New BMS Reports and Features Guide Table of Contents

Transcription

1 New BMS Reports and Features Guide Table of Contents Introduction... 2 Quick Reference: New Reports and Features... 4 New Administration Features... 6 MTD Register Report... 6 Affiliate Compensation Import... 8 Affidavit Compensation Output... 9 New Affidavit Features Estimate Affidavits BMS Affidavit Completion Report BMS Historical Clearance Report BMS Affidavit Import Failed Report Lansa Affidavit Features Lansa User Info Report Sponsor Report Slow Responder Report Lansa Affidavit Completion Report Lansa Affidavit Performance Report New Affiliate Features... 26

2 Introduction There are a few key updates and features in BMS to help streamline your processes. These changes have a high impact on workflow and usability, removes bottlenecks and empowers you. Formerly back-end reports are now available in BMS Formerly back-end processes are now accomplished by submitting a request to the LAN Support Team There are processes leveraging information from various reports is available in BMS Some existing reports have been improved, making the data more relevant Several reports are much more accessible than they used to be. Obtaining these reports used to be a task-heavy process of accessing the back-end of the Affiliates Web site, sometimes referred to as Lansa, via an IBM interface. Very few people in Total Traffic Network had back-end access, and knew the back-end system and interface well enough to run the reports. By putting the reports in BMS, anyone can be given access, removing the bottleneck, and the BMS interface is much more intuitive than the backend interface. For example, you had to enter market codes in the back-end interface, whereas in BMS you can simply select from a list of markets. Also, the report output was difficult to utilize as it was typically PDF or printed format only, and it was a dump of several PDF reports or several reports to file, making sorting impossible unless you recreated the report in Excel. The PDF format is useful for sending files or logs to affiliates, but not if you re trying to track information or research. Making the reports available in BMS with the Excel output option gives you access to powerful information that will make your work flow efficiently. There were several processes that were executed from the back-end system as well. For example, end-users used to navigate through the back-end system to create an affiliate record, which generated a WONID (an affiliate unique identifier) which is required to create an affiliate using BMS. For most of these processes, now, you ll simply submit a request to the LAN Support Team. Overall, by making formerly back-end reports accessible on BMS, you re empowered to pull reports, removing the bottleneck of very few key masters to the back-end system. And by submitting a Support request for processes run on back-end systems, you re freed up from the administration of performing those tasks. Reports that were only available through back-end systems are now available in BMS (Business Management System) within two menus. Affidavit Administration The following shows you where feature changes now appear in BMS. New BMS Reports and Features

3 There are additional tasks that are now accomplished through simply submitting a request ticket to LAN Support Team. They include: 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 and it greatly improves workflow and aids in predicting billable percent for affidavit completion, which help us move forward in the billing process. Affidavit estimates used to be created manually but pulling data from multiple sources and consolidated to a current working report. Now you can run the Estimate Affidavits process to retrieve this information on-demand. Affidavit Failed Import Report The Affidavit Failed Import Report is a new report in BMS that shows the missing affidavits for which we ve already invoiced. New BMS Reports and Features

4 Quick Reference: New Reports and Features I WANT TO Troubleshoot any issues with previous payments to an affiliate. For example, we got a call from an affiliate who says they didn t receive payment for an 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. Report/Featu re MTD Register Affidavit Completion Report Affidavit Completion Report Historical Clearance Report BMS Location Administration > Reports > BMS MTD Register & AS400 MTD Register 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. Follow up on affidavits for spots we invoiced for but that failed to import (are missing). Find out who is in the inhouse BMS user to identify which user is associated to a login and to identify the logins that need to be deleted. Affidavit Failed Import Report User Info Report Affidavit > BMS Reports > Affidavit Failed Import Report Affidavit > Lansa Reports > User Info Report, excel output None Option 22 You can choose to run as a PDF or as an Excel spreadsheet. ALL NEW 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. View the current state of all affidavits in a date range for a market to research or troubleshoot any issues. Not Aired Report Sponsor Report Affidavit > Lansa Reports > Sponsor Report (check include not aired detail), excel output Affidavit > Lansa Reports > Sponsor Report (uncheck include not aired detail), excel output Option 23 Option 24 Runs as Excel spreadsheet not a PDF. ed to requester, now Excel output. New BMS Reports and Features

5 (Lists all affidavits an state in a market) 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 Compensatio n 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

6 New Administration Features There s one new report under Reports and two new processes under Exports within the Administration menu. MTD Registration Report Affiliate Compensation Import Affiliate Compensation Export MTD Register Report Who needs it? Billing Benefit: You used to have to run several reports to get the relevant data points to research previous payments, now it s all in one easy to access report. What for: 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 Who has access to it? Accounting, Billing, Affiliate Sales, Compliance This report is comprised of several back-end reports that have been retired including: Paid Invoice Open Invoice Compensation Disbursement Reconciliation Lansa Stats New BMS Reports and Features

7 Example MTD Register Report Before After New BMS Reports and Features

8 Affiliate Compensation Import Who needs it? Billing Where do I get it? BMS > Administration > Exports Who has access to it? Accounting, Billing, Affiliate Sales, Compliance What for: To import a spreadsheet that tracks affidavit clearance and determines payments, and issues check files for the AP department. Total Traffic Network has affiliate agreements to compensate stations for airing the contracted number of spots. Previously Option 9 on the back-end system, billing used to have no way to import payment information and instead created spreadsheets to track payments. Example Affidavit Compensation Import Before This process didn t exist in the back-end system, rather, there was no way to track payment information other than to compile information and track it in Excel spreadsheets. After BMS > Administration> Exports Now there is an import process where Billing can simply select their file and import the data in one step. Now this data is stored and can be retrieved with the Affiliate Compensation Export process. Affidavit Compensation Input Parameters New BMS Reports and Features

9 Affidavit Compensation Output Who needs it? Billing Where do I get it? BMS > Administration > Exports Who has access to it? Accounting, Billing, Affiliate Sales, Compliance What for: 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 a while for the process to run, you can navigate away from this page and you will receive an notification when the process is complete. Affidavit Compensation Input Parameters BMS>Administration> Exports New BMS Reports and Features

10 New Affidavit Features There are several new Affidavit features. Under the root of the Affidavit main menu, you can see right away that there is a new process called Estimate Affidavits. This process did not previously exist but for pulling various reports and compiling the data in Excel spreadsheets. Also, there used to be an Affidavit Dashboard link in the main menu that s been removed as a redundant element. Additionally, there are five new reports in the new menu item called Lansa Reports, and three new reports under the BMS Reports menu within the Affidavit main menu. Estimate Affidavits Lansa Reports Affidavit Completion Report Affidavit Performance Report Slow Responder Report User Info Report BMS Reports Affidavit Completion Report (improved) Historical Clearance Report Affidavit Import Failed Report Note: Since estimating affidavits is a process that occurs in BMS going forward 3 related reports were added to the BMS reports menu. The reports that were ported from LANSA and poll LANSA data are in the LANSA reports menu. Estimate Affidavits Formerly option 31 in the back-end, you can now estimate affidavits down to the affiliate, service, and day levels. Or, you can estimate affidavits automatically based on 6-month New BMS Reports and Features

11 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, Clearance and Historical Reports. BMS > Affidavit > Estimate Affidavits Estimate Affidavits Automatically Parameters Estimate Affidavits Manually Parameters New BMS Reports and Features

12 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. Note that reports in the Lansa Reports menu did exist as back-end reports using Lansa data, not BMS data, and so they continue to be to pulled from the back-end if they are in the Lansa Reports menu. 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 back-end systems, the new report is used for estimating affidavits in BMS and shows the affidavit completion percentage for each market for a specified month.. 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

13 Example BMS Affidavit Completion Report New BMS Reports and Features

14 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 the back-end system, this report has been redesigned for BMS to help you estimate affidavits in BMS. It s primarily used in generating the Estimate Affidavit process result. 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

15 BMS Affidavit Import Failed Report New to BMS, this report shows you all affidavits that did not import because a spot was invoiced. Select the Start Date and End Date and market. Example Lansa Affidavit Import Report New BMS Reports and Features

16 Lansa Affidavit Features Lansa Affidavit Reports were formerly pulled from the back-end. 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 back-end system, 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

17 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 the backend systems, 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

18 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

19 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

20 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. New BMS Reports and Features

21 BMS >Affidavit > Lansa Reports Example Lansa Affidavit Completion Report Before New BMS Reports and Features

22 After: Market Detail After: Summary New BMS Reports and Features

23 Lansa Affidavit Performance Report Who needs it? Compliance Where do I get it? BMS > Affidavit > Lansa Reports Who has access to it? Compliance 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 Report Input Parameters New BMS Reports and Features

24 Example Lansa Affidavit Performance Report Before: Advertiser Before: Station New BMS Reports and Features

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

26 New Affiliate Features The affiliate team used to require access to the back-end in order to complete some critical tasks via the back-end. By creating a new process for these time intensive processes that require technical savvy and standards, the affiliate team can gain huge production efficiency. Instead of completing these tasks, the new process for affiliate administrators is to accomplish said tasks through simply submitting a request ticket to LAN Support Team. 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 These tasks used to be done using the Lansa back-end. Now, you simply submit a request to the LAN Support Team. New BMS Reports and Features

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