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COR124 – New User Budget Training

COR124 – New User Budget Training. 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.

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COR124 – New User Budget Training

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  1. COR124 – New User Budget Training

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

  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. 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. 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. 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. 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. 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. 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. 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. 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) Analysis Ledgers

  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. 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 EPM Roles

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

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

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

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

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

  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

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