Table, Grade and Step example: Thomas James is a new FTE starting full time in June, as part of the SS, Grade 5 and Step 2.

**NOTE**

i. You can copy and paste to the right rather than keying in the information for each month. You must indicate if the employee is an FTE or Hourly before recalculating in order for the system to populate

ii. The Job Table is not case sensitive, iii. Grade is 05 (not5) and iv. Step is 2 (not 02)


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b. Salary Adjustment example – The school of business anticipates needing $40,000 for salaries for Part Time Studies in the summer months. In this case use Salary Adjustment. **NOTE** you must still select either FTE or Hours and enter the appropriate Employee Account.


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8. Recalculate at the “Budget – Add Employee” level

FTE/Salary – Thomas James

Salary Adjustment – Biz School PTS


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9. Click into “Budget – Modify Employees”, both Thomas James and BIZ school PTS have been added and can be modified from here

10. Click back into “Budget – Labour Summary”, notice Thomas James and Biz School PTS have been added to the staff compliment

11. Recalculate


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12. Click into the “Budget- Periodic Entry” 13. Recalculate. **NOTE*** BLUE in this case does not mean that ALL the cells have

been changed

14. If you add an employee to the wrong program and or fund code you can reset the data and view back to N/A as long as the data has not been committed

Exercise #8 – Add a New Employee David is preparing his budget for 2010/11, he knows Jan (Employee 1) will be going on Maternity leave for 9 months starting in May 2010. She will be replaced by Marty (new employee) who will begin his contract on April 15th ,2010 (so Jan can help train him) and will complete the contract in 11 months. Marty will be paid at the same job rate as Jan but one grade lower.

1. Update employee information relating to Jan 2. Create a new employee for Marty 3. Recalculate 4. Commit the changes

Flip over your card when you are done.


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Exercise #9 – Resolve Staff Account Variances in One Organization Code Objective:

Update labour information in one organization code that has staff – PRODUCTION

Balance the variances in that organization code that has staff - PRODUCTION

+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ Working on your own or with a facilitator review the detailed information relating to employees within each code Flip over your card when you are done.

Remember – Staff Accounts

When adding a new employee you must select the appropriate Program and Fund then recalculate before you can enter information

Make sure to include the appropriate Employee Account information and if the the new/changing employee is an FTE ( full time employee) or on an hourly wage

Use the reference tables provided to select the correct job table, grade and step

You cannot delete an employee once a record has been created BUT you can make their FTE and/or Hours 0. This means that their data will not be calculated or included in any other worksheet.


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Demo #10 - Submit Completed Budget Once the budget has be validated and updated for both salary and non salary accounts including salary information there should be no variances (slight exceptions in the salary portion are acceptable). 1) Committing the data will change it from blue to black

2) Click the Submit button to submit the completed budget to the appropriate reviewer


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3) Click Yes

4) State screen appears as seen below. You can no longer make changes to this

organization code. If you have accidentally submit the data please call the reviewer and have them reject the worksheet so you can continue to work on it.

Documents

IBM Cognos TM1 Training for BCIT Budget …...IBM Cognos TM1 Training Updated May 27,2010 BCIT CONFIDENTIAL 3 Purpose To provide an overview and detailed training of the Budget aspect