Budget Review and Approval
Contents
1. My Personalizations My System Profile My Dictionary Last saved 5 18 2007 8 23 AM Copy Your Customization Settings K Descending Budgeting User Manual Page 12 of 35 4 Select COLUMN SORT then click the OK button PeopleSoft gt My Favorites Copy Settings b v Planning and Budgeting t Planning and Budgeting Sepi OO no lt Activity Preparation My Planning Workspace settings to Copy COLUMNSORT dQ Documentation and Guidelines Combination Data gt Analysis and Reporting gt My Profile gt Scorecards gt Project Portfolio Management C Worklist gt Tree Manager t Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary Copy Your Customization Settings 5 Click the OK button to save changes PeopleSoft Home Worklist Add to Favorites Sign Out Menu Search A New Window Help fiat ania Personalize Column and Sort Order 7 Planning and Budgeting gt Planning and Budgeting Setup o Activity Preparation My Planning Workspace Documentation and To order columns or add fields to sort order highlight column name then press the appropriate button Frozen columns display under every tab Sort Onder Guidelines E 2 Z Data column 2 frozen F nE mt EEE Pg Sa Account frozen PREE Sea ih Fund Code frozen i et2. Action Menu Action Add Entry F Public Analysis 0 Hotkeys Help View Create O Private Fund Code Chartfield 1 Class Field Department W ASSET 11001 AMTH W ASSET 46309 AMTH W BENEXP 11001 AMTH W FACSAL 11001 AMTH Ww GIFTS 46309 AMTH Ww INSTRU 11001 MTH Ww MAIL 11001 AMTH Ww MISC 11001 MTH W MISC 46309 AMTH la PHONE 117001 ARITH 4 iili gt Budgeting User Manual Page 15 of 35 Home Worklst Add to Favorites Sign out New Window Help Customize Page B fu R Display Fund Descriptions To display Fund Code descriptions select the Show Description checkbox The fund description is helpful when your Department has multiple funds PeopleSoft Worklist Add to Favorites Sign out New Window Help Customize Page l scan Line Item Details Planning and Budgeting Planning and Budgeting Goto Planning Workspace DontUnlock Unlock amp This version is locked to others while you are editing t Line Item Properties Setup TAON Preparato Dimensions and Members My Planning Workspace m z Documentation and Filter Dimension Members suidelines Dimensions Dimension Level Show Code Dimensions Desc Combination Data oe Account guy o A F b gt Analysis and Reporting Chartfield 1 i F gt My Profile Sire It Scorecards E i d L i Project Portfolio Currency Code F Fi Management Ib Wor
3. Major budget categories input using the PeopleSoft Budgeting System Departmental Student Wages General University Financial Aid Library Acquisitions Revenue ON eae ae Other Major budget categories 7 Staff Salaries 8 Faculty Salaries 9 Benefits Designated Funds 21xxx 28xxx Designated fund expense targets should be derived from a combination of year end surplus deficit and revenue estimates 1 Forecast year end surplus or deficit 2 Add revenue estimate amount to determine an expense target 3 Enter both revenue and expense budgets into PeopleSoft budgeting Auxiliary Funds 3xxxx Auxiliary funds do not have pre determined targets however the Budget Office requires that expenses not exceed revenue and that revenue sharing agreements and reserve transfers be included as part of the budget plan Estimate revenues for the current fiscal year Estimate operating expenses Estimate revenue sharing agreement budget to MISC prime account Estimate transfer to reserve budget to MISC prime account Enter both revenue and expense budgets in PeopleSoft ONS ae a Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 3 of 35 Gift Funds 46xxx 48xxx Expense targets should be derived based on the projected year end fund balance 1 Forecast year end surplus or deficit 2 Enter both revenue and expense budgets into PeopleSoft budgeting Note Scholarship gift funds that are processed through
4. Submitting Completed Budgets continued Once budget is submitted it can be Approved or Rejected by the Reviewer Submit Confirmation Are you sure that you want to Submit the following Planning Centeris ae nning Centers Planning Center Description Version ADMSVC Adminstrative Service Version 1 to submit Cancel to return without submitting My Planning Role Name Business Unit V rkspace Preparer scu Workspace Search Liser Preferences Email 3 Planning Model ID Se Activity FY08 BUDGET Line tem Bdgt 06 BdgtRound 06 Budget round 2 To view or change your budget or plan select Edit or View for the desired Planning Center version To copy aversion click Copy To submitthe completed budget or plan for approval select the desired version for each Planning Center and click Submit ss Select Planning Center ADMSVC ADMSVC ADMSVC ADOBE ADOBE ADOBE Description Version Description Adminstrative Service Base Base Version Copy Submitted submitted Adminstrative Service Version Version One Edit Copy Adminstrative Service Master Master Version Adobe Lodge Adobe Lodge Adobe Lodge v Copy Base Base Version Open View Copy View Copy View Copy Version 1 Version One Open Master Master Version Open Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 28 of 35 Budget Review and Approval Reviewer Role Rev
5. link PeopleSoft gt b My Favorites gt Planning and Budgeting Planning and Budgeting Activity Preparation My Planning Workspace Documentation and Guidelines Combination Data b Analysis and Reporting gt My Profile b Scorecards b Project Portfolio Management gt Worklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary gt My Favorites v Planning and Budgeting Guidelines Combination Data in uir My Flanning Workspace Documentation and Personalize Column and Sort Order Home Worklist Add to Favorites Sign out New Window Help http To order columns or add fields to sort order highlight column name then press the appropriate button Frozen columns display under every tab Tab Amount Summary frozen fay column 2 frozen ca p Account frozen Fund Code frozen Department frozen Hidden Class Field frozen Chartield 1 frozen Hot Keys Amount Hald column 73 Tab Periods Budget Period 2008 Tab History Prior Year Actuals Year To Date Actuals Current Year Budget _ Frozen Copy Settings gt Analysis and Reporting gt My Profile gt Scorecards C Project Portfolio Management gt Worklist gt Tree Manager t Reporting Tools gt PeopleTools Change My Password
6. Customize Page A gt My Favorites gt Planning and Budgeting b Planning and Budgeting Setup Activity Preparation My Planning Workspace Documentation and Line Item Details 60 to Planning Workspace DantUnlock Unlock amp This version is locked to others while you are editing 2 l Guidelines Combination Data Action Go Analysis Go Hot Keys Help Inquiry gt Analysis and Reporting User View gt My Profile O Private Public View Create gt Scorecards gt Project Portfolio Management J a 1to300f63 H H T gt Worklist gt Tree Manager Lee eee ia Accoun Fund Code Department Chartfield 1 Class Field Amount Budget Period 2008 Pri b PeopleTools Change My Password W ASSET 4004 ATHADM ATHOP oo oog lt lt hly Personalizations My System Profile w BENEXP ATHADM 000 S oo 0 00 My Dictionary I BENEXP 0 00 0 00 amp CONTRS w _ on W CONTRS 11001 ATHADM NCAA 10 0 00 Ie CONTRS 41001 ATHADIM NCAA 11 0 00 le CONTRS 41001 ATHADIM SCHED 0 00 amp ef EXPINT 11001 ATHADM 0 00 amp le EXPINT 414001 ATHADM ATHOP onn l oog at q all gt Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 23 of 35 Review Totals against Targets before Submitting Budgets Use the Totals section at the bottom to review budget entry amounts to Target amounts Total column on left shows current year budget total entered Revenue Expense 4 4 4to160r1
7. i D i ase ase Version pen View Copy ATHEAC iii and Recreation 5 5 J 5 n ersion ersion One Open Edit View Copy ATHEAC and Recreation y 1 y o 0 Edit At Behe 3 laster aster Version pen view Copy ATHEAC ae and Recreation Mast kasteri 5 c ka g jiii Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 10 of 35 One time Update Copy Custom View This one time setup to copy settings for a custom view enables the page to display all columns 1 Scroll down and click Customize link New Window Help Customize Page Line Item Details Go to Planning Workspace Dont Unlock Unlock amp This version is locked to others while you are editing l Line ltem Properties Dimensions and Members Action Menu Action Add Entry w User View Private Public Hot Keys Help View Create Account Fund Code Department Class Field Chartfield 1 W ASSET 11001 ARTH an 2 W ASSET 46309 AMTH W BENEXP 11001 W FACSAL 11001 W GIFTS 46309 W INSTRU 11001 W MAIL 11001 W MISC 11001 W MISC 46309 W PHONE 11001 W REPROD 11001 W REVOTH 11001 W SUPPLY 11001 W SUPPLY 46309 W SWAGE 11001 vf TRAVEL 11001 m a a a a a a a o o 6 6666666666666 4 4 1to0o160f16 H Go to Planning Workspace Dont Unlock Unlock amp This version is locked to others while you are editing Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 11 of 35 2 Click the Copy Settings
8. Department frozen C Hidden Cibescesiieng b Project Portfolio Management Chartheld 1 frozen _ Frozen D gt Worklist Class Field frozen b Tree Manager Hot Keys hidden gt Reporting Tools Amount t PeopleTools Hold hidden Change My Password column 73 My Personalizations Tab Periods My System Profile Budget Period 2006 My Dictionary Tab History Prior Year Actuals Year To Date Actuals Current Year Budget Copy settings share Settings Delete Settings Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 13 of 35 Line Item Details Main page to view and edit budget data for selected Department Each Budget account combination Account Fund Activity and Class for the Department are displayed PeopleSoft gt My Favorites Planning and Budgeting Planning and Budgeting Setup Activity Preparation My Planning Workspace Documentation and Guidelines Combination Data Inquiry Analysis and Reporting gt My Profile b Scorecards gt Project Portfolio Management gt Worklist gt Tree Manager gt Reporting Tools t PeopleTools Change My Password My Personalizations My System Profile My Dictionary Last saved 5 18 2007 8 23 AM Line Item Details ne Worklist AddtoFavortes Sign out New Window Help Customize Page B So to Planning Workspace Line Hem Properties t Dimensions and Members DontUniock Unlock amp This ve
9. It will be assumed that all budget transfers affect only the current fiscal year unless both the Provost VP and Budget Office approve a permanent transfer Note Transfers between discretionary prime accounts within a single department will not be processed All Other funds 21xxx 48xxx Budget adjustments to designated funds must stay within the available cash plus estimated revenues Please review the following prior to submitting a budget increase 1 Start with Beginning Balance available on a Balance Sheet report 2 Add year to date revenue available on a Balance Sheet report 3 Add estimate of additional revenue a Submit a budget increase for revenue if necessary 4 Subtract existing expense budget available on a Budget Summary report a The result is the total available for increase Note All budget transfers must stay within the same fund number Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 4 of 35 Budgeting Student Wages All Student Employment forms are online at http www scu edu careercenter students studentemployment forms cfm Requesting New Position Control Numbers If a new payroll distribution string is needed and it is not a replacement for an existing string please submit a Student Employment Authorization SEA form available at http www scu edu careercenter students studentemployment forms cftm Changing existing Position Control Numbers By changing the payroll distrib
10. and Budgeting Setup ok Activity Preparation My Planning Workspace Documentation and Guidelines Combination Data er ees Inquiry A t Analysis and Reporting gt My Profile gt Scorecards Project Portfolio Management gt Worklist t Tree Manager Reporting Tools b PeopleTools Change My Password My Personalizations My System Profile My Dictionary Line Item Details 60 to Planning Workspace k Line tem Properties t Dimensions and Members Action Menu Private Public E save EES Account W ASSET 11001 W BENEXP 11001 W BENEXP 11001 ef BENEXP 11001 w CONTRS 11001 W CONTRS 11001 w CONTRS 11001 W CONTRS 11001 w EXPINT 11001 FXPINT 44001 Last saved 5 18 2007 8 23 AM Dont Unlog Fund Code If 4 H 4to300f63 H H ATHADM ATHADM ATHADM ATHADM ATHADM ATHADM ATHADM ATHADM ATHADM ATHANIM Department Analysis 2 Chartfield 1 ATHOP ATHOP FNDRS ATHOP NCAA NCAA SCHED ATHOP amp This version is locked to others while you are editing 10 11 Class Field Amount Hat Keys Help View Create Budget Period 2006 owp g sop o a0 og sop o swop o oe E 5 5 wp on 0 009 a0 000 oon s ool Budgeting User Manual Page 26 of 35 New Window Help Customize Page A Iw Submitting Completed Budgets Budgets must be unlocked before they can be submitted Cli
11. rows click the button enter number of rows to add Line Item Details Add Line Item Business Unit is Scu General Ledger BU Planning Model ID FY08_ BUDGET _2 06 Budget round 2 Activity LINEITEM Line Item Budgeting 2008BDGT 2 2008 Proposed Budget scenario Planning Center ATHAD M Athletics Administration Version Version 1 Dimensions Save your work using SAVE button at top or bottom PeopleSoft will not allow you to enter duplicate distribution strings Removing Budget Lines Once added budget lines cannot be removed from your view Set the amount to zero to eliminate the effect on your budget Zero budget lines will not be imported as part of your new fiscal year budget Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 22 of 35 Completing Budget Preparation Check In Budget Saving Budget Input and Changes Important make sure you click the Save button at the bottom left to save all input and changes e Enter all budget amounts both Revenue and Expense as positive numbers e Revenue Expenses do not exceed Target or beginning fund balance e To change entered amounts just re enter correct adjusted amount o Example entered 1 000 but need to decrease to 500 just replace with 500 and click Save o Example entered 1 000 but need to increase to 1 500 just replace with 1 500 click Save PeopleSoft Worklist AddtoFavorites Sign out Search New Window Help
12. the Financial Aid office are budgeted by the Budget Office and are therefore not included as part of the budget planning cycle Endowment Income 41xxx 45xxx The expendable amount in endowment income funds is determined by a twelve quarter rolling market average of interest earned on the principal fund Salary and benefits increases are estimated for the new year and subtracted from the overall income amount the remainder of which 1s available for budgeting 1 Forecast Year end Surplus Deficit 2 Net surplus to zero carry forward deficit 3 Review Income amount in PS Budgeting Income has been reduced for any salary and benefits estimates 4 Subtract estimated deficit from income and use as a base to budget expenses Note Endowed scholarship funds that are processed through the Financial Aid office are budgeted by the Budget Office and are therefore not included as part of the budget planning cycle Note Endowed chair funds are budgeted by the Provost s office and are therefore not included in the budget planning cycle Mid year Budget Adjustments Current Unrestricted CUF 11001 Budget must remain within CUF Budget cannot be transferred out of CUF into another fund with the exception of budgeted facility or equipment reserve funds Budget may be transferred between departments by submitting a Budget Transfer Setup form to the Budget Office Be sure the transfer balances the increase and decrease to CUF Note
13. 10 0 00 oa Wi CONTRS 11001 ATHADM NCAA 11 0 00 s w CONTRS 11001 ATHADM SCHED 0 00 ES a EXPINT 11001 ATHADM 0 00 a EXPINT 11001 ATHADM ATHOP 0 00 oa af FINADE 11001 ATHADM 0 00 oa lt il gt Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 18 of 35 Sort by Columns To sort data by a particular column click on the desired column heading Click once for ascending click again for descending order Example shows resort by Activity Code Chartfield 1 iN 1 Sign Out E Line Item Details Go to Planning Workspace DontUnlock Unlock amp This version is locked to others while you are editing F Line Item Properties t Dimensions and Members Action Menu Account Fund Code Department Chartfield 1 Class Field Amount Budget Period 2008 Prior Year Actuals Year To Date Ac W CONTRS 11001 ATHADM SCHED oo oon ow 0 00 7 W MAIL 11001 ATHADM NCAA 15 oo S ooo bw 38 16 W CONTRS 11001 ATHADM NCAA 11 0 00 6 541 08 6 61 W MAIL 11001 ATHADM NCAA 11 0 00 20 34 W misc 11001 ATHADM NCAA 11 0 00 95 00 i MAIL 41001 ATHADM NCAA 10 0 00 6 78 W CONTRS 11001 ATHADM NCAA 10 0 00 1 753 47 241 w Mise 11001 ATHADM NCAA 10 0 00 0 00 4 IM BENEXP 11001 ATHADIM FNDRS 0 00 50 099 10 21 11 g ill gt View Budget Totals During budget preparation totals can be verified at any time Totals are displayed at the bottom of the Line Items Details Page To update budget totals click the yellow Save button in the lower left corne
14. 6 Le M Prior Year Year To Date Current Year Actuals Actuals Budget 88 048 795 19 708 13 175 600 00 Downloading Budget data to Excel The Download link on bottom right allows you to download budget data shown on the screen to Excel Make sure you display View All to display all rows or Sort or Filter as needed to display data on screen Enable your browser to allow Pop Up window or hold the CTRL key for Internet Explorer to let it open a window with the new file Jnlock Unlock amp This version is locked to others while you are editing View Create Department Class Field Chartfield 1 Amount Hold Budget Period 2008 Prior Year Actuals Year To Date Actuals Current Year Bude ADMSVC 500 00 L 500 00 28 94 36 78 0 0 ADMSVC GENL 0 00 F 0 00 344 04 96 36 400 0 ADMSVC ooo E 0 00 0 00 0 00 5 628 0 ADMSVC GENL 1 000 00 L 1 000 00 2 650 45 259 18 1 170 0 ADMSVC LIC 0 00 C 0 00 523 00 0 00 ca Customize Find Download Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 24 of 35 People a is fitnt1 scu edu se pupei Aoma viewattachtuserfile ps xlstsdirname V19431 Microsoft Int a lolx rites Sign out El K Back ae search Favorites EA O amp Sa E l rel ra ize Page L y _ Address http fiint1a scu edu 80 Znfino89 ine ft A og 045 we Go Links Line Item D File Download Goto Planning vo E Line Item P
15. Budget System User Guide PCOPlESOLE BUC SE tine TL CTS csc sctetiscdesesvesesecidarestetecssevceurcececebadenasacceebeuscodecsssesssneseetieceseeaesnese 2 Planne a Budae csser tinnis osse eoero a eN 3 Budget Targets Current Unrestricted CUB 1100 L rrna EE NN 3 Mid year BudsetAdjusimenS bonesas a a eR E a ne 4 Budeeting student WAS CS eisrctidioseretcasrated aa toenenteie T dante tualtaladaann ietsasralad en etctealeey 5 Budgeting Process Overview cessessesescesdeesecaviaccecessvessaessscovacsencs cescassvensdescansessadswaceeasenectoncescessns 6 Budset PreparaviOn Process Summary caoin AE A E 6 Budget Review and Approval Rejection Process Summary n nessssssoeeresssssssecerrssssssseceresssssssssererssssss 7 Getting Started with PeopleSoft Budgeting ssscccsccccsssssssssssssssccccccsccssssssscssccccssssees 8 Budeene Home Ni eai Oken ie tee ietiec ica ae nen ame ie ease naw nes eee eee 9 Budget Preparation in PeopleSoft ccscccscsscssccsscsscsssssscscsssevesscsvcsseseconssccsscessssssovcsesessssssoses 10 Display Budget Line Items Check Out Budget Center cc ceccccseccccceeesseeeecceeeeeeaaeeeseeeeeeeeeeeaeeeeees 10 Chanoine Budoc NV Set cacti Spec paca ae eee sa gr a eed ar eg otra etree dca earabree 15 Display Fond Descripioi ceense eae a eae reenter ne en nC A ea 16 Budget Preparation thine Ment Details sswiicaceiie eet E A A 20 Completing Budget Preparation Check In Budget sccccs
16. Personalizations the budget office can only reset your My System Profile password for you My Dictionary Budgeting User Manual Last saved 5 18 2007 8 23 AM Page amp of 35 Budgeting Home Navigation To access budget data by Dept ID after Login 1 Click Planning and Budgeting 2 Click My Planning Workspace link under Activity Preparation 3 Click Search to display models 4 Select model with 2008BDGT 2 PeopleSoft Wrorklst Add to Favortes Sign out E Planning and Budgeting gt Planning and Budgeting Setup Planning and Budgeting Setu sn Preparation y sis and Reporti Define line item position and asset budgeting Perform and review status of budgeting and Perform analysis on prepared plans and b Activity Preparation defaults planning target defaults and other planning work for line tem position and asset budgets View download and run reports gt Analysis and Reporting parameters to be used in the planning model activities Analysis b My Profile Set up and process planning model E My Planning Workspace E Reports gt Scorecards ES Process Model f Documentation and Guideline t Project Portfolio Management f Combination Data Inquiry b Worklist gt Tree Manager t Reporting Tools gt PeopleToals Change My Password My Personalizations My System Profile My Dictionary My Profile f Private View Maintenance i Email f Email History Search for M
17. Reject Department Budget s Click My Review Workspace folder Click Reject button Sends budget back to Preparer for changes Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 7 of 35 Getting Started with PeopleSoft Budgeting Web Address hittp itnt25 scu edu psp pfprd89 cmd login Enter User ID and Password using ALL CAPS User ID Novell Group Wise UserID sometimes truncated to first 8 letters Password 73a PeopleSoft User ID Select a Language Password Enalish Espa ol Dansk Deutsch Francais Francais du Canada Italiano Maayar Polski Portugu s Suomi Svenska Copyright 2005 PeopleSoft Inc All rights reserved Copyrights to portions this software may be owned by others PeopleSoft Proprietary end Confidential PeopleSoft end the PeopleSoft logo sre registered trademarks of PeopleSoft Inc PeopleSoft Personalize Content Layout Note After signing in for the first time ae oe ee ee please change your password Follow gt My Favorites gi a a the steps below gt Planning and Budgeting 1 DE page unk Click Change My Password gt Scorecards b Project Portfolio Management Enter your Current Password then gt Worklist enter your new password and b gt Tree Manager Click link to confirm gt Reporting Tools Click Change Password gt PeopleTools ae ee Please make note of your password My
18. SVC Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 31 of 35 Budget Review before Approval Rejection Review line items and amounts you can sort by column and download data to Excel the same as Preparers can To return for Approval Rejection click the My Workspace link Le Line Item Details Go to Planning Workspace My Workspace l Line Item Properties t Dimensions and Members User View Private Public View Create Amount Summary Account Fund Code Department Class Field Chartfield 1 Amount Hold MAIL 11001 ADMSVC 500 00 MAIL 11001 ADMSVC GENL 0 00 O MISC 11001 ADMSVC 000 O MISC 11001 ADMSVC GENL 1000 00 MISC 11007 ADMSVC Lic ooo PHONE 11001 ADMSVC GENL 3 000 00 PHONE 11001 ADMSVC UNIVG o0 O R amp B 11001 ADMSVC Lic ow O R amp M 11001 ADMSVC oo C Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 32 of 35 Submitting Approved Budget Reviewer Level To submit your budgets after review e At the My Planning Workspace page select the checkbox for the Master Version e Click the Submit button e Click OK to confirm Mi My Planning Workspace eee eer Workspace Search Business Unit SCU User Preferences Planning Model ID FYO8_BUDGET_2 08 Budgetround2 Email i Activity Line tem Bdgt Scenario 08 Bdot Round 2 To view or change your budget or plan select Edit or View for the desired Planning Center version To copy a version click Copy To subm
19. ck the Unlock button if shown To submit a completed budget for Review and Approval e Check the box in Select column next to Version 1 of budget e Click Submit button e Confirm submission by clicking OK My Planning Werkspace Role Name Preparer Workspace Search Business Unit acu User Preferences Email Planning Model ID FY08 BUDGET _2 08 Budget round 2 Activity Line tem Bdgt Scenario 08 BdotRound2 t To view or change your budget or plan select Edit or View for the desired Planning Center version To copy a version click Copy To submit the completed budget or plan for approval select the desired version for each Planning Center and click Submit Version Status l TE 3 i CEET na U a 1 f My Planning Workspace Customize Find View 10 Ei irst El 16 115 of 612 fe Last Workspace o Details F Select PETNI Description Version Description Status p2ced Locked By Edit View Copy ADMSVC Adminstrative Service Base Base Version Open View Copy ADMSVC Adminstrative Service Version 1 Version One Open Edit View Copy ADM Adminstrative Service Master Master Version Open View Copy ADOBE Aim sie Base Version Open View Copy ADOBE adob ersion One Open Edit View Copy ADOBE Adobd 4 me ae at flasterVersion Open View Copy oe a ADVLRC OE mr y Fase Version Open view Copy Ama me Advising amp Learning Se Seas Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 27 of 35
20. cssssssscccccccccssssssssseees 23 Saving Budeet Input and Chan ses res cetecs siesvetaenenses a tees so didnstansedent soudlavadnabtens sie dansudancdehabes Gaudnesanexeicans 23 Review Totals against Targets before Submitting Budgets cc cecccccccccccceeeeseeceeceeeesaeeseeeceeeeeeeeeeeeees 24 Downroadine Budeet data 10 Exe korip E A bare eareleenhias 24 Unlocking Budgets Return to My Planning Workspace cccccccssessseecececceeeeeeeeccceeeeaaeeeseeeeeeeeeeeaeeesees 26 Submitting Completed Budgets sisicisissccseccssivscivacecscacdassstesssevvcsecbesnsewsssveescdesescesdenvecveeseecosseee 27 Budget Review and Approval Reviewer Role sscccceccssseccccccsscccccccosecceccccseececcssseceeecsosee 29 Reviewing and Approving or Rejecting Budgets ssoeenesssssssseeersssssssseerrssssssssceeresssssssceerresssssseeeressssss 29 Budget Analysis RED OFS cisssecscivestincscessssvcsssnstsveees sas teveesesxetes inoa i aiai 35 Quer and AV SO ee E A A A ee meremr 35 Budgeting User Manual Last saved 5 18 2007 8 23 AM Page l of 35 PeopleSoft Budgeting Terms PeopleSoft Definition Terminology Role Name Refers to Budget user role either Preparer Reviewer and or both Business Unit Only Business Unit setup is SCU Planning Model ID Budget model used to display and prepare budgets by Dept ID Planning Center Planning Center is equal to your SCU Department ID CHEM or BIOL for example Line Item Budgets Expense budgets T
21. eparation Workspace My Review Workspace Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 34 of 35 CO Resubmitting Rejected Budgets If your budget has been rejected by the Reviewer then it will show Rejected status Click Edit link Version 1 to open budget and correct adjust as needed Resubmit budget when finished using checkbox and Submit button o e ep my Planning Workspace Role Name Preparer Workspace Search Business Unit scu User Preferences Planning Model ID FY08 BUDGET 2 08 Budget round 2 Emal ia Activity eEG fie 06 Bdat Round 2 To view or change your budget or plan select Edit or View for the desired Planning Center version To copy a version click Copy To submit the scenario completed budget or plan for approval select the desired version for each Planning Center and click Submit Version Status First El 1 3 of 3 H Last My Planning Workspac Customize Find View All 2 Details Locked Locked Date By Version Description Status Edit View Copy View Copy iew Copy View Copy ADMSVC Adminstrative Service Base Base Version E Rejected e ADMSVC Adminstrative Service Version 1 Version One d ADMSVC Adminstrative Service Master Master Version Budget Analysis Reports Query and nVision Coming soon Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 35 of 35
22. evel Then click the View link to see Department level budget data b New Window Help Customize Paae My Planning Workspace Role Name Reviewer Business Unit SCu Planning Model ID FY08 BUDGET 2 06 Budget round 2 Activity Line tem Bdgt Scenario 08 Bdot Round 2 w To view or change your budget or plan select Edit or View for the des anning Center version To copy aversion click Copy To submit the j ii m jm Fa My Planning Workspace Workspace YO Details Select n Description Version Description Status Locked Date n View Copy B_ADMINSvc Base Base Version Open View Copy C B_ADMINSVc Master Master Version Open View Copy My Preparation Workspace My Review Workspace Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 30 of 35 My Planning Workspace Role Name Reviewer Workspace Search Business Unit SCU User Preferences Planning Model ID FY08 BUDGET_ 2 08 Budget round 2 Email s Activity Line Item Bdgt Scenario 08 Bdat Round 2 To view a budget or plan for a Planning Center select the desired version and click View To reject a budget or plan thathas been submitted click Reject Mly Preparation Workspace My Review Workspace My Review Workspace First H 4 2 of2 H Last Version View Reject Details _ADMSVC Adminstrative Service Submitted View Mly Preparation Workspace My Review Workspace Planning Center Description Status El B_ADMIN
23. from the drop down then click GO button PeopleSoft enu earch My Favorites Planning and Budgeting gt Planning and Budgeting Setup o Activity Preparation My Planning Workspace Documentation and Worklist Add to Favorites Sign out ustomize Page A Line Item Details So to Planning Workspace Line Item Properties t Dimensions and Members Dont Unlock Unlock Hii rewon Menu Guidelines Combination Data Action Add Entry we Inquiry qam t Analysis and Reporting brian dan a gt My Profile Private Pubhe view Preparer view Scorecards Project Portfolio Management gt Worklist Tree Manager Reporting Tools 4 H 4to300f6a H M gt PeapleToals Account Fund Code Department Chartfield 1 Class Field Amount Change My Password vf ASSET 11001 ATHADM ATHOP 0 00 ase ee ef BENEXP 11001 ATHADM 0 00 nies Dictionary ef BENEXP 11001 ATHADM ATHOP 0 00 amp ef BENEXP 11001 ATHADM FNDRS 0 00 ef CONTRS 41001 ATHADM ATHOP 0 00 amp ef CONTRS 11001 ATHADM NCAA 10 0 00 CONTRS 11001 ATHADM NCAA 11 0 00 amp Ivf CONTRS 11001 ATHADM SCHED 0 00 amp ef EXPINT 41001 ATHADM 0 00 amp ef EXPINT 11001 ATHADM ATHOP 0 00 amp wf FINADE 11001 ATHADM 0 00 amp lt i Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 21 of 35 Enter the desired accounting distribution string and click Add button To enter multiple
24. heck In Unlock Department Budget Use Unlock link to return and release lock on Dept budget Budgets must be unlocked before they can be submitted Edit next Department Budget Enter Budget Amounts by o Budget Prime Account for each Fund o Optional Activity and Class levels Add Modify Delete rows as needed Verify Totals against Target SAVE your work Submit completed Budgets for Review and Approval Submit Version of all Dept budgets when finished Confirm submission by clicking OK Submit all Department budgets so Reviewer can see them and take action to approve or reject Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 6 of 35 Budget Review and Approval Rejection Process Summary Reviewer role budget review then approval or rejection System Login Budgeting Home page Planning and Budgeting link Click My Planning Workspace link Select Budget Model Review Department Budgets Click View link to Review Dept Budget Master version Validate departmental budgets against target amounts Review both Revenue and Expenses as applicable Submit approved Dept Budgets Select Master version using checkbox l Click Submit button ee ee ae aaa Confirm by clicking OK _ Edit Dept Budget Preparer Submitted for next level review approval Add Modify Delete rows as needed Verify Totals against Target SAVE your work Submit to Reviewer approval
25. his includes Discretionary and Non Discretionary budget Note Line Item does not refer to the account value used for budgeting Activity Line Item is the only Activity setup Note This does not refer to Activity code in your accounting distribution string Chartfield 1 Stands for Activity Code used in accounting distribution Note Budget Inquiries will use Chartfield 1 in place of Activity Code Unlock Refers to releasing or unlocking the budget for a specific Dept ID When a budget is locked other users cannot access it and it also dedicates an IT server Dimension Refers to the Chartfields we have setup in the budget system Fund Budget Account Dept ID Activity and Class Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 2 of 35 Planning a Budget Budget Targets Current Unrestricted CUF 11001 Beginning in March Current Unrestricted Fund CUF Departmental and Student Wages budget targets are established by Budget Office based on the University s Financial Operating Plan approved by the Board of Trustees earlier in the year The budget targets are assigned to each Provost VP who then distributes budget targets to the Deans Directors or to the department level Each department is required to establish a CUF Budget Target which is entered into PeopleSoft Budgeting System to reconcile departmental budget inputs by account Budgets may not be moved between the major budget categories listed below
26. iewing and Approving or Rejecting Budgets Important all Department level budgets must be Submitted before a Reviewer can see and Approve or Reject the budget Example where all Department budgets are not submitted e Shows Not Ready status for Reviewer solution is for Preparer to submit all Dept budgets be New Window Help Customize Page My Planning Workspace Role Name Reviewer Workspace Search Business Unit Scu User Freferences Planning Model ID FY08 BUDGET 2 08 Budget round 2 Email a Activity Line ltemBdgt Refresh 06 Bdot Round 2 w To view or change your budget or plan select Edit or View for the desired Planning Center version To copy aversion click Copy To submit the completed budget or plan for approval select the desired version for each Planning Center and click Submit Submit My Preparation Workspace My Review Workspace version a Status Al M Refresh scenario First LU 4 42 of 2 Le Hl Las it My Planning Workspace Customize Find View All Kk gt Select Fn f D Version Description Status Locked Date a View Copy B_ADMINS VC Base Base Version View Copy B_ADMINSVC Master Master Version View Copy Submit My Preparation Workspace My Review Workspace Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 29 of 35 Budget Review before Approval Rejection Click the My Review Workspace link to display individual Departments under the Rollup Node l
27. it the completed budget or plan for approval selectthe desired version for each Planning Center and click Submit Submit My Boalt Works Select eam Description Version Description Status Locked Date p View Copy B_ADMINSVC Base Base Version Open View Copy E ADMINSEVC Master Master Version Open View Copy Workspace My Review Workspace a Submit Confirmation Are you sure that you want to Submit the following Planning Centeris Planning Centers Planning Center Description B_ADMINSVC Version Master submit Cancel to return without submitting mt rill fia AN cel Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 33 of 35 Approving Budget after Review Status changed to Submitted My Planning Workspace Role Name be Reviewer Workspace Search Business Unit acu User Preferences Planning Model ID FY08_BUDGET_2 08 Budget round 2 Email a Activity Line tem Bdgt Scenario 08 Bdot Round 2 To view or change your budget or plan select Edit or View for the desired Planning Center version To copy aversion click Copy To submitthe completed budget or plan for approval select the desired version for each Planning Center and click Submit My Planning Workspace Vo Details Locked Locked Select Planning Center Description Version Description Status Date By view Copy B_ADMINSVC Base Base Version View Copy B_ADMINSVC Master Master Versia Submitted View Copy My Pr
28. klist Department gt Tree Manager Fund Code Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile Action Menu Refresh Dimensions techs Rati EOS IEE AE e A My Dictionary Analysis G0 Hotkeys Help O Private Public View Create Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 16 of 35 Filter Fund Codes Select the Filter Dimension Members folder at top Enter range of fund codes to limit view 11001 to 11001 for example to filter CUF only Click the Refresh Dimension button to update PeopleSoft gt My Favorites 7 Planning and Budgeting gt Planning and Budgeting Setup V Activity Preparation My Planning Workspace Documentation and Guidelines Combination Data Inquiry gt Analysis and Reporting gt My Profile gt Scorecards gt Project Portfolio Management gt Worklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary Home Workiist Add to Favorites Sign out New Window Help Customize Page 5 2 Line Item Details Go to Planning Workspace gt Line Item Properties Y Dimensions and Members Dimensions Y Filter Dimension Members DontUnlock Unlock amp This version is locked to others while you are editing Dimensions From To Account Category Acc
29. o at any point in the budget planning process PeopleSoft Menu Home Wrorklist Add to Favorites Sign out New Window Help Customize Page 5 D My Favorites l My Planning Workspace Planning and Budgeting gt Planning and Budgeting Role Name Preparer Setup Activity Preparation My Planning Workspace Planning Mocel ID FY08 BUDGET 2 08 Budget round 2 Documentation and eel Cuidolincs Activity Line tem Bdot Combination Data Scenario 08 Bdot Round 2 INqUIrY To view or change your budget or plan select Edit or View forthe desired Planning Center version To copy a version Business Unit Stu nh submit the gt Analysis and Reporting h My Profile completed budget or plan for approval selectthe desired version for each Planning Center and click Submit gt Scorecards gt Project Portfolio Submit Version Status Management m gt Worklist My Ptanning Workspace Customize Find View All Hi First Tree Manager Workspace Details gt Reporting Tools Jj y gt oes Select ee Description Version Description Status Locked Date eo Copy Change My Password ee ET GRAS GE C ATHADM Athletics Administration Base Base Version Open Copy E My System Profile ATHADM Athletics Administration Open C exit Dw Copy My Dictionary ietics Administration laster aster Version pen view Copy C ATHADM Athletics Administrati Mast Master versi gD
30. odel ID Click Search to get a list of valid Models PeopleSoft Wiorklist Add to Favorites Sign out New Window Help My Planning Workspace r Planning and Budgeting Enter any information you have and click Search Leave fields blank for a list of all values Planning and Budgeting Setup Find an Existing Value i ga Activity Preparation My Planning Workspace 7 Documentation and ROS ae i al begins with w by beginswith ws R Guidelines l Business Unit begins with a gt Analysis and Reporting b My Profile Planning Model ID begins with with gt Reporting Tools Change My Password Activity begins with begins with ise My Personalizations Scenario My System Profile My Dictionary C Case Sensitive Basic Search E Save Search Criteria Search Results 4 1 2 of 2 Role Name Business Unit Planning Model ID Activity Scenario Preparer SCU FY08 BUDGET 2LINEITEM2008BDGT 2 Preparer SCU FYOS BUDGET 2 LINEMEM2008TST 2 Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 9 of 35 Budget Preparation in PeopleSoft Display Budget Line Items Check Out Budget Center To open a budget for data entry click the Edit link for Version 1 Note Version l is the working version you will enter data into The Base and Master versions are read only and cannot be edited They provide a permanent baseline budget to return t
31. ount R 8 e 6 Chantfield 1 T A QQ Class Fiela taf a Currency Code __ R Department ATHADM ATHADM e 11001 Q 11001 Q z o z co Public View Preparer view Refresh view Create I E 1to30ot1800 M _View 100 Hola All AES hd gt Action Add Entry Analysis a Hot Keys Help O Private lt i Example showing changes added Fund Description and filtered to only display fund 11001 PeopleSoft My Favorites Planning and Budgeting Planning and Budgeting Setup Activity Preparation My Planning Workspace Documentation and Guidelines Combination Data Inguiry _ _____ b Analysis and Reporting gt My Profile gt Scorecards Project Portfolio Management Worklist Tree Manager Reporting Tools PeopleTools Change My Password My Personalizations My System Profile My Dictionary Last saved 5 18 2007 8 23 AM Worklist Add to Favorites Action co patie o Private Public I E efres ii View Hot Keys Help Create Department Chartfield 1 Class Field Current Unrestricted Fund AMTH Current Unrestricted Fund AMTH Current Unrestricted Fund AMTH Current Unrestricted Fund ATH Current Unrestricted Fund AMTH Current Unrestricted Fund AMTH Current Unrestricted Fund AMTH Current Unrestricted Fund AMTH Current Unrestricted Fund AMTH Current Unrestricted Fund AMTH Current Unrestricted F
32. r iM 4 fito300r63 Ll M a t Totals 50 to Planning Workspace Dont Unlock Unlock This version is locked to others while you are editing Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 19 of 35 Budget Preparation Line Item Details Entering Budget Amounts To enter budget amounts for the new fiscal year input data positive for both revenue and expense for each distribution under the Budget Period 2008 column Click the SAVE button to update and display the amount ng Line Item Details 50 to Planning Workspace Dontunlock Unlock amp This version is lacked to others while you are editing t Line Item Properties t Dimensions and Members Acton Menu Action Add Entry m Go User View Private Public View Preparer view P i dtoisorigs O M Hat Keys Help View Create Account Fund Code Department Chartfield 1 Class Field Amount Prior Year Actuals Year To Date W CONTRS 11001 ACADAF 20 000 00 wW CONTRS 11001 ACADAF GENL 5 363 92 wW CONTRS 11001 ACADAF PROG 3 000 00 W EXPINT 11001 ACADAF 6 982 50 w EXPINT 11001 ACADAF GENL 19 250 00 W FACSAL 11001 ACADAF GENL 161 50 Iv MISC 11001 ACADAF 0 00 I wise 44nn4 ACANAF GENII AN ATIRA E Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 20 of 35 Adding New Budget Lines If you need to add budget for a line item that is not displayed you can add a line item To add a line under Action Menu select Add Entry
33. rope Do you want to open or save this file t Di i al arm Name neste v Action Menu a Type Microsoft Excel Worksheet 1 84 KB Action From itnti8 scu edu Private Always ask before opening this type of file Amount Summe While files from the Intemet can be useful some files can potentially ham your computer I you do not trust the source do not open or Account save this file What s the risk W MAIL W MAIL w MISC 3 W MISC W MISC s Totals z w Ea Downloading from site http itnti8 scu edu 8070 pfupgs9 pstt V 960480092 ps xls Unknown Zone gt ai A C D E F G H K LB 1 Fund Code Department Class Field Chartfield 1 Amount Hold Budg 2008 Prior Year Act Year To Date Actuals Current Yei _ 2 MAL 11001 ADMSVC TS 500 00 N Notes 28 94 36 78 3 MAL 11001 ADMSVC GENL 0 00 N Notes Ol 344 04 96 36 a mse foor Jaomsve foo n noes o o ooo 5 MISC 11001 ADMSVC GENL 1 000 00 N Notes 1 000 00 2 650 45 259 18 s msc toor faomsve fuc ooo n noes est 7 5 10 tl 11 ar 12 13 14 15 16 7 18 19 20 z 22 23 24 25 26 2T 28 29 30 31 ay a2 33 wt Ho 4 ips Ieai ii m EJ Last saved 5 18 2007 8 23 AM Budgeting User Manual Page 25 of 35 Unlocking Budgets Return to My Planning Workspace Make sure you use the UNLOCK link to return to My Planning Workspace PeopleSoft Worklist _Add to Favorites Sign out gt My Favorites 7 Planning and Budgeting Planning
34. rsion is locked to others while you are editing Action Menu Action Add Entry ha User View Private Hat Keys Help mM Public Bs M E 1to16016 F M View View Create Account Fund Code Department Ciartfield 1 Class Field Amount wf ASSET 11001 AMTH 0 00 af ASSET 46309 AMTH 0 00 B Wi BENEXP 11001 ANTH 0 00 ef FACSAL 41004 AMTH 0 00 amp wf GIFTS 46309 ANTH 0 00 wf INSTRU 11001 ANMTH 0 00 amp wf MAIL 11001 ANTH 0 00 4 ef MISC 11001 MTH 0 00 amp ef MISC 46309 ANTH 0 00 ef PHONE 41004 ANITH 0 00 amp ef REPROD 11001 AMTH 0 00 i a Budgeting User Manual Page 14 of 35 Changing Budget Views Click the arrow next to Dimensions and Members toolbar to expand and filter views PeopleSoft gt My Favorites Planning and Budgeting Planning and Budgeting setup lt Activity Preparation My Planning Workspace Documentation and Guidelines Combination Data o nguy ooo b Analysis and Reporting gt My Profile gt Scorecards gt Project Portfolio Management gt Worklist gt Tree Manager gt Reporting Tools gt PeopleTools Change My Password My Personalizations My System Profile My Dictionary Last saved 5 18 2007 8 23 AM Line Item eils 50 to Ploeg Workspace Dont Unlock Unlock amp This version is locked to others while you are editing t L amp ee Item Properties E D mensions and Members
35. und AMTH Current Unrestricted Fund AMTH wv ASSET vf BENEXP ef FACSAL w INSTRU W MAIL w MISC w PHONE w REPROD vf REVOTH w SUPPLY w SWAGE W TRAVEL Customize Find Download Budgeting User Manual Page 17 of 35 View Additional or All rows To view the next set of 30 rows use the left and right arrow buttons To view the first last set of 30 rows use the First or Last link To view all rows click View AI PeopleSoft enu earch Home Workist AddtoFavorites Sign out New Window Help Customize Page L A My Favorites 7 Planning and Budgeting gt Planning and Budgeting Line Item Details Go to Planning Workspace Dont Unlock Unlock This version is locked to others while you are editing SetU a z gery aa paar My Planning Workspace d Documentation and j Guidelines gt Analysis and Reporting act vinn gt My Profile O private Public View Refresh view Create Scorecards Project Portfolio Management Worklist Tree Manager Reporting Tools Bea H 1t030063 A M Amount Summary f iii eae gt PeopleToals Account Fund Code Department Chartfield 1 Class Field Amount Change My Password laf ASSET 11001 ATHADM ATHOP 0 00 fe pe remonalzaions ef BENEXP 11001 ATHADM 0 00 Di e BENEXP 11001 ATHADM ATHOP 0 00 amp ef BENEXP 11001 ATHADM FNDRS 0 00 oo ae CONTRS 11001 ATHADM ATHOP 0 00 ew CONTRS 11001 ATHADM NCAA
36. ution string associated with an existing PCN all students who are assigned to the PCN will be affected and all future salary expenses will be charged to the new payroll distribution string To change an existing PCN please submit a Student Assignment Change form available at http www scu edu careercenter students studentemployment forms cfm Please refer to the Department Information section under the Office of Student Employment website at http www scu edu careercenter students studentemployment Send completed forms via e mail to the Office of Student Employment at studentemployment scu edu Budgeting User Manual Last saved 5 18 2007 8 23 AM Page 5 of 35 Budgeting Process Overview Budget Preparation Process Summary Preparer role budget input and submit for review Business Planning Review Budget Targets for CUF 11001 and Endowments 41xxx from Dean s Office Run reports in PS Financials Operational Summary Balance Sheet etc Estimate Year end cash balance in Gift Designated and Auxiliary Funds 21xxx 46xxx 31xxx Review current year expenses against current year budgets and next year s targets System Login then Budgeting Home page My Planning Workspace to select Budget Model Edit Department Budget Version 1 Enter Budget Amounts by o Budget Prime Account for each Fund o Optional Activity and Class levels Add Modify Delete rows as needed Verify Totals against Target SAVE your work C
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