4cast Advanced User Guide
Contents
1. This includes rolling back any other changes made by any user since applying the last global update 29 of 33 drake aneassociates Setting global update options The options allow you to make changes to one or more fields simultaneously Field lt Table Data type Selected Change Value Field Formula B contains Equals Equals Equals Equals Contains E Contains Contains 14 15 actual 14 15 Scenario int F Absolute gg 14 15 actual 15 16 Scenario int F Absolute ge 4 14 15 target 15 16 Scenario int F Absolute Ha 4 16 17 actual 14 15 Scenario int F Absolute gg y 16 17 actual 15 16 Scenario money rl Absolute ee 16 17 target 15 16 Scenario int F Absolute es A list of all the available fields that you can select from to make changes to is shown along with the source table and data type of each field Save global update selection The right click context menu allows you to save the current and load previously used global updates for example to reapply them These are saved on a per user basis Load global update selection Types of change that can be made e Select or deselect which fields you want to make changes to e Choose the type of change you wish to make from the drop down box e Enter data in the appropriate column for the change to be based on Change the selected field to a specific absolute value or value of another field or result of a formula Relative Change the sele2. drakelaneassociates Acast Advanced User Guide Version 2015 01 24 November 2014 Innovative Solutions for Education Management www drakelane co uk drakelaneassociates IV TV TA SSC FSS OG sah cates A A E lesen chebarerated assests E ER EA TE 3 BOSS IIe WON Cie WIESE TN Cerna N A cs erserara nena A A A 3 Transfer settings and data from a previous year csscssscssssssscssececsssscesesssssscscscsssscesesssssscecessssesesessessescenees 4 SC UTS OPON aaa A RRA AAA A AEEA 5 Database connection ee 5 PN SN er ce cc aera E N A E A T A E eter tire A errant 6 LAR a E sees ees eee 6 EUS aa a A E E E E E E toss cae E ETE A EA 7 DED EI NG a E nariene marten narteeeeriaeeareeirinarentnneeiats 8 Bll E nnn E E te ree E E ren Nee ere ee eer Cre eer tr mT rn ee ere 9 Ee Uk eee eee E EA E IE E A ee eT 12 Costs and other INCOMMES cssscssscrsscrsscssscrsscssecrsscssecrsscrsscrsscesscrsscesscrsecssecsscssecssecssecssecssecssscssecssecssesssecsnecrnesssessnesssesrsees 12 Condi OnT E a E R E E AE EA 14 POV A SMS E S 15 FOS A osc A cet ce cen pectin eet reed neti seeded ete et eee eee 15 TS OIN Eas reste sy uectects steepest ete sess S 16 SCV A OS apts atte tel ee Seen eevee eh elder erecta eee 18 SUVS COU VIC oira E E ruczsete stn sen EE EE E ENE E EEE EE EES 18 PrO EIIN O enere A E AAEE EARNER AARAA AEAEE 20 OTO eaa Tete re tee Te ee eee TET tent tree eee ere ee eter te eter tet neater earner 20 Creating and updating a scenario Dy import
3. Art amp Design ALIO EJ Creative Arts GLA Fi Crakelame HX MX Acast Advanced User Guide 9 of 33 drake aneassociates The right click context menu allows assignment and removal of all Departments to and from a specific user and duplication of user and associated settings Logout Delete user Set password Assign all departments Remove all departments Duplicate user User ID The system user ID Display name The name of the user displayed during login Automatically add new departments Whether the user should automatically be assigned edit permissions for any new departments Access Administrator Grants or removes system Administrator permissions for the user This automatically gives the user full permissions you cannot turn off most of the different permissions for Administrators O 4cast 2015 S This allows access to the Options screen gives Save this as a system filter everyone can access ee edit permissions to the Le Allocations view and also adds the ability to save filters as system filters available to everyone a Maximum approval status This is the maximum approval status available to the user Records in the live scenario with an approval status higher than this are read only for the user Restricted fields Does the user have access to fields specified as restricted Data change rights Global update Grants or removes global update permissions for the live
4. Actual 15 1 a Validation Validation of the import file can be adjusted as required J First line contains header and can be ignored If the first line contains field names select this option Dates If the import file was created from existing data in the current year but is to be used for the following year s plan then you should roll the dates forward Acast Advanced User Guide 23 of 33 drakelaneassociates Keep existing scenario data If data already exists in the scenario a prompt will be shown a Yes will add the imported data to the existing scenario b No will clear the existing data first before importing c Cancel will abort the import Results If there are errors during the import process then the results tab will be shown By default the import results are grouped by event type but this can be removed or changed as required E Contains 3 items Data 601 is not 2 1 Aim type Data True is no 2 1 End date Data Anonymo 2 1 Planned hours T Event type Data will not fit in the field So Event type Field has wrong number of columns likely T issing 2 d elime ter The field records are saved to a new file of the same name with the addition of _bad to the filename It can be adjusted and re imported by clicking the button shown The full import log can be viewed by clicking the button shown Our support team may request this file for debugging purposes 4cast Advanced User Gui
5. E Contains E Contains 0015 1314 EDEXCEL SUB DIP AUTO ENGINEERING x 0016 1314 EDEXCEL EXT DIP AUTO ENGINEERING Y1 4 0065 1314 C amp G L2 Diploma in Electrical Installations Buildings and Structure 0065 1314 01 C amp G L2 Diploma in Electrical Installations Buildings and Structure 0065 1314 02 C amp G L2 Diploma in Electrical Installations Buildings and Structure Programme code The code which groups related individual components together Programme description This is the programme description Other actions 3 Deletes a programme Only programmes that are currently unused in any scenario can be deleted Other Filtering Filtering By default filtering is not applied until the cursor moves to another cell in the scenario for example by pressing the tab key Filtering can be dynamic and applied as each character is typed into the field filter For very large scenarios or on a congested network dynamic filtering may be slow Filter on each character entered Acast Advanced User Guide 20 of 33 drake aneassociates Creating and updating a scenario by importing data The SQL database is installed with no planning data Populating the system will be discussed prior to and during the implementation scoping meeting with one of our consultants Although it is possible to manually input all of your planning data we find the most productive and efficient use of time and resources is to use data from the current year
6. as a basis to begin planning for the following year There is also the option for existing customers to roll forward planning data from the previous year Prior to our first onsite visit we normally request a CSV comma separated values text file containing current year data you have available plus additional information you may wish to include This allows us to focus on and discuss data that is familiar to you though it may not be the initial plan you settle on and you may wish to perform subsequent data imports Subsequently you may wish to bring in actual data in order to make comparisons with your original plan or to make assessments of the planning process Using the data import wizard E Import data j The data import wizard is available from the import section of the Home ribbon BO menu tab and from the button on the Open scenario dialog Ka Back The wizard presents a series of tabbed pages that walk you through the necessary erat Stages You can move freely between pages using the tabs that are currently open or gt wert ul the navigation buttons P Relevant further help and information is shown towards the bottom of each page Import mode You can select whether to add new or update existing scenario data The add option allows you to append new data to a new or existing scenario with the option of clearing all existing data The update option allows you to alter data that already exists w
7. menu or by pressing F9 Many of the options available will be discussed during the implementation scoping meeting prior to application roll out across your organisation where applicable The options are organised into a series of tabbed pages Click on a tab heading to activate that page To save your settings click the save button or respond to the appropriate prompt when shown On some pages the button is not shown as these are saved automatically 9 Relevant further help and information is shown towards the bottom of each page Database connection SOL user SQL password V Trusted SOL server MYSERVER SQLEXPRESS oy Get list xi SQL database ae 4CAST2015 M Enter the credentials necessary for the client to connect to the SQL server The SQL server name should be entered in the format SERVERNAME INSTANCENAME a Get list zj Click the button to get a drop down list of available servers on the network Setting connection credentials automatically Connection credentials can be pre populated using a connection configuration text file generated by the server installer For additional information please see the server installation documentation Acast Advanced User Guide 5 of 33 drake aneassociates Licence Provider drakelane Licence key ABCD1234 5678EFAB 2 Verify Unlimited user licence Enter your licence details and click the button to verify LARS In order to calculate funding data from the Learni
8. removes a specific user from a layout Costs and other incomes Similar to user defined fields you can also define fixed hourly for example staffing and learner for example examination fees based costs and incomes within different categories These allow additional Acast Advanced User Guide 12 of 33 drakelaneassociates financial information to be included in the contribution calculations within your scenario Like all other editable fields these incomes and costs can be the result of an assigned formula Category Type Cost or income There are a small number of system learner based other learners incomes These are HE Full Cost and International Direct staff Direct non staff eed Learner based Hourly based Other learners Fixed amount Other income Drag a column header here to group by that column Costs income Category Type Name Formula Restricted Costs Overheads Learner based CNL B 4 Income Other learners Learner based Full cost g T Income Other learners Learner based HE Es XR E Income Other learners Learner based International 8 Xe E Income Other income Learner based IOL Rs R T gt 4 E Costs Direct non staff Hourly based Rental g X E X Department code Default rate ACAD 21 00 ALLO 21 00 BL10 21 00 The right click context menu allows the default value to be reapplied to all existing data Assign value to all Update live scenario with default value for all Costs inc
9. addition to maintaining the system on an ongoing basis le For the latest version of this guide please see the online help or use the Help and support ribbon tab within the software Logging in for the first time O Login User name Administrator 7 Macast me A Cancel ft Change password Select your username from the drop down list enter your password case sensitive then click OK The system is installed with the default password Drake for the Administrator user We suggest that this is changed Note that passwords are case sensitive 4cast 2015 No valid licence found Please use the options screen to enter your supplied licence key When logging in for the first time you will be taken automatically to the Options form to enter your licence details Acast Advanced User Guide 3 of 33 drakelaneassociates Transfer settings and data from a previous year _ If you have used 4cast in a previous academic year then you can bring your settings and optionally planning data into the new installation by running the wizard available from the file menu import 4cast SQL database cast SOL database import A Select database Data o Configuration data only Configuration and scenario data 7 Configuration data includes all of the information from Options Scenario data includes all curnculum planning information Please see the Advanced User guide for further information Configura
10. alls e Text fields may contain commas for example course titles As one of the most common delimiters is comma we suggest using a text qualifier or changing the field delimiter Without Acast Advanced User Guide 27 of 33 drakelaneassociates doing so the field order can be read out of sequence and the record may fail to import or import incorrectly When importing data into Boolean yes no or true false fields use the numeric values 1 one and O zero When importing data into percentage fields use decimal values with 0 00 zero representing 0 and 1 00 one representing 100 Format currency data as decimal without the pound symbol Remember to select the option to roll forward start and end dates if using current year data for the import to use as a basis for planning the following year The start and end dates are for the whole programme not in year All hours are in year not whole programme Retention rates are in year not whole programme The aim type is an indicator for main or component aims within a programme not the ILR aim type this is provided as a separate advanced filed if required Programme code is needed to present information in the programme view and for calculating EFA funding at learner level Everything should have a programme code Use the first row of the import file for field names to help in the field mapping process If you do so remember to select the option to ignore the first line in th
11. ant to Add scenario data Update scenario data Though there are some differences between the 2 modes many of the wizard stages are common to both processes Options Clicking the options button opens the Options at the Fields page to allow you to change field names presented later during the import process Scenario Select the existing scenario to add data to or enter the name for a new scenario The live scenario is indicated in the list Acast Advanced User Guide 21 of 33 drakelaneassociates Add data to existing scenario Curriculum plan 2015 16 Add data to new scenario called Delimiter Select the field delimiter and text qualifier that are used in the import file Select file Click the button to browse and select a text file for import or drag and drop the file onto the form Please select a file to import The import file should have a txt or csv extension Then name and location of the file will be remembered for subsequent imports Field mappings Select the fields or columns that are contained in the import file and the order in which they appear To move fields from available to selected and vice versa use the buttons or double click the field name Not every field will be shown for example fields that cannot be edited and fields that are set up as formulas Acast Advanced User Guide 22 of 33 drake aneassociates Some fields are required
12. base field name Display name This is the display name of the field in the client software Acast Advanced User Guide The right click context menu allows export of the fields data to Microsoft Excel and allows setting up of lookup lists for text user defined fields 7 of 33 drakelaneassociates Data type This is the field data type Changing the data type of an existing user defined field should be used with caution as all existing values will be cleared from the field Default value The default value for new records added to a scenario User defined This is a system flag indicating whether a field is user defined Sort order The field default sort order as listed in the single record view Restricted This sets whether a field can be restricted non editable Formula The formula if any assigned to this field This should be used with caution as although data errors such as divide by zero are handled it is possible for the result of the formula to be invalid such as negative enrolments Other actions 3 Deletes a user defined field removing it from all scenarios Use with caution Also clears an existing formula from a field 25 Opens up the formula wizard to allow amending or creating of a new formula D Allows you to specify a selection list for user defined text fields If one or more items are added to this list then only items on this list are valid entries within a scenario Department A depar
13. cted field by a relative to the existing value The is as entered in the value field or can be based on another field or result of a formula Percentage values can be negative or positive with 1 00 being equivalent to 100 Differential Change the selected field by adding or subtracting the value entered or value of another field or result of a formula The value can be positive or negative Avoiding invalid changes Cancel the update for those components recommended Global update actions on individual fields may not be possible as they would produce Apply as much of the global update as possible invalid results Acast Advanced User Guide 30 of 33 drake aneassociates Global update examples ewe 8 Acast Advanced User Guide 31 of 33 drake aneassociates Using the formula builder The formula builder allows you to create customised formulas to e Perform global updates to existing database scenario fields based on the result of a formula using simple operands e Create calculated fields within the scenario based on the result of a formula using operands and or more complex functions Entering formulas The formula builder looks and functions in a similar way to many other software packages OTM are At gt Operands SixteenToSeventeenTarget Zz B j Controls B ugrScenario Scenario Wl bete Redo Formula Compiled Successfully Operands The operands section allows you to
14. cter typically the equals symbol and var as a placeholder for the source field Source field This is the scenario field used as the value for the parameter in the query string Other actions 3 Deletes a report On the sub grid it removes a specific parameter from a report Acast Advanced User Guide 17 of 33 drake ancassociates Scenarios All scenarios can be renamed and existing non live scenarios can be copied to another user shared with another user or deleted The live scenario can also be renamed if required Scenario name Last edited on Owner Components Modelling fee increases 11 11 2014 21 35 Admin 64 gt Share withusers Restrict to departments Read only UserA v m os UserB w E 4 a a x Scenario name Last edited on Owner Components Post Easter provision 11 11 201411 45 Admin 132 4 Scenario name This is the name of the scenario Last edited on This is the date the scenario was last edited Owner This is the current owner of the scenario Components This is the total number of components individual records in the scenario Share with users Set the user s with which the scenario is shared Restrict to departments Should the shared scenario be limited to only the departments what the shared with users have access to Read only This sets whether the shared scenario is opened read only for the specified user Other actions Copies a scenario to another user 3 Delete
15. de 24 of 33 drakelaneassociates Required fields The following fields are required when creating a new or adding to an existing scenario 2 Component aim Department or equivalent code FE funded 1 true or zero false Is the record FE funded Planned hours In year not whole programme Programme code Text 20 characters Code identifying a programme to group related individual records DD MM YYYY Start date of the whole programme not in year Recommended fields Though not required the following fields are also recommended Basics Course title 100 characters Course title or description Department title 100 characters Department title or description Programme title 100 characters Programme title or description Additional option Boolean 1 true or zero false Additional option indicator for main aim or component Planned EEP hours Integer Zero or more Employability enrichment and pastoral hours This field can be optionally shown in single record view EFA learners Acast Advanced User Guide 25 of 33 drake aneassociates 8 Integer Actual enrolments Adult 19 24 LDA Integer Actual enrolments SFA learners Field Adult full Integer Zero or more Actual enrolments Adult co Integer Zero or more Actual enrolments Adult 16 18 at start Integer Zero or more Actual enrolments 16 18 apps Integer Zero or more Actual enrolments 19 23 apps Integer Zero or
16. e validation options Acast Advanced User Guide 28 of 33 drake aneassociates Performing global updates G Global updates are a powerful yet simple way to make wholesale changes to data very quickly For this reason they should be used with caution They can be extremely useful in creating variations of the same scenario to perform what if modelling on your planning data Update now Ctrl G You can access the global update function from the Edit menu De select all Ctri Shift D A global update can be applied to as many or as few records as Select all Ctrl Shift S required by filtering your data before applying the global Undo to last Ctri Shift Z update Acast 2015 No components selected Select all components for update or filtered only e 4cast 2015 Select filtered components only cast 2015 This will reset your scenario to a state before the last global update losing any changes made since then continue Acast Advanced User Guide Update now will perform the global update on the selected components If no components are currently selected you will be prompted to select all or just use the filtered components Select all will select all components for global update or optionally just filtered components if a filter is applied Undo to last will roll back all changes so the scenario is exactly the same as it was prior to applying the last global update
17. es through to the scenario Department code This is the code used to identify a Department Description This is the text description for a Department Default retention rate This is the default retention rate for new records belonging to this Department Default achievement rate This is the default achievement rate for new records belonging to this Department Logged in Whether any users assigned to a Department are currently logged in Other actions 3 Deletes a Department removing it from all scenarios and from all users Use with caution Users Each user is given access to the scenario data for one or more Departments and can be assigned a range of permissions These users and permissions are different and separate from the Windows credentials governing access to the SQL server and database Permissions relating to editing of planning data only apply to the live scenario Users always have full edit permissions for their own non live scenarios with the exception of shared scenarios see the section on scenarios User Access Data change rights Layout and design rights Information Control Automatically add Maximum Restricted Global New rows in Use field Automatically Logged 1 Dupi new departments Administrator approval status fields update om Delete the datasheet selector add new layouts in Lant logged in Admin Administrator 7 Syster default 30 10 2014 14 48 PA X Department code Allow edit Department description ACAD
18. g data can be updated using global updates You can also designate a field as an automatic formula which means you can set this field to be a result of a mathematical function which may involve one or more fields from the other tables Once a field has been designated as a formula users will no longer be able to edit it and the field will be highlighted in green Field name StartDate SupersededBy TotalCosts DirectNonStaff DirectStaff TotalFunding TotalFundingGlobal Totallncome TotallncomeGlobal TotalTargetLearners OtherLearnerincome OtherNonLearmerinc Overheads Fee UseActuals UselnTotals IsUserDefined IsVocational UIO_ID Display name Start date Superseded by Total costs Total direct non staff cost Total direct staff cost Total funding Total funding Total income Total income Total learners Total other learner income Total other non learner inco Total overheads cost Tuition fee Use actuals in funding Use in totals User defined LARS aim Vocational UIO Data type Text Default 01 01 1900 L Restricted Formula Eis ale Wie ale ale ale ale a ale ule ala ie ale als ale ale no Bi mae 7 0 i in miT no mii le in mo FI i mja mja min no eh ae x x 1 Xx You may add as many user defined fields as you wish by moving to the bottom of the field list and entering the values required Export to Excel Edit Create lookup list Field name The SQL data
19. ing data ue eseseseeeeessessessesesenescseseeseseseseseseseeeeeeeeeeeeeeees 21 Using tne dataimport wizard seisnig a i aai eiei 21 Regui TN SUS enea E E E E E E E 25 Recommended fieldS nnnnsssnssssssssssessssseseseseseesesseesseseseeeeseeeeesseesneseseeeneeeeeneseeesseesesenenenseeneenneneeenaneeeeenteeneneneneneeeneneneneennnntt 25 Validation of individual scenario recordS ssesesssssssssssssssssseseeeeereeeeseessssssssssssssssseeeeerrrrerreesessssssssssssssssseeerrrrrerreeeesss 27 PUT ON TG ai o P A E AA AAA T AAA AI T EAA E AE 27 Performing global updates ssssessesessessesessessesseseosessessoseosessessosessessoseoseosescoseosessoseostosessoseoseoseseosesessoseoseeseseosees 29 Setting UO Well Update OpLONS sensrersrenscinaiiuna nania E E 30 Using the form la DUGE T senserint eoa e E oa Ss dra aoai resia 32 Aenne Or a E E EE E eee eee eee 32 Creating calculated non system formula TEUIS sco sccsicesssssusassssanassstasssstoassvectssasdassaasoinsinsvsteabsucrtntsvestdsavensiaessisausst e 33 4cast Advanced User Guide 2 of 33 drake aneassociates When to use this guide Much of the content of this guide will be covered by our consultants during the implementation phase of our 4cast curriculum planning solution within your organisation It is designed for system Administrators or other users requiring more in depth knowledge and will allow you to fully understand many of the tasks undertaken during implementation in
20. it removes a specific Department from a user Acast Advanced User Guide 11 of 33 drake aneassociates Layouts Any grid based view can be arranged as required to show columns in a particular order and may also include filter criteria and sort ordering Each specific arrangement is known as a layout and can be saved and assigned to users if required Select user drakelane x 2 Add all layouts to user Remove from all layouts Layout View Default datasheet layout Datasheet 4 User ID Administrator 4 drakelane X os Layout View Default datasheet layout on single component Datasheet on single record Default programme layout Programme 4 Default programme layout on single component Programme on single record Layouts can be added or removed from users using the drop down to select the user and then clicking the appropriate button Assign all users The right click context menu also allows global ch assignment removal of a layout for all users Remove all users Update user layouts for EFA course layout Note that if an Administrator changes a layout then changes can optionally be applied to all users who have the layout currently assigned Layout This is the name of the layout View This is the view to which the layout is applicable User ID This is the list of users who have been assigned to a layout Other actions 3 Deletes a layout removing it from all users On the sub grid it
21. la 3 Far right deletes a cost or income removing it from all scenarios and all Departments Use with caution Conditional formatting Conditional formatting allows you to set contribution thresholds for individual Departments and colour cells in the datasheet showing contribution percentage Department Lower contribution threshold Higher contribution threshold Below threshold colour Mid contribution colour Above threshold colour ACAD 0 50 BB Color Red iw BM Color Orange Color LawnGreen 8 ALLO 0 30 E Color Red E Color Orange x a Color LawnGreen g You define the thresholds for lower contribution between lower and mid and upper contribution between mid and upper bands and the colours of the bands Other actions 3 Deletes customised conditional contribution formatting for a Department 4cast Advanced User Guide 14 of 33 drake aneassociates Approval status Approval status Approvallevel Include in totals System default 0 V Proposed 0 7 x Delete 2 7 4 Approved 3 v Declined 4 a 4 a xe Include in totals Approval status Description for the approval status Approval level Records with an approval level higher than the maximum set for a user are read only Indicates whether the given approval status should be included in the statistics toolbar An example as shown would be for the approval status Declined not to be included in the totals O
22. lds are shown with green column headers within each datasheet and MyFormula S are also displayed this way in the field selector To edit the existing formula using the formula builder click the symbol If after pressing X the formula is greyed out then this means that it is an existing field with an assigned formula system formula Acast Advanced User Guide 33 of 33
23. more Actual enrolments 24 apps Integer Zero or more Actual enrolments PP g 24 loans Integer Zero or more Actual enrolments g Other learners Full cost Integer Zero or more Actual enrolments HE Integer Zero or more Actual enrolments 1 International Integer Zero or more Actual enrolments Costs Direct staffing You may want to consider direct staff costs for As appropriate example assessors and lecturers 3 Direct non staffing As appropriate You may want to consider direct non staff costs for example exam fees materials and capital items gt Overheads You may want to consider overheads for example heating and lighting User defined Notes As appropriate Notes Text 230 minus A very large text field for storing notes characters Acast Advanced User Guide 26 of 33 drakelaneassociates User defined As appropriate You may want to consider other user defined fields for example day lecturer and site The type and format of the field will be dependent on the setting in options Advanced Retention rate Between zero and 1 In year not whole programme Achievement rate Between zero and 1 The common standard achieved of completers Adjustment factor Decimal Between zero and 1 Use for adjusting funding as appropriate various Adjustment factor Integer Zero 1 or 2 Zero Apply adjustment to EFA only various applies to 1 Ap
24. ng Aim Reference Service LARS is required The database should be in Microsoft Access mdb format and is available for download from the Skills Funding Agency at The Hub Please ensure the download contains data for the academic year being planned File selected C drakelane LARS 20141024_LearningDelivery_MD8 20141024_LearningDelivery_MDB Selected LARS Version 01 07 2014 Current LARS version None V Check for new versions at login using the above file name V Recalculate Visit the LARS downl Import and update begins once all settings are saved Check for new versions at login This option is recommended if you always download the database to the same location with the same filename It will force the software to check this file next time an Administrator logs in to see if it contains updated funding information Recalculate Forces recalculation of all scenario data using the file selected Whenever a new file is selected this option is automatically ticked Acast Advanced User Guide 6 of 33 drake aneassociates Visit the LARS downloads page Takes you directly to the Skills Funding Agency LARS downloads page at The Hub Fields Change field settings and display options including adding your own user defined fields For detailed information regarding system fields please see the Table Definitions Guide Note that setting a default value for a field will only affect new scenario data Existin
25. ome This shows whether the field should be treated as a cost or income Costs and incomes are included on separate tabs in the single record view Category This is the built in cost or income category The category is used to further differentiate within the separate cost and income tabs on the single record view Type This indicates whether the field is fixed hourly or learner based Name This is the name of the field Default rate This is the default rate for each Department when a new record is added to a scenario This applies to hourly and learner based rates only Acast Advanced User Guide 13 of 33 drakelaneassociates Formula The formula if any assigned to this field for the rate value This should be used with caution as although data errors such as divide by zero are managed it is possible for the result of the formula to be invalid such as negative costs or incomes Assign value to all The right click context menu allows the default rate to be applied to all Departments or reapply the default rate to existing data Update live scenario with default value for MyDepartment Restricted This controls whether a field should be editable for users who have access to restricted fields turned off at user level This applies to all fields associated with that income or cost Other actions Opens up the formula wizard to allow amending or creating of a new formula 3 Next to formula deletes a formu
26. ply adjustment to SFA only 2 Apply adjustment to both default ILR aim type Integer Zero or more The ILR learning delivery AimType You may want to consider providing this in order to populate your ILR at a later date 1 Actual enrolment fields occur twice to allow for 3 sets of enrolment data current year actual planned targets and subsequent actual 2 These fields have an accompanying currency based in year fee field 3 Accompanying information may require import dependent on whether the field is hourly based hours hourly rate and groups learner based learners and learner rate or a fixed amount fixed Validation of individual scenario records Immediately following import or at any time by selecting the Validation view from the main menu you can see all of the internal validation rules and the associated records within the scenario Records contain errors and funding may not be calculated correctly or at all These records require further investigation to ensure they are correct All records have passed this validation rule and the rule is shown for information only Rules can be expanded and contracted by clicking the and buttons to show the affected records Double clicking the record will take you to the same record in datasheet view Import file tips There can be many reasons why importing data may fail to varying degrees Following the tips below should help you to avoid some of the more common pitf
27. s a scenario Use with caution Single record view These settings are specific to the single record view only Drill down to the required option Acast Advanced User Guide 18 of 33 drakelaneassociates Funding streams per user Individual funding streams can be shown or hidden for individual users in the single record view 14 15 16 17 18 Adult 19 24 LDA Adult full Adult co Adult 16 18 at start FE funded apprenticeships 16 18 ES8S8S8s8e8ss8aes User The user to alter funding streams for Funding stream The funding stream name as it is shown on the single record view Show on single record Tick this to show this particular funding stream on the single record view Fields visible Certain field can be globally hidden in the single record view Funding streams per user Fields visible Planned EEP hours Programme hours override Course code B Bas Acast Advanced User Guide 19 of 33 drakelaneassociates Field This is the field name that can be shown or hidden default Disable all funding streams The context menu allows for quick disabling and enabling of all funding streams as well as copying the settings for the current user into all other users Enable all funding streams Visible Is the specified field visible on the single record view Programmes Programmes can be edited here or deleted if not in use Programme code Programme description
28. scenario Edit Sets permissions for where the editing of records from the live scenario can take place Acast Advanced User Guide 10 of 33 drake aneassociates Edit permission What this means The live scenario cannot be edited in any view The live scenario can only be edited in single record view The live scenario can be edited in any view default You can also set edit permissions for a user at individual Department level in the Allow edit column but at Department level permissions are simply granted or removed Delete Grants or removes delete permissions on the live scenario New rows in the datasheet Grants or removes permission to add new rows in the datasheet view on the live scenario Adding new rows in single record view is unaffected Layout and design rights Use field selector Grants or removes permission to add or remove columns in the datasheet or programme views on the live scenario This includes calculated formula fields Automatically add new layouts Whether the user should automatically be assigned any new layouts created by Administrators Information All actions are also available from the right click context menu Logged in This indicates whether the user is currently logged in Last logged in This shows the time the user last logged in Other actions Changes a user s password wa Logs a user out 3 Deletes a user Note that the Admin user cannot be deleted On the sub grid
29. select fields that are already part of the scenario the same as the list shown in the field selector jz Operands cS Controls 5 ugrScenario Scenario Pre existing formula fields are prefixed with Calc in the list Functions S Operands fe Functions The functions section allows you to include built in functions as part ge All of the formula Functions are grouped into categories which are B DateAndTime E similar to those in Microsoft Excel da i fa date dateadd e Date and time datediff e Engineering A a e Financial days360 e Information i e Logical Returns the day of month of a e Lookup and reference date value e Math e Statistical e Text and data A description of the selected function is also shown at the bottom Acast Advanced User Guide 32 of 33 drake aneassociates Note that functions are only available in non system formulas Creating calculated non system formula fields Calculated formula fields can only be added or removed by users with Administrator permissions They are saved as part of the layout and not stored as data in the SQL database therefore to make them permanently available the layout must be saved w You can add and remove formulas using Edit menu Formulas can be added to the following J scenario views LJ Datasheet Programme upper and lower sections though the lower section is the Datasheet view Summary Monthly breakdown Formula fie
30. ther actions 3 Deletes an approval status Any scenario records having the deleted approval status are set to the system default zero Factors Several different factors apply to the funding calculations Education Funding Agency EFA F mi Programme cost weighting l 0 Retention factor 1 100 Disadvantage uplift factor 1 0 0 T Specialist college Use individual values in calculations at component level Programme cost weighting retention factor and disadvantage uplift factor will be used to calculate EFA funding Enter the values shown on your allocation There is a flag to override the provider level values and use individual programme weightings and retention rates when looking at individual courses This allows you to compare contribution levels on a like for like basis The default is to always use provider level values For further information please see the Frequently Asked Questions Specialist agriculture horticulture and animal care organisations should select the check box Acast Advanced User Guide 15 of 33 drake aneassociates Skills Funding Agency SFA SFA Transition factor 1 100 0 Disadvantage uplift factor 1 0 0 Transition factor The transition factor is applied to all new non Apprenticeship starts in 2014 2015 to limit gains and losses resulting from the new system to no more than 3 based on like for like provision Disadvantage SFA disadvantage relates
31. tion data will bring through most of what is available in the standard Options such as users permissions field information approval statuses etc You can also bring through the scenarios containing all planning data too with the option of just the live or all scenarios You have the option of rolling forward start and end dates 1 year Target enrolment data will be zeroed 9 For 4cast 2015 the minimum version requirement is 2014 04 for the import file Due to the large number of structural changes the following data cannot be transferred from a previous version e Full cost and HE enrolments e Layouts All users will be initially assigned the system default layouts e System formulas The fields they link to may no longer exist The following will be transferred with some alteration e Aim types Core aims will be changed to main aims all other aims will be changed to component aims The original aim type will be stored in the new field ILR aim type e Incomes and costs All incomes will be assigned to Other learners All costs will be assigned to Direct staff Acast Advanced User Guide 4 of 33 drake aneassociates Setting options Be The options screen is where many of the Administrator tasks are undertaken It is presented s when accessing 4cast for the first time where you will be required to enter your licence information After this point it will be accessible from the Home tab of the ribbon
32. tment is the unit representing the lowest level into which your organisation needs to be broken down so that individual users of the software can be assigned to one or more individual units and assume overall responsibility for them Each Department may be assigned to one or more users If you change the display name for the field DepartmentCode it will be reflected in the name of this options page in addition to throughout the software Departments are generated automatically when importing data into the database to create a new or add to an existing scenario Department is a required field when importing data If necessary new Departments can also be added manually here Department code Description Default retention rate Default achievement rate Logged in Art amp Design xi AL10 Creative Arts 100 100 x 3 BL10 Media 100 100 x BUSI Business amp Admin 100 100 gt t CL10 Care 100 100 Fod COLL Chesterfield College 100 100 x DLA Drakelane 100 100 x ED Ed dept 100 100 x ELC Electrical Engineering Ins 96 100 at ESSE Essential Services 100 100 x Acast Advanced User Guide 8 of 33 drake aneassociates Default retention and achievement rates may be set at this Assign value to all Update default rate for ACAD Update default rate for all level for use in the funding calculations The right click context menu allows you to set the same rate for every Department or flood the default retention and achievement rat
33. to learner postcode Enter the default uplift factor that will apply to SFA funding This default can be overridden at individual course level by setting the field SFA area cost override factor to a non zero value Area cost Genera Area costs Rest of England M 0 Select the area in which your organisation is located from the drop down list Custom reports Your own web server based reports can be defined for individual scenario records The reports are then accessible from the datasheet by clicking the report button shown Report name Report URL Separator Standard course file http reportserver planning coursefile php amp 4 Parameter URL Source field c var Course code X d var Department e x As an example for the course code ABC123 in department BUS the following URL would be opened in a browser for the report Standard course file shown above http reportserver planning coursefile php c ABC123 amp d BUS Report name This is the name for the predefined report Report URL This is the web server URL for the report including where necessary the character to indicate the start of a query typically the question mark symbol Acast Advanced User Guide 16 of 33 drake aneassociates Separator This is the separator character between query string parameters typically the ampersand amp symbol Parameter URL This is the name of each query string parameter including the separator chara
34. when creating a new or adding to an existing scenario These fields are pre selected and indicated with a gold star System fields are indicated with a blue arrow User defined fields are indicated with a green arrow VV H Move all columns to from the available selected fields Click to ignore this field in the import file A sample showing the first 5 rows in the import file is shown in order to assist in field selection and order It is useful to include column headings in your export file to make this process even easier Aim type Course code Department End date FE funded Aim ref Hours planr Department Code Department Title Course Code Course title Learning AimR Aim type Learning Sta ME PROFESSIONAL ME410Q073 CIPS L4 DIPLO 10061125 4 03 09 2012 CG PROFESSIONAL CG301P064 EDEXCEL L3 DI 50071373 4 10 09 2012 v lt gt The column headings will adjust to match the order of the fields selected Key fields Selected column Key field If you are importing a file in order to update existing er scenario data this page will be shown and you must select n re om the key fields to match between the import data and the Aim type o O scenario records Course code Fi Department F The other fields will be used to update existing scenario Full cost Actual 14 15 E records from the import file Full cost Actual 15 16 a Full cost Learners Full cost rate Grant income Actual 14 1 Grant income
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