COR124 New User Budget Training

1. 1 COR124 – New User Budget Training

2. 2 Welcome and Introduction Introductions of Instructor and Students. Purpose: Get an overview of using the PeopleSoft Budget (EPM) system and brief overview of State Budgeting. Goal: Immediate: Get access to the system – security form. Goal: Long-term: Be able to enter budget data and submit to OSF.

3. 3 Your Budget Analyst – How to Contact Main OSF phone number: 405-521-2141.

4. 4 Important Sites OSF Comptroller: account codes; procedures manual; DCAR newsletters http://www.ok.gov/OSF/Comptroller/index.html Budget Division: announcements; BWP and budget request instructions http://www.ok.gov/OSF/Budget/index.html CORE: budget, financials, HR logins; news http://www.ok.gov/OSF/CORE/index.html CORE Security: access forms http://www.ok.gov/OSF/CORE/Security/index.html Notifications Sign-up: get news in your email inbox http://www.ok.gov/triton/modules/oknotify/index.php?id=65 (see www.ok.gov/OSF - left menu, notifications sign up if the above link does not work).

5. 5 Vocabulary Account – 6-digit values describing the revenue or expenditure category Budget Center / Department / Division – budget center and department are equivalent; they are the “sub-activity”; 7-digit numbers…Division is a 2-digit number describing the “activity”. Class Fund / Class Field – this is a 5-digit number describing the fund; revolving, appropriated, federal Business Unit / GLBU – this is a 5-digit number describing the agency; it’s the agency number with two following zeroes. Scenario – this refers to the budget model, whether original or a revision. Calendars – budgeting periods (monthly, quarterly, yearly) Analysis ledgers – prior year actuals, year-to-date actuals, current year budget Activities / Versions

6. 6 Account levels & examples Listing found at: http://www.ok.gov/OSF/documents/comp_object_codes.doc Major: 510000 – Personal Services 520000 – Travel Expenses Sub-Major: 511000 – Salary Expenses 512000 – Insurance Premiums 521000 – Travel Reimbursement 522000 – Travel-Agency Direct Payments Detail: 511110 – Salaries-Regular 512110 – Insurance Premiums-State 521110 – In-state mileage-State Car 522130 – Food & Lodging-Agency Direct

7. 7 Budget Center / Department / Divisions Examples Division 10 – Administration 70 – Patient Funds 88 – MIS Division Department / Budget Center 1010001 – Director’s Office 1020001 – Comptroller 7000001 – In-patient hospital #1 7000002 – In-patient hospital #2 8800188 – MIS-Main Campus

8. 8 Class Funds (aka Class Field) Appropriated 19Faa (F is last digit of fiscal year; aa is the appropriation number from OSF) Examples: 19901, 19930, 19001, 19005 Revolving 2xx00 (xx is the statutory-given value) Examples: 20500, 21000, 22500 Federal 4xx00 (xx is the given value between agency & OSF) Examples: 41000, 40500 42400 is state emergency fund Special Cash – generally used for supplemental appropriations 576aa (aa is the appropriation number from OSF) Examples: 57601, 57604 Other Special funds 58801, 51001, 34000, among others (check with your CFO)

9. 9 Business Unit / GLBU Agency 3-digit number; example – 090 State Finance Business Unit (Budget) 5-digit number; example – 09000 General Ledger Business Unit (GLBU) 5-digit number used for general ledger; same as budget business unit; example – 09000 Other Other possibilities in Phase II

10. 10 Scenarios Original (original BWP) Revision xx (xx is from 01 to 40) REV_xx (ledger name; xx = 01 to 40) SEED (created by CORE – total of original budget and all revisions done up to point of creation)

11. 11 Calendars Monthly – actuals are all entered by accounting period as “month”; budgeting on a monthly basis helps comparisons Quarterly – budgeting periods set at every three months (quarterly) Yearly – not an option for budgeting

12. 12 Analysis Ledgers Prior Year Actuals – the actuals for the prior fiscal year Year-to-date Actuals – the actuals, to date, for the current fiscal year Current Year Budget – the budget for the current fiscal year Proposed Budget – the budget for the upcoming fiscal year Upcoming fiscal year = 2010 Current fiscal year = 2009 Prior year actuals => 2008 actual data Year-to-date actuals => 2009 actual data to date (end of April) Current year budget => 2009 budget / total budget (plus revisions to date ~ April 10)

13. 13 Activities / Versions Budget Activities available (training required on all) Line Item Budgeting (required, all agencies) Position Budgeting (optional) Line Item Mass Adjustments (optional) Budget Versions Base – required, all budget centers have an all-zeroes, read-only base version; can be used to copy to other versions Master – required, created when budget center is submitted in the system; used for processes and reports; can be over-written numerous times Version 1 – editable; is given upon publishing; can be copied to other versions (except base); should be submitted as final Versions 2, 3 – are copied from other versions (except base); editable; can be submitted as final; used for what-if analyses

14. 14 EPM Roles Budget Coordinator – OSF / CORE access only Agency Coordinator – read-only access at the all-zeroes, 7-digit level; able to run processes unavailable to lower roles Reviewer – read-only access at the 2-digit level; divisions Preparer – enters the budget at the 7-digit level; budget centers / departments Levels – Budget Centers 0000000 – read-only 10 – read-only 1000001 1000002 20 – read-only 2000020 2000030 30 – read-only 3030001 3030002

15. 15 Accessing PeopleSoft Budgeting Logging into the system (page 8) Userid (ILASTNAME/AC) – case sensitive Passwords – case sensitive Changing your password (page 10) Navigating: home pages and rules (pages 11 – 13) Do not use the Back button Do not use the X button to close Updating e-mail address (pages 15 – 16) If this is not kept up-to-date, errors will occur when trying to submit a budget center Logging Out: rules (page 14) After 60 minutes of inactivity, log out is automatic Check-in budget prior to logging out Use the Sign Out link to log out

16. 16 Checking Out / In a Budget Pages 18 – 23 File cabinet (BAM server) To edit, check out. When finished, check in. 1 am process, automatic check in Budget Work Items or Budget Work Item Details depending on role / goal Understand the Status (page 20) Understand Check out / Check in options (page 21)

17. 17 Exercises Do exercises A, B, C, D, and E. Use this space to make notes / questions you have as you work these exercises. We will take a 10-minute break. Be back promptly, please.

18. 18 Position Budgeting – General Information Data is copied from HCM, as is Classified (alpha-numeric, salaries defaulted) (page 24) Unclassified (numeric only, salaries do not copy) (page 24) Important Queries (page 88)

19. 19 Position Budgeting - Editing Check out position budgeting activity (pages 25 – 27) Position Management – Edit a Position (pages 29 – 47) Choose a position (page 30) Choose Job History (if exist) or Salary Distribution (page 31) On both effective-dated rows: Update the salary, class, budget reference, account (if need be) (page 32) Update the Earnings – enter amount; distribution / apply salary distribution (pages 33 – 35) Update Benefits – distribution / apply salary distribution for all lines (pages 36 – 37) Update Taxes – distribution / apply salary distribution for all lines (pages 38 – 39) Job-Detail: used to change the FTE number if necessary Instead of running apply salary distribution to all lines in earnings, benefits and taxes, you can use Calc Position Distributions – Position Menu. Editing an unfilled position is done in the same manner (pages 42 – 47)

20. 20 Position Budgeting – Adding a Position Position Menu – choose Add a Position in position management Populate position data (FTE, job code, salary plan, if classified) Use Distribution Defaults links to update salary, earnings, benefits, and taxes – Calc Position Distributions Pages 48 – 58

21. 21 Position Budgeting – Copying a Position – Excluding a Position Position Management – Copy Positions (pages 59 – 60) Choose a position to copy from, enter number of position to create and the effective date (usually 07/01/20FY). Update each of the defaults for the new positions. Position Management – Edit a Position (pages 60 – 61) Choose the position to exclude. On the Position Data page, check the Exclude from Budget Calc box.

22. 22 Position Budgeting – Mass Adjustments Can be used to adjust multiple positions, job codes and their salaries, earnings and/or benefits. (pages 62 – 68) Choose adjustment on Position Menu Enter effective date, and Find position Enter your percentage or amount and check the boxes for the positions desired to be adjusted. After perusing the changes and accepting such, click Execute Adjustment.

23. 23 Position Budgeting – Longevity by Position - Scheduling We can use effective dates and the concept of One-Time Pay to schedule longevity in the month in which it is paid. See pages 69 – 73.

24. 24 Position Budget – Seasonal Employees We can use effective dated rows to schedule budgets for seasonal and/or temporary employees. For step-by-step instructions, see pages 74 – 86.

25. 25 Position Budgeting – Calc Position Distributions Find missing chartfields by using the queries on page 88. Then update the missing chartfields OR Use query OCP_POS_DISTRIB_SLRY to validate that all salaries have a distribution. Run the Calc Position Distribution (page 87) to populate all other distributions based on the salary distribution.

26. 26 Exercises Do exercises F, G, H, and I. Use this space to make notes / questions you have as you work these exercises. Lunchtime – about an hour. Be back promptly, please.

27. 27 Line Item Budgeting – Items of Interest Public View default (pages 94 – 96) Private View – setting up your line item details to be more user-friendly for “you” (pages 97 – 100) Hot Keys (page 103) Spread – do not use if value is not evenly divisible by the number of budget periods in your model.

28. 28 Line Item Budgeting – entering budget data Check out line item activity Click line item details link Peruse items for funding, account desired to enter If available, click on the 0 and enter data If not, then click the link, Add a Budget Entry Add a Budget Entry Enter account, class field, and budget reference. If currency code appears, enter USD, in all caps…do not populate any other field but what is shown here.

29. 29 Line Item Budgeting If you click on a value in a line with the method POSBUD, a position budgeting will be checked out automatically.

30. 30 Line Item Budgeting - Methods Pages 108 – 117 AMTPER ANN% BASBUD ITM METH=0

31. 31 Line Item Budgeting - Adjustments Page 118 We can use the adjustment row to increase of decrease any budget amount input. Many use these adjustment rows when entering revisions, but this is not mandatory.

32. 32 Line Item Budgeting - Longevity Pages 119 – 120 We can use the adjustment row for the longevity account to enter longevity for all employees. !! Be sure that the longevity in Position Budgeting is set at 0 for all employees.

33. 33 Line Item Budgeting – 4997xx It is recommended to enter account code 4997xx as prior year expenditures in the current year. Estimate of Income report will be more accurate. This is the only “revenue” row that will be entered as a negative number Pages 121 - 122

34. 34 Line Item Budgeting – Changing Chartfields, Adding Notes Pages 123 – 127 Click the green checkmark to the left of the row. Populate the incorrect, or missing chartfields. You cannot have duplicate rows. Click the paper icon to the right of the row to add a note, view a note, or delete a note.

35. 35 Line Item Budgeting – Additional Activities Pages 128 – 134 Customizing the Line Item Details page. Downloading line items to Excel. Checking in the Budget.

36. 36 Exercises Do exercises J, K, L, M, N, O, P, and Q. Use this space to make notes / questions you have as you work these exercises. Take a 10-minute break. Please be back promptly.

37. 37 Budget Analyses Online, dynamic analyses (pages 135 – 152 – summary on page 138) Position Budgeting Inquiry (good – use only if using position budgeting) Comparative Budget Analysis (compares current to historical) Budget Version Comparison (compares versions of current budget) Budget Period Analysis (good – shows the proposed budget amounts for each budgeting period for a specified version) Note: these can be a little persnickety and pop-up blockers will block these from running correctly – turn off pop-up blocker – hold down <ctrl> key if needed

38. 38 Budget Analyses – Batch Reports Pages 153 – 158 All reports through Business Unit Comparison report are delivered and can be run on any version.

39. 39 Budget Analyses – Custom Reports Pages 159 – 165 All reports below Business Unit Comparison must have Data Extraction and Composite Budget processes run. See COR224 training guide for Agency Coordinators for instructions to run these processes.

40. 40 Budget Analyses – Reports For examples and instructions on all reports that are available for Budgeting: See COR124, Chapter 9 – Reports Pages 183 – 215 I encourage you to run each report to see your own data in them and see which ones fit your style best.

41. 41 Validating Chartfields – Submitting the Budget Pages 166 – 169 and 228 – 231 Submit Version 1. If you receive an error, then there are missing chartfields. These will have to be corrected before the budget can be submitted. Alternatively, you can use the Validate Chartfields button inside each budget line item details page. Rows with a red X on them must be corrected before saving and submitting. After making corrections, click the Validate Chartfields button again until all rows have a green checkmark.

42. 42 Submitting the Budget Preparers submit at the 7-digit level. Reviewers can review the data at the roll-up level (2-digit) and reject a 7-digit and/or submit at the 2-digit level. Submitting closes off the budget centers to editing…must be rejected by Reviewer or OSF in order to edit.

43. 43 Reviewer Role Pages 170 – 178 Budget Work Items vs Budget Work Item Details Read-only Status (page 173 for summary) Rejecting Approved only if submitted by Reviewer Submitting the 2-digit level

44. 44 Exercises Do exercises R, S, T, U, and V. Use this space to make notes / questions you have as you work these exercises. (break if time)

45. 45 Agency Coordinator Role Pages 179 – 180 See COR224 training guide for Agency Coordinators for detailed information.

46. 46 Revisions Pages 181 – 182 Purpose of revisions Finding revision models Revision models are not published until after the original model is posted in the General Ledger.

47. 47 Line Item Mass Adjustments Pages 216 – 227 Optional Only preparers can enter Watch demonstration and make notes here, in your training guide, and ask questions.

48. 48 Summary General Information Position Budgeting Line Item Budgeting Roles Reports Budget Cycle Flowchart (pages 232 – 239)

49. 49 More information OSF HelpDesk – for most efficient resolution Copy page 240 and hang close to your phone for when you call the OSF HelpDesk with a problem in budgeting issues. The more succinct and complete your information, the more efficient we can resolve the problem. HelpDesk Phone Number: 521-2444