Human Capital Management 8.9 Planning Budget Process Guide Front Office

Transcription

1 Human Capital Management 8.9 Planning Budget Process Guide Front Office DCATS , option 5 Information Management Client Support Services Training Guide Version 10 March 2012

2 Budget Process Introduction & Objectives UTHSCSA implemented the Budget Workflow process to assist users in navigating through the various panels needed to complete the annual budget process. The Budget Workflow guides the user through the panels involved in the Budget process using 7 steps. These steps are explained further in this guide. Steps 1-3 are the responsibility of the Budget office and begin when they receive the budget information from Austin. This is when the timeline is created and published and the deadlines are established. As the fourth step in the Budget process, the departments are responsible for editing of their budget information. Step 5 is the responsibility of the Executive Committee members and then steps 6-7 are again the responsibility of the Budget office. The steps and panels that follow require the user to enter data about the Budget for their particular department on their particular step. Once the deadline has been reached, the Budget office will then initiate the next step in the Budget Process. Once the next step is initiated, there is no way to go back to the previous step. After all steps have been completed, the Regent s Report will be run and submitted to Austin. The processes we will review are: Describe the budget process Identify and describe the 7 steps for the Budget Process Review the timelines and deadlines Describe the Query reports Identify the steps for entering the Budget information Enter the Budget information Key Points Upon completion of this topic you will be able to complete Step 4 of the Budget Process Workflow by: Create a Excel spreadsheet by exporting the departmental data to create a working document Complete data entry for your department s Budget Print a copy of your fiscal year Budget DCATS Option 5 Page 2

3 Table of Contents Signing onto PeopleSoft... 4 Queries for Departmental Budget Users... 7 Queries for Budget EC Members... 7 Running the Budget Query... 8 Using HTML... 9 Exporting into Excel Pulling your assigned target numbers Department (All) Targets Department Targets Non-Salary Category Update Position Budgets Panel Step Reviewing your Budget after changes Department (All) Targets Department Targets Category Summary Page DCATS Option 5 Page 3

4 Signing onto PeopleSoft To begin the Front Office portion of the Budget Process, log into PeopleSoft using the steps below: Click on inside uthscsa (portal) DCATS Option 5 Page 4

5 Enter your Domain username and password DCATS Option 5 Page 5

6 Once signed into the portal click on the following links under the Enterprise Menu: 1. HCS Business Applications 2. Human Capital Management Human Capital Management 8.9 After the Human Capital Management 8.9 link is selected a second time, you will see a second window appear and the below menu. DCATS Option 5 Page 6

7 Queries for Departmental Budget Users HSC_DEPT_BUD_PLANNING_RPT (salary report by position owner) This query shows the department positions and salaries used to plan the new budget year. HSC_DEPT_BUD_PLAN_RPT_FUND_OWN (salary report by fund/account owner) This query shows positions you are funding with your departmental funds for the planning budget year, but the position is owned by a different department. HSC_DEPT_BUD_CAT_SUMMARY (summary of expenses by budget category and departmental position owner) This query shows the totals for each budget category. HSC_DEPT_BUD_CAT_SUM_FUND_OWN (summary of expenses by budget category and departmental funding owner) Queries for Budget EC Members HSC_DEPT_BUD_EC_SUMMARY (summary of prior year targets to actual data entry) HSC_DEPT_BUD_EC_TARGETS_BY_DPT (summary of prior year distributed targets) HSC_DEPT_BUD_EC_TARGET_TOTAL (summary of target Grand Total for Prior FY) DCATS Option 5 Page 7

8 Running the Budget Query To run one of the above queries click on the following links; 1. Reporting Tools 2. Query 3. Query Viewer In the begins with field, type in HSC_DEPT and click on Search, or type in the specific name of the report you would like to view and click on Search. The Search Results will populate your report which you may view in HTML or Excel format. DCATS Option 5 Page 8

9 Using HTML Click on the HTML link and enter your Department ID and Fiscal Year. Click on View Results. Your report will appear as you see below. If you have more than one page of information you may use the navigational arrows to page through the report. DCATS Option 5 Page 9

10 You may still export the report into Excel by clicking on the Excel Spreadsheet link. Exporting into Excel Click on the Excel link and enter your Department ID and Fiscal Year. Click on View Results. A prompt will appear with the options to OPEN, SAVE, or CANCEL. By selecting SAVE you may store your report on your desktop or in a specified folder. DCATS Option 5 Page 10

11 Once you have made your selection your report will appear as seen below. DCATS Option 5 Page 11

12 Pulling your assigned target numbers Please note: The following steps assume your EC member has posted your target amount within the HCM Budget process. If target amounts do not appear, please contact your EC office. The new target pages are limited to State funds according to Fund ownership. Grant, Practice Plan, Designated, Service, and Auxiliary Funds, as well as South Texas (RAHC and Laredo) Funds are excluded from the new target pages. Department (All) Targets To view all Department ID s you have access to, click on the Department (All) Target link using the following steps: 1. HSC Custom Components 2. Planning Budget 3. Use 4. Department (All) Target DCATS Option 5 Page 12

13 The screen below will automatically appear according to your access and contains the following columns: Project ID Target Displays the target amount for the specified state Project ID number input by your EC office. Total MO Funding Displays the cumulative total for all non-salary budget entries made by the department. Total Salary Funding Displays the cumulative total for all salary appointments made on the specified Project ID number by the department. Funding Total Displays the sum of non-salary and salary budget entries made by the department. Free Balance Displays the available target amount to be budgeted. If the Free Balance is negative it will display as a negative increment. A negative Free Balance indicates you have exceeded the State Funds target established for your department by your EC member. If the Free Balance is positive it will display as a whole number. A positive Free Balance indicates you have not fully utilized your State Funds target. The amounts on this screen will update, with any funding changes made by the department to Salary and/or M&O categories, on an hourly basis during Steps 4 and 5 of the planning budget process. The ½ hour update will occur daily between 7am and 7pm, including weekends. *Please note: The intent of the department is to get the Free Balance to zero. This will show your budget has met the target number. Front Office Users can download the data displayed on the screen by clicking on the icon at any time. This is an Inquiry Only page. To make changes to your accounts, go to the Non-Salary or Position Budgets pages. DCATS Option 5 Page 13

14 Department Targets If you have access to more than one Department ID, you may view them one at a time by clicking on Department Target link using the following steps: 1. HSC Custom Components 2. Planning Budget 3. Use 4. Department Target DCATS Option 5 Page 14

15 Enter your department ID and click on Search If the Free Balance is negative it will display as a negative increment. A negative Free Balance indicates you have exceeded the State Funds target established for your department by your EC member. If the Free Balance is positive it will display as a whole number. A positive Free Balance indicates you have not fully utilized your State Funds target. The amounts on this screen will update, with any funding changes made by the department to Salary and/or M&O categories, every ½ hour on a daily basis during Steps 4 and 5 of the planning budget process. The updates will occur daily between 7am and 7pm, including weekends. *Please note: The intent of the department is to get the Free Balance to zero. This will show your budget has met the target number. Front Office Users can download the data displayed on the screen by clicking on the icon at any time. This is an Inquiry Only page. To make changes to your accounts, go to the Non-Salary or Position Budgets pages. DCATS Option 5 Page 15

16 Non-Salary Category Update This panel will be available to departments that choose to change their budgets for Maintenance & Operations, Travel, Equipment, etc. The same steps can be performed for State and/or Non-State Project IDs. Click on the following links. 1. HSC Custom Components 2. Planning Budget 3. Use 4. Non-Salary Category Update New for FY2013 Additional non-salary budget categories have been made available in order to assist those departments that are preparing a budget for funds outside of State, Service and Auxiliary funds. Attached is a list of the budget categories that are now available. Please keep in mind that some budget categories are not available for all funds. For example, revenue budgets for state funds (14xxx) are established at the institutional level, and thus revenue budget categories (accounts 5xxxxx) should not be entered for this fund group. The account codes highlighted in yellow on the attached listing have been available in past years. All other accounts were added for the FY2013 and future planning budgets. DCATS Option 5 Page 16

17 To facilitate locating these expanded categories by Project ID, the Non-Salary Category Update page has been modified to include the Project/Grant as a searchable field. (See the screenshot below.) The following queries have also been modified to pull in the combination codes with these expanded categories, but only when the budget amount or the FTE is not zero: HSC_DEPT_BUD_CAT_SUMMARY HSC_DEPT_BUD_CAT_SUM_FUND_OWN This change was due to the additional number of rows that were created by the expanded budget categories. Please be advised that queries may also take a bit longer to run than in the past. DCATS Option 5 Page 17

18 Enter your Department ID and click Search. Click on the expense which needs updating. In the amount field, type in new amount and click on Save. DCATS Option 5 Page 18

19 Position Budgets Panel Step 4 This panel will be available to departments that choose to change their individual position budgets. The same steps can be performed for positions funded on State and/or Non-State Project IDs. Click on the following links. 1. HSC Custom Components 2. Planning Budget 3. Use 4. Position Budget To view all positions in your department at one time, you can enter your Department ID and click on Search. From the search results click on the position you would like to view within the menu. To view one position at a time, enter the position number you are attempting to update and click on Search. DCATS Option 5 Page 19

20 This panel is used to enter the employee budget changes. Notice Step 4 showing on this panel. By Clicking on the view all link, you will see all previous changes for this employee. DCATS Option 5 Page 20

21 *Please Note: The effective date should appear grayed out as 9/1/2011 and departments should not be able to insert or change the effective date on the planning budget position pages. If the effective date is not grayed out and displayed as 9/1/2011, or if Step 4 is not displayed, you are not in the Planning Budget panels. Go to the Planning Budget panels by following the steps on page 17. Tab down to the funding row and enter necessary changes. After making the changes click on SAVE before exiting the page. If you searched by your department id, you may click on Return to Search or Next in List to view the complete list of positions. If you searched by a specific position, you will click on Return to Search to enter the next position number. After all changes have been entered and saved, queries will need to be re-run to view the changes entered. Users should keep in mind that queries will not reflect revised salary amounts until the next ½-hour update process occurs, which is scheduled to run from 7am to 7pm daily, including weekends. DCATS Option 5 Page 21

22 Reviewing your Budget after changes Department (All) Targets After you have completed entering changes to your Non-Salary categories and Salaried Positions, return to the target pages. This will allow you to monitor whether you have met your target number, or if more adjustments need to be made. To view all Department ID s you have access to; you may use Department (All) Targets. Click on the following links. 1. HSC Custom Components 2. Planning Budget 3. Use 4. Department (All) Target DCATS Option 5 Page 22

23 The information below will reflect changes made by the department to salary or M & O categories after the hourly refresh process has run. The Free Balance for each DeptID and Project ID should be zero. *Please Note: this panel will update every ½ hour from 7am to 7pm with any funding changes that are made during the Planning Budget process. Department Targets To view Department ID s you have access to one at a time, you may use Department Target. Click the following links. 1. HSC Custom Components 2. Planning Budget 3. Use 4. Department (All) Target DCATS Option 5 Page 23

24 Enter your Department ID and click on Search The information below will reflect changes made by the departments to Salary and/or M & O categories after the hourly refresh process has run. The Free Balance for each DeptID and Project ID should be zero. *Please Note: this panel will be updated on an hourly basis from 7am to 7pm with any funding changes that are made during the Planning Budget process. DCATS Option 5 Page 24

25 Category Summary Page This panel is used to display the budget category summaries for all fund groups. To access the Category Summary Page click on the following links: 1. HSC Custom Components 2. Planning Budget 3. Use 4. Category Summary Enter your Department ID and click Search DCATS Option 5 Page 25

26 This Panel allows departments to check FTEs and the total budget associated with all Project IDs and fund groups. The Category Summary will update every ½-hour between 7am and 7pm on a daily basis, including weekends. If you make changes after 7pm, the changes will not appear until the next business day after 7am. *Please Note: this panel displays totals based on position ownership. It will not reflect entries made by other departments to your PIDs on positions they own. To view totals for State funds only, use the Department (All) Target or Department Target pages. This panel is for viewing purposes only. You may print this screen or go to your budget queries and run the HSC_DEPT_BUD_CAT_SUMMARY in excel format. This report will provide you with a summary of expenses by budget category and departmental position owner. You may also run the HSC_DEPT_BUD_CAT_SUM_FUND_OWN query, which will provide you with a summary of expenses by budget category and departmental funding owner. This completes the Planning Budget Process for your department. DCATS Option 5 Page 26