New BMS Reports and Features Guide Table of Contents

Transcription

1 New BMS Reports and Features Guide Table of Contents Introduction... 2 Key Features... 2 Roadmap to BMS Changes... 3 Estimate Affidavits... 3 Quick Reference: New Reports and Features... 4 New Administration Features... 6 MTD Register Report... 6 Affiliate Compensation Import Report... 8 Affidavit Compensation Output... 9 New Affidavit Features Estimate Affidavits Affidavit BMS Reports BMS Affidavit Completion Report BMS Historical Clearance Report Lansa Affidavit Reports Lansa User Info Report Sponsor Report Slow Responder Report Lansa Affidavit Completion Report Lansa Affidavit Performance Report New Affiliate Features... 27

2 Introduction This guide is intended to provide you with the updates and new features in the Business Management System (BMS) system to help streamline your processes. The changes impact your workflow and usability, in addition to removing bottlenecks in your processes. Use this guide as a companion to the BMS Release Notes for new BMS reports. Key Features Formerly AS400 reports are now available in BMS. Formerly AS400 processes are now accomplished by submitting a request to the LAN Support team. Processes leveraging information from many reports are available in BMS. Some existing reports are improved with more relevant data. Several reports are now available BMS. Moving the reports into BMS makes it easier for anyone to access based on their roles. For example, instead of entering market codes in the back-end, you can now select from a list of pre-populated markets in BMS. Also, the report output was either to PDF or printed format only, making sorting impossible unless you recreated the report in Microsoft Excel. The PDF format is useful for sending files or logs to affiliates, but not if for tracking information or research. Exporting to Excel gives you access to information, which increases efficiently. In addition, several processes were executed from the back-end that now you can execute. For example, instead of creating an affiliate record in the back-end, you can submit a request to the LAN Customer Support. This allows you more time to perform other tasks. Contact LAN Customer Support at: Voice: (949) or toll-free (888) , or LANCustomerSupport@lanint.com New BMS Reports and Features 1.0 2

3 Roadmap to BMS Changes Some of the new reports and features came from the AS400, and you might be familiar with them. Others are brand new or derived from various Lansa reports and some existing reports have been improved. Finally, several tasks are no longer done through the Lansa back-end, as those tasks have been moved to the LAN Support Team. In BMS, new reports and features are accessed from two menus: Affidavit Administration Other tasks that accomplished through submitting a request ticket to LAN Customer Support are: Creating an affiliate Deleting an affiliate Changing the Call Letter or Frequency of an affiliate Looking up a WONID Creating a market Registering an affiliate Estimate Affidavits The Estimate Affidavits is a new feature in BMS that improves billing process workflow and aids in predicting billable percentage for affidavit completion. Affidavit estimates are run ondemand, typically at the end of a broadcast month. The goal of the process is to predict affiliate affidavit submission, and change affidavit status to Not Aired or Live based on those estimates. The process uses the stations history of clearance and the percent of complete affidavits submitted. New BMS Reports and Features 1.0 3

4 Quick Reference: New Reports and Features If you want to Report/Feature BMS Location Troubleshoot any issues with previous payments to an Administration affiliate. > Reports > For example, we got a MTD Register BMS MTD call from an affiliate Register & who says they didn t AS400 MTD receive payment for an Register invoice. We can validate that against this report. Review the % of incomplete affidavits to help decide on whether to estimate the outstanding affidavits for a broadcast month or billing period. Find out which affiliates to follow up with that have not begun to submit their affidavits each day using this report. Decide whether to estimate current incomplete affidavits as live or not aired based on what cleared, by station over the past 6 months. Affidavit Completion Report Affidavit Completion Report Historical Clearance Report Affidavit > BMS Reports > Affidavit Completion Report Affidavit > Lansa Reports > Affidavit Completion Report Affidavit > BMS Reports > Historical Clearance Report Formerly known as 6>Option44 Payment Report Option 2 IA Report Incomplete Affidavit Report Untouched or In progress Report Option 2 BMS IA Report Incomplete Affidavit Report Untouched or In progress Report Option 20 Clearance Report, Historical Report, Past Performance Report Changes You can choose to run as a PDF or as an Excel spreadsheet. Will also output to the back-end nightly one report per market per week within the broadcast month and one report per market for the previous month, plus summary versions for each You can choose to run as a PDF or as an Excel spreadsheet BMS ACR shows % You can choose to run as a PDF or as an Excel spreadsheet. Lansa ACR shows affidavit completion Outputs nightly Run as Market Detail or Summary You can choose to run as a PDF or as an Excel spreadsheet. Find out who is in the in-house BMS user to identify which user is associated to a login and to identify the logins that need to be deleted. User Info Report Affidavit > Lansa Reports > User Info Report, excel output Option 22 Used to be delivered in to requester. Now reports in Excel spreadsheet. Find out who marked an affidavit not aired and why or to see all unmarked affidavits for a market. Not Aired Report Affidavit > Lansa Reports > Sponsor Report (check include not aired detail), excel output Option 23 Runs as Excel spreadsheet not a PDF. View the current state of all affidavits in a Sponsor Affidavit > Lansa Reports > ed to New BMS Reports and Features 1.0 4

5 If you want to Report/Feature BMS Location date range for a market Report Sponsor to research or Report troubleshoot any (uncheck issues. include not (Lists all affidavits an aired detail), state in a market) excel output Formerly known as Option 24 Changes requester, now Excel output. Determine affidavit turnaround time for an affiliate for planning purposes by looking at number of feeds and missing affidavits after 45 days for an affiliate. Research discrepancy issues by mapping the total spots against aired and not aired. You can look for under or over delivery. Or you can run the advertiser version to send to an advertiser. At the end of the month, estimate the incomplete affidavits once a predefined percentage has been received. Affidavits are estimated based on prior clearance rates and users can estimate manually or automatically. Import a spreadsheet that tracks affidavit clearance and determines payments, and issues check files for the AP department. (To compensate affiliates we bought spots from.) Slow Responder Report Affidavit Performance Report Estimate Affidavits Process Issue Affiliate Compensation Affidavit > Lansa Reports > Slow Responder Report, excel output Affidavit > Lansa Reports > Performance Report, excel or PDF output. BMS > Affidavit > Estimate Affidavits BMS > Administration > Exports > Affiliate Compensation Import/ Export Option 25 Option 15 Option 31 Option 9 ed to requester, now Excel output. Output to file server Now available via PDF and Excel Now 2 options available: Advertiser Detail: # of spots scheduled for each advertiser with same info as below. Station Detail: # spots scheduled, with aired, not aired and total affidavits by station. None None New BMS Reports and Features 1.0 5

6 New Administration Features In the Administration menu, you can access a new report under Reports and two new processes under Exports. MTD Registration Report Affiliate Compensation Import Affiliate Compensation Export MTD Register Report Who uses this report? Billing Who has access to the report? Accounting, Billing, Affiliate Sales, Compliance Benefit: You used to run several reports to get the relevant data points to research previous payments, now it s all in one easy-to-access report. Purpose: Billing uses this report when they need to troubleshoot an issue with a previous payment to an affiliate. For example, if we got a call from an affiliate who says they didn t receive payment for an invoice. We can validate that against this report. Billing can also use this report to view open payments that have not been processed. For example, we sent a payment to an affiliate and it has not been processed for payment. We might choose to follow up with that affiliate. Typically, you use this report cyclically according to your billing cycle, but you might consider pulling it every week to stay in front of any possible issues. Where do I get it? BMS > Administration > Reports New BMS Reports and Features 1.0 6

7 This report includes several back-end reports: Paid Invoice Open Invoice Compensation Disbursement Reconciliation Lansa Stats Example MTD Register Report Before After New BMS Reports and Features 1.0 7

8 Affiliate Compensation Import Report Who has access to it? Accounting, Billing, Affiliate Sales, Compliance Where do I get it? BMS > Administration > Exports Purpose: To import a spreadsheet that tracks affidavit clearance and determines payments, and issues check files for the AP department. has affiliate agreements to compensate stations for airing the contracted number of spots. Example Affidavit Compensation Import Before Previously, option 9 on the AS400, Billing could not import payment information and instead created spreadsheets to track payments. After Now, Billing can select their file and import the data quickly. The data is stored and can be retrieved with the Affiliate Compensation Export process. Affidavit Compensation Input Parameters New BMS Reports and Features 1.0 8

9 Affidavit Compensation Output Who has access to it? Accounting, Billing, Affiliate Sales, Compliance Where do I get it? BMS > Administration > Exports Purpose: To export payment information that tracks affidavit clearance that determined payments, tracks invoices we received. The process enables you to select a broadcast month and compensation type. Since it takes some time for the process to run, you can navigate to others pages. You will receive an notification when the process is complete. Affidavit Compensation Import Input Parameters BMS > Administration > Exports New BMS Reports and Features 1.0 9

10 New Affidavit Features There are several new Affidavit features. Under the Affidavit main menu, select a new process, Estimate Affidavits. This process did not previously exist. In addition, the Affidavit Dashboard link in the main menu is removed since it is redundant. Additionally, there are five new reports in the new menu item called Lansa Reports, and three new reports under the BMS Reports menu in the Affidavit main menu. Estimate Affidavits Lansa Reports Affidavit Completion Report Affidavit Performance Report Slow Responder Report User Info Report BMS Reports Historical Clearance Report Affidavit Import Failed Report Affidavit Completion Report (improved) Note: Since estimating affidavits is a process that occurs in BMS going forward, three related reports are added to the BMS reports menu. The reports that were imported from Lansa and poll Lansa data are in the Lansa reports menu. New BMS Reports and Features

11 Estimate Affidavits Formerly option 31 in the AS400, you can now estimate affidavits down to the affiliate, service, and day levels. Or, you can estimate affidavits automatically based on 6-month clearance rates. This process leverages data from existing affidavit reports to generate estimates based on previous rate of clearance for affiliates. Who needs it? Affidavits, Compliance Where do I get it? BMS > Affidavit > Estimate Affidavits Who has access to it? Affidavits and Compliance What for: Compliance uses this process to estimate the incomplete affidavits once a predefined percentage has been received. Affidavits are estimated based on prior clearance rates and users can estimate manually or automatically. It uses data from former IA Reports including Performance (BMS Clearance Report), and Historical Reports. When estimating affidavits at the end of a broadcast month, you first pull the BMS Completion Report to see how close each market is to completing affidavits. You re looking for 95% of a stations affidavits to be submitted in a broadcast month. This is because we can estimate the remaining and bill for the total invoice including the projected missing affidavits, but only if we trust the history of that affiliate in submitting their affidavits. The Historical Clearance Report indicates if we trust a station to complete their affidavits by checking the average monthly completion percent. If they have a completion % of 80% or higher, we ll trust them to complete affidavits. And even if only 95% of their affidavits are complete, we feel confident to invoice them for the remaining 5% or less. Note that you can t bill a market if even one affiliate has over 5% of their affidavits missing. This means all the stations in a market must not have over 5% missing affidavits in order for our billing department to invoice. This report is a decision-making point and helps you determine if you should continue in the Estimate Affidavits process. The closer you are to that 95%, the better. First the process checks the completion percent. If it s above 95%, it goes on to look to at the Historical Clearance report for the average clearance rate. If it is under 95%, then the status is changed to Not Aired. If it s above 80%, then the affidavit status is changed to Live. Otherwise, it is changed to Not Aired. Estimate Affidavits Automatically or Manually Run Automatically Only this time, if you run the process as Automatic, the Estimate Affidavit process automatically checks the affidavit clearance over six months and changes status to: On the Historical Clearance Report, if the percentage of average monthly clearance for a station is 80% or less, the Estimate Affidavit process automatically changes the status of the affidavit submission to Estimate Not Aired. On the Historical Clearance Report, if the percentage of average monthly clearance for a station is more than 80%, the Estimate Affidavit process automatically changes the status of the affidavit submission to New BMS Reports and Features

12 Estimate Live (L). When you run Estimate Affidavits Automatically, the process is checking the Historical Clearance Report, specifically at the average monthly clearance. If a station submits their affidavits only 80% of the time or less, then we can expect that they won t. If a station has higher than 80% average affidavit clearance, then we basically trust them to submit their affidavits, and we feel confident to bill them for those outstanding affidavits. Run Manually Selecting Manual, lets you choose whether you want to estimate Live or Not Aired, and does not take previous clearance rates into account. Instead, the process will only check the Completion %. If a station Completion is 95% or more, the selected affidavit status changes to Live. If a station Completion is below 95%, the selected affidavit status changes to Not Aired. You can validate the affidavit update by going to BMS > Affidavit > Affidavit Entry and checking the status there. BMS > Affidavit > Estimate Affidavits New BMS Reports and Features

13 Before After Manually Note that you re not done! You can select Estimate Live or Estimate Not Aired as separate estimates if you ve chosen to run the process manually. For example, if you want to change the affidavit status for specific affiliates or for just those affidavits that will update the status to Estimate Live while you wait for more to clear. However, there is typically no report generated. Instead you get a message indicating the process ran. New BMS Reports and Features

14 Affidavit BMS Reports The reports added to the BMS Reports section of the Affidavit menu are used to generate the Estimate Affidavits process and are derived using data pulled from BMS. They did not exist prior to this feature release. BMS Affidavit Completion Report Who needs it? Compliance Where do I get it? BMS > Affidavit > BMS Reports Who has access to it? Compliance What for: Similar to the Affidavit Completion Report (option 2) in the AS400, the new report is used for estimating affidavits in BMS and shows the affidavit completion percentage for each market for a specified month. When estimating affidavits at the end of a broadcast month, you first pull this Completion report to see how close each market is to completing affidavits. You re looking for 95% of a stations affidavits to be submitted in a broadcast month. This is because we can estimate the remaining and bill for the total invoice including the projected missing affidavits. Note that you can t bill a market if even one affiliate has over 5% of their affidavits missing. This means all the stations in a market must not have over 5% missing affidavits in order for our billing department to invoice, and if even one does, we can t invoice. One station can hold up invoicing an entire market. Select the month, detail level (market or affidavit), exclude purchased, and then print to PDF or Excel. BMS Affidavit Completion Report Input Parameters BMS > Affidavit > BMS Reports New BMS Reports and Features

15 Example BMS Affidavit Completion Report New BMS Reports and Features

16 BMS Historical Clearance Report Who needs it? Compliance Where do I get it? BMS > Affidavit > BMS Reports Who has access to it? Compliance What for: Formerly option 20 in AS400, this report has been redesigned for BMS to help you estimate affidavits in BMS. It s primarily used in generating the Estimate Affidavit process. Select the month and year, market, and then print to PDF or Excel. It lists the percentage of spots cleared by station in the last 6 months. Example BMS Historical Clearance Report New BMS Reports and Features

17 Lansa Affidavit Reports Lansa Affidavit Reports were formerly pulled from the AS400. Now, they re available in the BMS within the Affidavit > Lansa Reports sub-menu. Lansa User Info Report Who needs it? Compliance Where do I get it? BMS > Affidavit > Lansa Reports Who has access to it? Compliance Formerly, option 22 in the AS400, and ed to you in a.csv format, this report displays all active, in-house users and their login IDs. Now, you can export this report to Microsoft Excel. If you ever need to manage users, change, verify or delete, use this report to help you identify the user and associated information. Note: There are no input parameters for this report. BMS>Affidavit>Lansa Reports Example Lansa User Info Report Before New BMS Reports and Features

18 After Sponsor Report Who needs it? Compliance Where do I get it? BMS > Affidavit > Lansa Reports Who has access to it? Compliance What for: Formerly, options 23 and 24 (Not Aired and Sponsor Reports) in theas400 and ed to you in a.csv format, this report lists all unconfirmed and not aired affidavits for a specific date range for a selected market. This allows you to view which spots are marked not aired and why. Now, the Not Aired Report is merged with the Sponsor Report and renamed, Sponsor Report. Select the Start Date and End Date, market, and the check box if you want to include not aired detail. This report is exported to Microsoft Excel. BMS >Affidavit > Lansa Reports Sponsor Reports Input Parameters New BMS Reports and Features

19 Example Lansa Sponsor Report Before Note that the Sponsor Report was created using the following two back-end reports. Not Aired Report Sponsor Report After New BMS Reports and Features

20 Slow Responder Report Who needs it? Compliance Where do I get it? BMS > Affidavit > Lansa Reports Who has access to it? Compliance What for: Formerly, option 25 in the AS400, and ed to you in a.csv format. This report showed the number of feed dates for each affiliate for a specific date range, the missing number of affidavits after 5 days, and missing affidavits after 10 days from the scheduled air date. Compliance uses this report to determine the affidavit turnaround time. This is useful in planning to identify affiliates that trend towards late submissions. Now, you can export this report to Microsoft Excel, but only showing the high level data for a specific Start Date and End Date. Note that the only input parameters are start and end dates. Example Lansa Slow Responder Report Before BMS >Affidavit > Lansa Reports New BMS Reports and Features

21 After Lansa Affidavit Completion Report Who needs it? Compliance Where do I get it? BMS > Affidavit > Lansa Reports Who has access to it? Compliance What for: Formerly, option 2 in Lansa with output to PDF, this report is now available in BMS. Select summary or detail level for a specific Start Date and End Date for a market. The summary detail shows all affidavits completed by market for the broadcast month and the previous month. The market detail level shows the number of feed dates for affiliates for a specific date range and indicates if the affidavits are entered or completed. This report shows the number of feed dates for each affiliate within a date range and if station affiliates have started to submit their affidavits. Compliance used the report to follow up with slow or behind affiliates with their affidavits. BMS >Affidavit > Lansa Reports New BMS Reports and Features

22 Example Lansa Affidavit Completion Report Before New BMS Reports and Features

23 After: Market Detail After: Summary Lansa Affidavit Performance Report Who needs it? Compliance Where do I get it? BMS > Affidavit > Lansa Reports Who has access to it? Compliance New BMS Reports and Features

24 What for: You can research discrepancy issues by mapping the total spots against aired and not aired by station to identify specific issue or market to use as a process of elimination or trending. Or you can run the advertiser version to send to an advertiser. Formerly, option 15 in the back-end with output to PDF, this report includes two versions, a Performance Report Advertiser Detail showing the number of spots scheduled, aired, not aired, and total affidavits for each advertiser in a market. And, a Station Detail Report, which shows the number of spots scheduled, aired, not aired, and the total affidavits for each station in a specific market. BMS > Affidavit > Lansa Reports Affidavit Performance Input Parameters Example Lansa Affidavit Performance Report Before: Advertiser New BMS Reports and Features

25 Before: Station After: Advertiser New BMS Reports and Features

26 After: Station New BMS Reports and Features

27 New Affiliate Features Time-intensive tasks for affiliate administrators are completed by submitting a request ticket to LAN Customer Support. These tasks include: Creating an affiliate Deleting an affiliate Changing affiliate Call Letter Changing affiliate Frequency Looking up a WONID Creating a new market Registering an affiliate Contact LAN Customer Support at: Voice: (949) or toll-free (888) , or LANCustomerSupport@lanint.com 2012 LAN International and/or its commonly-owned affiliated companies. All rights reserved. VIERO, VIERO RADIO FUSION, VIERO BEST RATE, VIERO transact, VIERO BOOKING AGENT, VIERO e-pif, LAN International, and the VIERO and LAN International logos are registered trademarks of LAN International and/or its commonly-owned affiliated companies. VIERO RMS and VIERO MERS are trademarks of LAN International and/or its commonly-owned affiliated companies. All other trademarks are the property of their respective owners. VIERO BOOKING AGENT scheduler and VIERO BEST RATE rate and yield management are patent protected. Patent pending for VIERO transact electronic business platform Aliso Creek Road STE 200 Aliso Viejo, CA New BMS Reports and Features