Medical School Revenue & Expense Budgeting Model Overview October, 2012 Important Note: This guide is designed for those users who have knowledge of the prior year s budgeting models. If you are a brand new user, this guide will still be helpful; however, it is not meant to be a comprehensive walk-through of the model. For RAPS Support, send an e-mail message to RAPS@wustl.edu, or call 935-3890.
Table of Contents Budgeting and Planning Menu... 3 Medical School Revenue & Expense Budgeting Menu... 4 Budget Input General Operating... 5 Allocation Detail... 8 Budget Input Specific Purpose... 10 Margin Entries... 12 Exporting Data to Excel... 15 RAPS Job Aid Budgeting Data Entry Shortcuts... 18 RAPS Revenue & Expense Budgeting Model Overview October 2012 Page 2
Budgeting and Planning Menu The first menu you will encounter will allow you to choose where you want to go you can start with Compensation Budgeting or go into Revenue & Expense. The menu will look something like this: Each respective button will give you the access to only the data and area which are available to you based on your security. For example, Medical School personnel will have access to the Medical School model or perhaps to PRB, but you will not be able to get into anything in the Danforth Schools model. Please refer to the Table of Contents on the previous page for the page number of the section which is relevant for you. RAPS Revenue & Expense Budgeting Model Overview October 2012 Page 3
Medical School Revenue & Expense Budgeting Menu When you click on the Medical School button, you will see the following menu: The buttons have a brief description of what each template offers and why you would use it. Not everyone will use all templates, and not all templates are available directly from this menu, but all templates are available to all users. Let s first review some of the background related to the Revenue & Expense model and its data. The Revenue & Expense model is broken out between General Operating and Specific Purpose data. General Operating refers to all Ledger 1 data EXCEPT FOR 93 and 94 carryforward funds. Specific Purpose primarily refers to all Ledger 2 data as well as 93 and 94 carryforward funds. Certain central area users will also budget a subset of funds in Ledgers 3, 4 and 5. See below for further detailed information about each template. RAPS Revenue & Expense Budgeting Model Overview October 2012 Page 4
Budget Input General Operating The Budget Input template for General Operating is much like the Revenue & Expense model in the past. Net Results are at the top of the template, and then you have the Revenue (LC 11), then Expenses (LC 12) with Compensation first followed by Budgeted Transfers (LC.SC.OB 12-98-51, 12-98-52). Revenue is brought in as a positive, which was requested by many users, so the Net Results formula is Revenue Expenses Budgeted Transfers. In general, a positive Net Results means a bottom line of income. The data is built in a tree structure so that you can expand any plus (+) signs next to a subtotal to see the detail and you can contract any dashes (-) to show only a subtotal. The first items of note are the dropdowns, one of the new features that will be used throughout the model. Instead of opening up a node and having to select individual funds, all of the accounts (department-fund combinations) to which you have access are available for selection by the dropdowns. Department dropdown and double down arrows RAPS Revenue & Expense Budgeting Model Overview October 2012 Page 5
The departments listed will be filtered to include only those departments to which you have access. There is also now a Find feature available to search for your department. If you click on the double down arrow next to the department number you will get a popup with all departments to which you have access. Click on the binoculars and you can search for a department using either the 4 or 6 digit versions or you can type in part of the department name as well. When you find the department click on it to highlight it in blue and then click on the OK. Once you have selected your department you can then click on the Select Dept-Fund dropdown to pick the fund associated with that department. You will have to select each fund individually to budget. Once you ve made the selections to show the department and fund you are going to budget, the next item is one of the most important the refresh button. This button will be used to save, to refresh the data on the screen and to perform calculations. You will be clicking on this button OFTEN. When in doubt, start by clicking the refresh button! You re now ready to begin budgeting. The data on the screen should look familiar historic actual data, current year original budget, year-to-date actual, etc. If you want to change the columns shown in your view there are two other options in the dropdown that shows Med Default. RAPS Revenue & Expense Budgeting Model Overview October 2012 Page 6
Screen shots of the columns that will appear with each selection are shown below, although the All Fields option is wrapped so that you can actually read all of the column headers. In addition to the options of what columns to see, by default row suppression is on so that when you select your department and fund you will only see the rows where data exists. A row will be visible if there is a transaction in any of the time periods available. If you want to budget a ledger class, subclass, object that is not shown, simply click on the Row Suppression dropdown and select Row Suppression Off. Then all combinations will be visible. You can budget data where you want it and then turn the row suppression back on. The last of the new features on this template are the buttons at the top of the page: The black button is an additional template that we will discuss below in its own section. But the red button is important for being able to pull your entire budget together. As you know, the compensation budgeting data is done in one portion of the model, but that data has to get over into the Revenue & Expense part of the model for a complete budget picture. In the past we have loaded this data from the Compensation Budgeting models over to Revenue & Expenses models either nightly or on an hourly basis. We now have the option of importing the compensation data ON DEMAND. When you click the button you will pull up a new template menu: The dropdown shows the department numbers that are available. As the note says, by selecting a department you are requesting an on-demand process to be run that will pull the compensation data over to the Revenue & Expense models. You will click on the department dropdown and see departments to which you have access. RAPS Revenue & Expense Budgeting Model Overview October 2012 Page 7
Select the department for which you want to import data and then click the OK button at the bottom. You will then click on the Import CB Data Now button. This process can take a minute or two. You will get a Process Successful message when it is complete. You can close this box and go back into your Budget Input template. Make sure to click the Refresh button, as always, but you should already see your updated, current compensation data. As a reminder, the compensation data will be loaded automatically each night, so if there have been no updates in the Compensation Budgeting model, you do not need to import the data on demand. Allocation Detail Once you have entered your budget, you will need to input the allocation detail information. You access this template with the button on the Budget Input template. The allocation detail information is needed so that we can balance the allocations at the end of the budgeting process that is, make sure that the allocation you have budgeted has an equal and opposite budget amount in the offsetting department. The best part about the new template for Allocation Detail is that you can enter the detail all at once for ALL of your department-funds instead of having to go into each one separately. No matter what department fund you have selected on the Budget Input template, you will be able to select whatever department-fund you need to enter on the Allocation Detail template. You ll see how on the screen shots below. RAPS Revenue & Expense Budgeting Model Overview October 2012 Page 8
This is the template you will see when you click the Allocation Detail button on the Budget Input template. This should look very familiar this format has not changed much over time. The Proposed Budget dollar amount will pull over from the Budget Input template, and the To Be Allocated will equal that same amount until you input the offsetting amounts. Those offsetting amounts will be summed up on the Total Allocated line and bring your To Be Allocated back to zero. First let s look at the dropdowns at the top of the page. The first one is for the department-fund in which you want to enter data. By default, the selected department-fund will be whatever you had selected on the Budget Input template. To change accounts just click on the double down arrows and you will get a popup of all accounts to which you have access. As with other dropdowns, click on the department-fund you want to use, then click on the OK button. Once you have the account you want to use, you have to select the Ledger Class Subclass Object that has the allocation amount which needs the offsetting detail. This is selected in the second dropdown box. When you have selected items that you have already budgeted, the Proposed Budget number from the Budget Input template will show at the top, and the amount with no detail will be in the To Be Allocated line. This is the amount that is currently out of balance. You will need to enter the amount for each department-fund with the opposite sign as the budget amount. As in the past, you will need to input a description of the allocation with the more detail the better. Then the OFFSETTING department and fund that means, who you have this allocation with? If there is no fund you can leave that cell empty. Please note the comments in the Dept and Fund column. Screen shots of the comments are below. Enter ONLY a 4-digit department and either a 5 or 6-digit fund. RAPS Revenue & Expense Budgeting Model Overview October 2012 Page 9
Once you have entered your description, the department and fund, you need to put in the offsetting amount. This will be the OPPOSITE sign from what pulls over in the budget. When you have correctly allocated all dollars you should have a To Be Allocated line that equals zero. Budget Input Specific Purpose The Budget Input template for Specific Purpose is very similar to the General Operating template, as well as the SP Revenue & Expense models in the past. Net Results are at the top of the template, and then you have the Revenue (LC 11, 21, 31, 41 or 51), then Expenses (LC 12, 22, 32, 42 or 52) with Compensation first. As with the General Operating section, revenue is brought in as a positive, which was requested by many users, so the Net Results formula is Revenue Expenses Budgeted Transfers. In general, a positive Net Results means a bottom line of income. The data is built in a tree structure so that you can expand any plus (+) signs next to a subtotal to see the data and you can contract any dashes (-) to show only a subtotal. RAPS Revenue & Expense Budgeting Model Overview October 2012 Page 10
The columns are a little different and we have one that we did not see in General Operating FY14 AIS Bud. Data entry is allowed in either the FY14 Bud, the FY14 AIS Bud or both. The main difference: only the data in the FY14 AIS Bud column will load into AIS If there is any new money that you want budgeted in AIS for 93 or 94 Specific Purpose funds, you MUST enter the data in the FY14 AIS Bud column. Note that in FY14, we are only loading Ledger 1 data from 93 or 94 funds into AIS if the AIS Bud column is populated. The dropdowns for department and then department-fund work the same here as described in the General Operating section, so we will not go back over that here. In addition, the Allocation Detail and Import CB Data were also described above so we will not revisit that. However, we do need to discuss how to budget individual versus aggregates in FY14. All Specific Fund groupings include the option to budget at the individual level or aggregate level. If an individual fund is selected, data entered into the FY14 Budget column is automatically mapped to a function based on profiles within the fund. You can review mapping of an individual fund if you select the Function Detail template. There are some modifications to how aggregates work in the FY14 models. If an aggregate is selected, all columns of data in the Budget Input-SP-Med template include data from all funds within a fund category. This includes individual and aggregate data. To budget at the aggregate level, select 3054-Endow-Aggr for example and you will see aggregated data in all columns. RAPS Revenue & Expense Budgeting Model Overview October 2012 Page 11
To budget at the aggregate level, go to Function Detail and enter data in functions. Note that functions are the columns in this template and there is a menu for the period you want to view. Only FY14 Bud allows data entry while all other selections are read only. Margin Entries Margin entries are new in FY14 and are available at the Medical School department level. Building and Equipment Depreciation data will be user input when available. Operating Margin equals Margin Results divided by Revenue. RAPS Revenue & Expense Budgeting Model Overview October 2012 Page 12
Mapping for the margin template follows: RAPS Revenue & Expense Budgeting Model Overview October 2012 Page 13
Budget Summary The Budget Summary template is read-only, and serves as a report in the model. The default view is below: The default view of the report rolls data up to the ledger class-subclass level. Since you see the plus sign next to each combination, you can always open them to reveal the data at the object level if you so choose. You can also use the additional dropdowns to change the view and get more specific information or detail related to the account you are reviewing. The first thing is to select the department that you want to see. The next two dropdowns will give you more detail. You can choose to look at just General Operating subclasses, just Specific Purpose subclasses or all data. For those who enter data in the Estimate column, you have the option to show or to hide this data from view. RAPS Revenue & Expense Budgeting Model Overview October 2012 Page 14
So an example of just Specific Purpose subclasses, including the Budget Summary and Estimate for all of the School of Medicine would look like this: Exporting Data to Excel The data found on any template in the model can be exported to Excel. You start by selecting the export/download icon as shown below: RAPS Revenue & Expense Budgeting Model Overview October 2012 Page 15
Choose the Snapshot to Excel selection You will get a screen like this. Do not make any department selections. Simply select the OK button. RAPS Revenue & Expense Budgeting Model Overview October 2012 Page 16
You will then get this screen which is the same screen you have seen in using other RAPS applications when downloading to Excel. Select Open. If you do not have this screen display, you may need to adjust your security setting in your Internet browser. Please see the RAPS website FAQs section for topics regarding Excel downloads for additional troubleshooting information or contact the RAPS Support Group. Note: Once your data is in Excel, you may want to cut it and paste it into a new workbook without formatting to get the unformatted data. You can do this by selecting Paste Special in Excel and choosing Unformatted Unicode Text. Sometimes the export will hide the rows so that only the Net Results line is visible. By unhiding the rows in Excel, all rows will display. RAPS Revenue & Expense Budgeting Model Overview October 2012 Page 17
RAPS Job Aid Budgeting Data Entry Shortcuts Command Description Action K Enters the value in thousands. Example: 5K Enters 5,000 M Enters the value in millions. Example: 10M Enters 10,000,000 Add, + Adds a number to the cell value. Example: Add50 Adds 50 from the cell value Subtract, Sub, ~ Subtracts a number from the cell value. Important: A minus sign (-) is not permitted for subtract because this indicates a negative number. Example: sub8 Subtracts 8 from the cell value Percent, per Multiplies the cell value by a number added as a percentage. Example: per5 Gives 5% of the original cell value Increase, Inc Decrease, Dec Increases the cell value by a number added as a percentage. Decreases the cell value by a number added as a percentage. Example: decrease6 Decreases the cell value by 6% Power, Pow Takes the cell value to the number added as an exponent. Example: Pow10 Raises the value to the power of 10 GR Grows cells by a percentage. Example: GR>150:10 Hold, Hol, H, HC Holds the cell value from breakback calculations. HC holds the consolidated level. Increases the value by 10 percent starting with a value of 150. Release, Rel, RH, RC RA Releases held cells. Release all held cells. RAPS Revenue & Expense Budgeting Model Overview October 2012 Page 18