FY17 Budget Process: Planning (Task List, Data Entry, Reports) & Use of Excel
Shared Folders will be used to access Excel workbooks and for the Budget Administrator to provide back up materials You will see only the folders that you have access to. Within the Senior Leader s folder, is a folder for each Budget Administrator. Within each Budget Administrator s folder is a folder for each Org. 1
Important Note: These files are Macro-enabled. Please DO NOT change the file extension (.xlsm). The file will NOT work if the extension is changed. Please note the! 2
. The first time you open the workbook, please Enable Content and make the file a Trusted Document 3
The Workbook Tabs 1. Original Budget Detail: This tab has full chart of account detail and notes and is used for Data Entry 2. Org and Fund Summary: This tab is a pivot table that shows org and fund detail 3. All Org and Fund Account Detail: This tab is a pivot table that shows full chart of account detail 4. Budget Admin Data Entry: This tab is used to facilitate data entry into Planning 4
Original Budget Detail: Contains this year s budget and the next year s proposed budget You can data enter ONLY in the light blue cells. For existing lines, you will data enter the dollar amount in the FY17 PROPOSED Original Budget and notes in the FY17 PROPOSED Original Budget NOTES. Planning reports can be used to review prior years actuals, this year s budget and actuals, and next year s budget. Note: One-time approvals for the current year must not be included in the FY17 Proposed Original Budget. 5
. Original Budget Detail: Notes For notes, please use the following format: Date initials note 6
Helpful Buttons (since the workbook is protected) 1. Click to HIDE descriptions. This is helpful to limit the amount of space used on your computer screen or when printing. This hide the descriptions if they show 2. Click to SHOW descriptions. This will open the descriptions after they have been hidden 3. Click to SORT. This will allow you to sort the data based on the criteria that you select 4. Click to INSERT a new row. This will allow you to insert a new row. You will use this if you want to change any chart of account segment 7
The SORT Button Choose a Primary Sort and an optional Secondary Sort, then click OK 8
The INSERT Button The new row will have additional light blue cells (data enterable) one for each chart of account segment Note: there are reminders to let you know the appropriate number of characters. The descriptions in the white fields will populate with translations 9
Pivot Table: Org and Fund Summary Remember to REFRESH after changes are made to the Original Budget Detail This pivot table provides summary detail by fund and then account. Refer to Planning reports 01 and 02 for comparison of budget and actuals. Planning report 04 shows the various funds that are active for one Org. 10
Pivot Table: All Org and Fund Account Detail This pivot table provides the full chart of account detail Org Fund Account Program Activity Location. Also, refer to Planning report 03 to see the full chart of account detail as it exists in Planning. The comparison between the workbook and Planning is a good way to check for data entry errors. 11
. Planning Reports: Most of the time you will use the Budget Administrator reports 12
. Step 1: Run 01-Account Category-level for Org and Fund Compare current year budget and actuals Look for misalignments 13
. Step 2: Run 02-Account Code-level for Org and Fund (choose with or without subtotals) Dig deeper into mis-alignments Look for areas to adjust budget at account code level 14
Step 3: Run 03A or B All Chart of Account Code Detail for ONE Org and Fund combination (choose actuals or budget) Seek consistency within chart of account codes, especially Program code Check Location code for additional funding details Locate specific FOAPAL for items to review in Banner 15
Step 4: Return to the Excel workbook. Based on Steps 1 through 3, plan for the next year s budget Enter Next Year s Budget Enter Notes The budget is the plan for the next year s activity Variances to budget are often the result in changes to the plan Throughout the year, the Budget Office will ask questions about variances Note: Data entry is allowed in light blue cells 16
Step 5 (Excel): Data enter FY17 budget in Planning Refresh the Table Use the Org-Fund-Program-Activity-Location to guide data entry in Planning. You will select this chart of accounts in Planning. 17
. Important Reminder! Forms and Reports LOOK similar, but they are NOT NECESSARILY THE SAME. Use Forms for Data Entry and Reports to see the CONSOLIDATION of Data Entry. 18
Step 5 (Planning): Data enter FY17 budget in Planning Select Forms > 1-Base Budget Select FOAPAL (same as Step 5 Excel) 1-Base Budget Click the Go arrow to move to a new FOAPAL Data Enter FY17 Review FY16 Budget (same as Step 5 Excel) 19
. After you data enter the FY17 budget, return to the Planning reports to review the accuracy of the data entry. Repeat the process as necessary until your budget submission is complete. Notify your Budget Analyst when you have completed your budget submission. If you have questions, refer to the training materials, call, or email us. 20
. Planning Refresh Times 7 AM (Eastern) 11 AM (Eastern) 3 PM (Eastern) 7 PM (Eastern) 11 PM (Eastern) 4 AM (Pacific) 8 AM (Pacific) 12 PM (Pacific) 4 PM (Pacific) 8 PM (Pacific) 21
. Additional Funding Questionnaire: The Narrative Seeking additional funding? ADDITIONAL FUNDING IS LIMITED! Contact the Budget Office for the questionnaire and review it with your Senior Leader. Your Senior Leader will submit the questionnaire to the Budget Office. 22
. Additional Funding Questionnaire: The FOAPAL Seeking additional funding? Please be aware that there are limited resources to fund additional requests. Contact the Budget Office for the questionnaire and review it with your Senior Leader. Your Senior Leader will submit the questionnaire to the Budget Office. 23
. Task List 24
Budget Office Resources Budget Process Training Materials Planning Access and User Guide Further questions? Contact the Budget Office 25
Thank you!