BudgetPak User Guide FY1718
Contents Overview... 2 About Your FY1718 Budget... 2 Logging In to BudgetPak... 3 Reviewing Current and Historical Budget and Actual Information... 4 Creating Your FY1718 Budget... 4 On-Demand Templates... 7 Reviewing Headcount & Salaries... 8 Budgeting Discretionary Accounts... 10 Spreading the Annual Amount over a Number of Months... 11 Manually Overriding Monthly Amounts... 12 Alternative Spreading Methods... 13 ActionPaks Funding Requests for Strategic Priorities... 13 Adding Notes or Files to Budget... 19 Viewing FY1718 Budget Reports... 21 Completing and Signing- off on your Budget... 24 Approving Budgets... 26 BudgetPak End User Guide FY1718 Page 1 of 28
Overview This Getting Started Guide contains instructions for how to complete your FY 1718 Budget. BudgetPak supports several levels of users. In your budget there may be information you cannot view and operations you cannot perform because the scope and role assigned to you do not allow it. The permissions you are granted depend upon your BudgetPak role, which the Administrator has assigned to you based on your budget responsibilities within your department. Each user s role is associated with his or her user login profile. Your BudgetPak Administrator is Anne Wells. If you have any technical questions you can reach her at x6689 or wellsa@findlay.edu. About Your FY1718 Budget In BudgetPak your department(s) ( unit ) and their general ledger accounts ( accounts ), and a baseline FY1718 have already been set up for you; however, you will be accessing each account and reviewing/modifying its annual budget amount. The FY1516 Actuals and FY1617 Budget have been loaded into BudgetPak as well for historical reference during budgeting and for reporting. The instructions below describe how to print reports, so that you can use these numbers as a guide to creating this year s budget. You can also obtain current and historical budget and actual information in Jenzabar Cx or by contacting Anne Wells, Mary Huber or Dane Erford. Before beginning to budget, it is important to understand a few terms used at the University of Findlay and how they translate to BudgetPak. At the University of Findlay, the Chart of Accounts component structure consists of 14-digits grouped into four components. The account format (##-####-####- ####) categorizes an account number as follows: Fund Center Account Project ## #### #### #### BudgetPak End User Guide FY1718 Page 2 of 28
Account Format Fund Type Cost Center Account Project 10-Unrestricted 11- Restricted Various Colleges/Departments Identifies the type of financial activity A project code is used to represent a one-time, or intermittent departmental event or activity. In BudgetPak all projects will be 0000. The University of Findlay only budgets Fund Type=10. The first 6-digits define the specific College or Department. These 6-digits are referred to as the unit in BudgetPak. All Centers in BudgetPak will be listed with a preceding 10-####. The last 8-digits of the University of Findlay account string, describe the type of revenue or expense incurred. In BudgetPak, these last 8-digits are called the account. All Accounts will be followed by 0000. Example: Full Account: 10-6511-5800-0000 BudgetPak Unit: Oilermart 10-6511- BudgetPak Account: Hospitality -5800-0000 BudgetPak distinguishes between base units and rollup units. Base units are the departments where budgets are reviewed and entered, as in the example above. Rollup units are special units designed to consolidate or subtotal a group of base units. These units do not have a distinct budget, but hold the subtotal of all base units below. Most BudgetPak users will be dealing with base units. Logging In to BudgetPak To open BudgetPak use the Preferred Browser: Firefox 1. Locate the BudgetPak link on the Budget Development Process webpage in the intranet (University Offices> Business Office> Controller> Budget Development Process). The BudgetPak Log In box displays. 2. In the first box, enter the username that was assigned to you. 3. In the second box, enter the password that was assigned to you. You will then be prompted to create a new password. 4. Click the Log In button. a. Note that IE has a clipboard access prompt that you will want to disable. Click the browser setting tips on the login page. 5. Change your password when prompted, if it is your first time logging in to BudgetPak BudgetPak End User Guide FY1718 Page 3 of 28
Reviewing Current and Historical Budget and Actual Information If you would like to create your Budget without reviewing the current or historical Budget and Actual Report, please skip this section and move to the next section, Creating Your Budget. To start by reviewing historical and current budget information, click on Reports on the navigation bar. 1. Select the Unit and Version you would like to review before budgeting. 2. Run and review current and historical reports 3. Click View under My Budget Summary box to review the P&L report for a specific version you selected 4. Select the comparison report you would like to view under My Budget versus box to run the comparison report Creating Your FY1718 Budget NOTE: All budgets were started for you using FY1617 original budget as the FY1718 baseline. From the Main Menu: 1. Select Open Different to view and modify the budget. If you have already started a budget, you may select Open Last to return to the previous unit. BudgetPak End User Guide FY1718 Page 4 of 28
2. In the Select a unit panel of the box that displays, select the department or unit you want to budget (use the drop-down menu or click the Select unit button to view the list of options). BudgetPak End User Guide FY1718 Page 5 of 28
3. In the Select a Version panel, click Edit in the FY1718 Final Budget row. 4. This brings you to the Navigation Window for the budget. Stack Section NOTE: In BudgetPak each column in the Navigation Window is called a stack; and each box is called a section. If at any time you wish to return to this window, click Navigation at the top left of the window. As you work through the budget process, green check marks will appear that you have reviewed and updated. Once all sections have been checked, BudgetPak will allow you to sign off on the budget. The following instructions walk you through the process of reviewing and updating the stacks and sections. NOTE: The Version Comparison box at the top shows the budget amounts for each version and the variances between versions. FY1718 Final will change as you make BudgetPak End User Guide FY1718 Page 6 of 28
modifications. The variance from FY1617 Final Budget to FY1718 Final should be zero when you are done unless you submitted an ActionPak request to fund a strategic priority or have reallocated existing funds to or from the budget. On- Demand Templates On-Demand Templates allows you to readily use Excel in conjunction with BudgetPak. The templates are considered on-demand because they don t have to be created in advance by the Business Office. You can create them whenever you want, for any version and any unit, fill them in (partially or in full), and then bring the contents (again, in part or in full) back into BudgetPak. On-Demand Templates produces an Excel workbook that has all of the accounts and current account values for the current version and unit. It is an exact replica of what you get on the Spreading-all line items page, formulas and all. The workbook is protected, with the discretionary line items unlocked. 1. From the Action button at the top right of the Budget Navigation Page select Create on-demand template. Designate a name for the template file. 1. Open the file in Excel. All line items and months are displayed in the template, exactly as they are in the Spreading all line items at once page. The template includes some hidden marker rows, used by BudgetPak when you import the template. Do not modify or delete them, or you might not be able to import your template. Non-discretionary line items are displayed in light gray, and are locked for editing by default. 2. Copy your model into an empty worksheet. Create a cell reference in the On-Demand Template on the appropriate rows to reference the monthly values in your model. Save the file. 3. Select Import from on-demand template from the Action menu. 4. Click Select to select the Excel file that contains your template. Click Open. 5. When the template is first previewed, line items that differ from the existing values in the version and unit, and are eligible for import, are automatically flagged Will be imported. If you decide that you do NOT want to import a line item at this time, you may de-select it in the Will be imported column. You may select all eligible line items, or none, by clicking on Select all rows for import or Deselect all rows. 6. Click Import Now when you are ready to import. The rows with Will be imported checked will be imported. 7. Review the imported values in the appropriate section(s) and in Monthly Spreading. Each line item imported from a template will have its automatic spreading method set to None, as indicated. (The reason is that monthly line item data are being imported, not annual data; and presumably you want to import these monthly values into BudgetPak as-is.) BudgetPak End User Guide FY1718 Page 7 of 28
Reviewing Headcount & Salaries If you have Headcount (employees) in your unit and if you are authorized to review Headcount & Salaries, you will see a stack called Headcount & Salaries in your Navigation window. 1. Click the top section Headcount Review to make sure that you have the correct list of employees for your unit. In Step 1, click Yes. If not, please contact your BudgetPak Administrator. NOTE: In this section, you are verifying the current headcount, including vacancies. You do not need to verify salaries. a. In Steps 2 answer No. Enter notes in the Employee Notes field to add commentary. BudgetPak End User Guide FY1718 Page 8 of 28
You can display additional columns or hide current columns by clicking the Show/hide columns button. b. Click Save to save your entries then click Next to go to the New Hire section. 2. Click No in Step 1 of New Hires and the system will take you to the Salary Increase section. All new hires are centrally managed by the Vice President of Business Affair s, Vice President of Academic Affairs in collaboration with HR. 3. No changes are necessary to Salary Increases section. Click Next. All salary increases and are centrally managed by the Vice President of Business Affair s, Vice President of Academic Affairs in collaboration with HR. 4. Review all salary in the Compensation Review section and then Fringe Benefits in the next stack. No changes are necessary, this information is centrally managed. BudgetPak End User Guide FY1718 Page 9 of 28
Budgeting Discretionary Accounts 1. To view and make changes to each account individually, click any section (account) you want to budget. The Account window displays. 2. In Step 1 of the Annual total for [account name] window, an annual amount based on last year s budget is displayed. You can either accept this amount or use one of the other budget methods (by annual amount, by percent increase, by per head, by line item detail, by driver x rate, by advanced modeler) to change the annual amount. Strategic Priorities 3. In Step 2, enter any relevant comments about the account and its annual budget amount in the text box provided. 4. Click Save (located just below the Version Comparison box) to save your changes. 5. Click Close to close the account window and return to the Navigation window; or click Next to save the current value and move to the next account. 6. Repeat Steps 1 through 5 until all of your accounts have been populated with an annual budget amount. NOTE: You may have some accounts that have pre-designated values that you cannot change, such as fringe benefits. You will still need to review these accounts in order to get the green check mark and complete your budget. 7. Once you have completed all the necessary steps (confirming headcount and answering all other headcount questions as No, individual review of all sections and stacks) all sections will have a green check mark. A Budget Completed pop up box will appear and the budget status will change to Complete with a green circle. From here you can select Continue working if you would like to enter ActionPaks or review an area, select Print reports if you would like to view reports for your budget, or Close if you are done with the budget. BudgetPak End User Guide FY1718 Page 10 of 28
Spreading the Annual Amount over a Number of Months At this point, the annual budget for each account needs to be spread over 12 months (if you want to change the amounts in each month or spread the annual amount over less than 12 months, see the section Manually Overriding Monthly Amounts, below). 8. In the Budget Navigation Page, at the bottom of every stack is a section called Monthly Spreading. Scroll down the list of accounts until you reach the end of the stack. Click on Monthly Spreading. 9. In Step 1 of the monthly spreading page that displays, accept the default, Spread all line items the same way. 10. In Step 2, accept the default, Based on 1516 Actual monthly amounts. Selecting this option will distribute each monthly amount according to the seasonality reflected in the noted version. 11. Click Save to save the monthly spreading. 12. Click Close to return to the Budget Navigation Page. BudgetPak End User Guide FY1718 Page 11 of 28
Manually Overriding Monthly Amounts If you need to manually override any of the monthly amounts, a. Scroll through the list of the accounts to locate the account you want to manually change. b. Locate the month for which you want to override the amount and click in the box containing the monthly amount you wish to change. c. Edit the monthly amount(s) to the desired amount. Click the Recalc button. You will note that all other monthly amounts automatically adjust to compensate for the new amount. Any monthly amount that has been manually overridden will appear in yellow highlight. d. Click Save to save any overrides. e. Click Close to return to the Budget Navigation Page. BudgetPak End User Guide FY1718 Page 12 of 28
Alternative Spreading Methods You can change the spreading method by account. In Step 1, Choose different spreading line by line. In the Line Items section of the screen, double-click on white box in the Type of Automatic Spreading column to switch spreading methods. a. Evenly - Spread evenly throughout the year; essentially a divide by 12 b. By Days - Spread based on the number of days in the month c. None - Do not do automated spreading. All monthly values must be entered manually; the total recalculates to be the sum of all values. d. Line Item Detail Spreading If you used Budget Method - Line Item Details for an account, you can optionally click on Expand to individually spread each amount. ActionPaks Funding Requests for Strategic Priorities ActionPaks are funding requests for Strategic Priorities. Any amount entered into an ActionPak is additive to the amount already entered for that line item in your base budget. ActionPaks are used to request new funding for projects and initiatives. ActionPaks must have a note or attachment describing the initiative and how it is explicitly linked to at least one of the strategic goals from the Strategic Plan: 1. Equip students for meaningful lives and productive careers 2. Meet rigorous standards for academic program review 3. Grow targeted enrollment 4. Excel at teaching BudgetPak End User Guide FY1718 Page 13 of 28
5. Develop the whole person through individual attention 6. Embrace professional, cultural and intellectual diversity 7. Provide experiential learning in every program 8. Build best-in-class strategic resources The linkage to the strategic priorities must be noted in BudgetPak by assigning a Category to the ActionPak. There are two additional categories that may be selected for ActionPaks Facilities and IT which are to be used for facility maintenance and information technology upgrades/projects that are not strategic in nature. 1. Click ActionPaks in the blue navigation menu at the top of your screen. ActionPaks can be entered at any point in the budget entry process detailed in the section above. BudgetPak End User Guide FY1718 Page 14 of 28
2. Click the Add ActionPak button and enter a name for this ActionPak, and Click OK. BudgetPak End User Guide FY1718 Page 15 of 28
3. Enter a code for this ActionPak. The code is required and needs to be a unique identifier within the unit. 4. Map the line item(s) to the ActionPak by selecting the line item in the Line items available for use in ActionPaks box on the right of the window and clicking the left arrow to add it to the ActionPak. The accounts selected will appear in the Line items used in this ActionPak box on the left of the window. Map all accounts that will be needed for the ActionPak. A complete list of accounts can be downloaded from the Files option. Contact the Budget Administrator if you would like to request an account not currently showing in the Accounts available for use. BudgetPak End User Guide FY1718 Page 16 of 28
NOTE: A separate ActionPak must be entered for each unique initiative. Do not create one ActionPak for the total funding of all enhanced budget requests for the unit. 5. Click Save then click Close to return to the Navigation window. 6. A new stack called ActionPaks will appear in your Navigation window. The section underneath will contain the name of your ActionPak. BudgetPak End User Guide FY1718 Page 17 of 28
7. Click on the new section for the ActionPak and the ActionPak window will appear. Enter the requested amount in the By annual amount box in Step 1. Enter the description of the initiative in the Step 2 box. This is required. The description must contain details of the request sufficient to assess the need for the funding requested and the linkage to the noted strategic initiative(s). Link your ActionPak to a Strategic Priority or other category by clicking Select in the Category box and checking the applicable box(es) in the pop up. BudgetPak End User Guide FY1718 Page 18 of 28
a. The line item usage box will show you the amount already budgeted for that line item in your general budget. When you click Save the ActionPak amount will be added. b. The version comparison box will show you the impact of the ActionPak. The total of your ActionPaks should be the only variance for the unit from FY1718 Baseline Reference to FY1718 Final. 8. Continue to add additional ActionPaks as needed. NOTE: Any line item which you used in an ActionPak will now appear in a Line Item Usage box within the general budget. When you click on a section in your Navigation window that relates to an ActionPak(s), you will see the general budget value, the ActionPak value and the total value for that line item. All P&L reports will display the total value for each line item. Run an ActionPak report to see the individual ActionPaks with their associated line items, amounts and notes. o In Advanced Reporting, Step 1, choose ActionPaks by Account or ActionPaks by Units: box. Run the My Budget Decisions report to see the ActionPaks listed along with the final budget. Adding Notes or Files to Budget Supporting files can be attached in BudgetPak. Files can be attached for a single account, ActionPak or roll-up unit. BudgetPak has limited file storage, so please don t upload large data files. BudgetPak End User Guide FY1718 Page 19 of 28
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Viewing FY1718 Budget Reports 1. You can access the reporting menu either from the Budget Completed box by clicking Print reports or by clicking Reports in the top bar of the screen. BudgetPak End User Guide FY1718 Page 21 of 28
2. Click View in the My Budget Decisions box. 3. Review the report. It can be exported as a PDF or excel file by clicking the button at the top. BudgetPak End User Guide FY1718 Page 22 of 28
4. You can print a report of your current annual budget compared to last year s budget or actuals. On the toolbar at the top of the window, click Reports. The Reports screen displays. 5. For a comparison against last year s budget, in the second box, My budget versus, click the View button. Your report will open in a new window. Use your browser to print your report, or alternatively choose to send your report to Excel or PDF. BudgetPak End User Guide FY1718 Page 23 of 28
Completing and Signing- off on your Budget In order to complete your FY1718 budget, each stack and section must be reviewed. Green check marks will already appear in some sections since your budget has been prepopulated. When all sections contain a green checkmark, the budget is complete and can be signed off. Follow these instructions to sign off on your budget. 1. On the toolbar at the top of the window, click Versions. The Version Selection window displays. 2. In the Select a Unit panel, select the department you want to submit for approval. 3. You will see a sign-off button in the green highlighted row. a. Click the Sign-off button; b. Click Yes to confirm you want to sign-off on the budget. The budget is now signed-off and ready to be approved by Approval Managers. Once a budget is signed-off, you can no longer make any changes to it, unless your Approval Manager re-opens that budget for you. BudgetPak End User Guide FY1718 Page 24 of 28
4. Your budget is now complete and you may log out of BudgetPak. NOTE: For each department for which you are responsible for submitting a budget, all of the steps in all of the sections above must be completed. BudgetPak End User Guide FY1718 Page 25 of 28
Approving Budgets Approval Managers have the responsibility of approving the budget for each of their units, as well as the roll-up unit to which they are assigned. 1. On the toolbar at the top of the window, click Status. The unit Status window displays, showing the budget status for all departments for which you are responsible. 2. In the upper left Select Version panel of the Status window, verify that you are viewing the FY1718 Final Budget. In the Select Status Information panel, make sure that status box is checked. Click update view with these selections. 3. Click on the row containing the first unit that contains the signed-off icon, which is a green checkmark inside a green circle. (When you select the unit, the row will be highlighted in blue.) 4. Click the Approve button (located above the list of units). Note that the icon changes to a green thumbs-up and the status changes to Approved. This indicates that the budget for that unit is now approved by you. BudgetPak End User Guide FY1718 Page 26 of 28
5. Repeat Steps 3 and 4 until all of the units for which you are responsible have been approved. 6. At the roll-up unit level, which contains your name as the budgetholder, click the Rollup button to consolidate all the budgets in that unit, then click the Sign-off button. 7. Once you have signed-off, your budgets can be reviewed and rolled up by the next level of Approval Managers. BudgetPak End User Guide FY1718 Page 27 of 28
The figure below describes the components of the Budget Navigation Page. Informational Boxes Menu Functions Version Comparison Box Unit Functions BudgetPak End User Guide FY1718 Page 28 of 28