Half Year Report
Half Year Report (HYR) Data Entry
Rational – Each year Associations report on their half year data by the 31 July at the latest. If you are using the PRISM commodities module for the first time, you may have to enter the data retrospectively as you have done with the Annual Report data from the previous year.
Until the current year is over you will not know your actuals and so at this stage, work with your known Half Year figures and this will be followed by entering your estimates into the following years APB (Annual Programme Budget). In this example, this will be your 2008 proposed budget. It is this information, in collusion with your previous years AR (Annual Report) actuals that will provide the system with all of the data it needs to assist you in producing an estimate for your final commodity order from ICON or other sources at the Annual Program Budget
Purpose – enables an Association to…
- Obtain an overview of product inventory movement during the first half of the year
- Consider needs for the second half of the year
- Estimate the buffer stock
- Determine need for supplemental requests to avoid stock outs (and taking into account the months of inventory stock at the end of the current period)
- Analyze distribution trends
System Verification
- Current year opening balance = Prior year closing balance
- Inventory movement by channel of distribution
Note: All products presented in the Annual Report and ending the year with a positive stock balance should be included in the Half Year Report, regardless whether there was any inventory movement. Explain why in the note section.
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To complete your Half Year Review log on to PRISM just hover over the "Commodities" tab on menu then click "HYR | AR".
To enter the HYR data you must click on the edit button on the same row as the product for which you are entering the data.
The HYR data entry screen will pop up. This screen contains a table in which you can enter the specific details of the stock levels of each commodity ordered in the previous year.
Content by Column
A = Prior year Annual Report Actual balances
B = Current Year Budget recommended by RO
T = Interim Actuals January – June entered in HYR
X = Forecast July - December
The total opening balance always should be equal to the ending balance of the prior year.
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Status
PLEASE REMEMBER that after you have entered all your data you must click save and then repeat this process for all the rest of your products.
Once you have clicked save, the screen will automatically transfer you back to the product portfolio table. The grey box which you initially clicked on to enter data should now have changed colour. There are four possible colours and each one indicates something different. Please see the table below as a guide.
GRAY
Data has not been entered (Opening Balance / Received Quantities / Issues / Adjustments)
GREEN
The prior year ending balance equals the current year’s opening balance.
GREEN
The distribution is LESS than the sum of the opening balance and the quantities received.
GREEN
The sum of the opening balance and the quantities received in the AR is equal to or greater than the annual distribution.
YELLOW
The quantity reported as distributed and/or received in the AR is LESS than in the HYR.
YELLOW
The opening balance was entered BUT WITHOUT entry of quantities received, distributed, and adjustments.
RED
The prior year ending balance and the current year opening balance are NOT the same.
RED
The quantities reported as distributed (HYR/AR) are GREATER than the sum of the opening balance and the quantities received.
Helpful hint - If the box is coloured either red or yellow but you have a valid reason for this you can leave an explanation for your RO in the MA notes section (found below the AR data entry table) so that they do not have to worry about contacting you. Please see below for a full explanation of the MA Notes data entry section.
MA Notes
In the status box you should see a blank data entry box below the title MA Notes. Here you can enter manually your explanation. This is an internal messaging system which your regional office can access and it means they do not have to contact you directly to enquire the reason behind the discrepancy.
Please then click in the circle next to the green Ok box. This will further signal to your RO that you have a reason for overriding the systems judgment.
Alternatively if there is a problem which you would like to alert your regional office to, you can tick one of the circles to indicate either Needs Attention or Possible Problems have occurred. If this is the case please enter a message to your Regional Office in the MA Notes box explaining what the potential problem is.
Your RO sees an alternative view of this page which shows them any explanations you have entered and also if you have changed the status to Ok, Needs Attention or Possible Problems.
Helpful hint – Please remember to click save after every change that you make or new piece of data entered. If you find that the AR box is grey on your Product Portfolio Table it may be that after entering data you did not click save and therefore the system is still registering no information.
Helpful hint – Please ensure that the Closing balance for the previous years AR matches the opening balance for the current year’s HYR (and AR). You enter this information manually yourself in the column headed HYR Actuals Jan-June.