OVERVIEW VIEWERS & PLANNERS. CatPlan

Transcription

1 OVERVIEW VIEWERS & PLANNERS Updates Date Action Page(s) 06/05/15 Created all

2 Table of Contents Overview Types of CatPlan Users Cycle Overview Finding your New Chartfield String in CatPlan CatPlan Key Concepts/Terms Accessing CatPlan CatPlan Task Lists Planner-Open Season Task List Planner-Monthly Task List Planner Forecast (November) Planner Forecast (March) CatPlan Folders within Currently Available Report Dictionary to Be Run for Specific Departments, Components, or Higher Level Exercises Review/Update Goods & Services Forecast (Planners) Run Financial Report for Department (Viewers & Planners) Appendix Tools for Data Input and Communication CatPlan Page 2 of 35

3 Overview Introduce Viewers & Planners to CatPlan Define Key CatPlan concepts Navigate Task Lists to guide users through planning steps and data entry forms Overview of data input Exercise for Planners Financial Report Exercise for Planners and Viewers CatPlan is a web-based planning application that provides a summarized view of financial data and the ability to forecast and create an operating budget. It also provides a view of the financial plan for the entire organization. Entries that are made at the department level aggregate up through the University hierarchy for viewing at all levels. Data is fed from the University s Peoplesoft Financial and Human Resources modules into CatPlan, and budget data entered in CatPlan is fed back to Peoplesoft. 1.0 Types of CatPlan Users 1) Viewers Run reports Analyze data for decision making 2) Planners Input financial plans Run and analyze financial reports Update employee and position plan data/forecasts 3) Power Users & Administrators Develop web forms Develop reports Analyze data at the division level CatPlan Page 3 of 35

4 2.0 Cycle Overview 3.0 Finding your New Chartfield String in CatPlan With the changes in the 2015 Chart of Accounts re-design Project, project ID s now have new values (Chartfield Strings). To locate your new Chartfield String(s) in the improved Chart of Accounts, you have two options: Go to the web page located at and click on the link for Old PID to New Chart of Accounts. OR Follow the navigation path in MyCWU Financial Management > CWU Custom Functions > Utilities > CW Legacy Project ID Xref - as outlined in the screenshot to the right. CatPlan Page 4 of 35

5 When the search box appears, enter your old PID # in the Original Project ID field, and then click : On the page that appears (see screenshot below), you can locate your Original Project ID # as well as the identifying dimensions to your new Chartfield String. This will include the following: o your new Department ID # o o o o o Fund Code Program Code ChartField 1 (may be blank) Project (may be blank) SpeedKey for use in Manager Self Service and Requisitions Old PID # New Chartfield String CatPlan Page 5 of 35

6 In addition, the screenshot to the right shows where you will find the identifying dimensions to your new Chartfield String on the CatPlan Form: 4.0 CatPlan Key Concepts/Terms Point of View (POV) is a unique set of dimension members that define a specific intersection of data. The POV determines what data is displayed in an input form or a report. Dimension - defines how data is organized within CatPlan Examples (Chartfield String choices): o Department Example: Ed Foundations & Curriculum D: o Fund Example: Local General Tuition F:149 o o Program Example: 011- Instructional Operating Unit Example: O University Wide o Component Example: Student Teaching Examples (Output choices): o o o Account Example: Total expenses Scenario is used to differentiate between different types of data (ex: versus Actual) Version allows multiple snap shots in the planning cycle (ex: Working versus Final) o Year Example: 2016 o o o Period Example: TotalYear Position Example: Classified Project Example: Grant or Capital Project CatPlan Page 6 of 35

7 Member is a value at any level within a dimension Intersection is a unique combination of members where data is stored. Parent is a member that has an aggregated branch (children) below it Alias provides a user-friendly name to a dimension member Hierarchy is a reporting relationship of parents and children from the data entry level to the highest member in the dimension 5.0 Accessing CatPlan Log into MyCWU by going to the CWU Homepage at and clicking the link: Then click : CatPlan Page 7 of 35

8 Enter your Wildcat Username and Password, and click : Locate the CatPlan pagelet on your dashboard: Takes you to the Office Website. For training purposes only. o Use the CatPlan System link to open CatPlan to enter real budget data and to access reports. When the window opens, enter your CatPlan sign in credentials. It may take a minute or two for the below icons to display. Click. CatPlan Page 8 of 35

9 Your CatPlan page displays. 5.1 CatPlan Task Lists Refer to the left-hand Menu on your CatPlan page. You will see a section called My Task List, which will be expanded to show multiple folders. CatPlan Task Lists are To Do Lists. They provide sequential steps in creating and managing FY16 Forecasts (see screenshot below). CatPlan Page 9 of 35

10 Working see Monthly Task List in section below. Forecast see section below. Forecast see section below. Open Season see section below. 1) Planner-Open Season Task List (March thru May) see section below for more information. 2) Planner-Monthly Task List (monthly throughout the fiscal year, July thru June) see section below for more information. 3) Planner Forecast (November) (October close beginning of November) see section below for more information. 4) Planner Forecast (March) (February close beginning of March) see section below for more information. Embedded within the CatPlan Task Lists are the following links: 1) Data enterable forms. a. Entering & updating position information b. Goods & services forecasts 2) Financial 3) Information/Resources Planner-Open Season Task List These are the tasks that were completed by the core group of end users in seeding the FY16 s. The tasks are listed in order. CatPlan Page 10 of 35

11 The Open Season Tasks include the following: 1) Finding Valid Combinations for a Area 2) Updating the Employee/Position Forecast Employee/Position data was loaded from the CWU Peoplesoft HR System this Spring. End Users reviewed this information and made adjustments to their forecasts as necessary. Examples included: foreseen vacancies, wage reclassifications, position transfers to other budget areas, adding a new position. 3) Updating the Goods & Services Forecast Total salaries & benefits calculated from adjustments in the previous steps are then fed to the operational forecast, where the end users update their forecast for Goods & Services. Users had the option to budget their goods & services at three varying degrees of detail i. Categories - 17 roll-up categories were created to account for types of expenditures (i.e, Travel, Supplies, Services, Equipment/Software, etc.) ii. Account Code level all current expense codes CWU uses (i.e. Office Supplies 53120) iii. Total Goods & Services one total sum for all goods and services Amounts were entered either as totals for the year (automatically spread evenly over 12 months) or by specific month. Example: In the below example, supplies are budgeted in specific months. The cells are yellow, which indicates there has been a change made that has not been saved. CatPlan Page 11 of 35

12 5.1.2 Planner-Monthly Task List The tasks within this area are for planners to update their forecasts (if necessary) after the prior month has closed and updates to the forecast are needed. 1) Run to see Position Variances: Run the Position Detail Report in this area to see variances between actual (Payroll data fed into CatPlan from the month closed) as compared to budget CatPlan Page 12 of 35

13 2) Update Position Forecast: a. Use the Position Forecast Adjustment Form in this area to make adjustments to position forecasts. This is done by drilling down on the Total Salaries line until you see the adjustment line. Click Total Salaries to expand the section so you can get to the Adjustment line. Please Note: All actual changes to employee/position data are done through Manager Self Service in the Human Resources System accessed through MyCWU. Updates to position forecasts in CatPlan do not initiate actual changes to position data in the HR module. This information is done for planning purposes only. A reconciliation process is necessary to keep CatPlan up to date with relevant forecast information by comparing actuals and Human Resources data to the original CatPlan data. Examples: o Zero out expenses for foreseen vacancies. o Add amounts for foreseen wage increases. b. Use the Add Position Form to forecast the addition of a new position. 3) Update Goods & Services Forecast: Once the position data is updated, use the Review & Edit Forecast Form in this area to update the goods & services forecast and ensure that total expenses are still balanced with available revenue. CatPlan Page 13 of 35

14 5.1.3 Planner Forecast (November) The Forecast Form within this area will be required after the 4 th month of the fiscal year has closed (October close at the beginning of November). When the month of October 2015 closes, users will update their forecast on this form. The first four months of the fiscal year will have actuals data, and the remaining eight months will have the forecasted data that will be adjusted to reflect the most current information available. CatPlan Page 14 of 35

15 5.1.4 Planner Forecast (March) The Forecast Form within this area will be required after the 8 th month of the fiscal year has closed (February close at the beginning of March). When the month of February 2016 closes, users will update their forecast on this form. The first eight months of the fiscal year will have actuals data, and the remaining four months will have the forecasted data that will be adjusted to reflect the most current information available. CatPlan Page 15 of 35

16 6.0 CatPlan To access the within CatPlan, click on the Explore Icon: 6.1 Folders within The two main report folders within the area are the Operational & Position folders. Double click on a folder to see all the reports within that folder. CatPlan Page 16 of 35

17 The screenshot below shows the reports available in the Operational folder: Currently Available Below is a list of reports currently available by type of user and type of data Report Dictionary Sheet Tab Created for Folder Report/File Name Description 9 BRVF Viewers System 10 CV Planners System 11 PDR Viewers Position 12 PIR Viewers Position 13 PDRP Viewers Position Revenue Validation Report by Fund Pos vs Operational Verification Position Detail Report Position Information Report Position Dept Review Report Shows Working and Target Revenue with Variance, as well as Working Expense, Transfer, and Net for all chartfields. Compares Plan 2 Named to Numbered accounts with variance, and compares Named Plan 2 accounts to Numbered Plan 1 payroll accounts with variance Salary and Benefits by Position, Goods and Services by Category, includes Working and Final and Actuals Final with Working to Actual Variance Position Chartfields, FTE, Annual Salary, Anniversary Date, Salary Spread, and Max Step Indicator for a specified Department Salary and Benefits by Position and department, with Working, Final Actual, and Variance. Designed for reviewing one type of pooled position (ie, CatPlan Page 17 of 35

18 Adjunct) for all departments of a college 14 BFCP Viewers Operational 15 BFMP Viewers Operational 16 BRV Planners Operational 17 DSC Viewers Operational 18 FSCY Viewers Operational 19 FSFY Viewers Operational 20 GED Planners Operational 21 DBS Viewers Operational 22 DFD Viewers Operational Forecast - Current Period Forecast - Current Period Revenue Validation Report Department Summary by Component CWU Financial Summary CWU Financial Summary FY CWU General Expenses by Division Dept Summary Dept Financial Detail Summary by Categories with Final compared to Monthly Actuals through the prior period and budget from the current period through the end of the year, with projected year end totals and over/under compared to budget final. Summary by Categories with Final compared to Monthly Actuals for the selected periods and budget from the selected periods through the end of the year, with projected year end totals and over/under compared to budget final. Shows Working and Target Revenue, as well as Working Expense, Transfer, and Net for all chartfields. Shows Working (revenue, expense, and transfers with Net) and Actual Final (revenue, expense, and transfers with Net) by Component for a Department Shows Working and Target Revenue with Variance, as well as Working Expense, Transfer, and Net for all chartfields. (working) and Actual (final) by account category with YTD% and Balance for current and prior year, with Actual comparison (final) and Actual (final) with % of Cur Yr and Balance by Executive Level and Division for the Current Fiscal Year Final and Working, Final Actuals and working to Actual final variance for the current Fiscal Year for the selected department at the roll up account level. Account detail with Rollups for Working and Actual Final for the current and Prior year, with Actual to Actual variance CatPlan Page 18 of 35

19 23 DRED Planners Operational 24 VBC Viewers Operational 25 VBCB Viewers Operational 26 DSF Planners Operational 27 DSP Planners Operational 28 DSPD Planners Operational 29 DFDY Viewers Operational Div Rev and Exp by Department Valid Combinations Valid Combinations and Balance Department Summary by Fund Department Summary by Program Department Summary by Program Detail Dept Financial Detail FY Resources, Expenses, Resources net of Expenses, and Transfer totals by department, with rollup for the selected POV. Formatting may be inconsistent at this time, any row without a D:XXXXXX is a summary of the departments above that row. Current Resources and Expenses for all chartfield combinations in the selected department Current Resources, Expenses, and Transfers with Net for all chartfield combinations in the selected department and POV Shows Working (revenue, expense, and transfers with Net) and Actual Final (revenue, expense, and transfers with Net) by Fund for a Department or rollup level Shows Working (revenue, expense, and transfers with Net) and Actual Final (revenue, expense, and transfers with Net) by Program Group for a Department or rollup level Shows Working (revenue, expense, and transfers with Net) and Actual Final (revenue, expense, and transfers with Net) by Program for a Department or rollup level Account detail with Rollups for Working and Actual Final for the current and Prior year, with Actual to Actual variance for selected Year Prompts to Be Run for Specific Departments, Components, or Higher Level 1) CWU Financial Summary The CWU Financial Summary report provides (working) and Actual (final) by account category with YTD% and Balance for current and prior year, with Actual comparison. Folder: Operational Report File Name: CWU Financial Summary Report Prompts: Point of View Only POV (Point of View): Department, Fund, Program, Operating Unit CatPlan Page 19 of 35

20 Sample below: CatPlan Page 20 of 35

21 2) CWU Financial Detail (Department) The CWU Financial Detail (Department) report provides account detail with Roll-ups for Working and Actual Final for the current and Prior year, with Actual to Actual variance for selected Years Prompts. Folder: Operational Report File Name: Dept Financial Detail FY Report Prompts: FY01 & FY02 POV (Point of View): Department, Fund, Program, Operating Unit Sample below: CatPlan Page 21 of 35

22 3) FYXX Projection Prompt by Actual Months, Months The FYXX projection (example FY15) report provides a summary by categories with Final compared to monthly Actuals for the selected periods and budget from the selected periods through the end of the year, with projected year end totals and over/under compared to budget final. Folder: Operational Report File Name: Forecast Month Prompt Report Prompts: Actual Months, Months Sample below: CatPlan Page 22 of 35

23 4) CWU Revenue vs Expense The CWU Revenue vs Expense report provides resources, expenses, resources net of expenses, and transfer totals by department, with rollup for the selected POV. NOTE: Formatting may be inconsistent at this time, any row without a D:XXXXXX is a summary of the departments above that row. Folder: Operational Report File Name: Div Rev and Exp by Department Report Prompts: Point of View Only POV (Point of View): Period, Year, Scenario, Version, Fund, Program, Operating Unit, Project, Component Sample below: CatPlan Page 23 of 35

24 5) CWU Component Summary The Revenue Validation report provides Working (revenue, expense, and transfers with Net) and Actual Final (revenue, expense, and transfers with Net) by Component for a Department. Folder: Operational Report File Name: CWU Component Summary Report Prompts: Point of View Only POV (Point of View): Period, Years, Department, Fund, Program, Operating Unit, Project Sample below: CatPlan Page 24 of 35

25 6) CWU Fund Summary for (Department) The CWU Fund Summary for (Department) report provides Working information (revenue, expense, and transfers with Net) and Actual Final (revenue, expense, and transfers with Net) by Fund for a department or roll-up level. Folder: Operational Report File Name: Department Summary by Fund Report Prompts: Point of View Only POV (Point of View): Period, Years, Department, Program, Operating Unit, Project, Component Sample below: CatPlan Page 25 of 35

26 7) Valid Combinations and Balance The Valid Combinations and Balance report provides current resources, expenses, and transfers with Net for all chartfield combinations in the selected department and POV. Folder: Operational Report File Name: Valid Combinations and Balance Report Prompts: Department POV (Point of View): Year, Scenario, Versiont Sample below: 7.0 Exercises 7.1 Review/Update Goods & Services Forecast (Planners) 1) Go to the Open Season Task List. 2) Prepare Annual Goods & Services : Click on Prepare Annual Goods & Services (Operational) in the left-hand menu of the CatPlan screen. This will expand to show more options. In the center of the page, click on the Task Instructions tab. Review the instructions that appear. CatPlan Page 26 of 35

27 Then click on the Goods & Services by Category Form in the left-hand menu. The Goods & Services Category Form will display: The TotalYear columns can be expanded to view/budget on a monthly basis. If you expand the category by clicking on the, you will see all of the FY15 account detail as well as the budget only line that you can use for that category for FY16. (This is at the bottom of the accounts). The example below displays the expanded view for the 5300 CWU Services category. It shows Office Supplies budgeted in specific months. The cells appear in yellow to indicate that there has been a change made that has not been saved. CatPlan Page 27 of 35

28 7.2 Run Financial Report for Department (Viewers & Planners) 1) First Time CatPlan Setup for Running The below instructions explain the one-time setup necessary to run CatPlan reports. The only users who need to do this are those who are running CatPlan reports for the first time. If you have already run a CatPlan report, skip this section. Once you are logged into CatPlan, click on File > Preferences > Financial Reporting. a. Select PDF Preview for the Default Preview Mode. b. Verify that the User Point of View Preview option is set to On. CatPlan Page 28 of 35

29 2) Find, Run, and Print Your Report Click Explore: Double click the Operational folder: Double click the Dept Financial Detail FY report: CatPlan Page 29 of 35

30 The Preview User Point of View box will display. Choose the criteria for the POV you would like to see. Then click. If Database Connection displays, ensure it says ALL. Please Note: If any of the POV criteria have values separated by a semi colon, you MUST re-select the appropriate criteria using the button to avoid getting unexpected results. The Respond to Prompts screen will display. Click on the blue box next to Type Report and Report: CatPlan Page 30 of 35

31 Make your selections: a. Select the first year (FY16). b. Move to the right-hand column with the right arrow. c. Then check the checkbox. d. Follow the same three steps above to select the second year (FY17). e. Then click, and the report will run. CatPlan Page 31 of 35

32 f. In the far right hand corner, click the print icon. 3) Exporting to Excel Once the CatPlan report is open in PDF (or HTML) preview, click File > Export > Excel: Your report will open in Excel with most of the formatting intact. This will allow you to work with the data in a familiar format. CatPlan Page 32 of 35

33 Appendix Tools for Data Input and Communication Add Comments to Adjusted Cells CatPlan Page 33 of 35

34 Tools for Data Input and Communication Add Comments to Adjusted Cells To add comments to adjusted cells, follow the below steps. a. Right click a FY16 Working Cell 1. b. Click in the textbox and enter your Comment Adding attachment: CatPlan Page 34 of 35

35 CatPlan Page 35 of 35