BT Analyst Elite
7
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Contents
Page
1
Introduction
5
2
System requirements
7
3
Installation
8
4
Importing bills
9
5
Import process
10
6
Multiple imports
12
7
OneBillPlus naming conventions
12
8
BT OneBills
13
9
Featurenet
13
10 Manage cost centres
14
10.1 Update cost centres
14
10.2 Applying cost centre groups to telephone numbers / references
15
10.3 How to add a telephone number / reference
16
10.4 How to find a telephone number / reference
16
10.5 Remove cost centre detail button
16
11 Cost centre utilities
17
11.1 Remove cost centres
17
11.2 Import cost centres
17
11.3 Update FeatureNet
17
11.4 Restore cost centre details
17
12 Inter site management
18
12.1 Retrieve calling telephone numbers from billing information
18
12.2 Edit telephone numbers
19
12.3 Applying site name to telephone numbers
19
12.4 How to add a telephone number
20
13 Phone book management
21
13.1 Retrieve telephone numbers button
21
13.2 Append telephone numbers
21
13.3 Edit phone book telephone numbers
22
13.4 How to add a phone book telephone number
22
13.5 Understanding edit phone book colours
23
13.6 Applying phone book to reports
23
13.7 Add phone book telephone numbers
23
13.8 Find a phone book telephone number
24
13.9 Edit phone book from reports
24
14 Manage circuit information
25
15 Log broken rentals
26
16 Create BTBA projects
27
17 Reports
28
17.1 Summary reports
28
17.2 Itemised call reports
28
17.3 Private circuit reports
28
17.4 Column sorting
29
17.5 Phone book
29
17.6 Trend reports
29
17.7 Report details
30
17.8 Archive reports
30
17.8.1 Archiving BT OneBill billing details
30
17.8.2 Archiving private circuit summary details
30
17.8.3 OneBill summary reports
30
17.9 Private circuit compare current to archive
30
17.10 Cost centre reports
31
17.11 Select reports by cost centre
32
17.12 Parameter selection
32
17.13 Select bills
32
21 Elite bespoke report generator
34
21.1 Creating a report
34
21.2 Editing a report
35
21.3 Previewing a report
35
21.4 Running a report
35
21.5 Deleting a report
35
22 Elite scheduler server
36
22.1 First steps
36
22.2 Current activity
36
22.3 Scheduler options
36
22.4 Output path
36
22.5 Default output options
36
22.6 Email options
37
22.7 Default email
37
22.8 Email Message
37
22.9 Zipping options
37
22.10 Accessing the server
37
23 Elite scheduler server client
38
23.1 Creating a schedule
38
23.2 Creating a report template
39
23.3 Report caption
40
23.4 Creating a cost centre sub-project
40
23.5 Schedule outputs
41
23.6 Deleting a schedule file
41
23.7 Appending to a template
41
23.8 Editing template entries
41
23.9 Managing template entries
41
23.10 Email options
42
23.11 Export addresses
42
23.12 Import addresses
42
24 Analyst Elite admin
43
24.1 General settings
43
24.2 Users
43
24.3 Delete databases
44
24.4 Database size and usage
44
24.5 Analyse databases
44
24.6 View session statistics
44
24.7 View import log
44
1. Introduction
Analyst Elite extracts electronic bill data to a Microsoft SQL Server Database enabling numeric and graphical reports to be produced using extensive drill down and selection facilities.
Analyst Elite has been designed to allow multiple users to create reports across a network while minimising the overhead on the network services. Most processing functions are performed on the server with the desktop application acting as a thin client. Only minimal amounts of data are returned across the network and where requests are issued for large reports these are returned in small predefined record sets to prevent overloading of the network.
Outputs are provided to Print (local or server based Printer), CSV file, HTML file and Excel file (when available). Management facilities allow users to create and manage cost centres and to create inter-site details. Four levels of password are provided within Analyst Elite. This sophistication allows an administrator to restrict access for individual users to view only data related to their department whilst still allowing key management personnel to set up and administer their own cost centres and inter-site details.
• The top level password will enable an administrator to perform all management functions including importing bills, manage system cost centres and inter site details, and to produce all reports.
• The second level will allow an advanced user to manage their own cost centres and inter site details and to produce all reports.
• The third level will allow a user to produce all reports using the system-defined cost centres and inter site details but not to perform any management functions.
• The fourth level will allow users to produce reports only for pre-defined single level or multi-level cost centres, so restricting access to details for just their department.
Analyst Elite provides the following analysis facilities:
BT OneBill Summary Files
• View invoice details and summary costs for circuits, ISDN and exchange lines by five levels of cost centres or originating telephone number
• Examine Usage Charges, Recurring Charges, One Off Charges and Credits, Adjustments and Discount by Cost Centre • Archive bills and compare those archives with the latest bill
• Drill down on a summarised cost centre or a telephone number to see more details. • Drill down to see full details for each cost centre level or telephone number
BT OneBill Private Circuits
• Summarised to show each circuit together with circuit costs.
• Broken rentals and Ceased circuits are highlighted for your attention. • Compare costs to previously archived files.
BT OneBill and IDC Itemised Calls
• Summarised by distance/time band for the complete bill or selected cost centres/originating telephone numbers. • Drill down to see call distribution by day and hour, most expensive calls by telephone number by date. • Numerous reports to show Most Expensive and Most Frequently Called numbers. Look at Calls To and Calls
From numbers, Longest Duration Calls, Calls to Mobiles and Roamed calls from mobiles. • Reports for Summary by Telephone Number and Summary by Cost.
• Call Trend and Telemarketing (not IDC) reports. • Look at five levels of cost centres.
Featurenet Summary Files
• View invoice details and summary costs for FeatureNet calls and lines by cost centre or telephone number. • Look at reports to show top level Invoice Charges Summary with drill down to the Invoice for each Billed Number. • Powerful reports for Recurring Charges, One Off Charges & Credits, Cost Centre Summary, Call Summary,
Discount Summary, Discount Breakdown and Commitment Tariff Support. • View Recurring Charges and One Off Charges and Credits by Billed Number. • View Call Summary by Selected Originating Number.
• Look at five levels of cost centres.
Featurenet Itemised Calls
• Summarised by distance/time band for the complete bill or selected cost centres /originating telephone numbers • Drill down to see call distribution by day and hour, most expensive calls by telephone number by date • Numerous reports to show Most Expensive and Most Frequently Called numbers. Look at Calls To and Calls
From numbers, Longest Duration Calls.
• Reports for Summary by Telephone Number and Summary by Cost.
• Users can customise reports using an extensive array of parameters, telephone number and cost centre selection facilities.
Analyst Elite is provided with an Administration facility to allow the system administrator to perform tasks such as setting the default values, setting up users and managing databases.
2. System requirements
Analyst Elite can be installed on either an existing SQL Server 2000 system with adequate spare capacity or on a dedicated Server. The main restriction on capacity and performance is determined by the available hardware. It is recommended that SQL Server 2000 should be installed on a server with a minimum specification of 2.0GHz processor, 1.5Gbyte of RAM, 100Gbyte SCSI Hard disk and with either Microsoft NT4 Server or Windows 2000 Server installed.
For customers wishing to create very large projects (in excess of 20 million call records) a higher specification server should be considered, with particular attention being paid to increasing the amount of RAM available. Disk storage will need to account for the number of call records in a project and the number of projects being retained. Typically 1Gbyte of disk space should be allowed for every million call records to be stored.
Client PC requirements recommendations are for a minimum of a 2Ghz processor, 1Gbyte RAM and a 500Mbyte hard disk.
The better the specification for the Server, the faster the program will produce reports. As with all database applications, memory is as important as processor power. Correct optimisation of the system for database applications is also important to achieve best use of memory and disk resources.
The server will need to reside on the network under password control. Access rights both to the server and to the SQL2000 application will need to be managed by the IT administrator. Where access rights to the server have been set up, users should be able to access Analyst Elite both across the network and by dialling in from a remote location. In order to output directly to Excel or HTML, Microsoft Office 2000 or later must be installed on the local PC where Analyst Elite is being used.
3. Installation
Before installing Analyst Elite, Microsoft SQL Server 2000 must be installed onto a suitable server. Analyst Elite cannot be used unless this facility exists. The SQL server must be set up with a logon name of ‘AnalystAdmin’. This needs to be assigned the server role of ‘Database Creator’ and ‘Bulk Insert Administrator’. The security must be set to SQL and Windows. The password and SQL Server name will need to be relayed to the Analyst Elite Administrator who will need to enter the details when logging on to Analyst Elite. When setting up the SQL Server, the default path MUST be set for database creation and for log files. These settings should normally be made using the Enterprise Manager facility within SQL Server.
The Analyst Elite Administrator must first run the Setup.exe program from the Elite Administrator folder to install the programs on to the Administrator’s PC. Run the program and answer the on-screen prompts.
Once the setup has been run, the administrator MUST run the Analyst Elite Initialisation program. On running this program the user will need to enter the User Name, Password and Server name for the SQL Server using the logon details as mentioned above. Click the Server Setup button. This program will automatically create the required databases and tables on the server. Once completed, exit from this facility.
To create facilities to allow additional users to access the databases, run the Analyst Elite Admin.Exe program and set up the users as described in the Analyst Elite Admin section of this User Handbook.
Each user will need a copy of ‘Analyst Elite Client’ installed on their PC. Install using the setup.exe program, then select the ‘BT Elite Client Tools’ install from the menu within the Setup Type screen. AFTER INITIALISATION, THE FILE ELITE.SSS MUST BE COPIED FROM THE ADMINISTRATOR’S PC TO EVERY CLIENT PC. If this file is not copied to each of the clients, when a client tries to open Analyst Elite a warning will be displayed that ‘The Security file is missing’ and the user will not be able to proceed.
Analyst Elite program installs onto the Client PCs, there is no need to install the program onto the server unless a local copy is required on the server for such tasks as importing bills.
4. Importing bills
Electronic bills are read into a project file for subsequent analysis. All information is converted to a common format. During this process specific parameters such as distance and time bands, international destinations and mobile carriers are all identified and stored to enable accurate analysis. Summary billing information and Private Circuit information presented on BT OneBill or PCBIS disks can also be read and analysed. FeatureNet records can be read and analysed from a FeatureNet Disk and itemised calls can be imported from a BT IDC disk.
All records are read into project files containing a number of tables. For each BT OneBill or PCNBS import, either a new project can be created or an existing project selected. If an existing project is selected, records can be appended to any existing records or the existing records first deleted. This facility allows multiple bills or disks to be combined in a single project.
During import, telephone numbers, circuit IDs, source accounts and cost centres are saved to a central file. These details can be edited and the new cost centres applied to future imports.
On commencing the import, Analyst Elite checks the amount of space available on the disk and the likely total space required for the import. A message is then displayed to show these details with the option to continue or abort.
5. Import process
From the Main menu click the Import Bills button. The Import screen will be presented displaying a panel from which you choose the type of file to be imported. For BT OneBills, options are offered to allow you to exclude itemised call records, calls from mobiles or private circuit information.
When you have selected the import type, a dialogue box is displayed from which you must choose the name of the file to be imported. In the case of BT OneBills, the program will only offer the “F7” format file name. The program will automatically locate the corresponding Itemised Call records, Mobile records and Private Circuit files.
The first time an import is performed, the program will default to offer the D drive for BT OneBills and the C drive for PC-BIS. For subsequent imports, the program will remember the path for the file last imported.
When importing FeatureNet data from an Asubs CD select the Callsumm.txt file from the Data folder on the Asubs CD. Once the import file has been selected a panel is displayed, from which you choose either to create a new project or to append to an existing project.
If you select Create New Project, you will be prompted to enter the database details. Enter a meaningful name for the database – provided the default folder has been set up for SQL Server, the Database Path and File Name box will auto fill when you tab or move to the next field. The size for the database will be defaulted in the Data file size box and the size for the log file will be defaulted in the Log File Size box. These values can be edited if you intend to append more files at a later date. The values entered here only need to be approximate as SQL Server will automatically expand the database and log file sizes as necessary. However, should the database need to increase in size during import this will increase the time required to complete the import. As a guide, a BT OneBill with a total file size of 20Mbytes will require a database size of approximately 100Mbytes and a log size 10Mbytes.
If you select Append to Existing Project a dialogue box will be displayed showing existing files. By default this will display the files in the Projects folder.
An option to enable fast server based import is also offered in this panel and should normally be disabled if importing across the network or enabled if importing directly on the server.
With the fast server based import option disabled, Analyst Elite will import data by passing each record it finds in the import file one at a time to the SQL Server. This method is suitable for all types of import, including importing across a network, but it is only recommended for smaller imports. All types of import will work with this method but larger imports will create great network traffic and would therefore benefit from the ‘fast server based import’.
Large imports are best executed by importing directly on the server avoiding network traffic. This requires the import to be run using a copy of Analyst Elite installed on the server. Enabling the fast server based import is recommended for imports executed only at the server. Using this option will greatly improve import times for large imports by using a temporary file to store a large set of records and then performing SQL Server ‘Bulk Inserts’ to import multiple records at a time. A SQL Server ‘Bulk Insert’ is much faster than performing a set of single insert operations.
To enable this two extra settings are required:
1. The SQL Server must be able to access a temporary file in order to perform the ‘Bulk Insert’, so when enabling this option a path must be specified that Analyst Elite can write temporary records out to and SQL Server can read from. Ideally the path will be on the SQL Server machine itself, as this will mean that no network traffic is generated. The user logged into the PC must have full administration rights to the path
Provided itemised calls and mobiles have not been excluded, an “Exclude” panel is displayed from which you can choose to exclude particular call records. To exclude local calls, for example, click the “local” check box (a tick will appear in the check box).
A panel is also displayed to Include Call Dates. This option applies to itemised call records only. By default all call dates will be selected. To import call records between specific dates only, click the Selected Period option then select the From and To dates. When import/exclude options are selected, the program still has to check every record on the disk, but will only record the relevant records.
To commence the import click the Start Import button. Records will be read into the project file and a status panel will be displayed showing the progress. Note that the counter will display the number of records read, not the number recorded. On completion, an invoice report will be displayed. For a OneBill import you can drill down from this report for more detail or exit the summary report and select other reports from the reporting screen. When importing from a Featurenet disk, on completion the Summary Reports screen will be displayed. From here a Featurenet invoice can be selected.
When importing IDC and voiceport data, select the itemised file from the disk.
Options exist to Exclude calls and check boxes are displayed for Local, National, Mobile, International, Other and On-Net.
Select the options as required then click the Start Import button. A check will be made of the disk space required and the currency billed on the file. If the currency billed is not UKP or GBP you will be asked if you want to convert the currency. If you answer no to this, the itemised reports produced from this import will show a currency symbol representative of the currency billed. Note that Hong Kong Dollars will be represented by $. If you answer yes to currency conversion, a small form will be displayed into which you must enter the spot currency conversion rate. That is the normal conversion rate for that currency, e.g. dollars to pounds, Euros to pounds. A $1 original cost with a spot rate of 0.8 would convert to give a value of £0.80. Where currencies are billed as USC (US cents) the normal dollar/UK pound conversion rate should still be used, similarly where currencies are billed as HKD the normal Hong Kong Dollar/UK Pound conversion rate should be used. On completion of the import the Itemised Reports screen will be displayed.
6. Multiple imports
To import and append multiple OneBills to a single project, the OneBill files must all be located in the same folder and therefore copied from the CD-ROM. In some instances there can be conflicts with identical filenames for OneBillPlus files for different accounts. In this event, the OneBill files will need to be renamed so that they can exist in the same folder. See OneBillPlus Naming Conventions for more information.
7. OneBillPlus naming conventions
A OneBillPlus is comprised of a number of files containing a variety of record types. Only those files containing data relevant to the bill will be present on the OneBillPlus CD-ROM. The naming convention for the files is nnnnf#nn.vp, where the following applies:
nnnn is the last four digits of the Account Number, for example 2170 f# is the file type, for example f7 refers to the File7 Summary file nn is the invoice sequence number, for example 22
An example of a File 7 filename is 2170f722.vp, the associated File3 containing the Itemised Call Records would have the name 2170f322.vp. All associated files must have identical names with the only difference being the file type number, in this example the ‘7’ and the ‘3’ in the sixth position.
For multiple OneBills to exist in the same folder it is sometimes necessary to rename the set of files comprising a OneBill by using the whole Account Number rather than just the last four characters of the Account Number. For example, rename 2170f322.vp to 12342170f722.vp and rename 2170f322.vp to 12342170f322.
8. BT OneBills
BT OneBill Disks include a Summary file together with an Itemised Call file and/or a Private Circuit file and Mobile file. Disks may also contain a BT OneBillPlus file. All of these can be imported into Analyst Elite for subsequent analysis. A panel is displayed from which you choose the type of file to be imported.
For BT OneBills, options are offered to exclude itemised call records, calls from mobiles or private circuit files. When you have selected the import type, a dialogue box is displayed from which you must choose the name of the file to be imported. In the case of BT OneBills, the first time an import is performed, the program will default to the D drive. For subsequent imports, the program will remember the path for the file last imported. Only the F7 summary file will be offered in the file selection box as Analyst Elite does NOT import from F2 file . On commencing the import, the program will automatically locate all other corresponding files to import. However, it is important that the file names are not changed from the names originally given to the files on the disk supplied by BT. This is because the program looks to match the names of the files to the summary file selected. Once the import file has been selected, choose the option to either create a new database or append to an exiting database.
Options exist to include Call Dates for All or a Selected Period or to Exclude calls. Check boxes are displayed for Local, National, Mobile, International and Other. Select any options as required then start the import.
On completion of the import, an invoice report will be displayed. From this report you can drill down by clicking the next button or exit and select other reports from the reports screen.
9. Featurenet
When importing FeatureNet data from a Featurenet CD, select the Callsumm.txt file from the Data folder on the FeatureNet CD.
Options exist to include Call Dates for All or a Selected Period or to Exclude calls. Check boxes are displayed for Local, National, Mobile, International, Other and On-Net. On completion of the import the Summary Reports screen will be displayed.
10. Manage cost centres
This facility allows you to edit the cost centre information used in the reports. This facility can be used with BT OneBill, Featurenet or Private Circuit data. Where you have a OneBill disk and a Featurenet disk, set up a project for each and manage them separately. The cost centres are related to the report data by the originating telephone numbers. Where no telephone number is applied to an account (for example where the account is for private circuits, the BT Source Account is used as a reference). The originating numbers are always stored without spaces and must be entered accurately to be effective.
When logged on as a Level 1 user, the cost centre management facility applies to the System level cost centres as offered to Level 3 and Level 4 users. When logged on as a Level 2 user, the cost centre management facility applies to cost centres for the user currently logged on and these cost centres are not made available to other users. The Cost Centre Management button is located in the Utilities section of Analyst Elite.
Click on the Cost Centre Management button. Click on the Select Project button to select the Project to be looked at. Note that if you have not yet created a project you must first do so from the Import Bills facility on the main screen. The screen is divided into three sections, Update Cost Centre, Cost Centre Utilities and Save Details From Bill.
10.1 Update cost centres
Edit Cost Centres button
Click on the Edit Cost Centres button to reveal the Cost Centre Management by Telephone Number/Circuit ID screen. When you first view this screen the Telephone Numbers/Ref and Circuit Ids will already be shown in the Telephone No/Ref column. Any Cost Centres set up on the bill which you have imported will also be shown with their Source Account. The information is displayed under the headings Tel No/Ref, Cost Centre 1, Cost Centre 2, Cost Centre 3, Cost Centre 4, Cost Centre 5 and Source Account. To sort the Grid by Telephone Number or Source Account click on the heading for the column at the top of the grid.
The bottom of the screen is divided into 5 boxes, one for each cost centre level. At the base of each box there are three buttons for Add, Edit and Delete. These buttons are used to set up the cost centre levels.
Add button
To add a new cost centre to Level 1 click on the Add button. A box will be shown with the message “Please Enter the Cost Centre Name you wish to add for Cost Centre Level 1” Type in the cost centre name and click OK. Use the Cancel button if you do not want to add the new name.
Edit button
The Edit button is used when you want to rename a cost centre throughout the whole project. First click on the cost centre name you want edit. This will highlight it. Click on the Edit button and the message will appear “Are you sure you want to rename the cost centre? This will change the cost centre name throughout the project. Do you want to continue?” Click Yes to proceed or No to stop the edit. If you click Yes the message will appear “Please Enter the new Cost Centre Name you wish to apply to (followed by the cost centre name)”. Enter the name and click OK. The message will now tell you “Cost centre renamed. Please save the changes by clicking on the Save Cost Centre Changes button.
Delete button
The Delete button is used when you want to delete a cost centre throughout the whole project. First click on the cost centre you want to delete. This will highlight it. Click on the Delete button and the message will appear “Are you sure you want to delete the selected Group? This will remove the group from all Tel Numbers/Circuit Ids. To submit your changes please click save.” Click Yes to proceed or No to cancel. If you click Yes you will have removed the cost centre group from the set up table and throughout the project.
10.2 Applying cost centre groups to telephone numbers / references
To apply a cost centre group to a telephone number/reference, first select the telephone number/reference you wish to change by clicking on that row (or rows) and then double click on the required Cost Centre from the Levels below. To highlight a group of records use the SHIFT key whilst selecting the Telephone Numbers/References. To edit or delete a cost centre highlight it and then single click the Edit or Delete button.
Save Changes button
The button to save changes made to the cost centres is located at the bottom of the screen. Click on the button to save your changes.
Cancel Changes button
The button to cancel changes made to the cost centres is located at the bottom of the screen. Click on the button to cancel your changes.
Save As CSV button
The Save As CSV button is located at the bottom of the screen. Click on the button to save as a CSV file. The dialogue box will appear. Type in the name you wish to call the file and the location you wish to save it to. Click Save. The file will contain the Telephone Numbers/References and the five levels of cost centres where applied with the relevant source account.
Print button
The Print button is located at the bottom of the screen. Click on the Print button to print the list of Telephone Numbers/References with the five levels of cost centres and the relevant source accounts.
Help button
The Help button is located at the bottom of the screen. Click on the button to take you to product help.
Exit button
The Exit button is located at the bottom of the screen. Click on the Exit button to return to the Cost Centre Management main screen.
10.3 How to add a telephone number / reference
Below the main cost centre display grid the facility to Add a Telephone Number / Reference is located. Next to the words “Tel No / Ref To Add” (highlighted in blue) there is a blank box. Type in the telephone or reference number with no spaces and click on the Add button. This number will now be added to the main grid. When a bill is imported with this telephone number on it the source account number will be identified and automatically applied. Click the Save Changes button.
10.4 How to find a telephone number / reference
Below the main cost centre display grid the facility to Find a Telephone Number / Reference is located. Click on the Find button. The following message “Please Enter the Telephone Number you wish to Search for” will appear with a box to type the number in and an option to proceed or cancel. Click OK and the number will be highlighted in the main grid. If the number is not found a message will be displayed to inform you.
10.5 Remove Cost Centre Detail button
Below the main cost centre display grid the facility to Remove Cost Centre Detail is located.
Use this facility if you want to remove the cost centres for a telephone number / reference but leave the telephone number / reference and the source account detail.
First highlight the telephone number / reference by clicking one on it. Then click the Remove Cost Centre Detail button. The message “Do you want to remove the cost centre details for xxxxxxxx , leaving the Tel No and Source Account?” will be shown with the option to click Yes to proceed and No to stop the change.
11. Cost centre utilities
11.1 Remove Cost Centres but leave Tel Nos/Cct Ids button
When you want to remove all the cost centres from the project database but leave the telephone numbers / Cct Ids this is the facility to use. It can be used when you want to set up your own cost centre structure for up to five levels.
Click on the button and the message “All Cost Centres associated with the project will be removed from the database – telephone numbers will remain – are you sure you want to continue?” Select Yes or No.
If you select Yes you will be asked “Are you sure you want to remove all the cost centre entries for (the project path will be shown)? Changes cannot be undone. Continue?” Select Yes to continue or No to stop the process.
If you select Yes the final message will ask you “Do you want to remove Cost Centre Names from selection Boxes” Select Yes to continue or No to stop the process.
If you click Yes all cost centre names will be removed from the main grid and cost centre level boxes. A confirmation message will tell you that “All Entries for this project have been blanked”.
If you click No the message will tell you that “All Entries for this project have been blanked” but the cost centre names will remain in the selection boxes.
11.2 Import Cost Centres from Comma Delimited (csv) File button
This facility is used where you want to import cost centres from a csv file into the project database. Click on the Import Cost Centres from Comma Delimited (csv) File button and the Select Import File button will be displayed. Click the button and select where you want to import your file from and click Open.
The screen will change to show the facility for importing. At the top of the screen the file selected will be shown in blue. In the centre of the screen there is a display panel showing you the first column of data found in the selected csv file. If the data shown refers to a source account, telephone number / ref , click on the appropriate button, the next column of data will be shown in the display panel. Continue to map the data to the cost centre buttons as required. If a column of data is shown that you do not want to use click on the Next button. The Previous button will take you back one column of data.
When you have completed your selection of data click the Start Import button. The message will appear “Do you want to delete all Cost Centre records for this project?” Click Yes to proceed and No to stop the process. If you click Yes you will be asked “Do you want to skip the first line because it contains header information?” If you click Yes the import process will start. When completed a message will tell you “Import Complete”. Click OK and the screen will change. Select either the Save or Cancel button.
12. Inter Site Management
This facility allows you to edit the details used to create inter site reports from the Itemised Reports screen. The Inter Site reports show a summary of calls between site names set up using this facility. From this report it is possible to drill down to see a summary of the calls for each telephone within a site name and then to see the itemised details for each call between two telephone numbers.
Within Analyst Elite, Inter Site details can be set up for sharing by all users. These details are administered by a Level 1 user and made available to Level 1, 3 and 4 users. It is also possible for users to set up and administer their own Inter Site details provided they are logged on as a Level 2 user. The Management and application of Inter Sites is the same for all levels and is managed as described below.
Originating telephone number details read in from BT OneBills or Asubs (Featurenet) disks can be used to set up the Inter Site details. Geographic locations are automatically found for these numbers and can be used for the site names. Alternatively any of the five cost centre levels set up, or the telephone number can be automatically applied to the originating telephone numbers. Note that the geographic locations are based on the first 4 or 5 digits of a telephone number and may only show the top level exchange, not the sub exchange name. Numbers that cannot be identified to a land exchange are shown as non-geographic (for example calls from mobile handsets).
Additional number ranges can be added from a form or a complete set of details can be appended by importing from a csv file. Site names can be added and edited from within this facility.
IT SHOULD BE NOTED THAT CHANGES AND ADDITIONS TO TELEPHONE NUMBERS AND SITE NAMES USING THIS FACILITY WILL NOT AFFECT COST CENTRE SET UP DETAILS. ALSO, ONCE INTER SITE DETAILS HAVE BEEN CREATED, CHANGES TO COST CENTRE DETAILS WILL NOT BE REFLECTED BACK INTO INTER SITE DETAILS. The Inter Site Management button is located in the Utilities section of Analyst Elite.
Click on the Inter Site Management button then click the Select Project button to select the project. Note that if you have not yet created a project you must first do so from the Import Bills facility on the main screen.
12.1 Retrieve calling tel nos from billing information
The first stage to set up Inter Site details is normally to retrieve the calling telephone numbers from the billing information. Click this button and a form will be displayed offering a number of options. Only one of these options can be chosen.
Select the appropriate option then click the Retrieve Data button. A message will be displayed asking “Do you want to delete existing entries?” If you answer No to this question, existing entries will be left unchanged and any duplicate telephone numbers found whilst retrieving will be ignored. If you answer Yes to this question another warning will be displayed. If you again answer Yes, all existing entries will be removed and the details retrieved from the billing information.
Once the details have been retrieved an Operation Complete message will be displayed. Click the Save Changes button to save the details or Cancel Changes to revert to previous data. Click Exit to exit from the form.
12.2 Edit Telephone Numbers button
To view or edit the Inter Site details click the Edit Telephone Numbers button.
Any Inter Site details currently created will be displayed in the grid on the left of the screen. Note that this grid also shows the exchange location found for each number. This exchange location information is provided for information purposes only whilst setting up site details and is not used in reports unless it is also applied to the Site Names. Each of the site names created will be displayed in the grid to the right. Below this grid are 3 buttons – Add, Edit and Delete.
Add button
To add a new site name click on the Add button. A box will be shown with the message “Please enter the Site Name”. Type in the site name and click OK. Use the Cancel button if you do not want to add the new name.
Edit button
The Edit button is used when you want to rename a site throughout the whole project. First click on the site name you want to edit. This will highlight it. Click on the Edit button and the message will appear “Are you sure you want to rename the site? This will change the site name throughout the project. Do you want to continue?” Click Yes to proceed or No to stop the edit. If you click Yes the message will appear “Please Enter the new Site “. Enter the name and click OK. The message will now tell you “Site renamed”. Please save the changes by clicking on the Save Changes button.
Delete button
The Delete button is used when you want to delete a site name throughout the whole project. First click on the site name you want to delete. This will highlight it. Click on the Delete button and the message will appear “Are you sure you want to delete the selected Site Name? This will remove the site name from all Tel Numbers. To submit your changes please click save.” Click Yes to proceed and No to stop the delete. If you click Yes you will have removed the site name from the set up table and throughout the project.
12.3 Applying site name to telephone numbers
To apply a site name to a telephone number first select the telephone number you wish to change by clicking on that row (or rows) and then double click on the required Site Name from the grid to the right. To highlight a group of records use the SHIFT key whilst selecting the Telephone Numbers.
To edit or delete a Site Name highlight it and then single click the Edit or Delete button.
Save Changes button
The button to save changes made to the telephone numbers and site names is located at the bottom of the screen. Click on the button to save your changes.
Cancel Changes button
Help button
The Help button is located at the bottom of the screen. Click on the button to take you to product help.
Exit button
The Exit button is located at the bottom of the screen. Click on the Exit button to return to the Inter Site Management main screen.
12.4 How to add a telephone number
On the Edit Telephone Numbers form, click the Add Tel No button. You can add just a single number or a continuous range of numbers.
If you want to add a range of telephone numbers (for example a DDI number range) then enter the first number in the range in the Start Telephone Number box and add the last few digits of the last number in the range to the To Telephone Number box. If you only want to add a single number ignore the To Telephone Number box. You can also add the site name to apply to the number range in the Site Name box. If this site name does not already exist in Inter Site Management it will be automatically added to the list of site names in the right hand grid on completion. Alternatively site names can be added after the telephone numbers have been saved. Click the OK button to add the numbers or the Cancel button to exit without adding the numbers.
Once the numbers have been added the Save Changes button must be clicked to save the details.
How to find a telephone number
Below the main cost centre display grid the Find a Telephone Number facility is located. Click on the Find Tel No button. The following message “Please Enter the Telephone Number you wish to Search for” will appear with a box to type the number in and the option to proceed or cancel. Click OK and the number will be highlighted in the main grid. If the number is not found a message will be displayed to inform you.
Delete Selected Tel Nos button
To delete selected telephone numbers, click on the number in the grid to highlight it then click the Delete Selected Tel Nos button. Click the Save Changes button to save the changes.
Edit Exchange Location button
The exchange location details are provided for information purposes only whilst setting up site details. These details are not used in reports. To change the exchange location details for a particular telephone number click on the telephone number in the grid to highlight it then click the Edit Exchange Location button. Enter the new exchange location then click OK. Click the Save Changes button to save the changes.
12.5 Create DDI Ranges button
On the Edit Telephone Numbers form, click the Create DDI Ranges button.
By default the number range for numbers ending with zeros will be displayed in the grid. Select a value in the default number range drop-down menu to change all ranges in the grid (this will update any ranges changed manually).
13. Phone Book Management
This facility allows you to set up User Defined Names to be applied in place of telephone numbers on selected reports within the Itemised Report section. From these reports it is possible to switch between showing a Phone Book Name or the Originating Telephone Number, Called Telephone Number or both Originating and Called Telephone Numbers. Within Analyst Elite, Phone Book details can be set up for sharing by all users. These details are administered by a Level 1 user and made available to Level 1, 3 and 4 users. It is also possible for users to establish and administer their own Phone Book set up provided they are logged on as a Level 2 user. The management and application of the Phone Book is the same for all levels and is administered as described below.
Originating telephone number details that are read in from BT OneBills disks, Featurenet disks or IDC can be used to set up the Phone Book detail by using the Retrieve Telephone Numbers from Billing Information facility (level 1 and 2 users only).
Using the Append Tel Nos From CSV File button, a set of Telephone Numbers and Phone Book Names can be appended by importing from a csv file (level 1 users only).
Using the Edit Telephone Numbers facility, additional number ranges can be added from a form (level 1 and 2 users only).
Within the Apply to Reports section the user selects which option they wish to use the Phone Book Names with. Options are Replace Originating Numbers and Called Numbers with Phone Book entries, Replace Originating Numbers with Phone Book entries, Replace Called Numbers with Phone Book entries and Do Not Apply Phone Book.
IT SHOULD BE NOTED THAT CHANGES AND ADDITIONS TO TELEPHONE NUMBERS USING THIS FACILITY WILL NOT AFFECT COST CENTRE SET UP DETAILS.
The Phone Book Management button is located in the Utilities section of Analyst Elite.
Click on the Phone Book Management button then click the Select Project button to select the project. Note that if you have not yet created a project you must first do so from the Import Bills facility on the main screen.
13.1 Retrieve Telephone Numbers button
The first stage to set up Phone Book details is normally to retrieve the telephone numbers from the billing information. Click this button and a form will be displayed offering a number of options. Only one option can be chosen.
Select the appropriate option then click the Retrieve Data button. A message will be displayed asking “Do you want to delete existing entries?” If you answer No to this question, existing entries will be left unchanged and any duplicate telephone numbers found whilst retrieving will be ignored. If you answer Yes to this question another warning will be displayed. If you again answer Yes, all existing entries will be removed and the details retrieved from the billing information.
Once the details have been retrieved an Operation Complete message will be displayed. Click the Save Changes button to save the details or Cancel Changes to revert to previous data. Click Exit to exit from the form.
Click on the Append Tel Nos from Comma Delimited (csv) file button and the Select Import File button will be displayed. Click the button and select where you want to import your file from and click Open. The screen will change to show the facility for importing. At the top of the screen the file selected will be shown in blue. In the centre of the screen there is a display panel showing you the first column of data found in the selected csv file. Click on the appropriate button for the data displayed, the next column of data will be shown in the display panel. Map the data to the buttons as required. If a column of data is shown that you do not want to use click on the Next button. The Previous button will take you back one column of data.
When you have completed your selection of data click the Start Import button. The message will appear “Do you want to over-write existing Phone Book names? Click Yes to over-write or No to only append new records without over-writing existing details. You will then be asked “Do you want to skip the first line because it contains header information?” If you click Yes the Import process will start. When the import completes a message will tell you “Import Complete”. Click OK and the screen will change. Select either the Save or Cancel button.
13.3 Edit phone book telephone numbers
To view or edit the Phone Book details click the Edit Telephone Numbers button on the Phone Book Management screen.
Any telephone details currently created will be displayed colour coded in the grid on the left of the screen. Note that this grid also shows the Phone Book Name for each number where it has been set up. Each of the Phone Book Names created will be displayed in the grid to the right. Below this grid are 3 buttons – Add, Edit and Delete.
Add button
To add a new name click on the Add button. A box will be shown with the message “Please enter the Phone Book Name”. Type in the name and click OK. Click the Cancel button if you do not want to add the new name.
Edit button
The Edit button is used when you want to rename an item throughout the whole project. First click on the name you want to edit. This will highlight it. Click on the Edit button and the message will appear “Are you sure you want to rename the Phone Book Name? This will change the name throughout the project. Are you sure you want to continue?” Click Yes to proceed or No to stop the edit. If you click Yes the message will appear “Please Enter the Phone Book Name you wish to apply to xxxx “ where xxxx is the current name. Enter the name and click OK. The message will now tell you “Phone Book entry renamed. Please save the changes by clicking on the Save Changes button.”
Delete button
The Delete button is used when you want to delete a Phone Book Name throughout the whole project. First click on the name you want to delete. This will highlight it. Click on the Delete button and the message will appear “Are you sure you want to delete the selected Phone Book Name? This will remove the Phone Book Name from all Telephone Numbers. To submit your changes please click the Save button.” Click Yes to proceed and No to stop the delete. If you click Yes you will have removed the Phone Book Name from the set up table and throughout the project. Click on the following jumps to Add telephone numbers, Find telephone numbers , Delete telephone numbers .
13.4 How to add a Phone Book telephone number
If you want to add a range of telephone numbers (for example DDI number range) then enter the first number in the range in the Start Telephone Number box and add the last few digits of the last number in the range to the To Telephone Number box. If you only want to add a single number ignore the To Telephone Number box. You can also add the Phone Book Name to apply to the number range in the Phone Book Name box. If this name does not already exist in phone Book Management it will be automatically added to the list of names in the right hand grid on completion. Alternatively names can be added after the telephone numbers have been saved. Click the OK button to add the numbers or the Cancel button to exit without adding the numbers.
Once the numbers have been added the Save Changes button must be clicked to save the details.
13.5 Understanding Edit Phone Book colours
To help the user to identify which telephone numbers are Originating Numbers, Called Numbers, both
Originating and Called Numbers or Numbers not identified from Bill a series of colour codes are used within the Telephone Number grid.
Yellow background identifies Originating and Called Number Green background identifies Originating Number
Lilac background identifies Called Number
Grey background identifies Number Not Identified from Bill
Options exist within the Edit Phone Book name facility to save as a csv and print the detail held in the Telephone Number grid.
13.6 Applying Phone Book to reports
To apply the Phone Book names to selected reports click the Apply Phone Book to Reports button and four options will appear. The available options are Replace Originating Nos and Called Nos with Phone Book entries, Replace Originating Nos only with Phone book entries, Replace Called Nos only with phone Book entries and Phone Book not Applied. By selecting an option the user chooses how they wish the Phone Book entries to be shown on the available reports. The user may at any time change the option they wish to apply by selecting a new option. Once a selection has been made the user can go to the Itemised Report screen and run the report, for example All Call Records, and view the Phone Book names in place of the relevant telephone numbers. To turn off the Phone Book click the Disable Phone Book button. The report will be run showing telephone numbers and the button will change to the Enable Phone Book button. Using this button the user can switch the Phone Book on or off as required.
13.7 Add Phone Book telephone numbers
On the Edit Telephone Numbers form, click the Add Tel No button. You can add just a single number or a continuous range of numbers.
13.8 Find a Phone Book telephone number
Below the telephone number list, the facility to Find a Telephone Number is located. Click on the Find Tel No button. The following message “Please Enter the Telephone Number you wish to Search for” and a box to type the number in will appear with the option to proceed on OK or Cancel. Click OK and the number will be highlighted in the main grid. If the number is not found a message will be displayed to inform you.
13.9 Edit Phone Book from reports
For level 1 and 2 users, Phone Book entries can be edited whilst a report to which Phone Book can be applied is displayed. Irrespective of whether the Phone Book is enabled, right clicking on a telephone number or Phone Book entry on the report will result in an edit form being displayed.
This will show the selected telephone number and, if it already has a Phone Book entry, it will show the current entry. A new entry can be applied by typing in the Phone Book name text box next to the telephone number. Alternatively a number can be selected from the list displayed on the right of the form by double clicking that name. The Add, Edit and Delete buttons operate as described in Edit Phone Book telephone numbers. After editing the Phone Book details, click the Save Changes button to save the details or Cancel Changes button to not save the changes, then click the Exit button to return to the report.
Note that changes made from this screen will be reflected in the Phone Book Management screens. After editing a Phone Book entry, the selected report will be re-run to update the entry.
14. Manage circuit information
This facility allows you to set up circuit ID’s with expected costs and reference information. These costs are then used for comparison when you next view the Total Circuit Charges report for the current project or for any other project which has the same BT OneBill Account number, provided the Percent selector on the Reports form is set to a value greater than 0. Where the differences are greater than the value selected by the Percent selector, these will be highlighted on the Total Circuit Charges or Circuit Exceptions report in red. The reference details are shown on the selected circuit detail reports. It is important that the Circuit ID’s match exactly the Circuit ID’s on the bill. When logged on as a Level 1 user, this facility applies to the System level private circuit information as offered to Level 3 and Level 4 users. When logged on as a level 2 user, this facility applies to the user currently logged on and details are not made available to other users.
Information can be added directly from a previously imported bill, from a comma delimited file or by manually entering the details.
From the main menu click the Manage Circuit Information button then, on the Circuit Management form, click the Select Project button and select the appropriate project. Note that if you have not yet created a project you must first do so from the Import Bills screen.
To automatically save the details from a bill which has been previously imported to this project, click the Save Last Bill As Expected Costs button. Any existing details will be deleted and the current circuit details will be read from the bill. A spreadsheet will then be shown. These entries can then be edited by over-typing any of the values. To add new entries, click the Add New Cct button.
To manually add entries or to edit/delete entries, click the Add/Edit Circuits button. To edit, click into the field to be edited then overtype with the new information. To delete, click to the left of the line to be deleted, then click the Delete Circuit button. To add a new entry click the Add New Cct button.
To import from a comma delimited file, click the Comma Delimited Import button then select the file to be imported. A panel will be displayed showing a sample of the data together with a number of buttons.
The data window displays data from the first field. Identify which type of data this is (for example, it may be the Circuit ID field). Once you have identified the type of data, click the appropriate button for that data (for example if the data field displays Circuit ID’s then click the CctID button). The next field will then be displayed. Repeat the process until all relevant fields have been identified. Any irrelevant fields can be ignored by clicking the Next button. On completion, click the Start Import button. The records will be read in.
Before exiting the Manage Circuit screen click the Save Changes button to save the details. To cancel without saving, click the Cancel Changes button. When saving, if any duplicate Circuit IDs are found, the program will display a warning message and the duplicated entry will be selected in the grid. All duplicates must be removed before the details can be saved.
15. Log broken rentals
This facility allows you to log broken rentals as they occur. The dates and reasons can be logged and will be shown on the Broken Rentals report for comparison to the billed information. This is an extremely powerful facility to help you track events and to validate private circuit bills. It is important that the Circuit ID’s match exactly the Circuit ID’s on the bill. Details logged for a project can be viewed on the Broken Rentals report for this project and any other project that has the same BT OneBill Account number.
When logged on as a Level 1 user, this facility applies to the System level private circuit information as offered to Level 3 and Level 4 users. When logged on as a level 2 user, this facility applies to the user currently logged on and details are not made available to other users.
From the Main menu click the Log Broken Rentals button then, on the Broken Rentals form, click the Select Project button and select the appropriate project. Note that if you have not yet created a project you must first do so from the Import Bills screen.
To add a new record, click the Add New button. Enter the Circuit ID, start date, end date and reason then click the Save button.
To edit or delete a record, click the Edit/Delete button. To edit, click into the field to be edited then overtype with the new information. To delete, click to the left of the line to be deleted, then click the Delete Selected button. On completion, click the Save button.
Note that where broken rental entries are logged using this facility, if no broken rental is found for the matching Circuit ID when the Broken Rental report is run, the logged details will be shown at the bottom of the report with no BT rental details against the entry. If however, the Circuit ID does appear on the bill without a broken rental period having been billed, clicking on the entry in the Broken Rentals report will allow you to drill down to see the billed details. This provides a rapid means to check accurate billing of broken rental details.
16. Create BTBA projects
This facility allows you to create separate project databases for selected cost centres at any single cost centre level. These databases can then be viewed in BT Billing Analyst. This facility is particularly useful for organisations that want to allow users in each cost centre to view just the details for their cost centre. Summary reports will show the billing totals for the selected cost centre only, but the invoice will not be available for these projects. Click the Create BTBA Projects button. Select the master database from which the BTBA projects are to be created, then select the destination folder. If you want to create a project for every cost centre at a selected level, select the One Project File per Cost Centre option or to select particular cost centres, select the Selected Cost Centres option. Select the cost centre level for the projects. With the Selected Cost Centres option selected, you can select multiple cost centres by holding down the control key whilst clicking on the desired cost centres or select a range of cost centres by clicking the first cost centre in the range then holding down the shift key and clicking on the last cost centre in the range. Click the Apply button to apply the cost centre selection. Note that all required cost centres must be selected before clicking the Apply button.
Click the Create Projects button to commence creation of the databases. Note that the projects will be created using the name of the cost centre followed by .mdb. Characters that are likely to cause a problem in naming conventions will be stripped at the time of creating the databases. Any existing files found in the selected folder that have the same name will be automatically over-written. On completion an ‘Operation Complete’ message will be displayed.
Should you make changes to the cost centre structure for the master project, these changes will not be reflected back into the cost centre sub projects unless these are subsequently viewed from within the same version of BT Billing Analyst as was used to edit the cost centre structure.
If the facility to Restore Cost Centre Details From Bill is used with a cost centre sub project, then only the service numbers and cost centres for the cost centre sub project will be retrieved. This will lead to errors if the master project is subsequently viewed with the same version of BT Billing analyst.
17. Reports
Within the Bills section on the front screen buttons are shown for Import Bills, Summary Reports, Itemised Call Reports and Private Circuit Reports.
When a report is displayed on the screen you can choose to print it, save the details to a comma delimited file (CSV), open it directly into Excel or output to HTML. This latter facility requires Microsoft Office 2000 or later to be installed. When Excel output is selected, Excel will open automatically and both the numeric figures and graphic details will be shown as an Excel spreadsheet. Note that Excel and HTML outputs are not available for the larger itemised reports.
17.1 Summary reports
If the required project file name is not displayed next to the Select File button, click the Select File button. A drop down list will display a list of recent files. Click on the required file or, to select a file that is not displayed, click More Files then select from the dialogue box.
Summary reports are divided into BT OneBill Summary Reports and FeatureNet Reports.
To view any of the reports simply click the appropriate report button. Many reports have drill down facilities which allow you to see greater detail by either clicking the Next Level button or by clicking on a line or cell in the report. The current report can be selected by clicking on the appropriate button and can then be archived by clicking the Archive button when the report is displayed. See Archive reports for details about archiving.
17.2 Itemised Call reports
For the Itemised Call reports, a Selection Parameter panel provides facilities to limit reports by day, date, time, distance band, duration, cost, originating number and single or multi level cost centres for five levels. The selectors are colour coded to show which reports they apply to and can be used in any combination for the applicable reports. For example, the 100 Most Expensive UK calls can be selected for any combination of the parameters whilst telemarketing reports can only be selected for days, dates, originating number and cost centres. The date selectors default to offer the dates for the earliest call record and the last call record for the selected project. To limit by originating number, click the selector on the Originating Number drop down list. All originating numbers for the selected project file will be listed, select as required. Similarly, to limit by cost centre click the selector for a single level to reveal the cost centres for that level or select Multi Level and make your selection from the cost centres offered at each level.
17.3 Private Circuit reports
For the BT Private Circuit reports, the current report can be selected by clicking on the appropriate button and can then be archived by clicking the Archive button when the report is displayed. The file will be automatically archived to an archive sub folder of the program folder and will be given a name made up from the project name followed by “Arch” followed by” “Cct” for Circuit reports, followed by the BT create date for the file. This naming convention is designed to assist when selecting archived files for comparison at a later date.
To compare a current Summary file or Private Circuit file to an archived file, select the project using the Select File button then select the Percent difference level required. Click the appropriate Compare Current/Archive
When a report is displayed on the screen you can choose to print it, save the details to a comma delimited file (CSV) or to open it directly into Excel. This latter facility requires Microsoft Office 97 or later to be installed. Excel will open automatically and both the numeric figures and graphic details will be shown as an Excel spreadsheet. Labels are not shown on graphs for values of less than 5%. Values of less than 0.5% may not be visible on graphs. Values on reports which are less than 0.5p or 0.05% will be rounded to 0.
17.4 Column sorting
Many of the reports can be sorted in ascending or descending order by clicking on the column headings. Where this facility has been applied to a report, a text note advises that this facility is available on the displayed report. For reports where this facility is enabled, the report can be sorted on any of the displayed columns. Click a column heading once to sort in descending order - a ‘v’ will be displayed in the selected column heading and the heading will turn green. Click a second time to sort in ascending order and a ‘^’ will be displayed in the column heading. Note that some reports may take a short while to run when a column is sorted.
17.5 Phone Book
A Phone Book facility exists within Analyst Elite, allowing telephone numbers to be replaced by Phone Book entries for specific key reports. Refer to Phone Book Management for full details about this functionality and to Edit Phone Book From Reports to see how to edit Phone Book entries from within a report.
17.6 Trend reports
All trend data is stored in tables within the central Trend.Mdb file against the BT OneBill account number. If multiple bills are appended, the account number for the first bill imported is used. This same account number is used to retrieve the trend data.
When a bill is imported, a summary of all itemised outgoing calls for the bill (ex Chargecard), and all inbound telemarketing calls is stored in the Trend.Mdb file against the billing date or, if the import is for selected dates, then the selected start date is used. Also within this file a summary of the inbound telemarketing calls to 0345, 0800 and 0845 numbers is stored.
A summary of the calls from each billed line is also stored in a separate table in Trend.Mdb against the same date as above.
A summary of the inbound telemarketing calls to each inbound number is also stored in another table in Trend. Mdb against the same date as above.
If a bill is repeatedly imported into a project the values are over-written and not duplicated.
When trend reports are selected the trend reports are created from the Trend.Mdb file, selecting the data for the BT OneBill account number appropriate to the project. If more than 24 date entries, the user is prompted to select the start period for the report and the first 24 entries from that date are then displayed.
