Sample of Kent's Work

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Indian and Northern Affairs Canada (INAC)


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INAC FSR Business Requirements Business Requirements

Document Change Control

Version Date of Issue Comments Author

0.1 March 24, 2009 Initial Draft Kent Lysell0.2

0.3

CIDM # XXX Last updated: 13/04/2011 06:28:00 PM Page 3 of 113


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Table of Contents

Introduction .............................................................................................8

Scope ............................................................................................................................................8Business Objectives ..................................................................................................................... 8

Process Overview .................................................................................... 9Introduction ..................................................................................................................................9Overview - As Is ..........................................................................................................................9

Swimlane Diagram To Be .......................................................................................................10

Activity ...................................................................................................................................... 10

Appendix A Use Cases ....................................................................... 13UC 1.1 CFO Sends Call Letter to All RC Managers ..............................................................13

Process Steps ..........................................................................................................................13UC 1.2 RC Manager Opens Up EP Workflow and EP Contributor and Views Their RCMs

Financial Data on the Financial Summary and RCM Plan Tabs ............................................... 13Process Steps ..........................................................................................................................14

UC 1.3 RC Manager Opens Up RCM Plan - OM Tab Within EP Contributor and Identifies

and Records RCM Plans for Remainder of Fiscal Year ............................................................ 14

Process Steps ..........................................................................................................................15UC 1.4 RC Manager Opens Up Anticipated Transfers Tab Within EP Contributor, Identifies

Outstanding, Unrecorded Transfer Opportunities and Enters This Data into the Anticipated

Transfers Tab ............................................................................................................................. 15Process Steps ..........................................................................................................................15

UC 1.5 RC Manager Opens Up Anticipated Expenditures Tab Within EP Contributor,

Identifies Unrecorded Anticipated Expenditures and Enters This Data into the AnticipatedExpenditures Tab ....................................................................................................................... 16

Process Steps ..........................................................................................................................16

UC 1.6 RC Manager Opens Up Variance Explanation Tab Within EP Contributor, AnalyzesVariances and Reduces Them to Zero ....................................................................................... 17

Process Steps ..........................................................................................................................17

Appendix B Products .........................................................................19EP 1.1 Contributor Workflow .................................................................................................19

EP 1.2 RCM Plan ....................................................................................................................20

Business and Content Rules ...................................................................................................20

EP 1.3 Anticipated Transfers ..................................................................................................22Business and Content Rules

................................................................................................................................................ 22

EP 1.4 Anticipated Expenditures ............................................................................................24Business and Content Rules

................................................................................................................................................ 25

Business and Content Rules................................................................................................................................................ 26



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EP 1.6 Variance Explanation ..................................................................................................30

Business and Content Rules

................................................................................................................................................ 30

Appendix C BI Reports ..................................................................... 33BIR-1 RCM Plan ........................................................................................................................33

General Requirements ............................................................................................................33

Design Requirements ............................................................................................................. 33

Data Requirements .................................................................................................................36BIR-2 Anticipated Transfers ......................................................................................................43



Data Requirements .................................................................................................................47

BIR-3 Anticipated Expenditures ................................................................................................53



Data Requirements .................................................................................................................57BIR-4 Financial Summary .........................................................................................................63


Design Requirements ............................................................................................................. 64Data Requirements .................................................................................................................66

BIR-5 Variance Explanation ......................................................................................................74



Data Requirements .................................................................................................................77Appendix D BI Cubes ........................................................................ 83

General Requirements and Benefits ...........................................................................................83

Overview ....................................................................................................................................83

BIC-1 RCM Plan ........................................................................................................................85General Requirements ............................................................................................................85

Design Requirements ............................................................................................................. 86Data Requirements

................................................................................................................................................ 88

Other Requirements ............................................................................................................... 91BIC-2 Anticipated Transfers ......................................................................................................92


................................................................................................................................................ 92


Data Requirements................................................................................................................................................ 95



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Other Requirements

................................................................................................................................................ 96

BIC-3 Anticipated Expenditures ................................................................................................97General Requirements ............................................................................................................97

Design Requirements ............................................................................................................. 98Data Requirements

.............................................................................................................................................. 100

Other Requirements

.............................................................................................................................................. 101

BIC-4 Financial Summary ....................................................................................................... 102

General Requirements ..........................................................................................................102

Design Requirements ........................................................................................................... 103

Data Requirements

.............................................................................................................................................. 105

Other Requirements.............................................................................................................................................. 107

BIC-5 Variance Explanation ....................................................................................................108

General Requirements ..........................................................................................................108

Design Requirements ........................................................................................................... 108

Data Requirements

.............................................................................................................................................. 110

Other Requirements

.............................................................................................................................................. 112



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Introduction

Scope

IBM Cognos Enterprise Planning tool (EP) provides a number of capabilities which will supportthe financial planning process. The diagram below provides an overview of the various INACfinancial planning sub-processes involved.

Dept ResourcePlanning

ARLUManage

ment

InitialBudget

Allocation

In Year Financial StatusReporting

Risk Management (Pressures,Surpluses, Cash Mgmt)

Budget Tsf, Supps,Reallocations

Year End

Based on a preliminary review of these processes, the in-year financial status reporting (FSR)

sub-process is the first candidate for initial EP development. As noted in the Business

Opportunity Proposal, this sub-process is well suited for the following reasons:

The data is easily accessible;

The EDW team is very familiar with the process;

The EP solution can be controlled centrally and rolled out selectively;

The timelines for rollout can be met; and

Automating the process can provide significant benefit relative to the current approach.

The financial status reporting work can leverage the existing BI work done to support FSR and

therefore should have minimal impact on the EDW and existing datamarts.

Business Objectives

The current FSR process is supported by a number of Cognos-based reports and analytical cubes.This requirement will continue to build on the existing tools and will leverage the Enterprise

Planning (EP) product to achieve the following:

a) To provide an alternative to black books and spreadsheets for managers and directors to

manage and track their planned (i.e., not recorded in OASIS) financial activities on a

daily basis;b) To support the monthly gathering of forecast-related information from each responsibility

centre across the organization;c) To create an integrated and streamlined process that leverages technology to provide

management with reliable, accurate and timely information to support strategic in-year

resource decisions; andd) Will provide managers with key financial and operational information in support of the

accountability framework for resources entrusted to them



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It is the official framework for reporting on financial status and resource utilization to the

departmental Financial Management Committee (FMC).

Process Overview

Introduction

The Financial Status Reporting (FSR) process is currently designed to obtain and communicate

financial forecasting information from across the department to the Finance group for thepurposes of:

a) Confirming the finances and the financial situation of each RCM;

b) Forecasting spending to the end of the year;c) Identifying funding pressures;

d) Identifying surplus funds available for transfer to other priorities;

e) Identifying needs to transfer funds between votes; and

f) Identifying cash management requests.

Overview - As Is

A FSR Call Package is sent out by Finance to each RCM beginning in June of each year. The

purpose of the Call Package is to provide the framework for completing the FSR, with the firstreporting period starting in September. Other months where this FSR process takes place and

where there may be further iterative changes are October, December, January, February and

March.

The package includes financial information generated from the Integrated Financials System

(IFS) datamart using Cognos reporting tools and provides each recipient with their currentfinancial status i.e., actual expenditures, current budget, commitments, obligations and freebalance.

The packages are received by each Responsibility Centre Manager (RCM) or Director whoconfirms the financial status for their responsibility centre(s), updates their forecasted spending

to the end of the year and identifies funding pressures or surpluses. Funding variances due to

funding pressures or surpluses (free balance less forecasted expenditure) are then addressed

through internal transfers or cash management.

As each Manager or Director completes their FSR package i.e. submits their final numbers -

the results are rolled up and reviewed by the next level in the organizational hierarchy. Forexample: each package of RC Managers FSRs is consolidated to, and reviewed at, the Regional

level by the DG; each package of DGs FSRs is consolidated and reviewed at the departmental

level by ADM.

Remaining or unexplained funding variances not managed within a managers or DGs domain

are passed up to the next level of the hierarchy, and it is at this higher level where alternative

means for offsetting funding variances such as internal cash management or external budget and



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vote transfers may be used.

After all organizational levels have completed their FSR updates, Finance then reviews theresults and puts together a Summary Report for review and action by the FMC.

Swimlane Diagram To Be

Activity

Step 1.0 CFO Sends Call Letter to All RC Managers:

Call Letters are sent out to all RC Managers in select months of the fiscal year, which are

September, October, December, January, February and March, and this instructs the RC

Managers that they are to start the FSR updating process.

Step 1.1 Review Financial Data:RC Managers open up Enterprise Planning Contributor and view their RCMs to become familiarwith Actuals, Commitments, Obligations and Free Balances. The tools that are available for them

to view the financial information are EP Contributor RCM Plan and Financial Summary. In

addition, the RC Manager can use the following tools for more information: the BI Reports

RCM Plan and Financial Summary; and BI Cubes RCM Plan and Financial Summary



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Step 1.2 Identify and Record RCM Plans:

The recording of RCM Plans is the first of the four pieces of information entered in by the RCM

Manager. In EP Contributor, the RC Manager opens up the RCM Plan tab and fills in their plansin thePlan column, which is associated with other fields of data populated from Oasis such as

Auth-BA,Planning Objects,Authority Description,Budget Activity Description,Budget,

Anticipated Transfers,Revised Budget,Plan,Actual, Obligation, Commitment, SoftCommit,RemainBalance,AnticipatedExpenditures, TotalForecastandPlanForecast.

In addition to viewing the financial information on the RCM Plan tab, RC Managers can use the

BI Report RCM Plan and BI Cube RCM Plan to assist in providing the necessary informationin order to complete the entering in of their plans.

Step 1.3 Identify Unrecorded Transfers:

Identifying and recording anticipated transfers is the second of four pieces of information entered

into the FSR by the RCM Manager. After identifying all unrecorded, anticipated transfers, the

RC Manager opens up the Anticipated Transfers tab in EP Contributor and inputs each transfer

associated with an Auth-BA code and fills in additional fields of data such as:Project Code,Amount,Budget Transfer Type,RCM Explanation, Sector or Corp Contact,From Reg or Sector

and To Reg or Sector.

RC Managers can use the BI Report Anticipated Transfers and BI Cube Anticipated

Transfers to assist in providing the necessary information in order to complete the entering in oftheir plans.

Step 1.4 Identify Unrecorded Anticipated Expenditures:

The FSR Manager inputs unrecorded and anticipated expenditures into the FSR, which is the

third of four pieces of information. He or she first identifies all outstanding and unrecorded

anticipated expenditures and then opens up the Anticipated Expenditures tab in EP Contributor.All anticipated expenditures are then entered in each with an associated Auth-BA code alongwith the other fields of data such as:Planning Object;Planning Code;Amount;Anticipated ExpType andRCM Explanation.

To assist in the analysis of anticipated expenditures, RC Managers can use the BI Report

Anticipated Transfers and BI Cube Anticipated Transfers.

Step 1.5 Identify and Analyze Variances:

Budget pressures (deficits) and surpluses (lapses) are calculated by subtracting anticipated

expenditures from funds available. Each RCM owner level should be able to identify how their

forecast variance should be addressed within their domain and then generate a list of resultingpressures, surpluses as well as the means to address them vis--vis anticipated transfers and

expenditures.

Variances are revised and explained by changes in anticipated transfers and expenditures or

internal cash management, with the goal of creating a zero variance. Any remaining variancesare identified as one of Declared Surplus, Declared Deficit, Cash Managed Internally-Surplus or

Cash Managed Internally-Deficit.



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Within EP Contributor, the RC Manager opens up the Financial Summary tab and views the data

in the Revised Variance column. Any variances that are left over after the RC Manager hasentered in Anticipated Transfers and Anticipated Expenditures can be offset resulting in a zero

variance. This is achieved by entering in the fourth piece of information which entails opening

up the Variance Explanation tab and for every variance identified in the Revised Variancecolumn, the RC Manager will fill in the fields associated with each variance such as:Auth-BA,

Project Code,Amount, Variance Type,RCM Explanation, Sector or Corp Contact, Sector toAddress andBranch to Address.

To assist in the analysis of revised variances, RC Managers can use the BI Reports Financial

Summary and Variance Explanation and BI Cubes Financial Summary and Variance

Explanation.

Step 1.6 Submit to Regional Manager:

Upon completion, the user will submit their FSRs for review at the next level of the organization,

which is the Director General for the Region.

This is achieved by opening up EP Workflow and first pressing the Validate button. Aftercorrecting any noted errors from data entry errors and omissions of key fields, the RC Manager

presses the Submit button, which enables the FSRs to be reviewed at the Regional level in the

hierarchy.

Step 2.0 DG Reviews, Analyzes Variances and Approves FSRs :

The Regional Manager (DG) signs into their BI portal, reviews the status report for their RCMsFSRs and addresses unexplained variances via cash management or budget transfers at the

regional level. If necessary, the DG will move a variance disposition from one column to another

for example a pressure request could be moved to be cash managed if the DG has an alternatefunding source for the line item.

When all FSRs have been submitted and all variances explained to the degree possible, the DGwill approve all reporting RCMs variance dispositions.



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Appendix A Use Cases

UC 1.1 CFO Sends Call Letter to All RC Managers

Goals 1) To inform RC Managers that they can go into EP Contributor to update their FSRs

Actors CFO Office, individual RC Managers responsible for their respective FSRs.

Timing During the third week of September, October, January, February and March

Pre-conditions

1) All actuals and budgetary information must have been entered accurately into Oasis.

2) All FSRs must reflect accurate information from Oasis before being updated in theEnterprise Planning (EP) Contributor.3) All RC Managers responsible for their respective FSRs must be identified and theiraccess rights set in order for them to view only their FSRs within EP Contributor.

Post Conditions1) Open lines of communication are kept through regular correspondence with the variousRC Managers to answer any outstanding questions.

Assumptions

1) Expenditures and budgets were entered correctly into Oasis as they were incurred andregistered, and this data is being reflected properly in the FSRs.

2) All Call Package financial information is being accessed within EP Contributor by thecorrect RC Manager, who is directly responsible for these FSRs at the lowest managemenlevel of RC responsibility in the hierarchy.

3) There are direct lines of communication open to the appropriate representative of theCFO Office during regular business hours.

Business Rules1) The RC Managers by whom the FSRs are being assessed are the lowest managementlevel in the RC hierarchy.

Security

1) RM Managers are given access to only their RCMs FSRs.

2) The RC Manager will not be able to directly alter financial data populated from Oasisinto the FSRs as reported in EP Contributor. Only information that will help explainvariances will be entered into the FSR(s).

3) The RC Manager will not be able to alter formulas in the FSRs that calculate variancesand link data into summarized FSR views.

Training

1) Financial officers in the CFO Office must be prepared to answer questions from the RCManages regarding their FSRs. If necessary, they also must be able to provide training.

2) RC Managers must be made aware of the Call Package/FSR financial data updatingprocess and the significance of their roles relative to the CFO Offices role in the context othe Accountability Framework.

Process Steps

Step Action Comments

1

RC Managers are made aware of the existence of theirfinancial information in EP Contributor vis--vis e-mailor a formal letter. The e-mail (letter) containsinstructions and any supporting attachments as

warranted.

UC 1.2 RC Manager Opens Up EP Workflow and EP Contributor andViews Their RCMs Financial Data on the Financial Summary andRCM Plan Tabs

Goals 1) To ensure that RC Managers are able to view and become familiar with their financialdata at a summarized level



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2) To provide a broad summarized view of the statuses of the RC Managers FSRs (i.e.incomplete, in progress, complete).

Actors 1) RC Managers

Timing1) Once RC Managers have received their Call Letter, they will open up EP Workflow andEP Contributor starting on the third week of September, October, January, February andMarch.

Pre-conditions1) All RC Managers must have received their Call Letters instructing them to commencethe FSR process.

2) All RC Managers have been trained on how to access their FSRs within EP Workflow

Post Conditions 1) None

Assumptions 1) None

Business Rules1) RC Managers will only see the FSRs for which they are responsible within EPWorkflow.

Security1) RC Managers will only have read access for data coming from Oasis and write accessto data on which they are expected to report.

Training1) RC Managers must be trained on how to open up the EP Workflow and EP Contributoon-line sites within their Internet browser and how to maneuver around to access theirFSRs.

Process StepsStep Action Comments

1RC Managers open up their Internet browser and enter inthe URL for the Cognos EP Workflow site.

2RC Managers then click on their RCMs for which they areresponsible to complete the FSRs.

3For each RCM, RC Managers open up the RCM Plan taband become familiar with the financial information.

4For each RMC, RC Managers open up the FinancialSummary tab and become familiar with financialinformation contained on this tab.

UC 1.3 RC Manager Opens Up RCM Plan - OM Tab Within EPContributor and Identifies and Records RCM Plans for Remainder ofFiscal Year

Goals

1) To ensure that the RC Manager accurately enters in his or her RCM Plan data asinstructed and reflecting reality as closely as possible

2) To provide an easy to use format for RC Managers to enter in their RCM Plan

Actors RC Managers

TimingRC Managers enter in their RCM Plans starting on the third week of the monthsSeptember, October, January, February and March.

Pre-conditions

1) All data must be reflected accurately from Oasis in order for RC Managers to be able to

enter in their RCM Plans accurately.2) RC Managers must be trained on how to calculate their RCM Plans for the remainder othe current fiscal year.

Post Conditions 1) None

Assumptions 1) It is assumed that all RCM Managers are aware of their RCM Plans.

Business Rules 1) None

Security1) RC Manager only will be able to view their RCM Plans for which they are responsible.

2) RC Manager will not be able to change data in the RCM Plan OM tab other than datain the Plan column.



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Training 1) RC Managers must be trained on how to calculate their RCM Plans.

Process Steps


1RC Manager opens up the RCM Plan tab in EPContributor

2RC Manager calculates their RCM Plans for remainder ofthe year.

This is out of scope for theproject. It is assumed thatRC Managers will have beetrained on calculating theirRCM Plans.

3RC Manager enters in his/her RCM Plans into the Plancolumn corresponding to the Auth-BA and Planning Objectrow headings.

UC 1.4 RC Manager Opens Up Anticipated Transfers Tab Within EPContributor, Identifies Outstanding, Unrecorded TransferOpportunities and Enters This Data into the Anticipated TransfersTab

Goals

1) To identify outstanding and unrecorded transfer opportunities budget or vote transfer in or out of the RCM and then updating this data in the Anticipated Transfers tab withthe goal of minimizing budget variances

2) To create accurate and up-to-date information

ActorsActors are the RC Managers and their staff who would be able to identify theseoutstanding and unrecorded transfer opportunities

TimingThis activity occurs starting on the third week of the months September, October, JanuaryFebruary and March.

Pre-conditions

1) RC Managers must have accurate and organized interim financial records in order toidentify outstanding and unrecorded transfer opportunities not captured in Oasis. Eachoutstanding and unrecorded transfer opportunity must be attached to an Auth-BA code.The responsibility of maintaining accurate interim financial records lies with the RCManagers and is out of scope for the project.

Post Conditions1) All identified outstanding and unrecorded transfer opportunities must be entered intothe Anticipated Transfers tab corresponding to the Auth-BA code.

Assumptions 1) See Pre-conditions above.

Business Rules

1) The identification of the outstanding, unrecorded transfer opportunities and enteringthem into the Anticipated Transfers tab must be performed in conjunction with anunderstanding of the information on the Financial Summarize tab and how this data isused in a calculation to minimize unexplained variances. There also must be allowance foAnticipated Expenditures in the calculation for minimizing unexplained variances.

Security1) The RM Manager must not be able to view the Anticipated Transfers tab in other RCMfor which they are not responsible.

Training1) RC Managers must be trained on how to identify and record transfer opportunities intothe Anticipated Transfers tab in the context of minimizing unexplained variances.

Process Steps


1RC Manager opens up the Anticipated Transfers tab in EPContributor

2 Identify outstanding and unrecorded anticipated transfers This falls out of scope for



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for the remainder of the fiscal year not captured by Oasis.this project and thus is theresponsibility of theDepartment.

3Open up the Financial Summary tab and understand thecalculation incorporating the anticipated transfer that willminimize the unexplained variance.

4 Open up the Anticipated Transfers tab and if not alreadydone so, click on the Take Ownership button.

5Enter in the data, with each transfer corresponding to anAuth-BA row heading.

6Validate the data by clicking on the green checkmarkbutton. Correct any errors noted.

UC 1.5 RC Manager Opens Up Anticipated Expenditures Tab Within EPContributor, Identifies Unrecorded Anticipated Expenditures andEnters This Data into the Anticipated Expenditures Tab

Goals

1) To ensure that all expenditures for the remainder of the fiscal year not captured by

Oasis are reflected in the FSR with the express objective of minimizing unexplainedvariances

2) To create accurate and up-to-date information

Actors RC Managers and their staff privy to anticipated expenditures data not reflected in Oasis.

TimingThis activity occurs starting on the third week of the months September, October, JanuaryFebruary and March.

Pre-conditions

1) RC Managers must have accurate and organized interim financial records in order toidentify unrecorded anticipated expenditures not captured in Oasis. Each unrecorded,anticipated expenditure must be attached to an Auth-BA code. The responsibility ofmaintaining accurate interim financial records lies with the RC Managers and is out ofscope for the project.

Post Conditions1) All identified outstanding and unrecorded transfer opportunities must be entered intothe Anticipated Transfers tab corresponding to the Auth-BA code.

Assumptions 1) See Pre-conditions above.

Business Rules

1) The identification of the unrecorded anticipated expenditures and entering them into thAnticipated Expenditures tab must be performed in conjunction with an understanding ofthe information on the Financial Summary tab and how this data is used in a calculation tominimize unexplained variances. There also must be allowance for Anticipated Transfersin the calculation for minimizing unexplained variances.

Security1) The RM Manager must not be able to view the Anticipated Expenditures tab in otherRCMs for which they are not responsible.

Training1) RC Managers must be trained on how to identify and record anticipated expendituresfor the remainder of the fiscal year into the Anticipated Expenditures tab in the context ofminimizing unexplained variances.

Process StepsStep Action Comments

1RC Manager opens up the Anticipated Expenditures tab inEP Contributor

2Identify unrecorded anticipated expenditures for theremainder of the fiscal year not captured by Oasis.

This falls out of scope forthis project and thus is theresponsibility of theDepartment.

3 Open up the Financial Summary tab and understand the



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calculation incorporating the anticipated expenditures thatwill minimize the unexplained variance.

4Open up the Anticipated Expenditure tab and if not alreadydone so, click on the Take Ownership button in the topleft of the menu bar.

5Enter in the data, with each unrecorded anticipated

expenditure corresponding to an Auth-BA row heading.6

Validate the data by clicking on the green checkmarkbutton. Correct any errors noted.

UC 1.6 RC Manager Opens Up Variance Explanation Tab Within EPContributor, Analyzes Variances and Reduces Them to Zero

Goals1) To reduce remaining budget variances to zero after accounting for anticipated transferand anticipated expenditures by explaining variances as declared surplus, declareddeficit, cash managed internally-surplus or cash managed internally-deficit

Actors RC Managers and their staff privy to the in-house financial data

TimingThis activity occurs starting on the third week of the months September, October, January

February and March.

Pre-conditions1) RC Managers must have entered in their anticipated transfers and anticipatedexpenditures, and this information must be as accurate as possible.

Post Conditions

1) All attempts must be made to reduce revised variances to zero by explaining thesevariances.

2) Any declared surpluses, declared deficits, cash managed internally-surplus and cashmanaged internally-deficit will be managed at the next level up, which is at the regionallevel.

Assumptions See pre- and post-conditions above.

Business Rules

1) Reduction of revised variances by explaining them as being one of declared surplusesdeclared deficits, cash managed internally-surplus or cash managed internally-deficit isdone only after anticipated transfers and anticipated expenditures have been accountedfor.

2) Final Unexplained Variances will be reflected on the Financial Summary after RevisedVariances are explained by one of Declared Surplus, Declared Deficit, Cash ManagedInternally-Surplus or Cash Managed Internally-Deficit

3) The sign of the Variance Explanation is dictated by the Variance Type, and only thisamount with its sign is linked into the Financial Summary tab.

4) The Variance Type of Declared Surplus, Declared Deficit, Cash Managed Internally-Surplus and Cash Managed Internally-Deficit have an associated sign of positive,negative, positive and negative, respectively.

Security1) The RM Manager must not be able to view the Variance Explanation tab in other RCMfor which they are not responsible.

Training1) RC Managers must be trained on whether to flag a variance explanation as a DeclaredSurplus or Cash Managed Internally-Surplus and as a Declared Deficit or Cash ManagedInternally-Deficit

Process Steps


1RC Manager opens up the Financial Summary tab in EPContributor

2RC Manager identifies and notes Revised Variances alongwith their associated Auth-BA code that are not zero in theFinancial Summary tab and analyzes their natures



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3RC Manager opens up the Variance Explanation tab in EPContributor

4

RC Manager explains all non-zero Revised Variances inthe Variance Explanation tab adjacent to their associatedAuth-BA code as one of Declared Surplus, DeclaredDeficit, Cash Managed Internally-Surplus or Cash

Managed Internally-Deficit.5

Validate the data by clicking on the green checkmarkbutton. Correct any errors noted.



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Appendix B Products

EP 1.1 Contributor Workflow

The EP Contributor Workflow gives an overview of the FSRs for which the manager is

responsible, their statuses - i.e. Not Started, Work in Progress or Complete - as well asownership, reviewer and last date changes were made. RCM Managers can launch any FSR thatthey choose from the Contributor Workflow view. There is also a window below corresponding

to the RCM that has been selected that can used for instructions or other notes. See below for an

illustration.



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EP 1.2 RCM Plan

The RCM Plan tab contains fields corresponding to combinations of AUTH-BA and Planning

Objects used to record RCM Managers plans for the remainder for the current fiscal year. RCMPlan has the following columns:AUTH-BA,Planning Objects;Authority Description; Budget

Activity Description; Budget, Antic Transfers, Revised Budget, Plan, Actual, Obligation,

Commitment, Soft Commit, Remain Bal, Total Forecast and Plan-Forecast. See below for anillustration.


Row#

Column Column CalcBusiness

DescriptionSourcingOption

Business Rul

1AuthorityDescription

Data (Text)- Defined as theauthority description e.g. Salaries & Wages

IFS

2

BudgetActivity

Description

Data (Text)

- Defined as thebudget authoritydescription e.g.

Information technologyservices

IFS

3 Budget Data (Currency)

- Defined as the initialfunds available to fundoperations for thecurrent fiscal year

IFS

4 AnticTransfers

Data (Currency) - Defined as transfersof funds in or outnecessary to explain

Summation ofAnticipated Tsfsfrom 2 Anticipated

- Based on allinput sheet rowsfrom 02



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all or part of a budgetvariance

Tsfs

Anticipated Tsfswhere Budget TsType is one ofBudget TransferIn(+), BudgetTransfer Out(-),

Vote TransferIn(+), VoteTransfer Out(-), oDeclaredSurplus(+)

5RevisedBudget

Budget + AnticTsfs(Currency)

- Defined as thebudget after factoringin anticipated transfers

Calculated

6 Plan Data (Currency)

- Defined as theplanned expendituresfor the remainder ofthe current fiscal year

User Input

7 Actual Data (Currency)

- Defined ascumulative actualexpenditures up to themost recent completedperiod

IFS

8 Obligation Data (Currency)

- Defined as anexpenditure not havingyet occurred but is anobligation and mayoccur

IFS

9 Commitment Data (Currency)

- Defined as anexpenditure not havingyet occurred but iscommitted to beingexpended vis--vis a

purchase order

IFS

10 Soft Commit Data (Currency)

- Defined as anexpenditure not havingyet occurred but mayoccur vis--vis apurchase requisition

IFS

11RemainBalance

Plan (Actual +Obligation +Commitment +Soft Commit)

- Defined as theplanned expendituresremaining afteraccounting for Actuals,Obligations,Commitments and SoftCommitments

Calculated

12 Antic Exp Data (Currency)

- Defined asexpendituresanticipated to the yearend, but not part ofencumbrances

Summation ofAnticipated Expfrom 3 AnticipatedExp

13TotalForecast

Actuals +Obligations +Commitments +Soft

- Defined as the totalforecast afteraccounting for Actuals,Obligations,

Calculated



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Commitments +AnticipatedExpenditures

Commitments, SoftCommitments andAnticipatedExpenditures

14Plan -Forecast

Plan - TotalForecast

- Defined as variancebetween Plan and

Total Forecast

Calculated

EP 1.3 Anticipated Transfers

The Anticipated Tsfs tab contains fields corresponding to each AUTH-BA code used tocalculate anticipated transfers for the RCM being reported on and has the following fields:

AUTH-BA; Project Code;Amount; Budget Tsf Type; RCM Explanation; Sector Corp Contact;Reg Sec From; andReg Sec To. See below for an illustration.


Row#

ColumnColumn

CalcBusiness


Business Rule

1 AUTH-BA Drop-downfrom DList(Text)

- AUTH-BA Hierarchyin the Dlist is based onthe IFS hierarchy and

the Chart of Accounts

- enables user toselect from thecomplete list of AUTH-BA codes present indrop-down list

IFS - Cell value = all validAuth-BA combinations- Selecting a AUTH-BA

code enables all dataentered in the same rowto map to the chosendrop-down value- User can also type inan existing AUTH-BAcode- Data validationprevents User from



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entering in aninadmissible AUTH-BAcode

2ProjectCode

Data (Text)

- a numeric data entryfield without datavalidation

- part of the Chart ofAccounts

IFS Dropdown

3 AmountData(Currency)

- a currency fieldenabling the user toenter in an amount forthe anticipated transfer

IFS

- Figures in the Amountfield must be positive- The sign of the figurewill be set by the BudgeTsf Type field

4Budget TsfType

Drop-downfrom DList(Text)

- a drop-down fieldwith four choices: (i)Budget Transfer In(+)(ii) Budget TransferOut(-); (iii) VoteTransfer In(+); and (iv)Vote Transfer Out(-)

IFS Dropdown

- Entering one of thesefour dropdown choicescarries the figure fromthe Amount field in the Anticipated Tsfs tab tothe Antic Transfers fieldin the 4 FinancialSummary and 1 RCMPlan tabs.- If the dropdown isBudget Transfer In,Budget Transfer Out,Vote Transfer In, orVote Transfer Out, theamount will be positive,negative, positive, ornegative, respectively.- Only the figure in theAmount field with thecorrect sign is carried

back to the FinancialSummary and RCMPlan tabs.- Data validationprevents the user fromsaving their choice if it inot one of the abovefour items.

5RCMExplanation

Data (Text)- used to enter in anexplanation for theanticipated transfer

User Input- will accept any type ofinput of an undefinedlength

6

Sector

CorpContact

Data (Text)

- used to enter in acontact name for the

individual who isresponsible for thisanticipated transfer

User Input- can accept any type ocharacter

7 Reg SecFrom

Drop-downfield fromDList (Text)

- enables the user tochoose a Region fromwhich to transferfunds.

IFS Dropdown - selection that the usechooses will reflect (as negative amount) in theselected Region (fromthe drop-down) in thesame RCM as thecurrent RCM being



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reported on- Data validationprevents the user fromentering in data that isnot an item in the drop-down list

8 Reg Sec ToDrop-downfield fromDList (Text)

- enables the user tochoose a Region towhich to transferfunds.

IFS Dropdown

- User selection willreflect (as apositiveamount) in the selectedRegion (from the drop-down) in the same RCMas the current RCMbeing reported on- Data validationprevents the user fromentering in data that isnot an item in the drop-down list

EP 1.4 Anticipated ExpendituresThe Anticipated Exp tab contains fields corresponding to each AUTH-BA code used to

calculate anticipated expenditures for the RCM being reported on and has the following fields:AUTH-BA; Planning Object; Project Code;Amount; Anticipated Exp Typ; and RCM

Explanation. See below for an illustration.



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Row#

ColumnColumnCalc

BusinessDescription

SourcingOption

Business Rule

1 AUTH-BADrop-downfrom DList(Text)

- AUTH-BA Hierarchyin the Dlist is based onthe IFS hierarchy andthe Chart of Accounts

- enables user toselect from thecomplete list of AUTH-BA codes present indrop-down list

IFS dropdown

- Cell value = all valid Auth

BA combinations- Selecting a AUTH-BAcode enables all dataentered in the same row tomap to the chosen drop-down value- User can also type in anexisting AUTH-BA code- Data validation preventsUser from entering in aninadmissible AUTH-BAcode

2

PlanningObject Data (Text)

- a numeric dropdownfield- part of the Chart ofAccounts

IFS Dropdown

3ProjectCode

Data (Text)

- a numeric dropdownfield- part of the Chart ofAccounts

IFS Dropdown

4 AmountData(Currency)

- a currency fieldenabling the user toenter in an amount forthe anticipated transfer

User Input

- Figures in the Amountfield must be positive- The sign of the figure willbe set by the Budget TsfType field

5AnticipatedExp Type


- a drop-down fieldwith two choices: (i)Increase(+); (ii)Decrease(-)

IFS Dropdown

- Entering one of these twodropdown choices carries

the figure from the Amountfield in the 3 AnticipatedExp tab to the Antic Expfield in the 4 FinancialSummary and 1 RCM Plantabs.- If the dropdown isIncrease or Decrease,the amount will be positiveor negative, respectively.- Only the figure in theAmount field with thecorrect sign is carried back

to the Financial Summaryand RCM Plan tabs.

6RCMExplanation

Data (Text)

- used to enter in anexplanation for theanticipatedexpenditure

User Input- will accept any type ofinput of an undefined lengt



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EP 1.5 Financial SummaryThe Financial Summary tab contains a combination of data extracted from Oasis and data that is

inputted in the three tabs - 2 Anticipated Tsfs, 3 Anticipated Exp and 5 Revised Variance. Fieldsextracted from Oasis are: AUTH-BA; Authority Description; Budget Activity Description;

Budget (Current); Actual; Obligation; Commitment and Soft Commitment. Fields with data

inputted by the user from either of the three tabs are: Antic Transfers; Antic Exp and VarianceExpl. Fields that are calculated are: Revised Budget; Free Balance; Total Forecast, Revised

Variance and Unexplained Var. See below for an illustration.


Row#

ColumnColumn

CalcBusiness


Business Rules


- Enables Userto select fromthe completelist of AUTH-BA codespresent in the

drop-down list

- AUTH-BAHierarchy inthe Dlist isbased on theIFS hierarchyand the Chartof Accounts

IFS drop-down

- Cell value = all unique andvalid Auth-BA combinations

rolled up from the other four tab 1 RCM Plan, Antic



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2AuthorityDescription

Data (Text)

- Defined asthe authoritydescription e.g. Salaries &Wages

IFS

3

BudgetActivityDescription

Data (Text)

- Defined as

the budgetauthoritydescription e.g.Informationtechnologyservices

IFS

4 BudgetData(Currency)

- Defined asthe initial fundsavailable tofundoperations forthe currentfiscal year

IFS

5AnticTransfers

Data(Currency)

- Defined astransfers offunds in or outnecessary toexplain all orpart of abudgetvariance

Summation ofAnticipatedTsfs from 2AnticipatedTsfs

- Based on all input sheet rowsfrom 02 Anticipated Tsfs whereBudget Tsf Type is one ofBudget Transfer In(+), BudgetTransfer Out(-), Vote TransferIn(+), Vote Transfer Out(-), orDeclared Surplus(+)

6RevisedBudget

Budget + AnticTsfs(Currency)

- Defined asthe budgetafter factoringin anticipatedtransfers

Calculated

7 ActualData(Currency)

- Defined ascumulativeactualexpendituresup to the mostrecentcompletedperiod

IFS

8 ObligationData(Currency)

- Defined asan expenditurenot having yetoccurred but isan obligation

and may occur

IFS

9 Commitment Data(Currency)

- Defined asan expenditurenot having yetoccurred but iscommitted tobeingexpended vis--vis a

IFS



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purchaseorder

10 Soft CommitData

(Currency)

- Defined asan expenditurenot having yetoccurred but

may occur vis--vis apurchaserequisition

IFS

11 Free Balance

RevisedBudget Actual Obligation Commitment SoftCommitment(Currency)

- Defined asthe fundsavailable afterfactoring inActuals,Obligations,Commitmentsand SoftCommitments

Calculated

12 Antic ExpData(Currency)

- Defined asexpendituresanticipated thefourth week ofthe currentperiod (fromthe cut-off datein Oasis), butnot part ofencumbrances

Summation ofAntic Exp data

13TotalForecast

Actuals +

Obligations +Commitments+ SoftCommitments+ AnticipatedExpenditures

- Defined asthe totalforecast afteraccounting forActuals,Obligations,Commitments,SoftCommitmentsandAnticipatedExpenditures

Calculated

14RevisedVariance

RevisedBudget Forecast Exp(Currency)

- Defined as aPressure(Deficit) orLapse(Surplus)

Calculated

15 VarianceExpl

Data(Currency)

- Defined asthemanagementof a budgetsurplus (lapse)or budgetdeficit(pressure)where the

Summation ofVariance Expldata

- Variances that are not offset bone of these Variance Typechoices will carry into the nextcolumn as an unexplainedvariance



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Variance Typefor all inputsheet rowsfrom 5VarianceExplan is one

of CashManagedInternally-Deficit, CashManagedInternally-Surplus, CashManagementRequest,DeclaredPressure, orDeclaredSurplus

16UnexplainedVar

Variance Revised VarExpl(Currency)

- Defined as

the variancethat is yetunexplainedafterconsideringthe revisedvarianceexplanations inthe previouscolumn.

Summation ofUnexplainedVar data

- Variances that are unexplainewill be managed at the next levup in the hierarchy at theRegional level.



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EP 1.6 Variance Explanation

The Variance Explanation tab contains fields corresponding to each AUTH-BA code used to

calculate variance explanations (in the Variance Expl fields in the 4 Financial Summary tab)

for the RCM being reported on and has the following fields: AUTH-BA; Project Code;Amount;

Variance Type; RCM Explanation; Sector Corp Contact; Sector to Address; andBranch toAddress. See below for an illustration.


Row#

ColumnColumn

CalcBusiness


Business Rules


- Enables User toselect from thecomplete list ofAUTH-BA codespresent in the drop-down list

- AUTH-BA

Hierarchy in the Dlistis based on the IFShierarchy and theChart of Accounts

IFS drop-down

- Cell value = all unique andvalid Auth-BA combinationsrolled up from the other fourtabs 1 RCM Plan, Antic

2 Project Code Data (Text)

- a numericdropdown field- part of the Chart ofAccounts

IFS Dropdown

3 Amount Data(Currency)

- a currency fieldenabling the user to

User Input - Figures in the Amount fieldmust be positive



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enter in an amountfor the revisedtransfer

- The sign of the figure willbe set by the Variance Typefield

4VarianceType


- a drop-down fieldwith four choices: (i)Cash ManagedInternally-Deficit(-);(ii) Cash ManagedInternally-Surplus(+);(iii) DeclaredPressure (-) and (v)Declared Surplus(+)

IFS Dropdown

- Data validation prevents thuser from saving their choice

if it is not one of the abovefour items.- Entering one of these fourchoices carries the figurefrom the Amount field in the5 Revised Variance tab tothe Variance Expl field in the4 Financial Summary tab onthe line corresponding to theAUTH-BA field in the firstcolumn.- Only the figure in theAmount field with the correcsign is carried back to the

Financial Summary tab.

5RCMExplanation

Data (Text)

- used to enter in anexplanation for theanticipatedexpenditure

User Input- will accept any type of inpuof an undefined length

6Sector CorpContact

Data (Text)

- used to enter in acontact name for theindividual who isresponsible for thisvariance explanation

User Input- can accept any type ofcharacter

7Sector toAddress

Drop-downfield fromDList (Text)

- a drop-down fieldthat enables the userto choose a Region

to which the revisedvariance pertains.- selection that theuser chooses willreflect (as a negativeor positive amountdepending on theselection in theVariance Type field)in the selectedRegion (from thedrop-down) in thesame RCM as the

current RCM beingreported on- Data validationprevents the userfrom entering in datathat is not an item inthe drop-down list

IFS Dropdown

8 Branch toAddress

Data (Text) - will accept any typeof input of anundefined length

User Input



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- used to enter in aBranch within theRegion to which thevariance explanationpertains



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Appendix C BI Reports

BIR-1 RCM Plan

General Requirements

Purpose of the Report

This report will be used to facilitate the forecasting function for RC Managers through an

analysis of items such as Budget, Antic Transfers, Revised Budget, Current Plan, Actuals,Obligations, Commitments, Soft Commitments, Remaining Balance, Anticipated Expenditures,

Total Forecast and Plan - Forecast along with identifying fields such as the Region and RCM.

Assumptions

It is assumed that that all necessary FSR inputs have been made in the Enterprise Planningmodule in order for the BI Report RCM Plan to reflect this information and that all Call

Packages have been sent to the respective RC Managers.

Requirements Owner

Sherri Elrick of the EDW Directorate is the owner of this report.

Audience RequirementsThe intended audience are the RC Managers, who will need to verify that their financial data

from the Call Package and FSR inputs are accurate.

Approach

Through a series of workshops and one-on-one meetings with Sherri Elrick, user requirements

are being gathered and incorporated into the design of the BI Reports.

These meetings and workshops will be facilitated to illicit user requirements and needs through

directed questions and concise meeting objectives geared towards meeting this end.

Cognos Tool Used For Development

IBM Cognos Report Studio

Access Settings / Restrictions

There are no access settings or restrictions for these reports at this initial design stage.

Design Requirements

Prompt Parameters

The user is able to drill down to subsequent levels using the plus signs adjacent to entities in the

organizational hierarchy. Below is an illustration of the parent drill-down entity.



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The user can drill down until reaching the desired level. The entities within Indian and NorthernAffair Canada (INAC) follows the hierarchical structure starting with regions (codes starting

with E such as E900 BC Region) and then responsibility centres (RCMs) (codes starting with

A such as A910 Manager, Assets & Planning). See below for an illustration.



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Header and Footer Information

Header: centre - INAC Logo, name of the report

Footer: left - date; centre - page number; left - time of report generation



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Report Samples

Footnotes

None

Data Requirements

Reporting / Data Elements

Col.Measure (M) / Dimension (D) /

Entity (E) / Calculated (C)Definition Source of Data

1 Region (D) All major INAC reporting regions

in Canada

There are five regions listed:

(i) E900 BC Region

(ii) EB00 Executive Direction

(iii) EK00 Aboriginal Economic

Development

(iv) EM00 Chief Financial

Officer

Regional codes start with E

e.g. EB00 Executive Direction

User selected by drill-down

functionality

1.3 FSR Mgr - DList

2 RCM (E) Organizational unit within INAC

based on the IFS hierarchy that is

1.3 FSR Mgr - EList



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responsible for the transaction

There are about 1500 RCMs

RCM codes start with A e.g.

AB00 Ministers Office

3 Vote (D) Vote is defined as the parent2 in

the DList

There are five main categories:

Vote 1 Salary and O&M

Vote 5 Capital

Vote 10 Grants & Contributions

Vote 20 Federal Interlocutor

Operating Exp.


G&C

1.3 FSR Mgr Auth-BA DList

4 Resource Category (D) Resource Category is defined as

the parent to Auth in the DList

Examples of Resource Categories

are:

NS1 - INAC NON SALARY

SA1 INAC SALARY

NS2 - OFI NON SALARY


5 Auth-BA (D) Auth-BA hierarchy in the DList is

based on the IFS hierarchy and the

Chart of Accounts

1.3 FSR Mgr DList

6 Planning Object (D) Defined as part of the line object

hierarchy

1.2 FSR Mgr D List

7 Budget (M) Defined as the initial funds

available to fund operations for the

current fiscal year

Imported from IFS

Expressed as a currency with two

decimal places

1.3 FSR Mgr Summation of all

RCM FSRs initial budget data,

for the RCMs being analyzed.

8 Antic Transfers (M) Defined as transfers of funds in or

out necessary to explain all or part

Summation of all RCM FSRs

anticipated transfer data, input

by User, for the RCMs being



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of a budget variance

Based on all input sheets rows

from 02 Anticipated Tsfs


decimal places

analyzed.

9 Revised Budget (C) = Initial Budget + Antic Transfers

Defined as the budget after

factoring in anticipated transfers.


decimal places


Revised Budget data, for the

RCMs being analyzed

10 Plan (M) Defined as the initial plan as

formulated by managers and

previously entered into the Oasis


RCM FSRs Plan data, for the

RCMs being analyzed

11 Actual (M) Payments made under Section 33

of the Financial Administration

Act (FAA), up to the most recent

completed period

Imported from IFS


decimal places


RCM FSRs Actual data, for the

RCMs being analyzed

12 Obligation (M) Obligations made under Section 32

of the FAA

Defined as expenditures not

having yet occurred but expressed

as a likely expenditure

Imported from IFS


decimal places

1.3 FSR Mgr - Summation of

all RCM FSRs Obligations

data, for the RCMs being

analyzed

13 Commitment (M) Defined as an expenditure not

having yet occurred but is

committed to being expended vis-

-vis a purchase order

1.3 FSR Mgr - Summation of

all RCM FSRs Commitments

data, for the RCMs being

analyzed

14 Soft Commit (M) Defined as an expenditure not 1.3 FSR Mgr Summation of all



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having yet occurred but may occur

vis--vis a purchase requisition

Imported from IFS

Expressed as a currency with

decimal places

RCM FSRs Soft Commit data,

for the RCMs being analyzed

15 Remain Balance (C) = Initial Plan (Actuals +

Encumbrances)


Remaining Balance data, for the

RCMs being analyzed

16 Antic Exp (M) Defined as expenditures

anticipated to the year end, but not

part of encumbrances


from Anticipated Exp


decimal places


Antic Exp data, for the RCMs

being analyzed

17 Total Forecast (C) = Actual + Encumbrances + Antic

Exp

Defined as the expected total

expenditures for the fiscal year

Expressed as a currency with twodecimal places


Total Forecast data, for the

RCMs being analyzed

18 Plan - Forecast (C) = Remain Balance Antic Exp Summation of all RCM FSRs

Plan Forecast data, for the

RCMs being analyzed

Report Page Contents

None

Potential Data Sources (Data)

IFS datamart

Optional Requirements

None



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Graph/Chart Information

None

Drill down Options

Right-clicking anywhere on the report yields a menu with three items: 1) Drill down; 2) Drill up;

and 3) Go to. However, none of these selections seems to be active.

Drill through Options

None

Time Frame / # of Years reported

There are no date parameters in this version.

Data refresh Frequency

Data is refreshed when a new datamart is available and FSRs have been validated and updated

from the RC Managers.

New Data elements needed to be brought into the Data Architecture

None

Data Requirements

None since there is no data input required by user.

Requirement Description: A clear and concise description of this requirement item.Priority: The priority of the requirement. This can be numerical (1, 2, 3, etc.) or non-numerical

(Low, Medium, High, etc.)Scope Decision: is it included in scope

Notes/Issues: Additional notes and commentsRequirement

DescriptionPriority Scope Decision Included in Design Notes / Issues

Content and Business Rules

None since covered in previous section - Data/Reporting Elements

The table below details the information content included in this report.

# ColumnColumn

CalcBusiness Description Sourcing Option



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Filtering Options

There are no filtering options for this report.

Sorting Options

This table below details the sort options required for this report.Sort

OrderColumn

Ascending (A) orDescending (D)

Subtotal (Y or N)

1 Region N/A Y

2 RCM A Y

3 Vote A Y

4 Resource Category A Y

5 Auth-BA A Y

6 Planning Object A N

Reporting Requirements

Not sure what I can put into this section

Requirement Description: A clear and concise description of this requirement item.Priority: The priority of the requirement. This can be numerical (1, 2, 3, etc.) or non-numerical(Low, Medium, High, etc.)Scope Decision: is it included in scopeNotes/Issues: Additional notes and comments

Requirement


Training Requirements

Requirement


Show users howto bookmarkCognos reports

in InternetExplorer

Low Included in scope NoAccomplished via a URL

link sent in body of an e-mail

Show users howto drill-down to

select theirRCM

Low Included in scope Yes

Locating an RCM andgenerating a report is simple

and would not require muchif any training



42/113


Show users howto read andinterpret report

Medium Included in scope NoManagers using these reportsshould already have thetraining required.

Show users howto print, e-mail

and save report

MediumBuilt-in features in Cognos

Report Studio

Users can easily be shownthrough e-mailed instructions

with screen shots.

Operational Requirements

Not sure what to put into this section





Integration Requirements

Requirement


BI Reports are

integrated withEP/FSR CallPackage reports,

which requiredata input

High Included Yes

All worksheets must be

completed i.e. RCM Plan,

Anticipated Transfers,Anticipated Expendituresand Variance Explanations

in order for BI reports toreflect the correct data.

IFS datamarts High Included Yes

Fresh datamarts must re-populate these BI reports at

regular intervals to showcurrent information.

Other Requirements

Not sure what to put into section

Requirement Description: A clear and concise description of this requirement item.

Priority: The priority of the requirement. This can be numerical (1, 2, 3, etc.) or non-numerical

(Low, Medium, High, etc.)



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Scope Decision: is it included in scopeNotes/Issues: Additional notes and comments

Requirement


Totals

Summary at bottom Grand totals

Column 1: Region Sub totalsColumn 2: RCM Sub totals

Column 3: Vote Sub totals

Column 4: Resource Category Sub totalsColumn 5: Auth-BA Sub totals

Footnotes

None

Other Requirements

None

Scheduling

These reports can only be viewed once the respective RC Managers have verified and entered in

all data for the RCM Plan, Anticipated Transfers, Anticipated Expenditures and Variance

Explanations into their FSRs. Therefore, these activities are a precedent to the user being able toview the Financial Summary BI report.

Exception Report Sample

N/A

BIR-2 Anticipated Transfers



This report will be used to indicate the type of funds transfer Vote or Budget transfers in or out

of the region or sector along with identifying fields such as the Region and RCM.

Assumptions

It is assumed that that all necessary FSR inputs have been made in the Enterprise Planning

module in order for the BI Report Anticipated Transfers to reflect this information and that all

Call Packages have been sent to the respective RC Managers.



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Requirements Owner


Audience Requirements

The intended audience are the RC Managers, who will need to verify that their financial data

from the Call Package and FSR inputs are accurate.

Approach

Through a series of workshops and one-on-one meetings with Sherri Elrick, user requirementsare being gathered and incorporated into the design of the BI Reports.

These meetings and workshops will be facilitated to illicit user requirements and needs through

directed questions and concise meeting objectives geared towards meeting this end.

Cognos Tool Used For Development

IBM Cognos Report Studio

Access Settings / Restrictions

There are no access settings or restrictions for these reports at this initial design stage.

Design Requirements

Prompt Parameters

The user is able to drill down to subsequent levels using the plus signs adjacent to entities in the

organizational hierarchy. Below is an illustration of the parent drill-down entity.

The user can drill down until reaching the desired level. The entities within Indian and Northern



45/113


Affair Canada (INAC) follows the hierarchical structure starting with regions (codes starting

with E such as E900 BC Region) and then responsibility centres (RCMs) (codes starting with

A such as A910 Manager, Assets & Planning). See below for an illustration.



46/113


Header and Footer Information

Header: centre - INAC Logo, name of the report

Footer: left - date; centre - page number; left - time of report generation



47/113


Report Samples

Footnotes

None

Data Requirements

Reporting / Data Elements

Col.Measure (M) / Dimension (D) /

Entity (E) / Calculated (C)Definition Source of Data

1 Region (D) All major INAC reporting regions

in Canada

There are five regions listed:

(i) E900 BC Region

(ii) EB00 Executive Direction

(iii) EK00 Aboriginal EconomicDevelopment

(iv) EM00 Chief Financial

Officer

Regional codes start with E

e.g. EB00 Executive Direction

1.3 FSR Mgr - DList



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User selected by drill-down

functionality

2 RCM (E) Organizational unit within INAC

based on the IFS hierarchy that is

responsible for the transaction

There are about 1500 RCMs

RCM codes start with A e.g.

AB00 Ministers Office

1.3 FSR Mgr - EList

3 Vote (D) Vote is defined as the parent2 in

the DList

There are five main categories:

Vote 1 Salary and O&M

Vote 5 Capital

Vote 10 Grants & Contributions


Operating Exp.


G&C


4 Authority Code (D) Authority is defined as the first

three characters of the Auth-BA

DList


5 Budget Activity Code (D) Defined as the last five characters

of the Auth-BA DList


6 Project Code (D) Defined as a hierarchical view of

the organizations special projects

tracked in Oasis. The hierarchy

consists of 2 levels. There are over

6500 project codes.

1.3 FSR Mgr - DList

7 Amount (M) Defined as the amount of the

transfers of funds in or out

depending on the value in theBudget Transfer Type field.


from Anticipated Tsfs



anticipated transfer data, input

by User, for the RCMs beinganalyzed.



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decimal places

8 Budget Transfer Type (E) Defined as a type of budget

transfer, with possible values

being:

Budget transfer in;Budget transfer out;

Vote Transfer in; and

Vote Transfer out

1.3 FRS Mgr - EList

9 Explanation This field enables add descriptive

text attached to the anticipated

transfer transaction.

RCM FSRs

10 HQ Contact This field adds a contact name to

the transaction for further

reference

RCM FSRs

11 Reg/Sec From This field indicates from where the

transfer will originate.

RCM FSRs

12 Reg/Sec To This field indicates to where the

transfer will be sent.

RCM FSRs

13 Submit This field enables the transaction

to be submitted once the submit

button has been pressed.

RCM FSRs

Report Page Contents

None

Potential Data Sources (Data)

IFS datamart

Optional Requirements

None

Graph/Chart InformationNone

Drill down Options

Right-clicking anywhere on the report yields a menu with three items: 1) Drill down; 2) Drill up;

and 3) Go to. However, none of these selections seems to be active.



50/113


Drill through Options

None

Time Frame / # of Years reported

There are no date parameters in this version.

Data refresh Frequency

Data is refreshed when a new datamart is available and FSRs have been validated and updated

from the RC Managers.

New Data elements needed to be brought into the Data Architecture

None

Data Requirements

None since there is no data input required by user.





Content and Business Rules

None since covered in previous section - Data/Reporting Elements

The table below details the information content included in this report.

# ColumnColumn

CalcBusiness Description Sourcing Option

Filtering Options

There are no filtering options for this report.

Sorting Options

This table below details the sort options required for this report.



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SortOrder

ColumnAscending (A) orDescending (D)

Subtotal (Y or N)

1 Region N/A Y

2 RCM A Y

3 Vote A Y

4 Authority Code A Y

5 Budget Activity Code A N

7 Project Code A N

Reporting Requirements

Not sure what I can put into this section


(Low, Medium, High, etc.)Scope Decision: is it included in scopeNotes/Issues: Additional notes and comments

Requirement


Training Requirements

Requirement


Show users how

to bookmarkCognos reports

in InternetExplorer

Low Included in scope NoAccomplished via a URLlink sent in body of an e-mail

Show users howto drill-down to

select theirRCM

Low Included in scope Yes

Locating an RCM andgenerating a report is simple

and would not require muchif any training

Show users howto read and

interpret report

Medium Included in scope NoManagers using these reportsshould already have the

training required.

Show users howto print, e-mailand save report

MediumBuilt-in features in CognosReport Studio

Users can easily be shownthrough e-mailed instructionswith screen shots.



52/113


Operational Requirements

Not sure what to put into this section

Requirement Description: A clear and concise description of this requirement item.

Priority: The priority of the requirement. This can be numerical (1, 2, 3, etc.) or non-numerical(Low, Medium, High, etc.)Scope Decision: is it included in scopeNotes/Issues: Additional notes and comments

Requirement


Integration Requirements

Requirement


BI Reports areintegrated withEP/FSR CallPackage reports,

which requiredata input

High Included Yes

Although only the Antic Tsfs

worksheet data input isintegrated into this BIAnticipated Transfer report,all worksheets must be

completed i.e. RCM Plan,Anticipated Transfers,Anticipated Expendituresand Variance Explanations

in order for other BI reportsto reflect the correct data.

IFS datamarts High Included Yes

Fresh datamarts must re-populate these BI reports at

regular intervals to showcurrent information.

Other Requirements

Not sure what to put into section



Notes/Issues: Additional notes and comments



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Requirement


Totals

Summary at bottom Grand totalsColumn 1: Region Sub totals

Column 2: RCM Sub totals

Column 3: Vote Sub totalsColumn 4: Authority Code Sub totals

Footnotes

None

Other Requirements

None

Scheduling

These reports can only be viewed once the respective RC Managers have verified and entered in

all data for Anticipated Transfers into their FSRs. Therefore, this activity is a precedent to theuser being able to view the Anticipated Transfers BI report. Along with the Anticipated

Transfers, RCM Plan, Anticipated Expenditures and Variance Explanation worksheets must be

filled out by the RC Manager.

Exception Report Sample

N/A

BIR-3 Anticipated Expenditures



This report will be used to indicate the anticipated expenditure to the end of the period along

with identifying fields such as the Region and RCM.

Assumptions

It is assumed that that all necessary FSR inputs have been made in the Enterprise Planning



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module in order for the BI Report Anticipated Expenditures to reflect this information and that

all Call Packages have been sent to the respective RC Managers.

Requirements Owner


Documents

Sample of Kent's Work