Vodafone Cross Cost Centre Allocation

Transcription

1 Vodafone Cross Cost Centre Allocation User Guide Vodafone New Zealand Limited. Correct as of April Do business better

2 Contents Go straight to the page you need by clicking one of the sections below 1. Introduction to Cross Cost Centre Allocation Customising A note on Split Reporting Access Web browser requirement Using Cross Cost Centre Allocation 5 2. Set up options Getting started Bulk import tool Bulk import upload instructions Filling in the employee template Filling in the cost centre template Uploading the file Set up wizard Vodafone set up Setting up Cross Cost Centre Allocation the steps Set up cost centres Add employees Set up connections Cross cost centre allocation By budget By percentage Set up reporting Managing Cross Cost Centre Allocation Monthly cycle Dashboard tab Manage tab Reporting tab Monthly tasks Other tasks Troubleshooting Appendix Bulk upload template examples Administrator example Administrator cost allocation report examples by budget Administrator cost allocation report examples by percentage Cost centre example Administrator cost centre reporting examples by budget Administrator cost centre reporting examples by percentage Monthly administrator exception example 31 Vodafone Cross Cost Centre Allocation User Guide Page 2

3 Introduction to Cross Cost Centre Allocation 1. Introduction to Cross Cost Centre Allocation Cross Cost Centre Allocation (CCCA) gives you the ability to reallocate certain mobile costs between different cost centres. For example, if you use Corporate Sure Spend (CSS) this gives you the flexibility to reallocate your CSS charges as required between different cost centres. CCCA works by dividing pricing plans and other costs between cost centres based on a percentage amount, budget amount or actual spend. By budget. Compare budgeted amounts for employees in each cost centre to their actual spend, and reallocate costs through internal transfers. By percentage. Allocate billed amounts between cost centres using a percentage split, and reallocate costs through internal transfers. You can also exclude cost centres from all re-allocation calculations by setting the budgeted or percentage amount to Actual. CCCA is designed to save time and admin resource: Simplify admin processes charges are allocated automatically and reported based on rules set. Customisable monthly reporting, including admin reporting for internal reallocation of costs and cost centre owner reporting. Automated, personalised s. Set up wizard and bulk upload tools available or Vodafone can set you up if you prefer. 1.1 Customising One of the real benefits of CCCA is that it is customisable for your organisation. Options to customise include: MONTHLY BILL FEED COST ALLOCATION SET UP ALLOCATIONS COST ALLOCATION REPORTS COST CENTRE REPORTS Cost Allocation how it works ADMINISTRATOR COST CENTRE MANAGER Ability to add up to 10 custom columns against employees or cost centres. Choices on which reports to send, in what format, and to whom. Can be combined with Split Reporting or used in isolation. Although CCCA is customisable, we do appreciate that some organisations may have very specific requirements which are not available. If that is the case, speak to your account manager who will investigate with our Enterprise Billing Team to see if CCCA could be customised for you. Please note that this would be a chargeable service. Vodafone Cross Cost Centre Allocation User Guide Page 3

4 Introduction to Cross Cost Centre Allocation 1.2 A note on Split Reporting Split Reporting is the perfect tool to help you effectively implement a mobility policy across your organisation. It allows different profiles of work/personal spend allowances depending on job role or grade. It removes costs incurred from trying to recover personal spend (e.g. employees highlighting bills, administration time and bank charges) as well as improving employee satisfaction, as you no longer need to restrict any type of personal usage. If you use Split Reporting already you automatically get CCCA included. Should you wish to use Split Reporting, please speak to your account manager, as this is a chargeable service. For more information on Split Reporting visit Access In order to use CCCA, Vodafone will need to provide you with access to My Vodafone +, which you can request through your service team. You will also require an active My Vodafone account. Once your account has been set up, you will receive a welcome from Vodafone. You are then ready to log onto My Vodafone, where you will see Cross Cost Centre Allocation in the side menu under My Vodafone +. If you have any difficulty with My Vodafone, please contact your service team on Visibility of CCCA is only available at a My Vodafone company account level by any administrators that have been given access. Note that when you log on to CCCA for the first time you will be asked to confirm the specific administrator s details for this service. Only one overall administrator can be set up for Split Reporting/CCCA, however you could add additional people as recipients of reports if required. You also have the opportunity at this stage to set up an archive address. CCCA does not store historic information such as reports sent. However, it does have an optional feature to send a copy of every and report to an archive address. Note CCCA will time out after 15 minutes of inactivity. You will need to log in again via My Vodafone. We recommend you save your changes as you go. My Vodafone account Confirming CCCA administrator Vodafone Cross Cost Centre Allocation User Guide Page 4

5 Introduction to Cross Cost Centre Allocation 1.4 Web browser requirement: To access and use CCCA you need a web browser (e.g. Chrome, Firefox, Internet Explorer), that: Is able to run java script. Has a minimum screen resolution of 1024 x 768. Is on a desktop or laptop. CCCA is not optimised for use on a tablet or smartphone. CCCA is best viewed on IE9, Firefox 24.0 onwards or Chrome 31.0 onwards. 1.5 Using Cross Cost Centre Allocation CCCA has a number of icons and tool tips to help you as you navigate through. Icon Description hover over the info icons to learn more about the field or page hover over any text underlined with a dashes to learn more about the column or field highlights a field that is missing information highlights a mandatory field highlights the number of exceptions that requires attention After set up, you will see status messages whenever you edit or delete something. These messages will either be in green (successful) or red (error or not successful). Save progress successful. Please choose a connection. CCCA works by amalgamating various sets of data together connection data, employees, cost centres, allocation rules etc. The connection data (active voice and data connections stored on the Vodafone billing system) gets refreshed every month on the billing cycle and is always the foundation data (single source of the truth). It cannot be edited or deleted on the CCCA tool. Any changes you make in the middle of a billing cycle (e.g. set up new connection, change a name) may take a few days to flow through into CCCA. It also means that there may be monthly admin tasks to complete, for example when a new employee joins the company or gets promoted. You can find more info in the manage section of this user guide. Note that if you are also using Split Reporting, many of the screens are shared. For example, employee information, which saves you time by not inputting information twice. The main difference is you will need to access the Cross Cost Centre Allocations screen to set your allocation rules. You will see this screen during the set up wizard or under the managed tab; more information later in the User Guide. X X click on this icon to expose the search functionality click to drill down into lower levels of detail; for example when splitting charges there are three levels of charging information click on this icon to edit a row; for example, an employee, cost centre or profile Vodafone Cross Cost Centre Allocation User Guide Page 5

6 Set up options 2.1 Getting started Setting up CCCA is straightforward whatever the size of your organisation. There are three options: Set up using the CCCA wizard (this is combined with the Split Reporting wizard if you are setting up both at the same time). Set up your core information (employees/cost centres) with the bulk import tool, then finish the remaining information with the set up wizard. Vodafone can set up CCCA for you (check with your account manager for the set up charge that would apply). We recommend you consider using the bulk import tool if you have more than 25 employees or cost centres to set up. If you want to set up both CCCA and Split Reporting, we recommend you start with Split Reporting, as the wizard will take you through Split Reporting first, and then give you the option to also set up CCCA. This way the wizard will reuse the information you have already loaded and skip to the additional information required for CCCA. Alternatively, you can opt to use the CCCA wizard if you are not using Split Reporting. There is also a handy progress bar during set up so you can see what stage you are at and click back to an earlier stage if you need to. Once you have decided how you want to set up, you will move through the set up process faster when you have all the details you need close by: Cost centre names and IDs. Cost centre owners names and addresses. Employee names, payroll IDs and addresses. Cost centre budgets or percentage split rules. Once you have all this information you are ready to download the bulk import template. If you make any errors during set up, don t worry as you can make any changes on manage screens later. 2.2 Bulk import tool If you have many employees or many cost centres you can save a lot of time and avoid possible errors by bulk importing the details before you get started with the setup wizard. You will find the bulk import template on the welcome page. The template has two tabs one for employees and one for cost centres. The template also has a tab with detailed instructions on how to complete it, as well as a useful pre-upload checker. An example of the template can be found in the appendix of this User Guide. Bulk import template in welcome page Vodafone Cross Cost Centre Allocation User Guide Page 6

7 Set up options Bulk import upload instructions The CCCA bulk import template can be uploaded with both employee and cost centre information completed, or with either one completed. The bulk import template will update both SplitReporting and CCCA if you use both. It is important that you format all templates correctly before you upload them. See example below and on the following pages. Template structure Each template has three parts to be completed: Header row 2 File content 3 EOF finishing row This is the first row of each template. You may rename the custom columns if required, but templates must not be otherwise changed in any way. This information will be uploaded into the application, and goes between the header row and the EOF row. The rules for each field are described later in this user guide. The final row must have 'EOF' in the first column. This signals the end of the information to be uploaded. Don t put information after this row. Vodafone Cross Cost Centre Allocation User Guide Page 7

8 Set up options Filling in the employee template Each row represents one employee. All cells should be formatted as 'text'. Red text is mandatory. Column Name Example Information Explanation employeefirstname Andrew Each employee must have an entry in this field. This entry can be up to 255 characters long. employeemiddlename Leave this empty at the moment this field isn t being used, but let us know if you think it would be a helpful for you to be able to record this information. employeelastname Michaels Each employee must have an entry in this field. This can be up to 255 characters long. employeenumber EMP This information is displayed under the Employee Payroll ID field and must be no longer than 15 characters. employee MichaelsA@example.co.nz Each employee must have an entry in this field. This should be a valid address, e.g. b.smith@smithco.com. employeelinemanager RogerH@example.co.nz This field is optional, and can be used to record a second address to receive reports for the Employee. If provided this must be a valid address. employeefield1 Auckland employeefield2 employeefield3 employeefield4 employeefield5 employeefield6 These columns behave a differently to all the other columns because you can rename the headers if you want, and this will be carried through into the application and any reporting. For example, if you wanted to enter information about an employee s place of work you could rename the first custom column header from 'employeefield1' to be called 'Location', and then enter where each employee works underneath that. If you don t need to use these columns you can just leave them empty and they won t show up in the application. employeefield7 If you rename a column but don t add any information underneath it then that column won t show up in the application, employeefield8 and you can always insert it from the Manage Employees screen. employeefield9 employeefield10 costcentrecode This field is used when you want to link together the employee with a cost centre that you are setting up at the same time on the Cost Centre upload template. Each cost centre code you enter in this field must exactly match a Cost Centre code on the cost centre template. Vodafone Cross Cost Centre Allocation User Guide Page 8

9 Set up options Filling in the cost centre template Each row represents one cost centre. Cells in red are mandatory, and all cells should be formatted as 'text', except the last four, to be formatted as general. (To check formatting, right-click cell.) Column Name Example Information Explanation costcentrename Marketing Each cost centre must have a name. This can be up to 255 characters long if needed. costcentrecode Each cost centre must have a Cost Centre ID entered. The ID entered must be less than 15 characters long. costcentreowner Sarah Jones Used to record the name of the person responsible for the cost centre. This is a mandatory field, and can be up to 255 characters long. costcentre Jones@example.co.nz Used to record the cost centre owner's address. The address must be valid, e.g. jsmith@smithco.com. This is a mandatory field. costcenteralt FinanceManager@example.co.nz This field is optional, and can be used to record a second address to receive reports for the cost centre. If provided this must be a valid address. costcenterfield1 Northern costcenterfield2 costcenterfield3 costcenterfield4 costcenterfield5 costcenterfield6 costcenterfield7 costcenterfield8 costcenterfield9 costcenterfield10 As with the employee custom columns you can rename the headers if you want, and this will be carried through into the application and any reporting. For example, if you wanted to assign a project code to your cost centres you could rename the header to be called Project Code. The last four columns in the Cost Centre template are specifically for use with Cross Cost Centre Allocation this is a set of features designed to complement Corporate Sure Spend plans. Please note: If you aren t using Cross Cost Centre Allocation you will need to fill these cells in with the special value of -1. This value tells the system that these don t need to be uploaded. These four columns need to stay formatted as General as they are used to hold numbers the rest of the template uses Text as the cell format. costallocationplanbudget -1 This field is used with the Cost Centre Allocation by Budget feature, and holds the budget amount set for the Pricing Plan part of your bill. Please enter dollar values in this field with no dollar signs, separators or cents i.e. $10, should be entered as costallocationotherbudget -1 As above, but used to hold the budget amount for the other parts of your bill. costallocationplanpercent* -1 Used for Cross Cost Centre Allocation by Percent. You can enter a percentage allocation for each cost centre for the Pricing Plan part of your bill. Please enter percentage values in this field with no percentage sign and no decimal places i.e. 40% should be entered as 40. The total percentage values entered down this column must add up to 100. The upload will not work if they add to a different amount. costallocationotherpercent* -1 As above, but used for allocating the other parts of your bill between cost centres. The total values in this column must also add up to 100. *Too complicated? Update values directly in Manage Cost Centre Allocation for real-time checks. Vodafone Cross Cost Centre Allocation User Guide Page 9

10 Set up options Uploading the file 1 Save in.xls format. 2 For later versions of Excel, save as Excel worksheet. 3 On the welcome page click on Import your finished Excel template, choose the file and click on Upload file. 4 Follow the instructions (For larger accounts it may take a few minutes). 5 CCCA will go through some basic validation. If there are any issues you will see an error report, which you can download and print to help you correct the template. Remember to save a new version. You will then be ready to go through the process of uploading again. 6 Once uploaded successfully, the wizard will start and you will see that your data has been pre-populated as you go through the steps. Even if you haven t used the bulk import tool on the welcome page, you can still use it later during the wizard set up, either at the cost centre or employee steps. If you choose to do this, note that the bulk import tool will only input the template tab relevant to the screen you are in. For example the employee tab will get uploaded if you are on the employee screen. You will need to do the cost centre import separately if applicable Uploading the bulk template Vodafone Cross Cost Centre Allocation User Guide Page 10

11 Set up options 2.3 Set up wizard The CCCA set up wizard can be activated from the welcome screen and will guide you through step by step. There are five steps: 1 Set up cost centres Enter information about your cost centres, including the cost centre owner. 2 Add employees Enter information about employees, including the cost centre they belong to. 3 Set up connections This is the step where you start connecting all the dots assigning the active connections to the employees who use them. 4 Cross cost centre allocation Allocate the monthly plan costs (voice and data e.g. Red, Corporate Sure Spend) and other costs (add ons, usage and one off charges) between cost centres based on the actual costs or a percentage amount or budget amount. 5 Set up reporting You can turn reports on and off, and send them to anyone you like, in your choice of format. You will find more detail on each of the above stages in the next section. 2.4 Vodafone set up Vodafone can set up CCCA for you. Check with your account manager for the set up charge that would apply or contact your service team on Set up is done by our Enterprise Billing Team who will get in touch with you shortly after you receive your CCCA welcome . In order to set you up we will require the following: Cost centre names and IDs including owners names and addresses. Employee names, payroll IDs and addresses. Rules for how you want to manage charges coming into each cost centre. Rules can be applied to either pricing plan charges or any other charges on the bill. The Billing Team will get in touch with you to talk through the process and what information you will need to provide. Vodafone Cross Cost Centre Allocation User Guide Page 11

12 Setting up Cross Cost Centre Allocation the steps 3.1 Set up cost centres Get started with Cross Cost Centre Allocation Welcome Set up cost centre Add employees Set up connections Cross cost centre allocation Set up reports Setting up your company's cost centres information is the first step. You can customise your reports by using the dropdown menus to add and remove columns. Key things to know: Cost centre name, cost centre ID and cost centre owners names and addresses are mandatory fields. The cost centre ID must be unique. Cost centre owners reports only show employees attributed to the cost centres they own. You have the option to assign a second cost centre owner to each cost centre ID. For example, a PA or administrator. If you complete the second cost centre owner then they will automatically get copies of the relevant activated cost centre reports. Each employee can only be assigned to one cost centre. You can have up to 10 custom columns against your cost centres. These can be added via the bulk tool or via the set up wizard using the manage columns button. You can name these columns whatever you like and they will pull through accordingly into your reporting. Even if you didn t opt to do the bulk upload at the outset you can do it from this wizard page. Just select click on the bulk tools button and select download template. Once complete you can use the same bulk tools button and select import. Importing on this page will upload the cost centre information only. Set up cost centres Vodafone Cross Cost Centre Allocation User Guide Page 12

13 Setting up Cross Cost Centre Allocation the steps 3.2 Add employees Get started with Cross Cost Centre Allocation Welcome Set up cost centre Add employees Set up connections Cross cost centre allocation Set up reports Entering information about employees will help you manage who s costs show up under each cost centre. You can customise your reports by using the dropdown menus to add and remove columns. Key things to know: The employee name, ID and are all mandatory fields. The employee ID must be unique. Each employee can only be assigned to one cost centre. The option to assign line managers s to each employee is not applicable for CCCA (unless you are also using Split Reporting), so please ignore this field. You can have up to 10 custom columns against your employees. These can be added via the bulk import tool or via the set up wizard using the manage columns button. You can name these columns whatever you like and they will pull through accordingly into your reporting. Even if you didn t opt to do the bulk upload at the outset you can do it from this set up wizard page. Just select click on the bulk tools button and select download template. Once complete you can use the same bulk tools button and select import. Importing on this page will upload the employee information only. Add employees Vodafone Cross Cost Centre Allocation User Guide Page 13

14 Setting up Cross Cost Centre Allocation the steps 3.3 Set up connections Get started with Cross Cost Centre Allocation Welcome Set up cost centre Add employees Set up connections Cross cost centre allocation Set up reports This is the step where you start connecting all the dots - the active connections and the employees who use them. Each SIM on the Vodafone network is viewed as a connection. The same employee can be assigned to many connections, useful for when an employee uses both a phone and tablet. Key things to know: There are two steps to linking together the key information. 1 The first step is to select the connection or connections to you want to allocate. You can hold down the shift key to select multiple connections. Note you cannot edit the connection name or number as this is taken directly from the Vodafone billing system. 2 Secondly, click to assign to an employee. An employee can be assigned to multiple connections. The search function can be very helpful on this screen as you can use it to filter and look for a specific employee. Once you have assigned a connection it disappears from the list. You will see it again later on the manage screens, so don t worry too much if you make a mistake. Click to show search field 1 2 Set up connections Vodafone Cross Cost Centre Allocation User Guide Page 14

15 Setting up Cross Cost Centre Allocation the steps 3.4 Cross cost centre allocation Get started with Cross Cost Centre Allocation Welcome Set up cost centre Add employees Set up connections Cross cost centre allocation Set up reports You've set up your employees and cost centres. Now you set up the rules you want to apply to monthly plan costs (voice and data, e.g. Red, Corporate Sure Spend) and other costs (e.g. add ons, usage and one off charges). You have two options: By budget Example of input page Key things to know when using budget: Budgets must be rounded to whole numbers and commas are not required e.g. $2500 not $2, It is important to remember that if you delete or add new cost centres, you may want to adjust budgets allocated to cost centres accordingly. If you have selected Actual against any cost centre, this will pull through the actual spend for the month for the column, e.g. All other costs highlighted green in example on page 17, this is also reflected in the variance. All charges are shown exclusive of GST. GST is shown collated on your bill rather than at an individual charge level so it cannot be subjected to the cross cost centre allocation rules. Note, only connection level charges are visible and can have rules applied. No billing account level charges will be displayed. For more on excluded connections, see section 3.5. Vodafone Cross Cost Centre Allocation User Guide Page 15

16 Setting up Cross Cost Centre Allocation the steps By percentage Example of input page Key things to know when using percentages: Percentages must be rounded to whole numbers, e.g. 34% not 33.33%. Each of the two columns (Pricing plans and all other costs) must add up to 100% (as highlighted green in example on page 18 ). It is important to remember this if you delete or add new cost centres, as you may need to adjust percentage allocations accordingly to ensure they still total 100%. If you have selected Actual against any cost centre, this will pull through the actual spend for the month for the column, (e.g. Pricing plans highlighted red in example on page 17). Please note there are rounding rules in place to address any cumulative rounding differences (positive or negative). Percentage allocations are made after taking into account any actual allocations. For example, Pricing Plans March 2014 Spend Cost Centre A Actual $3,000 (deducted from total first) Cost Centre B 50% $3,500 Cost Centre C 50% $3,500 $10,000 (total charges) All charges are shown exclusive of GST. GST is shown collated on your bill rather than at an individual charge level so it cannot be subjected to the cross cost centre allocation rules. Note: Only connection level charges are visible and can have rules applied. No billing account level charges will be displayed. For more on excluded connections, see section 3.5. Vodafone Cross Cost Centre Allocation User Guide Page 16

17 Setting up Cross Cost Centre Allocation the steps 1 By budget: Report ID Version Customer Name Customer Account Report Period Cost_Alloc_Budget-1-CJYGH xls 6.1 [SIT] Enterprise, Advantage 1-CJYGH Nov-13 Cost Centre ID Pricing Plan Cost - Budget Pricing Plan Cost - Actual Pricing Plan Cost - Variance All Other Costs - Budget All Other Costs - Actual All Other Costs - Variance Total Cost - Budget Total Cost - Actual Total Cost - Variance Excluded Connection/s $ - $ 1, $ 1, $ - $ 28, $ 28, $ - $ 29, $ 29, Cost Centre Not Allocated $ - $ $ $ - $ - $ - $ - $ $ Archi_002 $ 1, $ $ ACTUAL $ $ $ 1, $ $ CC_001 $ $ $ ACTUAL $ 24, $ 24, $ $ 24, $ 24, EPMO_004 ACTUAL $ - $ - ACTUAL $ - $ - $ - $ - $ - Marketing_003 $ $ $ $ $ 24, $ 24, $ $ 24, $ 23, Note: All charges are excluding GST 2 By percentage: Example Report by budget Report ID Version Customer Name Customer Account Report Period Cost_Alloc_Percent-1-CJYGH xls 6.1 [SIT] Enterprise, Advantage 1-CJYGH Nov-13 Cost Centre ID # connections associated with Total pricing plan amounts invoiced Pricing Plan Split Applied (%) Recalculated Pricing Plan All Other Costs invoiced for cost All Other Costs Split Applied (%) Recalculated All Other Costs Excluded Connection/s 1 $ 1, ACTUAL $ 1, $ 28, ACTUAL $ 28, $ 29, Cost Centre Not Allocated 17 $ ACTUAL $ $ - ACTUAL $ - $ Archi_002 3 $ $ $ $ 9, $ 9, CC_001 1 $ $ $ 24, $ 9, $ 9, EPMO_004 0 $ - 40 $ $ - 40 $ 19, $ 19, Marketing_003 2 $ $ $ 24, $ 9, $ 9, Note: All charges are excluding GST $ 1, $ 1, $ 77, $ 77, $ 78, Total Example Report by percentage Vodafone Cross Cost Centre Allocation User Guide Page 17

18 Setting up Cross Cost Centre Allocation the steps 3.5 Set up reporting Get started with Cross Cost Centre Allocation Welcome Set up cost centre Add employees Set up connections Cross cost centre allocation Set up reports You can turn reports on and off, send them to whomever you want in a choice of formats. Key things to know: All reports sit under two reporting groups administrator reporting and cost centre owner reporting (if you are also using Split Reporting, you will see a third group employee reporting) Each individual report has a primary recipient, e.g. administrator or cost centre owner. Secondary recipients (cc d), such as archive or 2 nd cost centre owner will apply only if those relevant fields are completed. If they are completed, note that these reports will automatically be sent. If you are not sure where to complete this information, hover over the cc. name for a pop up. Each of the above reporting groups can also have a distribution list attributed to them. You can have up to 12 addresses in each distribution list. Anyone on that distribution list will receive all the active reports under that group. Each report has options on the report format. A report must be set to active to ensure it is sent. Each report will be sent with a personalised from the address: no-reply@vodafone.co.nz. (See examples in appendix). There are some types of connections which are typically not attributed to an employee, including multitxt, ITZ Link, M2M connections, Corporate Connect, Stream Data plans, GPRS Pulse plans. These will not show in CCCA, however they will show in the reporting marked as excluded connections. This will help you reconcile to your monthly bill if required. Setting up your reporting groups Reporting groups Vodafone Cross Cost Centre Allocation User Guide Page 18

19 Setting up Cross Cost Centre Allocation the steps Reports available (see examples in appendix): Admin reporting Cost allocation by budget. This report gives a monthly overview of the variation between budget and actual for all cost centres. To: Administrator CC options: Archive, distribution list. Cost allocation by percentage. This report gives a monthly overview of the percentage split for all cost centres. To: Administrator CC options: Archive, distribution list. Cost centre reporting Cost centre report by budget. This report gives cost centre owners an extract of the monthly Allocation by Budget Report for employees attributed to their cost centre. To: Cost centre owner CC options: Second cost centre owner, archive, distribution list. Cost centre report by percentage. This report gives cost centre owners an extract of the monthly Allocation by Percentage Report for employees attributed to their cost centre. To: Cost centre owner CC options: Second cost centre owner, archive, distribution list. If you have already set up Split Reporting you will see the Split Reporting Reports as well as the CCCA ones above. (See Split Reporting user guide for more information). Setting up your administration, CCCA and Split Reporting groups After completing the above steps you have finished the CCCA set up and can move to the dashboard. Note that the CCCA wizard can be started again at any time from the dashboard. Setting up your admin and CCCA reporting groups Vodafone Cross Cost Centre Allocation User Guide Page 19

20 Managing Cross Cost Centre Allocation 4.1 Monthly cycle CCCA works on a monthly cycle aligned to your Vodafone mobile billing date. Each month the same billing file that creates your invoice gets sent to the CCCA platform. This billing file gets reviewed for exceptions, such as new connections not assigned to an employee and an is sent to the CCCA administrator notifying them that action is required (this should be received by the fourth day after your invoice date). The dashboard reporting widget will start counting down to when the reports are due to be dispatched. More information on how this works in detail is in the following sections. Day 1 Day 4 Day 10 Day 14 Billing data processed Bill sent No exceptions Invoice date Admin log on to action exceptions CCCA sent to administrator All active reports sent Data to CCCA Split Reporting checking exceptions Yes exception sent to administrator Admin can make further changes if required Example (If customer invoice date was 1 st of the month) Vodafone Cross Cost Centre Allocation User Guide Page 20

21 Managing Cross Cost Allocation 4.2 Dashboard tab After set up you will be directed to the CCCA dashboard. The dashboard includes useful information to help you manage CCCA each month. If you also have Split Reporting set up, you will see Split Reporting reports and exceptions here too. The key areas on your dashboard are: Reporting widget: The reporting cycle widget shows you when your reports are next due, counting down from your invoice date. There are 14 days to address exceptions. The Admin Cost Allocation Report (Budget and/or Percentage) will be sent on day 10 for review (arriving by 8am the following morning). You can make further changes which will show in the full set of activated reports which will be sent to all recipients on day 14 (arriving by 8am the following morning). Exceptions: Exceptions are reminders of missing details in your data, for example a connection that is not assigned to an employee or cost centres that are not allocated. If they aren t fixed, default behaviour will be applied. We recommend you review your exceptions each month to ensure your reporting is accurate. See below on how best to manage your exceptions. Report summary: A snapshot of the reports that are active and due to be sent out for the next reporting cycle. If you want to activate or deactivate reports you can click through from here or go to the reporting tab. Latest updates: This feature is currently in development. Cross Cost Centre Allocation dashboard Vodafone Cross Cost Centre Allocation User Guide Page 21

22 Managing Cross Cost Allocation 4.3 Manage tab Under the manage tab you can click through to view and update: Cost centres. Employees. Connections. Cross Cost Centre Allocation. Manage screens are set up in the same way as the wizard screens. You can edit, delete and copy. You can export information (see section 4.6) or use the bulk import tool. To help with your monthly administration, the employee screen can be flipped between all employees and exceptions. Similarly, the connections screen can be flipped between assigned and unassigned. 4.4 Reporting tab The reporting tab is set up in exactly the same way as the wizard. You can set reports to active or inactive. 4.5 Monthly tasks Exceptions There are 2 types of exceptions for CCCA that you will be alerted to during the monthly cycle. These exceptions are generated when CCCA compares the monthly billing file (used to generate your invoice) with the information held in CCCA. The CCCA administrator will receive a monthly highlighting the exceptions that require attention. It is recommended you address the exceptions promptly to ensure accurate reporting. The reporting widget will count down how many days you have remaining before the reports are sent. If the exceptions are not addressed in that time, CCCA will follow the default behaviour below so they will not stop the report cycle from running. Exceptions Connections with no employees assigned Cost centres not assigned Default if not allocated Reported as 'no employee allocated' Reported as 'no cost centre allocated' Manage connections Vodafone Cross Cost Centre Allocation User Guide Page 22

23 Managing Cross Cost Allocation Employee moves, adds and changes Each month we recommend you update CCCA based on your employees moves, adds and changes (MACs). Some of the most common MACs are below together with the relevant areas of CCCA that will need updating. Remember that CCCA works on a monthly cycle, so any mid month moves will come in to effect for the next reporting cycle. New employee? Set up your employee on the employee screen under the manage tab using the add employee button. Ensure that a cost centre is assigned. Once the employee is set up, go to the connections screen and assign the relevant connection to the new employee. If the connection is not yet showing, you may need to wait a few days for it to show in the CCCA platform. Employee changing role? Remember to change the cost centre information if applicable. This can be done in the employee screen, under the manage tab. If you are reporting by budget you may want to consider if the employee moving roles affects the budget amounts you have assigned to each cost centre. Employee leaving (connection staying with your organisation)? If an employee leaves and their mobile or data connection moves to another employee, it is important that you update CCCA. The connection will need to be assigned to the employee taking over the connection, and their cost centre information updated accordingly. If you are reporting by budget you may want to consider if the connection change affects the budget amounts you have assigned to each cost centre. Employee leaving (connection ownership transferring from organisation)? If an employee leaves, it is important that you update CCCA. If you are reporting by budget you may want to consider if the employee leaving changes the budget amounts you have assigned to each cost centre. Cost Centre changes? If a cost centre owner leaves or changes role, you will need to update cost centres under the manage tab with the new cost centre owner s details. You can also add or remove cost centres here too. 4.6 Other tasks Updating CCCA administrator details: This is a mandatory field so it is important that it is kept up to date. You can edit administrator settings at the very top right corner of your screen. Going on holiday?: We recommend that you update the administrator details, as above. This way any automated s can be picked up and actioned by a delegate in your absence. Setting up or editing an archive CCCA does not store historic information such as reports sent. However, it does have an optional feature to send a copy of every and report to an archive address. You can set up or edit an archive address under administrator settings at the very top right corner of your screen. Manage connections 5. Troubleshooting Managing columns: You can have up to 10 custom columns against your cost centres or employees. You can name these columns whatever you like and they will pull through accordingly into your reporting. These can be added or removed by using the manage columns button on the cost centres or employees manage screens. Set up wizard: You can restart the set up wizard at any time by clicking on the CCCA set up wizard icon on the dashboard. This can be handy if you want to completely update your information. Export function: From time to time you may want to make a larger set of changes to your CCCA set up. To help with this, there is an export function under the bulk tools button on the employee and cost centre screens. This allows you to export the information on those screens into an excel document. You can then edit that document with your changes and import it again using the bulk import tool. Note that the new file uploaded will completely overwrite any information held in CCCA prior to the upload. If you are experiencing problems with a page not working properly, you may want to try clearing your cache, refreshing your page or closing the browser and re-opening it again. If your problems persist, please contact your service team on Vodafone Cross Cost Centre Allocation User Guide Page 23

24 Appendix Here you will find examples of all the key documents. Please note that from time to time they may change, so check on the CCCA tool for the latest versions. 6.1 Bulk upload template examples Used for download, upload, export. Bulk upload template Employee Bulk upload template Cost centre Vodafone Cross Cost Centre Allocation User Guide Page 24

25 Appendix 6.2 Administrator example Vodafone Cross Cost Centre Allocation User Guide Page 25

26 Appendix Administrator cost allocation report examples by budget.xls.pdf.csv Vodafone Cross Cost Centre Allocation User Guide Page 26

27 Appendix Administrator cost allocation report examples by percentage.xls.csv.pdf Vodafone Cross Cost Centre Allocation User Guide Page 27

28 Appendix 6.3 Cost centre example Vodafone Cross Cost Centre Allocation User Guide Page 28

29 Appendix Administrator cost centre reporting examples by budget.xls.pdf.csv Vodafone Cross Cost Centre Allocation User Guide Page 29

30 Appendix Administrator cost centre reporting examples by percentage.xls.pdf.csv Vodafone Cross Cost Centre Allocation User Guide Page 30

31 Appendix 6.4 Monthly administrator exception example Vodafone Cross Cost Centre Allocation User Guide Page 31

32 Vodafone Cross Cost Centre Allocation User Guide Vodafone New Zealand Limited. Correct as of April Do business better