Depending upon the roles and responsibilities in your budget unit, this process may be performed by Budget Officers and Unit Managers.

Transcription

1 Process What Who Why When Use this guide to complete the Tidemark process. You can set up favorites and assumptions, enter a Year-End Projection (YEP) for the current year and for the coming year. Depending upon the roles and responsibilities in your budget unit, this process may be performed by Budget Officers and Unit Managers. The is the initial high-level forecast for the coming budget year and is the source of information for the Annual Budget Book. This process will be available in Tidemark mid-march. Final submission of the is due in early April. Your budget unit may have earlier deadlines to support internal review. Please coordinate with your Budget Officer. Prerequisites: Step Action 1 You must have authority to access the process in Tidemark. Authority is granted through Authority Manager by organization. To complete this process, you must have one of the following roles assigned: Budget Officer / Formula School Budget Officer Budget Analyst Unit Manager Unit Financial Analyst / SoM Unit Analyst SoM DFA 3/5/2018 Stanford University Job Aid Page 1 of 47

2 Process Accessing the Process Browser Requirements: Google Chrome Internet Explorer 11+ Safari Mobile on IOS-4+ To access Tidemark: Step Action 1 Access the Tidemark application from the following website: 2 Log into the application through WebAuth using your SUNet ID and password. 3 Click the Financial Planning icon. Result: Tidemark will list all financial planning processes available to you. 4 Click the icon to bring up the process. Result: The associated process map appears. 3/5/2018 Stanford University Job Aid Page 2 of 47

3 Process Setup The process contains five major paths: The top path is used to set up Department Favorites and Departmental Planning Assumptions. The second path is for entering expenses. The third path is for entering revenues. The fourth path is for Transfers Entry, Reporting and ISC Adjustments. The paths converge to various reports for Year-End Projection and. You must complete the Department Favorites panel to select the orgs you wish to use in subsequent panels. Once this is completed, the remaining panels can be viewed and worked on in any order. At this time, Department Favorites is reserved for those with Budget Unit authority. If you are a department user, you will need to contact your budget officer to select Department Favorites. 3/5/2018 Stanford University Job Aid Page 3 of 47

4 Process Panel Descriptions Panel Name Description For detailed instructions, see page: Department Favorites Planning Assumptions Global Calculation Year-End Projection Expenses/Revenues Expenses/Revenues BU Adj Expenses/Revenues Detailed Expense/Revenue Review Summary Expense/Revenue Review Fund Transfers Entry Fund Transfer Report ISC Adjustments Revenue, Transfers and Expenses Select departments you wish to budget for the YEP and Budget Plan. This can be at the Budget Unit level or at lower level orgs depending on your preferred level of granularity for planning. View and set rates for planning assumptions. 7 The global calculation is an action that appears at the bottom of most panels in the process. It can be run on demand to calculate planning assumptions. It will also be scheduled to run at certain times each day automatically. Review historical scenarios and either manually enter a Year- End Projection, or use an action to seed the Year-End Projection for the current year, which can then be adjusted. Review historical scenarios and either manually enter a Budget Plan, or use an action to seed the for the coming year, which can then be adjusted. Make high level adjustments to the Year-End Projection and at the Budget Unit level). View historical scenarios, and review how Year-End Projection and were created. View historical scenarios and a condensed view of the Year-End Projection and. Enter Operating Transfers, Asset Transfers and Fund Appropriations for the YEP and. View all transfers for a Department regardless of which slice they were entered by. Review Infrastructure Charge (ISC) calculations for Revenue, Transfers and Expenses and make adjustments to ISC as necessary for the YEP and. Report Guide Guide to all reports in the process /5/2018 Stanford University Job Aid Page 4 of 47

5 Process Panel: Department Favorites Select departments you wish to budget for the YEP and. This can be at the Budget Unit level, or at lower level orgs depending on your preferred level of granularity for planning. At this time, Department Favorites panel is restricted to users with authority at the Budget Unit level. Step Action 1 On the Process map, click the Department Favorites panel. Result: The corresponding panel opens. 2 Review the data displayed. a Review the page slice. b The page slice controls which org is shown on the page. Only budget units are selectable for this panel. If you do not have access to your budget unit org, this panel will be inaccessible. Review the page edges. The page edges allow you to filter the data displayed on the page. 3/5/2018 Stanford University Job Aid Page 5 of 47

6 Process c Review the rows on the grid. Each row indicates the Departments or Orgs available for. d Review the columns on the grid. The columns reference information for previous, current, and upcoming fiscal years. 3 Review the list of available orgs and determine which ones you want to budget to for both the YEP and. 4 In the Org column, enter a 1 for each org you want to budget to. Leave the field blank if you want the Org to be filtered out on subsequent panels. It is important not to have overlapping departments selected, or you may end up with portions of your budget being duplicated. Once you ve chosen a department to budget to, do not select any descendants of that code to budget to. For example, you may select all Level 3 orgs in your unit, but you would not want to select your budget unit and the level 3 orgs. 6 Click the Save button. Result: The Department Favorites will be available for use in subsequent panels. Note: If there is a 1 in both a parent AND a child Org, the child org will error on Save and be highlighted in RED with a -1. This is to prevent data rollup inconsistencies. If you are planning at a parent level org, you cannot also plan at children of that parent. If you are planning at children level orgs, you cannot also plan at their parent org. Remove the errors and re-save. 3/5/2018 Stanford University Job Aid Page 6 of 47

7 Process Panel: Planning Assumptions View and set rates for planning assumptions. Step Action 1 From the prior step, click the advance paddle to move to Planning Assumptions. or On the Process map, click the Planning Assumptions panel. Result: The Planning Assumptions panel opens. 2 Review the data displayed. a Review the page slice. The page slice controls which org is shown on the page. You can select any org that you have access to (either as a child or parent member of the org hierarchy). b Review the page edges. The page edges allow you to filter the data displayed on the page for Org or Scenario (ie. Year-End Projection or ). c Review the rows on the grid. Rows show the departments that were selected on the Department Favorites panel as well as ancestors. 3/5/2018 Stanford University Job Aid Page 7 of 47

8 Process d Review the columns on the grid. The columns indicate the planning assumptions and rates already built into the system. Assumptions in white fields are set by the UBO and inherited by budget units and departments. These cannot be modified. 3 For each planning assumption column, review the Inherited Assumption Rate and Budget Assumption Rate fields. If necessary, update the Budget Assumption Rate to reflect unit adjustments for cost rise. Note: If you have already seeded your budget, your budgeted numbers will not be automatically updated. To seed, or re-seed your budget using these rates, see instructions for Year End Projection and Expenses. Cost Rise rates are used by seeding actions to calculate year over year growth. Other rates such as ISC, IDC, Fringe, etc. are used by the Global Calculation. See the next section for a complete description of all rates used in the Global Calculation. 4 Click the Save button. Result: The Planning Assumptions will be saved, and will be referenced when expenses are seeded. 3/5/2018 Stanford University Job Aid Page 8 of 47

9 Process Global Calculation The global calculation is an action that appears at the bottom of several panels in the process that can be run on demand to calculate planning assumptions. It will also be scheduled to run at certain times each day automatically. Step Action 1 Following are the Assumptions Calculated by the Global Calculation: 1. Fringe (RBE, PostDocs, Contingent, TA&RA) Codes: 51750, 51755, 51760, Calculation: Eligible object codes * Rate from Planning Assumptions 2. Grad Stipend Health Surcharge Code: Calculation: Eligible object codes in all CB Award Types except Fed G&C * Rate from Planning Assumptions 3. Tuition Grant Program (TGP) Code: Calculation: Eligible object codes in all CB Award Types except Fed G&C * Rate from Planning Assumptions 4. Indirect Cost (IDC) Code: Calculation: Eligible object codes in Fed G&C * Rate from Planning Assumptions 5. Sponsored Revenue Code: Calculation: Expenses on Fed & Non-Fed G&C 6. Beginning Balance Code: Calculation: Ending Balance from Year End Projection 7. Infrastructure Charge (ISC), (Revenue, Expense, Transfer) Codes: 48990, 58915, Calculation: Eligible object codes in Designated (Rev) or Expendable & Endowment (Expense/Transfer) * Rate from Planning Assumptions. 3/5/2018 Stanford University Job Aid Page 9 of 47

10 Process 2 How to Run the Global Calculation Action on Demand. a. Scroll to the bottom of most any entry panel in the process to the Actions section b. Click on Run Global Calc. c. Click the Run button. d. Scroll down below the Actions to see the status of the running action. e. When the white Started button changes to green Completed the global calculation is done. f. Click the Financial Planning icon at the bottom left of the panel to reload the current page or navigate to another report to see the results of the calculation. 3/5/2018 Stanford University Job Aid Page 10 of 47

11 Process Panel: Year-End Projection Expenses and/or Revenues Review historical scenarios and either manually enter a Year-End Projection, or use an action to seed the Year-End Projection for the current year, which can then be adjusted. Although there are separate tracks for Expenses and Revenues in the process, the process steps and panels are nearly identical for each track. Below are general guidelines for both tracks. Where there are differences in the panels, those differences will be noted in each step below the general guidelines. Step Action 1 From the process map, click the Year-End Projection Expenses or Year-End Projection Revenue panel. Result: The Year-End Projection panel opens. 2 Review the data displayed. a Review the page slice. The page slice controls which org is shown on the page. You can select any org that you have access to (either as a child or parent member of the org hierarchy). However, the department chosen must be selected in Department Favorites or no data will be displayed on the page. b Review the page edges. The page edges allow you to filter the data displayed on the page for Department, Object Code or CB Award Type. 3/5/2018 Stanford University Job Aid Page 11 of 47

12 Process c Review the rows on the grid. The rows indicate what Department, CB Award Type and Object Code units you can budget to. To budget to additional departments, or if you are seeing no data, go back to Department Favorites. d Review the columns on the grid. The first several columns show historical scenarios for reference. The next set of columns are for the current year-end projection. Columns with Seeded in the title can be populated by running a seeding action (explained in step 3). Columns with Adjustment in the title are where manual entry can be done. The Adjusted Amount column totals the prior year-end projection columns. The Explanation column allows entry of free-form text. Entries in this column will also appear in subsequent panels. 3 Actions: After reviewing the historical scenarios, you may use an action to pre-populate the year-end projection. Actions are found by scrolling to the bottom of the page. 3/5/2018 Stanford University Job Aid Page 12 of 47

13 Process Running an action is optional; actions are meant to save time by pre-populating a starting point which can then be adjusted. Alternatively, you may elect to enter the Year-End Projection manually (see step 4). The following actions are available for seeding your Year End Projection: 1. Seed YEP with Booked Budget: - Expenses: Copies the Booked Budget Amount column to the Seeded Preliminary Amount and Seeded Baseline Amount columns. - Revenues: Copies the Booked Budget Amount column to the Seeded Baseline Amount column. 2. Seed YEP with Trailing 12 Months (+ Cost Rise for expenses): - Expenses: Copies the Trailing 12 Months Actual Amount to the Seeded Preliminary Amount column. Cost rise is added to the out months, and shown in the Seeded Cost Rise Amount column. The Seeded Baseline Amount column shows the total of these columns added together. - Revenues: Copies the Trailing 12 Months Actual Amount to the Seeded Baseline Amount column. 3. Clear YEP Seeding: - Expenses and Revenues: Clears Seeded values and Percent Adjustment. Does not clear Adjustment Amount. 4. Global Calc - Calculates ISC and IDC, Fringe, Balance Carry-Forward to. To run an action do the following: 1. Review what is showing on your page. Seeding will occur only for the population displayed. Use your page edges to filter down to just what you want seeded. 2. Select an action to seed the Year-End Projection. 3. Click the Run button. 4. Scroll down to see the status. 5. Wait for the status to change from Started to Completed. 3/5/2018 Stanford University Job Aid Page 13 of 47

14 Process 6. Reload the page by clicking the Financial Planning icon in the lower left. 7. This will refresh the page and show the results for the action. It is not necessary to click Save. Tip: Actions will run only for rows that are showing on the page so it is possible to use page edges to filter by Org, Object Code or CB Award Type and run different actions for different combinations of filtered data. Or run actions for some rows and not for others. An example of this would be to filter to Operating Budget and run the action to seed with Booked Budget, then filter to Designated and run the action to seed from Trailing 12 months. If doing this, you should keep notes to remember which actions were used. There is an action that will allow the planner to clear the seeding if mistakes are made. 4 Adjustments: Once the baseline amount has been populated from the Action, up or down Adjustments can be made to the baseline results either by percent or amount. These adjustments are made manually in the yellow-highlighted cells. If you choose not to run an action to populate your Seeded Baseline Amount, you will use the Adjustment column to enter your budget directly. In this case you are adjusting from a starting point of 0. To make manual adjustments, do the following: 1. Review the Seeded Baseline Amount column, and determine if an adjustment is needed. 2. Select the appropriate cell for either a percent or amount adjustment. Yellow cells indicate that the data is at the lowest level for the YEP, and can be adjusted. White cells are used for sub-totals as well as calculated codes which are not directly enterable. 3/5/2018 Stanford University Job Aid Page 14 of 47

15 Process 3. Click Enter or double-click the cell to activate it for entry. 4. Enter your adjustment numerically. Use - for negative entries. Do not use $ or % signs, the system will determine if percent or amounts are entered based on the column. 5. Click enter, or navigate to the next cell you wish to adjust. 6. Cell will be show a red triangle in the upper-right corner indicating data has been entered but not yet saved. 7. Click save. Result: The Adjustments will be saved and the Adjusted Amount column will be updated to include the baseline + or - adjustments. Tip: Use the Explanation column to make specific notes for adjustments. 3/5/2018 Stanford University Job Aid Page 15 of 47

16 Process Panel: Expenses and/or Revenues Review historical scenarios and either manually enter a, or use an action to seed the for the coming year, which can then be adjusted. Step Action 1 From the process map, click the Expenses or Revenue panel. Result: The panel opens. 2 Review the data displayed. a Review the page slice. b The page slice controls which org is shown on the page. You can select any org that you have access to (either as a child or parent member of the org hierarchy). Review the page edges. c The page edges allow you to filter the data displayed on the page for Department, Object Code or CB Award Type. Review the rows on the grid. The rows indicate what Org, CB Award Type and Object Code units you can budget to. 3/5/2018 Stanford University Job Aid Page 16 of 47

17 Process d Review the columns on the grid. The first several columns show historical scenarios for reference including the current year-end projection from the previous panel. Columns with Seeded in the title can be populated by running a seeding action (explained in step XX). Columns with Adjustment in the title are where manual entry can be done. The Adjusted Amount column totals the columns. The Explanation column allows entry of free-form text. Entries in this column will also appear in subsequent panels. 3 Actions: After reviewing the historical scenarios, you may use an action to pre-populate the year-end projection. Actions are found by scrolling to the bottom of the page. Running an action is optional; actions are meant to save time by pre-populating a starting point which can then be adjusted. Alternatively, you may elect to enter the Year-End Projection manually (see step 4). The following actions are available for seeding your : 1. Seed with Prior Year End Projection (+ Cost Rise for expenses): - Expenses: Copies the Year End Projection column to the Seeded Preliminary Amount column.. Cost rise is added and shown in the Seeded Cost Rise Amount column. The Seeded Baseline Amount column shows the total of these columns added together. - Revenues: Copies the Year End Projection column to the Seeded Baseline Amount column. 2. Seed with Prior Year Booked Budget (+ Cost Rise for expenses): - Expenses: Copies the Prior Year Booked Budget column to the Seeded Preliminary Amount column. Cost rise is added and shown in the Seeded Cost Rise Amount column. The Seeded Baseline Amount column shows the total of these columns added together. - Revenues: Copies the Prior Year Booked Budget to the Seeded Baseline Amount column. 3. Clear Seeding: 3/5/2018 Stanford University Job Aid Page 17 of 47

18 Process - Both Revenue and Expenses: Clears data from Seeded columns & Adjustment Percent. Adjustment Amount column is not cleared. To run an action do the following: 1. Review what is showing on your page. Seeding will occur only for the population displayed. Use your page edges to filter down to just what you want seeded. 2. Select an action to seed the. 3. Click the Run button. 4. Scroll down to see the status. 5. Wait for the status to change from Started to Completed. 6. Reload the page by clicking the Financial Planning icon in the lower left. 7. This will refresh the page and show the results for the action. It is not necessary to click Save. Tip: Actions will run only for rows that are showing on the page so it is possible to use page edges to filter by Org, Object Code or CB Award Type and run different actions for different combinations of filtered data. Or run actions for some rows and not for others. An example of this would be to filter to Operating Budget and run the action to seed with Booked Budget, then filter to Designated and run the action to seed from Year End Projection. If doing this, you should keep notes to remember which actions were used. There is an action that will allow the planner to clear the seeding if mistakes are made. 4 Adjustments: Once the baseline amount has been populated from the Action, up or down Adjustments can be made to the baseline results either by percent or amount. These adjustments are made manually in the yellow-highlighted cells. 3/5/2018 Stanford University Job Aid Page 18 of 47

19 Process If you choose not to run an action to populate your Seeded Baseline Amount, you will use the Adjustment column to enter your budget directly. In this case you are adjusting from a starting point of 0. To make manual adjustments, do the following: 1. Review the Seeded Baseline Amount column, and determine if an adjustment is needed. 2. Select the appropriate cell for either a percent or amount adjustment. Yellow cells indicate that the data is at the lowest level for the YEP, and can be adjusted. White cells are used for sub-totals as well as calculated codes which are not directly enterable. 3. Click Enter or double-click the cell to activate it for entry. 4. Enter your adjustment numerically. Use - for negative entries. Do not use $ or % signs, the system will determine if percent or amounts are entered based on the column. 5. Click enter, or navigate to the next cell you wish to adjust. 6. Cell will be show a red triangle in the upper-right corner indicating data has been entered but not yet saved. 7. Click save. Result: The Adjustments will be saved and the Adjusted Amount column will be updated to include the baseline + or - adjustments. Tip: Use the Explanation column to make specific notes for adjustments. 5 Itemizations: Itemizations are available on Revenue and Expense panels to allow for entering more detail. Unit X Rate calculations are supported, and multiple lines of supporting detail can be entered for each line item. To enter Itemizations: 3/5/2018 Stanford University Job Aid Page 19 of 47

20 Process 1. Select the Itemization icon from the In-Context Menu on the left hand gray area. 2. The Itemization Entry Window will open at the bottom of the panel. 3. Select New at the bottom left of the Itemization Entry Window. 4. A new row will appear with yellow-highlighted cells for entry. 5. Enter the following for a new item: a. Department b. CB Award Type c. Object Code d. Unit Description ( optional freeform text field) e. # of Units f. Rate of Unit value g. Additional Notes (optional freeform text field) 6. Click Apply in the lower right to save the row. To duplicate or Clone a row: 1. Select the checkbox to the left of the row to be copied. 2. Click the Clone icon above the first row. 3. Make any necessary changes to the new cloned row. 4. Click Apply in the lower right to save the row. To Delete a row 1. Select the checkbox to the right of the row to be deleted. 2. Click the Delete icon above the first row. 3. Click Apply in the lower right to permanently delete the row. To Close the Itemization Entry Window: 1. Click the Red X on the right side gray area. 2. It may be necessary to scroll to see the Red X. 3. Review the total of your itemizations in the Itemization Amount column. You do not need to save or reload the page to see these totals. 3/5/2018 Stanford University Job Aid Page 20 of 47

21 Process Panel: Budget Unit (BU) Adjustments: Expenses and/or Revenues Make high level adjustments to the Year-End Projection and at the Budget Unit level). Step Action 1 From the process map, click the BU Adj Expenses or BU Adj Revenue panel. Result: The BU Adj panel opens. Note: This panel is only available at the BU level. If you do not have access to the full Budget Unit, you this panel will be greyed out. 2 Review the data displayed. a Review the page slice. b The page slice controls which org is shown on the page. Only Budget Units are available. Review the page edges. c The page edges allow you to filter the data displayed. Review the rows on the grid. The rows indicate the Department, CB Award Type and Object Code. 3/5/2018 Stanford University Job Aid Page 21 of 47

22 Process d Review the columns on the grid. The columns of the grid will include historical scenarios, baseline and adjustments as described in the Year End Projection and Revenue or Expenses Panel. There is an entry column for BU Adjustments for the Year-End Projection and an entry column for BU Adjustments to. This allows for high level adjustments if you want to edit your bottoms up YEP and at a macro level. Entries in these columns are only done manually as follows: 1. Select a yellow-highlighted cell in either column. 2. Click Enter or double-click to open the cell for entry. 3. Enter a positive or negative amount for adjustment. 4. Add notes in the Explanation column as necessary. 5. Click Save. Result: Panel will reload with adjustments added into the Final Amount column. 3/5/2018 Stanford University Job Aid Page 22 of 47

23 Process Panel: Detailed Revenue/Expense Review View historical scenarios, and review how Year-End Projection and were created. Step Action 1 From the process map, click the Detailed Revenue Review or Detailed Expense Review panel. Result: Detailed Review panel opens. 2 Review the data displayed. a Review the page slice. b The page slice controls which org is shown on the page. You can select any org that you have access to (either as a child or parent member of the org hierarchy). Review the page edges. c The page edges allow you to filter the data displayed on the page for Org, Object Code or CB Award Type. Only Orgs selected in the Department Favorites panel will show up in the drop down list. Review the rows on the grid. The rows indicate what Org, CB Award Type and Object Codes have been budgeted. 3/5/2018 Stanford University Job Aid Page 23 of 47

24 Process d Review the columns on the grid. The first several columns show historical scenarios for reference. The next set of columns are for the current Year End Projection followed by the future year Budget Plan Seeding, Adjustment and Final Amount columns. The only enterable fields are in the last column to the right, where Explanations may be entered. Entries in this column will reappear in subsequent panels so that comments are included in both year-end projection and budget plan. E If changes are needed, navigate to a prior panel and adjust as needed. Tip: If working on entry panels and wish to see department totals, open a separate tab in the browser and keep the Detail Review or Summary Review panel open and reload it to see totals after entries are saved in the entry panels. 3/5/2018 Stanford University Job Aid Page 24 of 47

25 Process Panel: Summary Revenue/Expense Review View historical scenarios and a condensed view of the Year-End Projection and. Step Action 1 From the process map, click the Summary Revenue Review or Summary Expense Review panel. Result: Summary Review panel opens. 2 Review the data displayed. a Review the page slice. b The page slice controls which org is shown on the page. You can select any org that you have access to (either as a child or parent member of the org hierarchy). Review the page edges. c The page edges allow you to filter the data displayed on the page for Org, Object Code or CB Award Type. Review the rows on the grid. The rows indicate what Org, Object Codes have been budgeted. An expanded view of the Object Code Hierarchy tree for either Expenses or Revenue is provided. 3/5/2018 Stanford University Job Aid Page 25 of 47

26 Process d Review the columns on the grid. E The first several columns show historical scenarios for reference. The next set of columns are for the current Year End Projection followed by the future year by CB Award Type. There are no enterable columns or actions. If changes are needed, navigate to a prior panel and adjust. 3/5/2018 Stanford University Job Aid Page 26 of 47

27 Process Panel: Fund Transfer Entry Enter Operating Transfers, Asset Transfers, Intra-Dept or Unit, Inter-Dept or Unit Transfers and Fund Appropriations. Step Action 1 From the process map, click the Fund Transfers Entry panel which is the first panel in the fourth track. Result: Fund Transfers Entry Panel opens. 2 Review the data displayed. a Review the page slice. The page slice controls which org is shown on the page. You can select any org that you have access to (either as a child or parent member of the org hierarchy). Tip: The Fund Transfer Entry Panel will display only transfers entered by the SLICE (org). For example, if the Slice is set to QAUF Biology and transfers are entered, then those transfers will be displayed. But it is possible that someone at the Dean s Office for H&S can enter Transfers for QUAF at the PAAA Slice level. These transfers will only be displayed when the Slice is set to PAAA and not QUAF. In order to see ALL transfers for a department regardless of the level they were entered, use the Fund Transfer REPORT Panel rather than the Fund Transfer ENTRY panel. (See page 31) b Review the column headers. The column headers represent the fields that you will need to enter for each transfer. If no transfers have yet been entered for the slice, no data will be displayed. If Transfers have been entered, the transfer details will be displayed below the column headers. Clicking on a column header will allow the data to be sorted by that column. 3/5/2018 Stanford University Job Aid Page 27 of 47

28 Process c Filter the Transfer Entry data Use the Filter button This will allow Filters to be displayed. just above the column headers to the right. Use the first filter drop down arrow to select a column header to filter by and the second filter to select the Year End Projection or. Use the Add Filter button filter by more column headers for a more advanced filter. d Enter a New Transfer. Click the + New Result: Create Initiative Panel opens. button in the upper left area below the page slice. e Select or Enter values for each field in the Create Initiative Panel that describes the transfer you wish to enter. 1. Scenario Select the appropriate Scenario, either Year End Projection or by clicking the arrows to the right of the entry field. 3/5/2018 Stanford University Job Aid Page 28 of 47

29 Process 2. Source Org Select an Org where the Transfer of funds are initiating FROM. You can select any department from your favorites, or EXT External Funding. Use EXT if the transfer is coming from a department outside of your authority. 3. Source Award Type Select the Award Type (OB, Designated, Expendable, etc.) where the Transfer of Funds are initiating FROM. This will be used to determine the object code for the transfer. 4. Destination Org Select where the funds are being transferred TO. Similar to the Source Org, choose from your favorites, or If the transfer is going to a Dept that you do not have access to, select EXT External Funding. 5. Destination Award Type Select the Award Type (OB, Designated, Expendable, etc.) where the Transfer of Funds are being Transferred TO. This will be used to determine the object code for the transfer. 6. Transfer Type Select one of four possible Transfer Types as described below. - Operating Transfer Funds moved between typical CB Award Types (OB, Designated, Expendable, Endowment, etc.). - Asset Transfer Funds moved TO or FROM Plant or Endowment Principal. Note: If it s a Transfer TO Plant or Endowment Principal, then the Destination Org should be EXT. If it s a Transfer FROM Plant or Endowment Principal, then the Source Org should be EXT. - IntraFund Appropriation Pseudo-Transfers between a task owned by one org and an award owned by a different org. 3/5/2018 Stanford University Job Aid Page 29 of 47

30 Process - Base General Funds These are entered only by the UBO 7. Input Amount Enter the amount of the funds being Transferred. This should always be a POSITIVE amount. This positive transfer amount will result in a negative value to the Source Org/Award Type and a positive value to the Destination Org/Award Type. If you are not getting the result you expect, then either change the Source and/or Destination Org/Award Type but do not reverse the sign to a negative input amount. The system will allow a negative input amount to be saved but it will not be a valid transfer and will not be reflected in your YEP or Plan. You will get a warning in the VERIFICATION field if you enter a negative input amount. 8. Description This is free form field for you to describe what the transfer is for. If EXT is used, you may want to specify the other department involved in the transfer. 9. After entering all required fields, click the SAVE button at the bottom, right of the Create Initiative panel. Tip if you have more transfers to enter you can select the arrows next to the SAVE button and choose SAVE AND NEW. This will save the current transfer and clear the panel for a new entry. 3/5/2018 Stanford University Job Aid Page 30 of 47

31 Process Panel: Fund Transfer Report View ALL transfers for a Department regardless of the SLICE in which they were entered. Step Action 1 From the process map, click the Fund Transfers Report panel which is the second panel in the fourth track. Result: Fund Transfers Entry Panel opens. 2 Review the data displayed. a Review the page slice. The page slice controls which org is shown on the page. You can select any org that you have access to (either as a child or parent member of the org hierarchy). Tip: The Fund Transfer ENTRY Panel will display only transfers entered by the SLICE (org). For example, if the Slice is set to QAUF Biology and transfers are entered, then those transfers will be displayed. But it is possible that someone at the Dean s Office for H&S can enter Transfers for QUAF at the PAAA Slice level. These transfers will only be displayed when the Slice is set to PAAA and not QUAF. In order to see ALL transfers for a department regardless of the level they were entered, use this Fund Transfer REPORT Panel rather than the Fund Transfer ENTRY panel. b Review the Page Edge filters. The page edge filters allow you to filter on Department, CB Award Type, Object Code and/or Transfer Type. The various transfer types are described in the prior section, Transfer Entry Panel, step 2e.6 (page 29). 3/5/2018 Stanford University Job Aid Page 31 of 47

32 Process c Review the Rows of the grid. The rows of the grid indicate information about each transfer that has been entered. The first four cells are Department, CB Award Type, Object Code and Transfer Type. The fifth cell indicates that SLICE of the entry panel in which the transfer was entered. In the example above, these transfers were entered to QAUF (Biology) by a user with authority to the parent PAAA (Dean s Office). A user in Biology that only has access to QAUF would not be able to adjust or delete these transfers because they would not see them in the Transfer Entry Panel with the slice set to QAUF. The authority is set up in this way to allow the Dean s Office (School or Budget Unit level) to be able to enter transfers between lower level departments (ie. Biology and Chemistry) because they have access to both. A user in Biology would only be able to enter their side of an Inter-Unit Transfer. The transfer report was created to allow view access to ALL transfers in a department whether they were entered by the Department user or by a Dean s Office user. d Review the columns of the grid. The columns of the grid indicate whether the transfer is for the current YEP or the next year. They also indicate whether the transfer is a transfer IN or OUT. After the global calculation is run, ISC will be calculated and shown for the transfer if it is applicable. The final column Total Use of Funds indicates the transfer and ISC combined. Descriptions for individual transfers are entered using the Transfer Entry Panel as described in the previous section 2e.8 on page 29. Note that various transfers may be entered with descriptions but may aggregate up to the same Award Type, Object Code and Transfer Type so it is not possible to see that level of detail in the Transfer Report. To see the individual transfers, a user would need to view those on the Transfer Entry Panel. 3/5/2018 Stanford University Job Aid Page 32 of 47

33 Process Panel: ISC Revenue/Transfer/Expense Adjustment Review Infrastructure Charge (ISC) calculations for Revenue, Transfers and Expenses and make adjustments to ISC as necessary. There are separate adjustment panels for Revenue, Transfers and Expenses but for training purposes they are described here together due to their similarities. Tip: It is important to do ISC adjustments after all Revenues, Transfers and Expenses have been finalized and ISC has been calculated on those final expenses. Any ISC Adjustments made by the user will aggregate with calculated ISC to come up with the final ISC for a Department. If Revenues, Transfers or Expenses change after the adjustments have been made, the user should recalculate the ISC via the Global Calc and revisit the ISC adjustments to see if the need to be updated as a result. Step Action 1 From the process map bottom track, click the ISC Revenue Adjustment or ISC Transfer Adjustment or ISC Expense Adjustment panel. Result: Panel opens. 2 Review the data displayed. a b Review the page slice. screenshot The page slice controls which org is shown on the page. You can select any org that you have access to (either as a child or parent member of the org hierarchy). Review the page edge. The page edges allow you to filter the data displayed on the page for Department 3/5/2018 Stanford University Job Aid Page 33 of 47

34 Process c Review the rows on the grid. The rows show departments and object codes. The department from the page slice is shown first, which summarizes the totals for all departments. Adjustments must be done at the level of Department Favorites, which are shown below this summary. Each department shows four rows for ISC related object codes. The first row (58915, 49710, or 48990) shows the ISC that was calculated by the system for the department. The second row (5890B, 4971B, or 4890B) is for making adjustments to the overall ISC. This may be done if you feel the global calc under or over-stated your ISC. For example, if you have numerous awards that are ineligible for ISC, you can enter a negative number to adjust your ISC budget downwards. The third code (48902, 49715, 48904) is for budgeting the 2% recovery of ISC to your Designated budget. This is not included in the global calculation, and must be manually calculated and entered. The fourth row shows the total of all object codes that have been budgeted to and are eligible for ISC. To see the individual object codes, click the arrow next to the Total ISC Eligible Expenses/Revenue/Transfers row. d Review the columns on the grid. The columns show the CB Award Types which are impacted by ISC calculations for the current Year End Projection and future year. e Adjust ISC as necessary. 1. After reviewing the ISC that was calculated by the system, determine what changes if any need to be made. 3/5/2018 Stanford University Job Aid Page 34 of 47

35 Process 2. Make ISC up or down adjustments to the cells in the appropriate row and column intersections as denoted in step 2c then click Save. Example: If the system calculates $100,000 for ISC based on Expendable expenses for your department, that figure will show up in code But your own analysis may reveal that some Expendable awards in your department should be exempt from ISC and overall ISC should actually be $90,000. In this case, an adjustment of -$10,000 may be made to code 5890B, Expendable, for the same department, which will offset the calculated value of $100,000 and result in a net ISC of $90,000. In this case, the 2% recovery adjustment would be made based on $90,000 ISC and manually entered in code ISC adjustments will be either positive or negative depending on what you are trying to adjust. If you are trying to increase expenses, the adjustment will be positive. If you are trying to decrease Revenues, the adjustment is negative. The 2% recovery in Revenues is always positive because it increases revenue. 3/5/2018 Stanford University Job Aid Page 35 of 47

36 Process Report Guide Below is a guide to the reports available in the process along with a description of the report as well as the business question they may be used to answer. Report Description Report Elements Review Consolidated Budget Variance for Budget Progression Report Five Year History A consolidated view by award type for any year and scenario by Award Type. Normally used as an overall look at the Budget. Allows for some drilling capability to more detailed view. Used for Variance Explanations during the process. Allows for drilling cabability to a more detailed view. Used as a comparison of all scenarios throughout the budget cycle for the last 3 years to help determine trends and accuracy of forecasting. Year over Year comparisions by Scenario over five years to view trends. Allows for drilling cabaility for a more detailed view. Revenues, Transfers, Expenses, Beginning and Ending Fund Balances summarized by CB Award Type. Filters include: Dept, CB Award Type, Year Object Codes (Summary, Detail All) Scenario (, Booked Budget, YTD Actuals, Year End Projection, Year End Reforecast Consolidated view of Revenues, Transfers, Expenses, Beginning and Ending Fund Balances for Prior Year Actuals, Current YTD Actuals, Booked Budget and Year End Projection and Next Year. Variance columns $ and %: Current Year Booked Budget vs YEP Next Year YEP vs Filters: Dept, CB Award Type, Year Object Codes (Summary, Detail, All) A progression of all scenarios in the budget cycle in order (Budget Plan, Booked Budget, Year End Projection, Year End Actuals) for last 3 years along with Next Year. Shows progression for Consolidated Operations as well as by CB Award Type. Filters: Dept, CB Award Type, Year Object Code (Summary, Detail, All) Five Year Comparison of any Scenario by CB Award Type. Filters: Dept, CB Award Type, Year Scenario (, Booked Budget, YTD Actual, YEP, YER) Object Code (Summary, Detail, All) 3/5/2018 Stanford University Job Aid Page 36 of 47

37 Process Final Review and Approval High Level Object Codes by Orgs This is the final overall look at the for reasonableness. Allows for capability of drilling to a more detailed view. A view of totals for major categories with the ability to expand individual categories and quickly see lower level department totals side by side. Next Year Consolidated by CB Award Type with prior two years of Actuals and Current YTD Actual, Booked Budget and Year End Projection for context. Filters: Dept, CB Award Type, Year Object Code: Summary, Detail, All Next Year and Current Year End Projection Major Category Totals for Revenue, Transfers, Expenses, Net Change, Beginning and Ending Fund Balances Consolidated Highest level org and Children Orgs Filters: Dept, CB Award Type Selected Object Codes by Org and CB Award Type Object Codes by Award Type Budget Review and Approval A view of how data is rolled up by departments. The ability to select individual object codes and to multiselect codes and categories gives flexibility. View of the valid categories for entry for and Year End Projection. Can compare totals with Actuals. Other reports are available in the Budget Review and Approval process. A hierarchical veiw of Departments for any selected Object Code or Category Total by CB Award Type. Filters: Dept, CB Award Type, Year Scenario (, Booked Budget, YTD Actual, YEP, YER) Object Code (Individual and all category totals with ability to multiselect) Lowest level Object Code Category Totals allowed for entry for and Year End Projection by CB Award Type. Filters: Dept, CB Award Type, Year Scenario (, Booked Budget, YTD Actual) Object Code ( Categories) There are various other reports in the Budget Review and Approval process that will allow a user to view more detail below the Dept/AwardType/Rev or Exp Category level. An example would be to use the 306: PTA Detail and Object Code Detail by Month report. Run this report for the slice (dept) and use the page edge filters to navigate to the appropriate year, scenario, Rev or Exp Category, and Award Type to see the lowest level detail for any previous scenarios such as Actuals, Booked Budget, etc. 3/5/2018 Stanford University Job Aid Page 37 of 47

38 Process Appendix A Report formatted specifically for publication in the Stanford University Budget Book Appendix A appears in the Stanford University Budget Book and is formatted to be more concise than most Tidemark Reports. For example, Fed & Non-Fed Grants & Contracts columns are collapsed into a single column as are Auxiliarys and Service Center. The dropzone tool (in the content section at the bottom of the report) is used in conjunction with the excel export function to achieve these formatting changes in excel automatically. 3/5/2018 Stanford University Job Aid Page 38 of 47

39 Process Report Samples Report Description Report Elements Review Consolidated Budget A consolidated view by award type for any year and scenario by Award Type. Normally used as an overall look at the Budget. Allows for some drilling capability to more detailed view. Revenues, Transfers, Expenses, Beginning and Ending Fund Balances summarized by CB Award Type. Filters include: Dept, CB Award Type, Year Object Codes (Summary, Detail All) Scenario (, Booked Budget, YTD Actuals, Year End Projection, Year End Reforecast 3/5/2018 Stanford University Job Aid Page 39 of 47

40 Process Report Description Report Elements Variance for Used for Variance Explanations during the Budget Plan process. Allows for drilling cabability to a more detailed view. Consolidated view of Revenues, Transfers, Expenses, Beginning and Ending Fund Balances for Prior Year Actuals, Current YTD Actuals, Booked Budget and Year End Projection and Next Year. Variance columns $ and %: Current Year Booked Budget vs YEP Next Year YEP vs Filters: Dept, CB Award Type, Year Object Codes (Summary, Detail, All) 3/5/2018 Stanford University Job Aid Page 40 of 47

41 Process Report Description Report Elements Budget Progression Report Used as a comparison of all scenarios throughout the budget cycle for the last 3 years to help determine trends and accuracy of forecasting. A progression of all scenarios in the budget cycle in order (Budget Plan, Booked Budget, Year End Projection, Year End Actuals) for last 3 years along with Next Year. Shows progression for Consolidated Operations as well as by CB Award Type. Filters: Dept, CB Award Type, Year Object Code (Summary, Detail, All) 3/5/2018 Stanford University Job Aid Page 41 of 47

42 Process Report Description Report Elements Five Year History Year over Year comparisions by Scenario over five years to view trends. Allows for drilling cabaility for a more detailed view. Five Year Comparison of any Scenario by CB Award Type. Filters: Dept, CB Award Type, Year Scenario (, Booked Budget, YTD Actual, YEP, YER) Object Code (Summary, Detail, All) 3/5/2018 Stanford University Job Aid Page 42 of 47

43 Process Report Description Report Elements Final Review and Approval This is the final overall look at the for reasonableness. Allows for capability of drilling to a more detailed view. Next Year Consolidated by CB Award Type with prior two years of Actuals and Current YTD Actual, Booked Budget and Year End Projection for context. Filters: Dept, CB Award Type, Year Object Code: Summary, Detail, All 3/5/2018 Stanford University Job Aid Page 43 of 47

44 Process Report Description Report Elements High Level Object Codes by Orgs A view of totals for major categories with the ability to expand individual categories and quickly see lower level department totals side by side. Next Year and Current Year End Projection Major Category Totals for Revenue, Transfers, Expenses, Net Change, Beginning and Ending Fund Balances Consolidated Highest level org and Children Orgs Filters: Dept, CB Award Type 3/5/2018 Stanford University Job Aid Page 44 of 47

45 Process Report Description Report Elements Selected Object Codes by Org and CB Award Type A view of how data is rolled up by departments. The ability to select individual object codes and to multiselect codes and categories gives flexibility. A hierarchical veiw of Departments for any selected Object Code or Category Total by CB Award Type. Filters: Dept, CB Award Type, Year Scenario (, Booked Budget, YTD Actual, YEP, YER) Object Code (Individual and all category totals with ability to multiselect) 3/5/2018 Stanford University Job Aid Page 45 of 47

46 Process Report Description Report Elements Object Codes by Award Type View of the valid categories for entry for and Year End Projection. Can compare totals with Actuals. Lowest level Object Code Category Totals allowed for entry for and Year End Projection by CB Award Type. Filters: Dept, CB Award Type, Year Scenario (, Booked Budget, YTD Actual) Object Code ( Categories) 3/5/2018 Stanford University Job Aid Page 46 of 47

47 Process Appendix A Report formatted specifically for publication in the Stanford University Budget Book Appendix A appears in the Stanford University Budget Book and is formatted to be more concise than most Tidemark Reports. For example, Fed & Non-Fed Grants & Contracts columns are collapsed into a single column as are Auxiliarys and Service Center. The dropzone tool (in the content section at the bottom of the report) is used in conjunction with the excel export function to achieve these formatting changes in excel automatically. 3/5/2018 Stanford University Job Aid Page 47 of 47