Human Capital Management 8.9 Planning Budget Process Guide EC Members DCATS 210-567-7777 Option 5 Information Management Client Support Services Training Guide Version 9 January 2012
Budget Process Introduction & Objectives UTHSCSA implemented the Budget Workflow process to assist users in navigating through the various panels needed to complete the annual budget process. The Budget Workflow guides the user through the panels involved in the Budget process using 7 steps. These steps are explained further in this guide. Steps 1-3 are the responsibility of the Budget office and begin when they receive the budget information from Austin. This is when the timeline is created and published and the deadlines are established. As the fourth step in the Budget process, the departments are responsible for editing of their budget information. Step 5 is the responsibility of the Executive Committee members and then steps 6-7 are again the responsibility of the Budget office. The steps and panels that follow require the user to enter data about the Budget for their particular department on their particular step. Once the deadline has been reached, the Budget office will then initiate the next step in the Budget Process. Once the next step is initiated, there is no way to go back to the previous step. After all steps have been completed, the Regent s Report will be run and submitted to Austin. The processes we will review are: Describe the budget process Identify and describe the 7 steps for the Budget Process Review the timelines and deadlines Describe the Query reports Identify the steps for entering the Budget information Enter the Budget information Key Points Upon reviewing these topics, you will be able to complete Steps 4-5 of the Planning Budget Process by: Creating a Microsoft Excel spreadsheet by exporting the departmental data to create a working document Completing data entry for your department s budget Printing a copy of your fiscal year budget DCATS 567-7777 Option 5 Page 2
Table of Contents Signing onto PeopleSoft... 4 Queries for Departmental Use... 7 Running the Budget Query... 8 Using HTML... 9 Exporting into Excel... 10 Assigning Target Numbers... 12 Department (All) Targets... 16 Department Targets... 18 Reviewing your Budget changes... 20 Department (All) Targets... 20 Department Targets... 21 DCATS 567-7777 Option 5 Page 3
Signing onto PeopleSoft To begin the EC portion of the Budget Process, log into PeopleSoft using the steps below: Click on inside.uthscsa (portal) DCATS 567-7777 Option 5 Page 4
Enter your Domain username and password DCATS 567-7777 Option 5 Page 5
Once signed into the portal click on the following links under the Enterprise Menu. 1. HCS Business Applications 2. Human Capital Management 8.9 3. Human Capital Management 8.9 After the Human Capital Management 8.9 link is selected a second time, you will see a second window appear and the below menu. DCATS 567-7777 Option 5 Page 6
Queries for Departmental Use HSC_DEPT_BUD_PLANNING_RPT (salary report by position owner) This query shows the department positions and salaries used to plan the new budget year. HSC_DEPT_BUD_PLAN_RPT_FUND_OWN (salary report by fund/account owner) This query shows positions you are funding with your departmental funds for the planning budget year, but the position is owned by a different department. HSC_DEPT_BUD_CAT_SUMMARY (summary of expenses by budget category and departmental position owner) This query shows the totals for each budget category. HSC_DEPT_BUD_CAT_SUM_FUND_OWN (summary of expenses by budget category and departmental funding owner) Queries for Budget EC Members HSC_DEPT_BUD_EC_SUMMARY (summary of prior year targets to actual data entry) HSC_DEPT_BUD_EC_TARGETS_BY_DPT (summary of prior year distributed targets) HSC_DEPT_BUD_EC_TARGET_TOTAL (summary of target Grand Total for Prior FY) DCATS 567-7777 Option 5 Page 7
Running the Budget Query To run one of the above queries click on the following links; 1. Reporting Tools 2. Query 3. Query Viewer In the begins with field, type in HSC_DEPT and click on Search, or type in the specific name of the report you would like to view and click on Search The Search Results will populate your report which you may view it in HTML or Excel format. DCATS 567-7777 Option 5 Page 8
Using HTML Click on the HTML link and enter your Department ID and Fiscal Year. Click on View Results. Your report will appear as you see below. If you have more than one page of information you may use the navigational arrows to page through the report. DCATS 567-7777 Option 5 Page 9
You may still export the report into Excel by clicking on the Excel Spreadsheet link. Exporting into Excel Click on the Excel link and enter your Department ID and Fiscal Year. Click on View Results. A prompt will appear with the options to OPEN, SAVE, or CANCEL. *Please note that if you click on OPEN you will not have all the properties of an actual Excel application. DCATS 567-7777 Option 5 Page 10
By Selecting SAVE you may store your report on your desktop or in a specified folder. Once you have made your selection your report will appear as seen below. DCATS 567-7777 Option 5 Page 11
Assigning Target Numbers The new target pages are limited to State funds according to Fund ownership. Grant, practice plan, designated, service, and auxiliary funds, as well as South Texas (RAHC and Laredo) funds, are excluded from the new target pages. To Assign Target numbers to your departments, click on the following links. 1. HSC Custom Components 2. Planning Budget 3. Use 4. EC Assigns Departmental Targets DCATS 567-7777 Option 5 Page 12
To view all departments under your responsibility leave the search field blank and click the Search button. The screen below will appear and contains the following components. The EC Target amount will have been previously entered by the Budget & Planning Office and will agree to budget documents provided to respective Executive Committee members. DCATS 567-7777 Option 5 Page 13
The Distributed Target amount reflects the cumulative target allocations your office has made to your departments through HCM. The Distributed Target amount will change according to what you have allocated and entered into the system, and after the ½ hour refresh process has run. If the amount is less than the EC Target amount, then you have not fully distributed targets to your departments. If the amount is greater than the EC Target amount, then you have allotted more budget to your departments than the institution has authorized for your area. The steps to perform target allocations are discussed below. Initially, the Total M&O Funding amount will be the cumulative non-salary budgets brought forward (copied) from the prior fiscal year s Planning Budget files for all of your departments. This amount will change as departments update the budgets for their M&O accounts and after the hourly refresh process has run. Initially, the Total Salary Funding amount will reflect cumulative salary appointments on positions captured during the Budget Snapshot for all of your departments. This amount will change as departments update position budgets and after the hourly refresh process has run. The Funding Total amount is the sum of the Total M&O Funding and the Total Salary Funding amounts. This amount will change as departments update their non-salary and position budgets, and after the hourly refresh process has run. The Free Balance amount is the difference between the EC Target and Funding Total amounts. This amount will change as departments update their non-salary and position budgets, and after the ½ hour refresh process has run. If the amount is positive, then you have not fully utilized the overall budget authorized by the institution among your departments. If the amount is negative, then you have exceeded the overall budget authorized by the institution among your departments. DCATS 567-7777 Option 5 Page 14
To assign departmental targets, tab down to the appropriate DeptID and enter the target for the department s respective State funds Project ID. After assigning the target, click on SAVE before exiting the page. *Please Note: With this example you are currently viewing 1-3 of 40 DeptIDs. To view the next three departments, click on the right arrow button. To show all of your departments on one screen, click View All. At any time, you may download the data that is currently displayed on the screen to Microsoft Excel by clicking on the icon. DCATS 567-7777 Option 5 Page 15
Department (All) Targets To view all of the Departments ID s you have access to, click on Department (All) Target link using the following steps: 1. HSC Custom Components 2. Planning Budget 3. Use 4. Department (All) Target DCATS 567-7777 Option 5 Page 16
The screen below will automatically appear according to your access. A negative Free Balance indicates the department has exceeded the state funds target you established for them. A positive Free Balance indicates the department has not fully utilized the state funds target you established for them. Adjustments need to be made by either the department or the EC office. The amounts on this screen will update with any funding changes made by the department to Salary and/or M&O categories on a ½ hour basis during Steps 4 and 5 of the planning budget process. The hourly update will occur daily between 7am and 7pm, including weekends. *Please note: The intent of the department is to get the Free Balance down to zero. This will show your budget has met the target number. The data displayed on the screen can be downloaded to Microsoft Excel by clicking on the icon at any time. This is an Inquiry Only page. To make changes to your accounts, go to the Non- Salary or Position Budgets pages. DCATS 567-7777 Option 5 Page 17
Department Targets To view Department ID s you have access to one at a time, click on Department Target using the following steps: 1. HSC Custom Components 2. Planning Budget 3. Use 4. Department Target DCATS 567-7777 Option 5 Page 18
Enter your department ID and click on Search You should notice that Department TR50 has four state PIDs each with different Target amounts and Free Balances. A negative Free Balance indicates that budget entries exceed established targets and adjustments need to be made. A positive free balance indicates you have not fully utilized your state funds target. *Please note: The intent of the department is to get the Free Balance down to zero. This will show your budget has met the target number. The data displayed on the screen can be downloaded to Microsoft Excel by clicking on the icon at any time. DCATS 567-7777 Option 5 Page 19
Reviewing your Budget changes Department (All) Targets After you have completed entering changes to your Non-Salary categories and Salaried Positions return to the target pages. This will allow you to monitor whether you have met your target number, or if more adjustments need to be made. To view all Department ID s you have access to, click on the Department (All) Targets link using the following steps: 1. HSC Custom Components 2. Planning Budget 3. Use 4. Department (All) Target DCATS 567-7777 Option 5 Page 20
The information below will reflect changes made by the department for your office salary and/or M&O categories after the ½ hour refresh process has run. The Free Balance for each DeptID and Project ID should be zero. Department Targets To view department ID s you have access to one at a time, click on the Department Target link using the following steps: 1. HSC Custom Components 2. Planning Budget 3. Use 4. Department Target DCATS 567-7777 Option 5 Page 21
Enter your department ID and click on Search The information below will reflect changes made by the department or your office to salary and/or M&O categories after the ½ hour refresh process has run. The Free Balance for each DeptID and Project ID should be zero. This completes the EC member budget process. DCATS 567-7777 Option 5 Page 22