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March, 2019 Patrick DiMambro, CPA, MBA

Oracle PBCS : Filling Forms and Approval Workflow. March, 2019 Patrick DiMambro, CPA, MBA. What We W ill C over. Important Dates and General Overview Filling Forms (Proposal) Approval Workflow Things to Remember Questions. Important Dates and General Overview. Important Dates

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March, 2019 Patrick DiMambro, CPA, MBA

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  1. Oracle PBCS:Filling Forms and Approval Workflow March, 2019 Patrick DiMambro, CPA, MBA

  2. What We Will Cover • Important Dates and General Overview • Filling Forms (Proposal) • Approval Workflow • Things to Remember • Questions

  3. Important Dates and General Overview • Important Dates • 3/26 to 4/1: Live Trainings • 4/1 to 4/5: Drop-In Sessions • 4/8: Proposals due to Cabinet • General Overview • PBCS = Planning and Budgeting Cloud Service • Budget Information Filled in Form, with ability to: • Write comments • Include detailed support lists • Attach documents • View historical data • Submit to Respective VP • VP will Sign off on Proposal to Indicate Start of Review • Final Budgets to be Communicated by Respective VP (June/July)

  4. Navigating to PBCS • Log In to Oracle (https://egqw.fa.us2.oraclecloud.com/fscmUI/faces/FuseWelcome) • Navigate to “Other” tab in Oracle Fusion

  5. Navigating to PBCS • Click on “PBCS” buttonand use the Single Sign On

  6. Navigating to PBCS Forms • Click on “Data” button. This brings you to Forms and Data Entry.

  7. Navigating to PBCS Forms • Click on “Data” button. This brings you to Forms. 1. 2.

  8. Form Layout • Click on “Data” button. This brings you to Forms. 1. 6. 4. 5. 2. 3. • Department: This will change your department view. • Object: This shows all of your Object Codes. • Activity: This show all of your Activity Codes for each Object Code. • Historical Actuals: This shows a 3-year history of final spend. • Current Year Budget: This shows your current Original Budget and the Adjusted Budget (balance after transfers). • New Budget Proposal: This is where you will enter your budget request and details.

  9. Selecting a Department • Select the Department from the button at the top of the Form. • You will see departments that you have access to. • Do NOT select a “parent level” or you will not be able to enter data. • Once a department is selected, click “OK”. • Then, select the “Go Arrow” in the top right to refresh the Form. 1. Do Not: 2. 3.

  10. Inserting Data into the Form: Columns • Overview • Budget Amount: This is where you will include figures and supporting detail for the proposed budget of an account. • General Comment: This is an open comment field to add clarifying information for your VP. • Note that you will want to include any information about the entires to help support your proposal to your VP. • Strategic Priority: Select the Strategic Priority that most alligns with the budget account. • Contractually Obligated: This notifies your VP that the line contains items that are bound by a contract. • Note that if you select yes, you will need to include details on what and how much is related to the contractual item. • Category: This notifies your VP that the line contains IT or Physical Plant items. • Note that a Google Form will be sent to collect details for items that will be owned/managed by IT/PP. Anything else should go in here. 1 2 3 4 5

  11. Inserting Data into the Form: Budget Amount • To Add Detail • Right click in the appropriate cell under “Budget Amount” and select “Supporting Detail”. • To add new information, select “Actions” and click “Add Child”. • Name the first item in the Supporting Detail. Here we are estimating Bill’s Travel. • To add another layer, select the row and repeat Step 2. • You now can add detail to the first item. 3. 2. 1. 4. 5.

  12. Inserting Data into the Form: Budget Amount • To Add Detail • Click the cell to add the amount. • To add an adjacent line item, select the existing row (“Trip to the Moon”) and then select “Actions”, “Add Sibling”. Alternatively, you can select the higher line item (“Bills’ Travel”) and then select “Actions”, “Add Child”. • Here is an example of using a different “Operator”. You can use Operators to show how something is calculated. • First, a “sibling” was made from Bill’s Travel and named “Candy Bars” • Then, two “children” were made from the “Candy Bars” level. • Then, “# of Bars” was set to “+” as the Operator. • And finally, “Cost of Bars” was set to “*” as the Operator. • Notice that 100 * 2 calculated to a total of $200 in the “Candy Bars” level. 1. 3. 2.

  13. Inserting Data into the Form: Finalizing • To Finalize • When finished, click “Save” in the top right corner. • Notice that your total amount from the Supporting Detail is now in the cell. • This teal color means that there supporting detail in the cell. • Click the General Comment cell to add in information for your VP. • Notice that the yellow cell indicates a change to the form that has not yet been saved. • You can attach any files to a cell by right clicking on the cell and selecting “Attachments”. • Click “Save” in the top right corner of the Form. 5. 1. 2. 3. 4.

  14. Submitting to Your VP: Overview • Directors and Deans will submit the proposals to the VP via PBCS functionality • Note: Simulatneous editing results with version of last person to save. • Director/Dean will enter Approvals module and “promote” the Form. • In Approvals module and email, VP will be notified of the change in status. • VP will go through the initial reviewing process, reviewing Form for submittal to Cabinet. • VP will change the status to “Approve” when initial review is complete, thus accepting the proposal. • Once all proposals are approved across campus, Cabinet will review holistically. • Note: Many factors are changing during this stage, including updated enrollment figures and institutional priorities.

  15. Submitting to Your VP: Approvals Module • To Submit to your VP • From the Homepage, select Approvals • You will see a list of your departments. In this example we will use Department 0000. Click on the name. 1. 2.

  16. Submitting to Your VP: Approvals Module • Change Status of your Form • Ensure your “Action” says “Promote” • Write a message to go along with your submission. • Select Change Status, and you will see an update below. 1. 2. 3.

  17. Submitting to Your VP: Approvals Module • Change Status of your Form • Select Done. • You and the VP will now see that the department status is changed to “Under Review”. 1. 2.

  18. Things to Remember! • Talk to your VP Before Getting Too Far • Week of April 8th: Submissions due to VPs • Review list to know if you are a “submitter” (list will be emailed with presentation). • If multiple people are working in the same Form, the last to save “wins”. • Fill out Google Forms for Physical Plant and IS items living in PP/IS • Include in your Proposal any items that you do not include in the Google Forms. • Provide as much supporting detail/notes as possible

  19. Questions?

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