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BDS User Training Manual - Information Technology Services

1. 6 eRe Da IM ER ee 8 8 MAINTAIN BUND DESCRIPTIONS 8 9 MAINTAIN UNIT DESCRIPTIONS 0ccsceccsceccsceccsceccscecescscescscescscsesces 8 10 MAINTAIN CHARGE CENTERS eccsceccsceccsceccececscscescscecescesescucescecess 8 11 MAINTAIN PROJECT DESCRIPTIONS cccceccccecececcscscececscccscececeseececs 8 12 MAINTAIN OBJECT CODES ccccceccsceccscecescscescececcsceccscssescecescecaseees 8 13 MAINTAIN BUDGET ACCOUNTS ccccescecceccsccscscecceccscescescesescescescesees 9 INQUIRE 9 1 SALARY BENEFITS CALCULATOR 9 2 GRADES TEP TABEES det succ eA usce p EE PME EIE UE CLEA LE 9 3 POSITION SEAR CH oec eios ace ra od ree e d a 9 4 BUDGET TOTAES usu E 10 BUDGET REQUEST FORM 10 1 HOW TO CREATE OR FIND BUDGET REQUEST IN BDS TUA RADM tek 10 3 REQUESTER INFO TAB a bot e Budget Development System BDS 01 04 13 A Maricopa County Community College District TOA QUESTIONS TABS Desde o uide I0 ATTACHMENTS COSTS ccc TN WOT COST SUMMARY TAR iia esto ated oisi aed utere E 10 8 BUDGET REQUEST MAINTENANCE IN
2. Budget Development System BDS Page 53 Maricopa County Community College District 01 04 13 8 12 Maintain Object Codes Maintain object codes can only be updated by someone with DBO manager security This is critical functionality to BDS It is used to 1 Modify descriptive information about an object code e g name type of line salary plan default grade employee class 2 Restrict cease use of the object code or permit use 3 Change the benefits that apply to the object code WARNING if you change benefits rules the rules change applies to all versions for all active fiscal years Do not make this change lightly 4 Add anew object code To Maintain Object Codes 1 Go into Setup Maintain Object Codes Either Select Add a New Value to Add an object codes or press Search to modify data 2 3 Enter appropriate information 4 Setthe Year Version if needed to get indications of theoretical benefit rates 5 Save 6 Check the Search panel under Use Maintain Items Object Description to see that the change took effect Object Code Setups Object Code 51220 Description MATP M Allow Budget Item Adds Line Type Position COLA Control Group Id Salary Plan Grids Salary Plan MAT Q Empl Class Reg MAT Default Grade 013 Report Alias Default Employer Paid Benefits Controls Show Rates For Year FY 2007 2008 Version Main Version Benefit Object Code Example Rate
3. ccccccccesecccceseccceesececeeecceeeeceeeeseceeaes 13 13 MB 652 MULTI YEAR BY FUNCTION nroa n EA 13 14 654 MULTI YEAR BY CHARGE CENTER 13 15 660 SUMMARY BY OBJECT CODES eese Henne Henne nsns 13 16 662 OBJECT CHARGE CENTER TOTALS ccccccccesseccceseccceesececeeeeceeeeceeeeeeceeaes 13 17 MB2664 5UDGETED POSITIONS ETE iiie E EN SO 13 18 665 POSITIONS BY UNIT AND DIVISION eene nennen 13 19 MB 665 POSEILHIONS BY UNIT ess se eee a 13 20 MB 670S CHANGES SUMMARY bia hub e euo ege E Dos qva Un denn 132 MB 672 i d tas Prisa DR a etes 13 22 675 POSITION CHANGES PUSH PULL eene 13 23 MB 680D POSITIONS BY STATUS CODES cccccccccssseccceceeseccceeaueeceeseaecceesauaeees 13 24 685 BUDGETED POSITIONS COST REPORT 13 25 MB_687D POSITIONS LESS THAN 100 pra oer ea pra ELI D e ba eb ees 13 26 MB 688D POSITIONS WITH GRADE 990 cccsccccccssssccccccsseeccceaeecccceeusecceeeuuneees 13 27 MB 689D REDLINED EMPLOYEES cccccceseccccssececcssccccessccceusececesccseeseceseueeceeees 13 28 MB 690D POSITIONS BY GRADE STEP eene enne nnne nna 15 20 MB 69 1D
4. Costs and Jusicastion To puwde online fo AP Silebook through Assoclaled Press Esch user de amp S22 ieee i Thi 5 mot sm request Dui a mew course request Ths course is required Gy ASU smi AAW for joumalsmi students This access means that the tadents In hls online course will nat have fo purchase an AP 3byebonak TCM213AA ALL Moton Ficture Workshop On Location mcressed Cosis 200 00 anon 20 00 Shooting Need Tor inoess Gee f Inf x cn Incessed use of Bechnaksgz in expanding program To reper upgrade and replace qupment and technology To creased wages f Lab Technicians and to number of hours ib avalabl fc student Ta upda 2 400 00 Gost and Jusicstion 13 36 MB 815 Course Fee Summary A statistical summary of course fee changes for a collection period It displays counts and projected revenues broken down into three categories New Fees Increased Fees and Reduced Eliminated Fees District Wide fees will report as a separate line item It is designed to help Budget Office staff and college administrators analyze course fee trends and prepare to respond to questions from the Governing Board Budget Development System BDS Page 100 Maricopa County Community College District 01 04 13 Golecdon Pernod 2010 11 Fal Markapa Community Cobesgesz Report ME Cource Fase Summary Run Cate 7142009 Gouri Projected Revenues New Fees increased meducedi Ne
5. Process Request For User ID BURNS D CQ Type Last 40 Days Fefresh Server Name Instance to Run M Save On Refresh Status Process List Distribution Status First 3 Last Distribution i i LES o LA i T Ee Select Instance Seq Process Type Name ser Run Date Time Run Status Status C 10513 Cristal MB 6305 BURNS D 05 1 6 2007 10 38 18AM MSTA Success Pnsted 10201 10200 Crystal MB 532 BURNS D 04 06 2007 1 55 02PM MSTA MB 588p BURNS D 04 06 2007 12 35 03PM MSTA Success Details Crystal Posted Details 10 To view or print report click the Details link 11 In the Process Detail window click View Log Trace link which will take you to the Report Log Viewer window 12 Click the report link and the report will be displayed in PDF format and can be printed if desired Process Detail Instance 10413 Crystal Name MB 6305 Description Budget Development Summary Run Status SUCCESS Distribution Status Posted Run date Process Run Control ID MB 6305 C Hold Request C Queue Request Location Server fe PENT Cancel Request uM Delete Request Recurrence Restart Request Request Created 05 1 672007 10 39 234M Parameters Transfer Run Anytime After 059 5 2007 10 35 18AM MSTA Message Log Began Process At Ended Process At OS 5 2007 10 38 41 AM MSTA OS 5 2007 10 40
6. 52110 FICA OASDI 1 Full FICA OASDI Rate 6 2000 52130 FICA Medicare 1 Budget for Medicare 1 4500 52120 State Retirement 1 Full State Ret Rate 9 6000 53420 Workmen s Comp 1 Standard Industrial Ins 0 1900 52310 Life Insurance 1 Budget for Life Ins 42 00 52410 Disability Insurance 1 Budget for Disability Ins 0 150000 52999 Flex Benefits 1 Budget Flex Benefits 7 142 00 Actual rates subjectto other system processing rules 8 13 Maintain Budget Accounts Use this panel to add or modify an account code Fund Unit Charge Center Project or its attributes This level of account structure does not exists in CFS but will allow BDS to include information such as Responsible Persons and provide a department level security environment for Phase 2 of BDS Departmental Budget Requests module While most BDS users do not have security privileges high enough to update the Maintain Accounts functionality it is critical to be aware of this functionality BDS uses the College Financial System CFS chart of accounts but use of new accounts in BDS is only permitted if the accounts have been added using this functionality and Maintain Charge Centers IF A COLLEGE OR DISTRICT OFFICE DIVISION OPENS A NEW ACCOUNT GENERAL ACCOUNTING SHOULD PROVIDE ACCOUNT INFORMATION TO THE BUDGET OFFICE SO THAT THE ACCOUNT CAN BE OPENED IN BDS As a precaution it is a good idea for BDS users to c
7. This manual includes some instructions on the Offset function In order to start thinking about how to set up your pool accounts review your budget and identify which line items you have used in the past for holding reserves or reallocation funds If you wish the Budget Office will work with you to set up your often used reserves lines as Pool Accounts which is just a way to make shortcuts for these accounts so you do not have to keep typing in the full account number You should also think about where you want the District Budget Office to transfer new funds into your unit so that one or more Pool Accounts for that purpose can also be established There is no limit on how many pool accounts you can use but in determining the number you need to carefully think about the different uses and restrictions you might want to place on these pool accounts To use Offset 1 Press the Offset button when you first enter the account in which you are making changes OR press it after you make your changes but before you SAVE 2 Select an Offset Option Pool Account to pick from your list of designated reserve accounts or Specific Account to enter the full account code and line number of a line item which you do not have set up as a Pool account Select Clear Offset to start over after a mistake or to turn off the Offset feature completely so that no offset account will be processed 3 Complete all relevant information about the Offset
8. 42 00 Arizona State Retirement Flex Benefits Full Statutory Rate 9 6000 Flex Benefit Average Amount 7 142 00 Adjunct Estimated Rate 18000 M Budget Flex Benefit in Fund 1XX Iv Budget Flex Benefit in Fund 2XX Grandfathered Plan Rate 8 1000 Iv Budget Flex Benefit in Fund 3XX Adjunct Faculty Load Hour Rate 766 00 Note To add benefits to a new or existing object code a programmer must revise programming code Benefit Object Codes 52110 FICA 52120 State Retirement ASRS 52130 Medicare 52310 Life Insurance 52410 Disability Insurance LT 52430 Workmen s Compensation 52999 Flex Benefits Benefits Definitions FICA amp Medicare OASDI Every employee is required to pay federal and state taxes Employer contributions are required for social security and Medicare benefits among other things Most wage categories are subject to FICA FICA is calculated as a rate applied to salaries and benefits OASDI has a maximum salary cap that varies from year to year Any salary over this cap is not taxed However Medicare has no cap Therefore if Medicare is budgeted separately the budget will increase Full time students do not pay into FICA or Medicare except in summer months if they are not enrolled in classes State Retirement All Board approved employees are required to participate in the Arizona State Retirement System ASRS Employees must make a contribution to the plan if they work twenty or more hours
9. District Budget Office staff who will update benefits run meet and confer and manage security No home unit is required but it will be used as a default for searches if the user works mostly in a particular unit DBO Analyst level 3 Remaining District Budget Office staff who need update access to all units No home unit is required but it will be used as a default for searches if the user works mostly in a particular unit College Manager level 4 College or District Office staff who would update an entire college as well as its centers and campuses You must set a Home Unit value which will limit their budget updates to all Units which fall within this user s Home Unit You may also set a Unit value to further contrain updates to only that unit College Division Users level 5 College and District Office staff who are responsible for updating just the budget of a campus center or division of a unit You must set Home Unit value which will limit their budget updates to all Units which fall within this user s Home Unit You may also set a Unit value to further contrain updates to only that unit If this user is a District Office divisional user then set the home unit unit and division number to 700 700 and their appropriate division Department Users level 6 This is not implemented at this time but if implemented may allow updates to individual accounts only Read only level 7 For employees who will never upda
10. POSEEHONS BY STEP totit asset eiut decano eed are be hano en ani 13 30 MB 692 BUDGEEREGOUPEST tpe baee 13 31 MB 699 TRANSACTION AUDIT TRAIL ccce eene enne nnn 13 32 _750 MANAGEMENT FUNCTION 52 5558 5 5 oe Ee ae oU Ue eae osea Peau ofa 13 33 MB 755 MANAGEMENT FUNCTION COMPARISON Budget Development System BDS 01 04 13 Maricopa County Community College District 01 04 13 13 34 MB 3805 COURSE DETAIL REPORT Uo 100 13 33 8 10 COURSE FEES BOARD 100 15 360 MB 8 15 COURSE FEB SUMMARY T 100 13 37 I NIB 820 COOURSE PEE WEB REPORT rer d eae ve UE 101 13 38 850 CAPITAL EQUIPMENT BOARD 101 13 39 855 CAPITAL EQUIPMENT DETAIL ccccscccscccsccssccscccsccescessccsecescessccsscescesscesseescesscess 102 14 DASHBOARD 103 DASHBOARD OVER VIEW a 103 I I BUDGETED AMOUNTS roi Mise E DE eae 104 Io POSHO DATA S hanes M aed eee ce ea 105 Budget Development System BDS Page 4 Maricopa County Community College District 01 04 13 1 General Overview The purpose of the Budget Development System BDS is to allow
11. MB 654 Multi Year by Chg Ctr E Actuals trends reported for five years with current fiscal year actuals vs operating budget by Charge Center and Object Code MB 664 Budgeted Positions E Two year comparison of headcounts and FTE by Unit salaries Object Codes Calendar and position distribution The following are Buttons and Links used to run view and print reports cave D save save Report Parameters i Return ta Search Search for report s to run E Add Add New Report for first time users Budget Development System BDS Run Run Report Refresh Refresh Refresh to see report status Page 76 Maricopa County Community College District 01 04 13 Eeport Manader view process request list status of report report details and view reports Process Monitor view process request list or status of reports and view reports Access instructions are the same for each report To Run Reports 1 Click MCCCD Develop Budgets and then click Reports 2 Click the report MB XXX you wish to run If you already have run the report at least once you will be taken to the parameter entry page for that report If not you will be taken to a Search page titled Find an Existing Value with the report name filled in to the Run Control field Just click on Add New Value and you will be taken to this reports entry page where you must fill in all the required values 3 Choose the parameters for the report you wi
12. change any parameter repeat the selection process and click on Display Some notes 1 Totals by division also are available This is of particular interest to District Office staff 2 Fund Group refers to all funds within a series For example Fund Group 2xx includes funds 210 through 290 Fund 7xx includes funds 7xx through 8xx 3 Home Unit refers to the parent of particular centers or campuses For example Phoenix College is the Home Unit for the City Colleges Center and Mesa Community College is the Home Unit for the Red Mountain Campus Grouping by Home Unit aggregates its units Maintain Items Transactions Position History f Totals Inquiry Position Search Show Expenses Line Item List ObjectTotals y Budget Year FY 07 08 Display Total By Division Version gt Selected by unt v Unit 700 Q Grouped by Fund v FY 05 06 I 06 07 E FY 07 08 MCCD District Office Prior Actual Orig Budget Oper Budget Bal Available Avail Projected Chyg GRAND TOTALS 160 333 099 400 489 759 479 508 140 414 234 917 86 4 431 382 463 7 7 Fund 110 Gen Fund 42 061 659 46 255 000 47 734 891 6 569 147 13 8 50 403 471 9 0 Fund 210 Activities 104 581 0 2 687 28 153 1047 0 0 0 0 Fund 230 Other Aux 330 077 302 995 321 674 186 056 57 8 302 995 0 0 Fund 290 SI Clearng 503 246 0 0 0 0 0 0 0 0 Fund 310 Priv GG amp C 1 272 539 0 892 570 429 926 48
13. Budget Adoption Process 20XX Spring Midyear additions amp Adjustments In creating collection periods the Budget Office will specify Name of the collection period Start and end date of the collection period Effective Term semester in which fees will take effect Effective date for expedited requests Budget Staff will use functions within this screen to e Close the collection period allows no further additions by colleges e Set status of course fees to approved after Governing Board vote Maintain Collection Periods Find an Existing value Collection Peroa Adad Find an Existing Value Add Mew Value Budget Development System BDS Page 65 Maricopa County Community College District 01 04 13 Collection Periods Collection Period 2008 10 Spring Dates that the Collection period will begin and clase StartDate 08 03 2009 Eng Date 08 28 2009 E The Term fees will become effective after Baard approval Effective Term SPRING 2010 Date fee can become effective prior ta the Effective Term Off Cycle Approval Date 09 22 2009 H Close the period ta keep users from making entries changes Collection Period Closed Set status af ALL fees in this collection period ta APPROVED Set Fee Status lg Save Return to Search tE Previous in List E Next in List 11 2 Maintain Course Fee Setups In this section the Budget Office establishes the standard responses that col
14. It can supply additional information about the process or requirements for the collection period Course Fee Setups Y Course Fee Read Me Collection Period 2009 10 Spring This text will appear in the Process box on the Read Me page These fees will be considered for Governing Board approval at the September Governing Board meeting on 9 22 09 Mote Please enter course fee catalog numbers and Titles as they are published in your college Course Catalog DO NOT USE ALL CAPS Budget Development System BDS Page 67 Maricopa County Community College District 01 04 13 11 8 Enter New Course Fees To access the Course Fees functionality navigate on the main menu MCCD Develop Budgets gt Use gt Enter New Course Fees Users create lists of Course Fees and Special Fees to be submitted to the Governing Board for approval Each list is combined by a Unit Mesa Community College Maricopa Skill Center etc and a pre defined Collection Period To create a new list or update edit an already existing list the user has access to two tabs Add a New Value Use this tab to start a new list for a Unit and Collection Period Enter Course Fees Find an Existing Value Unit JA Collection Period 2009 10 Spring Add Find an Existing value Add a New Value The Unit box will fill automatically with the users Home Unit If this is not the Unit you want to make a list for click the lookup icon and
15. Line Item List panel and Object Totals panels will list the benefits by object code in sum for that unit To find out how much the benefits would cost for a position go to Inquire Salary Benefits Calculator Finding Benefit Rate and Amounts Y Benefit Rate Update Line Item Last Maintain Items v v Y Object Totals v Salary Calculation Employees hired prior to 1984 receive 8096 back decreased from 8546 this fiscal year while those hired after 1984 receive 5096 Budget Development System BDS Page 43 Maricopa County Community College District 01 04 13 Benefits Rules Only object codes in the 51xxx series receive benefits and are subject to benefits rules These are noted and are available for updating in Maintain Object Codes These rules determine what benefits levels will be budgeted for positions or salary pools created or updated within these object codes Following is a list of the object codes and their respective rules as of this writing 51111 All Benefits 51112 51116 Full FICA Medicare Retirement and Workmen s Compensation 51121 Full FICA Medicare Workmen s Compensation State retirement ASRS if board approved if adjunct and have worked 10 or more load hours equal to 20 regular hours for 20 weeks consecutively 51122 Same as 51121 except for evening classes Evening class instructors must pay Medicare and either pay into FICA or contribute a minimum of 7 5 to a TSA 51124
16. Note This report provides all units within the chosen fund Some colleges include more than one unit eg Unit 100 and 110 are combined below MB 6705 Report Run Control ID MB 6708 Report Manager Process Monitor User ID BURNS D Description BOS FTE Changes Summary Budget Year FY 07 08 Budget Version Main 110 Example of report data Fund Date Run 05 16 2007 MARICOPA COMMUNITY COLLEGES YEAR rd Time Run 12 08 05 PM VERSION mis MB 6708 FTE CHANGES SUMMARY FUND 110 FY 2007 2008 CEC RFP MATP PSA M amp O CRAFTS SAFETY RETIREES TOTAL PHOENIX FY 07 08 1 00 200 00 54 08 139 78 37 00 5 00 7 00 15 00 458 86 Includes City FY 06 07 1 00 198 00 51 08 146 47 37 00 5 00 6 00 15 00 459 55 Colleges CHANGE 0 00 2 00 3 00 6 69 0 00 0 00 1 00 0 00 0 69 Budget Development System BDS Page 91 Maricopa County Community College District 01 04 13 13 21 672 Push Pull This report takes place of MB 670 report which showed detail on FTE changes by employee policy group NOTE that this report gets its information from the FTE changes recorded in the Transactions audit trail each time you save a Position change that affected the Budgeted FTE for a position The FTE changes on this report are still sorted by employee group The Transactions processing has been changed to eliminate as much user entry as possible when budget line actions affect FTEs Users are no longer requir
17. Position Soa 050 100 00 32 848 32 848 2 038 110 250 112810 51538 VAC 00000000 Vacant Position NON Soa 050 100 00 30 867 30 857 1 656 13 27 689D Redlined Employees The MB 689D report displays all positions with a step of 25 Mb689d Run Control ID MB B89D ReportManager Process Monitor A User ID BURNS D Description Redlined Employees Budget Year 07 068 Budget Version Main Unit fi 00 Thru Unit 999 M Run all Units Example of report data MARICOPA COMMUNITY COLLEGES RUN DATE 316 2007 PAGE 2 REDLINED EMPLOYEES RUN TIME 12 29 17 MB 6890 06 07 0 08 BENEFIT ACCOUNT NUMBER ST EMPLID EMPLOYEE NAME CHD GRIS FTE CAL AMOUNT AMOUNT AMOUNT 110 700 181700 51230 VAC 00000000 Vacant New PS 008 25 1 00 10000 7 958 8 085 5 508 110 700 151810 51230 00000000 Vacant New PS 008 25 1 00 100 00 19 225 230 7 228 Budget Development System BDS Page 95 Maricopa County Community College District 13 28 This report sorts and displays positions by grade and step The following shows parameters that can be selected Mb690d Run Control ID User ID Budget Year Unit From Object Example of report data RUN DATE 3 16 2007 MB B80D BURNS D MB 690D Positions by Grade Step Report Manager Process Monitor Description Positions by Grade Step FY orig Budget Version Main 100 51111 a Thru Unit 299 M Run all
18. based on their personal profile and allowed to choose from a variety of insurance options If their choices exceed their allocation they are responsible for paying the difference If there are flex dollars remaining after they have chosen their coverage they receive a portion back as taxable dollars For FY08 flex dollars are budgeted at 7 142 per FTE in Funds 1 2 and 3 BDS allows budgeting for Early Retirees with FTE The flex rate is 1 500 In Add or Update mode in Maintain Budget Items press the More button Type 1 500 in the Flex Benefit field press OK and save Miscellaneous Benefits Also included on the Benefit Rates panel is the Adjunct Faculty Load Hour Rate For FY07 08 the rate is 766 this is the amount per credit hour that adjunct faculty are paid to teach This rate also applies to summer school for regular faculty Adjunct faculty pay into ASRS if they work more 10 or more load hours for twenty weeks Their ASRS rate is currently budgeted at half the full rate assuming that 50 of adjunct faculty exceed the load hours Benefits in the Budget Development System There are several ways to locate the rates and amounts of benefits depending on your goal To view all rates go to Setup Maintain Benefit Rates Search This panel lists all the current rates Each object code will list the benefits associated with that line Go to the Maintain Items panel to see the specifications The
19. or a technology improvement project do not need to be entered into BDS As a general guideline if the item will be part of a project approved by governing board it will not need to be entered into BDS You will be able to read information and run the report for any unit s However you will only be able to add or delete items for the unit s that you are approved to access ACCESS Employee access is identical to access authorized for entering data for the budget cycle 12 1 Entering Capital Equipment Items Colleges a Access BDS as usual b From the main menu select Develop Budgets c Select Enter Capital Equipment Requests located below Batch processes or an icon The following screen will appear Enter Capital Equip Requests Enter any infarmation you haee and dick Search Leave fields blank for a fest of all values i Fmd Existing Value Add a Hew Value Search by Unit begins with Search Advanced Search Find an Existing Value Add Haw Value Make sure Unit is listed in the Search By field Division is not a required field for the colleges d Click on search and select the appropriate Unit The following screen will appear Budget Development System BDS Page 72 Maricopa County Community College District 01 04 13 i Cap Equip Requests i Budget Year 2011 Unit MCCD District Office Division 0000 Mone Last Updated 04 13 2010 1 38 09PM By ASTI A Equipm
20. you will move automatically to a new panel shown below 2 Choose the type of budget line to add 3 Select an object code from the pick list or type it in if you know the number 4 Include a Reason this is a required field 5 Type in a budget amount if this is a salary pool revenue or fixed expense Select a grade step employee class job code title and FTE change if you are adding a position Press OK 7 Make sure your memo field is clear and comprehensive The Reason will be added as the first line of the Memo automatically when you save so don t repeat it 8 Verify the entry is what you want it to be make any additional changes 9 Left click the Save button or tab forward to the Save button and press Enter 10 Note impact on budget for the line and the totals field 11 Click on Transactions panel to review the change A Add a Budget Line Item Position Other Expense Salary Pool Revenue Object Code to Add Transaction Reason Use Employee from last Drop Projected Budget 0 OK Cancel If you later want to modify something about this entry use the update function If you want to drop it use the drop function If you Drop an Added line item prior to saving the system cancels the panel for you since there is no clean way to Undo an Add without the Cancel 7 3 3 Drop Use this functionality to drop any position salary pool fixed expense or revenue line item You cannot Drop stat
21. 07 48M MSTA Batch Timings View LogiTrace This screen shot shows a typical panel and typical parameters needed to run a report MB 6305 Report Run Control ID MB 5308 ReportManager Process Monitor User ID BURNS D Description Budget Development Summary Budget Year Year 1 ppg GL Year 2 pos Budget Version Main Unit 100 Thru Unit 999 Iv Run all Units From Fund 110 Thru Fund 999 Run all Funds Expenses Low Object 50000 0015 Q Thru Division 0015 a Rev or Exp High Object 59999 From Division sort By C Fund C Unit Object Code C Function Division Budget Development System BDS Page 78 Maricopa County Community College District 01 04 13 There are a few points to note about reports in the new BDS 1 All reports can be viewed on screen or can be printed You can also print from the view screen 2 Green bar reports are unavailable Reports only print to laser printers 3 Select pages can be printed or you can print the entire report 4 You can print or view reports for any unit regardless of your update privilege security level or access 5 Some reports are subreports The creation of subreports was necessitated because of limitations in Crystal reports For example the MB_630S summarized the detail in the MB_630 to provide totals for a unit by object code series function division or fund This data was contained in the last few pages of the
22. 172254 174932 Fr ris 110 FOO Chancellor 2854387 2087732 0098 110 ZOD YC AcadAt 6016091 E18473H 0098 110 ZOO Bus Sr 7250015 70459522 0098 110 00 Hum Resb5875755 7201850 0098 110 FOOYVCS CA 4853218 5447594 0098 110 FOO YC 11715748 12528855 008 110 FOO Facilities 6497512 5129250 ri s 110 700 Retirement 0 0 Base Budgets Budget Year FY 2007 2008 Version Main Version Fund 110 General Fund Unit 110 City Colleges PC Division 0000 None Dollar Amount FTE Initial Base Budget Target 371 274 00 Adjusted Base Budget Target 442 146 00 Cumulative change to Base 70 972 Change Type Letter Code s Additional Explanation Date Time User ID Amount Incr Decr FTE IncrDecr 205 M amp C and CPD MEC 3 COLA 04 25 2007 9 17AM HORNER 702200 _Save 180 ASRS Rate Incrs ASRS incr to 9 6 Copy 12 18 2006 9 58 HORNER 1 079 00 _Save Budget Development System BDS Page 47 Maricopa County Community College District 01 04 13 8 5 Maintain Unit Controls The purpose of this functionality is to store statistical data that 1s used in reports to provide costs per unit In particular 1t stores FTSE headcount and square footage for use in the 635S It only can be updated by someone with a DBO manager security profile To Modify Unit Controls Go into Setup Maintain Unit Controls Search either by Budget Year or
23. 2 0 0 0 Fund 320 State G amp C 437 254 16 957 242 13 032 822 12 769 093 98 0 18 911 265 Tis Fund 330 Fed Grant 2 885 267 0 3 396 295 1 947 193 57 3 0 0 0 Fund 340 Fed Gr 1 024 738 0 925 857 52 005 5 6 0 0 0 Fund 350 US DOE 186 904 0 163 988 43 463 28 2 0 0 0 Fund 370 Oth Restr 745 251 146 334 871 125 120 669 124128213 99 2 141 287 267 3 4 Fund 710 StAidUnexP 10 104 558 63 709 074 24 516 787 21 426 888 87 4 65 654 074 22 Fund 730 GOB UnexP 1 061 566 30 993 000 85 314 222 79 142 898 92 8 38 281 000 235 Fund 731 0 0 8 321 083 8 321 083 100 0 0 0 0 Fund 740 REVB UnexP 1 913 017 34 270 000 98 108 019 98 647 355 100 5 36 462 800 6 4 Fund 810 GOB DbSvc 47 697 919 67 425 898 67 425 898 60 339 518 89 5 75 865 133 num Budget Development System BDS Page 33 Maricopa County Community College District 01 04 13 7 7 Position Search Position Search allows all users to search for positions job titles or employees employee names It also allows searches on various other attributes of employees or positions such as Unit Salary plan similar to employee group grade step employee ID or position number Searches on social security numbers are not available It is possible to search all positions in each unit Position Search can be accessed as a tab within Maintain Budget Items through the Main Menu To Use Position Search Choose the year and version you wish to search You can narrow your search by entering values
24. 2008 Version Main Version Sal Plan Professional Staff EEG MELLON TUNE EUH dl Step Step Step Step Step Step Step Step Step Step Step Step Step Step Step 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Grade Salary Benefits Calculator Position Search Budget Totals Maintain Budget Requests BDS User Training Manual Budget Office Website ITS BDS Support Webpage 01 18443 19 528 20 613 21 698 22 783 23 868 24 953 26 038 27 123 02 19 498 20 645 21 792 22 939 24 086 25 233 26 380 27 527 28 674 03 20 745 21 965 23 186 24 406 25 626 26 847 28 067 29 287 30 508 04 22177 23 482 24 786 26 091 27 396 28 700 30 005 31 309 32 614 05 23 112 24471 25 831 27 190 28 550 29 909 31 269 32 628 33 986 06 24880 26 344 27 807 29 271 30 735 32 198 33 662 35 125 36 589 OF 27 018 28 607 30 197 31 786 33 375 34965 36 554 38 143 39 733 08 29 437 31 169 32 900 34 532 36 364 38 095 39 827 41 558 43 290 09 32 226 34 122 36 017 37 913 39 809 41 704 43 600 45496 47 391 10 35 388 37 470 39 551 41 633 43 715 45 796 47 878 49 960 52 041 98 38 939 41 677 44415 47 152 49 890 52 628 55 365 58 103 60 841 gt Warklist gt Application Diagnostics gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary 9 3 Position Search The Position Search panel allows the user to search for positions or employees Inst
25. 315000 315000 2320 700 327583 GpecDues 2005 55400 Organizational Dues Organizational Dues 42000 42000 3 320 700 328524 Career Software Initiative 59910 Transfer Same Fund Transfer To Same Fund 300000 300000 mun The sample above does not show all of the fields that displayed you need to move the blue bar at bottom to the right to see additional fields The Fields that are located on the Budgeted Amounts tab include Fund Unit Charge Center Charge Center Description Object Code Object Code Description Title Description Title if a budgeted position Description what the user inputs to describe the amount budgeted this may be different from the object description Original Amount the year prior to the chosen year Projected Amt the Budget Year chosen Employee Name Salary Plan Grade Budget Development System BDS Page 104 Maricopa County Community College District 01 04 13 SCS Step FTE Percent Distribution SCS SCS Calendar e Position Number SCS Unit Description SCS Division SCS Division Description Budget Year Version MAIN When you are ready to download the information to an Excel spreadsheet hold down the Ctrl key and press the Excel Icon above the Unit
26. 698 22 783 23 868 24 953 26 038 27123 002 19 498 20645 21 792 22 939 24086 25233 26380 27 527 28 674 003 20 745 21 965 23 186 24406 25 626 26 847 28 067 29 287 30 508 004 22177 23 482 24 786 26 091 27 396 28 700 30 005 31 309 32614 005 23 112 24471 25 831 27 190 28 550 29 909 31 269 32 628 33 988 006 24880 26344 27 807 29271 30 735 32 198 33 662 35 125 36 589 007 27 018 28607 30 197 31 786 33 375 34 965 36 554 38 143 39 733 008 29437 31 169 32 900 34632 36 364 38 095 39 827 41 558 43 290 009 32226 34 122 36017 37 913 39 809 41 704 43 600 45 496 47 391 010 35 388 37 470 39 551 41 633 43 715 45 796 47 878 49 960 52 041 099 38 939 41 677 44415 47 152 49 890 52 628 55 365 58 103 60 841 13 2 MB 623 Base Budget Adjusts This report provides details of changes made to base budgets for the projected budget year 623Report Report MB 623 Report Manager Process Monitor Run User ID HORNER Description Base Budget Adjustments Budget Year 13 414 FromUnit 700 Q 700 Q All Units From Division 0000 To Division 0025 Q Divisions The MB 623 report is a useful tool for checking to see what base budget changes may have been made for your units and or divisions in fund 110 As showin in the example below it shows the original base budget additions deletions to the base the name of the person who made the base change the date and time of change the change type e g 100 Tuition Fee rebate EGF 120 Transf
27. Add to Favorites f Edit Favorites NAVIGATION Menu navigation has changed Menu items are the same as they have always been but the menu is no longer to the left of the portal The menu is now at the top of the portal under the ORACLE logo as shown above You can navigate the menu in two ways 1 Hover over Click Main Menu Place your mouse over the individual menu items moving down the menu hierarchy as the submenus appear until you see the item you want Then just click on that item Budget Development System BDS Page 14 Maricopa County Community College District 01 04 13 4 Gi MCCD Develop Budgets Message of the Day isers please contact Budge E workiist Setup Application Diagnostics Tree Manager C3 Reporting Tools PeopleTools Change My Password My Personalizations My System Profile Batch Processes JODO p p p C3 Budget Book Reports MB 610 Export Sal Schedules MB 623 Base Budget Adjusts Use MB 625 Budget Variances Maintain Budget Items MB 628 Detail by Chg Ctr Salary Benefits Calculator MB 629 Expense Budget Detail Grade Step Tables MB 630 Detail by Acct Number Position Search MB 6305 Budget Summaries My Dictionary Budget Totals MB 631 Detail by Division My Feeds Enter Budget Requests MB 632 Detail by Function Enter New Course Fees MB 635 Budgets by Function Enter Capital Equip Reque MB 635S Budget Summ by Func BDS User Training
28. Budget Office Use Only Maintenance on the Budget Request Module is done once a year at the front end of the process Maintenance is done in three sections under setup options 1 Maintain Request Default 2 Maintain Request Questions and 3 Maintain Request Readme These options configure the standard request form for the budget year WARNING It is essential that once setups are complete for a budget year and Budget Requests are being entered that the setups not be changed This could result in erroneous computations or incorrect information being submitted Maintain Request Default 1 Salary costs for Requests for Personal services RPS are calculated on a grid basis for each salary plan Crafts Faculty MAT amp PSA The grid allow the setup of a step that is used when computing salaries by the functions called from the Costs page The step to be used to calculate salary rates can be selected here If no Default Step is setup for a Salary Plan the function uses Step 4 for the computation Only setup steps for Salary Plans that do not use Step 4 2 t is necessary to carefully set up benefit rates at the beginning of the year The benefits percentages used in the Budget Request module should be in general alignment with the benefits percentages used in the BDS Meet and Confer process The amounts can be determined from values in the BDS Maintain Benefits Update Display for the Budgeted Fiscal Year Some exceptions may be allowed t
29. Budget Year 2011 College Budget Rollup Category Goveming Board Governing Board Total College Administration Chancellors Office College Presidents Administration 4 140 732 College Administration Total 4 140 732 Academic Services Instructional VP Academic Affairs 5 102 707 Skill Center Transfer Library 10 082 989 Instructional Academic Support Programs Services 8 329 869 Academic Instruction 238 971 786 Learning Assistance Tutoring Services 4 722 061 Faculty Development Services 1 197 528 Academic Services Instructional Total 268 413 940 District Office Budget 170 388 170 388 1 028 378 1 028 378 552 070 6 134 189 30 018 6 716 277 01 04 13 Report MB 750 Page 1 of 30 District Transfer Budget 5 716 967 269 000 743 800 6 729 767 Grand Total 170 388 170 388 1 028 378 4 140 732 5 169 110 5 654 777 5 716 967 10 082 988 14 733 058 239 745 604 4 729 061 1 197 528 281 959 984 You will note the optional show charge center details button on the report If this is chosen following the two page summary is a sub report that shows which charge centers are within that rollup category Managerial Function and the total charge center budget by rollup and function Charge Center Detail Managerial Functions College Budget Managerial Function MF0000 Governing Board Rollup Category RC0005 Governing Board Charge Center 151130 District Goveming Board Charge Center 1620
30. Control ID MB 630 Repot Manager Process Monitor Run User ID BURNS D Description Budget Development Details Budget Year FY ORO Budget Version Main Unit 100 Thru Unit 09 M Run all Units From Fund 110 Thru Fund 99 M Run all Funds Rev or Exp Expenses Low Object 50000 High Object 59999 From Division 001 50 To Division 001 50 Suppress Employee C Suppress Memos Page Break on Charge Centers Example of report data Date Run 05 16 2007 MARICOPA COMMUNITY COLLEGES Page 1 Time Run 10 56 34 BUDGET DEVELOPMENT DETAIL EXPENDITURE ACCOUNTS Report MB 630 110 General Fund Phoenix College ACCOUNT 3110 100 151450 Business Office Function 3 Administration Division 0075 Business Services Object Code H R Position Attributes 04 05 FY 05 06 06 07 Line Empl ID Status Employee Name Year End Original Current Current 95 of Proposed EffDate Seq Pos SDistrib S amp P Grd Step Calend Actual RewExp Budget Budget Balance Budget Budget 51220 MATP 200 877 123 270 163 142 0 0 00 133 320 2 1 00 CUR 67 850 Reduce step from 8 to 5 for FY02 03 76 238 04 19 06 2 01002062 100 MAT 016 09 12 Mor College Fiscal Services Replacement FY00 01 DBO edu step 3 23 05 MAT Reciss 04 05 Tmsfr 5 6 02 Rpic R Elliott 3 1 00 VAC 55420 New hire 1 2 02 57 082 01906 1 01002003 100 MAT 014 07 12 MG Bursar 13 6 MB 630S Budget Summaries This report accompanies the MB_630
31. El By HORNER Effective 09 27 2006 11006464 Job 2872 Title Property Control Assistant FICA Ef Seq 1 Distrib 100 0 Empl ID 50000000 Name vacant Contract 0 00 HRFTE 0 00 Budgeted 0 000 Empl Class Reg PS moe Ciber B Sal Plan Grade foro Step E Budget fo LIFE Posn Stat Ti DISAB Dept ID T 0 151415 Calendar 17 More FLEX HR Action Hire Reason Conversion Total Cost BEN The Drop can also function as an Undo in two situations If you have Dropped a personnel line item by mistake clicking on Drop a second time will restore the item undoing the Drop If you have Updated a Personnel line item and want to discard your changes to that line and continue working click on Drop and you will see the fields grey out and restore to the pre update values If you Add a line you can use Drop to undo the Add but it is forced to perform a Cancel anyway 7 3 4 Move The following sections detail how to move lines Note please that move functionality contains some restrictions on the types of moves that are possible Given restrictions on the move function users may need to use combinations of Drop and Add or become familiar with the Offset feature to reallocate funds particularly when moving funds from one Type of line item Position Pool Fixed to another The Move functionality allows users to update the budget by moving lines from one account t
32. Fees Find View All First 4 1of5 n ast d4 rum REM afa see ee Child Care Fees Category Description Curren Proposed PI Fee Actual Cost Fee C Actual Cost Last Update 07 01 2009 86 03 27PM Covered Costs and Justification By TRIER Service under consideration Expedited Implementation Requested Approval Status Special Fee Category Choose from the allowed pre defined values by clicking the list box arrow Examples of Special Fee Categories might be Parking Fines Child Care Fees Nursing Fees or Other Description Give a brief description of the fee Example For each fifteen minutes of late pick up under Parking Fees Current Fee If this is not a new fee enter the current fee If the fee being charged is an Actual Cost check that box Checking that box will automatically set the Current Fee to zero Proposed Fee The new changed fee being submitted for approval If you are dropping a fee you can enter this as zero If the new fee is an Actual Cost check that box Checking that box will automatically set the Proposed Fee to zero District Wide Most of the requested Special Fees will be District Wide However if you are requesting that this fee be applied only to your specific college unit leave this box unchecked Covered Costs and Justification This text area allows a narrative of 3000 characters Be as specific as you wish You may paste text from a previous record or an outside
33. Industrial Comp Add Risk 2 1400 Faculty Support Cost 5 000 Athletic Specialist Salary 42 193 SETUP ROLLOVER Copy setups to the following budget year Budget Development System BDS Page 63 Maricopa County Community College District 01 04 13 4 This page also includes setup rollover Setup rollover sends default values only to the next budget year If any values have already been setup for the next year the copy program will abort You must delete any setups that exist for that budget year to run the copy program This is to ensure that values already established are not accidentally over written This includes questions and readme It is recommended to first do the rollover and then make changes to defaults questions and readme Maintain Request Questions Questions can be revised and additional questions added in this section This allows the Budget Office to define a question and possible answers for those questions that can have answers The questions and answers are then displayed on the various pages of the Budget Request The Budget Request will handle a maximum of 18 questions Question and answer text is limited to 500 characters Only questions 3 7 can have answers Questions 3 and 4 can have a maximum of seven answers In questions 5 6 7 and 8 a total of 15 responses are possible There is no error code that will disallow the making of erroneous setups However they will be ignored if they exceed the limitations described
34. a week for twenty weeks For Faculty one load hour is equivalent to two clock hours Employers are also required to match the contributions The withholding rate fluctuates each fiscal year based on actuarial assumptions and is currently 9 6 of salaries and wages for FY07 08 Life Insurance Hligible employees are automatically provided with 15 000 of term life insurance Maricopa currently budgets 42 for each position to cover this The amount 1s subject to yearly change based on costs OASDI Old Age Survivors and Disability Insurance Budget Development System BDS Page 42 Maricopa County Community College District 01 04 13 Disability Insurance Long Term Long term disability insurance provides financial protection if an employee is unable to continue working This coverage is automatically provided through the Arizona State Retirement System Maricopa currently budgets this at a rate of 0 15 The amount is subject to yearly change based on costs Workmen s Compensation Employers are required to have coverage for employees who suffer on the job injuries This amount is currently budgeted at 0 19 Some employee groups such as Crafts M amp O and Safety have a higher risk rate currently at 2 14 The rates are subject to yearly change Flex Benefits Maricopa Community Colleges offer a Cafeteria plan for health dental short term disability and supplementary life insurance Each employee is given flex dollars
35. account If you chose Pool Account click on the small triangle icon and then click on the Pool you want If you chose Specific Account start in the Budget Development System BDS Page 28 Maricopa County Community College District 01 04 13 10 11 12 Unit and use 4 to select each value Be sure you Tab through each field once you enter its value Sometimes the next field will be filled in for you such as Project As you tab through the Line field you will see account line item balance and other information appear at the bottom of the panel NOTE Pool Accounts need to be setup in advance in order for them to be used here See the Pool Account section The words Offset Ready should appear in the upper right of the panel If you want to Offset to the account shown press OK to return to the main panel Or you may click on Clear Offset and then OK to exit with no offset account active Notice on the Maintain Items panel that the middle section of the panel now advises you that Offset is activated where the read label Offset To and the account code are shown If you do not see the Offset To then no transactions will be posted to any Offset Account You may continue making your changes to line items if necessary You can SAVE when changes to the account are complete As long as the Offset To is still visible the system will calculate your net changes reverse the sign and post a
36. an OYO of OSO Change the calendar for a position this will impact salary and benefit dollars and budgeted FTE Vacate a position do this by pressing the vacate button Fill a position update with a name employee ID etc Change a position number To change a title or job code note these come from Human Resources tables Update a revenue line item Update a salary pool line item Update a fixed expense line item Update a memo field even if you are not changing amounts or position information Once the line item has been updated the user must click on the Save icon If dollars or FTE modified the change will appear on the transaction panel You may make a series of changes to line items in an account and click on Save once to commit all the changes to the database The only possible drawback to doing this is that if you Add or Update several positions the changes to FICA and other statutory benefits lines will be combined into single Transaction entries That is probably OK but be aware of it as a reporting issue on any MB 699 Transaction Changes reports Note that statutory benefits cannot be changed using update functionality They change when salaries change and changes in rates are centrally controlled 7 3 2 Add If you want to Add a position salary pool non salary expense or a revenue line item this is the function to use You can use this to add line items for any object code whether this
37. and select the object you want to use Add 1 or any amount a reason press OK Update the amount field to 0 add a reason and or update your memo field Press SAVE Se dev GA You now have added your object code to serve as an Offset The Move function can create a line item in a target account so consider using Move as a shortcut to move some dollars into the target account in a newly created line item be sure to select Stay in this account on the Move sub panel Then you can activate Offset to the newly created line in the target account make additional reductions in the current account and when you Save the additional net dollars would be shifted to the new line item in the target account The following are possible ways to use Offset 1 Salary Savings update a salary to the vacancy level Pressing Offset before the update or after will transfer the net savings to the account in which you would like to reserve them Make sure that you do not Save until after you have activated the Offset feature 2 Add a position salary pool or fixed expense Go through the ADD process If you did not press Offset before the Add press Offset identifying the account from which funds should come Save 3 Drop a position salary pool or fixed expense and Offset go through your drop actions then activate an Offset account or activate an Offset before you started the Drop process Save 4 Update a salary pool or fixed item
38. by someone with DBO manager security This functionality is used to add a new fund or to change descriptions It is not likely to be used unless the Chart of Accounts changes in a significant way To Maintain Fund Descriptions 1 Go into Setup Maintain Fund Descriptions Either Select Add a New Value to add a fund or enter fund and click Search to modify data Enter appropriate information Save Your changes can be checked by looking at the Use Maintain Items panel and searching on the fund Maintain Fund Descriptions Enter any information you have and click Search Leave fields blank for a list of all values Add New Value Search by Fund begins with 7 Search Advanced Search Search Results Find an Existing Value 1 5 of 5 T10 State Aid Unexpended Plant r3 GO Bands Unexpended Plant 2004 GO Bond Budget T40 Revenue Bonds Unexpended Plant T50 COPS Unexp Plant Find an Existing Value Add New Value 8 9 Maintain Unit Descriptions Maintain Unit Descriptions can only be updated by someone with DBO manager security This functionality is used to 1 Add anew unit or to change descriptions 2 Change the home unit for a unit Totals must be recalculated using batch Process MB115 if a home unit is changed To Maintain Unit Descriptions 1 Go into Setup Maintain Unit Descriptions 2 Either Select Add a New Value to add a unit or enter the Unit and press e
39. can create lists for a Skill Center under their Home Unit Those users who have a Home Unit that is a Skill Center may not create or edit lists other than that Skill Center Users who have Read Only access to BDS cannot create or edit a list If a User who has Read only access to BDS needs to create or edit Course Fee lists they will be given a separate Userid and password to BDS specifically for Course Fees Once you have selected an existing list or chosen to create a new list you will see three new tabs Read Me You will automatically enter this page first This page is designed to give you all the information you need to know about the specific Collection Period and the Course Fees submission process You will see The Collection Period Begin and End dates The term for which the Course Fees for that Collection Period will become effective The date that expedited fees can become effective no sooner than Budget Office communication about the Course Fees Process There is a link to the BDS User Training Manual which will contain this detailed information on using the Course Fees panels Click the button The Manual will Pop up in PDF format You must have pop up blockers turned off and a copy of PDF installed on your computer Maricopa standard Course Fees This is where you begin entering your list Fill in a form for each fee you are requesting Each form requires the following information Read Me Course Fees Unit 100 Pho
40. down while clicking the Excel icon below The Fields that are located on the Position Data tab include 4 Fund Unit Charge Center Budget Development System BDS Page 105 Maricopa County Community College District 01 04 13 SCS Charge Ct Description Object Code Title Employee ID SCS SCS SCS e Employee Name SCS Position Number SO Salary Plan Grade Step SCS Calendar FTE Percent Distribution Status Salary Amount Total Benefits Unit Description SCS 2 SCS Division SCS Division Description Budget Year Version MAIN SCS SCS After you have made your selections press the Display button to get your Position Data jUdgeted Amounts aT Position Data Budget Year 2014 Q Version MAIN Q Unit JA To Unit Q Units Fund 110 To Fund 110 Q All Funds Charge Center ToCharge Center All Charge Centers Division To Division All Divisions Display To download to Excel hold the Ctrl key down while clicking the Excel icon below es Find View Ft Rll 4 9 of 2 Li Last Fund Unit Charge Center Charge Center Description Object Code Title D ID Employee Hame al 1 110 Foo 151900 Wellness Incentives Coord Wellness Education OO000000 Wel
41. field Division poo0 y To Division 0090 Q Divisions Expenses Revenues All Object Codes Display e To download to Excel hold the Ctrl key down while clicking the Excel icon below Charge Object Fund Unit Center Charge Center Description Code Object Code Description Title Description 1 110 701 134040 Faculty Association President 51711 Residential Backfill for Fac Assoc Pres After the budget lines are loaded into Excel you can do whatever Excel functions you wish to do for printing or analysis e g create pivot tables filter specific fields hide columns or rows etc 14 3 Position Data The Position Data tab has similar choices for selecting data Budget Year Version Unit Fund Charge Center Division etc It should be noted that the choices on this tab automatically fill in from the choices on the Budgeted Amount tab or vice versa if you use the Position Data initially the Budgeted Amounts will automatically fill in from the Position tab These fields can be changed as needed i Budgeted Amounts f Position Data Budget Year Unit 701 Q To Unit 701 Q J All Units Fund 110 G To Fund 110 19 Funds Charge Center Q To Charge Center 134040 Q All Charge Centers Division 9000 Q To Division AII Divisions Display To download to Excel hold the Ctrl key
42. for the charge center including a simpliefied one line version of each position shows object name salary plan grade step calendar distribution FTE position and the employee id Since the report has an option to page break for each charge center this report is easy to break apart for dissemination to managers within your college or division Example of report data Date Run 12 15 2008 MARICOPA COMMUNITY COLLEGES Page 65 Date Time 7 23 09 AM Budget Details by Change Center Report MB 828 Original Projected Line Tite Deser FY 09 10 FY 10 11 Employee Name PlavGradeStep Cal Dist Position Empii Pg Administration Psa amp Mat Division 0020 VC Human Resources Expenses 1 1230 Administrative Assistant 47 878 47 378 Angelica A PS 010 7 12 100 1 00 20000673 150067 1 52110 FICA 2 B6B 2 085 1 52120 State Retirement 4 501 4 718 1 52130 Medicare Benefits 604 894 1 52310 Lite Insurance 5K 42 42 1 52410 Disability Ins LT 72 72 1 52430 Workmen s Comp B1 81 1 529808 Flex Benefits 8 178 8 178 Total Expenses 54 424 64 639 13 5 MB 630 Budget Detail by Account Number This report details the budget by fund revenues or expenditures unit account function and object code It is among the most important reports and one of the most widely used This report is related to the MB 63085 MB 631 and MB 632 reports Note that the report parameters allow users to suppress or show employee names and
43. legacy 630 report but now is a separate report 6 Some reports have the option of running for all units or funds or just a selection NOTE Below is descriptive information about the reports contained in BDS Any questions pertaining to the information included in reports should be directed at Lulut Clow Report descriptions include screen shots 131 610 Export Salary Schedules This is a second way to view or print salary schedules The other way you can view salary tables is under Inquire Grade Step Tables The difference between Grade Step Tables and the MB 610 is that the MB 610 Report can be printed if desired and will show all Faculty grades rather than only those that fit into the scrolled area of the online display It also can show grids which reflect Calendar adjustments for non 12 month employees which the online panel will not show The following shows a MB 610 report salary table for the Safety employee group MB 610 Export Run Control ID MB amp 1 Run Report Manager Process Monitor User ID BURNS D Description Export Salary Schedules Budget Year Fr 07 06 Budget Version Main Salary Plan PS Calendar Calendar Code 12 Month Example of report data Budget Development System BDS Page 79 Maricopa County Community College District 01 04 13 2008 MAIN PS Calendar A MB_610 1 00 2 00 3 00 4 00 5 00 6 00 7 00 8 00 9 00 001 18443 19 528 20 613 21
44. lines and or position information into an unformatted Excel spreadsheet There are no totals or for amounts ORACLE avqrites Main Menu gt MCCD Develop Budgets MCCD Develop Budgets ans Setup 9j Develo amp Reports Budget I CS Dashboards L3 Budget Book Reports Batch Processes i I After you open the Dashboards folder you see the option Budget Lines MCCD Develop Budgets Dashboards View BDS data and download it to Excel Budget Lines BDS budget and position line data Can be run to Exceo spreadsheet When you click on Budget Lines you get the following screen with two tabs 1 Budgeted Amounts this includes all budgeted positions as well as all other budget lines similar to the first tab called Line Item List when you go to Maintain Budget Items in BDS 2 Position Data includes only budget positions showing salary and benefits as well as other attributes similar to the Maintain Items tab avgrites Main Menu gt MCCD Develop Budgets gt Dashboards gt Budget Lines Budget Year 014 Version MAIN a Unit All Units Fund 110 Fund 110 Q Funds Charge Center All Charge Centers All Divisions Division Expenses Revenues All Object Codes Display Budget Development System BDS Page 103 Maricopa County Community College District 01 04 13 14 2 Budgeted Amounts
45. only access or is restricted to updating only particular units all or much of their access will be read only even if the version security generally allows widespread access To request or update access to BDS send an email to Lulut Clow with the person s name college whether the person needs view only or update access and the units divisions that they will be updating Please indicate the purpose of this access Budget Development System BDS Page 37 Maricopa County Community College District 01 04 13 To set up a user for the first time the user first must be setup in People Tools Follow the procedure below 1 Click on Develop Budgets Setup Maintain Security Maintain Security Enter any information you have and click Search Leave flelds blank for a list of all values Find an Existing Value Search by Budget User Name begins with Search Advanced Search 2 Open an existing user who has the same access profile as the user you are trying to create Change the user s name to the new user s last name first name Enter the password twice as shown generally NOTHING or whatever is appropriate and Save the profile 3 Next the user must be setup in BDS by a District Budget Office staff member While college and District Office division users cannot setup security they can go into Update Display to view security setups Be sure you remember the system access name you used in the previou
46. reducing funds Press Offset and choose the account to which you want to move funds Save Then Add a position where you need to Press Offset and choose the account to which you offset the salary or fixed pool item this will fund the added position if you have enough dollars built up Note offset also could have been initiated before the start of you other changes 5 One nice thing about using Offsets is that changes to Positions or Salary Pool line items including implied benefits obligations can be taken from or reserved to an offset line item You can use an offset account as an intermediate holding place when moving some funds from one type of line item say a Salary Pool to contribute to the creation of a Position Be sure you gather all needed funds in the intermediate line item by reducing various line items with Offset to the intermediate account line prior to Adding the position that will be funded from these other net changes with Offset also activated against the intermediate account 6 Note that Budgeted FTE are not managed using the Offset feature Net changes to FTE will show up in the Audit trail and can be analyzed using report MB 670 but it is your responsibility to recycle Budgeted FTE back into positions FTE cannot be parked in a reserve line using Offset 7 4 Transactions Once a line item has been saved a transaction record is written This panel enables the user to view past transactions for an individual line
47. report can be run without the Covered Costs and Justification narrative The report can also be run for approved Fees only Commanity Collages Courses Fea Phasnlx College SPRING 2710 coleccion Pernod 100 2005 10 Spring Report Mz sz Run Liste Page 2 Sie CFD1I243 ALL Comikt Resoluion Derrpexsad Cols S 12 2 36 00 Binh Pending Leri piniad TU amp 3735AM Jy TRIER Covers Coals amd Ha admirinz er nventonles MTO151 ALL Electronic Music Costs 545 001 555 00 28 250 00 Pending Last parii TUUS 0007000 Ba TRIER Covered Cots amd Justification The imcresse n tes b be used in direct suppor of our continual need of providing current sfefe o ine art equipment inciuding handwsre and software Tor the Aude Production Techmology program a workforce program The arcus mnn rsiens weed i fhe cles require on a regular basis many of fem anre annuas using fne most orent wersinns of His sofea sures fhe students se kaming what used d othe workpace and ws meliniah a competie program in addon He wising hardware used in these courses requires continual mal enxes ani pepiscemenm and as new handware s Gavel amd becomes commonly wed the workplsce new purchases must be made Sowa upgrades col anywhere from 72 8153 per seat while new sofware ls priced Between S200 5800 per sess
48. select a Unit from the list Select a predefined Collection Period by clicking the lookup icon and selecting from the list Click the Add button You will arrive at the Read Me page and are now ready to create your list Find an Existing Value Add delete or edit an existing list You can search for existing lists by either Unit or Collection Period The Search by box will default to Unit and the users Home Unit will populate the begins with box Click the search button to get all the lists for that Unit If you do not wish to search by your Home Unit simple delete the Unit in the begins with box and click the search button You will see all lists by Unit and can choose from those Click on the Unit for the Collection Period you want Enter Course Fees Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Add New Value Collection Period begins with 2009 10 Spring Search by Case Sensitive Search Advanced Search Find an Existing Value Add a New Value You will arrive at the Read Me page and are now ready to edit update your list Special Rules You may only create or edit a list for a Collection Period that has not been closed by the Budget Office Budget Development System BDS Page 68 Maricopa County Community College District 01 04 13 You may only create or edit a list for your own Home Unit or Skill Center Home Unit Users
49. the Maricopa Community Colleges to develop its budget s for future fiscal years BDS is strictly a budget development system therefore it is never used to update the current year budget in any way Current year changes occur exclusively in the accounting system College Financial System CFS CFS is a separate information system although interfaces exist between the two systems This document describes the steps necessary for most users to navigate through BDS BDS has been developed using People Tools BDS has been developed with numerous functionalities including transaction history and the ability to view totals for budget dollars actuals from CFS and FTE information both on screen and in reports Note that actual data for the current year is as of the previous night Note that a separate District Budget Office DBO Training Manual exists that includes instructions on using processes that apply global changes to budget lines Examples of global changes include meet and confer salary increases estimating actual updating of positions in BDS for meet and confer copying and rollover of the budget feed of the annual budget to CFS feed of current and prior year budget and actual information from CFS to BDS Both manuals include instructions on items included under the Setup Menu in BDS While only District Budget Office staff with a DBO manager security profile can use these setup processes all BDS users can view the information Therefore
50. to BO Status Date 02 03 2006 District Wide Initiatives Unit Requests Unit Impacted 100 Q Phoenix College Requestor Information Submitted By TRIER Last Updated 02 07 2006 2 07 56PM Home Unit BO By SHURWIN Requester John Smith Phone 480 731 8247 Question 1 Identify the need or problem that motivated this request Describe how this request addresses that need or problem If this request is prompted by a legal mandate or business requirement please provide background on this requirement Not Answered e Budget Development System BDS Page 59 Maricopa County Community College District 01 04 13 10 4 Questions Tabs 3 Questions 1 Tab shown below This is the first of three pages containing questions relevant to your Budget Request Questions are either text answer or checkbox ReadMe Requesterinfo Questions 1 Questions 2 Questions 3 Attachments Costs CostSummary Question 2 What is the objective Not Answered Question 3 Strategic Directions How does this request advance the District s Strategic Directions Check All That Apply MCCD will maximize stakeholder access MCCD will promote and support opportunities for students by enhancing learning environments and delivery options student retention and success strategies and quality teaching and learning MCCD will enhance internal collaboration and increase external partnerships MCCD will id
51. 00163 Computer Science CIS EID 00000000 Vacant Position 250 111800 HORNER 12 18 2006 1 Vacant Reg InsFac FAC 160 1 1 000 1 00 100 0 58 949 1 M nie 12 18 06 7 21 15AM Poss 02500163 Computer Science CIS EID 00000000 Vacant Position 250 111800 HORNER 12 14 2006 1 Vacant Reg InsFac FAC 160 T H 1 000 1 00 100 0 58 948 17 258 38 12 14 06 7 57 24AM Poss 02500163 Computer Science CIS EID 00000000 Vacant Position 250 111800 HORNER Sometimes positions are funded out of several accounts To find and view the other parts of a position s funding distributions use the Position Search panel tab to locate them or go to Maintain Items and click on the search icon next to the position number field Budget Development System BDS Page 32 Maricopa County Community College District 01 04 13 7 6 Totals Inquiry The Totals Inquiry panel enables the user to view totals in various ways within a budget year To Inquire on Totals Select Totals Inquiry Select a budget year and version Select expenditures or revenues Make a selection in the Selected By box This selection will determine your next choice For example if you choose fund group the next choice will be which fund group If instead you select unit the next box to select from will be a list of units 5 You must select data in all fields for data to be returned 6 As you tab out of the last required field totals will appear Otherwise click on Display 7
52. 10 Disability Insurance 1 Budgetfor Disability Ins 0 150000 52999 Flex Benefits 1 Budget Flex Benefits 7 142 00 Actual rates subjectto other system processing rules Budget Development System BDS Page 44 Maricopa County Community College District 01 04 13 Warning Changing a Benefits Rule will affect ALL versions for that fiscal year Use Extreme Caution Unlike Benefits Rates that are exclusive to a year and version any changes to an Object Code Benefits Rule will affect ALL versions for any fiscal year Therefore extreme caution should be used when making the decision to change a rule Rules can be changed in the Maintain Object Codes Panels Meet amp Confer must be run to effect the changes globally There are some cases in which BDS uses override programming code that modifies the behavior specified by the Object Code benefits rules for certain special cases One significant programmed rule eliminates several benefits and cuts the State Retirement rate in half if you are budgeting in an object code normally used for Positions but are instead setting up a non position Salary Pool in Faculty 51111 for example to hold additional funds that will be allocated out to cover some intra year adjustments Frequently Asked Questions 1 Where can I see which object codes have which rate applied to it Go to Setup Maintain Object Codes Input an object code and the panel will show you the rules and
53. 1280 51111 VAC 00000000 Vacant health care Fitir Health Care Education FAC 630 06 1 00 1 00 H 100 Budget Development System BDS Page 93 PAGE 5 MB 6800 PROJECTED BUDGET 28 402 28 541 54 226 Maricopa County Community College District 01 04 13 13 24 685 Budgeted Positions Cost Report This new position cost report shows the salary and benefits for one or more personnel objects e g 51111 through 51270 for one or more funds and for one or more units Although the report screen shows a division range it is suggested that colleges leave the default as is 0000 to 0090 For divisions in unit 700 you can change the range to reflect to from the same division e g 0010 0015 0035 685 Run Control ID MB_685 Run Repot Manager Process Monitor User ID HORNER Description Budgeted Positions Cost Budget Year FY 10 11 v Budget Version Main v Unit 701 Q mhruunitt 701 Q From Fund 110 Q 280 Run all Funds From Object 151111 Q ToObject 512704 Runall Salary Objects From Division 0000 To Division 0090 Q The MB_685 report shows positions by fund unit and object salary plan The columns include Charge Center position status Cur Vac Name Title Position Grade Step Budgeted FTE Calendar e g FAC 12 10 9 Distribution Projected Salary Budgeted Benefit cost and Total Position cost The report is sorted by object and status with Cu
54. 217 64 953 401 157 184 Object 51220 Line 23 FY 07 08 Adopted Budget 66 813 Line Status Current Rpt Group Zz FY 08 09 Adopted Budget 67 815 Descr Coord College and Financial Services FY 09 10 Projected Budget Unit Dim Memo DBO Memo Increase Decrease line by Admin reassaqmt 771101 Last Changed Dr 008 10 27 36 By CLOW L Effective 07 01 2009 07002241 JE Job 0848 Q Title Coord College Financial Svcs 4204 53 FICA Seq 1 Contract Distrib mpl ID Name vacant Smith 483 32 MEDI 6408 52 ASRS yonl Budgeted FTE 1 000 Empl Class Status Sal Plan mar Grade 014 Step 10 Budget pnsis 42 00 LIFE Dept ID 700 151450 Calendar Mare 101 72 DISAB HR Action Reason Conversion M MeS 2178 00 FLEX Br 862 20046 94 BEN Overall Rules Concerning Budgeting for Positions 10 11 Always use Distribution to split code an employee NEVER reduce HR FTE to less than 1 to accomplish split coding Benefits may not total accurately if you reduce FTE Change the FTE from 1 to a fraction if the position is part time Use the grade 999 for non grid salaries such as early retirees with FTE or specially funded employees such as Athletic Specialists Use step 24 if a position is on an established grade but in between steps Use step 25 if a position is red lined above top of scale but
55. 50 Governing Board Member Expenses Rollup Category Total 5 0 Managerial Function Total MFOO00 0 Managerial Function MF0100 College Administration Rollup Category RC0105 Chancellor s Office Charge Center 151170 Chancellor o Rollup Category Total RC0105 Rollup Category RC0110 College Presidents Administration Charge Center 151210 Strategic Planning 45 300 Charge Center 151280 Personnel President 428 878 Charge Center 151290 College Presidents 3 582 554 Charge Center 152670 Presidents Special Projects Acct 84 000 Rollup Category Total F amp CO110 4 140 732 Managerial Function Total MFO100 4 140 732 13 33 MB 755 Management Function Comparison District Office Budget 100 807 69 581 170 388 170 388 1 028 378 1 028 378 eo 1 028 378 District Transfer Budget ojo oo o jooooo Page 3 of 30 Grand Total 100 807 69 581 170 388 170 388 1 028 378 1 028 378 45 300 428 878 3 582 554 84 000 4 140 732 5 169 110 The MB_750 report separates District Office and District Transfer however it does not separate individual colleges Consequently the MB_755 report was developed This report shows a three year comparison of Fund 1 budget grouped by Management Function and Rollup Category for a specific unit college enables college administrators to compare the projected budget with prior years Budget Development System BDS It Page 98 Maricopa County Community College Distr
56. 55 FY 05 06 Fy 06 OF FY 7 08 Raviead Prior Year Original Adjusted Projected Difference Difference UNIT DESCRIPTION Budgat Actual Budget Budgst Budgat Amauri Parcant 17060 Phoenix Collega Public Service 0 D 0 00 Instructian 25 296 075 25 566 Bus 26 244 595 25 4200 267 25 206 456 1 036 537 3 90 Academie Support 5 553 585 5 572 130 6 029 691 5 831 355 5 558 542 716 651 8 5795 Am Initsiracbon 2 133 397 2 077 260 1 493 029 1 952 865 2036 60 143 572 TET Sikemi Dervices af Taa 3 7 30 223 4274201 4 113 336 8 222 25B TASZ m3 1 23 Physical Plant 4 507 954 4 2568 606 3 963 103 4608 252 4 040 547 FT 444 1 85 General institutional 2 255 722 3 190 055 3 401422 4 937 701 5 255 856 1 865 434 54 64 UNIT 100 TOTAL 545 646 946 S44 595 330 S45 917 244 46 942 Seo S47 331 262 1514 021 3 231 13 11 MB 640 641 642 and 643 Reports Account Status Budget Summary The MB 640 illustrates each unit s budget by year and by charge center Like the MB 630 report it can be run a few different ways and therefore it is related to several different reports MB 641 MB 642 and MB 643 The MB 640 report sorts data by unit fund charge center and object code The companion reports sort this data slightly differently The MB 641 report sorts data by fund unit charge center and object code The MB 642 report sorts data by object code unit fund and charge center Last but not least the MB 643 report sorts data by unit object co
57. 59 479 504 750 414 166 022 86 4 431 513 547 DI Fund 110 Gen Fund 42 061 669 46 256 000 47 734 831 6 510 078 13 6 50 403 471 9 0 Fund 210 Activities 104 581 0 2 687 28 153 1047 0 0 0 0 Fund 230 Other Aux 330 077 302 995 321 674 186 097 57 9 302 995 0 0 Fund 280 SI Clearng 503 246 0 0 0 0 0 0 0 0 Fund 310 Priv GG amp C 1 272 539 0 892 570 418 073 46 8 0 0 0 Fund 320 State G amp C 437 254 16 957 242 13 032 822 12 769 083 98 0 19 042 649 12 3 Fund 330 Fed Grant 2 885 267 0 3 396 295 1 946 940 57 3 0 0 0 Fund 340 Fed PT Gr 1 024 738 0 925 857 40 917 4 4 0 0 0 Fund 350 US DOE 186 904 0 153 998 43 900 28 5 0 0 0 Fund 370 Oth Restr 745 251 146 334 871 125 117 238 124 123 430 99 2 141 287 267 3 4 Fund 710 StAidUnexP 10 104 558 53 709 074 24 515 787 21 420 854 87 4 65 554 074 22 2 Fund 730 GOB UnexP 1 061 566 30 993 000 85 314 222 79 142 900 92 38 281 000 23 5 Fund 731 0 0 8 321 083 8 321 083 100 0 0 0 0 Fund 740 REVB UnexP 1 913 017 34 270 000 98 108 019 98 647 355 100 5 36 462 800 6 4 Fund 810 GOB DbSvc 47 697 919 67 425 898 67 425 898 60 339 518 89 5 75 866 133 12 5 10 Budget Request Form Overview 1 The Budget Request module is an online form to allow colleges to submit request for operating funds for new programmatic needs 2 The colleges should not use the module for district wide issues DY issues will be developed by the Budget office 3 Budget request are saved in the BDS system creating a central databa
58. 7 3 5 Offset The Offset function is the last way an account or budget can be modified The offset is related to Pool Account functionality but can apply to any account even those that are not designated as pool accounts Note that Pool Account as it pertains to offset is a different concept from Personnel or Salary Pool Lines Select Offset Account Line Pool Account C Specific Account Clear Offset Pool Acct El Fund Unit Chg Ctr Project Obj Code Line Po Y Projected Budget Balance Available Charge Center Line Item Descr OK Cancel Essentially the Offset functionality allows for two sided transactions in one change For example a user might Drop a line and Offset the savings to another account Using the Offset function the user can accomplish this in one action If Offset was not activated the user would need to Drop the first line save determine how much money had been saved click on the Correction icon pencil to search for the account in which the funds should be deposited Update or Add to this account and save BDS maintains a record of every transaction which is viewed using the Transaction panel The two sided transaction audit trail with the convenient E button to switch accounts and the convenience of working within an account and not having to access a separate account to make reserve balancing entries are the two primary benefits of this new Offset functionality
59. 89 Current year and five prior years are displayed Example of report data Date Run 5 17 2007 Data Time 11 14 47 AM MARICOPA COMMUNITY COLLEGES MULTI YEAR FINANCIAL TRENDS by CHARGE CENTER Fiscal Year 2008 codes in all charge centers of the Page 2 of T Report MB 654 a Va 2007 2008 General Ledger Actuals for Fiscal Years OOF Budgets YTD Actuals Balance Projected Object Code Description 2002 2003 2004 Operating Encumbrance Available Budget 210 701 241250 Presidents Scholarships 50110 Academic Schalarshin 1 247 480 1 882 185 292 845 2 420 023 2 563 867 3 088 403 3 099 405 1 780 027 1 378 467 3 088 483 50903 Transfers Ta Restricted 0 0 0 50 000 g Total Charge Center 241250 1 447 430 1 602198 1 592 646 2 470 023 2893867 3 099 493 3 099 493 1 780 027 1 315 467 3 033 433 210 701 241262 Honors Program Fee Awards 50110 Academic Schalarshin 299 030 328 506 358 576 342 585 404 805 532 053 632 083 88 083 545 100 832 083 299 020 328 506 338 576 342 835 404 803 632 083 632 083 86 383 345 100 632 083 Total Charge Center 241262 13 15 660 Summary by Object Codes This report details the budget by object code within a unit It shows the current and projected fiscal years Budget Development System BDS Page 87 Maricopa County Community College District 01 04 13 MB 660 Report Run Control ID ReportManager Process Monitor Run User ID BURNS D Description Budgets by
60. As with most BDS reports users have the option to choose the following NOTE these choices are used for both the Budget Amounts and the Position Data tabs e Budget Year choose fiscal year for data NOTE default is the projected budget year 2014 e Version default is MAIN for colleges users e Unit one unit a range of units or ALL units NOTE default is users home unit e Fund one fund a range of funds ALL funds NOTE default is Fund 110 e Charge Center one charge center a range or ALL charge centers NOTE default is ALL e Division one division a range of ALL divisions NOTE default is ALL except District Office division users default is home division e Choose Expenses Revenues or ALL objects codes NOTE default is Expenses Position Data Budget Year 2014 Q Version MAIN Q Unit Q To Unit 700 19 CAI Units Fund 320 Q To Fund 320 Q CAI Funds Charge Center To Charge Center All Charge Centers Division To Division All Divisions dispar To download to Excel hold the Ctrl key down while clicking the Excel icon below Sample Unit 700 Fund 320 ALL charge centers EA Find View EET ELS Charge Object Original Projected Fund Unit Center LT Center Description Code Object Code Description Title Description pasara Pres M 1 327030 Prop 301 Sbdc 02 59910 Transfer To Same Fund E of Small Businesses
61. Budget Office Notes section for Budget Staff use only where questions and explanatory data can be noted Y Cost Summary Request Title HORNER TEST C ost Summary Summary is updated automatically from the Costs page PERSONNEL NON PERSONNEL FTE OT Perm One Time Permanent One Time Permanent Fund 1 83 385 0 150 000 150 000 233 385 Fund 2 53 204 100 000 0 100 000 153 204 Fund 3 0 0 0 0 Fund 5 0 0 0 0 Fund 7 0 0 0 0 Total 136 589 136 589 100 000 150 000 250 000 386 589 Submit Submit this request to the BO fg Print Print this Budget Req Budget Office Notes rorBudget office use only ale est To print attachments go to the Attachments tab Print There is currently one report MB 692 that can be run for the Budget Request The Print button willtake you to the Run Control Page for this report and it is run in the same manner as other BDS reports The report can also be accessed through the Reports menu Enter the Title of your Request and the Budget Year The report is a copy of all the information entered on the form If you check the Summary Only box the report with give you the Requester Information Cost Summary and Question One Note Attachments are not printed with the report go to attachment tab press view then print Budget Development System BDS Page 62 Maricopa County Community College District 01 04 13 10 8 Budget Request Maintenance Internal Documentation For
62. Fund 110 G Example of report data Budget Development System BDS Page 84 Maricopa County Community College District 01 04 13 Date Run 05 16 2007 Mariconadse medlones Report Page E Time Run 11 23 07 AM Budget Developmenf Summary by Function EXgense Accounts Program 10 MB 635 Unit 100 Phoenix College Functi Fund 110 FY 05 06 FY 06 07 FY 07 08 Revised Actual Original Revised Projected Difference Difference Program Name Account Budget Exp Rev Budget Budget Budget Amount Percent Instructional 111030 1 409 883 616 297 5 254 608 1 148 743 5 451 230 165 522 3 15 Tuition Waiver Ins 111080 84 378 Ba 378 0 110 234 0 0 0 00 Computer Labs 111140 61 831 63 535 73 499 35 550 31 298 48 201 50 63935 Classics Program 111250 71 896 561 254 88 708 B8 589 T3457 15 251 17 19 13 10 6355 Budget Summary by Function This report summarizes by unit the budget for each unit in each functional category The following screen shot illustrates the data in this report 6355 Report Run Control ID MB 6355 Repot Manager Process Monitor Run User ID BURNS D Description Budget Summary by Function Budget Year FY rms GL Year 1 2007 GL Year 2 2006 Budget Version Main Unit 100 Fund 110 Q Thru Fund 110 Example of report data Date Run 05 16 2007 Maricopa Community Colleges Report Page 1 Time Run 11 28 38 AM Budget Development Summary by Function Expense Accounts Program ID MB 83
63. Home Unit Choose Add a New Value to add controls for the first time to update choose Search Enter data concerning the year unit and home unit Enter revised statistical data Save me De dq Run the MB 6355 to window to see if your changes were accepted BDS Unit Level Controls Budget Year 2008 Unit FOO District Office Home Unit FOO These values appear an the MB 6355 Report Annual Student FTSE 1 Annual A B E FTSE 1 Unit Headcount Unit Total Square Footage 232 7549 El Save Return to Search E Add JB Update Display 8 6 Maintain Report Aliases Crystal reports are a powerful report writing tool At some point it is hoped that all budget schedules can be generated by BDS Some of these reports are grouped by account or some combination of account and object code functional totals or unit totals In these instances a traditional report run by the parameters of function or object or total does not work well The report alias provides the ability to dynamically change how data is grouped on reports without having to modify the report program source code As of this writing instructions on the use of this function are not included as this has been a programming responsibility When budget book report testing commences and this functionality is used instructions will be included in this manual The basic issue is that a data item for example charge center values can b
64. IDs If in the past you have frequently executed the MB 630 report to provide a verification of daily updates to the system consider using the MB 699 report instead This new report shows only the changes that have been made at the transaction audit trail level and can save a lot of paper compared to running MB 630 Also consider that a lot of good information is available online that you formerly could only get from running reports Consider viewing the Transactions and Position History panels of the main panel group for example in place of shuffling through a hardcopy report The MB 63085 is a companion report The MB 630 does summarize the budget for each unit however additional summary information on the totals for object series functions units divisions and funds are available on the 6305 The MB 631 report provides budget detail for a unit by division This report would most frequently be used by the District Office or colleges seeking budget detail on Fund 2 The MB 632 report groups the budget for a unit by account The MB 632 report contains the same data but groups the budget by function Budget Development System BDS Page 82 Maricopa County Community College District 01 04 13 The MB_630 report contains a large amount of data Some of this has been captured in the following screen print The actual print of the report captures all data particularly the projected year budget data MB 630 Report Run
65. ION EXPENSE ACCOUNTS Report MB 532 FUNCTION 3 Administration UNIT 100 Phoenix College FUND 110 General Fund Object Code HR Position Attributes FY 04 05 FY 05 06 FY 06 07 Lines EmplD Status Employee Name FTE ACTUAL ORIGINAL CURRENT CURRENT OF PROPOSED EffDate Seq Pos Num 56Dist Grd Step Calendar EXP REV BUDGET BUDGET BALANCE BUDGET BUDGET Charge Center 151450 Business Office 51220 MATE 200 877 123 270 163 142 0 0 0 133 320 2 1010238 CUR 400 67 850 ReducestepfromBinBforFYUL03 76 238 04 19 06 2 01002062 100 016 09 12 Mor College Fiscal Services Replacement FY00 D1 edu step 3 28 05 MAT Repciss 04 05 Trnsfr 5 80 02 R Elliott 3 00000000 WAC 1 00 65 420 New hire 1 2 02 57 082 04 19 06 1 01002003 100 014 07 12 Bursar 13 9 635 Budgets by Function This report details the budget by charge center within each function of the unit It also calculates cost per FTSE cost per square foot for functions as appropriate And it includes the summary of FTE by employee group The MB_635S is a companion summary report It summarizes per unit costs and the total distribution of the budget by functional category for each unit MB_635 Report Control 10 MB 635 Report Manager Process Monitor Run User ID BURNS D Description Budget Analysis by Function Budget Year FY rms GL Year 1 2007 GL Year 2 2008 Budget Version Main Unit 100 Fund 110 Q Thru
66. It allows the user to update or view a particular line item Update privileges are based on version security District Budget Office staff can update in any unit Updates by college and District Office division users are limited to the user s home unit unit or division Update privileges for all users are restricted to particular times during the year when BDS is open 1 user security and 2 budget The budget can be modified by using the following seven different actions help is not available through this panel Please refer to How do I access BDS help online section at the beginning of this document For user convenience the Save button is now available along with other update buttons at the bottom left corner of the screen The Help button is available but not updated nor fully implemented so please do not rely on any data contained in it As shown below all are buttons on the Maintain Items panel Save Undate Add Drop Move offset Help Correct Budget Development System BDS Page 20 Maricopa County Community College District 01 04 13 Line Item List Y Object Totals Y Maintain items Y Transactions Position History Totals Inquiry Position Search Year 2008 2010 Account 110 700 151450 Dim 0015 Business Services Version Main Version DIST Business Office Function 3 Administration Save Update Add Drop Move Offset Help Correct Base Target Projected Variance 54 785
67. Lieu Auto also have benefits associated with them Only those people with DBO Manager security access will be allowed to update or change benefits rates in the system BDS automatically calculates benefit budgets based on these rates settings the benefit control flags set on each object code setup some specific rules programmed into the System and of course salary amounts To Maintain Benefit Rates 1 Go to Setup Maintain Benefit Rates 2 Choose your budget year and version REMEMBER THAT CHANGING THE BENEFIT RATES WILL AFFECT THE RATES FOR ALL FUTURE POSITION CHANGES OR MEET AND CONFER RUNS FOR THE YEAR AND VERSION INDICATED 3 Input your changes and save your work 4 Benefits will be applied if a position is updated or if you run Meet and Confer MEET AND CONFER MUST BE RUN TO MAKE GLOBAL CHANGES IN BENEFITS GLOBAL CAHNGES WILL NOT OCCUR IF YOU HAVE NOT RUN MEET AND CONFER Budget Development System BDS Page 41 Maricopa County Community College District 01 04 13 Figure 1 f Benefit Rates Budget Year FY 2007 2008 Version Main Version Rates are entered as Percentages FICA Benefits Other Benefits OASDI Contribution Rate 5 2000 Industrial Comp Standard Rate 01900 96 Medicare Contrib Rate 1 4500 Industrial Comp Higher Risk Rate 21400 06 Student Estimated Rate 1 9400 Mid Term Disability Insurance Rate 0 150000 96 OASDI Maximum Salary 102 000 Basic Life Insurance Amount
68. MB_631 and MB_632 reports It provides summary information on the totals for object series functions divisions units and funds Users should enter relevant information about fund unit expenses or revenues and then select ONE of the Sort By options function division fund unit or object code The report then will summarize accounts by the sort option for the selected units funds Date Run 05 16 2007 MARICOPA COMMUNITY COLLEGES Page 1 Time Run 11 01 53 AM Budget Development Summary Expenditure Accounts Report MB 6305 FY 04 05 FY 05 06 FY 06 07 Year End Actual Original Current Current of Proposed Unit Description ReviExp Budget Budget Balance Budget Budget 100 Phoenix College 12 703 228 15 636 935 14 552 567 1 742 257 11 97 16 511 028 110 City Colleges PC 90 603 70 000 78 000 45 452 58 2755 70 000 150 Glendale Community College 11 219 490 18 532 041 16 935 642 4 630 839 27 3475 20 315 150 200 GateWay Community College 5 204 984 8 843 032 7 343 805 1 547 981 21 0855 9 036 043 13 7 MB 631 Budget Detail by Division A screen shot of the report is not included here but it does look like the MB 630 The report lists the object detail for each charge center and is sorted by division The MB 630 is sorted by account This report also lists the position detail for applicable budget lines Select the check box to suppress employee id and employee name Budget Development System BDS Page 83 Maricopa County Community Coll
69. Manual MB 640 Totals by U F CC OBJ Budget Office Website MB 641 Totals by F U CC Obj TTC DNC Cunnart iahn El MB 642 Totals bv Obi U F CC 2 Portal Navigation Click Main Menu Click MCCD Develop Budgets Select the item you want from the portal links Favorites Main Menu gt MCCD Develop Budgets ERES IR 3 D Develop Budgets Maintain Budget Items Wiew or maintain line tems within a specific budgetary account Position Search Enter Hew Course Pees Enter new Course Fees for Board approval during two annual Collection Periods Budget Office Website District Financial Planning and Budget Office Website Setup This menu lists BOS system setup maintenance pages It is provided in read only mode for most users only DBO staff hawe update privileges Maintain Security ES Maintain Versions Maintain Benefit Rates 22 More Batch Processes Modeling features of BDS E MB 110 Copy Budget Version E MB 115 Re Calc Online Totals f MB 120 Delete Budget Version 10 More HOME T Salan Benefits Calculator 1 Calculate the salary and estimated benefits for a personnel position Budget Totals View summary totals grouped by Unit Fund and or Division parameters Enter ital Equi ests Enter and maintain Capital Equipment Requests for a specific Budget Year and Unit Drizision Ts BDS rt e TS Overview of BOS Click on Access to BDS for helpdesk and r
70. Maricopa County Community College District 01 04 13 Budget Development System Version 8 x User Training Manual Last Revised January 4 2013 Budget Development System BDS Page 1 Maricopa County Community College District Table of Contents 1 GENERAL OVERVIEW 2 OVERVIEW HOW BUDGETS ARE UPDATED IN BDS 3 FREQUENTLY ASKED QUESTIONS 4 HOW DOTACCESS BDS HELP ONLINE 5 HINTS AND RULES TO BUDGET BY 6 LOGGING INTO BDS 7 MAINTAIN BUDGET ITEMS 7 1 LINE ITEM CIST scs Oe nt ee one E dad OBIBUT DO TAI S Qi LAE 7 3 MAINTAIN IEM aM 7 3 1 DOC C M 7 9 2 PRL EIER NER sus 2 E TRN 7 3 4 MO ut LEM EM UU M E ME E 1 De Bio OS 7 4 TRANSACTIONS anti uu CL EEEN EERE E N EEE EENE 7 5 POSEITIONOHIS TORY oes A AIE E ENEE aoe e aie 7 6 TOP AT S DNOER AD Lue Ta POSITION E A E EENE E EAE EEE IO EA E S EE A IOCA EAE E 7 8 SALARY CALCULATOR eua r 8 SETUP 8 1 MAINTAIN SECURIT 8 2 MAINTAIN VERSIONS 8 3 MAINTAIN BENEFITS RATES 0ccecceccecesceccecceccscsceccecesccceseecescescesens 8 4 NIAINTAIN BASE BUDGETS ives ene 8 5 TAIN UNIT CONTROLS ae cece eee 8 6 MAINTAIN REPORT ALIASES 8 7
71. Nextin List Previous in List E Add Update Display 8 10 Maintain Charge Centers Maintain charge centers can only be updated by someone with DBO manager security This functionality has several purposes and effects 1 Change an account name 2 Change an account s division tag remember MB 115 Re calc Budget Totals must be run to have the change take effect If this on line process is not working call a programmer to run the process 3 Change an account s functional designation 4 Add an account 5 Reference Department ID and FRS numbers Budget Development System BDS Page 52 Maricopa County Community College District 01 04 13 To Maintain Charge Centers 1 Select Setup Maintain Charge Centers 2 Select Add New Value if you are adding a charge center or press Search if you are modifying information 3 Type in your charge center add or update all relevant information about the account on the panel that you have moved into and save 4 If you have added a charge center you must next go into Maintain Accounts add Type in relevant information and save 5 If you added an account that is designated by a division or if you changed a division you must run the MB_115 process or have a programmer run this if the on line process is unavailable This step only is needed if divisions are effected Creation of an account in CFS will NOT allow automatic use of the account in BDS A DBO manager must ente
72. Object Code Budget Year FY OF S08 Budget Version Main Fund f 10 GQ Thru Fund f 10 amp Unit 00 Thru Unit M Run all Units Rev or Exp Revenues Low Object 40000 High Object 49999 Example of report data DATE RUN S182007 MARICOPA COUNTY COMMUNITY COLLEGE DISTRICT PAGE 1 TIME RUN 11 43 08 AM FISCAL YEAR 07 08 FUND 110 THRU 110 REVENUES REPORT MB een 07 08 BUDGET COMPARED TO 06 07 BUDGET BY UNIT NE INCREASEIDECREASE 100 PHOENIX COLLEGE PC 06 07 0728 OBJECT CODE OBJECT CODE DESCRIPTION 06 07 07 08 AMOUNT PCT 45105 Registration Fees 158 000 158 000 D 0 0055 45170 Mon Regular Audit Aga 2383 0 0 0094 45220 Course Fee D 0 0 0 0094 45260 Transcript 35 326 35 326 0 0 0096 45280 Evaluation By Examination 17 979 17 879 0 0 0055 45340 Fees Losi And Damaged hems 200 200 0 0 0094 45010 MachineVending Receipts 300 200 D 0 0056 42000 Other Miscellaneous 6 500 6 500 B 0 0096 TOTAL UNIT 100 Phoenix College 229 688 229 688 0 0 00 13 16 662 Object Charge Center Totals This report was designed to give users maximum flexibility in choosing variables for a report for funds units charge centers as well as for objects The report can be grouped by Object Code or by Charge Center The reports reflect budget amounts for the budget year chosen e g FY 13 14 Projected 2014 as well as for the previous year FY 12 13 It should be noted that the amounts will reflect the total amount for that
73. Office It sets a target to which the units or divisions should budget The variance shows the difference between the current projected budget and the base When users are trying to balance their budgets they will be making changes in the Maintain Items panel and could toggle back and forth between Line Item list and Maintain Items to see if budget changes have brought the projected budget to the same total as the Base Budget For Expenses only this Unit level Variance is also visible on Maintain Items To update a particular line item click on the arrows gt gt to the right of the line on the Line Item List panel or choose the tab Maintain Items at the top of the screen T2 Object Totals The Object Totals panel displays account level budget information for the current budget year as well as projected totals for the next budget year It provides revenue and expenditure budget totals by account It also shows a Budgeted FTE subtotal for the account It is a view only panel Budget Development System BDS Page 19 Maricopa County Community College District Line Iter List Object Totals Year 2007 7 2008 Account 110 700 131330 Version Main Version Account Budget FTE 0 000 Object Code 51114 51115 51310 51316 52101 52110 52120 52130 52310 52410 592430 592999 53210 53225 53300 53550 54100 54101 55205 DIST Ocotillo Maintainltems Y Transactions Orig Budget Expense Totals Descr
74. POSITION TITLE HR FTE BUD FTE 110 700 151470 52110 1 2007 02 19 10 32 HORNER FICA 0 00 208 00 110 700 151470 52120 1 2007 03 19 10 32 HORNER State Retirement 0 00 323 00 110 700 151470 52130 1 2007 02 19 10 32 HORNER Medicare Benefits 0 00 49 00 110 700 151470 52130 1 2007 02 20 18 56 WYLER Medicare Benefits 0 00 57 00 13 32 MB 750 Management Function One of the recommendations of the 21 Century Maricopa was to create a Management View with rollup categories This report incorporates the Managerial Functions and rollups that were recommended by the consultants It separates Colleges District Office and District Transfers into separate columns by six Managerial Functions 1 Governing Board 2 College Administration 3 Academic Services Instructional 4 Student Services 5 College Support Services and 6 Other Programs Services There are various rollup categories within each function This report is currently set up only for Fund 110 it aggregates data for the chosen budget year Budget Development System BDS Page 97 Maricopa County Community College District Mgmt Functions Run Control 10 750 ReportManager Process Monitor Run User ID HORNER Description Management Functions Budget Year 2011 Q Budget Version MAIN Example of report data Run Date Run Time Managerial Function arr010 9 18 00 AM Expenditure Budget by Managerial Function General Operation Fund One
75. Q Grade Q Empl ID Name 11006452 Title SEARCH t 2 01 04 13 Position Search Find view All First 4l 4 2 of 2 Last Line Action Year Vers Account Code amp Line Eff Date Seq aes SAP Grade Step FTE Calen Dist Reason 2008 MAIN 110 500 161280 000000 51111 17 02 02 2007 1 DRP FAC 001 7 0 00 Fac 1000 HIR CNY 2008 MAIN 110 500 111032 000000 51111 3 04 25 2007 1 FAC 001 7 1 00 Fac 1000 HIR CNY EID 00000000 Vacant New FYO7 Poss 11006452 VacantFY 06 07 Faculty Campus 000000000 Select gt gt EID 00000000 Vacant New FYO7 Pos 11006452 Vacant FY 06 07 Faculty Campus 000000000 Select gt gt 7 8 The salary Calculator Salary Calc panel enables the user to view amounts pertaining to a particular salary Use has no impact on budget totals The salary calculator can be accessed as a tab right of the Position Search tab under Main Budget Item and from the Main Menu as shown below Salani Benefit Calc Bud Year FY 2009 2010 Version Sal Plan Residential Faculty v Empl Class Instructional Resid Faculty Fund Object 51111 Grade oon Q Step Q HR FTE Distr Calenda rac M Annual Salary 42 671 FICA OASDI 2 645 60 Life 42 00 Total Benefits 15 662 FICA MC 518 73 Disability 54 01 Total Pos Cost 558 333 ASRS 4032 41 Flex Alloc 8178 00 Budgeted FTE 4 000 Industrial 81 07 To Use Salary Calc 1 Choose the y
76. S_D Description MB 550 Fund 110 Q Thru Fund 110 Q Unit 100 Thru Unit 999 v Run all Units Rev or Exp Expenses Low Object 50000 High Object Current year and five prior years are displayed Example of report data Date Rum O51 8 2007 Time Rum 11 34 58 AM MARICOPA COMMUNITY COLLEGE DISTRICT BOS MULTI YEAR FINANCIAL TRENDS BY OBJECT CODE REPORT Budget Cycle Fiscal Year 2008 Page 1 of GS Report M amp B 650 FUND 110 UNIT 100 PE Ganeral Ledger Actuals for Flecal Years Original Projacted Year over Yaar Changes Percentage Terme Object Code and Description 2002 2003 2004 2005 2008 2007 2003 2004 2005 2006 2007 2008 FUND 11 UNIT 100 PC Phoenix College 51111 Reskiemilal 11 216 912 11 423 799 11 611 360 12 433 341 13 607 669 14 555 255 16 090 949 1 84 3 38 5 27 344 7 16 34 51112 ResHenllal Owerload 262 045 279 743 431 217 S55 727 326 446 224 610 241 648 6 75 54 15 17 51 767 26 57 300 51113 Reskentlal Sabbatkcal 0 0 0 p 0 0 00 0 00 0 00 000 0 00 0 00 51114 Resentlail Extended Contract 229 442 239 466 240 338 283 393 ard 521 257 342 2171 418 4 29 21 17 91 32165 25 62 1 52 The MB 652 shows multi year trends in dollar amount and in percent terms for functions by unit Budget Development System BDS Page 86 Maricopa County Community College District i MB 652 Report Run Control ID MB 552 RepartManager Process Monitor zu User ID BURNS D Description MB 552 Fund 110 Q Thru F
77. Same as 51121 51125 Same as 51121 51128 Same as 51121 except for evening classes see 51122 51210 All benefits 51220 All benefits 51230 All benefits 51240 All benefits higher risk Workmen s Compensation rate 51250 All benefits higher risk Workmen s Compensation rate 51260 All benefits 51270 All benefits higher risk Workmen s Compensation rate 51316 No FICA or Medicare If not enrolled as a student in summer must pay FICA 51310 FICA and Medicare no State retirement unless they have worked 10 or more load hours for 20 weeks To check rules for object codes go to Maintain Object Codes and put in the object code number benefits rules will come up Making Benefits Rules Changes Object Code Panel with Benefits Object Code Setups Object Code 51111 Description Residential M Allow Budget Item Adds Line Type Position COLA Control Group Id Salary Plan Grids Salary Plan FAC Q Empl Class Reg InsFac Default Grade 001 Report Alias Default Employer Paid Benefits Controls Show Rates For Year FY 2007 2008 Version Main Version Benefit Object Code Example Rate 52110 FICA OASDI 1 Full FICA OASDI Rate 6 2000 52130 FICA Medicare 1 Budget for Medicare 1 4500 52120 State Retirement 1 Full State Ret Rate 9 6000 53420 Workmen s Comp 1 Standard Industrial Ins 0 1900 52310 Life Insurance 1 Budget for Life Ins 42 00 524
78. TERNAL DOCUMENTATION ccrte 11 0 COURSE FEE CHANGE FORM 11 1 MAINTAIN COURSES FEE COLLECTION PERIODS eee eene rennes 11 2 MAINTAIN COURSE FEE SETUPS 2ccsceccsceccsceccsceccscsccscscescscescscasescesescesescusescesescsess UES ENTER NEW COURSE PRES 12 iuo ee ate eee adh see 12 CAPITAL EQUIPMENT UPDATE 12 1 ENTERING CAPITAL EQUIPMENT ITEMS COLLEGES eese enne 12 2 ENTERING CAPITAL EQUIPMENT ITEMS DISTRICT OFFICES eren 12 3 MAINTAINING CAPITAL EQUIPMENT ADD UNIT TO BDS eee 13 REPORTS 13s MB610 EXPORT SALARY SCHEDULES a QU sea ss 15 2 MB 625 DASE BUDGET ADI eU ER uu ba eae eui 15 5 WB 625 3 BUDGET VARIANCES 134 MB 62S8 DETAIE BY CHARGE CENTER 13 5 630 BUDGET DETAIL BY ACCOUNT 13 6 6305 BUDGET 0 137 631 BUDGET DETAIL BY 13 8 MB 632 DETAIL BY FUNCTION a 139 625 DUDGETS BY FUNCTION 13 10 6355 BUDGET SUMMARY BY 13 11 640 641 642 AND 643 REPORTS ACCOUNT STATUS BUDGET SUMMARY 13 12 650 MULTI YEAR BY OBJECT CODES
79. Units To Object 51618 Run MARICOPA COMMUNITY COLLEGES POSITIONS BY GRADE AND STEP 01 04 13 RUN TIME 12 31 49 PM MB amp 30D 07 08 BENE ACCOUNT NUMBER ST POS NBR EMPLID EMPLOYEE NAME SCHD GRIS FTE CAL BUDGET TOTAL FUND 110 110 100 111030 51112 CUR m0 100 0096 238 377 41 747 110 100 111030 51114 CUR mo 100 0056 48 212 8 583 110 100 111030 51114 MWF 100 000 100 0096 8 824 1 556 110 100 111030 51118 CUR mo 000 100 0096 414 583 72303 This is a new report that displays positions by step MB691D Run Control ID MB 681D ReportManager Process Monitor Run User ID BURNS_D Description Positions by Step Budget Year FY 06 07 Budget Version Main Fund fi 10 Q Thru Fund 1 10 8 Unit 00 Thru Unit 999 Run all Units Step 4 Example of report data MARICOPA COMMUNITY COLLEGES mE EMPLOYEES WITH STEP 04 RUM TIME 2 24 44 PM MB E81D 06 07 BENEFIT ACCOUNT NUMBER ST HER EMELID EMPLOYEE CHO SRIS FTE CAL s AMOUNT AMOUNT 110 450 181190 51220 04552001 MAT 01504 100 100 00 54 483 110 45D 11248D 51220 CUR D4502086 MAT 01004 100 100 00 60 355 110 450 17104D 51220 DRP 04 502007 MAT 01004 000 A 100 009 D 110 450 141830 5122D DRP D4502068 MAT 01774 000 A 100 0055 D 13 30 MB 692 Budget Request The MB 692 report is a way to search for prior budget requests A detailed explanation of the budget request process starts on sect
80. above Request Questions Budget Year 2006 Question Number 3 The maximum number of questions per year is eighteen Short Description Directions Request Question The maximum length of this question is 500 characters How does this request advance the District s Stratedic Directions R2 Only questions 3 7 have multiple choice answers Customize Find E First KI 1 7 of 7 gt Last 1 1 MCCD will maximize stakeholder access E 3 MCCD will enhance internal collaboration and increase external partnerships ae 5 5 MCCD will recruit develop and retain a quality diverse workforce W 6 7 test ae Maintain Request Readme The Budget Office can change and update global instructional messages and processing instructions in this tab pertinent to individual budget requests and the Budget Request Process Examples would be limitations on the type of budget requests to be accepted and final submission due dates for budget requests Budget Development System BDS Page 64 Maricopa County Community College District 01 04 13 11 0 COURSE FEE CHANGE FORM The Course Fee Form module replaces the former process utilizing Excel Course Fee change templates This will eliminate the need for the Budget Office to combine the individual college course fee submissions into a single file for submission to the Governing Board The prior process had significant weaknesses Copying the files over fr
81. account has existing lines with such object code or not There are no additional setups or requests to CFS or budget staff needed to add a new object code to an account as long as that object code has been approved for budget use and setup one time system wide Note You cannot add an object with a budget of 0 When you add a new position that position will be initiated as a vacant position with the following fields being updated automatically Empl ID Will automatically go to 00000000 Name Will change to Vacant New Posn Status Will convert to Vacant This function can be used in conjunction with the Offset function if the user wishes to fund the added line from a particular account line item typically various reserves By using Offset the budget of the Offset account will be reduced See the Section on the Offset function for more information The Add function also can be used in conjunction with the Drop function For example to reassign or reallocate a position between employee groups first drop the existing position Then Add another position where it is needed being sure to check the option box labeled Use Employee from last Drop to pull forward the various position attributes works even for Vacant positions fill out all other information press OK verify the position data and Save Budget Development System BDS Page 23 Maricopa County Community College District 01 04 13 To use Add 1 Press the Add button
82. als by Charge Center Page 1 meup Fund 110 Unit 100 Phoenix College Division 0040 General Institutional 171011 Public Safety Colleges 52110 27 013 26 073 52120 45 580 46 890 52130 6 318 6 098 52310 204 204 52410 Disability Insurance Long Term 650 828 52430 Workmens Compensation 663 8 827 528000 Flex Benefits 67 ABD 67 480 Total Change Center 158 998 156 090 Budget Development System BDS Page 89 Maricopa County Community College District 01 04 13 13 17 664 Budgeted Positions FTE This report shows numbers and FTE of budgeted positions by employee group for two years and the comparative increase or decrease The position information is sorted by object code and calendar eg 10mo 12mo MB_664 Report RunControllD MB 664 ReportManager Process Monitor ud User ID BURNS D Description FTE Report Budgeted Positions Budget Year Fr OF 08 Budget Version ain Fund 250 Thru Fund 250 a Unit f n0 Run all Units Example of report data DATE RUN 5 16 2007 MARICOPA COUNTY COMMUNITY COLLEGE DISTRICT PAGE 1 TIME 11 46 07 BUDGETED POSTITONS BY YEAR REPORT MB 884 Increase Decrease 100 06 07 07 08 06 07 vs 07 08 Phoenix College CNT FTE CNT FTE CNT 51230 Support Classified Cal C 10 MO 14 1 0 21 1 0 21 0 0 00 0 00 0 00 TOTAL 51230 1 0 21 1 0 21 0 0 00 0 00 0 00 TOTAL Phoenix College 1 0 21 1 0 21 D 0 00 0 00 0 00 13 18 665 Positions by Unit
83. and Division This report totals budgeted positions by division within units and is sorted by object and calendar The user chooses the budget year fund and unit as parameters to run the report This would most commonly be used by District Office divisions but could be run by any unit that uses the divisional categorization to budget MB_665 Report Control ID MB 665 ReportManager Process Monitor Run User ID BURNS_D Description Positions by Unit Division Budget Year FY 07 08 Budget Version Main Fund 1 10 Q ThruFund 1 10 Q Unit 1 00 Q Run all Units From Division 0003 Q To Division 0090 Q Example of report data RUN DATE 5 16 2007 MARICOPA COUNTY COMMUNITY COLLEGE DISTRICT PAGE 2 RUN TIME 11 50 24 AM FISCAL YEAR 07 08 FUND 110 CURRENT UNRESTRICTED MB 665 FTE amp POS COUNT FY 06 07 5 07 08 BY UNIT PHOENIX COLLEGE INCREASE DECREASE 06 07 07 08 06 07 V5 07 08 DIFFERENCE PERCENT CNT FTE CNT FTE CNT FTE CNT FTE DIVISIOM 0040 General Institutional 51220 MATP Cal A 12 MO Full 3 3 00 3 3 00 D 0 00 0 00 0 00 TOTAL 51220 3 3 O0 000 00 51230 Support Classified Cal A 12 MO Full 2 2 00 1 1 00 1 1 00 50 00 50 00 Budget Development System BDS Page 90 Maricopa County Community College District 01 04 13 13 19 MB 668 Positions by Unit This report is a summary showing FTE count by fund unit and employee group and increases decrease by number a
84. ate object codes Budget development always occurs at the lowest level of detail object codes and positions Each entry represents a line in the budget in an object code that is budgeted in a charge center of a unit These lines sum together to provide totals for object codes which sum together to provide totals for accounts charge centers which sum together as a total budget for a unit and then a grand total for the District 3 Frequently Asked Questions Questions about functionality Call staff in the Budget Office all 480 731 xxxx 8515 8582 8514 or 8512 At some point we may refer questions to the District Help Desk but for the immediate future please call the Budget Office Budget Development System BDS Page 6 Maricopa County Community College District 01 04 13 Run into a bug or program error Email or call Lulut Clow at the District Budget Office at lulut clow domail maricopa edu or 480 731 8515 There may be some confusion about whether something is a bug or just uncertainty about how to do something If you call the Budget Office and it turns out to be a bug we will need you to contact the Help Desk The reverse situation also applies Proposing an Enhancement Email or call Lulut Clow at the District Budget Office at lulut clow domail maricopa edu or 480 731 8515 Need security access or a modification to access to BDS Email Lulut Clow Include the following name of person needing access reas
85. bject Code Group Ranges Fr 07 05 OB GROUP Object Code Ranges for MB_213 Budget Book reports Fr 7 8 RECOM 6204 Row groupings far Fund 1 Base Budget Reconcilation Fr 07 05 UNIT GRP1 FTE Changes Summary Report 8 7 Maintain Pool Accounts This function allows users to designate particular account line items as Pool Accounts Essentially this is a reserve or holding account in which salary savings new allocations or reallocations can be budgeted Similarly these funds can be reduced to fund increased salary costs other cost increases new positions or other budget lines The utility of pool accounts is only evident when used in conjunction with the Offset function Budget increases in one account can be Offset from the pool account if the Offset button on Maintain Items is pressed Budget decreases in an account can be offset to the pool account if the Offset button is pressed Additionally the Transaction panel will show the Offset if it is saved This also will show on the 699 Audit report Note that pool accounts can be restricted to unit use only or can be set for use by the District Budget Office as well Only persons with DBO manager security can set up or modify pool accounts To set up a Pool Account 1 Go into Setup Maintain Pool Accounts 2 Search by account ID or click advanced search to search by Home Unit Pool Acct Name or Pool Acct ID 3 Enter Home Unit 4 Select Add a New Value to add a pool account or se
86. cesses employee data tables in the production database of MCCCD s PeopleSoft Human Resources system You may get an error message if HR is down so make a note to try it again later If you get the error repeatedly contact the Help Desk Budget Development System BDS Page 21 Maricopa County Community College District 01 04 13 12 Note that clicking on next to the position number and Employee ID fields provides similar access to PeopleSoft HR tables You can enter an Employee ID if you have one on paperwork to get the right name or use the Name search as described above to get the Employee ID 13 Searching on Position numbers can be a little tricky when there are many of the same title They are also accessed directly from the production PeopleSoft HR system When you Add leave the position number set to NEW and the system will allocate a correct position number for you when you save 14 Social security numbers are generally unavailable but other fields such as employee ID and position number are available For privacy reasons legal counsel advised against the inclusion of Social Security numbers 15 To reassign reclassify or reallocate a position between employee groups First Drop the position Save then immediately add a new position in the appropriate employee group on the Add sub panel make sure you check the box labeled Use Employee from last Drop Click OK set any additional field values necessary and sav
87. counts by Vice Chancellor Chancellor Governing Board Offices It also is used to group Fund 2 accounts in all units Many people also refer to Charge center as an account Project primarily is used in the Fund 7xx capital or Plant Fund budget Budget Development System BDS Page 5 Maricopa County Community College District 01 04 13 Note that the depiction above is not a literal or precise explanation of the Chart of Accounts It is meant to acquaint persons who are newly charged with budget responsibilities with terms that they need to know to carry out their responsibilities Note that in object codes that relate to positions budgeting in BDS occurs at the position level Object code totals represent the sum of dollars that are associated with individual positions Similarly BDS contains functionality to budget individual lines within all objects codes even those that record revenues or non personnel expenditures In summary all budget development occurs at the position or line level in the Main version for the future fiscal year Some definitions follow Fund is a grouping of revenues and expenditures with particular restrictions or uses The District budget includes using numerous funds These funds can sum together to form Fund groups This includes Fund groups General Fund also known as the Current Unrestricted Fund or Fund 1 the main operating budget 2xx Auxiliary Fund also known as Fund 2 a second opera
88. cted Maintain Budget Items Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Budget Year 200720008 Budget Version Main version Fund begins with UTR Unit begins with m o00 amp Charge Center begins with Project begins with Q Description begins with Division sl sl Function x Case Sensitive Search Clear Basic Search E Save Search Criteria Search Results View All 1 100 of 238 y Last Fund Unit Charge Center Project Description Msi Function 110 700100880 000000 AP Setup Cash Disb Contro None None 110 700111010 000000 Articulation VC AcadAff Instructn 110 700111030 000000 Instructional Supp fer Instructn 110 700111105 000000 Program Support Facilities Genlnst 110 700111420 000000 Flex Benefits Supp xfer X Instructn 110 700112120 000000 Occupational Education VC AcadAff Instructn To search for a particular item choose from the appropriate fields on the screen This will narrow down the search criteria The fields are as follows Budget Year the particular budget year that you wish to see budget information from Budget Development System BDS Page 17 Maricopa County Community College District 01 04 13 gt gt gt Budget Version the Budget Version will most likely be MAIN bu
89. d DO users or it can be set to view only for all users and only allow District Budget Office staff to make changes during certain budgeting process time frames Also College users can only make updates to budget data pertinent to their Unit code s and they are only allowed view only access to other Unit s budgets Regardless of a budget Version s security status or year all users may view any account and line items They also may run reports of budget information at any time for the current budget year and any prior budget years Other panels in this group such as the Salary Benefits Calculator Totals Inquiry and the Position Search can also be used freely even if the Budget Version you are viewing is in View only status Below is a list of tabs under Maintain Budget Items as well as summary descriptions of the functionality of each tab You can easily move between these panels once you have selected and entered one Where you initially and ultimately go depends on your goal Line Item List This is the place to go if you want to find a certain line item This panel also shows summary totals of revenues and expenses for the account and unit or for the Division for certain District Office users as well as variances from base budgets that have been set for each unit or division There is no update capability but clicking on the gt gt button transfers you to the Maintain Items panel where you can make changes or view more detaile
90. d between accounts and between units but only within the same fund Positions and salary pools can only be moved in full Positions only can be moved within the same object code See the drop section for ways to reallocate positions to other employee groups Salary pools can be moved to other salary pool object codes in other accounts but please DO NOT MOVE SALARY POOLS BETWEEN OBJECT CODES Different benefits apply to different salary pools and therefore if you move between salary pool object codes your changes may not update accurately This is bug to be fixed at some point It is NOT possible to move salary pools to fixed lines when moving between accounts Lines in fixed object codes and revenues can be moved in full or in part to existing or new lines in fixed object codes both within and between accounts Budget Development System BDS Page 26 Maricopa County Community College District 01 04 13 The screen shot below shows the fields that exist when moving a position This example illustrates a move to an existing account There also is a choice to move to a new account The fields on the panel do not change regardless of the choice of existing or new account Note at the bottom of the panel that the user can choose to remain in the existing move from account after the move takes place or can move to the target move to account Move a Budget Line Item to a Different Account or Object Code Account Selection Move to Exis
91. d information on that line item Object Totals This summarizes each account by object code and includes information on account budget totals It also shows a total of Budgeted FTE for this account This is view only Maintain Items This is the panel to use to develop the budget It includes buttons for update add drop move offset and save Update privileges only exist when BDS is open for updates view access is available at other times buttons will be grayed out Transactions This shows transactions for budget lines during each fiscal year It is an on line audit trail It is easy to toggle between this panel and maintain items Remember items only show as transactions AFTER you have saved When an Offset Account is shown you can click on the gt button to move to that account automatically from use of Move or Offset features You can also adjust the FTE Type and Memo field here if necessary to clean up the data that appears on the MB 670 FTE Changes report Position History This shows the history of a position during each fiscal year PLEASE NOTE that you may have to use the scroll bar to ensure all position history to appear if you have been using Maintain Items and had an older record scrolled into view in the lower Position data area Totals Inquiry Budget Development System BDS Page 16 Maricopa County Community College District 01 04 13 This shows totals by fiscal year and in varied ways Remembe
92. de fund and charge center Budget Development System BDS Page 85 Maricopa County Community College District Mb643 Run Control ID MB 643 ReportManager Process Monitor Run User ID BURNS D Description Totals by Unit Obj Fund CC Budget Year FY 07 08 Budget Version Main m Unit f 00 Q Run All Units Fund f 10 Q Thru Fund 1 10 Q Rev or Exp Expenses Low Object High Object Sub total by Charge Center Example of report data DATE RUN 5 16 2007 Page TIME RUN 11 31 56 AM ACCOUNTS STATUS BUDGET BY UNIT OBJ CODE FUND CHARGE CENTER ACCOUNT CODE DESCRIPTION EMPLID SEQ 2005 2006 2006 2007 TOTAL OBJECT CODE 51122 Faculty Part Time Eve 1 760 771 1 848 810 110 100 111030 51124 Faculty Substitute Day 1 50 782 63 821 TOTAL FUND 110 General Fund 60 782 63 821 TOTAL OBJECT CODE 51124 Faculty Substitute Day 60 782 63 821 110 100 111030 51125 Faculty Substitute Eve 1 17 202 15 082 TOTAL FUND 110 General Fund 17 202 18 062 13 12 650 Multi year by Object Codes MARICOPA COMMUNITY COLLEGES 01 04 13 a REPORT MB 843 2007 2008 1 903 956 65 736 65 736 65 736 18 604 18 604 The MB_650 shows multi year trends in dollar amount and in percent terms for object codes by unit Note If you choose multiple funds or units the object amounts are aggregated f MB 650 Report Run Control ID MB 650 ReportManager Process Monitor Run User ID BURN
93. e Password My Personalizations My System Profile My Dictionary 2 From this screen new budget requests can be created or existing Budget Requests can be found Maintain Budget Requests Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Y Add a Mew value Search by Budget Year begins with 2006 2007 m Correct History Search Advanced Search Find an Existing value Add a Mew Value Find an existing request from the Find an Existing Value page Enter the Title of the request or the Budget year Click the Search button and select your Budget Request from the items returned Create a new request from the Add a New Value page Enter a new Request Title Description and Budget Year The Budget Request Title should be descriptive and concise If you are unsure of the budget year contact the Budget Office for instructions Click the Add button Budget Development System BDS Page 58 Maricopa County Community College District 01 04 13 Security for creating and changing Budget Requests is the same as for creating and changing budget line items Those who have read only access will not be able to initiate a new Budget Request If you have any questions about your security limitations go to Setup gt Maintain Security to view your BDS profile After completing these steps an opening screen displays the ei
94. e grouped together into a higher level entity such as various kinds of revenue sources that are not clearly indicated by object code assignments alone Budget Development System BDS Page 48 Maricopa County Community College District 01 04 13 Maintain Report Aliases Enter any information you have and click Search Leave fields blank for a list of all values Adda Mew Value Find an Existing Value Search by Budget Year gt begins with FY 2007 2008 Search Advanced Search Search Results 1 20 of 20 Budget Year Report Alias Group ID Description Fr 07 08 FBAB5B4 Total Original Budget vs Projected Budget FTE Fr O08 FTE GRQOLIP1 FTE Changes Report Groupings Fr 07 08 FUNC GRP Functions as defined in Budget Book Fr 07 08 FUND Maps Fund values ta Charge Center Ranges Fr 07 08 GRP T 1A Special Grouping of line items for Schedules Fr O08 GRP T 1B Special Grouping af lines far All Funds Schedules Fr 07 08 GRP_fO1S Special Grouping of line items for Schedules Fr 07 05 AURI Auxiliary Fund 2 Revenue and Expenditure Summary FY 07 09 MB 206 FUND 1 REVENUE Fr 07 05 MB 213D Budget Book Report MB 213D Exp Summary by Object Fr 07 08 MB 213F Budget Book MB 213F Budgeted Positions by Object Fr 07 05 MB 213F OC Report MB 213F Object Code row definitions Fr 07 08 MB 223F Budget Book MB 223F Budgeted Positions by Object Fr 07 05 MB 233F Budget Book MB 233F Budgeted Positions by Object Fr 07 08 OBI GROUP O
95. e account type this in or type a few represen tative letters from the first word in the account name and click Search Case sensitive Division choose a division from the list by clicking on the arrow next to the field Function choose a function from the list by clicking on the arrow next to the field Enter any combination of search criteria and click the Search button A list of all possible values will be displayed in the lower portion of the window as shown below Select the line you want by clicking on that line you will be moved to the submenu panel of Maintain Items that you first selected il Line Item List The first panel or tab under Maintain Items is the Line Item List Based on the search criteria the user entered for this example the Ocotillo account in unit 700 was selected No updates are permitted on this panel but the user can toggle to the Maintain Items panel by clicking on the double arrow to the right of the desired budget line Additionally notice the top of the screen There are multiple tabs that can be selected The user may choose these tabs to update or view the various data pertaining to the line selected Budget Development System BDS Page 18 Maricopa County Community College District 01 04 13 Line Item List ObjectTotals Maintain Items Transactions Position History Totals Inquiry Position Search Year 2007 gt 2008 Account 110 700 131330 Dim 0010 YC Academic A
96. e all items that met any one of these criteria including all Smith s with any first name and any positions which have a title that begins with Director and all fundings of position 01001234 regardless of occupant or title If you include parameters for both the first and second rows your search will find position rows that fulfill ALL of the first row AND qualifiers and then it will select from that narrowed population all positions that meet any of the OR conditions you supplied on the bottom row of qualifiers If specific information about a position is known the search can be on that field For example you may know a person s name or title or unlikely as it 1s employee ID or position number The Name and Title fields are NOT CASE SENSITIVE In addition with those two fields you can use the Oracle relational wildcard character of percent sign to search for parts of names or titles that do not appear first leftmost in the field Search for oDebra to find all employees with a first name of Debra Search for Analyst to find all kinds of Analyst job titles The Position Search panel as it appears with position number entered Budget Development System BDS Page 34 Maricopa County Community College District Line ltem List ObjectTotals Maintain Items Transactions Position History Totals Inquiry Position Search Year FY 07 08 Version Main Unit Q X Sal Admin Plan
97. e box do a screen dump print to screen to file or printer of the panel itself to show what the data on the panel looked like when the error came up At this point your attempts to save or continue working may be met with a message that an error has occurred which requires this panel to be cancelled At this point you will have to use the red X icon to cancel the panel in order to proceed One way to screen print is to first press the Control and Print Screen keys or the Alt and Print Screen keys It will look like nothing is happening but if you go into a word document or an email message and press Paste your print will be there BDS screens generally are too large to view all at once in an email so it generally is better to paste to a word document and then attach the word document to an email to programming staff gt If this occurs save the details of the message and send the Help Desk an email with a copy to Lulut Clow Please outline what you were trying to do the account code and budget line item number and position information if pertinent and the text of the error message If you were able to make a screen snapshot save it so you can fax it to the programming staff if they decide it would be helpful Saving it in a file for emailing is another good approach gt If you cancel out and return to the same account you may be able to proceed with your work However if you continue to try to do something that system does
98. e detail for Budget Book reporting Expenditure Budget Break apart format for distribution to the board MB 631 Detail by Division Line item detail for each Charge Center sorted by Unit and Division MB 6355 t Summ by Func I Three year comparison of Functional summary by Unit Total cost per FTSE and total FTE are shown by Policy Group MB 642 Totals by Obj U F CC I Single unit three year budget line comparison Grouped by Object Code Unit Fund and Charge Center MB 652 Multi Year by Funct I Actuals trends reported for five years with current fiscal year actuals vs operating budget by Function and Charge Center MB 662 Obj Chq Ctr Totals I A very flexible budget totals report that can be grouped by Charge Center or Object Code Total Cost Home Workist Add to Favorites Sign Edit Reports Folder MB 625 Budget Variances I Comparison of Base Budgets Revenues and Projected Expenses by Fund Used by BO for checking budget balances MB 630 Detail by Acct Number Comprehensive report of budget lines by account number MB 632 Detail by Function I Budget line detail sorted by functional category Expenses only MB 640 Totals by U FICC OBJ I Single unit three year budget line comparison Grouped by Unit Fund Charge Center and Object Code MB 643 Totals by U Obj F CC I Single unit three year budget line comparison Grouped by Unit Object Code Fund and Charge Center
99. e item in the target account Note that in all cases the Type of line item position personnel pool fixed cannot be changed using Move Move positions between employee groups Not possible See 15 above for the proper way to accomplish this What does the Offset function do It allows two sided transactions in one action so that you can fund an increase by taking dollars from a reserve line in another account or park dollars in a reserve account when you free up budget by reducing an account s budget You can activate an Offset in two ways click on the Offset button and either select from a short list of Pool Accounts that you and the District Budget Office maintain a shortcut to often used reserve accounts lines or manually enter the complete account number and budget line item number for the budget line you want to use as your offset account line Once you identify an offset account line click OK and you will see the Offset account identified in the middle right area of the Maintain Items panel At this point when you Save the system will calculate the net total of your changes and adjust the designated Offset line item accordingly either downward to fund a net increase or upward to hold a net decrease Turning Offset on and off the Offset function is turned on it will be in effect for as long as a user works in that account It remains in effect even after saving transactions It only is turned off when the user ca
100. e your changes 16 When you select a grade during update or add when you tab to the job code or titles fileds only those jobs in the selected grade will appear Grade 999 will show all titles regardless of Grade You may enter a speculative Title for a new position but generally try to choose from existing job Titles 17 Unless you happen to know the Job Code number for a particular position title it is easier to set the Title first Enter the first few letters of the title properly capitalized and click on C Scroll to the title you want and click on it When you tab out of the Title field the Job Code will be set for you automatically Job Titles and Job Code numbers come directly from the production PeopleSoft HR database 7 3 1 Update To update an existing Fixed budget non personnel line item such as Supplies 1 You can either put in a specific new amount in the FY XX XX Project Budget field or 2 Enter an amount in the Increase Decrease line by field use minus sign for decrease 3 You may also enter a Reason optional 4 To restore to the pre changes amount simply enter a zero in Increase Decrease line by To update an existing Personnel Expense line object codes 51xxx 1 Click on the Update button This will insert a new History Row and open up fields for input 2 You required to enter a description of this transaction in the Reason initial field for cursor 3 Change fields as needed see recommendation
101. ear and then version Note underlying salary tables are both year and version specific however the default is the projected budget year and the MAIN version 2 Choose a Salary Plan which is tied to particular object codes Employee class refers to classes of employees such as OYO specially funded MSC employees In most instances the default to salary plan would work for you but you might need to change employee class if you are inquiring on an employee other than a regular employee For example if you selected residential faculty as your salary plan but wanted to inquire on salaries for faculty at the MSC you would need to change the employee class to Skill Center 3 Use salary plan NON to check non position Salary Pool options 4 Other parameters will change to default settings with the selection of a Salary plan At this point the user could skip to Fund or may need to first modify the employee class see below for reasons why a user would modify employee class 5 There are some variances in benefit rules among funds so be sure you are inquiring against the fund you are interested in 6 Select the appropriate grade fund FTE and calendar 7 The salary and benefits for your inquiry will be displayed Pro rate salary benefits The Salary Benefit Calculator was revised in September 2008 for more accurate pro rated information When selecting the current fiscal year e g FY08 09 START DATE and END DATE boxes will ap
102. earch Leave fields blank for a list of all values Find an Existing Value Search by Budget Year begins with Fv 2007 2008 Search advanced Search Budget Versions Budget Year FY 2007 2008 Version Main Version Maintain Versions View All First 4 4 of 1 n Last Effective Date 04 25 2007 Version Security Status DBO Mgr Update only Version Description COLA at 3 CPI for all including Skill Ctr approval by Gov Board at 4 24 07 meeting l Fiscal Year Start Date 07 01 2007 Last Refresh from OGF Balances 05 14 2007 Fiscal Year End Date 06 30 2008 Last Refresh from PS HRMS Last Refresh Real Time Totals 05 04 2007 Number of Work Days 261 Last Updated by HORNER on 04 25 07 8 56 33AM Note After Rollover Update any field to Set Work Days This must be done before any updates or Meet amp Confer activity Return to Search WE NexinList Previous in List Budget Development System BDS Page 40 Maricopa County Community College District 01 04 13 Rules Regarding Versions 1 Adopted budgets and prior year versions always should be set to Permanent Read only To revoke this setting a programmer must do an SQL update on the MB BUD VERSION table to reset the version status 2 Prior versions for the fiscal year under development should be set at Read only level 1 to allow the version to be set to updateable status by the DBO manager if updates are needed 3 If widesp
103. ech Mesa Community College 250 2004 GO Bond College Mngd Tech Mesa Community College 250 2004 GO Bond College Mngd Tech Mesa Community College 250 2004 GO Bond Occ Ed Equipment Mesa Community College 250 Life without State Aid Mesa Community College 250 Life without State Aid Mesa Community College 250 Life without State Aid Scottsdale Community College 300 2004 GO Bond Occ Ed Equipment Scottsdale Community College 300 2004 GO Bond Occ Ed Equipment Equipment Description Truck for TTD Program GCC Approval Pending Simulated med dispensing system GCC Approval Pendi Stadium Sound System GCC Approval Pending Replace Farm Tractor GCC Approval Pending Low monument wall GCC North GCC Approval Pending Air Conditioning System for IT Server Room Sun Database server Database Server SAN Disk Array VMware Host Server 2 VMware Host Server 1 Fire Truck Lift Tractor Mower SimMan 3G package for Health Science Division Used fire truck for Fire Science Program 13 39 MB 855 Capital Equipment Detail Unit Cost 35 000 75 000 30 000 35 000 40 000 40 000 40 000 60 000 20 000 20 000 25 000 72 250 50 000 Units 1 1 1 A M MA M aM aM aM Total Cost 35 000 20 000 40 000 35 000 50 000 75 000 30 000 35 000 40 000 40 000 40 000 60 000 20 000 20 000 25 000 72 250 50 000 The MB 855 report provides detailed capital equipment req
104. ed to determine the FTE impact Wash Reallocation etc themselves The system will now record what action the user was doing when the FTE was impacted The only field they are still required to enter is the Memo field The FTE actions are broken down into several different types The new report uses these new actions e FTE Added FTE added as a result of the ADD line function e FTE Dropped FTE dropped as a result of the DROP line function e FTE Moved to new Unit FTE moved to a new Unit as a result of the MOVE function e FTE Moved to same Unit FTE moved to same Unit as a result of the MOVE function a k a Washes e FTE Updated Calendar FTE updated as a result of updating the position calendar e FTE Updated Distribution FTE updated as a result of updating the position Distribution Percent e FTE Updated FTE FTE updated as a result of updating the Budgeted FTE on the position e FTE Updated combination updating any combination of the three others As shown below Moved to same Unit Washes can be filtered from the report 672 Report Run Control ID MB 8672 Report Manager Process Monitor Run User ID HORNER Description FTE Push Pull Budget Year FY 13 14 Version From Fund 230 To fund 230 From Unit 350 To Unit 350 Run All Units From Date 08 01 2012 ThruDate 12 31 2012 5 J Include Move to Same Unit Washes Example of report data Run Date 1 2 2013 Maric
105. ege District 01 04 13 To run this report choose the Budget Year Unit Fund and Revenue or Expenses and the check box if applicable and click the Run icon Date Run 05 16 2007 MARICOPA COMMUNITY COLLEGES Page Time Run 11 03 55 AM BUDGET DEVELOPMENT BY UNIT AND DIVISION EXPENSE ACCOUNTS Report MB 631 uNiT 100 Phoenix College FUND 110 General Fund DIVISION 0045 Business Services Object Code HR Position Attributes Fr 04 05 T Wb 0 Line amp EmplD Status Employee Name FTE ACTUAL ORIGINAL CURRENT CURRENT OF PROPOSED EF Date 2eg Pos Mum Dist Grd Step Calendar EXP REV BUDGET BUDGET BALANCE BUDGET BUDGET Charge Center 151450 Business Office 51220 MATP 200 877 123 270 163 142 0 0 0 133 320 2 10102388 CUR 1 00 67 850 Reduce step from 8 to 5 for FY 02 03 T6238 04 19 2006 2 01002062 100 016 09 12MO Mor College Fiscal Services Replacement FYO0 01 DBO edu step 3 28 05 MAT Reciss 04 05 Trnsfr 5 8 02 R Elliott 3 oo000000 VAC Mew hire 1 2 02 04 19 2006 1 01002003 100 014 07 12MO Bursar 13 8 MB 632 Detail by Function This report contains the same data as the MB 630 report but sorts and groups budgets by functional category Follow the standard procedure to run this report The report only would be run for expenditures since revenues are not grouped by functional category Date Run 05 16 2007 MARICOPA COMMUNITY COLLEGES Page 1 Time Run 12 15 BUDGET DEVELOPMENT BY UNIT AND DIVIS
106. emote access information Reports This menu lists BOS general reports f MB 610 Export Sal Schedules MB 625 Base Budget Adjusts MB 625 Budget Variances Use This menu currenth includes unreleased features for budget request processing from a early version of BOS To return to the Message of the Day and the BDS calendar just click the Home link at the top of the page Do not use the Back button Home Add to Favorites Sign out Message of the Day has been rolled over to FY12 13 At this time Budget Staff will update personnel changes from May through June BDS will be open to all users in August 2011 Budget Development Calendar Budget Development System BDS Page 15 Maricopa County Community College District 01 04 13 7 Maintain Budget Items The above screen shot shows the panels available Details on the features and usage of each panel in Maintain Budget Items follows This includes information on which panels to access to perform functions or see information Keep in mind that BDS groups budget information by Year and Version and each Version or copy of the budget within a working Future Fiscal Year has security controls attached to it Each Version has an access level that is controlled by the Budget Manager versions with the exception of the current version are set to view only for all users The current working budget can be set open to all College an
107. enix College 2009 10 Spring Course Fees Find View All First 4 4 LY Last Course isd Course eee ALL District Wide Humber Section Current Fee Proposed Fee Projected Revenue 0 00 Last Update Enrollment 0 Inc Dec a Reason Covered Costs and Justification C Expedited Implementation Requested Approval Status Course Number The Course number including the alpha prefix Example PSYIOI Enter the course number the same way that it appears in your published course catalog Course Section Fill this in if the fee will apply only to specific Course Sections under that Course Number The box will default to ALL To change this delete ALL and enter your Course Section Budget Development System BDS Page 69 Maricopa County Community College District 01 04 13 District Wide You can request that this fee be applied District wide by checking this box Colleges can specify a Course Fee as District Wide when they are functioning as a District Wide Coordinator for a multi college group such as the Nursing program Fees designated as District wide will not show up under the Unit when reporting to the Governing Board Examples NURIO2 Nursing Process Transition NURI51 Nursing Theory and Science I Title The Course title Enter the course title the same way that it is entered in your published course catalog DO NOT USE ALL CAPS Current Fee The currently adopted fee For a new course the Curr
108. ent Fee would be zero Proposed Fee The new or changed fee you are asking to be adopted This can be zero if you are dropping the fee or the course It can also be less than the current fee if you are reducing the fee Projected Enrollment This is the projected number of fees you expect to be collecting This is an estimate only Revenue Increase Decrease This will be calculated by the system automatically when the page is saved and is based on the Projected Enrollment Current Fee and Proposed Fee values Last Update This is automatically updated by the system with the Date Time and User who last saved this record Change Reason Select a reason for the change from the list in the drop down by clicking the arrow This is a very brief explanation of what has prompted the change you are requesting If you select Course Dropped the system will automatically update the Proposed Fee and Projected Enrollment to zero Dropped courses have a zero impact on Revenue Covered Costs and Justification This text area allows a narrative of 3000 characters Be as specific as you wish You may paste text from a previous record or an outside source into this area If you paste from an outside source be sure to edit the text for anomalies Certain characters such as may not display correctly You can click the book in the upper right hand corner of the box to access the spell checker Expedited Implementation Requested Fees for a Collecti
109. ent items with unit cost af 20 000 or greater will need to be entered into the BDS System However ifthe item is part of larger project such as new building a remodeling project or a technology improvement project the item does not need to be entered inta BOS 5 a general guideline if the item will be part af a project approved by governing board it will not need to be entered into BDS Capital Equipment Items nsi Ed Units Cost Cost Update Display e Select funding source from the drop down menu If a funding source needs to be added contact the Budget Office as District Office f Enter the Item description maximum of 50 characters Enter the Number of units h Enter the Unit Cost in whole dollars no cents i Click on Save Total cost will be calculated by the system and the screen should look similar to this Budget Year 2011 Unit 701 MC CD Central Allocations Division OOO00 Mone Last Updated 4 15 2010 12 13 04PM By ASTI A All items need ta be entered by EOD May 14 2010 Only items with unit cost of 20 000 or greater will need to be entered into the BDS System However ifthe item is part of a larger project such as a new building a remodeling project or a technology improvement project the item does not need ta be entered inta BD S As a general guideline ifthe item is part of a project approved by governing board it will not need to be entered into BOS Capital Equip
110. entify and pursue new and existing revenue sources while promoting cost effeciveness MCCD will recruit develop and retain a quality diverse workforce d d MCCD will maintain a strong identity that reflects its role in the value to the community Question 4 How does this request achieve the Governing Board s Outcome Statements Outcome Statements Check All That Appiv Text answer questions will be followed by a text area The maximum text allowed for text questions is approximately 1200 characters If you exceed this amount and wish to supply more information see the Attachment section below The spell check icon a book with a checkmark on it will allow you to spell check your response to text answer questions Checkbox questions will have various answers proceeded by a checkbox Check all answers that apply Some questions will have link buttons to pages that may better enhance your understanding of the question Note Links to resource documents related to questions are provided press box to initiate link eg Strategic Directions Questions 2 Tab Same as above Questions 3 Tab Same as above 10 5 Attachments Tab Detailed supporting schedules justifications explanations and other related material can be included in the attachment tab Click the gray Add Attachment button to browse your files When you have selected a file click the Upload button In the Attachment Purpose box refe
111. eport Budget Year 2011 Q Example of report data Maricopa Community Colleges Capital Equipment Requests Over 20 000 FY 2010 11 COLLEGE SUMMARY College Total FUND SOURCE SUMMARY Source Total Glendale Community College 180 000 GateWay Community College 75 000 Mesa Community College 310 000 2004 GO Bond College 360 000 Mngd Tech 2004 GO Bond Occ Ed 774 250 Equipment Scottsdale Community College 245 450 Chandler Gilbert Comm College 418 000 Paradise Valley Comm College 175 000 Estrella Mountain Comm College 175 000 Fund 2 163 200 Life without State Aid 178 000 State Aid Fund 710 103 000 1 578 450 1 578 450 Budget Development System BDS Page 101 Maricopa County Community College District Example of subsequent pages with detailed information by college Maricopa Community Colleges Capital Equipment Requests Over 20 000 FY 2010 11 01 04 13 College Unit Fund Source Glendale Community College 150 2004 GO Bond Occ Ed Equipment Glendale Community College 150 2004 GO Bond Occ Ed Equipment Glendale Community College 150 Fund 2 Glendale Community College 150 Life without State Aid Glendale Community College 150 Life without State Aid GateWay Community College 200 State Aid Fund 710 Mesa Community College 250 2004 GO Bond College Mngd Tech Mesa Community College 250 2004 GO Bond College Mngd Tech Mesa Community College 250 2004 GO Bond College Mngd T
112. equently led to loss of explanatory comments due to truncation of fields It was necessary to do row by row and column by column reformatting to ensure that all comments displayed This was difficult to do with complete accuracy within Governing Board deadlines for action item submission This new module ensures that changes are entered only one time by the colleges and that exactly what is entered appears in the final submission to the Governing Board in a consistent format This module will be used to submit course fee changes for the Fall Budget Adoption and Spring Midyear Additions Adjustments The Course Fee module consists of two maintenance setup screens used by the Budget Office to establish data collection and reporting rules parameters and conventions It is also used for District Wide communications for module users The Enter New Course Fees screen is used by colleges to develop their list of course fee changes for the collection period for submission to the Governing Board for approval 11 1 Maintain Courses Fee Collection Periods The Budget Office is responsible for establishing collection periods for course fees in BDS The panels are available only to Budget Office security This is done in the BDS maintenance panel named Maintain CF Collection Periods When this panel is opened Budget office Staff left clicks on the Collection Periods Tab The Budget office will use a twice per year naming convention as follows 20XX Fall
113. er Other 130 Educ Pmt Non faculty 140 Anniversary 150 Educ Pmt Faculty 180 ASRS increase 190 Flex increase 205 Meet amp Confer COLA Step 210 New Revenue the Adjusted Base Budget as of the date of the report Example of report data Run Date 1 4 2013 Base Budget Adjustments Report MB_623 Run Time 10 08 22 AM Fund 110 Fiscal Year 2014 Page 2 of 5 700 MCCD District Office Division 0003 Governing Board Office Original Base Budget 169 187 No Change Total Change to Base 0 Adjusted Base Budget 169 187 700 MCCD District Office Division 0005 Chancellor s Office Original Base Budget 3 578 309 120 Transfer and Other Allocation 10 574 Chan support for SCC Coord Sustainability Prog T Willaims 9 4 2012 9 06 17 AM HORNER 120 Transfer and Other Allocation 39 613 HR Asst position returned to Chancellor per N Jackson s 7 10 12 email 7 12 2012 9 49 04 AM HORNER 120 Transfer and Other Allocation 39 613 Move vacant Hum Res Assist from Chancellors Innov Team to VC HR 6127 2012 3 10 44 PM TRIER Budget Development System BDS Page 80 Maricopa County Community College District 01 04 13 13 3 MB 625 Budget Variances This report provides a summary comparison of projected revenue and expense budgets by fund and by unit and the rev exp variance The report also compares the base budget and the projected expense budget for fund 110 by unit and by division and shows the base exp variance The report parameters only allo
114. et and confer and making any other last changes the base budget in the final BDS version that goes to the Governing Board for final adoption needs to be updated to show this final base Budget Development System BDS Page 46 Maricopa County Community College District 01 04 13 To Maintain Base Budgets 1 Select Setup Maintain Base Budget levels 2 Choose the Budget Year note that the version always defaults to Main 3 Choose the fund unit and if appropriate division Press Enter or click _Search_ Revise the Adjusted Base Budget as required by entering the net increase or decrease transaction Note that the variance should adjust accordingly Save Check an account within the fund unit and if appropriate division to verify that the update occurred So Se um FTE Base Budgets are not implemented but may be used in the future if needed Maintain Base Budget Levels Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Budget Year H Fy20072008 v Budget Version H Main version Fund begins with Unit begins with Division H Case Sensitive Search Clear Basit Search E Save Search Criteria Search Results 4 19 ora 5 Budget Year Fund Unit Division Original Base Amount Adjusted Base Amount FY 0 08 110 Z700 Board
115. et to BDS assumes you have exited the account Therefore Offset will be cleared or turned off Offset may be used between units within an appropriate Home Unit group or by users with DBO security levels When using the Specific Account offset only some kinds of line items will appear on your object code choice list never Personnel lines When Offset is active limit your changes to either just Expenses or just Revenues to match the object code type Expense 5xxxx or Revenue 4xxxx of the Offset account You cannot update both Expense and Revenue line items when you have an Offset account active Offset functions at the individual line level It does not reflect the entire account Therefore be sure that the budget in the Offset line is sufficient to handle your transactions The system will stop you when you Save if your net increases exceed the balance in the Offset line The following screen shot illustrates the panel that is prompted when selecting a Pool Account Notice that the user does not need to type account information they just need to select the correct Pool Account Budget Development System BDS Page 29 Maricopa County Community College District 01 04 13 Select Offset Account Line Fund 100 PC Test Revenue line as Pool 30000 150 GCC GC Non Facult Retiree Savin 63 449 150 GCC GCC Faculty Retiree Saving 415 882 400 SMCC Test Pool College 3 30 000 Charge Cent 4450 COCC CG Faculty All
116. etup b Reports gt Budget Book Reports Budget Office Message of the Day gt Batch Processes Maintain Budget Items BDS is now closed to allem a 1 a enefits Calculator Thanks for your assistar File Download x 5 p ep Tables Do you want to open or save this file w 7 Name BDS Help Manual doc Type Microsoft Word Document 3 52MB From www maricopa edu ITS BDS Support Webpage Message of the Day gt Worklist Open Save i cancel i gt Application Diagnostics gt Tree Manager Always ask before opening this type of file gt Reporting Tools gt PeopleTools Change My Password While files from the Internet can be useful some files can potentially My Personalizations 9 harm your computer If you do not trust the source do not open or save this file What s the risk My System Profile My Dictionary Budget Development System BDS Page 7 Maricopa County Community College District 01 04 13 How do I print BDS screens online You can print BDS screens by clicking the printer icon on your Internet Explorer To have a useful print screen from BDS first you need to revise the page set up on your Internet Explorer Once you change the Page Set Up you do not need to do it again To change Page Setup follow the following procedures From your Internet Explorer page Click File Page Setup v Change the page margins to 25 on all sides Y Chan
117. etup functionality College and District Office divisional users cannot update this information but can view the functionality and setups Generally speaking this functionality applies global changes to data hence the restrictive access The following screen print shows the functionality available under Setup gt My Favorites v MCCD Develop Budgets Maintain Security Maintain Versions Maintain Benefit Rates Maintain Base Budget Codes Maintain Base Budget Levels Maintain Unit Controls Maintain Report Aliases Maintain Report Aliases Alt Maintain Pool Accounts Maintain COLA Groups Maintain Fund Descriptions Maintain Unit Descriptions Maintain Charge Centers Maintain Project Descriptions Maintain Object Codes Maintain Budget Accounts Maintain Positions Maintain Maintain Request Defaults Maintain Request Questions Maintain Request Readme gt Reports gt Budget Book Reports gt Batch Processes Maintain Budget Items 8 1 Maintain Security For Budget Office Use Only In brief security on the system is maintained by setting user profiles Maintain Security and securing versions Maintain Versions If a version is NOT set to allow update access to any or particular classes of users the version is view only Note that all users have access to view and print all data at all times Ifa user has read
118. ew Rev for Strategic Policy Save Retur to Search Previous tab amp Nexttab 7 5 Position History The Position History panel allows the user to view the history of changes made to a position since the beginning of the current budget year cycle If you need to view position history for a prior year you will need to use the red pencil Correction Search icon or the Position Search panel in order to look in that year Position History will show you all position changes at once which makes it easy to compare changes to certain critical position attributes over time When you select the Folder Tab Position History the line item on display here is the last line item you were viewing using Maintain Items or the first one in the account if you have just entered the account Year 2007 7 2008 Account 110 250 111030 Dim 0045 College Supplements Transfers Version Main Version MCC Instructional Function 1 Instruction p 2 m Line i Object Code 51111 Line Type Position Computer Science Cis z DBO Budget Line 81 Line Status VAC b SMS Unit Div E from 110 250 111800 51111 34 Per DI Original 58949 eon 60718 changed charge center to Prop 301 L Neibarger Effective Seq Position Empl Sal Grade Cal Bud HR Percent Salary Benefits Date Num Status Class Plan Step FTE FTE Distrib Amount Amount 04 25 2007 1 Vacant Reg InsFac FAC 160 t A 1 000 1 00 100 0 60 718 17 864 30 04 25 07 7 24 18AM Poss 025
119. ffairs Version Main Version DIST Ocotillo Function 2 Academic Support FY 05 06 FY 06 07 FY 07 08 Prior Year Original Operating YTD Actuals Base or Original Projected Actuals Budget Budget s Encumb Used Budget Level Budget Variance Expense 42 061 668 46 255 000 47 734 891 41 165 744 Base 50 403 471 50 403 471 Revenue 338 919 047 539 227 864 639 227 864 324 259 910 1 Base 553 574 447 Acct Exp 47 347 106 502 78 351 45 005 Orig 106 502 108 980 Acct Rev 0 0 0 Orig 0 gt gt Object Line Title Description Original Projected Name Gr St Cal Dist Position 51114 Residential Extended 43 863 45 179 Contract 51115 Residential Reassign 17 708 18 239 Time 51310 1 Part Time Wages 5 935 5 8335 51315 1 Student Wages 3 159 3 159 52101 1 Benefit Generic 208 208 52110 1 FICA 4185 4 300 52120 1 State Retirement 5 503 6 088 52130 1 Medicare Benefits 979 1 006 52430 1 Workmen s Comp 134 138 This panel contains information about three fiscal years for both the unit in total and the account that was selected It shows revenues and expenditures and budget detail to the line level within each object code for which budget or actuals exist This account does not contain positions but if some were budgeted the title of the position would be displayed along with the incumbant s name grade step FTE HR FTE not budgeted FTE distribution and position number The Base Budget is entered by the District Budget
120. fields until you have given the system all the information it needs to fill in all the account and line number fields Some of the fields will auto fill as you go depending on what is appropriate 5 Type an appropriate Reason Reason will be pre pended to the Memo also automatically 6 If field appears Select the impact on FTE level that you want report MB 670 to show 7 Ifthe Amount to Move field is not grayed out you may alter the amount for a partial move 8 Choose to Stay in the move from account or Go to the target account when the move fires 9 Press OK which will then perform the Move Save and transfer you to the line item in the target account if you chose the Go To option 10 Update the memo field as needed 11 Left click the Save button or tab forward to the Save button and press Enter 12 Note changes in the total for your line and the totals fields 13 Press Transactions panel to see your change 14 Click on gt gt button to go to the account you moved to or from 15 View your change There are somewhat different steps involved in moving positions salary pools revenues and fixed expenses This relates to restrictions on some moves It also is not possible to partially move salary pools or positions because of the difficulty of moving related benefits Note the following rules and restrictions on moving lines in BDS 1 Revenue positions salary pools and fixed non personnel lines be move
121. ge 45 Maricopa County Community College District 01 04 13 8 4 Maintain Base Budgets Each college and each district office division is provided a base budget in fund 110 to which it is asked to balance its expenditure budget each time BDS is open for updating Similarly a base budget is provided for fund 210 through a FAC approved college activity allocation spreadsheet Revenues and expenditures must balance in fund 210 BDS includes a field in the Maintain Items Line item list that shows the base budget It 1s compared to the actual total of the projected budget and a variance is shown for users to easily see the variance between the base and projected budgets In the following screen shot note the portion of the panel labeled FY07 08 and the header Base or Original Budget Level Line Item List Object Totals 1 Maintain items Transactions Position History Totals Inquiry Position Search F Year 2007 7 2008 Account 110 700 131330 Din 0010 YC Academic Affairs Version Main version DIST Ocotillo Function 2 Academic Support FY 05 06 FY 06 07 Prior Year Original Operating YTD actuals Base or Original Projected Actuals Budget Budget s Encumb Used Budget Level Budget Variance Expense 42 061 668 45 255 000 47 734 881 41 185 744 3 Base ToS Revenue 339 919 047 539 227 864 5392278684 324259910 Base 553 574 447 Acct Exp AT 347 106 502 78 351 45 005 Orig 106 502 108 980 Acct Rev 0 0 0 Orig 0 In f
122. ge the Footer to something more descriptive like BDS Screen print Y Press OK Page Setup Letter Source Auto Select Headers and Footers Header RwibPage of amp P Footer Rubbed Orientation Portrait Margins Inches Left 0 25 Right 0 25 Bottom 0 25 Cancel Printer C Landscape 5 Hints and Rules to Budget By General Hints about Developing Budgets in BDS 1 Budget development by college or District Office division users occurs using Which Year The next fiscal year e g if the current year is FYO06 07 the development year in BDS is FY07 08 Which Version Remember the Main version other versions generally are view only for informational and historical purposes When Budget development occurs at periodic intervals Version security is set to read only when development is permitted All users can view all versions and all information at all times Which Menu Items The Use Maintain Budget Items Maintain Items menu is used to develop and modify budgets at the individual line item level submenu items include update add drop move and offset Budget Development System BDS Page 8 Maricopa County Community College District 01 04 13 Base Budget If there is a base budget that you are required to balance to you can see the base budget and the variance from the projected budget for your unit or division in t
123. ght Budget Request tabs 10 2 Read Me Tab The Budget Office can add a global instructional message and add processing instructions here The college requestor cannot alter information in this tab ReadMe YR Info Qu i a Que s Costs Fiscal Year 2007 Budget Office Message The budget office will only be accepting budget requests that are District Wide Intiatives for the fiscal year 2006 2007 Individual unit requests are will not be accepted atthis time Process BUDGET OFFICE PROCESS For information on how to use this form BDS User Training Manual This page also contains a link to this BDS User Training Manual that contains detailed information on how to complete the Budget Request 10 3 Requester Info Tab Request Type Choose either District Wide Initiatives or Unit Requests A District Wide Initiative will benefit more than one campus A Unit Request will benefit only one Unit If you select Unit Requests a search box will appear for you to enter the Unit Impacted Requestor Information Submitted By and Home Unit will fill in automatically and are the person who is logged into BDS and filling out the form Fill in the Requester and Phone for the Requester The Requester is the person primarily responsible for this request It may or may not be the same as the Submitted By Requester Info Request Title BDS MANUAL EXAMPLE Budget Year 2007 Status Not Submitted
124. good budget practice 15 Reassign reclassify or reallocate FTE To move a position between employee groups even within the same account first Drop the position then Add a position in the account where it is needed When going through the Add process sub panel be sure to select the Check Box labeled Use Budget Development System BDS Page 10 Maricopa County Community College District 01 04 13 Employee from last Drop A number of fields will be filled in on the new position to match the position you just dropped This will ensure that your funding FTE follows the position This is the correct way to upgrade a position into a different employee group and therefore object code Hints about the Move and Offset Functions 16 17 18 19 20 Restrictions There some restrictions on the Move and Offset functions A primary restriction is that they are not meant for use within one account Given restrictions users may not always be able to use the Move function to reallocate funds but may need to use a combination of Update Drop Add and or Offset to reallocate funds Move can transfer a position to a new account but only to the same employee group object code Move can also move an entire personnel salary pool line to a new account Move can transfer all or part of the dollars in a Fixed budget line such as Supplies to another account and either add to an existing fixed line item or create a new fixed lin
125. he upper right side in the Use Maintain items Line Item List panel 2 Remember to SAVE your changes if you want to make the changes Unit and account totals on the Maintain Items Line Item list and Object totals screens update automatically but you must save to update the Transactions panel and the Totals inquiry screen and to permanently add your changes The Move Item transaction performs a Save automatically prior to executing the requested Move and again after the Move completes 3 Made a mistake or decided not to do something If you do not want to proceed with your changes Return to Search simply click on Return to Search The system will prompt you to save your transaction choose no If you have saved you will need to drop move or update the item to make your correction If you have started a Position Update which you want to undo and have not yet clicked SAVE you can click on the DROP button to undo your changes and restore the position to its initial values 4 Error messages gt The system provides many error messages which point out problems with entered data and how to fix such problems In most cases once the problem is fixed you can proceed with your transaction SAVE and continue normally However when you encounter an error message that seems more severe and is not just a recommendation to alter your input please jot down the text of the error message After you press the OK button in the error messag
126. i Replacement and mew hardware casts belagen 60 52000 As a consixnity sowing industry his challenging 1n bow ewacly what additional softw 13 35 MB 810 Course Fees Board Report The report that will go to the Governing Board for consideration and approval This is meant to be run by the Budget Office but is accessible to all Course Fee users This report is run by collection period and can be run for all units or a single unit The report groups course fees by unit with District Wide fees reporting separately The report can be run for District Wide of Non District Wide fees The report can also be run only for approved course fees and with or without the course fee cost justifications This report will show course fees only Special fees are are presented in a different format after compilation by the Budget Office Collection Perio 2070 11 Fail Community Collage Course Fasc Page 1 of 1 DISTRICT WIDE Run Cale 442005 FALL 2010 Curmerni Franared Projected Frolected our Becton Course The Change Resson Fee Fee Erroiment Revenue NUR 281 ALL Haring Hew Course 0 00 123 20 133 233 19 000 00 overed Costs and Justtication Fees for total testing and lab sopplles MATE ALL Collsge Algebra Decreased Costs 42 00 500 12000 4 200 00 Cyrdd Costs and Just cxtian Fee k reduced became a TA ls na longer needed In t computer lab JRIS 101 ALL Professional ering Fundamentals Nes Course 0 00 25 00 20 00 e00 00
127. ict 01 04 13 Compare Mgmt Funcs Run Control 10 MB 755 Report Manager Process Monitor PUn User ID HORNER Description Management Function Comparison Budget Year 2011 This year and prior two years Budget Version MAIN Unit a Example of report data Run Date 5 7 2010 Expenditure Budget by Managerial Function Report MB_755 Run Time 9 49 36 AM General Operation Fund One Budget Year 2011 Page 1 of 2 Unit 100 Phoenix College Phoenix College Fiscal Year Fiscal Year Fiscal Year Managerial Function Rollup Category 2009 2010 2011 Goveming Board Governing Board 0 0 0 Governing Board Total 0 0 0 College Administration Chancellor s Office 0 0 0 College Presidents Administration 457 735 486 212 384 610 College Administration Total 457 735 486 212 384 610 Academic Services Instructional VP Academic Affairs 904 719 976 236 732 906 Skill Center Transfer 0 0 0 Library 1 327 081 1 262 855 1 280 726 Instructional Academic Support Programs Services 48 909 46 891 49 318 Academic Instruction 24 670 641 23 989 747 23 783 903 Learning Assistance Tutoring Services 230 115 293 153 358 969 Faculty Development Services 0 0 0 Academic Services Instructional Total 27 181 465 26 570 882 26 205 822 Student Services Please note that Management Functions became effective fiscal year 2010 therefore values for years prior to FY09 10 may not be accurate This is because charge centers were not assigned Rollup Category or Manage
128. in an established grade To create or change a non faculty position with FTE to an OYO or OSO select Employee Class and then choose Nonfac 6mos for OSO and NonFac gt 6mos for an OYO To create or change a faculty position with FTE to an OYO of OSO select Empl class and then choose OSOInstrFac or OSOSvcFac for an OSO and OYOInstrFac or OYOSvcFac for an OYO If you are creating an early retiree either with FTE object code 51538 or without FTE object codes 51531 51536 the flex amount will be 1 500 for each line If you wish to have a higher flex amount to reflect multiple positions or for other reasons press Update then the More button Enter the amount in the Flex field press OK Save when you are done with your add This will properly benefit the retiree vacate button The following fields will update To vacate a position simply press the Empl ID Will automatically go to 00000000 Name Will change to Vacant last name of person formerly in that position e g Vacant Smith Posn Status Will convert to Vacant To fill a position update with a name employee ID etc see next few steps To update an Employee ID Enter the first few letters of the last name capitalized and click on Q in the name field This will display a search list of employees Scroll to the correct one and click on that line to select the employee s name Tab through and the system will fill in the proper Employee ID This action directly ac
129. in menu select MCCD Develop Budgets Select Enter Capital Equipment Requests located below Batch processes or an icon The following screen will appear Enter Capital Equip Requests Eriler any mformali n you have and dick Search Leave fields blank for lest of all values i Find an Existing Value Y New Value Search by Unit begins with Search Aduanced Search Find an Existing Value Add a Naw Yalwa Select Add a New Value Tab The following screen will appear Enter Capital Equip Requests Find an Existing Value Add a New Value ue j amp Division A Add Find an Existing Value Add a New Value Budget Development System BDS Page 75 Maricopa County Community College District 01 04 13 d Select the appropriate Budget Year from the drop down menu It will usually be the fiscal year for the current budget planning cycle e Enter the unit that needs to be added by either entering the three digit numeric code or clicking on the magnifying glass and selecting the correct code f Hit Add g For District Office enter 700 in the unit and then select the correct division by clicking on the magnifying glass and selecting the four digit correct code h Hit Add If added correctly you will see the following screen with the correct unit and Division for District Office i Cap Equip Requests Budget Year 2012 Unit 700 Divisi
130. in one or more of the various search qualifier fields on the top two rows of the panel 3 Search can return results in one of two ways This is controlled using the tiny checkbox labeled as 1 just to the right of the Search button To see positions only as of their last update be sure the tiny box is Checked on To see positions with all updates including former occupants and so on clear the Checkbox Now you are ready to run your search Left click on the Search button A count of rows found appears to the right of the Search button when the query completes me oe 8 Clicking on the und button on a returned position line will take you to the Maintain Items anel in order to view or update that account and position line p p p Note that the first row of search qualifier fields will always narrow the search by seeking a certain Unit AND a certain Salary Plan AND a certain Grade For example if you chose Unit 100 the Faculty salary plan grade 90 and step 12 you only would see positions that met all those criteria If no records existed for this search no records will be displayed In contrast the second row operates with an OR functionality If you enter selection criteria on this second row of search qualifier fields your search would produce positions that met any of the selected criteria For example if you enter a name of Smith and a title of Director and a position number of 01001234 the search would produc
131. in the Search By field d Click on search and select the appropriate Division for Unit 700 You may also enter the division in the begins with field The following screen will appear Make sure the correct division is showing on BDS Cap Equip Requests Budget Year 2011 Unit Foo MCCD District Office Division 0000 Hone A 2010 1 38 09PM By ASTI A Equipment items With unit cost af 20 000 ar greater will need to be entered into the BD S System However ifthe iterriis part of a larger project such as a new building a remodeling project or a technology improvement project the item does need to be entered into BDS As a general guideline if the item Will be part of a project approved by governing board it will nat need ta be entered into Capital Equipment Items Find View All First 4 1 of 4 E Last Funding Source tem Description No of sd Unit Total Units Cost Cost Save mn e Make sure the correct division is showing on BDS f Select funding source from the drop down menu If a funding source needs to be added contact the Budget Office at District Office g Enter the Item description maximum of 50 characters h Enter the Number of units i Enter the Unit Cost in whole dollars no cents j Click on Save Total cost will be calculated by the system and the screen should look similar to this Budget Development System BDS Page 74 Maricopa County C
132. information is included in both manuals The Frequently Asked Questions section of this manual summarizes how to secure access have questions answered report problems and suggest enhancements 2 Overview How Budgets are Updated in BDS Budget development update access occurs over the course of a year on a periodic basis Budgets are sorted and stored in BDS by fiscal year and by versions for a fiscal year Versions are saved when access ends When update access resumes this occurs in the Main version Note that budget development always occurs in the Main version for the next fiscal year The District has both a revenue budget to record resources that come to the District such as property taxes tuition and fees and State Aid and an expenditure budget to record the uses of resources Both revenues and expenditures are budgeted in BDS and the two must balance The District budgets its resources through a Chart of Accounts established several years ago when the District transitioned its accounting system to Oracle Government Financials OGF OGF has been upgraded to a new web based version that is called College Financial System CFS The chart of account remains the same as OGF In BDS the budget is structured in a hierarchical fashion as follows Fund Unit Division Charge Center Project Object code Technically this is an attribute of charge center It is not widely used Mostly it is used to group District Office ac
133. ion 10 of this manual Budget Development System BDS Page 96 Maricopa County Community College District 01 04 13 i Budget Request Run Control ID MB 692 Run Manager Process Monitor User ID BURNS Description Budget Request Request Title Budget Year a Summary Only 13 31 MB 699 Transaction Audit Trail This report will show saved transactions by user or all users for a specified period of time for specified units Data by account and object code to the line item level is provided and changes in FTE and dollars are noted Users are advised to run this report during budget development to check changes It also is a good idea to run this report when done with budget development to preserve a record of changes MB 699 Report Run Control ID MB B88 Process Monitor Run User ID BURNS D Description GDS Transactions Audit Report Budget Year Budget Version l Fund 110 Thru Fund 320 GL unit Thru Unit 399 M Run all Units From Date 03 1 4 2007 2 Thru Date 03 20 2007 E Budget User M Select all Operators Hame Example of report data Run Date 05 16 2007 MARICOPA COMMUNITY COLLEGES Page j3 Run Time 12 42 55 PM BDS TRANSACTION AUDIT REPORT Report MB 599 ACCOUNTILINE ITEM NUMBER TRANS DATE TIME M amp C USERNAME OBJECT CODE DESCR OFFSET ACCOUNTILINE FTE CHANGE S CHANGE EMPLID EMPLOYEE POSNE
134. iption Revenue Totals Residential Extended Contract Residential Reassign Time Part Time Wages Student Wages Benefit Generic FICA State Retirement Medicare Benefits Life Insurance 5k Disability Ins LIT Workmen s Comp Flex Benefits Professional Services Media Based Brod Ser Printing Binding Official Functions General Supplies Expendable Sofware Subscriptions Electronic 7 3 Maintain Items 106 502 0 43 853 17 708 5 935 3 159 208 4 185 5 503 878 134 1 858 2 000 3 006 10 431 2 340 1 000 History FY 06 07 Oper Budget 78 351 0 22 781 10 739 1 783 659 208 4 185 5 503 878 134 6 000 2 000 3 006 9 005 2 340 1 000 Dim Function Position Search D 0010 VOC Academic Affairs Bal Avail Avail 33 34 9 557 10 738 1 793 658 208 3 421 4 484 798 1 104 500 2 000 3 048 5 555 1 091 1 000 2 0 42 5 0 0 42 0 100 0 100 0 100 0 100 0 81 7 20 0 21 6 0 0 0 0 T8 0 0 8 3 100 0 ar 72 9 46 6 100 0 0 0 2 Academic Support 07 08 _ Prop Budget 108 98 45 179 19 239 5 935 3 159 208 4 300 6 088 1 006 138 1 858 2 000 3 506 10 431 2 340 1 000 0 0 Chg 2 3 0 0 3 0 3 0 0 0 0 0 0 0 E of 2 9 0 0 0 0 3 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 01 04 13 The Maintain Items panel is panel that is used to develop individual budget lines
135. item You could make screen prints of these as you are updating BDS to keep track of your changes Alternatively BDS includes a MB 699 report that reports all changes that are made in a budget cycle with a date range selection feature Note below that both Dollar and Budget FTE changes are reflected on the Transaction Audit Trail If you used the Offset feature in the change you made you would see the Offset Account here also with a button Budget Development System BDS Page 31 Maricopa County Community College District 01 04 13 labeled that easily transfers you into the target account The Move feature would also mark the audit trail to show the source or target account of a moved line Transactions Year 2007 2008 Account 110 701 180240 Home 700 Dim 0045 College Supplements Transfers Version Main Version DXTR Revenue Reserve Function 6 General Institutional Find View Al First El sof 17 Object 59910 Line 1 Descr F06 New Revenues Reason Unit m DBO Moved to 110 700 162190 53210 1 Trnfr New Division Memo Fev for Strategic Policy 10 for TPA to come from FYO new rev 59910 Memo fina a E zl kA miim TAO tn TO te tanafas TACS Dn e mers mec bd Dollar Net Change 0 Original 57 204 Projected 0 BH be e Find View All B First LU 4 or 4 0 Transaction Date Amount UserName Offset Account gt gt Memo 1 12 19 2006 10 01AM 57204 HORNER 110 700 162190 53210 1 gt gt mtr N
136. lect Search to modify a pool account Budget Development System BDS Page 49 Maricopa County Community College District 01 04 13 Maintain Pool Accounts Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Y Add Mew Value Search by Pool Acct ID mmm search Advanced Search Find an Existing Value Add a New Value 5 In Add you will need to input all relevant information to set the pool name it set it to active if you wish to use it or inactive if you do not wish to use it determine and indicate if the pool is to be used by DBO and college division staff or just college division staff and all relevant account information 6 In update display you can search to find the pool account you wish to update Or type in the name or ID if you know this 7 Update as required 8 Save your changes There are a series of rules to bear in mind about Pool Accounts Pool accounts are specific for use by users in that unit with the exception of DBO staff if the account is activated for DBO use 2 Note that if a Pool Account is activated for use by DBO staff the pool account will appear in the pick list under Maintain Items AND will appear as a choice of Offset accounts for DBO staff 3 Ifthe Pool Account is not activated for use by DBO staff DBO staff will not see this item when they are using the offset and are searching on accounts to offset to Howe
137. leges can select for Course Fee Change Reasons and Special Fee Categories in the Enter New Course Fees screen The two tabs in this screen are the Course Fees Setup Tab and the Course Fee Read Me Tab A Course Fees Setup Tab When you left click on the Course Fee Setups Tab you will find the following established options for Course Fee Change Reasons 1 Course Dropped Required 2 Decreased Costs 3 Increased Costs 4 New Course 5 New fees 6 Other Reasons can be added or deleted by using the options then hitting save The following established options for Special Fee Categories are as follows 1 Child Care Fees 2 Nursing Fees 3 Other 4 Parking Fines It is important that these setups not be changed after data has been entered for the collection period Doing so will create page errors Budget Development System BDS Page 66 Maricopa County Community College District 01 04 13 Course Fee Read Me Collection Period 2009 10 Spring Course Fee Change Reason Reasons MUST include Course a B n Eu First TAL Las a I Special Fee Categories Firs TIL LET Ic se DO NOT CHANGE AFTER RECORDS HAVE BEEN ENTERED FOR PERIOD B Course Fee Read Me Tab This screen is the place where the Budget Office can post generalized information and instructions to Course fee module users This information appears to users in the readme page process box
138. m BDS Page 94 Maricopa County Community College District 01 04 13 Example of report data RUN DATE 316 2007 MARICOPA COMMUNITY COLLEGES PAGE amp RUN TIME 12 13 57 PM BUDGET STATUS POSITIONS 100 REPORT MB 687D OVER BUDGET PROJECTED BENE ACCOUNT NUMBER LINE ST EMPLID EMPLOYEE NAME TITLE scHD cris RIDE FTE FE CAL BUDGET TOTAL OBJECT TOTALS FOR UNIT Chandler Gilbert Comm College LIME COUNT 1 0 00 0 00 0 50 210 455 2458080 51230 1 00000000 Vacant Program Advisor PS 009 06 5 00 000 50 00 D 0 OBJECT TOTALS FOR UNIT Williams Education Center INECOINT ow Q p 13 26 MB 688D Positions with Grade 999 The MB 688D report shows positions with a grade of 999 Mb688d Run Control iD MB B88D Report Manager Process Monitor Run User ID BURNS D Description Positions Grade 999 Budget Year 07 08 Budget Version Main Unit 100 Thru Unit M Run all Units Example of report data MARICOPA COMMUNITY COLLEGES RUN DATE 318 2007 PAGE 5 EMPS WITH GRADE 999 BY UNIT ACCT NAME RUN TIME 12 24 59 PM i MB amp 88D 06 O07 07 08 BENEFIT ACCOUNT NUMBER ST EMPLID EMPLOYEE SCHD GR S FTE CAL STARTDATE END DATE AMOUNT AMOUNT AMOUNT 110 250 112510 51538 CUR 00000000 Vacant Position MOM Sgen 050 100 00 34 336 34 336 2 063 110 250 112510 51538 CUR 00000000 Vacant Position Seam 050 100 00 32 542 32 542 2 034 110 250 112810 51538 CUR 00000000 Vacant
139. ment tems Eind View Ah First 1 oof 4 E Last Funding Source 2004 GO Bond Occ Ed Equipment Hem Description Example for training of Unit Total 3 25 000 EF Units Cost A Cost 575 000 j add additional items click on the plus sign in the upper right hand corner Repeat steps 5 9 for each item that needs to be added k If an item needs to be deleted select the minus sign in the upper right hand corner Press OK when the pop up box appears This will need to be done for each item that is being deleted 1 Items that have been entered may be edited by opening the record make necessary changes and saving the updated record m When data has been completed entered simply return to the main menu or exit DBS Budget Development System BDS Page 73 Maricopa County Community College District 01 04 13 12 2 Entering Capital Equipment Items District Offices a Access BDS as usual b From the main menu select MCCD Develop Budgets c Select Enter Capital Equipment Requests located below Batch processes or an icon The following screen will appear Budget Development System E Enter Capital Equip Requests Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Y Add New Value Search Advanced Search Find an Existing Value Add a New Value Make sure Division is listed
140. ncels out of a panel clicks on the Use tab to select a new account or clicks the OFFSET button and selects Clear Offset Remember Offset must be activated BEFORE YOU SAVE for the Offset to take effect Hints about New Accounts and Charge Centers 2 225 What happens in BDS when a new account is opened in CFS If a new account is requested if a division or a home unit unit relationship changes please provide the account number and name and change to the Budget Office ASAP BDS will NOT allow automatic use of new accounts even if opened in CFS They must be separately added in BDS At some point we hope this process is automated to eliminate this step What happens in BDS when new object codes are used No need to ask the Budget Office to open new object codes it is possible to use object codes that have never been used in an account before However a budget office staff member must add a brand new object code to BDS In addition while all existing CFS object codes are present in BDS some of the more obscure ones are marked as hidden and cannot be used unless the Budget Office makes them valid for budgeting via the setups Therefore if you find that you cannot use an object code please contact the budget office to have that activated Budget Development System BDS Page 11 Maricopa County Community College District 01 04 13 23 24 Where can I get more information about opening accounts See the sections in
141. nd percent This report does not show objects or calendar The user chooses the budget year fund range and unit as parameters to run the report This report is used by the District Office as the basis for the FTE position by college schedules for Fund and for Fund 2 in the Proposed and Adopted Budget Schedules MB 668 Report Run Controli MB 668 ReportManager Process Monitor User ID BURNS D Description Budgeted Positions by Unit Budget Year FY 08 Budget Version Main 110 Q Thru Fund 110 a Unit 100 Thru Unit qug Fund M Run all Units Example of report data DATE RUN 5e 2007 MARICOPA COMMUNITY COLLEGES PAIGE 2 TIME 12 03 00 Budgeted Positions by Unit REPORT MB 668 Fiscal Year 2008 FTE Increase Decrease Percent of Total Phoenix College 06 07 07 06 FTE Percent 06 07 07 08 Residential 198 00 200 00 2 00 1 07 43 46 44 0796 Executive 1 00 1 00 0 00 000 0 27 D 2296 MATP 50 08 53 08 3 00 5 99 10 2855 11 7096 Support Classified 144 47 136 78 T 69 5 32 31 7195 30 14 Custodial Grounds 36 00 36 00 0 00 000 T S95 y 5356 Crafts 5 00 500 0 00 000 1 10 1 10 College Safety 6 00 T00 1 00 16 67 1 32 1 5456 Early Retiree with FTE 15 00 15 00 0 00 000 3 29 3 3096 Unit Tatal 455 55 453 86 1 69 0 37 100 100 13 20 6705 FTE Changes Summary This report is a summary of the MB_670 report that is included in various budget process materials such as the Supplements
142. ne for each position The requestor must specify the salary plan FAC MAT PSA etc salary grade funding one time or permanent and fund 1 2 etc Salary Benefits Support and Total Cost are automatically calculated based on this information Adding a NON Salary Plan line item will allow you to enter the Salary and calculations will be based on that amount To include additional Personnel line items click the plus sign 4 and a new line will appear Lines can be deleted by checking the blue box with a minus sign Note that to add an Athletic Specialist position choose the MAT salary plan with salary grade 999 include the FTE and funding fund group The system will automatically insert the correct salary benefits and the title Athletic Specialist under Comments Detail funds that will be needed to support this request Personnel Costs Detail the types af personnel needed Firs st 1 4 ot a 10 ustamize SaL Pan Plan HIE Bata salary Step Funai Fund Salary Benefits Sup E Comments Grade Group Cost L E MAT 1 000 000 013 4 v Perm wj Funo 1 46 933 15 405 0 53 4 E Pem vj Fundt Fund v 13 595 B 502 0 20 097 Pem y Fund2 42 103 515 578 0 S57 T Athletic Specialist one time Funa2 v 5 000 5392 3 5 382 Part time ho
143. ness 00 Share 151800 Wellness Incentives 51230 Exec Secretary 00 Wellness 00 Share When you are ready to download the information to an Excel spreadsheet hold down the Ctrl key and press the Excel Icon above the Unit field After the budget lines are loaded into Excel you can do whatever Excel functions you wish to do for printing or analysis e g create pivot tables filter specific fields hide columns or rows etc If you toggle between the two tabs the data lines will clear therefore you need to press the Display button again even if you don t change the parameters Budget Development System BDS Page 106 Maricopa County Community College District 01 04 13 MARICOPA COMMUNITY COLLEGES Contact Information Financial Planning amp Budget Lulut Clow Manager Budget lulut clow domail maricopa edu Budget Development System BDS Page 107
144. nly color of grey to a white background where input is allowed 5 Social Security Numbers Social security numbers are generally unavailable to most BDS users For privacy reasons MCCCD legal counsel advised against inclusion Searches can instead be conducted on names MCCCD employee IDs position numbers and titles 6 Updating positions for Employee ID New positions are added each budget year and existing positions are vacated and filled To update any position to accurately identify the incumbent s Employee ID enter the first few letters of their last name in the Name field and click on 4 Be sure to capitalize it properly this search is case sensitive This will access PeopleSoft HR tables Scroll to the name of the person you seek and click on the name Then be sure to TAB past the name which will fill in the Employee ID automatically 7 Split coding positions To split code a position ALWAYS use the distribution field on the Maintain Items panel NEVER reduce FTE Benefits will not calculate as accurately as possible if FTE is reduced The system will calculate the Budgeted FTE automatically based on the percentage you enter the HR FTE the calendar and the employee class 8 Position salaries in between steps For positions that are in between steps in a grade on a salary plan e g faculty MAT PSA etc ALWAYS use step 24 Enter a Contract Amount manually Proper coding is critical if positions are to be upda
145. not allow or you have found a bug you will continue to get error messages Hints about doing Lookups and Field Searches There are some conventions for looking up field values that can be helpful when searching for information such as position titles employee names and other text fields with many possible values Normally clicking on x or which appear at the right end of many input fields will tell the system to return a list of all possible values These searches ignore any text or partial value you may have already entered in the field However sometimes you will get back a list of hundreds of values and the search may fail after 300 or so entries without finding the one you want Budget Development System BDS Page 9 Maricopa County Community College District 01 04 13 The partial key search is the solution Enter the first couple letters of the value you seek and be sure to honor the exact capitalization for example if you are trying to find a job title for faculty of English as a Second Language enter Eng and not or ENG Then click on the Search button to trigger the search Hints about Updating Adding and Dropping Positions Access the Position Maintenance panel via MCCD Develop Budgets Maintain Budget Items Scroll to the position you want to change and click on the Update button in the upper left area of the panel You will see many of the fields change from a view o
146. nter or Search to modify data 3 Enter appropriate information Be sure and designate this unit s Home Unit which should be set to it self if this is a new Home Unit Save 5 Runthe MB 115 process if you have changed Home Units affiliations 6 Besure to check totals to see that the change took effect Budget Development System BDS Page 51 Maricopa County Community College District 01 04 13 Maintain Unit Descriptions Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Y Add Mew Value Search by unit begins with search Advanced Search Search Results 1 27 of 27 Unit Description Home Unit 100 Phoenix College 100 110 City Colleges PC 100 150 Glendale Community College 150 155 Northwest Educational Center 150 200 Gateway Community College 200 210 Maricopa Skill Center 200 213 Southwest Skill Center 550 250 Mesa Community College 250 252 ASU Research Park MOC 250 254 Downtown Mesa Ed Center MCC 250 255 Red Mountain Campus MCC 250 300 Scottsdale Community College 300 310 SCC Business Institute 300 315 Maricopa Colleges Television 300 350 Rio Salado College 350 360 Radio Station RICO 350 370 KBAG Radio Station RIO 350 380 Sun Sounds Radio RIO 350 f Unit Setups Unit Code 100 Description Phoenix College Home Unit 100 Q Phoenix College Unit Abbrev Save a Return to Search E
147. o another Positions salary pools non personnel lines and revenues all can be moved using this functionality In general move will move any type of line to another account into a line item of the same type Object Code must remain the same For Positions and Personnel pool lines the entire amount is moved and a new line item is created in the target account For Fixed items including revenues the Move will allow you to specify the amount to move and you can either select a target account line item to add the amount to or create a brand new line item in the target account with the same object code or even a different object code Budget Development System BDS Page 25 Maricopa County Community College District 01 04 13 To Use Move 1 Press the Move button to move the line you have selected visible on the panel 2 Select move to either an Existing account or New account There is not much difference to these except you must choose New Account if there has never been any budget activity in the target account Choosing Existing Account is a way to be sure you are moving the line item into an established account and not an empty or unused account by accident 3 If the panel also asks you to select What to do in the Target account either choose to Add to an existing line or Create a new line item appears for Fixed Line Item types only 4 Select the account or line item to move to Be sure to tab through all the
148. o pertain only to Budget Requests All benefits changes must be approved by the Budget Manager 3 The benefits amounts which require adjustment are Flex Benefits employee flexible medical benefits as applied across all funds RPS Statutory Benefit NON Salary Plan PT wages FICA Medicare Industrial Comp Base Rate Industrial Comp Add Risk additional amounts added to M amp O Crafts and Safety Salary Plans in addition to the base rate Statutory Benefits All salary plans except NON RPS Statutory Arizona State Retirement Midterm Disability Insurance Rate Other Benefits Amount any flat amount added to all Salary plans currently 42 for Basic Life Insurance Amount Faculty Support Cost a flat amount of support for all Faculty Salary Plans Athletic Specialist Salary this is the standard contract salary for a full time Athletic Specialist for the current year Athletic Specialists are considered MAT but they do not have a grade step on the MAT grid As noted previously they are considered grade 999 with a contract amount Budget Request Defaults Budget Year 2010 Default step used to calculate salary If no setup for a Salary Plan Step 4 is used as default Customize Find 8 First 1of 1 Last Sal Plan Default Step FAC E Benefit Amounts Flex Benefits 8178 RPS Statutory Benefit Statutory Benefits 17 44 Other Benefits Amount
149. object not the budgets for individual lines with the same object For example if there are 5 faculty lines with object 51111 the amount will reflect the TOTAL salaries for all 5 under object 51111 As shown in the MB_662 parameter page print screen below the following choices are available IMB_662 Report Report Run Control ID _662 ReportManager Process Monitor Run User ID HORNER Description Object Chg Ctr Totals Budget Year FY 13 4 Fund 110 Q Thrufuna 110 Q Run all Funds Unit 100 Q Thruunit 100 Q Run all Units Run Only Division 0040 Q Charge Center 000000 Thru Charge Center Run all Charge Centers Object Codes Range of Object Codes Revenues Objects Only O All Object Codes O Expense Objects Only Object Code 52000 ThruObjectCode 52999 Q Group By Object Code O Charge Center Budget Development System BDS Page 88 Maricopa County Community College District 01 04 13 Fund choose one fund a range of funds or check the run all Funds box Unit choose one unit a range of units or check the run all Units box Division If you check the box the field will allow you to select 1 division particularly useful for divisions in Unit 700 If you do NOT check the division box you get ALL divisions for the chose unit s Charge Ctr choose one charge center a range of charge centers check the run all Charge Centers box Objects check one of the 4 buttons to choose
150. ocation 15 554 450 C GCC CG Push Pull 27 148 _ 450 CGCC CG Push Pull fund 210 322 152 Line Item Ded ien c Gcc CGC Workforce Development 496 OK C1450 CGCCc FTSE Rebate 0 450 C GCC Push Pull 322 152 455 WEC Mew Allocations fund 210 10 555 455 WWEC WEC Pool AcctAllocations 222 455 WEC WEC Push Pull 36 940 SOO P CC Revenue Pool dhm 1 500 SOUO P CO Test dhm 3 600 FOO DIST ITS Division Pool o FU 1 DRTR Prof Growth Fac Pool Acct o T 1 DXTR Test Fool 1 o 701 DXTR Test Fool 2 3 059 845 This screen shot below illustrates the panel that is prompted when Specific Account is selected for the Offset Notice that the user must input all identifying information about the account line item Here the user is ready to Tab past the Line field so that the Offset Ready indicator will appear in the space next to the OK button Select Offset Account Line Offset Ontinn Pool Account Specific Acco Clear Offset Fund unit Chg Ctr Project Obj Code Line 10 roo Projected Budget Charge Center _ Balance Available Line Item Descr OK Cancel In either case if users wish to use an object code not already established in this account this will need to be setup Budget Development System BDS Page 30 Maricopa County Community College District 01 04 13 Go into the account you want to use as an Offset account Maintain Items Press the ADD button
151. ommunity College District 01 04 13 12 3 CapEquip Requests 1 All terms need to be entered by ECOL May 14 2010 Only items with unit cost af 20 000 or greater will need to be entered inta the BOS System However if the item is part of a larger project such as new building a remodeling project or a technology improvement project the item does not need to be entered inta BOS 5 a general guideline ifthe item is part af a project approved by governing board it will not need ta be entered into BDS Capital Equipment tems Find View All First ER 4 c1 E Last Funding Source 2004 GO Bond Occ Ed Equipment Alo of re Total a S25 000 1 f Units Cost Cost rgU00 BS save add To add additional items click on the plus sign in the upper right hand corner Repeat steps 5 9 for each item that needs to be added If an item needs to be deleted select the minus sign in the upper right hand corner Press OK when the pop up box appears This will need to be done for each item that is being deleted Items that have been entered may be edited by opening the record make necessary changes and saving the updated record When data has been completed entered simply return to the main menu or exit DBS Maintaining Capital Equipment Add Unit to BDS If a college unit is not listed under the Find an Existing Value Tab an unit may be added by completing the following steps a b From the ma
152. on Sal Plan Professional Staff Empl Class Professional Staff Fund Object Grade 007 Q Step 5 HRFTE Distr Calendar 10 Start Date 08 04 2008 8 End 05 29 2009 215 Annual Salary 527 493 FICA OASDI 1 704 55 Life 542 00 Total Benefits 13 015 FICA MC 5398 65 Disability 41 24 Total Pos Cost 40 508 ASRS 52 598 07 Flex Alloc 58 178 00 Budgeted FTE 0 827 Industrial 52 24 3 Off grid pro ratio is accomplished in a similar manner except that when selecting Grade 999 or Step 24 or 25 you can fill in the contract amount NOTE this should be used for Athletic Specialist positions Salary Benefit Calc Bud Year FY 2008 2008 Version Sal Plan Management Admin Tech Annual Salary 42 193 FICA OASDI 2 615 97 Life 42 00 Total Benefits 15 578 FICA MC 611 80 Disability 63 29 Total Pos Cost 57 771 ASRS 53 987 24 Flex Alloc 8 178 00 Budgeted FTE 1 000 Industrial 80 17 4 No pro ration is available for NON grid salaries this option is to be used for salary pool amounts 5 Skill Center positions can be prorated by choosing Salary Admin Plan Maricopa Skill Center and the correct object 51220 51230 51270 Budget Development System BDS Page 36 Maricopa County Community College District 01 04 13 8 Setup Numerous functions are included under setup BDS users in the Budget Office generally can update all S
153. on 0015 Last Updated Capital Equipment Items Funding Source VC Business Services By MCCD District Office First 4 1 of 4 Lr Last item Description coc NENNEN Units Umit Cost i Enter equipment items as detailed previously 13 Reports A number of reports are available in BDS Access these through MCCD Develop Budgets Favgrites Main Menu gt MCCD Develop Budgets MCCD Develop Budgets MB 610 Export Sal Schedules Salary schedules in XLS format for uploading to HR website MB 628 Detail by Chq Ctr I A stream lined version of MB_630 Position information revenues by Charge Center or Division Suitable for break apart distribution 6305 Budget Summaries I Budget line item summary Summarized by Function Division Fund Unit or Object Code E MB 635 Bi ts by Function Three year comparison of budget by Function Lists Charge Centers and FTE by Unit E MB 641 Totals by F U CC Obj Single unit three year budget line comparison Grouped by Fund Unit Charge Center and Object Code MB 650 Multi Year by Object Actuals trends reported for five years with current fiscal year actuals vs operating budget by Object Code MB 660 Budgets by Object Comparison of Original and Projected budget amounts by Unit and Object Code MB 623 Base Budget Adjusts I Detail of changes made to base budgets MB 629 Expense Budget Detail I Report to provid
154. on access is needed view only or update access if update access which units or divisions BDS version 8 x is web based and thus accessible through the WEB Once the security access is awarded user can simply book mark the URL for future use Note that BDS 8 x is supported only for Internet Explorer version 5 5 or higher 4 How do I access BDS help online HELP in BDS consists of accessing the information contained in the BDS User Manual This document can be found for printing or viewing through your browser MS Internet Explorer either while working in BDS or by going to the internet address where the document resides Access this manual while working outside BDS You can access this manual through Internet Explorer just like any other web page Simply type the address in MS Internet Explorer s Address textbox and click Go The address is www maricopa edu its bfs docs BDS_Help_Manual doc This will bring up a version of the BDS manual that can be printed or viewed on line You may want to make a Favorite of this address if you think you will need to come back often Access this manual while working inside BDS This manual can be accessed for viewing or printing while working inside the BDS application itself The steps to accessing the manual are as follows 1 Loginto BDS 2 Expand the MCCD Develop Budgets menu item 3 Click on the BDS User Training Manual link New Wind D My Favorites MCCD Develop Budgets b S
155. on period will be approved as of the term that is identified for that Collection Period If you wish to have the fee approved as of the date that it is approved by Governing Board check this box For dates related to approvals see the ReadMe page Approval Status All Course Fees when entered begin with a Pending status Only the Budget Office has access to change this status After the fee has been presented to the Governing Board the status will be set to either Approved or Not Approved Not Approved fees will NOT be removed from your list Click the SAVE button to complete your entry To add another fee to your list click the PLUS button and a new blank form will appear for you entry To delete a record click the MINUS button and SAVE Special Fees Special Fees are presented to the Governing Board in District Wide Tuition and Fees section of the Governing Board package not in the individual college s proposed Course Fee list The Budget Office will review entries made here and incorporate them into that report for the Governing Board These Budget Development System BDS Page 70 Maricopa County Community College District 01 04 13 are fees that do not correspond to a specific course Examples of Special Fees Child Care Fees music lessons Fitness Center fees Emergency Medical Technology Dental Hygiene Skills testing fees etc a aD Lc oe a ae E ReadMe Course Fees Unit 250 Mesa Community College 2010 11 Fall Special
156. ontact the budget office directly with this information so that development does not stall It 15 hoped that at some point this functionality will be automated Budget Development System BDS Page 54 Maricopa County Community College District 01 04 13 To Maintain Accounts 1 Go to Setup Maintain Accounts 2 Select Add New Value if this is a new account or press _search_ if this is a modification or view Enter appropriate information 4 If you wish to allow this account to be used check the box next to Allow Maintenance Transactions If the account is to be inactive leave blank the check box to the left of Allow Maintenance Transactions 5 Save Note that if the check box Allow Maintenance Transactions ts checked the account be used f it is not checked it is not possible to use the account Budget Account Fund 110 General Fund Unit 300 Scottsdale Community College Charge 111030 Instructional Project 000000 300 Default Dept ID 300 111030 Function 1 Instruction Legacy Account Division 0045 College Supplements Transfers Save Return to Search Ex Add Update Display 9 Inquire From the MCCD Develop Budgets menu the user may view the Salary Benefits Calc Grade Step Tables Position Search and Budget Totals Note when exiting an Inquire panel BDS often will ask if you wish to save changes Answer NO unless you are very sure about
157. opa Community Colleges Report MB amp yrz Charge Position FTE FTE Transaction FTE Motes Center Mbr Action Date User Memo Unit 230 Rio Salado College Management Tech Dir Bus amp Industry Partnership 258158 TION 1 00 Adi 11 26 2012 FTE Added Mew position Adult Basic Educ Lead Teacher 256040 11007331 1 00 Drop 11 28 2012 FTE Dropped Dir Continuing Education 258310 11007087 1 00 Drop 12 12 2012 FTE Dropped Didn t replace Total FTE Change MAT 8 00 Professional Staff Graphic Designer 1 258310 11007604 1 00 Add 111 2012 FTE Added Correct account code mowed from Z7 7 240 Budget Development System BDS Page 92 Maricopa County Community College District 13 22 675 Position Changes Push Pull This report shows changes in positions between budget years 01 04 13 The following shows the parameters that may be selected The report itself is not shown since it contains information about employees and salaries MB_675 Report Run Control ID MB 675 ReportManager Process Monitor Run User ID BURNS_D Description BDS Personnel Changes Budget Year FY 07 08 Budget Version Main hal Fund Thru Fund 280 Q Unit 100 Thru Unit 1999 Run all Units From Date 07 01 2006 BI Thru Date 03 23 2007 E Security Level Q Example of report data DATE RUN 05 16 2007 MARICOPA COMMUNITY COLLEGES Page 35 42 06 TE RUN 12 12 06 FY 07 08 PERSONNEL CHANGES ANALYSIS Repor
158. pear on the panel NOTE IRR used to provide dates however this is no long er an option You can prorate a position by changing the dates The salary and benefits including Flex and Life Insurance will automatically be prorated based on those dates and the number of days Budget Development System BDS Page 35 Maricopa County Community College District 01 04 13 Salary Benefit Calc Bud Y ar FY 2008 2009 w Version Sal Plan Management Admin Tech 10 HRFTE Distr 100 000 Calendar 12 start 08 18 2008 H End Date 08 30 2009 E Days 227 j Annual Salary 34 374 FICA OA SDI 52 131 16 Life 36 53 Total Benefits 213 144 FICA MC 498 42 Disability 51 56 Total Pos Cost 47 518 ASRS 3 248 30 Flex Alloc 7 112 57 Budgeted FTE 1 000 Industrial 55 31 Empl Class Hints about using Salary Benefit Calc for Pro ration 1 Pro ration is only available for the current fiscal year You can prorate a position by filling in the usual position information Salary Plan Grade Step Calendar FTE Distribution etc and make changes based on dates distribution or calendar 2 The revised panel now allows you to see the dates and values if you want to calculate a position at 9 month or 10 month appointment as shown below as well as the usual 12 month e g for PSA MAT Craft etc Salan Benefit Calc Bud Year Version Main Versi
159. pment System Note that both User ID and your Password are case sensitive New users will be given a new ID and password Do not share your password with anyone If you forget your password please contact the Budget Office immediately so that your access can be reset Once you have signed in you should be at the panel as shown below Note the Message of the Day and the BDS calendar with important dates are part of the opening panel ORACLE Home Worklis avgrites Main Menu ersonalize Content Layout Maricopa Community Colleges Message of the Day BDS BDS is now open for all users Please note tentative calendar dates these are subject to change Budget Development Calendar Budget Development System Date Activity 02 13 2013 BDS closed March budget schedule 03 11 2013 BDS open for colleges lasttime for college input 03 14 2013 Spring break for employees 03 25 2013 BDS closed for Colleges 03 26 2013 Gov Board adoption of tuition fees March Budget schedule presented 04 23 2013 Gov Board adoption of preliminary FY13 14 Budget 05 28 2013 Gov Board adoption of FY13 14 Budget RECENTLY USED Places that you have been to recently will now show up under your Favorites for easy access ORACLE Faworites Maintain Base Budget Levels Maintain Benefit Rates Maintain Base Budget Codes Maintain Security MB 668 Positions by Unit Main Menu 0 My Favorites E
160. r and save the data through the Maintain Charge Centers and Accounts functionality The Budget Office has requested that the Controllers office copy us on all correspondence that details information on new accounts and changes in charge centers This should expedite the account creation and maintenance process in BDS BDS users are advised to send us an email with the information in the event this practice does not always occur 8 11 Maintain Project Descriptions Maintain project descriptions can only be updated by someone with DBO manager security distinction This functionality is not likely to be used very much at this point since few accounts have this designation Use of the function does allow a person to add new project descriptions or to modify them To Maintain Project Descriptions 1 Go into Setup Maintain Project Descriptions Either Select Add New Value to Add a Project or Search to modify data 2 3 Enter appropriate information 4 Save 5 Check the Search panel under Use Maintain Items Project Description to see that the change took effect Maintain Project Descriptions Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value Add a New Value Search by Project begins with 95 search Advanced Search i Search Results 1 3 af 3 roject Description 950090 Apollo Equipment 950091 Infrastructure Equip 950082 ITEC Direct Allocation
161. r to Tab through each field as you enter it or press the Display button after selecting all parameters Totals Inquiry also can be accessed through the Inquire Menu panel when you want to view totals but are not working on a particular account Position Search This searches by position name employee ID number unit employee group and grade It also can be accessed through the Inquire Menu panel when you want to search for someone but do not have an Account you are already working in Salary Calculator This models the cost of budgeting additional positions salaries and wages It has no impact on totals It also can be accessed through the Main Menu panel without having to start in an Account To use Maintain Budget Items 1 Click on MCCD Develop Budgets on the menu bar 2 Click on Maintain Budget Items You will be moved to a search panel shown below 3 Complete relevant information to select the account you want to review or update or enter a partially complete set of key values and click on Search to build a Search List For example using 111 for Charge Center would return all Charge Centers that start with 111 NOTE It is NOT necessary to enter a Fund as long as you enter a complete Unit and Charge Center BDS will know which Fund is appropriate for any charge center 4 Press search 5 list of charge centers will appear Click on the account you wish to go 6 You will be moved to the account you sele
162. rates You can select a year and version for which you want to see the Benefit Rates that would theoretically apply to this object code subject to the other programmed rules of the system This panel is where benefit rules can be changed Use extreme caution when changing a rule as again it impacts ALL VERSIONS Nothing will happen at the moment that you save your changes the changes do however become effective immediately and will be reflected in any personnel line updates or any Meet amp Confer processing that is subsequently performed 2 If I need to change a rule what do I do Depending on your security access rules can be changed in the Maintain Object Codes panel see Question 1 3 If I change a rule or a benefit rate in BDS will it change in the Meet and Confer model As already stated Meet and Confer must be run each time there is a change If you want to apply only benefits adjustments be sure all the COLA options in Meet and Confer are set to zero when you run the M amp C Calc option 4 Why doesn t the salary calculator match the benefits rules on the object codes panel The object codes panel is not fund specific the salary calculator in most cases 1s The benefits rule may say Budget for Flex Benefits or Budget Half FICA Rate but it will not come up on the salary calculator if these rules do not apply to that fund See above Testing of Benefits Rules Changes Budget Development System BDS Pa
163. read updating by all users is permitted the Main version should be set to College division users level 5 Otherwise it should be at level 3 DBO staff updates allow 4 Do not set the adopted budget Main for the fiscal year under development to 0 permanent read only until you rollover this budget to a new fiscal year If you set the version to 0 before the roll the new version will copy to with a version security of 0 You will then need a programmer to reset the version security 5 DBO staff needs to remember to update work days in the Main version immediately after any MB 110 with the Rollover option set on This must be done before any updates on the newly rolled budget version before any version copies within the new year and before any Meet and Confer runs in the new year BDS will recalculate the days as long as a DBO manager updates any field and Saves the field then can be restored to its original state if appropriate and Saved again 8 3 Maintain Benefits Rates The Maricopa Community College District currently budgets salaries and wages for Board approved and part time positions Therefore benefit budgets exist in Object Code range 52000 Benefits include both statutory benefits e g employer paid social security and Medicare and flex benefits e g health and dental insurance Statutory benefits are also associated with wages such as part time employees overtime dollars and extended contracts Other categories such as In
164. rence the question that the attachment supports This is a required field You may view or delete attachments by using the corresponding buttons Note Print attachments from this tab after opening them in view Please be aware that Internet Explorer blocks these attachments as pop ups The pop up blocker must be disabled to view attachments Other toolbar add ons such as Yahoo may also block attachments Budget Development System BDS Page 60 Maricopa County Community College District 01 04 13 Requester Info y Questions 1 Questions 2 Questions 3 Attachments Attachments HORNER TEST You may add up to ten attachments for this request Attached File Latino Policy Ctr xls Attachment Purpose Date Time Delete 05 10 2007 example of attachment 9 37AM View _Delete ex ee SSC OE CFS_Project_Summary_1 csv test 9 45AM View Delete 05 10 2007 April Flagg dac word test 9 48AM View Delete Add Attachment To print attachments click VIEVY and print Pop up blockers must be turned off to view attachments Pop up blockers can be bypassed by holding down the CTL key while clicking 10 6 Costs Tab This page provides the ability to detail Personnel and Non Personnel costs related to the Budget Request Personnel costs for the request are detailed per FTE The FTE can be no greater than one if you want multiple positions with the same grade title you must add a new li
165. rial Function values until FY09 10 If there was no assigned rollup category for a charge center or if that charge center was inactivated it will appear at the top of the report see example below Run Date 51712010 Expenditure Budget by Managerial Function Report MB_755 Run Time 10 02 44 AM General Operation Fund One Budget Year 2011 Page 1 of 2 Unit 450 Chandler Gilbert Comm College Chandler Gilbert Comm College Fiscal Year Fiscal Year Fiscal Year Managerial Function Rollup Category 2009 2010 2011 Not Defined Not Defined Mot Defined Charge Center 141800 447 268 0 Not Defined Mot Defined Charge Center 152160 253 169 0 0 Not Defined Total 700 437 0 0 Goveming Board Goveming Board 0 0 0 Governing Board Total 0 0 o College Administration Chancellor s Office 0 College Presidents Administration 416 340 431 673 411 352 College Administration Total 416 340 431 673 411 352 Academic Services Instructional Budget Development System BDS Page 99 Maricopa County Community College District 01 04 13 13 34 MB 805 Course Detail Report A working draft report designed for the colleges to see their data input It is not the report that will go to the Governing Board The report can be run several different ways It can be run for one college or the whole district The whole district option is primarily for the Budget Office The report can be run for Course Fees only or Special Fees only The default is for both The
166. rite Link to BDS Budgets BDS Properties X General Web Document Security P Budgets BDS URL https bds dist maricopa edu budgets signon hl Shortcut key Visits Unknown NCCD Budgets Upgrade System WARNINGS We ve detected that your You may see a Warning on the Log in page Do not be alarmed These warnings system is not are to alert you if you are not using an Oracle supported browser or operating system supported by this website For best results use one of the following Using an unsupported browser may affect the way some pages look Using an operating systems unsupported operating system could cause some functionality issues At this time eee Windows 2003 we don t believe there will be any significant issues However if issues with specific Windows XP Oracle Linux Enterprise browsers or operating systems do arise we will take steps to resolve them E E Windows Vista You could also encounter a message telling you to enable cookies You can just click the Sign in to PeopleSoft link to bypass this page and sign in or enable cookies on your browser Budget Development System BDS Page 13 Maricopa County Community College District 01 04 13 To log in enter your User ID and Password and click the Sign In button MARICOPA COMMUNITY COLLEGES Authorized Users Please Log In User ID Password Budget EZ Develo
167. rrent coming before Vacant positions The report has a subtotal for vacant positions and a total for all positions for that object salary plan Example of report data Run Date 1215 2008 Maricopa Community Colleges Page 2 of 5 Run Time 8 05 28 AM Budgeted Position Cost Report MB 885 Charge Position Bud Prajected Budgeted Positon Center Status Name Title Number FTE Ca Det Salary Bene ts Total 701 MCCD Central Allocabons Fund 110 31111 FAC 134040 Vacant Backfll Position Backfill for Fac Assoc Pres 110057789 001 07 0 00 Fac 100 58 417 18 820 T8237 Total FAC Vacancies 0 00 39 417 18 820 78 237 Total FAC Fund 110 0 00 29 417 18 820 T8 237 Fund 110 51220 MAT 180630 CUR Rodriguez Bianca NL Coord Wellness Education 11006631 013 02 1 00 12 100 41 903 15 712 57 705 13544 VAC Vacant ASU Alkance Dir ASU Alliance Director 11006114 999 01 0 50 12 100 50 010 13 051 83 051 1 0650 Vacant MAT MAT President Reassigned Time 11006032 020001 0 00 12 Bn bats otal MAT Vacancies 0 50 Total MAT Fund 110 1 50 13 25 687D Positions less than 100 This report shows positions budgeted at less than 100 This shows parameters that may be selected Mb687d i Run Control ID MB B87D Run Report Manager Process Monitor User ID BURNS D Description Positions 10096 Budget Year FY 07 08 Budget Version Main Unit 00 Thru Unit M Run all Units Budget Development Syste
168. ructions on the use of this functionality are included in the Use Maintain Items Position Search See section 7 7 pp 29 30 Position Search FY 07 08 Main Unit Q Sal Admin Plan Q Grade Q step Empl ID Name Posn Title vacant SEARCH T M 14 Find View All First 14 4 6 of 14 Year Vers Account Code amp Line Eff Date Seq M SAP Grade Step Calen Dist viu Status Reason 2008 MAIN 110 550 131020 000000 51230 10 01 09 2007 2 DRP PS 008 3 0 00 12 100 0 HIR CNY EID Pos 11006544 Vacant Select gt gt 2008 MAIN 110 550 131020 000000 51230 11 01 09 2007 1 DRP PS 009 3 0 00 12 100 0 HIR CNY EID Pos 11006545 Vacant Select gt Budget Development System BDS Page 56 Maricopa County Community College District 01 04 13 9 4 Budget Totals The Totals Inquiry panel enables the user to view totals in various ways for a particular budget year Instructions on the use of this functionality are included in Maintain Items Totals Inquiry Section of this manual See section 7 6 View Totals Budget Year FY 07 08 Show Expenses Total By Division Display Version Main Selected by Unit 700 Q Grouped by Fund FY 05 06 zzzzzzz2z22222222 FY 06 07 FY 07 08 MCCD District Office Prior Actual Orig Budget Oper Budget Bal Available Avail Projected Chg GRAND TOTALS 160 333 099 400 489 7
169. s Variance Budget Expenses Variance FUND 210 100 Phoenix College 2 200 066 2 260 086 0 0 2 260 068 2 260 066 150 Glendale Community College 3 356 035 3 359 035 0 0 4 359 025 3 359 035 200 GateWay Community College 2 053 745 2 053 745 0 0 2 063 745 2 053 745 250 Mesa Community College 4 444 100 4 444 100 0 0 4 444 100 4 444 100 13 4 MB 628 Detail by Charge Center You will note below that the MB 630 report is one of the most widely used However the MB 628 report is a streamlined version of the MB 630 report the report will run approximately 65 of the size of the MB630 Unlike the MB 630 this report does not force you to chooose between Expense and Revenue accounts all account types are shown The MB 628 report shows detailed budget lines both expense and revenue for the proposed budget year and for the previous year based on the parameters that are chosen a one or more funds b one or more units c all charge centers this is the default Budget Development System BDS Page 81 Maricopa County Community College District 01 04 13 d one charge center e one division MB 628 Run Control ID MB 528 Repart Manager Process Monitor _ Pun User ID HORNER Description Detail by Charge Center Budget Year Budget Version From Unit 700 rnru unit 700 G amp E Run all units From Fund 110 A Thru Fund 110 amp C Run all Funds C Page Breaks on Charge Center The MB_628 report shows all objects
170. s above 4 You might make additional notes in the memo field whichever of the two your security profile allows you access to Unit Divn or DBO The Reason will be added as the first line of the Memo automatically when you save so do not repeat it in the memo If you decide that you want to restore an Updated Personnel Line that is UNDO your changes you can use the DROP button at this point ONLY prior to saving to discard your changes At this point you might want to use Offset to designate a reserve line to fund this change 5 Left click the Save button or tab forward to the Save button and press Enter 6 Review changes to the line and totals fields 7 Click on transaction panel to review net changes Note that you must click Update to update a position or salary line but fixed expenses and revenues are automatically in update mode if the version 1s open for updating Budget Development System BDS Page 22 Maricopa County Community College District 01 04 13 You may use Update to 1 Update a position Using a regular salary plan grade and step Using a regular salary plan and off grid step 24 is between steps and step 25 is redlined Using a 999 position for non grid salaries like early retirees or specially funded ONLY Changing HR FTE this will impact the salary and benefit costs and budgeted FTE Changing Distribution Change a non faculty position with FTE to an OYO or OSO Change a faculty position with FTE to
171. s step 4 Next click on Home MCCCD Develop Budgets MCCCD Develop Budgets Setup Maintain Security 5 Search by either Budget User Name or Home Unit 6 Select Add New Value if this is the first time and follow the steps or click Search if the access is to be modified Maintain Security Enter any information you have and click Search Leave fields blank for a list af all values Find an Existing Value Search by Budget User Name begins with TRAIN search Advanced Search Search Results 1 7 of 7 Budget User Name Home Unit Unit DmMision TRAIN 01 100 blanki TRAIN 02 150 blank blanki TRAIN 03 FOO blank blanki TRAIN 04 FOO blank TRAIN 05 FOO VC TRAIN 06 FOO FOO blank TRAIN OF FOO blank blank The levels of security access are shown in the panel below Level 2 has the highest access after our programmer of course whose access is not even represented here Budget Development System BDS Page 38 Maricopa County Community College District 01 04 13 User Security Profiles Operator ID TRAIN 01 Oper Mame TRAIM 1 Security Roles COLLEGE USER Memo Defaults Access Restrictions Home Unit 400 Unit Division Last Modified 08 01 02 2 31PM CLOW L a Save 4 Return ta Search E Mext in List E Previous in List The following describes user security access profile rules DBO Manager level 2 oo
172. se of requests 4 The system has some BDS report generating capability and more may be added in the future 5 The Budget Request module replaces the old A 1 and A 2 budget request Word documents The new system is more user friendly 6 For a more detailed description of types of allowable budget requests and guidelines for their preparation please refer to the current Budget Development Handbook This is available at http www maricopa edu busines budget bdprocess htm Budget Development System BDS Page 57 Maricopa County Community College District 01 04 13 10 1 How to create or find Budget Request in BDS 1 Log into the BDS as usual Enter your BDS operator ID and BDS password The BDS security profile for access to budgets is the same as for other BDS functions You should be at the MCCD Develop Budgets Panel At this screen left click Develop Budgets which will make the following screen appear Left click on Maintain Budget Requests gt Favorites v MCCD Develop Budgets gt Setup Reports gt Budget Book Reports gt Batch Processes Maintain Budget Items amp alaryiBenefits Calculator Grade atep Tables Pasition Search Budget Totals Maintain Budget Requests BOS Online Help Budget Office Website T8 EDS Suppor Webpage Message ofthe Day gt WWorklist gt Application Diagnostics gt Tree Manager gt Reporting Tools gt PeopleTools Chang
173. sh to review e g revenues or expenditures fund s unit s etc 4 Remember to SAVE the report parameters before you press the Run button to run the report The Save button is at the left bottom of the page iz Save amp Return ta Search E Add UpdateiDisplay 5 Press the Run button MB 6305 Report Run Run Control ID 6305 Report Manager Process Monitor A Process Scheduler Request window will appear showing User ID Run Control ID or Report name Server Name and a Process List Make sure the type of report is Web and the format is PDF Then press OK button Process Scheduler Request User ID BURNS_D Run Control ID MB_6308 Server Name Run Date 05 1 6 2007 51 Recurrence Run Time 10 36 1 8AM Reset to Current Date Time Time Zone Q Select Description Process Name Process Type Type Format Distribution Budget Development Summary MB 5308 Crystal Web PDF Distribution OK Cancel 6 After pressing OK button it will take you back to report parameter page 7 Press Process Monitor link to view the status of the report 8 A Process Request Window will appear showing all reports that you run and their statuses such as Success Processing or Error 9 The distribution status must show Posted before you attempt to view or print Budget Development System BDS Page 77 Maricopa County Community College District 01 04 13 Process List
174. single offsetting transaction to the Offset account line item you selected Note that whether you updated one line or did multiple updates adds drops what gets posted to the offset account when you SAVE is a single entry that covers the net of all your changes since the last save Note also that the Unit and Division totals will only be updated when your offset account is part of another Totals entity combination of Fund Unit and Division If you need to make any changes within the same account but without using an Offset account click on the Offset button again then click on Clear Offset then OK You will see that the red Offset To label on the main panel has disappeared This means that Offset is not active If you make more changes and Save now no offset entry will be generated Review your account and unit totals Move to the Transactions panel and toggle to the Offset account using the gt gt button A few critical points must be remembered about the offset function 1 Do NOT use the Offset within the same account ONLY use between different accounts Budgets may not update correctly if you try to Offset to a line within the same account Offset remains on and in effect until the user either exits the account or clears the offset Offset remains in effect after you SAVE unless the user exits the account or clears Offset Note that if you leave your first account to check on the balance in the account you offs
175. source into this area If you paste from an outside source be sure to edit the text for anomalies Certain characters such as may not display correctly You can click the book in the upper right hand corner of the box to access the spell checker Expedited Implementation Requested Fees for a Collection period will be approved as of the term that 1s identified for that Collection Period If you wish to have the fee approved as of the date that it is approved by Governing Board check this box For dates related to approvals see the ReadMe page Budget Development System BDS Page 71 Maricopa County Community College District 01 04 13 Approval Status All Special Fees when entered begin with a Pending status Only the Budget Office has access to change this status After the fee has been presented to the Governing Board the status will be set to either Approved or Not Approved Not Approved fees will NOT be removed from your list Closed Collection Periods It will not be possible to add or edit items on your Course Fees list after the period has been closed The Closing Date for a Collection Period can be found under the Read Me tab Please be aware of this date 12 Capital Equipment Update Overview Items may be entered for the upcoming fiscal year only Equipment items with unit cost of 20 000 or greater will need to be entered into the BDS System Items part of a larger project such as a new building a remodeling project
176. t MB_675 FY 07 08 BUDGET REVISED DUE TO PERSONNEL ACTION EFF EMPLOYEE NAME EMPLID ACCOUNT POS SALARY BEN TOTAL SALARY BEN TOTAL cHANGE PERSONNEL CHANGE NOTES DATE 12 14 2006 Vacant 00000000 110 250 112320 51230 02503127 18 203 6 589 24 552 18 193 8722 24 915 63 M amp C UPDATE HORNER 12 14 2006 12 14 2006 Vacant 00000000 110 250 112320 51230 02503206 16 741 6 329 23 070 16 677 64863 23 140 70 M amp C UPDATE HORNER 12 14 2006 13 23 6800 Positions by Status Codes This report details budgeted positions by status code The following shows the parameters that will appear on the report A status code must be selected to retrieve data eg Vacant current dropped etc Mb 680d Run Control ID MB BB8UD RepartManager Process Monitor Run User ID BURNS D Description Position Status Budget Year FY 07 08 Budget Version Main Unit 0000 M Run all Units 0090 a Select blank ta report all statuses Thru Unit From Division To Division Budget Line Status Example of report data RUN DATE 3 15 2007 MARICOPA COMMUNITY COLLEGES RUN TIME 12 16 39 PM BUDGET STATUS POSITIONS REPORT OVER BUDGET ACCOUNT NUMBER ST EMPLID EMPLOYEE NAME TITLE SCH GRIS RIDE FTE FTE CA 110 100 161280 51111 VAC 00000000 Vacant Price eff 6 24 06 General Business FAC 71014 1 00 1 00 H 100 110 100 161280 51111 VAC 00000000 Vacant 07 08 New Faculty FY07 08 New Faculty FAC 001 07 1 00 1 00 H 100 110 100 16
177. t notice there are other versions in the database Some are used for programmer testing Some are versions that represent a snapshot of the budget at a particular point in time ALL UPDATES ALWAYS WILL OCCUR IN THE MAIN VERSION FOR A FISCAL YEAR ALWAYS CHOOSE THE MAIN VERSION IF YOU INTEND TO UPDATE The Budget Year and Version will normally default appropriately for the current year Fund to browse a particular fund click on the arrow next to the Fund field and choose from the list that appears The Fund is not required if you are going to enter a specific Charge Center save yourself the data entry time by skipping it Unit the unit will default to the unit number that is setup with the user s operator id You may change this to look at other unit numbers To change either highlight the number and type a new number or click the arrow next to the Unit field and choose from the list Charge Center to view only one charge center at a time type in the charge center number or choose from the list by clicking on the arrow next to the field You can enter a partial charge center for Searches IF THE USER SIMPLY TYPES THE CHARGE CENTER EVEN WITHOUT FUND OR UNIT AND THEN PRESSES OK OR SEARCH THAT CHARGE CENTER WILL BE PROMPTED THEN SELECT THE CHARGE CENTER AT THE UNIT YOU WISH TO VIEW Project to view a particular project This attribute tends only to be used for capital items Description if you know the name of th
178. te BDS in any way but require view access to perform their duties Budget Development System BDS Page 39 Maricopa County Community College District 01 04 13 8 2 Maintain Versions Maintain versions along with Maintain Security serve as the two controls on update access to BDS Only District Budget Office staff with a DBO manager security profile can update the Maintain Versions functionality and panel All other BDS users can view the panels however One primary purpose of Maintain Versions is to set security on a budget version The following screen print shows the version status possibilities that are available A second but important purpose is that the number of days in the year must be updated in Maintain versions AFTER rollover but BEFORE someone runs meet and confer processes If this is not done calendars less than 12 months will not calculate properly BDS will do this automatically as long as a field on the maintain versions panels is updated The user can change the field back to the original choice and then save To Maintain Versions 1 Go into Setup Maintain Versions E Search 2 Check the Correct History option if you are making a change or click _search_ to view all version or click Add New Value to secure a new version Select the year and version Press OK Make your change Update the memo field as required a oy uc Save Maintain Versions Enter any information you have and click S
179. ted accurately in the meet and confer process 9 Redlined positions For positions that are redlined above the top step in a grade in a salary plan ALW AYS use Step 25 and enter a Contract Amount 10 Grade 999 For specially funded FTE or non grid salaried positions with FTE such as Early Retirees or Athletic Specialists ALWAYS use grade 999 The system will set you to Step 1 and open up the Contract Amount field for you to enter a specific dollar amount manually 11 OYOs and OSOs It is possible to create OYO and OSO positions in the system See the Use Maintain Items Maintain Line Items section These will have a Budgeted FTE of zero but allocate dollars and benefits as any other position would for better planning 12 Flex Benefits for Early Retirees The default is now set to 1 500 Regardless of the amount of the transaction the system will assume a flex budget of 1 500 If you want to modify this to more accurately reflect the flex need associated with multiple positions or for an early retiree with FTE click open the More panel and type in the flex amount 13 Dropping positions Go to the budget line click on the E on the left end of that line This would take you to the Maintain Item panel Click on drop log a reason and then Save the transaction 14 FTE with insufficient funding Never create a FTE that cannot be fully supported by the salary and benefits that are required This is not a BDS rule it is just
180. tes options controlling access to budget information and augmenting data used to provide reports and control batch processes Reports There are many reports that can be viewed on screen or printed See section 11 Reports for a list of reports and individual report descriptions Note There are two additional menu panels but they are not visible to most users Process This panel group is only visible to users with a DBO security status All global change processes such as Meet and Confer Annual Rollover and so on are run through these functions See the DBO training manual for more information Budget Book This contains BDS generated budget book schedules Not all have been written and all are pending testing Therefore at this time these are only visible to those with DBO manager security Position Search Hint 1 The top line of parameters links all selected items by an AND statement thereby reducing the search when more than one parameter is selected The bottom line is linked by an OR statement thereby increasing the search results when more than one parameter is selected Do not use top row parameters unless you have something in mind such as counting all MATP positions at Top Step 9 Instead use the bottom row to select all records for Employee ID 10102345 OR Position Number 02501234 You would get any all current or future occupants of the position and all positions held by employee 10102345 Budget Development S
181. this manual regarding Maintain Charge Centers and Maintain Accounts Does BDS update totals inmediately Generally yes However Y Totals must be rerun when divisions or home units are changed or added A person with DBO manager security access must run process MB 115 Y Users must SAVE transactions for totals on the Totals Inquiry screen to change Also remember to press the Display button or tab through the Totals selection fields to force a display after parameters are selected Hints about documentation and inquiries 29 26 PA Primary Documentation of Budget Development occurs by MB 630 report Most users rely on it to document their budget It provides the greatest level of detail about the budget although numerous other reports are available It is available on screen and in print but not as a green bar report MB 699 report It shows transactions or net changes made in BDS It is a good way to track and check your changes on daily or periodic basis Always print a copy for each development period Transaction panel This is under Maintain Items Transactions It provides year to year transaction history on SAVED changes to individual lines Information on menu options for college and District Office division staff include Inquire Position search salary calculation totals inquiry grade step tables Setup Setups tables that control system functions such as defining the valid Chart of Accounts defining benefit ra
182. ting BDS Account Move to a New BDS Account Fund Unit Charge Ctr Project Object Line 110 roo e Charge Center M Move Reason Projected Amt Amount to Move Impact FTE Level After the Move Completes Stay in Current Account Goto the Target Account Line Item x Cancel The screen shot below illustrates the type of screen that will appear when moving salary pool revenue or fixed expense items It offers a choice in Adding Budget to an Existing Line top right radio button or Creating a New Line Item bottom right radio button Using the Create New Line Item offers more options to move funds such as selecting a different target object code Note the amount to move defaults to the total in that line this can be changed to a different amount if desired Move a Budget Line Item to a Different Account or Object Code Account Selection What to do in Target account Move to Existing BOS Account Add to an Existing Line Item C Move to a New BDS Account C Create a New Line Item Fund Unit Charge Ctr Project Object Line i 10 Foo a Charge Center Move Reason Amount to Move Projected Amt 100 100 After the Move Completes Stay in Current Account Goto the Target Account Line tem Cancel Budget Development System BDS Page 27 Maricopa County Community College District 01 04 13
183. ting fund Fund 3xx Restricted Fund or Fund 3 the third operating budget fund and Fund 7xx Plant Fund also known as Fund 7 the capital budget fund Unit is a major organizational entity such as a college center or the District Office Division is a grouping of accounts charge centers that fall under a particular position s responsibility or a particular functional area Divisions are primarily used at the District Office to link accounts that are the responsibility of each of the Vice Chancellors They also are used in Fund 2xx Because Division is an attribute of charge center and charge centers may be used by multiple units units generally do not have discretion to change the divisional assignment of charge centers once they are in use by multiple units Charge Center account is a series of discrete revenues and or expenditures that reflect the resources from or for a particular work unit or activity Many offices have their own charge center however in some cases several offices are funded in one charge center Expenditure charge centers also are assigned a single Function attribute which classifies the type of activity to be funded from the account per accounting standards e g Instruction Administration Public Service and so on Object code records specific types of revenue or expenditure For example salaries have a particular object code so does each type of benefit etc Each type of revenue also is budgeted in separ
184. uests over 20 000 by college unit and or by division All units or divisions can be chosen as well Cap Equip Detail RunControllD MB 855 RepotManager figcessljonigi User ID HORNER Description Capital Equipment Detail Budget Year 2011 Q From Unit To Unit Units From Division To Division All Divisions Example of report data Run Date 5 11 2010 Maricopa Community Colleges Run Time 8 24 33 AM Capital Equipment Requests Detail Budget Year 2011 Fund Source Equipment Description Glendale Community College Unit 150 Fund 2 Stadium Sound System GCC Approval Pending Life without State Aid Low monument wall GCC North GCC Approval Pending Life without State Aid Replace Farm Tractor GCC Approval Pending 2004 GO Bond Occ Ed Equipment Truck for TTD Program GCC Approval Pending 2004 GO Bond Occ Ed Equipment Simulated med dispensing system GCC Approval Pendi Unit Division Total Budget Development System BDS Report MB 855 Page 1 of 1 Unit Cost Units Total Cost LastUpdatet 5 7 2010 4 1625PM GONZALH 40 000 50 000 35 000 35 000 20 000 gt Page 40 000 50 000 35 000 35 000 20 000 180 000 102 Maricopa County Community College District 01 04 13 14 Dashboard 14 1 Dashboard Overview The Dashboard in BDS is located as a separate folder under MCCD Develop Budgets this tool enables users to view BDS data and download raw data budget
185. und 110 Unit 100 Thru Unit 99 M Run all Units nm nm Current year and five prior years are displayed Example of report data Date Run O5 8 2007 Time Run 11 39 01 AM Expenditures Only MARICOPA COMMUNITY COLLEGE DISTRICT BOS MULTI YEAR FINANCIAL TRENDS BY FUNCTION REPORT Budget Cycle Fiscal Year 2008 01 04 13 1 of 58 Report MB 652 FUND 110 UNIT 100 PC Ledger Actuals for Flecal Years Original Projacted Year over Year Changes In Percentage Terma Charge Canter and Deacription 2002 2003 2004 2005 2008 2007 2008 2003 2004 2005 2008 2007 2008 FUND 11 UNIT 100 PC Phoenix College 121200 Vacalion Sick Leave D 3 630 5 268 5 783 5 503 6 071 D 0 38 07 9 47 14 06 8 06 100 00 0 00 121500 Center On Aging 206 11 552 8 083 5 148 D 0 5438 20 29 96 23 38 100 00 0 00 Publie Service 0 Totals 4 036 16 840 13 878 12 752 6 071 0 0 317 22 17 59 B 11 5235 100 00 0 00 13 14 654 Multi year by Charge Center The MB 654 shows multi year trends in dollar amounts for object selected fund s and unit s MB 654 Multi Year Run Control ID MB 654 ReportManager Process Monitor Run User ID BURNS_D Description MB_654 Multi Year by Chg Ctr Fund 110 Q Thru Fund 110 Q Unit 200 Q 200 Q From Division V Run All Divisions 0000 Q To Division 0090 Q Expenses Low Object Page Break on Charge Center 50000 High Object Rev or Exp 599
186. und 2xx and above BDS also compares revenues and expenditures by fund to show that they are in balance Note the same panel area in the screen shot below It now includes a unit rev exp fund variance in the far right top part of the panel Line Item List Y ObjectTotals Maintain tems Y Transactions Position History Totals Inquiry Y Position Search F Dim 0081 Athletic Administration 2007 2008 Account 210 150 211130 GCC Athletics General Year Function Version Main Version 05 06 06 07 Prior Year Original Operating yp actuals Base or Original Actuals Budget Budget amp Epncump Used Budget Level Budget Variance Expense 4 190 572 3 288 451 3 807 222 3 373 308 Base 2 948 208 3 358 035 410 827 Revenue 4 153 008 3 288 451 3 807 222 2 87B5 014 611 Base 2 948 208 3 358 035 410 827 Acct Exp 165 636 177 553 177 553 158 278 ay orig 177 653 182 928 5 266 Acct Rev 0 0 T Orig 0 0 Maintaining the base budget targets be done by someone with DBO manager security The source documents are base budget reconciliation report for fund 110 and college activities spreadsheet for fund 210 Note that each budget version is likely to have a different base budget reflective of the overall progression of budget development for the District At some point it 15 hoped that we can attach these spreadsheets to the appropriate versions After running me
187. urly staff Non personnel costs must also be detailed on a line by line basis Item descriptions should be concise and relate to object descriptions if possible The line item should identify the cost as either capital or operating permanent or one time and specify the fund Total Cost is filled in by the requestor and explanatory comments can be added to each cost line Line additions and subtractions are controlled by the blue boxes on the left Budget Development System BDS Page 61 Maricopa County Community College District 01 04 13 Non Personnel Costs Detail non personnel costs equipment contracts etc First 4 of 1 Last UR Oper Fund TAS tem Description Funding Cost Comments Item Description Ca Fundin Group Total Cost Comments Computer Capital One Time v Fund 1 v 5 000 Dell Click the SAVE button at the bottom of the page before moving on to the next tab 10 7 Cost Summary Tab This page provides a Cost Summary of line items entered on the previous page Costs are summarized by Personnel and Non personnel one time or permanent by fund This page will only update if the previous Costs page is saved after editing Submit the Budget Request to the Budget Office for review by clicking this button An email will be sent to the BO letting them know the Budget Request has been submitted You may submit a Budget Request more than once It includes a
188. utory benefits lines they are system maintained Drop works differently depending on whether or not the line item you are viewing when you click on DROP has any un saved changes already applied to it The following screen shot illustrates the Drop panel fields To Drop the line item you have in view Click the Drop button Type a reason Select the effect on FTE as you want it to appear on the MB_670 report later on Update the memo field as appropriate Left click the Save button or tab forward to the Save button and press Enter Review change in line totals on the totals field QUU ix IAS a eS Click on transactions panel to note change Budget Development System BDS Page 24 Maricopa County Community College District 01 04 13 Position History Line Item List Y Object Totals Y Maintain Items Y Transactions Totals Inquiry Position Search V Year 2007 2008 Account 110 700 151450 Dim 0015 YC Business Services Version Main Version DIST Business Office Function 3 Administration Update Add Drap Mowe offset Help Correct Base Target Projected Variance 50 403 471 50 403 471 0 Object 51230 Line 46 Support Classified FY 05 08 Adopted Budget 0 Line Status Dropped Rpt Group FY 06 07 Adopted Budget 38 388 Descr Property Control Assistant FY 07 08 Projected Budget 0 iu Increase Decrease line by Dim Reason Memo rl DBO Last Changed Memo 09 27 2006 93 25 44
189. ver DBO staff with DBO manager security status will see the accounts in the Maintain Pool Accounts search list this allows them the opportunity to update the pool account as required 4 Ifa unit does not have any pool accounts designated it will not be able to use the Offset to a Pool Account function It first must designate one or more Pool Accounts and have the Budget Office create these 5 Pool accounts that are deactivated do not appear as options for Offset to a Pool Account use They do however remain on the master list of pool accounts under Maintain Pool Accounts Maintain Pool Accounts Pool Internal Key 1012 Pool Account Setup Find View All First I3 4 of 1 Last Pool Account Name co Push Pull Home Unit 450 ChandlerGilbert Comm College Effective Status Active Setto Inactive to deactivate the Pool Pool should also be accessible to DBO staff Fund 110 Q General Fund Unit 450 Q ChandlerGilbert Comm College Chg Ctr 181190 Q General Institutional Project 000000 Q None Object 5991 Transfers Same Fund Line 2 1Q Push Pull Projected Budget Available 27 149 Save amp Return to Search 4E Nextin List Previous in List Ex Add Include History Budget Development System BDS Page 50 Maricopa County Community College District 01 04 13 8 8 Maintain Fund Descriptions Like other items under the Setup menu this can only be updated
190. w Fees Increased Reduced College Fees Elmingied Fees Fees Eliminaled Fees Destrirt Wide z 1 1 475 500 00 2 400 00 4 6D0 00 Esteli Mountain Comm College 1 1 41 350 00 2 220 00 0 00 Gabay Commuriby College 1 1 2 32 000 00 50 00 Maricopa Certer 2 3 0 3 771 20 52 240 00 0 00 Parsdis Valley Comm 1 1 248 00 0 00 50 00 Community College 1 0 20 00 55450 00 50 00 el Genter z 2 1 250 00 50 00 8 2 DO 13 37 820 Course Fee Web Report This report lists the Board approved Course fees and gets posted to the Budget Office website Page 1 of 1 Maricopa Community Colleges Adopted Course Fees Rio Salado College Effective FALL 2010 Prior Course New Changed Fee Adopted Course Course Section Course Title Fee HCC109 ALL HCC109 CPR FOR HEALTH CARE PROVIDER 0 00 2300 HES106 ALL HES 106 CARDIO PULMINARY RESUSCITATION CPR 0 00 21 00 AUTOMATED EXTERNAL DEFIBRILLATOR AED 13 38 MB 850 Capital Equipment Board Report The MB_850 report provides a college summary and a fund source summary of capital equipment requests over 20 000 for the chosen budget year on the initial page Subsequent pages show detailed equipment requests by college unit fund source equipment description unit cost number of units and total cost Capital Equipment Run Control iD MB 850 Report Manager Process Monitor Run User ID HORNER Description Capital Equipment Board R
191. w for budget year and version you cannot choose a range of funds or of units i 625 Variances Run Control iD MB_625 ReportManager Process Monitor ju User ID BURNS D Description MB 525 Budget variances Budget Year FY 07 08 Budget Main The MB_625 report is a useful tool for checking to see if the projected expenses are in balance with the base budget for all units and divisions in fund 110 and to show any variance that needs to be fixed Example of report data Date Run a 16 2007 MARICOPA COMMUNITY COLLEGES Page 1 Time Run 10 51 18 AM Budget Variances MAIN 2006 Report MB 525 Prajected Prajected ReviExp Base Projected Revenues Expenses Variance Budget Expenses Variance FUND 110 100 Phoenix College 228 B8B 47 331 262 AT 101 574 47 331 262 47 331 262 0 110 City Colleges PC 0 442 146 442 145 442 145 442 146 0 150 Glendale Community College 338 208 64 228 717 B3 Ban 508 B4 228 717 B4 228 717 0 200 GateWay Community College 129 401 28 047 757 27 918 356 26 047 757 26 047 757 0 The MB 625 also shows the variance between the projected revenue and expenses by fund and by unit this is particularly useful for Fund 2 accounts that should be in balance at the college level as well as at the fund total level Date Run 5 18 2007 MARICOPA COMMUNITY COLLEGES Page 3 Time Run 10 51 18 AM Budget Variances MAIN 2005 Report MB 625 Projected Projected ReviExp Base Projected Base Exp Revenues Expense
192. what you did before the inquiry and you are sure you want to save the changes If you answer yes BDS will save all unsaved changes whether you wanted to implement them or not 9 1 Salary Benefits Calculator The Salary Calc panel enables the user to view amounts pertaining to a particular salary Instructions on the use of this functionality are included in the Maintain Budget Items Salary Calc Section See section 7 8 p 31 Budget Development System BDS Page 55 Maricopa County Community College District 01 04 13 9 2 Grade Step Tables The user may view 12 month salary grade and step tables by selecting this menu item To Use Grade Step Tables Panel 1 Select Salary Grade Tables 2 Select a budget year and version remember that salary tables are specific to years and versions 3 Select a salary plan 4 The schedule will then be displayed Note that in the Reports menu MB 6010 report illustrates salary schedules The MB 610 contains all salary schedules including schedules for calendars less than 12 months In contrast the Grade Step tables included in the Inquire Grade Step tables only are for 12 month positions Budget Development System Vworklist Add to Favorites New Window Customize Page 8 Grade Step Tables Search Q gt My Favorites P MCCD Develop Budgets gt Setup gt Reports gt Budget Book Reports gt Batch Processes Maintain Budget Items Budget Year Fv 2007
193. which object s you want e Range of object codes when this button is clicked the object range boxes will be available as shown in the example you can choose one object or a range e Revenue objects e Expense objects e ALL objects revenue and expense The report can be grouped by either Object code or by Charge Center Example of report data This is a sample page of the report grouped by Object Code object range 52000 to 52999 Note Object 52110 FICA reflects amounts in various charge centers for the chose unit division the object budget amounts are totaled Run Date 1 4 2013 Maricopa Community Colleges Report MB 662 Run Time 11 43 35 AM Budget Totals by Object Code Page 1 Object Charge Original Projected Total Projected Total Projected Code Center 2013 2014 Expense Revenue Fund 110 Unit 700 MCCD District Office Division 0040 General Institutional 52110 FICA 151900 Wellness Incentives 2 880 2 830 181320 Mailroom Services 1 828 1 028 161870 Emerald Point Support Center 7 283 7 283 171011 Public Safety Colleges 4 019 4 010 171040 Operations 16 789 17 082 Total Object Code 52110 32 900 33 193 This is a sample page of same report but this is grouped by Charge Center Note this is same object range 52000 to 52999 but report shows all objects in the chosen range by Charge Center plus the charge center total Run Date 1 4 2013 Maricopa Community Colleges Report MB 662 Run Time 11 40 13 AM Budget Tot
194. ystem BDS Page 12 Maricopa County Community College District 01 04 13 28 Position Search Hint 2 The Employee Name and Position Title fields are automatically wild carded so if you enter a leading portion of a Last name or Title the system will find all matches You can use a percent sign followed by other text to search for a first name or a part of a Title other than the first word Jason will return all employees with the name Jason This search panel also is NOT case sensitive whereas most other panels in the system are case sensitive when searching for names or job titles 29 Position Search Hint 3 On the far right side of the position search panel next to the SEARCH 30 6 button is a checkbox labeled 1 If you check this the search returns only the most current position row regardless of the number of updates that have been made If the box is unchecked you will get all updates Make your choice to check or leave blank the check box depending on the information you need to access Do you want to save prompt when exiting inquiries This prompt will appear when you try to exit many inquiries Say NO unless you are very sure that what you did before you made the inquiry is a change you want in BDS Logging into BDS Activate the Internet Explorer and go to the following URL https bds dist maricopa edu bud gets signon html Please enter this URL into the properties of your current Favo

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