PSE&G

PSE&G

Labor Data Import/Export

Training Guide

ContentsIntroduction2End User Training2Books2Starting the Book Viewer2Login2Selecting a Model2Selecting a book2The Main Menu Book2Working in Books2Viewing Data2Entering Data2Working with Cells2Copy to Excel2Copy from Excel2Changing the Alias2Printing2Closing the Book2Logging Out2HR Flow2Source Files2BI Files2SAP Files2PCM Books2Main Menu Book2Employee Import/Export Book2Power-User Training2Overview2General Model Tasks2Adding Dimension Members2Creating Attributes2Assigning Attributes2Assignments2

Introduction

Welcome to PCM (Profitability and Cost Management) at PSE&G.

At PSE&G PCM replaces an assortment of Excel spreadsheets and other systems with a single robust enterprise-scale application for budgeting and planning. Within PCM each line of business at PSE&G has its own model. A model is a complete system which includes all the data entry, calculations and reporting needs for the businesss planning and budget.

This PCM training focuses on two types of users.

End-users are those using PCM primarily for two purposes viewing existing data (viewing reports, etc.) and entering budget/planning data. End users will access the application only via an application called the Book Viewer.

Power users are those responsible for maintaining the system. They will access the system either by the Book Viewer or the Model Builder.

The training material is divided into three sections:

End User Training The basics of PCM, how to login, open books, etc. This section covers all the tasks needed by the typical end user.

Model Flow This section walks through the Power model, describing the step involved with building the LOBs plan. It walks through each of the books in the model in the order they normally are completed.

Power User Training Describes common tasks for Power User such as adding orders & WBS elements, creating and assigning attributes and making assignments.

End User TrainingThis section is designed to introduce a typical end-user (with no previous experience with PCM) to PCM and give them the knowledge to complete the tasks needed for their job. This section is not specific to any Line of Business or Model (however the majority of screenshots are from the Power LOB model.BooksTo make the users experience as easy as possible the end-user interface is designed using Books.Books are very similar to interactive web pages. They provide a simple and controlled access to the application.

Each Book within PCM is focused on a particular task entering individual employee data, entering Servco Demand, Fleet information, etc. Within each line of business model the complete set of books provides interfaces to all the required tasks to complete the plan for that LOB.End-users use the PCM Book Viewer application to access the books. The book viewer is similar to a web browser and end-users can access all the books they require from a single starting point.When an end-user starts the Book Viewer and logs into PCM they will automatically be brought to an appropriate home-page. Appropriate meaning that based on their Line of Business and role within that LOB they will be delivered to a home page which has the options they need.For example: If you are in Utility LOB then you will be brought to the Utility homepage. From here you have access to all the books needed to do all the budgeting you require (Labor, Non-Labor, Construction, Fleet, etc). Depending on the needs of your job and the security level you were assigned to you, you can both view and enter data in the books.Starting the Book ViewerThe Book Viewer is one part of a suite of applications for PCM. It can be accessed by the Windows Start menu.To start the book viewer go to:Start | Programs | SAP BusinessObjects |Profitability and Cost Management | Book ViewerOnce the application opens you need to login.LoginTo login click the login button on the toolbar:

Enter your PCM username and password

Selecting a ModelDepending on your role you may have access to more than one model. The Model selection dropdown on the tool bar allows you to choose which model to open. To open a model:Select model from dropdown

Open Model

Selecting a bookWithin each model one book has been defined as the default book for each type of user. The book name appears on the menu bar. To open the book click on its name.

You may also have the option to click on the down arrow next to the book name and select an alternate book to open from the dropdown.The Main Menu BookFor most users the default book will be Main MenuThis book contains a list of all the books in the model with a short description. Clicking on a books title jumps the user to that book.

Each book in the model contains a link back to the main menu book.

Click on Main Menu to return to the Main menu book.

Working in BooksWhat can you do in a book?Books provide a simple, clean interface to PCM and its data. Depending on your PCM role you can view and or enter/edit data in the book. Viewing DataHere are a few tips for viewing data in books.In the books you may find that the headings are too narrow for the full text of a row or a column heading.To resize a row or column: (Just like in Excel)

1. Move your mouse pointer to the dividing line between the columns (or to the end of the row header)2. The pointer will change to a double headed arrow.3. Click and drag to resize

Tip: To view the complete text of a row or column heading without resizing point your mouse pointer to the row or column heading and pause for two seconds a small popup box will appear with the full text of the heading.

Entering DataIf your security settings permit it you can enter values in a book. This is usually done for entering budget numbers.KEY POINT: Entering a number in a book immediately changes the data in the model. There is no need to save your work after you enter numbers.Cells which are editable are displayed in bold.

Non-editableEditableWorking with CellsWhen working with tables in books there are two modes Data Entry Range SelectData Entry is the standard mode. When you click on a cell that is editable (bold) you can enter a value.Range Select is only needed when you want to select a range of cells, using click and drag.

To select a range of cells:1. Right click on any cell in the grid and make sure Range Select has a check box2. Click and drag to highlight a range3. [Optional] Right click and choose copy to copy to clipboard Once a range is selected you can: Copy and paste it to another part of the same grid by right clicking on the destination cell and choose paste. You can also copy and paste to Excel as shown below.

Important: To switch back to Data Entry mode (where you can enter values in cells)1. Right Click on any cell and click on Range Select to remove the checkmark

Copy to ExcelTables in books can be can be copied to Excel. This is useful to do additional analysis of the data, include the table in external reports, add additional graphs, etc. Note that once a table has been copied to Excel there is no link between the model and the spreadsheet, if the model changes the spreadsheet will not change.

To copy a table to Excel:1. Right click on any cell in the table and make sure Range Select is checked.2. Click and drag to select the cells you wish to copy.3. Right click again and choose either Copy or Copy with Headers4. Copy Copies only the highlighted cells5. Copy with Headers Copy the highlighted cells as well as the Row and Column headers6. Switch to Excel (Excel must already be open) and choose Paste

Copy from Excel

Data in Excel can conversely be copy and pasted into the model.1. Highlight the source cells in Excel and choose Copy2. Click on the destination cell in PCM and choose Paste

Changing the Alias

Many of the planning objects (Cost elements, orders, WBS elements [see glossary for definitions] use numeric or alphanumeric codes for their names and it can be difficult to know what that object is. Every item in PCM has at last one name called its Default Alias. This is usually the code, for example a Cost Element number or an Order Number. An example of a cot element is 5010500.For those of us who havent memorized every Cost Element name there are alternate aliases you can use (which were created by the model builders.) In the Power model (for example) there are three aliases you can use:Default Alias

Example: 5010500

Description

Example: Fuel Used - Chemical

Code Description

Example: 5010500 Fuel Used - Chemical

1. The aliases you want to view is selected using the User Options menu, and the Select Data Aliases menu choice.

2. In the dialog box which opens, select an alias from the Primary Alias dropdown.

Here are examples of the same row headings with the different aliases shown:Default Alias:

Description:

Code and Description:

Note: Some books may include buttons which allow you to change the alias displayed.

PrintingThere are several different options available for printing. You can: Print Save to RTF (Rich Text Format) Save to PDF (Portable Document Format)In each case you can start in Print Preview and then decide which option to use.Print PreviewThe Print Preview button brings up a windows showing how the book will look when printed. This window includes it own tool bar.

From this tool bar you can choose any of the print options listed above.The Print Preview window is closed by clicking the Close Print Preview button.

Closing the BookTo close the book, either open a different book from the Menu Bar, or choose Close Model to exit the model.Remember: There is no need to choose Save (there is no save option!) Once you enter a number in a cell it is in the model.

Logging OutWhen you are done in the Book Viewer, it is helpful to first Logout using the Logout button, and then choosing File | Exit to leave the application.

Labor Data Flow

The HR Flow begins outside of PCM. Source FilesThe process begins when data is delivered from the BI and SAP systems. There are four files required before the HR process can move on to PCM.The folders are in the path:\\Njedisdr33\Interface\Prod

BI FilesThe two BI Files are in the BI folder: Naming convention HR Staff Report PCM ccyymmdd.xlsHR Payroll Report PCM ccyymmdd.xlsSAP FilesThe two SAP Files are in the R3 folder:Naming convention vacation_ccyymmdd_hhmmss.xls personnel_attribute_ccyymmdd_hhmmss.xlsThe HR user can open these files and make any required edits.In addition to the four data file there is a configuration file in the following location \\Njedisdr33\Interface\Prod\CONTROL_FILE\CONFIG_HR.xls

This configuration file has few configuration worksheets Company_Code:- This worksheet contains the mapping between LOB and Company Code. If any new company code needs to be added for a LOB then the same needs to be stated in this worksheet as well. Based on the mapping the employee s are filtered and sent to the proper LOB for upload.

Config for Consolidate: - This worksheet contains the data mapping between consolidated sheet and SAP,BI files e.g. Mgmt/Union data for an employee will be taken from 5th column (Column Number) of BI attribute file(Book Name Parameter). N.B. This worksheet is for technical reference. This mapping should not be changed as it may impact the output format.

The other worksheets were used in earlier release.This contains the structure of data going into PCM (headings)PCM BooksOnce the four required XLS file are populated and edited the data is ready to be read into PCM. The next section discusses the books in the HR model and the continued flow.Main Menu BookThe first book you access is the Main Menu book. From here you can access the books for the various HR functions.

In the main menu screen there are four buttons to navigate Employee InformationOn click on Employee Information button, you will be navigated to Employee Info page -

In this book you will be able to view employee information (containing average and actual data). You will be able to filter employees by Cost Center and activity type and Version and Period.Consolidate Employee InfoOnce the data from the four files is ready the HR user can Consolidate Employee(s) (via the named button). This reads the data from the four files and consolidates it into one file in the following location-\\Njedisdr33\Interface\Prod\Consolidated\Consolidated_HR_Data.xls

At this point the data does not reside in PCM, just in the spreadsheet. The HR User can open and edit the spreadsheet and make any needed changes / corrections.

Import Employees

Once the necessary changes have been made to the consolidated excel file the data can be brought into the model. The HR user should go back to main menu and then clicks the Import Employees button to navigate to Import Employee screen. On click on the Import Employee(s) button in this screen the data from the consolidated files are uploaded into PCM.

The First grid as shown in the above fig contains configuration details Consolidated File Location Location of the Consolidated FileLogin InfoEnter User ID contains the user id using this id PCM will login to PCM HR model.Enter Password-contains the password for that user idVersion Using this version the data will be loadedPeriod Using this period the data will be uploaded.Note that once the data is read into PCM the employee info is averaged. The employee information is now viewable on the Employee Information book for that version and period.The HR User can review the imported data and make corrections as need.The second grid as shown in the following fig. contains the Mid Salary for MAST employee(s)

Export Employee(s)

Once the data has been corrected the HR User can now generate files for the Lines of Business. Each file will contain only the employees for that line of business, and the data file will reside in a folder unique to that LOB and accessible only to the model builder for that LOB. From the main menu you can click on the Export Employee(s) button to navigate to Export Employee(s) screen to create file for the LOB.The configuration grid contains the following configuration details-User Id User Id to login to PAYR modelPassword- Password to login with that user idVersion Employee Data of that version is exportedPeriod Employee Data of that period is exportedFile Location for Utility Export file location for utilityFile Location for Power Export file Location for PowerFile Location for Holdings Export file Location for HoldingsFile Location for Services Export file Location for Services

The LOB user can edit and make changes to the file before bringing it into their model.

Power-User TrainingOverviewThe PCM models at PSEG have been designed to minimize the need for maintenance by the LOB users.But in the course of a normal planning cycle there will be the need to make adjustments to the model. They changes include: Adding dimension members Adding attributes Making assignments Changing securityThese tasks are described in more detail below:General Model TasksAdding Dimension MembersAll items in PCM, whether it is a month, a cost element, an employee, an order, or a cost center are stored in dimensions. The term dimension refers to the fact that the data in PCM is stored in a multi-dimensional cube.Within the PSE&G models some of the dimensions used include:VersionsAllows for what-if analysisPeriod sThe months and years we plan toResponsibility CentersCan Includes employees, cost centers and orders & WBS elementLine ItemsLabor fields and Cost ElementsActivitiesOrders & WBS elements

Power users will sometimes need to add new dimension members, a common example being to add a new order.To add a new dimension member:1. Open that dimensions window (either from the Menu Bar, or the Dimension View)2. Expand the dimension list so that the items within the folder you wish to add the new item are visible.3. Right click on an item within the list and choose Add Sibling4. The new item will appear at the bottom of the current folders list. Enter a name for the item and hit Enter.

To move the item within the hierarchy, you can drag and drop it to its new position. The key is when you drag it:DONT drag it straight up or down the list of names dropping it on top of another item will cause it to become a child of that item.INSTEAD drag the item to the right of the list of names, you will see a horizontal bar in this case. Drop the item when the bar is positioned where you want the item to appear.Creating AttributesAttributes are used in PCM primarily for reporting purposes. They allow you to create new ways of grouping items outside the main hierarchy.Think about employees and a company hierarchy. The CEO is at the top of the tree and would have the employees who report to her nested under her, each of those people would have their reportees nested under them, and so on.Thats the way the hierarchy would be built in the model. But often when doing reports you want to look at employees from different angles. Perhaps you want to see only the employees who are CPAs, or those who work in one location vs. another. Perhaps you want to see only those employees with a certain job title. Attributes are like post-it notes than you can stick on any object in the model. Any object can have an unlimited number of attributes attached. Then when you are creating reports you can look at the employees based on the built-in hierarchy, but you can also look at groups of employees based on the various attributes.Heres an example from a model.In this model we plan at both a monthly and yearly basis. This image shows the period dimension. The current year, the one we are planning for is 2011.

See that the month selected, May-2011, has two attributes attached Months and CY Months. The attribute Months is attached to all the individual months, and CY-Months is attached only to those months in the current planning year. These attributes can be used in reports and theyll also be used in rules (calculations). The advantage of using attributes here is that when you need to change the model to prepare for the next planning year, you only need to remove the CY Months attribute from the months in FY 2011 and attach it to all the months in FY 2012 and your periods are updated.To see what objects an attribute is attached to, click on the Attribute Consolidation tab and expand the attribute you are looking at.

To show how this used for reporting, below is a image of the View Builder (used to create Views for books and reports.)

The left hand pane show the members of the Period dimension which can be added to the view. The attribute CY Months has been added to the view. The key point here is that next year when I update the months associated with CY Months to those in 2012, this view will be automatically updated as well.If I had instead just dragged the months of 2011 onto the view, they would not be automatically updated next year.To create a new attribute:1. Open that dimensions window (either from the Menu Bar, or the Dimension View)2. Right click just below the last item in the list and choose Add Attribute3. The new item will appear at the bottom of the list. 4. Enter a name for the item and hit Enter.

Assigning AttributesTo assign an attribute to one or more items:1. Open the relevant dimension window.2. In the Main Hierarchy pane select the item(s) you want to attach the attribute to (Shift click to select items together in the list and/or Ctrl click to select items not next to each other.)3. Once all the items you want are highlighted click the check box next to the attribute you want to assign.

AssignmentsIn a traditional PCM model costs flow from the Responsibility Centers to the Activities to the Cost Objects. One of the steps in building a traditional PCM model is, for each of the Responsibility Centers to make assignments (think pathways or arrows) to the activities which take place in that responsibility Center. That way the costs of the RC flow to the activities which consume them.In our models we use assignments to create pathways from the RCs to the Activities. [Although the dimension is named Activities in our models, we do not use them for activities.]You can refer to the individual model flow section to see how the assignments are being used in your model.But you will need to be able make or remove assignments from the RCs to the activities.1. From the menu bar select Assignments | Responsibility Center/Activities Assignments.

2. In the left pane (Responsibility Centers) select the RC you want to adjust the assignments for.3. The right most window will show the items it is currently assigned to (if any)4. To assign additional Items, selected the desired items in the middle pane and click the apply button in the lower right.

PSE&G Power Training Guide Page 3

HR LABOUR DATA

HOLDINGS SERVICES UTILITIES POWER

LOG INTO HOLDINGS

IMPORT ONCLICK

HOLDINGS MODEL LABOUR UPLOAD

EMPLOYEE INFO/ HR DATA

VERIFYING EMPLOYEE DATA

EXPORT EMPLOYEE

ON CLICK

F11

OPEN FILE

ADD/REMOVE/DELETE/MOVE/ ACCEPTED EMPLOYEE

REIMPORT BOOK

REIMPORT