Introduction
Rapport3 provides several methods to present information to the user.
The key methods are:
Panels
Panels can be found throughout the system, and they present summarised information in a format that allows the user to interact with the data, as well as having the ability to change the layout and positioning of the panels, and view more than one at a time.
The key panels in relation to projects are:
- Home Dashboard - Project Summary Panel
- Projects Dashboard - Project Metrics
Messages
Rapport3 generates a number of automatic notifications that users can access from the Rapport3 homepage. Such messages come in a number of formats, most of which allow the user to spot changes that affect various parts of the system
Standard Reports
Reports are generated on demand by users, and are generally grouped into three types:
- Grid
Grid reports are generated with the intention to present data in a simple row and column format, which can be easily exported to Excel for more detailed analysis
- Pre-formatted
Pre-formatted reports have been designed with a specific format that generally works best when exported as PDF documents. These reports are particularly useful for printing detailed analysis
- Screen
Screen reports are the most flexible as they allow the user to alter their reporting parameters from one screen, as well as exporting to Excel for further analysis. In addition, screen reports can allows the user to access other parts of the system from the same screen
*Please Note: Custom reports can also be created for Clients who have bespoke reporting requirements. These would be considered.
Rapport3 Cubes
Rapport3 cubes allows you to access the raw data of Rapport3 directly in Excel or Power Bi.
This allows you to create your own reports and/or charts and tables for regular review.
The data needs can be refreshed to pull through your live data in your desired format.
How to Generate a Report
- Click on the
icon available on the right hand side of any page to bring up the following console allowing you to choose a report:
- Select which area of the system you wish to run a report from:
*Please Note: This will automatically default to the module which you are currently based.
- Select which type of report you wish to run:
- Click on the report you wish to select. It may be necessary to select further options regarding filters. You will be able to filter by the date range once the report has loaded.
- Click the format of the report you wish to see. This will be different depending on what type of report you have run.
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- Screen reports have extra functionality for filtering within a report.
*Please note: it is necessary to refresh the report once all the correct filters have been set up.
- Once the report has been generated, it is possible to export the report into excel by clicking on the export to excel icon on the top LHS of the screen.
Favourites
Rapport3 have over 100 Standard reports across all areas of the system. For your own efficiency, we recommend setting up your ‘favourites’ within the reports engine so you can get to your desired report as quickly as possible.
- Click on the star icon within the Report Engine to bring up the ‘Report Favourites Admin’ window.
- Click which reports you would like to see appear within your favourites. Once complete, click Save.
Keywords
The Keywords feature allows you to search across the reports based on a particular keyword.
All reports within Rapport3 have all be tagged with key words associated with the key topics that are covered in the report. This will reduce the full report list to the areas of interest to you.
Keywords is shown as a dropdown filter within the Reports Engine.
Filter Options
Rapport3 has 2 methods of filtering the information which is returned in standard reports.
Filtering in Advance
At the bottom of the reports list, there is an option to predefine the information returned via the filters. There are 3 filtering options:
- All – This returns information on all records for that area. For example, if you are in the projects area, it will return all projects regardless of the status so closed and lost projects will also be shown
- Existing Filter – This will return records that are included in your current search. As a default it will show the following for each area.
- Staff – all current staff members
- Contacts – All Active contacts
- Projects – all projects with a status of FeeBid or Active.
- Current Record – This will just return data based on the current page you are generating the report from. Where applicable, some returns have additional filter options for dates or specific criteria applicable to the report.
Filtering within the Report
Screen reports have filters available within the screen, allowing you to reduce the information to your desired selection. Once you have selected your filters click the refresh button to load the selection.
Standard Reports - Projects
Across All Rapport3 Clients, the below chart highlights the most frequent reports ran in 2019.
These are the most frequently run so it is important to note that reports lower down the list maybe of equal or more importance, they are just not required as frequently.
Timesheet Analysis
Timesheet Summary
Ordered by project, staff members, a list of completed and approved hours put against fee projects grouped by project and Workstage.
Timesheet Staff, by day
Staff Timesheets broken down by day.
Actual vs. Forecast Hours
This report shows forecast hours/days compared to actual labour hours/days by month.
Assigned Labour Detail
Detailed list of labour by project, including which invoice the labour has been assigned to.
Transactions - Labour Costs
All labour transactions by project
Timesheet - Staff, by day with charge value
Staff timesheets broken down by day. Includes charge value based on project grade rate (if available), or staff grade.
Project Profitability
Profit and Loss
Displays the total of labour and expenses costs, and invoicing for the selected report period. Calculates the profit or loss for the project. All financial amounts are converted into the selected report currency. Please note that currency conversion into non project or parent currency is performed at a monthly snapshot rate.
When running in parent currency, or when report currency matches project currency, conversion takes place based on the individual transaction dates.
Profit and Loss (Overview)
Quick view version of the P/L report limited to key columns. Displays the total of labour and expenses costs, and invoicing for the selected report period.
Calculates the profit or loss for the project. Billed (Our Fees) and Billed (Other Fees) breaks down the billing for the selected period for information, irrespective of the "Include Recharge" filter, but are not used in the P/L calculation. All financial amounts are converted into the selected report currency. Please note that currency conversion into non project or parent currency is performed at a monthly snapshot rate. When running in parent currency, or when report currency matches project currency, conversion takes place based on the individual transaction dates.
Profit and Loss (By workstage)
Displays the total of labour and expenses costs, and invoicing for the selected report period, broken down by workstage. Calculates the profit or loss for the project workstage. All financial amounts are converted into the selected report currency. Please note that currency conversion into non project or parent currency is performed at a monthly snapshot rate. When running in parent currency, or when report currency matches project currency, conversion takes place based on the individual transaction dates.
Profitability Grouping Analysis
This report compares the profitability of two periods, grouped by branch, sector, discipline and client. All amounts are converted into a single report currency.
The start and end month sets Period 1. Typically, this could be set to a single month, a quarter, or a year.
The P2 comparison dropdown sets the previous period to compare with. This allows you to select a single month, and compare with the same month a year ago, or to compare the current quarter with the previous quarter.
Project Forecast Report using estimated workstage WIP % complete
Project forecast report. This uses the workstage % complete estimate as an alternative to using the detailed labour budget forecasts in the fee / budget plan. This is a useful estimator when fee / budget plans are incomplete (for example speculative projects). All amounts are converted into report currency.
Project Forecast Report using Labour Plan
Project forecast report. This uses the detailed labour budget forecasts in the fee / budget plan. All amounts are converted into report currency.
WIP Detailed Report
Detailed WIP report. Actuals are up to and including the selected month. Please see the guidance notes which accompany this report and set out the calculations and filter options.
Invoicing
Forecast vs Actual Billing
Shows a comparison of forecast billing and expenses against actual billing and expenses, month by month and by project.
Billing Schedules
Shows forecast billing amounts for all ongoing projects.
Billing Actuals/Schedules
Shows the actual sent invoices prior to this month and the forecast billing amounts from this month onwards. You can choose the start and end dates from within the report.
Sales invoice Summary
Basic List of invoices with details such as client, project, paid amount and paid date.
Aged Debtor
Shows aged debtors and amount outstanding by invoice (excluding bad invoices, which are not chased for payment). Currency shows the currency of the invoice. All amounts are converted into the selected report currency.
Aged Debtor (Overview)
Shows a quick overview of aged debtors and amount outstanding by invoice (excluding bad invoices, which are not chased for payment). All amounts are converted into the selected report currency.
Work in Progress
WIP – Detailed Report
Shows a summary of the health of the project- actuals and forecast.
Also, provides useful information on the financials of the project including Amounts recoverable on contract.
WIP – Detailed Report by Workstage
Shows a summary of the health of the project- actuals and forecast.
Also, provides useful information on the financials of the project including Amounts recoverable on contract. This report is broken down by workstage.
External Cost Review
Project Expenses
List of all expense’s places against fee projects with filters for date range, type,
nominal and rechargeable.
Subconsultants Management Report
Broken down by project and supplier. Compares planned vs. Purchase invoices vs. assigned to invoices.
Subconsultants Management Report by workstage
Broken down by project and supplier. Compares planned vs. Purchase invoices vs. assigned to invoices.
This report is broken down by workstage.
Subconsultant Costs
Track the monthly actual/forecast sub-consultant costs
6.6. Resourcing Reports
Staff Resource Utilisation – available monthly or weekly
Shows the staff labour days allocated to projects by month. Can be filtered by office, status, discipline or director.
Staff Utilisation Summary – available monthly or weekly
Shows the projects each staff member is resourced on for a selected period of time, with a summary showing their available utilisation.
Actual vs Forecast Hours
This report shows forecast hours/days compared to actual labour hours/days by month. Forecast hours/days are taken from the monthly total on the fee/budget labour plan. Actual hours/days are from processed timesheets, summed by month. Only projects which have either forecast labour OR timesheets for the period are displayed. The Hours / Days toggle converts between hours and days using the project branch daily working hours. This allows easier comparison with the labour planner.
Actual vs Forecast Labour Cost
This report shows forecast labour cost compared to actual labour cost by month. Forecast costs are taken from the monthly total on the fee/budget labour plan. Actual costs are from processed timesheets, summed by month. Only projects which have either forecast labour OR timesheets for the period are displayed.
6.7. Additional Project Reviews
Project Summary
Simple summary to display list of projects and with basic information including fee.
Project Other Info
Summary to display list of projects and with basic information including all
information on the ‘Other info’ tab.
QA Item Status
Displays a list of projects on the left with a list of all the QA items going across. A colour coding in the cells help to graphically shows the status of each item. A quick link on the left enables you to edit the QA items project by project.
Standard Reports – Human Resources
Across all Rapport3 Clients, the below chart highlights the most frequent reports ran in 2019.
These are the most frequently run so it is important to note that reports lower down the list maybe of equal or more importance, they are just not required as frequently.
Timesheet Reports
Timesheet Completion Summary
Returns a cross tab view of timesheet completion by staff member for a selected date range.
Timesheet - Staff, by day
Staff timesheets broken down by day.
Timesheet hours by time code
Returns a summary of timesheet hours worked per employee between selected weeks, broken down by time code (Core, Overtime etc).
Timesheet - Staff, by day with charge value
Staff timesheets broken down by day. Includes charge value based on project grade rate (if available), or staff grade.
Absence Reports
Leave - Staff Leave By Date
Detailed list of leave for each employee. The report can be filtered between two calendar dates and for each specific leave type.
Staff Holiday and Absence Summary
Returns scheduled staff absence for a selected date range. This corresponds with entries in the leave booking calendar.
Staff Holiday Allowance Summary
Returns summary of holiday booked by staff grouped by year. Filterable by year.
Leave - Sickness with Bradford score
Displays list of staff with Bradford number of sickness periods, sickness days, Bradford sickness score and Bradford recommended action. The calculation includes all sickness with a start date within the selected dates. NB the Bradford score is designed to operate on a 12 month period. Please note that sickness absence which is booked as individual days rather than in a block will increase the Bradford score. This report should be used as a guide in conjunction with the leave calendar. The Bradford score also takes no account of mitigating circumstances such as staff with a disability who may have a higher trigger point for absence.
HR Admin Reports
Staff - Current details
A summary of staff details, job role, project rate, training & qualifications, and personal information.
Staff Salary Information
Staff current and previous salary information.
Headcount Report
Shows a snapshot of staff headcount for a single day, or a month range. To run for a specific day, set the same start and end months and select a day from the Mode dropdown.
Staff Turnover
Shows details about staff turnover for a selected period of time
7.4. Approval Reports
Skill Timesheet Authorisation Detail
A list of staff timesheets that have been processed or rejected within a selected week range.
Staff expense claim status summary
Lists a summary of staff expense claims between two dates.
Productivity Reports
Staff Utilisation Summary
Shows the projects each staff member is resourced on for a selected period of time, with a summary showing their available utilisation and their utilised %.
This report is also available in a weekly version.
Staff Productivity
This report breaks down staff productivity. Total available hours excludes staff holiday and public holiday. The E.W.T.D column displays the average number of weekly hours for the selected European Working Time Directive period (end week minus the selected number of weeks, regardless of the report start week). The default Working Time Directive period is 17 weeks.
Flexi hours Balance
This report is specific to the flexitime functionality within Rapport3.
This report shows the number of flexi hours accrued and taken by member of staff. Only staff who have flexi hours enabled in their career record are displayed. The columns show the expiry period of the accrued hours. For example, the February column shows hours which were accrued in January which must be taken by the end of February.
Staff Activities
Skill Base/ Skill Matrix Report
Shows details from the HR Skillsbase or Skills Matrix tab.
Displays a list of staff skills, sub-categories and qualifications from the Skills Matrix page.
CPD Details
Summary of CPD details by employee.
CPD Hours Summary
Provides a summary of CPD hours for staff within a selected date range.
Standard Reports – Contacts
Contact Review
Contact Details Summary
List of contact details by company
All Companies
View all companies including company name, town, postcode, telephone number
Company Projects
Lists contacts by project and their role on it.
Analysis - 12 month Client Income Analysis
Analysis tool to look at income by customer.
8.2. Business Development Review
Contacts Task Report
Returns a list of contact Business Development tasks, filterable within the report.
Campaign Group Members Report
Display list of contact details which match chosen campaign.
8.3. Contact Admin
Duplicate Contacts check
Using fuzzy logic the report attempts to find similar sounding contact. i.e. John Smith, Acme Architects and Jahn Smitth, ACMI Architects would both be found.
Orphaned Companies
Views all Companies with no contact entries.
Data privacy report
List of contact data privacy information.
Standard Reports – Control Panel
Security
Security Summary – All Details
List access rights for modules, tabs, special permission and reports for each group.
Report Summary
Returns a list of Reports installed in Rapport along with a description
Rapport3 Cubes
Introduction
Rapport Cubes use Odata to access the raw data within Rapport3, in data analysis tools like Excel and PowerBI. We have developed summarised cubes of all the database tables from Rapport3 in a user-friendly format. This allows you to interrogate your own data directly within MS Excel or Power Bi.
Excel is great for consumption by a single user, wanting access to very specific information.
PowerBI is great for dashboards and visual reports for consumption by many. Depending on how you intend to use Power BI, it may be suitable to acquire a Power Bi Pro License.
For further information on creating reports in Excel and Power BI, please refer to the webinar section of the Customer portal and watch the following videos:
- Report building Excel
- Rapport3 & Power bi
Getting Started with Rapport3 Cubes
Cubic Interactive have a produced a full Data Dictionary. This gives you a detailed description of all the fields available within Rapport Cubes. We have created a number of reports to give you an initial start on creating your own reports.
The following reports are available by request:
Power BI | Excel |
| Project Analysis | Profit and Loss |
| Project Summary | Labour cost Pivot |
| Resourcing | |
| HR Analysis | |
| Staff Management |
*Please contact the Cubic Interactive Support team to request a copy of the latest versions.
Rapport3 Cubes – Connection Details
- It is necessary to enter in your Rapport3 Mobile credentials in excel or Power BI to connect to Rapport Cubes. Your unique mobile credentials are available within your profile Avatar as follows:
- Copy the Login Name and Pass Code into excel or Power BI.
Rapport Cubes – Security Settings
Each Rapport Cubes has its own unique security setting. It is possible to change the permissions of each Cube from the control panel using your standard Rapport3 Security groups.
Connecting to Power BI
- Open report in Power BI desktop
- Go to File > Options and Settings > Data Source Settings
- Select https://cubes.rapport3.com
- Click “Edit Permissions”
- Click “Edit” under Credentials
- Select the type of account you have credentials for i.e. Basic or Office 365
- Type in the credentials (Rapport3 mobile credentials)
- Click “Save”
- Click “Ok” on the next window then close the Data Source Settings
- Before the change takes effect you will need to click Refresh at the top for the new data to come through
Connecting to Excel
- Open Excel/Power BI
- Select the “New Query” Button, “From Other Sources” and then “From OData Feed”
- Enter https://cubes.rapport3.com into the textbox and click OK
- You will be presented with the Authentication dialog. Select “Basic”.
- Enter the “Login Name” field from the Rapport3 Mobile page into the “Username” field in Excel.
- Enter the “Pass Code” field from the Rapport3 Mobile page into the “Password”
field in Excel. - Finally Click the “Connect” button, to connect to the Data Cubes.
- You will be presented with a list of Objects to Query. Select the Item and Click Edit