COBALT User Guide and Manual. Capex Budgeting and Reforecasts

Transcription

1 COBALT User Guide and Manual Capex Budgeting and Reforecasts Version 2.1 October 1, 2015

2 COBALT Table of Contents Topic Page What is? 4 Accessing the Site 4 Basics 5 Types of Budgets Entity Structure User Profiles/Rights Creating a New Budget Request 7 Budget Request Menu Adding Line Item Requests Editing Line Item Requests Required Fields & Information Saving a Budget Editing an Existing Budget Request 13 Budget Summary 14 Submitting a Budget Request 16 Editing a Rejected Budget 18 Filtering Budgets 20 Searching for Budgets 21 Budget Approval Workflow 23 Budget Reports 24 CapEx Reforecast Submission Overview 26 CapEx Reforecast Cycle Supplemental Request Forms Summary 27 Reforecast Form Requirements 27 Reforecast Submission 29 Reforecast Submission with Supplemental Request 32 2

3 COBALT Table of Contents Topic Page Supplemental Request Form (SRF) System Generated 33 Supplemental Requests Workflow 34 Ad-Hoc Supplemental Request (AHSR) 35 Supplemental Requests Requiring Further Action 38 Reforecast Reports 39 FAQ 40 & Capex Definitions 41 Capex FAQ 44 Feedback Tool 45 3

4 What is? is an internally developed application to collect Capex data and facilitate the proper approvals for the budget process. It addresses the following processes: Preliminary Capex Budget Final Capex Budget Reforecast Supplemental Request Accessing the Site Website address: is a DDB Passport site, similar to insite DDB, Compensation Database, DDB PO & Lease Portal (U.S. based only), AgencyMosaic and DDB Purchase Request System (EMEA, LATAM, Asia Pacific) User ID is your address Password is the password used for all DDB Passport sites If you have never accessed another DDB Passport system or have forgotten your password, your ID needs to be authenticated or reset. From the entry screen, select New User/Reset Password, enter your address and upon verification, a temporary password will be ed to you. 4

5 Basics Types of Budgets Capex budget requests are segregated into three types: IT Non-IT Vehicles Budgets are completed at the line item level and once submitted, are routed for approval through. Approvers make decisions on each individual line item. If necessary, they have the option to reject the entire budget request and send back to the agency for more information. If required, users will receive an automated notification when further action is required. Entity Structure Budgets are submitted based on Hyperion code. Generally speaking, one consolidated budget request is submitted per Hyperion FRP. User Profiles/Rights Users must be granted access to by the DDB Corporate Finance Administrator. Users are granted access to a Hyperion code(s) and are segregated into the following groups: Agency User Enters budgets at the line item level for all budget requests (IT, Non-IT and/or Vehicles) Multiple users can be assigned to the same Hyperion code. However, agency users should coordinate to ensure they are not editing the same budget request simultaneously as it could comprise data integrity Submits budget into workflow Edits and re-submits rejected budgets Approvers Local Finance Approver (This level is optional. This is a 1 st level finance approval applied for specific circumstances) CIO Regional CFO WW CFO 5

6 All budget approvers render decisions at a line item level. Approvers have the option to make the following decisions on a line item basis: Approve Reject Revise Should more information or substantial changes be required, approvers can reject the entire budget back to the Agency User or previous approver for editing. 6

7 Creating a New Budget Request Budget Request Menu Upon logging in, you will notice that each Hyperion Code has been assigned three budget requests or asset categories: IT Non-IT Vehicles Click the Start button to initiate a budget request 7

8 All budgets are required to be submitted. In the event that you do not have a budget request for IT, Non-IT or Vehicles, please press the Start button and then on the bottom left corner, click Save as Not Applicable. 8

9 Adding Line Item Requests Once a budget has been initiated a new template is available. For IT Budgets, the first 3 line items will be prepopulated with lines for: Microsoft EA Adobe VMWare Click Add an item to insert the first user generated line item. 9

10 Editing Line Item Requests Once the first line item has been added, you can continue adding line items Line items should be added until budget request is completed All line items should be requested using local currency The copy function allows you to duplicate an existing line with the same basic information. The copy function is located at the far right side of the line item. Click the copy button for the line to be copied and it will be added at the end of the rows already input. Should you need to remove a line item, there is a delete button at the far right side of the line item, next to the copy function. Users will bee prompted to confirm if they wish to delete a line prior to it being removed. Once deleted, the line cannot be retrieved. Prepopulated lines cannot be deleted or duplicated. Attachments can be addedd to a budget request to support the business case. Users can choose between attaching at the overall budget level or at the line item detail level. Select Browse from the Supporting Documents section at the bottom of the Budget Request Detail screen to attach a document to the budget request. For example, an agency user may want to attach a copy off a new leasee approval memo at the Non-IT budget request level. Click the button next to the Details section of the line item request to attach a document at the line item level. For example, an attachment of an employeee contract can be attached at a line item level for a vehicle request. Pleasee note that attachments are not required. 10

11 Required Fields & Information Required Fields are marked with a If fields are incomplete, MISSING appears and must be addressed prior to submitting budget request Some specific combinations of Asset Class, Asset Sub-Class and Purpose will prompt line item specific required fields (e.g. if Replacement or End of Life are selected, the Age field is required) Prepopulated lines on the IT Budget for Microsoft EA, Adobe & VMWare require the user to enter a value of zero for the Quantity and Total Local Cost if it is not applicable to that agency. Include a brief explanation (if necessary) in the Details column. 11

12 Saving a Budget While building your budget request, you can Save as Draft Available in lower left corner Not all lines/fields need to be filled out prior to saving as draft 12

13 Editing an Existing Budget Request If you have saved the budget as a draft, you can re-edit by clicking Edit Request. If you have previously saved a budget request and want to submit it for approval, you must click Edit Request, and then Save and Submit for Approval. 13

14 Budget Summary A summary of the budget is available once you have saved the budget as a draft. You can view the summary on screen or view as a PDF report which can be saved or printed to a hard copy. The detailed line item request can also be printed by selecting Print. Click Print to view the detailed report as a PDF. You can save it as a PDF or print a hard copy. 14

15 The summary schedule is the same format as the HFM schedule 6B. Both local currency and USD are displayed. USD is calculated at the same rate as the HFM submission. 15

16 Submitting a Budget Request Upon completion of Budget Request, budget requests must be submitted for approval All line items must have required fields completed Save and Submit button is available in lower left corner All budgets must be submitted, even if no line items are being requested. In the event that you do not have a budget request for IT, Non-IT or Vehicles, please press the Start button and then on the bottom left corner, click Save as Not Applicable 16

17 By Saving and Submitting for Approval, budget requests can no longer be edited. Any further revisions will require the budget to be rejected by the CIO, Regional CFO or System Administrator depending on budget status. After submitting for approval, Agency users can still view the data and print reports 17

18 Editing a Rejected Budget Budgets are reviewed and decisions are made by approvers on a line by line basis. If the approver wants the entire budget to be reworked, the entire budget request can be rejected and returned to the Agency user. The Agency user will receive an notification of a rejected budget. Further action by the Agency user must be taken to resubmit the budget for review. 18

19 You can resubmit a rejected budget by clicking Edit Request, make the required changes and then save and submit. Line item decisions entered by the approvers are visible to the Agency user. Line items that have a decision input by an approver cannot be edited by users. Line items that have TBD or no decision can be edited. These line items require action by the user. Approvers can include line item comments with further instructions or questions. Approvers can also provide an overall comment that might include instructions for resubmission. Overall comments are part of the budget status at bottom of the request. 19

20 Filtering Budgets Filters are available to help you quickly identify budgets based on the status of the request and include: My Requests (Includes all requests, regardless of the status) My Unsubmitted Requests (Includes budgets not yet started and drafts) My Rejected and RFMI (Request for more information) Requests My Requests Awaiting Approval My Approved Requests 20

21 Searching for Budgets If users do not find budgets by utilizing filters, a search function is also available from the main screen Users can define fields for Search or can continue with fields left blank 21

22 A list of budgets will be displayed once Continue is selected. Once the budget has been started or submitted, you have the option to view the detailed request or a summary. 22

23 Budget Approval Workflow Upon Saving and Submitting the budget request, the request enters into an approval workflow. Budgets are approved on a line item level. Each line item can be approved, rejected or amount revised. In addition, the entire budget can be rejected and returned to the Agency user to be re-worked and re-submitted. The approval workflow for the IT budget request is as follows: Local Finance (optional) CIO Regional CFO Worldwide CFO The approval workflow for the Non IT budget and Vehicles budget requests is as follows: Local Finance (optional) Regional CFO Worldwide CFO After Regional CFO Approval is finalized, in these adjusted budgets are the Preliminary Plan. The Preliminary Plan budgets are not final. They are used for planning purposes only. After Worldwide CFO approval is finalized (January/February timeframe), in these adjusted budgets become the Final Plan. You will receive an confirmation of your Final Capex budgets. Only upon this confirmation are you authorized to spend against your Final Capex Budget. The status of your submitted budget request can be viewed by clicking on View from the main page. At the bottom of the budget view screen, there is a status section. It includes who has approved the budget and the pending step in the workflow. 23

24 Budget Reports Two reports can be accessed from the main menu by selecting View under the summary column. Reports must be run individually for IT, Non-IT or Vehicles. 24

25 The summary schedule is the same format as the HFM Schedule 6B. Click Print to view the summary as a PDF. You can save it as a PDF or print a hard copy. To retrieve a detailed report by line item, click View Request. Click Print to view the detailed report as a PDF. You can save it as a PDF or print a hard copy. 25

26 CapEx Reforecast Submission - Overview CapEx Reforecasts are required to be submitted within for each of the following periods: 3+9 Reforecast (submitted in April) 6+6 Reforecast (submitted in July) 9+3 Reforecast (submitted in October) CapEx Reforecasts are segregated into three types: IT Non-IT Vehicles The reforecast submission is based on the asset sub-class level. The reforecast form in is at the same level as Schedule 6B from the HFM Financial Reporting Package. Although the budget submissions were submitted at a line item detailed level, the reforecast is submitted at the asset sub-class level only. The only exception to the asset sub-class level entry for the Reforecast is in Non-IT Non-IT is at the asset classification level for LHI and at the asset sub-class level for Other Non-IT This is the same level of detail that is required on HFM Schedule 6B CapEx Reforecast Cycle After the budget cycle has been completed, the system will be available to review the approved budget or submit an Ad-Hoc Supplemental Request Form. (See Supplemental Request Forms Summary for further details.) As we approach the Reforecast, Ad-Hoc Supplemental Request Forms will be disabled in. (At that point, any requests for approval of additional CapEx requirements will need to be submitted with the Reforecast.) Once the quarterly FRP has been finalized in HFM, the Actuals data from Schedule 6B will be loaded to. The reforecast period will then be opened and all CapEx reforecast submissions must be finalized in. The same process will be repeated each quarter for each reforecast until we reach the next Budget cycle. 26

27 Supplemental Request Forms Summary Supplemental request forms are required when additional CapEx above the approved budget amounts is being requested Additional CapEx requirements require approval. In order to obtain approval, there are two types of supplemental requests: Ad-Hoc Supplemental Request This user-initiated form can be submitted after a budget/reforecast has been approved and finalized in and the next reforecast cycle has not yet been opened. As we approach the reforecast cycle, Ad-Hoc Supplemental Requests will be disabled. For example, the 3+9 Forecast was finalized in April. It is now May 15 th and an office move was approved and the related CapEx requirements were included in the Real Estate approval memo. The additional CapEx needs to be added to your approved CapEx budget before the 6+6 Forecast submission. System Generated Supplemental Request A user will be prompted to complete a supplemental request form if the reforecast submission exceeds the previously approved budget/reforecast When is in an active reforecast period, you must submit the supplemental request with your reforecast submission Reforecast Form Requirements After the Quarterly Actual FRP s have been finalized in HFM, the DDB Corporate Finance Administrator will load the Actuals from Schedule 6B into An automated notification will be sent to all users once is ready for the reforecast submission The main menu will default to the current reforecast period If you need to refer to your approved budget or a prior reforecast, use the search button to locate the document In the My Requests section, there is a reforecast form for each asset category (IT, Non- IT & Vehicles) Click Start from the Detail column to open the reforecast form 27

28 Available input fields on the reforecast form are in the following columns: Reforecast Spend - Remainder of Year: Enter in the forecast amount for each asset sub-class category Amounts can be transferred between asset sub-classes (to reclassify the approved budget or correct any classification errors in the Actuals submission) Comments: Comments should be provided to help explain changes as they are made between asset sub-classes. Comments are not required on the reforecast but are encouraged to help explain deviations from the prior approved Capex plan Attachments can be added to the reforecast to support any changes that are made. Attachments are not required. While completing the reforecast request, you can Save as Draft Available in lower left corner Not all lines/fields need to be filled out prior to saving as draft 28

29 Reforecast Submission If additional CapEx requirements were approved after your last budget/reforecast submission (via an Ad-Hoc Supplemental Request Form), the amount will be itemized on the reforecast form 29

30 After inputting the reforecast amounts and (optional) comments, if the Total Year to Date Reforecast does not exceed the prior budget/reforecast, it is ready to be submitted to DDB Corporate. The Save and Submit button will be available at the bottom of the screen indicating the form is ready to be finalized. This type of reforecast submission does not require any further approvals. After clicking the Save and Submit button you will receive a notification message to confirm the reforecast has been finalized. No further action is required by the user. 30

31 After the forecast has been submitted to DDB Corporate, it can no longer be edited If you have made an error or need to make a change after submission, please contact Joseph.Jarck@ddb.com to have the form unlocked. Depending on the timing and nature of the change required, it may not be possible to unlock the form and you may need to submit an Ad-Hoc Supplemental Request Form. Similar to the budget process, all reforecast documents are required to be submitted. If you do not have a budget or any Actuals for IT, Non-IT or Vehicles, please open the document and press Save as Not Applicable from the lower left corner of the screen. 31

32 Reforecast Submission with Supplemental Request After inputting the reforecast amounts and (optional) comments, if the Total Year to Date Reforecast exceeds the prior budget/reforecast, you must obtain approval for the additional CapEx before the Reforecast submission can be finalized. Press the Generate Supplemental Request button at the bottom of the screen. Once you click on the button to generate a request, you will be required to confirm that you wish to continue and Generate a Supplemental Request Form (SRF) 32

33 Supplemental Request Form (SRF) System Generated The SRF will be pre-populated with the amounts input on the Reforecast form. Comments are required for any amount where the budget varies from the previous approved budget (indicated with a red diamond). Comments should explain the reason for the change and any relevant information to help the approver make a decision on the request. The Detailed Explanation section available at the bottom of the request form allows for a more detailed narrative to support the SRF being submitted Attachments can be added to support your request. Select Choose File from the bottom of the request form to attach supporting documentation. SRF s can be saved and edited or printed, similar to the budget and reforecast documents. In the event that you no longer need a SRF after creating it, you can delete the document (while it is in Draft status) and adjust your reforecast accordingly and submit. By generating a SRF, you will no longer have the ability to edit the reforecast unless the SRF is deleted or rejected by the system administrator or an approver. Upon completion of all required fields, click Save and Submit for Approval 33

34 Supplemental Requests Workflow After submitting either the System Generated or Ad-Hoc Supplemental Request Form, the request enters into an approval workflow. All requests will first be sent to the DDB Corporate Finance Administrator for review. In the event that offline approval was already obtained, the DDB Corporate Finance Administrator can approve the request. If it cannot be approved by the DDB Corporate Finance Administrator, the request will be placed into workflow as follows: The approval workflow for the IT reforecast requests: Local Finance (Optional) CIO Regional CFO Worldwide CFO The approval workflow for the Non IT budget and Vehicles reforecast requests: Local Finance (Optional) Regional CFO Worldwide CFO After Worldwide CFO approval is finalized, you will receive an confirmation of your Supplemental Capex approval. If the approval is related to a System Generated Supplemental Request, your reforecast for the period is final. 34

35 Ad-Hoc Supplemental Request Ad-Hoc Supplemental Requests can be initiated when an active reforecast period is not in progress. At the top of the main menu there is a section for Ad-Hoc Supplemental Requests (AHSR). By selecting the Hyperion Code and Category and pressing the Generate button, you will be brought to a screen that requires input of the asset sub-class and comment explaining your request. 35

36 However, if the reforecast period is active, you will not be able to initiate an Ad-Hoc Supplemental Request: 36

37 The AHSR form will be pre-populated with the approved budget/last reforecast in the first column If the budget/last reforecast was zero (and submitted as Not Applicable) you can submit an AHSR if there is now a CapEx amount that is needed Input is required in the additional request column at the asset sub-class level Non-IT is at the asset classification level for LHI and at the asset sub-class level for Other, which is the same level of detail that is required on HFM Schedule 6B Comments are required for each line populated in the additional request column The Detailed Explanation section available at the bottom of the request form allows for a more detailed narrative to support the AHSR being submitted Attachments can be uploaded to support the request Select Choose File from the bottom of the request form to attach supporting documentation AHSR s can be saved and edited, similar to the budget and reforecast documents In the event that you no longer need an AHSR after creating it, you can delete the document while it is in draft status If the AHSR request is approved, no further action is required by the user. The additional Capex request will be added to the approved budget and details will be itemized in the subsequent reforecast 37

38 Supplemental Requests Requiring Further Action In the event that a System Generated or Ad-Hoc Supplemental Request is rejected, further action is required by the requestor. Requestors will received a system generated informing them that the request has been rejected Rejected System Generated Requests Users will be required to update the reforecast based on the feedback provided from the reviewer and resubmit the reforecast or submit another request form for consideration. In order to re-submit a change to the supplemental request, you must go back to the reforecast, make necessary changes and click Generate Supplemental Request again. System Generated SRF s cannot be edited once submitted. Rejected Ad-Hoc Supplemental Requests If the Ad-Hoc Supplemental Request has been rejected or a change needs to be made, a new Ad-Hoc Supplemental Request Form will need to be created. Ad-Hoc Supplemental Requests cannot be edited once submitted. 38

39 Reforecast Reports During the reforecast cycle the reforecast and supplemental approval screens can be printed. The Print button is available in the lower left corner of the screen. The forms are at the same level of detail as HFM Schedule 6B, and show the fields as presented on the screen. Printing is available after a document has been saved or submitted. Print is not available if you are actively editing a reforecast or supplemental request. 39

40 FAQ 1. Why can t I edit a budget request? Once budgets are submitted, they are locked for editing. Any changes to your submission will require the budget to be rejected for editing. Communication with the System Administrator, Regional CFO and CIO will be required. 2. Can I upload attachments? Yes, please refer to Editing Line Item Requests in the manual. 3. Do I need to enter my approved Capex budget or Reforecast into the Omnicom Portal? No, budgets and reforecasts will be loaded to the Omnicom portal from. 4. I received an notifying me that my request was rejected. What do I do next? Rejected budgets must be addressed in. For further information, please refer to the Editing a Rejected Budget in the manual. 5. Can I view a summary of my budget request before submitting for approval? Yes, summary reports are available for each budget in. Detailed line item reports are available. Please refer to the Reports section in the manual. 6. I don t have any vehicles, why is there a vehicles budget request on my home screen? All three budget requests default for each Hyperion code. Please submit the vehicle request as N/A from the line item screen. 7. I tried to log into but received a message that I authenticated successfully but do not have access to. Who do I contact? Joe Jarck (joseph.jarck@ddb.com) Brandy Cangelosi (brandy.cangelosi@ddb.com) 40

41 & Capex Definitions Fields required in all Budgets (IT, Non-IT or Vehicles) Title A short freeform text field for the line item being requested. If multiple line items are related to the same project, the Title field should be used to reference the project title. Asset Class Asset class is used to summarize equipment types. Asset classes are as follows: IT o Audio Visual o Computer Hardware o Computer Peripherals o Networking Products o Software Non-IT o LHI o Other Vehicles o Vehicles Asset Sub-Class Asset Sub-Class is the lowest level grouping available for Capex budgeting. If Other is selected, a description is required. Total Cost Local If multiple quantities are being requested on one line item, input the total cost. If leased, input the capitalized value of the asset, not the stream of lease payments. Priority Select from the dropdown list: Urgent Important Nice to Have Placeholder 41

42 Details Details should include any pertinent information not covered by the other fields for the line item being requested, to further justify the request. IT Budget Manufacturer Anticipated manufacturer of planned Capex purchase. SAS approved manufacturers/vendors should always be used when available. Purpose Replacement Asset has reached its useful life or end of lease. Growth/Expansion- Purchases and/or capital investment to accommodate increase in headcount or expected revenue growth. May include computers for new hires, leasehold improvements for additional space requirements, etc. Please do not include requests for anticipated new hires that are not included in your plan submission. Client Required Purchases and/or capital investment for client related matters. For example the purchase of a printer to complete client specific work. IT Consolidation To be used for items that are required for any IT Consolidation related project. Quantity Number of assets to be acquired. If the quantity exceeds one, ensure that all fields apply to the total quantity. Otherwise, add additional lines. Age - If Replacement is selected for Purpose, Age becomes a required field. Please provide the age in years of the asset that has reached the end of useful life or the end of lease. User Type If Desktops or Laptops are selected for Asset Sub-Class, User Type becomes a required field. Please select the user type that best describes the role for which the computers are being requested. Non-IT Budget Purpose End of Life/Lease Growth/Expansion Return on Investment 42

43 Client Required Age- If End of Life/Lease is selected for Purpose, Age becomes a required field. Please provide the age in years of the asset that has reached the end of useful life or the end of lease. Vehicle Budget Purpose End of Life End of Lease Client Required Addition a new vehicle that is not replacing a current vehicle Age- If End of Life or End of Lease is selected for Purpose, Age becomes a required field. Please provide the age in years of the asset that has reached the end of useful life or the end of lease. Name of Car Recipient Please input as First Name Last Name Title of Car Recipient Job Title Contractually Required Indicate if the vehicle required per an employee contract? Make of Requested Vehicle Model of Requested Vehicle Make of Current Vehicle- Please provide details of the vehicle that the recipient of the new request currently has or is using. (New in 2015) Model of Current Vehicle (New in 2015) Capex Value of Current Vehicle (New in 2015) Monthly P&L Cost of Current Vehicle (New in 2015) Is lease extension possible? Indicate if there is an option to extend the current lease, regardless of cost. (See next question) Is it financially beneficial to extend the lease? Take into consideration penalties or additional executory costs to extend the lease Monthly P&L Cost of Current Vehicle if Lease is Extended the monthly cost if lease is extended, including excessive mileage/km s. 43

44 Capex FAQ s 1. Should leased equipment be included in Capex Budget? Yes, all equipment should be included in your plan or reforecast, regardless of how it is financed. Although operating and intercompany leases are not capitalized, the capital amounts for these assets must be included in your plan or reforecast in order to obtain the necessary approvals. 2. Should maintenance/repairs be included in the Non-IT Capex Budget? No, generally, maintenance/repairs are expense items (i.e. painting, replacing ceiling tiles). 3. Can I use some of my approved Non-IT budget to cover an IT purchase? Non-IT & IT Budgets should be kept separately. Spend between Non-IT & IT cannot be swapped. Budgets are individually approved and any change should be submitted to Joseph Jarck for Worldwide CFO approval. 4. Why was my request for a new copier rejected? It is not a part of Capex. This is false. Copiers must be included in your Capex request. The value being requested should be the full retail market value, not the stream of payments on an operating lease. 5. I have not spent my entire approved CapEx budget. Can I apply it to purchases next year? Budgets are not allowed to be carried from one year to the next. Approval must be requested for any unspent budgets from the prior year. In addition, Capex should not be accrued unless the work has been performed. 6. What should I do if I need to spend above my approved budget amount? In the case that additional funds are required, prior approval is required before spend can take place. All budget increase requests should be submitted in to facilitate approvals. 44

45 Feedback Tool To report bugs, recommend enhancements or for general questions on the system, use the Feedback link, located at upper right corner of the screen 45

46 After clicking on the link the feedback form will pop up in a new window You will need to first classify what type of feedback you are submitting Bug report if a specific function does not appear to be working properly Feature request to provide suggestions, enhancements or additions Data maintenance primarily used by the development / implementation team. Should not be applicable for local users. However, use this classification if you notice something that should be changed, such as a typo. Question for any general questions such as how a specific process works, where to input data, when to use a certain field, etc. In the detailed description box, type in your commentary. Try to limit each feedback item to one issue so that we can track separately 46