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Cognos SG&A ModelUser Guide and Documentation
SGA Model DocumentationTable of ContentsPlanning Process ....................................................................
SGA Model Documentation   Overview ..........................................................................................
SGA Model Documentation   Links .............................................................................................
SGA Model DocumentationPlanning ProcessOverviewThe Planning Process is completed multipletimes per year based upon request...
SGA Model DocumentationCognos Planning SystemWhy Cognos?                                                 How Cognos fits i...
SGA Model DocumentationCognos NavigationOverview                                                     Screen PartsThe syste...
SGA Model DocumentationTips and Tricks                          Page 8
SGA Model Documentation                                                             For Calculation, unit and price metric...
SGA Model DocumentationGet Data OverviewGet Data connects multiple Cognos Applicationsmoving summarized data from differen...
SGA Model DocumentationSummary ModelOverviewThe Summary Model or tab lists the Summary              Variancesof the result...
SGA Model Documentation.                                                    Data EntryMonthly Expense Model               ...
SGA Model DocumentationFTE Summary ModelOverview                                                LinksThis model summarizes...
SGA Model DocumentationField Sales Salary Model                                                        CalculationsOvervie...
SGA Model DocumentationBenefits ExpenseOverview                                                         LinksThe Benefits ...
SGA Model DocumentationTraining ExpenseOverview                                                         LinksThe Training ...
SGA Model DocumentationTravel Expense                                                        LinksOverview                ...
SGA Model DocumentationContractor ExpenseOverview                                                          LinksThe Contra...
SGA Model Documentation                                                             7) Months April to March- enter amount...
SGA Model Documentation                                                         7903004 AllocationsIT Detail Build Up     ...
SGA Model Documentation                                                          If an amount is entered into the any of t...
SGA Model Documentation                                                        Data EntryMarketing Planning Model         ...
SGA Model Documentation                                                                  7.    Base Salary- Current Salary...
SGA Model Documentation    21. Apr-Mar, Budget Full Year- calculations based          Links        upon inputs            ...
SGA Model Documentation                                                              2) Months April to March- enter amoun...
SGA Model DocumentationBlank page                     Page                     26
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Sga Model

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Sga Model

  1. 1. Cognos SG&A ModelUser Guide and Documentation
  2. 2. SGA Model DocumentationTable of ContentsPlanning Process ........................................................................................................................................... 5 Overview ................................................................................................................................................... 5 Planning System ........................................................................................................................................ 5 System Set Up ........................................................................................................................................... 5Cognos Planning System ............................................................................................................................... 6 Why Cognos? ............................................................................................................................................ 6 Before and After ....................................................................................................................................... 6 How Cognos fits into the Planning Process............................................................................................... 6 Fiscal Year and Planning Versions ............................................................................................................. 6Cognos Navigation ........................................................................................................................................ 7 Overview ................................................................................................................................................... 7 Screen Parts .............................................................................................................................................. 7 Tips and Tricks ........................................................................................................................................... 8SG&A Expense Planning Model..................................................................................................................... 9 Overview ................................................................................................................................................... 9 Collection and Calculation ........................................................................................................................ 9 Consolidation ............................................................................................................................................ 9 Get Data Overview .................................................................................................................................. 10Summary Model.......................................................................................................................................... 11 Overview ................................................................................................................................................. 11 Variances ................................................................................................................................................. 11 Data Entry ............................................................................................................................................... 11Monthly Expense Model ............................................................................................................................. 12 Overview ................................................................................................................................................. 12 Data Entry ............................................................................................................................................... 12FTE Summary Model ................................................................................................................................... 13 Page 2
  3. 3. SGA Model Documentation Overview ................................................................................................................................................. 13 Data Entry ............................................................................................................................................... 13 Links ........................................................................................................................................................ 13Field Sales Salary Model.............................................................................................................................. 14 Overview ................................................................................................................................................. 14 Data Entry ............................................................................................................................................... 14 Calculations ............................................................................................................................................. 14 Links ........................................................................................................................................................ 14Benefits Expense ......................................................................................................................................... 15 Overview ................................................................................................................................................. 15 Data Entry ............................................................................................................................................... 15 Calculations ............................................................................................................................................. 15 Links ........................................................................................................................................................ 15Training Expense ......................................................................................................................................... 16 Overview ................................................................................................................................................. 16 Data Entry ............................................................................................................................................... 16 Calculations ............................................................................................................................................. 16 Links ........................................................................................................................................................ 16Travel Expense ............................................................................................................................................ 17 Overview ................................................................................................................................................. 17 Data Entry ............................................................................................................................................... 17 Calculations ............................................................................................................................................. 17 Links ........................................................................................................................................................ 17Contractor Expense ..................................................................................................................................... 18 Overview ................................................................................................................................................. 18 Data Entry ............................................................................................................................................... 18 Calculations ............................................................................................................................................. 18 Links ........................................................................................................................................................ 18Expense Input Model .................................................................................................................................. 19 Overview ................................................................................................................................................. 19 Data Entry ............................................................................................................................................... 19 Calculations ............................................................................................................................................. 19 Page 3
  4. 4. SGA Model Documentation Links ........................................................................................................................................................ 19IT Detail Build Up ........................................................................................................................................ 20 Overview ................................................................................................................................................. 20 Data Entry ............................................................................................................................................... 20 Calculations ............................................................................................................................................. 20 Links ........................................................................................................................................................ 20Internal Order Model .................................................................................................................................. 21 Overview ................................................................................................................................................. 21 Data Entry ............................................................................................................................................... 21 Calculations ............................................................................................................................................. 21 Links ........................................................................................................................................................ 21Marketing Planning Model (External) ......................................................................................................... 22 Overview ................................................................................................................................................. 22 Data Entry ............................................................................................................................................... 22 Calculations ............................................................................................................................................. 22 Links ........................................................................................................................................................ 22Employee Detail- Salary and Headcount Model ......................................................................................... 23 Overview ................................................................................................................................................. 23 Data Entry ............................................................................................................................................... 23 Calculations ............................................................................................................................................. 24 Links ........................................................................................................................................................ 24IT Project Model .......................................................................................................................................... 25 Overview ................................................................................................................................................. 25 Data Entry ............................................................................................................................................... 25 Calculations ............................................................................................................................................. 25 Links ........................................................................................................................................................ 25 Page 4
  5. 5. SGA Model DocumentationPlanning ProcessOverviewThe Planning Process is completed multipletimes per year based upon request from TPC.The process is supervised by Financial Planning.There is a calendar of events that is issued priorto the process.Each Business Function is responsible for theirPlanning activities based upon the calendar.Cost Center Managers and Project Managers System Set Upcontribute inputs to the process via the Cognos To use the system, Contributor Software loadPlanning System (aka Contributor). needs to occur, and Security Access to systemCollaboration is the philosophy- get more needs to be created.people involved who know the data the best. User sends a request to Financial Systems mailbox (financialsystems@tpna.com) andPlanning System provides a brief explanation/reason of accessPlan Process Contributors can access the needed and the Cost Center, Product or ProjectCognos Planning System (Contributor) via needed.Intranet Web using Internet Explorer andCognos software. Before using the software, Takeda Information Technology managesyou must have software loaded and access. Contributor Software load. Financial Systems sends the email with instructions on how toThe Planning System is made up of Applications download Cognos Contributor software viaor Models used to calculate Expense Plans and Altiris System to the user.Revenue Plans (please see diagram).Contributor looks like a Spreadsheet or Grid  Any issues with Contributor Software should be reported to the IT Helpdeskthat allows data to be entered into cells. Pre-populated calculations use the inputs to via phone or ITSM ticket system.complete the Plan. Calculations can be Financial Systems sets up the Security Accesscustomized to meet needs. and sends an email with confirmation ofSecurity Access to Contributor for items can be completion to the requestor.secured at the Cost Center, Product or Project  Any issues with Security Access shouldlevel depending on the model being used. Each be reported to Financial SystemsModel has separate security settings. mailbox (financialsystems@tpna.com ) . Page 5
  6. 6. SGA Model DocumentationCognos Planning SystemWhy Cognos? How Cognos fits into the PlanningCognos was implemented as a process Processimprovement project. The benefits are:  Streamline the forecasting and planning process for Takeda  Prevent inconsistent versions of planning documents and allow for easy distribution of assumption changes  Provide a centralized collection and Plan administration tool for the cost center managers  Flexible processes and tools that adjust with business demands (i.e. re- organizations, new products, etc.) Cognos exists as a means to submit planning data in the process. Before accessing, the Business User is advised to start to think about what activities to plan for in the upcomingBefore and After period. Once data is gathered, access the system and enter data. Fiscal Year and Planning Versions Takeda’s Fiscal Year is April to March. The Planning System recognizes and uses the Fiscal Year format. Multiple Plan Versions are created each Fiscal Year:  Original Plan (PLN)  Latest Best Estimate (LBE1, LBE2, etc.)  Comparisons are made for analyticalThe previous Excel based system depended purposes in the Planning Systemupon the Financial Analysts to consolidate dataand ensure version control.Cognos is a distributed system that pulls thehuman element out of the process. Page 6
  7. 7. SGA Model DocumentationCognos NavigationOverview Screen PartsThe system is accessed from the Intranet orHorizon. Must be directly or VPN connected touse the system.From “Services and Resources” and select“Finance”. From Finance, select “Contributor E- List TablePlanning System Links” on the left side of thescreen. There are two sections of the Contributor Screen: 1. E-List: this is the navigation between the different Business Areas in the system. The Hierarchy is based upon the SAP System Standard Hierarchy 2. Table: this table shows the items in theThis will launch the Cognos Connection E-List that can be accessed.Website. Select the folder and then the model: Individual items can be opened by selection from the Table. Also, all items in a E-List Hierarchy can be accessed via the first item with the “(All)” notation. Please note: Using the “(All)” item allows opening of the subtotal plus the immediate children that roll up to the subtotal (1 level down only). When an item is selected, the application is launched. Take Ownership (allows editing) byThe model will launch and you will be able to selecting the First Icon on the left to begin:access a node (in this case it is a cost center): Page 7
  8. 8. SGA Model DocumentationTips and Tricks Page 8
  9. 9. SGA Model Documentation For Calculation, unit and price metrics enteredSG&A Expense Planning Model into the model are used to calculate total costs. For example, contractor hourly rates and timeOverview duration are entered, and total expense isThe SG&A Model is used to collect, consolidate calculated.and calculate the Cost Center Plans. This modelis used by all Affiliates for Department Planning All Collection Models are connected to theat the Cost Center Level. Monthly Expense Model. The Monthly Expense will list all GL Accounts for the area and areMaster Data for General Ledger Accounts, summarized by Account Type. The AccountInternal Orders, and Cost Centers are loaded Types are linked to the Summary Model.from SAP. The process seeks to harmonize thedata in Cognos to SAP. Consolidation For Consolidation, there are also links to OtherCompleted and approved plans are loaded into Cognos Websites that use the “Get Data”Planning Versions in SAP to accommodate process to pull information into the SG&Areporting in SAP and the Microsoft Reporting Expense Planning Model.System. The Other Cognos Websites are built to performCollection and Calculation a specialized calculation not contained in theFor Collection, there are several models or tabs SG&A Expense Planning Model. Get Data Linksin the model that are used for specific purposes. exist for the Marketing Model, IT Project Model,Training, Travel, Contractor, Expense Input, IT and Headcount and Salary Model.Detail and Internal Order inputs are available. Page 9
  10. 10. SGA Model DocumentationGet Data OverviewGet Data connects multiple Cognos Applicationsmoving summarized data from differentlyformatted Models or Secure Models to acommon consolidation Model. Page 10
  11. 11. SGA Model DocumentationSummary ModelOverviewThe Summary Model or tab lists the Summary Variancesof the results of the inputs to the model as A “Variance” is calculated as:compared to the prior Planning Version. If Current Version is Greater than Prior Version,The Summary Model is populated by the it should be a Negative representingMonthly Expense Model (which is populated Unfavorable.from all data entry and Get Data sources). If Current is less than Prior, then it shouldThe Summary Model is intended to give the display Positive or Favorable.user an overview of the results as compared toprevious version. Data Entry The commentary column is open for user input. This is intended to capture the reason for the Variance in business terms. No other data entry area is required for this model. Page 11
  12. 12. SGA Model Documentation. Data EntryMonthly Expense Model No data entry is needed for this model as it receives data from the other Internal andOverview External ModelsMonthly expense summarizes the data in themodel by GL Account and Month.The Subtotals in this model link to thecorresponding items in the Summary Model Page 12
  13. 13. SGA Model DocumentationFTE Summary ModelOverview LinksThis model summarizes the Full Time Equivalent Data is linked to this model from:for Company Headcount and ExternalContractors/Consultants. 1. Get Data links from “Salary and Headcount” ModelData Entry 2. Contractor ModelThere is no data entry to this model. 3. Expense Input Model 4. Internal Order Model Page 13
  14. 14. SGA Model DocumentationField Sales Salary Model CalculationsOverview Data is linked into the model for Working Days,This model calculates Field Sales Salaries and Merit, and Benefits rate from the commonFringe Benefits Expense. The model uses FTE assumptions.counts and Average Salary Figures to projectthe annual amounts for each version. This Salary is calculated as Number of Heads timesmethod is used for Sales Force only. Average Salary plus any Raise Amount. Salary is broken down by Month based upon WorkingData Entry Days.Data entry is completed by type of Field SalesEmployee. There are the following types: Links Outbound Links from this model go to Monthly 1) Reps (Rep) Expense. 2) District managers (DM) 3) Regional Sales Directors (RSD) 4) Area Sales Directors (ASD) 5) Admin Assistants (Admin) 6) Other Types/Cohorts (Career Path)Entry is required for the following variables: 1) Number of Heads 2) Average Salary 3) New Hire Start Month 4) Vacancy Factor Page 14
  15. 15. SGA Model DocumentationBenefits ExpenseOverview LinksThe Benefits Expense calculates the Allocated Salary data from Salary and Headcount ModelFringe benefits for each cost center. Fringe is are linked into this model.calculated as Salary Dollars time Fringe Rate. Outbound Links from this model go to MonthlyData Entry Expense.There is no data entry to this Model.CalculationsSalary Dollars as calculated in the Salary andHeadcount Model in Cognos. The Fringe Rate isan estimate based upon analysis by the FinanceStaff.Included in the Fringe rate: 1) Company Portion of Payroll Taxes 2) Company Portion of 401K and Retirement Contributions 3) Company Portion of Medical, dental, and other InsurancePlease contact Finance with further questions. Page 15
  16. 16. SGA Model DocumentationTraining ExpenseOverview LinksThe Training Model calculates the training and Position Name, Employee Name and Role areconference costs by person by month. Training linked from the Salary data from Salary andRate is based upon the Role of the Individual. Headcount Model are linked into this model.Each Role has an assumption. Assumed Training is calculated based uponData Entry Role.The default is for the model to spread the cost Outbound Links from this model go to Monthlyevenly by month. The user can enter amounts Expense.in the Monthly Columns or can use the default.Adjustments to the evenly spread amounts canbe made in the Adjustment column.CalculationsTraining Amounts are spread evenly unless theuser wants to make an adjustment. Page 16
  17. 17. SGA Model DocumentationTravel Expense LinksOverview Outbound Links from this model go to MonthlyThe Travel Model accumulates Travel costs as a Expense.monthly amount and then allocates the costs tofour (4) General Ledger Accounts. TravelMonthly Rate is entered by user based uponindividual assumption.Data EntryThere are the following lines for data entry: 1) Travel Baseline- enter amounts 2) Detail 1-5- enter amounts 3) Baseline Adjustment (dollar amount) 4) % Adjustment Judgment (Percentage)CalculationsTravel Amounts entered are allocated toGeneral Ledger Accounts based uponpercentage assumption. There are GlobalAssumptions that control the percentage splitby General Ledger Account. Page 17
  18. 18. SGA Model DocumentationContractor ExpenseOverview LinksThe Contractor Model calculates professional There are no Inbound Links that target thisservices fees based upon assumptions. model. Outbound Links from this model go toData Entry Monthly Expense.Data entry is allowed in the following columns: 1) Name- this is free-form text 2) FTE Status- Select from the drop down list: Full Time, Part Time or Temporary 3) Hourly rate- enter the amount per hour 4) Billable Percentage- Percentage of monthly time that will be charged. 5) Start Month and End Month (optional)CalculationsBase amounts are calculated as {Hourly Rate}multiplied times 2088 times {BillablePercentage}. Contractor Expense amounts arespread based upon working days to eachmonth.If a Start Date or End Date is used, the amountsare spread only to applicable months basedupon the work days. The Base amount iscalculated same as above. Page 18
  19. 19. SGA Model Documentation 7) Months April to March- enter amountsExpense Input Model CalculationsOverview There are no amount calculations. There is anThe Expense Input Model collects input by error check that occurs for the Required fields:General Ledger Account. Up to 80 Lines of If an amount is entered into the any of theInput are allowed for each cost center. General Months, it must have a GL Account and anLedger accounts can be used on multiple lines “Ongoing or Project” entry. If either is missing,to “sub-segment” the GL into projects. an error message will display in the “Message”Data Entry column and no amount will link to MonthlyData entry is allowed in the following columns: Expense: 1) Internal Order (Optional)- free-form GL missing: text 2) Description (Optional)- this is free-form text Ongoing or Project missing: 3) PO No. (Optional)- Free-form text for purchase Order information 4) GL Account (Required)- Select from the drop down of General Ledger Accounts Links 5) Ongoing or Project (Required)- Category There are no Inbound Links that target this of expense: Project is one-time and model. Outbound Links from this model go to Ongoing is recurring Monthly Expense. 6) Number of FTEs (Optional)- FTEs will be gaited in same months are amounts. Page 19
  20. 20. SGA Model Documentation 7903004 AllocationsIT Detail Build Up 7904003 Telcom Network 7904101 Cellular phoneOverview 7904104 PagersThe IT Detail Build Up Model accumulates costs 7904105 Data Communication Feesas a monthly amount for IT Related General 7904106 Voice MailLedger Accounts. There are 80 Lines of detail 7904107 EDI Expensesfor each GL Account. A description can be 7904108 Data Center Operationsadded to each line. 7905012 Outside professional/Consultant services 7905013 Outsourcing ServicesData Entry 7909090 Miscellaneous Operating ExpenseThere are the following GLs for data entry: Calculations 7901016 Remote Connectivity There are no calculations in this model. 7902500 Computer Hardware Expense 7902501 Computer Software Expense Links 7902701 Hardware Maintenance Outbound Links from this model go to Monthly 7902702 Software Maintenance Expense. 7903002 Repairs and Maintenance Page 20
  21. 21. SGA Model Documentation If an amount is entered into the any of theInternal Order Model Months, it must have a GL Account and an “Ongoing or Project” entry. If either is missing,Overview an error message will display in the “Message”The Internal Order Model collects input by SAP column and no amount will link to MonthlyProject Code (Internal Order). Expense:Data Entry GL missing:Data entry is allowed in the following columns: 1) GL Account (Required)- Select from the drop down of General Ledger Accounts Ongoing or Project missing: 2) Ongoing or Project (Required)- Category of expense: Project is one-time and Ongoing is recurring 3) Number of FTEs (Optional)- FTEs will be Links gaited in same months are amounts. There are no Inbound Links that target this 4) Months April to March- enter amounts model. Outbound Links from this model go to Monthly Expense.CalculationsThere are no amount calculations. There is anerror check that occurs for the Required fields: Page 21
  22. 22. SGA Model Documentation Data EntryMarketing Planning Model Data entry is completed by Internal Order and(External) entry is allowed in the following columns:Overview 1) Months April to March- enter amountsThe Marketing Planning Model collects input by CalculationsSAP Project Code (Internal Order) by Marketing There are no amount calculations in this model.Tactic by Product. The grouping of Tactic can becustomized per Model. Links There are no Inbound Links that target thisMarketing has a separate application link (see model. Outbound Links from this model go to“Marketing Budget System” below): Monthly Expense in the SG&A Expense Model via Get Data (please see Get Data Overview for more information). Page 22
  23. 23. SGA Model Documentation 7. Base Salary- Current Salary unless equal to zeroEmployee Detail- Salary and 8. then New Hire Bi-Weekly Hrs (Required)- from HRIS records orHeadcount Model Input 9. FTE- Calculation on “Bi-Weekly Hours”- 80 hoursOverview equals 1 FTE. Less than 80 hours then 0.5 FTE 10. Role (Required)- 1,2,3,4 or 5 from HRIS RecordsThe Employee Detail Model collects input for or user inputcurrent and planned Headcount. A data feed 11. Training- Calculation based upon Rolefrom HRIS populates the current roster of 12. New or Transfer (Optional)- Qualitativeemployees by cost center. End user can enter information for headcount changesadditional information on employee changes. 13. New Hire Type (Optional)- Qualitative information for headcount changes 14. New Hire Start Month - Required for New Hires Only 15. Relocation (Optional)- Amounts for headcountData Entry changesData entry is allowed in the following columns: 16. Sign-On Bonus (Optional)- Amounts for headcount changes 1. Position Name (Optional)- Title of the position 17. Recruitment (Optional)- Amounts for headcount 2. Position (Optional)- Position Number from HRIS changes records. 18. Merit %, Equity %, Other % , Raise % and Raise 3. Employee Name (Optional)- Name from HRIS Month- Global Assumptions for merit Records 19. Proration Adj- From HRIS records, proration of 4. Personnel No. (Optional)- From HRIS records any merit for service time 5. Current Salary- Loaded from HRIS records 20. Separation Month- Required for headcount 6. New Hire Salary (Optional)- Entered by user changes only. Last month of payroll for the employee Page 23
  24. 24. SGA Model Documentation 21. Apr-Mar, Budget Full Year- calculations based Links upon inputs There are Inbound Links that target this model with Global Assumptions. Outbound Links from thisCalculations model go to Monthly Expense (Salary Expense,Salary Expense is calculated at the headcount level Relocation Expense, Recruitment Expense), FTEusing the inputs and Global Assumptions. Total Summary and Benefits Expense.Salary amounts are gaited by month based uponWorkdays. Salary per month is adjusted for meritbased upon Global Assumptions for Raise. Page 24
  25. 25. SGA Model Documentation 2) Months April to March- enter amountsIT Project Model CalculationsOverview There are amount calculations for Total CapitalThe Internal Order Model collects input by SAP (9xxxxxx Accounts) and Total Expense (7xxxxxxProject Code (Internal Order) for IT Projects. Accounts).Data Entry LinksData entry is allowed in the following columns: There are no Inbound Links that target this model. Outbound Links from this model go to 1) GL Accounts Monthly Expense in the SG&A Expense Model a. 9999997 Hardware Capital via Get Data (please see Get Data Overview for b. 7902500 Computer Hardware c. 7902701 Hardware Maintenance more information). d. 9999998 Software Capital e. 7902501 Computer Software Expense f. 7902702 Software Maintenance g. 9999993 Development Capital h. 7905012 Consulting i. 7905013 Outsourced Services j. 7302000 Training k. 7903004 Allocations l. 7909090 Miscellaneous Operating Expense m. 7904003 Telephone n. 7904105 Data Communication Fees o. 7901005 Air Travel p. Total Capital q. Total Expense Page 25
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