CERN European Organization for Nuclear Research Administrative Information

CERN – European Organization for Nuclear Research Administrative Information Services AIS Stakeholders CET – An Overview Meeting – March 2006 1 CET CERN Expenditure Tracking Introduction to CET and basic financial concepts April 2006 IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 2 What do you learn today…? § After the presentation, you should be able. . . § § § to to to know what is CET and how to access it understand the purpose of the main CET reports distinguish between payments, commitments, provisions etc. get a better idea about financial transactions use advanced features like virtual units and ranges discover the flexibility of CET Information Centre IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 3 Agenda 1 CET Overview 2 Basic Terminology 3 Financial Concepts 4 CERN Specialities 5 Advanced Features 6 CET Information Centre 7 Report Scheduling (Pushing Data) IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 4 Agenda 1 CET Overview 2 Basic Terminology 3 Financial Concepts 4 CERN Specialities 5 Advanced Features 6 CET Information Centre 7 Report Scheduling (Pushing Data) IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 5 Where to find CET § Inside CERN use the following URL § cet § From outside CERN § https: //cet. cern. ch/ IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 6 Some Words about CET § Built for CERN to meet the Expenditure Tracking needs and challenges of the LHC construction § Replaced BHT (Budget Holders Toolkit) in 2002 § Gathers its data from the various financial applications used at CERN (mainly Qualiac) § Data is extracted daily (extractions run during the night) § CET (among other applications like HRT, SMT, IC, CFUtk etc. ) is maintained and further extended by the AIS-MDS team: Per Gunnar Jönsson (SL) Chris Dixon (STAF) Janke (STAF) Piotr Sliwa (FELL) IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 7 Main Menu Contracts Transactions Status of book closing and extractions Summaries Information Centre User Preferences IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 8 User Preferences IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 9 User Preferences IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 10 Column Selector Default Columns IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 11 Ordering Selector IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 12 Drilldown IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 13 Agenda 1 CET Overview 2 Basic Terminology 3 Financial Concepts 4 CERN Specialities 5 Advanced Features 6 CET Information Centre 7 Report Scheduling (Pushing Data) IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 14 Basic Terminology. Definitions…. H/w: CHF 3, 000 Pay 20% On Order and 80% on Deliv. I would like to buy some Hardware Commitment : 3000 Payment to supplier: 600 Open Commit. : 2400 Commitment: Amount agreed to pay Payment on Budget Code: Amount charged to Budget Code Payment to Supplier: Amount paid on invoice Open Commitment: Commitment – Payment (Budget Code) 9 / 05 8 / 05 IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 15 Basic Terminology. Definitions…. Year 2005 H/w: CHF 3, 000 Commitment : 3000 Pay 20% On Order and 80% on Deliv. Payment to supplier: 600 Budget: Provision: 1400 2005 2006 Paid on Budget Code: 2000 2, 000. 00 1, 000. 00 Open Commit. : 1000 Commitment: Amount agreed to pay Payment on Budget Code: Amount charged to Budget Code Payment to Supplier: Amount paid on invoice Open Commitment: Commitment – Payment (Budget Code) Provisioned next year: 12 / 05 Money from this year’s budget set aside for next year expenses 9 / 05 8 / 05 IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 16 Basic Terminology. Definitions…. H/w: CHF 3, 000 Year 2006 Pay 20% On Order and 80% on Deliv. Commitment : 3000 Budget: 2005 2006 2, 000. 00 1, 000. 00 Carry Over: 1000 Bill from supplier: 2400 Paid on Budget Code: 1000 Paid from Provision: 1400 Commitment: Amount agreed to pay Payment on Budget Code: Amount charged to Budget Code Payment to Supplier: Amount paid on invoice Open Commitment: Commitment - Payment 01 / 06 12 / 05 9 / 05 8 / 05 Provisioned next year: Money from this year’s budget set aside for next year expenses Carry Over: Open Commitments at the end of last year Paid on Provision: Amount paid on invoices using money provisioned last year IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 17 Annual vs. Pluri-Annual Commitment Special Offer : H/w: CHF 3, 000 Pay 20% On Order and 80% on Deliv. Annual commitment Pluri-annual commitment 2005 CHF 3000 2005 ? 2006 CHF 2400 2006 ? The chosen time period must not exceed one (financial) year. IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 18 Annual vs. Pluri-Annual Commitment Special Offer : H/w: CHF 3, 000 Pay 20% On Order and 80% on Deliv. Annual commitment Pluri-annual commitment 2005 CHF 3000 2005 ? 2006 CHF 2400 2006 ? Pluri-Annual ? CHF 5400 ? IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 19 Annual vs. Pluri-Annual Commitment Special Offer : H/w: CHF 3, 000 Pay 20% On Order and 80% on Deliv. Annual l a nnu fers a commitment i re lur e p riod cial) y e pe 3000 o th. CHF nan t e i 2005 f s ( m e i tch the t single i w f s lly mns, i hing a a c c ti u 2006 CHF 2400 ma e col t mat o t h u o t a n f CET ions o period s ver time to a Pluri-annual commitment = payment Pluri-annual commitment ar. 2005 CHF 600 2006 CHF 2400 More than one year is selected. IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 20 Terminology in a CET Example Summaries IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 21 Terminology in a CET Example CET Pivot IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 22 Terminology in a CET Example IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 23 Terminology in a CET Example Paid to Supplier Open Commitments Payments Budget IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 24 Agenda 1 CET Overview 2 Basic Terminology 3 Financial Concepts 4 CERN Specialities 5 Advanced Features 6 CET Information Centre 7 Report Scheduling (Pushing Data) IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 25 Paid on Budget Code vs. Paid to Supplier According to our system we have paid you the full amount of 50 K But we have only received 20 K… IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 26 Paid on Budget Code vs. Paid to Supplier > Paid on Budget Code Invoice (partially) Paid on Provision Paid on Budget Code > Paid to Supplier Money has been provisioned IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 27 Provisioning § Allocate money now for future expenses § Used to balance accounts towards end of year § DPOs are the experts on provisioning IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 28 Main Building Blocks of a Financial Transaction Cost Centre Nature Activity Code WHO? Cost Centre (Cost Accounting) Intersection Code Organic Unit Project PPA/Sub-PPA 92640 (LHC Controls) AB-CO GCH FHC-000 (LHC Machine) or a Team Account… IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 29 Main Building Blocks of a Financial Transaction Cost Centre Nature Activity Code WHAT? Nature Code (General Ledger) Posts 6152220 6152230 6152320 Entretien routes Entretien nettoyage Entretien chauffage Category High level classification e. g. 61 - Consumables IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 30 Main Building Blocks of a Financial Transaction Cost Centre Nature Activity Code WHY? Activity Code (Analytical) 6 Technologie du vide et des basses temperatures 66 Materiaux pour basses temperatures 667 Elements Cryogeniques IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 31 Main Building Blocks of a Financial Transaction Cost Centre Nature Activity Code Currency Amount 92640 6152290 667 EUR 25000 AB-CO GCH Entretien divers Elements Cryogeniques FPC-000 IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 32 Lifecycle of an Order delivery User request Goods Reception workflow order EDH Purchasing invoice Qualiac authorise CET Budget Holder Order CET. . . CA 123 EDH 111235 Finance monitor instructions Pipe 3000 0 Paid 2000 0 Commit 0 3000 Open 1000 0 3000 Status 73 91 30 IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 33 Pipeline & Order Status § Pipeline § § Shows "committed" expenses not yet in Qualiac … … from EDH, CFU Amounts are estimates Once an order is committed in Qualiac, it disappears from the pipeline § Order Status § Shows the financial status of a transaction IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 34 Most Important Order Statuses Code Description 30 Transfert en comptabilité, facturation 49 Réception 52 Edition bon de réception 72 Facture détaillée 91 Mise au paiement 96 Poubelle (DAI, codes supprimés) 97 Archivage IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 35 Flashback: Terminology in a CET Example Open Commit. Paid to Supplier Commitments Budget Payments Pipeline IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 36 Agenda 1 CET Overview 2 Basic Terminology 3 Financial Concepts 4 CERN Specialities 5 Advanced Features 6 CET Information Centre 7 Report Scheduling (Pushing Data) IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 37 CERN Specialities in CET § Contracts § § § Contract data from CFU (Contract Follow-Up) and Qualiac Draft contract expenditure is integrated into the "pipeline" Contract life cycle: 1. 2. 3. 4. 5. A divisional request (DR) is made to request money A market survey (MS) follows Invitation to tender (IT) Contract is concluded Contract is put into Qualiac Data of the draft contract available in CFU, but not in Qualiac! IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 38 CERN Specialities in CET § Contracts § § § Contract data from CFU (Contract Follow-Up) and Qualiac Draft contract expenditure is integrated into the "pipeline" Contract life cycle: 1. 2. 3. 4. 5. A divisional request (DR) is made to request money A market survey (MS) follows Invitation to tender (IT) Contract is concluded Contract is put into Qualiac Data for all phases of a contract is available in CET. IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 39 Contracts in CET IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 40 Contracts in CET Base Data FC Authorized Amount Paid to Supplier Breakdown by Budget Code Forecasted Expenditure IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 41 CERN Specialities in CET § Team Accounting § Separation of CERN and non-CERN money § Accounting is very close to bank statements § Cash flow, budget and balances § Two main categories of team accounts § T 1…T 4 Institutes, Teams etc. § T 5…T 9 Collaborations, Experiments § There is a big difference in how team codes of the different categories are handled § Sign in balance columns is inversed compared to the rest of CET § Negative amounts: Money owed to CERN § Positive amounts: Balance in the team's favour IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 42 Team Accounting § Teams T 1…T 4 with expenditure ceiling § Followup of this account is a matter of ensuring that the payments and foreseen expenditure do not exceed the ceiling § No details by activity code and nature available § Teams T 1…T 4 without expenditure ceiling § No agreed ceiling § Spending is possible up to the limit of the 'cash' that is available in the 'cashflow' account § No details by activity code and nature available § Teams T 5…T 9 § Details by activity code and nature available § No cashflow transactions available, instead cash flow balance is provided IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 43 Team Accounting in CET § Four reports are dedicated to teams: § § Team Transactions Request For Funds Totals for Teams Team Graphs IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 44 Agenda 1 CET Overview 2 Basic Terminology 3 Financial Concepts 4 CERN Specialities 5 Advanced Features 6 CET Information Centre 7 Report Scheduling (Pushing Data) IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 45 CET Advanced Features § Virtual units § Create your own units for specific monitoring purposes. § Ranges § Query data for a range of values. § Stored reports § Store criterias for a particular report for easy reuse. IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 46 Advanced Features Virtual Units IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 47 Virtual Units § Available in CET and HRT § Can be used in all reports § Container for different items of various types § § § Persons Cost centres Organic and PPA units Experiments and institutes Projects Contracts § Items of different types can be mixed up § Are processed at the time a report is executed (runtime) § Changing a virtual unit affects all reports it is used in IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 48 Editing Virtual Units IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 49 Editing Virtual Units An additional budget code has been added. IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 50 Using Virtual Units IT-AIS-MDS 47115 Instead of only querying the expenses for IT-AIS-MDS, the report will also search for expenses charged to the budget code 47115 (IT-AIS-HR). IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 51 Ranges § Use of ranges is possible in fields like § Organic Unit, PPA Unit, Budget Code, Project, Experiment … § Specify range limits by using a colon ': ' § Ranges only having a left or a right bound are accepted as well § Two bounds - 47115: 47118 § Right bound - : 47118 § Left bound - 47115: IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 52 Advanced Features Stored Reports IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 53 Stored Reports § All CET reports can be "stored" § Very useful if a particular report is executed regularly and uses a non-trivial set of input criteria § Storing a report means: § Saving the criteria that have been defined for it § Stored reports can be executed via the Report Folder § Accessible from the main menu § It is now possible to schedule stored reports for automated and unattended execution! IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 54 Agenda 1 CET Overview 2 Basic Terminology 3 Financial Concepts 4 CERN Specialities 5 Advanced Features 6 CET Information Centre 7 Report Scheduling (Pushing Data) IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 55 CET Information Centre § MDS is constantly asked § to enhance existing report § Add extra information § to implement new reports § Combination of reports A and B § in both cases the enhancements are often of interest only for a few users Information Centre § Information Centre allows users to create reports themselves because they know best what they need IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 56 Information Centre in Action Create a new report Select the report to edit and click to open the editor. Assign a name IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 57 Information Centre in Action Execute the report Get more information Check its performance IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 58 Agenda 1 CET Overview 2 Basic Terminology 3 Financial Concepts 4 CERN Specialities 5 Advanced Features 6 CET Information Centre 7 Report Scheduling (Pushing Data) IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 59 2) Click here to configure the report to be scheduled for automated execution. 1) Select the report you would like to be executed regularly. Information Center Report The Data comes to you… IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 60 The Data comes to you… 1) Select the report you would like to be executed regularly. Standard Report 2) Click here to configure the report to be scheduled for automated execution. IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview The Data comes to you… 61 Configure how the scheduling should work… IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview The Data comes to you… 62 Wait for the daily email, coming each morning… IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 63 Report Scheduling § Pushing data vs. pulling data § Instead of manually executing a report each time certain data is required, a report is executed automatically in regular intervals. § The results of the report's execution are sent by email. § More than one recipient for the report results can be defined. § Use cases § § Overview of my section's or group's budget. What's in the pipeline and coming next ? What's the situation of the team accounts I am resposible for ? … IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 64 Report Scheduling § What can be scheduled ? § Almost everything ! § Information Centre reports § Standard CET (stored) reports § What kind of execution intervals are available ? § Daily, weekly, monthly § For weekly and monthly execution, the concrete day can be chosen (i. e. day of the week or month). § Where do I get more information ? § On the web: § http: //ais. web. cern. ch/ais/apps/hrt/Report. Scheduling/welcome. html IT-AIS-MDS

CERN – European Organization for Nuclear Research d n E Administrative Information Services CET – An Overview Agenda 1 CET Overview e h T 2 Basic Terminology 3 Financial Concepts 4 CERN Specialities 65 5 Advanced Features 6 CET Information Centre 7 Report Scheduling (Pushing Data) IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 66 What was not covered § § Advanced team accounting Advanced contract analysis (draft contracts) EVM (Earned Value Management) More advanced financial analysis with CET IT-AIS-MDS

CERN – European Organization for Nuclear Research Administrative Information Services CET – An Overview 67 The End. § Questions & answers § Thank you for your attention "A bank is a place that will lend you money if you can prove that you don't need it. " -- Bob Hope (British American Entertainer, 1903 - 2003) IT-AIS-MDS