INTERNAL
USER GUIDE

A Guide to running the TimeSmart Actuals Vs
Labour Distribution Schedule Discoverer Report

Contents

Page

A

Introduction

.............................................

2

B

Running the reports using Discoverer Plus

.............................................

2

C

Running the reports using Discoverer Viewer

.............................................

7

D

Report Column Header Descriptions

.............................................

14

A

Introduction

1.

This report provides information to Departments about
where time recorded by Technicians using TimeSMART*  to
research projects is, or is not at variance with the corresponding percentage
of salary charging set up on ICIS Labour Distribution (LD)** .

The report works by using data from the
Technicians approved time records in TimeSMART and their corresponding ICIS LD
charging schedules for the same monthly period (the monthly period can be
selected by the reporter).

This data is displayed within the various report
columns to provide a comparison between recorded time which has been approved
and the percentage of salary that has been charged to the research project
account.

The report has been designed to only show information
about time recorded on TimeSMART that has been approved.  Any time that has been recorded,
submitted, but not yet approved at the time the data was extracted for the
monthly period concerned, will not be included in the report.

TimeSMART went live in August 2009.  The system has no historic timesheet
data stored prior to the go-live date.
The report will provide useful information about variance between
budgeted monthly hours and hours actually recorded for the Monthly period
which is being reported on.

Because no historic data is stored prior to August 2009,
a medium or long term variance forecast is restricted to those research projects
where the Technician’s salary was not charged to the projects via ICIS LD
prior to the go-live date; and where all submitted timesheets for the project
concerned have been fully approved.

*  TimeSMART is the College electronic time recording system for Technician grade staff

** ICIS
Labour Distribution is the College
system that determines the percentage of an employee’s salary charged
to department cost centre codes and research project account codes

B

Running
the report using Discoverer Plus

1.

.

To access
Discoverer Plus use the following link (this can be added to your favourites
list).

http://www.icis.ic.ac.uk/disco/dplus.htm

2.

Enter
your College username and password and click on the OK button.

Figure 1

3.

In
the following screen, enter your College username in the User Name field.  Then
click on the Go button.

Figure 2

4.

The Responsibility screen will
appear.  Ensure that your Responsibility is selected as
‘IC FIN’ (IC FIN followed by your username – refer to the
screenshot below).  Then click on
the Continue button.

Figure 3

5.

The Workbook Wizard screen will
appear.  Highlight the Open an existing workbook radio
button.  Then click on the Browse button.

Figure 4

6.

Scroll
down the list of reports until you find the TimeSMART report (named TimeSMARTActuals Vs Labour Distribution
Schedule). Highlight the report and click on the Open button.

Figure 5

7.

The Select Value sub screen will
appear.  Select the Department
(cost centre) code that you wish to report on either by scrolling through the
Department list, or entering the Department code in the Search for: field (each Reporter will be restricted to same
Department codes as their ‘IC FIN’ responsibility).  When the correct department has been
selected, click on the OK button

Figure 6

8.

The Edit Parameter Values sub screen will
appear.  The report must be run on
a selected monthly reporting period basis.  Click on the search torch icon to
display the list of available monthly periods to report from.  Highlight the monthly period that you
need to report on.

Figure 7

9.

When
the required reporting period is displayed in the Report Period*: box, click on the OK button to start running the report.

Figure 8

10.

A
report progress pop up screen will be displayed while the report is running.

Figure 9

11.

The
report will then be displayed (in this example the report data has been
blanked out for security).

Figure 10

12.

To
view further Column Headers and data, scroll to the end of the report and use
the scroll bar to move across to the other columns.

Figure 11

C

Running the report
using Discoverer Viewer

1.

To access
Discoverer Viewer use the following link (this can be added to your
favourites list).

http://www.icis.ic.ac.uk/disco/dview.htm

2.

Enter
your College username and password.
Then click on the OK
button.

Figure 12

3.

The Enter connection details screen will
be displayed.  Enter your College
username in the User Name
field.  Then click on the Go button.

Figure 13

4.

The Responsibility screen will
appear.  Ensure that your Responsibility is selected as
‘IC FIN’ (IC FIN followed by your username – refer to the
screenshot below).  Then click on
the Continue button.

Figure 14

5.

The Worksheet List screen will be
displayed. Scroll down the list of reports until you find the TimeSMART
report (named TimeSMART Actuals Vs
Labour Distribution Schedule).

Figure 15

Figure 16

6.

Click on the ‘Expand’ button on the TimeSMART Actuals Vs Labour Distribution
Schedule line.

Figure 17

7.

Click
on the underlined ‘Sheet 1’
link to start running the report.

Figure 18

8.

Click on the Report Period search torch icon.

Figure 19

9.

Both reports must
be run on a selected monthly reporting period basis.  You can find the Monthly Period that
you require by entering it in the Search
for field and clicking on the Go
button, or, scroll down the list of Results
and highlight the month and year that you require
and click on the Select button.

Figure 20

10.

The Parameters Needed screen will appear
with the selected reporting period displayed.  Click on the Department search torch icon.

Figure 21

11.

The
Search and Select: Department screen will appear.  Enter the department cost centre code
that you need to report on in the Search
for field and click on Go, or,
select the Department from the Results
list.  Then click on the Select button.

Figure 22

12.

If
your ICIS responsibility allows you access to more than one cost centre code
and you wish to report on all of them, leave the Department box defaulted to
‘ALL’ in the Parameters
Needed screen.  Once the
correct Report Period and Department are displayed in the Parameters Needed screen, click on Go.

Figure 23

13.

The
report Query Progress screen will
be displayed while the report is running.

Figure 24

14.

The
report will then be displayed (in this example the report data has been
blanked out for security).

Figure 25

15.

To
view further Column Headers and data, scroll to the end of the report and
click the Right link.

Figure 26

D

Report
Column Header Descriptions

1.

The table below provides a description of the
information contained in each column of the report.  Those Column details which are highlighted
in yellow provide
the most relevant information for checking timesheet actuals Vs Labour
Distribution charging on a monthly basis.

The Column details that are not highlighted provide
information about project to date variance between timesheet actuals Vs
Labour Distribution charging.
This information can be used where the project actual start date (or
the start date of the Technician working on the project) is on or later than
the go live date for TimeSMART (3 August 2009).

The report has been designed to show information
about time recorded on TimeSMART that has been approved only.  Any time that has been recorded,
submitted, but not yet approved at the time the data was extracted for the
monthly period concerned, will not be included in the report.

Column

Column Heading

Description

1

Project Code

The
Research Project Account Code

2

Project Name

The
Research Project short title

3

Project Status

The
current status of the research project

4

Timesheet Month

The
month/year that the report has been run for

5

Principal Investigator

The
surname, title and first name of the PrincipaI Investigator of the research project
(or Lead Co-Investigator if the account code is for a Subproject)

6

Department

The
department details of the Principal Investigator of the research project (or
Lead Co-Investigator if the account code is for a Subproject)

7

Project Start Date

The
ICIS Grants Project record Actual Start Date of the research project

8

Project End Date

The
ICIS Grants Project record Actual End Date of the research project

9

Role

The ICIS
HR grade (e.g. Technician) of the person who has recorded time for the
project concerned

10

Employee Number

The
employee CID number of the person who has recorded time for the research
project

11

Staff Name

The
surname, title and first name of the person who has recorded time for the research
project

12

Standard Hours

The
standard contractual weekly working hours for the person who has recorded
time for the research project

13

Standard Monthly With Holidays

Standard
weekly hours X 52 weeks / 12 months X current LD Schedule % to show total
monthly hours (including all types of absence) for the person who has
recorded time for the research project

14

Standard Monthly Excluding Holidays

Standard
weekly hours X 44 weeks / 12 months X current LD Schedule % to show total
monthly hours (excluding all types of absence) for the person who has
recorded time for the research project

15

LD % Alloc

The percentage
of the person’s time allocated to the research project in the selected
reporting month

16

Staff FTE

The
current full time equivalent of the person who has recorded time for the
research project

17

Start Date On Project

The
effective start date of Labour Distribution charging for the person who is
recording time for the research project

18

End Date On Project

The
effective end date of Labour Distribution charging for the person who is
recording time for the research project

19

Estimated Total Budget Hours

The total
budgeted hours on the project from the person’s Labour Distribution
charging start date to the Labour Distribution charging end date (this excludes
all absence)

20

Project Hours Recorded for this Month

The
total hours (excluding all absence) that have been recorded for the
project by the person during the reporting period

21

Hours Recorded (%)

The
total research project hours recorded for the reporting period (excluding
all absence), divided by the standard monthly hours (excluding all
absence) of the person who has recorded time for the research project

22

Hours Project To Date (Previous Reporting
Period)

Hours
recorded Project to date (excluding all absence) prior to the
reporting period selected, for the person who has recorded time for the
research project concerned

23

Prev Project To Date (%)

Hours
recorded Project to date (excluding all absence) prior to the
reporting period selected, divided by person’s total budgeted hours on the
research project (excluding all absence)

24

Project To Date Hours

Hours
recorded Project to date (excluding absence) prior to the
reporting period selected + Project hours recorded this period  (excluding absence)

25

Project To Date (%)

Project
To Date Hours (excluding absence) divided by the person’s  total budgeted hours on Project (excluding
absence)

26

Variance Monthly Hours

Project
Hours Recorded for reporting period by the person, minus Standard Monthly hours
(excluding absence)

27

Variance Monthly Percent (%)

Variance Monthly Hours divided by Standard Monthly Excluding Holidays

28

Variance Project To Date Hours

Project to Date Hours minus Estimated
Total Budget Hours

29

Variance Project To Date Hours (%)

Variance Project To Date Hours divided by Estimated Total Budget Hours

30

LD Charge (%)

Project to Date Hours divided by Estimated Total Budget Hours