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Hyperion Planning System - UBC Information Technology

1. 64 Campus Wide Budgeting System User Guide 2 Inthe Approve Transfer window enter your PG in the field Select Project Grant to Transfer to and then click Validate The system displays the message that all runtime prompt values are valid Approve Transfer Windows Internet Explorer ml x a http thames adm ube ca 19000 HyperionPlanning RTPPopup jsp Applicatian FundPla i All the runtime prompt values are valid zi Runtime Prompts Dept pprave GPO External Ter Select Project Grant to Transfer to Entity Da Mot Change Txr Dept Do Mat Change _D121300 vU Line Item Do Mat Change LINE_ITEMO1 GO Year Do Not Change sl E Borel Onee 0 y 3 Click Execute to approve the transfer Rejecting a Transfer 1 Right click on the detail of a pending transfer review the details and then click Reject Transfer from that pop up menu This opens the Reject Transfer window 65 Campus Wide Budgeting System User Guide Reject Transfer Windows Internet Explorer Seles Runtime Prompts DeptReject_GPO_External_Txr Entity Do Not Change A Tor Dept Do Mot Change A Line Item Do Not Change A Year Do Mot Change a Praject Grant Do Mat Change 2 E Internet 4g Aios 2 In the Reject Transfer window enter your PG in the field Select Project Grant to Transfer to and then click Validate The system displays the message that all runtime pro
2. General Authentication Explore Ez Financial Reporting Ux Web Analysis A Planning NOTE Not all the features in the Preferences window are open to personalisation and those that are should not necessarily be changed from their default 20 Campus Wide Budgeting System User Guide General All users have access to general preferences For example a user can set an application e g UBCPlan or FundPlan as his or her default startup item at logon General preferences set defaults for default start page for the content area displaying document paths prompting to save files and setting accessibility mode Changes made using Preferences go into effect next time you log on Setting the Accessibility Mode Users who are visually impaired or hearing impaired may use the Accessibility mode of the system These settings will help such users to better see and or hear what is on the screen These features reside inside the Preferences window Enable Screen Reader Support Select Theme Normal Normal High Contrast 1 Click the File menu and then Preferences The default Genera page opens 2 On the General page the Accessibility Mode section is the lower part of that window 3 Select the option required and then click the OK button 21 Campus Wide Budgeting System Financial Reporting Options User Guide The Financial Reporting sets preferences for reports seen on the screen and then onto t
3. and fill See the section Grid Spread for details Shortcut press Alt E and then G or click the toolbar button sg Launch Rules Launches a business rule from a data form See the section Bus ness Rules for details Shortcut press AIt E and then L Annotate Adds comments to a planning unit Planning Unit Cell Text Adds comments to a specific cell or to a range of cells at any level in a data form See the section Entering Cell Text for details Shortcut press Alt E and then B or click the toolbar button La Supporting Adds detail that aggregates to the cell value in a data form See the Detail section Entering Supporting Details for details Shortcut press Alt E and then N or click the toolbar button E Lock Unlock Locks cells so that they are ignored when data is spread See the section Cells Lock Cells for details 15 Campus Wide Budgeting System User Guide Shortcut press AIt E and then K or click the toolbar button p Add Edit Opens the Add Edit Document window from which to select the Document document you want to add or edit Shortcut press AIt E and then E or click the toolbar button eh Open Opens the Open Document window from which to select the storage Document location where the document is saved Shortcut press Alt E and then A View Menu The following table describes the commands under the View menu View pane Hides or shows the view pane on the page Shortcut press C
4. Hyperion Planning System Project Titan Campus Wide Budgeting System User Guide Table of Contents WELCOME TO THE BUDGETING SYSTEM m INTRODUCTION E 1 AUDIENCE E 1 DOCUMENTATION CONVENTIONS 55 3 5 2 3 38 02 82 ee i s dicar cow a cra Tale CR RR ac a ENEE 1 TERMS USED INTHteSMANUAL hehehe esame essen rara raura raa rara rara rara rns 2 LOGGING INTO THE SYSTEM cotarro E mE EQRSUD aed RUE ai true mdE Vau ca UE V ME COM REI US 3 LOGGING OFF THE SYSTEM TETTE 5 RSV LN 7 Scenario and Version Dimensions rus k aura nna 7 Account DIMENSIONS iaa 8 FIOJSCct Grant DIMENSIONS EE 8 ENY Be c Meet Pme 8 rear DIMENSIONS E 8 Period DIMENSIONS coocoocccnncnnnc ano 8 PURO OTTIS ONS sa TIT iden eg 9 Program Code DIMENSIONS EE 9 MEMBE Sirio adela LIN LIAE EUM 9 GENEALOGICAL RELATIONSHIPS rason 9 POINIS OP VIEW eeh 10 ELEMENTS OF THE CONTENT REA AND DATA FORMS neen nen kk NNN KEN KKK KKK kee sen wen LL COLLAPSING AND EXPANDING DATA ENTRY AREAS AND FORMEN 12 HIDING AND SHOWING ROWS AND COLUMNS cceceeceeceuceueeuceuseueeueeuseueaueeueeueaueuueaueaueags 12 DATA ei 13 APPLICATION TABS caos 14 HISP IcKM RU E EE EE A E E E E S 14 Shell IRC 14 TOOLBAR CIE Ke EE 16 NAVIGATION e nantes 18 Workspace e 18 WISE OP COLOUR A 19 SETTING UGER PREFERENCES EEN 20 1 X
5. Scenario Plan Version Working Entity CAPITAL ADJUSTMENTS Process Status Owner Last Action Status Changed Change Status Existing Annotations Mo annotations are available for this planning unit H Add Annotation Fe HomePage A UBCPlan vie p p p p Ee 4 Click the Change Status button This opens the window Change Status Change Status Select Action Select Next Owner Promote admin Enter 4nnotation 5 From the Select Action drop down list select the most appropriate option from the list e g Promote 6 From the Select Next Owner drop down list select the name of the user responsible for reviewing and approving such budgetary information 7 Enter notes comments or instructions in the large Enter Annotation textbox 8 Click the Submit button from the Change Status dialog box when ready to promote the plan to the next level of revision You return to the Planning Unit Details page 54 Campus Wide Budgeting System User Guide File Edit View Favorites Tools Help pus Welcome TRAINO1 Log Off ORACLE Ze Explore B d Search iy UBCPlan x i The planning unit has been changed x Scenario Plan Version Working e Entity D110200 Process Status Owner Last Action Status Changed Under Review TRAINO1 Promote 8 4 10 2 12 PM Existing Annotations Title Check Status Under Review jJ zi Add Annotation 9 Click the D
6. The following rules apply when you paste data into a form e Ifthe size of the destination area is a multiple of the size of the copied area data is repeatedly pasted into the destination area For example if you copy the contents of two rows and then select six rows the system pastes the contents of the two rows three times to fill the six destination rows e You cannot paste data into read only cells e The system copies and pastes the stored values of cells not the values that are determined by the precision setting e When you paste data into summary periods the system applies spreading rules for each cell in succession working from left to right and top to bottom Therefore the pasted data may not match the copied data Copying and Pasting Data 1 Select an intersection on the data form 2 Click the Copy button d If the system asks you about allowing access to the clipboard click Yes 3 Select the remaining months for an account row by clicking the first cell and dragging the mouse to the last cell you want as the complete selection 4 Click the Paste button EN The remaining months have changed to reflect the copied data 5 Click Save Ey to commit the changes to the database or click Cancel to disregard the changes Saving and Refreshing Data When you save data total are recalculated and updated values are displayed for members that are calculated dynamically When you refresh data the system warns you t
7. QTR 1 Children of Fiscal Parent of July and August QTR 2 Year July Children August of OTR 2 Points of View A point of view POV defines the context of the data A POV defines what data is retrieved from the database and displayed on the data form A POV is made up of intersecting data elements such as Department PG and Program Code to give context to the data HH Eure E ean w 50000 General Purpase Operating v tl D610100 Capital Assets Adjustments ei Page CP amp DEFAULT Default Project Grant w B PC DEFAULT PC DEFALLT Default Program Cade se 2010 11 r n Plan Working id September See CE 1 _ 1 1 LL FIGURE 1 The combination of the selected data elements dimensions gives context to the data Examples of points of view Example 1 Scenaro At Example 2 Department D321000 Department Faculty of Arts Users select the dimensions that make up the point of view for the selected data form to work with 10 Campus Wide Budgeting System User Guide ELEMENTS OF THE CONTENT AREA AND DATA FORMS The content area is the large window that takes up most of the right side of the screen It is to the right of the view pane and it normally contains the data form L The area on the left of the content area is the view pane Oracle Enterprise Performance Management t Syste m Wo orkepac Fusion Edition Windows
8. Select a character to represent decimal points for example 1 000 06 for the Decimal Separator The options are comma period underscore _ and Space 6 From the section Export to Office Application select either Office 2000 or Office 2002 or higher as the version of Microsoft Office that you have installed NOTE If Office 2000 is selected Excel is the only Microsoft Office application to which you can export If Office 2002 or higher is selected 22 Campus Wide Budgeting System User Guide Excel Word and PowerPoint are the applications to which you can export 7 Check the Merge Equivalent Prompts checkbox to respond only once or deselect to respond consecutively to prompts and variables that are repeated multiple times 8 Select Show Annotation to add edit and display annotation in a report Select Annotation Print Details to specify how annotations should print 10 Click OK when done Setting Individual Display Options Your number format selections apply to all currency values displayed in all data forms within the current application and that you can access These selections can override default settings Use the Display Options tab to perform the following tasks Change how numerical values are displayed Set aspects of page selection for example instruct the system to remember which page was previously selected and to provide a search facility when the number of pages exceeds a certa
9. ft HomePage A UBCPian se e EECH Viewing the Status of Existing Positions To review the status of positions in your PG as they are in the Position Management System you must be in the UBCPlan application and you must have access to the Workforce module 67 Campus Wide Budgeting System User Guide 1 From the left navigation View pane click on the Forms folder and then on Workforce The system displays all the data forms available in the Workforce folder Select from data forms 4 01 to 4 04 e g 4 01 Existing Position Status Faculty Only The system displays the status of all the positions in your PG as seen in the Position Management System This data form serves to display status information on existing data No actions are taken on this form To navigate to the next Workforce feature right click on any position listed and then select Edit Existing Position Information from the pop up menu displayed or continue with the next section ag LE FAULT Detault Pr ram Code Asst Professor tenure POODC sie Edit Existing Pasition Information View Mew Positions Status Edit New Position Information Edit Overtime Hours Financial View by Position and Employee Financial View by Department Input Financial Data by Department Editing Existing Position Information Viewing existing position information allows you to review salary and benefit expense information for your PG You may edit some of the i
10. instead of HTML Preview It may look as though the system is not responding but just be patient It is working 8 On the POV select a different Period e g Period Q2 ta Reports Production Oy Period YearTotal LE po POV Period FIGURE 7 Clicking the button opens the Member Selection window Available Period 1 12 of 12 Find Name lk MM Wusewidcards Qh Rows Per Page 100 Name Eh Period Ya C BegBalance ES C vearTotal Aud Cas atri Bu Co Qtr2 O ul July 0 PIC Aug August MBAC sep rmm Qtr3 Qtr Default Sud C os Bul C o ad Totatvear dl substitution Variables 86 Campus Wide Budgeting System User Guide 9 Expand the Period member and the YearTotal member 10 Select Q2 and then click OK to review the report od File View Favorites Tools Help Welcome TRAINO1 Log Off ORACLE 4 Sar a O i Search MEE Titan Reports Production ISPlan Snapshot Scenarios and Variances x Oy Ferns 22 Qa ros Ge cran Og emo oram Og Posen coos EE SSCS a place of mind THE UNIVERSITY OF BRITISH COLUMBIA Snapshot Scenarios and Variances G0000 D110200 DOGTRAIN PC DEFAULT Qtr2 Actuals Plan Forecast Plan Actuals vs Plan Plan vs Plan Forecast vs Plan 2008 09 2009 10 2009 10 2010 11 2008 09 amp 2010 11 2009 10 amp 2010 11 2009 10 amp 2010 11 Approved Approved Working Working Fav Unfav Change Fav Unfav zx Change Fav Unfav Change
11. lasere Celk Te Kiini 35 Campus Wide Budgeting System List El M 73 A EE 4 E EE 3 Log off PACA EE 5 Managing Planning Units Lacoste eite menta erit 48 Mapasins ed a e 67 ee 8 ING UIS Te EE 17 Navigation menu EIE Lake EE 2 New hires CALLING INFOTMAU ON osse ete reas 70 Ee See Workspace Parent Child See Genealogical Relationships Paste Cut Copy Features 43 Percentage Spread leede en tee ETT ese 33 Picklist o Lut ele EE 2 Plan EE e e E 55 Planning Unit reviewing approving cccccccccccnnnnnnnonnnnnnnnnnnnnnnnnononnnnnannos 59 Plantino Units ias 48 POTTS OLIV ACW ND 9 Positions viewing the Status OF EE 67 Preference Sierpe ida 20 Print tepo M TE 89 Rejecting GPO Funding Transfer 63 Relationships Gencalogtealus c dece opt debba dd essi RdA 8 RED OTS e a atte a ub vede abate olus 76 Exports to EE 88 PEINE aio 89 Reports in HTML 90 User Guide E E E 76 Reviewing Approving a Planning Unit 55 Rules EE 44 Scenario DIMENSION A 6 A eebe ad Ge See Workspace elt See Genealogical Relationships SEN Oar a See Log into the system Simultaneous views See Application Tabs Spread Eet EE 33 Spreading Data WAL TOC Kec Cells is 41 HEEN 38 documenting your plan 38 Supporting Documents VU T 36 Tabs Applications 13 Task EE 73 Text blue UNEN tds 2 Hale O PM 2 A A A i MrDeN on en rane ree ti one 2 LODO Lo
12. m m m al Bh al a n a E 5 m Im m m Im m El rr Tr CD OD qm cal m m L zh zh zu orp ar ov ars el a a a Du S ag Ee ct a c um n WU hd Ir a Wir mammam TE 72 Sel Campus Wide Budgeting System User Guide TASK LISTS What is a Task List Administrators and interactive users can set up task lists that guide you through the steps to complete a budget cycle For example a task might help you enter data complete data forms run a business rule and submit numbers for approval or promote planning units Tasks can display instructions due dates completed dates and alerts Your administrator can also include tasks that link to other applications Working with Task Lists The ability to maintain and distribute customised Task Lists based on different user roles and responsibilities provides users with a step by step guide to the budget process but it must be set up manually Administrators can set up task lists to help with budget cycles For example a task might help you complete data forms launch business rules or promote planning units Tasks can display instructions due dates completed dates and alerts If your administrator assigns tasks to you you can view them in Basic Mode or Advanced Mode You can view Due date When tasks must be completed Alerts Visual cues about your progress and the completion date and time o Green On schedule o Yellow Approaching the due date o
13. 21 Financial Reporting Options EE 22 Setting Individual Display Options eeessssseeeeee een nhnhhhhhhhh nnn haha ahhh nhan 23 Web Analysis ee 23 PT e EE 25 DISABLING THE BROWSER S SCROLLING MENUS nennen heh aan nnn 31 DATA Zeil LEE Ae Campus Wide Budgeting System User Guide WORKING WITH DATA FORMS 522235658 LOS 33 Opening Data Forms in Advanced Mode isssssssssssse enhn hh hh a aaa ana ua 33 Opening Data Forms in Basic MOGC EEN 33 ENTERING DATA remm 34 HOW Spreading Data WORKS ASA 34 GHO SDFOSU EE 35 DOCUMENTING PLAN DATA EE 37 LOCKE dl tit elias Del 42 Examples of Spreading Data with Cell Locking oooccccccccccccccnnnnnananannnnnnnncnnnnoo 42 PLANNING BY USING A SYSTEM FUNCTION di AAA 43 AGJUSE FCOUUlC EE 43 CUL CODY Paste Rea E 44 Saving and ene e Data EE 44 SL RTE 45 Where to Find Business RUles isses Eo bao A eb die Pk x p 45 Running BUSINESS RUTO sri a ti dx E ERR Pr deu P Ed b ees 47 MANAGING PLANNING UNITS 2 222222222222222222222222222222snasusuasusuanssuasas E OVERVIEW OF PLANNING MANAGEMENT a ENEE AAA AAA 48 Eeer eher eebe 48 REVIE Wer ACTOS it T T UU TM 49 VIEWING PLANNING UNIT DETAILS costat rada 50 Statuses ana ACTION S eege ee eege 52 SUBEMICANG A E EE 53 REVIEWING A PLANNING UNIT EEN 55 APPROVING A PLANNING UNIT EE 56 REJECTING A PLANNING UNI KEE 56 COPYING DATA BETWEEN VERSIONS occonccncnncnnn 57 TRANSFERRING le 60 GPO FURGING ET eegene Ee 60 This represent
14. EN See Task Lists Toolbar Ee EE 16 Rok A A See Planning Units UE 20 User Ty DOS Rn l Version Brut EE 6 W COSA MALY EE 76 Workflow serioasa See Managing Planning Units ed tee 67 Mere See Task Lists WOKS Pa e Ee 10
15. Ee 121221 a 407235089 2379234 28842033 1512215 ad 60407868 53207285 8547 53794 465772016 A REF e RN usi uu AR ze Edit Data Spreadsheet Options Column Sizing 3 Place the cursor on the text of an account 4 Right click and select Keep Only Select your Point Of View POV Sea emm fund Goooo General Purpose Operating Department VP ACADIE Project Gei ALL PGS a Program Code ALL_PROG Approved Approved Working Account FY10 FY09 FY10 FY11 STMT_REV_EXP SSES REVENUES O ES MENTIS EXPENSES E INDE HUNE xm EXPENSE BUDGET Ced ud d X 3 COST OF SALES ENTM NETS SALARIES BENEFI 383 7952 seni ma 7 407 78 TRAVEL e E 1 879 851 1 392 735 e RE res 13057 a wa TI SE 8 50 784 699 04 50 015 570 25 3 353 117 GRANTS Save Selection as User POV 54 10 828 660 mee zs 9 j y 8 458 755 01 104 414 5 Deeg ces Tools 2 a scho ses ENTE E e mem o SS Data Display d SE Om ES 270 7 198 612 6 Am Refesh i 407235953 2 373 1 5122752 CAPITAL Export gt Ba m j 5 320 729 TEC 46 577 261 6 Si Print via PDF gt 0 0 156 000 4678 3352 14 460 835 42 954 720 Spreadsheet Options Column Sizing 78 Campus Wide Budgeting System User Guide The rest of the accounts are excluded from the report 2 Oracle Enterprise Performance Management System Workspace Fus
16. Explorer browser 1 Click Tools gt Internet Options 2 Click on the Security tab 3 Click the Custom level button 3l Campus Wide Budgeting System User Guide wacy Content Connections Programs Advanced Select a zone to view or change security settings Local intranet Trusted sites Restricted sites Internet et ites bech This zone is Far Internet websites E except those listed in trusted and restricted zones Security level For this zone Custom Custom settings To change the settings click Custom level To use the recommended settings click Default level 4 Scroll through the list of Settings and find Allow script initiated windows without size or position constraints and set it to Enable Security Settings Internet Zone Settings O Enable O Prompt 3 Allow META REFRESH C Disable Enable Allow scripting of Microsoft web browser control Disable O Enable Aloe scripting windows without size or position constr O Disable Enable SIORPRED pages to use restricted protocols For active conten O Disable O Enable 3 Prompt Alli webeltee Fo anen mindama without address or shahi e k Takes effect after you restart Internet Explorer Reset custom settings Reset Lo Medium high default Reset 5 Click OK in the Security Settings window 6 Click OK in the nternet Options window The menus will now scro
17. Folder admin 2 8 10 3 16 Pi C Shared Workspace Pages Folder admin 2 8 10 3 16 Pl E Titan Reports Folder admin 6 8 10 9 36 M El Users Folder admin 2 9 10 12 09 H Es example Financial Reporti admin 6 29 10 3 29 F GR UBC Project Titan Design Docu MS Word File lt m gt Name UBC_Project_Titan_Design_Document_v0 2 docx a 3 Type Ce AllFiles Y Version v1 7 5 10 1 58 PM S OK Cancel 4 Select a file from its network storage location Tf not is at the root continue searching through the folders until you find it 5 Click the OK button in the Se ect window or double click the document file name This closes the Se ect window inserts the filename of the selected document into the Add Edit Document window 6 Click the Submit button in the Add Edit Document window This closes the window and inserts a small flag in the top right hand corner of the cell or the data form 38 Campus Wide Budgeting System User Guide NOTE The window with the submit button may have been minimized when you clicked the browse A button In which case you would need to recall the window by clicking it from the status bar 7 To view the attached document click on the cell with the flag click the Edit menu and then the Open Document sub menu option The system opens the attached document onto the page Entering Supporting Details Supporting details enables you to calcula
18. GOVBC R Province of BC Province of British Colurmbea A 422010 Cda grants Natural Sa amp Engin 422020 Cda grants Socal Sa Humani 422025 Cda grts Canada Research Chair 422030 Cda grants Cda Inst of Hith Re 422080 Cda grants Mational Research C 422130 Cda grants Indirect Cost Resea AAA H be 1 4 4 422900 Cda grants Other fed agencies GOVCAN R Gowt of Canada Canadian government revenue A 431000 Grants Mumecipal governments 432000 Grants Other provincial govts 433000 Grants US government 434000 Grants Other foreign governmen GOVOTH R Other Governments an y Q memet ar ID gt 5 q 13 Campus Wide Budgeting System User Guide Application Tabs You can open several applications simultaneously or the same application multiple times and navigate between them by clicking the tab at the bottom of the page na Plan Ent Explore User Ent UBCPlan Ent plore User UBCPlan Ent Modes This system operates in two modes Advanced and Basic The features and functionality are much more extensive in Advanced Mode than in Basic Mode Users may switch between both modes at any time just by clicking the View menu and then either Basic Mode or Advanced Mode Buttons and Menus You have access to only the menus that your user profile permits you to a
19. Internet Explorer Go la ubcca 19000 workspacefindexjsp EG GREEN sl S is s lel File Edit View Favorites Tools Help x TE E E TER Ly Favorites ss Suggested sites BI Webs ery v e orade Enterprise Performance Management System G EJ C me y Page gt Safety Toos X Find helene Previous Next 8 Options a File Edit View Favorites Tools Administration Help ur Explore Hod 4 D w AF P Ree cp DI sl iJqCurrve Working P Forms PP 1 Forecast B F0000 Fee for Service v ii EI D810100 Capital Assets Adjustments vie eaa o f 2 Plan PG DEFAULT Default Project Grant v a ALL PROGRAMS All Program codos v E Long Range Fcst ds is Boi ss 2011 12 zi Plan Working pri Revenue Budget 4 iGovernment Grants 4 Other Grants Contracts amp Dona A Student Fees 4 Sales amp Services A E No Business Rule available CUTE 478100 Amort of Dfd Cap Cont Lib Book 478110 Amort of Dfd Cap Cont Furn g 478120 Amort of Dfd Cap Cont Cmptg Eq 478125 Amort of DCC Major Software 478130 Amort of Dfs Cap Cont Oth Eqmt 478140 Amort of Defd Cap Cont Buildg 478145 Amort of DCC Bldg Additions 478146 Amort of DCC Minor Renovations 478150 Amort of Dfd Cap Cont Inv T H 478160 Amort of DCC Capital Infrast smmcwenenecwsm __ EE ER __ 47885
20. Page PG DEFAULT Defaul Remove To be hired Hourly PC DEFAULT PC DEFAULT Default Program Code v amp 2010 11 v 9 2 Plan Forecast View Existing Position Status gt t d b E 3 Long Range Fest 9 4 Workforce 89 5 Test E 6 Other Wrkforce Forms EI 7 Delete These 9 cR no valid rows of data for this data form Edit Existing Position Information 4 Move your mouse pointer over Add To be hired This opens a sub menu Click one of the options presented in the pop up menu i e Salary or Hourly This causes another window to open 70 Campus Wide Budgeting System User Guide 2 Add To be hired Windows Internet Explorer Add TBH Salary Set 10 XA Descriptian 1 lt BR gt Start Month BegBalance x 1 lt BR gt Employee Type Regular CA Mu 6532 BR Group A 882 i 1 lt BR gt FT PT 1 BR FTE Upper Limit 1 0 Lower Limit 0 0 1 lt BR Starting Salary 1 lt BR gt Benefit 95 1 BR Hours per week ann l1 BR Campus UBCatVancouver ei UBCatVancower sein 1 lt BR Salar cute J 511000 Salaries 511000 Salaries Faculty nonbargaining ze nonbargaining 511000 Salaries Faculty nonbargaining BY Launch Cancel Validate Validate Create 3l Fili Internet fa i 5 Enter the appropriate data in each corresponding field and then click Validate when you re done Provided there are no errors the system will display a message that all r
21. Revenues Funding Expenses SALARIES 1 554 417 1 620 034 1 694 051 139 634 9 1 694 051 1 694 051 74 017 5 SUPPLIES EXPENSES 4 392 18 506 30 960 26 568 605 30 960 30 960 96 49 466 267 TRAVEL EXP 1 156 11 902 10 746 930 11 902 11 902 11 902 11 902 PROFESSIONAL FEES 394 384 394 394 394 96 394 394 UTILITIES A 11 669 11 890 12 100 431 4 12 100 12 100 96 210 2 96 CAPITAL EXPENDITURES 505 12 20 253 19 748 3 914 20 253 20 253 96 20 241 176 012 1 572 139 1 613 430 1 769 659 197 520 13 1 769 659 1 769 659 156 229 10 Interfund Transfers TROUT 9 450 9 450 9 450 9 450 945 000 9 450 9 450 J J 9 450 9 450 9 450 9 450 945 000 8 450 9 450 STMT REV EXP 1 572 139 4 1 613 430 1 779 109 206 970 13 1 779 109 177 910 876 165 679 10 Export In Query Ready Mode Report Crested 2010 Juf 08 Ron 2010 Ju 23 13 27 4 A FIGURE 8 See the result of the change of Period from TotalYear to Q2 Exporting Reports to Excel Whether you are viewing a Web Analysis report or a Financial Reporting report you can export the report to an Excel format The report must be open on the screen 1 Click the File menu 2 Click Export 3 Click Excel 4 Click Fully Formatted Grids and Text This opens the File Download window You may choose to first open the file in Excel to view it before saving it by clicking the Ope
22. data forms available under Workforce 2 Select the data form 4 40 Overtime Hours Only those positions eligible for overtime are listed You may also have arrived to this page by right clicking on the position 3 Locate the position affected by overtime the applicable overtime data entry column and click inside the cell 4 Enter the amount of overtime hours or dollars expected for that period Repeat steps 3 and 4 for all positions and all periods affected 5 Click Save when done GO000 General Purpose Operating y d D314000 Office of the CIO v d Page 31612000 IT General Operating Costs sl D PC DEFAULT PC DEFAULT Default Program Code v M 2011 12 w Go Plan De v Working v April June August Septem Administrative spp A 77 Administrative Assist Chief information Of lt zl gt To advance to the next step in the process you may right click on any position and then select Edit New Position Information in the pop up menu to enter data for a new employee and access the page directly or navigate to the page through the menus and folders by following the instructions in the next procedure 69 Campus Wide Budgeting System User Guide q Fille Edit View Favorites Tools Help eia Explore El e E y fa Y ER E UD Den 0000 General Purpose Operating SE Dii 2z 0 0 Scho Page DOGTRAIN PC_DEFAULT SE zo1011 7 Plan gt gt
23. file The reports can also be exported to MS Office for reports and presentations 1 Click the Explore toolbar button EN The system opens the list of folders that contain the various reports 2 Click the Titan Reports folder Click the Production folder and then the ISPlan folder 4 Right click the report Snapshot Scenarios and Variances this file has an extension of Financial Reporting Report A sub menu appears 5 Click Open In HTML Preview This causes the Preview User Point of View window to open 84 Campus Wide Budgeting System User Guide Preview User Point of View vis report book will run for the members on the user point of view listed below Period Fund Program Code Entiby 0121600 M zeen 7 Year 6 Enter the member dimensions in each corresponding field and then click the OK 7 The reporting component of the system gives you the ability the drill down through reports in both HTML and PDF Click on the arrow next to the accounts Hover over the sideways arrow The tooltip says Expand Snapshot Scenarios and Variances G0000 D110200 DOGTRAIN PC DEFAULT Qtr2 Click on the sideways tb arrow to expand the PI member expand PENSES TRAVEL EXP PROFESSIONAL FEES UTILITIES A CAPITAL EXPENDITURES Interfund Transfers gt TROUT 85 Campus Wide Budgeting System User Guide NOTE The report can also be opened in PDF by clicking Open In PDF Preview
24. of the existing supporting details Select the item to delete and click the Delete button or the Delete All button Click Save when finished Lock Cells When spreading or manipulating data you can temporarily lock cells while the system calculates and fills in other values You can visually review the changes before saving them To temporarily lock values 1 Select the cell s to lock 2 Click Edit then Lock Unlock Cells A tan background indicates that a cell is locked If you lock multiple cells some of which are already locked all the unlocked cells become locked You can now spread or manipulate the other data 3 To unlock cells select Edit then Lock Unlock Cells Examples of Spreading Data with Cell Locking Example 1 Before locking and spreading Account A has the values described in the following table Account A 100 100 300 42 Campus Wide Budgeting System User Guide You then lock the Feb and Mar values at 100 and change Q1 from 300 to 600 Because Jan Feb and Mar must now total 600 and Feb and Mar are locked at 100 each Planning calculates Jan to be 400 and fills in that value After locking and spreading the data displays as shown in the following table 400 100 100 Example 2 Before locking and spreading Account B has the values described in the following table YearTotal You then lock Q1 and Q2 values at 100 each and change Year Total from 400 to 800 Because the yearly total must equal 80
25. runtime prompt values file Ern AA En Ee E 46 Campus Wide Budgeting System User Guide Running a Business Rule 1 Select or enter appropriate data for each dimension as requested To do this you can enter the data manually into the data entry cell or you may select pre defined options by clicking on the looking glass icon to reveal the list of available options Member Selection Account Windows Internet Explorer B x 2 http Jthames adm ubc ca 19000 HyperionPlanning FM_MemberSelect jsp SEARCH false amp CALCNAME Apply Historical Seasonali Member Selection for Account A Members in Account 4 zi d Selected Members WG STMT REV EXP m d Select AA Substitution Variables ThisYear FY09 Click to move CurGLMth Apr Festir FY10 LRFYri FY10 LRFYr2 FY11 gy L LRFYr3 FY12 O LRFYr4 FY13 O LRFYr5 Fri4 TT PlanYr FY11 TT Privr Frog IT Privr2 FYO8 O PriYr3 FY07 v 4 b Help Submit Cancel III 0 internet Za 100 7 2 Select the desired value from the left pane i e Members in and then click the Add button to move the selection over to the right pane 3 Click Submit The Member Selection for Account window closes and adds the new selection to the Select Account text field 4 Repeat steps 2 and 3 for each dimension in the window but ignore all those fields that say Do not change 5 Click
26. the parameters set Using Analysis Tools Calculation 1 Stay on the same report the one with the traffic lights 2 Place the cursor on any of FY09 heading labels and right click on Analysis Tools 3 Click on Calculation The Ca cu ation Definition window opens Actual Plan and Forecast Co Select your Point Of View POV Fund Goooo General Purpose Operating M Department D110200 Project ES OOGTRAIN Program Code PC DEFAULT Remove Only Analysis Tools Manager Retrieve Only Top Bottom Restrict Data Traffic Light 4 Click the Functions tab 5 From the Function drop down list select Average 81 Campus Wide Budgeting System Calculation Definition Name untitled Definition ES A co ml rn d vm Formula ua Absolute Value 0 Function Absolute Value 2 Click here PEETER Arguments Difference from Average Divide Linear Regression Maximum Value Maximum Minimum tale Minimum Multiply Percent of Difference SUPPLIES EXPENSES Percent Difference from Average Percent Of Member User Guide 6 From the Select Members pane highlight FYO9 and FY10 click the Add button right arrow to move the selected members FY09 and FY10 to the Arguments box Notice that the Formula Box is now populated with the combination of Function and Arguments Calculation Definition Name Untitled Definition Ly ken keng Members Fun
27. to update the data on the data form without applying any entered or edited values When you refresh data the system warns you that you entered data but did not save El Print Prints the contents of the currently open page Option File menu and then Print or Ctrl P Adjust Increases or decreases values by a percentage or by a value Option Edit menu and then Adjust or Alt E and then J Lock Unlock Locks or unlocks cells when spreading data Cells Option Edit menu and then Lock Unlock Cells or Alt E and then K Grid Spread Spreads data across dimensions on the data form Option Edit menu and then Grid Spread or Alt E and then G Cuts copies or pastes values from one or more cells to one or more cells on the data form You cannot paste into read only cells The system copies and pastes the stored value of the cell not the value determined by the precision setting Option Edit menu and then Lock Unlock Cells or Alt E and then K Add Edit Adds or edits documents to provide documentation for data in Document cells Option Edit menu and then Add Edit Document or Alt E and then E Supporting Adds detail that aggregates to the cell value in data forms Detail Option Edit menu and then Supporting Detail or Alt E and then N a Task List Opens task lists available only if a task list is assigned to you Log off Logs off the CWBS 17 Campus Wide Budgeting System User Guide Navigation Workspace Overv
28. unit 7 Enter an annotation in the large freeform text field to explain why you rejected it 56 Campus Wide Budgeting System User Guide 8 Click the Submit button when finished The Change Status window closes and returns you to the Planning Unit Status window where the system updates the status of the review process and any annotations 9 Click the Done button in the bottom right hand corner of the page when finished The system closes the Planning Unit Status page and returns to the Process Definition page NOTE The previous owner of the planning unit is not listed in the Select Next Owner drop down list when the Select Action is set to Promote but he or she is listed if the Select Action is set to Reject Copying Data between Versions You may copy data from one version of a scenario to another version of the scenario by using the Copy Version feature This method creates a quick starting point for the new version NOTE When you copy a version source data for all years accounts and periods is copied to the destination versions Be sure that you do not inadvertently overwrite data for prior years When you copy versions for a planning unit you can copy the planning unit s account annotations cell text and supporting detail The Copy Versions feature does not perform the following tasks e Create an entry in the planning unit history e Copy of change the state of a planning unit e Copy or change the
29. want to promote them as a group The Reject action returns planning unit to its original owner or submits it to a new owner The status of the planning unit changes to Not Signed Off Approve The Approve action indicates that a planning unit has passed through all required levels of review and that the planning cycle for the unit is complete When a planning unit is approved its status changes from Under Review to Approved and the budget administrator becomes the owner Only the budget administrator can modify data for an approved planning unit Typically a planning unit is approved only once but the administrator can reject a previously approved planning unit 49 Campus Wide Budgeting System Viewing Planning Unit Details User Guide You must be in the UBCPlan application to view planning details and must have the privileges 1 3 From the Scenario drop down list select Plan From the main menu click File gt Workflow gt Manage Process Help File Edit view Administration Tools e e A di y Eliminations All Accounts Page FCST MAR York flow gt Manage Process ly E x94 Spreadsheet Export opy Version Preferences sm Log Off Exit The Process Definition page appears Process Definition Select a valid scenario and version and click Go Scenaria Version Plan working a 4 From the Version drop down list select Working and then click
30. 0 Deferral of Restricted Contr v gt e s z s amp leisie A IO o S Elo 2 32 jajaj f amp HomePage A UBCPlan Ent Done Ji Internet f Rio 13 Start T Budgeting User Manu To make more room for your work you have a few options a To hide or show the View pane at the page s left side click View and then View Pane b Click on the View Pane or Content Area Adjuster C Click hold and drag the view pane to resize it d Click on the upper right corner to maximize or minimize the content area How you navigate depends on whether you have just clicked in a cell or are editing the contents of a cell For example when you click in a cell you can press the Right Arrow key to move to the next cell in the row When you are editing data in a cell press the Tab key to move to the next cell or click inside the cell with your mouse 11 Campus Wide Budgeting System User Guide 6 When clicking in a cell and not entering or editing cell data to move a b C Forward backward up or down press the Right Arrow Left Arrow Up Arrow or Down Arrow key To the next cell in the column press Enter To the previous cell in the column press Shift Enter 7 When entering or editing data in cells to move a b C d e Forward or backward within the cell data press the Left Arrow key or the Right Arrow key To the next cell in the row press Tab or click in the next ce
31. 0 and Q1 and Q2 are locked at 100 each Planning calculates Q3 and Q4 to be 300 each and fills in those values After locking and spreading the data displays as shown in the following table Q1 Q2 Q3 Q4 YearTotal 800 Planning by Using a System Function In addition to Grid Spread the system provides additional built in functionality to make the planning process more efficient and to make the information more useful Your user profile must be configured to allow these functions Adjust Feature This feature works the same regardless of whether you are entering data for the first time or adjusting existing data 1 Click inside the cell where it intersects with a period e g Account 641522 and Period June Click the Adjust button El This opens the Adjust Data window Select the Increase by or the Decrease by radio button and then enter an amount in the Spread Value field Click the Adjust Data button The system calculates the new amount based on your input and options selected and displays the results in the selected cell 43 Campus Wide Budgeting System User Guide 6 Click Save I to close the Adjust Data window and to save the adjusted data as part of the data form Cut Copy Paste Features If your Web browser is Microsoft Internet Explorer 5 5 or later you can copy and paste data values from one data form to another data form or from an application such as Microsoft Excel to a data form
32. Asst Professor tenure F view Existing Positions Status 4 Edit Existing Position Information View New Positions Status Edit New Position Information Financial View by Position and Employee Financial View by Department Input Financial Data by Department FIGURE 5 Right clicking on a position in the list also allows you to navigate through the Workforce component Entering New Position Information This system function allows you to plan for the hiring of a new employee for which there is no position in the Position Management System You must be in the UBCPlan application and you must have access to the Workforce module 1 From the left navigation View pane click Forms and then Workforce The system displays all the data forms available under Workforce 2 Select data form 4 30 New Position Information You may also have arrived to this page already by right clicking on the position as described in the previous procedure 3 Right click on the fund and select Add To be hired from the pop up menu This launches a business rule to add and TBH To be hired position that will be reflected in your plan se File Edit View Favorites Tools Administration Help Welcome Elaine Lod uo b f amp Explore ES Gesarch Actual UBCPlan Se o Fons 50000 General Pur add To bechired Salary L1 D322006 Financial Services Acc Payable sie E 1 Forecast
33. Back to Pending Transfer Summar E No Business Rule available Ki El DETCHEEHTETEINL e Done PT TT Te internet Fa E 100 7 Approving a Transfer 1 Right click on the detail of a pending transfer review the details and then click Approve Transfer from that pop up menu This opens the Approve Transfer window Oracle Enterprise Performance Management System Workspace Fusion Edition Windows Internet Explorer File Edit View Favorites Tools Help x O Snag EI Ww Favorites Oracle Enterprise Performance Management System Lad File Edit View Favorites Tools Help Welcome TRAIN25 Log Off ORACLE Explore RH PE e P El FS M MN zac ES E E Search 0 l b FundPlan o xj Enter Data 2 002 Pending GPO Extern E xi x D121300 Geography z x_D121300 Geography z EI Forms Page e GPO Funding Allocation LINE ITEMO1 2009 10 z E GPO External Transfers GPO Txr In Desc Request for funds for Geography P WorkingTemp Dean s Office 2 2252 GPO Txr In Contact GPO Txr In Status A a PO Ix DH Approve Transfer Reject Transfer Clear Rejected Transfer Back to Line Item detail Back to sending Dept detail Back to Pending Transfer Summary DOGTRAIN Pending Budget Office Approval 20000 30000 E No Business Rule available Ej HomePage UBCPlan Ent P FundPlan Ent Done PAT uve ar Ro y
34. Funding Model Depts O o Not Started Not Available iioc No Entity O o Not Started Not Available lt iu v LEE A 20e E Internet ar Rio 7 FIGURE 4 The Entity column is the planning unit the status of the unit is based on an owner s actions 5 Click Details to see information about a planning unit The Planning Unit Details page opens and displays any and all information currently associated with the planning unit 51 Campus Wide Budgeting System User Guide File Edit View Favorites Tools Help Welcome TRAIN26 Log Off ORACLE Explore 2 Search X UBCPlan i x x Scenario Plan 9 Version Working Entity D121300 Process Status Owner Last Action Status Changed Change Status Existing Annotations Mo annotations are available for this planning unit Add Annotation ft HomePage A UBCPian Vie p dl ndi p ndi d os Once you are viewing the planning unit s details you can do any of the following e Check the status of a planning unit e Add annotations to or view annotations for a planning unit e Change the status of a planning unit Statuses and Actions Actions Actions are the operations that change the status of a planning unit and direct its movement through the budget review process Action availability is determined by the current state of the planning unit as described in the following table PLANNING UNIT STATE ACTIONS AVAILABLE First Pass Promote Approve 32 C
35. Go The system displays a list of planning units to which you have access 50 Campus Wide Budgeting System User Guide Oracle Enterprise Performance Management System Workspace Fusion Edition Windows Internet Explorer https fyouna adm ubc ca 19000 workspacefindex jsp File Edit View Favorites Tools Administration Help E Explore Ss d Search Process Definition Select a valid scenario and version and click Go Scenario Version Plan Working v Go Display 9 Tree View O Flat View Done start Ty Budgeting User Manu Oracle Enterprise Per Au 137 82 182 53 Rem Entity Plan Cycle Process Status Current Owner Action Entity Start Exclude PRESIDENT o O First Pass Not Available Details r GEN REV EXP Q O Not Started Not Available PRESIDENTS OFFICE O Not Started Not Available UBCO DEPUTY VC O Not Started Not Available T mU o Eco f VP ACADEMIC O o Not Started Not Available VP ADMIN FIN O o Not Started Not Available MP DEV ALUM O o Not Started Not Available Z MP EXTERMAL AFFAIRS O o Not Started Not Available Z VP RESEARCH O o Not Started Not Available E NP STUDENTS O First Pass Not Available Details DEFAULT DEPT O o Not Started Not Available e DREL ORG O o Not Started Not Available a CONSOL O O Not Started Not Available DEPT ALT O o Not Started Not Available Total Campuses O O Not Started Not Available e Gees
36. INO1 Log Off ORACLE te Explore E E E Search EBENEN FundPlan Data Form Description Instructions E Forms 1 1 00 Pending GPO External Transfers Out or3 ET GPO Funding Allocation 2 00 Pending GPO External Transfers In GPO External Transfers E WorkingTemp E 1 00 Pending GPO External Transfers Out E 2 00 Pending GPO External Transfers In Search a a TIMES di rundPian Sel 3 Select the form 1 00 Pending GPO External Transfers Out This opens a list of all the total pending transfers by department 4 Ensure your department PG and FY are selected in the dimensions drop down lists and then click Go 5 Right click on the text LINE ITEMxx The system displays a small pop up menu LINE ITEMOS Available Pop up menu upon right Initiate Transfer A icking y nitiate Transfer clicking LINE_ITEMxx 6 Click Initiate Transfer from the pop up menu This opens the n tiate Transfer window 61 Campus Wide Budgeting System User Guide Initiate Transfer Windows Internet Explorer Bi x a http thames adm ubc ca 19000 HvperianPlanning R TPPopup jsp amp pplicationzFundPlan i All the runtime prompt values are valid x Runtime Prompts Initiate GPO External Ter el Enter a description for this transfer salary Increase Dean w Select the Department ta Transfer tn x_D121600 v Qa Enter the amount to transfer in the first year 12000 Enter amount ta transfer an a recurri
37. Red Overdue the due date has passed and the task is incomplete Instructions Assistance with completing tasks E mail messages Reminders of approaching and past due tasks Viewing Tasks 1 Click View from the main menu then Basic Mode and then Task List appears in the left view pane 73 Campus Wide Budgeting System User Guide 2 Click the next to the Task Lists folder to display the list of all task lists to which you have access Expand the task list to view a task list by clicking it from the view pane 4 Expand a task list folder to reveal all awaiting tasks Click on the first item This automatically launches the required document for the selected task 6 Click the Next button to work your way through the tasks Continue to click Next until you ve gone through all the tasks 8 After completing a task check the Complete checkbox in the bottom left corner of the content area Upon clicking Complete the task is marked as complete and is displayed next to the task in the view pane EJ 1 0 Initial Setup Mandatory C 2 0 Setup User Preferences ES 9 0 Help Section Fr12 Plan UBCO Planner E Review FY12 Budget Guidelines Update FY 11 Forecast Update Fr12 Plan C Review PG included in the F1 12 Plan for your Department Ee E Review workforce data for your PG C Worforce Data Faculty E Workforce Data Staff C Wortorce Data Sessional E Plan Other Chartfields E Run amp Review Summ
38. Show cell text E Show attribute members Show currency codes Financial Reporting El Web Analysis Planning The data form designer sets data forms printing options You can accept the default settings or set your own options for creating PDF files To print to a PDF file you must have Adobe Acrobat Reader installed on your computer You set printing options directly from the data form when you are ready to print Or you can use Preferences to set printing options which apply to all data forms to which you have access permissions Note To reset an option to the value your administrator set select Use Application Default 29 Campus Wide Budgeting System User Guide To apply print options for printing a data form to a PDF file 1 Click File then Preferences 2 Click the Planning icon and select Printing Options 3 Set PDF options summarized in this table OPTION ACTION Format data Applies number format settings from the data form Apply precision Applies the data form s precision settings to the displayed data If the data form displays high precision numbers numbers with many digits to the right of the decimal point consider limiting precision in the PDF file Include supporting detail Includes supporting detail in extra rows e Normal Order inserts the Supporting Detail in the same order in which it displays in the Supporting Detail page after the member that it is associated with e Reverse O
39. Validate NOTE If you see the system message One or more runtime prompt values are invalid look to see where the problem is likely the field with the red X correct it and then try validating the prompts again 6 Click Launch A Launch Successful dialog box appears when there are no errors 4 Campus Wide Budgeting System User Guide MANAGING PLANNING UNITS Overview of Planning Management Managing a planning unit is the capability of tracking your budget review process identifying any problems viewing status information identifying the budget owners and changing the status of a budget Planning tracks the budget by planning unit A planning unit is a slice of data at the intersection of a scenario Budget Plan Actuals a version Working Approved Draft and an entity e g Faculty of Arts Faculty of Medicine General Administration It is the basic unit for preparing annotating reviewing and approving plan data At UBC workflow is enabled for all departments for Scenario Plan and Version Working Statuses A planning unit is always in one of six states See the following table STATE DESCRIPTION Not Started The initial state of all planning units The budget administrator initiates the review process using the Start action The first state for planning units selected to go through the Workflow process There is no owner of a planning unit during First Pass Any user with data access can e
40. a DEMO Plan DN inter departmental Services Elminations D Research Overhead Plan Revenue Summary Plan D iSPlan Apply Historical Average ISPlan D iSPian Apply Historical Seasonalty ISPlan D iSPian User Aggregation ISPlan 45 Campus Wide Budgeting System User Guide While on a data form right click on the PG dimension If there is a business rule attached to the open data form the system displays a pop up menu listing all the business rules applicable to the current data form All you have to do is click on the rule you want to launch i Apply Historical Average 2 Apply Historical Seasonality 3 User Aggregation 1 Go to WF Plan Employee FIGURE 3 Right click to see the rules applicable to the data form you re working with OR From the Edit menu and then clicking on Launch Rule The system may open a Runtime Prompts window where you must identify all the applicable dimensions File Edit View Favorites Tools Administration Help Welcome Louise Log Off ORACLE F Explore Search MI Runtime Prompts Apply Historical Seasonality ISPlan select Account 8 lo Select Fund soo000 Y Select Department D915010 Y Select Project Grant 10640101 v Select Program Code pers 4 Select Year to base the Average on nm Frio Select Periods to base the Average on Close Validate Create
41. ampus Wide Budgeting System User Guide Sign Off Reject Approve Not Signed Off Promote Sign Off Reject Approve Signed Off Promote Reject Approve Approved Reject budget administrators only Next Owner When you select the next reviewer for a planning unit you select the new owner of the planning unit Only individuals with Read or Write access to all three members of the planning unit are available for selection Annotations You can use annotations to provide guidelines to planners and to explain your assumptions to budget reviewers You must have a minimum of Read access to a planning unit to view or add an annotation to the planning unit Submitting a Plan Once you ve completed the planning for your department you may submit the plan to the department s Reviewer WARNING Ensure all PG budgets within the unit are complete otherwise the overall budget may be incorrect While in the un submitted plan s data form 1 From the main menu click File Workflow Manage Process 2 Select the correct Scenario likely Plan and Version likely Working and then click the Go button The system displays the list of planning units 3 Locate your department from the list displayed and then click its Details hyperlink This opens the Planning Unit Details page po Campus Wide Budgeting System User Guide E od File Edit View Favorites Tools Administration Help Welcome Louise Log Off ORACLE a CARE Y o7
42. ary Report for chartfield E Promote Budget to 4WP Reviewer E Run Report for Budget Review Meeting E Run Report Budget Review Template Operating Fund E Run Report Budget Review Template Operating and Endowment Funds ER C Run Sign off Report for Reviewers external to system E Fr12 Plan UBCO Reviewer E UAT script Completing Tasks The way you complete tasks depends on the task type Tasks can include URLs data forms workflow business rules or descriptive tasks For example a task can require your entering data or launching a business rule Tasks can also display read only information such as reminders or instructions 74 Campus Wide Budgeting System User Guide After completing task requirements mark the task as complete The alert changes to a date stamp showing the completion date and time If a task has dependent tasks you must complete those tasks before completing the primary task You can also refer to the Task List when you are in Advanced mode 1 From the quick launch list at the page s top select a task list 2 To view a task click View Task List The task displays a Web page data form workflow business rule or description View instructions for the task by clicking View 4 Complete the task activity For example depending on the task you can view a Web page enter data complete a workflow task launch a business rule or read a description 5 Complete any associated
43. c s EI UII M 111 Campus Wide Budgeting System User Guide WELCOME TO THE BUDGETING SYSTEM Introduction In fall of 2008 UBC embarked on a review of the Consolidated Budget Process and conducted in depth interviews with the executive administrative staff faculty finance officers faculty staff representatives and departmental staff about their concerns with the current budget process and software system It was identified that the existing processes and systems including budgeting and management reporting did not meet the needs of the campus community The objective of this project is to implement new university wide budgeting processes and systems that meet Budget Office as well faculty and departmental requirements The implementation phase began in mid November 2009 and is expected to run until October 2010 in time for the 2011 12 budget cycle starting in October 2010 Audience Of all the users and all the systems this system is available to only a minority of UBC staff Each select user is granted certain privileges based on their roles in the organisation The following table lists the permitted user types of this system and each type s permission description TABLE 1 This table describes who can use this system Planner Any user or employee responsible for entering financial planning information into the system Reviewer A user or employee responsible for reviewing the completeness and accuracy of the details of the promo
44. ccess For example users who are assigned the role of Administrator can access all functions on the Administration menu and users who are assigned the Interactive User role can access only some functions on the Administration menu File Menu The following table describes the commands under the File menu Opens a document application or URL Shortcut press Ctrl O or click the toolbar button E 14 Campus Wide Budgeting System User Guide Closes the page or data form that is currently open Saves the data entered into the data forms Shortcut press Ctrl S or click the toolbar button Ru Prints the contents of the current page Shortcut press Ctrl P or click the toolbar button E Manages the Planning process or copy versions See the section Managing Planning Units for details Preferences Sets general authentication explore Web analysis Financial Reporting Planning and other settings See the section Preferences for details Log off Logs off the CWBS Shortcut click the toolbar button J e Exits the workspace Edit Menu The following table describes the commands under the Edit menu Increases or decreases data values by a percentage or by a specific value See the section Adjust Feature for details Shortcut press Alt E and then J or click the toolbar button PA Grid Spread Spreads data values across multiple dimensions on the grid The spreading options are proportional even split
45. ch 9 Project Grant OOGTRAIN Program Code PC DEFAULT Delete Delete All Promote dove Up Move Down Duplicate Row 2010 11 Plan Working July Refresh Cancel i CCS T Was 100 W 6 Click the Add Sibling button to the immediate right of the Add Child button This inserts a new blank row with the default text of Untitled at the same hierarchical level as Seminar 7 Enter another child name under the parent at the same level as the previous child e g Workshop Seminar and Workshop are now siblings under the parent Conference 8 Enter an amount for each individual Enter just the number no dollar sign or separating comma 40 Campus Wide Budgeting System User Guide lel ES P http digby adm ube ca 19000 HyperionPlanning Supportingetail jsprApplication UBCPlantForm General Expense Input Demo Plan28Page G5000 P Supporting Detail Windows Internet Explorer supporting Detail Account 713000 Professional fees 9 Fund 50000 General Purpose Operating 9 Entity 0110200 School of Arch and L Program Cade PC DEFALILT 2010 11 Plan Working LL arena o g 9 Click in the parent cell e g Conference and then click Add Sibling This adds a new row under Workshop but at the parent level 10 Continue to add parents and children as required 77P If y
46. ctions Options Formula Average FY09 FY 10 Function 2 Click the arrow to move selections Opposite Member SUPPLIES EXPENSES E FIGURE 6 Once member selections are made the system creates the formula in the Formula box 82 Campus Wide Budgeting System User Guide 7 Click the Insert button on the middle right of the screen The Ca culation Definition is now set up Calculation Definition Name Untitled 2 System with the formula 1 Click setup Arguments SUPPLIES EXPENSES 8 Goto the top of the window and enter a name in the Name field AVG FYO9 FY10 Name ANG FY09 FY10 9 Click OK to complete the formula The report is now added the Formula column 83 Campus Wide Budgeting System User Guide Welcome TRAINO1 L Search Titan Reports Production ISPlan Actual Plan and Forecast Comparison Actual Plan and Forecast Comparison Select your Point Of View POV es i bt Fund G0000 General Purpose Operating Department D110200 El Y Project Grant OOGTRAIN D Program Code PC_DEFAULT S Select Period Financial Reporting Financial Reporting allows users to run highly formatted reports Methods of manipulation include drilling to different levels of data changing the data displayed When the report is ready to be printed it will generate a PDF
47. d in place of press or hit Press The instruction to press a keyboard key or a combination of keys to initiate an action Logging into the System Every UBC staff member authorised to work in the Budgeting System is given log in credentials and must use only his or her credentials to access the system Any user wishing to work in the Campus Wide Budgeting System CWBS must first access the Management Systems Portal 1 Open the Web browser i e Internet Explorer Mozilla Firefox etc 2 Access the Management Systems Portal Campus Wide Budgeting System User Guide Employee facing registry content Mozilla Firefox File Edit View History Bookmarks Tools Help a WC x 5 FRE https paprod adm ubc ca 8443 psp paprod EMPLOYEE EMPL h tab DEFAULT Co Y soogle EI Most Visited A Getting Started ES Latest Headlines A Employee facing registry content THE UNIVERSITY OF BRITISH COLUMBIA FINANCE AND HUMAN RESOURCES Management Systems Portal Applications Administrator Self Service Resources Personalize Content Layout port and Troubleshooting For links to training materials access forms and other resources click on the Resources tab above or click here To enter a work request please go to the Management Systems work request website If you re having problems please visit the Support and FAGs website For problems not addressed above or for more detailed assistance plea
48. dependent tasks 6 Click to view subordinate tasks also called child tasks 7 After completing the activities for the task click Complete If the check box is not selectable you must complete dependent tasks before completing this task Upon clicking Complete the task is marked as complete and is displayed next to the task in the view pane When tasks are complete alerts change to date stamps 75 Campus Wide Budgeting System User Guide REPORTS The Report section allows you to view high quality and professionally designed reports These reports can span anywhere from a complex critical operational report to a results sets a chart and a pivot table Use the reports in this section to help you evaluate your business expand communications and assist in the decision making process The reports found here are dynamic and provide you with an almost unfiltered framework from which to view and analyze data You can resort and apply data functions which allow you to display different types of values The reporting component is accessed through the Explore zi feature Web Analysis Web Analysis allows users to manipulate data in documents to display specific information Methods of manipulation include changing pages drilling to different levels of data changing the data displayed and keeping or removing dimension specific data Web Analysis provides advanced analytical tools that enable you to perform quick ad hoc anal
49. e process state view the history and read and enter new annotations Reviewer Actions The action taken by a reviewer on a planning unit changes the status of the planning unit as summarized in the following table action ss OOOOS The Start action changes the status of the planning unit from Not Started to First Pass Any user with Write access to the planning unit data can modify data during the First Pass state Only budget administrators can start planning units The Exclude action excludes a planning unit from the review process even if the planning unit moved through several iterations All annotations and history associated with the planning unit are discarded The planning unit status is returned to Not Started and the owner is set to No Owner Only budget administrators can exclude planning units Promote The Promote action submits a planning unit to a reviewer The reviewer becomes the owner of the planning unit and the state of the planning unit changes from First Pass to Under Review When a planning unit is under review only the owner of the budget administrator can enter data into the planning unit The Sign Off action enables a reviewer to sign off a planning unit without promoting it to another reviewer The state of the planning unit changes from Under Review to Signed Off This feature is useful when you are reviewing several planning units and you
50. efreshing the form 12 Campus Wide Budgeting System User Guide To hide or show rows Right click on a row member to display a small pop up menu and then perform one of the following actions a To hide or show rows that do not contain data toggle the Hide Show rows with no data option b To hide or show rows that contain no data and cells that contain zeros toggle the Hide Show rows with zeros and no data option To hide or show columns Right click a column member to display a small pop up menu and then perform one of the following actions a To hide or show columns that do not contain data toggle the Hide Show columns with no data option b To hide or show columns that contain nothing but cells that contain no data and cells that contain zeros toggle the Hide Show columns with zeros and no data option Data Forms Data forms are used to enter and manipulate data The elements on the data form enable you to navigate the form and to select and enter data You may enter or edit data only when your system user profile has the proper security privileges as set by the unit s systems administrator 400009 Revenue budget pool 402000 Rev Budget Pool GPO Revenue 410009 Budget pool revenues d ALOCFW R CFWD Allocation ALOEND R END Funding Allocation j 1 W o EDS d ER zu i ALOGPO R GPO Funding Allocation Revenue Budget A 411010 BC grants Advan Educ amp Skill
51. election applies to all currencies in all data forms to which you have access in the current application You can control the display of e The thousands separator none comma dot or space e The decimal separator dot or comma e The display of negative numbers a minus sign before or after the number or the number surrounded by parentheses e The displayed color for negative numbers black or red To change the formatting of displayed numbers 1 Click File then Preferences 2 Click the Planning icon and select Display Options 3 Under Number Formatting select options as summarized in this table OPTION EXAMPLE Thousands Separator None 1000 Comma 1 000 Dot 1 000 Space 1 000 You can enter values with or without a thousands separator Decimal Separator Dot 1000 00 Comma 1000 00 You can enter values with or without a decimal separator Negative Sign Prefixed Minus 1000 Suffixed Minus 1000 Parentheses 1000 Negative Color Black Negative numbers are black Red Negative numbers are red 4 Click Save Note Formatting selections take effect when you click outside the cell If you selecta setting other than Use Application Default for the thousands separator or the decimal separator you must change both separators with the Use Application Default option You cannot select the same option for the thousands and decimal separators 27 Campus Wide Budgeting System User Guide Rememberi
52. enses 4 6 691 013 573 032 573 032 573 032 573 032 573 032 573 032 4 E View Pane Adjuster DI Account Input with History Plan E Ancillary Overhead Plan E Balance Sheet Input Plan E General Expense Input Plan General Expense Input Demo Plan ri E General Expense Input SupMissData Plan Content Area a k a General Expense Input SupMissData DEMO Plan Workspace E Research Overhead Plan Ej Revenue Summary Plan Du EE 8 uscPan Ent SCC Applications bar 18 Campus Wide Budgeting System User Guide Use of Colour Data forms use colour cues to indicate the allowable actions that can be performed on cells TABLE 4 The system uses colour to visually denote special aspects of items on a form COLOUR INDICATION Pale yellow Cell is open for data entry Dark yellow Cells whose values changed but are not yet saved in the system Tan Cell is locked Light green Information is read only Cannot modify contents of cell Teal Cell contains a calculation 19 Campus Wide Budgeting System User Guide PREFERENCES Setting User Preferences In the Preferences window for the current application all users can set individual preferences Administrators and application owners can also specify certain global settings for the current application All users have access to a Preferences page Each preference can be enabled and configured according to the users personal choices
53. ers for all the departments you have access to Right click on your department to see the transfers sent to you by another PG By right clicking the line with the pending transfer the department a small pop up menu appears page 2009 10 sl GPO Txr In CurrYr Amount GPO Txr In Recurring Amount Click Review sending Dept detail from the pop up menu This page lists the total pending transfers for your department Right click on the transfer s description Another small pop up menu appears File Edit View Favorites Tools Help FundPlan Page D121300 susc E 2009 10 sl o Go m 1121300 Geography SSO N 20000 Review Line Item E doe ier Back to Pending Transfer Summary _ A ee Click Review Line Item detail from that pop up menu This list displays all the pending incoming transfers for your department Right click the pending transfer and then click Review Transfer detail from the pop up menu 63 Campus Wide Budgeting System User Guide se File Edit View Favorites Tools Help Welcome TRAIN25 Log Off ORACLE as E s K Se Ee Kl E Bh secco EE FundPlan al x Enter Data 2 002 Pending GPO Extern ry Fa ES D121300 Geography X D121300 Geography EI Forms Page EI GPO Funding Allocation 2009 10 E GPO External Transfers ang GPO Txr In Recurring Amount E workingremp Arola 20000 30000 p R y Transfer detail Back to sending Dept detail gt
54. es in the target cells You immediately see the result in the data form and can save the new data or discard it When calculating the spread data the system ignores the read only locked cells and the cells that have supporting detail Grid Spread automatically distributes amounts from summary members to level 0 members based on selected criteria When you run a grid spread action the data form grid is loaded with the changed values You can view and validate results before saving the data Keep the following points in mind when doing a grid spread e The choices for grid spread are proportional spread evenly split and fill e Grid spread actions ignore read only locked and supporting details cells e When using the grid spread option users can spread data to only the cells to which they have access Using the Grid Spread To spread values using grid spread you must first open the data form and scroll through the list of account members until you locate the one to change 1 Click in the YearTotal or TotalYear cell whose value you want to spread to target cells WARNING The selected cell must contain a value for this feature to work and should be a summary type cell of the lowest level of an Account member 2 Click on the Grid Spread icon E or click the Edit menu then Grid Spread This opens the Grid Spread window and displays the value of the currently selected cell in the field Cell Value 35 Campus Wide Budgeting System U
55. hat you will lose any unsaved data If you continue with the refresh operation the form is refreshed with the last saved values from the database the last saved values replace all values that you entered but did not save 44 Campus Wide Budgeting System User Guide Business Rules Business rules can be launched directly from the system menus or they can be associated with data forms Users who have data entry privileges on a data form can see and launch only the business rules to which they have access based on security settings of their user profile Some business rules launch automatically while others prompt the user for input when launched NOTE Some business rules must be run in a certain order For example if launching both a currency conversion business rule and a sub total business rule the currency conversion business rule must be launched before the sub total rule Where to Find Business Rules Different data forms have different business rules Regardless of the data form there are three 3 ways to launch a business rule EI Forms E 1 Forecast 9 3 Long Range Fest List of E 4 Workforce 1 BS Test folders B 6 Other Wrkforce Forms E Account input with History Plan D Ancilary Overhead Plan D Balance Sheet Input Plan E D General Expense Input Plan List of data D General Expense input Demo Plan fo rms 3 General Expense Input SupMissData Plan D General Expense input SupMissDat
56. he Add arrow to move that entity over to the right 58 Campus Wide Budgeting System User Guide 7 Click the Copy Data button when done The system displays a success message when the version data is copied successfully i The version has been successfully copied x 59 Campus Wide Budgeting System User Guide FUNDS TRANSFERS Transferring Funds All fund transfers takes place inside the FundPlan application The FundPlan application contains 2 Forms folders GPO Funding Allocation and GPO External Transfers GPO Funding Allocation This represents the unit s central allocation of the University s GPO revenue GPO Funding allocations are loaded to the Central Ledger in PeopleSoft FMS by central finance and are represented in the Allocation column of nQuery Ledger Summary reports Transferring GPO Funding to Another Unit You must have the authority to execute GPO funding transfers as well as the applicable system user privileges at all different levels 1 Click the FundPlan option from the system s Home Page This opens the FundPlan application and lists the folders and data forms applicable to Funding 2 Select the GPO External Transfers folder from the view pane The data forms associated with the GPO external transfers are listed in the content area on the right and in the lower portion of the view pane 60 Campus Wide Budgeting System User Guide dd File Edit View Favorites Tools Help Welcome TRA
57. he hardcopies 1 Select File then Preferences then Financial Reporting Preferences General A Authentication 3 Explore a Financial Reporting Ee Web Analysis P Planning Financial Reporting Default Preview Mode HTML Preview PDF Preview User Point of View Preview C off Ce On Location of Point of View C In View Pane Above Report Book setup Members 1 Merge Equivalent Prompts Annotation Print Details Export to Office Application Office 2002 or higher Thousands Separator Comma Period Underscore O Space Decimal Separator C Comma Period Underscore Space Date Value Format 2 Select HTML Preview or PDF Preview to indicate your default preference when previewing reports 3 From the section User Point of View e Select On to enable the User Point of View to display prior to running a report or Off to disable Off is the default but users should turn this function On for efficient use of Financial Reports e Select where on the system you want to display the Point of View In View Pane is the default You can also select to display above the report or book e Click Setup Members to select members you want available when using the User POV The Setup User POV dialog is displayed 4 Select a character for the Thousands Separator The options are comma period underscore and Space 5
58. ic Light The 7raffic Lighting Control Panel opens 79 Campus Wide Budgeting System User Guide Traffic Lighting Apply To SUPPLIES EXPENSES E D Differences EET kk Enable Financial Intelligence 3 Set Points e g gt 10000 and gt 10000 4 Click OK The system closes the window and returns to the report Notice the colour changes ff Ele Edit View Favorites Format Tools Help Welcome TRAINO1 wy Explore e E E Search Titan Reports Production ISPlan Actual Plan and Forecast Comparison Actual Plan and Forecast Comparison Select your Point Of View POV es Ss Sa prp Goooo General Purpose Operating x Department D110200 D y Y Es y Project cux DOGTRAIN z Program Code PC_DEFAULT Select Period elect Perio YearTotal Traffic Light Colours The colours indicate varying range sets based on the parameter thresholds you set For example you could define the range as 0 to 25 Green would indicate that the current data is 80 Campus Wide Budgeting System User Guide somewhere between 0 and 9 Yellow would indicate that the data is between 10 and 19 and red would be 20 to 25 metten meno SSS Green indicates that all is fine Yellow Yellow indicates that things are still relatively within acceptable range but you should monitor things Red is an indication that potential problems are on the horizon based on
59. ided evenly among the children of the summary period For example if you enter 300 into YearTotal each quarter is set to 75 and each month in that quarter is set to 25 If values exist for the base time periods the proportion among the base time periods is preserved For example if the values are January 100 February 100 March 200 and Q1 400 and you change the value of Q1 to 200 the new monthly values are January 50 February 50 and March 100 Asset Liability and Equity Accounts If no data exists or if data is all zeros the value entered in a summary period is set for each base period For example if you enter 1000 into O1 then January February and March are set to 1000 Percentages For accounts that are assigned the Percentage data type the summary value is allocated to each base time period regardless of whether data exists For example if you enter 25 in Quarter 1 January February and March are each set to 25 34 Campus Wide Budgeting System User Guide NOTE You can temporarily lock cells to preserve their values When spreading data the system distributes values to all unlocked base period cells You can review the results of your distributions before you save your entries to the database Grid Spread With the Grid Spread feature you can specify an amount or percentage by which the system increases or decreases values across multiple dimensions on the data form based on the existing valu
60. iew Workspace is the interface where you view and interact with data forms and reports ELEMENT DESCRIPTION Adjuster Bar Adjusts the size of the view pane and the content area when you click on it Content Area Displays module items tasks or files depending on your selection from the view pane or menu bar toolbar Menu bar Provides commands used to organise tasks and modules Provides quick access to features specific to the active module data form or report Provides a list of objects that enable you to jump between panes Applications bar Displays information specific to the content area You can have many applications data forms and reports opens at the same time allowing you to navigate between them without having to re launch them every time Navigate menu Provides access to the workspace modules Menu bar Toolbar M De Edit View Favorites Tools Hep 2 2 82822 Welcome TRAIN25 Log Off ORACLE 4 tf Explore fl o e H s SL RN bes SWB E E Seach Close UBCPlan MY GE window Enter Data General Expense Input Demo Plan2 M ba Comm G0000 General Purpose Operating or iB 1 Forecast Page D121300 Geography oocrRaiN maximise Pla S PC Default Program Code i PC_DEFAULT PC_DEFAULT Default P Cod de it E 3 Long Range Fest E 4 Workforce 2009 10 E 6 Other Wrkforce Forms SR All sources of revenues 4 15 639 000 5 700 120 EN A RET ERR all exp
61. in number Set the indentation of members on a page Enable the provision of a warning for large data forms Set the date format Web Analysis Options Web Analysis Options are divided into 3 tabs Active Preferences Default Formatting and Databases Active Preferences The Active Preferences tab specifies the current preferences file Selecting Use My Preferences indicates you are using and editing the preferences file located in your Profiles folder Selecting Use Shared Preferences indicates you are using a shared preferences file at the specified repository location 25 Campus Wide Budgeting System User Guide Preferences General A Authentication 73 Explore Financial Reporting d Web Analysis A Planning Active Preferences Default Formatting Databases Active Preferences Use My Preferences C Use Shared Preferences Default Document Open Mode HTML C Web Analysis Studio Changing the Active Preferences does not impact opened documents in the content area User and shared preferences are only applied to created documents subsequently Upon editing shared preferences files change the default behaviour for users referencing that file To prevent users from changing your preferences restrict yourself to using your own preferences file Default Document Open Mode e Selecting HTML or Web Analysis Studio as your default document open mode opens Web A
62. ion Edition Windows Internet Explorer CH http falenwood adm ubc ca 19000 workspace inidex jsp File Edit View Favorites Format Tools Help vepre HRE on E E fTitan Reports Production ISPlan Actual Plan and Forecast Comparison Actual Plan and Forecast Comparison Select your Point Of View POV TE 1 Fund G0000 General Purpose Operating v Department VP ACADEMIC Welcome Elaine Log Off ORACLE iei ix E 7 Ly Le Project Grant ALL bes y Program Code ALL PROGRAMS i Select Period Working A d A ed W Working Account FY10 a place of mind THE UNIVERSITY OF BRITISH COLUMBIA gt 4 Fe HomePage S VILE I Actual Plan an Done Internet far Q sa Start T Budgeting User Manu Oracle Enterprise Per E Using Analysis Tools You must be in an open Web Analysis report to use this tool 1 Return to the YearTotal radio button column displayed on the right of the report Actual Plan and Forecast Comparison Select your Point Of View POV Fund Goooo General Purpose Operating I Department D110200 zl GC Project Grant OOGTRAIN D Program Code PC DEFAULT i d d Select Perio April C May Remove Only S Se Drill D O August C September C October C November C December January C February C March 2 Right click on an account name a pop up menu appears and select Analysis Tools and then Traff
63. it Status window where the system updates the status of the review process and any annotations 5 Click the Done button in the bottom right hand corner of the page when finished The system closes the Planning Unit Status page and returns to the Process Definition page Rejecting a Planning Unit As a Reviewer it is your responsibility to review the details of the financial plan submitted to you by the unit s Preparer When you finish reviewing the plan you must then promote the budget to the next level of review and approval provided you approved the budget You may reject the plan if the information does not conform to the guidelines You then would return the erroneous plan to the Preparer or to the user who submitted the plan to you 1 From the main menu click File Workflow Manage Process 2 Select the correct Scenario and Version you would like to manage Plan Working and then click Go The system displays the list of planning units You see that you are the Current Owner of a Planning Unit under review for a given Department 3 Click Details of the Planning Unit with your name assigned to it This opens the Planning Unit Status window 4 Click Change Status The Change Status window opens Select Reject as your action from the Select Action drop down list Change Status Select Action Select Next Owner Promote e 6 Select original planner or the user who sent it to you as the next owner of the planning
64. ith the cell IL b 5 513 5 513 5 513 5 51 66 156 Te Click Save E to commit the changes to the database or click Cancel to discard the changes 37 Campus Wide Budgeting System User Guide Adding Editing Documents You can attach a URL or a document of any type XLS PDF doc etc to a cell For example you might associate a cell with a document that explains your assumptions behind the cell s overtime data 1 Click in a Period cell for an account row 2 Click the Add Edit Document button Ed This opens the Add Edit Document dialog window This displays the content or value of the intersection of Period and Account Add Edit Document Windows Internet Explorer http thames adm ubc ca 19000 HyperionPlanning HspCellattach jsp Application UBCPlan amp Form General Expense Input Demo Plan amp P kd Insert hyperlink to document or browse to workspace to attach document For Example http nd G0000 General Purpose Operating Entity D915010 General Education Project Grant 10G40101 General Adr 2010 11 Working April 622000 Conferences Other transport Browse button Help Submit Cancel La Internet 3 Click the browse button E The system opens the Select window at the default storage location Look in S Root x a Es Name Type Owner Created EI Sample Content
65. l Approved Approved Work m NEAN EA EN NN O BegBalance 335 756 CCE ETE O Apri 998 O May O June O July August O September O October O November O December O January O February O March 269480 759 591 595 193 7 Sr 3 636 740 221 a place of mind THE UNIVERSITY OF BRITISH COLUMBIA Fe HomePage Explore Titan D Actual Plan an Downloading picture http glenwood adm ubc ca 19000 WebaAnalvsis servlet HTMLViewer amp ACTION GetObjeck amp OBJECTID 20086158 Ka Internet a amp 100 e at ss Start T Budgeting User Manu gt Oracle Enterprise Per EN jJ 6 Change the POV by changing any of the dimensions presented i e Fund Department Project Grant Program Code and Selected Period Interacting with Web Analysis Reports 1 Open a selected Web Analysis report in HTML 2 Move your cursor to the Account column and right click on Expenses Drill Drill Down The Expenses account expands to show the next level of account members TI Campus Wide Budgeting System User Guide Select your Point Of View POV Fur G0000 General Purpose Operating Project Grant TEE E CME E 128272 ai 746106619 12717968 13087184 a pee rem 50 015 570 25 3 353 117 68 BELLNM ES onse mna conemo 00 0 Dip Lamm 33682188 s Dril To Top IE t Drill Options k25 2 370 936 en 1 042 86 aj re sans
66. lS ion tive tete Denton ees 14 e Mo 35 documenting your plan 23 Cells DOCK eR 4 Chartfield PeopleSoft term sin See Dimensions Colour E PP Sapaeconcuouscacetoanse 18 Command button nn 2 COM IS eca ni See Cell Text Comments in plan See Supporting Details See Adding Editing Documents See Entering Cell Text Copy Cut Paste Features 43 Cut Copy basteteatures cceccceesseeeesseeeens 43 DA A o A A ed eiaeia 12 31 Decrease A See Adjust Feature Details SEH 38 Dimension S BIN e 2 89 User Guide Dimensi ns oia 6 Documenting plan data 35 Documents cnr PK 36 Drop down list document CONVENTION eene 2 Enter Col Te EE 35 Enter data i A teases taaeatueasoeetees 12 into data forms ener nna 3 Paterne ER E 32 Exit the system LOSON WE 5 Ex pOr TODON eege Ebbe 88 Files add edit documents 36 Financial Plan reviewing approving ooooooonnccnnnonnnonnnnnonnnnnnnnnnnnnnnnnononons 55 Financial Reporting ssssscsscccccccccceecesssssssesessacees 85 Form dermio Nic 2 POS O deco tonco Ee DS ANGUS Ec UPS UE SE See Data Forms Data PORTS E 12 Funding Transfer See Accepting Rejecting GPO Funding Transfer Genealogical RelationshiIpS ooccccccnnccccnnonnononoccnnncnnnnoos 8 GPO Funding Transfer accepte and TelecL ille eege deele 63 GUA SC CAG P 33 HTML Web Analysis report 76 aser See Toolbar Buttons MOTE Dy rial i a See Adjust Feature
67. ll To the previous cell in the row press Shift Tab To the next cell in the column press Enter To the previous cell in the column press Shift Enter Collapsing and Expanding Data Entry Areas and Forms You can expand data forms and the data entry area including the view pane in several ways 1 Open a data form 2 Take an action a b C d To expand and collapse Double click the thick black line between the row heading and the data cells The row heading expands to accommodate the row heading or hide the column This method is a bit tricky You have to place the mouse button at just the right location when you do this It may take a few tries to accomplish this To resize Click the view pane s right border hold and drag to the right or left to resize it To expand or collapse the view pane Click View and then View Pane or click hold and drag the view pane to resize it To hide or show the view pane Click in the screen s upper right corner This button is directly above the vertical scroll bar at the very right of the window Hiding and Showing Rows and Columns In data forms you can choose to hide or show rows or columns that do not contain data and rows and columns that contain nothing but empty cells or cells that contain only zeros The ability to do this enables you to hide rows and columns that are partially filled and thus focus on totals You can redisplay the partially filled rows by r
68. ll properly 32 Campus Wide Budgeting System User Guide DATA FORMS Working with Data Forms As a user of the Campus Wide Budgeting System you benefit from the development efforts of the Titan Development team Through discussions and consultations with various budgeting and planning groups at the university s campuses the development team created all the data forms you ll need to conduct all your financial planning and forecasting All you have to do is enter or change the necessary information in the appropriate data forms Much of the information entered in these forms is then used to generate reports NOTE Some of the data seen on the data forms actually come from external systems such as FMS RISE Position Management etc and cannot be changed in the CWBS Opening Data Forms in Advanced Mode In Advanced Mode you can select data forms on the view pane To open data forms in Advanced Mode 1 If you are currently working in Basic Mode click View from the main menu and then click Advanced Mode 2 In the view pane s Forms area display folders by clicking the plus sign next to Forms 3 The folders available to you are displayed in the view pane If a folder contains additional folders displays to the left of the folder name 4 Under Forms click a folder name to display the data form to open in the Data Forms in Folders list 5 Click the data form you want to work with The data form is displayed in the co
69. mpt values are valid 3 Click Execute to approve the transfer 66 Campus Wide Budgeting System User Guide MANAGING WORKFORCE Overview Most of the employee information seen in this module originates from the Position Management System This information cannot be changed in CWBS It can only be changed in the Position Management System However related information can be appended to the existing information This system component also accepts the creation and management of positions that are not in the Position Management System but must be considered in the overall budget plans File Edit View Favorites Tools Help Welcome TRAIN26 Log Off ORACLE Explore NENNEN UBCPlan Select Data Form Data Form Description Instructions EI Forms 4 00 Existing Positions Status e a ra 4 01 Existing Position Information D 2 Plan 4 02 New Positions Status 4 03 New Position Information EI 3 Long Range Fost 4 04 Overtime Hours gt H 4 Workforce 4 10 Financial View by Position amp Employee 1 P 5 Test 4 11 Financial View by Department A e E OR orco Fors 4 12 Input Financial Data by Department E Ts De E 4 00 Existing Positions Status DI 4 01 Existing Position Information E 4 02 New Positions Status DI 4 03 New Position Information D 4 04 Overtime Hours E 4 10 Financial View by Position amp En E 4 11 Financial View by Department Ej 4 12 Input Financial Data by Departm Search Ki Id
70. n Qu Qu Qu Va wo wo wo wo wo E E E on un on 5 ei VD oo a a a m E a ID ID og D zl iD E e ct EM D po po I m I CH m j m I I m W Ru m po qm 7 m E m m oi oi ol ol on oi ot n nj oo oi oo oo om oi ol ot oo ml oi afan T ct T Gi Gu ct T E E E E E E E D T Pa Pa Du T KA n r iczxir 5 n u ol al ay of of Pf innfe inf E pl T nlolol lpm al ola of co of co ml all ol o GI at ele a Sa SO etal ale Sel Sl e el eta milo o BF of o SS NE S ml ot ol ot oi oi ol ol sg al oy o ol oi o 1 m 1 1 1 1 1 1 1 1 1 1 Du 1 1 LI 1 1 1 nr 1 Di s 1 1 a ee oi oli zlim oi el ot ot ei oi ol almi Zil ot Elei ol o E a B og CH 25 BE p SER EA IC ECH qme ec 0 Si Ri E 2 O oo o of ojo of oo 2 o gt gio o SN Mea el El E EC Gel ECH MES wc en E WEN Sl ES a IECH MSc a aedi Keen e aA m m Pl a m m m qm m m ma Oo m E m m EM 1 1 LI 1 1 1 1 1 1 1 a cs 1 T a 1 alajn of o oyuy cy rl ay wey say ey wy mim pe E c Ed ct e n E ct TL tu m tn cu Ou u t E Ou q Ou E E Ou SE SEGA fie a n Co KE a ene d4KEAEAEI EEN a a S 2 St woll o lol Sa 23 oye 3 3 O al gt olZUaiwloi elo a 1 Cu m a n m m of vw 3 m D Ln J o n zu cL EE cu un T q ui m cm a o A EL zal iD tu T m ct a E a a a 2 qu gt E L 7 190 H Val a H Val a H Val CH Pp Val a Gi Ken be Ln rr Ln ww ET wr ca CU CD E DU Fi e CH e a CH e L I L
71. n button or you may save directly from the window by clicking Save and selecting a storage location NOTE 1 When exporting to Excel the data will be transferred as values only therefore if you are making changes to your spreadsheet the totals will not change formulaically 87 Campus Wide Budgeting System User Guide 2 When exporting Financial Reporting grid objects to Excel the values are exported as displayed in the report The desired number of decimal places for precision should be set in the report before exporting Exporting in Query Ready Mode Printing Reports You can print any type of report or book For dynamic reports and books data is refreshed For snapshot reports and books data is not refreshed To print a report 1 From the repository open the report Respond to prompts and modify as needed 7 Click File and then Print Note The output is fully formatted in PDF for end user use 88 Campus Wide Budgeting System INDEX Accepting GPO Funding Transfer 63 Add NM KE 36 Add Edit document documenting your plan 36 Adjust EAU sacas 42 Amount Spread data DY E 33 Annotations in plan See Supporting Details See Adding Editing Documents See Entering Cell Text Application KC 13 Approving Reviewing a Planning Unit 55 Bod Ter omar ni 2 Budget reviewing approving a planning unit 55 Business TE 44 Buttons A AA P Buttons and Men
72. nalysis documents in the default mode selected e Selecting HTML opens the document in the system s Workspace e Selecting Web Analysis Studio launches a Web Analysis Studio session automatically logging in and opening the selected report 24 Campus Wide Budgeting System Default Formatting Active Preferences Default Formatting Databases Leading And Trailing Positive Prefix Positive Suffix Negative Prefix ez Negative Suffix Financial Reporting Select Negative Color Samples Replace Missing With Raw Humber 1234565788 1234 Positive Sample 123 455 789 123 C Zeros Text nia Negative Sample 123 455 789 123 Update Samples Planning Application Settings Tab 25 User Guide Campus Wide Budgeting System User Guide Oracle Enterprise Performance Management System Workspace Fusion Edition Windows Internet Explorer File Edit View Favorites Tools Administration Help Welcome Elaine Log Off ORACLE LN Explore Es Search MM EE Entity v Sort Descendants v ST l Search Name d532530 ta mw Breet L Plan Type Y Application Settings Display Options Printing Options User Variable Options 1 2 4 8 General E mail Options Use Application Default d B E mail Address jane doe ube ca SCH Authentication Workflow and Task List Notification Yes vi L 1 e Copy the Ap
73. nformation on this form to plan one time payments merit unfunded salary increases and shift differentials Remember only yellow cells can accept planned financial data entry You must be in the UBCPlan application and you must have access to the Workforce module k From the left navigation view pane click Forms and then Workforce The system displays all the data forms available under Workforce Select from data forms 4 11 to 4 14 e g 4 11 Existing Position Information Faculty Only You may also have arrived to this data form by right clicking on the position and selecting a menu option from the pop up menu Define your Point of View by selecting all the appropriate values from the dimension drop down lists Once you ve made your selections click Go This form displays employee information retrieved from the Position Management System Ensure the data coming from Position Management is in line with your expectations 68 Campus Wide Budgeting System User Guide 6 Locate the affected position and the data entry cell where you ll enter the data The cell must be yellow Enter the amount in that cell and then click Save Planning Overtime for the Year Anticipated overtime should be included in your department s plan for optimal planning You must be in the UBCPlan application and you must have access to the Workforce module 1 From the left navigation view pane click Forms and then Workforce The system displays all the
74. ng basis A Mv Enter contact information for this transfer Dean s Office 2 2252 v Select Period in which the Transfer will accur Apr v A Line Item Do Not Change ue memor s Project Grant Do Nat Change l aaGTRAIN v A Entity Do Mat Change l D121300 v A Year Do Not Change rio v Di El A LO TE 7 Enter the data in the corresponding text fields on the nitiate Transfer window HINT Be sure to expand the window to see all the fields and the scrollbar and do not change any of the data in the fields marked with Do not change 8 Click the Validate button after entering all the data If you entered all the information correctly the system displays a message saying that all runtime prompts are valid 9 Click the Execute button to execute the transfer As long as there are no errors the system will list the new transfer record on the page 62 Campus Wide Budgeting System User Guide Accepting Rejecting GPO Funding Transfer You can accept or reject transferred funds only when they have been transferred to your department You must be in the FundPlan application to access this component E 5 6 Click Forms in the navigation view pane This displays all the associated funding related data folders and forms Select the GPO External Transfers folder Open the form 2 00 Pending External Transfers In This form shows a list of all the pending transf
75. ng the Last Page Selected This option sets members from the page of one data form to that of other data forms The most recently used members of the last data form you use are compared to that of the next data form you select 1 Click File then Preferences 2 Click the Planning icon and select Display Options 3 Under Page Options select an option e Yes Remembers selected page e No Disables this option e Use Application Default Use the application s default setting 4 Click Save s Application Settings Display Options Printing Options User Variable Options General Number Formatting Ds Use Application Default P Thousands Separator None v Authentication Decimal Separator Dot Mj D O Negative Sign Prefixed Minus v ke Negative Color Black v F Explore ae eee 5d Page Options Use Application Default l Remember selected page members e FEROCE Honor Allow Search when Number of 100 Na m Pages Exceeds ir l gem Indentation of Members on Page Indent level 0 members only v C Web Analysis p pe Other Options Use Application Default S Remember most recent page visited Planning r Warn if data form larger than cells specified 1500 O UI Theme an RS tadpole v Text Size Normal i Date Format Automatically Detect v Help op Cancel When you are working with a large number of pages you can select among the
76. ntent area Opening Data Forms in Basic Mode In Basic Mode you work primarily with task lists that the systems administrator sets up You can open data forms in this mode only if the administrator sets up a task with a data form and assigns it to you To open data forms in Basic Mode 1 Openatask list in Basic Mode 2 In the Task List area click a task that uses a data form The selected data form opens in the content area 33 Campus Wide Budgeting System User Guide Entering Data There are many ways to enter data in the data forms Other than using the different features of the system to actually do data entry you must have the proper user privileges and the data form and or the data cell must be pale yellow When these two requirements are met you may enter data using any of the system features available How Spreading Data Works The system automatically distributes values from summary periods to base periods the bottom level members of the Period dimension For example a value entered into the YearTotal member is automatically distributed to the quarters and months and a value entered into a quarter is automatically distributed to the months How values are distributed spread depends on the account type and the data type NOTE Date text values and locked cells are excluded when spreading data Revenue and Expense Accounts If no data exists or if data is all zeros a value entered into a summary period is div
77. nter data and promote the planning unit during the First Pass state Under This state occurs when a Promote action is taken on a planning unit and Review signifies that a planning unit is being reviewed by someone in the organization Only the current owner or the budget administrator can modify data or perform an action on a planning unit when it is in the state Under Review Signed Off This state occurs when a Sign Off action is taken on a planning unit Only the current owner or the budget administrator can modify data or perform an action on a planning unit when it is in the state Signed Off Ownership does not change when a planning unit is signed off Not Signed This state occurs when a Reject action is taken on a planning unit Only the Off current owner or the budget administrator can modify data or perform an action on a planning unit when it is in the state Not Signed Off Approved This state occurs when an Approve action is taken on a planning unit After a 48 Campus Wide Budgeting System User Guide STATE DESCRIPTION planning unit is approved the budget administrator becomes the owner of the planning unit Only the budget administrator can modify data or perform an action on a planning unit that is in an Approved state After all the planning units are approved the budgeting cycle is complete NOTE In all states except the Not Started state users with read access can view data view th
78. one button The details page closes and returns you to the Process Definition page where you see the current status of the plan you just submitted Reviewing a Planning Unit As a Reviewer it is your responsibility to review the details of the financial plan submitted to you by the unit s Preparer When you finish reviewing the plan you must then promote the budget to the next level of review and approval provided you approved the budget You may reject the plan if the information does not conform to the guidelines You would then return the erroneous plan to the Preparer or to the user who submitted the plan to you 1 From the main menu click File Workflow Manage Process 2 Select the correct Scenario and Version you would like to manage Plan Working from the Process Definition page and then click Go The system displays the list of planning units 3 Click Details of the Planning Unit with your name assigned to it This opens the Planning Unit Status window 4 Click Change Status The Change Status window opens 55 Campus Wide Budgeting System User Guide Approving a Planning Unit 1 Select Approve as your action from the Select Action drop down list 2 Select the name of the next owner of the planning unit from the Select Next Owner drop down list Enter an annotation in the large freeform text field 4 Click the Submit button when finished The Change Status window closes and returns you to the Planning Un
79. ou create an item at the wrong hierarchical level child instead of parent or vice versa click Promote or Demote as necessary Supporting Detail Windows Internet Explorer P http digbw adm ubc ca 19000 HyperionPlanning SupportingDetail jsp Application UBCP lantrForm General Expense Input Demo Planz2 8Page 6000 P supporting Detail Account 713000 Professional fees 9 Fund 560000 General Purpose Operating 9 Entity 0110200 School of Arch and L DEE EES n 2010 11 Plan Working July Conference Workshop E 450 ccommodations Accommodations is a sibling to Conference Be Ir item iA 11 Do not forget to change the operators where necessary The options are and The system calculates the totals accordingly 12 Click Save when finished The cell becomes a teal colour when there is supporting detail 4 Campus Wide Budgeting System User Guide Viewing the Supporting Details To view the supporting detail of a teal coloured cell just double click it The system opens the Supporting Detail window and displays all existing information Editing the Supporting Details You can add or change any of the existing information where required Select the item to change and change the text the operator the amount delete it promote it demote it or move it up or down Click Save when finished Deleting the Supporting Details You can delete any or all
80. out because you are not authorized to access Hyperion Planning If this is the case please contact the email address below Close Window If you are seeing this page and you did not want to log out of the Hyperion Planning please close all your browser windows and try logging in through myUBC again If you believe that you are viewing this page in error and the problem persists please email budget finance ubc ca Done Internet fg el Ri00 T Budgeting User Manu Le Hyperion Planning Campus Wide Budgeting System User Guide FUNDAMENTAL ELEMENTS Dimensions Dimensions are structural elements of an application that describe and hold data Dimensions provide perspective on the data being analysed The main dimensions used for Planning at UBC are Scenario Version Account Entity Year Period Project Grant Fund and Program Code Dimensions and combinations of dimensions define a Point of View Dimensions represent categories of data For example when you enter budget data in a plan you must identify what item you are budgeting Budget items such as travel expenses and salary expenses are in Account dimensions You must also identify the time period for each item Time items such as current quarter and next quarter are in the Period dimension Scenario and Version Dimensions You can use the scenario and version dimensions to create individual plans that can be reviewed and approved For each entity the scena
81. ownership of a planning unit WARNING Do not stop of load another Web page until the Copy Versions process is complete If you stop or load before the process is complete you cannot verify that the copy process was completed successfully 1 Click the File gt Workflow and then Copy Version Manage Process M 21300 Copy Version C Last Action 57 Campus Wide Budgeting System User Guide This opens the Planning Units page Here is where you select the source scenario version and the target version Planning Units Select a scenario source version and destination version Then click Go to retrieve the list of entities Scenario Copy From Copy To select Scenario Di Select Version y select Version y Available Entities Selected Entities 3 a y Copy Account Annotations Copy Cell Text Copy Supporting Details Select the Scenario you want to use as the base Select the source version from the Copy From drop down Select the target version from the Copy To drop down Click Go D b EX W Planning Units Select a scenario source version and destination version Then click Go to retrieve the list of entities Scenario Copy From Copy To Plan sl Approved sl Draft sl Available Entities Selected Entities Copy Account Annotations Copy Cell Text Copy Supporting Details Copy Data 6 Select the applicable entity from the Available Entities pane on the left and then click t
82. pages more easily by using a Search drop down list that the system adds to the data form when the number of pages exceeds a specified value Enabling Warnings for Large Data Forms Because unusually large data forms may require significant time to open you can choose to display a warning when opening data forms that are larger than a specified number of cells When you try to open a data form that is beyond the specified size limit Planning displays a warning about the time needed to open the data form You can choose whether to open it 28 Campus Wide Budgeting System User Guide To specify the number of cells at which the warning displays 1 Click File then Preferences 2 Click the Planning icon and select Display Options 3 In Other Options enter a number in Warn If Data Form Larger Than Cells Specified 4 Click Save Printing Options These settings apply regardless of how the printing feature is invoked You can set printing options directly from a data form when you are ready to print or you can use Preferences to set printing options The options that you set from the Preferences page apply to all data forms to which you have access Preferences a Application Settings Display Options Printing Options User Variable Options General Printing Options Use Application Default M P Format data Apply precision Include supporting detail C Normal Order Show account annotations Authentication Explore
83. pecifies the Fund for which the data is collected from budget planners Examples of Funds are G0000 R3554 Program Code Dimensions This dimension specifies the Program Code for which the data is to be collected from budget planners Members The elements that compose a dimension are called members Members are discrete components that in combination with other members form a dimension For example UBCO and UBCV are members of the Entity dimension Data is entered at the base level of the member not the upper level member of the dimension In other words you can enter data in the lowest level child member All parent level members are read only See the Genealogical Relationships section for more details A dimension may have multiple members Some of those members can have their own child members The values of the parent level members are aggregated from the values of their children Genealogical Relationships The entire system functions on the premise of parent child relationship and point of view The members of a dimension are arranged into hierarchies Members that have members under them are known as parent members The members immediately below a member are the children of the member that is directly above them Members that have the same parent are known as siblings Campus Wide Budgeting System User Guide Parent of Fiscal Year Period Parent of QTR 1 and QTR 2 Fiscal Year 4 Child of Period
84. plication Owner No v i248 00 DN Below the Line Items a Job Console Notification No O Consolidated Income Statement Revi Alias Setting Use Application Default C SQR Production Reporting Alias Table Default vw O Member Selection Options Use Application Default Financial Reporting Show Alias in Member Selection UR Show Description in Member Selection Web Analysis Workflow Options Use Application Default Show Planning Units as Aliases No ei Fi Planning Show Planning Units That are Not Started No v Page 1 of 1 Go start Prev Next End lt gt NS Ta homepage S 20 Internet 4g el Ri00 T Budgeting User Manu vz Snaglt Capture Preview 7 Oracle Enterprise Per Under email address insert your email address and ensure the Workflow and Task List Notification setting is set to Yes This email address will now receive notifications Do not change any other setting Display Options The only options available for you to change are e Change how numbers display in data forms e Set aspects of page display e Remember the most recent page visited Number Formatting On the Preferences page you can change the formatting of numbers in the Display Options tab 26 Campus Wide Budgeting System User Guide If you select Currency Setting the currency values in the data form are displayed using the formatting initially set for individual currencies If you select another option your s
85. raft At any given time there are several combinations of Scenario and Version accessible to users For example at the end of Q2 FY11 September 2010 the following combinations are available Campus Wide Budgeting System User Guide FYOS FYO9 FY10 FY11 FY12 FY13 FY15 Actuals Approved Approved Approved Approved BENE Plan Long Range Forecast Account Dimensions This dimension specifies the account from the Financial Management System FMS for which data is to be entered by the budget planners Examples of accounts are Sales and Services and Travel Project Grant Dimensions This dimension specifies the Project Grant PG from FMS PGs are generally in the format 12212345 Entity Dimensions This dimension specifies the organisational structure The main structure is based on the FMS AllDeptids tree Alternate structures are also available e g by campus Because account codes and department codes in FMS are in the same format and sometimes overlap the departments in this system have been prefixed with a D e g D321000 Year Dimensions This dimension specifies the fiscal year for which data is collected from budget planners Examples of Year are FY10 FY11 Period Dimensions This dimension specifies the month for which the data is collected from budget planners Examples of Period are April May Campus Wide Budgeting System User Guide Fund Dimensions This dimension s
86. rder inserts the Supporting Detail before the member it is associated with and the Supporting Detail entries are reversed Supporting Detail for children is displayed above their parents and the order of siblings is preserved Show account Shows the data form annotations If the data form designer annotations enables account annotations this option displays the annotations Show cell text Shows associated text notes Show attribute members Shows attribute members that are assigned to the data form Show currency codes If the data form supports multiple currencies per entity shows currency codes 4 Click Save The settings are saved and applied to all data forms that you can access User Variable Options Under this tab ensure that the Selected Member is cited as Working 30 Campus Wide Budgeting System Preferences General Authentication SOR Production Reporting Financial Reporting Web Analysis Planning Application Settings Display Options User Variable Options Dimension User Variable Name Version Currversion Printing Options User Variable Options Selected Member Disabling the Browser s Scrolling Menus User Guide There is a setting in the Internet Explorer Web browser that affects the way the menus behave Depending on those settings the sub menus of the main menus will either display correctly or they will not When they do not follow this procedure While in the Internet
87. rio and version combination contains its own set of data for accounts and for other dimensions After entering entity data for scenarios and version you can submit or promote the data to other users for review and approval The intersection of entity scenario and version is referred to as a Planning Unit Working with scenarios enables you to group data and to place each data group in a separate plan with its own review cycle Scenario describes the type of plan data such as budget actual or forecast and the time span that the plan covers For example your organization might require a one year revenue plan and a three year revenue plan The plans might be prepared by different users and follow different review paths For this purpose the unit s administrator can create two scenarios Current Year Revenue and 3 Year Forecast Scenarios are assigned start and end years and periods You can enter data into data forms only for scenarios that are within the start and end range specified by your administrator The scenarios used in the Campus Wide Budgeting System are Plan Forecast Long Range Forecast and Actuals ACT Access rights to scenarios are assigned by your administrator If you do not have access to a scenario you cannot enter data on a data form for that scenario Versions allow for flexibility and iterative planning cycles For examples your application can have H AW 4 versions approve working and d
88. rt ubeca ALL USERS ARE BOUND BY A NON DISCLOSURE AGREEMENT AND AGREE TO ADHERE TO UNIVERSITY ACCEPTABLE USE POLICIES Q Copyright The University of British Columbia all rights reserved v Done T Budgeting User Manu TP Adobe Captivate ts Start Oracle Enterprise Per Oracle Enterprise Per Employee facing regi d JE 11 14 AM 3 Find the Hyperion link on the page and click it This opens the budgeting system s workspace Campus Wide Budgeting System User Guide Go B mi ubc ca Allil ly B Fle Edt View Favortes Took Help x GSnegit Er dq Favorites a 49 gt E Mc E oo Pager Safety Tods Oracle Enterprise Performance Management System Welcome An Log Off ORACLE Search Done internet fg 100 amp 4 Once logged on navigate to the application data form and or the report needed Logging off the System To leave the system you may click the Log Out button EI This ends your CWBS session but does not close the Web browser Alternatively closing the Web browser ends your working session and closes the browser completely Campus Wide Budgeting System User Guide Hyperion Planning Windows Internet Explorer Ig http alenwood adm ubc ca 19000 workspace logoffc jsp Budget session closed If you are viewing this page it means that you have successfully logged out of Hyperion Planning Please close this browser window You may also be logged
89. s the units central allocation of the University s GPO revenue GPO Funding allocations are loaded to the Central Ledger in PeopleSoft FMS by central finance and are represented in the Allocation column of nQuery Ledger Summary reports eee 60 Transferring GPO Funding to Another Unit 60 Accepting Rejecting GPO Funding Transfer csse sehen nnns 63 ADDIOVITO gel TEE 64 KeJacung d TELAS EE 65 MANAGING WORKFORCE YN NORRIS o Y OVERVIEW TCI 67 VIEWING THE STATUS OF EXISTING BOoeITiOoNs nr nn 67 EDITING EXISTING POSITION INFORMATION 68 PLANNING OVERTIME FOR THE YEAR iaa Eet 69 ENTERING NEW POSITION INFORMATION essessehh hne emnes mara erasa rara rara na nar 70 MAKING HIGH LEVEL PLANNING ADJUSTMENT TO SALARIES OR BENEFITS sceceeceeueeueeueuueuueees 71 TASK LISTS T T UT TN 3 WHAT AS A TASA S voit usta Lus ve ON Eo pobre ea eor bte a e nd on ra bb ers vv ora ciebat mds 73 11 Campus Wide Budgeting System User Guide WORKING WITH TASK LISTS 22552 2 a LES 73 VIEWING TAS o o did 73 COMPLETING TAS e dice sid 74 POE POR EE AO WEB ANALYSIS ia SS 76 Viewing Web Analysis Reports in HTML ooccccccccccccnnnnncnnnccccnonnna nan an anna nn nana 76 Interacting with Web Analysis Reports ssssseeee ehh hh hh hhhhhnn nnn nhan 77 FINANCIAL REPORTING eiii 84 EXPORTING REPORTS TO EE 87 EXPORTING IN QUERY READY MODE aia va dace taces a t aca ana Ene wa a d 88 PRINTING REPORTS aaa 88 INDES EE I d I P
90. se send a request to peoplesoft support ube ca Applications Home Hyperion Planning po Access UBC Campus Wide Budgeting system Budgeting Training Env ps Campus Vide Budgeting Hyperion Training Application Financial Applications Home FMS Live Access UB ancial Management System FMS nQuery FMIS on the Web Reporting tool for financial administrators Online Cash Receipts Enter cash deposit information online Endowment Reports Endowment Reports Over Under Reports TE View over under expenditure reports by department and faculty Month End Reports VK Several month end summaries Summary PG Statement TE Statement of Revenue Funding Expenses and Commitments for a Project Grant PG Tricouncil Reports by DeptID TE NSERC SSHRC and CIHR reports by Department Tricouncil Reports by PG NSERC SSHRC and CIHR reports by PG FMS Reports Libra KE A listing with detailed descriptions of queries and n ision layouts that you can use to help manage your day to day operations and reporting gt My Links Select One v plications Home TE Access UBC Human Resources Management System HRMS Reporting VK Reporting version of the LIBC HR system read only to top enableIT Systems Development UBC ca UNAUTHORIZED USE IS PROHIBITED Financial and HR Management Systems Group ersity of British Columbia 305 2075 Wesbrook Mall Vancouver BC Canada V6T 121 e mail peoplesoft suppo
91. ser Guide Grid Spread Cell value 1530 Adjust Data By Value D Increase b i of E Decrease by Spread Value sao fe Proportional spread E Evenly Split C Fill ACTION TO PERFORM OPTIONS WHAT TO ENTER Increase or decrease the value Select By Value from the Enter the specific value Do of a selected cell by an Adjust Data drop down not enter the or commas amount Select Increase by or Decimals are permitted Decrease by radio button as Negative number are not appropriate Increase or decrease the value Select By Value from the Enter the specific percentage of a selected cell by a Adjust Data drop down Do not enter the percentage Select Increase by or Decimals are permitted Decrease by radio button as Negative numbers are not appropriate Replace the current value of a Enter the exact amount in the selected cell with a new value Spread Value field 3 Once you ve identified how to adjust the data and determined whether you want to increase or decrease it by a certain amount selected the type of spread to apply from the Spread Type radio buttons click the Adjust button to see the impact The system changes the amount in the Spread Value field This will be the amount entered in the applicable cells If it is not the desired result continue to play with the different grid spread options until you achieve the desired result 4 Click the Spread button to apply the result
92. te aggregate values and to drill down into data For example supporting detail can help you calculate aggregate values for expenses such as travel salary and projects and thus can help you create a corporate expense plan Additional information about supporting detail e You must have adequate user privileges to view create modify or delete supporting detail e You can add supporting detail only to base periods e g Feb Mar Apr e You can copy and paste detail information to multiple cells simultaneously 1 Locate the lowest level account member row in the data form and then select the Period That is the intersection of Period and Account 2 Atthat intersection click the Supporting Detail button B This opens the Supporting Detail window 3 Add a descriptive title in the awaiting textbox that says Untitled e g Conference 4 Click the Add Child button This inserts a new blank row with the text Untitled directly below the row created in step 3 above 5 Enter the name of the child of the parent e g Seminar in the row that says Untitled This creates the genealogical hierarchy of the parent Conference and the child Seminar 39 Campus Wide Budgeting System User Guide Supporting Detail Windows Internet Explorer al x Supporting Detail Account 713000 Professional fees 9 Fund G0000 General Purpose Operating 9 Entity D110200 School of Arch and LS Ar
93. ted financial plan Documentation Conventions This user manual makes use of many different conventions to convey specific meanings Campus Wide Budgeting System User Guide TABLE 2 The meaning of the documentation conventions used in this manual CONVENTION DESCRIPTION Blue underlined text Hyperlink to another topic in this document or to an external document Italicised text The name of a Web page in the Position Budget system or a section on a Web page tab Italicised and underlined text The name of a system object such as a dialog box or a section in the manual Large bold text in instructions Refers to a command button Web link or menu item Text in double quotes Possible values in a drop down list Terms Used in this Manual TABLE 3 Clarification of the terms seen in this manual DESCRIPTION Dimension A data category used to organize business data for retrieval and preservation of values Dimensions usually contain hierarchies of related members grouped within them For example a Year dimension often includes members for each time period such as quarters and months Data Form A data form is a Hyperion object into which a user enters and manipulates financial data Drop down list Also known as a picklist or a pull down menu It is a list of options that the system displays when the user clicks the arrow at the end of the box Example lc Command button It is a user interface object that provides a simple wa
94. to the account member on the data form Click Close when finished You then return to the data form with the changed cells in highlighted yellow 36 Campus Wide Budgeting System User Guide 6 Click the Save button to commit the changes to the database to click Refresh to discard the changes Documenting Plan Data You can add documentation to your plan You can document your plan at any level For example specific information can be entered at the cell level as cell text and account specific information can be entered General information can be entered at the planning unit level as comments Documents such as reports or spreadsheets can be attached to cells Supporting detail can be included to provide further detail for data Entering Cell Text You may enter cell text only when you have security access to the cell s Likewise you must also have access to the cell to view any associated cell text 1 Select the intersection for TotalYear and an account row 2 Click the Cell Text dai button This opens the Ce Text window 2010 11 Plan Working TotalYear This is the Cell Text feature Enter notes if you like 1764000 IT Rental Telephone equipment Help Cancel III eene a o 4 100 Enter an explanation as to why you increased or decreased the Plan Click Submit when you re done A flag appears in the top right corner of the cell to indicate there is text associated w
95. trl Alt 1 or click the adjuster bar Refreshes the current view to reflect what is stored in the database Shortcut press Alt V and then R or click the toolbar button Ed Views instructions related to a data form This option is available only when the data form contains instructions View and Account Enters edits or views comments for a specific account entity Annotations scenario and version combination Basic Mode Toggles the view for tasks between basic and advanced modes Advanced Mode Shortcut press Alt V and then B for Basic Mode or Alt V and then V for Advanced Mode Task List Views task lists to which you have access views task status and creates a task list report Shortcut press Alt V and then T or click the toolbar button HE Toolbar Buttons The toolbar buttons provide shortcuts to Planning tasks and open dialog boxes that you can use to manage documents task lists and favourites The following table describes the buttons on the toolbar BUTTON TOOLTIP DESCRIPTION PTION Explore Allows the user to access the root directory This directory includes the reports 16 Campus Wide Budgeting System User Guide Save Saves data input on data forms When you save data the totals are recalculated and updated values are displayed for members that are calculated dynamically Option File menu and then Save or Ctrl S Refresh Refreshes the data form with data stored in the database Use this function
96. untime prompts are valid Otherwise make any necessary corrections and try validating again NOTE Expand the window to reveal all the data entry fields 6 Click the Add button to add the position to the plan Making High Level Planning Adjustment to Salaries or Benefits Use this feature when you need to make adjustments to salaries and benefits at a high level You must be in the UBCPlan application and you must have access to the Workforce module Ensure you are in the 4 52 Input Financial Data by Department data form All of the GL accounts are read only these have been planned based on existing positions and new positions 2 You can make budget adjustments to any of the following high level salary accounts and the amounts will be reflected in your plan 71 Campus Wide Budgeting System Eu UE ew cM e WF SALFAC Faculty Salaries e WF SALSES Sessional Salaries e WF SALSTF Staff Salaries e WF SALSTD Student Salaries e WF BENEFT Benefits Locate the salary account of interest and click it The cell will be a pale yellow Change the amount in the months or TotalYear column as required Repeat steps 3 and 4 for each affected amount Click the Save button when finished User Guide PC DEFAULT PC DEFAULT Default Program Code 2011 12 v 2 KI bargaining 39 945 i 39 945 39 945 39 945 39 945 39 945 i 39 945 39 945 i J 39 945 DJ Lui Lui wo wo wo wo wo wo A E E on on o
97. y to trigger an event like saving data on a Web page or to interact with dialog boxes performs an action Example Clear Web page vs screen A Web page is the contemporary presentation of information in an online format Screen is generally considered an antiquated term used to describe what is seen on the computer monitor as displayed by the system This manual refers to the term page View pane An essential part of a Web page it can have different appearances It often contains a list of form folders In this system the view pane is on the left side of the workspace Position vs job These terms are interchangeable they mean exactly the same thing This manual and the system both refer to the term Position Campus Wide Budgeting System User Guide Select This is the instruction to make a selection from a list of pre determined values often in a drop down list or search results list This is the instruction to type text manually into a field Tab A tab is a navigational widget for switching between sets of documents or data entry interfaces Having tabs allows an application to have multiple documents interfaces in a single window They are commonly used in web browsers text editors and preference windows NT Ent FundPlan Ent gt Explore Titan Click This is the instruction to single click the mouse button to make a selection or place the insertion point somewhere on a page This term is use
98. ysis of a document Analysis tools speed up comparisons visually organize data and promote conclusions You can e Sort data e Filter data e Search data e Define formulas e Add Traffic Light e Create Pinboards e Set User Preferences Viewing Web Analysis Reports in HTML 1 Click the Explore toolbar button MEX The system opens the list of folders that contain the various reports 2 Click the Titan Reports folder 3 Click the Production folder and then the ISPlan folder 4 Right click the report Actual Plan and Forecast Comparison This file has an extension of Web Analysis Document A sub menu appears 76 Campus Wide Budgeting System User Guide 5 Click Open As HTML The system generates the report and displays it in HTML format on the screen The POV is the combination of the most recent filter criteria selections 2 Oracle Enterprise Performance Management System Workspace Fusion Edition Windows Internet Explorer e http falenwood adm ubc ca 19000 workspace index jsp e File Edit View Favorites Format Tools Help Se Explore HERE A fTitan Reports Production ISPlan Actual Plan and Forecast Comparison Actual Plan and Forecast Comparison Select your Point Of View POV w f gt e Fund I G0000 General Purpose Operating Department VP ACADEMIC wi Y Project ME PGS Program Code ALL PROGRAMS Select Period A 31 ele erio ctuals Plan Forecast 9 YearTota

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