PeopleSoft 8.8 Budgeting PeopleBook

Transcription

1 PeopleSoft 8.8 Budgeting PeopleBook December 2002

2 PeopleSoft 8.8 SKU EPM88BPD-B 1202 PeopleBooks Contributors: Teams from PeopleSoft Product Documentation and Development. Copyright PeopleSoft, Inc. All rights reserved. Printed in the United States. All material contained in this documentation is proprietary and confidential to PeopleSoft, Inc. ("PeopleSoft"), protected by copyright laws and subject to the nondisclosure provisions of the applicable PeopleSoft agreement. No part of this documentation may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, including, but not limited to, electronic, graphic, mechanical, photocopying, recording, or otherwise without the prior written permission of PeopleSoft. This documentation is subject to change without notice, and PeopleSoft does not warrant that the material contained in this documentation is free of errors. Any errors found in this document should be reported to PeopleSoft in writing. The copyrighted software that accompanies this document is licensed for use only in strict accordance with the applicable license agreement which should be read carefully as it governs the terms of use of the software and this document, including the disclosure thereof. PeopleSoft, PeopleTools, PS/nVision, PeopleCode, PeopleBooks, PeopleTalk, and Vantive are registered trademarks, and Pure Internet Architecture, Intelligent Context Manager, and The Real-Time Enterprise are trademarks of PeopleSoft, Inc. All other company and product names may be trademarks of their respective owners. The information contained herein is subject to change without notice. Open Source Disclosure This product includes software developed by the Apache Software Foundation ( Copyright (c) The Apache Software Foundation. All rights reserved. THIS SOFTWARE IS PROVIDED AS IS AND ANY EXPRESSED OR IMPLIED WARRANTIES, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE DISCLAIMED. IN NO EVENT SHALL THE APACHE SOFTWARE FOUNDATION OR ITS CONTRIBUTORS BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATA, OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER CAUSED AND ON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE. PeopleSoft takes no responsibility for its use or distribution of any open source or shareware software or documentation and disclaims any and all liability or damages resulting from use of said software or documentation.

3 Contents General Preface About This PeopleBook......xvii PeopleSoft Application Prerequisites......xvii PeopleSoft Application Fundamentals......xvii Related Documentation...xviii Obtaining Documentation Updates...xviii Ordering Printed Documentation...xviii Typographical Conventions and Visual Cues...xix Typographical Conventions...xix Visual Cues...xx Comments and Suggestions...xxi Common Elements in These PeopleBooks......xxi Preface PeopleSoft 8.8 Budgeting PeopleBook Preface......xxiii PeopleSoft Enterprise Warehouse...xxiii PeopleSoft Business Analysis Modeler Documentation...xxiii Chapter 1 Getting Started With PeopleSoft Budgeting PeopleSoft Budgeting Overview...1 PeopleSoft Budgeting Integrations...2 PeopleSoft Budgeting Implementation Setting Up System Prerequisites...3 Setting Up PeopleSoft Budgeting...5 Chapter 2 Understanding PeopleSoft Budgeting Understanding the Strategic Budgeting Process...9 Understanding PeopleSoft Business Analysis Modeler Understanding Data Cubes and Dimensions Illustration...10 Understanding Rules-Based Methodology...12 Understanding Dynamic Online Inquiries...12 PeopleSoft Proprietary and Confidential iii

4 Contents Understanding the Application Architecture Understanding Roles Within PeopleSoft Budgeting Chapter 3 Using the Budgeting Home Page Navigating the Budgeting Home Page Page Used to Navigate the Budgeting Home Page...18 Navigating to the Budgeting Home Page...18 Chapter 4 Securing Your System for PeopleSoft Budgeting Understanding PeopleSoft Budgeting Security Setup Prerequisites...21 Assigning Budgeting Roles to PeopleTools User Roles Page Used to Assign Budgeting Role to User Role...23 Assigning Budgeting Roles to User Roles...23 Assigning Budget Functions to User Roles Page Used to Assign Budget Functions to Roles...24 Assigning Budget Functions To Roles...24 Defining Budget Users Page Used to Define Budget Users...26 Identifying Budget Users...26 Assigning Users to Business Units, Budget Activities, and Budget Centers Prerequisites...26 Pages Used to Assign Users to Business Units, Budget Activities, and Budget Centers...27 View Roles Assigned to Users...27 Assigning Business Units to Users...28 Assigning Budget Activities to Users...28 Assigning Budget Centers to Users...29 Reviewing and Assigning Security Access Page Used to Assign Security Access...30 Reviewing and Assigning Users by Budget Center...30 Chapter 5 Maintaining General System Options Defining User Preferences Page Used to Define User Preferences...33 iv PeopleSoft Proprietary and Confidential

5 Contents Defining User Preferences...33 Identifying Data Integration Sources Page Used to Identify Data Sources...34 Specifying Data Integration Sources...34 Configuring ChartFields for PeopleSoft Budgeting ChartFields Available for Budget Center and Dimension...34 Page Used to Configure ChartFields...36 Configuring ChartFields...36 Setting Up File Transfer Protocols Page Used for File Transfer Protocol Setup...38 Setting Up File Transfer Protocols for Attachments...38 Changing Menu and Page Messages Pages Used to Modify Menu and Page Messages...39 Changing the Message for Menus and Pages...39 Chapter 6 Integrating With PeopleSoft Financial Management Applications Understanding Data Import from PeopleSoft Financial Management Applications Using Informatica PowerMart ETL and Data Loader Utility Prerequisites Importing Financial Data From PeopleSoft General Ledger Using Data From PeopleSoft Asset Management Pages Used to Import Asset Data...44 Loading the Asset Catalog...44 Migrating In-Service Assets...45 Using ETL to Import Asset Data...45 Extracting Asset Data for the Budgeting Model...45 Using Data From PeopleSoft Projects Pages Used for Integration With PeopleSoft Projects...48 Creating a Activity ID Table...48 Exporting Financial Data From PeopleSoft Budgeting Pages Used to Export Financial Data From the Budgeting Model...49 Exporting General Ledger Budget Data From the Budgeting Model...49 Exporting Itemization Data From the Budgeting Model...51 Importing Data Into PeopleSoft General Ledger Page Used to Import Ledger Data Into PeopleSoft General Ledger...53 Importing Ledger Data Into the PeopleSoft Financial Management Database...53 Integrating With Third-Party Financial Applications PeopleSoft Proprietary and Confidential v

6 Contents Chapter 7 Integrating With PeopleSoft Human Resources Management Applications Prerequisites Preparing Position Data for Import Pages Used to Prepare Position Data in PeopleSoft HRMS...56 Copying Job Data Tables...56 Calculating Step Increment Job Data...56 Calculating Estimated Annual Benefit Costs...58 Using ETL and Data Loader to Import Position Data Loading Position Data Into PeopleSoft Budgeting Interface Tables Pages Used to Load Position Data...60 Extracting Human Resources Budget Data...60 Formatting and Loading Imported Position Data...64 Accessing Human Resource ChartField Errors...66 Correcting Human Resource ChartField Errors...67 Mapping Human Resource Departments to Budget Centers...67 Updating Position Data Imported From PeopleSoft HRMS...68 Exporting Position Data From the Budgeting Model Exporting Position Budgeting Data From the Budgeting Model...69 Importing Position Data Into PeopleSoft HRMS Page Used to Import Position Data Into PeopleSoft HRMS...71 Importing Position Budgeting Data Into the PeopleSoft HRMS Database...71 Integrating With Third-Party Human Resource Applications Chapter 8 Integrating With Other Enterprise Performance Management Applications Understanding Integration With PeopleSoft Business Planning Prerequisite Populating PeopleSoft Budgeting with PeopleSoft Business Planning Data Chapter 9 Defining Your Budgeting Parameters Defining the Budget Analysis Base and Activities Pages Used to Define the Budget Analysis Base and Activities...77 Specifying Budget Analysis Base Details...78 Specifying Budgeting Activities...78 Defining Budget Centers Pages Used to Define Budget Centers...79 vi PeopleSoft Proprietary and Confidential

7 Contents Specifying Budget Centers...79 Defining Account Type Options Page Used to Define Account Type Options...81 Assigning Signs and Calculation Rules for Account Types...81 Establishing Budget Ledger Type Sets Pages Used to Establish Ledger Type Sets...84 Defining Budget Ledger Type Sets...84 Establishing Ledger Type Analysis and Targets...87 Defining Dimensions Pages Used to Define Dimensions...88 Defining Budget Dimensions...88 Defining Dimension Details...89 Setting Up Methods to Meet Your Business Needs Understanding Methods...92 Pages Used to Set up Methods, Drivers, Lookup Tables, and Method Groups...95 Modifying Method Names and Viewing Method Attributes...95 Defining Drivers for a Method...95 Defining Driver Lookup Tables...96 Establishing Budget Method Groups...99 Defining Budget Categories Page Used to Specify Budget Categories Specifying Budget Categories Specifying Rate Combinations Page Used to Set Up Rate Combinations Defining Rate Combinations Using Budgeting Templates Page Used to Define Templates Defining Templates Attaching Budget Guidelines Page Used to Attach Guidelines Attaching Budget Instructions and Guidelines Chapter 10 Setting Up Position Budgeting Understanding Position Budgeting Setup Prerequisite Compensation and Distribution Defaults Setting Up General Position Budgeting Defaults Pages Used in General Position Budgeting Defaults Setup PeopleSoft Proprietary and Confidential vii

8 Contents Setting Up Auto Numbering for Positions Identifying Accounts for Positions Setting Up Job Code Defaults Pages Used in Job Code Defaults Setup Defining Distribution Profiles Defining Salary Defaults Defining Benefit Plan Defaults Defining Earnings Defaults Defining Employer-Paid Tax Defaults Assigning Defaults to Job Codes Setting Up Position Data Defaults Page Used in Position Data Defaults Setup Defining Position Data Defaults Inquiring on Human Resource Data Pages Used to Inquire on Human Resource Data Viewing Human Resources Data Information Chapter 11 Setting Up Asset Budgeting Understanding Asset Budgeting Setup Asset Catalog Capital Acquisition Planning Specifying Asset Budgeting Defaults Pages Used to Specify Asset Budgeting Defaults Defining Asset Budgeting Defaults Selecting Asset Accounts Selecting Depreciation Accounts Specifying Asset Catalog Items Defining Capital Acquisition Plans Chapter 12 Setting Up Planning Targets Understanding Planning Targets Prerequisites Defining Planning Target Defaults Pages Used to Define Planning Target Defaults Validating Planning Target Details Defining Planning Target Tolerance Rules viii PeopleSoft Proprietary and Confidential

9 Contents Assigning Planning Target Controls Associating Planning Target Controls With a Budgeting Model Chapter 13 Building the Budgeting Model Understanding the Budgeting Model Prerequisites to Building the Budgeting Model Common Elements Used in This Chapter Defining the Budgeting Model Pages Used to Define the Budgeting Model Defining Budgeting Model Defaults Defining Model Dimensions Assigning Phases to the Budgeting Model Specify Tree Levels for Preparing and Viewing Budgets Specifying the Phase Budget Center Specifying Phase Ledger Types Defining Public Views Assigning Templates Sending to Budget Users Specifying Budget Method Defaults Defining Currency Options Specifying Planning Target Defaults Copying Existing Budgeting Models Pages Used to Copy Budgeting Models Copying a Budgeting Model Publishing the Budgeting Model Prerequisite Pages Used to Create and Publish the Budgeting Model Defining ChartField Conversion Tables Staging Budgeting Data Verifying Missing ChartField Data From Data Staging Process Verifying Model Dimension Values From Data Staging Process Publishing the Budgeting Model Creating User Security in the Budgeting Model Updating the Budgeting Model Pages Used to Update the Budgeting Model Updating Budgeting Users and Budget Centers Updating Dimensions Recalculating the Budgeting Model PeopleSoft Proprietary and Confidential ix

10 Contents Updating Driver Parameters Updating Analysis Base Ledger Data Updating Currency Exchange Rates Checking In Multiple Budgeting Activities Page Used to Check In Multiple Budgeting Activities Checking In and Viewing Budgeting Activities Chapter 14 Understanding Multiple Currency Processing in PeopleSoft Budgeting Understanding Multiple Currency Processing Setting Up Multiple Currency Processing Using Currency Quotation Methods How Budgeting Calculates Exchange Rates Processing Multiple Currencies When Staging the Budget Model Processing Multiple Currencies During Line-Item Budgeting Processing Multiple Currencies During Asset Budgeting Processing Multiple Currencies During Position Budgeting Inquiry and Reporting on Budgeting Data Processing Multiple Currencies During Budget Model Update Processing Multiple Currencies During Data Export From the Budgeting Model Processing Multiple Currencies During Posting to the General Ledger Chapter 15 Understanding PeopleSoft Commitment Control in PeopleSoft Budgeting Understanding PeopleSoft Commitment Control Using PeopleSoft Commitment Control Using Control Budget Rules Control Budget Options RuleSet Chartfield Keys and Translations Control ChartField Chapter 16 Budget Work Items and Versions Understanding Budget Work Items and Versions Common Elements Used in This Chapter Budget Work Items x PeopleSoft Proprietary and Confidential

11 Contents Budget Versions Creating Working Budget Versions Pages Used to Copy Budget Data Copying Budget Data Working with Budgeting Activities Understanding Budgeting Activities Understanding Activity Check Out Pages Used to Perform Budgeting Activities Accessing the Budget Work Items Page Access the Budget Work Item Versions Page Accessing the Budget Work Items Details Page Checking Budget Activities In and Out Checking Out Line-Item Budgeting to a Spreadsheet Prerequisites Checking Out Spreadsheets Considerations When Working With Spreadsheets Submitting and Rejecting Budgets Pages Used to Select, Submit, or Reject Budget Versions Selecting and Submitting Budget Versions Rejecting Budget Versions Sending Users s About a Budget Accessing Budgeting Documentation Page Used to View Budgeting Guidelines Reviewing Guidelines and Documentation Chapter 17 Preparing Line-Item Budgets Understanding Line-Item Budgeting Common Elements Used in This Chapter ChartFields Used in Line-Item Budgeting Process Steps for Preparing Line-Item Budgets Working With Line-Item Budgets Pages Used for Working With Line-Item Budgets Selecting Line-Item Budgets Maintaining Line Item Details Adding a Line-Item Budget Entry Using the Hot Keys Help Fixing ChartField Errors or Changing ChartFields Adding Notes to Line Item Budgets PeopleSoft Proprietary and Confidential xi

12 Contents Viewing Line-Item Budgets by Budget Period and Adjusting Line Amounts Using Methods Understanding Method Calculations Common Elements Used in This Section Pages Used to Work With Methods Using the Amount per FTE Method Using the Amount per Headcount Method Using the Amount by Budget Period Method Using the Amount x Defined Units Method Modifying the Annual Growth Rate Method Using the Distribution Method Using the Economic Driver Method Using the Itemization Method Using the Join Method Using the Budget Period Growth Rate Using the Related Account/Statistics Code Method Using the Units x Defined Amount Method Using the Base Budget Amount, Zero Method Amount, Asset, and Position Budget Methods Checking Budgets Against Planned Targets Page Used to Review Planned Targets Reviewing Planning Targets Making Mass Adjustments Submitting Your Budget Inquiring on Line Item Budgeting Data Pages Used to Perform Line-Item Budget Inquiries Entering Selection Criteria Viewing Line-Item Budgeting Data Inquiry Results Chapter 18 Preparing Position Budgets Understanding Position Budgeting Prerequisites Common Elements Used in This Chapter ChartFields Used in Position Budgeting Using the Position Budgeting Menu Page Used to Select Position Budgeting Activities Choosing Position Budgeting Activities Adding and Copying Positions Pages Used Add Positions xii PeopleSoft Proprietary and Confidential

13 Contents Adding Positions Copying Existing Positions Filling Positions Pages Used to Fill Positions Assigning Positions to Employees Editing Existing Positions Pages Used to Modify Existing Positions Editing Existing Positions Employee Job Detail Page Modifying and Distributing Position Costs Pages Used to Modify and Distribute Position Costs Modifying Salary Distributions Entering Earnings Viewing and Modifying Distributions for Earnings and Allowance Costs Entering Benefits Data View and Modify Distributions for Benefit Costs Entering Employer-Paid Taxes View and Modify Distributions for Employer-Paid Tax Costs Applying Mass Adjustments to Position Costs Pages Used to Adjust Position Data Modifying Position Data Inquiring on Human Resource Data Pages Used to View Human Resource Data Defaults Inquiring on Position Budgets Pages Used to Inquire on Position Budgeting Data Generating a Position Budgeting Inquiry Chapter 19 Using Asset Budgeting Understanding Asset Budgeting Prerequisites ChartFields Used in Asset Budgeting Selecting Asset Budgeting Activities Page Used to Select Asset Budgeting Activities Choosing Asset Budgeting Activities Performing Asset Budgeting Pages Used to Perform Asset Budgeting Searching for Existing Assets Adding Assets to the Budget PeopleSoft Proprietary and Confidential xiii

14 Contents Inquiring on Asset Budgeting Options Inquiring on Assets Page Used to Perform an Asset Budgeting Inquiry Viewing Asset Budgeting Information Chapter 20 Reviewing and Approving Budgets Understanding Budget Reviews and Approvals Prerequisites Multiple Budget Versions Data in the Budget Reviewer s Versions Budget Activities at the Budget Reviewer Level Using Line-Item Mass Adjustment Pages Used for Mass Adjustments Maintaining Mass Adjustment Definitions Selecting Line Items for Mass Adjustment Entering Mass Adjustments Details Applying or Reversing Mass Adjustments Applying Allocations Pages Used for Allocations Maintaining Allocations Selecting the Allocation Source Line Items Determining Allocation Source Amount Selecting the Allocation Target Line Items Determining Allocation Target Amounts Processing Allocations Rejecting and Submitting Budgets to the Next Budget Center Level Chapter 21 Extracting Budget Data for Reports Extracting Budget Data Page Used to Extract Data from PeopleSoft BAM Using the Data Extraction Control Page Appendix A ETL and Data Loader Maps ETL Maps for PeopleSoft 8.4 Financial Management Applications xiv PeopleSoft Proprietary and Confidential

15 Contents ETL Maps for PeopleSoft 8 SP3 Financial Management Applications Data Loader Maps for PeopleSoft Financial Management Applications ETL Maps for PeopleSoft 8.8 HRMS Applications ETL Maps for PeopleSoft 8.3 HRMS Applications ETL Maps for PeopleSoft 8 SP1 HRMS Applications Data Loader Maps for PeopleSoft HRMS Applications Appendix B PeopleSoft Budgeting Reports Budgeting Reports: A to Z Glossary of PeopleSoft Terms Index PeopleSoft Proprietary and Confidential xv

16 Contents xvi PeopleSoft Proprietary and Confidential

17 About This PeopleBook PeopleBooks provide you with the information that you need to implement and use PeopleSoft applications. This preface discusses: PeopleSoft application prerequisites. PeopleSoft application fundamentals. Related documentation. Typographical elements and visual cues. Comments and suggestions. Commonelements in PeopleBooks. Note. PeopleBooks document only page elements that require additional explanation. If a page element is not documented with the process or task in which it is used, then either it requires no additional explanation or it is documented with common elements for the section, chapter, PeopleBook, or product line. Elements that are common to all PeopleSoft applications are defined in this preface. PeopleSoft Application Prerequisites To benefit fully from the information that is covered in these books, you should have a basic understanding of how to use PeopleSoft applications. See Using PeopleSoft Applications. You might also want to complete at least one PeopleSoft introductory training course. You should be familiar with navigating the system and adding, updating, and deleting information by using PeopleSoft windows, menus, and pages. You should also be comfortable using the World Wide Web and the Microsoft Windows or Windows NT graphical user interface. These books do not review navigation and other basics. They present the information that you need to use the system and implement your PeopleSoft applications most effectively. PeopleSoft Application Fundamentals Each application PeopleBook provides implementation and processing information for your PeopleSoft database. However, additional, essential information describing the setup and design of your system appears in a companion volume of documentation called the application fundamentals PeopleBook. Each PeopleSoft product line has its own version of this documentation. PeopleSoft Proprietary and Confidential xvii

18 General Preface The application fundamentals PeopleBook consists of important topics that apply to many or all PeopleSoft applications across a product line. Whether you are implementing a single application, some combination of applications within the product line, or the entire product line, you should be familiar with the contents of this central PeopleBook. It is the starting point for fundamentals, such as setting up control tables and administering security. Related Documentation This section discusses how to: Obtain documentation updates. Order printed documentation. Obtaining Documentation Updates You can find updates and additional documentation for this release, as well as previous releases, on the PeopleSoft Customer Connection Website. Through the Documentation section of PeopleSoft Customer Connection, you can download files to add to your PeopleBook Library. You ll find a variety of useful and timely materials, including updates to the full PeopleSoft documentation that is delivered on your PeopleBooks CD-ROM. Important! Before you upgrade, you must check PeopleSoft Customer Connection for updates to the upgrade instructions. PeopleSoft continually posts updates as the upgrade process is refined. See Also PeopleSoft Customer Connection Website, Ordering Printed Documentation You can order printed, bound volumes of the complete PeopleSoft documentation that is delivered on your PeopleBooks CD-ROM. PeopleSoft makes printed documentation available for each major release shortly after the software is shipped. Customers and partners can order printed PeopleSoft documentation by using any of these methods: Web Telephone Web From the Documentation section of the PeopleSoft Customer Connection Website, access the PeopleSoft Press Website under the Ordering PeopleBooks topic. The PeopleSoft Press Website is a joint venture between PeopleSoft and Consolidated Publications Incorporated (CPI), the book print vendor. Use a credit card, money order, cashier s check, or purchase order to place your order. xviii PeopleSoft Proprietary and Confidential

19 General Preface Telephone Contact CPI at Send to CPI at See Also PeopleSoft Customer Connection Website, Typographical Conventions and Visual Cues This section discusses: Typographical conventions. Visual cues. Typographical Conventions The following table contains the typographical conventions that are used in PeopleBooks: Typographical Convention or Visual Cue Description Bold Indicates PeopleCode function names, method names, language constructs, and PeopleCode reserved words that must be included literally in the function call. Italics Indicates field values, emphasis, and PeopleSoft or other book-length publication titles. In PeopleCode syntax, italic items are placeholders for arguments that your program must supply. We also use italics when we refer to words as words or letters as letters, as in the following: Enter the number 0, not the letter O. KEY+KEY Indicates a key combination action. For example, a plus sign (+) between keys means that you must hold down the first key while you press the second key. For ALT+W, hold down the ALT key while you press W. Monospace font Indicates a PeopleCode program or other code example. (quotation marks) Indicate chapter titles in cross-references and words that are used differently from their intended meanings. PeopleSoft Proprietary and Confidential xix

20 General Preface Typographical Convention or Visual Cue Description... (ellipses) Indicate that the preceding item or series can be repeated any number of times in PeopleCode syntax. { } (curly braces) Indicate a choice between two options in PeopleCode syntax. Options are separated by a pipe ( ). [ ] (square brackets) Indicate optional items in PeopleCode syntax. & (ampersand) When placed before a parameter in PeopleCode syntax, an ampersand indicates that the parameter is an already instantiated object. Ampersands also precede all PeopleCode variables. (ISO) Information that applies to a specific country, to the U.S. federal government, or to the education and government market, is preceded by a three-letter code in parentheses. The code for the U.S. federal government is USF; the code for education and government is E&G, and the country codes from the International Standards Organization are used for specific countries. Here is an example: (GER) If you re administering German employees, German law requires you to indicate special nationality and citizenship information for German workers using nationality codes established by the German DEUEV Directive. Cross-references PeopleBooks provide cross-references either below the heading See Also or on a separate line preceded by the word See. Cross-references lead to other documentation that is pertinent to the immediately preceding documentation. Visual Cues PeopleBooks contain the following visual cues. Notes Notes indicate information that you should pay particular attention to as you work with the PeopleSoft system. Note. Example of a note. xx PeopleSoft Proprietary and Confidential

21 General Preface A note that is preceded by Important! is crucial and includes information that concerns what you must do for the system to function properly. Important! Example of an important note. Warnings Warnings indicate crucial configuration considerations. Pay close attention to warning messages. Warning! Example of a warning. Comments and Suggestions Your comments are important to us. We encourage you to tell us what you like, or what you would like to see changed about PeopleBooks and other PeopleSoft reference and training materials. Please send your suggestions to: PeopleSoft Product Documentation Manager PeopleSoft, Inc Hacienda Drive Pleasanton, CA Or send comments to doc@peoplesoft.com. While we cannot guarantee to answer every message, we will pay careful attention to your comments and suggestions. Common Elements in These PeopleBooks As of Date Business Unit Description Effective Date Once, Always, and Don t Run The last date for which a report or process includes data. An ID that represents a high-level organization of business information. You can use a business unit to define regional or departmental units within a larger organization. Enterupto30charactersoftext. The date on which a table row becomes effective; the date that an action begins. For example, to close out a ledger on June 30, the effective date for the ledger closing would be July 1. This date also determines when you can view and change the information. Pages or panels and batch processes that use the information use the current row. Select Once to run the request the next time the batch process runs. After the batch process runs, the process frequency is automatically set to Don t Run. Select Always to run the request every time the batch process runs. Select Don t Run to ignore the request when the batch process runs. PeopleSoft Proprietary and Confidential xxi

22 General Preface Report Manager Process Monitor Run Request ID User ID SetID Short Description Click to access the Report List page, where you can view report content, check the status of a report, and see content detail messages (which show you a description of the report and the distribution list). Click to access the Process List page, where you can view the status of submitted process requests. Click to access the Process Scheduler request page, where you can specify the location where a process or job runs and the process output format. An ID that represents a set of selection criteria for a report or process. An ID that represents the person who generates a transaction. An ID that represents a set of control table information, or TableSets. TableSets enable you to share control table information and processing options among business units. The goal is to minimize redundant data and system maintenance tasks. When you assign a setid to a record group in a business unit, you indicate that all of the tables in the record group are shared between that business unit and any other business unit that also assigns that setid to that record group. For example, you can define a group of common job codes that are shared between several business units. Each business unit that shares the job codes is assigned the same setid for that record group. Enter up to 15 characters of text. See Also Using PeopleSoft Applications PeopleSoft Process Scheduler xxii PeopleSoft Proprietary and Confidential

23 PeopleSoft 8.8 Budgeting PeopleBook Preface Welcome to the PeopleSoft 8.8 Budgeting PeopleBook. This PeopleBook describes how to set up and use PeopleSoft Budgeting. This preface discusses: PeopleSoft Enterprise Warehouse PeopleBooks PeopleSoft Business Analysis Modeler Documentation PeopleSoft Enterprise Warehouse Additional, essential information describing the setup and design of your system appears in a companion volume of documentation called PeopleSoft 8.8 Enterprise Warehouse PeopleBook. Note. OneormorepagesinPeopleSoftBudgeting operate in deferred processing mode. Deferred processing is described in the preface in the PeopleSoft 8.8 Enterprise Warehouse PeopleBook PeopleSoft Business Analysis Modeler Documentation Documentation for PeopleSoft Business Analysis Modeler (BAM) is delivered on the BAM CD. PeopleSoft Proprietary and Confidential xxiii

24 Preface xxiv PeopleSoft Proprietary and Confidential

25 CHAPTER 1 Getting Started With PeopleSoft Budgeting This chapter provides an overview of implementing PeopleSoft Budgeting and discusses: Integration points. Implementation tasks. PeopleSoft Budgeting Overview PeopleSoft Budgeting supports your strategic objectives by creating an interactive and collaborative budgeting process. With PeopleSoft Budgeting, you can: Perform multiple budgeting activities, such as line item budgeting, position budgeting, asset budgeting, mass adjustments, and budget allocations. Handle distribution, preparation, review, and approval of budgets that use organization defined time frames, account codes, and data field combination. Build control and oversight into the budgeting process through user-defined rules to model your way of doing business. Use responsive driver-based methodology for developing bugdet plans. Utilize the budgeting spreadsheet add-in to facilitate budget entry. Role-based architecture and workflow enabled for notifications and approvals/rejections. Leverage an intuitive spreadsheet-like interface for budget anlaysis using the web-based drag and drop feature, or generate reports against the data using the delivered SQR reports. Have data integration between PeopleSoft Business Planning, PeopleSoft Finanacial Management applications, and PeopleSoft Human Resource Management. You can also integrate PeopleSoft Budgeting with PeopleSoft and non-peoplesoft data to align budgets with all current and historical business data (from both PeopleSoft and non-peoplesoft systems). Specifcially, you can use PeopleSoft Budgeting with PeopleSoft Business Planning to create a complete planning and budgeting solution, aligning your top-down strategic planning with continuous forecasting and bottom-up budgeting. Used in tandem, your budgets can be synchronized with your business plan, enabling you to use your business plans as the foundation for your budget. In addition, you can use the solution for performance management by easily comparing actual results against budgets and plans, and then taking action or adjusting targets as necessary. PeopleSoft Budgeting is delivered under the Financial Analytics product module within the PeopleSoft Enterprise Performance Management (EPM) product line. It takes advantage of PeopleSoft Enterprise Warehouse and the PeopleSoft Business Analysis Modeler (BAM) a modeling tool. PeopleSoft Proprietary and Confidential 1

26 Getting Started With PeopleSoft Budgeting Chapter 1 PeopleSoft Budgeting provides reports and reporting tools. We deliver PeopleSoft Budgeting with the Informatica PowerMart Extract, Transform, and Load (ETL) and Data Loader maps. The maps are designed to transfer data to the PeopleSoft EPM ODS staging tables and the EPM Data Warehouse tables from Financial and HRMS source databases. Note. PeopleSoft Budgeting does not require use of Operational Data Storage (ODS) Reporting tables within the PeopleSoft Enterprise Warehouse. However, Budgeting uses data loaded into the ODS staging area. PeopleSoft Budgeting Integrations You can exchange data between PeopleSoft Budgeting and the following PeopleSoft applications: PeopleSoft Asset Management PeopleSoft Business Planning PeopleSoft General Ledger PeopleSoft Human Resources Management PeopleSoft Projects PeopleSoft Financial Management PeopleSoft Financials Management Database Extract, Transform, Load (ETL) PeopleSoft Enterprise Performance Management Database Staging tables Staging tables PeopleSoft Business Planning PeopleSoft HRMS Staging tables Staging tables data export data export PeopleSoft Budgeting Allocation Manager PeopleSoft HRMS Database ETL PeopleSoft Budgeting Integration Points You can also use data from third-party applications. We discuss integration considerations in the implementation chapterts in this PeopleBook. 2 PeopleSoft Proprietary and Confidential

27 Chapter 1 Getting Started With PeopleSoft Budgeting See Also PeopleSoft Budgeting Implementation This section describes the tables you define to implement PeopleSoft Budgeting. The following steps are listed in suggested implementation sequence. The actual sequence by which you implement and use the application may differ. In the planning phases of your implementation, take advantage of all PeopleSoft sources of information, including installation guides, ETL mapping reports, and data models. A complete list of these resources is in the preface of the PeopleSoft Enterprise Warehouse PeopleBook, with information about where to find the most current version of each. See Also PeopleSoft 8.8 Enterprise Warehouse PeopleBook Setting Up System Prerequisites As with any implementation, the tasks you need to perform, and the sequence in which you perform them, depend on many variables. These variables include: Sourcedataand decisions about how you want to use and integrate the data. Combination and use of other PeopleSoft and third-party products. PeopleTools setup and implementation. Decisions about how your organization will use PeopleSoft Budgeting functionality. Because of the many variables that can make each implementation different, we recommend that you carefully evaluate and determine the tasks required to successfully implement PeopleSoft Budgeting within your organization. One of the variables to consider when you implement PeopleSoft Budgeting is the number of other PeopleSoft EPM products your organization implements. PeopleSoft Budgeting does not utilize all of the administrative options and tools available within the PeopleSoft EPM product line. Therefore, you need not set up everything in PeopleSoft EPM to utilize PeopleSoft Budgeting. PeopleSoft Budgeting functionality does not require use of PeopleSoft Enterprise Warehouse jobstreams, Data Marts, or metadata. If you use PeopleSoft EPM to add or edit ChartFields, the new or modified ChartField values are not exported for integration purposes. We recommend that you add and edit ChartFields in your financials database and use ETL to import the data into PeopleSoft Budgeting. If you use PeopleSoft Enterprise Warehouse to add or edit currencies and market exchange rates, PeopleSoft Budgeting uses these modified tables. However, the new or modified values are not exported for integration purposes. We recommend that you add and edit currencies and market exchange rates in your financials database and use ETL to import the data into Budgeting. PeopleSoft Proprietary and Confidential 3

28 Getting Started With PeopleSoft Budgeting Chapter 1 If you use PeopleSoft Enterprise Warehouse to add or edit job codes, the new or modified job code values are not exported for integration purposes. We recommend that you add and edit job codes in your human resource database and use ETL to import the data into PeopleSoft Budgeting. The following table is a sequence of tasks for setting up system prerequisites. Step 1. Set up PeopleSoft PeopleTools security. Use PeopleTools to complete general PeopleSoft security, including permission lists, user roles, and user profiles. 2. Apply updates for financial data integration. To use data from PeopleSoft Financial Management, you must apply updates located on PeopleSoft Customer Connection to obtain objects required for financial integration. After you apply the updates, you can use data from your financials database, which may include: ChartFields and ChartFields combinations edit data, Ledger data and groups, control budget setup data, currencies and market exchange rates, and asset management data. 3. (Optional). Run PeopleSoft Asset Management and PeopleSoft Projects processes within the PeopleSoft Financial Management database to prepare asset and project data integration. To use data from third-party applications, you can populate the ODS staging tables located in the PeopleSoft EPM database. 4. (Optional.) Import postion data from the PeopleSoft HRMS database. To use data from PeopleSoft Human Resources Management (HRMS), you must apply updates located on PeopleSoft Customer Connection to obtain objects required for position data integration. After you apply the updates you can use data from your human resources database, which may include: jobcode, salary plans, benefit plans, earning codes, union codes, tax classes, position and employees. Please note, PeopleSoft Budgeting does not suppport Global Payroll. 5. (Optional.) Run position-related processes within the PeopleSoft HRMS database to prepare position data integration. To use data from third-party applications, you can populate the ODS staging tables located in the PeopleSoft EPM database. 6. (Optional.) Set up PeopleSoft Enterprise Warehouse security. You can define security within PeopleSoft Enterprise Warehouse. PeopleSoft Budgeting functionality does not require that you set up security specifically for the warehouse. Reference PeopleTools 8.4x PeopleBook: Security Chapter 8, Integrating With Other Enterprise Performance Management Applications, page 73 PeopleSoft EPM Installation documentation located on Customer Connection. Chapter 8, Integrating With Other Enterprise Performance Management Applications, page 73 Chapter 6, Integrating With PeopleSoft Financial Management Applications, page 41 Chapter 8, Integrating With Other Enterprise Performance Management Applications, page 73 PeopleSoft EPM Installation documentation located on Customer Connection. Chapter 8, Integrating With Other Enterprise Performance Management Applications, page 73 Chapter 7, Integrating With PeopleSoft Human Resources Management Applications, page 55 PeopleSoft 8.8 Enterprise Warehouse PeopleBook, Securing Your System 4 PeopleSoft Proprietary and Confidential

29 Chapter 1 Getting Started With PeopleSoft Budgeting Step 7. Set up general options in PeopleSoft Enterprise Warehouse. This can include the following: installation options, detail calendars, and operator defaults. Optionally, set up the following: units of measure, currencies, and market rates. 8. Define the operational infrastructure in PeopleSoft Enterprise Warehouse This includes defining the Performance Ledger (PF) business units and the General Ledger (GL) business units. For every GL business unit you want to use for budgeting purposes, you create a GL business unit in the PeopleSoft EPM database. Other areas to establish include: TableSet sharing updates, account types, scenarios, ledger templates, detail ledgers, and dimensions. 9. Import financial and position data into PeopleSoft EPM ODS tables. Use ETL to transfer data from PeopleSoft Financial Management and PeopleSoft HRMS into ODS staging tables. 10. Load financial and position data into Data Warehouse tables within PeopleSoft EPM. To do this, run the Data Loader process to move imported financial and position data from ODS tables to warehouse tables. 11. Transfer or define trees used for budgeting purposes. Use the PeopleTools TreeMover utility to transfer trees from PeopleSoft Financial Management into the PeopleSoft Enterprise Warehouse. 12. Optional. Load PeopleSoft Business Planning data. To do this, run Allocation Manager in Enterprise Warehouse to populate PeopleSoft Budgeting ledger tables with PeopleSoft Business Planning data. 13. Set up PeopleSoft Business Analysis Modeler (BAM) template and model definitions. PeopleSoft Budgeting delivers a template called BUDGETING, which you can copy and use. We also deliver a model definition called BUDGETING, which you can also copy and use. Set up your PeopleSoft BAM options. Reference PeopleSoft 8.8 Enterprise Warehouse PeopleBook, Processing Multiple Currencies and PeopleSoft 8.8 Enterprise Warehouse PeopleBook, Setting Up General Options PeopleSoft 8.8 Enterprise Warehouse PeopleBook, Defining Your Operational Structure For information on ETL maps we deliver, see Apendix A. PeopleSoft 8.8 Enterprise Warehouse PeopleBook, Correcting Data Load Errors and Maintaining and Correcting Dimensions For information on the Data Loader maps we deliver, see Appendix A. PeopleSoft 8.8 Enterprise Warehouse PeopleBook, Correcting Data Load Errors and Maintaining and Correcting Dimensions PeopleTools PeopleBook: Data Management, PeopleTools Utilities. Use the PeopleTools Tree Manager to create trees in the PeopleSoft Enterprise Warehouse. PeopleTools PeopleBook: Tree Manager. Chapter 8, Integrating With Other Enterprise Performance Management Applications, page 73 For information about Allocation Manager, PeopleSoft 8.8 Enterprise Warehouse PeopleBook, Using Enterprise Warehouse Data Enhancement Tools PeopleSoft 8.8 Enterprise Warehouse PeopleBook, Integrating with Business Analysis Modeler (BAM) Setting Up PeopleSoft Budgeting The following is a general sequence of tasks for setting up PeopleSoft Budgeting. The actual tasks, and sequence in which you perform each task, may differ. PeopleSoft Proprietary and Confidential 5

30 Getting Started With PeopleSoft Budgeting Chapter 1 Step Reference 1. Specify general budgeting system options. Chapter 5, Maintaining General System Options, page Define budgeting parameters. This includes defining parameters used to formulate the budgeting model such as: budget center, dimension details, method groups, and budget ledger typesets. 3. Define PeopleSoft Budgeting security to budgeting model. Define business unit, budget center, and activity access for budgeting users and their user roles within PeopleSoft Budgeting. 4. Optional. Set up position budgeting defaults. Position budgeting defaults include salary, benefits, and earnings compensation, employer-paid tax defaults, distributions, and job codes. 5. Optional. Load, correct, and update position data in PeopleSoft Budgeting. Once position data from your human resource system is located in the PeopleSoft EPM warehouse tables, you prepare this data for use in PeopleSoft Budgeting. Run the position data processes to extract, format, and load position data in PeopleSoft Budgeting. Review and correct ChartField errors. Define the mapping between human resource departments and budget centers. Modify position data imported from PeopleSoft HRMS. 6. Optional. Set up asset budgeting defaults. Asset budgeting defaults include asset budgeting defaults, asset catalogs, and capital acquisition plans. 7. Optional. Load asset budgeting data in PeopleSoft Budgeting. Once asset management data from your financial system is located in the PeopleSoft EPM warehouse tables, you prepare this data for use in PeopleSoft Budgeting. Run the asset budgeting processes to extract and format asset data in PeopleSoft Budgeting. Chapter 9, Defining Your Budgeting Parameters, page 77 Chapter 4, Securing Your System for PeopleSoft Budgeting, page 21 Chapter 7, Integrating With PeopleSoft Human Resources Management Applications, page 55 Chapter 7, Integrating With PeopleSoft Human Resources Management Applications, page 55 Chapter 11, Setting Up Asset Budgeting, page 129 Chapter 6, Integrating With PeopleSoft Financial Management Applications, page Optional. Set up planning target defaults. Chapter 8, Integrating With Other Enterprise Performance Management Applications, page 73 and Chapter 12, Setting Up Planning Targets, page Build the budgeting model. This can include: defining budgeting model defaults, dimensions, phases, ledger types, methods, rate types and currency codes, and planning targets. You also need to define budget ledger mapping. Chapter 13, Building the Budgeting Model, Defining the Budgeting Model, page PeopleSoft Proprietary and Confidential

31 Chapter 1 Getting Started With PeopleSoft Budgeting Step 10. Publish the budgeting model. To do this, run the data staging (BP_STAGE), publish (BPBUILDMODEL), and Update Users (BP_UPDT_USR) processes in that order to publish data for the budgeting model to the PeopleSoft BAM database. Reference Chapter 13, Building the Budgeting Model, Publishing the Budgeting Model, page View and correctchartfield mapping errors. Chapter 13, Building the Budgeting Model, page 145 PeopleSoft Proprietary and Confidential 7

32 Getting Started With PeopleSoft Budgeting Chapter 1 8 PeopleSoft Proprietary and Confidential

33 CHAPTER 2 Understanding PeopleSoft Budgeting This chapter provides an overview for understanding PeopleSoft Budgeting. Understanding the Strategic Budgeting Process A budget is at the foundation of your organization s operations. Each organization goes through deliberations that result in an approved budget. In a typical organization, budgeting is also an iterative process expenses and revenue estimates are reevaluated, start and end date are changed, and strategic objectives are modified. PeopleSoft Budgeting accommodates these changes so that you can modify your budget plan and update your database tables. PeopleSoft Budgeting is an analytic application that enables you to: 1. Access historical and current data. 2. Analyze the data. 3. Create a budget plan for the future. Like other PeopleSoft applications, PeopleSoft Budgeting stores data in relational database tables and enables you to extract data from them; view, analyze, and modify the data; then move it back into the original tables. Understanding the concepts behind this process and the tools that help you manipulate the data helps you perform whatever role you serve in the budgeting process at your organization. PeopleSoft Budgeting guides you through the key elements of a strategic budgeting process. The following diagram illustrates this strategic budgeting process. PeopleSoft Proprietary and Confidential 9

34 Understanding PeopleSoft Budgeting Chapter 2 Define Budget Objectives Access Historical and Actual Data Develop a Base Budget Monitor Progress and Amend Refine Budget Access Data and Prepare Budget Post and Report Results Review Budget Strategic Budgeting Process Understanding PeopleSoft Business Analysis Modeler PeopleSoft Budgeting uses PeopleSoft Business Analysis Modeler (BAM) to build models that help you organize, analyze, plan, report, and approve your organization s budget. Each model reflects the relationships between different kinds of data. For example, if revenues rise faster than expenses, the relationship between revenue and expenses is defined as net income going up. he model uses data cubes and dimensions to model not only simple relationships but also complex ones. This section discusses: Datacubes and dimensions. Rules-based methodology. Online inquiries. Understanding Data Cubes and Dimensions Illustration Adatacube is like a sheet of paper that contains only one kind of data. It is a measurement for a unit of business activity. For example, a model of an organization might contain a data cube for each of the following: expenditures; revenues; account balances; and personnel, operation, and maintenance costs. A dimension is a list of people, places, or things that have something in common. For example, an organizational model might contain the following dimensions: employees, account types, and time periods. 10 PeopleSoft Proprietary and Confidential

35 Chapter 2 Understanding PeopleSoft Budgeting Data cubes and dimensions work together to create a business analysis model s structure. To illustrate how this works, suppose you write Expenditures at the top of a blank sheet of paper. This is like creating a new data cube. Youwanttoview your expenditures by quarter, so you write a list of quarters across the top of the cube. You also want to view your expenditures by department, so you write a list of departments down the side of the cube. The following chart illustrates how your sheet of paper represents an Expenditures data cube with two dimensions. Western Region Eastern Region Northern Region Southern Region Headquarters Expenditures Q1 Q2 Q3 Q4 Total Data Cube With Two Dimensions Your Expenditures cube now contains a table with a value for every quarter and department. You created this table by adding two dimensions Quarters and Departments to the cube. This is where BAM takes a powerful step beyond pencil and paper. Imagine that the dimensions are separate objects, independent of the Expenditures cube. Although you ve created the Quarters and Departments dimensions on the Expenditures cube, you can use these same dimensions on other data cubes. For example, suppose you take a new sheet of paper and write Revenues at the top. Then you simply attach the existing dimensions to the new sheet as follows: Western Region Eastern Region Northern Region Southern Region Headquarters Expenditures Q1 Q2 Q3 Q4 Total Western Region Eastern Region Northern Region Southern Region Headquarters Revenues Q1 Q2 Q3 Q4 Total Attaching Existing Dimensions to a New Data Cube It s tempting to think that the dimensions on the Expenditures cube are copies of the dimensions on the Revenues cube. That s true on paper but that s not how it works in BAM. The dimensions are independent objects that you use on the data cubes. Therefore, the Quarters dimension on the Revenues cube is the same dimension as the Quarters dimension on the Expenditures cube. This means that any change you make in a dimension is reflected on all the data cubes that use that dimension. PeopleSoft Proprietary and Confidential 11

36 Understanding PeopleSoft Budgeting Chapter 2 For example, suppose you add a department (International) to the Departments dimension on the Expenditures cube. BAM automatically adds International to the Departments dimension on the Revenues cube. Western Region Eastern Region International Northern Region Southern Region Headquarters Expenditures Q1 Q2 Q3 Q4 Total Western Region Eastern Region International Northern Region Southern Region Headquarters Revenues Q1 Q2 Q3 Q4 Total AddingaMembertoaDimension You can use a combination of existing and new dimensions when you define a data cube. Although the relationships are very simple, data cubes and dimensions are very powerful and flexible structures enabling you to build and work with even the most complex relationships of data. Understanding Rules-Based Methodology The system requires that you use a rule-based formula, or method, to define the relationships between data cubes and dimensions. Methods reduce the complexity of a model because you don t have to write a separate formula for each budget value in a data cube. Methods refer to types of information rather than to specific values or cells within a spreadsheet. Methods enable you to easily view and explain how you derived a value. You define a general rule that specifies how to calculate each value in a data cube. You can add accounts, departments, or months to the data cubes without changing or copying the method because the relationship between the data cubes doesn t change. Understanding Dynamic Online Inquiries You can get your query results online when you use any of the following pages: Comparative Budget Analysis. Budget Version Comparison. Budget Period Analysis. Position Budgeting Inquiry. Asset Budgeting Inquiry. You can use a Web-based drag-and-drop feature to modify the format of the report. You can then manipulate the format of the results, change the criteria used to generate them, and preview and download the results to Microsoft Excel. 12 PeopleSoft Proprietary and Confidential

37 Chapter 2 Understanding PeopleSoft Budgeting See Also Chapter 18, Preparing Position Budgets, page 281 Chapter 17, Preparing Line-Item Budgets, page 227 Understanding the Application Architecture The technical architecture of PeopleSoft Budgeting comprises several components: PeopleSoft EPM database. PeopleSoft HRMS and PeopleSoft Financial Management databases. PeopleSoft Internet Architecture (PIA). PeopleTools Application Server, including the PeopleTools Web Server. PeopleSoft Business Analysis Modeler (BAM) server, including the Logic Server and the Web Server. BAMdatabase. The following diagram illustrates how these components work together: ETL Positions PeopleSoft HRMS Database Export Data Export Data PeopleSoft Financials Database ETL Ledgers & Chartfields PeopleSoft EPM (Budgeting) Database PeopleTools App Server PeopleSoft BAM Database Multidimensional Analysis PeopleTools Web Server Publish Model BAM Web Server Work station PeopleSoft Budgeting Architecture PeopleSoft Proprietary and Confidential 13

38 Understanding PeopleSoft Budgeting Chapter 2 Understanding Roles Within PeopleSoft Budgeting Each role is used to facilitate the security and budget development process based on a defined set of default functions. You modify the functions assigned to roles when setting up security according to your organization s needs. The types of activities users perform in the budgeting process depend on their job responsibilities. Here is an example of the typical roles PeopleSoft Budgeting uses to structure the various activities performed during a budgeting cycle: A budget coordinator manages the overall budgeting process including setup, distribution, and consolidation of the budget. A budget analyst reviews budget plans and refines their rules. A budget preparer or casual preparer prepares detailed budget plans and submits them for review. A budget reviewer reviews, approves, and submits budget plans. A system administrator defines user security and access. The following diagram illustrates the roles within a process: 14 PeopleSoft Proprietary and Confidential

39 Chapter 2 Understanding PeopleSoft Budgeting No Executive Board: Request Budget Conduct Budget Deliberations Approve Yes Budget Coordinator: Set up Budget System Develop Base Budget and Distribute Consolidate Budgets and Present Export Adopted Budget to GL Yes Analyst: Review, Refine Rules and Distribute Approve Review Submitted Budget No Budget Preparer or Casual Preparer: Modify and Submit Budget No Budget Reviewer: Review Budget Approve Yes Submit Budget Roles in the Budgeting Process See Also Chapter 4, Securing Your System for PeopleSoft Budgeting, page 21 PeopleSoft Proprietary and Confidential 15

40 Understanding PeopleSoft Budgeting Chapter 2 16 PeopleSoft Proprietary and Confidential

41 CHAPTER 3 Using the Budgeting Home Page This chapter discusses the Budgeting Home Page navigation. Note. For discussion purposes, we ve logged into PeopleSoft Budgeting using the Budget Coordinator role. The functions that appear on your home page may be different depending on your role assignment. Navigating the Budgeting Home Page We ve provided a home page for PeopleSoft Budgeting. The home page is the primary page you use to access the six predefined budget functions as follows: System Administration Budget Preparation Data Integration Budgeting Setup Budget Analysis My Profile PeopleSoft Proprietary and Confidential 17

42 Using the Budgeting Home Page Chapter 3 Page Used to Navigate the Budgeting Home Page Page Name Object Name Navigation Usage Budgeting HomePage BP_START1 Budgeting, Budgeting Home Access budget functions enabled for a user role. System Administration, Budget Preparation, Data Integration, Budgeting Setup, Budget Analysis, My Profile BP_MENU_LEVEL1 Budgeting, Budgeting Home, System Administration Budgeting, Budgeting Home, Budget Preparation Budgeting, Budgeting Home, Data Integration Budgeting, Budgeting Home, Budgeting Setup Budgeting, Budgeting Home, Budget Analysis Budgeting, Budgeting Home, My Profile Access menu options for a budget function. Administer User Security, Maintain Overall System Option, Prepare Budgets, General Ledger Integration, Human Resource Integration, Asset Management Integration, Define Budgeting Parameters, Position Budgeting Defaults, Human Resource Default Inquiry, Asset Budgeting Defaults, Planning Target Defaults, Setup Budgeting Model, Process Budgeting Model, Analysis, Reports, Data Extraction, User Preferences, ToolBox BP_MENU_LEVEL2 Click the appropriate link on the respective menu page. Access pages for a menu option. Navigating to the Budgeting Home Page Access the Budgeting Home Page. 18 PeopleSoft Proprietary and Confidential

43 Chapter 3 Using the Budgeting Home Page Budgeting Home page The budget functions that appear on the home page depend on your role and user ID. Click the budget function link to access the menu options for a budget function. PeopleSoft Proprietary and Confidential 19

44 Using the Budgeting Home Page Chapter 3 20 PeopleSoft Proprietary and Confidential

45 CHAPTER 4 Securing Your System for PeopleSoft Budgeting This chapter lists prerequisites and discusses how to: Assign budgeting roles to roles defined in PeopleTools. Assign budget functions to budgeting roles. Define budget users. Assign budget users to business units, budget activities, and budget centers. Review and assign security access. Understanding PeopleSoft Budgeting Security Setup Security setup defines the way your system is configured and controlled. The ultimate goal is to develop an interface and functionality specific to your particular organization. To implement PeopleSoft Budgeting security setup, you set up user profiles and roles that are assigned to individual users. Use the security setup pages in PeopleTools and PeopleSoft Budgeting to provide access to the data, functions, and pages that give users the ability to perform their work. See Also PeopleTools 8.4x PeopleBook: Security Prerequisites You must complete general PeopleSoft security setup including the following: 1. Define permission lists. You define permission lists before you assign permission lists to user roles. Permission lists are the objects that control what a user can and cannot access. 2. Set up user profiles. User profiles define individual PeopleSoft users. You define user profiles andthenlinkthemtooneormoreroles. Userprofiles must be set up in the system before you can give a user access to the PeopleSoft Budgeting system. In setting up user profiles, you create User IDs, associated roles with the User ID and then assign permission lists. 3. Assign permission lists to user roles. A user role is a link between a permission list and a user profile. A role may use multiple permission lists, and a user profile may be assigned multiple roles. A user s system access is a combination of all of their user roles. PeopleSoft Proprietary and Confidential 21

46 Securing Your System for PeopleSoft Budgeting Chapter 4 See Also PeopleTools 8.4x PeopleBook: Security, Working with Permission Lists PeopleTools 8.4x PeopleBook: Security, Roles PeopleTools 8.4x PeopleBook: Security, User Profiles Assigning Budgeting Roles to PeopleTools User Roles You use PeopleTools pages to define a user role. PeopleSoft Budgeting requires that you assign these user roles to budgeting roles. PeopleSoft Budgeting delivers the following predefined budgeting roles: Budget Coordinator Budget Analyst Budget Reviewer Budget Preparer Casual Preparer Security Administrator The central budget office coordinator for an organization. This person determines budget parameters and guidelines, builds the budgeting model, coordinates the overall budget process for the organization, and does high-level forecasting and analysis. The user who has budget responsibility for a budget center, typically a unit, department, or division within an organization. This user may break a budget into smaller units for distribution to lower levels and establish additional guidelines for those smaller units to follow in the budgeting process. Budget Analysts also do some forecasting and modeling for their overall budget. The user who has responsibility for reviewing and approving submitted budget plans for a budget center. In many cases, a Budget Analyst and a Budget Reviewer may be the same person. The user at the lowest level of budget preparation for a budget center. This user provides line-item, asset, and position budget amounts, and justifications to higher-level users and does not usually perform budget allocations or analysis. When finished preparing a budget, this user submits a budget to a higher level budget center for review and approval. An additional user at the lowest level of budget preparation for a budget center. This user performs the same activities as the Budget Preparer role when access is granted. The system does not, however, enable the casual preparer role to define their own private views for line-item budgeting. When finished preparing a budget, this user submits a budget to a higher level budget center for review and approval. The person in charge of system security. 22 PeopleSoft Proprietary and Confidential

47 Chapter 4 Securing Your System for PeopleSoft Budgeting Page Used to Assign Budgeting Role to User Role Page Name Object Name Navigation Usage Budgeting Roles BP_ROLE_DEFN Budgeting, Budgeting Home, System Administration, Administer User Security, Budgeting Roles Assigning Budgeting Roles to User Roles Access the Budgeting Roles page. Assign delivered budgeting roles to user roles defined in PeopleTools. Budgeting Roles pages When you assign a user role to a Budgeting Role, you are essentially assigning permission lists to the budgeting role. Select a PeopleSoft Role (user role) for each of the delivered Budgeting Roles. The drop-down list box contains all user roles defined in PeopleTools. If you leave a PeopleSoft Role blank for a Budgeting Role, the system assumes that you are not using the Budgeting Role. Assigning Budget Functions to User Roles There are six predefined budget functions that can appear on the Budgeting home page. You can determine the functions you want each user role to access. PeopleSoft Proprietary and Confidential 23

48 Securing Your System for PeopleSoft Budgeting Chapter 4 Page Used to Assign Budget Functions to Roles Page Name Object Name Navigation Usage Budget Functions by Role BP_FUNC_BY_ROLE Budgeting, Budgeting Home, System Administration, Administer User Security, Budgeting Functions by Roles Assigning Budget Functions To Roles Access the Budget Functions by Role page. Assign functions to roles used to determine role access to the six main menu items on the Budgeting home page. Budget Functions by Role page Select the function that you want the analyst, coordinator, preparer, reviewer, system administrator, or casual preparer to access. The selected functions for a role appear on the Budgeting home page, depending on the roles associated with the user who logs on to the system. The available functions include: Budget Preparation Enables access to budget preparation activities. The Budget Preparation function includes these budget activities: line-item budgeting, position budgeting, asset budgeting, line-item mass adjustment, and budget allocation. Define access to these budget activities by user ID and role name using the Administer User Security page. The menu option under Budget Preparation is called Prepare Budgets. Budgeting Setup Enables access to publish and update a budgeting model. This includes setting up budget parameters such as budget ledger type sets, dimensions, budget methods, budget drivers, budget categories, and others. If you are using position or asset budgeting, this function also includes default pages for these activities. The menu options under Budgeting Setup are the following: Define Budgeting Parameters Position Budgeting Defaults 24 PeopleSoft Proprietary and Confidential

49 Chapter 4 Securing Your System for PeopleSoft Budgeting Data Integration My Profile Budget Analysis System Administration Human Resource Default Inquiry Asset Budgeting Defaults Planning Target Defaults Setup Budgeting Model Process Budgeting Model Enables access to set up and perform data exchanges between financial and human resource applications. The menu options under Data Integration are the following: General Ledger Integration Human Resource Integration Asset Management Integration Enables access to defining user preferences and sending . The menu options under My Profile are the following: User Preferences ToolBox Enables access to defining parameters for and generating reports on budget data. Users can define report parameters, view, download, and run reports. Users can also export data from the budgeting model. The menu options under Budget Analysis are the following: Analysis Reports Data Extraction Enables access to pages for setting up PeopleSoft Budgeting user security and system options. The menu options under System Administration are the following: Administer User Security Maintain Overall System Options Note. The roles that appear are predefined in PeopleSoft Budgeting. Defining Budget Users Before granting access to the PeopleSoft Budgeting system or sending automatic s to those involved in the budgeting process, identify your budgeting system users. You define budget users from the user profiles you set up in PeopleTools. PeopleSoft Proprietary and Confidential 25

50 Securing Your System for PeopleSoft Budgeting Chapter 4 Page Used to Define Budget Users Page Name Object Name Navigation Usage Define Budget Users BP_USER_SELECT Budgeting, Budgeting Home, System Administration, Administer User Security, User List Identifying Budget Users Access the Define Budget Users page. Define specific user access to PeopleSoft Budgeting. Define Budget Users page Budget User Select to enable a user access to the budgeting system. Assigning Users to Business Units, Budget Activities, and Budget Centers To specify the security access for individual budget users, associate each user to budget activities and budget centers within a business unit. Prerequisites Before you assign users to business units, budget activities, and budget centers, you must: Define budgeting system users and their user roles. 26 PeopleSoft Proprietary and Confidential

51 Chapter 4 Securing Your System for PeopleSoft Budgeting Set up budget center definition. Specify budget activities. See Also Pages Used to Assign Users to Business Units, Budget Activities, and Budget Centers Page Name Object Name Navigation Usage User Roles BP_USER_ROLES Budgeting, Budgeting Home, System Administration, Administer User Security, Assign Users Roles Budget User Business Units BP_USER_CENTERS1 Click the Business Units link on the User Roles page. Budget Activities BP_USER_ACTIVITIES Click the Budget Activities link on the Budget User Business Units page. Budget Centers BP_USER_CENTERS2 Click the Budget Centers link on the Budget User Business Units page. View Roles Assigned to Users Access the User Roles page. View role names assigned to auserid. Select the business units to which you want the user profile to have access. The business units that you select on this page define the security needed to support the budget review and consolidation process. You must select appropriate business units before you can assign budget activities and budget centers. Assign budget activities to user profiles. Assign the budget centers within a business unit that you want the user to access. User Roles page The roles assigned to the User ID appear on the page. PeopleSoft Proprietary and Confidential 27

52 Securing Your System for PeopleSoft Budgeting Chapter 4 Assigning Business Units to Users Access the Budget User Business Units page. Budget User Business Units page Business Unit Add the business units that you want the user to access for that role. When you build the budgeting model, users are able to access data within the model based upon the business units defined here. Note. Deleting a business unit removes all budget activities and budget center assignments for the business unit. You must assign new budget activities and budget centers for any added business unit. Assigning Budget Activities to Users Access the Budget Activities page. 28 PeopleSoft Proprietary and Confidential

53 Chapter 4 Securing Your System for PeopleSoft Budgeting Budget Activities page Select Activity Select each budget activity associated with the business unit that you want the user to access. Note. Access to update detailed position and asset budgeting activities requires a user to be assigned as a preparer or casual preparer at the lowest budget center level of budget preparation. Assigning Budget Centers to Users Access the Budget Centers page. PeopleSoft Proprietary and Confidential 29

54 Securing Your System for PeopleSoft Budgeting Chapter 4 Budget Centers page Select the budget centers that you want the user to access for the business unit. The ChartFields that appear and the underlying prompt tables are based on the budget center you defined on the Budget Center page. Reviewing and Assigning Security Access You can view and complete security assignments by business unit with predefined views that are available to the budget coordinator and security administrator roles. Page Used to Assign Security Access Page Name Object Name Navigation Usage Users Per Budget Center BP_USR_CNTR_INQ1 Budgeting, Budgeting Home, System Administration, Administer User Security, Review and Assign User Access Reviewing and Assigning Users by Budget Center Access the Users per Budget Center page. View and perform security assignments by business unit. 30 PeopleSoft Proprietary and Confidential

55 Chapter 4 Securing Your System for PeopleSoft Budgeting Review and Assign User Access page Budget Centers Number of Users Identifies the number of users who are authorized to access the PeopleSoft Budgeting system for the budget centers within the business unit. Click the link to have the system display the Budget Users grid associated with the selected budget center. Budget Users User ID Role Name Use to modify the users assigned to the budget center. Use to modify the role assigned to a user. Use the ADD icon to add new User IDs and their role name. Users added to budget centers on this page which were not previously assigned to the Business Unit will require budgeting activities to be assigned to their profile. PeopleSoft Proprietary and Confidential 31

56 Securing Your System for PeopleSoft Budgeting Chapter 4 32 PeopleSoft Proprietary and Confidential

57 CHAPTER 5 Maintaining General System Options This chapter discusses how to: Define user preferences. Identify data integration sources. Configure ChartFields used for PeopleSoft Budgeting. Set up file transfer protocols. Change menu and page messages. Defining User Preferences You can set up the default values that the system displays based on your user ID. Page Used to Define User Preferences Page Name Object Name Navigation Usage User Preference OPR_DEF_TABLE_BP Budgeting, Budgeting User Preferences Defining User Preferences Access the User Preferences page. Specify the default values for a user ID, including the default business unit and SetID that the system displays when these values are required. Set up user preferences such as SetID. Identifying Data Integration Sources You must identify the source of your general ledger, human resource, and asset data. PeopleSoft Proprietary and Confidential 33

58 Maintaining General System Options Chapter 5 Page Used to Identify Data Sources Page Name Object Name Navigation Usage Budgeting Installation Options BP_INSTALLATION Budgeting, Budgeting Home, System Administration, Maintain Overall System Option, Budgeting Installation Options Identify the sources for financial and human resource data used in PeopleSoft Budgeting. Specifying Data Integration Sources Access the Budgeting Installation Options page. General Ledger Interface and Asset Management Interface Select the source used for your financial data integration: PeopleSoft 8: Indicates integration with the PeopleSoft 8.0x products. PeopleSoft 8.4: Indicates integration with the PeopleSoft 8.4 products. Third Party Vendor: Indicates integration with non-peoplesoft applications. HRMS Interface PeopleSoft 8: Indicates integration with the PeopleSoft 8.0x products. PeopleSoft 8.3: Indicates integration with the PeopleSoft 8.3 products. PeopleSoft 8.8: Indicates integration with the PeopleSoft 8.8 products. Third Party Vendor: Indicates integration with non-peoplesoft applications. Number of Parallel Processing The number of processing instances you enter determines the number of parallel processing definitions that appear on the Data Staging page. See Also Chapter 13, Building the Budgeting Model, Publishing the Budgeting Model, page 174 Configuring ChartFields for PeopleSoft Budgeting This section discusses how to activate and select ChartFields you want to use for PeopleSoft Budgeting. ChartFields Available for Budget Center and Dimension The system determines the choices available for selecting as Active and Inactive ChartFields using the Budget Installation Options page. Based on the defined financial integration source, it will determine the ChartFields available for using as the Budget Center or as a Dimension in the Budgeting model. These ChartField options can not be changed, only the Status can be modified. The following table illustrates with an X those ChartFields available by the system for using as the Budget Center and as the Dimension, available by application: 34 PeopleSoft Proprietary and Confidential

59 Chapter 5 Maintaining General System Options ChartField PeopleSoft Financial Management 8.0x PeopleSoft Financial Management 8.4 Third-Party Financial Application Budget Center Dimension Budget Center Dimension Budget Center Dimension Account X X X Alternate Account X X X Operating Unit X X X X X X Department X X X X X X Product X X X X X X Fund Code X X X X Program Code X X X X Class Field X X X X Budget Reference X X Affiliate X X X Fund Affiliate X X Operating Unit Affiliate X X ChartField 1 X X X X ChartField 2 X X X X ChartField 3 X X X X Currency Code X X X Statistics Code X X X Budget Period PeopleSoft Proprietary and Confidential 35

60 Maintaining General System Options Chapter 5 ChartField PeopleSoft Financial Management 8.0x PeopleSoft Financial Management 8.4 Third-Party Financial Application Budget Center Dimension Budget Center Dimension Budget Center Dimension Project X X X X X X Activity ID X X X Resource Type X X X Resource Analysis Type X X X Resource Category X X X Resource Sub Category X X X Note. Budget Period does not require a Dimension definition, by default the element of time is part of the Budgeting model and determined by the model s setup. PeopleSoft Budgeting does not support the PC Business Unit ChartField. Page Used to Configure ChartFields Page Name Object Name Navigation Usage ChartField Configuration BP_CF_MAINT Budgeting, Budgeting Home, System Administration, Maintain Overall System Options, ChartField Configuration Configuring ChartFields Access the ChartField Configuration page. Activate ChartFields you want to use in the PeopleSoft Budgeting system. View ChartFields that you can use for a Budget Center definition and budgeting model dimensions. 36 PeopleSoft Proprietary and Confidential

61 Chapter 5 Maintaining General System Options ChartField Configuration page Status Budget Center ChartField Dimension ChartField Select Active for each ChartField you want to use in the PeopleSoft Budgeting application. Select Inactive for each ChartField you do not want to use in the application. If selected, you can use the ChartField to define a Budget Center. You cannot edit the check box. If selected, you can use the ChartField to define a dimension for the budgeting model. You cannot edit the check box. Setting Up File Transfer Protocols You need to set up file transfer protocols for the following features: Document attachments. Driver lookup tables for methods. PeopleSoft Proprietary and Confidential 37

62 Maintaining General System Options Chapter 5 Page Used for File Transfer Protocol Setup Page Name Object Name Navigation Usage URL Maintenance URL_TABLE Budgeting, Budgeting Home, System Administration, Maintain Overall System Option, FTP Server Setting Up File Transfer Protocols for Attachments Access the URL Maintenance page. Set up server connectivity for file transfers. The file transfer protocol (ftp) is used when you attach files and want to make them available to budget users. Reference Uniform Resource Locators (URLs) savedherefrom page controls. URL Maintenance page PeopleSoft Internet App Server (PeopleSoft Internet application server) URL Select to indicate that the URL is pointing to a PeopleSoft application. Enter the full URL for the two required URL definitions as follows: BP_ATTACHMENT_FTP_SERVER: Identifies the FTP address for PeopleSoft Budgeting documentation attachments. CSV_IMPORT_APP_SERVER_DIR: Identifies the directory to find and upload comma-delimited files for distribution lookup values. See Also PeopleTools 8.4x PeopleBook: Data Management, "PeopleTools Utilities," URL Maintenance 38 PeopleSoft Proprietary and Confidential

63 Chapter 5 Maintaining General System Options Changing Menu and Page Messages You can modify the message set and message set numbers for a menu name and component. However, we recommend that you do not modify any selection choices of the menu and component definitions. Pages Used to Modify Menu and Page Messages Page Name Object Name Navigation Usage BP_MENUNAME_DEFN Budgeting, Budgeting Home, System Administration, Maintain Overall System Option, Budgeting Menu Admin Budgeting Menu Administration Modify the message set and message set number for a menu name. Select Budget Analysis, Budget Preparations, Budget Setup, Data Integration, My Profile, or System Administration. Budgeting Page Label Definitions BP_PAGENAME_DEFN Budgeting, Budgeting Home, System Administration, Maintain Overall System Option, Budgeting Menu Admin. Click the Page Label Definitions link on the Budgeting Menu Administration page. Modify the message set and message set number for a component. Changing the Message for Menus and Pages We recommend that you do not modify any selection choices of the menu and component definitions. Budgeting Menu Administration Page Access the Budgeting Menu Administration page. Budgeting Menu Administration page Menu Name Menu Label Select the object name for the menu. Displays the descriptive associated name of the menu. PeopleSoft Proprietary and Confidential 39

64 Maintaining General System Options Chapter 5 Message Set Number and Message Number Select Page Level Definitions You maintain the message text for each number in the PeopleTools Message Catalog. You select the checkbox so that the page will be available on the budgeting menu. Access the Budgeting Page Label Definitions link to modify the message set and message set number for a component. See Also PeopleTools 8.4x PeopleBook: Data Management, "PeopleTools Utilities," Message Catalog 40 PeopleSoft Proprietary and Confidential

65 CHAPTER 6 Integrating With PeopleSoft Financial Management Applications This chapter discusses how to: Import data from PeopleSoft General Ledger. Use data from PeopleSoft Asset Management. Use data from PeopleSoft Projects. Export financial budget data from the budgeting model. Import budgeting data into PeopleSoft General Ledger. Understanding Data Import from PeopleSoft Financial Management Applications You can integrate PeopleSoft Budgeting with the following PeopleSoft Financial Management applications: PeopleSoft General Ledger PeopleSoft Asset Management PeopleSoft Projects Using Informatica PowerMart ETL and Data Loader Utility In PeopleSoft Budgeting, you use the Informatica PowerMart Extract, Transform, and Load (ETL) process to import existing data located in the PeopleSoft Financial Management and PeopleSoft HRMS databases. The ETL process establishes a matching table structure between the PeopleSoft EPM and other PeopleSoft product line databases. We deliver the ETL maps you need to load budgeting-specific data into the Operational Data Store (ODS) staging area within the PeopleSoft Enterprise Performance Management (EPM) database. After you use ETL to copy data into the ODS staging area, you use the PeopleSoft Enterprise Warehouse (EW) Data Loader utility to move data from the ODS staging area to the Data Warehouse. We deliver the data loader maps you need to transfer budgeting-specific data from the ODS to the Data Warehouse. PeopleSoft Proprietary and Confidential 41

66 Integrating With PeopleSoft Financial Management Applications Chapter 6 Note. You use the PeopleTools TreeMover utility to transfer trees into PeopleSoft Enterprise Warehouse. We list the delivered ETL and Data Loader maps for data specific to PeopleSoft Budgeting by product in Appendix A. See Also PeopleSoft 8.8 Enterprise Warehouse PeopleBook, Understanding Loading Data into the Enterprise Warehouse PeopleTools 8.4x PeopleBook: Data Management, "PeopleTools Utilities" Prerequisites Before you begin the integration steps for financial data, you must: 1. Apply the incidents located on PeopleSoft Customer Connection to obtain objects required for integration. 2. Activate the PeopleSoft Application Messaging Enterprise Integration Point (EIP) for BUDGET_CAP_SYNC using PeopleSoft Application Designer if you want to synchronize Capital Acquisition Plan (CAP) data between PeopleSoft Asset Management and PeopleSoft Budgeting. See Also PeopleSoft Enterprise Integration PeopleBook, Activating Application Messaging EIPs PeopleSoft Asset Management PeopleBook, Processing Depreciation Importing Financial Data From PeopleSoft General Ledger In PeopleSoft Budgeting, you can use data from the general ledger (PS_LEDGER), standard budget ledger (PS_LEDGER_BUDG), project ledger (PS_LEDGER_PROJ), and control budget ledger (PS_LEDGER_KK) to seed a budget or to use as a reference during the budgeting process. After you complete a budget, the budget data can be exported from PeopleSoft Budgeting to the PeopleSoft EPM database or directly into staging tables located in the PeopleSoft Financial Management database. Note. If you are using PeopleSoft Commitment Control data, PeopleSoft Budgeting does not validate a child budget to verify that it does not exceed the parent budget. You must use the Journal Posting process in the PeopleSoft Financial Management database to validate this data and identify errors. To import financial data from PeopleSoft General Ledger into PeopleSoft Budgeting, complete the following: 1. Identify the ledger data you want to import. 2. Use the Informatica PowerMart ETL process to copy data from the PeopleSoft Financial Management database to the PeopleSoft Enterprise Warehouse ODS staging tables. 42 PeopleSoft Proprietary and Confidential

67 Chapter 6 Integrating With PeopleSoft Financial Management Applications 3. Use the PeopleSoft Enterprise Warehouse Data Loader utility to move data from the ODS staging area to the PeopleSoft Enterprise Warehouse. Note. The imported data located in the PeopleSoft Enterprise Warehouse is the input source during the Budgeting Model Publish process. Using Data From PeopleSoft Asset Management You can enable budget users to access depreciation expense data for assets that are already in service. You can also import asset profiles you create in PeopleSoft Asset Management into the PeopleSoft Budgeting Asset Catalog. To populate the budget tables with depreciation and asset account information for existing assets, complete the following: 1. Process asset depreciation calculations in PeopleSoft Asset Management, including the following steps: a. Run the Depreciation Calculation process (AMDPCALC) in the PeopleSoft Financial Management database, which populates the PS_DEPRECIATION record with annual depreciation amounts. The process moves stored depreciation amounts from department to department or category to category, depending on the transaction you are performing and the ChartFields you specify. b. Run the Asset Period Allocation Setup process (AMCALLOC) to populate PS_DEPR_ALLOC_TBL with calendar information, which is used to divide annual depreciation amounts into period amounts. c. The Load Asset Catalog Application Engine process (AEBDASSTITEM) populates the asset catalog record (PS_BD_ASSET_ITEMS) with data from the profile tables (PS_PROFILE_DET_TBL and PS_PROFILE_TBL) in PeopleSoft Asset Management. d. The Budgets Interface SQR process (AMBD1000) populates in-service assets and their associated depreciation from PeopleSoft Asset Management into the assets (PS_BD_ASSET) and depreciation (PS_BD_ASSET_DEPR) records. 2. Use the Informatica PowerMart ETL process to copy data from the PeopleSoft Financial Management database to PS_BD_ASSET, PS_BD_ASSET_DEPR, and PS_BD_ASSET_ITEMS records located in the PeopleSoft Enterprise Warehouse. 3. Run asset processes in PeopleSoft Budgeting to stage and load asset data into PeopleSoft Budgeting interface tables. The Extract Asset Data process (BPASSETDATA) extracts asset, depreciation, and asset catalog data for use in a budgeting model. This process copies data from PS_BD_ASSET, PS_BD_ASSET_DEPR, and PS_BD_ASSET_ITEMS to PS_BP_ASSET, PS_BP_ASSET_DEPR and PS_BP_ASSET_ITEMS. Processing Notes The bullets below note some areas of processing that you should be aware of: You must define your Budget Center before running the Extract Asset Data process. The process uses this information to update the budget center fields on the PS_BP_ASSET record. You must also define the accounts used for asset depreciation. You do this by accessing the Asset Budgeting Defaults menuandchoosingtheassetbudgetingdefaultspagethenselectingthedepreciationaccountspage The imported in-service asset data located in the PeopleSoft Budgeting interface tables is the source data during the model publishing process. PeopleSoft Proprietary and Confidential 43

68 Integrating With PeopleSoft Financial Management Applications Chapter 6 You cannot edit assets in PeopleSoft Budgeting that you import from PeopleSoft Asset Management. You need to run the Asset Period Allocation Setup process only once after you create a new calendar or modify an existing calendar. When you perform subsequent runs of the Depreciation Calculation process, you do not need to run the Period Allocation process again. Pages Used to Import Asset Data Page Name Object Name Navigation Usage BD_RUN_AM_ITEM In PeopleSoft 8.x Financial Management database, Process Financial Information, Coordinate Budgets, Process, Load Asset Catalog Load Asset Catalog - Run AM Item (load asset catalog - run PeopleSoft Asset Management item) In PeopleSoft 8.4 Financial Management database, Asset Management, Capital Planning Acquisition, Send to Budgeting, Load Budgeting Asset Catalog Run Budgets AM Interface RUN_AMBD1000 In PeopleSoft 8.x Financial Management database, Manage Assets, Interface Asset Information, Process, Budgets Interface In PeopleSoft 8.4 Financial Management database, Asset Management, Capital Acquisition Planning, Send to Budgeting, Interface to Budgeting Extract Asset Data BP_RUN_AM_DATA Budgeting, Budgeting Home, Data Integration, Asset Management Integration, ExtractAssetData Loading the Asset Catalog Populates the asset catalog record in the PeopleSoft Financial Management database using PeopleSoft Asset Management profile tables. Populates the asset and depreciation records in the PeopleSoft Financial Management database using PeopleSoft Asset Management tables based on a fiscal year and period range that you specify. Extracts asset, depreciation, and asset catalog data for use in a budgeting model. Access the Load Asset Catalog - Run AM Item page located in the PeopleSoft Financial Management database. Delete Existing Catalog Rows? Select if there is previously loaded catalog data to delete before adding these rows. Do not select this option if you want to retain the budgeting-specific information for asset catalog items that was entered previously. Note. If you do not select this option, any existing PROFILE_IDs with the same SetID and Asset Book Name as specified on the run control page are ignored. 44 PeopleSoft Proprietary and Confidential

69 Chapter 6 Integrating With PeopleSoft Financial Management Applications In PeopleSoft Asset Management, you set up information about assets in profile tables, including asset class, description, method, life, salvage value, and currency code data. PeopleSoft Budgeting stores this data in an asset catalog, along with additional information that must be entered by the budget coordinator. The budget coordinator is responsible for entering the asset, depreciation, cash account, and cost information. The coordinator can enter this budget-specific information in the PeopleSoft Financial Management database or the PeopleSoft EPM database after importing the Asset Catalog item from Asset Management. Migrating In-Service Assets Access the Run Budgets AM Integration page located in the PeopleSoft Financial Management database. When you run the Budgets Interface process (AMBD1000.sqr), the system copies in-service assets and their associated depreciation from PeopleSoft Asset Management records to asset and depreciation records located in the PeopleSoft Financial Management database. You can make this information about depreciation expenses already incurred by a budget center available to budget users during the budgeting process. Note. PeopleSoft Budgeting recognizes only one book of assets per business unit. You can also enter ChartField values to copy only specified ChartField values. If you have over 200,000 assets, we recommend that you run the Budgets Interface process in small groups, such as by department, category, or project to improve performance. See Also PeopleSoft Asset Management PeopleBook, Integrating With Other Applications Using ETL to Import Asset Data After you ve prepared your asset data in the PeopleSoft Financial Management database by running the appropriate asset processes, you use the Informatica PowerMart ETL process to import the asset data into PeopleSoft Enterprise Warehouse. Extracting Asset Data for the Budgeting Model Access the Extract Asset Data page. PeopleSoft Proprietary and Confidential 45

70 Integrating With PeopleSoft Financial Management Applications Chapter 6 Extract Asset Data page After you use the ETL process to import asset data into the PeopleSoft Enterprise Warehouse, you use this page to move the data into PeopleSoft Budgeting records that the system accesses and updates during the budgeting process. LoadAssetCatalogCriteria Load Catalog Items? Delete Existing Catalog Rows? Select to load asset catalog data from PS_BD_ASSET_ITEMS to PS_BP_ASSET_ITEMS. Select to delete previously loaded catalog data before adding rows. Do not select this option if you want to retain the budgeting-specific information for asset catalog items that was entered previously. Note. If you do not select this option, any existing Profile IDs with the same SetIDs specified on this page are left alone. SetID Used to identify the asset catalog information that you want to copy. Load Asset and Depreciation Data Criteria Load Asset and Depr Rows? (load asset and depreciation rows) Business Unit Asset Book Name Select to load asset and deprecation data from PS_BD_ASSET and PS_BD_ASSET_DEPR into PS_BP_ASSET and PS_BP_ASSET_DEPR. Used to identify the asset and depreciation information that you want to copy. Used to identify the asset book information for this business unit. 46 PeopleSoft Proprietary and Confidential

71 Chapter 6 Integrating With PeopleSoft Financial Management Applications Depreciation Account Used to populate the depreciation account for assets that do not have matching depreciation rows. The valid depreciation accounts are determined from those you defined using the Depreciation Accounts page. Process Results The Extract Asset Data process (BPASSETDATA) is a PeopleSoft Application Engine process that extracts asset, depreciation, and asset catalog data for use in the budgeting model. It copies data as follows: From To PS_BD_ASSET PS_BP_ASSET PS_BD_ASSET_DEPR PS_BP_ASSET_DEPR PS_BD_ASSET_ITEMS PS_BP_ASSET_ITEMS The Extract Asset Data process also creates blank depreciation rows for in-service assets that do not have matching depreciation rows. The system populates the depreciation account according to the following hierarchy: 1. Uses the account (BP_DEPR_ACCOUNT) from PS_BP_ASSET if the field is not blank. 2. Uses the BP_DEPR_ACCOUNT from the asset catalog for the Profile ID assigned to the asset, if that catalog item can be found and the field is not blank. 3. Uses the Depreciation Account you specify on the Extract Asset Data page. Using Data From PeopleSoft Projects You can use data from PeopleSoft Projects that you locate in PS_LEDGER_PROJ. To do so, you must complete the following: 1. In the PeopleSoft Financial Management database (PeopleSoft Projects), run the PeopleSoft Application Engine process named PC_PC_BD_B to move data from the PS_PROJ_RESOURCE table to PS_LEDGER_PROJ. 2. Use the Informatica PowerMart ETL process to copy data from PS_LEDGER_PROJ to the PeopleSoft Enterprise Warehouse ODS staging area. 3. Use the PeopleSoft Enterprise Warehouse Data Loader utility to move data from the ODS staging area to the Enterprise Warehouse Data Warehouse table (BP_LED_PROJ_F00). 4. Run the Load Budgeting Activity Table Application Engine process (BP_ACTIVITY) in PeopleSoft Budgeting to create a table for the Activity ID ChartField, which will be used for the budgeting model dimension definition. After you complete the budgeting process, you can transfer data back to PeopleSoft Projects. To do so, you must complete the following: PeopleSoft Proprietary and Confidential 47

72 Integrating With PeopleSoft Financial Management Applications Chapter 6 1. Run the Export to General Ledger Application Engine process to export budget data from PeopleSoft BAM. 2. In the PeopleSoft Financial Management database, run the Import Budgeting Data Application Engine process to import ledger data into the PeopleSoft General Ledger table (PS_LEDGER_PROJ). 3. In the PeopleSoft Financial Management database (PeopleSoft Projects), run the PC_BD_TO_PC Application Engine process to copy data from PS_LEDGER_PROJ to PS_PROJ_RESOURCE. Due to index size constraints on some database platforms, the number of fields on the index PS_LEDGER_PROJ may be limited. Consequently, LEDGER_PROJ is delivered with the following fields marked as non-key: CHARTFIELD1, CHARTFIELD2, CHARTFIELD3, AFFILIATE_INTRA1, AFFILIATE_INTRA2. We recommend you evaluate your key requirements based on your data and re-set these keys as appropriate to insure that the indexes are built correctly. Note. When using PeopleSoft Budgeting for project budget types, you should implement with a one-to-one relationship between your PF (performance measurement) business unit and your PC (project) business unit. PeopleSoft Budgeting requires trees for the Budget Center definition. PeopleSoft Projects uses trees with no detail values. However, in order for PeopleSoft Budgeting to work with your project data, you need to define detail trees. The detail values in the trees represent your projects. In PeopleSoft Budgeting you can use any of the available ChartFields to define the Budget Center for your project budget. When you use the Project ChartField as the Budget Center, the same rules apply for defining trees, where you must use a node-oriented tree. When you use project maintenance pages in the PeopleSoft Enterprise Warehouse to add new projects, the Integration template field is a required value when using project budget types. The project integration template table (PC_INT_TMPL_TBL) must be copied into PeopleSoft Budgeting using the Informatica PowerMart ETL. Pages Used for Integration With PeopleSoft Projects Page Name Object Name Navigation Usage Budgets PL_TO_BD In the PeopleSoft Financial Management database, Projects, Budgeting, Projects to Budgeting Load Budgeting Activity Table BP_RUN_ACTIVITY Budgeting, Budgeting Home, Data Integration, General Ledger Integration, Load Budgeting Activity Table Budgets PC_BD_TO_PC In the PeopleSoft Financial Management database, Projects, Budgeting, Budgets to Projects CreatingaActivityIDTable Access the Load Budgeting Activity Table page. Run the process to move data from PS_PROJ_RESOURCE to PS_LEDGER_PROJ for use in PeopleSoft Budgeting. Create a Activity ID table used to define the dimension for the budgeting model. Run the process to move budgeting data from PS_LEDGER_PROJ to PS_PROJ_RESOURCE. 48 PeopleSoft Proprietary and Confidential

73 Chapter 6 Integrating With PeopleSoft Financial Management Applications Click Run to have the system create the Activity ID table, which uses the data imported into the ODS tables. The system populates the ACTIVITY_ID ChartField from the PS_PROJ_ACTIVITY and PS_FS_ACTIVITY_TBL records. The system requires this table if you want to define activity ID as a dimension for use in the budgeting model. Exporting Financial Data From PeopleSoft Budgeting After you complete the budget, you can extract the budget data from the budgeting model into staging tables located in a specified database. Pages Used to Export Financial Data From the Budgeting Model Page Name Object Name Navigation Usage Export to General Ledger BP_EXPORT Budgeting, Budgeting Home, Data Integration, General Ledger Integration, Export to General Ledger Export Itemization Information BP_EXPORT_LN_NOTES Budgeting, Budgeting Home, Data Integration, General Ledger Integration, Export Itemization Information Exporting General Ledger Budget Data From the Budgeting Model Access the Export to General Ledger page. Export financial budget data from a budgeting model to the PeopleSoft EPM database or to staging tables in the PeopleSoft Financial Management database. Export PeopleSoft Budgeting line-itemization data from the budgeting model to the PeopleSoft EPM database. PeopleSoft Proprietary and Confidential 49

74 Integrating With PeopleSoft Financial Management Applications Chapter 6 Export to General Ledger page Export Destination You can select to export data to one or both destinations. PeopleSoft Budgeting PeopleSoft General Ledger Select as the export destination to export data to the PeopleSoft EPM database. If you select this option, the Replace all Ledger Data check box appears on the page. Select as the export destination to export data to staging tables located in the PeopleSoft Financial Management database. Process Request Parameters Note. If you select General Ledger as the export destination, the Replace all Ledger Data check box does not appear. However, this option is provided on the Import Budgeting Data page located in the PeopleSoft Financial Management database. Business Unit, Budgeting Model ID, Budget Phase ID, and Ledger Name Replace all Ledger Data Select to define the model and ledger that you want to export. Appears if you selected PeopleSoft Budgeting as the export destination. This option enables you to determine the ledger data that you want updated in the appropriate ledger table. Select the check box to have the system delete all ledger data associated with the Ledger Name and replace it with the data you are defining for the export process. 50 PeopleSoft Proprietary and Confidential

75 Chapter 6 Integrating With PeopleSoft Financial Management Applications Clear the check box to have the system update only the ledger table rows that have been updated since the last export process. These rows are those associated with the Ledger Name and are those budget centers that have been updated since the last export. The system default is to have the check box clear. Override Scenario and Scenario Select the check box to have the system export budget data to a scenario that you define on this page. If you select Override Scenario, select a valid Scenario. The system exports data to the destination tables (*_F00 tables) using the selected Scenario. Overriding the scenario enables you to export budgeting data to a different scenario for reporting purposes. Clear the check box to have the system export data using the scenario you specified for the proposed budget as part of the Budget Ledger Type Set definition. This option is only available if you ve selected PeopleSoft Budgeting as the export destination. Note. If you select both Budgeting and General Ledger as the export destination, the Override Scenario only applies to the data exported to Budgeting. Data exported to the General Ledger does not have this option on the Import Budgeting Data page. The scenario field is populated with the original value defined by the Budget Ledger Type Set definition. Process Results The Export to General Ledger Budgeting Data process (BPEXPORT) is a PeopleSoft Application Engine process that extracts budgeting model data into PS_BP_LEDGER_BDEXP in the PeopleSoft EPM database or PeopleSoft Financial Management database. The system exports data located in the Master budget version at the time of the export, based on the request parameters you define. If you selected to export to PeopleSoft Budgeting, the process results in the following: 1. Budgeting model data is extracted from the budgeting model and placed in the PS_BP_LEDGER_BDEXP staging table located in the PeopleSoft EPM database. 2. The relevant ledger table located in the PeopleSoft Enterprise Warehouse Data Warehouse is updated. The table that is updated depends on the budgeting type defined for the budgeting model and can be any of the following: PS_BP_LED_BUDG_F00 (standard budget ledger), PS_BP_LED_KK_F00 (control budget ledger) or PS_BP_LED_PROJ_F00 (project budget ledger). During the process, the system logic includes the following: Staging table amount values are rounded to the nearest decimal level based on the currency code defined in the Currency Code table. The rounding equates the total line amount to the sum of the line period detail amounts. Any decimal rounding difference found is moved to the last budget period line. Reference to the Flip Sign setting defined for account types on the Account Type Options page. If selected, the systemreversesthesignassociatedwithdatafortheaccounttypesuchthatitis consistentwiththeledger. Exporting Itemization Data From the Budgeting Model Access the Export Itemization Information page. PeopleSoft Proprietary and Confidential 51

76 Integrating With PeopleSoft Financial Management Applications Chapter 6 Export Itemization Information page PeopleSoft Budgeting Business Unit, Budgeting Model ID, Budget Phase ID, and Ledger Name The system selects PeopleSoft Budgeting as the export destination. Select to define the model and ledger that you want to export itemizations. Process Results The Export Line Itemizations process (BPEXPRLN) exports budgeting data using the Itemization (ITM) method to the PS_BP_LINE_ITM_EXP table in the EPM database. Note. You do not need to run a process to export notes created in PeopleSoft Budgeting. The system automatically adds notes to the PS_BP_LINE_NOTES table located in the PeopleSoft Enterprise Warehouse. Importing Data Into PeopleSoft General Ledger If you ve exported data from the budgeting model into staging tables located in the PeopleSoft Financial Management database, you can now import this data back into the appropriate ledger tables located in PeopleSoft General Ledger. 52 PeopleSoft Proprietary and Confidential

77 Chapter 6 Integrating With PeopleSoft Financial Management Applications Page Used to Import Ledger Data Into PeopleSoft General Ledger Page Name Object Name Navigation Usage Import Budgeting Data RUN_CNTL_BP_LED In the PeopleSoft Financial Management database, Process Financial Information, Coordinate Budgets, Process, Import Budgeting Data Importing Ledger Data Into the PeopleSoft Financial Management Database Copies financial budget information to PeopleSoft General Ledger tables. Access the Import Budgeting Data page in the PeopleSoft Financial Management database to run the Import Budgeting Data in the Financials Database (BPLEDGUPDATE) Application Engine process. Ledger Name Replace all Ledger Data Define the ledger that you want to update. Usethisoption to define the ledger data that you want to update. Select the check box to have the system delete all ledger data associated with the Ledger Name and replace it with the data located in PS_BP_LEDGER_BDEXP. Clear the check box to have the system update only the ledger table rows that have been updated since the last export process, which are located in PS_BP_LEDGER_BDEXP. These rows are those associated with the Ledger Name and are those budget centers that have been updated since the last export. The system default is to have the check box clear. Process Results The Import Budgeting Data in the Financials Database (BPLEDGUPDATE) process copies financial budget data from the ledger staging table (PS_BP_LEDGER_BDEXP) into PS_LEDGER_BUDG, PS_LEDGER_BUDG_KK, or PS_LEDGER_PROJ in the PeopleSoft Financial Management database, depending on the budgeting type. The process rounds the staging table amount values based on the currency code to the nearest decimal level defined in the Currency Code table. The rounding equates the total line amount to the sum of the line period detail amounts. For Standard and Project Ledger data, any decimal rounding difference is moved to the last budget period line. For Control Budget data, the decimal rounding difference is moved to maximum the Budget Period line. The process analyzes the exported data to find the source ledger table. Note. Use the Allocation process (GL_ALLOC) in PeopleSoft General Ledger to create budget journals and allocate the budget data in PS_LEDGER_BUDG_KK to the Commitment Control budget header and line tables (PS_KK_BUDGET_HDR, PS_KK_BUDGET_LN) and the Commitment Control ledger (PS_LEDGER_KK). You can also run the Commitment Control Posting process to edit and post the budget journals to PS_LEDGER_KK if you do not do so as part of the Allocation process. Note. To transfer data back into PeopleSoft Projects, run the PC_BD_TO_PC Application Engine process in Projects to copy data from PS_LEDGER_PROJ to PS_PROJ_RESOURCE. PeopleSoft Proprietary and Confidential 53

78 Integrating With PeopleSoft Financial Management Applications Chapter 6 Integrating With Third-Party Financial Applications If you are not using PeopleSoft applications as a data source for financial data, you can use data from non-peoplesoft applications. To do so, you must populate the PeopleSoft Enterprise Warehouse ODS staging tables located in the PeopleSoft EPM database and then implement the other integration steps discussed in this chapter for integrating with PeopleSoft Financial Management applications. Note. You must locate general ledger data directly into the interface tables located in the PeopleSoft EPM (Budgeting) database. This data must be stored in the PS_LEDGER, PS_LEDGER_BUDG, PS_LEDGER_KK, and PS_LEDGER_PROJ records. 54 PeopleSoft Proprietary and Confidential

79 CHAPTER 7 Integrating With PeopleSoft Human Resources Management Applications This chapter discusses how to: Prepare position data for import into PeopleSoft Budgeting. Use the ETL process and Data Loader utility to import position data into PeopleSoft Enterprise Warehouse. Load position data into PeopleSoft Budgeting staging tables. Export position budget data from the budgeting model. Import position data into PeopleSoft HRMS. Prerequisites Before you import position data into PeopleSoft Budgeting, you must perform the following steps: 1. Import financial data into the PeopleSoft EPM (PeopleSoft Budgeting) database. The system uses this data to validate the ChartFields that you import from PeopleSoft HRMS. 2. Apply the updates located on PeopleSoft Customer Connection to obtain objects required for the integration. Preparing Position Data for Import For position budgeting you can use existing position and human resource set up data from PeopleSoft HRMS. After you complete a budget, specific position budgeting data can be exported from the PeopleSoft Budgeting into staging tables located in the PeopleSoft EPM database or directly to the PeopleSoft HRMS database. You prepare position data within the PeopleSoft HRMS database before importing the data into PeopleSoft Budgeting. This section discusses how to: Copy job data tables. (Optional) Calculate step increment job data. (Optional) Calculate estimated annual benefit costs. PeopleSoft Proprietary and Confidential 55

80 Integrating With PeopleSoft Human Resources Management Applications Chapter 7 Note. You must define your position budgeting defaults in PeopleSoft Budgeting before loading the position data into the interface tables. When you publish your budgeting model, you access the imported position data located in the PeopleSoft Budgeting interface tables and publish it into PeopleSoft BAM for use during the budgeting process. Pages Used to Prepare Position Data in PeopleSoft HRMS Page Name Object Name Navigation Usage Copy Job Data RUNCTL_COPY_JB_BP In the PeopleSoft HRMS database, Administer Budgeting Process, Copy Job Data Load Step Increment for Budgets RUNCTL_BP_CMP107 In the PeopleSoft HRMS database, Administer Budgeting, Process, Load Step Increment for Budget Calc Budget Total RUN_CNTL_TOTL_COMP In the PeopleSoft HRMS database, Administer Budgeting, Process, Calculate Benefits Total Com Copy job data rows from the existing PeopleSoft HRMS PS_JOB, PS_COMPENSATION and PS_JOB_EARNS_DIST tables to the PS_BP_JOB, PS_BP_COMPENSATION and PS_BP_JOB_ERN_DIST tables. Add future-dated job data rows to the PS_BP_JOB and PS_BP_JOB_ERN_DIST tables. Generate estimated annualized benefits costs and add job data rows to the PS_TOTAL_DED table. Copying Job Data Tables Access the Copying Job Data page. Run the Copy Job Data process (BPJBCOPY) from this page. This is a required step when using PeopleSoft HRMS existing job data information for budgeting. It copies the existing HRMS PS_JOB, PS_COMPENSATION and PS_JOB_EARNS_DIST tables to PS_BP_JOB, PS_BP_COMPENSATION and PS_BP_JOB_ERN_DIST tables. PeopleSoft Budgeting uses copies of these tables instead of the HRMS tables to ensure that any changes to the data occurs in the Budgeting tables and does not impact any current HRMS payroll processes. Calculating Step Increment Job Data Access the Load Step Increment for Budgets page located in the PeopleSoft HRMS database. Salary Administration Plan Salary Grade Enter the salary plan for the employees you want to process. Enter a grade to limit the records that the system examines while running the process. If you do not select a salary grade, the system examines all grades associated with the salary plan. You can process one salary grade at a time or all of them at once. 56 PeopleSoft Proprietary and Confidential

81 Chapter 7 Integrating With PeopleSoft Human Resources Management Applications Start Date for Step Increments and End Date for Step Increments As Of Date Enter to identify the job records and earning balances you want the system to examine. If you want step increment data that is expected to occur within a budget cycle, enter the budget cycle start and end dates. Specify the date for the current and future dated job records. Processing Options Report Only Report & Process Increases Generates a list with the following employee information: Eligible employees, Employee IDs, Employee names, Salary administration plans, Grades, Previous effective dates, Previous steps, Previous compensation rates, New effective dates, New step, and New compensation rates. Generates a list with the employee information, updates the database, and places a future effective-dated row into the PS_BP_JOB and PS_BP_JOB_ERN_DIST tables. Exclusions Specify which employee types are not eligible for an automated increase based on performance ratings and personnel actions. The system automatically excludes job records with a status of T (terminated), R (retired), and D (deceased). Rating Scale and Review Rating Action and Reason Code Use these fields to specify employee types that are not eligible for an automated increase based on performance ratings. If you leave these fields blank, the system processes all ratings. Use these fields to specify employee types that are not eligible for an automated increase based on personnel actions as defined by a Reason Code and Action. For example, if you specify a Reason Code of COL (cost of living) and Action of Pay Rt Chg (pay rate change) Action, the system ignores these rows during the process. If you leave these fields blank, the system processes all ratings. Process Results The Step Increment (BPCMP107) process is an optional step. If you run this process, the system calculates step increment compensation rate changes and inserts these future-dated job rows into the PS_BP_JOB and PS_BP_JOB_ERN_DIST tables. If the job record on BP_JOB is current and you defined step increases based on hour increments, the system does the following: Reviews payroll records for the accumulated hours balance and last payment date. Compares this information to the hours defined for a step. Creates a new future-dated job row for the calculated step increment. If you defined step increases based on date increments, the system uses the number of months defined for a step and creates a new future-dated job row for the calculated step increment. If the job record on BP_JOB has a future effective date, the system uses it as a starting point to: Calculate the step increment. PeopleSoft Proprietary and Confidential 57

82 Integrating With PeopleSoft Human Resources Management Applications Chapter 7 Calculate the step increment using the standard hours defined for the job record. Create new future-dated job rows. The process for current and future effective dated rows is repeated until the Effective Date on BP_JOB is greater than the End Date you enter. Note. Salary steps with step increases that are not automated (the Incr Type on the Salary Grade Tables Salary Step Table page is defined as Manual) are not included in the step increment process. If you want step increment future-dated job rows associated with these salary steps, you must manually create them for the PS_BP_JOB and PS_BP_JOB_ERN_DIST tables. The system selects and processes those employees who are within one dollar of the annual rate for their current step. Changes to the FTE (full-time equivalent) may affect the employee s annual rate calculation. Calculating Estimated Annual Benefit Costs Access the Calc Budget Total page in the PeopleSoft HRMS database. The Total Compensation (BPPTCRUN) process is an optional step. This process uses salary and earnings data to calculate estimated annualized benefits data into the PS_TOTAL_DED table. If you do not run this process, there is no benefits data when the PS_TOTAL_DED table is imported into PeopleSoft Budgeting. Using ETL and Data Loader to Import Position Data Similar to loading financial data into PeopleSoft Enterprise Warehouse, you use the Informatica PowerMart ETL process and PeopleSoft Enterprise WarehouseData Load utility to import position data. See PeopleSoft 8.8 Enterprise Warehouse PeopleBook, Understanding Loading Data into the Enterprise Warehouse. Loading Position Data Into PeopleSoft Budgeting Interface Tables After you import position data into the PeopleSoft Enterprise Warehouse tables, you format the data and load it into staging tables located within the PeopleSoft EPM database. When you stage the budgeting model, you access the position data located in these tables. Before you begin loading, ensure that you have defined your position budgeting defaults, including salary, benefits, earnings compensation, employer paid taxes, distributions, and job codes in PeopleSoft Budgeting before loading the position data into the interface tables. Also ensure that your budget centers are defined prior to the mapping. To load position data into PeopleSoft Budgeting, complete the following steps: 1. Run the BP-Extract Deduction and Salary (BPL015), BP-Extract Earnings (BPL016), and BP-Extract Position Data (BPL017) processes to extract human resources budget data. 58 PeopleSoft Proprietary and Confidential

83 Chapter 7 Integrating With PeopleSoft Human Resources Management Applications 2. Run the Format HRMS Data Application Engine process (BP_FORMAT_HR) to format and load imported position data. 3. Identify and access ChartField errors. 4. Correct ChartField errors. 5. Map human resource departments to budget centers. 6. Update position data imported from PeopleSoft HRMS. Note. When you build your budgeting model, you must select the Position Data check box on the Phase Ledger page to include position data in the budgeting model. See Also Chapter 10, Setting Up Position Budgeting, Understanding Position Budgeting Setup, page 111 Chapter 13, Building the Budgeting Model, page 145 PeopleSoft Proprietary and Confidential 59

84 Integrating With PeopleSoft Human Resources Management Applications Chapter 7 PagesUsedtoLoad Position Data Page Name Object Name Navigation Usage Extract HR Data BP_HREXTRACT Budgeting, Budgeting Home, Data Integration, Human Resource Integration, Extract HR Data Format HR Position Data BP_LOADHRMS Budgeting, Budgeting Home, Data Integration, Human Resource Integration, Format HR Position Data ChartField Error Corrections (viewing) ChartField Error Corrections (correcting) Map HR Department to Budget Center Employee Position Data Adjustments Employee Salary Adjustment BP_INTRFC_FIND BP_INTRFC_FIND2 BP_HR_SECURITY BP_SAL_STG_ADJ, BP_BNFT_STG_ADJ, BP_EARN_STG_ADJ BP_ADJ_STG_SAL_SEC Budgeting, Budgeting Home, Data Integration, Human Resource Integration, ChartField Error Corrections Click the Correction link on the ChartField Error Corrections page. Budgeting, Budgeting Home, Data Integration, Human Resource Integration, Map HR Depts to Budget Center Budgeting, Budgeting Home, Data Integration, Human Resource Integration, Edit Employee Data Click the Details link next to a position on the Employee Position Data Adjustment page. Extract the data prepared in PeopleSoft HRMS for use in the budgeting model. Format and load imported position data into PeopleSoft Budgeting interface tables for use in the budgeting model. View ChartField errors in compensation distributions resulting from the Format HRMS Data process. Correct ChartField errors in compensation distributions for position data to load into staging tables for the budgeting model. Assign human resource departments to budget centers used to determine position ownership. Adjust and update position data transferred from PeopleSoft HRMS prior to publishing data into the budgeting model. View salary adjustment details. Extracting Human Resources Budget Data Access the Extract HR Data page. Extract HR Data page (1 of 2) 60 PeopleSoft Proprietary and Confidential

85 Chapter 7 Integrating With PeopleSoft Human Resources Management Applications ExtractHRDatapage(2of2) Business Unit Business Unit HR As Of Date Default Salary Account Code Default Earning Account Code Default Benefit Account Code Total Comp Plan ID Total Compensation As OfDate Calendar ID The PeopleSoft Budgeting business unit. The PeopleSoft HRMS business unit. Used to determine the effective-dated human resource data to extract. The system extracts all current and future active job and position information, based on this date. Used as the default for budgeting salary costs when the account information is not found for the salary of an appointment. Used as the default for budgeting additional pay when this account information is not found for the additional pay earnings of an appointment. Used as the default for budgeting benefits cost when the account information is not found for the benefits data of an appointment. Select a benefit compensation plan ID. The date used to determine the deductions from total compensation to extract. This is a required field if you want the system to extract deductions or benefits associated with an appointment. The BPL015 process uses this information. Select a calendar ID with a single period to identify the beginning and ending dates used to define the position data for extraction. PeopleSoft Proprietary and Confidential 61

86 Integrating With PeopleSoft Human Resources Management Applications Chapter 7 For example, if your budget year for 2002 budget is July 1, 2001 to June 30, 2002 then you can create a single period to define the start and end dates of the budget process such as October 1, 2001 and June 30, Begin Date and End Date Include Employee Contribution The time period that the system uses to calculate the average earnings amount for additional pay types located on the ADDL_PAY_TBL record. This time period definition is necessary to estimate the earnings amount for budgeting purposes. The system calculates the average based on additional payment history between the Begin Date and End Date. The dates are used for the BPL016 process. Select to include the employer-paid portion of the employee s benefit retirement contribution. The BPL015 process uses this information. Process Results The BPL015, BPL016, and BPL017 are SQR processes that perform the following: 62 PeopleSoft Proprietary and Confidential

87 Chapter 7 Integrating With PeopleSoft Human Resources Management Applications Process Type of Distribution Table Search Order Funding Distribution Hierarchy BP-Extract Deduction and Salary (BPL015) For salary distributions, the process selects all current and future-dated job rows from PS_BP_JOB basedontheasof Date. Current job rows are selected for employees with a status of Active, Leave With Pay, Retired with Pay, or Terminated with Pay. For benefits distributions, the process selects all current and future-dated job rows from PS_TOTAL_DED basedonthetotal Compensation As of Date. Salary, benefits, and retirement For salary distributions: 1. PS_BP_JOB_ERN_DIST 2. PS_BP_JOB 3. PS_DEPT_BUDGET_ERN 4. ACCT_CD_D00 For benefits distributions: 1. PS_BP_JOB 2. PS_DEPT_BUDGET_DED 3. ACCT_CD_D00 For retirement distributions: 1. PS_BP_JOB 2. PS_DEPT_BUDGET_DED 3. ACCT_CD_D00 Tables updated: PS_BP_INTRFC_JOB PS_BP_INTRFC_SALRY PS_BP_INTRFC_BNFT Appointment Position Job Code Position Pool Department For retirement distributions, the process selects all current and future-dated job rows from benefit participation and retirement plan records based on the As Of Date. PeopleSoft Proprietary and Confidential 63

88 Integrating With PeopleSoft Human Resources Management Applications Chapter 7 Process Type of Distribution Table Search Order Funding Distribution Hierarchy BP-Extract Earnings (BPL016) process selects all current and future-dated job rows from PS_BP_JOB basedontheasof Date. Current job rows are selected for employees with the status of Active, Leave With Pay, Retired with Pay, or Terminated with Pay. Earnings 1. PS_BP_JOB 2. PS_DEPT_BUDGET_ERN 3. ACCT_CD_D00 Tables updated: PS_BP_INTRFC_EARN PS_BP_INTRFC_JOB PS_BP_INTRFC_BNFT PS_BP_INTRFC_SALRY Appointment Position JobCode Position Pool Department BP-Extract Position Data (BPL017) process selects all current and future-dated rows from PS_POSITION_ DATA if partial or full position management is in effect. Otherwise, the system selects only filled positions. Positions 1. PS_DEPT_BUDGET_ERN 2. ACCT_CD Tables updated: PS_BP_IN_DFLT_BNFT PS_BP_IN_DFLT_EARN PS_BP_IN_DFLT_SAL PS_BP_INTRFC_POS Appointment Position JobCode Position Pool Department Note. You cannot run all three processes simultaneously. Use the Process Scheduler to initiate each SQR process independently in sequence order of BPL015, BPL016 and BPL017. Formatting and Loading Imported Position Data Access the Format HR Position Data page. 64 PeopleSoft Proprietary and Confidential

89 Chapter 7 Integrating With PeopleSoft Human Resources Management Applications Format HR Position Data page Business Unit Include Tax Calculation Create Position Exclude Temporary Employees The PeopleSoft Budgeting business unit. Select to have the system perform tax-related calculations while loading the position data. The process uses the tax information from Positions Data Defaults page. Select to have the system create positions within PeopleSoft Budgeting for employees that do not have assigned positions. The system automatically generates a position number for the employee. Select if you want the system to create a position for unassigned employees except those who are designated as temporary on the BP_INTRFC_JOB table. This option is enabled if you selected Create Position. Process Results The Format HRMS Data Application Engine process (BP_FORMAT_HR) populates the following staging tables in PeopleSoft Budgeting: PS_BP_BNFT_DIS_STG PS_BP_EARN_DIS_STG PS_BP_JOB_STG PS_BP_POSITION_STG PS_BP_TAX_DIS_STG PS_BP_SAL_DIS_STG PeopleSoft Proprietary and Confidential 65

90 Integrating With PeopleSoft Human Resources Management Applications Chapter 7 If the distributions associated with a position are blank, the system populates the distributions using the default distributions according to the hierarchy of available data that you set up for position budgeting. When you run the process to format and load position transaction data into PeopleSoft Budgeting staging tables located in the PeopleSoft EPM database, the system validates the ChartField distributions imported from PeopleSoft HRMS to ensure that the ChartFields associated with each position exist within PeopleSoft Budgeting. You must correct these ChartField errors before publishing the data to the budgeting model. See Also Chapter 10, Setting Up Position Budgeting, Understanding Position Budgeting Setup, page 111 Accessing Human Resource ChartField Errors Access the ChartField Error Corrections page used to view invalid ChartFields. ChartField Error Corrections page ChartField Filters Position Click the prompt table button of the ChartField to select an invalid ChartField. Click the Find button to have the system display the positions that contain invalid ChartFields based on your search criteria. The ChartField dimension is available only when there is an invalid ChartField. Click the position number link to access the ChartField Error page and use to correct the ChartField errors. 66 PeopleSoft Proprietary and Confidential

91 Chapter 7 Integrating With PeopleSoft Human Resources Management Applications Note. If you have many rows of data appearing on this page that require ChartField corrections, we recommend that you correct the position data prior to running the Format HRMS Data process. Otherwise, you must access the ChartField Error Corrections page to correct invalid ChartFields for each position row. Correcting Human Resource ChartField Errors Access the ChartField Error Corrections page used to correct invalid ChartFields. ChartFields Errors page Business Unit, Position, EmplID (employee identification), and Empl Rec# (employee record number) The valid ChartFields you enter modifies the ChartField distribution for the position, employee ID, and employee record combination within the business unit. Available options for each ChartField are those that you imported into PeopleSoft Budgeting from your financial application. After you save the ChartFields entered on this page, the system updates the staging tables you populated during the Format HRMS Data process. Note. Since the changes are made directly to the staging tables, the Format HR Position process does not need to be run again. Mapping Human Resource Departments to Budget Centers Access the Map HR Department to Budget Center page. HR Department Select a budget center value for each department from PeopleSoft HRMS. PeopleSoft Proprietary and Confidential 67

92 Integrating With PeopleSoft Human Resources Management Applications Chapter 7 See Also The HR Department identifies the department that is associated with positions located in the interface tables. The description that appear for the budget center depends on the budget center definition. The system uses HR department Mapping to identify the ownership of the position to a budget center. The system assigns each position to a budget center when you publish position data into the budgeting model. After you load a position into the model and associate it with a budget center, you cannot change the HR Department to change position ownership status. Note. As you build the budgeting model, the system will use the mapping definition between HR departments and budget centers during the data staging process. Chapter 10, Setting Up Position Budgeting, Understanding Position Budgeting Setup, page 111 Updating Position Data Imported From PeopleSoft HRMS Access the Employee Position Data Adjustments page. Edit Employee Data page Find Adjustment Type Select Salary, Earnings, orbenefits to indicate the type of adjustment you want to make. 68 PeopleSoft Proprietary and Confidential

93 Chapter 7 Integrating With PeopleSoft Human Resources Management Applications TheSalary Adjustment, Earning Adjustment, or Benefit Adjustment scroll area appears at the bottom of the page depending on the selected Adjustment Type. Job Code, Union Code, Position From, and Position To Use these fields to specify additional search parameters to narrow the number of rows that the system retrieves. The system returns values for positions that meet your criteria in the scroll area when you click the Find button. Default Option Percentage and Amount Select All Refresh Adjust Selected Enter the value of the adjustment as a percentage or fixed amount. Use a minus sign to indicate a decrease. The system applies the value to the Before Adj (before adjustment) value for selected rows in the Salary Adjustment scroll area. Click to have the system select the check boxes associated with each row appearing in the adjustment grid. The system adjusts each row that is selected when you click Adjust Selected. Click to have the system calculate and apply any modifications you make to the default adjustment value, or if you manually entered an adjustment percent or amount for an individual row. Click to have the system calculate and apply the defined default adjustment value to all selected rows. Salary Adjustment Percent and Manual Amt (manual amount) Enter values to apply adjustments to individual rows and override the default percentage defined in the Default Option group box. Adjustments made to salary rows are incremental updates to the existing row. Whereas adjustments made to earnings and benefit type rows replace the existing amount. Adjustments to employee position rows are made against the existing effective date. New effective dates cannot be created using this page. Exporting Position Data From the Budgeting Model After you complete the budget, you can extract position budget data from the budgeting model (in PeopleSoft BAM) into staging tables located in a specified database. Exporting Position Budgeting Data From the Budgeting Model Access the Export to HR page. PeopleSoft Proprietary and Confidential 69

94 Integrating With PeopleSoft Human Resources Management Applications Chapter 7 Export to HR page Export Destination PeopleSoft HRMS PeopleSoft Budgeting Select as the export destination to export data to the PeopleSoft HRMS database. Select as the export destination to export data to the PeopleSoft EPM database. Process Request Parameters Business Unit, Budgeting Model ID, Budget Phase ID, and Ledger Name Export All Positions Select to define the model that you want to export position related data. Select to have the system export all positions and position costs stored in the budgeting model, including positions defined as Exclude from Budget Calc on the Position Data page. If you clear this check box, the system does not export positions specified as excluded from budget calculations. Process Results The Export to HR process (BPEXPORT) exports position budgeting data from the budgeting model into the following tables located in the selected export destination: PS_BP_POSITION_EXP PS_BP_JOB_EXP PS_BP_EARN_DIS_EXP PS_BP_SAL_DIS_EXP PS_BP_BNFT_DIS_EXP 70 PeopleSoft Proprietary and Confidential

95 Chapter 7 Integrating With PeopleSoft Human Resources Management Applications PS_BP_TAX_DIS_EXP See Also Chapter 18, Preparing Position Budgets, Adding and Copying Positions, page 288 Importing Position Data Into PeopleSoft HRMS If you ve exported data from the budgeting model into staging tables located in the PeopleSoft HRMS database, you can now import this data back into the appropriate tables located in PeopleSoft HRMS. Page Used to Import Position Data Into PeopleSoft HRMS Page Name Object Name Navigation Usage Import Budgeting Data RUNCTL_STG_BP_DATA In the PeopleSoft HRMS database, Administer Budgeting, Process, Import Budgeting Data Importing Position Budgeting Data Into the PeopleSoft HRMS Database Copies position budget data from stagingtablesto the appropriate tables in PeopleSoft HRMS. Access the Import Budgeting Data page in the PeopleSoft HRMS database to run the Import Budgeting Data in the HRMS Database (BPIMPORTHR) Application Engine process. Process Results The Import Budgeting Data in the HRMS Database (BPIMPORTHR) process copies position budget data from the staging tables to the following tables located in the PeopleSoft HRMS database: PS_BD_DISTR_TBL PS_BD_JOB_TBL PS_BD_POSITION_TBL Integrating With Third-Party Human Resource Applications If you are not using PeopleSoft applications as a data source for position data, you can use data from non-peoplesoft applications. To do so, you must populate the PeopleSoft Enterprise Warehouse ODS tables located in the PeopleSoft EPM database and then implement the other integration steps discussed in this chapter for integrating with PeopleSoft HRMS applications. PeopleSoft Proprietary and Confidential 71

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97 CHAPTER 8 Integrating With Other Enterprise Performance Management Applications This chapter discusses how to populate PeopleSoft Budgeting tables with PeopleSoft Business Planning data. Understanding Integration With PeopleSoft Business Planning Integration between these two applications enables you to capture high level business plan data and use it to drive your budget or to measure against your proposed budget. You can use Business Planning data in two ways: At the detail level for the base budget. When you publish your budgeting model, you can define your planning data as the budget seed data instead of using historical values like prior year actuals or budget. You can use this data as the base budget and incrementally increase or decrease the values, providing that the PeopleSoft Business Planning data either exists or is allocated tot the required detail level for budget preparation. At the summarized level for planning targets. You can define PeopleSoft Business Planning data as planning targets. These planning targets can be used as spending limits or used in conjunction with allowable tolerance rules when users prepare budgets. For example, if you want to define a limit on expenses by operating unit or department, you can specify that budget preparers cannot exceed the expense you defined in Business Planning. Note. ChartField values used at the detailed level for budget seeding must exist at the detail tree level. Values used at the summarized level for planning targets must exist at the node level on your tree. Prerequisite In Enterprise Warehouse, you will need to set up Performance Management (PF) business units as part of your PeopleSoft Enterprise Warehouse operational infrastructure. For Budgeting, you set up a General Ledger (GL) business unit in the Enterprise Warehouse for every PeopleSoft General Ledger business units you want to use for budgeting purposes. When you use PeopleSoft Business Planning, you set up PF business units. If your PF business units have a one-to-many relationship with GL business units, you must evaluate how these relationships impact the planning data you want to use in PeopleSoft Budgeting. An alternative is to use Allocation Manager to convert PF business units to GL business units. PeopleSoft Proprietary and Confidential 73

98 Integrating With Other Enterprise Performance Management Applications Chapter 8 Populating PeopleSoft Budgeting with PeopleSoft Business Planning Data You use the Allocation Manager in PeopleSoft EPM to allocate PeopleSoft Business Planning data for use in PeopleSoft Budgeting at the detail or summarized level. When you run the Allocation Manager, the system populates tables in PeopleSoft Budgeting with data from Business Planning using the target scenario you define. To use planning data in Budgeting, the data must meet specified requirements. If you use PeopleSoft Business Planning data as planning targets during the budgeting process, you can validate the planning targets against the proposed budget data. You use the Allocation Manager to define the account and budget center ChartField levels used for validation purposes. Using the Allocation Manager, you can also select one additional ChartField value to include for planning target validations, except when the proposed budget is a multi-year planning type. When the proposed budget is a multi-year planning type, the fiscal year can be included as the fourth value to validate against during budgeting. Note. We recommend that you keep planning target data simple by not including the additional ChartField values that do not require tracking or validation during the budgeting process. Requirements for PeopleSoft Business Planning Data To be used in PeopleSoft Budgeting, PeopleSoft Business Planning data must meet the following requirements: Contain a valid business unit defined in PeopleSoft Budgeting. Contain a valid ledger name defined in PeopleSoft Budgeting. Contain a valid currency code. For planning targets, the currency must be the base currency for the business unit in the budgeting model. For budget seeding, the currency must be one of the entry currencies. Contain a statistical code if you are providing statistical data for budget seeding. You cannot use statistical codes with data for planning targets. Contain a fiscal year and accounting period for budget seeding. Contain a fiscal year for planning targets. You cannot use a budget period for planning targets. Contain a value in the budget center field that matches a budget center defined in PeopleSoft Budgeting. Depending upon your financial integration source, the budget center can use one of the following ChartField values for its definition: Department, Fund, Operating Unit, Product, Program,Class,Project,ChartField1,ChartField2, and ChartField 3. You can use the detail budget center level or a rollup value on the tree that exists as a ChartField value. Contain a valid account code. You use rollup values on the tree, such as EXPENSE or REVENUE nodes, that exist as ChartField values in the Account table for planning targets. Share trees that use ChartField values at the node level for an Account and Budget Center tree. When allocating data to PeopleSoft Budgeting, the budget center values must reside on the same level of the tree to be valid for planning targets. Contain at least one Scenario ChartField. (Optional) If additional ChartField values are required for budget seeding other than the chosen budget center value, populate the remaining values for use as seed data. 74 PeopleSoft Proprietary and Confidential

99 Chapter 8 Integrating With Other Enterprise Performance Management Applications See Also PeopleSoft 8.8 Enterprise Warehouse PeopleBook, Using Enterprise Warehouse Data Enhancement Tools, Setting Up Allocations Chapter 13, Building the Budgeting Model, Publishing the Budgeting Model, page 174 PeopleSoft Proprietary and Confidential 75

100 Integrating With Other Enterprise Performance Management Applications Chapter 8 76 PeopleSoft Proprietary and Confidential

101 CHAPTER 9 Defining Your Budgeting Parameters This chapter discusses the various parameters you use to create the budgeting model, including how to: Definethebudget analysis base and activities. Define budget centers. Define account type options. Establish budget ledger type sets. Define dimensions and summarize non-dimension ChartFields. Set up methods and method groups. Define budget categories. Specify currency rate combinations. Use budget templates. Attach budget guidelines. Defining the Budget Analysis Base and Activities This section discusses how to: (Optional) Describe the financial data used for budget analysis. Specify budget activities used in the budgeting model. Pages Used to Define the Budget Analysis Base and Activities Page Name Object Name Navigation Usage Budget Analysis Base BP_ANAL_BASE Budgeting, Budgeting Home, Budgeting Setup, Define Budgeting Parameters, Analysis Base Budget Activities BP_BUDG_ACT Budgeting, Budgeting Home, Budgeting Setup, Define Budgeting Parameters, Budgeting Activities Describe the financial data you use for reference purposes during the budgeting process. Select the budgeting activities you want to use in the budgeting model. PeopleSoft Proprietary and Confidential 77

102 Defining Your Budgeting Parameters Chapter 9 Specifying Budget Analysis Base Details Access the Budget Analysis Base page. Analysis Base ID Description Identifies the financial information that you use as a reference during the budgeting process. When you set up the Budget Ledger Type Set, the Analysis Base will be associated with a specific Ledger Name. Delivered as nine translate values. Four of these values are predefined Prior Year Actuals, Year To Date Actuals, Current Year Budget, and Current Year Forecast. Five of these values are available for you to enter descriptions and link to financial data you want to use in the budgeting model. For example, if you use prior-year budget data as a historical reference point, you can enter PriorYearBudgetas the description for History 1. Specifying Budgeting Activities Access the Budget Activities page. Select the budget activities available to users from the following options: Budget Allocation Asset Budgeting Line Item Budgeting Line Item Mass Adjustment Position Budgeting Users can distribute line-item budget amounts to other budget centers. Allocations enable you to assign or transfer estimated costs from one line-item budget to another. After the system processes an allocation, the target budget intended to cover the allocation increases as a result. Users can view existing assets and add or modify asset data using PeopleSoft Budgeting. After you complete asset budgeting, you must recalculate the budgeting model to summarize the asset data into line-item budgets. If you select asset budgeting, you use the Asset Budgeting Defaults page to define the accounts used for asset line-item budgets. Users can view and modify line-item budget amounts using methods. You can also make fixed amount adjustments to individual line items. Users can apply budget amount modifications to one or more line-item budgets. You enter a mass adjustment as a percentage of the current budget amount or as a fixed amount. Users can view and modify position data, including salary, earnings, benefits, and employer-paid tax costs associated with positions. After you complete position budgeting, you must recalculate the budgeting model to summarize the position data into line-item budgets. If you select Position Budgeting, you use the Position Budgeting Account Defaults page to define accounts used for personnel line-item budgets. 78 PeopleSoft Proprietary and Confidential

103 Chapter 9 Defining Your Budgeting Parameters Defining Budget Centers Budget centers define the rollup and approval structure for the budget development process. A budget center canbeviewedasa cost center that has authority, responsibility, and access to data required in developing a budget for specific entities that you define in your organization. As you define a budget center, consider what drives the budgeting process within the organization, whether it is department, product, project, or operating unit. You can have only one effective-dated budget center per SetID. The ChartFields available as the Budget Center are dependent upon the defined integration source from the Budget Installation Options page, and the Active ChartFields on the ChartField Configuration page. These available ChartFields can include the following: Department, Fund, Operating Unit, Product, Program, Class, Project, ChartField 1, ChartField 2, and ChartField 3. Note. We recommend that you carefully evaluate your business processes before defining a budget center. Because a budget center is defined at the SetID level, you cannot change the budget center once you build the budgeting model. Pages Used to Define Budget Centers Page Name Object Name Navigation Usage Budget Center BP_BUDGET_CTR_DEFN Budgeting, Budgeting Home, Budgeting Setup, Define Budgeting Parameters, Budget Center Tree Viewer PSTREEVIEWER Click the Lookup Tree Node button on the Budget Center page. Specifying Budget Centers Access the Budget Center page. Define budget centers that determine the roll-up and approval structure for the budgeting model. View tree name information. ChartField Tree SetID Select a ChartField as the budget center that will drive the budgeting process. Valid ChartFields available in the drop-down list box are those ChartFields that are selected as a Budget Center ChartField with an active status as defined on the ChartField Configuration page. The available Budget Center ChartFields are dependent upon the integration database selected from the Budgeting Installation Options page. Select the SetID that you want the system to use to determine the available values for Tree Name. You can use unique SetIDs to specify unique sets of data for different business units, this enables you to use different trees depending on the SetID you select. Tree Name Select the tree used to determine the approval structure of the budgeting process. During the budgeting process, all budget centers that require a detail budget must reside on the same level of the tree. Also, a detail tree used for the budget center definition cannot have missing levels. PeopleSoft Proprietary and Confidential 79

104 Defining Your Budgeting Parameters Chapter 9 Note. PeopleSoft Budgeting requires that you use trees that have valid ChartField values assigned at the node level. This includes winter trees and spring trees as opposed to summer trees. If you use a spring tree for the budget center definition, you must perform budgeting at the node level. Winter trees are also called node-oriented trees. Summer trees are called detail trees. Spring trees are a hybrid between a node-oriented tree and a standard detail tree. Winter trees use a detail value table for nodes and has no leaves. Summer trees use the PS_TREE_NODE_TBL table for nodes and a detail value table for leaves. Spring trees use a detail value table for the nodes as well as the leaves. Lookup Tree Icon Approval Click the Lookup Tree Node button to access the Tree Viewer page, where you can view the selected tree. You can modify the tree using PeopleSoft Tree Manager. Indicates that the ChartField is used as the driver for rolling up budgets and submitting them for approvals. See Also PeopleTools 8.4x PeopleBook: Data Management, PeopleTools Utilities PeopleTools 8.4x PeopleBook: Tree Manager, Introduction to Tree Manager Defining Account Type Options You can determine how the system handles the mathematical operator associated with certain ledger amounts during the data staging, data extract and export processes. You can also determine the rules the system uses for analysis calculations. For example, suppose your organization stores monetary values for the Revenue account type as negative numbers in the ledger but you want to view revenues as positive numbers during line-item budgeting and analysis. To accomplish this, you can have the system reverse the sign for revenues during the data staging process. The system will reverse the sign again when you export the budgeting data from the PeopleSoft BAM database so that the signage is consistent within the ledger for the account type. Note. For analysis purposes processes you run from the Comparative Budget Analysis, Budget Version Comparison, and Budget Period Analysis pages you can determine the calculation rules used for account types. For example, suppose you want to view a net total of accounts that include both revenue and expense accounts. You can define the calculation rules such that the system deducts expenses from revenues to give you a net total. 80 PeopleSoft Proprietary and Confidential

105 Chapter 9 Defining Your Budgeting Parameters Page Used to Define Account Type Options Page Name Object Name Navigation Usage Account Type Options BP_ACCT_TYP_OPT Budgeting, Budgeting Home, Budgeting Setup, Define Budgeting Parameters, Account Type Options Define mathmatical signs for monetary amounts by account type used in PeopleSoft Budgeting. Determine calculations rules used for analysis of budget data. Assigning Signs and Calculation Rules for Account Types Access the Account Type Options page. PeopleSoft Proprietary and Confidential 81

106 Defining Your Budgeting Parameters Chapter 9 Account Type Options page Define the options by account type for a Standard Budget Type or Control Budget Type, depending on the budgeting type that you are using. Note. Use the Standard Budget Type grid to set up account type options for both Standard Budget type and Project Budget Ledger budgeting type. Flip Sign Select the check box to have the system reverse the sign associated with the account type data. The system multiples ledger amounts by -1. The system references this option when you perform the following: Data staging Application Engine process (BP_STAGE). 82 PeopleSoft Proprietary and Confidential

107 Chapter 9 Defining Your Budgeting Parameters Analysis Calculation Export to General Ledger Budgeting Data Applications Engine process (BPEXPORT). Data Extract from BAM Application Engine process (BPDATAEXT). Viewing any planning target setup pages or the Planning Target page accessed through the Line Item Details page. If the data is stored in the ledger with a negative sign, the system changes the sign from a negative to a positive during the data staging process for use in the budgeting model. When you export or extract the budgeting data from PeopleSoft BAM, the system changes the sign back to a negative number. If the account type data is stored as a positive number in the ledger and you select this check box, the same values appear as negative numbers throughout the budgeting process. If you clear the check box, the same numbers appear as positive numbers, just as they exist in the ledger. Select Add or Deduct from the drop-down list box to indicate how the system calculates values for the account type during analysis. The system references this field when you use the following analysis pages: Comparative Budget Analysis Budget Version Analysis Budget Period Analysis Establishing Budget Ledger Type Sets When preparing the budget, you ll probably want to use data that exists in different ledgers. For example, you might want to display prior-year actual and current-year budget data for reference purposes. You can do this by defining a budget ledger type set with multiple ledgers and associating it to a budgeting model. You can use an unlimited number of ledgers for a budget ledger type set. However, you ll specify one budget ledger type set for all the ledgers you want to include in a single budgeting model. For a budget ledger type set, you need to define a ledger name for every combination of financial data you want to view or use during your budget preparation process. Each row represents a unique ledger name that references a ledger type. For example, if you want to display current-year budget data for two different scenarios, you need to create two unique ledger names that you associated with the ledger type for the scenario. Note. To create a ledger type that uses data from multiple ledgers on a single row, you can use the budget copy feature in PeopleSoft General Ledger to create a ledger that combines data from multiple ledgers into a single ledger and scenario combination. You specify parameters for retrieving and grouping ledger data by: 1. Defining budget ledger type sets. 2. Establishing ledger type analysis base and targets. PeopleSoft Proprietary and Confidential 83

108 Defining Your Budgeting Parameters Chapter 9 Pages Used to Establish Ledger Type Sets Page Name Object Name Navigation Usage Budget Ledger Type Set BP_LEDGER_TYPE Budgeting, Budgeting Home, Budgeting Setup, Define Budgeting Parameters, Budget Ledger Type Set Ledger Type Analysis Base and Targets BP_LEDG_TYP_ANL Defining Budget Ledger Type Sets Access the Budget Ledger Type Set page. Click the Define the Analysis Base and Targets link on the Budget Ledger Type Set page. Define ledger types to specify the financial data you want to use in the budgeting model. Define the analysis base and target you want to associate to a selected planning type. Budget Ledger Type Set page To define the financial data to include in a budgeting model, you first select a Budgeting Type and then group ledger data using ledger types. Common Page Information Enter a Description for the Budget Ledger Type Set and specify the type of budget you want to use. You select one of the following Budgeting Types: Controlled Budget Ledger The budgeting model uses commitment control tables and budget period from the commitment control ledger (PS_BP_LED_KK_F00). The controlled budget ledger supports multiple currencies. Users can perform the following budgeting activities: line-item budgeting, position budgeting, asset budgeting, mass adjustments, and budget allocations. 84 PeopleSoft Proprietary and Confidential

109 Chapter 9 Defining Your Budgeting Parameters Project Budget Ledger Standard Budget Ledger The budgeting model uses the tables that contain project budgeting ChartFields, fiscal year, and accounting period from project ledger (PS_BP_LED_PROJ_F00). The project budget ledger supports rollup calendars, multiple currencies, and planning targets for monetary values. Users can perform the following budgeting activities: line-item budgeting, mass adjustments, and budget allocations. The model uses standard budget tables, fiscal year, and accounting period from the budget ledger (PS_BP_LED_BUDG_F00). The standard budget ledger supports rollup calendars, multiple currencies, statistical budgeting, planning targets for monetary values, and statistical accounts. Users can perform the following budget activities: line-item budgeting, position budgeting, asset budgeting, mass adjustments, and budget allocations. The fields you use to define the ledger types depend on the selected Budgeting Type. Details Tab Ledger Name Ledger ID Ledger Scenario Trans Type (transaction type) Enter a ledger name used to identify the data you associate to it. The name that you define appears as an available ledger name when you create the budgeting model using this budget ledger type set. Select to determine the ledger that you want to associate to the Ledger Name for the budget ledger type set. The SetID determines the valid options. The Ledger ID is derived from the ledger table (PS_LED_DEFN_TBL) you imported from PeopleSoft Financial Management using the Informatica PowerMart ETL process. When you run the Data Loader process for PS_PF_LED_DEFN_TBL, the Ledger ID is copied from the ledger value located in PS_LED_DEFN_TBL. You can modify the ledger associated with the Ledger ID using the Detail Ledger: Definition page as part of setting up the operational structure within PeopleSoft Enterprise Warehouse. The system displays the ledger defined for the selected Ledger ID. Select a scenario to identify a unique combination or assumption related to historical or proposed financial data. Specifically, if you are using data from PeopleSoft Business Planning to assign planning targets to the proposed budget, create a unique Ledger Name for the planning target Scenario. If you are using Business Planning data to seed your proposed budget, define an additional Ledger Name and Scenario after populating the Scenario with the seed data. For controlled budget types, define a transaction type for ledgers used for reference purposes during the budgeting process. You do not select a transaction type for the proposed budget ledger. The system uses the selected Transaction Type to filter ledger data into the budgeting model during the data staging process for the historical analysis base types. PeopleSoft Proprietary and Confidential 85

110 Defining Your Budgeting Parameters Chapter 9 Transaction types are located in the Commitment Control ledger in the Enterprise Warehouse (PS_BP_LED_KK_F00) and stored as translate values as follows: Calendar and Rollup Calendar From Fiscal Year and To Fiscal Year From Budget Period and To Budget Period 0 = Original 1=Adjustment 2 = Transfer Adjustment 3 = Transfer Original 4=Closing 5=RollForward For budgeting purposes, valid transaction types include the following: Original: Represents the original adopted budget. The system selects ledger rows with 0, 3, and 5 as Transaction Types located in PS_BP_LED_KK_F00. Final: Represents the current or amended budget. The system selects ledger rows with 0, 1, 2, 3, and 5 as Transaction Types located in PS_BP_LED_KK_F00. This field appears if you ve selected Controlled Budget Ledger as the Budgeting Type and PeopleSoft 8.4 or Third-Party Vendor as the General Ledger Interface on the Budget Installation Options page. Specify to identify the detail level for budgeting or historical data. If you are using the Standard Budget Ledger or Project Budget Ledger, specifya Rollup Calendar to provide period summary views of budget data. Enter to define the time period for Standard Budget Ledger and Project Budget Ledger data for the actuals or budget ledger definition. If you are defining a Controlled Budget Ledger, youarealsorequiredtoselecta fiscal year time period for the actuals ledger definition. Enter to define the time period for Controlled Budget Ledger data. Assign Defaults Tab The Planning Type enables you to define the ledger such that you can update, enforce budget translation controls, and define a base budget when you set up a budgeting model using this budget ledger type set. You do not need to identify a Planning Type for all ledger names within the budget ledger type set. When you define your budgeting model, the method types available to that ledger name are determined when you select a Method Group ID. If you do not select a Planning Type for a Ledger Name, you cannot use that Ledger Name for budgeting or forecasting purposes. Defining a Planning Type for a Ledger Name will allow update to the ledger. Without a Planning Type definition it is considered historical information, or analysis base, and is available to be included in the budgeting model. Select a Planning Type from the following options: Current Forecast Identifies the ledger name as the ledger to use when preparing a forecast based on current year or multiple year data. 86 PeopleSoft Proprietary and Confidential

111 Chapter 9 Defining Your Budgeting Parameters The methods you can apply to the current year forecast are BASBUD (base budget amount) and AMTPER (amount per budget period). Proposed Budget Planning Target Budget Identifies the ledger name as the ledger to use when preparing the proposed budget for single or multiple years. You can apply all available method types to the proposed budget except those you exclude from the Method Group ID defined for a budgeting model. Identifies the ledger name as the ledger to use when validating planning target data imported from PeopleSoft Business Planning using the Allocation Manager. You cannot apply any methods to the planning target budget. Note. We recommend that you do not make changes after publishing and using the budgeting model. To prevent corruption of the budgeting model, you cannot update the budget ledger type set after you associate a budget ledger type set and publish a budgeting model. You can only modify the budget ledger type set by assigning a new BAM model ID on the budgeting phase, although this is not recommended. See Also PeopleSoft 8.8 Enterprise Warehouse PeopleBook, Defining Your Operational Structure PeopleSoft General Ledger PeopleBook, "Maintaining Standard Budgets" Establishing Ledger Type Analysis and Targets Access the Ledger Type Analysis Base and Targets page. DefinetheAnalysisBaseLedgers Ledger Name Select one of the ledger names that you defined for the budget ledger type set. The ledger name for which you are defining the analysis base is not available. The selected ledger name is the analysis base definition used for the historical data that you want displayed for budget users. During the budget preparation process, you can enable budget preparers to view financial data such as prior-year actuals, prior-year budget, current-year budget, and so on for reference purposes. The system uses translate values defined in the analysis base to map the appropriate data. If you do not select a ledger name, the system does not display financial data for the analysis base in the budgeting model. Youenteredtheanalysis basedescription using the Budget Analysis Base page. Define the Planning Target Ledger Ledger Name Select to validate planning targets against. If you define more than one planning type, each target must have its own unique ledger name and scenario. PeopleSoft Proprietary and Confidential 87

112 Defining Your Budgeting Parameters Chapter 9 Defining Dimensions When you define the budgeting model, you assign dimensions to it. Before doing so, you must define each dimension and the data associated with it. You must define a dimension for the following: The ChartField that you use to define the Budget Center. For example, if your budget center is Department, you must define a department dimension. The Account ChartField. Each ChartField that your organization uses to prepare and track budget data. The system uses dimensions to filter the ChartField data used in the budgeting model at the SetID level. You assign the members, or values, of the dimension you want by specifying a range of ChartField values or identifying values on a tree node. This filter ensures that only valid values for a ChartField are available during the budget preparation process. Defining dimensions requires the following: 1. Defining budget dimensions. 2. Defining dimension members using ChartField values and trees. Pages Used to Define Dimensions Page Name Object Name Navigation Usage Budget Dimensions BP_DIMENSION_DEFN Budgeting, Budgeting Home, Budgeting Setup, Define Budgeting Parameters, Dimensions Dimension Details BP_DIM_DETAILS Budgeting, Budgeting Home, Budgeting Setup, Define Budgeting Parameters, Dimension Details Defining Budget Dimensions Access the Budget Dimensions page. Define a Dimension ID and associate it to a ChartField. Assign a Dimension ID to a SetID and define the dimension members. Budget Dimensions page 88 PeopleSoft Proprietary and Confidential

113 Chapter 9 Defining Your Budgeting Parameters ChartField Select a ChartField that you want to associate with the Dimension ID. Valid ChartFields available in the drop-down list box are those ChartFields that are selected as a Dimension ChartField and that you define as active status on the ChartField Configuration page. Defining Dimension Details Access the Dimension Details page. Dimension Details page Once you define a Dimension ID, you can specify the ChartField values used to define the dimension and summarize data used to seed the proposed budget to a tree level consistent with the tree level defined for the dimension. SetID and Dimension ID The system uses the SetID to group dimensions for the budgeting model when you associate the Business Unit to the SetID. You cannot assign the same Dimension ID to a SetID more than once. For example, suppose you assign the Dimension ID called Account 1 that is definedbytheaccount ChartField. You cannot assign Account 1 again for the SetID. However you can create another Dimension ID called Account 2 that is defined by the ACCOUNT ChartField and assign it to the SetID. Optionally, you can assign the same dimension to different budgeting models. PeopleSoft Proprietary and Confidential 89

114 Defining Your Budgeting Parameters Chapter 9 Note. If you use different SetIDs for your business unit ChartFields, you need to create a dimension ID under the same SetID for each ChartField using this page. Every dimension ID you want included in a single budgeting model needs to be defined under a common SetID. This common SetID must be associated to the business unit defined for the Budgeting Model for the Record Group ID Budgeting Dimensions (BP_14). The system uses the SetID you define for the Record Group ID Budgeting Dimensions (BP_14) to locate the group of dimension details on the Model Dimensions page. ChartField SetID Select to determine the available options for the Tree Name or ChartField values. The SetID of the ChartField could be different from the SetID of the dimension. The ChartField SetID is used to prompt trees or ChartFields associated with this value. Note. The SetID value for ChartField AFFILIATE, PROJECT_ID, and ACTIVITY_ID typically use the same value as that of the Business Unit. Tree Name The value you select can be used for the following purposes: Summarizing row data in line-item budgeting. Filtering ChartField data in the budgeting model. View option by dimension in line item budgeting. The tableset control definition you select for ChartField SetID determines the available options for Tree Name. Note. PeopleSoft Budgeting requires that you use trees that have valid ChartField values assigned at the node level. This includes winter trees and spring trees as opposed to summer trees. Winter trees are also called node-oriented trees. Summer trees are called detail trees. Spring trees are a hybrid between a node-oriented tree and a standard detail tree. Winter trees use a detail value table for nodes and has no leaves. Summer trees use the PS_TREE_NODE_TBL table for nodes and a detail value table for leaves. Spring trees use a detail value table for the nodes as well as the leaves. Specify how you are entering dimension details in the Enter the Dimension Details by Tree Values or ChartField Values? field. The available options are: Enter Tree Information Enables the tree information scroll area. The ChartField Values grid is disabled. Specify a Tree Node. Specify which levels under the tree node are included from the following: From Level and To Level: Specifies the range of levels on the tree node that you want included in the tree definition for the budgeting model. This means that if you define a range of revenue account codes on a node as from level to 42000, only those account codes falling within 90 PeopleSoft Proprietary and Confidential

115 Chapter 9 Defining Your Budgeting Parameters levels and on that node (within that tree) are included in the dimension ID definition for the budgeting model. Summarize Data to Level: The system summarizes all ledger, asset, and position data that reside below this level up to this level during the data staging process. In this way, you can bring data used to seed the proposed budget to a tree level consistent with the tree level defined for the dimension in the budgeting model. The options in the drop-down list box include all levels that exist below the To Level, if any. You can use this summarization feature if you are using a tree to define the dimension. The Summarize Data to Level field is disabled if you selected Enter ChartField Values to define the dimension. Note. Alternatively, you can summarize data prior to importing it into the PeopleSoft Enterprise Warehouse. You can do this using the Allocations process in the PeopleSoft Financial Management database. Enter ChartField Values EnablestheChartFieldsvaluesgrid. TheTreeInformationscrollareais disabled. Enter a range of values using the From Value and To Value fields. Add more ChartField ranges to the dimension definition by inserting additional rows. If you insert rows, you cannot use the same values more than once. ChartField ranges must be mutually exclusive and cannot overlap with one another. Note. The system uses dimension details to filter the data used in the budgeting model. Whether you use tree nodes or specify ChartField values for the dimension details, you must include all values that you want to use for budgeting and those you want associated with historical data. You can still associate a Tree Name with the dimension details when using the ChartField Values. This Tree Namecanthenonlybeusedinconjunctionwiththeview options by dimension in line item budgeting. If you assign more than one Dimension ID defined by the same ChartField, you can select only one of the dimensions to be used in the budgeting model. Each Dimension ID in the budgeting model must have a unique ChartField definition. Setting Up Methods to Meet Your Business Needs You prepare method groups for use in the budgeting model. This section provides an overview and discusses how to: (Optional) Change the method name and description, and view the attributes of a method. Define drivers used for methods. Define driver lookup tables used for methods. Group methods and define method drivers and driver parameters. PeopleSoft Proprietary and Confidential 91

116 Defining Your Budgeting Parameters Chapter 9 Understanding Methods Every line within the budget has a method assigned to it. A method defines how the budget amount for the line is calculated or how it is derived if a calculation is not necessary. Use the delivered methods as a basis for creating the budgeting model. You can change the method name and provide a description that is more meaningful to your organization. Changing the method name does not change the logic and rules underlying the method itself. Method names, their system labels, and descriptions are listed in the following table: Method ID Method Name Description AMTFTE Amount Per FTE (amount per full-time equivalent) Enables you to define an amount to multiply times the full-time equivalent (either from a budget center or business unit) that is then picked up from position budgeting activity. AMTHC Amount Per Headcount Enables you to define an amount to multiply times the headcount (either from a budget center or business unit) that is then picked up from position budgeting activity. AMTPER Amount Per Budget Period Enables you to enter amounts in budget periods. AMTUNT Amount * Defined Units (amount multiplied against defined units) Enables you to apply amounts to units based upon the driver definition for the units that the coordinator defined. ANN% Annual Growth Percentage On History Enables you to apply an annual percent increase for building proposed budget amounts based upon the historical criteria you select. ASSET Asset Budget Amount Specifies that the data from the row you selected is carried into line item from detailed asset budgeting activity. BASBUD Base Budget Amount Represents the seeded budget, based upon the history that you choose to build the proposed budget upon. It can include incremental percent increases or decreases that you appliedtothehistory. 92 PeopleSoft Proprietary and Confidential

117 Chapter 9 Defining Your Budgeting Parameters Method ID Method Name Description DISTR Distributions Enables you to distribute constant amounts defined by the coordinator for budget centers using the driver lookup tables. ECODRV Economic Driver On History Enables you to associate a specific driver value, such as inflation, with line items. ITM Itemization Enables you to define a list of items associated with an account. JOIN AMTUNT * UNTAMT Enables you to combines the amount and cost drivers defined by the coordinator for the AMTUNT and the UNTAMT methods. METH=0 Zero Method Amount Enables you to zero-out values for the proposed budget because you cannot delete rows during line item budgeting. PER% Period Growth Percentage On History Enables you to apply different percent increases by period rather than applying one annual percentage to all periods. POSBUD Position Budget Amount Specifies that the data from the row you selected is carried into line item from detailed position budgeting activity. RELATE Related to an Account or Statistical Code Enables you to associate an account with a monetary or statistical amount and calculate a value using an amount or percentage. UNTAMT Units * Defined Amount Enables you to apply units to the cost based upon the driver definition for the amount that the coordinator defined. PeopleSoft Proprietary and Confidential 93

118 Defining Your Budgeting Parameters Chapter 9 Method Drivers Methods that require a system calculation use method drivers. A method driver is the calculation factor used in the method s algorithm. You can define method drivers defaults used during line-item budgeting. You can enable override of the driver defaults when you set up the budgeting model. You can also define driver lookup tables that enable budget preparers to select alternate driver values that you define. You need to define drivers for those methods that require them. We deliver the following method drivers: Method Driver Method Driver Name BC FTE BC HC BU FTE BU HC QTY*COST PERSUM Driver for Budget Center Amount Per Full-time equivalent. Driver for Budget Center Amount Per Headcount. Driver for Business Unit Amount Per Full-time equivalent. Driver for Business Unit Amount Per Headcount. Driver for ITM (Itemization) method where number of units is multiplied by a cost per unit for a calculated amount for an item. Driver for ITM (Itemization) method where the user enters the total amount for an item. Note. The method drivers QTY*COST and PERSUM are not available for the Itemization method when you create the driver method. They are strictly used on the Itemization Method detail page during line-item budgeting. When you define the default driver parameters required for certain method drivers, you can also define a driver lookup table. A driver lookup table enables the budget coordinator to define different driver values based on budget center. When you define method drivers and driver lookup tables, you can determine the number of decimal positions that the system uses to calculate the method amount during line-item budgeting. You can use statistical drivers that have values defined up to eight decimal positions or you can use monetary drivers that have values defined by the associated currency code definition. The system uses the method driver definition, or Driver ID, to determine the number of decimal positions used to calculate the method amount during line-item budgeting, regardless of the definition you use for the driver lookup table definition. If you want the system to use eight decimal positions during method amount calculations, you must use a Driver ID that is defined as a statistical driver. When you set up methods for use during the budgeting model, you complete the following: (Optional) Modify method names. (Optional) Define driver lookup tables so that you can have variables by budget center associated with drivers. Define method groups. Specify driver default values and lookup tables used for a method group. 94 PeopleSoft Proprietary and Confidential

119 Chapter 9 Defining Your Budgeting Parameters Pages Used to Set up Methods, Drivers, Lookup Tables, and Method Groups Page Name Object Name Navigation Usage Budget Methods BP_MTHD Budgeting, Budgeting Home, Budgeting Setup, Define Budgeting Parameters, Budget Methods Method Driver BP_MTHD_DRV Budgeting, Budgeting Home, Budgeting Setup, Define Budgeting Parameters, Method Drivers Driver Lookup Tables (description) Driver Lookup Tables (details) BP_DIST_TYP BP_DIST_DRV_PER Budgeting, Budgeting Home, Budgeting Setup, Define Budgeting Parameters, Driver Lookup Tables Click the Lookup Table Details link on the Driver Lookup Tables description page. Budget Method Group BP_MTHD_GROUP Budgeting, Budgeting Home, Budgeting Setup, Define Budgeting Parameters, Budget Method Groups Method Drivers BP_MTHD_DRVR_GROUP, BP_MTHD_DRVR_GRP_N Click the Method Drivers link on the Budget Method Group page. Modify the name and add a description for a method. View the attributes of a method. Define drivers used for certain methods. Defineadriver lookup table description to be used for certain methods. Create or modify the driver lookup table details by budget centers and period. Group methods and method attributes that you want to use in a budgeting model. Define a method s drivers, driver parameters, and lookupid. Modifying Method Names and Viewing Method Attributes Access the Budget Methods page. Method Name Driver Delivered Driver Required Allow New Driver Base Required Enter a name for the method. Changing the method name does not change the logic and rules underlying the method itself. If selected, the method uses one of the drivers delivered with PeopleSoft Budgeting. If selected, the method requires a driver to perform budget calculations. If selected, you can define additional drivers for the method on the Method Driver page. If selected, the method uses a base value that you define to apply the method calculation. You define the base on the Method Defaults page in the budgeting model. Defining Drivers for a Method Access the Method Driver page. PeopleSoft Proprietary and Confidential 95

120 Defining Your Budgeting Parameters Chapter 9 Statistical Driver Select to identify the driver as one based on units rather than monetary amounts. The system uses eight decimal positions when performing calculations for method amount during line-item budgeting. It does not apply currency precision for drivers selected as statistical drivers. You can enter values using up to eight digits to the right of the decimal for statistical method drivers. Defining Driver Lookup Tables There are two types of pages that enable you to define driver lookup tables: Driver Lookup Table Description page Driver Lookup Table Description page Driver Lookup Table Description Access the Driver Lookup Tables description page. Statistical Driver Select to identify the driver lookup table as one based on units rather than monetary amounts. You can enter values using eight decimal positions for statistical method drivers. Driver Lookup Table Details Access the Driver Lookup Tables details page. Note. If you want the system to use eight decimal positions for calculation purposes during line-item budgeting, you must also select a default Driver ID that is defined as statistical driver. The system does not validate that the Lookup ID and Driver ID defined for a method group are both defined as statistical drivers. 96 PeopleSoft Proprietary and Confidential

121 Chapter 9 Defining Your Budgeting Parameters Driver Lookup Details page (1 of 2) Driver Lookup Details page (2 of 2) Currency Code Distribution Type Appears for monetary-based driver lookup tables. If you selected Statistical Driver on the Method Driver description page, this field does not appear. Indicate how the system calculates the budget amount per budget period. Available options include the following: Amount: When users select a method that uses a driver lookup ID, the system uses the predefined or constant amount unique to the budget center to calculate the budget amount by period. The table is populated with constant or monetary values. PeopleSoft Proprietary and Confidential 97

122 Defining Your Budgeting Parameters Chapter 9 Percent/Rate: When users select a method that uses a driver lookup ID, the system uses a percentage or rate unique to the budget center to calculate the budget amount by period. The table is populated with percentages. Budget Center SetID Calendar SetID Calendar ID Add All Budget Centers Import from CSV Download icon This option enables you to use a SetID, other than the SetID defined for the Lookup ID, to define the budget centers for which you want to enter distribution values. The SetID determines the prompt table used for Budget Center in the Enter Distribution Values grid. The SetID also determines the available values for driver lookup tables when you define the method group using the same SetID. The Tree Name associated with the Budget Center SetID is also displayed for informational purposes. Enter a SetID used for the calendar. This value does not need to be the same value as the Budget Center SetID. The Lookup ID can use annual, quarterly, and monthly calendars. The number of periods are displayed for the chosen calendar. Click to populate the grid with all the valid values defined in the selected Budget Center SetID. Click to populate setup data from a comma separated values (CSV) formatted files. Click to export lookup table data to a spreadsheet. When you click on the button, the system opens another window on your computer, loads the spreadsheet application, and places the line item data in the spreadsheet. Note. You must have the Browse in the same window check box clear for the XLS file extension type under the Window Explorer in order to download the data to the spreadsheet. To confirm that the setting is accurate, open the Windows Explorer, select Folder Options from the Tools menu, select the File Types tab, select the spreadsheet type, click the Advance button, and clear the Browse in the same window check box. Refresh Total Click to update the totals in the grid. Note. You should create a CSV file from the Driver Lookup Table page to prepopulate budget center values. The layout of the file is important for the import of data. When the import process updates from a CSV file only the budget center values defined in the file are updated, any other original budget center values defined in the lookup table will not be deleted or affected by the import. You must set up the file transfer protocol (FTP) using the URL Maintenance page to use the import feature. Driver Lookup Tables details: Enter Distribution Values Select Select the individual budget centers to which the distribution amount is applied. The budget centers that you do not select use the default amount. 98 PeopleSoft Proprietary and Confidential

123 Chapter 9 Defining Your Budgeting Parameters Budget Center and Values Enter the lookup values in each period for a budget center. Establishing Budget Method Groups Access the Budget Method Group page. Budget Method Group page PeopleSoft Proprietary and Confidential 99

124 Defining Your Budgeting Parameters Chapter 9 SetID and Method Group ID Budget Center SetID Currency Effective Date Method ID Method Drivers Indicates the SetID associated with the Method Group ID. You associate each Method Group ID to a single SetID, Budget Center ID, and currency. Select the SetID used to determine the valid values you can select from for Lookup ID on the Method Drivers details page. You can access the Method Drivers details page for a method ID when you click the Method Drivers link. The system displays a warning message when you modify Budget Center SetID. The warning message indicates that when you select a different SetID, the system sets the Lookup Driver ID for every Driver ID on the Method Drivers page to blank. You ll need to repopulate each Lookup ID based on the available values for the selected Budget Center SetID. The selected currency is used as the default for all methods and drivers you define here. If you add a new effective-dated row to the budget method group, the method attributes you defined on the last active row are copied onto the new row. Select the check box for method that you want to use in the budgeting model. The system default is to select the check boxes for each Method ID. If a method is not selected, you cannot use it during the budget development process. When preparing a proposed budget all sixteen delivered methods are available for monetary budgeting. For statistical budgeting, which is a line-item budget that uses a statistical account or statistical code, you can use the delivered methods except for the following: ASSET POSBUD Click the link to access the Method Drivers details page. If a method ID does not require a driver, the Method Drivers link does not appear for the method. Note. The planning type you define for the budget ledger type set impacts the use of methods within the budgeting model. If you select all method IDs, certain methods will not be available for the current forecast planning type. Method Drivers Page Access the Method Drivers page. 100 PeopleSoft Proprietary and Confidential

125 Chapter 9 Defining Your Budgeting Parameters Method Drivers page Calendar SetID Calendar ID and Annual Calendar ID Enter a SetID used for the calendar. This value does not need to be the same value as the Budget Center SetID. Select to define a time value for the driver ID. Options depend both on the selected method ID and your organization s business practices as defined in the Detailed Calendar, in Defining Business Rules. Typical calendar selections include monthly, quarterly, or annually. You must select an annual calendar if you are defining a driver ID for a method that uses only an annual time frequency. Methods that use only an annual time frequency include the following: ECODRV DISTR AMTFTE AMTHC RELATE You can select monthly, quarterly, or annual calendars for the following methods: AMTUNT UNTAMT The JOIN method uses the default time frequency from the AMTUNT and UNTAMT defaults. Note. You can only have one calendar ID per method ID. Therefore when you choose a monthly calendar, all drivers you define for that method use the same calendar. Though some methods only allow annual calendars, monthly or quarterly data can be defined when using the Lookup ID with DISTR, AMTFTE, AMTHC, or RELATE. The fields that appear under Method Drivers Details depend on the selected method ID. Driver ID The driver ID definition determines if you enter the associated amount or value as a monetary amount or statistical value. The driver ID definition PeopleSoft Proprietary and Confidential 101

126 Defining Your Budgeting Parameters Chapter 9 overrides the driver lookup table statistical definition. For example, if you select a Lookup ID on this page that is defined as a Statistical Driver on the Driver Lookup Tables page but you select a Driver ID that is defined as monetary, the system uses the monetary setting. The following methods require additional driver-related information: Year Sum/Average Lookup ID Relate Type AMTFTE AMTHC ECODRV RELATE DISTR AMTUNT UNTAMT JOIN The accounting year as defined by your organization. Use for all methods that require a driver ID. Defines the Amount field as either the Avg/Period (average/period) which is the fraction of the total sum received by dividing the amount by the number of periods, or the Sum/Period which is the total sum reflected in each of the periods. Avg/Period: The specified values are recognized in each period. For example, UNTAMT uses a quarterly calendar ID. When a driver called HOTEL has been defined as 100 USD in quarter one, then 100 USD applies for all months in the first quarter when preparing a monthly budget. Sum/Period: The specified values are recognized as a total amount across each period. For example, AMTUNT uses a quarterly calendar ID. When a driver called OTHOURS is defined as 180 in quarter one, then 60 applies for all months in the first quarter when preparing a monthly budget. Use this option for the RELATE, AMTFTE, AMTHC, DISTR, UNTAMT, and AMTUNT methods. Distribution values you define and select on the Driver Lookup Tables. Use a lookup ID to override global default amounts defined for the RELATE, AMTFTE, AMTHC, DISTR, UNTAMT, and AMTUNT methods. The JOIN method uses the default lookup IDs from both AMTUNT and UNTAMT defaults. The valid values for Lookup ID depend on the Budget Center SetID you selected on the Budget Method Group page. Determines whether the method driver is associated with an account or statistical code. The value you select displays in either the Account or Stat Code column. Use for the RELATE method. 102 PeopleSoft Proprietary and Confidential

127 Chapter 9 Defining Your Budgeting Parameters Stat Code(statistics code) Account Value Type Amount Value Annual Value Values Total Unit Driver ID and Amount Driver ID If the Relate Type is Stat Code, enter a statisticsl code. This enables users to use predefined variables for budgeting against statistical accounts. Use for the RELATE method. IftheRelateTypeisAccount, enter an account. This enables users to use predefined variables for budgeting against accounts. Use for the RELATE method, for example, when position benefits may represent 30% of the defined salary account. Defines the nature of the Amount field as either a percentage or a sum for the RELATE method. The field is not available for other methods. For the AMTFTE and AMTHC methods, the Amount represents either a monetary sum or average of the total. For the RELATE method, the Value is either a percentage or sum based on the Value Type you select. For the DISTR method, the Value represents either a sum or average of the total. The system uses this as the default value when budget centers use Lookup tables for the defined method driver. Represents a percentage used to calculate an annual value. Used for the ECODRV method. For the AMTUNT method, the Values Total is the total number of units. For the UNTAMT method, it is the individual cost per unit. Used for the JOIN Method. The Unit Driver ID is the AMTUNT driver defined for the method group and the Amount Driver ID is the UNTAMT driver for the method group. The Driver IDs for AMTUNT and UNTAMT must be defined first. Defining Budget Categories You can define budget categories that facilitate line-item budgeting. Budget categories are ranges of accounts that you group together for budgeting and inquiry purposes. A tree is required if you want to define budget categories because budget categories use an account tree. To minimize the efforts in maintaining trees, you can use the same account tree that defines the account dimension for your budgeting model. The budget categories that you define are used as budget category defaults when you create your budgeting model. During budget preparation, all budget users can work with line-item budget data or inquire at a summarized level by using the budget category. Defining and using budget categories is optional. PeopleSoft Proprietary and Confidential 103

128 Defining Your Budgeting Parameters Chapter 9 Page Used to Specify Budget Categories Page Name Object Name Navigation Usage Budget Category BP_BUDGET_CATEGORY Budgeting, Budgeting Home, Budgeting Setup, Define Budgeting Parameters, Budget Categories Specifying Budget Categories Access the Budget Category page. Assignatreenameandlevel to a budget category. Tree Name Level Name Associate an available tree to the budget category. Select to identify the level (or node) on the tree that you define for the budget category. Thetreestructure specifies the hierarchy of accounts included in each budget category. Tree definitions map specific ChartField account codes to categories. For example, if you have a tree node that includes accounts like office supplies or facsimile and equipment repair, you can select that level to set up a budget category for office maintenance. See Also PeopleTools PeopleBook: Tree Manager Specifying Rate Combinations Defining rate combinations is required as part of setting up a multiple currency budgeting model. You define rate combinations and then reference them in a model so that different exchange rates can be applied to different budgeting models. Rate types provide the ability to specify different exchange rates for use with different account types. These rate types further categorize market rates. Typical rate types are current, commercial, floating, average, and historical. For example, an average rate may be used for expense accounts while a current rate may be used for balance sheet accounts. You use effective dates to define different rates for different budget periods. Page Used to Set Up Rate Combinations Page Name Object Name Navigation Usage Rate Combinations BP_RATE_COMBO Budgeting, Budgeting Home, Budgeting Setup, Define Budgeting Parameters, Rate Combinations Defining Rate Combinations Access the Rate Combinations page. Define the currency rate combinations for use in the budgeting model. 104 PeopleSoft Proprietary and Confidential

129 Chapter 9 Defining Your Budgeting Parameters Rate Combinations page Index and Rate Category Account Type and Rate Type The system derives the valid values for Index from the PS_RT_INDEX_TBL that you imported from PeopleSoft Financial Management. The rate category depends on the selected Index. You can edit the table using the Market Rate Definition page as part of setting up the PeopleSoft Enterprise Warehouse. There can be several types of conversion rates for any pair of currencies. These different types of rates are appropriate for different types of accounts. You can assign only one Rate Type per Account Type. However, each Account Type can use a different Rate Type. For example, you can assign the CRRNT (current) rate type to the Expense account type and then assign the AVG (average) rate type to the Assets account type. Note. You specify rate combinations on the Currency Options page to link account types to rate types for your budgeting model. Using Budgeting Templates You create templates to communicate to budget users about specific events that take place during the budgeting process. templates include predefined text that you define for the specific events. templates can be used for when budgets are published, submitted, rejected; and when budgets are submitted that are outside planning targets. PeopleSoft Proprietary and Confidential 105

130 Defining Your Budgeting Parameters Chapter 9 Page Used to Define Templates Page Name Object Name Navigation Usage Template Definitions BP_EM_TMPL_DEFN Budgeting, Budgeting Home, Budgeting Setup, Defining Budgeting Parameters, Templates Defining Templates Access the Template Definitions page. Use to define default text to be sent for a budget event. Define the users to whom you want to send the or a copy of the , depending on the budget event. 106 PeopleSoft Proprietary and Confidential

131 Chapter 9 Defining Your Budgeting Parameters Template Definitions page After creating templates using this page, you use the Assign Templates page to assign the templates you create to the specific events within a budgeting phase for a budgeting model. The system sends the assigned after the event occurs. Template Subject Select Budget Reject, Budget Submit, Model Publish, or Planning Target. After you select a template, the Text Bind Variable Legend appears with content that depends on the selected template. Enter the default subject line used for the template. PeopleSoft Proprietary and Confidential 107

132 Defining Your Budgeting Parameters Chapter 9 Text Enter text bind variables to define the default text for the template and indicate what data you want the system to find and insert in the completed message. For example, if you want users to receive s each time a model is published, you can create the following default message in the Text field: %B (Budgeting Model) being published by %H (Current User) has completed on %E (Submit Date/Time). Operator ID If you are defining a Budget Reject, Budget Submit, or Planning Target template, the system sends a copy of the to the selected Operator IDs, in addition to those who receive the as defined by the event, role, and position in the budget center tree. Only users that you defined as budget users appear as available options. If you are defining a Model Publish template, select the users to whom you want to send the . The system uses the selected users as the distribution list. Attaching Budget Guidelines You can enable budget users to download and access documents during the budgeting process. Documents you want users to access can include budgeting instructions and guidelines. Page Used to Attach Guidelines Page Name Object Name Navigation Usage BP_FILE_ATTACH_PNL Budgeting, Budgeting Home, Budgeting Setup, Define Budgeting Parameters, Attach Budget Documentation Attach Budget Documentation Attaching Budget Instructions and Guidelines Access the Attach Budget Documentation page. Attach and upload files with budget instructions and guidelines that users can download and access during the budget preparation process. Attach Budget Documentation page 108 PeopleSoft Proprietary and Confidential

133 Chapter 9 Defining Your Budgeting Parameters Attach Delete Added By and Date Added Click the button to attach the file in any format. The File Name appears as a hyperlink after you locate, select, and upload the file. Enter a description about the file for the users. Click the button to remove the option for users to choose the file. Information regarding the user who attached the document and the date it was attached. Note. You must set up the file transfer protocol (FTP) using the URL Maintenance page to use the attachments feature. PeopleSoft Proprietary and Confidential 109

134 Defining Your Budgeting Parameters Chapter PeopleSoft Proprietary and Confidential

135 CHAPTER 10 Setting Up Position Budgeting This chapter provides an overview of position budgeting setup and discusses how to: Set up general position budgeting defaults. Set up job code defaults. Set up position data defaults. View existing human resource data. Understanding Position Budgeting Setup Setting up for position budgeting involves defining defaults the system uses when you import position and employee data and when you add new positions during the budgeting process. You define position budgeting defaults at the budget coordinator level. As you define the defaults, you can allow override of default information for users at the budget preparer level. Prerequisite Before you begin using position budgeting, you must have position and employee data. You can enter new positions directly into PeopleSoft Budgeting or you can import existing from PeopleSoft HRMS (or another human resource system) into the interface tables in PeopleSoft EPM that PeopleSoft Budgeting can access. Compensation and Distribution Defaults When you load position data from your human resource system into the PeopleSoft Budgeting database, you bring in the compensation amounts and distributions that are associated with each position. You tie each position to the budget centers in your budgeting model by assigning your human resources departments to budget centers. You do this as part of the data integration process. If a position in your human resource system doesn t have compensation or distributions associated with it, the system assigns these values using defaults you define. This is common if you have an unfilled position. If an unfilled position has salary distributions associated with it, the system generates earnings, benefits, and employer-paid tax distributions using the same ChartFields as the salary distribution, with the exception of the account. If an unfilled position does not have a salary distribution, the system uses the job code associated with the position to determine the salary, earnings, benefits, and tax defaults. If these compensation and distribution defaults are not available in the job code definition, the system uses the defaults you define on the Position Data Defaults page. The hierarchy of position data, including compensation and distributions defaults for existing positions loaded into PeopleSoft Budgeting from your human resource system, is illustrated as follows: PeopleSoft Proprietary and Confidential 111

136 Setting Up Position Budgeting Chapter 10 Position Data Interface Tables Job Code Defaults Position Data Defaults Page Definitions Hierarchy of Position Data Defaults for Existing Positions Your organization may fund a position from one or many budgets. Your organization may also use different budgets for different position compensation costs. You can distribute position costs across multiple budgets in position budgeting using the distribution pages. To distribute costs to the appropriate ChartFields, you define the ChartField distributions for salary, earnings, benefits, and taxes. You can distribute salary and earnings costs to one budget and distribute benefit and tax costs to a different budget. Define position cost distributions according to your organization s business practice regarding the budgeting and tracking of employee costs. The sources of defaults on the distribution pages depend on the type of position existing, copied, or added as listed in the following table: Field Default Source for Existing Position Default Source for Copied Position Default Source for Added Position Account 1. Account associated with position as imported from human resource system. 2. Defaults defined for job code defaults. 3. Defaults defined on Position Data Defaults page. Account associated with copied position. 1. Account defaults defined for job code defaults. 2. Defaults defined on Position Data Defaults page. 112 PeopleSoft Proprietary and Confidential

137 Chapter 10 Setting Up Position Budgeting Field Default Source for Existing Position Default Source for Copied Position Default Source for Added Position Distributions by Percentage 1. Distributions associated with position as imported from human resource system. 2. Defaults defined for job code defaults. Distributions associated with the copied position. 1. Distribution profile associated with job code defaults. 2. Default distribution profile defined on Position Data Defaults page. 3. Defaults defined on Position Data Defaults page. Position Amounts 1. Amounts associated with position as imported from human resource system. 2. Defaults defined for job code defaults. 3. Earnings, benefits, and tax defaults defined on Position Data Defaults page. Salary, earnings, benefits, and tax amounts associated with the copied position. 1. Salary, earnings, benefits, and tax amounts associated with job code defaults. 2. Salary amounts associated with job code as imported from human resources. 3. Earning, benefits, and tax defaults defined on Position Data Defaults page. See Also Chapter 18, Preparing Position Budgets, Editing Existing Positions, page 297 Setting Up General Position Budgeting Defaults You define general defaults for position budgeting, including system-generated position numbers and the accounts used for position budgeting. PeopleSoft Proprietary and Confidential 113

138 Setting Up Position Budgeting Chapter 10 Pages Used in General Position Budgeting Defaults Setup Page Name Object Name Navigation Usage Position Number Default BP_HRMS_INSTALL Budgeting, Budgeting Home, Budgeting Setup, Position Budgeting Defaults, Position Number Default Position Salary Account Defaults Position Benefit Account Defaults Position Earning Account Defaults Position Tax Account Defaults BP_POS_BUDG_ACT BP_POS_BNFT_ACT BP_POS_EARN_ACT BP_POS_TAX_ACT Budgeting, Budgeting Home, Budgeting Setup, Position Budgeting Defaults, Position Budgeting Accounts Clickonthe Benefits Account link on the Position Salary Account Defaults page. Click on the Earnings Account link on the Position Salary Account Defaults page. ClickontheTaxAccounts link on the Position Salary Account Defaults page. Assign a prefix and starting number used for assigning new position numbers. Identify salary accounts used for position budgets. These accounts are used to define the personnel line-item budgets. Identify benefits accounts used for position budgets. These accounts are used to define the personnel line-item budgets. Identify earnings accounts used for position budgets. These accounts are used to define the personnel line-item budgets. Identify tax accounts used for position budgets. These accounts are used to define the personnel line-item budgets. Setting Up Auto Numbering for Positions Access the Position Number Default page. Position Prefix Last Assigned Position Nbr (last assigned position number) The system attaches a prefix to each new position number so that new positions are distinguished from positions imported from the human resources system. This default cannot be overridden and applies to all positions created during the budgeting process. The system uses auto-numbering to assign the next, sequential number then adds the position prefix for newly created positions. This default cannot be overridden. Identifying Accounts for Positions Access the Position Salary Account Defaults page. You identify position budgeting accounts to: Determine the salary, earnings, benefits, and tax accounts used for position budgets. Review budgets for the position budgeting activity, keeping it distinct from line-item budgeting activities. From Account and To Account Enter the single or range of account values to define your personnel line-item budgets for salary, benefits, earnings, and employer-paid taxes 114 PeopleSoft Proprietary and Confidential

139 Chapter 10 Setting Up Position Budgeting on each of the position account default pages. The system associates the accounts on these pages with the corresponding salary, benefits, earnings, and tax data in position budgeting. Setting Up Job Code Defaults Job codes link compensation, distribution, and union code information. When you attach a job code to a position, you are assigning the compensation costs and defining how the costs are distributed to specific ChartFields. If enabled at the budget coordinator level, budget preparers can override these defaults at the position level. You can use these defaults for existing positions, loaded from your human resource system, that don t have distributions associated with them and for new positions created in PeopleSoft Budgeting. To define compensation and distribution defaults at the job code level, you need to: Define default distribution profiles. Define salary defaults. Define benefits defaults. Define earnings defaults. Define employer-paid tax contribution defaults. Attach compensation, distribution, and union code definitions to job codes. PeopleSoft Proprietary and Confidential 115

140 Setting Up Position Budgeting Chapter 10 Pages Used in Job Code Defaults Setup Page Name Object Name Navigation Usage Distribution Profile BP_DISTR_PRFL Budgeting, Budgeting Home, Budgeting Setup, Position Budgeting Defaults, Distribution Profile Salary Group BP_SAL_GRP Budgeting, Budgeting Home, Budgeting Setup, Position Budgeting Defaults, Salary Groups Salary Grade Data and Salary Step Data WA_SAL_GRADE_D00 Enterprise Warehouse Dimensions, HRMS, Salary, Grade Benefit Group BP_BNFT_GRP Budgeting, Budgeting Home, Budgeting Setup, Position Budgeting Defaults, Benefit Group Earnings Group BP_EARN_GRP Budgeting, Budgeting Home, Budgeting Setup, Position Budgeting Defaults, Earnings Group Employer Tax Group BP_TAX_GRP Budgeting, Budgeting Home, Budgeting Setup, Position Budgeting Defaults, Employer Tax Group Assign Job Code Defaults BP_ASSIGN_JOBCD Budgeting, Budgeting Home, Budgeting Setup, Position Budgeting Defaults, Job Code Defaults Job Code Maintain Dimension JOBCODE_D00 Enterprise Warehouse Dimensions, HRMS, Employee and Job, Job Code Define default ChartField values to distribute salary, earnings, benefits, and tax costs. Define default compensation values and override controls for salaries. Inquire and update existing grades and steps associated with a salary administration plan. Define default compensation values and override controls for benefits. Define default compensation values and override controls for earnings. Define default compensation values and override controls for employer-paid taxes. Define defaults for job codes by assigning compensation groups, distribution profiles, and union codes to job codes. Inquire, update or add a job code. Defining Distribution Profiles Access the Distribution Profile page. 116 PeopleSoft Proprietary and Confidential

141 Chapter 10 Setting Up Position Budgeting Distribution Profile page Salary Distribution, Benefit Distribution, Earning Distribution, and Tax Distribution Select to apply the default ChartField distributions for salary, benefits, earnings, and tax costs, respectively. You can select all, one, or any combination of the distribution check boxes to specify the distribution type. Each selected distribution type uses the same default distribution. If the check box for a distribution type is clear, the system uses the budget center associated with the position to populate the ChartFields for the distribution lines. Default Distribution The ChartFields that appear depend on the ChartFields you are using for budgeting purposes. Enter percentage values for the ChartFields to define a ChartField distribution. Do this for each distribution row to define the portion of the compensation costs that uses the defined ChartField distributions. The distribution profile can contain one or multiple distribution lines. This enables you to distribute the cost of a position to multiple budgets. You can have an unlimited number of distribution lines for a distribution profile. If you leave a ChartField value blank for your budget center, the system populates the ChartField with the budget center value when you add a new position. In this situation, the distribution default percentage is 100%. If you enter ChartFields, the system uses the ChartField values from the distribution profile. You must assign the distribution profile to a job code associated with the position you want to assign the default ChartField values. Distributions include the account ChartField; however, you do not assign a default account using the distribution profile. You assign the account defaults for salary, earnings, benefits, and tax costs on the salary, earnings, benefits, employer tax group pages respectively. The budget preparer can override the account default at the position level if override capability is enabled in the salary, earnings, benefits, employer tax group definitions. The Account ChartField values used are determined by the values assigned to salaries, benefits, earnings, or taxes at the time that the distributions are created for line-item budgets. Note. If your organization s labor distribution program does not support multiple ChartField distributions for a position, you must define one distribution line with a percentage of Defining Salary Defaults Access the Salary Group page. PeopleSoft Proprietary and Confidential 117

142 Setting Up Position Budgeting Chapter 10 Salary Group page Currency Code Salary Plan Account Survey Salary The currency code must be the same as the one used for the job code and is defined in the budgeting model. Establishes a starting salary for positions. Enter a Grade and Step to further define the salary plan. The options depend on the salary plans, salary grades, and salary steps imported from your human resource system. Used as the default for salary cost distributions. The system populates this field when you define the salary plan, grade, and step. Note. Leaving the salary plan, grade, and step blank will retrieve the default survey salary for the job code. Account Override Allowed Amount Override Allowed Select to enable override capability of the salary account at the position default and employee levels. If selected, a budget preparer can override the account used to distribute a position s salary costs. Select to enable override capability of the salary default at the position and employee levels. If selected, you can override the salary plans defined for the job code. Note. You can access the Salary Grade Data and Salary Step Data page to inquire and update existing grades and steps associated with a salary plan imported from your human resource system. 118 PeopleSoft Proprietary and Confidential

143 Chapter 10 Setting Up Position Budgeting Defining Benefit Plan Defaults Access the Benefit Group page. Benefit Group page Currency Code Plan Type Account Account Override Allowed Flat Amount or %ofsalary (percentage of salary) The currency code must be the same as the one used for the job code and is defined in the budgeting model. Select to define the benefits plan type default. The available options for benefit plan types are those defined as translate values in PeopleSoft HRMS. Select the default account for benefits cost distributions. Select to enable override capability of the benefits account at the position default and employee levels. If selected, a budget preparer can override the account used to distribute a position s benefits costs. Enter an amount to define the lump sum cost of benefits for positions. Or enter a % of Salary to have the system calculate the benefits costs by applying the percentage against an employee s gross pay. You must enter either a flat amount or percentage of salary, but not both. Note. Gross pay is defined as the salary group definition and any earnings selected for gross pay. Amount Override Allowed Select to enable override capability of the benefits plan at the position and employee levels. If selected, you can override the benefits default defined for the job code. PeopleSoft Proprietary and Confidential 119

144 Setting Up Position Budgeting Chapter 10 Defining Earnings Defaults Access the Earnings Group page. Earnings Group page Currency Code Earnings Code Account Account Override Allowed Flat Amount or %ofsalary (percentage of salary) The currency code must be the same as the one used for the job code and is defined in the budgeting model. Select the default earnings code. Only codes that exist in the position data interface tables when loaded into PeopleSoft Budgeting are available for selection. Select the default account for earnings cost distributions. Select to enable override capability of the earnings account at the position default and employee levels. If selected, a budget preparer can override the account used to distribute a position s earnings costs. Enter the earnings amount. If you enter a % of Salary, the system calculates the earnings by applying this value against the base salary. You must enter either a flat amount or percentage of salary, but not both. Note. Base pay is defined as the salary group definition. Amount Override Allowed Select to enable override capability of the earnings at the position and employee levels. If selected, you can override the earnings default defined for the job code. Defining Employer-Paid Tax Defaults Access the Employer Tax Group page. 120 PeopleSoft Proprietary and Confidential

145 Chapter 10 Setting Up Position Budgeting Employer Tax Group page Currency Code Tax Class Account Account Override Allowed Flat Amount or Percent of Salary The currency code must be the same as the one used for the job code and is defined in the budgeting model. Select the default employer-paid tax. The available options are those defined as translate values in PeopleSoft HRMS. Select the default account for employer-paid tax distributions. Select to enable override capability of the tax account at the position default and employee levels. If selected, a budget preparer can override the account used to distribute a position s employer-paid tax costs. Enter the tax amount. If you enter a Percent of Salary, the system calculates the earnings by applying this value against the gross salary. You must enter either a flat amount or percentage of salary, but not both. Note. Gross pay is defined as the salary group definition and any earnings selected for gross pay. Maximum Gross Enter the amount that the system uses to control the maximum amount applied to employer-paid taxes. For example, let s suppose you define Maximum Gross as USD 56,000 and taxes as five percent of salary. The system calculates taxes for positions up to USD 56,000 in gross salary costs. Thus, the maximum amount applied to employer-paid taxes is USD 2,800, or five percent of USD 56,000. The system does not apply taxes for salary costs existing above USD 56,000. PeopleSoft Proprietary and Confidential 121

146 Setting Up Position Budgeting Chapter 10 Amount Override Allowed Select to enable override capability of the tax default at the position and employee levels. If selected, you can override the employer-paid tax defined for the job code. Assigning Defaults to Job Codes Access the Assign Job Code Defaults. Assign Job Code Defaults page Salary ID, Benefit ID, Earnings ID, Tax ID, Union Code, and Distribution Profile Enter information for each Job Code. The available options for Salary ID, Benefit ID, Earnings ID, and Tax ID are effective-dated and depend on the data you enter on the Salary Group, Benefit Group, Earnings Group, and Employer Tax Group pages, respectively, and the currency code associated with the job code. The currency code for salary, benefit, earnings, and tax groups must match the currency code assigned to the job code. The available options for Union Code depend on the options that exist on the position data interface tables when loaded into PeopleSoft Budgeting. The available options for the Distribution Profile depend on the data you enter on the Distribution Profile page. If you do not enter a value for one of the fields, the system searches for any corresponding defaults established at the next level within the hierarchy, which is on the Position Data Defaults page. If the system does not find appropriate defaults, it leaves the information blank. You can enter the data at the position level. 122 PeopleSoft Proprietary and Confidential

147 Chapter 10 Setting Up Position Budgeting Note. You can access the Job Code maintenance page under Enterprise Warehouse Dimensions for HRMS, Employee and Job, to inquire, update or add job codes. Setting Up Position Data Defaults The distributions associated with each position imported from your human resource system are the primary defaults used in PeopleSoft Budgeting. If a position in your human resource system doesn t have compensation or distributions associated with it, the system uses other defaults that you define. The system first looks to the job code definition then to the defaults on the Position Data Defaults page. Page Used in Position Data Defaults Setup Page Name Object Name Navigation Usage Position Data Defaults BP_HRMS_DEFAULT Budgeting, Budgeting Home, Budgeting Setup, Position Budgeting Defaults, Position Data Default Defining Position Data Defaults Access the Position Data Defaults page. Define defaults for position data. These defaults are applied when defaults from your human resource system or job code definition are not available. PeopleSoft Proprietary and Confidential 123

148 Setting Up Position Budgeting Chapter 10 Position Data Defaults page HRMS Default Information Distribution Profile Salary Account Benefit Account Earning Account Tax Account Defines the distribution profile default used to assign ChartField distributions for compensation costs associated with existing positions imported from your human resource system that do not have distributions or job codes with complete distribution information. The options depend on the distribution profiles you set up. You can override the distributions at the position level. Defines the salary account default. The options include those accounts you defined as your salary-line items on the Position Budget Account Defaults page. You can override this default at the position level. Defines the benefits account default. The options include those accounts you defined as your benefits-line items on the Position Budget Account Defaults page. You can override this default at the position level. Defines the earnings account default. The options include those accounts you defined as your earnings-line items on the Position Budget Account Defaults page. You can override this default at the position level. Defines the tax account default. The options include those accounts you defined as your tax-line items on the Position Budget Account Defaults page. You can override this default at the position level. 124 PeopleSoft Proprietary and Confidential

149 Chapter 10 Setting Up Position Budgeting Standard Hours Budget Factor Used for unfilled and new positions. Specifies the default value for positions that do not have standard hours associated with them. You can override this default at the position level. Used for unfilled and new positions. Calculates position costs for unfilled positions. If the budget factor is 1.00, the system budgets 100 percent of the position costs. To prorate the position costs, enter a fraction of the position cost. For example, for a new position that goes unfilled until three months into the next year, enter a budget factor of The system calculates 75 percent, or nine months, of the position costs as the budget amount for the year. You can override this default at the position level. Benefit Group Benefit Group ID Valid benefit groups include those you defined using the Benefit Group page. You should insert a benefit group ID for each unique currency code required for position budgeting within the budgeting model for a business unit. The system uses the benefit plan defaults you defined to calculate budget amounts for unfilled positions if there are no benefit data associated with them. You define default benefit plan types as part of the job code definition or you can use this page. Override the benefit plan type at the position level. Employer Tax Group Tax Group ID Valid tax groups include those you defined using the Employer Tax Group page. You should insert a tax group ID for each unique currency code required for position budgeting within the budgeting model for a business unit. The system uses the tax defaults you defined to calculate budget amounts for unfilled positions if there are no taxes associated with them. You define default taxes as part of the job code definition or you can use this page. Override the tax default at the position level. Earnings Group Earnings Group ID Valid earnings groups include those you defined using the Earnings Group page. You should insert an earnings group ID for each unique currency code required for position budgeting within the budgeting model for a business unit. The system uses the earnings type defaults you defined to calculate budget amounts for unfilled positions if there are no earnings codes associated with them. You define default earnings as part of the job code definition or you can use this page. Override the earnings code default at the position level. PeopleSoft Proprietary and Confidential 125

150 Setting Up Position Budgeting Chapter 10 Inquiring on Human Resource Data Budget coordinators can use the inquiry pages to verify that human resource data needed for position budgeting exists in the PeopleSoft EPM database. If the information does not exist, you must import it from your human resource database. Pages Used to Inquire on Human Resource Data Page Name Object Name Navigation Usage Job Code BP_JOBCODES Budgeting, Budgeting Home, Budgeting Setup, Human Resource Default Inquiry, Job Codes Benefit Plan Type BP_PLAN_TYPE Budgeting, Budgeting Home, Budgeting Setup, Human Resource Default Inquiry, Benefit Plan Types Earning Codes BP_EARNING_TBL Budgeting, Budgeting Home, Budgeting Setup, Human Resource Default Inquiry, Earning Codes Tax Defaults BP_TAX_CLASS Budgeting, Budgeting Home, Budgeting Setup, Human Resource Default Inquiry, Tax Class Union Code BP_UNION_CD Budgeting, Budgeting Home, Budgeting Setup, Human Resource Default Inquiry, Union Codes Action Reason BP_ACTION_REASON Budgeting, Budgeting Home, Budgeting Setup, Human Resource Default Inquiry, Action Reason Inquire on existing job codes imported from your human resource system. Inquire on existing benefit plan types from the human resource system. Inquire on existing earnings codes imported from your human resource system. Inquire on existing tax codes from the human resource system. Tax codes are stored as translate values. Inquire on existing union codes imported from your human resource system. Inquireonexistingcodes imported your human resource system, used to track actions performed on position budgets. Viewing Human Resources Data Information Access any Human Resource Data page. All of the pages are view-only and display similar information, except for the following fields explained below. Add to GrossPay For the Earning Codes page, if selected, the system adds the cost associated with the earnings code to the base salary to determine a gross pay amount. The sum of base salary and earnings added to gross defines the gross pay amount. The system uses the gross pay value to calculate benefit and tax amounts defined as a percentage of salary. Earnings codes that are not defined as AddtoGrossPayare also considered allowances. 126 PeopleSoft Proprietary and Confidential

151 Chapter 10 Setting Up Position Budgeting Currency Code For the job code page, there is one currency code associated with each job code, and a job code is associated with a position. When users add a new position during position budgeting, the position uses the currency code associated with the job code. The currency code value populated during the budgeting model stage process for existing position data cannot be changed during the edit process in position budgeting. Meaning changes made during position budgeting are against the currency code defined by the existing position or job code default. PeopleSoft Proprietary and Confidential 127

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153 CHAPTER 11 Setting Up Asset Budgeting This chapter provides an overview of asset budgeting setup and discusses how to define asset budgeting defaults. Understanding Asset Budgeting Setup Asset budgeting has been designed to make the entry of new assets into the budget as efficient as possible, while still giving the budget coordinator the control to ensure accuracy of asset data entry. If you are using PeopleSoft Asset Management, you can import asset data from Asset Management for use in PeopleSoft Budgeting. Asset Catalog An asset catalog entry stores basic information about each type of asset, including asset class, accounts, cost, depreciation method, life, salvage value, and currency code. Each type of asset you create in PeopleSoft Budgeting needs an entry in the asset catalog (PS_BP_ASSET_ITEMS). As a budget preparer during the budgeting cycle, you select an asset catalog item before you add a new asset. The asset catalog information appearing on the Asset Data page is based upon defaults defined at the Budget Coordinator level. If you re using PeopleSoft Asset Management, much of the catalog information can be brought over from the Asset Management system. You can also populate the asset catalog manually in the PeopleSoft Enterprise Performance Management (EPM) database. At minimum, the Budget Coordinator defines the default values for asset account, depreciation account, and cost within PeopleSoft Budgeting. Capital Acquisition Planning Managing and projecting capital expenditures requires that you track each acquisition and project estimate change. Capital acquisition planning enables you to view a running balance as you budget fixed assets based upon the master plan and subsidiary plans. As you acquire assets, you associate them with the capital acquisition plan (CAP), and maintain a current view as your business makes expenditures included in the plan. When you want to appropriate funds for a CAP, you provide details about the ChartFields that are affected by the plan. Then enter a cost estimate and a cost limit. Each plan can consist of a single level of detail or have multiple detail lines. A sequence number distinguishes each line of detail. PeopleSoft Proprietary and Confidential 129

154 Setting Up Asset Budgeting Chapter 11 If you have setup Capital Acquisition Plans in either PeopleSoft Asset Management or PeopleSoft Budgeting, each time you add an asset you have the option to assign it a CAP number and a CAP sequence number that links it to an open CAP and CAP detail line. This link can also be made in PeopleSoft Purchasing when you create requisitions or purchase orders to purchase assets. Assets created using the interface from Purchasing are automatically associated with the CAP assigned on the requisition. If you make changes to the CAP in either the PeopleSoft EPM or Financial Management database, the system synchronizes the databases using PeopleSoft Application Messaging publish and subscribe. Specifying Asset Budgeting Defaults You define asset budgeting defaults used for the budgeting model. The default settings determine the level of autonomy the budget preparers have as they plan for new assets. Budget preparers can enter only the accounts specified on the setup pages in asset budgeting. The override check boxes control the preparer s ability to modify information as they add assets. To specify budgeting model default options: 1. Define the asset numbering, capital acquisition planning,andcashaccount options, establish end user override defaults and specify cash accounts. 2. Set up asset accounts. 3. Set up depreciation accounts. 4. Define the asset catalog. 5. Add new or view existing CAPs to use in the budgeting model. 130 PeopleSoft Proprietary and Confidential

155 Chapter 11 Setting Up Asset Budgeting Pages Used to Specify Asset Budgeting Defaults Page Name Object Name Navigation Usage Asset Budgeting Defaults BP_ASSET_OPTIONS Budgeting, Budgeting Home, Budgeting Setup, Asset Budgeting Defaults, Asset Budgeting Defaults Asset Accounts BP_ASSET_ACCOUNT Click the Asset Accounts link on the Asset Budgeting Defaults or Depreciation Accounts page. Depreciation Accounts BP_DEPR_ACCOUNT Click the Depreciation Accounts link on the Budgeting Defaults or Asset Accounts page. Asset Catalog BP_ASSET_CATALOG Budgeting, Budgeting Home, Budgeting Setup, Asset Budgeting Defaults, Asset Catalog Capital Acquisition Planning Details BP_CAP_DETAILS Budgeting, Budgeting Home, Budgeting Setup, Asset Budgeting Defaults, Capital Acquisition Planning Establish defaults used when working with assets. Enable override capability for CAP and cash account information. Specify cash accounts. Define the asset accounts through which preparers perform asset budgeting. Specify depreciation accounts. Enable override capability for useful life, salvage value, and depreciation method associated with assets. Set up asset profiles that make up an asset catalog. Profiles include default accounts, cost, depreciation method, useful life, salvage value, and currency code. Add new or view existing CAPs that can be used in the budgeting model. Defining Asset Budgeting Defaults Access the Asset Budgeting Defaults page. PeopleSoft Proprietary and Confidential 131

156 Setting Up Asset Budgeting Chapter 11 Asset Budgeting Defaults page Asset Numbering Options Asset Prefix Last Assigned Asset Nbr (last assigned asset number) Specify the prefix assigned to assets that you add in PeopleSoft Budgeting. Specify so that the system can determine which number to use next. This value is automatically incremented by one each time an asset is saved in the budgeting model. Note. If you want your asset numbers to align properly, don t begin with 1. Instead, determine the number of digits you need and enter a numeral as the first digit, as shown in the exhibit above. Capital Acquisition Plan Options Capital Acquisition Plan # Sequence Specify a plan number to which all budgeted assets are attributed. Specify a CAP sequence number to which all budgeted assets are attributed. Select Budgets User Can Override to enable budget preparers to select a capital acquisition plan number or CAP sequence number other than the default when using the Asset Data page. 132 PeopleSoft Proprietary and Confidential

157 Chapter 11 Setting Up Asset Budgeting Capital Acquisition Plan Number Req Select to make the CAP number required for any assets added in PeopleSoft Budgeting. Cash Account Options Default Cash Account The acquisition cost is stored in this account for accurate projected cash outflows. Select Budgets User Can Override to enable preparers to override this account on the Asset Data page. If override capability is enabled, users can select from the list of cash accounts you enter in the Cash Accounts scroll area. Cash Accounts Account Enter the accounts that you want the cash impact of the asset acquisition to be reflected in the budget. Selecting Asset Accounts Access the Asset Accounts page. Asset Accounts page Account Affects Cash Account Indicator Specify the accounts used for asset budgeting. Select to specify if the asset account impacts cash accounts. If selected, when budget preparers add or edit an asset, PeopleSoft Budgeting updates PeopleSoft Proprietary and Confidential 133

158 Setting Up Asset Budgeting Chapter 11 Selecting Depreciation Accounts Access the Depreciation Accounts page. the cash account information. If the check box is clear, you can create new assets without creating cash accounting entries. Depreciation Accounts page Depreciation Options Asset Life - Override Allowed Salvage Value - Override Allow Select to enable preparers to edit the useful life when adding or editing an asset. Clear to restrict preparers from changing the default value that you specify for an asset catalog item on the Asset Catalog page. Select to enable preparers to edit the salvage value when adding or editing an asset. Clear to restrict preparers from changing the default values that you specify on the Asset Catalog page. 134 PeopleSoft Proprietary and Confidential

159 Chapter 11 Setting Up Asset Budgeting Depr Method - Override Allowed (depreciation method override allowed) Select to enable preparers to edit the depreciation method when adding or editing an asset. Clear to restrict preparers from changing the default values that you specify on the Asset Catalog page. Depreciation Accounts Account Specify the depreciation accounts through which preparers can perform capital acquisition planning. Specifying Asset Catalog Items Access the Asset Catalog page. Asset Catalog page The defaults you define on this page appear on the Asset Data page depending on the selected asset catalog item. Note. If you are using PeopleSoft Asset Management and have imported asset catalog data into PeopleSoft Budgeting, most of the fields on this page are populated with asset profile data from Asset Management. However, information such as depreciation account, asset account, and cost is required for budgeting purposes and not available in Asset Management. You can add this information using this page. If you are not using asset data from PeopleSoft Asset Management, you must use this page to define a catalog item (Asset Profile ID) for each type of asset you want to enter in PeopleSoft Budgeting. Asset Class Depreciation Account The asset profile that groups defaults for the asset class The available options come from the accounts you entered on the Depreciation Accounts page. You cannot override this value on the Asset Data page. PeopleSoft Proprietary and Confidential 135

160 Setting Up Asset Budgeting Chapter 11 Asset Account Cost Method, Useful Life, and Salvage Value The available options come from the accounts you entered on the Asset Accounts page. You cannot override this value on the Asset Data page. The cost of the asset for this asset class. You can override these defaults at the preparer level if you ve enabled override capability using the Depreciation Accounts page. Defining Capital Acquisition Plans Access the Capital Acquisition Planning Details page. Capital Acquisition Planning Details page The Details scroll area shows more details about the CAP. When you add an asset, you can select a combination of CAP number and CAP sequence number to further identify to which plan row the asset is associated. For example, if the CAP is for a new building, sequence 1 could have a description of Office Space, sequence 2 could be Cafeteria, and sequence 3 could be Conference Rooms. Capital Acquisition Plan Class Original/Adjustment Switch Description Capital Acquisition Plan Type Status Estimated Completion Date Select Cost Reduction, Expansion, Necessity, ornew. If you are entering a new plan, select Original. If you are making revisions to existing plans, select Adjustment. Enter a description for the plan detail. This may be similar to the high-level plan description if your plan contains only one sequence number. Select from those that you defined when you established asset processing. Specify the ChartFields for each CAP plan sequence if the CAP plan sequence can only be associated with these ChartField values. TheCAPmusthaveastatusofOpen in order to have assets associated with it in PeopleSoft Purchasing or PeopleSoft Asset Management. A CAP that is still in approval phases cannot have actual assets linked to it. However, budget preparers can link budgeted assets to a CAP Plan, regardless of the status. Enter a date to be used for tracking this plan. 136 PeopleSoft Proprietary and Confidential

161 Chapter 11 Setting Up Asset Budgeting Date Closed Estimated Cost % Over Allowed and Cost Limit When the items in this plan have all been acquired, you can return and enter the completion date. You can adjust the cost estimate by changing the Original/Adjustment Switch to Adjustment and entering a different cost. Enter one or the other to define cost thresholds. The system automatically calculates the cost limit when you enter the percentage over allowed cost. The system allows you to add an asset to the plan that pushes your acquisition costs over the limit. The disparity is reflected in the SQRs for capital acquisition planning. PeopleSoft Proprietary and Confidential 137

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163 CHAPTER 12 Setting Up Planning Targets This chapter provides an overview and discusses how to define planning target defaults. Understanding Planning Targets You can use data from PeopleSoft Business Planning to do one of the following: Create or seed a budget base for a proposed budget. The budget base can contain historical or current values, such as prior year actuals or planning data, and serve as a starting point for the proposed budget. Set target or spending limits for budgets, such as limits placed on expenses by an operating unit or department. Prerequisites You must complete these prerequisites before setting up planning targets: 1. Use the Allocation Manager in PeopleSoft Enterprise Warehouse to allocate plans defined in PeopleSoft Business Planning. 2. Set up the budget ledger type set to include the planning targets by defining a unique ledger name, linking the ledger name to a ledger, scenario, and fiscal year. 3. Define the ledger name as a planning target. Defining Planning Target Defaults This section discusses how to: Validate the planning target data that is received from PeopleSoft Business Planning. Define the planning target tolerance rules. Assign planning target controls to user roles. Associate planning target controls to the budgeting model. PeopleSoft Proprietary and Confidential 139

164 Setting Up Planning Targets Chapter 12 Pages Used to Define Planning Target Defaults Page Name Object Name Navigation Usage Planning Target Inquiry BP_TGT_STD_INQ Budgeting, Budgeting Home, Budgeting Setup, Planning Target Defaults, Planning Target Validation Planning Target Tolerance BP_TGT_TOLNCE Budgeting, Budgeting Home, Budgeting Setup, Planning Target Defaults, Planning Target Tolerance Planning Target Control BP_TGT_CONTROL Budgeting, Budgeting Home, Budgeting Setup, Planning Target Defaults, Planning Target Control Budgeting Model BP_PLANNING_MODEL Budgeting, Budgeting Home, Budgeting Setup, Setup Budgeting Model, Budgeting Model Planning Target Options BP_PLAN_TGT_OPTION Click the Planning Target link on the Budgeting Model page. Validating Planning Target Details Access the Planning Target Inquiry page. Inquire and validate planning target data to be used in the budgeting model. Define planning target tolerance rules. Define planning target control and assign tolerance rules. Define your budgeting model and specify default options. Identify the planning target control for the model. Then, click the Planning Target Ledger name on the Planning Target Options page. View the planning target details for the budgeting model and enable planning target overrides by budget center. 140 PeopleSoft Proprietary and Confidential

165 Chapter 12 Setting Up Planning Targets Planning Target Inquiry page The system displays only the details from the budget ledger type set that are specified as aplanning type for planning targets. The planning target details are associated with the Ledger Name, Scenario, and Fiscal Year you selected. From Value and To Value View Target Details Enter ChartFields to filter the planning target detail rows you want to appear. If you leave the fields blank, the system displays all valid rows. Click to have the system display valid rows in the Details scroll area. The system validates that the target budget centers exist on the same tree level and displays the valid rows. If the Budget Center does not exist on the same tree level, then no rows appear. To correct invalid data, rerun the Allocation Manager process in PeopleSoft Enterprise Warehouse. PeopleSoft Proprietary and Confidential 141

166 Setting Up Planning Targets Chapter 12 Note. Planning targets allocated from PeopleSoft Business Planning should be stored in the Budgeting ledger using the ledger s natural signage (that is positive (+) or negative (-)) for its account type. When target data is viewed online in the Budgeting application, the signage will be managed according to the Account Type Option settings. Defining Planning Target Tolerance Rules Access the Planning Target Tolerance page. Planning Target Tolerance page Currency Code From Account and To Account Tolerance Type Percentage, And/Or, and Amount You must select a currency code that is the base currency identified for the business unit. The system does not permit overlapping account ranges. Note. The account range must include the value or rollup value that is associated with the budget center target amounts. Indicate if the planning target is allowed to be Below Target or Above Target. Specify the percentage, the amount, or both that the tolerance type is allowed to be below or above the planning target. Use the And/Or field to indicate whether the percent or amount variances must pass one or both the percentage and amount values you specify. If you do not enter a value in either the Percentage or Amount fields, the system uses only one value to validate the planning target tolerance. Leave the And/Or field blank if you are specifying either the percentage or amount. Assigning Planning Target Controls Access the Planning Target Control page. 142 PeopleSoft Proprietary and Confidential

167 Chapter 12 Setting Up Planning Targets Planning Target Control page Currency Code Role Name Target Control Select the currency code that is the base currency identified for the business unit. Select the role to which you are assigning the planning target control. Specify from the following options: Active Control: Requires that the user validate the budget against the planning targets before submitting it. If the budget totals are not within the tolerance levels, the system indicates that the status is invalid and the user cannot submit their budget until the budget is modified and the amount is within the tolerance range of the planning target. Passive Control: Allows users to submit a budget even if their budget is not within the planning target and its tolerance rules. If you selected to use an template for the Planning Target event on the Assign Templates page, the system sends an to the user of the next budget center level indicating that the budget exceeded tolerance levels. No Control: The system tracks the budget against the defined planning targets but does not generate any warnings or validations. Users can still compare their planning targets against their budget amounts on the Planning Targets page in Line Item Budgeting. None (or if field is left blank): The system does not track nor validate planning targets against the budget. The system does not display the Planning Targets page link in line-item budgeting. Also, the role will not be able to run a Planning Target Analysis report. PeopleSoft Proprietary and Confidential 143

168 Setting Up Planning Targets Chapter 12 Tolerance ID For role names with active or passive target control, you can assign a Tolerance ID that you defined on the Planning Target Tolerance page. Tolerance ID must use the same currency code as the defined target control. You cannot assign a tolerance ID to user roles with Target Control set to No Control, None, or if the control setting is blank. Associating Planning Target Controls With a Budgeting Model You must link the planning target definitions to a budgeting model to complete the planning target setup. See Chapter 13, Building the Budgeting Model, Publishing the Budgeting Model, page PeopleSoft Proprietary and Confidential

169 CHAPTER 13 Building the Budgeting Model This chapter provides an overview and discusses how to: Define a budgeting model. Copy an existing budgeting model. Publish a budgeting model. Update an existing budgeting model. Check in multiple budgeting activities for a budgeting model. Understanding the Budgeting Model A budgeting model is the framework you use to develop a budget. It includes the time period and phases within a budget cycle, sources of data available to budget users, rules or methods that apply to line-item budgets, and other budget options and control parameters. The budgeting model brings together all the budget parameters defined earlier and establishes the beginning and end of a budget cycle. Creating a model involves collecting the necessary parts by Business Unit. You define and publish a budgeting model using the budget coordinator role. When you define the model, you specify a base budget, establish a data conversion table, stage and publish data into the model before distributing the model to budget users. See Also Chapter 9, Defining Your Budgeting Parameters, page 77 Prerequisites to Building the Budgeting Model As you build the budgeting model, you ll need to identify the PeopleSoft Business Analysis Modeler (BAM) template and model you are using. To do so, you must complete the following: 1. Set up a PeopleSoft BAM template definition. You do so through the Enterprise Warehouse Processing menu. PeopleSoft Budgeting delivers a BUDGETING template that you can copy and use as the template definition. 2. Set up a PeopleSoft BAM model definition. You do so through the Enterprise Warehouse Processing menu. PeopleSoft Budgeting delivers a BUDGETING model that you can copy and use as the model definition. 3. Test PeopleSoft Budgeting connectivity to PeopleSoft BAM. PeopleSoft Proprietary and Confidential 145

170 Building the Budgeting Model Chapter 13 You do so through the. Entprse Warehouse Processing (enterprise warehouse processing) menu. Use the BAM Test Utility to test connectivity between PeopleSoft Budgeting and PeopleSoft BAM. See Also PeopleSoft 8.8 Enterprise Warehouse PeopleBook, Integrating with Business Analysis Modeler (BAM) Common Elements Used in This Chapter Budget Category Budgeting Model ID Ledger Type Set Set of related accounts that are grouped together to facilitate budget preparation and inquiry. Name of a budgeting model used to perform budget development activities for a Business Unit. A set of ledger types (ledger names) defined for a budgeting model. A budget Ledger Type Set determines the financial data used in the budgeting model. Each ledger type definition includes a ledger, scenario, budget period or fiscal year, calendar, rollup calendar, planning type, and analysis base. A Budget Ledger Type Set is also referenced as a Ledger Type Set. Defining the Budgeting Model You define the framework for the budget by performing the following: 1. Define budgeting model defaults. 2. Define model dimensions used in the budgeting model and summarize ChartFields. 3. Assign phases to the budgeting model. 4. Specify the tree levels for preparing and viewing budgets. 5. Specify the phase budget center. 6. Specify phase ledger types. 7. Define the phase view options. 8. Assign templates and send to budget users. 9. Specify budget method defaults. 10. Define multiple currency options. 11. Define planning target options. 146 PeopleSoft Proprietary and Confidential

171 Chapter 13 Building the Budgeting Model Pages Used to Define the Budgeting Model Page Name Object Name Navigation Usage Budgeting Model BP_PLANNING_MODEL Budgeting, Budgeting Home, Budgeting Setup, Setup Budgeting Model, Budgeting Model Budgeting Model Dimensions BP_DIM_SELECT Click the Model Dimensions link on the Budgeting Model page. Budgeting Phases BP_PHASE_DEFN Click the Budgeting Phases link on the Budgeting Model page. Tree Level Attributes BP_PHASE_LVL_DEFN Click the Tree Levels link on the Budgeting Phases page, Phase tab. Phase Budget Center BP_PHASE_BC Click the Budget Center link on the Budgeting Phases page, Phase tab. Phase Ledger BP_PHASE_LEDGER Click the Ledger link on the Budgeting Phases page, Phase tab. Define View BP_DEFINE_VIEW Click the Define View link on the Budgeting Phases page, Phase Options tab. User View Details BP_USRVIEW_DEFN1 Click the View Detail buttononthedefine View page. Click the Create New Private View link on the Select Line Item Budgets page. Define the budgeting model and specify default options. Select the ChartFields and dimensions used in the budgeting model. Select ChartFields you want to have summarized for inclusion in the budgeting model. Define the phases that occur within the budget process. You can use phases to differentiate budgeting activities or stages within a budget cycle. Define tree level access for budgeting roles. Define summary level analysis views for budgeting roles. Specify budget centers, role name, and user ID to control access to the budgeting model during a phase. Specify the ledger types included in the budgeting model for the phase. Define a base budget, enable updates, enforce control budgets and combination edits, and include position and asset data. Create or edit a public view definition to determine how users view data in line-item budgets. Enter a view name and description. Enter a description used to identify the view details. Row Display Filter BP_USRVIEW_DEFN2 Click the Row Display Filter tab from the User View Details, Row Display Options, or Column Display Options pages. Define the dimensions that appear in line-item budgeting. PeopleSoft Proprietary and Confidential 147

172 Building the Budgeting Model Chapter 13 Page Name Object Name Navigation Usage BP_USRVIEW_TEXT Click the Row Display Help link on the Row Display Filter or Row Display Options page. Row Display Options (help page) Row Display Options BP_USRVIEW_DEFN3 Click the Row Display Options tab from the User View Details, Row Display Filter, or Column Display Options pages. Column Display Options BP_USRVIEW_DEFN4 Click the Column Display Options tab from the User View Details, Row Display Filter, or Row Display Options pages. Column Display Options (help page) BP_USRVIEW_TEXT2 Click the Column Display Help link on the Column Display Options page. Assign Templates BP_MDL_TMPL_DEFN Click the Templates link on the Budgeting Phases page, Phase Options tab. Compose Mail BP_ Budgeting, Budgeting Home, MyProfile, ToolBox, Click the Send button on the Budgeting Phases page, Phase Options tab. View help documentation for row display view definition options. Define if ChartField values appear in line-item budgeting at the detail or summary level. Define amount types and currency display options. Define the type of data appearing in columns in line-item budgeting. View help documentation for column display view definition options. Assign templates you want to use for specific events within the budgeting phase. Send communications to budget users about a budgeting phase. Assign Budget Method Defaults BP_PLAN_ACCT Click the Method Defaults link on the Budgeting Model page. Currency Options BP_CURR_OPTION Click the Currency Options link in the Budgeting Model page. Planning Target Options BP_PLAN_TGT_OPTION Click the Planning Target link on the Budgeting Model page. Planning Targets BP_TGT_SUMMARY Click the Planning Target Ledger name on the Planning Target Options page. Assign a method ID, driver, and method base to line-item budgets by account and additional ChartField. Define override controls for a method, driver, driver parameters, and method base. Assign rate types and currency codes to the budgeting model. Identify planning target control definitions by ledger for the budgeting model. Define planning target details for the budgeting model. Defining Budgeting Model Defaults Access the Budgeting Model page. 148 PeopleSoft Proprietary and Confidential

173 Chapter 13 Building the Budgeting Model Budgeting Model page Start Date and End Date Ledger Type Set Method GroupID Budget Category Multi-Currency Define the start and end dates for the budgeting model. This period typically represents the budget development cycle. Select from the values you defined on the Budget Ledger Type Set page. You can assign one budget Ledger Type Set to a budgeting model. It determines the type of data that you can view and use during the budget cycle. For example, you can view prior year actuals data during the budget cycle if you define a ledger type for prior year actuals within the selected budget ledger type set. Valid method groups are those you defined using the Budget Method Group page for the setid of the Business Unit. The method group includes the methods you can use in the budgeting model. The budget category enables users to group or filter similar budget data during preparation or inquiry, based on the trees and levels you defined. Select to enable setup of currency options for the model. Note. If you clear the Multi-Currency check box, the system removes any definition you created on the Currency Options page. Note. If you have published any phase for the budgeting model, the Ledger Type Set and Multi-Currency fields are unavailable. PeopleSoft Proprietary and Confidential 149

174 Building the Budgeting Model Chapter 13 Defining Model Dimensions Access the Budgeting Model Dimensions page. Budgeting Model Dimensions page The ChartFields that appear are those that are selected as a Dimension ChartField on the ChartField Configuration page. If you are using a Ledger Type Set with a Standard Budget Ledger or Project Budget Ledger budgeting type definition, you use this page to select the ChartFields, or dimensions, you want to use in the budgeting model. If you are using a Ledger Type Set with a Controlled Budget Ledger definition, the system selects the dimensions by default in accordance with Rulesets you defined and imported from PeopleSoft Financial Management. You can use this page to override the default and manually select the dimensions you want to use in the budgeting model. 150 PeopleSoft Proprietary and Confidential

175 Chapter 13 Building the Budgeting Model Use Control Budget Rulesets Select Dimension ID Dimension Details button Summarize Select if you want to use the dimensions selected in accordance with the Ruleset definition. Clear the check box if you want to override the default and manually select the dimensions you want to use in the budgeting model. The system default is to select the check box. If selected, the system selects each ChartField that is included in the Rulesets Keys and Translations definition. The check boxes associated with each ChartField are disabled so that you cannot modify the dimensions selected for the budgeting model. The exception is the Statistical Codes ChartField, if it is not part of the Ruleset definition. This check box appears if you are using a Ledger Type Set with a Controlled Budget Ledger definition. Select the check box for each ChartField that you want to include in the budgeting model. The Select check box is enabled for each ChartField you ve defined for use within the PeopleSoft Budgeting application using the ChartField Configuration page. When you select a ChartField for inclusion in the budgeting model, the Summarize check box is disabled and you cannot select the same ChartField for summarization. Select a dimension ID to associate to the ChartField. Valid values include those you define for the ChartField using the Dimension Details page. Click the Dimension Details button to access the Dimension Details page, where you can view the ChartField values you ve defined as dimension members. For a ChartField that you do not select for inclusion in the budgeting model, you can select the Summarize check box. If you select the check box, the system summarizes the data associated with the ChartField during the data staging process and the ChartField value becomes a blank value. The user will not be able to budget against this dimension in the budgeting model. If you clear the check box, the system ignores any table row that contains data for that ChartField during the data staging process. These rows are excluded from the budgeting model. Note. Alternatively, you can use the Budget Ledger Data Mapping page to define summarization of specific ChartFields that you want included in the budgeting model. Or use Tree Options under the Dimension Details page to define a level in which to summarize data. Note. A budgeting model must have dimensions for the account and the ChartField you use to define your budget center. You can enter statistical rows in a budget in conjunction with monetary rows so you can combine STATISTICS_CODE with other ChartFields. If you published any phase on the model, all the fields on this page are unavailable. PeopleSoft Proprietary and Confidential 151

176 Building the Budgeting Model Chapter 13 Assigning Phases to the Budgeting Model Access the Budgeting Phases page. Budgeting Phases page: Phase tab As a budget coordinator, you use phases to organize the timing of activities or stages within the organization s budget cycle. Phases control the information that users can view and modify within the model and also control when this information can be viewed. You can have one or many phases for each budgeting model you create. Phase Tab Phase ID Start Date and End Date Enter to identify the phase. Enter dates that fall within the start and end dates of the budgeting model to define the time period for the phase. Each phase you define can have different start and end dates to correspond with activities that take place at different times during the budgeting process. Note. The start and end dates of different phases cannot overlap each other. For example, department A must complete its budget plan before department B begins its budgeting activities because department B s budget is dependent upon the number of positions within department A. Phases are defined so that department B cannot begin its budgeting work until department A s phase has ended. The following table illustrates the phase start and end dates for this scenario: Department Phase Start Date Phase End Date Model September 1, 2002 June 30, 2003 Department A September 1, 2002 November 15, 2002 Department B November 16, 2002 January 31, 2003 Status Describes the current status of the budgeting model and can be: Not Ready, Published, Inactive, or Updating Security. 152 PeopleSoft Proprietary and Confidential

177 Chapter 13 Building the Budgeting Model Phase Options Tab Click the Phase Options tab. BAM Model ID Hold Select a model that you defined under the Entprse Warehouse Processing (enterprise warehouse processing) menu. The selected model includes a PeopleSoft BAM template definition. This is the location that houses the budget data you will be publishing. You can click the BAM Model ID button to access the model definition pages. Click the Hold button to restrict the Phase ID from being executed on its start date. Specify Tree Levels for Preparing and Viewing Budgets Access the Tree Level Attributes page. Tree Level Attributes page The system displays the Tree Name used for the budget center, which you defined on the Budget Center page. You use this page to select the tree levels on the tree for two purposes: Todetermine the tree level used for budget preparation. To filter access to tree levels by role name. Selecting which roles have access to specific tree levels enables you to control the budget access, submission, and approval structure. Level Name The system displays the tree levels associated with the Tree Name you used to define the budget center. PeopleSoft Proprietary and Confidential 153

178 Building the Budgeting Model Chapter 13 Role Name Detail View You must assign either the Preparer or Casual Budget Preparer role to a tree level but not both. The level you associate to one of the preparer roles determines the lowest level of the budget center tree that is used for budgeting purposes. This level also determines what budget centers are available for this phase. If you assign the Preparer role to a tree level, users assigned the Casual Budget Preparer role can also perform budgeting preparation activities during the phase. However, if you assign the Casual Budget Preparer role to a tree level, only users assigned as Casual Budget Preparers can perform budgeting preparation activities during the phase. You can also assign other delivered roles to tree levels, or rollup levels, that are higher up the tree than the budget preparer level. This enables you to control tree level access by role name for the phase. The other delivered roles appearing in the drop-down list box include the following: Analyst: Typically assigned to the intermediate levels of the tree. Coordinator: Typically assigned to the highest level of the tree. Reviewer: Typically assigned to the intermediate levels of the tree. If you select the check box associated with a tree level and role, the system enables the user assigned to that level to filter ChartField data when using the line-item budgeting analysis pages. The system selects the check box as the default. If you clear the check box for a tree level and role, the user assigned to the tree level cannot filter ChartField data when using the analysis pages. When performing line-item budget analyses, the user will view budget data at a summary level. The Detail View check box is dynamic so that you can select and clear it at any time during the budgeting process. You perform budget analysis using the following pages: Comparative Budget Analysis. Budget Version Comparison. Budget Period Analysis. Specifying the Phase Budget Center Access the Phase Budget Center page. 154 PeopleSoft Proprietary and Confidential

179 Chapter 13 Building the Budgeting Model Phase Budget Center page This page shows all the budget centers defined in the budget center tree based on the tree hierarchy. The Level Name you defined for the Budget Preparer role on the Tree Level Attributes page determines the budget centers that appear on this page. Each selected budget center (defined by achartfield) is included in the budgeting model during the phase you define. Conversely, any budget centers you do not select are not available during the phase. If you select a lower budget center level, the system automatically selects higher budget center levels to which it rolls up. In other words, the system uses the budget center tree to maintain parent and child relationships among budget centers. You cannot select a child budget center without selecting its parent. Users within the budget center can view and modify budget activities based upon their role and user ID. The Phase User link appears for a selected budget center only if there are users assigned to the budget center on the Budget Centers page. You can click the Phase User link to have the system display the users assigned to the budget center level for the phase. Once displayed, you can select or clear the check box determining budget center access for a user assigned to a role. This enables you to filter access to a phase by user and role. When you click the Phase User link, only users associated with the Role Name you specified for the budget center level on the Tree Level Attributes page appear. If you did not specify a Role Name for the budget center tree levels, all roles (and associated users) that you defined using the Budget Centers page appear. In this later case, if a user is assigned to more than one role, the user appears more than once. Specifying Phase Ledger Types Access the Phase Ledger page. PeopleSoft Proprietary and Confidential 155

180 Building the Budgeting Model Chapter 13 Phase Ledger page: Ledger Name tab You use the Phase Ledger page to filter ledger types for the phase. You can determine the ledger types that are needed for historical or comparative data. The ledger types that appear are the ledger types you defined for the budget Ledger Type Set you selectedonthebudgetingmodelpage. To include a ledger type in a phase definition, use the Select check box. To restrict access to a particular ledger type during the phase, you clear the Select check box next a ledger type you want excluded. Ledger Name Tab Map All Ledgers Click the Map All Ledgers button to have the system populate the budget period mapping for all combinations of analysis and budget ledgers included in the phase. This data can then be viewed on the Budget Ledger Data Mapping page. The system will populate the mapping tables for ledgers meeting the following criteria: The ledger is selected for inclusion in the phase. All analysis base periods are to be mapped to all target periods for the ledger names allowing update in sequential order. For example, period 1 maps to period 1, period 2 to period 2, and so on. If there is not a one-to-one relationship between budget periods in any two ledgers, the process will create rows based upon the Analysis Base ledger calendar. Note. If period mapping already exists in PS_BP_BUDGET_MAP for the ledger combination, you can skip to the next combination. You can then access the Budget Ledger Data Mapping page, select a ledger source, and define the ChartField conversion tables used to publish data to the budgeting model. Allow Updates Select for at least one ledger name so that users can access and modify the data associated with the ledger name during the budgeting process. 156 PeopleSoft Proprietary and Confidential

181 Chapter 13 Building the Budgeting Model You can enable the Allow Updates option for any ledger name that you select whose planning type in the budget ledger type set definition is either a proposed budget or current forecast. You cannot allow update a planning target ledger type on this page. Enforce Budget Select if you want the system to validate ChartField combinations or controlled budget rules when users execute the Validate ChartFields button in line-item budgeting, a new position distribution is entered, a new asset distribution is entered, or prior to a budget preparer s submission of a budget plan using that ledger name. Otherwise, the system does not enforce ChartField combinations or controlled budget rules. The following fields apply to a budgeting model using a controlled budget ledger: From Budget Period and To Budget Period 1st Period to Update Defined as part of the budget ledger type set. If you select the Allow Update check box for a controlled ledger that is a forecast planning type, you must enter a budget period to specify the time period when you want update capability to begin. The following fields apply to a budgeting model using a standard or project budget ledger, as well as actuals ledgers: From Fiscal Year and To Fiscal Year 1st Period to Update Defined as part of the budget ledger type set. For a Ledger Name defined by an actuals ledger, the system displays the From Fiscal Year and To Fiscal Year. If you select the Allow Update check box for a standard or project ledger that is a forecast planning type, you must enter an accounting period to specify the period when you want update capability to begin. This option is available only if theplanningtypefortheledgernameisacurrentforecast Base Budget Tab Select the Base Budget tab. PeopleSoft Proprietary and Confidential 157

182 Building the Budgeting Model Chapter 13 Phase Ledger page: Base Budget tab Base Budget Define the base budget as the starting point for the budget development process. The selected ledger name is used as the source for developing the base budget line items and amounts. Note. You must define a Base Budget even if you are using a zero-based budget so that the system can establish ChartField combinations for the proposed budget. Incremental % (incremental percentage) Zero Base Budget Specify that the base budget is increased or decreased by a percentage. Enter a percentage increase or decrease to apply to the source you specified in Base Budget. The calculated result is the base budget distributed to budget preparers. If you leave the Incremental % blank, the system treats it as a zero percent increase or decrease factor, so the base budget remains unchanged from the source you specified as the Base Budget. If defined, you cannot select a zero-based budget. For example, you define a phase within the budgeting model that is the 2003 proposed budget and you name this ledger type 2003 PROPOSED BUDGET. You use the 2002 current year budget as the base for budget preparers to begin budget projections, and you want to apply a 5.0 percent increase to this base to factor in inflation over the past year. The base budget you distribute to budget preparers has budget amounts that are 5.0% greater than the 2002 current year budget. These calculated budget amounts are the starting point for budget preparers as they develop their proposed budget plans for Specify that the base budget is a zero-based budget. A ledger name specified as Zero Base Budget is distributed to budget preparers without any budget amounts, enabling preparers to develop budgets without a base starting point. 158 PeopleSoft Proprietary and Confidential

183 Chapter 13 Building the Budgeting Model If selected, you cannot specify an incremental percent change to the budget. Position Data Asset Data Select to include position data in the phase. The system also uses this setting when you use the Model Recalculation page. If selected, the system updates the budgeting model for the ledger with position budgeting data when you execute the recalculation process using the Model Recalculation page. Select to include capital acquisition plan data in the phase. The system also uses this setting when you use the Model Recalculation page. If selected, the system updates the budgeting model for the ledger with asset budgeting data when you execute the recalculation process using the Model Recalculation page. Note. If you have published the phase on the model, the fields on the Phase Ledger page are unavailable. Defining Public Views Access the Define View page. Define View page Views you define here become public and are available options for users to choose from during line-item budgeting. Budget users can select these views on the Select Line Item Budgets page. View Name and Description Casual Preparer You must enter a name for the view before you can define details for it. Select to enable users with this role to use predefined public views during line item budgeting. Casual preparers are not able to define private views. If you clear the check box, the system uses a flat view of the model when casual preparers access line-item budgeting. PeopleSoft Proprietary and Confidential 159

184 Building the Budgeting Model Chapter 13 User View Details Access the User View Details page. Use the View Detail button to further define the view details. User View Details page Description Copy If you are defining the view at the budget coordinator level, the description for the view will default from the information you entered on the Define View page. Enter a description for the view definition if you have not done so already. If you ve accessed this page through line-item budgeting and you have access to private views, you can use the Copy button to duplicate an existing view definition. Row Display Filter Page: Dimensions Tab Access the Row Display Filter tab. 160 PeopleSoft Proprietary and Confidential

185 Chapter 13 Building the Budgeting Model Row Display Filter page: Dimensions tab The ChartFields that appear depend on which ChartField dimensions that are included in the budgeting model. Dimension Level Select First, Second, or Third from the drop-down list box to determine how the dimensions are nested on the row. The dimensions will be nested hierarchically in the order that you select them. You can select up to three dimensions. The ChartField you assign as the first dimension must useatree that is defined on the Dimension Details page. If you do not assign any dimension levels to the ChartFields, users see only a flat view of the model data during line-item budgeting. Note. This validation does not occur for budgeting models that use RuleSets with Control Budget Type because you are not required to assign a dimension to a ChartField. You cannot assign a dimension level to the statistic code or currency code dimensions. Show Code and Show Description Select one or both to view during line-item budgeting. Show Code indicates that dimensions will appear as values. Show Description indicates that the dimensions will appear as descriptions. In a flat view, some rows appear to be duplicate rows unless the user has defined a private view with the code or description for the ChartField. Selecting one of these check boxes enables the user to view a distinction between the rows. You can also use the Show Code or Show Description check boxes to view dimensions to which you did not assign a Dimension Level. For them to appear, you must select either a code or a description for those dimensions with defined dimension levels. Row Display Filter Page: Filter ChartFields Tab Click the Filter ChartField Values tab. PeopleSoft Proprietary and Confidential 161

186 Building the Budgeting Model Chapter 13 Row Display Filter page: Filter ChartField Values tab From, To and Budget Category Specify the specific values or range of values to appear in line-item budgeting. If you do not specify values, the system displays all valid ChartField values for the dimension. Note. You cannot use a filter for both statistics code and currency code at the same time. Using this combination will produce zero rows in the Line Item Details page. Row Display Options Access the Row Display Options page. Row Display Options page 162 PeopleSoft Proprietary and Confidential

187 Chapter 13 Building the Budgeting Model Summary/Detail Row Summary: Select to have the system display only the node level summary values for the dimension you defined as the First Dimension Level on the Row Display Filter page: Dimensions tab. Row Detail: Select to have the system display editable, detailed cells for all row dimensions. Note. If you select both Row Summary and Row Detail check boxes, the system displays all node subtotals for the first row dimension, in addition to all detailed rows for all dimensions. Amount Types Currency/Statistics Options Method Amount: If selected, the system displays the amount based upon the method assign to a line-item budget row. If selected, budget users can access method details during line-item budgeting. If you have enabled override capability of the BASBUD method at the budget coordinator level, budget users can access the method details and modify the method to AMTPER, which enables them to manually enter a budget value for the line-item. Adjustment Amount: If selected, the system displays any adjustment amounts associated with the line-item budget row. If you ve enabled adjustments for line-item budgeting, budget users can apply adjustments to a line-item budget row. Allocation Amount: If selected, the system displays any amount defined by the allocations activity. Budget users cannot edit this value. Total Amount: If selected, the system displays the total budget amount for a line-item budget row, which is comprised of the method, adjustment, and allocation amounts. Budget users cannot edit this value. Display Entry Currency: If selected, the system displays entry currency values during line-item budgeting. Display Statistic Rows: If selected, the system adds the Statistics Code to the view definition. The system displays statistical amounts by account during line-item budgeting. Budget users cannot view both statistical accounts and target currency amounts. Display Target Currency: Select All to view all target currencies in line-item budgeting defined for the model. Select One and then use the Row Display Filter page: Filter ChartFields tab to select the currency code you want to view as the single target currency value for the model. If you define target currency values for the view, then you cannot display statistic rows during line-item budgeting. Note. If the model is not defined as a multicurrency model, the currency options are not available. PeopleSoft Proprietary and Confidential 163

188 Building the Budgeting Model Chapter 13 The system does not add statistical amounts to totals nor does it display statistical amounts at the summary level of a node. If you selected Display Entry Currency, statistical amounts are not summarized. To summarize statistical amounts at the node level, you must choose a specific ChartField value for Statistics Code. The following table shows what data users view during line-item budgeting, based upon the filter ChartField values and currency options you specify for statistical codes: To display: Set these filter ChartField values: Set these currency and statistics options: No Currency 1 Statistics Code Select a Statistics Code Display Statistic Rows No Currency All Statistics None Display Statistic Rows All Entry Currency All Statistic Codes None Display Entry Currency Display Statistic Rows 1 Entry Currency No Statistic Codes Select a Currency Code Display Entry Currency Display Target Currency (optional) All Entry Currency No Statistics None Display Entry Currency Display Target Currency (optional) When you use statistical accounts, if you select Display Statistic Rows, the system displays statistical accounts, but these accounts are not rolled up or summarized with currency data. If you leave the ChartField value blank, when displaying currency or statistics, the system displays all values. Column Display Options Access the Column Display Options page. 164 PeopleSoft Proprietary and Confidential

189 Chapter 13 Building the Budgeting Model Column Display Options page Budget Periods Period Summary: If selected, the system displays only nodes for the period dimension, such as annual total and quarterly subtotals for a monthly budget. To summarize period, the rollup calendar is used, which was defined in your Budget Ledger Type Set for the ledger name. Period Detail: If selected, the system displays only detailed, editable cells for the period dimension. Note. If you select both Period Summary and Period Detail, the system displays all node subtotals for the period dimension, and all detailed, editable cells. Analysis Base to Display Select each analysis base you want the system to display in line-item budgeting. The system displays ledger data associated with the analysis base that you defined using the Ledger Type Analysis Base and Targets page. Prior Year Actuals: Typically defines actual expenditures or revenues received for the last completed year. Year To Date Actuals: Typically defined actual expenditures or revenues received from the beginning of the year to the present. Current Year Budget: Typically defines the budget plan approved for the present year. Current Year Forecast: Typically defines the calculated projection for the present year. Note. The analysis base determines which periods of history the system includes in the users view. The historical information appears as annual totals on the columns. PeopleSoft Proprietary and Confidential 165

190 Building the Budgeting Model Chapter 13 See Also Chapter 9, Defining Your Budgeting Parameters, Establishing Budget Ledger Type Sets, page 83 Assigning Templates Access the Assign Templates page. Assign Templates page Use and Template ID Select each event for which you want the system to send a predefined . For each selected event, attach an template. You created the predefined text using the Template Definitions page. Model Publish: If selected, the system sends the selected after the budgeting model is successfully published. The system sends the to all budget users you selected on the Template Definitions page for the template. Note. If you want to use an template for the Model Publish event, you must ensure that the SMTP settings on the Process Server that runs the publish model (BPBUILDMODEL) Application Engine process match the same SMTP settings defined for the Application Server. Additional SMTP settings exist for the Application Server that are not applicable to the Process Server. For those settings that are the same, if they do not match, the system generates an error message during the publish model process. You define the SMTP settings in the configuration files of the respective servers. Budget Reject: The system sends the selected template after a budget is rejected. The system sends the to those budget users who submitted 166 PeopleSoft Proprietary and Confidential

191 Chapter 13 Building the Budgeting Model the budget that is rejected. It will also copy the to users you selected on the Template Definitions page for the template. Budget Submit: The system sends the selected template after a budget is submitted. The system sends the to budget users assigned at the next level of the approval hierarchy as determined by the tree definition for the budget center. It will also copy the to users you selected on the Template Definitions page for the template. Planning Target: The system sends the selected template after a budget is submitted that includes budget data outside the planning target tolerance definitions and if the planning target is defined as Passive Control. The system sends the to budget users assigned at the next level of the approval hierarchy as determined by the tree definition for the budget center. It will also copy the to users you selected on the Template Definitions page for the template. You used the Planning Target Tolerance and Planning Target Control pages to set up these planning target definitions. See Also Chapter 9, Defining Your Budgeting Parameters, Using Budgeting Templates, page 105 Chapter 12, Setting Up Planning Targets, page 139 Sending to Budget Users Access the Compose Mail page. Compose Mail page PeopleSoft Proprietary and Confidential 167

192 Building the Budgeting Model Chapter 13 Budget users who have addresses assigned to them appear on this page. Send User Details button Select the check box next to each user name to whom you want to send the , or click Select All. Click the User Details button to view the Role Name, Business Unit, and Budget Center associated with the selected budget user. Specifying Budget Method Defaults Access the Assign Budget Method Defaults page. Assign Budget Method Defaults page: Assign Methods tab The system default is to assign the BASBUD (base budget amount) method to every line item in a base budget (defined on the Phase Ledger page: Base Budget tab) and to allow override for each row. Use the Assign Budget Method Defaults page to define exceptions to the default, including override restrictions on methods. Budget Method Secondary ChartField You must use the Account ChartField to define the line-item budgets for which you are assigning the method default. In addition, you can select a second ChartField the system uses to assign method defaults. If you select a second ChartField, the system inserts additional columns for the second ChartField enabling you to assign ChartField values. 168 PeopleSoft Proprietary and Confidential

193 Chapter 13 Building the Budgeting Model Note. After defining a method that uses a second ChartField, we recommend that you do not change the settings. Assign Methods Tab From Account and To Account Method ID Driver ID Base The valid values are the dimension details you specified for the budgeting model. Valid methods are those you defined in the Method Group ID and selected for the budgeting model. If the selected method requires a driver, select a driver ID from the valid driver IDs that are associated with the method ID you select. If the selected method requires a method base, select a base against which you want to apply the driver. Override Controls Tab Click the Override Controls tab. Assign Budget Method Defaults page: Override Controls tab Each selected check box enables budget preparers to override the following details you assign to each line item: Method Driver Base Driver Parameter Method assigned to the specified account range. Method driver assigned to the specified accounts. Base applied to the driver that is assigned to the specified accounts. Driver value assigned to the specified accounts. PeopleSoft Proprietary and Confidential 169

194 Building the Budgeting Model Chapter 13 Adjustments Hold Enables incremental or mass adjustments to the budget for the specified accounts. If the check box is clear, users cannot perform line-item adjustments or mass adjustments. Select as the default for the specified accounts used in line-item budgeting. Users can clear the Hold option during line-item budgeting. Note. If you do not change the system defaults for methods and method override controls assigned to a line item in the base budget, the system default is to allow override of all method details. Budget coordinators can also assign a method at the node level, causing all accounts that roll up to the node to take the method defaults. Accounts appearing on a lowertree level accept the lowest level of detail defined with a method as the default. All accounts that roll up to the higher node level inherit the node level method definition. See Also Chapter 17, Preparing Line-Item Budgets, Using Methods, page 242 Defining Currency Options Access the Currency Options page. Currency Options page If you are working with a multicurrency budgeting model, the system automatically populates and displays a row in the Currency Options grid based on the business unit base currency definition. The system default is to select the check boxes for Entry Currency, Entry Default, and Target Currency for this business unit base currency definition. You cannot delete this row and you can only edit the Target Currency check box. 170 PeopleSoft Proprietary and Confidential

195 Chapter 13 Building the Budgeting Model Rate Combo Name (rate combination name) Currency Code Entry Currency Select available options from those you defined using the Rate Combinations page. Create rows for each currency code used in the budgeting model. Designates the currency code as one you can use to perform data entry. You can specify an unlimited number of entry currencies. If the Transaction Currency is not defined as an Entry Currency, the system translates it into the default currency during the data staging process. At the same time, the system maintains the original Transaction Currency so that budget data can be exported back to external applications with the original currency. Note. The Entry Currency for existing assets or positions cannot be changed during the budgeting process. When you export data from PeopleSoft Budgeting to PeopleSoft General Ledger, or HRMS, the information is returned in the same currency that it was received. The system uses the exchange rate effective on the date that the data was first imported into Budgeting. Entry Default Target Currency Designates the currency code as the one the system uses as a default. The base currency of the business unit is the default currency for the budgeting model. Designates the currency code as the one into which entry currency values are translated. You can specify an unlimited number of target currencies. Note. Once you publish a model, you cannot change the values on the Currency Options page. To add or delete currencies, you must republish the model. See Also Chapter 9, Defining Your Budgeting Parameters, Specifying Rate Combinations, page 104 Specifying Planning Target Defaults Access the Planning Target Options page. Planning Target Options page PeopleSoft Proprietary and Confidential 171

196 Building the Budgeting Model Chapter 13 Target Control Select a target control group for the planning target ledger. Available options include data you entered using the Planning Target Control page. Planning Targets Page Access the Planning Targets page. Planning Targets page Targets to Include in Validation You can use up to three ChartFields forplanning target validation, two of which are selected by default Account and the ChartField you use to define the Budget Center. You can choose one additional ChartField. The system displays check boxes for those ChartFields that are a part of the planning targets as options from which to choose. A fourth option to select the fiscal year is available when there are multiple years. Account Budget Center Fiscal Year The system validates the account node at the Budget Center level. Account is a required field. Since the ChartField used as your Budget Center is required, the ChartField displayed may be different. For example, if Department is your Budget Center, the system validates planning targets for the detail or rollup Department ChartField and the account rollup. ChartFields available as the Budget Center will depend upon your source financial system, and can include the following: Department, Fund, Operating Unit, Product, Program, Class, Project, ChartField 1, ChartField 2, and ChartField 3. If you ve defined a multiyear budget or forecast, you can select the Fiscal Year check box to indicate that targets are validated by each year. If you clear the Fiscal Year check box, the system uses the sum of all years is the planning target. 172 PeopleSoft Proprietary and Confidential

197 Chapter 13 Building the Budgeting Model Other ChartFields Select to have the system validate one additional ChartField at the Budget Center level. If you select an additional ChartField check box, the system validates planning targets for this ChartField at the defined account rollup, budget center level, and the Other ChartField level. Filter Target Values Specify the ChartField data you want to view. View Target Details Click to view target values for all valid rows associated with the budgeting model. The system displays the complete budget center tree in the parent and child relationship. It only displays detail for those rows that are actual rows in the planning target ledger and for the summary levels displayed at the rollup for a total of the planning target amounts. Details Select the check box associated with each budget center row that you want to enable budget users to submit a budget when the budget falls outside the defined planning target tolerance range. Copying Existing Budgeting Models You can copy an existing budgeting model to use as a starting point for a new budgeting model. Then you change the parameters as needed for the new model. Pages Used to Copy Budgeting Models Page Name Object Name Navigation Usage Budgeting Model BP_PLANNING_MODEL Budgeting, Budgeting Home, Budgeting Setup, Setup Budgeting Model, Budgeting Model Copy Model BP_COPY_MODEL Click Copy on the Budgeting Model page. Copying a Budgeting Model Access the Budgeting Model page for the budgeting model you want to copy. Define the budgeting model and specify default options. Enter the Business Unit and budgeting model ID for the new model. Budgeting Model ID and Business Unit If the new Business Unit model shares the same setid, and it uses the same defaults as the source model, such as dimensions, phase budget center, and users. To copy similar models to new Business Units, they must share the same setid. Open the new budgeting model and modify the definition as needed. Note. You must use a unique database name for each budgeting model. PeopleSoft Proprietary and Confidential 173

198 Building the Budgeting Model Chapter 13 Publishing the Budgeting Model To use and update the budgeting model, you must publish it to the PeopleSoft BAM database. The budgeting model resides in the PeopleSoft BAM database. You complete the following steps to publish the budgeting model: 1. Define the ChartField conversion tables that specify how the system maps ChartFields when you stage or update budget data. 2. Run the data staging Application Engine process (BP_STAGE) to prepare the budget data for publishing to the budgeting model. 3. Verify ChartField data loaded into the staging tables. Correct errors and rerun the data staging process, if necessary. 4. Run the publish model Application Engine process (BPBUILDMODEL) to publish data to the PeopleSoft Business Analysis Modeler database. 5. Run the Refresh Model Security Application Engine process (BP_UPDT_USER) to define user security for the budgeting model. Prerequisite Typically, an individual assigned the Budget Coordinator role performs the steps to build and publish the budgeting model. This role must be assigned a Permission List that has been granted PeopleTools permission for Query Access in order to run the publish model process. See Also PeopleTools 8.4x PeopleBook: Security, Working With Permission Lists 174 PeopleSoft Proprietary and Confidential

199 Chapter 13 Building the Budgeting Model Pages Used to Create and Publish the Budgeting Model Page Name Object Name Navigation Usage BP_BUDGET_MAP Budgeting, Budgeting Home, Budgeting Setup, Setup Budgeting Model, Budget Ledger Data Mapping Budget Ledger Data Mapping Data Staging BP_IMPORT Budgeting, Budgeting Home, Budgeting Setup, Process Budgeting Model, Data Staging Missing ChartField Inquiry BP_CF_EXCEP_INQ Budgeting, Budgeting Home, Budgeting Setup, Setup Budgeting Model, Missing ChartFields Inquiry Publish Budgeting Model BP_BUILD_MODEL Budgeting, Budgeting Home, Budgeting Setup, Process Budgeting Model, Publish BuildingModel Refresh Model Security BP_UPDT_USR Budgeting, Budgeting Home, Budgeting Setup, Process Budgeting Model, Refresh Model Security Model Dimension Values Inquiry BP_CF_VAL_INQ Defining ChartField Conversion Tables Access the Budget Ledger Data Mapping page. Budgeting, Budgeting Home, Budgeting Setup, Setup Budgeting Model, Model Dimension Value Inquiry Define ChartField mapping definitions that the system uses during the data staging process. The mapping definitions apply to ledger, asset, and position data you want to publish to the budgeting model. Stage budget data in preparation for publishing into the budgeting model. Inquire onchartfield validation errors generated during the data staging process. Publish data into the PeopleSoft BAM database for the budgeting model. Create or update user security for a budgeting model. View valid ChartField values for dimensions. These values can be used for troubleshooting purposes. PeopleSoft Proprietary and Confidential 175

200 Building the Budgeting Model Chapter 13 Budget Ledger Data Mapping page You must define a Budget Period mapping for all analysis and target ledger combinations. If you do not do so, the system does not correctly publish data for the budgeting model. You can populate budget period mapping automatically using the Map All Ledgers button on the Phase Ledger page: Ledger Name tab, or you can manually enter budget period mapping using this page. Although you can use ChartField data from an existing ledger as the data source for a ledger in your budgeting model, you have the option of modifying ChartField values during the model build process. To do so, you can use this page to remap the ChartFields between the ledgers. The system maps financial, asset, and position data that you ve imported according to the ChartField conversion definitions you define using this page. You can also use this page to define specific non-model ChartField values that you want the system to summarize during the data staging process. Budgeting Information Map From Ledger To Ledger The system uses the ledger types you defined for the budget ledger type set associated with the budgeting model to determine the ledgers from which you can map. The system determines the valid ledgers to which you can map based on the ledgers that you selected for Allow Updates on the Phase Ledger page. Specify ChartFields ChartField Map Enter the ChartField for which you want to define a map or summarize specific values. Click to enable the ChartField Mapping scroll area. You use the scroll area to define how the system processes ChartField values for the ledger from which you are copying and for the ledger to which you are copying. 176 PeopleSoft Proprietary and Confidential

201 Chapter 13 Building the Budgeting Model ChartField Mapping Fields that are used to map a ChartField and that appear in the ChartField Mapping grid depend on the ChartField you select. From ChartField Value and To ChartField Value Fiscal Year, Acct Period (accounting period), and Budget Period Multiplication Factor Target ChartField Value You use these fields to define the ChartField value or range of ChartField values that you want to convert for the selected ChartField. These fields appear for all selected ChartFields except BUDGET_PERIOD. Appears if you selected BUDGET_PERIOD as the ChartField for which youwanttodefineamap. Youusethesefieldstodefinethemapping of budget periods from one ledger to another. The budget period level you use to define the map must be consistent with the level you select for the ledger type in the budget ledger type set definition. Appears if you selected BUDGET_PERIOD as the ChartField for which you want to define a map. You use this field if you want to adjust the ledger data you copy into another ledger. For example, if your budget period is quarterly, you need annual data in ledger A converted to quarters. To do this, you enter 0.25 as the Multiplication Factor. Suppose ledger A has an annual value of 1,000. For the system to display financial information enabling users to compare data from the same time structures, you want the annual value of 1,000 to display as 250 per quarter in your budgeting model. When you enter 0.25 as the multiplication factor, the system performs this conversion process for you, distributing the 1,000 across four quarters. If the time structure of the ledger from which you are copying data is the same as the time structure of the ledger to which you are copying, you do not need to enter a Multiplication Factor. The system treats the ChartField values on a one-to-one basis. Enter the ChartField value to which you are mapping data. If you are summarizing data, you can leave the Target ChartField Value blank. In doing so, the system aggregates all data existing for the specified ChartFields. The system uses the ChartField conversion table you define during the data staging process. You can define ChartField mappings to ensure that the system locates appropriate data in the staging tables. You can achieve various results, including the following: Retain discontinued ChartFields by mapping them to valid ChartFields. Retain prior year budget periods by mapping them to budget periods used in the budgeting model. Keep historical data synchronized with current situations. PeopleSoft Proprietary and Confidential 177

202 Building the Budgeting Model Chapter 13 Changes to an organization s chart of accounts are typically a common occurrence resulting from modifications to accounting practices and reorganizations. For example, suppose your organization reorganized the Administrative Division (DeptID 30310) of the History Department (DeptID 30300) since the last budget cycle. The Administrative Division has been merged with the central administrative office (DeptID 31000) of the Liberal Arts School (DeptID 30000). In this example, for the Department ChartField, you define the From ChartField Value as and the Target ChartField Value as By mapping to 31000, the system transfers the data contained in to so that you do not lose the data related to the History Department s Administrative Division. Definetherelationship between ledgers that do not use the same budget period levels. For example, if you are mapping a ledger based on monthly budget periods to a ledger based on quarterly budget periods, identify each of the three months in the first ledger that are to be mapped to a single quarter in the second ledger. A mapping of monthly budget periods to quarterly budget periods is illustrated in the following table. The amount for a quarter is equal to the sum of the amounts for the three months that you map to the quarter. Budget Periods in Ledger A Budget Periods in Ledger B Fiscal year 2002, month 1 Fiscal year 2003, quarter 1 Fiscal year 2002, month 2 Fiscal year 2003, quarter 1 Fiscal year 2002, month 3 Fiscal year 2003, quarter 1 Fiscal year 2002, month 4 Fiscal year 2003, quarter 2 Fiscal year 2002, month 5 Fiscal year 2003, quarter 2 Fiscal year 2002, month 6 Fiscal year 2003, quarter 2 Suppose you want to map a ledger with an annual budget period to a ledger based on quarterly budget periods. In this case, the system takes the total value for the year and divides it by four to calculate the amounts to place in each quarter. Summarize specific non-model ChartField values for inclusion in the budgeting model. For example, assume you have chosen to exclude the Product ChartField from your model because your organization does not budget to that level of detail. The system excludes from the budgeting model all base ledger, asset, and position rows that contain non-blank values in the Product field. However, you can use the Summarize check box on the Budgeting Model Dimensions page to change all non-blank product rows to blank so that the system includes this summarized data in the model. Using the summarize option ensures that the product revenue information is included in the model although budget preparers will not enter the budget data at the product level. Alternatively, you can exclude certain products from your revenue totals, in the event that certain products have been discontinued. In this case, you clear the Summarize check box on the Budgeting Model Dimensions page. Instead, select the Product ChartField on the Budget Ledger Mapping page and selectively map the products that you want to include to a blank value. Doing this ensures that only the revenue totals for those selected products are included in the model totals. 178 PeopleSoft Proprietary and Confidential

203 Chapter 13 Building the Budgeting Model Staging Budgeting Data Access the Data Staging page. Data Stagingpage(1of2) PeopleSoft Proprietary and Confidential 179

204 Building the Budgeting Model Chapter 13 Data Staging page (2 of 2) Business Unit, Budgeting Model ID and Budget Phase ID Process Type Select to define the data that you want to stage, which is associated with these parameters. Select Single Processing to process budget data to staging tables in a single processing instance: Select Parallel by Budget Center to process budget data using multiple processing instances according to the budget center ranges you define. You define the budget center ranges using the From Budget Center and To Budget Center fields that appear when you select run the parallel processing by budget center. The system performs a validation to ensure that you have included all your budget centers in the processing definition. You can also enter a Server Name for each processing instance. If you do not enter a server name on this page, you can do so on the Process Scheduler Request page. You determine the number of parallel process definitions that appear using the Budget Installation Options page. Select Parallel by Ledger Name to process budget data using multiple processing instances according to the selected Ledger Name. This field appears when you select run the parallel processing by ledger name. You can enter only ledgers that have been defined as Allow Updates on the Phase Ledger: 180 PeopleSoft Proprietary and Confidential

205 Chapter 13 Building the Budgeting Model Ledger Name page. The system performs a validation to ensure that you have included all the ledgers defined as Allow Updates in the processing definition. You can also enter a Server Name for each processing instance. If you do not enter a server name on this page, you can do so on the Process Scheduler Request page. You determine the number of parallel process definitions that appear using the Budget Installation Options page. Note. We recommend that you carefully evaluate your hardware capabilities before specifying to use parallel processing to run the data staging process. If you are using hardware that does not have sufficient central processing unit (CPU) capacity and memory to run parallel processes, your processing performance will not be improved. Process Results The data staging (BP_STAGE) is a PeopleSoft Application Engine process. The process places budgeting data into staging tables in preparation for publishing to the PeopleSoft BAM database. During the process, the system logic considers the following: ChartFieldsummarization rules you define using the Budgeting Model Dimensions page. ChartField conversion definitions you set up using the Budget Ledger Data Mapping page to map ChartField values into the budgeting model for ledger, asset, and position data. ChartFieldsummarization definitions you set up using the Budget Ledger Data Mapping page. ChartField summarization definitions you set up using the Dimension Details page to bring lower level ChartField values to a level consistent with the tree level defined for the budgeting model. The Flip Sign setting you determine for account types using the Account Type Options page. If selected, the system reverses the sign associated with the account type amounts. For example, if you store Revenue account type amounts as negative values in the imported ledger and you selected the Flip Sign check box for Revenues, the system changes the amounts from negative to positive numbers within the staging table. Once the data is published to the budgeting model, you view revenues as positive numbers. Valid ChartField values as defined by the following: -Ifyouareusing a standard or project budget type, the system retrieves updated ChartField values from the tree or specific ChartField values definition associated with the dimension. - If you are using a controlled budget type, the system uses the Rulesets defined for each ledger to determine valid ChartField values. You imported the Rulesets from the PeopleSoft Financial Management database. Note. You must successfully complete the data staging process before running the publish model process. You can view the status of the data staging process instances you ve initiated using the Process Monitor or on the Publish Budgeting Model page. Verifying Missing ChartField Data From Data Staging Process Access the Missing ChartField Inquiry. PeopleSoft Proprietary and Confidential 181

206 Building the Budgeting Model Chapter 13 Missing ChartField Inquiry page Budget Activity ChartField The system searches and retrieves ChartField errors related to the selected activity. The system also validates that you ve selected the activity for use in the budgeting model on the Budget Activities page. Available activities from the drop-down list box include the following: Asset Budgeting. Line Item Budgeting. Position Budgeting. Enter so that the system displays the specific ChartField values in error associated with the selected ChartField. You can use the Missing ChartField Inquiry page to view ChartField errors generated during the data staging process. After you resolve the errors, run the data staging process again. You can repeat these steps until you are satisfied with the data located in the staging tables, which you then publish to the budgeting model using the publish model process. When you run the data staging process, the system will verify valid ChartField records. It also validates all the defined ChartFields dimensions against the detail ledger rows used for budget seeding. For example, if you defined a Department dimension, the system uses this information to validate each ChartField value against the detail ledger rows used as the source for budget seeding. It uses this information to verify the following: If a ChartField record is invalid, and a row exists in the ledger, an Invalid ChartField will be indicated in the ChartField Exception Error column. If there is ledger data for a ChartField value not defined by the Department ChartField dimension, then a Missing From Dimension message will be displayed in the ChartField Exception Error column. See Also Chapter 5, Maintaining General System Options, page PeopleSoft Proprietary and Confidential

207 Chapter 13 Building the Budgeting Model Verifying Model Dimension Values From Data Staging Process Access the Model Dimension Values Inquiry page Model Dimension Values Inquiry page ChartField and Find ChartField Value and Description Select a ChartField dimension value to inquire, and click the Find button. Only ChartField dimensions associated with the Business Unit, Budgeting Model ID, and Ledger Name are available to choose from. View the ChartField dimension values and their descriptions. You can use the Model Dimension Values Inquiry page to view available ChartField values that were generated and staged for the budgeting model. It can be used in conjunction with evaluating and resolving staging errors Publishing the Budgeting Model Access the Publish Budgeting Model page. You must successfully complete the data staging process using the Data Staging page before you run the publish model process. Business Unit, Budgeting Model ID and Budget Phase ID Copy to Version and Version Description Select to define the data you want to publish. In addition to publishing a base version, the system copies the data from the base version to a working version for Budget Preparers. You use the Copy to Version field to select a working version to which you want to copy the published budget data. You can enter a description for the version using the field below the Copy to Version field. Note. Working versions are labeled as 1, 2, and 3. PeopleSoft Proprietary and Confidential 183

208 Building the Budgeting Model Chapter 13 Refresh Click to have the system display the status of process instances you initiated for the data staging process. You defined the parameters for running the data staging process using the Data Staging page. Process Results During the publish model (BPBUILDMODEL) Application Engine process, the system takes the staged data and publishes it to the PeopleSoft BAM database. This published data is essentially the base version of the budgeting model. The process also creates a working version of the base budget at the budget preparer level. Note. You can access the Process Monitor to view if the publish process is completed successfully. The process will continue to indicate Not Ready if the publish process is unsuccessful. To avoid DB2 OS390 database lockouts, never run multiple publish jobs at the same time. Make sure that one publish job has completed before starting another. Creating User Security in the Budgeting Model Access the Refresh Model Security page. Business Unit, Budgeting Model ID and Budget Phase ID Select to define the model you want to update with defined budget users. Process Results The Update Users Application Engine process (BP_UPDT_USR) updates user security settings if you have added new users or changed user definitions. Note. After you successfully publish a model, the model status located on the Budgeting Phase page indicates that the model is published. If you have already published a budgeting model and added new budget centers, this process can also be used to update the model with the new budget centers. Updating the Budgeting Model After you successfully publish the budgeting model, you can make updates to the data and budget users included in the model. Use the pages for updating the budgeting model depending on the type of data you want to update. 184 PeopleSoft Proprietary and Confidential

209 Chapter 13 Building the Budgeting Model Pages Used to Update the Budgeting Model Page Name Object Name Navigation Usage Refresh Model Security BP_UPDT_USR Budgeting, Budgeting Home, Budgeting Setup, Process Budgeting Model, Refresh Model Security Build Model Dimension Values Process BP_BLD_DIM_REQ Budgeting, Budgeting Home, Budgeting Setup, Process Budgeting Model, Build Model Dimensions Values Model Recalculation BP_POSBATCH Budgeting, Budgeting Home, Budgeting Setup, Process Budgeting Model, Model Recalculation Refresh Driver Parameters Process BP_DRV_PAR_RFSH Budgeting, Budgeting Home, Budgeting Setup, Process Budgeting Model, Refresh Driver Parameters Refresh Analysis Ledgers BP_ANL_REFRESH Budgeting, Budgeting Home, Budgeting Setup, Process Budgeting Model, Refresh Analysis Ledgers Refresh Model Exchange Rates BP_RFRSH_RATE Budgeting, Budgeting Home, Budgeting Setup, Process Budgeting Model, Refresh Model Exchange Rates Process List PMN_PRCSLIST Budgeting, BudgetingHome, Budgeting Setup, Process Budgeting Model, Process Monitor Updating Budgeting Users and Budget Centers Access the Refresh Model Security page. Update budget users and newly added budget centers in the published budgeting model. Update dimension details such as ChartField values, Rulesets, dimensions, and trees in the published budgeting model. Recalculate a budgeting model to perform calculations and ChartField distributions throughout the model when using position and asset budgeting. Update driver parameters in a published budgeting model. Update the ledgers associated with each analysis base in the published budgeting model. Update exchange rates for a published multicurrency budgeting model. View status of processes you ve initiated. Usethispagetodefinetheruncontrolparametersforthe Refresh Model Security Application Engine process (BP_UPDT_USR), which enables you to update the published budgeting model with the following: Usersthat you have added or modified. Budget centers that you have added. If you ve added new budget centers since publishing the model, the system inserts the new budget centers, as well as performing the following: PeopleSoft Proprietary and Confidential 185

210 Building the Budgeting Model Chapter 13 - Updates the budget center tree definition with newly added budget centers. Note. Budget centers that you add after the model publish process will not contain historical data since the data did not exist as part of the original tree definition. This process can not support a reorganization of the Budget Center tree and only new budget center values and nodes are allowed. You will need to republish the model if a reorganization is required. - Updates the budgeting status of the budget work item containing a new budget center. For example, when a budget work item is submitted, the budgeting status at the Reviewer level is Open. If you add a new budget center that impacts the Reviewer level, the system changes the budgeting status to Not Ready. - Creates a new base budget version that includes the new budget centers. Budget Preparers of a new budget center will need to create their first working version, it is not automatically created during the security refresh process. Note. The system does not update existing working versions with newly added budget centers. Updating Dimensions Access the Build Model Dimension Values Process page. Build Model dimension Values Process page Business Unit, Budgeting Model ID, and Budget Phase ID Select to define the model that you want to update. 186 PeopleSoft Proprietary and Confidential

211 Chapter 13 Building the Budgeting Model ChartField Import Data Into BAM Model (import data into PeopleSoft Business Analysis Modeler model) Select to specify the dimension that you want to update. Select to have the system import the updated dimension into the budgeting model. If you do not select this check box, the system does not update the tables located in PeopleSoft BAM. Note. To manually validate the data you are updating, you can run the process with the Import Data Into BAM Model check box clear, then view valid ChartField values using the Model Dimension Values Inquiry page. Once you are sure the values are accurate, you can run this process again with the Import Data Into BAM Model check box selected. Process Results The Build Dimensions Edit Tables process (BP_BUILD_DIM) is a PeopleSoft Application Engine process. It updates tables located in PeopleSoft BAM with changes to dimension details such as ChartField values, Rulesets, dimensions, and trees. If you are using a standard or project budget type, the system retrieves updated ChartField values from the tree or specific ChartField values definition associated with the dimension. If you are using a controlled budget type, the system uses the Rulesets defined for each ledger to determine valid ChartField values. You imported the Rulesets from the PeopleSoft Financial Management database. Note. You can use the Model Dimension Values Inquiry page to view valid values for a selected dimension. Recalculating the Budgeting Model Access the Model Recalculation page. When you are working with a budgeting model, the system recalculates the budget data every time you enter a new piece of information or change a budget figure. When you make line-item modifications at the lowest budget center level in the model at the budget preparer level the recalculations take place immediately. This is possible because the budget changes are isolated within the budget center. To make modifications that affect multiple budget centers, budget center levels that comprise multiple budget centers, or when you are using position or asset budgeting, you must run the Model Recalculation process to update the model. You must run the process using the Budget Coordinator role. When you run this process, all versions within the model must be checked into the database. Business Unit, Budgeting Model ID, and Budget Phase ID Ledger Name Select to define the model that you want to update. Select the ledger to which you want to apply the recalculation process. For the selected ledger, the system validates whether you are using position and asset budgeting. If you ve selected the Position Data check box for the ledger on the Phase Ledger page: Base Budget tab, the system calculates and distributes position budgeting data to the appropriate line-item budgets. If you ve selected the Asset Data check box for the ledger on the Phase Ledger page: Base Budget tab, the system calculates and distributes asset budgeting data to the appropriate line-item budgets. PeopleSoft Proprietary and Confidential 187

212 Building the Budgeting Model Chapter 13 Process Results The Model Recalculation Application Engine process (BPLINEUP) calculates and distributes budget data throughout the budgeting model. The system recalculates the budgeting data for multiple budget center versions simultaneously. You can recalculate the budgeting model at any time during the budgeting process. The model recalculation will automatically check in budgets that are still checked out when the process is run. Whether a budget centers has been submitted or not, recalculation will affect all versions by inserting new ChartField combination rows into line-item budgets when using asset or position budgeting. The system creates these new rows that reflect the amounts budgeted in those activities. When you distribute position budgeting expenses to other budget centers in the budgeting model, the budget data will not get inserted into the other budget centers unless the amounts are in the master version. Data gets inserted into the master version when the budget is submitted; alternatively, you may copy a working version into master if you are not ready to submit. Note. We recommend that you perform a nightly backup of the database before you perform a model recalculation. Updating Driver Parameters Access the Refresh Driver Parameters page. You can use this process to update driver parameters that are not enabled for method or driver parameter override. You must run this process using the Budget Coordinator role. Business Unit, Budgeting Model ID, and Budget Phase ID Ledger Name Select to define the model that you want to update. Select the ledger to which you want to update the driver parameters. Process Results When you run the Refresh Driver Parameters Application Engine process (BPDRPRRF), the system updates driver parameters in the published budgeting model. Updating Analysis Base Ledger Data Access the Refresh Analysis Ledgers page. You must run this process using the Budget Coordinator role. Business Unit, Budgeting Model ID, and Budget Phase ID Ledger Name Analysis Ledger Name Select to define the model that you want to update. Select the ledger to which you want to update with more current historical data. Select the Analysis Ledger that contains revised historical data in which you want to update to a budgeting model. Process Results When you run the Refresh Analysis Data Application Engine process (BPANLREFRESH), the system updates the selected Analysis Ledger Name. 188 PeopleSoft Proprietary and Confidential

213 Chapter 13 Building the Budgeting Model If ChartField errors are generated during the process of updating a ledger, the system generates an error report. If errors exist, you can view them on the Missing ChartField Inquiry page and correct them using the Budget Ledger Data Mapping page. If you do not correct ChartField errors resulting from the refresh analysis data process, the data in the budgeting model is not accurately updated. Updating Currency Exchange Rates Access the Refresh Model Exchange Rates page. Business Unit, Budgeting Model ID, and Budget Phase ID Select to define the model that you want to update. Process Results When you run the Refresh Model Exchange Rates Application Engine process (BP_X_RATE), the system updates the model with modified exchange rates for a multicurrency budget. Checking In Multiple Budgeting Activities The budget coordinator can check in multiple checked-out budgeting activities for a budgeting model at one time. Page Used to Check In Multiple Budgeting Activities Page Name Object Name Navigation Usage View Current Checkouts BP_CHECKOUTLIST Budgeting, Budgeting Home, Budgeting Setup, Setup Budgeting Model, View Current Checkouts Checking In and Viewing Budgeting Activities Access the View Current Checkouts page. Use to view checked-out budgets for a budgeting model. Check in multiple budgeting activities simultaneously. Check In Select All to Check In Select for an individual activity. Click to check in all checked-out activities. Save the page to execute the simultaneous check in of all selected checkouts. PeopleSoft Proprietary and Confidential 189

214 Building the Budgeting Model Chapter PeopleSoft Proprietary and Confidential

215 CHAPTER 14 Understanding Multiple Currency Processing in PeopleSoft Budgeting This chapter provides and overview of multiple currency processing and explains how to: Set up multiple currency processing. Use currency quotation methods. Calculate exchange rates in PeopleSoft Budgeting. Process multiple currencies when staging to the budget model. Process multiple currencies during line-item budgeting. Process multiple currencies during asset budgeting. Process multiple currencies during position budgeting. Inquiry and report on budgeting data. Process multiple currencies during budget model update Process multiple currencies during data export from Budgeting Process multiple currencies during posting to the General Ledger Understanding Multiple Currency Processing PeopleSoft enables you to manage financial information in multiple currencies. PeopleSoft Budgeting supports multiple entry and target currencies. An entry currency is a currency you use to enter budget data. Atargetcurrency is a currency into which you want to translate and view monetary amounts. Use multicurrency options for standard, project, and control budget types. Before you begin to use multiple currencies in Budgeting, you must understand how foreign currency processing works in PeopleSoft applications and how to set up your system for multiple currencies. You can define and maintain tables that describe currency codes, exchange rates, market rates, and currency rate types. All PeopleSoft applications use the same market rate and currency pages and tables, enabling you to administer centralized currency controls throughout our integrated product lines. PeopleSoft Budgeting uses the multiple currency setup and transactions you have completed in PeopleSoft Financial Management. You use Informatica PowerMart ETL process to import related data into the PeopleSoft Enterprise Warehouse tables. If you are not using PeopleSoft General Ledger, you can set up multiple currency processing within the PeopleSoft Enterprise Performance Management database. PeopleSoft Proprietary and Confidential 191

216 Understanding Multiple Currency Processing in PeopleSoft Budgeting Chapter 14 Multicurrency impacts data used in PeopleSoft Budgeting when you do the following: Stage data for the budgeting model. Work with the line-item budgeting, asset budgeting, and position budgeting. Inquire on the BAM analysis reports and SQR reports. Refresh exchange rates in the budgeting model. Export budget data from the budgeting model. Once budget development is complete, post budget journal entries in PeopleSoft General Ledger. See Also PeopleSoft 8.8 General Ledger PeopleBook, "Processing Multiple Currencies in PeopleSoft General Ledger. PeopleSoft 8.4 Global Options and Reports PeopleBook, Processing Multiple Currencies. SettingUpMultiple Currency Processing To use multiple currencies in PeopleSoft Budgeting, you set up market rates, such as the market rate index, market rate time, and market rate definitions in the PeopleSoft Financial Management and use the Informatica PowerMart Extract, Transform, and Load (ETL) process to update the PeopleSoft Enterprise Performance Management (EPM) database. You define the following multicurrency definitions when you set up your general options in Financial Management. 1. Define currency codes. 2. Define market rates. 3. Define currency quotations. 4. Define currency controls, including a base currency for the business unit. 5. Define currency precision. Note. Alternatively, you can define these multicurrency definitions within the EPM database; however, you cannot export these definitions back to the Financial Management database. After you populate the multiple currency tables, which are used by all PeopleSoft applications, and import data that you are using in PeopleSoft Budgeting, you need to set up multiple currency options as you define your budgeting parameters and build the budgeting model within PeopleSoft Budgeting as follows: 1. Define rate combinations to associate market rate types to each account type. 2. Define the budgeting model as a multiple currency budget on the Budgeting Model page. 3. Define view definitions to specify how currencies appear on line-item budgeting pages. 4. Define currency options to specify entry, entry default, and target currencies for a budgeting model, and define a rate combination for a budgeting model. Rate combination is an attribute of the budgeting model, that is, we assign a rate combination to the model, and we assign allowed currencies to the model. These are independent assignments. 192 PeopleSoft Proprietary and Confidential

217 Chapter 14 Understanding Multiple Currency Processing in PeopleSoft Budgeting See Also Chapter 13, Building the Budgeting Model, page 145 PeopleSoft 8.8 Enterprise Warehouse PeopleBook, Processing Multiple Currencies Using Currency Quotation Methods Define and maintain currency quotations within PeopleSoft Financial Management or as part of PeopleSoft Enterprise Warehouse setup. PeopleSoft Budgeting uses direct rate quotation to convert and manage multicurrency processing. This option is illustrated as follows: Conversion Type Formula Example Direct (From currency / RATE_DIV) x (RATE_MULT) = To currency USD 10 to French Francs: (10/1) x 5 =50 In PeopleSoft Budgeting, exchange rates are published withamodelbasedoncurrencycriteriadefinedfor the budgeting model. After the budgeting process has begun, you run the Refresh Model Exchange Rates Application Engine process to update exchange rates and revalue target currency rates in a budgeting model. Note. PeopleSoft Budgeting uses the direct rate quotation. Other conversion types available in the PeopleSoft Enterprise Warehouse, such as indirect and triangulation, are not used by processes in PeopleSoft Budgeting. How Budgeting Calculates Exchange Rates The system uses effective-dated exchange rates to convert historical ledger and asset data, and to generate exchange rates for the viewing of budgeting data. The initial source of exchange rates comes from the PS_RT_RATE_TBL table. There are three different exchange rate concepts used by PeopleSoft Budgeting. Calculating the Average Period Rate The first concept is the average period exchange rates, which are calculated for each budget period used by the budgeting model and stored in the PS_BP_RATE_TBL. For example, if the budgeting model is monthly, and contains two years of historical data plus defines one year for a proposed budget, there will need to be 36 exchange rates for target currency (3 years multiplied by 12 months). If the budgeting model uses quarterly budgets instead, there would be 12 exchange rates for each target currency (3 years multiplied by 4 quarters). These exchange rates are used in the model for target currency views in line item, inquiry, reporting, and the exporting of data from the budgeting model. Using examples, let s look at how these values are derived. The process takes effective-dated rates and converts them into average period rates, prorated by number of days. For example, suppose you have the following rate data in the PS_RT_RATE_TBL: PeopleSoft Proprietary and Confidential 193

218 Understanding Multiple Currency Processing in PeopleSoft Budgeting Chapter 14 From Currency To Currency Effective-Date Rate USD GBP 12/13/ USD GBP 2/15/ Assuming that the budgeting model is built for a proposed one-year budget, with monthly periods of January through December, the process will need to calculate an average rate for each month required for the budgeting model. Based on the data presented in the table above, the following shows how to calculate the average rate for the month of February First there are 14 days within the month of February 2001 (2/1/2001 to 2/14/2001) using the rate 1.45, which is effective from 12/13/2000. Then there are another 14 days within the month of February 2001 (2/15/2001 to 2/28/2001) using the rate 1.47, which is effective from 2/15/2001. The average rate for the month of February 2001 is as follows: ((14 days * 1.45) + (14 days * 1.47)) / 28 days = ( ) / 28 = The system stores the derived average period rate in the PS_BP_RATE_TBL table keyed by period, account type, and analysis base. This example is intended for illustrative purposes only and does not consider actual currency precision. Calculating the Average Rate for a Budgeting Cycle The second exchange rate concept is that of deriving a single average rate for the budgeting cycle. This exchange rate will be used for any conversion that may be required on position data from HR to be included in the budgeting model. To illustrate, assuming the start and end date of the budgeting year are 1/1/2001 to 12/31/2001, the system process will need to derive one average rate for the entire budget year. Using the same data presented above, the following shows how to calculate the average annual rate for the 2001 budgeting cycle. First, there are 45 days between 1/1/2001 to 2/14/2001 using the rate of 1.45, which is effective from 12/13/2000. Then there are another 320 days within 2/15/2001 to 12/31/2001 using the rate of 1.47, which is effective from 2/15/2001. The average annual rate for the budget year is as follows: ((1.45 * 45 days) + (1.47 * 320 days)) / 365 days = ( / 365) = Determining the Rate Using Model Date Finally, exchange rates are required for converting historical data, which will use the current exchange rate based on the as of date for the model. This rate may be used to convert ledger or asset data during budget staging when the original currency is not a currency available for entry in the budgeting model. Using the above example, if the model date is 12/31/2000 for the budgeting model, historical data requiring conversion will use the rate of 1.45, which is the effective date from 12/13/ PeopleSoft Proprietary and Confidential

219 Chapter 14 Understanding Multiple Currency Processing in PeopleSoft Budgeting Processing Multiple Currencies When Staging the Budget Model When you run the data staging Application Engine process (BP_STAGE), which stages budgeting data in preparation for publishing to the PeopleSoft BAM database, the system uses ledger data you imported from your Financials database. Specifically, Budgeting takes the ledger values from POSTED_TRAN_AMT (posted transaction amount) located in PS_BP_LED_F00 (actual ledger), PS_BP_LED_BUDG_F00 (standard budget ledger), PS_BP_LED_KK_F00 (control budget ledger), or PS_BP_LED_PROJ_F00 (project budget ledger). During stage, if the transaction currency of the source data is not defined as an entry currency for the budgeting model, the data staging converts the transaction amounts to the base currency of the business unit. For line-item ledger data and asset data transaction, the conversion is based on the exchange rate as-of date. For position data transaction, the conversion is based on the average rate of the budgeting cycle. Processing Multiple Currencies During Line-Item Budgeting During line-item budgeting, you can view up to nine historical monetary amounts with your proposed type, which you define when you set up the budgeting model. You can view these historical and proposed amounts in any target currency. You define your view using the View Definitions page. When you are working with line-item budgets, the system performs online conversion of the ledger data to target currencies using exchange rates by period. How Exchange Rates Are Used The system uses rates stored in PS_BP_RATE_TBL. These rates were derived when the staging process was run before the budgeting model was published. When the system converts the monetary amounts to the target currency, it does not use the total amount as the basis for the conversion. Rather, it converts the data on a period-by-period basis using historical rates and then sums the amounts to provide a total in the target currency. For example, suppose you have the following exchange rate data in the PS_RT_RATE_TBL table: From Currency To Currency Effective-Date Rate USD GBP 12/13/ USD GBP 2/15/ USD GBP 8/1/ Note. The Rate column above represents the value derived from the PS_RT_RATE_TBL when the RATE_MULT (rate multiplier) field is divided by RATE_DIV (rate divisor) field. PeopleSoft Proprietary and Confidential 195

220 Understanding Multiple Currency Processing in PeopleSoft Budgeting Chapter 14 After the stage process runs, it would have updated the PS_BP_RATE_TBL table. For a monthly budget, the following represents the values located in the table for rate data by budget period, which is used by line item budgeting in the model. Year Month Average Period Rate 2001 Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec 1.48 Now suppose that you want to view the Prior Year Actuals analysis base total in British Pounds (GBP). Currently, the Prior Year Actuals appear in U.S. Dollars (USD) as illustrated here for account 5000: Account Currency PriorYearActuals 5000 USD 1,200,000 Based on this example data, using a monthly budget, the system converts the Prior Year Actuals analysis base total using the following formula with the following results: 196 PeopleSoft Proprietary and Confidential

221 Chapter 14 Understanding Multiple Currency Processing in PeopleSoft Budgeting Year Month Rate Prior Year Actuals (USD) Prior Year Actuals (GBP) 2001 Jan ,000 68, Feb ,000 68, Mar ,000 68, Apr ,000 68, May ,000 68, June ,000 68, July ,000 68, Aug ,000 67, Sept ,000 67, Oct ,000 67, Nov ,000 67, Dec ,000 67,567 Total 1,200, ,995 Processing Multiple Currencies During Asset Budgeting During stage, for in-service assets that use currencies not defined as entry currencies, assets values are converted with exchange rate using the as of model date. This is the same methodology used by line item budgeting data. When you use the asset budgeting activity, the entry currencies defined by the budgeting model are available for adding new assets. PeopleSoft Proprietary and Confidential 197

222 Understanding Multiple Currency Processing in PeopleSoft Budgeting Chapter 14 Processing Multiple Currencies During Position Budgeting When you use the position budgeting activity, the entry currencies defined by the budgeting model are available for adding new positions. A single currency code is associated with a jobcode when adding a new position, and itcannot be changedwhenentered. Forexisting positionsthat have currencies not definedas anentrycurrency, they are converted during staging into the budgeting model, using the average exchange rate of the budgeting cycle in the model. Currency codes for existing position and job rows cannot be changed during the edit process. Inquiry and Reporting on Budgeting Data PeopleSoft Budgeting enables you to define parameters to use the BAM analysis reports to view the results online, or download the results to a spreadsheet in Microsoft Excel format. Additionally, use the standard delivered SQR reports with PeopleSoft Budgeting. The reporting options enable you to compare line-item budgets within a version, across budget versions, and across budget periods using a defined entry or target currency. When entering budget selection criteria for the BAM analysis or SQR reports, you have three Currency Inquiry Options to select from, they are as follows: All Entry in asingletarget You then select which Target Currency to view or report all entry budget data. One Entry Only Youthenselect which entry Currency Code to view or report budget data. One Entry in a Single Target You first select which entry Currency Code and then select which Target Currency to view or report budget data. Available BAM analysis reports for line item budgeting include: Comparative Budget Analysis, Budget Version Comparison, and Budget Period Analysis. Available SQR report options for line item budgeting include: Version Analysis, Ledger Type Comparison, Budget Comparison, and Summary of Methods. Note. Reporting options for multicurrency line item budgeting do not generate reports or views containing multiple target or multiple entry currencies. Processing Multiple Currencies During Budget Model Update You use the Refresh Model Exchange Rates process to update exchange rates that have changed since the budgeting model was originally published. When you run the Refresh Model Exchange Rates Application process (BP_X_RATE), the system updates exchange rates and performs an update of the average period rates for target currency in a published budgeting model. The update can impact new data entry and target currency viewing. 198 PeopleSoft Proprietary and Confidential

223 Chapter 14 Understanding Multiple Currency Processing in PeopleSoft Budgeting The Refresh Model Exchange Rate application process updates those historical rates and stores them in PS_BP_RATE_TBL for use during budgeting. The process takes the effective-dated rates and converts them into average budget period rates, prorated by number of days. Processing Multiple Currencies During Data Export From the Budgeting Model When you run the Export to General Ledger or Export to HR Application Engine process (BPEXPORT), the system extracts budget data from the budgeting model (PeopleSoft BAM) into the stage table PS_BP_LEDGER_BDEXP for line item data, and PS_BP_JOB_EXP, PS_BP_POSITION_EXP, PS_BP_SAL_DIS_EXP, PS_BP_BNFT_DIS_EXP, PS_BP_EARN_DIS_EXP, and PS_BP_TAX_DIS_EXP for position related data. For line item ledger data, the system exports budget amounts in the entry currency used during the budgeting process and stores them to POSTED_TOTAL_AMT and POSTED_TRAN_AMT. For POSTED_BASE_AMT the currency is converted and stored as the business unit base currency. For data exported back to HR, the system exports position budget data amounts in the entry currency used during the budgeting process. For those positions which were originally converted to an entry currency when the source currency was not available, it will be converted back to its original source currency. Processing Multiple Currencies During Posting to the General Ledger After you import the budget data into the appropriate ledger tables located in the PeopleSoft Financial Management database, you can use the Allocation process (GL_ALLOC) in PeopleSoft General Ledger to create journal entries posting the budget amounts in the POSTED_TOTAL_AMT (posted total amount) fieldinthe base currency. The system may update or create new rows with the budget amounts in POSTED_TRAN_AMT converted to base currency and stored in the POSTED_TOTAL_AMT field. PeopleSoft Proprietary and Confidential 199

224 Understanding Multiple Currency Processing in PeopleSoft Budgeting Chapter PeopleSoft Proprietary and Confidential

225 CHAPTER 15 Understanding PeopleSoft Commitment Control in PeopleSoft Budgeting This chapter provides and overview of PeopleSoft Commitment Control and explains how to: Use PeopleSoft Commitment Control with PeopleSoft Budgeting. Use budget control rules. Understanding PeopleSoft Commitment Control PeopleSoft Commitment Control is an optional feature of the PeopleSoft Financials, Enterprise Services Automation, and Supply Chain Management product lines that enables you to control expenditures actively against predefined, authorized budgets. In PeopleSoft Budgeting, you can develop a control budget using Commitment Control definitions you set up in the PeopleSoft Financial Management database. Using these Commitment Control definitions enables you to validate budget data in accordance to rules that you are also using in PeopleSoft General Ledger. After you complete the development of a control budget, you can export the budget data to the Commitment Control ledger in PeopleSoft General Ledger. Note. PeopleSoft Budgeting supports PeopleSoft Commitment Control if you are integrating with PeopleSoft 8 SP3 and 8.4 General Ledger. See Also PeopleSoft 8.4 Setting Up and Using Commitment Control PeopleBook Using PeopleSoft Commitment Control Youneedtocomplete the following to set up the PeopleSoft Commitment Control feature in PeopleSoft Budgeting: 1. Use the Informatica PowerMart ETL process and Data Loader utility to import ledger data from PS_LEDGER_KK into the PeopleSoft EPM and Data Warehouse tables. Other related information, such as control budget rules, are also loaded into the warehouse using the ETL tool. PeopleSoft Proprietary and Confidential 201

226 Understanding PeopleSoft Commitment Control in PeopleSoft Budgeting Chapter 15 Note. ETL process loads the data from the FMS system into the Operational Data Store (ODS which is a staging area that allows for reporting among other things). Once the data has been loaded to the ODS the user can run the Data Loader Utility which loads the data from the ODS staging tables into the PeopleSoft Enterprise Warehouse table (specifically, PS_LEDGER_KK_F00). 2. Use the Budget Ledger Type Set page to define a Budget Ledger Type Set. a. Select Controlled Budget Ledger as the budgeting type. b. Select a Trans Type (transaction type) when defining the ledgers used for the base budget and any historical analysis bases. PeopleSoft Budgeting uses the transaction type to filter the data rows from the source Commitment Control tables. Available transaction type options include Original and Final budget data. During the staging process, only those data rows with the selected transaction type get populated in the staging tables as you prepare for the model publish process. Note. The Trans Type applies only to PeopleSoft 8.4 General Ledger. The Calendar selected for each ledger that you want the system to enforce Commitment Control definitions determines the Ruleset definitions that are used in PeopleSoft Budgeting. Budgeting supports a single calendar per defined ledger name. Rulesets that do not use the selected calendar are not used in Budgeting. The Rulesets and their related calendars applies only to PeopleSoft 8.4 General Ledger. c. For the proposed planning type, select the From Budget Period and To Budget Period that represents the date range of your budgeting cycle. 3. Define a budgeting model. a. Using the Budgeting Model page, select the Budget Ledger Type Set you defined with the Controlled Budget Ledger as the Ledger Type Set. b. Using the Budgeting Model Dimensions page, select the Use Control Budget Rulesets check box to have the system use the Ruleset definition to determine the valid ChartField values during the budgeting process. When you select the check box, the system uses the Ruleset Keys and Translations definition to determine the ChartFields selected as budgeting model dimensions, making it unnecessary for you to define and select ChartField dimensions Note. It is not required that you use the check box to have the system use the Ruleset definitions as dimension defaults. If you choose, you may still define ChartField dimensions for Control budgets like other budget types, but careful consideration should be made if you wish to use the Enforce Budget option. When you integrate with PeopleSoft 8.0x General Ledger you must define ChartField dimensions. The Use Control Budget Rulesets check box is not available because Rulesets are unique to General Ledger Using the Phase Ledger page, select the Enforce Budget check box for each ledger that you want the system to enforce the control budget definition. 202 PeopleSoft Proprietary and Confidential

227 Chapter 15 Understanding PeopleSoft Commitment Control in PeopleSoft Budgeting When you select the check box, the system validates all ChartField combinations against the control budget definitions. This validation happens when you click the Validate ChartFields button on the Line Item Details page and when a budget preparer submits a budget to the next budget center level. Budgets containing errors must be corrected before submission by accessing the ChartField Errors or Modify ChartFields page. 5. After you complete the budgeting process, you can export the control budget data to PeopleSoft General Ledger. Once the data has been exported to the General Ledger, access this database and run the BPLEDGUPDATE process in the PeopleSoft General Ledger application. This process will update the PS_LEDGER_BUDG_KK table located in the General Ledger application. Note. Once control budget data is located in the PS_LEDGER_BUDG_KK ledger, you will still need to run General Ledger process of Allocations to create, edit, and post journal entries. Using Control Budget Rules When you are developing a Controlled Budget Ledger for PeopleSoft 8.4 General Ledger, PeopleSoft Budgeting uses Rulesets to determine the following: The dimensions to be defined for the budgeting model. The valid ChartField values for each dimension. The valid combination of ChartFields and ChartField values. The available calendars used for a ledger. When you are developing a Controlled Budget Ledger for PeopleSoft 8.0x General Ledger, PeopleSoft Budgeting uses the following: The valid ChartField values for each dimension. The valid combination of ChartFields and ChartField values. In the PeopleSoft Financial Management database, you set up PeopleSoft Commitment Control definitions, including the control ChartField, key ChartFields, and translation rules, for each Commitment Control ledger group using the Budget Definitions component. From this source, PeopleSoft Budgeting uses the relevant records to enforce the control budget definitions. The following table lists the specific records that Budgeting uses and the data entry point within Financial Management: Record for FDM 8.4 Record for FDM 8 Data Entry Page PS_KK_BUDGET_TYPE PS_KK_BUDGET_TYPE Control Budget Options PS_KK_SUBTYPE N/A Ruleset ChartField PS_KK_FILTER N/A Ruleset ChartField PeopleSoft Proprietary and Confidential 203

228 Understanding PeopleSoft Commitment Control in PeopleSoft Budgeting Chapter 15 Record for FDM 8.4 Record for FDM 8 Data Entry Page PS_KK_KEY_CF PS_KK_KEY_CF Keys and Translations PS_KK_CF_VALUE PS_KK_CF_VALUE Control ChartField Control Budget Options For PeopleSoft Financial Management 8.4 database, the following applies for the Control Budget Options: Enable Statistical Budgeting If selected, you can enter statistical codes in line-item budgeting. To make statistical codes available during budgeting, you need to define the dimension details for statistics. RuleSet Chartfield For PeopleSoft Financial Management 8.4 database, the following applies for the RuleSet ChartField page: The Ruleset ChartField and the associated Ruleset definition, or group of Ruleset definitions, for a Ledger Group are defined here. A Ruleset ChartField can have multiple Ruleset definitions. However, they must be mutually exclusive and cannot overlap one another. Rulesets can also be defined using different tree levels. PeopleSoft Budgeting recognizes the different tree levels when defining dimensions and during the budgeting process. When you select the tree used for the Budget Center ChartField definition, PeopleSoft Budgeting requires that all budget centers that require a detail budget reside on the same level of the tree. In addition, a detail tree used for the budget center definition cannot have missing levels. The control budget definitions in PeopleSoft General Ledger must use a tree that has the detail budget level residing on the same level as that used in Budgeting for the Budget Center tree. You may need to modify the tree in Budgeting, such as creating additional levels of approval in order to meet this requirement. Keys and Translations For PeopleSoft Financial Management 8.4 database, the following applies for the Keys and Translations page: Calendar ID Represents the level on which the Ruleset is defined. Each Ruleset can contain a different calendar. However, PeopleSoft Budgeting only supports a single calendar per budget ledger name. More than one budget ledger name may be defined within the same budgeting model. Note. You can specify multiple ledger name on ledger type set definition as long as each ledger name uses a different calendar The Calendar you select for the ledger as part of the Budget Ledger Type Set definition determines the Rulesets that can be used. Only those Rulesets that use the same calendar as the one defined for the ledger are used. 204 PeopleSoft Proprietary and Confidential

229 Chapter 15 Understanding PeopleSoft Commitment Control in PeopleSoft Budgeting If you have selected the Enforce Budget check box on the Phase Ledger page for the proposed budget ledger, when you click the Validate ChartFields button on the Line Item Details page, the system refers to the PS_KK_KEY_CF record to determine the validation rules for the control budget. The system also performs this validation when a budget preparer submits a budget. A budget preparer cannot successfully submit a budget unless all validations are successful. For both PeopleSoft Financial Management 8.0x and 8.4 database, the following applies: ChartField Tree Name and Level Name The ChartFields listed in the Keys and Translations grid are those that the system considers required ChartFields during budget preparation. The system generates an error message when performing validations if any of these listed ChartFields is blank. Also, you cannot budget (or enter budget data) on a ChartField that is not included in the Keys and Translations grid. Defines the valid values for the ChartField based on the tree and tree level. Valid values include all those located on the specified tree level and above. Single Calendar for Ledger for PeopleSoft Financial Management 8.4 The calendar defined for the ledger name (within the Budget Ledger Type Set definition) determines the Rulesets that the system uses for ChartField validation associated with that ledger. Only those Rulesets that use the same calendar as that defined for the ledger are valid. For example, suppose you define a Budget Ledger Type Set with the following: Ledger Type Set: 2002 Controlled Budget Ledger Name: 2002 Dept Control Budget, where Calendar is MN (month) Also suppose that 2002 Dept Control budget has three Rulesets associated to it as follows: RuleSet Ruleset ChartField Calendar ID Default Ruleset Group MN Y Group MN N Group QT N PeopleSoft Budgeting considers only those Rulesets with a monthly calendar as valid. The Ruleset Group 3 is excluded from the control definition and ChartField values of are considered invalid. Optionally, you could define a second ledger name that uses the quarterly (QT) calendar if budgeting is required for Group 3 Control ChartField In PeopleSoft General Ledger, the Control Chartfield page allows the user to specify tolerance exceptions entered on the Control Budget Options page. PeopleSoft Proprietary and Confidential 205

230 Understanding PeopleSoft Commitment Control in PeopleSoft Budgeting Chapter 15 For example on the Control Budget Options page a tolerance of three percent was specified. On the Ruleset Chartfield page departments and were specified. This means that transactions for those departments cannot go above three percent of their total budget (103 percent). However, on the Control Chartfield page you can specify a different tolerance percentage for a specific range of dates. This means that the original three percent is disregarded for the range of departments (42000) during July 1, 2000 through December 31, Budgeting do not use those tolerance limits and other options except the values specified on the field range from and field range to. If the budget data entered does not fall between the range from and range to, they are considered as invalid All Control Values Selecting the All Control Values check box will use all the Control ChartField values. ChartField Values If the budget data entered does not fall between the Range From and Range To, they are considered as invalid. Budgeting does not use any other options on this page, such as the tolerance limits 206 PeopleSoft Proprietary and Confidential

231 CHAPTER 16 Budget Work Items and Versions This chapter provides an overview of budget work items and versions and discusses how to: Createworking versions you use for preparing budgets. Work with budgeting activities. Submit and reject budgets. Use for communications about budget development. Access budgeting attachments. Understanding Budget Work Items and Versions PeopleSoft Budgeting uses budget work items and versions to manage access to budgeting activities. Budget work items help ensure that the system retrieves the appropriate type and volume of data from the database at any one point in time. This keeps the data organized and maximizes system performance. Versions enable you to use multiple variations of your budget for data manipulation and comparison purposes before you decide which variation is the one you want to submit as your budget plan. Common Elements Used in This Chapter Budget Category Budget Center Business Unit Ledger Name A set of related expenses or revenues that are grouped together based on a specified tree level. ChartFields defined to represent the cost center of the organization. Valid ChartFields used to define a budget center include Department, Operating Unit, Product, Project, Fund, Program, Class, ChartField 1, ChartField 2, and ChartField 3. A budget center drives how budget activities are performed. If a budget center is defined as department, the system sorts and performs budgeting activities by Department. An identification code that represents a high-level organization of business information. Valid values depend on the business units associated with your user ID. A budgeting model can be associated with only one business unit within your organization. However, a business unit can have multiple budgeting models. Refers to a ledger type definition specified within a budget ledger type set (or ledger type set). Depending upon the budget type, each ledger name PeopleSoft Proprietary and Confidential 207

232 Budget Work Items and Versions Chapter 16 can have an associated ledger, scenario, budget period or fiscal year, calendar, rollup calendar, planning type, and analysis bases. Budgeting Model ID Role Name Scenario Status Version Refers to the name of a budgeting model used to perform budget development activities for a business unit. Role assignments defined for your user ID. The role values include Preparer, Casual Preparer, Analyst, Reviewer, and Coordinator. Your selection determines which budget centers you can access. A PeopleSoft ChartField used to identify different assumptions or types of budget information. Current status of the budget work item: Open: Budget version is open and available to be worked on. Submitted: Budget version is submitted to the next budget center level and ready for reject or approve action. All versions at the submitted budget center level are locked and cannot be modified. The system creates a master budget version based on the submitted version. Rejected: Submitted version is rejected at the higher budget center level. All versions at lower budget center level are unlocked and in Rejected status and allow update. Approved: A budget version that has been submitted to a higher budget center level becomes approved. Complete: A budget plan at the highest budget center level defined for the budgeting model is submitted. Not Ready: The budget version is not available because not all of the budget versions at the lower budget center levels are submitted. Once all lower-level budget centers have submitted their budgets, then the status changes to Open. Individual versions that have been submitted at the lower-level budget center have a Submitted status. Versions are different variations of your budget used for data manipulation and comparison. You choose one version to submit as your final budget plan. Budget Work Items Budget work items are budgets that you can access and use. These items are controlled by budget center and version. After selecting a budget center, you make decisions about the version and the budget activity that you want to perform using the selected budget center. Each budget center in your list is a budget work item. If you have more than one version for a budget center, you have more than one budget work item associated with the same budget center. For example, if Department represents your budget center and you are responsible for two departments, you will have at least four budget work items one base version and one working version for each budget center assigned to your user ID and role name. 208 PeopleSoft Proprietary and Confidential

233 Chapter 16 Budget Work Items and Versions Note. During the budgeting model publish process, the system automatically creates a working version of each budget work item. To access your budget work items, use either of the following components: Budget Work Item Details Budget Work Items Displays all budget work items for every budget center in one place by consolidating the work item details. Enables you to access the work item details a step sooner than you would from the Budget Work Items component because it displays all budget versions for every budget center for which you are responsible. Narrows the list of available budget work items so that you do not view all budget work items for each budget center for which you are responsible or have access. Budget Versions Each budgeting model you create can have up to five budget versions for each budget center level. The first and fifth versions are the base budget and master budget, respectively. The second, third, and fourth versions are considered working versions that you use when modifying budget data. The system labels for each budget version are as follows: System Label Budget Version Version 0 Basebudgetversion Version 1 Working version 1 Version 2 Working version 2 Version 3 Working version 3 Version 4 Masterversion Because there are five available versions for every budget center level defined in your budgeting model, users assigned to the same budget centers share the same versions. For example, suppose that Department represents your budget center. You define Department 3100 as a rollup budget center level in your budgeting model. In other words, Departments 3110 (Administration), 3120 (Engineering and Design), and 3130 (Maintenance) roll up to define Department 3100 for budget submission and approval purposes. If you have more than one budget preparer assigned to Department 3110, those preparers share the five versions for budget center If you have more than one budget reviewer assigned to Department 3100, those reviewers share the five versions for budget center The budget versions for 3000 represent different sets of budget versions because they reside at different budget center levels. PeopleSoft Proprietary and Confidential 209

234 Budget Work Items and Versions Chapter 16 All versions at every budget center level contain line-item budget data at the detailed level. Only the versions at the lowest budget center level (the budget preparer level) contain editable asset and position budgeting data, if applicable. The following diagram illustrates how budget versions are associated with budget center levels in a budgeting model: Budget Center 3000 Base Budget Working Version 1 Working Version 2 Working Version 3 Master Version BC Acct and so on... Budget Center 3100 Budget Center 3200 Budget Center 3300 Budget Center 3400 Base Budget Working Version 1 Working Version 2 Working Version 3 Master Version BC Acct Base Budget Working Version 1 Working Version 2 Working Version 3 Master Version Base Budget Working Version 1 Working Version 2 Working Version 3 Master Version Base Budget Working Version 1 Working Version 2 Working Version 3 Master Version Budget Center 3110 Budget Center 3120 Budget Center 3130 Base Budget Working Version 1 Working Version 2 Working Version 3 Master Version BC Acct Base Budget Working Version 1 Working Version 2 Working Version 3 Master Version Base Budget Working Version 1 Working Version 2 Working Version 3 Master Version Line-item Budgets in Budget Versions for Each Budget Center Level 210 PeopleSoft Proprietary and Confidential

235 Chapter 16 Budget Work Items and Versions Base Budget Version You use the base budget as the starting point for preparing a budget and distribute it to budget preparers. The base budget is the base budget version (version 0). Budget users can view the base version, but cannot modify it or copy budget data into it. The base remains constant in all the budget center levels defined in your budgeting model. In other words, it looks the same whether you are viewing it as the budget preparer, budget reviewer, budget coordinator, or other level. During the model publish process, the system creates a working version, a copy the base budget, as the starting point for budget preparers. Note. Budget preparers can submit the base version to the next budget center level, if they do not want to modify the data in the base. Master Budget Version The master budget version (Version 4) is similar to the base version in that the data in the master version looks the same regardless of the budget center level or role from which you are viewing it. However, unlike the base version, the budget data in the master version is not static. It changes as your budget development process evolves. The master version is updated in three ways: When you submit a working version from one budget center level to another, the system copies the budget data in the working version into the master version. When you copy a version to the master version. When you perform budget allocations, working directly with budget data in the master. There are occasions to copy budget data into the master version before actually submitting it. For example, suppose you want the system to recalculate and distribute position budgeting amounts to multiple budget centers. The coordinator can initiate the Model Recalculation process. This process uses the budget data located in the master version, so you need to copy the budget data from your working version into the master version before you run the process. Although you can copy data into the master version, you cannot work directly on the master version to perform budget manipulations such as line item modifications, mass adjustments, asset budgeting, and position budgeting. If you want to make mass adjustment, line-item modifications, or position budgeting changes to the data in the master version, you make a copy of the master version and select a working version to copy the budget data into. Then you can perform your budget modifications on the working version you created. When you want to work with allocations, you need to select the master version and then check out the budget allocation activity. The allocations are reflected only in the master version. At the budget preparer level (and other levels), you can use the master version to view allocations that are applied to the lowest budget center level. At the higher budget center levels, you can also view the allocations in the working versions for your budget center level. Budget data changes that result from allocations performed at a higher level are applied to all working versions so that the allocations remain consistent throughout your budget center level. The master version contains the budget data that is loaded into the general ledger after you complete your budget development process. PeopleSoft Proprietary and Confidential 211

236 Budget Work Items and Versions Chapter 16 Creating Working Budget Versions You create a working version by copying the base, master, or another working version that exists at your budget center level. You cannot copy working versions from a different budget center level. The budget center from which you are performing the copy process determines the level, type, and volume of budget data copied. In the budget preparer role the lowest budget center level in your budgeting model budget data you copy from one version to another is specific to your budget center and includes the detailed data for position budgeting, asset budgeting, and line-item budgets. In other roles those at higher budget center levels the copied budget data includes all line-item budgets associated with all budget centers defined for your budget center level. For example, suppose your budget center is 2000 and comprises budget centers 2400, 2500, and Budget center 2400 has 10,000 line items; 2500 has 8,000 line items; and 2600 has 11,150 line items. The lower budget center levels have submitted their budgets and the master version is updated. Now you want to manipulate the budget data, so you copy the master version into a working version for budget center The budget data you copy includes budget centers 2400, 2500, and 2600, with 29,150 line items. Access to position and asset budgeting data for these other roles is only available in read-only mode. Note. During the Publish Budgeting Model process, the system generates a copy of the base version for preparers and casual preparers. Users in other roles (that are not at the lowest budget center level) cannot copy the base version. They must create a working version from the master or from an existing working version. Pages Used to Copy Budget Data Page Name Object Name Navigation Usage Budget Work Item Details BP_RAPID_WRKLST Budgeting, Budget Work Item Details Budget Work Items BP_WRKLST Budgeting, Budget Work Items Budget Work Item Versions BP_WRKLST_VER Click a budget center link on the Budget Work Items page. Copy Version Information BP_CPY_VERSION Select the Copy link on the Budget Work Item Details page. Select the Copy link on the Budget Work Item: Budget Work Item Versions page. Copying Budget Data Access the Copy Version Information page. Select a budget version for a budget center that you want to copy. Enter selection criteria for displaying versions. Select a version to copy. Copy budget data from one versiontoanother. To Version Select from one of the following: Version One Version Two 212 PeopleSoft Proprietary and Confidential

237 Chapter 16 Budget Work Items and Versions Version Three Master You can copy a version to the master version (which updates budget data from the copied version into the master version) if the master version has not been submitted to a higher budget center level and if all budget centers are checked in. You cannot have more than three working versions for a budget center level at one time. If you have three working versions or if you select to copy to a working version that already exists, the system copies over the selected version. Working with Budgeting Activities Youworkwithbudgeting activities to develop your budget. To access your budget data, you need to: 1. Select a budget work item with which you want to work. 2. Check out the activity for the selected budget work item 3. After you finish working with the budget work item, you need to check in the activity. You can select a budget work item from either the Budget Work Items component or the Budget Work Items Details component. Understanding Budgeting Activities Your budgeting role and user ID definition determine your access to the various budgeting activity types. You select the budgeting activities used in the budgeting model by setid using the Budgeting Activities page. In PeopleSoft Budgeting, you can perform the following budgeting activities on budget work items: Activity Description Line item budgeting Used to view and change budget amounts in line-item budgets using methods or manually entering budget values. You can also make fixed amount adjustments to individual line items. Line-item mass adjustment Used to apply budget amount modifications to one or many line-item budgets. Budget allocations Used to distribute line-item budget amounts to other budget centers. Allocations enable you to assign budgeting amounts from one or many line item budgets to other budgets. After the system processes an allocation, the source budget reflects a decrease and the target budget shows an increase as a result of the executed allocation. PeopleSoft Proprietary and Confidential 213

238 Budget Work Items and Versions Chapter 16 Activity Description Position budgeting Used to view and modify position data, including salary, earnings, benefits, and employer paid tax costs associated with positions. After you complete position budgeting, you need to recalculate the budgeting model to summarize the position data into your personnel line-item budgets. Asset budgeting Used to create, modify, or view assets and depreciation costs associated with capital acquisition plans. After you complete asset budgeting, you need to recalculate the budgeting model to summarize the asset and depreciation data into your line-item budgets. See Also Chapter 9, Defining Your Budgeting Parameters, page 77 Understanding Activity Check Out You select the budget work item you want to work and then check out the activity for that budget center and version. A budget activity for a version can be checked out (in read-write access) to only one user at a time for each budget center. Other users who want to access the same activity for the budget version you checked out can do so in read-only access. For example, suppose user A checks out line-item budgeting for version 2 and modifies line-item budgets while user B checks out mass adjustments for version 2 and performs mass adjustments. Both line-item budgeting and mass adjustments are saved. In this example, the system calculates the mass adjustments for those line items selected for the mass adjustment process based upon the line item that existed at the time of checkout. Based on this it will not apply mass adjustments to any new or modified line items that were completed by user A. If user B wants to apply mass adjustments to these modified line items performed by user A, user B must wait until user A completes the line-item budgeting activity and then user B can check out the line-item mass adjustment activity and perform the mass adjustments. Note. You can use different versions to work on different budget activities but when you are ready to submit a budget version, you can only submit one version. You cannot submit portions of multiple budget versions. For example, you cannot submit line-item budgeting within version 1 and position budgeting from version 3. When you finish your budgeting work, you must check in the budget version. All versions at all budget center levels defined for a budgeting model must be checked in for the system to recalculate budget amounts and update budget data as necessary. PeopleSoft Budgeting provides two ways for the budget coordinator to get all versions checked in: Checked out versions are automatically cleared when the coordinator runs model update processes, such as Model Recalculation, Refresh Driver Parameters, or Refresh Analysis Ledgers. The coordinator checks in selected versions that are checked out on the View Current Checkouts page. 214 PeopleSoft Proprietary and Confidential

239 Chapter 16 Budget Work Items and Versions Note. If you make modifications that affect multiple budget centers, or budget center levels that comprise multiple budget centers, all the versions must be checked into the database for the system to perform the recalculation. Then the Coordinator must run the Model Recalculation process. See Also Chapter 13, Building the Budgeting Model, page 145 Pages Used to Perform Budgeting Activities Page Name Object Name Navigation Usage Budget Work Items BP_WRKLST Budgeting, Budget Work Items Budget Work Item Versions BP_WRKLST_VER Budgeting, Budget Work Items Drill down through the folder levels. Select a budget center link on the Budget Work Items page. Enter selection criteria for the budget centers and versions to access. Select a version in your budget center to work on. Budget Work Item Details BP_RAPID_WRKLST Budgeting, Budget Work Item Details Budget Work Item Version Details BP_VERSION_DETAIL Budgeting, Budget Work Items Drill down through the folder levels. Select a budget center link on the Budget Work Items page. Select a version on the Budget Work Items Version page. Enter selection criteria for the budget centers and versions to access. Select a budget version to work on. Check out and check in a budget activity for a selected version in your budget center. View the current check out status of budget centers and versions to which you have access. Accessing the Budget Work Items Page Access the Budget Work Items page. PeopleSoft Proprietary and Confidential 215

240 Budget Work Items and Versions Chapter 16 Budget Work Items page Enter a Role Name, Business Unit, and Budgeting Model ID to define the search criteria. Then click the Search button to have the system display the resulting budget work items in a collapsed view. Plus button Click the plus button next to the ledger name to expand the list of budget centers for the ledger that are assigned to you. Note. If there are no work items associated with your user ID and role name, no items appear. If your budget center uses multiple budget center levels, only those items associated with your budget center and the budget centers below your level appear. Each click of the plus button expands one additional level down. Budget Center Click the Budget Center link to have the system display the Budget Items grid with information about the budget center at the bottom of the page. Note. Only budget centers existing on the next level of the budget center tree appear. Then click the Budget Center link within the Budget Items grid to access the Budget Work Item Versions page, where you can perform the following: View and access the versions available for that budget center. Submit a budget version. Access the page used to copy a budget version. Access the Budget Work Item Versions Page Access the Budget Work Item Versions page. Version Click the Version link to access the Budget Work Item Version Details page, where you can check out an activity for the budget work item. 216 PeopleSoft Proprietary and Confidential

241 Chapter 16 Budget Work Items and Versions Note. If you want to perform budget allocations, select the master version for a budget center. Submit Copy Click to submit the budget work item to the next budget center level. When you submit a version, the system copies the budget data in the version to the master and all versions in your budget center are locked. Click to access the Copy Version Information page where you can copy the selected budget version to another budget version. Accessing the Budget Work Items Details Page Access the Budget Work Item Details page. Budget Work Item Details page Enter a Role Name, Business Unit, Budgeting ModelIDandLedgerNametodefinethe search criteria. Then click the Search button to have the system display information about the budget centers and versions to which you have access. Checkouts Tab You can view the availability of budgets to which you have access. The system displays status information for each budget center, version, and budget activity that is checked out. Select Check Out Option Select an option and click Go. Available options include the following: Transfer to Activity: You access the pages used to perform the budgeting activity for the budget center and version. Check In Budget: The system checks in the budget for the budget center and version. Note. You can also use the Budget Work Item Version Details page to perform these check out options. PeopleSoft Proprietary and Confidential 217

242 Budget Work Items and Versions Chapter 16 Checkout Details Click the Checkout Details tab. The system displays additional information about the check out status of a budget center, version, and budget activity. On the Checkouts tab, you can view the Budget Center, Version, and Activity. On the Checkout Details tab, you can view the budget work item Status, last date the version was updated, and by whom it was updated. Budget Work Item Details Budget Center and Version Click the Budget Center or Version link to access the Budget Work Item Version Details page, where you can check out an activity for the budget work item. If you select the base version for a budget center, you can view the budget in read-only mode. Note. If you want to perform budget allocations, select the master version for a budget center. Submit Copy Click to submit the budget work item to the next budget center level. When you submit a version, the system copies the budget data in the version to the master and all versions in your budget center are locked. After you submit a budget version, the button is disabled and the status changes from Open to Submitted for all the versions associated with the budget center. Click to access the Copy Version Information page where you can copy the selected budget work item to another budget version. Note. You can only copy a budget work item if the budget center is at the open status for the budget center and user. Checking Budget Activities In and Out Access the Budget Work Item Version Details page. 218 PeopleSoft Proprietary and Confidential

243 Chapter 16 Budget Work Items and Versions Budget Work Item Version Details Activity Budget Status Select Check Out Option The functions that appear depend on the activities defined for your user ID, role name, and the version you selected. The budget allocation activity appears only if you selected the master version for a budget center. Displays the current check out status of the activity. The budget activity is either: Available. Checked out. Checkedout in read-only access. Select an action for the activity you want to perform. Valid actions depend on the selected version, activity, budget status, and role name and can include the following: Check Out Budget: The system retrieves the budget data from the budgeting model needed to perform the activity. This option is not available if you selected the base budget version. Check Out Read-Only Budget:You can view budget data as read-only. You cannot modify budget data. Check Out to Spreadsheet: The system initiates the download of line-item budgets to a spreadsheet in Microsoft Excel, which you can use to modify your budget and check in the updated data into the budgeting model. This option is only available for the Line Item Budgeting activity for budget preparers. PeopleSoft Proprietary and Confidential 219

244 Budget Work Items and Versions Chapter 16 Check Out to Spreadsheet RO: The system initiates the download of line-item budgets in read-only access to a spreadsheet in Microsoft Excel. This option is only available for the Line Item Budgeting activity for budget preparers. Check In Budget: The system returns the updated budget data to the budgeting model that was used to perform the activity. This option is not available if you are using the base budget version. Check In Read-Only Budget: Check in a budget activity that has been previously checked out in read-only access. Transfer to Activity: Enables you to access a budgeting activity that is currently checked out. Check In Spreadsheet: The system commits budget data you staged while using the spreadsheet to update the budgeting model. Cancel Spreadsheet: Cancels the check out status of a budget activity that has been previously checked out to a spreadsheet. Data previously staged while using the spreadsheet will not be updated to the budgeting model. Check In Read-Only Spreadsheet: Check in a budget activity that has been previously checked out in read-only access to a spreadsheet. Cancel Read-Only Spreadsheet: Cancels the check out status of a budget activity that has been previously checked out in read-only access to a spreadsheet. Note. You cannot check out a budget work item activity in read-write access that is currently checked out to another user; you can only check out in read-only access. You can view the check out status for budget work items on the Budget Work Items Details page. You have the option to check in and out to a spreadsheet if you have logged in as a budget preparer. Checking Out Line-Item Budgeting to a Spreadsheet You must perform specific steps when checking out, modifying, and checking in line-item budgeting using a spreadsheet format. Prerequisites The following lists prerequisites for checking out information to spreadsheets. You must be connected to a network when checking a spreadsheet in and out of the budgeting model and while you are staging changes to the spreadsheet. That is the Stage Changes feature will not work and you will receive an error message if not connected to a network. When you install PeopleSoft Business Analysis Modeler, the system installs the advweb.dll, the calculation engine on the workstation. You must have advweb.dll installed on the workstation that is being used to make changes to the spreadsheet. During the BAM install, the system also creates the necessary write permissions in the <WEB PATH>\SSAI directory. 220 PeopleSoft Proprietary and Confidential

245 Chapter 16 Budget Work Items and Versions The Microsoft Excel application must be installed on the workstation executing the Check Out to Spreadsheet option. See Also PeopleSoft 8.8 Enterprise Warehouse PeopleBook, Integrating with Business Analysis Modeler (BAM) Checking Out Spreadsheets The follows steps explain the process for checking out data to spreadsheets. 1. Access the Budget Work Item Version Details page 2. After you select Check Out to Spreadsheet for Select Check Out Option on the Budget Work Item Version Details page, click Go. 3. A dialog box appears giving you the option to Open the File or Save the File to Disk. You must select to Save File to Disk. You can change the name of the file, but you must save the file with the extension of.bxl. After the save process completes, close the dialog box. At this point, the content of the file is in XML format and cannot be edited. 4. Open Microsoft Excel. Click the Attach to Checkout button. You are prompted to select the.bxl file that you saved to disk. Once you select the file, the.bxl file is linked to the budgeting model. 5. Make your modifications. Optionally, you can save your work as an.xls file. If you need to reopen the.xls, use the normal Microsoft Excel file open command. 6. Use the Recalculate button to refresh column and row totals within the spreadsheet. 7. Click the Stage Changes button to save your updated budget data. Note. Staging changes while working in an.xls spreadsheet does not save your work to the stored file. 8. When budget data entry is complete, and data has been staged, select Check In Spreadsheet for Select CheckOutOptionontheBudgetWorkItemVersion Details page, and then click Go. If you do not want to update the budgeting model with our changes, then select Cancel Spreadsheet for Select Check Out Option on the Budget Work Item Version Details page, and then click Go. The system deletes the.bxl file located on the Web server when you check in the budget work item. 9. To clear work files from the local machine, click the Detach from Checkout button to remove the work files created. The following is an example of what data can look like once downloaded to a spreadsheet. PeopleSoft Proprietary and Confidential 221

246 Budget Work Items and Versions Chapter 16 Example of Data Downloaded into a Spreadsheet Considerations When Working With Spreadsheets When you are working with line-item budgets in the spreadsheet format, consider the following: Headinginformation on the top of the spreadsheet is the related checkout details, and includes Business Unit, Model name, Phase, Budget Center, Ledger Name, and Version ID. When the spreadsheet is first opened, the default is to display all currency code and statistical related rows for the budget center. Use the Currency Select column drop-down to work with statistical codes or a single currency at a time. Column totals will display when working with a single currency. You must click the Recalculate button to refresh the amounts when changing the currency display. Theentrycurrency code of the budget entry determines the format of the amount cells within the spreadsheet. All dimensions associated with the budgeting model are included in the spreadsheet and contain both a code column and a description column. You should not delete these columns, but can hide them to condense your view. You can only edit line-item budget amounts that have the AMTPER (amount per period) method assigned to it. When working with forecast planning types, only the periods that allow update that have the AMTPER method are available. It is imperative that the file not be modified outside of Microsoft Excel. Any changes to the.bxl file after saved to disk could cause data integrity issues. Ifyouhave a line-item budget in checked-out to spreadsheet status, PeopleSoft Budgeting processes that require all data to be checked in, such as the model recalculation process, will automatically cancel your check out. Ifyouhave a line-item budget in checked-out to spreadsheet status, the check out is cancelled if the Web server gets bounced or crashes. In fact, all objects in the Web server s memory is erased, including checkouts and model data. 222 PeopleSoft Proprietary and Confidential

247 Chapter 16 Budget Work Items and Versions You can copy and paste data onto a sheet that is checked out. However, you must ensure that the correct data is pasted into the correct cells. Microsoft Excel does not validate the data for you. You can only check out one budget work item to one Microsoft Excel workbook. You cannot place more than one budget work item in the same Excel workbook. The stage changes process cannot distinguish which sheet to check in if more than one checkout exists within the workbook. The StageChanges button uses the worksheet s name as an identifier. If you change the name of the worksheet, the data will not be saved properly. If you save the worksheet as an.xls file, that file cannot be used on another workstation unless you also transport the associating.mdl file. Submitting and Rejecting Budgets You submit and reject budgets by version and budget center to move budget plans through your organization s development and approval process. When you are finished preparing a proposed budget, submit the version to a higher budget center level defined by the approval structure within your budgeting model. The system validates commitment control rules, combination editing rules, and planning targets, if the budget coordinator defined them for the model. If the budget fails any of these validations, you cannot submit it. The budget reviewer or budget analyst at the next budget center level reviews, modifies, and submits a budget version comprised of lower-level budget centers to the next budget center level, and so on, until the budget for the organization is complete. When a budget is submitted: The budget data in the submitted version is copied into the master version. The master version of the budget is passed up to the next budget center level. Theworkingversions at your budget center level are locked. Note. You can select and submit a budget version from either the Budget Work Items component or the Budget Work Item Details component. The budget reviewer, analyst, or coordinator role can reject the entire budget or an individual budget submitted by a lower-level budget center. You can reject a lower-level budget associated with a higher-level budget center if the higher-level budget center has an Open status. When a submitted budget version is rejected at the next budget center level: The budget data that has been copied into the master version remains in the master version until a budget version is submitted again. The budget version is returned to the lower budget center level that submitted it. The budget versions assume a Rejected status and are unlocked until a budget version is submitted again. At that time, the master version will be updated with the information in the most recent submitted version. PeopleSoft Proprietary and Confidential 223

248 Budget Work Items and Versions Chapter 16 Pages Used to Select, Submit, or Reject Budget Versions Page Name Object Name Navigation Usage Budget Work Item Details BP_RAPID_WRKLST Budgeting, Budget Work Item Details Select and submit a budget version. Budgeting, Budgeting Home, Budget Preparation, Prepare Budgets, Budget Work Item Details Budget Work Items BP_WRKLST Budgeting, Budget Work Items Budgeting, Budgeting Home, Budget Preparation, Prepare Budgets, Budget Work Items Budget Work Item Versions BP_WRKLST_VER Click a budget center link on the Budget Work Items page. Select, submit, and reject a budget center. Select and submit a budget version. Selecting and Submitting Budget Versions Access the Budget Work Items page or the Budget Work Items Details page. Submit If you are using the Budget Work Item Details page, click the budget center link to display the budget work item details. Rejecting Budget Versions Access the Budget Work Items page. Click for the version you want to submit to the next budget center level. You can only submit budget versions with a status of Open or Rejected. The Submit button becomes unavailable and the status changes from Open to Submitted for all the versions associated with the budget center. The system copies the budget data into the master budget version and the master version is sent to the next budget center level for approval. 224 PeopleSoft Proprietary and Confidential

249 Chapter 16 Budget Work Items and Versions Budget Work Items page Budget Center Reject Click the Budget Center link to have the system display the Budget Items grid with information about the budget center at the bottom of the page. Click for the budget center you want to return to lower budget center levels. You can also click on the higher level budget center to have the system display that budget center and all associated lower level budget centers. Then you can select a specific lower level budget center to reject. Note. Budgets can only be rejected from the Budget Work Items page, even though they can be submitted from both the Budget Work Items and Budget Work Item Details pages. PeopleSoft Proprietary and Confidential 225

250 Budget Work Items and Versions Chapter 16 Sending Users s About a Budget PeopleSoft Budgeting provides a tool to send a user an about a budget. You can send an while you are working with budget versions on the Budget Work Items or Budget Work Item Details page. The Budgeting application also provides the ability to generate automatic s during budget submit and reject actions by defining templates and associating them with the budgeting model. See Also Chapter 13, Building the Budgeting Model, page 145 Accessing Budgeting Documentation You can review budgeting documentation and guidelines for which the budget coordinator created an attachment on the Attach Budget Documentation page. Page Used to View Budgeting Guidelines Page Name Object Name Navigation Usage BP_FILE_ATTACH_PG2 Budgeting, Budgeting Home, Budget Preparation, Prepare Budgets, Guidelines and Documentation Guidelines and Documentation Reviewing Guidelines and Documentation Access the Guidelines and Documentation page. The system displays a list of files for which the budget coordinator created an attachment. Select and view an attached file. 226 PeopleSoft Proprietary and Confidential

251 CHAPTER 17 Preparing Line-Item Budgets This chapter provides an overview of line-item budgeting and discusses how to: Work with line-item budgets. Use methods. Check budgets against planned targets. Makemassadjustments. Submit your budget. Inquire on budgeting data. Understanding Line-Item Budgeting In PeopleSoft Budgeting, budget preparers are defined as budget users at the lowest-level budget center defined for the budgeting model. Budget preparers are responsible for preparing, modifying, and submitting a detailed line-item budget for their respective budget centers. If applicable, they also prepare, modify, and submit position and asset budgets. Budget preparers start with a base budget that the budget coordinator develops. A budget coordinator is usually in your central budget office. This base budget is either populated with proposed budget data (based on prior year actuals, prior year budget figures, or some other basis) or is blank for zero-based budgeting, leaving you with the job of building your budget plan from the ground up. In PeopleSoft Budgeting, you work with your line-item budgets in data slices, based on your budget center definition. This increases the efficiency of the system and enables other budget users to access other data slices of the budgeting model at the same time. The sum of the line items for every budget center in your business unit makes up your organization s entire budget. Line-item budgets include your personnel, capital, and nonpersonnel expenditures and revenue estimates for a defined period of time. If you use position budgeting, the system uses the data entered in position budgeting to calculate the personnel line items for salary, earnings, benefits, and employer-paid taxes. If you use asset budgeting, the system uses the data you enter in asset budgeting to calculate asset and depreciation expenses. Common Elements Used in This Chapter Adjustment Amount Refers to the net total of adjustments (percentage or fixed amount changes) applied to a line item. PeopleSoft Proprietary and Confidential 227

252 Preparing Line-Item Budgets Chapter 17 Note. An override column exists at the coordinator setup level, where this adjustment column can be turned on or off. Not allowing overrides in the adjustment column prevents manual entry of values to modify budget amounts. It also prevents mass adjustments from being applied to the item. Allocation Amount Method Base Base Budget ChartFields Current Year Budget Current Year Forecast or Current Year Estimate Driver Historical Values Method Amount Refers to the net total of allocations (distributions to and from) applied to a line item. An allocation applied to a budget center is reflected as a positive amount. An allocation applied from another budget center is reflected as a negative amount. Value to which a method is applied. A budget coordinator can initially assign a base for a method to a line-item budget. For example, you want the system to calculate the line-item budget for travel expenses by applying an inflation factor to the prior-year actual expenditure for travel. In this case, the method base is the prior-year actual expenditure figure. Starting budget amount. A budget coordinator establishes the budget amount that cannot be modified. The base budget is budget version 0 for each budget center level. The information in the ChartFields group box identifies the version and specific line-item budget you are working on. The defaults come from information you entered to check out the version and the selected line-item budget row on the Line Item Details page. Budget plan approved for the present fiscal year. Calculated projection for the present fiscal year. A forecast usually contains year-to-date actuals and current-year remaining budget amounts. Factor used in a method s algorithm. For example, in the ECODRV (economic driver on history) method, the driver can be inflation rate. You can compare your line-item budget amount to the current and historical data. The financial data appearing in the Historical Values group box includes prior year actuals, year-to-date actuals, current year budget, and current year forecast. This data is associated with the analysis base definition for the budgeting model. A budget coordinator defines the values. Refers to the amount resulting from the application of a method on a line-item budget. It represents the budget amount after the method is applied, but before any adjustments or allocations are applied. For methods involving a calculation, the system performs the calculation by applying the method and method details, if applicable, to a line-item budget. For methods that do not require a calculation, the method amount is defined by the selected method definition. For example, if the selected method is BASBUD (base budget), the method amount is equal to the base budget amount. 228 PeopleSoft Proprietary and Confidential

253 Chapter 17 Preparing Line-Item Budgets The method amount can represent the method amount for a single line item or the total method amounts for a group of line-item budgets. Method Default, Default Method, or Default PriorYearActuals Spread Amount Spread Type Refers to the method initially assigned to the line-item budget at the budget coordinator level. Actual expenditures or revenues received for the last full year. Indicates the adjustment amount to apply to the line item. Determines how the system will apply the spread amount: Apply to All: The system populates each budget period with the amount you enter. Spread Evenly: The system distributes the spread amount equally across the budget periods for the line item. Weighted Method: The system adjusts the amount on a proportional basis against the method total displayed when performing the spread. Weighted Total: The system adjusts the amount on a proportional basis against the current total amount displayed when performing the spread. Note. For the two methods using percent calculations (ANN% [annual growth percentage on history] and ECODRV), there will be two spread type choices: Spread Weighted and Spread Evenly. Total or Total Amount Year-to-Date Actuals Current budget amount for a line item. It is the sum of the method amount, adjustment amount, and allocation amount. The information appearing includes the method amount, adjustment amount, allocation amount, total, prior year actuals, year-to-date actuals, current budget and forecast for the line item. The total amount can represent the total budget for a single line item or the total budget for group of selected line-item budgets. Actual expenditures or revenues received from the beginning of the fiscal year to the present. ChartFields Used in Line-Item Budgeting PeopleSoft Budgeting supports integration with PeopleSoft Financial Management and third-party financial applications. The ChartFields that you work with in line-item budgeting are those that meet the following requirements: 1. They are ChartFields that are selected for use in PeopleSoft Budgeting. 2. They are available in the financial application with which you are integrating. 3. They are defined and included as dimensions in the budgeting model definition. Ultimately, the ChartFields that are defined as dimensions in the budgeting model are those that appear in line-item budgeting. PeopleSoft Proprietary and Confidential 229

254 Preparing Line-Item Budgets Chapter 17 ChartFields Configured for PeopleSoft Budgeting You use the ChartField Configuration page to select the ChartFields you want available to use in PeopleSoft Budgeting. You select ChartFields independent of the data sources with which you are integrating. Because of this, you can select a ChartField that is not supported by a selected integration source and will not appear as a ChartField you can use in the budgeting model. ChartFields Available by Financial Integration Source You defined the financial integration source using the Budget Installation Options page. The following table illustrates with an X the ChartFields that PeopleSoft Budgeting can use depending upon the financial application with which you are integrating: ChartField PeopleSoft Financial Management 8.0x PeopleSoft Financial Management 8.4 Third-Party Financial Application Account X X X Alternate Account X X X Operating Unit X X X Department X X X Product X X X Fund Code X X Program Code X X Class Field X X Budget Reference X X Affiliate X X X Fund Affiliate X X Operating Affiliate X X ChartField 1 X X ChartField 2 X X 230 PeopleSoft Proprietary and Confidential

255 Chapter 17 Preparing Line-Item Budgets ChartField PeopleSoft Financial Management 8.0x PeopleSoft Financial Management 8.4 Third-Party Financial Application ChartField 3 X X Currency Code X X X Statistics Code X X X Budget Period X X X Project ID X X X Activity ID X X X Resource Type X X X Analysis Type X X X Resource Category X X X Resource Sub Category X X X ChartFields Defined and Included as Dimensions in the Budgeting Model You define the dimensions you want included in the budgeting model using the Budgeting Model Dimensions page. You can select from the ChartFields that are available in the selected financial data integration source. Process Steps for Preparing Line-Item Budgets To work with line-item budgets, you perform the following: 1. Check out the Line Item Budgeting activity using a working budget version. 2. Select line items with which you want to work by using or creating a view. 3. (Optional) View and add line items. Modify methods applied to line items. 4. Correct ChartField validation errors or change ChartFields for a line item. 5. (Optional) Enter notes. 6. (Optional) Use individual methods pages to view line items by budget period and make adjustments. 7. Check in the Line Item Budgeting activity. 8. Submit a budget version. PeopleSoft Proprietary and Confidential 231

256 Preparing Line-Item Budgets Chapter 17 Note. Before you work with line-item budgets, the budget coordinator must set up a budgeting model, including a base budget. See Also Chapter 13, Building the Budgeting Model, page 145 Chapter 16, Budget Work Items and Versions, page 207 Working With Line-Item Budgets With line-item budgets, you can enter fixed budget amounts into line items directly or have the system calculate budget amounts by applying methods. The Line Items Detail page is the primarypagewhereyouworkonyourline-itembudgets. Each line item is assigned a method. To manually enter a budget amount for a line item, use hot key functions to quickly enter data, enter amounts directly into each budget period, or assign the amount per budget period (AMTPER) method and then enter a fixed budget amount by budget period. Apply the rules-based methodology using the appropriate method types as much as possible. If you want to use methods to calculate budget amounts, you can choose from a set of delivered methods. You can override the methods and method details assigned to line items in your base budget if the budget coordinator enabled override capability using the Assign Budget Method Defaults: Override Control page. You can use Hot Keys to assist you in entering budget amounts. Hot Keys are characters you enter in the Hot Keys column to quickly enter budget data across periods. To indicate increases, perform line-item budgeting using positive values. To indicate decreases in expenditures or revenues, use negative values. Note. If you have defined a ledger as your proposed budget that combines revenue and expense account types, your monetary values appear as gross amounts or summed totals. PeopleSoft Budgeting does not recognize values by account type within the line item budgeting activity. For net income amounts, you must access the available inquiry options for line item analysis. 232 PeopleSoft Proprietary and Confidential

257 Chapter 17 Preparing Line-Item Budgets Pages Used for Working With Line-Item Budgets Page Name Object Name Navigation Usage Work Item Details BP_RAPID_WRKLST Budgeting, Work Item Details Budget Work Item Version Details BP_VERSION_DETAIL From the Work Item Details page, click the budget center for the line item on which youwanttodrilldown. Select Line Item Budgets BP_LINE_SELECT On the Budget Work Item Version Details page, select Check Out Budget or Check Out Budget Read-Only for the Line Item Budgeting activity and click Go. If the budget activity is currently checked out, select Transfer to Activity and click Go on the Budget Work Item Version Details page. Line Item Details BP_LINE_GRID On the Select Line Items Budgets page, click the Line Item Details link. Add Line Item BP_LINE_ITEM_ADD Click Add Budget Entry on the Line Item Details page. Hot Key Information BP_HOTKEYS_TEXT Click the Hot Keys Help link on the Line Item Details page. Modify ChartFields, ChartField Errors BP_LINE_ITEM_MOD Click the Modify ChartFields button for a line item on the Line Item Details page. Click the Review Error button for a line item on the Line Item Details page. LineItemNotes BP_LINE_NOTES Click the Notes button for a line item on the Line Item Details page. Adjustment Details BP_LINE_ADJ_DTL Click the Adjustment Details link on a budget method details page. Use this page to drill down further for information on work item version details. Use this page to select the budget center for which youwanttofine out more detailed information on line item budgets. Define the criteria for selecting the line items to work on. The system uses the ChartFields and View Definition you define on this page to retrieve the line items and the budget data associated with them. These filtered line items appear on the Line Item Details page. View, add, and modify budget amounts using methods; manually enter budget amounts for a line item; protect a line-item budget from mass adjustments. Add one or more new line-item budget entry and specify the ChartFields for the entry. View help documentation about how to use hot keys. Change ChartField values for an existing line item. View and correct errors resulting from the ChartField validation process. Enter and view comments and justifications for a line-item budget. View a list of all adjustments for a line-item budget. See Also Chapter 16, Budget Work Items and Versions, page 207 PeopleSoft Proprietary and Confidential 233

258 Preparing Line-Item Budgets Chapter 17 Selecting Line-Item Budgets Access the Select Line Item Budgets page. Select Line Item Budgets page After you define the line-item budgets selection parameters, click the Line Item Details link at the top of the page to access the Line Item Details page, where you can work with the selected line-item budgets. Public View and Private View Create New Private View Selecting a view definition is optional. The system filters the line-item budgets using values that you define in the view definition. For example, if your budget center is based on a department ID, the default value for the Department ChartField is the department ID associated with the current version checked out and your user ID. If you are a budget reviewer, your user ID may be associated with more than one department ID. In that case, all the department IDs associated with your user ID within the available options for the version are checked out. Click to create a new view definition. Note. If you are assigned the casual preparer role, you cannot create a new private view, but you can select any public views that your budget coordinator created. 234 PeopleSoft Proprietary and Confidential

259 Chapter 17 Preparing Line-Item Budgets Note. If you do not select a view definition, you can narrow your selection of line-item budgets using the From/To fields on the Filter ChartField Values tab. This will produce a flat view of line-item budget data. Choose Individual or Range of Values: Dimensions Tab Select the Dimensions tab. Select Line Item Budgets page: Dimensions tab Use the fields on this tab to filter values, if necessary. Show Code and Show Description On the Dimensions tab, choose individual or range of values. Determine how you want information displayed for the ChartFields associated with this budget line item. Choose Individual or Range of Values: Filter ChartField Values Tab Select the Filter ChartField Values tab. Select Line Item Budgets page: Filter ChartField Values tab Use the fields on this page to filter values, if necessary. From and To Budget Category Specify the range or individual filters to narrow the selection of line items for one, all, or any combination of ChartFields values. Select for the account ChartField to work with a similar account types during line-item budgeting. The system searches ChartField values for an exact match when retrieving the line items you specify. The system ignores a blank ChartField and searches for a match using all other ChartFields that have defined values. Warning! If you leave all of the fields cleared in the Choose Individual or Range of Values group box, the system returns all line items associated with the budget center appearing in the Version group box. This can slow the system down significantly if the budget center is associated with large volumes of data. PeopleSoft Proprietary and Confidential 235

260 Preparing Line-Item Budgets Chapter 17 Note. If the line items you defined do not exist, the system does not display any line items on the Line Item Details page. Maintaining Line Item Details Access the Line Item Details page. Line Item Details page You can add and edit line-item budgets. If you use the position or asset budgeting activities, these line-item budgets are derived from detailed position or asset budgeting data. If access is allowed to these activities, you may jump to the position and asset budgeting activities by clicking the total amount for POSBUD or ASSET method totals. The defaults on the Dimension and Filter ChartField Values tabs come from the line-item selection criteria you defined on the Select Line Item Budgets page. ChartField Values This section expands for use if you want to set up filters to control the amount of data that appears on the Amount Summary page. This is the same functionality that was used in the Select Line Items Budgets page. Line Item Toolbar The options that display depend on your view definition. Actions You can access other line-item budgeting pages using these links: 236 PeopleSoft Proprietary and Confidential

261 Chapter 17 Preparing Line-Item Budgets Analysis Validate ChartFields Hold All Download View Options: Select to access the View Definition page for the current view. Planning Target: Select to access the Planning Targets page. Add Budget Entry: Select to access the Add Line Item page. You can use the following links to access the line item analysis pages and Hot Keys help page: Comparative Budget Analysis Budget Version Comparison Budget Period Analysis Hot Keys Help: Select to access the help menu for using hot keys. Click to initiate the validate ChartFields process. A Review Error button appears for each line item that results in achartfielderror. This occurs when a ChartField value is not a valid value for your budget center. Click the Review Error button to view and correct the errors resulting from the ChartField validation process. Click the Modify ChartFields button to change the existing ChartField values associated with a line item. Click to protect all line items from being picked up during mass adjustments. To clear all selected check boxes, click again. Click to export line item data to a spreadsheet in Microsoft Excel. When you click the button, the system opens another window on your computer, loads Excel, and places the line item data in an Excel worksheet. Note. You must have the Browse in same window check box clear for the XLS file extension type under the Windows Explorer in order for the system to download the data to Microsoft Excel. To confirm this setting is accurate, open the Windows Explorer, select Folder Options from the Tools menu, select the File Types tab, select the Microsoft Excel Worksheet file type, click the Advanced button, clear the Browse in same window check box. Click to attach comments to the line-item budget. Amount Summary Tab This tab appears automatically on the Line Item Details page. PeopleSoft Proprietary and Confidential 237

262 Preparing Line-Item Budgets Chapter 17 Line Item Details page: Account Summary tab The budget data for each individual line item appears in the grid. Amount Type Default Method ID Displays the category by which the system recognizes the amount appearing on the line: The Method results from the application of a method before any allocations or adjustments were applied. If you are working with the base version or a copy of the base version, the method amount is always the base amount for the budget. The Adjustment displays the net total of adjustments applied to line-item budgets. The Allocation displays the net total of allocations (distributions to and from) applied to a line item. The Total is the sum of the Method Amount, Adjustment Amount and the Allocation Amount appearing in the Totals group box. The calculation method assigned to each line item by the budget coordinator. To override the default method, select a new method. The system transfers you to the associated method page where you can define the parameters for the new method. If the method is ASSET and you click the Amount link for the Method row, the system transfers you to the Asset Budgeting Menu and checks out the Asset Budgeting Activity for the budget version. If the method to POSBUD and you click the Amount link for the Method row, the system transfers you to the Position Budgeting Menu and checks out the Position Budgeting Activity for the budget version. 238 PeopleSoft Proprietary and Confidential

263 Chapter 17 Preparing Line-Item Budgets Note. If a user does not have access to either position or asset budgeting, the Amount link takes you to the detailed method page, instead of checking out these activities. Results of changes for an Asset Budgeting or Position Budgeting activity are not reflected until you check in the activities and re-checkout the line item budgeting activity. You cannot override the default method if the budget coordinator restricted override capability for the initial method assigned to the line item. Hot Keys Amount Type one of the following characters, based upon the type of distribution that you want to perform. Then type the amount or percentage and click Save. For example, typing R100 in the Hot Keys column places 100 in all periods. Typing R100,1:3 repeats 100 in only periods 1-3. R (repeat): Repeats across all cells to the right of your input. S (spread evenly): Spreads a value evenly across all cells to the right of your input. P (pro-rata spread): Spreads a value across all cells to the right of your input, based on the same percent-to-total relationship of existing data. I (increased percentage): Increases all cells to the right of your input by the percentage specified. D (decreased percentage): Decreases all cells to the right of your input by the percentage specified. The budget amounts that appear are the line-item totals for the budget cycle defined in your budgeting model. If your budgeting model is defined as having four budget periods that make up one budget cycle, the values include the sum of all four budget period amounts. They are not broken down by budget period. Select to access the detailed method page associated with the line item. Note. If you are working with the base version or a copy of the base version, and select the link, you access the Base Budget page where you view the method details associated with the line item. Hold Notes icon Totals Select to hold the line items that you want to exclude from mass adjustments. Click the icon to take you to the Line Items Notes page. This icon is located at the end of the line item on the Account Summary tab. The system displays summary information about the line-item budgets appearing below the grid on the page. Total amounts are based on the view options and filters defined. PeopleSoft Proprietary and Confidential 239

264 Preparing Line-Item Budgets Chapter 17 Note. If you click a link or button that transfers you to another page, the system saves the data on the page before you access the other page. Periods Tabs Select an available Periods tab. Line Item Details page: Periods 1-6 tab Use the Periods tabs to view the budget amounts for each period. The names of these tabs vary based on the total number of periods in the budget. Optionally, you can use the Show all Columns button to expand all columns across a single page view. The system displays summary information about the line-item budgets appearing below the grid on the page. Total amounts are based on the view options and filters defined. Note. You can also use the individual method details pages associated with a line-item budget to work with line-item details, including adjustments. See Also Chapter 5, Maintaining General System Options, Setting Up File Transfer Protocols, page 37 Adding a Line-Item Budget Entry Access the Add Line Item page. Default Method The account ChartField you enter for a new line-item budget determines the method default. The system uses the method that the budget coordinator assigned to the account on the Assign Budget Method Defaults page. Note. The Account ChartField is required when a new budget entry is entered. 240 PeopleSoft Proprietary and Confidential

265 Chapter 17 Preparing Line-Item Budgets Using the Hot Keys Help Access the Hot Key Information page. This page lists the hot keys and what they do. Fixing ChartField Errors or Changing ChartFields Access the ChartField Errors or Modify ChartFields page. If you access this page using the Review Error button on the Line Item Details page, the ChartField error resulting from the ChartField validation process appears. The type of error for the line item appears to the right of the ChartField that resulted in an error. Modify or select a different value for the ChartField. Adding Notes to Line Item Budgets Access the Line Item Notes page. Line Item Notes page Public Note Private Note Append Note to Log Date Time Stamp Select to enable other users to view your notes. Select to enable only yourself to view your notes. Click to save and attach your note to the notes log. The system applies a date and time stamp, attaches your user ID to the note, and indicates if the note is private or public. PeopleSoft Proprietary and Confidential 241

266 Preparing Line-Item Budgets Chapter 17 Click the Delete this row button to delete a note that you created. Other users cannot delete your notes. Viewing Line-Item Budgets by Budget Period and Adjusting Line Amounts Access the individual method pages to view the budget period details and adjust line item amounts. Using Methods Every line within your budget has a method assigned to it. A method defines how the budget amount for the line is calculated or derived if a calculation is not necessary. This section provides an overview of method calculations and discusses each method: Amount per full time equivalent (AMTFTE). Amount per headcount (AMTHC) Amount by budget period (AMTPER). Amount multiple by a defined number of units (AMTUNT) Annual growth rate method (ANN%). Distribution (DISTR). Economic driver (ECODRV). Itemization (ITM). Join (JOIN). Budget period growth rate (PER%) Related account or statistics code (RELATE). Number of units multiplied by a defined amount (UNTAMT). Base budget (BASE), zero method amount (METH=0), asset (ASSET), and position budget (POSBUD). Understanding Method Calculations The number and types of methods accessible during your budget development process are defined on the Budgeting Model page s Method Group ID definition. Types of methods that require a calculation are: AMTFTE - a defined amount for each FTE. AMTHC a defined amount for each headcount. ANN% an annual growth rate applied to historical or current base value. PER% - a growth rate defined for a budget period. RELATE a percentage or amount multiplied by another line item entry. 242 PeopleSoft Proprietary and Confidential

267 Chapter 17 Preparing Line-Item Budgets ECODRV-agrowthrateappliedtohistorical or current base value. Methods that do not require calculation, where the budget amounts are derived through other means, are: BASBUD - using the base budget as your budget amount. AMTPER - manually entering a budget amount by budget period. ASSET - derived from the details located in the asset budgeting activity. POSBUD - derived from the details located in the position budgeting activity. A method can have an associated driver, driver parameter, and base. Budget coordinators create drivers for the methods that require them. Methods that use delivered drivers include: AMTFTE - amount per full time equivalent. AMTHC - amount per headcount. For example, you can use the BC FTE (budget center FTE) or BU FTE (business unit FTE) drivers for the AMTFTE method. You cannot change or add another driver for this method. The value used as the driver drives the line-item budget calculation. We call this value the driver parameter. For example, if the AMTFTE method uses the BC FTE driver, the driver parameter of USD 100 is defined and associated with this driver by the budget coordinator. The system calculates the number of FTE based upon your position budgeting activity, and then multiplies it by USD 100. Only the driver amounts for the BC FTE driver can be changed if override was enabled by the coordinator. For this AMTFTE method, the FTE count can never be changed. It is calculated based upon information in position budgeting. There are six methods that use a lookup table for their driver parameter. These methods include: AMTFTE, AMTHC, AMTUNT, UNTAMT, DISTR, and RELATE. Budget coordinators use lookup tables to assign specific driver values to each budget center in the organization. Budget coordinators can choose to use these lookup tables to assign driver parameters or define a default value for the method driver. A method can also have a base against which the method is applied. You can define a method base as one of the following: Prior year actuals. Year-to-date actuals. Current year budget. Current year forecast. History (1 5 optional predefined values by budget coordinator). Example of Applying an Inflation Factor You want the system to calculate the line-item budget for travel expenses by applying an inflation factor to the prior-year actual expenditure for travel. In this case, the method base is the prior-year actual expenditure figure. PeopleSoft Proprietary and Confidential 243

268 Preparing Line-Item Budgets Chapter 17 The ANN% method, which is used to apply a growth rate to an historical value on an annual basis, is an example of a method that uses a driver parameter and a method base. For this method, the user defines a growth rate (driver parameter) and an historical value (method base) on which to apply the growth rate. For example, you could specify a 5 percent growth rate and apply it to the prior year budget value of USD 88,000 for your vehicle maintenance budget. In this example, 5 percent is the driver parameter and USD 88,000 is the method base. The system calculates USD 92,400 as the proposed vehicle maintenance budget. For budgets that contain more than one period, such as quarterly periods, you may choose to spread the amount evenly or weighted. Overrides Budget coordinators define the default methods and their method details (driver, driver parameter, and base) for line items in the budgeting model. A budget preparer can override the defaults if the budget coordinator enabled override capability for the method. Each method criteria has its own override check box. Being able to override a method is not the same as being able to override the driver, driver parameter, or method base associated with the method. For the ANN% and PER% methods, the driver parameter is not defined by the budget coordinator, but is entered by the user preparing the budget. Method Attributes The following table shows the method attributes of the delivered methods. In the table and throughout this section, we use the method ID and the method name interchangeably. You can, however, change the method name to better suit your organization s needs. Method ID Delivered Drivers Coordinator Defines Drivers Coordinator Defines Driver Parameter Method Base Required User Action AMTFTE BC FTE BU FTE No Yes. The amount per FTE can be defined by coordinator. The FTE count is systemcalculated using position-budget data. N/A Update amount, if override allowed. AMTHC BC HC BU HC No Yes. The amount per headcount can be defined by the coordinator. The head count is systemcalculated using position-budget data. N/A Update amount, if override allowed. AMTPER N/A N/A N/A N/A Enter amount per period. 244 PeopleSoft Proprietary and Confidential

269 Chapter 17 Preparing Line-Item Budgets Method ID Delivered Drivers Coordinator Defines Drivers Coordinator Defines Driver Parameter Method Base Required User Action AMTUNT No Yes Yes N/A Enter cost for predefined units. ANN% N/A N/A N/A Yes Enter growth rate. ASSET N/A N/A N/A N/A N/A BASBUD N/A N/A N/A N/A N/A DISTR No Yes Yes N/A Update amount, if override allowed. ECODRV No Yes Yes Yes None, unless override allowed. ITM QTY*COST PERSUM No N/A N/A Enter number of units and cost per unit, or calculated amount. JOIN No Yes Yes N/A None, unless override allowed. METH=0 N/A N/A N/A N/A N/A PER% N/A N/A N/A Yes Enter growth rate by budget period. POSBUD N/A N/A N/A N/A N/A PeopleSoft Proprietary and Confidential 245

270 Preparing Line-Item Budgets Chapter 17 Method ID Delivered Drivers Coordinator Defines Drivers Coordinator Defines Driver Parameter Method Base Required User Action RELATE No Yes Yes N/A None, unless override allowed. UNTAMT No Yes Yes N/A Enter number of units for predefined cost. For budget preparers, detailed method definitions are on a separate page. The method pages display similar information with variations in the use of drivers, driver parameters, and base fields, depending on the method type. For the ASSET, POSBUD, METH=0, and BASBUD method types, the method detail pages are only used to make adjustments, when applicable, and view total and period details. Common Elements Used in This Section ChartFields (group box) Totals (group box) Historical Values (group box) Adjustment (group box) The information in the collapsible ChartFields group box identifies the version and specific line-item budget you are working on. The defaults come from information you entered to check out the version and the line-item budget you selected on the Line Item Details page. The budget data in the collapsible Totals group box provides you detailed information about the line-item budget amount. The information appearing includes the Base Budget, Method Amount, Adjustment Amount, Allocation Amount, and Total Amount for the line item. The Total Amount is the sum of the Method Amount, Adjustment Amount, and Allocation Amount; it is the current budget amount for the line item. You can compare your line-item budget amount to the current and historical data appearing in the Historical Values group box. The financial data appearing in the Historical Values group box includes Prior Year Actuals, Year to Date Actuals, Current Year Budget, and Current Year Forecast. This data is associated with the analysis base definition for the Budgeting Model and is defined at the Budget Coordinator level. To apply the Spread Amount automatically over the budget periods, select from the following options and click the Spread button. The calculated adjustment appears in the Adjustment Amount field until it is saved. Apply to All: The system populates each budget period with the Spread Amount that you enter. Spread Evenly: The system distributes the Spread Amount equally across the budget periods for the line item. 246 PeopleSoft Proprietary and Confidential

271 Chapter 17 Preparing Line-Item Budgets Weighted Method: The system adjusts the amount on a proportional basis against the method total displayed when performing the spread. Weighted Total: The system adjusts the amount on a proportional basis against the current total amount displayed when performing the spread. Method Amount, Current Adjustment, Adjustment Amount, Allocation Amount, Total Amount, and Base Budget located under the Budget Period Details tab The Method Amount appears for the budget period. The sum of the method amounts here equals the Method Amount appearing in the Totals group box. The Current Adjustment represents the adjustments you have made to the line item to date. You can enter an Adjustment Amount to make a line-item adjustment for a specific budget period. Note. When you save the page, the system updates the Current Adjustment with any amounts entered in the Adjustment Amount field. The Allocation Amount represents the allocations that have been made to the line item. You perform allocations using the Line-Item Allocations budget activity. The Total Amount is the sum of the Method Amount, Current Adjustment, Adjustment Amount, and Allocation Amount. The Base Budget represents the starting budget amount for the budget period. Analysis 1 and Analysis 2 tabs Select to make budget comparisons by budget periods. The Analysis 2 tab will not be available if the budget coordinator did not define analysis bases for History 1 5. Pages Used to Work With Methods Page Name Object Name Navigation Usage Work Item Details BP_RAPID_WRKLST Budgeting, Work Item Details Budget Work Item Version Details BP_VERSION_DETAIL From the Work Item Details page, click the budget center for the line item on which youwanttodrilldown. Select Line Item Budgets BP_LINE_SELECT On the Budget Work Item Version Details page, select Check Out Budget or Check Out Budget Read-Only for the Line Item Budgeting activity and click Go. If the budget activity is currently checked out, select Transfer to Activity and click Go on the Budget Work Item Version Details page. Use this page to drill down further for information on work item version details. Use this page to select the budget center for which youwanttofineoutmore detailed information on line item budgets. Define the criteria for selecting the line items to work on. The system uses the ChartFields and View Definition you define on this page to retrieve the line items and the budget data associated with them. These filtered line items appear on the Line Item Details page. PeopleSoft Proprietary and Confidential 247

272 Preparing Line-Item Budgets Chapter 17 Page Name Object Name Navigation Usage Line Item Details BP_LINE_GRID Click the Line Item Details link on the Select Line Item Budgets page or the method detail pages. Amount Per FTE BP_LINE_AMTFTE Click the Method Amount or total Amountvalueonthe Line Item Details page for a line item with AMTFTE as its Default Method or Override Method. Select AMTFTE in the Override field on the Line Item Details page or from a method detail page. View, add, and modify budget amountsusing methods; manually enter budget amounts for a line item; protect a line-item budget from mass adjustments. View and modify the driver and cost per FTE used to calculate the method amount for a line item. Enter an adjustment amount by budget period. Amount Per Headcount BP_LINE_AMTHC Click the Method Amount or totalamountvalueonthe Line Item Details page for a line item with AMTHC as its Default Method or Override Method. View and modify the driver and cost per headcount used to calculate the method amount for a line item. Enter an adjustment amount by budget period. Select AMTHC in the Override field on the Line Item Details page or from a method detail page. Amount Per Period BP_LINE_AMTPER Click the Method Amount or totalamountvalueonthe Line Item Details page for a line item with AMTPER as its Default Method or Override Method. View and manually enter a line-item budget amount by budget period. Enter an adjustment amount by budget period. Select AMTPER in the Override field on the Line Item Details page or from a method detail page. Amount x Defined Units BP_LINE_AMTUNT Click the Method Amount or total Amount value on the Line Item Details page for a line item with AMTUNT as its Default Method or Override Method. Select AMTUNT in the Override field on the Line Item Details page or from a method detail page. Add and modify the cost per unit used to calculate the method amount for a line item. Also use to override the driver and the defined number of units. Enter an adjustment amount by budget period. 248 PeopleSoft Proprietary and Confidential

273 Chapter 17 Preparing Line-Item Budgets Page Name Object Name Navigation Usage Annual Growth Percentage BP_LINE_ANNP Click the Method Amount or totalamountvalue on the Line Item Details page for a line item with ANN% as its Default Method or Override Method. Select ANN% inthe Override field on the Line Item Details page or from a method detail page. Distribution Details BP_LINE_DISTRB Click the Method Amount or totalamountvalueonthe Line Item Details page for a line item with DISTR as its Default Method or Override Method. Select DISTR in the Override fieldonthelineitemdetails page or from a method detail page. Add and modify the base value and add the annual growth percentage rate to calculate the method amount for a line item. Enter an adjustment amount by budget period. View and modify the driver and driver amount used to calculate the method amount for a line item. Enter an adjustment amount by budget period. Economic Driver BP_LINE_ECODRV Click the Method Amount or totalamountvalueonthe Line Item Details page for a line item with ECODRV as its Default Method or Override Method. Select ECODRV in the Override field on Line Item Details page or from a method detail page. Itemization BP_LINE_ITM Click the Method Amount or total Amount value on the Line Item Details page for a line item with ITM as its Default Method or Override Method. Select ITM in the Override fieldonthelineitemdetails page or from a method detail page. View and modify the annual growth rate applied to a defined base. Override the base and driver. These values are used to calculate the method amount for a line item. Enter an adjustment amount by budget period. Add and modify the items used to calculate the method amount for a line item. You can enter a value or calculate avalue by entering Number of Units and Cost Per Unit. Enter the spread type and budget period range for each item to be included in the method amount for a line-item. Enter an adjustment amount by budget period. PeopleSoft Proprietary and Confidential 249

274 Preparing Line-Item Budgets Chapter 17 Page Name Object Name Navigation Usage AMTUNT X UNTAMT BP_LINE_JOIN Click the Method Amount or totalamountvalue on the Line Item Details page for a line item with JOIN as its Default Method or Override Method. Select JOIN intheoverride fieldonthelineitemdetails page or from a method detail page. View and modify the driver or driver parameters for cost and units used to calculate the method amount for a line item. Enter anadjustment amount by budget period. Percent Per Period BP_LINE_PERP Click the Method Amount or totalamountvalueonthe Line Item Details page for a line item with PER% as its Default Method or Override Method. Related Account/Statistic Code BP_LINE_RELATE Select PER% in the Override fieldonthelineitemdetails page or from a method detail page. Click the Method Amount or totalamountvalueonthe Line Item Details page for a line item with RELATE as its Default Method or Override Method. Select RELATE in the Override field on the Line Item Details page or from a method detail page. Units x Defined Amount BP_LINE_UNTAMT Click the Method Amount or totalamountvalueonthe Line Item Details page for a line item with UNTAMT (units x defined amount) as its Default Method or Override Method. Select UNTAMT in the OverridefieldontheLine Item Details page or from a method detail page. View and modify the base value and add any budget period growth rate used to calculate the method amount for a line item. Enter an adjustment amount by budget period. View and modify a percentage or amount with which an account or statistic code is associated and calculated. These values are used to calculate the method amount for a line item. The account or statistic code mayalsobemodifiedif override is not prevented. Enter an adjustment amount by budget period. Add andmodifythenumber of units used to calculate the method amount for a line item. Also use to override the driver and the defined cost per unit. Enter an adjustment amount by budget period. 250 PeopleSoft Proprietary and Confidential

275 Chapter 17 Preparing Line-Item Budgets Page Name Object Name Navigation Usage BP_LINE_PRD_DTL To access page for Base Budget and Zero Method Amount, click the Amount value link for any Amount Type for a lineitemthathas BASBUD or METH=0 as the method on the Line Item Details page. Base Budget, Zero Method Amount, From Asset Budgeting, From Position Budgeting To access the page for From Asset Budgeting and From Position Budgeting, click the Amount value link for Method Amount or Total Amount type for a line item that has ASSET or POSBUD as the method on the Line Item Details page. Select BASBUD, METH=0, ASSET, or POSBUD in the Override field on from a method details page. View detailed line-item budget amountsby budget period and apply an adjustment or override the method assignedtothe line, if allowed. Using the Amount per FTE Method Access the Amount Per FTE page. PeopleSoft Proprietary and Confidential 251

276 Preparing Line-Item Budgets Chapter 17 Amount Per FTE page (1 of 2) Amount Per FTE page (2 of 2) The AMTFTE (amount per FTE) method uses a driver and driver parameter. You can select BC FTE (budget center FTE) or BU FTE (business unit FTE) as the driver of the method. You cannot add additional drivers. 252 PeopleSoft Proprietary and Confidential

277 Chapter 17 Preparing Line-Item Budgets Your position budgeting data defines the number of FTEs (number of FTE for a budget center or business unit). The budget coordinator defines the cost per FTE to be calculated against the number of FTEs by budget period. The AMTFTE does not use a method base. The formula for the AMTFTE method is: (Cost per FTE for a budget period) x (Number of FTEs) = (Calculated amount for a budget period) After the system calculates the amounts for each budget period, and the totals for all budget periods are calculated, it adds them together to calculate the total method amount for the line item as follows: (Sum of all calculated budget period amounts) = (Method amount for line item) Method Default Override Driver ID This method is the same default method on the Line Item Details page. Select AMTFTE to override the default method. Select from the delivered drivers for the AMTFTE method: BC FTE: Budget Center FTE. The number of FTEs for the budget center. BU FTE: Business Unit FTE. The number of FTEs for the business unit. Amount Per FTE Page: Budget Period Details Tab Cost Per FTE Enter a value to override the default for each Budget Period. The system multiplies this amount by the Number of FTEs to determine the calculated amount for a budget period. Example For example, you are responsible for developing the office supplies budget for a new department that is starting up at the beginning of You want to accomplish this by budgeting USD for each FTE in the department. You figure that with the discount your organization receives from the vendor, USD for each FTE should be enough to cover the one-time costs of new office supplies and the ongoing costs of supplies for a year. You use the AMTFTE method to budget for the office supplies line item and use the following data: Field Value Budget Period Annual Amount 33 PeopleSoft Proprietary and Confidential 253

278 Preparing Line-Item Budgets Chapter 17 Field Value Driver BC FTE For example, the budget center FTE value is 10. This is the number of FTEs that comes from your position budgeting work. Your budget center, the new department, has 10 for the FTE since that is the number of FTEs authorized to staff the new department. The system calculates your 2002 office supplies budget amounts as follows: Line Item 2002 Total Budget Amount Office Supplies 330 Using the Amount per Headcount Method Access the Amount Per Headcount page. Amount Per Headcount page The AMTHC (amount per headcount) method uses a driver and driver parameter. You can select the BC HC (budget center headcount) or BU HC (business unit headcount) as the driver of the method. You cannot add additional drivers. 254 PeopleSoft Proprietary and Confidential

279 Chapter 17 Preparing Line-Item Budgets Your position budgeting data defines the headcount (headcount for a budget center or business unit). The budget coordinator defines the cost per headcount to be calculated against the headcount by budget period. The AMTHC does not use a method base. The formula for the AMTHC method is: (Cost per headcount for a budget period) x (Headcount) = (Calculated amount for a budget period) After the system calculates method amounts for all budget periods, it adds them together to calculate the total method amount for the line item as follows: (Sum of all calculated budget period amounts) = (Method amount for line item) Method Default Override Driver ID This method is the same default method on the Line Item Details page. Select AMTHC to override the default method. Select from the delivered drivers for the AMTHC method: BC HC: Budget Center Headcount. The headcount number for the budget center. BU HC: Business Unit Headcount. The headcount number for the business unit. Amount Per Headcount Page: Budget Period Details Tab Cost Per Headcount Enter a value to override the default for each Budget Period. The system multiplies this amount by the Headcount to determine the calculated amount for a budget period. Example For example, you are budgeting for the annual employee recognition reception for your business unit. You want to budget USD 7.00 per person for the beverages line item. You enter 7.00 as the amount. You know that every employee within the business unit center plans to attend the event. Your position budgeting data calculates a headcount of 2,670 employees in your budget center. The calculated line-item budget amount is USD 18,690.00, which is 2,670 multiplied against USD Using the Amount by Budget Period Method Access the Amount Per Period page. PeopleSoft Proprietary and Confidential 255

280 Preparing Line-Item Budgets Chapter 17 Amount Per Period page The AMTPER method does not use a driver, driver parameter, or method base. You use the AMTPER method to enter budget amounts by budget period to determine the method amount for the line item. Applying the AMTPER method to a line item enables you to manually control the amount to budget per budget period. Method Default Override Spread Amount and Spread Type This method is the same default method on the Line Item Details page. Select AMTPER to override the default method. Enter the total amount to spread across budget periods, and then enter a spread type of Apply to All or Spread Evenly. Amount Per Period Page: Budget Period Details Tab Amount Enter a value manually for each period. The sum of all the budget period amounts is the Method Amount for the line item. Note. Optionally, amounts can be entered from the line item details page by using the Hot Keys to assist you in entering amounts. Hot Keys are characters you enter to quickly enter budget data across periods. Hot Keys include R, Repeat; S, Spread; P, Prorate Spread; I, Increased Percentage; D, Decreased Percentage. Using the Amount x Defined Units Method Access the Amount x Defined Units page. 256 PeopleSoft Proprietary and Confidential

281 Chapter 17 Preparing Line-Item Budgets Amount x Defined Units page With the AMTUNT method, the budget coordinator controls the number of units and the budget preparer enters the cost per unit. The AMTUNT method uses a driver and driver parameters. Budget coordinators define drivers and driver parameters. For example, a budget coordinator can define drivers and their values for such quantities as the number of trade shows planned, number of training classes, or number of items produced. You can use any of these drivers and driver parameters to estimate a budget for a particular method. The method does not use a method base. The formula for the AMTUNT method is: (Cost per unit for a budget period) x (Number of units for a budget period) = (Calculated amount for a budget period) After the system calculates the method amounts for all budget periods, it adds them together to calculate the total method amount for the line item as follows: (Sum of all calculated budget period amounts) = (Method amount for line item) Method Default Override Driver ID This method is the same default method on the Line Item Details page. Select AMTUNT to override the default method. Available driver options include those assigned by the budget coordinator. PeopleSoft Proprietary and Confidential 257

282 Preparing Line-Item Budgets Chapter 17 Amount x Defined Units Page: Budget Period Details Tab Cost Per Unit Enter a value to override the default for each Budget Period. The system multiplies this amount against the defined Number of Units to determine the method amount for each budget period. Example For example, you want to budget for the supply expense in the Customer Training Center. You want to estimate a certain amount for every student enrolled per quarter (assuming the budget period has been defined as quarterly). The budget coordinator defines the number of students enrolled per quarter. You enter the amount per enrolled student that you want to budget per quarter, and the system calculates the budget amounts for you as illustrated here. Budget Period Amount per Unit Number of Units (Defined at Budget Coordinator level) Calculated Amount 2002 Q ,000 4, Q ,000 3, Q ,500 5, Q ,400 6, Total 18,000 Modifying the Annual Growth Rate Method Access the Annual Growth Percentage page. 258 PeopleSoft Proprietary and Confidential

283 Chapter 17 Preparing Line-Item Budgets Annual Growth Percentage page The ANN% method uses a method base. It does not use a driver or driver parameter. You enter an annual growth rate that the system applies to the method base to calculate the method amount. The formula for the ANN% method is: (Method base) x [1 + (Growth rate)] = (Method amount) Method Default Override Base Spread Type This method is the same default method on the Line Item Details page. Select ANN% to override the default method. The value to which a method is applied. To define how the calculated annual amount is applied, enter a spread type of Spread Evenly or Spread Weighted. Annual Growth Percentage Per Year Growth Percentage Enter the annual growth rate you want applied to the base. Example For example, you can use the ANN% method to estimate your office supplies expenses for 2002, assuming there are no adjustments or allocations. You want to apply a 5 percent growth rate to the 2001 actual expenditure for office supplies. Enter Prior Year Actuals as the Base and 5% for Percentage. If the annual 2001 actual expenditure for office supplies was USD 5,000, the 2002 budget amount calculation is USD 5,250 for the year. PeopleSoft Proprietary and Confidential 259

284 Preparing Line-Item Budgets Chapter 17 Using the Distribution Method Access the Distribution Details page. Distribution Details page You use the DISTR (distribution) method to distribute or assign constant budget amounts by budget center before the model is published or users begin working with their budgets. The DISTR method does not use a method base. In line-item budgeting, you can view the default values assigned to your budget center in the Amount column. If no overrides are allowed, you cannot change the driver. If overrides are allowed, you can choose another driver. When overrides are allowed on the driver parameter, you can also change the amounts in the Amount column. Method Default Override Driver ID This method is the same default method on the Line Item Details page. Select DISTR to override the default method. Select from the drivers assigned at the budget coordinator level. Distribution Details Page: Budget Period Details Tab Amount Enter a value for each Budget Period. 260 PeopleSoft Proprietary and Confidential

285 Chapter 17 Preparing Line-Item Budgets Example For example, many times the central budget office is responsible for the distribution of rent expenses across the organization. This expense is typically assigned and pushed down to the budget centers. In this case, constant dollar amounts are already assigned to an account by budget center when the user makes a copy from the base version. Using the Economic Driver Method Access the Economic Driver page. Economic Driver page The ECODRV method uses a driver, driver parameter and method base. Budget coordinators define the drivers, driver parameters, and the method base when assigned to a specific account. For example, a budget coordinator can define drivers and their values for economic indicators such as inflation rate, GDP (gross domestic product), unemployment rate, employment cost index, business licenses, and housing construction starts. You can use any of these drivers and driver parameters to estimate a budget for a particular line item. The method is based on annual budget periods. It also uses a method base. You can select a method base and enter the percentage rate that you want to apply against the base to calculate the method amount for the line item. The formula for the ECODRV method is: (Method base) x [1 + (Percentage)] = (Method amount) Method Default This method is the same default method on the Line Item Details page. PeopleSoft Proprietary and Confidential 261

286 Preparing Line-Item Budgets Chapter 17 Override Base and Driver ID Spread Type Select ECODRV to override the default method. Select different options to override the defaults assigned at the budget coordinator level. To define how the calculated annual amount is applied to the budget periods, enter a spread type of Spread Evenly or Spread Weighted. Percentage of Economic Driver Per Year Growth Percentage Enter the annual growth rate you want applied to the base. The rate is for an annual basis. The system calculates the entered growth rate against the base resulting in the Calculated Amount for the year. Example For example, you want to use the ECODRV method to estimate your revenue growth, based on the projected increase in sales in your region. You define a driver as regional growth and assign a driver parameter of 5.00 percent to it. Your base is USD 1.5 million, the actual revenue figure for the prior year. The system calculates a budget amount for revenue of USD million. Using the Itemization Method Access the Itemization page. Itemization page 262 PeopleSoft Proprietary and Confidential

287 Chapter 17 Preparing Line-Item Budgets The ITM method does not use driver parameters or a method base. You define an item and select a driver of QTY*COST or PERSUM. Then enter values for each item that the system uses to calculate the method amount. The formula for the ITM method using QTY*COST is: (Numberofunits) x (Cost per unit) = (Calculated amount) The formula for the ITM method using PERSUM is: (Sum of calculated amounts for all items) = (Method Amount) You can use the Export Itemization Information page to export budgeting data using the Itemization method from the budgeting model for the master version, which is typically run by the budget coordinator. Method Default Override Driver ID This method is the same default method on the Line Item Details page. Select ITM to override the default method. Select from the delivered drivers for the ITM method: QTY*COST: Quantity times Cost. Multiplies the number of units by the cost per unit and displays the result in the Calculated Amount field, then spreads or repeats the amount across budget periods. PERSUM: Sum of Periods. Enters a total value in the calculated amount field, then spreads or repeats the amount across budget periods. Itemization Number of Units and Cost Per Unit Calculated Amount Spread Type From Budget Period and To Budget Period Enter values if you selected QTY*COST asthedriver. Thesystemuses the values to calculate the Calculated Amount for the item. Enter a constant value if you selected PERSUM as the driver. To define how the calculated amount is applied to the budget period, enter Spread or Repeat. Enter the range of the budget periods for the item. The system uses the budget period to budget the item entirely within the defined budget period range. Example Here is an example of what a 2002 annual budget looks like by quarter (the budget period) for travel expenses using the ITM method. PeopleSoft Proprietary and Confidential 263

288 Preparing Line-Item Budgets Chapter 17 Line Item 2002 Quarter Quarter Quarter Quarter Total Budget Amount Travel Expenses 2,000 8,000 2,000 5,000 17,000 If you access the Itemization page for this example, you see the following data that supports the travel expenses line-item results: Description Number of Units Cost Per Unit Spread Type From Budget Period To Budget Period 1 Annual conference trips 5 1,200 Spread 2002-Q Q2 2 Bus transportation for employee appreciation event Spread 2002-Q Q4 3 Trips to national city and county managers conferences 2 4,000 Spread 2002-Q Q4 Using the Join Method Access the AMTUNT x UNTAMT page. 264 PeopleSoft Proprietary and Confidential

289 Chapter 17 Preparing Line-Item Budgets AMTUNT x UNTAMT page The JOIN method combines two existing methods, UNTAMT and AMTUNT (defined amount x defined unit), into one. The JOIN method brings together driver criteria defined for UNTAMT and AMTUNT into a new driver, which then provides the driver parameter values for the amount per unit and number of units. Budget coordinators define the drivers and driver parameters. A budget coordinator can define drivers and set standard costs or number of units. This method assumes that the number of units are known (such as number of computers) and the cost per unit has been defined. These components have already been linked together and assigned a driver ID, such as COMPUTERS. For example, when you select COMPUTERS as the driver ID, this information is populated by period for units and cost. If the coordinator allows overrides of the driver parameter, you can change these assumptions by typing over the existing amounts listed. If the coordinator allows driver overrides, you can change the driver, but only if there are other JOIN drivers defined. If overrides are not allowed, this will be read-only for both the units and cost per unit columns. This method can be associated with a Driver Lookup table by default. Method Default Override Driver ID This method is the same default method on the Line Item Details page. Select JOIN to override the default method. Select a different driver to override the default assigned at the budget coordinator level. PeopleSoft Proprietary and Confidential 265

290 Preparing Line-Item Budgets Chapter 17 AMTUNT x UNTAMT Page: Budget Period Details Tab Number of Units and Cost Per Unit Enter values for each Budget Period. The system multiplies this amount to determine the calculated method amount for a budget period. Example Suppose the budget coordinator defined the Number of Units per budget period as 2 and the Cost Per Unit of travel as USD 2,500. For any type of travel done by an employee, the standard cost estimate per trip is USD 2,500. The new travel policy for the department allows only two trips per month. The budget coordinator defines a driver called TRAVEL to calculate two trips per month per department at a cost of USD 2,500 each. In December, you know that there will be three authorized trips and in August there will only be one. In this case, you could select the TRAVEL driver and then override the entries for the 8 th and 12 th budget periods. Budget Period Number of Units (Defined at Budget Coordinator level) Amount Per Unit (Defined at Budget Coordinator level) Calculated Amount 2002 Month 1 2 2,500 5, Month 2 2 2,500 5, Month 3 2 2,500 5, Month 4 2 2,500 5, Month 5 2 2,500 5, Month 6 2 2,500 5, Month 7 2 2,500 5, Month 8 1 2,500 2, Month 9 2 2,500 5, Month ,500 5, Month ,500 5, PeopleSoft Proprietary and Confidential

291 Chapter 17 Preparing Line-Item Budgets Budget Period Number of Units (Defined at Budget Coordinator level) Amount Per Unit (Defined at Budget Coordinator level) Calculated Amount 2002 Month ,500 7, Total 60,000 Using the Budget Period Growth Rate Access the Percent Per Period page. Percent Per Period page The PER% method uses a method base. The PER% method does not use a driver or driver parameter. You enter a growth rate value for each budget period. The system applies the growth rate to the method amount for the prior budget period. The formula for the PER% method is: (Prior budget period calculated amount) x [1 + (Budget period growth rate)] = (Next budget period calculated amount) There is one exception to this formula. There is no prior budget period calculated amount to use as a base in calculating the first budget period calculated amount. So, the calculated amount for the first budget period uses the defined method base. The system uses this formula to calculate the first budget period calculated amount: PeopleSoft Proprietary and Confidential 267

292 Preparing Line-Item Budgets Chapter 17 (Lastbudgetperiodofmethodbase)x[1+(Budgetperiodgrowthrate)]=(Calculated amount for the first budget period) After the system calculates the amounts for all budget periods, it adds them together to calculate the total method amount for the line item. (Sum of all calculated budget period amounts) = (Method amount for line item) Method Default Override This method is the same default method on the Line Item Details page. Select PER% to override the default method. Percent Per Period Page: Budget Period Details Tab Percentage Used as the growth rate to calculate the amount for each Budget Period that you defined in the budgeting model. Example For example, you want to generate a 2002 budget amount for telephone expenses using the PER% method and you have quarterly budget periods. Assume there are no adjustments or allocations. You define Base as Current Year Budget, which has a Q4 budget amount of USD 100. You define the method using the following data: Budget Period Percentage Base Current Year Budget Q1 20% Q2 10% Q3 50% Q4 25% Your 2002 budget for telephone expenses using the PER% method would be as follows: 268 PeopleSoft Proprietary and Confidential

293 Chapter 17 Preparing Line-Item Budgets Line Item 2002 Quarter Quarter Quarter Quarter Total Budget Amount Telephone Expenses Using the Related Account/Statistics Code Method Access the Related Account/Statistics Code page. Related Account/Statistic Code page The RELATE method enables you to define a line-item budget by associating it with other account or statistical code amounts. You can define these line item amounts or rates at a single global level or value, or assign a lookup table driver to reference values specific to a budget center. The following are scenarios that the RELATE method accommodates in line-item budgeting: Account Statistical Code The driver is associated with a monetary account, which is then tied to an amount. The budget coordinator must include these monetary accounts in the dimension details for the budgeting model. The driver is associated with a statistical account, which is then tied to a rate. The budget coordinator must include these statistical accounts in the dimension details for the budgeting model. The driver is associated with a statistical code. The system sums all rows associated with this statistic code together to apply the defined PeopleSoft Proprietary and Confidential 269

294 Preparing Line-Item Budgets Chapter 17 rate. The budget coordinator must include these statistical codes in dimension details to be included in the model. Note. If the related account or statistical code row does not exist, you may need to add the budget line item. For a line-item budget row that uses a statistical code, you can apply the RELATE method. You cannot apply a RELATE method to a statistical code line-item budget that also derives its value from using the RELATE method. Percent or Amount Values Enter a percentage and an account code to which you want to apply the percentage. The percentage is a percentage of the related account value; it is not a growth rate applied to the account. Enteranamountorrateandanaccount or statistical code to which you want to apply the rate. The amount is multiplied by the related account or statistical code value. The formulas for this method is as follows: (Related account) x (Percentage) = (Method amount) or (Related statistical code) x (Amount) = (Method amount) If overrides are allowed on the driver parameter, you can change the Account/Statistical Code and Value columns and affect the calculated amount. An override option enables you to choose a different driver ID that would be associated with another account that has been predefined by the budget office. When override is enabled for the driver, picking a different driver changes the lookup ID and account or statistics code to that which has been predefined by the budget office for that driver. Method Default Override Driver ID This method is the same default method on the Line Item Details page. Select RELATE to override the default method. Select a different driver to override the default assigned at the budget coordinator level. Related Account/Statistics Code Page: Budget Period Details Tab Account/Statistics Code Basis and Value Type Value Used to locate and calculate the method amount for this line item against an account or statistical code. This displays the budget period total of the source amount and the value type indicates if an amount or percent is to be applied against the source. Used to express the calculation against the related account or statistics code indicated by the basis. 270 PeopleSoft Proprietary and Confidential

295 Chapter 17 Preparing Line-Item Budgets Example: Percent of Related Account To calculate the anticipated overtime expenses, you could use the RELATE method to define a global percent of 5 percent to be multiplied times the Account for Employee Salary. In this case, the driver is associated with the driver ID name, account, and percent value. The account reference is in read-only if the budget coordinator prevents driver parameter override. Example: Statistical Code To calculate the anticipated overtime expenses using the statistical code, the budget office could assign a lookup ID to the driver, and use a statistical code instead of an account. In this case, the Basis and Value Type column represents the statistical source value being picked to calculate total overtime hours. The Value column represents an amount/rate that is applied against this statistical amount. In this case, the value is being pulled from the Driver Lookup table (if a value exists for the budget center). Using the Units x Defined Amount Method Access the Units x Defined Amount page. Units x Defined Amount page In the UNTAMT method, the budget coordinator controls the costs per unit and the budget preparer enters the number of units. The UNTAMT method uses a driver and driver parameter. Budget coordinators define the drivers and driver parameters. A budget coordinator can define drivers and set standard costs for such items as airfare, hotel accommodations, computers, desk furniture, and vehicles. You can use these drivers and driver parameters to estimate a budget for these items. The method does not use a method base. The budget preparer enters the number of units to be calculated against the cost per unit by budget period. PeopleSoft Proprietary and Confidential 271

296 Preparing Line-Item Budgets Chapter 17 The formula for the UNTAMT method is: (Number of units for a budget period) x (Cost per unit for a budget period) = (Calculated amount for a budget period) After the system calculates the method amounts for all budget periods, it adds them together to calculate the total method amount for the line item: (Sum of all calculated budget period amounts) = (Method amount for line item) Method Default Override Driver ID This method is the same default method on the Line Item Details page. Select UNTAMT to override the default method. Select a different driver to override the default assigned at the budget coordinator level. Units x Defined Amount Page: Budget Period Details Tab Number of Units Enter the units you want to budget based on the driver (Cost Per Unit). This value is multiplied by the Cost Per Unit to determine the method amount for each Budget Period. The budget coordinator defines the default cost per unit. Example Here s an example. The budget coordinator defined the Cost Per Unit of travel as USD 2,500, consistently across all budget periods. For any type of travel done by an employee, the standard cost estimate per trip is USD 2,500. You do not override this predefined cost per trip. You have monthly budget periods. You enter the number of trips estimated for your budget center for each month, and the budget amounts per budget period are calculated as illustrated here. Budget Period Number of Units Amount Per Unit (Defined at Budget Coordinator level) Calculated Amount 2002 Month 1 0 2, Month 2 2 2,500 5, Month 3 1 2,500 2, Month 4 0 2, Month 5 4 2,500 10, Month 6 0 2, PeopleSoft Proprietary and Confidential

297 Chapter 17 Preparing Line-Item Budgets Budget Period Number of Units Amount Per Unit (Defined at Budget Coordinator level) Calculated Amount 2002 Month 7 2 2,500 5, Month 8 3 2,500 7, Month 9 7 2,500 17, Month ,500 2, Month , Month ,500 12, Total n/a n/a 62,500 Using the Base Budget Amount, Zero Method Amount, Asset, and Position Budget Methods Access the Base Budget, Zero Method Amount, From Asset Budgeting, and From Position Budgeting page. The title appearing on the page depends on the method amount associated with the line item that you used to access this page. Base Budget Method The BASBUD method does not use a driver, driver parameter, or method base. The budget coordinator assigns the BASBUD method to line items to indicate that the budget amounts are derived from some historical base or historical amount. This base budget can serve as a starting point to prepare your line-item budgets. You can apply adjustments, allocations, and select to hold the line item from mass adjustments. If your budget includes line items assigned the BASBUD method, budget preparers can override the method if the budget coordinator enables method override. Zero Method Amount The METH=0 (zero method amount) method does not use a driver, driver parameter, or method base. Since existing detailed line-item rows can not be deleted, assign the METH=0 method to a line item to indicate that the budget amount is zero. The method amount for a line item using METH=0 has a zero value. You can apply adjustments, allocations, and select to hold the line item from mass adjustments. If your budget includes line items assigned the METH=0 method, budget preparers can override the method if the budget coordinator enables method override. PeopleSoft Proprietary and Confidential 273

298 Preparing Line-Item Budgets Chapter 17 Asset Method The ASSET (from asset budgeting) method does not use a driver, driver parameter, or method base. Assign the ASSET method to line items in the budget to indicate that the budget amounts are calculated from asset data. ChartField combinations within line-item budgeting pick up asset values defined in detail within the asset budgeting activity. The budget coordinator typically assigns the ASSET method to all asset accounts. The budget preparer cannot modify a method amount for a line item with the ASSET method. However, authorized users can apply adjustments, apply allocations, and select to hold the line item from mass adjustments. Budget preparers can also override the ASSET method assigned to a line item if the budget coordinator enables method override. Note. If your organization is not using asset budgeting, the budget coordinator can disable the ASSET method and it will not be available to you. Position Budget Method The POSBUD method does not use a driver, driver parameter, or method base. Assign the POSBUD method to line items in the budget to indicate that the budget amounts are calculated from position budgeting data. The budget coordinator typically assigns the POSBUD method to all personnel accounts (salary, earnings, and benefits accounts). The budget preparer cannot modify a method amount for a line item with the POSBUD method. However, authorized users can apply adjustments, allocations, and select to hold the line item from mass adjustments. Budget preparers can override the POSBUD method assigned to a line item if the budget coordinator enables method override. Note. If your organization is not using position budgeting, the budget coordinator can disable the POSBUD method and it will not be available to you. Checking Budgets Against Planned Targets You check budget amounts against any planned targets designed by your budget coordinator. Use this information to help you keep track of how your line items compare to your company s projections. 274 PeopleSoft Proprietary and Confidential

299 Chapter 17 Preparing Line-Item Budgets Page Used to Review Planned Targets Page Name Object Name Navigation Usage Work Item Details BP_RAPID_WRKLST Budgeting, Work Item Details Budget Work Item Version Details BP_VERSION_DETAIL From the Work Item Details page, click the budget center for the line item on which youwanttodrilldown. Select Line Item Budgets BP_LINE_SELECT On the Budget Work Item Version Details page, select Check Out Budget or Check Out Budget Read-Only for the Line Item Budgeting activity and click Go. If the budget activity is currently checked out, select Transfer to Activity and click Go on the Budget Work Item Version Details page. Line Item Details BP_LINE_GRID On the Select Line Items Budgets page, click the Line Item Details link. Planning Targets BP_TGT_REVIEW Click the Planning Target link on the Line Item Details page. Use this page to drill down further for information on work item version details. Use this page to select the budget center for which youwanttofineoutmore detailed information on line item budgets. Define the criteria for selecting the line items to work on. The system uses the ChartFields and View Definition you define on this page to retrieve the line items and the budget data associated with them. These filtered line items appear on thelineitem Details page. View, add, and modify budget amounts using methods; manually enter budget amounts for a line item; protect a line-item budget from mass adjustments. View the tolerances rules, status summary, planning target details and errors for the budgeting version you selected. The page is only available if the budget coordinator has defined planning targets for budgeting model. Reviewing Planning Targets Access the Planning Targets page. PeopleSoft Proprietary and Confidential 275

300 Preparing Line-Item Budgets Chapter 17 Planning Targets page Tolerance Rules Target Tolerance % and Target Tolerance Amount These figures are established at the budget coordinator level. Planning Target Details The system displays the line item budget according to Budget Center and account or account node. When displaying data, the system recognizes the signage definitions you specified on the Account Type Options page. You can compare the Planning Target and Budget Total with the Amount Difference and %Variance. If the control level is set to active and the your line item does not comply with the planning target rules and tolerances, you cannot submit your budgets. Note. If you have budgeted for items that do not roll to the target node or account, these line items appear in the Planning Target Error Details group box. See Also Chapter 12, Setting Up Planning Targets, page PeopleSoft Proprietary and Confidential

301 Chapter 17 Preparing Line-Item Budgets Making Mass Adjustments In addition to using the methods, you can apply mass adjustments to modify your line-item budgets. Mass adjustments is a budget activity that enables you to apply amount or percentage changes to one or many line-item budgets at once. You can apply mass adjustments to line items that span across one or many budget centers. You can use mass adjustments in any role budget preparer, budget reviewer, budget analyst, or budget coordinator but the range of line-item budgets you have access to depends on your user ID security access. You must also have access to perform the Mass Adjustment activity. See Also Chapter 20, Reviewing and Approving Budgets, Using Line-Item Mass Adjustment, page 340 Submitting Your Budget Use the Budget Work Items Version page or the Budget Work Item Details - Work Item Budgets page to submit your line-item budgets to the next budget center level. When you submit a budget version, the system sends it up to the next budget center level and updates the master budget version with data from the submitted version. The master version contains the most current budget submissions. If defined, validation occurs for three types of rules: Commitment control. Combination edits. Planning targets. Any one or all three of these rules can be applied. When any of these rules are used in a budgeting model, validation occurs during submission whether it has been performed in line-item budgeting or not. Submission is not allowed if the budget fails the criteria defined for any one of these rules. See Also Chapter 16, Budget Work Items and Versions, Submitting and Rejecting Budgets, page 223 Inquiring on Line Item Budgeting Data PeopleSoft Budgeting enables you to define parameters for a query, view the results online, and download the results to a spreadsheet in Microsoft Excel format. The analysis pages we deliver enable you to compare line-item budgets within a version, across budget versions, and across budget periods. PeopleSoft Proprietary and Confidential 277

302 Preparing Line-Item Budgets Chapter 17 Pages Used to Perform Line-Item Budget Inquiries Page Name Object Name Navigation Usage BP_REVIEWER_INQ Budgeting, Comparative Budget Analysis Comparative Budget Analysis Budget Version Comparison BP_VER_COMP Budgeting, Budget Version Comparison Budget Period Analysis BP_REVIEWER_INQ2 Budgeting, Budget Period Analysis Specify the parameters for an online line-item budget comparison across historical periods. Specify the parameters for an online line-item budgets comparison across budget versions. Specify the parameters for an online line-item budgets analysis across budget periods for a budget version. Entering Selection Criteria Enter selection criteria as follows: Select Budget Criteria Enter the Role Name, Business Unit, Budgeting Model ID, Ledger Name, Budget Center, Version, and Currency Inquiry Option that reflect the data you want to query. Note. Statistical and currency information cannot be viewed at the same time, and currency options will be disabled when Statistical Analysis is checked. Statistical Analysis Comparison Criteria ChartField Filters Facilitates the inquiry on Statistical line items (budget line items with either a statistical account or a statistics code). When this check-box is selected, the Currency and View By fields are cleared and disabled. You may still use the ChartField Filters to limit your display. The resulting Inquiry page displays Statistical line items by Account and Statistics Code. Enter a View By field to indicate the order in which you want the results displayed. This a required field, unless the Statistical Analysis check-box was selected, in which case this field will be cleared and disabled. You also have the option of choosing an Optional View By field to display the data at a lower level of detail. The list of View By fields will include dimensions used in the budgeting model and the Budget Category field. Budget Categories allow you to group similar Accounts for summary reporting, and are defined by the Budget Coordinator in Budgeting Home, Define Budgeting Parameters, Budget Category. Enter a ChartField Display Option to indicate how you want your ChartField values displayed on the results page. They include Display Code, Display Description, or Display Code and Description To limit your display to certain ChartField values, enter those values in the ChartField Filters section. Dimensions used by the budgeting model are available to filter on. 278 PeopleSoft Proprietary and Confidential

303 Chapter 17 Preparing Line-Item Budgets Budget Category Filters Run To further limit your display to certain Budget Categories, particularly for net or income statement type views, select the Budget Categories youwantincludedintheresults. Click on Run to view the results based on your Selection Criteria. Viewing Line-Item Budgeting Data Inquiry Results The top of the Inquiry Results page will show the Selection Criteria you entered on the previous page. You can modify that Selection Criteria on this page and click on Refresh to update the results. You can also click on Selection Criteria to navigate back to the criteria page. Within the Report Results you can clickonpreview to show a print preview or Excel so export the data into spreadsheet format. When you run the analysis inquiries, the system refers to the Analysis Calculation definition you entered for account types on the Account Type Options page. Depending on the calculation rules you defined, the system adds or subtracts account values you include in the analysis and stores the results in the calculated Totals field at the bottom of the page. For example, if you have selected to deduct Expense accounts and Add Revenue accounts during analysis calculations, the Total will reflect Revenues minus Expenses. The system displays amounts as positive or negative values according to how they are entered in PeopleSoft BAM. You used the Flip Sign option on the Account Type Options page to control how amounts are stored in BAM. The system also uses the Detail View definition the budget coordinator specified on the Tree Level Attributes page. If the detail view is selected for a user role, that role can use ChartField and Budget Category filters to specify the ChartField values to be included in the analysis. If the Detail View check box on the Tree Level Attributes page is clear for a tree node level, the users accessing their budget centers on that tree level cannot filter ChartFields other than the View By ChartFields and will view the analysis at a summary level. Comparative Budget Analysis The report shows the proposed budget and historical data based on the parameters you define. You can view, print, or save the data in spreadsheet format Budget Version Comparison The report shows the proposed budget amounts for each version based on the parameters you define. You can view, print, or save the data in spreadsheet format. Budget Period Analysis The report shows the proposed budget amounts for each budget period based on the parameters you define. You can view, print, or save the data in spreadsheet format. See Also Chapter 17, Preparing Line-Item Budgets, Inquiring on Line Item Budgeting Data, page 277 PeopleSoft Proprietary and Confidential 279

304 Preparing Line-Item Budgets Chapter PeopleSoft Proprietary and Confidential

305 CHAPTER 18 Preparing Position Budgets This chapter provides an overview of working with position budgets and discusses how to: Select position budgeting activities. Add new positions and copying existing positions. Fill positions. Edit positions. Modify and distribute position costs. Apply mass position costs adjustments. View existing human resource data. Inquire on position budgets. Understanding Position Budgeting In PeopleSoft Budgeting, position budgeting refers to the activity of budgeting for personnel costs by position. You use position budgeting to develop personnel line-item budgets for salaries, earnings, benefits, and employer-paid taxes. To perform position budgeting in PeopleSoft Budgeting, you can use actual position and employee data you import from your human resource system. When you import positions into Budgeting, you need to define the budget center of each position using the Map HR Department to Budget Center page. The system uses this information to assign ownership of each position to a budget center. This is a one-time process. Note. After the system assigns an existing position to a budget center, the human resource department data becomes informational-only. If your organization shares the cost of a position across more than one budget center, you split the funding of the position by distributing the costs across multiple budget centers. If you belong to a budget center that is contributing to the cost of a shared position, but you are not the owner, you can view your share of the costs within your personnel line-item budgets. The budget center in which you create a new position is the owner of the new position. Position budgets include filled and unfilled positions unless the budget coordinator selected the option to exclude a specific position from budget calculation on the Position Data page. If a position is selected for exclusion from budget calculation, the costs and distributions are not included in the position budget amounts for position budgeting or within your personnel line-item budgets. PeopleSoft Proprietary and Confidential 281

306 Preparing Position Budgets Chapter 18 Budget amounts in position budgeting represent annual figures, so adjustments must also be made using an annual amount. In PeopleSoft Budgeting, you work with slices of your position budgets one at a time, based on your budget center definition. This increases the efficiency of the system and enables other budget users to access other data slices of the budgeting model at the same time. So when you want to work with position budgets, you check out a budget version for the position budgeting activity and select the type of position budgeting activity to perform. After you finish budgeting positions, you check in the activity. Position budgeting amounts are reflected in line-item budgets after you perform budgeting model recalculations. See Also Chapter 7, Integrating With PeopleSoft Human Resources Management Applications, page 55 Chapter 8, Integrating With Other Enterprise Performance Management Applications, page 73 Chapter 13, Building the Budgeting Model, page 145 Chapter 16, Budget Work Items and Versions, page 207 Prerequisites Before you begin working with position budgeting, you must complete the following: 1. Set up position budgeting defaults at the budget coordinator level. Set up defaults for existing positions from your human resource system and for new positions in position budgeting. This information includes defaults like position number, position budgeting accounts, position data, and job codes. 2. Import position data into PeopleSoft Budgeting at the budget coordinator level. We deliver tables that PeopleSoft Budgeting uses to obtain position data. The information in the tables is static because you import it at one point in time. You can change the data once you begin working with position budgeting. The types of position and human resource information you import into the tables include the following: Existing filled and unfilled positions, including position and employee numbers, incumbents, compensation, and cost distributions. Job codes you can use for different types of positions. Union code information. Salaryplans(including grades and steps) that you can use to project base salaries and merit increases. Benefit plans and codes you can use to project employer costs for benefits and retirement. Earning codes that you can use to calculate special earnings paid to employees in addition to base salary. Employer-paid taxes that you can use to calculate employer liability for the Federal Insurance Contributions Act, Medicare, and Social Security. 3. (Optional) Update existing employee data from PeopleSoft HRMS before publishing a budgeting model at the budget coordinator level. 4. Set up a budgeting model to include position data at the budget coordinator level. 5. Have a working version of the budget. 282 PeopleSoft Proprietary and Confidential

307 Chapter 18 Preparing Position Budgets The system generates a working version for the budget preparer level when the budgeting model is published. You can also create one by copying the base budget or another version. 6. Check out a working version of the budget for the position budgeting activity. After you complete your position budgeting modifications, we recommend that you check in the version. The version must be checked-in when the recalculation of the budgeting model is performed at the budget coordinator level. Note. If you do not check in the version, the system automatically checks-in the version during the model recalculation process. Common Elements Used in This Chapter Benefits Plan Type or Plan Type Budget Factor Earnings Code Effective Sequence Empl Rec# (employee record number) FTE (full-time equivalent) Full/Part Time Headcount or Head Count Job Code Position Number Defines a specific compensation structure for fringe or retirement benefits. An organization has a different benefits plan type for each unique benefit program. The system uses a budget factor to calculate the portion of the position costs for an unfilled position that are included in the budget. For example, if the budget factor is 1.00, the system calculates 100 percent of the position costs as the position budget amount. If the budget factor is 0.75, the system calculates 75 percent of the position costs in determining the position budget amount. Defines compensation associated with an employee that is paid in addition to base salary. These earnings can be defined in the PeopleSoft HRMS as included or excluded from gross salary that is subject to taxes. Earnings can be defined as flat amounts or as a percentage of base salary. Used to distinguish two effective-dated, active job entries for one employee. Employee job sequence number used in PeopleSoft HRMS to distinguish multiple jobs that are concurrently assigned to an employee. Represents the full-time, permanent, standard number of work hours per week defined for a job classification or job code. Classifies a position as a full-time position or a part-time position. If you define a position as full-time and fill it with two part-time employees, you have a job-sharing situation. If you define two part-time positions and fill them with one employee, you have a situation where an employee has concurrent jobs. Represents the number of people. A position that is shared equally by two people has a headcount of 2 and an FTE of Refers to one job classification or a group of job classifications grouped together because they have similar compensation structures. Identifies a position, which equates to a job requisition. A position can be 1.00 FTE and can be assigned to more than one employee as long as the sum of their assignments to the position does not exceed 100 percent. For example, a position that is shared equally by two people has a headcount of 2 and an FTE of PeopleSoft Proprietary and Confidential 283

308 Preparing Position Budgets Chapter 18 Reg/Temp (regular/temporary) Classifies a position as either regular-permanent or temporary. Select one of these values: Regular: A permanent position. Temporary: A temporary position. Salary Plan Salary Grade Salary Step Standard Hours Union Code Defines a specific compensation structure for salaries. An organization has a different salary plan for each salary structure. For example, if you have a salary structure for exempt employees that is different from nonexempt employees, you have at least two salary plans. A salary plan comprises grades and steps. Defines a specific salary range within a salary plan. For example, suppose you have a salary plan with 15 grades, each with a unique salary range. Grade A has a minimum salary of 10,000 and maximum salary of 20,000; grade B has a minimum salary of 13,000 and a maximum salary of 23,000; grade C has a minimum salary of 18,000 and a maximum salary of 30,000; and so on. Defines a specific salary rate within a salary range. For example, suppose you have a salary range with a minimum salary of 10,000. Salary steps for this range are defined in 10 percent increments. Therefore, step 1 is 10,000, step 2 is 11,000, step 3 is 12,100, step 4 is 13,310, and so on. Represents the total work hours per week defined for a position. The system uses the Standard Hours field to determine the number of hours defined for an FTE. Typical values for standard hours are 40.0, 37.5, 30.0, 20.0, and Represents positions with similar compensation plans and members of the same labor union subject to the same benefit structures. ChartFields Used in Position Budgeting PeopleSoft Budgeting supports integration with PeopleSoft Human Resources Management (HRMS) and third-party human resource applications. The ChartFields that you work with in position budgeting are those that meet the following requirements: 1. They are ChartFields that are selected for use in PeopleSoft Budgeting. 2. They are available in both the financial and human resource applications with which you are integrating. 3. They are defined and included as dimensions in the budgeting model definition. ChartFields Configured for PeopleSoft Budgeting You use the ChartField Configuration page to select the ChartFields you want available to use in PeopleSoft Budgeting. You select ChartFields independent of the data sources with which you are integrating. Because of this, you can select a ChartField that is not supported by a selected integration source and will not appear as a ChartField you can use in the budgeting model. ChartFields Available by Integration Source The system considers both the integration source for human resource data, as well as for financial data when determining the available ChartFields used for position budgeting. Only ChartFields that are supported in both the financial data integration source and human resource data integration source are used in position budgeting. You defined these integration sources using the Budget Installation Options page. 284 PeopleSoft Proprietary and Confidential

309 Chapter 18 Preparing Position Budgets The following table illustrates with an X the ChartFields that are available by application: ChartField PeopleSoft Financial Management 8.0x PeopleSoft Financial Management 8.4 PeopleSoft HRMS 8.0x PeopleSoft HRMS 8.3 PeopleSoft HRMS 8.8 Third-Party Financial or Human Resource Application Account X X X X X X Alternate Account X X X X X X Operating Unit X X X X X X Department X X X X X X Product X X X X X X Fund Code X X X X X Program Code X X X X X Class Field X X X X X Budget Reference X X X X X Affiliate X X X X X X Fund Affiliate X X Operating Affiliate X X ChartField 1 X X X X X ChartField 2 X X X X X ChartField 3 X X X X X PeopleSoft Proprietary and Confidential 285

310 Preparing Position Budgets Chapter 18 ChartField PeopleSoft Financial Management 8.0x PeopleSoft Financial Management 8.4 PeopleSoft HRMS 8.0x PeopleSoft HRMS 8.3 PeopleSoft HRMS 8.8 Third-Party Financial or Human Resource Application Currency Code X X X X X X Statistics Code X X X Budget Period X X X X X X Project ID X X X X X X ChartFields Defined and Included as Dimensions in the Budgeting Model You define the dimensions you want included in the budgeting model using the Budget Model Dimensions page. You can select from the ChartFields that are available in the selected financial data integration source. However, during position budgeting, only those ChartFields that are supported in both the financial and human resource data integration sources are available. Only the subset of ChartFields that are available in both applications can be used in position budgeting. For example, if you are integrating with PeopleSoft HRMS 8.3 and PeopleSoft Financial Management 8.0x, the following ChartFields will be available in position budgeting based on the information provided in the table above: Account Alternate Account Operating Unit Department Product Affliate Currency Code Budget Period Project ID 286 PeopleSoft Proprietary and Confidential

311 Chapter 18 Preparing Position Budgets Using the Position Budgeting Menu In PeopleSoft Budgeting, the Position Budgeting Menu page is the central page that enables you to select and perform your position budgeting activities. From this page, you access the pages that enable you to perform the following activities: Add, copy, fill, and edit positions. Apply adjustments to salary, benefit, and earning amounts for one or more job codes, positions, or employees. Viewhumanresource data used in PeopleSoft Budgeting. Perform an inquiry, analyze, and download position budget data. Page Used to Select Position Budgeting Activities Page Name Object Name Navigation Usage Work Item Details BP_RAPID_WRKLST Budgeting, Work Item Details Budget Work Item Version Details BP_VERSION_DETAIL From the Work Item Details page, click the budget center for the line item on which you want to drill down. Position Budgeting Menu BP_POSITION_MENU Select Check Out Budget or Check Out Budget Read-Only for the Position Budgeting activity and click Go on the Budget Work Item Version Details page. You can also click Method Amount on thelineitem budgeting activity where the budgeting method is POSBUD. Choosing Position Budgeting Activities Access the Position Budgeting Menu page. Use this page to drill down further for information on work item version details. Use this page to select the budget center for which youwanttofineoutmore detailed information on line item budgets. Access position budgeting pages that enable you to manage, adjust, analyze, or inquire on position data. This page is the primary menu for position budgeting activities. PeopleSoft Proprietary and Confidential 287

312 Preparing Position Budgets Chapter 18 Position Budgeting Menu page The page is divided into four group boxes: Position Management Adjustment Position Analysis Inquiry Select activities that enable you to add, copy, edit or fill positions. Access pages to perform salary, earnings, or benefits adjustments by job code, position, or union code. The system applies adjustments to base salary, or change earnings, or benefit amounts by effective date. Perform inquiries and download position budget data to a spreadsheet. Inquire on human resources data used for position budgeting, including existing action reasons, benefit plan types, earnings codes, job codes, tax classes, and union codes. Adding and Copying Positions This section discusses how to: Add new positions. Add new positions by copying from existing positions. 288 PeopleSoft Proprietary and Confidential

313 Chapter 18 Preparing Position Budgets Pages Used Add Positions Page Name Object Name Navigation Usage Work Item Details BP_RAPID_WRKLST Budgeting, Work Item Details Budget Work Item Version Details BP_VERSION_DETAIL From the Work Item Details page, click the budget center for the line item on which youwanttodrilldown. Position Budgeting Menu BP_POSITION_MENU Select Check Out Budget or Check Out Budget Read-Only for the Position Budgeting activity and click Go on the Budget Work Item Version Details page. Use this page to drill down further for information on work item version details. Use this page to select the budget center for which youwanttofineoutmore detailed information on line item budgets. Add or copy position data. You can also click Method Amount on the line item budgeting activity where the budgeting method is POSBUD. Position Data BP_POSITION Select the Add a Position activity for Position in the Position Management group box on the Position Budgeting Menu page. Then click Go. Position Copy BP_COPY_POSITION Select the Copy Position activity for Position in the Position Management group box on the Position Budgeting Menu page. Then click Go. Add a new position and define position data defaults for the position. Add a new position by copying position defaults from an existing position. Adding Positions Access the Position Data page. PeopleSoft Proprietary and Confidential 289

314 Preparing Position Budgets Chapter 18 Position Data page The Position Data page captures the most essential data that the system uses to develop position budgets in PeopleSoft Budgeting. The system uses some of the data for calculation purposes, while some of it is for informational purposes only. The following table lists the data by primary function budget calculations or information. Budget Calculations Information Job Code Reason Standard Hours Title FTE (full-time equivalent) Short Title Budget Factor HR Department Exclude from Budget Calc (exclude from budget calculations) Full/Part Time 290 PeopleSoft Proprietary and Confidential

315 Chapter 18 Preparing Position Budgets Budget Calculations Information Reg/Temp Max Head Count Each position record contains default information that comes from your human resource system or from defaults defined at the budget coordinator level. An existing position that you imported from your human resource system contains information extracted from data associated with that position in human resources. A new position you add in position budgeting contains defaults from one of the following: If you added the position by copying from an existing position, the system uses the information associated with the position you copied as defaults for the new position. If you added the position directly and it is not copied from an existing position, the system uses the defaults you defined as part of position budgeting setup. Position Number Effective Date Status When you add a new position, DEFAULT appears as the Position Number until you save the position record. Upon saving, the system-generated number for the new position appears. All position data is effective-dated and the system picks up costs associated with the position in the personnel line-item budget in the periods that they occur. You cannot fill a position that is inactive and you cannot inactivate a position that is filled. Note. If you select the Inactive status for a position, the system includes the position s costs, distributions, and FTE count for budgeting purposes unless you select the Exclude from Budget Calc check box. Exclude from Budget Calc (exclude from budget calculations) Reason Job Code HR Department (human resource department) Select to make the system withhold this position when calculating budget amounts, FTE, and head count. The position attributes and cost information of an excluded position remain in the database for your reference. The reason code is not used for calculating budget amounts. It is information that you can export to your human resource system. The available options depend on the job code defaults defined at the budget coordinator level. The value you select affects the distributions and compensation values of the position. These details can be viewed and overridden, when allowed, by using the Salary Distribution, Earnings/Allowance Defaults, Benefits Defaults, and Tax Default links. The value is informational-only and references the human resources department that is associated with the position. When you imported an existing position into PeopleSoft Budgeting, the system used the HR Department to determine the budget center that owns the position. If you export position data from PeopleSoft Budgeting, the original HR Department value is exported and can be used by your human resource system. PeopleSoft Proprietary and Confidential 291

316 Preparing Position Budgets Chapter 18 Salary Plan, Grade, and Step Distribution Defaults You can modify the salary defaults if the Amount Override Allowed option is selected for the Salary Group defined for the Job Code. The option is defined on the Salary Group page. The compensation and distribution defaults are associated with the job code definition. Salary Distribution: Click to access pages used to override the default ChartField distributions and salary costs of a position. Earnings/Allowance Defaults: Click to access pages used to override the default ChartField distributions and earnings costs of a position. Benefits Defaults: Click to access pages used to override the default ChartField distributions and benefits costs of a position. Tax Default: Click to access pages used to override the default ChartField distributions and tax costs of a position. Copying Existing Positions Access the Position Copy page. Position Copy page You can copy a position to create one or many new positions with the same attributes. The defaults associated with the new positions come from the position you copied. The system assigns an unfilled employee to a new position. You can override the defaults and fill the position after the copy process is complete. Number of Positions to Create Copy from Position Copy You can create an unlimited number of positions copied from an existing position. Identify the position to copy. Click to have the system display all of the added positions in the New Positions Created grid. The Position number for each new position is system-generated 292 PeopleSoft Proprietary and Confidential

317 Chapter 18 Preparing Position Budgets using autonumbering and, if defined by the budget coordinator during position budgeting setup, can begin with a prefix that distinguishes the position as new. Position Data Select the link to view and modify attributes and access distribution details for the position. The ChartField distributions and compensation values for salary, benefits, earnings, and taxes for the new positions come from those associated with the position you copied. You can override these defaults, if allowed by the budget coordinator, at the position level and make modifications to the position attributes. Note. The position copy feature does not copy the existing employee (or incumbent) from the copied position into the new position. The new position is unfilled. Filling Positions This section discusses how to assign a position to an employee. PeopleSoft Proprietary and Confidential 293

318 Preparing Position Budgets Chapter 18 PagesUsedtoFill Positions Page Name Object Name Navigation Usage Work Item Details BP_RAPID_WRKLST Budgeting, WorkItem Details Budget Work Item Version Details BP_VERSION_DETAIL From the Work Item Details page, click the budget center for the line item on which youwanttodrilldown. Position Budgeting Menu BP_POSITION_MENU Select Check Out Budget or Check Out Budget Read-Only for the Position Budgeting activity and click Go on the Budget Work Item Version Details page. You can also click Method Amount on the line item budgeting activity where the budgeting method is POSBUD. Fill Position BP_FILL_POSITION Select the Fill Position activity for Position in the Position Management group box on the Position Budgeting Menu page. Then click Go. Employee Job History BP_EMPL_HISTORY Enter an employee ID and then click the Empl Rec# link or the Add New/Concurrent Job link on the Fill Position page. Position Data BP_POSITION Click the Position Data link on the Fill Position or Employee Job History pages. Usethispagetodrill down further for information on work item version details. Use this page to select the budget center for which you want to fine out more detailed information on line item budgets. Access position budgeting pages that enable you to manage, adjust, analyze, or inquire on position data. This page is the primary menu for position budgeting activities. Select an employee that you want to assign to a position. Assign an employee to a position. View the total position costs for an employee broken down by salary, earnings, benefits, and taxes. View and modify position attributes assigned to an employee. Access salary, earnings, benefits, and tax costs and distribution defaults for the position. Assigning Positions to Employees Access the Fill Position page. 294 PeopleSoft Proprietary and Confidential

319 Chapter 18 Preparing Position Budgets Fill Position page Employee ID Position Data Emp Rec# (employee record number) Add New/Concurrent Job Once you select an employee, the system displays the current position data for that employee. If the system cannot locate any positions or employee record numbers associated with the selected Employee ID, the list is empty. Click the position number link to view the position details on the Position Data page. Click the employee record number to view the job history details of that employee in that position. The details for Empl Rec# that appears on the Employee Job History page comes from the Empl Rec# link you select on this page. Click to assign a new employee to a position and create a new employee record number for the employee. The system automatically generates a new Empl Rec# for this employee. Employee Job History Page: General Tab Access the Employee Job History page. PeopleSoft Proprietary and Confidential 295

320 Preparing Position Budgets Chapter 18 Employee Job History page The information in the Job History grid is associated with the selected Employee ID and Empl Rec#. Add a new row to fill a position with an employee. Position Select a value to assign the employee to a position, which will add them into the new position. The FTE default for the position is 1.00, except when there is less than 1.00 FTE available. If the position you select has less than 1.00 FTE available, the system uses the available FTE amount as the default. This FTE value appears under the General tab and Employee Job Detail page. If there are no FTE available for the position, the system displays a warning message indicating that the position is filled. You can change the FTE for the employee assigned to the position using the Employee Job Detail page. You can change the total FTE for a position using the Position Data page. Note. If you assign an employee to a position where the unfilled FTE portion is greater than zero but less than 1.0, the system assigns the available portion to the employee. If the maximum FTE for the position are exceeded, the system displays a warning message. The system populates default compensation and distributions for the employee based on the Job Code associated with the selected position. You can override the job code on the Employee Job Detail page. You can also change the distributions for the employee using the distribution pages. If you add a new effective-dated row for a position and use the same job code, the system uses the data from the previous row to populate the distributions for the employee. Position Data Click to view incumbent employees and modify attributes assigned to a position. 296 PeopleSoft Proprietary and Confidential

321 Chapter 18 Preparing Position Budgets Employee Job History Page: Details Tab Click the Details tab to view salary and benefits information. Salary Subject Earnings Gross Pay Allowance Benefits OTP (one-time pay) Total base salary amount for the employee as defined by the salary plan, grade, and step. Total cost of earnings associated with the employee. These earnings costs are in addition to the base salary and are considered part of gross pay. Sum of the Salary and Subject Earnings. Total cost of earnings associated with the employee but not defined as part of gross pay. These earnings costs are exempt from tax and benefit calculations. Total cost of benefit plan types associated with the employee. Represents payments that occur once on the effective date and are not annualized like salary, benefits, earning, and tax costs. Editing Existing Positions This section discusses how to: Search for positions to modify. Modifyposition attributes for an employee. Pages Used to Modify Existing Positions Page Name Object Name Navigation Usage Work Item Details BP_RAPID_WRKLST Budgeting, Work Item Details Budget Work Item Version Details BP_VERSION_DETAIL From the Work Item Details page, click the budget center for thelineitemonwhich youwanttodrilldown. Position Budgeting Menu BP_POSITION_MENU Select Check Out Budget or Check Out Budget Read-Only for the Position Budgeting activity and click Go on the Budget Work Item Version Details page. You can also click Method Amount on the line item budgeting activity where the budgeting method is POSBUD. Use this page to drill down further for information on work item version details. Use this page to select the budget center for which you want to fine out more detailed information on line item budgets. Access position budgeting pages that enable you to manage, adjust, analyze, or inquire on position data. This page is the primary menu for position budgeting activities. PeopleSoft Proprietary and Confidential 297

322 Preparing Position Budgets Chapter 18 Page Name Object Name Navigation Usage Position Search BP_POS_SRCH Select the Edit a Position activity for Position in the Position Management group box on the Position Budgeting Menu page. Then click Go. Position Data BP_POSITION Click a Position link from the Position Search page. Employee Job Detail BP_JOB_DTL Click the Job History link on the Position Data page for an employee who has been assigned to the position. Salary Distribution BP_SALARY_DISTR Clickthe Salary link on the Position Data page. Click the Salary link on the Employee Job Detail page. Earnings/Allowance BP_EARN_CD Clickthe Earnings/Allowance link on the Position Data page. Clickthe Earnings/Allowance link on the Employee Job Detail page. Earnings/Allowance Distribution BP_EARN_DISTR Click the Distribution button on the Earnings/Allowance page. Benefit Plan BP_BNFT_PLAN Click the Benefits link on the Position Data page. Click the Benefits link on the Employee Job Detail page. Search and access positions to edit. You can search for positions by job code, union code, position number, employee identification number, or employee name. View and modify position attributes assigned to an employee. Access salary, earnings, benefits, tax compensation and distribution data for the position. View and update the job history detail for a employee. Access salary, earnings, benefits, taxes, and job history for an employee. If the coordinator enabled override, you can override the default ChartField distributions and salary costs of a position. The distribution and compensation defaults are associated with the job code definition. If the coordinator enabled override, you can override the default ChartField distributions and earnings costs of a position. The distribution and compensation defaults are associated with the job code definition. View, add, and modify ChartField distributions for the earnings and allowance costs associated with a position or an employee assigned to a position. If the coordinator enabled override, you can override the default ChartField distributions and benefits costs of a position. The distribution and compensation defaults are associated with the job code definition. 298 PeopleSoft Proprietary and Confidential

323 Chapter 18 Preparing Position Budgets Page Name Object Name Navigation Usage Benefits Distribution BP_BNFT_DISTR Click the Distribution button on the Benefit Plan page. Tax Rate BP_TAX_RATE Click thetax Defaultlink on the Position Data page. Tax Distribution BP_TAX_DISTR Click thedistribution button on the Tax Rate page. Employee Job History BP_EMPL_HISTORY Click the Job History link on the Employee Job Detail page. Editing Existing Positions Access the Position Search page. View, add, and modify ChartField distributions for the benefits costs associated with a position or an employee assigned to a position. If the coordinator enabled override, you can override the default ChartField distributions and tax costs of a position. The distribution and compensation defaults are associated with the job code definition. View, add andmodifythe ChartField distributions for the employer-paid tax costs associated with a position or an employee assigned to a position. Create an employee record enabling you to assign it to a position. View the total position costs for an employee broken down by salary, earnings, and benefits. Position Search page PeopleSoft Proprietary and Confidential 299

324 Preparing Position Budgets Chapter 18 Search Criteria Enter criteria that the system uses to retrieve positions that you can access. The positions that meet the entered criteria appear in the Position Search Results grid area when you click the Find button. Job Code, Union Code, Position Number, Employee ID, and Name Show Excluded Positions Search Option Find Use these fields to enter the search criteria. Select to expand your search results to include positions that are defined as excluded from budget calculations. You can select to view position information by Position, Employee, or Job Code. Click the Find button to have the system search and retrieve all positions that match the selection criteria associated with the budget center. Position Search Results The positions appearing in the grid area depend on the entered Search Criteria. For each position, the accompanying information appearing depends on the view you selected. The fields that can appear include the following: Position and Description Job Code and Description Employee ID, Empl Rec # and Name Vacant Budget Impact Budget Calc Currency Code The system displays the position number and description for positions that meet the search criteria. Click the Position link to access the Position Data page and modify position attributes and access distribution details for a position. The job code number and name associated with the position. The employee identification number and name associated with the position. Yes indicates that the position is vacant. No indicates that the position has an employee assigned to it for at least a portion of the budget period. Represents the total cost impact to personnel line item budgets of the budgeted position for the defined budget period. The total cost includes salary, earnings, benefits, and employer-paid taxes. The total cost does not take into consideration the filled or vacant status of the position. Indicates if the position is defined as included or excluded from budget calculations. You use the Exclude from Budget Calc check box on the Position Data page to define the budget calculation status for the position. Indicates the currency code associated with the position. Employee Job Detail Page Access the Employee Job Detail page. 300 PeopleSoft Proprietary and Confidential

325 Chapter 18 Preparing Position Budgets Employee Job Detail page Action/Reason Job Code Union Code Full/Part Time Reg/Temp (regular/temporary) Standard Hours FTE (full-time equivalent) Reason for the modifications. All codes are for informational purposes, except the terminate action, which will discontinue using the job record and pick up the position default instead. Job Code associated with the existing employee. The default comes from the job code located on the Employee Job History page. When a position is not filled, the job code default for a position is initially defined on the Position Data page. The system updates the compensation and distribution defaults based on the Job Code defaults if you change the Job Code for an existing employee. Attribute associated with the position. Attribute associated with the position. Attribute associated with the position. Calculated based on the employee history from human resources. Calculated based on employee history from human resources. If the coordinator does not select Salary Override Allowed for the job code defaults and you modify the FTE, the system automatically updates the salary amount PeopleSoft Proprietary and Confidential 301

326 Preparing Position Budgets Chapter 18 for the employee, based on the salary plan, grade, and step defaults. Click Apply FTE to update the salary based on your FTE change. Salary Plan, Salary Grade, and Step The salary data defaults from the Position Data page and is associated with the job code. If the Amount Override Allowed option is selected for the salary group on the Salary Group page, you can modify the Salary Plan. You can also access additional pages for salary, earnings, allowances, benefits, and job history using the links at the top of the page. Modifying and Distributing Position Costs Position costs can be distributed across multiple budget centers. For example, if your budget center is defined as department, you can distribute position costs across multiple budget centers when one or more departments share the cost of a position. In the case of a shared position, you assign one budget center as the owner of the position. The budget center owner of the position must enter the distributions for other budget centers. Budget users of the other budget centers see the distributions in their personnel line-item budgets after the system recalculates the budgeting model. Distributions are defined as a percentage of the position cost to be distributed. The ChartFields required on the distribution pages are dependent on the key structure defined as part of your budget control setup. You use the Salary Distribution, Earnings/Allowance Distribution, Benefits Distribution, and Tax Distribution pages to view and modify distributions for a position or for an employee assigned to a position. If you are working with distributions for a position, the system uses the distribution definition for each whole and partial FTE assigned to the position. The total FTE for a position is located on the Position Data page. If you are defining distributions for an employee assigned to the position, the system uses the distribution definition for the FTE associated with the employee ID, employee record number, and position. The FTE for the employee is located on the Employee Job Detail page. Note. If you add a position but the budget coordinator has not defined a distribution profile for the job code default, then the salary, earnings, benefits, and tax distributions at the position level default to use 100 percent for the budget center ChartField. You must enter any other ChartField distributions for the position using the distribution pages. If the budget coordinator sets up the system to use the default ChartField values in a distribution profile, the system populates the ChartField values on the Salary Distribution, Earnings/Allowance Distribution, Benefits Distribution, and Tax Distribution pages after you save a new position. If Enforce Budgets is enabled on the Phase Ledger page, the system validates ChartField combinations each time you save a new ChartField combination. If the system finds an invalid ChartField combination, the system displays an error message. 302 PeopleSoft Proprietary and Confidential

327 Chapter 18 Preparing Position Budgets Warning! If you distribute compensation costs for a position across ledgers, you must enter the data into each ledger separately with its prorated share of the position costs. For this reason, we have not placed a system constraint on the distribution pages that forces you to distribute 100 percent of the position costs. You can enter distribution percentages for the position that do not total 100 percent on the distribution pages. Therefore, you must be careful to ensure that the distribution percentages you enter across multiple ledgers add up to 100 percent. Within a budgeting model, the system does validate that the entered distribution percentage does not exceed 100 percent. Pages Used to Modify and Distribute Position Costs Page Name Object Name Navigation Usage Work Item Details BP_RAPID_WRKLST Budgeting, Work Item Details Budget Work Item Version Details BP_VERSION_DETAIL From the Work Item Details page, click the budget center for the lineitemonwhich youwanttodrilldown. Position Budgeting Menu BP_POSITION_MENU Select Check Out Budget or Check Out Budget Read-Only for the Position Budgeting activity and click Go on the Budget Work Item Version Details page. You can also click Method Amount on the line item budgeting activity where the budgeting method is POSBUD. Position Data BP_POSITION Select the Add a Position activity for Position in the Position Management group box on the Position Budgeting Menu page. Then click Go. Salary Distribution BP_SALARY_DISTR Click the Salary Distribution link on the Position Data page. Use this page to drill down further for information on work item version details. Use this page to select the budget center for which you want to fine out more detailed information on line item budgets. Access position budgeting pages that enable you to manage, adjust, analyze, or inquire on position data. This pageistheprimary menu for position budgeting activities. Access the distribution pages for salary, earnings, benefits, and taxes. View and modify ChartField distributions for the salary costs of a position. View andmodifychartfield distributions for the salary costs associated with an employee assigned to a position. PeopleSoft Proprietary and Confidential 303

328 Preparing Position Budgets Chapter 18 Page Name Object Name Navigation Usage Earnings/Allowance BP_EARN_CD Click the Earnings/Allowance Defaults link on the Position Data page. View and modify earnings and allowance costs for a position. Define earnings as part of gross pay. View and modify earnings and allowances costs for an employee assigned to a position. Define earnings as part of gross pay. Earning/Allowance Distribution BP_EARN_DISTR Click the Distribution button on the Earnings/Allowance page. View and modify ChartField distributions for the earnings and allowance costs associated with a position. View and modify ChartField distributions for the earnings and allowance costs associated with an employee assigned to a position. Benefit Plan BP_BNFT_PLAN Click the Benefits Defaults link on the Position Data page. Benefits Distribution BP_BNFT_DISTR Click the Distribution button on the Benefit Plan page. View and modify benefits for a position. View and modify benefits for an employee assigned to a position. View and modify ChartField distributions for the benefits costs associated with a position. View and modify ChartField distributions for the benefits costs associated with an employee assigned to a position. Tax Rate BP_TAX_RATE Click the Tax Default link on the Position Data page. View and modify employer-paid taxes for a position. View and modify employer-paid taxes for an employee assigned to a position. Tax Distribution BP_TAX_DISTR Click the Distribution button on thetaxratepage. View and modify ChartField distributions for the employer-paid tax costs associated with a position. View and modify ChartField distributions for the employer-paid tax costs associated with an employee assigned to a position. 304 PeopleSoft Proprietary and Confidential

329 Chapter 18 Preparing Position Budgets Modifying Salary Distributions Access the Salary Distribution page. Salary Distribution page Account Percentage and Amount Total Salary, Total Salary Applied, and Amount Remaining You can change the account for salary costs if Allow Account Override is selected for the salary group defaults. Indicates the percentage of the Total Salary to be charged to ChartField values that you define. You can distribute position budgets to multiple budget centers, if your budget center is the owner of the position. The Amount indicates the actual amount of the salary cost as determined by the percentage you enter. If the budget for the position is distributed within one ledger, the distributed amount cannot exceed 100 percent of the salary costs for the position. You can compare the Total Salary amount of the position with the Total Salary Applied, which represents how much of the total you have distributed. The Amount Remaining is the salary amount that has not been distributed. For each distribution line, select values for the ChartFields that represent the budget to which you are distributing the salary amounts. You can distribute these salary amounts and other related position costs across multiple budget centers. PeopleSoft Proprietary and Confidential 305

330 Preparing Position Budgets Chapter 18 Entering Earnings Access the Earnings/Allowance page. So that you can distribute salary costs across ledgers if needed, the system does not require that salary distribution percentages total 100 percent. To distribute position salary costs across multiple ledgers, you must enter the data into the other ledger separately with its prorated share of the position costs. Earnings/Allowance page %Salary(percentage of salary) and Fixed Amount Earnings Amount Earning Code Add to Gross If the coordinator selected Amount Override Allowed, you can change the percentage or amount on the earning code defaulted from the earning group. You can define earnings and allowances as a percentage of the base salary amount or as a fixed amount, but not both. The system calculates and displays the earnings or allowance cost amount based on the percentage or fixed amount definition you enter. If you are modifying earnings or allowances for a position, the Earning Code displays the earnings code defaults for the position appearing on the page. If you are modifying earnings for an employee assigned to the position, the earnings code displays the earnings defaults for the employee ID, employee record number, and position appearing on the page. For position data calculations based on gross pay, the system determines the gross pay amount by summing the base salary and all earnings defined as Add to Gross. The default comes from the earnings code definition imported from your human resource system, which you can view using the Earnings Code page. We define allowances as those earnings that are not defined as part of gross pay. 306 PeopleSoft Proprietary and Confidential

331 Chapter 18 Preparing Position Budgets One-Time Pay Account Specifies the earnings as a one-time payment for the specified effective date and sequence. If the one-time pay amount is added to the gross pay amount for percent calculations using gross pay, the system includes the one-time pay amount for that period but does not annualize the amount. One-time payments are associated to the effective-date. If you are assigning an employee to a new position containing a one-time pay, and the employee is entitled to the one-time payment, both the employee s effective date and the new position effective date must be the same so that the system can capture and create the one-time payment for the employee. If you have one-time payments defined for an existing employee filling a position, one-time pays are not carried forward when inserting a different effective dated row. The system capturesone-timepaymentswheneffective dates are equal but the sequence number is different. If the coordinator selected Account Override Allowed for the earning group associated with the job code default, you can modify the account used for earnings and allowance distributions. The Gross Salary is the value the system uses to calculate benefits and taxes that are defined as a percentage of salary. The Earnings (Added to Gross) is the sum of all earnings that are included as part of gross salary. The Allowance total represents all earning totals that are not added to gross pay. The Total Earnings value is the sum of all earnings and allowance amounts. The One Time Pay total is the sum of those earnings selected as one-time pays for the current effective date. Viewing and Modifying Distributions for Earnings and Allowance Costs Click the Distribution button on the Earnings/Allowance page. PeopleSoft Proprietary and Confidential 307

332 Preparing Position Budgets Chapter 18 Earning/Allowance Distribution page Account, Earning Code, and Earnings Amount Earnings Applied and Amount Remaining Percent and Amount The values in these fields are defaults from the Earnings/Allowance page. Earnings Amount is the earning cost associated to a particular earning code. You see a running total of the earnings applied. You can compare the Earnings Amount (the total earnings for the earning code) with the Earnings Applied (the amount that has been distributed). The Amount Remaining is the difference between the Earnings Amount and Earnings Applied. It is the amount of earning costs that remains to be distributed to ChartFields. Enter a value to indicate the portion of the earnings amount that you want to charge to the associated ChartFields. Enter the percentage as a whole number. For example, enter 30 for 30 percent. The Amount indicates the actual amount of the earning cost as determined by the percentage you enter. For example, if the Earnings Amount is USD 20,000 and you want to charge 100 percent to one ChartField distribution, the default amount is USD 20,000. If you want to split the earning cost between two different 308 PeopleSoft Proprietary and Confidential

333 Chapter 18 Preparing Position Budgets ChartField distributions, you enter 50 for one and 50 for another. The default amount for each line is USD 10,000. For each distribution line, select values for the ChartFields that represent the budget to which you are distributing the earning amounts. You can distribute these earning amounts and other related position costs across multiple budget centers. If you need to distribute earning costs of a position to multiple ledgers, you must enter the data into the ledgers separately. Total Earnings, Total Earnings Applied, and Amount Remaining Apply Salary Distribution Total Earnings represents the sum of calculated earnings amount for all earnings assigned to the position. The Total Earnings Applied represents the sum of all earnings distributed for the position. The Amount Remaining is the difference between the Total Earnings and Total Earnings Applied. It is the amount of earning costs for all earning codes that remain to be distributed to ChartFields. Click to use the same ChartField values that you used for the salary distribution. Entering Benefits Data Access the Benefit Plan page. Benefit Plan page %Salary(percent of salary) and Fixed Amount If the coordinator selected the Amount Override Allowed for the Plan Type on the Benefit Group page, you can modify the benefits amount. Specify the benefits as a percentage of the gross pay amount or as a fixed amount, but not both. PeopleSoft Proprietary and Confidential 309

334 Preparing Position Budgets Chapter 18 Benefits Amount Plan Type Account The system calculates and displays the benefits cost amount based on the percentage or fixed amount definition you enter. If the coordinator selected the Amount Override Allowed for the Plan Type on the Benefit Group page, you can select a different benefits plan type. If you are modifying benefits for a position, the Plan Type displays the benefit defaults for the position. If you are defining benefits for an employee assigned to a position, the Plan Type displays the benefit defaults for the employee ID, employee record number, and position. If the coordinator selected Account Override Allowed for the Plan Type on the Benefit Group page, you can modify the expense account used for the benefit. The Gross Pay value is the amount used to determine the benefits amount if the plan type is defined as a percentage of salary. It is the sum of the base salary and earnings that are defined as Add to Gross pay. The Total Benefits value is the calculated sum of all benefit costs associated with the position. View and Modify Distributions for Benefit Costs Click the Distribution button onthebenefitplanpage. Benefits Distribution page (1 of 2) Account, Plan Type, and Benefits Amount The values in these fields are defaults from the Benefit Plan page. Benefits Amount is the benefit cost associated to a particular benefit plan type. 310 PeopleSoft Proprietary and Confidential

335 Chapter 18 Preparing Position Budgets Benefits Applied and Amount Remaining Percent and Amount Apply Salary Distribution You see a running total of the Benefits Applied. You can compare the Benefits Amount (the total benefit for the plan type) with the Benefits Applied (the amount that has been distributed). The Amount Remaining is the difference between the Benefits Amount and Benefits Applied. It is the amount of benefits costs that remains to be distributed to ChartFields. Enter a value to indicate the portion of the benefits amount that you want to charge to the associated ChartFields. Enter the percentage as a whole number. For example, enter 30 for 30 percent. The Amount indicates the actual amount of the benefits cost as determined by the percentage you enter. For example, if the Benefits Amount is USD 20,000 and you want to charge 100 percent to one ChartField distribution, the default Amount is USD 20,000. If you want to split the benefits cost between two different ChartField distributions, you enter 50 for one and 50 for another. The default Amount for each line is USD 10,000. For each distribution line, select values for the ChartFields that represent the budget to which you are distributing the benefits. You can distribute these benefit amounts and other related position budget costs across multiple budget centers. If you need to distribute benefits costs of a position to multiple ledgers, you must enter the data into the ledgers separately. Click to use the same ChartField values that you used for the salary distribution. Benefits Distribution page (2 of 2) Total Benefits, Total Benefits Applied, and Amount Remaining Total Benefits represents the sum of the calculated benefits amount for all benefits assigned to the position. The Total Benefits Applied represents the sum of all benefits distributed for the position. The Amount Remaining is the PeopleSoft Proprietary and Confidential 311

336 Preparing Position Budgets Chapter 18 Entering Employer-Paid Taxes Access the Tax Rate page. difference between the Total Benefits and Total Benefits Applied. It is the benefits amount for all plan types that remains to be distributed to ChartFields. Tax Rate page %Salary(percent of salary) and Fixed Amount Maximum Gross Tax Amount If the Amount Override Allowed check box for the Tax Class is selected on the Employer Tax Group page, you can edit the %Salary or Fixed Amount for the tax. The override control is defined at the budget coordinator level. Specify the budget amount for the employer-paid tax as a percentage of the Gross Pay amount. If you specify a percentage, you cannot specify a fixed amount. Indicates the maximum gross pay amount against which employer-paid taxes are applied. This amount is defined at the budget coordinator level using the Employer Tax Group page. Indicates the system-derived amount for employer-paid taxes. The system determines the Tax Amount according to the parameters you ve selected for the tax class. It multiplies the % Salary by the gross pay for the position, or it applies the fixed amount for the tax depending on how you have defined tax class. 312 PeopleSoft Proprietary and Confidential

337 Chapter 18 Preparing Position Budgets Tax Class Account If the Amount Override Allowed check box for the Tax Class is selected on the Employer Tax Group page, you can modify the Tax Class. If you are modifying taxes for a position, the Tax Class displays the employer-paid tax defaults for the position. If you are defining taxes for an employee assigned to a position, the Tax Class displays the employer-paid tax defaults for the employee ID, employee record number, and position. Indicates the account used to distribute the tax costs. If the coordinator selected Account Override Allowed for the Tax Class on the Employer Tax Group page, you can edit the account value. View and Modify Distributions for Employer-Paid Tax Costs Click the Distribution button on the Tax Rate page. Tax Distribution page (1 of 2) The following fields display information about the tax distributions: Account, Tax Class, and Tax Amount Tax Applied and Amount Remaining The values in these fields are defaults from the Tax Rate page. Tax Amount is the employer tax cost associated to the particular Tax Class. You see a running total of the taxes that the system applies. You can compare the Tax Amount (the total tax cost for the tax class) with the Tax PeopleSoft Proprietary and Confidential 313

338 Preparing Position Budgets Chapter 18 Applied (the amount that has been distributed). The Amount Remaining is the difference between the Tax Amount and Tax Applied. It is the amount of tax costs that remains to be distributed to ChartFields. Percentage and Amount ApplySalary Distribution Enter a Percentage to indicate the portion of the tax amount that you want to charge to the associated ChartFields. Enter the percentage as a whole number. For example, enter 30 for 30 percent. The Amount indicates the actual amount of the tax cost as determined by the percentage you enter. For each distribution line, select values for the ChartFields that represent the budget to which you are distributing the taxes. You can distribute these tax amounts and other related position budget costs across multiple budget centers. If you need to distribute tax costs of a position to multiple ledgers, you must enter the data into the ledgers separately. Click to use the same ChartField values that you used for the salary distribution. TaxDistributionpage(2of2) Total Tax, Total Tax Applied and Amount Remaining The Total Tax represents the sum of the calculated tax amount for all taxes assigned to the position. The Total Tax Applied represents the sum of all taxes distributed for the position. The Amount Remaining is the difference between the Total Tax and Total Tax Applied. It is the tax amount for all tax classes that remains to be distributed to ChartFields. 314 PeopleSoft Proprietary and Confidential

339 Chapter 18 Preparing Position Budgets Applying Mass Adjustments to Position Costs You use the salary, earning, and benefit adjustment pages to make modifications to these amounts. You can make these compensation adjustments by union code, job code, position, or for the entire budget center. You can choose to apply these changes to the employee, default position data, or all within the budget center, based upon your search criteria. Positions that are marked as Exclude from Budget Calc are withheld from all adjustment activities. In PeopleSoft Budgeting, adjustments to salary increase or decrease the base salary amount. Earnings and benefits adjustments are not applied against a base earnings or benefits amount. If you are using the percentage basis, they are changes to the percentage applied to the salary to calculate the earnings and benefits amounts. If you are using the amount basis, they are changes to the fixed amount used as the earnings and benefits amounts. You make cost adjustments to: Modifythesalary amount for positions. Modify the earnings amount for positions. Modify the benefits amount for positions. PeopleSoft Proprietary and Confidential 315

340 Preparing Position Budgets Chapter 18 Pages Used to Adjust Position Data Page Name Object Name Navigation Usage Work Item Details BP_RAPID_WRKLST Budgeting, WorkItem Details Budget Work Item Version Details BP_VERSION_DETAIL From the Work Item Details page, click the budget center for the line item on which youwanttodrilldown. Position Budgeting Menu BP_POSITION_MENU Select Check Out Budget or Check Out Budget Read-Only for the Position Budgeting activity and click Go on the Budget Work Item Version Details page. Salary Adjustment BP_SAL_ADJUSTMENT Select All, Job Code, Position, or Union Code for By Salary in the Adjustment groupboxandclickgoon the Position Budgeting Menu page. Earning Adjustment BP_EARN_ADJUSTMENT Select All, Job Code, Position, or Union Code for By Earnings in the Adjustment group box and clickgoontheposition Budgeting Menu page. Benefit Adjustment BP_BNFT_ADJUSTMENT SelectAll,JobCode, Position, or Union Code for By Benefits in the Adjustment group box and clickgoontheposition Budgeting Menu page. Usethispagetodrill down further for information on work item version details. Use this page to select the budget center for which you want to fine out more detailed information on line item budgets. Select an adjustment type to modify salary, earnings, or benefits. Modify the salary amount for employees and positions by job code, position number, union code, or all positions. Change the earning amount for employees and positions by job code, position number, union code, or all positions. Change the benefit amount for employees and positions by job code, position number, union code, or all positions. Modifying Position Data Access the Salary Adjustment, Earning Adjustment, or Benefit Adjustment pages. 316 PeopleSoft Proprietary and Confidential

341 Chapter 18 Preparing Position Budgets Salary Adjustment page The Salary Adjustment, Earning Adjustment, and Benefit Adjustment pages use the same process, even though they are different pages. The terms below are applicable for all these pages. As Of Date Currency Code Find Select All Percentage or Amount Enter a date for the adjustment to take place. Enter a currency code for the position information you want to retrieve. Note. You must specify whether you want to display Employee Data, Include Position Default Data, or both in your search results. Display Employee Data and Include Position Default Data in the search results. Click to retrieve and display the positions to which you want to make salary adjustments based on your search criteria. The search criteria vary depending on whether you chose to perform salary adjustments by job code, position, or union code. Click to apply salary adjustments to all individual position lines. Enter a percentage or amount of the adjustment for either all lines or for individual position lines. You can use a percentage or amount adjustment factor, but not both. If you enter an amount, use an annual adjustment amount and not an amount that is broken down by budget period. Note. If you are adjusting earnings, you must specify the earnings code. If you are adjusting benefits, you must specify the plan type. You cannot adjust one-time payments. Adjustments to employer-paid taxes are not available. PeopleSoft Proprietary and Confidential 317

342 Preparing Position Budgets Chapter 18 Examples Here are examples of the different methodologies PeopleSoft Budgeting uses for making adjustments: Adjustment Type Example Salary For employee ID 10854, you enter 2 in the Percentage field. The base salary for the position assigned to employee ID is USD 45,000. The system calculates the salary adjustment amount by multiplying 2 percent by USD 45,000. The salary adjustment is USD 900. Starting on the As Of Date you specified, the base salary associated with the employee ID is USD 45,900. As another example, you enter USD 500 in the Amount field for employee ID rather than a percentage. The salary adjustment is USD 500. On the As Of Date, the system adds USD 500 to the base salary of USD 45,000 to calculate the new base salary associated with the employee ID: USD 45,500. To enter an adjustment that is a decrease in the salary, use a negative sign in front of the number when you enter the percentage or amount value. 318 PeopleSoft Proprietary and Confidential

343 Chapter 18 Preparing Position Budgets Adjustment Type Example Earnings For employee ID 99991, you enter 5 in the Percent field. The gross salary for the position assigned to employee ID is USD 28,000. The system uses the 5 percent you entered to calculate the new amount for the earnings type you are adjusting. The new earnings amount is calculated by multiplying 5 percent against the gross salary for the position. Starting on the As Of Date, the total earnings amount for the employee ID is USD 1,400. As another example, you enter USD 1,000 in the Amount field for employee ID rather than a percentage. Starting on the As Of Date, the earnings amount is USD 1,000. Benefit For employee ID 25252, you enter 1.65 in the Percent field to indicate a benefit rate for Medicare. The gross salary for the position assigned to employee ID is USD 35,000. Employee ID has an earnings amount (subject to taxes) of USD 2,000 associated with it. To calculate the new benefits amount, the system applies the 1.65 percent to the gross pay associated with the employee ID. The gross pay is the sum of the gross salary and earnings subject to taxes. Starting on the defined As Of Date, here are the benefits amount as a result of USD 35,000 plus USD 2,000 multiplied by a 1.65 percent factor: Employee ID: Gross salary: 35,000 Subject earnings amount (amount basis): 2,000 Calculated gross salary: 37,000 Apply benefits adjustment (percentage basis): 1.65 New benefits amount: If you use a fixed amount for the benefits adjustment of USD 1,000, for example, starting on the As Of Date, the new benefits amount for the plan type are USD 1,000. Inquiring on Human Resource Data You can use the inquiry pages to view human resource data, such as job codes and benefit plan types, used for position budgeting that was imported from your human resource system. PeopleSoft Proprietary and Confidential 319

344 Preparing Position Budgets Chapter 18 Pages Used to View Human Resource Data Defaults Page Name Object Name Navigation Usage Work Item Details BP_RAPID_WRKLST Budgeting, Work Item Details Budget Work Item Version Details BP_VERSION_DETAIL From the Work Item Details page, click the budget center for the line item on which youwanttodrilldown. Position Budgeting Menu BP_POSITION_MENU Select Check Out Budget or Check Out Budget Read-Only for the Position Budgeting activity and click Go on the Budget Work Item Version Details page. Usethispagetodrilldown further for information on work item version details. Use this page to select the budget center for which you want to fine out more detailed information on line item budgets. Select and access pages to view human resources data. You can also click Method Amount on the line item budgeting activity where the budgeting method is POSBUD. Action Reason BP_ACTION_REASON Select Action Reason in the Inquiry group box and click Go on the Position Budgeting Menu page. Benefit Plan Type BP_PLAN_TYPE Select Benefit Plan Type in the Inquiry group box and click Go on the Position Budgeting Menu page. Earning Codes BP_EARNING_TBL Select Earning Codes in the Inquiry group box and click Go on the Position Budgeting Menu page. Job Code BP_JOBCODES SelectJobCodeinthe Inquiry group box and click Go on the Position Budgeting Menu page. Union Code BP_UNION_CD SelectUnionCodeinthe Inquiry group box and click Go on the Position Budgeting Menu page. Tax Class BP_TAX_CLASS SelectTax Classinthe Inquiry group box and click Go on the Position Budgeting Menu page Inquire on existing codes from your human resource system, used to track actions performed on position budgets. Inquire on existing benefit plan types from the human resource system. Inquire on existing earnings codes from your human resource system. Inquire on existing job codes from your human resource system. Inquire on existing union codes from your human resource system. Inquire on existing tax classes from the human resource system. 320 PeopleSoft Proprietary and Confidential

345 Chapter 18 Preparing Position Budgets Inquiring on Position Budgets PeopleSoft Budgeting enables you to define parameters for inquiring, viewing online results, and downloading position budgets data to a spreadsheet in Microsoft Excel format. You can access position cost and FTE data by position, job code, and employee. To inquire on position budgets, specify your search criteria to create an online report or a report to download. PagesUsedtoInquire on Position Budgeting Data Page Name Object Name Navigation Usage Work Item Details BP_RAPID_WRKLST Budgeting, Work Item Details Budget Work Item Version Details BP_VERSION_DETAIL From the Work Item Details page, click the budget center for the line item on which youwanttodrilldown. Position Budgeting Menu BP_POSITION_MENU Select Check Out Budget or Check Out Budget Read-Only for the Position Budgeting activity and click Go on the Budget Work Item Version Details page. Use this page to drill down further for information on work item version details. Use this page to select the budget center for which youwanttofineoutmore detailed information on line item budgets. Access the Position Budgeting Inquiry page, where you can run an online report. You can also click Method Amount on the line item budgeting activity where the budgeting method is POSBUD. Position Budgeting Inquiry BP_POS_ADV_INQUIRY Budgeting, Position Budgeting Inquiry Position Budgeting Inquiry - Results BP_POS_ADV_INQ_RES You can also click the Position Budgeting Analysis link on the Position Budgeting Menu page. Click the Run button on the Position Budgeting Inquiry page. Specify parameters for an online position budgeting inquiry report. Run the report from this page. View a report based on the inquiry parameters you defineontheposition Budgeting Inquiry page. Download the report results to a spreadsheet in Microsoft Excel format. Generating a Position Budgeting Inquiry Access the Position Budgeting Inquiry page. PeopleSoft Proprietary and Confidential 321

346 Preparing Position Budgets Chapter 18 Position Budgeting Inquiry page Role Name, Business Unit, Budgeting Model ID, Ledger, Budget Center, and Version View by Run Select values for each to define the position budgets inquiry parameters. The view by options include Position, Jobcode, and Employee. Click to generate the online report. Example After you initially run the inquiry process, you can change the criteria to generate different results by changing any of the values defined on this page. The following is an example of the inquiry search. Position Budgeting Inquiry page 322 PeopleSoft Proprietary and Confidential

347 Chapter 18 Preparing Position Budgets For example, you can create a new Position Inquiry Report by changing the View by from Jobcode to Position. Click Refresh to execute the inquiry process based on the modified criteria. Your modified query results appear online. To change any of the original criteria other than the View by, click the Selection Criteria link to modify the inquiry parameters. Use the web-based drag-and-drop feature to modify the view format of the report. Note. Positions selected as Exclude from Budget Calc on the Position Data page appear in the Position Budgeting Inquiry report. However, the budget amounts and FTE associated with the positions are excluded. These values are zeroes for positions selected as Exclude from Budget Calc. PeopleSoft Proprietary and Confidential 323

348 Preparing Position Budgets Chapter PeopleSoft Proprietary and Confidential

349 CHAPTER 19 Using Asset Budgeting This chapter provides an overview of asset budgeting and discusses how to: Select asset budgeting activities. Work with asset budgeting. Inquire on assets. Understanding Asset Budgeting The starting point for developing a capital budget includes existing assets and the depreciation expenses associated with them. You establish this starting point by importing existing asset and depreciation expense data from PeopleSoft Asset Management or another application. PeopleSoft Budgeting enables you to view running totals as you budget fixed assets within a standard or Commitment Control budget. After establishing the starting point, you can add new assets that you plan to purchase during the budget period and associate depreciation expenses with existing assets into each detailed period within the budget ledger. You can view or edit these assets, as necessary. Prerequisites Before you begin asset budgeting, complete the following setup steps: 1. Set up asset budgeting defaults. Note. You must define the accounts used for asset depreciation in PeopleSoft Budgeting before you run the Extract Asset Data process. However, you do not need to set up all the other asset budgeting defaults before importing asset data. 2. Import asset data into PeopleSoft Budgeting. 3. Create and publish a budgeting model at the budget coordinator level. 4. Check out a working budget version for the asset budgeting activity. Note. After you complete your asset budgeting modifications, be sure to check the version back in. PeopleSoft Proprietary and Confidential 325

350 Using Asset Budgeting Chapter 19 See Also Chapter 11, Setting Up Asset Budgeting, page 129 Chapter 6, Integrating With PeopleSoft Financial Management Applications, Using Data From PeopleSoft Asset Management, page 43 Chapter 16, Budget Work Items and Versions, Working with Budgeting Activities, page 213 ChartFields Used in Asset Budgeting PeopleSoft Budgeting supports integration with PeopleSoft Financial Management and third-party financial applications. The ChartFields that you work with in asset budgeting are those that meet the following requirements: 1. They are ChartFields that are selected for use in PeopleSoft Budgeting. 2. They are available in the financial application with which you are integrating. 3. The are defined and included as dimensions in the budgeting model definition. Ultimately, the ChartFields that are defined as dimensions in the budgeting model are those that you use in asset budgeting. Selecting Asset Budgeting Activities In PeopleSoft Budgeting, the Asset Budgeting Menu page enables you to select and perform asset budgeting activities. From this page, access the pages that enable you to: View asset budgeting default options. Add assets to the budget. Searchforexisting assets. Perform queries and download asset-related data. 326 PeopleSoft Proprietary and Confidential

351 Chapter 19 Using Asset Budgeting Page Used to Select Asset Budgeting Activities Page Name Object Name Navigation Usage Work Item Details BP_RAPID_WRKLST Budgeting, Work Item Details Budget Work Item Version Details BP_VERSION_DETAIL From the Work Item Details page, click the budget center for the line item on which youwanttodrilldown. Asset Budgeting Menu BP_ASSET_MENU Select Check Out Budget or Check Out Budget Read-Only for the Asset Budgeting activity and click GO on the Budget Work Item Version Details page. You can also click on the method amount in line item budgeting where the budgeting method is ASSET. Choosing Asset Budgeting Activities Access the Asset Budgeting Menu page. Use this page to drill down further for information on work item version details. Use this page to select the budget center for which youwanttofine out more detailed information on line item budgets. Select an asset budgeting activity that enables you to access pages used to add and edit assets, or inquire on asset budgeting setup defaults. Asset Budgeting Menu page The page is divided into three group boxes: Asset Management Asset Analysis Select asset activities that enable you to add new or edit existing assets. Specify query parameters and download asset data to a Microsoft Excel spreadsheet for analysis purposes. PeopleSoft Proprietary and Confidential 327

352 Using Asset Budgeting Chapter 19 Inquire Select options that enable you to view defaults defined for asset budgeting, asset catalog, and capital acquisition plans in read-only mode. Note. If you want to edit asset budgeting defaults, you must access the appropriate pages at the budget coordinator level through the Budgeting Home, Budgeting Setup, Asset Budgeting Defaults menu. See Also Chapter 11, Setting Up Asset Budgeting, page 129 Performing Asset Budgeting After you add and save new assets to the budget, the impact to the ledger is reflected in line-item budgeting. The asset and depreciation information is stored in asset-specific PeopleSoft Business Analysis Modeler (BAM) objects and the PS_BP_ASSET and PS_BP_ASSET_DEPR records. When you export data from BAM to the ledgers, the line-item information is inserted into the budget ledger record. Note. Ifyouwanttoviewdetailedassetdataoutside of the BAM budgeting model, you can run the Data Extract process. The process copies asset data from the budgeting model into the PS_BP_ASSET_EXT and PS_BP_ASST_DPR_EXT records in the PeopleSoft EPM database, which you can access for data reporting and viewing purposes. To perform asset budgeting activities: Search for and view existing assets for the budget center. Add assets to the asset budgeting activity. Inquire on the asset budgeting default values. 328 PeopleSoft Proprietary and Confidential

353 Chapter 19 Using Asset Budgeting Pages Used to Perform Asset Budgeting Page Name Object Name Navigation Usage Work Item Details BP_RAPID_WRKLST Budgeting, Work Item Details Budget Work Item Version Details BP_VERSION_DETAIL From the Work Item Details page, click the budget center for the line item on which youwanttodrilldown. Asset Budgeting Menu BP_ASSET_MENU Select Check Out Budget or Check Out Budget Read-Only for the Asset Budgeting activity and click GO on the Budget Work Item Version Details page. You can also click on the method amount in line item budgeting where the budgeting method is ASSET. Asset Search BP_ASSET_SEARCH Select the Edit an Asset option under Asset Management on the Asset Budgeting Menu page; then click GO. Asset Data BP_ASSET_DATA Select the Add an Asset option under Asset Management on the Asset Budgeting Menu page; then click GO. Asset Budgeting Defaults BP_ASSET_OPTIONS Select the Asset Budgeting Defaults option under InquiryontheAsset Budgeting Menu page; then click GO. Asset Catalog BP_ASSET_CATALOG Select the Asset Catalog option under Inquiry on the Asset Budgeting Menu page; then click GO. Capital Acquisition Plan BP_CAP_DETAILS Select the Capital Acquisition Plan under InquiryontheAsset Budgeting Menu page; then click GO. Searching for Existing Assets Access the Asset Search page. Use this page to drill down further for information on work item version details. Use this page to select the budget center for which youwanttofine out more detailed information on line item budgets. Select an asset budgeting activity that enables you to access pages used to add and edit assets, or inquire on asset budgeting setup defaults. Search and access assets to edit or view asset details. Add an asset. View general defaults used for assets, which are specified on the Asset Budgeting Defaults page. View defaults assigned to asset catalog items, which are specified on the Asset Catalog page. View information located on the Capital Acquisition Plan page. PeopleSoft Proprietary and Confidential 329

354 Using Asset Budgeting Chapter 19 Asset Search page Define your search criteria. Asset Status Show Excluded Assets In-Service identifies assets entered in PeopleSoft Asset Management. Budgeted assets are those entered in PeopleSoft Budgeting. Select to expand your search results to include assets that are defined as excluded from budget calculations. Note. You use the Asset Data page to define an asset as excluded from budget calculations. Find Click to display your search results. The search results appear at the bottom of the page. You can click the asset link to edit assets with a Budgeted status. Assets with a status of In Service are read-only. Adding Assets to the Budget Access the Asset Data page. 330 PeopleSoft Proprietary and Confidential

355 Chapter 19 Using Asset Budgeting AssetDatapage(1of2) Budget Center Exclude from Budget Calc (exclude from budget calculation) Select to make the system withhold the asset when calculating line-item budget amounts. The asset attributes remain in the database. Asset Information Catalog Item Asset Account and Depreciation Account Select to associate the asset ID with an asset catalog item. If you accessed this page from the Asset Search page, the selected catalog item on the Asset Search page appears here. Based on the selected asset catalog item. You defined these values on the Asset Catalog page. PeopleSoft Proprietary and Confidential 331

356 Using Asset Budgeting Chapter 19 Cash Account Budget Period Quantity Cost Total Price You defined the default and override capability on the Asset Budgeting Defaults page. You can override the account value if override capability is enabled at the coordinator level. Enter to indicate when the asset will be acquired. Specify the number of assets. Specify the cost per unit. The system calculates the total price based on Quantity Cost. If you are using a multiple currency budgeting model and you modify the Currency Code, use the Refresh button to have the system display the translated Cost, Salvage Value, and Total Price amounts. Depreciation Information Useful Life and Salvage Value Based on the selected asset catalog item. You defined these values on the Asset Catalog page. You can override these values if override capability is enabled on the Depreciation Accounts page. Note. Enter Useful Life in years. Depreciation Method Based on the selected asset catalog item. You defined this value on the Asset Catalog page. If the coordinator enabled override capability on the Depreciation Accounts page, you can select a different method from the following options: Straight Line. The system calculates the per period depreciation based on the following formula: Sum of the Years Digits. The system calculates the per period depreciation based on the following formula: Declining Balance. The system calculates the per period depreciation based on the following formula: 332 PeopleSoft Proprietary and Confidential

357 Chapter 19 Using Asset Budgeting Double Declining Balance. The system calculates the per period depreciation based on the following formula: Budget Period From Select a value to specify a depreciation start period that the system uses for depreciation calculations. If you specify a depreciation start period, the system calculates the depreciation based on the Cost, Depreciation Method, Useful Life, and Budget Period From you specified. If you are using a multiyear ledger, the system calculates the depreciation for all remaining periods within the ledger, taking into account the life of the asset. If you do not want the system to calculate depreciation in the current ledger year, select None. If you are using a multiyear ledger, you can specify a start period for a year subsequent to the acquisition year as long as the period is contained in the ledger. AssetDatapage(2of2) Capital Acquisition Plan Information Capital Acquisition Plan # and Capital Acquisition Plan Seq You defined the defaults and override capability on the Asset Budgeting Defaults page. If override capability is enabled at the coordinator level, you can select different values to identify the plan row. If the Capital Acquisition Plan Number Req option is selected on the Asset Budgeting Defaults page, you must enter a Capital Acquisition Plan number or you will be unable to perform a save. PeopleSoft Proprietary and Confidential 333

358 Using Asset Budgeting Chapter 19 ChartField Distribution Account, Currency Code, and the Budget Center ChartField Account and Currency Code values are defaults based on the selected asset catalog item. You defined these values on the Asset Catalog page. The Budget Center ChartField also defaults based on the budget center with which you working. If the Budget Coordinator included other ChartFields as model dimensions, you can use them during data entry. Depreciation Details Budget Period and Depreciation Amount When you save the page, the system displays the depreciation rows that you added. The sum of these depreciation amounts corresponds to the depreciation amount appearing on the Asset Search page for this asset. Note. To ensure that the per period depreciation value equals the annual depreciation total, the system adds or deducts the variance from the last period. When you save the asset, the system performs a ChartField validation if the Enforce Budget option is selected for this ledger in the budgeting model phase setup. The system displays an error if there is an invalid combination. Note. If you have added an asset for a ChartField combination that did not previously exist in line-item budgeting, the new row will not appear in line-item budgeting until you run the budgeting model recalculation Application Engine process at the coordinator level. If you want to view the new asset line items immediately, add the ChartField combination first in line-item budgeting, select the ASSET method, and then create the assets for that combination. Inquiring on Asset Budgeting Options You can access read-only versions of asset budgeting setup pages. Inquiring on Assets You can perform an asset budgeting inquiry to view all assets for a budget center, based upon the asset ID, individual criteria, or a combination of the asset ID in addition to one of the following criteria: Account. Catalog item. Capital acquisition plan. Capital acquisition plan and capital acquisition plan sequence combined. Asset and Depreciation accounts. ChartField display option: Display Code, Display Description, ordisplay Code and Description When you run an inquiry, the system automatically performs a checks out of the asset information, temporarily placing the data in PS_BP_ASSET and PS_BP_ASSET_DEPR for review. Asset inquiries are based upon the data contained in those records. 334 PeopleSoft Proprietary and Confidential

359 Chapter 19 Using Asset Budgeting Page Used to Perform an Asset Budgeting Inquiry Page Name Object Name Navigation Usage Work Item Details BP_RAPID_WRKLST Budgeting, Work Item Details Budget Work Item Version Details BP_VERSION_DETAIL From the Work Item Details page, click the budget center for the line item on which youwanttodrilldown. Asset Budgeting Menu BP_ASSET_MENU Select Check Out Budget or Check Out Budget Read-Only for the Asset Budgeting activity and click GO on the Budget Work Item Version Details page. You can also click on the method amount in line item budgeting where the budgeting method is ASSET. Asset Budgeting Inquiry BP_ASSET_ADV_INQ Budgeting, Asset Budgeting Inquiry You can also access this page by selecting Asset Budgeting Analysis on the Asset Budgeting Menu page. Use this page to drill down further for information on work item version details. Use this page to select the budget center for which youwanttofine out more detailed information on line item budgets. Select an asset budgeting activity that enables you to access pages used to add and edit assets, or inquire on asset budgeting setup defaults. Specify the parameters for an asset budgeting data analysis within a budget version. Viewing Asset Budgeting Information Access the Asset Budgeting Inquiry page. Asset Cost Budget Period Depreciation Cost Asset Balance Represents activity and displays the total acquisition cost of the assets for the specified budget period. If you select a single budget period, the results only display asset costs for those assets acquired in that period. Displays the total depreciation expenses of the assets for the specified budget period. if the selected budget period is Total. Displays a running total for the row. PeopleSoft Proprietary and Confidential 335

360 Using Asset Budgeting Chapter PeopleSoft Proprietary and Confidential

361 CHAPTER 20 Reviewing and Approving Budgets This chapter provides an overview of budget reviews and approvals and discusses how to: Use line-item mass adjustment. Apply allocations. Reject and submit budgets to the next budget center level. Understanding Budget Reviews and Approvals In PeopleSoft Budgeting, we refer to budget reviewers and budget analysts as the persons in your organization who are responsible for reviewing, analyzing, and approving the line-item budgets submitted by budget preparers. Budget reviewers and budget analysts commonly have responsibility for more than one budget center, so their security access requirements are broader than those of a budget preparer. As a budget reviewer or budget analyst, you can perform budget preparation activities similar to those performed at the budget preparer level, including modifying, applying mass adjustments to, and allocating line-item budgets. You can also perform inquiry and analysis on the proposed budgets. Prerequisites To prepare for working with line-item budgets at the budget reviewer or budget analyst level, you need to complete the following: 1. Secure a master budget version of the detailed budget plans that roll up to your budget center level. All lower-level budget centers that make up your budget center must have submitted one of their budget versions, which the system uses to update the master version. Note. Individuals assigned the reviewer role can only make working version copies after all budget centers that roll up to their budget center level have been submitted by a preparer. 2. Prepare a working version of your budget if you want to modify the submitted budgets at your budget center level. If a working version has not been created for your budget center level, create one by copying the master version. Note. If you only want to view and inquire on the budget data submitted to you, or if you only want to perform budget allocations, you do not need to have a working version. PeopleSoft Proprietary and Confidential 337

362 Reviewing and Approving Budgets Chapter If you are using Line-Item Mass Adjustments, check out a working version of the budget. If you are using Budget Allocations, check out the master version. Note. After you finish working with your budget, be sure to check the version back in. See Also Chapter 16, Budget Work Items and Versions, page 207 Multiple Budget Versions We deliver up to five budget versions for each budget center level in your budgeting model. As a budget reviewer or budget analyst, your budget versions are unique to your budget center level. These versions differ from the ones used by the budget preparer because the preparer is at a lower budget center level. You use the working budget versions to modify line-item budgets, including making line-item budget modifications and mass adjustments. You use the master budget version to perform budget allocations. You can compare the versions with one another before deciding which version you want to submit to the next level. Note. If you have more than one budget reviewer or budget analyst assigned to the same budget center, they share the same budget versions. Data in the Budget Reviewer s Versions Budget reviewers and analysts typically have responsibility for more than one budget center, so you require broader access to budget data than that required for a budget preparer. When you define the line items you want to work with, the system retrieves line items at the detailed ChartField level just as if you were the budget preparer. The difference is that you have more line-item budgets to select from because your budget center consists of all the line items that comprise the lower budget center levels. If you want to view the line-item budgets at a summarized level, use the inquiry feature. Your budget center consists of all lower-level budget centers to which you are assigned. For example, suppose that you are responsible for the budget plan for the western region. You require each operating unit within the organization to prepare its own detailed budget plan. The western region office is budget center Budget center 1100 is administration; 1200 is information services; and so on. The budget for the western region comprises 1100, 1200, and the remaining lower-level budget centers. Budget center 1000 does not have its own specific line-item budgets. Suppose the administration s budget has 250 line items, information services has 700 line items, and the remaining lower-level budget centers add up to 2,000 line items. When these budget centers submit their budget plans, the western region has a master version with 2,950 unique lines. Budget Activities at the Budget Reviewer Level As a budget reviewer and budget analyst, you can perform budget activities similar to those performed at the budget preparer level. Although the line items you access reside at the detailed ChartField level, you cannot modify some of the details. You can, however, modify line items across budget centers because your budget center consists of all lower-level budget centers. The following lists the budget activities and the types of actions you can perform at the reviewer/analyst level. Line Item Mass Adjustments You can perform the following with the line item mass adjustment activity: 338 PeopleSoft Proprietary and Confidential

363 Chapter 20 Reviewing and Approving Budgets Modify personnel line-item budgets. When you make changes to personnel line items, these changes are not reflected in the position budgeting details entered at the budget preparer level. Modify operating, and maintenance line-item budgets. When you make changes to asset line items, these changes are not reflected in the asset budgeting details entered at the budget preparer level. Budget Allocations You can perform the following with the budget allocations activity: Allocate personnel line-item budgets. When you make allocations to personnel line items, these changes are not reflected in the position budgeting details entered at the budget preparer level. Allocate operating, and maintenance line-item budgets. When you make allocations to asset line items, these changes are not reflected in the asset budgeting details entered at the budget preparer level. Position Budgeting View position budgeting details that make up the personnel line-item budgets. Line Item Budgeting You can perform the following with the line item budgeting activity: Modify personnel-related costs at the summarized level. When you make changes to personnel line items, the changes are not updated in position budgeting but appear as adjustment amounts on the personnel line-item budgets you modify. Modify asset-related costs at the summarized level. When you make changes to asset line items, the changes are not updated in asset budgeting but appear as adjustment amounts on the asset line-item budgets you modify. View the method and method details associated with each line-item budget. Note. We do not include the ability to change line-item method and method details directly at the reviewer level because your budget centers are potentially associated with much larger volumes of budget data and providing this functionality would negatively affect performance. Asset Budgeting View asset budgeting details that make up the asset line-item budgets. Note. If you want to work directly with the position budgeting details, asset budgeting details, or method details for a particular budget center, you can sign in as a budget preparer. If you sign in as a budget preparer to access lower budget center levels, you are sharing budget versions with other budget preparers assigned to the budget center you select. Versions are unique to budget center levels and roles and are not specific to a user ID. See Also Chapter 17, Preparing Line-Item Budgets, page 227 Chapter 18, Preparing Position Budgets, page 281 Chapter 19, Using Asset Budgeting, page 325 PeopleSoft Proprietary and Confidential 339

364 Reviewing and Approving Budgets Chapter 20 Using Line-Item Mass Adjustment Line-item mass adjustments is a budget activity that enables you to apply amount or percentage changes to one or many line-item budgets at once. You can apply mass adjustments to line items that span one or many budget centers. You can use mass adjustments in any role budget preparer, reviewer, analyst, or coordinator but the range of line-item budgets you have access to depends on access to the activity and user ID security. To adjust multiple line-item budgets: 1. Add, edit, or delete a mass adjustment definition for an adjustment ID. 2. Select the specific line items to which you want to apply mass adjustments. 3. Define mass adjustments for line items. 4. Apply or reverse the mass adjustment. Pages Used for Mass Adjustments Page Name Object Name Navigation Usage Work Item Details BP_RAPID_WRKLST Budgeting, WorkItem Details Budget Work Item Version Details BP_VERSION_DETAIL From the Work Item Details page, click the budget center for the line item on which youwanttodrilldown. Mass Adjustment List BP_LINE_ADJ_LST Select Check Out Options for Line-item Mass Adjustment and click Go on the Budget Work Items Version Details page. Mass Adjustment Selection BP_LINE_ADJ_SEL ClickGoforanadjustment ID on the Mass Adjustment List page. Mass Adjustment Details BP_LINE_MASS_ADJ Click the Mass Adjustment Details link on the Mass Adjustment Selection page. Maintaining Mass Adjustment Definitions Access the Mass Adjustment List page. Use this page to drill down further for information on work item version details. Use this page to select the budget center for which you want to fine out more detailed information on line mass adjustments. Add, edit, or delete an adjustment ID and apply or reverse to execute an adjustment ID. Specify or edit the selection of line items to which you want to apply mass adjustments. The system uses the ChartFields you define on this page to retrieve the line items and the budget data associated with them. Enter a positive or negative adjustment percentage or amount to apply to the line-item budgets you selected. 340 PeopleSoft Proprietary and Confidential

365 Chapter 20 Reviewing and Approving Budgets Mass Adjustment List page Adjustment ID The adjustment ID is unique to the budgeting model. In order to easily identify an adjustment ID, we recommend that you create unique naming conventions, such as using the initials of the user and a department number. Note. You cannot change selection parameters or the mass adjustment definition for an existing adjustment ID that you have applied or reversed. Statistical Budgeting Go Adjustment Amount Currency Code Apply Reverse Select if you want to adjust statistical type accounts or codes. Click to add or modify the adjustment parameters for the adjustment ID. Displays the value of the adjustment applied. The system saves the mass adjustment modifications for the line-item budgets you selected to the database. Displays the currency code of the adjustment. Click to execute the mass adjustment that you defined using the Mass Adjustment Details page. Click to reverse a mass adjustment that was previously applied. Note. You can delete an existing adjustment ID that you have not yet applied. If you have applied it, you can reverse the mass adjustment and then delete it. Selecting Line Items for Mass Adjustment Access the Mass Adjustment Selection page. PeopleSoft Proprietary and Confidential 341

366 Reviewing and Approving Budgets Chapter 20 Mass Adjustment Selection page Mass Adjustment Description Adjustment ID Enter a description for the adjustment ID in the scroll area. Choose Individual or Range of Values Use the available fields to define the ChartFields to which you want to apply a mass adjustment. Budget Category Account Select to make a mass adjustment to a similar group of accounts. Enter a range of ChartFields to adjust. If you are adjusting statistical amounts, you must select a Statistical Code ChartField value when using statistical codes during budgeting. You cannot adjust more than one statistic code type. When adjusting budget amounts for a multicurrency model, a single currency code must be selected. You cannot adjust more than one currency code type in the same adjustment ID. 342 PeopleSoft Proprietary and Confidential

367 Chapter 20 Reviewing and Approving Budgets Note. You cannot have a statistical code and a statistical account for the same line item. If you want to perform mass adjustments on statistical accounts, you must leave the statistical code blank. Entering Mass Adjustments Details Access the Mass Adjustment Details page. Mass Adjustment Details page Mass Adjustment Total Before Adjustment Adjustment After Adjustment The total budget amount of all the selected line-item budgets. The total amount calculated as your mass adjustment for all the line-item budgets you selected in the scroll based on your adjustment parameters. The sum of the Before Adjustment and Adjustment amounts, representing the budget amount after the mass adjustments have been executed. Mass Adjustment Parameters Percentage The relative increase or decrease to apply to the budget amount of each selected line-item budget. Enter the percentage as a number with two decimal PeopleSoft Proprietary and Confidential 343

368 Reviewing and Approving Budgets Chapter 20 places. Use a positive number to indicate a percentage increase and a minus sign placed before the number to indicate a negative number. Adjustment Amount Budget Period From and To Budget Period The increase or decrease to apply to the budget amount of each selected line-item budget. Enter the total amount as a monetary number. The beginning and ending budget period to apply the mass adjustment. If you do not enter beginning and ending budget periods, the mass adjustment applies to all budget periods defined in the budgeting model. Note. Use the Mass Adjustments List page to apply the mass adjustment. If you save the adjustment ID definition you can return to apply at a later time or apply now. If you return to the Mass Adjustment Details page after applying or reversing a mass adjustment definition, only the line-item budgets you initially selected for the adjustment ID appear. You cannot change the mass adjustment definition for an executed mass adjustment. Mass Adjustment Distribution Select Select the check box for an individual line-item budget to include it in the mass adjustment process. Note. Line-items, defined by the account ChartField, must have the Adjustments check box selected on the Assign Budget Method Defaults Override Controls page to be eligible for mass adjustments. If the check box is clear for a line item, the line item does not appear on the Mass Adjustments Details page because it is exclude from any mass adjustments. If you selected the Hold check box for line item rows on the Line-Item Details page, the line item does not appear on the Mass Adjustment Details page because it is excluded from any mass adjustment changes. Applying or Reversing Mass Adjustments You use the Mass Adjustment List page to apply and reverse mass adjustments. Applying Allocations Wereferto the budgetamountsthatyoudistributeto and from otherbudgetcentersasallocations. You allocate budget amounts to cover, or offset, the costs in one budget center by charging them to another budget center. A budget amount that you charge to another budget center appears as a negative amount in your budget center. This same budget amount appears as a positive amount in the other budget center that is intended to cover the cost. For example, suppose that you are responsible for the print shop s budget. Your budget center name is X, defined as a department ID. Your customers are internal to your organization and your costs must be fully covered. Your operating budget is USD 450,000 for the year that you are ready to allocate. You are authorized to allocate 50 percent to budget center A, 35 percent to budget center B, and 15 percent to budget center C. When you complete your allocations, your total budget amount nets to zero and the budget amounts for budget centers A, B, and C increase according to the allocations charged to them. 344 PeopleSoft Proprietary and Confidential

369 Chapter 20 Reviewing and Approving Budgets Budget Center Budget Amount Prior to Allocations Allocation Amount Budget Amount After Allocations X 450, ,000 0 A 800, ,000 1,025,000 B 500, , ,500 C 750,000 67, ,500 We recommend that you define a distinct time frame during your budgeting process specifically for making allocations. The time period for this activity can occur before the bulk of your budget work or after you have submitted all budgets. In this way, you can be assured that when you perform allocations, they are in sync with your budget amounts. If you apply allocations while other users continue to modify budget amounts, you are likely to encounter allocation amounts that you do not intend or that are not consistent with your budget amounts because the budget amounts are still changing. This is more likely to occur if you apply allocations using percentages rather than fixed amounts. You can apply budget allocations at any budget center level. The range of line-item budgets you have access to depends on your user ID and role name. Note. The system s performance is affected by the volume of data you check out to perform budgeting activities. Therefore, if you want to perform allocations at a high level including multiple budget centers and large volumes of data the allocation process can take considerable system resources to complete. When you want to apply allocations, check out the master version. You use budget data in the master version when you perform allocations. After you run a recalculation of the budgeting model, the allocations that you apply across different budget center levels are reflected in the master version, as well as in the working budget versions at budget center levels above the budget preparer level. Steps Performed to Allocate Budget Amounts To allocate budget amounts: 1. Add, edit, or delete an allocation definition. 2. Select the source line-item budgets. 3. Specify the allocation amounts. 4. Select the target line-item budgets. 5. Specify the allocation target amounts. 6. Process the allocation. PeopleSoft Proprietary and Confidential 345

370 Reviewing and Approving Budgets Chapter 20 Pages Used for Allocations Page Name Object Name Navigation Usage Work Item Details BP_RAPID_WRKLST Budgeting, Work Item Details Budget Work Item Version Details BP_VERSION_DETAIL From the Work Item Details page, click the budget center for the line item on which youwanttodrilldown. Allocation List BP_ALLOCATIONS Select Check Out Budget for Budget Allocation activity for a master version and click Go on the Budget Work Items Version Details page. Allocation Source BP_ALLOC_SOURCE Click the Go button for an allocation ID on the Allocation List page. Source Amount BP_ALLOC_SRC_AMT Click the Source Amount link on the Allocation Source, Allocation Target, or Target Amount pages. Allocation Target BP_ALLOC_TARGET Click the Allocation Target link on the Source Amount, Target Amount, or Allocation Source pages. Target Amount BP_ALLOC_TGT_AMT Click the Target Amount link on the Allocation Target, Allocation Source, or Source Amount pages. Select a value for Copy From. Click the Copy button on the Allocation Target page. Maintaining Allocations Access the Allocation List page. Usethispagetodrilldown further for information on work item version details. Use this page to select the budget center for which you want to fine out more detailed information on allocations. Add, edit, or delete an allocation ID and execute a budget allocation defined by an allocation ID. Select the line items you want to allocate. The system uses the ChartFields you define onthispageto retrieve the line items and budget data associated with them. You can define the allocation source amount as a fixed amount or a percentage of the budget amount. Definethelineitemsused as the distribution base for allocation amounts calculated for an allocation ID. Specify the amounts of selected line-item budgets to receive the allocation source amounts. Determine how the total source allocation is spread or distributed to each selected line item. Define the allocation target amount as a fixed amount or as a percentage of the total amount to be allocated. 346 PeopleSoft Proprietary and Confidential

371 Chapter 20 Reviewing and Approving Budgets Allocation List page Allocation ID Statistical Allocation The allocation ID is unique to the business unit and budgeting model and thus the same ID cannot be used again for the model. We recommend that you create unique naming conventions, such as using the initials of the user and a department number, when creating allocation IDs. Select if you want to allocate statistical data. Note. If you have both a statistical account and a statistical code stored on the same data row, then the system recognizes the statistical code over the statistical account value. Go Update Amount (field) Update Amount and Update Percent (buttons) Click to enter the allocation source and target information. If the amount of the selected source line-item budget has been changed since you created the allocation, the Update Amount shows the new source line-item amount. Click Update Amount to update the Allocated Amount for the source allocation. If you use this option, the system uses the Allocation Percentage you entered on the Source Amount page and applies it to the method/adjustment amount. The target allocation percentage remains the same, but the target allocation amount reflects the new amount being allocated. For example, suppose that you have an Allocated Amount for a line item of USD 25,000 based on a 50% Allocation Percentage and a USD 50,000 method/adjustment amount appearing on the Source Amount page. Also suppose that you modify the method amount to equal USD 100,000. When you click Update Amount, the system updates the Allocated Amount to USD 50,000, which is 50% of USD 100,000. PeopleSoft Proprietary and Confidential 347

372 Reviewing and Approving Budgets Chapter 20 Click Update Percent to update the percentage used to calculate the allocation in order to retain the original Allocated Amount. If you use this option, the system uses the Allocation Amount you entered on the Source Amount page to determine the amount to allocate. The allocation percentage is updated to ensure that when it is applied to the method/adjustment amount, the entered Allocation Amount remains unchanged. The target allocation amount remains the same, but the target allocation percentage reflects the new percentage used for the allocation. For example, suppose again that you have an Allocated Amount of USD 25,000 but the amount is derived from a USD 25,000 fixed Allocation Amount you entered on the Source Amount page. Suppose that you modify the method/adjustment amount to equally USD 100,000 and you want to retain USD 25,000 as the allocation amount. When you click Update Percent, the system updates the allocation percentage to 25 percent. Note. If you prefer, you can manually change the allocation amount or percentage on the Source Amount page. Allocated Amount Execute Represents the target allocation amount. After you update the allocation, the system adjusts the Allocated Amount to match the new source line-item amount and the Update Amount field, Update Amount button, and Update Percent button may no longer appear. Click to process selected allocation IDs. The system updates the budget amount for each line item budget such that the budget amount is equal to the sum of the method/adjustment amount and allocation target amount specified for the allocation ID. Note. If a value appears in the Updated Amount field, you cannot execute the allocation until you either update the amount or the percentage for the allocation. Selecting the Allocation Source Line Items Access the Allocation Source page. 348 PeopleSoft Proprietary and Confidential

373 Chapter 20 Reviewing and Approving Budgets Allocation Source page Allocation ID Budget Period If you want to allocate a particular budget period amount for a line item, enter that budget period. If you do not select a budget period, the system defines the allocation source using all budget periods defined for the budgeting model budget cycle. Choose Individual or Range of Values From Value and To Value Use the fields in the ChartFields group box to narrow your line item selection criteria. If you are allocating statistical codes, you must select one statistical code ChartField value. You cannot allocate for more than one statistic code type. When allocating budget amounts for a multicurrency model, you must select a single currency code. You cannot allocate more than one currency code in the same allocation. Determining Allocation Source Amount Access the Source Amount page. PeopleSoft Proprietary and Confidential 349

374 Reviewing and Approving Budgets Chapter 20 Allocation Source Amount page The page displays each line-item budget that meets the selection criteria for the allocation source. Enter Optional Percentage or Amount to Apply to All Lines Total Available Total Source Allocation Percentage Refresh Sum of the Method/Adj Amount (method/adjustment amount) for the selected line items defined for the allocation ID. Sum of the Calculated Source Amount for selected line items defined for the allocation ID. The total amount that you want to allocate cannot be greater than the total amount available for allocation. Specify a percentage to determine the amount of the allocations that the system applies to the selected line items. The system default is zero percent. You can enter a positive value that does not exceed 100 to indicate the percentage. The percentage is applied to the current budget amount the sum of the Method/Adj Amount for each selected line item. Click to have the system recalculate the values in the Total Available and Total Source Allocation fields. 350 PeopleSoft Proprietary and Confidential

375 Chapter 20 Reviewing and Approving Budgets Enter Individual Amount or Percentage to Allocate To Allocation Amount and Allocation Percentage Calculated Source Amount Enter a fixed amount or percentage that overrides the default. Enter a positive value that does not exceed 100 to indicate the percentage, or a positive amount that does not exceed the line-item budget amount to indicate the allocation amount. Ifyoudonotenter an Allocation Percentage or Allocation Amount, the system uses the default percentage to determine the source amount for each selected line item. After you enter an amount or percentage, the system populates this field for each selected line item. For example, suppose you select all the line items that appear on the page and enter 50% as the default percentage. One of the selected line items has a current budget amount of USD 900. The system generates a Calculated Source Amount of USD percent of the Method/Adj Amount for the line-item budget in this example. USD 450 is the amount of the line item you distribute to other budget centers. Note. The allocation for a line item changes if the source line item amount has changed since you created the allocation. The change occurs when you use the Allocation List page to update the allocation amount or percentage. Selecting the Allocation Target Line Items Access the Allocation Target page. PeopleSoft Proprietary and Confidential 351

376 Reviewing and Approving Budgets Chapter 20 Allocation Target page Budget Category Budget Period Select to identify the line-item budgets to receive the allocation or define individual accounts in the ChartFields group box. Select to define the allocation target with a single budget period. If you do not select a budget period, the system defines the allocation target using all budget periods defined for the budgeting model budget cycle and you see one line for each budget period for every line-item budget. Note. You can define a budget period for the allocation target that differs from the budget period for the allocation source. For example, if you want to isolate the distribution of a line-item allocation amount defined for a full budget cycle to a particular budget period, you specify this budget period on the Allocation Target page. Copy From and Copy (button) Select to define your allocation target using line items previously defined for another allocation ID. The drop-down list contains allocation IDs you defined. When you click Copy to execute the process, the system populates the ChartFields on this page with values defined for the selected Copy From allocation ID and transfers you to the Allocation Target page. 352 PeopleSoft Proprietary and Confidential

377 Chapter 20 Reviewing and Approving Budgets Budget Category From Value and To Value Defines the line-item budgets you want to allocate. Use the fields in the ChartFields group box to narrow your line item selection criteria for the target rows. Determining Allocation Target Amounts Access the Target Amount page. Target Amounts page Totals Total to Allocate Total Allocated and Remaining Allocate Spread The amount to distribute as determined by the information entered on the Source Amount page. You must allocate the entire Total to Allocate amount. The amounts you distributed to line-item budgets using this page, and the amount left to distribute, respectively. Total Allocated and Remaining are running totals that enable you to monitor the allocation targetamountsasyouusethispage. The Remaining amount must equal zero when you save the information on this page. Select from the following options: Weighted: Distributes the Total to Allocate amount based on the weighted percentage of each selected line-item budget. PeopleSoft Proprietary and Confidential 353

378 Reviewing and Approving Budgets Chapter 20 The system calculates the weighted percentage for each line item. The weighted percentage for each line item is the sum of the method amount and adjustment amount for that line divided by the sum of the method amounts and adjustment amounts for the selected line items on this page. After the system determines the weighted percentage, it distributes the Total to Allocate, based on these percentages, to the selected line-item budgets. For example, suppose you select three line items listed on this page to distribute the total allocation source amount. The Total to Allocate value is USD 10,000. The method and adjustment amount total for the first line is USD 10,000; USD 5,000 for the second line; and USD 5,000 for the third selected line item. The system calculates a weighted percentage for the first line of 50 percent; the weighted percentage for the second and third lines is 25 percent each. Based on the weighted percentage, the system will distribute the Total to Allocate as follows: USD 5,000 (50 percent) to the first selected line, USD 2,500 (25 percent) to the second selected line, and USD 2,500 (25 percent) to the third selected line. Even: Distributes the Total to Allocate amount evenly across all selected line-item budgets. For example, suppose you select 20 line items listed on this page to distribute the total allocation source amount. The Total to Allocate value is USD 5,000. The system will calculate an Allocation Amount of USD 250, a Percentage of Total of 5 percent, for each selected line item. Refresh Click to have the system recalculate the Total to Allocate, Total Allocated, and Remaining values. Enter Individual Amount or Percentage to Receive Allocation Allocation Amount and Percentage of Total Target Amount Method/Adj Amount (method adjustment amount) and Target Amount Enter a different amount or percentage to override the allocation spread value for individual line items. If you enter a Percentage of Total, the system calculates the allocation target amount by applying the percent to the total amount that needs to be allocated (Total to Allocate). The amount that is distributed to the line item based on the information you enter. The system displays the allocation target amounts as positive amounts. The system updates the budget amount for each line item, which equals the sum of the method/adjustment amount and allocation target amount when you execute the allocation ID. Processing Allocations You use the Allocation List page to process your allocations. 354 PeopleSoft Proprietary and Confidential

379 Chapter 20 Reviewing and Approving Budgets Rejecting and Submitting Budgets to the Next Budget Center Level After you complete your review and analysis, you can submit the master or one of your working versions as the budget plan for your budget center level. Use the Budget Work Item Versions page or the Budget Work Item Details page to select and submit a budget version. When you submit a budget version at your budget center level, that version updates the master budget version and the system sends it up to the next level, if applicable. The master version contains the most current budget submissions. Use the Budget Work Items page to reject and return a budget to the lower budget center level from which it was submitted. After you reject a budget, you must wait for the lower budget center level to resubmit it before you can submit your budget center level budget to a higher level. See Also Chapter 16, Budget Work Items and Versions, Submitting and Rejecting Budgets, page 223 PeopleSoft Proprietary and Confidential 355

380 Reviewing and Approving Budgets Chapter PeopleSoft Proprietary and Confidential

381 CHAPTER 21 Extracting Budget Data for Reports This chapter discusses how to extract budget data to use for reporting purposes. Extracting Budget Data You can use standard PeopleSoft reporting tools, such as Crystal Reports, Structured Query Reports, and query-based PSn/Vision, to access data in the Enterprise Warehouse including the Budgeting ledger data that gets populated during the Budgeting Export processes, With the Budgeting Extract process, budget data can be selectively extracted to reporting tables at the working version level that also include detail level position and asset information. Standard reporting tools can then be used to access this data. In addition, Note. PeopleSoft Budgeting is delivered with specific reporting and analysis features, including a set of standard reports and online analysis and reporting queries that access data directly in the PeopleSoft BAM data model. See Also Chapter 17, Preparing Line-Item Budgets, page 227 Appendix B, PeopleSoft Budgeting Reports, page 383 PeopleTools 8.4x PeopleBook: Introduction to Reporting Tools PeopleSoft Reporting Tools Page Used to Extract Data from PeopleSoft BAM Page Name Object Name Navigation Usage Data Extraction Control BP_DATA_EXTRACT Budgeting, Budgeting Home, Budget Analysis, Data Extraction, Reporting Data Extract Using the Data Extraction Control Page Access the Data Extraction Control page. Use to define parameters for extracting budget data from PeopleSoft BAM to PeopleSoft EPM database. PeopleSoft Proprietary and Confidential 357

382 Extracting Budget Data for Reports Chapter 21 Data Extraction Control page Define the parameters used to extract budget data from PeopleSoft BAM. Role Name Business Unit Budgeting Model ID The available options depend on the roles assigned to your user ID under the Administer User Security pages. The available options depend on the business units assigned to your user ID and role under the Administer User Security pages. The available options depend on the available published Budgeting Models for the selected business unit. 358 PeopleSoft Proprietary and Confidential