tio programme monitor user guide draft c · web viewuser admin – add or change a user’s...

Programme Monitor user guide

Table of Contents

Programme Monitor.....................................................................................................................2Introduction.............................................................................................................................2Responsibility...........................................................................................................................2Access to Programme Monitor.................................................................................................2Breadcrumbs...........................................................................................................................2Meaning of icons on left hand menu........................................................................................3User admin – add or change a user’s profile............................................................................3Show all...................................................................................................................................4User statuses and access types...............................................................................................4User statuses and access types Continued..............................................................................5Adding contact details.............................................................................................................5Programme Monitor Overview.................................................................................................6Viewing and Updating Forecast Data.......................................................................................7Viewing and Updating Forecast Data (continued)....................................................................8Viewing and Updating Forecast Data (continued)....................................................................9Viewing and Updating Forecast Data (continued)..................................................................10Other data..............................................................................................................................11Variance.................................................................................................................................11Automated Upload of Forecast Data......................................................................................12Automated Upload of Forecast Data Continued.....................................................................13Automated Upload of Forecast Data Continued.....................................................................14Submitting forecasts..............................................................................................................15Additional Functions (AOs).....................................................................................................16Additional Functions (Regions)..............................................................................................18Additional Functions (NZTA)..................................................................................................18

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Programme Monitor

Introduction The Programme Monitor module will allow Approved Organisations to enter and submit their forecast quarterly expenditure over a 12 month period. The module will also allow NZTA regional representatives to review forecasts before the data is reported to NZTA Planning and Forecasting and used to update the P&I Cashflow Model.

Responsibility

Approved organisations (AO) are responsible for updating forecast data each quarter.

Local administrators are responsible for setting up AO User access and data entry characteristics which will allow AOs to enter Maintenance and Renewal forecasts at the Activity Class level, rather than at the Work Category level.

NZTA regional representatives are responsible for reviewing the forecast data each quarter.

NZTA Planning and Investment is responsible for monitoring and reporting on future cashflow issues.

Access to Programme Monitor

Access to the Programme Monitor module is via the ‘More’ drop down tab button in TIO.

Breadcrumbs

Highlighted in the screen above is what we call ‘breadcrumbs’. These will always show you at a glance where you are and how you got there. For example, you’ve clicked on the ‘Programme Monitor’ tab, ‘Name of your organisation’ will always appear automatically. If you click back on the word ‘Programme Monitor’ or ‘Programme Monitor tab’ under ‘More’ it will take you back to the current Programme Monitor data entry screen.

Continued on next page

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Programme Monitor, Continued

Meaning of icons on left hand menu

Meaning of icons.

= mandatory information has not been completed

= mandatory information has been completed

= forecast has been submitted

= fields have been completed incorrectly

User admin – add or change a user’s profile

If you require access to this module to either view or enter in data you will need to contact your local administrator. To do this, click on ‘Local administrator contact details’ at the bottom of your home page.

Each organisation is responsible for managing their users and allocating the role of ‘local administrator’. To do this, from your Home page select the ‘More’ drop down list then ‘user administration’. NZ Transport Agency will not be responsible for day to day user administration.

Please note: users will receive an automated email every time their profile is updated.


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Show all Clicking on the ‘show all’ checkbox will enable NZTA users will be able to view all Programme Monitor forecasts.

For Approved Organisations this button will be inactive.

Step

Action Screen example

1 Select your organisation name or click on the show all checkbox on top right hand corner of your home page

2 If you are viewing another AO you are able to come back to your own home page by clicking on ‘My Home’, from top right hand corner of screen

User statuses and access types

There are 4 user statuses:

Statuses Function

Active This status will show once a user has completed the registration process

Pending registration

This status will show when the registration process has been triggered but the user has not completed the process

Inactive Users cannot be removed or have their access rights cancelled. They can be inactivated. This status should be used when a user no longer has access to TIO e.g. the employee has left or the consultant no longer represents the organisation

Locked The system will lock a user’s status when errors have occurred or if the user has not completed the registration process within 5 working days

Continued on next pageProgramme Monitor, Continued

User statuses and access types Continued

There are 4 access types within Programme Monitor:

Access Function

Read only This level entitles the user to view the Programme Monitor details for their organisation (if they are not NZTA) or for any organisation within their region (if they are part of NZTA).

Edit This level provides the user with the ability to enter and edit forecast data in the draft status on behalf of their

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organisation.

Submit This level provides the user with the above edit rights and also allows the user to submit programme Monitor forecasts for their organisation.

Verify This level is for NZTA regional staff only. This level entitles the user to view the Programme Monitor details for any organisation within their region and verify that the information is correct. The NZTA regional staff can also unsubmit the data and request further information from the Approved Organisations.

Email notification

This level is for NZTA regional staff to receive an email advising that an Approved Organisation’s programme monitor has been submitted.

Adding contact details

This will ensure that you receive emails updating you on the status of your forecast data and advise when next update is required. There is space for up to three contacts.

Step Action Screen example

1 Select ‘Programme Monitor’ from home page, then ‘contact details’ from right hand side of 2nd level heading. Add your details. Press ‘save’ when completed.



Programme Monitor Overview

Each Approved Organisation must provide their Forecast Spend (excluding any 3rd party funding) for the next 4 quarters and the total for the following year.

Note - The Forecast Cost should be entered as Cumulative values, hence the “June” quarter shows the total planned expenditure for the financial year.

Manual data entry is available for Approved Organisations with less than 2000 editable fields within any one of the Activity Classes. For other Approved Organisations, forecast data can only be added and amended using the Automatic Upload function.

Approved Organisations usually enter the forecasts for each Work Category or Activity, however for Maintenance & Renewals AOs can enter the totals for these Activity Classes. Note - Manual data entry only and the User will have to make a request to the NZTA regional representative in order to enter at the Activity Class level.

During each forecast period, each Approved Organisation must enter the “Total

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value for the new quarter which has been added to the Programme Monitor screen. At this point the Approved Organisation can also update the existing forecast data, if necessary.

Once the Approved Organisation has updated the forecast data, they submit this to the NZTA regional representative for review and validation. Note - this must be completed 2 weeks before the end of the quarter to allow time for review and correction.

The NZTA regional representative reviews and marks as verified each Approved Organisations forecasts, or refers them back to the Approved Organisation for correction or explanation. Once the Approved Organisation’s forecast has been verified it cannot be amended until the next quarter, unless the AO makes a request to the regional representative to unverify and unsubmit the forecast.

Once all Approved Organisations forecasts have been verified, NZTA can produce its reports and update the Cashflow Model. The Approved Organisation can also access report(s) on their forecasts (see Reports section).

When the next forecast is required, NZTA rolls over the Programme Monitor to the next quarter. This adds the next quarter that required a forecast cost to the data and emails all Regional and Approved Organisations to inform them of the deadline for the next updates.


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Viewing and Updating Forecast Data

This section describes the Manual updating process. An automated Upload function is provided for all Approved Organisations but especially those with significant numbers of activities to be updated.

Step Action Results1 Select ‘Programme Monitor’

from the ‘More” drop down list in TIO

2 Left hand side of screen shows a menu of the valid Activity Classes for the AO.Initially, “View All Activities” will be selected.At the start of a quarter the icons

will be to show that the data is incomplete.


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Viewing and Updating Forecast Data (continued)


3 Select an Activity Class to show the activities for that class. These will be pre-populated with the Claims (Expenditure to date) and Approval (Budget) data, and the existing forecast data, with a blank field for the new quarter’s data to be entered.Note - If there are no activities for this Activity Class, then the Activity Class will not be in the menu.New activities added since the last Quarter will be highlighted in Blue

4 Select (or Tab to) the field that you wish to amend and enter the data.Empty mandatory fields are shown in Blue, optional fields are shown in White, and fields which have their value changed since the last forecast are shown in Yellow.


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Step Action Results5 Once you have entered the data

for the current activity class, select ‘Save’ button at the top or bottom of screen. You can then access and update further activity classes. Note - Mandatory fields which have had their values added during the current quarter will change from Blue to White (like the optional fields).If the User amends an existing value, but then changes it back to the original value, it will no longer be highlighted in yellow.Note - if you have reviewed the forecasts and don’t need to make any changes (only happens towards the end of an NLTP), you must ‘save’ the data before submitting it. It is recommended that you add a comment (e.g. “forecasts reviewed, no changes required”) before saving and submitting.

6 Maintenance and Renewals onlyFor these 2 Activity Classes you have the option of entering forecast data for each Work Category within the Activity Class, OR entering the forecast data for the Activity Class in a ‘Sub-Total’ row at the end of the Activity Class. The User must make a request to the NZTA regional representative to activate this option under Utilities


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Step Action Results7 ‘Current Progress %’

This field allows you to record actual progress for the activity. It is mandatory for some Activity Classes, but not required for operational activities (such as maintenance).Note - that this is a measure of actual work carried out or committed, independent of the amount claimed for the activity.

8 Once all the forecasts data for the activities within an Activity Class have been entered and saved, then the icon for the Activity Class will change to Green.

9 If incorrect data has been entered, e.g. forecasts are not cumulative, then the icon for the Activity Class will change to Red.

10 A printable list of all activities for your AO is produced (in a new window) by selecting ‘Print record’.Note - Use Print Preview to check print settings and adjust if necessary.


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Other data Step Action Screen example

1 ‘Your Phase ref’ allows you to uniquely identify each activity using your AO’s own identification reference. It is auto populated from the ‘Your phase reference’ field in TIO and is viewed in Programme Monitor.Note - that if you wish to use the upload function, this field will allow you to identify TIO activities within your organisation’s system(s)

New screenshot once heading layout has changed

2 The ‘Comments’ field allows you to record any useful information, such as the reasons for amended forecasts or the quality of the forecast data (‘rough estimate’, etc).

Variance Calculation and display of Variance.


1 As each “June” forecast is entered/amended and saved, Programme Monitor will calculate the difference between this value and the Approved Allocation (Budget) for each financial year. If the result is negative (i.e. forecast under claim), then it will be shown in RED


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Automated Upload of Forecast Data

All Approved organisations are able to automatically upload their forecast data using the upload interface.

Note - For those organisation who have less than 2000 editable fields showing on the screen, can either use the upload function or click on each individual activity class and enter their forecast manually.

To use the automated upload process:

Step Action Results1 Select ‘Download Programme

Monitor for completion’ from the left hand menu.This creates an Excel file of all the activities which require both mandatory and optional forecast data for your AO. This file will be pre-populated with the Claims and Approval data, and the existing forecast data, with a blank field for the new quarter’s data to be entered.

2 You will be prompted to open or save file. Select open.

3 File opens in Excel. Mandatory fields are shown in Blue. Optional fields are White. Do not edit cells with “not required” or change the column titles. Save file as Excel workbook while you are working on the data.If you add columns or rows while working on the data, remember to remove them before saving to the *.txt file.


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Automated Upload of Forecast Data Continued

Step Action Results4 Populate the template with the

forecast data for the new quarter and amend any of the existing forecast data.Note - The AO can also amend the ‘Current Implementation progress %’ and ‘Comments’ fields, but changes to any other fields will be ignored by the Upload Function.Sub-totals for the Maintenance & Renewals Activity Classes cannot be entered.Note - it is assumed that the template will be populated by the organisation from data held within their own systems. Hence once the method of populating the template has been set up, it will be a very quick, automated process from then on.

Example of Upload Template is shown at the end of this Guide.

5 Once the data is ready for Upload, ensure all forecast values are displayed as numbers by formatting the cells as “General”. Save upload data in a Text (Tab delimited) file, with the extension “.txt”.Note – if you are using Excel 2007, you will not have to add a file extension as the system will do this for you.Note - If you are using Excel 2003, you will have to edit the file extension to “.txt”.Note - that you will get warning messages about features being incompatible with the file type. Ensure that the active worksheet (the one that you are viewing) is the data to be uploaded and ignore the warnings.

Zeros should NOT be displayed as above.


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Automated Upload of Forecast Data Continued

Step Action Results6 Select “Upload completed

Programme Monitor” in the left hand menu and browse to locate the file and click on “Upload File”.

7 As the data is uploaded Programme Monitor will check that the fields have been correctly populated, i.e. apart from ‘comments’ field, only numbers to be entered into other fields.Programme Monitor will produce a list of any errors that it finds, which can be printed. These errors must be corrected before Programme Monitor uploads and saves the data.

8 To get back to the data input screen click on ‘Programme Monitor’ in the breadcrumb trail.

9 Programme Monitor automatically calculates the variance. It also checks whether all mandatory fields have been completed and changes the icon for the Activity Class to Green.

10 Programme Monitor automatically checks if the forecast data has changed and displays it in Yellow.

11 Once the forecast data has been successfully uploaded (icons show Green), then the forecast data can be submitted (see next section).


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Submitting forecasts

Forecast Data can only be submitted by users with ‘Submit’ access rights.


1 Once you have entered the forecast data and saved it, you can submit it to the Regional representative for review. Activity Class icons will be changed to Grey and an email will be sent to the Regional Representative.Once submitted, you will no longer be able to amend the forecast data, unless you unsubmit it.Note - that contact details must be provided before data is submitted.

2 If you wish to amend submitted data click on ‘Unsubmit Programme Monitor’.Note - that the Regional Representative can also ‘Unsubmit’ if they feel that the data is not sufficient to ‘Verify’ Once the forecast data has been verified by the NZTA regional contact it will become read only and only NZTA staff will be able to unsubmit the data.

3 After you have selected the ‘submit’ button and confirmed, the following message appears at the top of the screen“Programme Monitor has been submitted successfully. Please click on Reviews tab if you wish to submit a review request.” If the June forecast is significantly different to the Approved Budget, then it is recommended that the organisation requests a cashflow or cost/scope adjustment view the Review process.

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Additional Functions (AOs)

These allow the User to find and filter the activities shown on screen. As well as get access to reports and other information.

Step Action Screen example1 How to get to the notification of

the due date, and any other significant dates.

NZTA National Office will set these up and they will show under Upcoming Dates on your home page

2 Select this button to view previous quarter’s forecasts within the current NLTP year.

This appears on 2nd level heading on right hand side

3 Select ‘Activity class summary’

on the Left-Hand Menu to show all activity classes including totals and grand totals.

To be developed

4 Select ?? to show 3yrs forecast situation (available after submitting the data). Report will include Total Approved Allocation, Cumulative AO’s Forecast and Cumulative Actual Claim by project/programme.

To be developed


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Review and Validate Forecasts (Regions)

These allow the NZTA Regional User to review and validate the AO forecasts.

Step Action Screen example1 Access to the Programme Monitor

module is via the ‘More’ button in TIO.Click on ‘Pending Verification’.This will show a list of the AOs within your Region who have submitted their forecast data for the current quarter.

2 Select each AO to view their forecast data.If AO forecast data is valid, select the check box to say that the AO’s forecast data has been verified.Programme Monitor asks ‘Do you wish to continue ok/cancel’. If ‘OK’ - this field will change to the current day’s date, if cancel - tick box will remain open.Note - Once the check box has been ticked, the quarterly programme monitor will become read only, at which stage a Regional User will need to unvalidate (which also unsubmits) the data.Note - If the AO unsubmits their forecast, their organisation will not be shown in the ‘Pending Verification’ screen.


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Additional Functions (Regions)

These allow the regional User to get access to reports and other information.

Step Action Screen example1 How to access reports (To be

written).Click on Report tab in TIO to view Programme Monitor reports(To be developed)

2 What reports To be developed

3 What other data To be developed

Additional Functions (NZTA)

These allow the NZTA User to inspect monitor progress, produce reports, update the Cashflow model and open the Programme Monitor up for the next quarter’s forecast data.

Step Action Screen example1 Initial screen for NZTA staff? To be developed

2 Select ‘Reports’ to produce XXX reports

3 Select the ‘Download Cashflow data’

To be developed

4 Select ‘New Quarter’ to open Programme Monitor for the next set of forecast data. This function will: Reset all changed fields

(shown in Yellow) to white. Add new quarter field and

remove past quarter. Request NZTA User to enter

due date for next quarter’s forecast data.

Email message to AOs to let them know that the Programme Monitor is ready to be updated

Email Regional NZTA contact advising they need to verify the AO’s forecast before the end of the quarter

For NZTA National Office onlyGo to NZTA Utilities under ‘More’ tab and go to Programme Monitor admin


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