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BT Analyst Elite Scheduler allows BT Analyst Elite top levels reports to be added to a schedule in order to be run at a selected date and time. Summary, Itemised and Private Circuit reports can all be combined into a single schedule. The Analyst Elite Scheduler Client program is installed into the same folder as BT Analyst Elite and is accessed by clicking the appropriate button on the BT Analyst Elite main menu.

The user creates schedules based on templates and, once created, details are displayed in the Pending box. On reaching the set date and time for the schedules to run, the Elite Scheduler Server automatically starts processing the schedules. Please note that the Elite scheduler server must be in run mode in order for schedules to be processed. All output files created by the Schedules are saved to sub folders set up in the Options section from within Elite Scheduler Server.

Report and parameter selections are made within re-usable templates. Schedules are then created to run at a preset date and time for a specific project using a selected template. Only templates created for projects with the same account number can be selected when creating a schedule for a specific project. Save As facilities allow templates to be modified and saved with different names. Similarly, Save As facilities allow a schedule to be modified and saved with a new name.

All top level Summary reports (except archive reports), all top level Itemised Call reports and all top level Private Circuit reports (except archive reports) can be added to a template. These reports can be selected with the same parameter and cost centre selection facilities that are available in BT Analyst Elite. In addition, reports can be selected for multiple cost centres at a single cost centre level to provide true batch processing. Each report selected can be set to output to Excel or CSV, it will also be possible to email the chosen reports to a specified user. Once processed, a schedule can be saved with a new name, enabling it to be re-run.

Schedules are processed via the Elite Scheduler Server. When schedules are created, they are allocated a specific date and time to run. The schedule status will be set to “Pending” until this time has been reached. If the scheduler server is in run mode, then the schedule will be processed as soon as the due time has arrived. If the run date/time of a schedule has passed without the schedule being processed, then the status of the schedule will change to “Pending” followed by the length of delay.

When a number of schedules are pending, they will run consecutively and may therefore encounter delays whilst an existing schedule completes processing.

Whilst schedules are being processed their status within the pending schedules grid will change to “Processing”. On completion, the schedule is identified as COMPLETE and is moved to the Completed Schedules grid. Schedules which are due to run in the future will remain in the pending schedules grid until they are processed. Schedules showing in the grid at the top of the screen can be reviewed by double clicking on the entry. The selected schedule can also be deleted. Schedules shown in the completed schedules grid can be saved with a new name in order to be re-processed. It is also possible to delete a completed schedule and review its status by double clicking on the relevant entry in the completed schedules grid.

23.1 Creating a schedule

Click the Add Schedule button to access the main schedule creation screen. On this screen enter the schedule title, next click the Select Project button which will offer the same project selection as used by BT Analyst Elite.

If an existing template is selected you can edit it by clicking the Edit button. Creating and editing templates will be discussed further in the next section.

By default the schedule will be set to run at the date and time when the schedule is created. Both the date and the time can be adjusted by the user so that the schedule is processed at a given time in the future.

Once created click Save and the schedule details will be displayed in the top grid of the scheduler. The entries in the pending schedules grid (top) will be colour coded light blue if multiple cost centres or telephone numbers exist within the report parameters.

To review the content of a schedule double click on the required entry in the top grid or highlight the schedule and click the Edit Schedule button. The schedule can also be deleted by highlighting the schedule and clicking the Delete button, or accepted by clicking the Cancel button.

23.2 Creating a report template

The Template screen can be accessed either by clicking the Add or Edit button from the Add Schedule screen or by double clicking a template on the Manage Templates screen. If accessing the Template creation screen from the Add Schedule screen you will need to select a project before creating a new template.

On the Template screen enter a name into the Template Name box. The BT Account Ref and Account are automatically populated according to the BT Billing Analyst project previously selected.

To add a report to the Template click the Add Report button to access the Create a Report Screen.

Select a report type by selecting Summary, Itemised Call or Private Circuits reports from the drop down menu. Depending on which report type is selected you can then select the associated reports by clicking the Select Reports button. Multiple selections can be made by holding down the Ctrl key and highlighting the required report. It is also possible to select a block of reports by holding down the Shift key and highlighting the top report and bottom reports of the required block.

Once the desired reports have been selected it will be possible for the user to configure the parameters used to generate these reports by clicking the Configure button.

When selecting single level cost centres, multiple cost centres can be selected by holding down the Ctrl key whilst clicking on the cost centres or by selecting the first cost centre in a range then holding down the Shift key whilst clicking the last cost centre in the range. Once the required parameters have been selected click Save. To change the output option from the default set by the Administrator check the Output to Excel or Output as CSV tick box(es). There must be at least one output option selected.

If you wish to email the reports associated with a schedule, check the Email Files option from the report selection screen.

23.3 Report caption

The report caption can be set on the parameter configuration page. The report caption replaces the report title on the outputs.

After a report has been included in a particular template the user can individually rename it. To rename a report, select the report and click the Edit Report button. The Create a Report screen will open, press the Configure button and the Parameter Selection screen will open. Press the Set Report Caption button and a window opens where the user can enter the new report caption for the report. Press OK to save. When the schedule is processed the Reports are created by their assigned names. If only one report has been selected for a template this the report caption can be set at the creation stage.

The status of the select reports and parameter configurations will be displayed on the main Create a Report screen. To confirm these settings, click Save.

Multiple report selections can be made and added to the schedule.

For example, the user can select two or more summary reports with the output set to CSV and save this selection to the schedule, then select additional Itemised reports and set the output to Excel and save this selection to the template. To achieve this, the user must configure each group of reports individually, saving after each configuration. By then selecting Add Report from the main template screen he or she is able to add new reports to the same template. Once the report selections are complete, click the Save button to complete the template creation.

To edit or delete a report, highlight it on the grid in the template box and click the Edit Report or Delete Report button.

Once a template is complete click the Save button.

23.4 Creating a cost centre sub-project

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 the details for just 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.

First enter the template name, next select the appropriate option. For a sub-project containing all information from the original project, select All Data. 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 to be used when creating 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 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 Save button to apply the cost centre selection.

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.

If the Restore Cost Centre Details From Bill facility 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 a project with the same account number is subsequently viewed with the same version of BT Billing analyst

23.5 Schedule outputs

All electronic schedule outputs will be stored in the Output folder defined by the Scheduler Administrator within the Analyst Elite scheduler server application. Within this folder report files will be saved to subfolders, created from the client’s username. If the reports have been generated using a specific cost centre/telephone number selection, then the reports will be saved within another sub folder created from the cost centre/telephone number used. Where multiple cost centres/telephone numbers have been assigned in a single schedule, a separate folder will be created for each.

For Example: C:\Default Folder\Username\CostCentreName

All csv reports will be identified by the file extension .csv and all Excel reports by the extension .xls

23.6 Deleting a schedule file

To delete a pending or completed schedule, click on the schedule to highlight it and click the Delete Schedule button. You will be prompted with a warning before the schedule is deleted.

23.7 Appending to a template

To append to a template, double click the schedule name in the pending grid, click the Edit Template button and then the Add Report button and follow the procedure above. To exit the Template screen click the Save button, if the template is linked to a pending schedule a warning message will be displayed before any changes are saved

23.8 Editing template entries

To append to a schedule, double click the schedule name in the pending grid, click the Edit Template button and then the Edit Report button.

To edit a report double click the entry in the list. Edit the parameters or cost centre selection using the facilities displayed, then click the Save button to save the changes.

To delete an entry double click on the entry in the list then click the Delete a Report button.

Click the Save button to exit from this screen. If the template is linked to a pending schedule a warning message is given before changes are saved

To change the schedule date and time, click the appropriate options on the Schedule screen.

23.9 Managing template entries

On the main Scheduler Screen click the Manage Templates button. The Manage Templates screen will display a list of current templates together with the account reference, bill type, how many reports are linked to the

23.10 Email options

The email options form can be accessed by selecting Options from the main screen and then clicking Email Options. To add an email address to a cost centre, click the Add Address button from the main Email options page. Select the relevant project and highlight the required cost centre. It is possible to select up to five levels of cost centres from the Select Cost Centre Level drop down box. When a cost centre level is selected, the list underneath it will be populated with entries from that specific cost centre level for the selected project. Highlight the required cost centre, type the recipients email address in the box and click the Add Address button, a confirmation message will be displayed. Click the Close button and then click the Save button on the main Email Setting screen to commit any changes.

23.11 Export addresses

The email addresses set up against a cost centre level for a specific billing account can be exported to as .CSV file so that it can be used again in later projects. The .CSV file is saved in the following format:

Cost Centre, Email, Level, Billing A/C

23.12 Import addresses

The Import Addresses button can be used to populate the email settings screen with previously exported data. Click the Import Addresses button and select the project against which the .CSV file will be imported. Click the Import button and the .CSV file will be imported into the email settings.

Please note that only information for cost centres level 1-5 will be imported, if the data contains any other cost centre level the import will be stopped, once the file has been amended the rest of the information will be imported. If a .CSV file exported by a version of Scheduler earlier than 2.0.2d is to be imported, the data populated will be contain the billing account number of the project originally used. To ensure the file is imported correctly the user must ensure that the cost centres that exist in the .CSV file are present in the current project against which the .CSV file is to be imported.