Introduction Process and Trigger Perform this procedure to plan adjustments to the unrestricted budget either during the Annual Development or during a Quarterly Confirmation cycle. Prerequisites Budget Office has communicated the planning objectives, deadlines and the cycle is open to Distributed users. Menu Path Use the following menu path to begin this transaction: BUworks Reporting Integrated Planning Tips & Tricks The budget planning technique described in this document can be performed for a single funds center (FC) or for a range of funds centers. If you select a range of funds centers, it is possible to use the filter command to enable you to focus on one FC at a time. If you enter and save an additional line detail line in error, a correct can be made by loading a file. Review IP 02 Upload Submission document for specific steps. Questions and issues can be directed to your Budget Analyst within the Budget Office Procedure 1. Start the transaction using the above menu path. Within the Integrated Planning sub-tab, select the appropriate planning layout, e.g., Quarterly or Annual The example shown in this document demonstrates the process for Annual Planning Select Unrestricted within the Budget Development Annual folder Last modified: 10/01/2018 1/11 Boston University
Enter the Funds Center number or Funds Center range and press the OK button When specifying a range: The form of a range entry is this: FC_lower FC_upper Be sure to include (space-dash-space) as a delimiter between the lower and upper limits of the range Example: 1040700000-1040800000 The FM Annual Planning tab will be the workspace for input The Detail Tab provides historical data for reference Entering Budget Data The FM Annual Planning tab will be the workspace for input Requested Funds Recurring: Enter amount to be added or removed from this line item Requested Funds Non Recurring: This is a request for one time funding. Enter amount to be added or Removed from this line item Last modified: 10/01/2018 2/11 Boston University
Enter budget amount A: Enter amount B: Press the Recalculate Data button Important: once amounts have been added for a particular budget line and the Recalculate button has been pressed, confirm the total amount in the submission column agrees with what you intended. Last modified: 10/01/2018 3/11 Boston University
Required: for each line item, click to select the row (A), enter a comment in the highlighted box (B), enter a unique comment ID 1 (C) and press the Save Line Item Comment and ID button (D) The comment line is a free text field that describes the new line item added to the budget. There is a 50 character limit. There is also a restriction on specific characters such as, ; % and $ When the Save Line Item Commitments and ID button is pressed, data is saved. Confirm that you see messages indicating the data was saved without errors. 1 The comment ID must be unique for the Commitment Item being edited Last modified: 10/01/2018 4/11 Boston University
Additional Detail Lines You may want to add additional details for a particular Commitment Item. To add a new detail line, you can manually enter data or use a specialized IP process to copy and paste from an existing line. Manual Data Entry Position the cursor in the first cell of the first row of the new line area and type. Use the Tab key to move from one cell to the next Copy/Paste Important: the functionality described here works only with the Microsoft Internet Explorer browser. 1. Click to select the Funds Center number of the Commitment Item line for which detail will be added. 2. Hold down the Ctrl key and click on the adjacent Funded Program cell on the same line. The entire line will now be highlighted (selected). 3. Press the Copy button (at the top or the bottom of the frame) Last modified: 10/01/2018 5/11 Boston University
4. Position the cursor in the first cell of the first row of the new line area. 5. Press the Paste button at the top or the bottom of the screen 6. The contents of the line copied are pasted into the new line. Enter Detail Line Budget Amount Regardless of how you elected to enter the detail line manually or via copy/paste follow these next steps. 1. Enter the line item detail dollar amount. 2. Press the Recalculate Data button to add the detail amount. 3. Note that the comment will be entered as a # before the recalculate data button. Once data is recalulated, comment can be edited as desired. 4. Confirm that the total shown in the Submission column agrees with your entry. Last modified: 10/01/2018 6/11 Boston University
5. Click to select the new detail line (A) 6. Enter a comment to describe the detail line (B) 7. Enter a commend ID number (C) Important: the ID you enter must be unique within the Commitment Item associated with the detail line 8. Press the Save Line Item Comments and ID button (D) Note that using this button also results in saving the entire new line entry (equivalent to later pressing the Save Data button). 9. Confirm that system messages indicate the comment line, the comment ID, and the detail entered were saved without errors. Continue the process of entering detail lines as required. Here is an example showing how a second line would be added: 1. Enter Fund Center, Funded Program and Commitment Item via whatever method you prefer. 2. Important: note that if copy/paste is used, both the ID number and the budget amount will be copied as well. Be sure to increment the ID number so it is unique. Last modified: 10/01/2018 7/11 Boston University
3. Enter the comment ID and budget amount. 4. Press the Recalculate Data button 5. Click to select the new detail line (A) 6. Enter a comment to describe the detail line (B) 7. Press the Save Line Item Comments button (D) Here s a sample budget entry with several detail lines added: Last modified: 10/01/2018 8/11 Boston University
Adding the Fringe to CI 860201 Fringe line will recalculate based on the Recurring and Non-Recurring requested amount. Enter budget amount and Recalculate Fringe A: Enter amount within the appropriate salary commitment item. Example above is an example of two detailed requests for Faculty B: Enter at least $1 within CI 860201 Recurring or Non Recurring, depending on whether the requested amount is Recurring or Non Recurring. Do Not highlight any lines. C: Press the Recalculate button. Fringe will automatically calculate based on Requested funds Press the Save Data button. Last modified: 10/01/2018 9/11 Boston University
Important: Do not insert a second Fringe line Fringe line will need to be aggregated into 1 line. It is important that a second line not be added, otherwise fringe will duplicate. Last modified: 10/01/2018 10/11 Boston University
Unlocking Planning Data Important: Once you have saved your data, you must follow these steps to exit out of the IP Unrestricted Planning screen. Otherwise, the Funds Center remains locked to all other users. 1. Click the folder name of the process you were working with (Annual or Quarterly). Because the examples in this document examined unrestricted funds, it is necessary to click the Unrestricted link. 2. When a blank Variable Entry screen displays, you have successfully removed the lock on the data Results and Next Steps You have entered an unrestricted budget adjustment and provided line item comments. Next step: review your changes using the appropriate report(s) Last modified: 10/01/2018 11/11 Boston University