I02 Budget Preparation Guide Office of Finance ~FY18~ Budget Preparation IFAS INSTRUCTIONS STOP RED X STOP! Your record has not been accepted due to error(s). You must correct the error(s) and hit enter again! YELLOW DOT Caution or warning. The system is providing you with information regarding the record you are attempting to enter. Yellow slows you down, but will not stop you from proceeding. Hit enter again, your record should be accepted and you should receive a Green Checkmark. Record Accepted! Make sure you get your green checkmark before continuing on. SLOW GO GREEN CHECK MARK GO!! Record Accepted! Make sure you get your green checkmark before continuing on.
~FY18~ Budget Preparation IFAS Instructions TABLE OF CONTENTS IFAS LOG IN Pg. 1 IFAS DASHBOARD HOME PAGE Pg. 2 HOW TO RUN A BUDGET WORKSHEET FOR FY17 Pg. 3 LOCATING BUDGET DATA ENTRY SCREEN Pg. 5 SCREEN SETTINGS/PREPARATIONS (COMPLETE ONE TIME) Pg. 6 PREPARING THE BUDGET SCREEN FOR DATA ENTRY/CHANGES Pg. 10 HOW TO MAKE CHANGES TO YOUR ALLOCATED BUDGET IN IFAS Pg. 12 HOW TO FIND AN ACCOUNT Pg. 14 LIST OF COMMON BOARD AND GRANT BUDGET CODES Pg. 15 HOW TO RUN A BUDGET WORKSHEET FOR FY18 Pg. 16 HOW TO RUN A STAFFING AND BUDGET SUMMARY REPORT Pg. 18
Milwaukee Public Schools Finance Department Office of Finance January 2017 IFAS Documentation Budget Preparation 2018 One of the easiest ways to access IFAS is to type apps in the address line. You do not have to type http, colons, or even slashes! Click on the blue application button next to IFAS. Logging into IFAS A. Enter your MPS user name using lower case. B. Enter your MPS password C. Click on the Login button ~~Once your have logged in put your CAP LOCKS ON IFAS IS CASE SENSITIVE 1
From the IFAS Dashboard home page, click on the Budget tab. The Budget page will allow you to run reports, access budget preparation materials and update your budget in the data entry area of IFAS. The page is broken down into groups 2
To use as a reference, print your Budget Worksheet for FY17. 1. From the Dashboard home page, click on the Budget tab. 2. In the Budget Preparation Group click on the Budget Worksheet link, a criteria box will open 1 2 3. In the Fiscal Years field, remove any other years listed except 2017. 4. In the Project field enter 6*,798 5. Click on Submit Will default to current date. 3 4 5 3
A Report Progress window will open while your report is being processed. When your report is complete a new window will open with the report you requested. Reminder: To print any reports in IFAS, you must use the Options icon on the IFAS toolbar. Click on the Options icon then click on print 4
1. From the IFAS Dashboard Home page click on the Budget tab 2. In the Budget Preparation group click on Budget Entry and Modification (GLBUFTUB Screen) 1 2 TIP When the GLBUFTUB screen opens, remember to maximize to see the entire screen click once on window at the top of the screen! TIP Click the blue tab to minimize the side bar. TIP Move your cursor over the three lines (crossing arrows will appear) click and hold down drag this part of the panel down and to the right. This will allow you to see more lines and columns without having to scroll back and forth. 5
Setting/Screen Prep changes - only need to be completed ONCE! To prepare your screen for data input, complete the following steps: NOTE: These steps only need to be completed once. After you save/applied the settings they will be saved for the next time you bring up the GLBUFTUB screen. 1. Click on Settings. (Far upper right side of the screen) 2. A web page dialog box will appear. 1 2 You will click on Apply Changes when all settings have been completed. Note: No changes are needed on the Ledgers tab. 6
3. Click on the Preferences tab in the dialog box. 3 If the boxes are empty you will need to set the preferences. SEE SCREEN BELOW You will be entering/changing 4 settings on the Preferences tab Note: If the Preference tab has been previously completed it will default to the descriptions on the right. Choose the following settings from each drop down box: (Setting changes continue on the next page) 7
Setting/Screen Prep changes - only need to be completed ONCE! 4. Click on the Advanced tab. 4 Click on Request timeout field enter 30. Click on the Rows in Entity List, enter 200. 5. Click on the Screen Specific tab. Click on drop down box to the right of Initial Screen Mode field, select Initially in Find mode. 6 5 6. Click on the Apply Changes button. Note: If step 5 has previously been completed the Initial Screen Mode will default to the following: No change is needed. (Setting/screen changes are continued on the next page) 8
Setting/Screen Prep changes - only need to be completed ONCE! For ease in inputting data, columns should be moved so they are adjacent to the prior years Budget/FTE information. Information that is in the AB FTE and Allocated Budget column was copied from the previous year s budget with adjustments for new average salary and benefit rates. Note: To move columns, Click on the column heading (a white box appears around heading) Hold and Drag to the area you would like to move it to, Drop (unclick). When completed, field order should be: Ledger, Object Code Description, AB FTE, Allocated Budget, PY FTE, Prior Year FA. The remaining column heading placements do not have to be changed. Important Note: Once you have made all necessary changes in your settings, the next time you open the GLBUFTUB screen the changes you have made will be saved. The setting changes and screen preparations are now complete! 9
Preparing the Data Entry Screen (GLBUFTUB screen) Fields (areas) must be updated before you bring up your FY18 Allocated Budget and make data changes. STEPS MUST BE COMPLETE IN THE ORDER YOU SEE BELOW. 1. The YEAR must be 2018. You can either type in 2018 or click on the drop down box and choose 2018. 2. Move your cursor to the KEY portion of the LEDGER field and click. Enter *BD??? Where you see the first? enter the appropriate code for your type of school - for example BDH for High, BDM for Middle, BDE for Elementary, BDK for K-8, BDB for Multi-Level, BDS for Charter schools and *ALS for Alternative schools. For the second and third?? enter your 2-digit IFAS location. (For Example: Zablocki school would use *BDEZA) Do not enter an * after the 2-digit location. 3. Move your cursor to the ALLOCATED BUDGET field and click, enter < >0 (less than sign, greater than sign and zero) Note: Step 3 is only needed when bringing up your BOARD budgets. Do not put the <>0 when bringing up Categorical/Grant budgets. 4. Click on the arrow next to the magnifying glass, a drop down list appears. Click on SHOW TOTALS. Note: You must click on the SHOW TOTALS first! 5. Click on the arrow next to the magnifying glass one more time the drop down list will appear. Click on APPLY FIND TO TOTALS 6. PRESS ENTER 7. Move your cursor to the DESTINATION VERSION field click on the drop down list and select AB allocated budget. Once you click on AB in the Destination Version field your allocated budget information will appear in the Totals Box. 4 5 1 7 2 3 *BD??? 10
Your screen now contains the totals of your allocated budget in the Totals Box (upper right). 1. Total Revenues will be equal to your allocation. 2. Total Expenditures is the total of the allocated budget column. This represents your FY17 Final Adopted budget adjusted for FY18 salaries and benefits. 3. When you have completed your budget, Net must equal zero. 4. On the left side of the screen are the total number of records. This area can also be used for quickly locating account information. To open and close this area, click once on the blue tab. 2 1 3 4 11
MAKING CHANGES - Positions To change the number of positions, click in the AB FTE cell once. When the cell color changes, enter the number or zero and PRESS ENTER. (Note: When making any changes in IFAS, only click enter once. In the left bottom corner of the screen it will say waiting for host response that indicates that your request is being processed. Clicking multiple times can lock up the screen.) The system will recalculate the new salary amount and also the benefits associated with the position. To see the new total, look at the TOTAL EXPENDITURES in the box at the top right of the screen. MAKING CHANGES - Other Accounts To change the dollar amount for a budget line, click in the ALLOCATED BUDGET cell once. When the cell color changes, enter the desired dollar amount (no commas) and PRESS ENTER. Note: Must be whole numbers. The system recalculates your new TOTAL EXPENDITURES. 12
ADDING NEW ACCOUNTS Note: Before trying to Add a new account attempt a Find (see page 14 for instructions) with a 0 in the AB FTE or Allocated Budget Field. Before you can add a new account, you must change from the FIND MODE, to the ADD mode. 1. Click on the PLUS SIGN located at the top of the page on the IFAS toolbar. 2. Verify the system has changed the mode by checking in the upper right corner of the screen it should say add mode. 3. Once your screen is in the add mode a blank line is added at the bottom of your screen. Enter the budget code - Start by placing the cursor in the Key field of the Ledger column. Enter all ten digits of the key portion of the budget code. Tab or click into the object field and enter the four digits (eight if it is a salary code) of the object. Click or tab into either the AB FTE or Allocated Budget field, make any changes to positions or dollars and PRESS ENTER. If the budget code is not valid, double check the accuracy of your entry. Make any changes, press enter and wait for the green check mark. 1 2 3 DELETING ACCOUNTS Accounts are not deleted permanently from the IFAS system. If you do not want a budget or a position for an account for FY18, enter a zero in the AB FTE cell (for a position) or a zero in the Allocated Budget Field (for a non position). 13
FINDING - ENABLING ACCOUNTS You will have to enable an account if the account is listed on your budget worksheet, but does not have positions-fte or a budget amount for 2017. Note: The below instructions can also be used any time you need to find a budget code, whether it has a dollar amount in the allocated budget field or not. 1. Make sure you are in the Find mode. The mode is listed in the upper right hand corner of your screen. 2. If you are not in the Find mode, click on the magnifying glass on the IFAS toolbar, click on Find Search. 3. Once you are in the Find mode, enter the key and object into the account code field (check your budget worksheet for the correct code). PRESS ENTER or (Click on the magnifying glass drop down and choose Apply Find Criteria). The Object Code Description will appear and the AB FTE, Allocated Budget and PY FTE fields will fill with zeros. 4. Click on the AB FTE field and enter the number of position(s) you would like or the ALLOCATED BUDGET field and enter the amount. PRESS ENTER wait for the green check mark at the top of the page. 2 1 4 3 Note: After you are done finding or enabling accounts and you would like to view all of your account codes: Click on the magnifying glass on the IFAS toolbar, click on Find Search. Click in the Ledger field and enter *BD??? (First? list - H for High, M for Middle, E for Elementary, K for K-8, B for Multi-Level, S for Charter and *ALS for alternative schools. Second and third?? list the schools 2-digit IFAS location) (or the Categorical project you were currently working in), click in the Allocated Budget field and type <>0 and PRESS ENTER. REMEMEBER when you are done working with a particular budget you must X out before you bring up another budget. 14
BOARD BUDGET CODES (Tax Unit 110) (When running reports) Board Budget Names IFAS Budget Project Value High School BDH 603 Multi Level Schools BDB 604 Middle School BDM 606 Elementary School BDE 609 K-8 BDK 612 Special/Charter BDS 611 Alternative Schools ALS 695 Board Central BDC 613 Art, Music & Phy. Ed AMP 627 Grant Transitional Class Size Reduction GTL 798 Board Guidance BDO 625 Special Education EEN 630 School Office OFC 652 World Language WLA 631 (See Budget instructions for complete list) BUDGETS OTHER THAN BOARD (Tax Unit 113) When you are entering a Categorical/Grant budget enter the Asterisk - Name of budget School location code. For example: Title 1 would be *T18?? (?? Is the schools 2-digit IFAS location) NOTE: (When bringing up your Categorical or Grant budgets, you DO NOT have to enter <>0 in the allocated budget column) You may not switch from one budget to the other without exiting the data entry screen (GLBUFTUB screen) click on the X in the upper right hand corner of the screen. For example: if you are in your Board budget, you must close that screen before you can bring up a Categorical/Grant budget, or vice versa. Below is a list of the most common Grants: (When running reports) Grant IFAS Budget Project Value Title I School Wide T18 143 Title I Parent Involvement SV8 144 Title I Targeted Asst. OQ8 132 Title I Supplement TZ8 145 Title I Focus OF8 130 Title I Priority 1U8 135 Title II T28 196 AGR SG8 287 Title III Bilingual (Central in FY15) T38 204 Head Start (Federal) HS8 526 Head Start (State) HP8 527 15
After you complete entering your FY18 budget data, print your Budget Worksheet and retain for your records. 1. From the Dashboard home page, click on the Budget tab. 2. In the Budget Preparation Group click on the Budget Worksheet link, a criteria box will open 1 2 3. In the Fiscal Years field, remove any other years listed except 2018 and 2017. 4. In the Project field enter 6*,798 5. Click on Submit Will Default to Current Date 3 4 4 5 16
A Report Progress window will open while your report is being processed. When your report is complete a new window will open with the report you requested. 2018 2017 2018 Reminder: To print any reports in IFAS, you must use the Options icon on the IFAS toolbar. Click on the Options icon then click on print 17
After you complete entering your FY18 budget data, you should print your Staffing and Budget Summary Report and retain for your records 1. From the Dashboard home page, click on the Budget tab. 2. In the Budget Preparation Group click on the Staffing and Budget Summary link, a criteria box will open 1 2 3. In the LOCATION field, remove the LOC and enter your three digit site number. 4. Click on Submit Note: Date will default to the current date. 3 4 18
A Report Progress window will open while your report is being processed. When your report is complete a new window will open with the report you requested. FY18 Will show FY17 and FY18 Reminder: To print any reports in IFAS, you must use the Options icon on the IFAS toolbar. Click on the Options icon then click on print 19