FUJ00232426
FUJ00232426
ICL Pathway MIS Report Production and Scheduling Ref: CS/PRO/031
Version: 1.0
Date: 21/10/97
Document Title: MIS Report Production and Scheduling
Document Type: Procedure
Abstract: The following procedure details the production and
scheduling of reports. The process also details the
production of Ad-Hoc Queries
Status: Version 1.0
Distribution: Paul Westfield - ICL Pathway CS
Dave McLaughlin - BA/ POCL PDA
Library
Author: Richard Brunskill
Comments to: Author
Comments by: 29/10/97
© 1997 ICL Pathway Ltd
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FUJ00232426
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ICL Pathway MIS Report Production and Scheduling Ref: CS/PRO/031
Version: 1.0
Date: 21/10/97
0.1
0.2
0.3
0.4
0.5
Document control
Document history
Version Date Reason
0.1 21/05/97 First Draft
1.0 21/10/97 V1.0
Approval authorities
Name Position Signature Date
Paul Westfield ICL Pathway IS&P
Manager
Dave McLaughlin BA/POCL PDA
Associated documents
Reference Vers Date Title Source
CS/PRO/030 0.1 21/05/97 MIS Report Despatch Procedure ICL
Pathway
Abbreviations
CA Contracting Authorities
cP Change Proposal
IA Information Analyst
IC Information Consultant
PW Pathway
R Requestor
SUP. Support
Changes in this version
PDA comments now incorporated
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ICL Pathway MIS Report Production and Scheduling Ref: CS/PRO/031
Version: 1.0
Date: 21/10/97
0.6 Table of content
4.1 Schedule Change Process. ..........0...cccecceceseeseeceseeseeeeeeeseeseeseeeeseneeneeaees 5
4.2 Ad-Hoc Query Process.................ceccceceescseseceeeceeeeseeeeeeeesetenseeeeneaeeeeets 7
4.3 Report Production Process...
4.4 Report Non-Receipt Process:
5 Appendix 1: Schedule Change Request................ccceceseceseeeeneeeeeeneeeeee 13
6 Appendix 2: Schedule Request LOG.............ecccceseeseeeseeseeeeseeeseseeteeeeeseseee 14
7 Appendix 3: Schedule List
8 Appendix 4: Report Problems Log.
9 Appendix 5: Ad-Hoc Query Request Form.
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ICL Pathway MIS Report Production and Scheduling Ref: CS/PRO/031
Version: 1.0
Date: 21/10/97
1
Introduction
The efficient provision of information to the CA and ICL Pathway staff is vital
to the MIS component of the ICL Pathway solution. Appropriate scheduling of
reports minimises the impact on the main data warehouse.
The following process details how the report scheduling system is
maintained. This is in terms of both the production and timing of reports. The
distribution of reports is considered to be a factor of the scheduling
Scope
This process covers scheduled reports produced to meet the requirements of
MIS. In addition it will cover the production of Ad-Hoc queries.
Process
The diagram below provides an overview of the following process.
REPORT NON
RECEIPT
PROCESS
No
Schedule vas. Yes
Change ‘SCHEDULE REPORT eee ANALysis
Request’ ——™II I CHANGE I III PRODUCTION I I—————_»=> Recewed II oROCEDURE
Report PROCESS PROCESS eens
Change
Request i
ty
‘AD-HOC
Ad-Hoc ————»I] query
Request PROCESS
t
REPORT
CHANGE
REQUEST
PROCEDURE
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ICL Pathway MIS Report Production and Scheduling Ref: CS/PRO/031
Version: 1.0
Date: 21/10/97
4 Process Flow Charts
4.1. Schedule / Report Change Process
Process Owner:
Process Objective:
Process Rationale:
Entry/Inputs:
Resources:
Sub Processes:
Exit/Outputs:
Customer Service Information Analyst
To receive and assess requests for scheduling
and report changes and to implement those
changes if required.
Schedule or Report changes are initiated by a
Schedule Change Request / Report Change
Request Form (Appendix 1). Receipt of the
document is logged on the Schedule Request
Log by the IA who gives _ it a unique
reference. For Schedule Change Request
Forms an impact assessment is performed and
recommendations produced. The Scheduling
Change Request is updated accordingly. The
Requestor and IA/ IC then review the impact.
If they deem the change to be no longer
worthwhile then they cancel the request,
updating the Schedule Request Log to show
the termination of the request. If it is found that
the change falls within the parameters of the
ICL Pathway Change Control Procedure then a
CP will be raised. The System Request Log
and Schedule Change Request are then
updated to show that the case is being
escalated to full Change Proposal. Otherwise
the Schedule List is amended accordingly by
the IA.
Report Change Request (Defined in Ref: 4)
Schedule Change Request
R : Requestor
IA : Information Analyst
IC : Information Consultant
Nil
Change Procedure
Amended Schedule List
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Version:
Date:
CS/PRO/031
1.0
21/10/97
Process Flow (Scheduling Change Process)
Shedule >
Report
Change
Request
Update Schedule
Request Log
[AL
1
Impact
Assessment!
Recommendation
Al
i
Impact
Review
IC & 1A
Pass
Y
Does
Change
Require
cP
lA]
No
!
Fail
End
Yes
Implement
Change on
System
[IAI
1
Ammend
Scheduling
Documentation
[AI
CHANGE
CONTROL
PROCEDURE
&
Amended
[> Schedule
List
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ICL Pathway MIS Report Production and Scheduling Ref: CS/PRO/031
Version: 1.0
Date: 21/10/97
4.2 Ad-Hoc Query Process
Process Owner: Information Analyst
Process Objective: To provide a process which allows queries to
be created quickly but in a controlled manner
at the request of individuals. Requests for Ad-
Hoc reports should come from a single point of
contact within PDA, BA or POCL.
Process Rationale: On receipt of an Ah-hoc Query Request Form
the IA updates the Schedule Request Log. This
log gives an element of control to the requests
that will be received. If an ad-hoc report is
requested on a regular basis, or it takes and
inordinate amount of time to run, the process
will be exercised to the full. In such cases, the
report requestor would be asked to confirm the
frequency at which the report is required,
thereby ensuring it gets added to the list of
‘regular’ reports if required. In the event that a
query is estimated to take longer than an hour
to run, the IA would inform the requestor that
the report would be delayed, if the requestor
still wishes to receive the information it is
provided to him. On completion of the request,
the Schedule Request log is updated to show
that the appropriate action has been taken.
Entry/Inputs: Ad-hoc Request Form (Defined in Ref: 2)
Resources: IA : Information Analyst
R i Requestor
Sub Processes: Nil
Exit/Outputs: Results of Query
Amended Schedule Request Log (Appendix 2)
Standards: Various Pathway Form and Content Guides
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ICL Pathway MIS Report Production and Scheduling Ref: CS/PRO/031
Version: 1.0
Date: 21/10/97
Process Flow (Ad-Hoc Query Process)
&
Ad-Hoc
Request
Log Ammend
Request I }——————®J Schedule RequestI
[lA] Log
Impact Request
[A]
‘ No CHANGE
Objects PROCEDURE
Query?
Yes
AcheWvable REPORT ‘Ammend
Requestors Yes PRODUCTION Schedule RequestI
Deadline PROCESS Log
No.
Advise
Availability
Report
still No—+} End
Required
REPORT Ammend
PRODUCTION I I} Schedule RequestI
PROCESS Log
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ICL Pathway MIS Report Production and Scheduling Ref: CS/PRO/031
Version: 1.0
Date: 21/10/97
4.3 Report Production Process
Process Owner: Information Analyst
Process Objective: To outline the controls placed on the
production of reports.
Process Rationale: The Schedule list controls the production of
reports and is maintained by the IA. The list
directs the execution of reports and the output
is distributed electronically to the relevant
locations. In the event that a report does not
arrive as expected then the recipient will inform
the IA who will rectify the situation as per
Report Non-Receipt Process (Section 4.4).
Ad-hoc reports are not placed on the schedule
list. These queries are run as appropriate so
as to minimise the impact on the system while
at the same time providing the requestor with
a speedy response. Non Receipt of ad-hoc
queries is dealt with by the Report Non-Receipt
Process.
Entry/Inputs: Schedule List (Appendix 3)
Ad-hoc Request
Resources: IA : Information Analyst
Sub Processes: Report Non-Receipt Process
Exit/Outputs: Report Outputs
Standards: Various Pathway Form and Content Guides
Process Flow (Report Production Process)
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Date:
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CS/PRO/031
1.0
21/10/97
K&
Schedule
List/
Ad-Hoc
Request
IT
Store
Report
Output
Recipient
Did Recipient Initiate Non
Receive No Receipt
Output Process
Analysis
Procedure
4.4 Report Non-Receipt Process
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ICL Pathway MIS Report Production and Scheduling Ref: CS/PRO/031
Version: 1.0
Date: 21/10/97
Process Owner:
Process Objective:
Process Rationale:
Entry/Inputs:
Resources:
Sub Processes:
Exit/Outputs:
Standards:
Information Analyst
To provide a controlled environment in which
thereceipt of reports can be processed and
remedial action implemented.
On being informed that a report has not been
received the IA completes the relevant sections
of the Report Problems Log. The IA then
checks whether the Report was run. If it was
not run he arranges for it to be run and
distributed as per the distribution list. If the
request has been run it is re-sent to the
individual reporting non-receipt.
If the report cannot be re-run by the IA, a call is
made by the IA to the Horizon Helpdesk and 3%
line support are tasked, as required, to solve
the problem and the report is re-sent. The
exact cause of all problems is investigated and
documented on the Report Problems Log.
Remedial action is determined and
implemented.
Notification of report non-receipt.
IA : Information Analyst
Nil
Remedial Action
Report Problems Log (Appendix 4)
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ICL Pathway MIS Report Production and Scheduling Ref: CS/PRO/031
Version: 1.0
Date: 21/10/97
Process Flow (Report Non-Receipt Process)
=
Informed
Of Report
not
Received
Log Occurrence
1A]
Run and
Was Report No—s-I Distribute
‘ Report
Al 1A
Yes
Send Report a“
fA]
Support Fix
Problem
y [SUP]
Has
Escalate to
Requestor -
Received No sa
Report?
Yes
Determine
Remedial Action
IA+SUP]
{
Execute Remedial
Action
IA+SUP}
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ICL Pathway MIS Report Production and Scheduling Ref: CS/PRO/031
Version: 1.0
Date: 21/10/97
5 Appendix 1: Schedule Change Request
Schedule Change Request ref: cs/TEM/0003
Name of Report
Request Reference
SCR Reference Number
Change Proposal
Change Rationale
Timing
Date Requested Date sent for CP Expected Implementation
Date
CP Details
CP Reference
CP Decision Accept / Reject / Re-
submit
Personnel Name Sign Off
Requestor N/A
Information Analyst N/A
Information Consultant
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Ref: CS/PRO/031
Version: 1.0
Date: 21/10/97
6 Appendix 2: Schedule Request Log
Schedule Request Log Ref. cs/TEM/0004
Status of Request Open / Closed
Name of Report Request Requestor Information
Reference Analyst
Status Date Comments
Impact Assessment
Sent For CP
CP Reference CP Decision
Requested Date of Date of
Implementation
Implementation
Comments:
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Version: 1.0
Date: 21/10/97
7 Appendix 3: Schedule List
Schedule List_ Ref: cs/TEM/0005
Report Reference Timing of Report Distribution
The scheduling list is a computer file. The above represents the file
specification.
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ICL Pathway MIS Report Production and Scheduling Ref: CS/PRO/031
Version: 1.0
Date: 21/10/97
8 Appendix 4: Report Problems Log
Report Problems Log pref. cs/TEM/0006
Status of Request Open / Closed
Name Of Report
Who Reported It?
Status Date/time Comments
Problem First
Reported
Report Re-Run
Report Re-Sent
Support Informed
Recipient Receives
Report
Information Analyst
Date of Expected
Completion Completion
Description:
Solution/Remedial Action:
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ICL Pathway MIS Report Production and Scheduling Ref: CS/PRO/031
Version: 1.0
Date: 21/10/97
9 Appendix 5: Ad-Hoc Query Request Form
Ad-Hoc Query Request Form ef: cs/TEM/0007
Query Requested By
Query Name
Date of Request
Date to Receive
Reference
Information Analyst
QUERY_ CONTENT: To be filled in if Query Does not already
Exist.
Format Type Simple Fields / Table fields
Required Fields (tablename. fieldname)
6
2
7
3
8
4
Summary Totals On
Sorted On
Similar in Style to (Report)
> Thour
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ICL Pathway MIS Report Production and Scheduling Ref: CS/PRO/031
Version: 1.0
Date: 21/10/97
Assessment Notes
Action Summary
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