Kuali Budget Construction Training

1. Kuali Budget Construction Training Catherine Maddaford KBC Administrator

2. Kuali Budget Construction Kbc reports

3. Salary Reports • There are no separate salary reports currently for KBC because we designed the Salary Export Worksheet to double as a report. • To get a “report” you would run the salary export in the same manner as you would if exporting the worksheet, but you would select “Report” as the format option. • When you select report you will see just the column headers without the notes and instructions for each column. • Your format options are only Excel and CSV.

4. BI- Budget Reports • Budget reports are available only in Cognos for KBC. • Only BC processors can run the budget reports. • Each BC processor is set up in a special group to allow them access to the KBC Reports portal, which contains the links to the reports.

5. Variance Reports • Variance reports are reports that are designed to compare your allocated budget to your control budget. • Your control budget is from TBO, with the categories converted to object codes for KBC. • The only way to view your control budget by object code and by org code is to use the BI variance reports for Budget Construction.

6. Reports 1 and 2 • Reports one and two are variance reports that include MFS codes, object codes, and org codes. • Report one sorts first by income object codes and then expense object codes, and breaks on income and expense for subtotaling. • Report two sorts by object code and then MFS code, with no break on income and expense. • Reports 1 and 2 will display control totals ONLY when the controls match the same level as allocated. (see next slide)

7. Level of Control totals • It is important to understand how KBC “rolls up” the control totals and the allocated totals by organization code and object code. • Control totals are entered only at the 5-digit org code level, or at the 7-digit org code level. • If entered at the 7-digit level, the control totals may not be entered for every 7-digit org code you have, so your allocations may not match how your controls are entered. • If there is not a one-for-one match between the org codes with allocations and the control total org codes, then the results will differ by report.

8. Finding the reports • When you are logged in to Kuali, click on the Business Intelligence button on the top right to connect to Cognos. • If you are prompted to log in, use your regular USCNetID and password as you would for Kuali. • The Budget Construction Reports have their own portal page, and are not included on the regular portal page where you see your ASR’s and other reports. • You need to navigate to the EDW Budget Construction tab, if you have it. • To find your tabs you need to click on the Home icon in BI.

9. Which report? • Reports 3 and 4 are designed to correctly display the control totals, but you must select the one applicable to your center. • Select report 3 if your controls are entered at the 7-digit level and your allocations match at the same level. • Select report 4 if your controls are entered at the 5-digit level. • You can view reports 1 and 2 to see the allocations split by org code, but the controls will not display if they do not match the org codes used for allocated budget. • You can run the reports to see the results to better understand.

10. Budget Construction • If you see the EDW Budget Construction tab, you can select that tab and it will open the KBC portal page, as shown in the next image.

11. Selection criteria • Allocated only, not allocated, and ALL • This refers to whether you are selecting accounts that contain allocated budget or all account. • If you are running a variance report, select ALL. • If you are running report 5, account detail, select allocated only, or you will see all non-budgeted accounts. • Subtotals • If you select subtotals, the report will sum columns at the various levels. • If you select no subtotals, nothing will be summed.

12. Selecting Format • Once your report displays, then you can choose the format to download the report, if needed. • If you email the report it embeds the report inside your email even though you choose attachment. • Your options are: • HTML • PDF • XML • Excel – with two options, data or format. • Excel Options – • Data gives you just the data without the report “look” and fancy headers. • Excel format gives you the file in Excel, but it includes the report logo and report header.

13. Missing BC tab? • If you do not see that tab, select the Public Folders tab. • Under the list of public folders you will need to search for the Budget Construction Folder. • You may need to toggle through your pages of folders to locate it.

14. Searching for folder • If you don’t see the Budget Construction folder on the first page, you need to use the toggle arrows to go to the next page. • Once you locate the Budget Construction folder, click on the yellow folder icon to open the folder. • Within the folder you should find the file EDW Budget Construction. • If you click on that file name link, it will open the KBC reports portal, as shown previously.

15. Accessing Reports • Each of the reports listed are links to open and start the reports. • If you are familiar with Cognos already, you should be able to run these reports with little assistance. • If you follow these steps and cannot find the correct tab or folder, confirm that you have the BC processor role. • Contact the KBC Administrator if further assistance is needed.

16. Adding BC tab • If you can access the BC folder and get to the portal page and run the reports, then you have access. • If you want to add the EDW- Budget Construction tab for easier access, follow the instructions for Cognos Preferences on the following slides.

17. Cognos Preferences • My Preferences can be accessed by clicking on the “Person” icon on the Cognos toolbar. • There are four choices when you pull down the list from the person icon, and you want to select My Preferences for these changes.

18. Preferences – Portal tabs • Select Portal Tabs on the Set Preferences page. • You want to add the EDW Budget Construction portal page so that it will appear as a tab. • The default setting includes only My Folders and Public Folders.

19. Click on the link Add… to add tabs. • My Folders and Public Folders should already be selected if they are appearing as tabs. • Open the Public Folders link to find the correct BC folder. Add the Portal Tab

20. Locate folder and link • Open the Budget Construction folder, shown here as a yellow folder. • Locate and select EDW Budget Construction link, as shown previously.

21. Add the tab • Select the EDW Budget Construction file on the left of the screen and then the green arrow to move it to the right under the selected entries section. • Select it on the right as well. • Click OK when finished.

22. Tab Sequence • If you wish to modify the sequence of how the tabs appear on your screen. • Select the folders you wish to move. • Click on the links to move them up or down. • Click ok when finished.