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Job

Aid

BI Project Budget Balance Analysis Area

Table of Contents
Overview ......................................................................................................................................... 2
Objectives.................................................................................................................................... 3
Chapter 1: Setting up Selection Criteria ......................................................................................... 4
1.1 Navigation ............................................................................................................................. 4
1.2 Prompts First Level of Filtering .......................................................................................... 6
1.3 Recommendations for Organizing the Report ...................................................................... 9
Chapter 2: Difference between the Funds Management and Project Budget Balance Analysis
Areas ............................................................................................................................................. 15

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Overview
Programme and Project Mangers frequently report on project delivery. Umoja provides several
options for extracting information necessary for delivery reports.
1. ECC reports the user can extract necessary information and compile reports outside of the
system with required information (see job-aid on FM budget availability report FMAVCR02).
This ECC report provides real time data and is useful for ad-hoc requests. Please note that all
Programme and Project Management Enterprise Roles have access to this FM report.
2. Business Intelligence (BI) Analysis Area the BI Power User can create project reports based
on the information in the FM info cube of the analysis area, format them and make them
available to BI Standard Users. The data in BI is refreshed every 24 hours from the ECC data
source. Thus, BI reports are not suitable for ad-hoc requests, but provide better options for
large volume data analysis.
At this moment, there are two analysis areas developed for Project Systems:

Analysis Area

Purpose

Project Budget Balance Report

Used to build formatted project delivery


reports

Project System Analysis Area

Used to build formatted project


expenditure reports

3. BI Formatted Reports the standard BI user can run pre-formatted standard reports in BI.
The user can run those reports, save them in PDF format and print them. When the user runs
the report, the system generates the report from the latest available data set loaded in to
SAP/Umoja Business Warehouse (BW) from the Umoja transactional system. Data refresh in BI
every 24 hours from ECC data source. Formatted reports will display a time stamp indicating
the date and the time when the BI data refreshed.
This job-aid will focus on the Project Budget Balance Report Analysis Area. Please note that at
this time, there are no formatted Project System BI reports. Since UN entities report differently
on project delivery, the Project Budget Balance Report Analysis Area will give BI Power Users
the opportunity to set up project budget reports specific to the reporting requirements.

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Objectives

This job aid explains how the Project Budget Balance Report Analysis Area was set up and aims
to provide guidance on specific reporting parameters.
The target audience for the Project Budget Balance Report Analysis Area is:

Project Managers
Programme Managers
Grants Management accountants, budget officers, and finance officers in substantive
offices to track the budget and expenditures of a grant-funded project
FM Budget officers in substantive or administrative offices to track the project budget
and expenditures of a project
Chief Finance Officer of a mission, SPM or UN office to review project spending status;

Please note that standard BI report functionalities such as meaning of the icons in the tool bar,
saving reports in PDF, exporting and printing reports, etc. are described in details in the BI
training courses and are not reflected in this job-aid.
This job-aid focuses on understanding the report selection criteria, setting up filters and making
recommendations regarding the layout of the Project Budget Balance report in BI.

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

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Chapter 1: Setting up Selection Criteria


1.1 Navigation
1. Log in to Citrix: https://login.umoja.un.org/Citrix/SAPVA/site/default.aspx
2. Go to the icon called "3 Umoja BI Portal" cubic.

3. Use the same User ID and Password that you would use for ECC Production.

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4. Open the Project Systems Folder

5. Choose the Project Budget Balance Report and double-click on the link to open it

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1.2 Prompts First Level of Filtering


The Project Budget Balance Report has overall 11 prompts (selection parameters) available, out
of which only two are mandatory.

If the prompt is marked with a red X, it means that this prompt is mandatory. Once values have
been selected for mandatory prompts, the red X will turn into a green check mark.
There are only two mandatory prompts: 1) AVC Ledger, and 2) Budget Period. Please note that
the AVC Ledger setting is defaulted to Z1 in order to check budget availability and should not
be changed.
To run the Project Budget Balance Report for a specific project, the user should use the
following prompts:
1. AVC Ledger mandatory (defaulted)
2. Budget Period mandatory
3. Project: Project Definition ID optional

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The Prompt window looks as below:

To run the Project Budget Balance Report across different projects, the user should make use of
the remaining, optional prompts listed below leaving the Project and the Budget Control WBSE
field blank:
1.
2.
3.
4.

Budget Period mandatory


Fund optional
Grant optional
Functional Area optional

Tips/Hints
The Budget Period alone is a powerful filter in the project selection process:
M99 budget period for grant-funded projects
BXX budget period for RB, Development Account and SPM Grants created in
Umoja Deployment Clusters 1 and 2
PXX budget period for Peacekeeping projects

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Once the report is run, the Analysis Area will open in the defaulted layout. It consists of the
below dimensions defined as rows:

Project Definition : Project Definition description


Budget Control WBSE : Budget Control WBSE
Fund : Fund description
Grant : Grant description
Functional Area : Functional Area description
Commitment Item : Commitment Item description

The below Key Figures are defaulted as columns:


Consumable Budget
Consumed Budget;
o Purchase Orders
o Funds Reservations
o Travel Commitments
o Invoices
o Down Payments
o Funds Commitments
o Funds Pre-Commitments
o Transfer Postings
o CO Posting
o Parked FI Documents
o Purchase Requisitions
Available Budget (= Consumable Budget - Consumed Budget)

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1.3 Recommendations for Organizing the Report


Commitment Item Hierarchy
It is recommended to replace row Commitment Item with Commitment Item Master Data
Hierarchy. That way, the report can show budget entries at the Commitment Item Group level
and budgetary expenses at the actual Commitment Item.
Please note, that below Commitment Item Hierarchies are available:

U10 Commitment Item Hierarchy defined for Regular Budget (Fund Type 10),
Programme Support Cost (PSC- Fund type 62), and Tribunal Funds (Fund Type 60), Other
funds (Fund Type 64) and Fund held in Trust (Fund Type 50)
U20 Commitment Item Hierarchy defined Peacekeeping Funds (Fund Type 20)
U30 Commitment Item Hierarchy defined for Trust Funds (Fund Type 32 and Fund
Type 33)

To replace Commitment Item with Commitment Item Master Data Hierarchy, expand the
Commitment Item data set from the Data column. Then, select attribute Master Data Hierarchy
for FM Area 1000 [UXX] with a left mouse click and drag it to the window displaying the report
rows.

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Below system message will appear to confirm the change. Select the Yes option.

Once the Commitment Item Row is replaced with the selected Commitment Hierarchy, you will
find repetitive rows as every level of the hierarchy is reflected.

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To remove the repetitive rows, right click on the Master Data Hierarchy column and select
Show levels.

Then, deselect the levels you want to hide. In the example screenshot below, the information
will be displayed at the fourth level, which is the lowest level of detail available.

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Open Queries without Project values


To run the Project Budget Balance Report across different projects, the Project and the Budget
Control WBSE field must remain blank. Please note that in this case, the report may also fetch
Funded Programs created for Internal Orders. To ensure that your report only includes project
balances, we recommend filtering by member in the Project Definition column.

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To exclude Funded Programs created for Internal Orders, deselect all members with value # :
not assigned.

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UN Thematic Assignments and Geography of the Beneficiary


Please note the UN Thematic Assignments as well as the geographic dimensions can be found
under Work Breakdown Structure Element > Attributes

From there, they can be selected and included as rows in the layout.

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Chapter 2: Difference between the Funds Management and Project


Budget Balance Analysis Areas
As both Analysis Areas build on Funds Management Data with some Grants Management attributes,
there is a big overlap between the dimensions availabe to create reports.
Please note however, that the Funds Management Analysis Area includes below key figures for IMIS/
SUN legacy data which are not available in the Project Budget Balance Analysis Area.

Appropriation Legacy
Consumable budget - IMIS
Consumbale budget Sun
Pre-commitment IMIS
Pre-commitment - Mercury
Commitment IMIS
Commitment Sun
Actual IMIS
Actual Sun
Consumed Budget IMIS
Consumed Budget Sun

Chapter 4: FAQs
Why do I see rows where the WBS element columns shows # : Not assigned?
Please note that it is expected to see the value # : Not assigned in your WBS element column
for the consumable budget. While in most cases the top level WBS element ID matches the
Funded Program ID, the budget is always released/ transferred to the Funded Program only.
Thus, there is not WBS element ID available.
Should you also see consumed budget under # : Not assigned, the underlying postings have
been incorrectly entered with two cost objects - a WBS element AND a Cost Center. When two
cost objects are entered, the Funds Management tables are being updated with the Cost
Center/ Fund Center for both the commitment and the actual postings. Thus, you can only see
these postings roll up at the Funds Center/ Cost Center level while the WBS element shows # :
Not assigned.

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Revision History (Soft Copy only)


Date
29 February
2016
17 June 2016

Version

Prepared by

Description

Laura Justus

Initial Draft

Laura Justus

Update

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